Applicant Organization Summary Template | NPO109-1

Applicant Organization Summary Template

A summary of the agency will be provided through the Applicant Organization Summary Template. NPO109-1 APPLICANT ORGANIZATION SUMMARY covers basic information regarding the organization, the purpose of the grant, a brief description of the request, and more. The following information will be provided in narrative format in addition to the form:

  • Agency Information
  • Purpose of Grant
  • Evaluation
  • Attachments

The agency endorses and supports the pursuit of grant monies through appropriate foundations and government funding sources in all areas, which enhance the services provided by the agency. Grants may be sought from foundations, government units, corporations, and other grant-making organizations. At least one full-time, salaried staff person will be assigned to research grant-making organizations, making or following up on contacts, writing grant proposals, and following up on grant proposal submissions. Once research has identified an organization that might be willing to consider making a grant to support an activity of the agency, a contact within the grant-making organization will be identified and a meeting to discuss the possibility of seeking a grant will be requested.

Applicant Organization Summary Template Details

Pages: 01
Words: 98
Format: Microsoft Word 2013 (.docx)
Language: English
Manual: Non-Profit
Procedure: Grant Applications Procedure NPO109
Type: Form

 

Appointment to the Board Application Template | NPO101-2

Appointment to the Board Application Template

The Appointment to the Board Application Template covers general information, education, experience, skills, community activities, and more. NPO101-2 APPLICATION FOR APPOINTMENT TO THE BOARD should also be complete with a brief statement of understanding of the agency’s mission and interest in the agency. Upon close of discussion, the Board President will ask for a formal nomination. The nomination must be seconded, then a vote will be taken by show of hands. The Board Development Committee will be responsible for notifying the nominee, by letter, regarding the outcome of the vote, within one week of the election.

The Board should include at least two representatives of the people and causes served by the agency. It’s important that all necessary considerations are taken in regard to the agency’s programs and goals during the appointment of new Board members, and adequate opportunity for communication among existing Board members and between existing Board members and the Board candidate is provided in terms of required skills, commitment levels, philosophies and other special concerns. This applies to all Board appointments, including member replacements, Board expansion and reapplications for membership.

Appointment to the Board Application Template Details

Pages: 01
Words: 140
Format: Microsoft Word 2013 (.docx)
Language: English
Manual: Non-Profit
Procedure: Board Development Procedure NPO101
Type: Form

Related Documents

 

Board Accountability Procedure | NPO103

Board Accountability Procedure

The Board Accountability Procedure helps protect Directors and the non-profit agency from potential lawsuits related to possible conflict-of-interest situations, contracts or various forms of compensation, and the fiscal integrity of the organization.

The fiduciary status of non-profit Board members brings with it specific legal liabilities. While it may not be possible for the Board of Directors to manage and direct all phases of the agency’s business, it must assume responsibility for the final decisions and results. (2 pages, 502 words)

The Board of Directors should delegate responsibilities to its “agents,” such as committee chairpersons, officers or the Executive Director, in an orderly, logical manner. A director who acts in good faith and in the best interests of the corporation is generally protected from personal liability for any errors in judgment.

Board Accountability Procedure Activities

  • Director Responsibilities
  • Director Liability

 

Board of Directors Nomination Template | NPO101-1

Board of Directors Nomination Template

The Board should include at least two representatives of the people and causes served by the agency. NPO101-1 BOARD OF DIRECTORS NOMINATION covers nominee information, qualifications, references, and more. To the extent possible, the Board will be made up of people of different ethnic backgrounds and skill sets who represent the community served by the agency. Not more than one member of a family or one participant in a close personal relationship should serve on the Board at any given time. Board appointments will be made based on the agency’s needs. Officers should include a president, treasurer and secretary.

