Marketing Guidelines    Non-Profit Piggyback Policy    Check Writing and Debit Cards 

Proposition I - Secretary/Treasurer

Marketing Guidelines

 The following are marketing guidelines for volunteers and paid employees of Children’s Educational Relief Foundation (CERF).  Guidelines will be added as the need arises.  Misrepresentation of CERF and its purpose or activities stands as grounds for termination of assignments. 

1. All marketing material will maintain consistency with the 501c3 application, and will not veer from its contents.
2. All literature and verbal means of marketing will provide full-disclosure to all activities, projects, and use of funds or gifts in kind.
3. Children’s Educational Relief Foundation maintains a cooperative approach to marketing.  We are not in competition with other non-profit organizations.  CERF exists as an option for contributors to give money or gifts in kind.
4. “Cold calls” will not be a means of solicitation for Children’s Educational Relief Foundation.
5.  All material (i.e. literature, letter of intent, email campaigns, form letters, etc.), used to solicit funds for and in behalf of Children’s Educational Relief Foundation must be “organization approved” material.

 Approved by board of directors on 8-3-05

Non-Profit Piggyback Policy

 Policy: Children’s Educational Relief Foundation will welcome other organizations to utilize the 501c3 or non-profit status held by the IRS and state corporation office.  Such organizations must meet the following criteria.           

• Be a non-profit organization whose proceeds directly benefit a good cause.
• The cause of such an organization must be directly or indirectly related to the efforts advanced by CERF.

 Procedure:        

• The president of such organization will contact the chairman of the board of CERF by letter of intent or phone.
• The organization must show how their efforts complement those of CERF.
• CERF’s chairman of the board will present the nature of the partnership at a board meeting.
• CERF’s board of directors will formulate a proposal specific to the organization in need.
• The chairman of the board will submit the proposal to the president of the requesting organization for review.
• The requesting organization will accept, amend, or decline the proposal.
• A written contract will be designed at the discretion of CERF’s chairman of the board.
• Such contract will be signed and dated by both organizations.
• Both organizations will uphold and honor all agreements whether made verbally or in contract form.

 Approved by board of directors on 8-3-05

Check Writing and Debit Cards 

Check Writing:

            As per the bylaws ”All vouchers and withdrawals must have two signatures, one being the treasurer of the board and the other the chief executive director.” 

Debit Cards:

            All debit cards are to remain in a safe box to be held by the treasurer.  Debit cards will be for the use of project managers at the time when goods are needed to purchase for their specific project.  After such goods have been purchased the debit card is to be returned to the treasurer with all receipts.

Purchases:

            The executive director must approve all purchases.  Purchases will only be approved if money is available for that project or purpose.  If any employee or volunteer purchases an item or an expense without verbal approval from the executive director, such item or expense will be considered a donation to the organization and does not qualify for reimbursement.

             Project managers must receive approval by the executive director for all purchases made.  The executive director will notify the treasurer of such approval, at which time the project manager may acquire either a check or debit card to purchase approved items or expenses.

             A project manager who receives approval for purchases from the executive director may purchase items or expenses with their personal funds and be reimbursed once receipts have been turned into the treasurer.

 Approved by board of directors on 8-3-05

Proposition I

Secretary/Treasurer:

To combine the secretary and treasurer positions.   

History:

In October 2004, the Children’s Educational Relief Foundation was organized with two founding members (Ao and Karen Pauga), a secretary (Rick Brower) and a treasurer (Tracy Wilson).  During the course of the year Rick Brower had to step down due to family circumstances.  Since then Ao and Tracy have alternated the role of secretary until April 2005 when Michelle DeKorver began volunteering.  All secretary responsibilities have been given to her and she has maintained all meeting minutes. 

Tracy Wilson who is the current treasurer has fulfilled this position without any problems to date.  Tracy has been assigned the role of a project manager over the scholarship program, and has taken on other responsibilities within the organization. 

Currently:

Michelle continues to act as secretary maintaining all meeting minutes, designing various flyers and company forms, and various tasks as needed.

Tracy continues to act as the treasurer maintaining all financial records, depositing donations, and issuing accounts payable, oversees the scholarship program as a project manager, as well as other duties. 

Proposal:

                It is in the best interest of Children’s Educational Relief Foundation to combine the positions of secretary and treasurer.  It is proposed that the position of secretary/treasurer be assigned to Michelle DeKorver. 

Reasoning for proposal:

·         It has been difficult to follow the check writing guidelines as stated in the Bylaws Article V Section 4.  Many times Tracy or Karen has had to sign checks without the other’s signature.

·         If bylaws are not followed the organization could potentially lose their 501c3 status.

·         Michelle lives in close proximity to Karen and would thereby make it more convenient to follow the organization bylaws.

·         In order to maintain a check and balance system it is important that the treasurer not be assigned project management duties.  The project manager will be required to maintain account activity on all funds entering his specific project.

·         There is a potential of conflict of interest if a project manager is also acting as treasurer for the organization. 

Approved by board of directors on 8-3-05

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