Policies

SAFEchild Donor Bill of Rights

The Donor Bill of Rights was created by the Association of Fundraising Professionals (AFP), the Association for Healthcare Philanthropy (AHP), the Council for Advancement and Support of Education (CASE), and the Giving Institute: Leading Consultants to Non-Profits. It has been endorsed by numerous organizations.

Philanthropy is based on voluntary action for the common good. It is a tradition of giving and sharing that is primary to the quality of life. To ensure that philanthropy merits the respect and trust of the general public, and that donors and prospective donors can have full confidence in the nonprofit organizations and causes they are asked to support, we declare that all donors have these rights:

I. To be informed of the organization’s mission, of the way the organization intends to use donated resources, and of its capacity to use donations effectively for their intended purposes.

II. To be informed of the identity of those serving on the organization’s governing board, and to expect the board to exercise prudent judgment in its stewardship responsibilities.

III. To have access to the organization’s most recent financial statements.

IV. To be assured their gifts will be used for the purposes for which they were given.

V. To receive appropriate acknowledgement and recognition.

VI. To be assured that information about their donation is handled with respect and with confidentiality to the extent provided by law.

VII. To expect that all relationships with individuals representing organizations of interest to the donor will be professional in nature.

VIII. To be informed whether those seeking donations are volunteers, employees of the organization or hired solicitors.

IX. To have the opportunity for their names to be deleted from mailing lists that an organization may intend to share.

X. To feel free to ask questions when making a donation and to receive prompt, truthful and forthright answers.

Board approved February 2002 (Revised 2008)


 

SAFEchild Travel Policy

Policy: SAFEchild will reimburse employees for works related travel expenses in accordance with rates approved the agency’s Board of Directors.

Procedure:

1. Private automobiles

  • Employee mileage is reimbursed at 42 cents per mile. If more than one employee travels in one automobile, no additional charge is allowed.
  • Automobile mileage reimbursement will not exceed the cost of coach airfare for the same trip.
  • Documentation of mileage needs to conform to the appropriate agency form (see attached).
  • Parking expenses are reimbursed in full when proper documentation (receipt) is provided.

2. Common Carriers

  • All travel requiring common carriers must be approved by executive director.
  • Employees are reimbursed for actual airline and train fares once approval for such travel is obtained from the executive director.
  • Employees will use coach air travel except when it is not available, in which case the employee must verify such in writing.

3. Rental cars

The use of rental cars is limited to the following:

  • When a destination has been reached by the common carrier and several locations in the same vicinity must be visited;
  • When transportation between the airport terminal and destination is needed and taxi or limousine service is needed and taxi or limousine service is not feasible or available or less economical;
  • When a schedule cannot be met through us e of a common carrier
  • If a rental car is used, the employee should rent the least expensive model available that meets travel needs.
  • Time permitting, an employee will place the proper amount of fuel in the rental car prior to returning it to the rental agency.
  • The original receipt should be attached to the travel form.
  • Parking expenses are reimbursed in full when proper documentation (receipt) is provided.

4. Reimbursement for Meals

  • Employees do not receive a meal allowance when they are working within the limits of the SAFEchild agency.
  • Reimbursements for meals purchased with any tips noted should be attached to the expense/reimbursement form. Expenditures for alcoholic beverages are not reimbursable, should be deducted on receipts.
  • Daily reimbursement for meals is not to exceed $50 per day; unless prior written permission from executive director is obtained.

5. Lodging Expenses

  • Reimbursement will be made for actual lodging expenses in a hotel or motel on the presentation of a paid original bill.
  • When a room is shared with other employees, reimbursements may be place on only one expense report. The other employee should indicate the room was shared and who paid for the room.
  • An employee who is traveling on SAFEchild business and is accompanied by another family member is entitled to a reimbursement on a single room. Request the clerk to note the single room rate on the bill.