The Board of Directors Nomination Template prepared by the Board Development Committee will be distributed prior to discussion of the nomination. This form will include information regarding the nominee’s occupation, skills, residency, marital/family status, current and previous Board participations and experiences, and committee interests. The form will also include committee members’ assessment of the nominee’s commitment level and the degree to which the nominee’s philosophies are consistent with agency goals. The Board Development Committee Chairperson will lead a discussion of the information on the nominating form, and be responsible for providing additional information requested by Board members.

Board of Directors Nomination Template Details

Pages: 01
Words: 89
Format: Microsoft Word 2013 (.docx)
Language: English
Manual: Non-Profit
Procedure: Board Development Procedure NPO101
Type: Form

Related Documents

 

Board Self-Assessments Procedure | NPO104

Board Self-Assessments Procedure

The Board Self-Assessments Procedure helps determine that the Board has the capabilities essential to thoughtfully examine basic organizational issues such as quality and costs, while providing imaginative leadership and, if not, to determine what can be done to acquire these capabilities. Also, to bring individual assumptions and concerns to the surface, to be dealt with at a greater level of awareness and in terms of the direct and indirect consequences they may have on the organization.

A self-assessment of the Board as an entity and as individual members should be conducted periodically, at least every two years. The President of the Board, together with the Board Development Committee, is responsible for setting the standards and procedures whereby Board self-evaluation can occur on a regular basis.

Each self-assessment is to be conducted in a detailed, step-by-step process designed to bring about positive and practical changes in the Board as a group and in individual members’ performances. (8 pages, 1,732 words)

The Board of Directors’ self-assessment should be conducted publicly, with full participation of the members, Executive Director and agency staff. It is generally agreed that resulting changes will be more easily accepted and implemented when those involved in the changing process have also been involved in the process to determine the change.

The first step is identifying the status of agency programs, as well as the desired future status of agency programs. To do so, the Board Development Committee, with assistance from appropriate staff members, will gather valid data that reflects the present situation and the need for future actions.

Next, the Development Committee, with input from the Board President, will formulate a questionnaire. It should be accompanied by pertinent data gathered by the committee. Time will be set-aside at a regular Board meeting or, if possible, at a special workshop for confidential completion of the questionnaires.

Board Self-Assessments Procedure Activities

  • Evaluation
  • Questionnaire
  • Evaluation Report

Board Self-Assessments Procedure Forms

 

Director Report Card Evaluation Template | NPO104-1

Director Report Card Evaluation Template

For evaluation of individual directors, the Director Report Card Evaluation Template should be used. This helps determine that the Board has the capabilities essential to thoughtfully examine basic organizational issues such as quality and costs, while providing imaginative leadership and, if not, to determine what can be done to acquire these capabilities. Also, to bring individual assumptions and concerns to the surface, to be dealt with at a greater level of awareness and in terms of the direct and indirect consequences they may have on the organization. NPO104-1 DIRECTOR REPORT CARD covers:

  • Suitability As Directors
  • General Preparation as Director
  • Specific Preparation for Action As Director
  • Ambassadorship
  • Participation in Development Program of the Agency
  • Committee Activity
  • Attendance
  • For Chairman of Board or Chairman of Board Committees
  • Special Service

Each section, besides section nine, is worth a possible 20 total points. However, you may use a sliding scale of points between arbitrary levels noted, if Director’s performance does not fit point definitions provided.

Director Report Card Evaluation Template Details

Pages: 03
Words: 1073
Format: Microsoft Word 2013 (.docx)
Language: English
Manual: Non-Profit
Procedure: Board Self-Assessments Procedure NPO104
Type: Guide

 

Donations Solicitation Procedure | NPO108

Donations Solicitation Procedure

The Donations Solicitation Procedure helps avoid jeopardizing philanthropic efforts, the agency’s purchasing procedures, or donor’s interests.

Donor solicitations of businesses and individuals should be made in accordance with ethical business and fund raising practices. Appeals to vendors and businesses with the potential for having a future commercial relationship with the institution will be made in the spirit of philanthropy with no overt or implied promise of future business or threat of withdrawal of business.

