ࡱ> }| &bjbjcTcT >> D   D J#CCC"""""""$%'"!!"""#x!x!x!^"x!"x!x!:)",i"`8q 2U" "#0J#_" \(`\(i"\(i"LChx!=TCCCC""!^CCCJ#\(CCCCCCCCC : Conflict of Interest Policy Template  No member of Organization Name Board of Directors or Staff shall derive any personal profit or gain, directly or indirectly, by reason of his or her participation with Organization Name. This shall also include the members business or other nonprofit affiliations, family and/or significant other, employer, or close associates who may stand to receive a benefit or gain. Each individual shall disclose to the Board Chair any personal interests which he or she may have in any matter pending before the organization and shall refrain from participation in any discussion or decision on such matter. In addition, any member of Organization Names Board of Directors or Staff shall refrain from obtaining any list of clients or donors for personal or private solicitation purposes at any time during the term of their affiliation. Any new member of the Board of Directors shall be given this policy at the time of their election onto the Board of Directors and the policy will be reviewed annually by the board at a regularly scheduled meeting. We understand that the purposes of this policy are to protect the integrity of Organization Name and the organizations decision-making process as well as to enable our constituencies to have confidence in the integrity, intentions and actions of the officers, staff, board members and volunteers. To that end, we understand that this policy is not meant to supplement good judgment and all constituents should respect its spirit as well as its wording. In witness whereof, the undersigned has hereunto signed as of the date herein shown below. Moved by: BOARD MEMBER Seconded by: BOARD MEMBER Vote: Signed: __________________________ Date: ________________________ Corporate Secretary Document Retention Policy Template  A Document Retention Policy will help make sure that you keep files as required by law and destroy them in a systematic manner. A sample Document Retention Policy for your organization might look like this: Document Retention PolicyAccounts payable ledgers and schedules10 yearsAccounts receivable ledgers and schedules10 yearsAudit reports of accountantsPermanentlyBank statements3 yearsCapital stock and bond records: ledgers, transfer payments, stubs showing issues, record of interest coupon, options, etc.PermanentlyCash booksPermanentlyChecks (canceled, with exception below)10 yearsChecks (canceled, for important payments, i.e., taxes, purchase of property, special contracts, etc. [checks should be filed with the papers pertaining to the underlying transaction])PermanentlyContracts and leases (expired)10 yearsContracts and leases still in effectPermanentlyCorrespondence, general2 yearsCorrespondence (legal and important matters)PermanentlyDepreciation schedulesPermanentlyDuplicate deposit slips3 yearsEmployee personnel records (after termination)7 yearsEmployment applications3 yearsExpense analyses and expense distribution schedules (includes allowance and reimbursement of employees, officers, etc., for travel and other expenses10 yearsFinancial statements (end-of-year)PermanentlyGeneral ledgers and end-of-year statementsPermanentlyInsurance policies (expired)3 yearsInsurance records, current accident reports, claims, policies, etc.PermanentlyInternal reports, miscellaneous3 yearsInventories of products, materials, supplies10 yearsInvoices to customers10 yearsInvoices from vendors10 yearsJournalsPermanentlyMinute books of Board of Directors, including bylaws and Articles of IncorporationPermanentlyPayroll records and summaries, including payments to pensioners10 yearsPurchase orders3 yearsSales records10 yearsScrap and salvage records10 yearsSubsidiary ledgers10 yearsTax returns and worksheets, revenue agents reports, and other documents relating to determination of tax liabilityPermanentlyTime sheets and cards10 yearsVoucher register and schedules10 years Whistle-Blower Policy Template  This is a sample whistle-blower policy that would be distributed to all employees. Employee Protection (Whistle-Blower) Policy If any employee reasonably believes that some policy, practice, or activity of [Name of Nonprofit] is in violation of law, a written complaint may be filed by that employee with the Executive Director or the Board President. It is the intent of [Name of Nonprofit] to adhere to all laws and regulations that apply to the organization, and the underlying purpose of this policy is to support the organizations goal of legal compliance. The support of all employees is necessary to achieving compliance with various laws and regulations. An employee is protected from retaliation only if the employee brings the alleged unlawful activity, policy, or practice to the attention of [Name of Nonprofit] and provides the [Name of Nonprofit] with a reasonable opportunity to investigate and correct the alleged unlawful activity. The protection described below is only available to employees that comply with this requirement. [Name of Nonprofit] will not retaliate against an employee who, in good faith, has made a protest or raised a complaint against some practice of [Name of Nonprofit], or of another individual or entity with whom [Name of Nonprofit] has a business relationship, on the basis of a reasonable belief that the practice is in violation of law or a clear mandate of public policy. [Name of Nonprofit] will not retaliate against an employee who discloses or threatens to disclose to a supervisor or a public body any activity, policy, or practice of [Name of Nonprofit] that the employee reasonably believes is in violation of a law, or a rule, or regulation mandated pursuant to law or is in violation of a clear mandate or public policy concerning the health, safety, welfare, or protection of the environment. My signature below indicates my receipt and understanding of this policy. I also verify that I have been provided with an opportunity to ask questions about the policy. _________________________________________ _____________ Employee Signature Date Source: Used with permission from The Nonprofit Risk Management Center. The Nonprofit Risk Management Center is a nonprofit organization that provides assistance to other nonprofits on a wide range of risk management, liability, and insurance topics. For information about the services and resources available from the Center, visit  HYPERLINK "http://www.nonprofitrisk.org" www.nonprofitrisk.org or call (202) 785-3891. Nonprofit Risk Management Center 1130 Seventeenth Street NW, Suite 210, Washington, DC 20036 Phone: (202) 785-3891 | Fax: (202) 296-0349 Template Board Resolution Approving Executive Compensation  The board should complete the process to evaluate the reasonableness of compensation for both the CEO and CFO. After doing so, the board should document the process and approve the compensation in a board resolution. Resolution to Approve Compensation of the CEO or CFO Resolved, the Board of Directors hereby sets and approves the compensation including benefits of the CEO/CFO of Organization Name at $Total Compensation. In setting this amount, we have conducted a process to determine the reasonableness of the compensation package. This process included List process steps here. For example: Comparing the compensation package to that of organizations of similar size, location, and mission. Based on this process, we have determined the compensation package to be reasonable and just. In witness whereof, the undersigned has hereunto signed as of the date herein shown below. 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