6. Other Travel-Related Expenses

  • SAFEchild will reimburse employees for incidental expenses up to $5.00 for each overnight stay, including phone calls.
  • SAFEchild will reimburse for tips (up to $2.00 for each time baggage needs to be moved when arriving and departing a hotel or airports.
  • SAFEchild will reimburse for actual parking fees and roads and bridge tolls when an employee is away from home.

SAFEchild will not reimburse for traffic or parking fines or for recreational activities.


 

SAFEchild Conflict of Interest Policy

Article I
Purpose

The purpose of the conflict of interest policy is to protect this tax-exempt organization’s interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of SAFEchild or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.

Article II
Definitions

Interested Person. Any person, principal officer, staff, volunteer, or member of a committee with governing board delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person.

Financial Interest. A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:

  • An ownership or investment interest in any entity with which the Organization has a transaction or arrangement;
  • A compensation arrangement with SAFEchild or with any entity or individual with which SAFEchild has a transaction or arrangement; or
  • A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the SAFEchild is negotiating a transaction or arrangement.

Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.

A financial interest is not necessarily a conflict of interest. Under Article III, Section 2, a person who has a financial interest may have a conflict of interest only if the appropriate governing board or committee decides that a conflict of interest exists.

Article III
Procedures

Duty to Disclose. In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the directors and members of committees with governing board delegated powers considering the proposed transaction or arrangement.

Determining whether a Conflict of Interest exists. After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining board or committee members shall decide if a conflict of interest exists.

Procedures for Addressing the Conflict of Interest.

  • An interested person may make a presentation at the governing board or committee meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest.
  • The chairperson of the governing board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.
  • After exercising due diligence, the governing board or committee shall determine whether SAFEchild can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.
  • If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the governing board or committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in SAFEchild’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make its decision as to whether to enter into the transaction or arrangement.

Violations of the Conflicts of Interest Policy.

  • If the governing board or committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.
  • If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the governing board or committee determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.

Article IV
Records of Proceedings

The minutes of the governing board and all committees with board delegated powers shall contain:

  • The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the governing board’s or committee’s decision as to whether a conflict of interest in fact existed.
  • The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings.

Article V
Compensation

  • A voting member of the governing board who receives compensation, directly or indirectly, from SAFEchild for services is precluded from voting on matters pertaining to that member’s compensation.
  • A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from SAFEchild for services is precluded from voting on matters pertaining to that member’s compensation.
  • No voting member of the governing board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from SAFEchild, either individually or collectively, is prohibited from providing information to any committee regarding compensation.

Article VI
Annual Statements

Each director, principal officer and member of a committee with governing board delegated powers shall annually sign a statement which affirms such person:

  • Has received a copy of the conflicts of interest policy;
  • Has read and understands the policy;
  • Has agreed to comply with the policy; and
  • Understands the Organization is charitable and in order to maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes.

Article VII
Periodic Reviews

To ensure that SAFEchild operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects:

  • Whether compensation arrangements and benefits are reasonable, based on competent survey information, and the result of arm’s length bargaining.
  • Whether partnerships, joint ventures, and arrangements with management organizations conform to SAFEchild’s written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes and do not result in inurement, impermissible private benefit or in an excess benefit transaction.

Article VIII
Use of Outside Experts

When conducting the periodic reviews as provided for in Article VII, SAFEchild may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the governing board of its responsibility for ensuring periodic reviews are conducted.

SAFEchild Conflict of Interest Disclosure Statement

Completion of this form is required annually in order to fully disclose the relationships that Board Members and staff have

Name______________________________________________________

I have received a copy of the Conflicts of Interest policy.
_____ Yes ___No

I have read and understand the Conflicts of Interest policy.
_____ Yes ___ No

I agree to comply with the Conflicts of Interest policy.
_____ Yes ___ No

I understand the Organization is charitable and in order
to maintain its federal tax exemption it must engage
primarily in activities which accomplish one or more of
its tax-exempt purposes.

_____ Yes ___ No

Signature________________________________

Date___________