Purchasing and development functions within the agency will remain completely separate. This agency will not enter into an agreement with any agency, person, company, or organization on any matter — whether it is investment, management, sale, or other interest — which would knowingly jeopardize or compromise the donor’s interests.

The Solicitation of Donations Procedure applies to all types of fund raising programs and for all solicitation of funds from private individuals, foundations, businesses, corporations, and organizations. (4 pages, 1,184 words)

Donations Solicitation Procedure Activities

  • Donor Contributions
  • Donor Record Keeping
  • Foundation Requests
  • Corporate Soliciations
  • Agency Representation by Volunteers and Employees

 

 

Endowment Funds Procedure | NPO112

Endowment Funds Procedure

The Endowment Funds Procedure enhances the current financial stability of the agency and to provide financial security for the future. The Board of Directors should seek funds through gifts, bequests, planned giving, insurance and all other mediums. (6 pages, 1,712 words)

Donations to the agency will be accepted for unrestricted use or for any one of the many special funds and programs that have been established. The agency may also accept a gift designated for a specific purpose for which no special fund has been established if it is within the scope of the agency’s mission. Unusual gifts, gifts that have conditions attached, or gifts that require the agency to assume an additional or a specific liability should be reviewed by the Board of Directors.

Advice of legal counsel should be obtained in all matters pertaining to planned giving, and no planned giving document should be executed without said advice. It’s not required that all gifts be accepted. When property other than cash, listed securities, or securities traded over-the-counter is involved, approval of the Budget and Finance Committee should be required.

Gifts of real property, such as homes, commercial structures, etc., may be accepted by the endowment under the unusual gifts policy. Gifts of real estate may be used to fund gift annuities or trusts. The endowment may accept life estate contracts that are without encumbrance. If the contract is encumbered in any way, the policy concerning unusual gifts will apply.

The endowment may accept ownership of any life insurance policy. If the donor has borrowed against the cash value of the policy, the gift of the policy should be reviewed under the “unusual gifts” policy to assure that the endowment will receive some residual benefit. The endowment may be designated as sole beneficiary or joint beneficiary with one or more individuals and/or organizations. The endowment may accept the assignment of dividends on any insurance policy.

Endowments Funds Procedure Activities

  • Endowment Acceptance Guidelines
  • Fund Instruments and their Limitations
  • Investment of Funds
  • Donor Consideration
  • Reserve Fund
  • Review and Amendments

 

Executive Director Job Description Template | NPO102-1

Executive Director Job Description Template

The Executive Director Job Description Template covers a summary of functions, essential duties and responsibilities, organizational relationships, and more. NPO102-1 JOB DESCRIPTION-EXECUTIVE DIRECTOR states that the Executive Director is the senior NPO (non-profit organization) staff member, responsible for the daily administration of the organization. This includes the administration/supervision of the administrative office and the programs or services provided to the community. Essential duties are:

  • To develop and maintain a positive agency image and positive relations between the agency and key patrons, vendors, and partners.
  • To develop in conjunction with the managers of the agency, plans for the growth and development of the agency and the expansion or improvement of agency facilities.
  • Monitors and develops the annual budget for approval by the Board of Directors, and more.

The Personnel Committee will first post a job opening notice for the Executive Director position within the agency, in local newspapers, and in announcements to other organizations in the field. If no suitable candidates are found, the job opening notice will then be posted in large metropolitan newspapers throughout the country. The Executive Director’s contract will detail the annual evaluation process. The contract will also identify specific objectives for the organization and detail information related to salary, vacation, benefits, authority and responsibility, and conditions for termination of the contract prior to its expiration date. The job is performed indoors in a traditional office setting. Activities include extended periods of sitting and extensive work at a computer monitor and/or calculator.

