🧱 INFRASTRUCTURE PLAN

Building a System that Scales from Local to National

1️⃣ Core Infrastructure Layers

Layer	Purpose	Tools / Deliverables
Governance & Oversight	Defines how decisions, approvals, and audits occur.	– Standing Program Committee of Board– Annual review checklist– Internal ethics & data audit policy
Operations & Logistics	Ensures care packages, volunteers, and mentorships are coordinated efficiently.	– HubSpot Pipelines for families, volunteers, and sponsors– Volunteer matching automation (Care Captain ↔ Family)– Inventory tracking using Airtable / Notion / Sheets bridge
Transparency & Impact	Publishes measurable results through the Trust Engine.	– Impact Score integration (Impactful model)– Public Transparency Portal updates quarterly– Partner dashboard (discount %, families served, verified photos)
Technology & Data	Connects everything securely and efficiently.	– HubSpot as CRM– API endpoints for Impact Score & Transparency Portal– Google Workspace for documentation & Forms– Stripe / QuickBooks for donation and expense tracking
Communications & Outreach	Maintains public trust and engagement.	– Monthly community newsletter– Media-ready stories (with family consent)– Annual “State of the Core” Impact Report
Training & Certification	Standardizes volunteer readiness.	– Online Learning Portal (video & quiz modules)– Care Captain Certification– Partner Orientation Toolkit

Why this matters: Once the program expands, accountability must match its visibility.

We’ll build internal systems that mirror large-scale nonprofit standards.

Document Retention Policy: 7-year retention on all financial and participant records.
Privacy & Data Security Policy: Based on HIPAA-lite model (no medical data but same respect for confidentiality).
Incident Reporting Workflow: Any safety, misconduct, or privacy incident logged and reviewed within 72 hours.
Insurance Requirements: General liability + volunteer accident coverage before regional expansion.
Financial Controls:
- Dual signature rule on withdrawals > $500.
- Monthly reconciliation by Treasurer or accountant.
- Annual 990-N or 990-EZ filing calendar reminders.