Executive Director Job Description Template Details

Pages: 02
Words: 456
Format: Microsoft Word 2013 (.docx)
Language: English
Manual: Non-Profit
Procedure: Hiring The Executive Director Procedure NPO102
Type: Guide

 

Gift Acceptance Procedure | NPO110

Gift Acceptance Procedure

The Gift Acceptance Procedure ensures that all gifts accepted by the non-profit agency further the mission or goals of the agency, do not conflict with the agency’s ethical values and principles, and are accepted in accordance with sound business and fiscal practices.

No gift will be accepted where there is no obvious charitable intent on the part of the donor. The greater the number of donors and the greater the number of transactions involved in a gift, the greater will be the caution about accepting the gift. The Board of Directors must review and approve the acceptance of gifts, which may require expenditure of funds by the agency at any time.

The Gift Acceptance Procedure applies to all gifts offered to the non-profit agency, including cash, pledges, securities, trusts, insurance policies, real estate, and other gifts-in-kind. (6 pages, 1,651 words)

All contributions should be recognized within 48 hours of receipt, and under no circumstances less than five working days of receipt of the gift. All gifts should also be recorded accurately and a weekly report issued to the Executive Director, senior staff, President of the Board of Directors, Board members, and all development volunteer leadership.

If the donor or some other person or persons retains or obtains a right, interest, or benefit in a gift, the Board of Directors must determine that the gift has adequate value to sustain that right, interest, or benefit, pay related expenses, and still provide a significant benefit to the agency. All property appraisals must be premised on the property being sold within a reasonable period to time, generally one year.

The Gift Acceptance Policy includes specific guidelines for each type of gift. For example, it tells you that in-kind gifts of property or services are to be valued by the donor and reported to the Executive Director and that if the in-kind valuation of the donor is suspect, the agency may request an independent appraisal.

Gift Acceptance Procedure Activities

  • General Guidelines
  • In-Kind-Gifts
  • Donated Securities
  • Gifts of Real Property
  • Gifts of Personal Property
  • Works of Art
  • Gifts of Furniture
  • Gifts of Automobiles

 

Grant Applications Procedure | NPO109

Grant Applications Procedure

The Grant Applications Procedure helps to seek sums to support specific projects. The agency endorses and supports the pursuit of grant monies through appropriate foundations and government funding sources in all areas, which enhance the services provided by the agency.

Grants may be sought from foundations, government units, corporations, and other grant-making organizations. (5 pages, 585 words)

At least one full-time, salaried staff person will be assigned to research grant-making organizations, making or following up on contacts, writing grant proposals, and following up on grant proposal submissions. Once research has identified an organization that might be willing to consider making a grant to support an activity of the agency, a contact within the grant-making organization will be identified and a meeting to discuss the possibility of seeking a grant will be requested.

Along with the Applicant Organization Summary Form, you should include a summary of the agency including information such as their mission statement (brief statement of organization’s goals, and/or objectives), a brief summary of organization’s history, and description of current programs, activities, and accomplishments.

Information regarding the purpose of the grant should also be included. This entails information such as a brief statement of the issue to be addressed, description of constituency served (include number served), target population, and how they will benefit from this. A description of goals and objectives for the purpose of the grant and of activities planned to accomplish these goals would also be helpful.

Expected results during the funding period and details about how you would define and measure success would also be useful information to include.

There are also certain attachments you should include. Things such as: Board of Directors occupations and/or community affiliations, a list of names and qualifications of key staff, most recent fiscal year-end financial statements (audited if available), etc.

Grant Applications Procedure Activities

  • Communications With Grant-Making Organizations
  • Agency Summary

Grant Applications Procedure Forms

 

Hiring the Executive Director Procedure | NPO102

Hiring the Executive Director Procedure

The Hiring the Executive Director Procedure ensures that the agency’s programs and day-to-day activities are being administered by a well-qualified professional capable of leading paid staff and agency volunteers in the attainment of agency goals.

This procedure applies to the hiring and evaluation of each employee selected to fill the role of the Executive Director. (6 pages, 1593 words)

Hiring the Executive Director Procedure Activities

  • Selection Process
  • Annual Performance Evaluation
  • Unscheduled Performance Reviews

Hiring the Executive Director Procedure Forms

 

Honors Recognition Procedure | NPO113

Honors Recognition Procedure

The Honors Recognition Procedure furthers the goals and objectives of the non-profit agency in the areas of financial gain, public recognition and respect.

The Board of Directors will consider all recommendations for honors and recognition resulting from distinguished service to the non-profit agency. The Board will consider the relationship between honoree services and the size and scope of the project proposed, the benefit of the recognition to the agency, and the visibility and prominence accorded to the honoree. Individuals or institutions that make large contributions, as well as projects that undertake to raise significant sums will be considered for recognition.

The Honors Recognition Procedure applies to the naming of buildings, property, or any space therein; the naming of departments or titled positions, including chairs within the organization; and the conferring of all awards or citations upon any individual, institution, association, or society. (4 pages, 709 words)

Honors Recognition Procedure Activities

  • Commemorative Gifts
  • Unapproved Projects
  • Donor Recognition
  • Public Announcements

 

 

Meeting Structured Record Keeping Procedure | NPO107

Structuring Meetings Record Keeping Procedure

The Structuring Meetings Record Keeping Procedure helps with meeting on a regular basis and keeping a permanent record of Board membership, activity, and Board proceedings.

Meetings are held to make decisions, plan actions and shape the future. Records are kept to provide a written history of activities, which may become useful in the event of legal actions, program analysis, decision clarification and new member/staff education.

The Structuring Meetings Record Keeping Procedure applies to all activities of the Board and Board committees. (2 pages, 557 words)

Board files should be maintained in a permanent, fireproof file cabinet. The Secretary of the Board shall be responsible for maintaining these files. Board members will meet the first Tuesday of every month at the agency’s offices, between the hours of 7 p.m. and 9 p.m.

Structuring Meetings Record Keeping Procedure Activities

  • Board Files
  • Meetings
  • Quorum Requirements

 

New Member Orientation Procedure | NPO105

New Member Orientation Procedure

The New Member Orientation Procedure gives new members the specific information necessary to enable them to perform effectively as a member of the Board of Directors, and to assist the new member in gaining a working knowledge of the organization’s goals and program services.

Every new non-profit Board member will receive a complete orientation covering the operation of the agency, its finances, the relationship of the governing Board to the operation, and the Director’s role as a member of the Board. The orientation will include an agency tour; appropriate written materials, introductions to staff and information on other Board members.

New member orientation will be provided to all new non-profit Board members, regardless of previous experience or involvement with the agency. (4 pages, 732 words)

New Member Orientation Procedure Activities

  • Orientation
  • Board Manual Committee Assignments, Evaluation

 

Special Event Budget Report Template | NPO111-1

Special Event Budget Report Template

The Special Event Budget Report Template covers sources of revenues, total expenses, percentage of net proceeds to be donated, and more. A budget for the event using the name of the agency must be included before authorization can be given by the Board of Directors. After submitting NPO111-1 SPECIAL EVENT BUDGET INFORMATION, approval of events and the use of the agency’s name will be provided by the President of the Board and the Executive Director. Any new proposed event using the name of the agency will be evaluated by the Budget and Finance Committee and the Community Relations Committee before approval.

The agency should attribute a realistic fair market value, including entertainment value, to the event. It is the responsibility of the agency to disclose to attendees the contributory (tax deductible) amount of any cost to attend an event. The Finance Committee and the Development Committee will evaluate each event as soon as possible after completion to determine if repetition of the event is desirable. The agency’s Board of Directors and Executive Director must approve all fund raising events, fund raising activities, and publications which use the name of the agency to generate funds or attendance.

Special Event Budget Report Template Details

Pages: 01
Words: 120
Format: Microsoft Word 2013 (.docx)
Language: English
Manual: Non-Profit
Procedure: Special Events Procedure NPO111
Type: Form