Appendix 1 from book

The final manuscript for our textbook, Service Dogs: The Rescue and Training of Heroes, didn't have enough room for Appendixes. So here is the first of two appendixes we wanted to include, which can be helpful as reference tools. Note that we don't always use the following, but they can be good guidelines to refer to. Here is Appendix 2 (of 2).

Annual Assessment of the Chief Executive

Articles of Incorporation

Board Roles, Responsibilities, and Expectations

Board Self-Assessment (Every Three Years)

Board Succession Plan

Budgetary Shortfall Plan

Checklist for Accessibility (External Facilities)

Complaints Procedure for Staff, Volunteers, and Clients

Contracts for Staff

Contracts for Volunteers

Disaster Recovery Plan

First Aid Procedures

Follow-up Procedures with Incident Report Form

Fundraiser Sign-in Sheet

Hazardous Substances Procedures

Job Descriptions for Staff, Volunteers, and Board Members

List of Board of Directors

Medical Form for Clients

Mission Statement

Non-Discrimination Statement and Policy

Policy for Access to Personnel Records

Policy for Equal Opportunity

Release of Liability

Sample Conflict-of-Interest Policy

Staff and Volunteer Training and Monitoring Procedures

Staff Policies for Disciplinary Action, Grievances, and Appeals

Volunteer Recruitment and Selection Procedures

 

 

Annual Assessment of the Chief Executive

The following are Guidestar recommendations. The Executive Director must present the Annual Report. Then the board must assess their performance. The Executive Director or Secretary must write the results into the minutes.

1 - Vision

Has the Executive Director communicated the mission to the appropriate people? The appropriate people are the board, staff members, donors, and clients.

2 - Human Resources

Has the Executive Director used volunteers, board members, staff, and nonprofit partners well?

3 - Using Advice

Has the Executive Director used advice from board members, staff, and nonprofit partners?

4 - Standards

Has the Executive Director followed high standards of accountability and transparency?

5 - Decisions

Is the organization running well?

6 - Performance

Is the number of dogs trained each year meeting projections?

 

 

 

Articles of Incorporation

Your state’s Department of Consumer Affairs will usually provide a sample template. For an example, here is the template that Hawaii provides (just for an idea of what to expect):

ARTICLES OF INCORPORATION

The undersigned, desiring to form a nonprofit corporation under the laws of the State of Hawaii, certify as follows:

I.

The name of the corporation shall be:

II.

The mailing address of the corporation's initial principal office is:

III.

The corporation shall have and continuously maintain in the State of Hawaii a registered agent who shall have a business address in this State. The agent may be an individual who resides in this State, a domestic entity or a foreign entity authorized to transact business in this State.

a - The name (and state or country of incorporation, formation or organization, if applicable) of the corporation's registered agent in the State of Hawaii is:

(Name of Registered Agent)

b - The street address of the place of business of the person in State of Hawaii to which service of process and other notice and documents being served on or sent to the entity represented by it may be delivered to is:

(State or Country)

IV.

The name and address of each incorporator is:

Name:

Address:

Name:

Address:

Name:

Address:

Name:

Address:

Name:

Address:

V.

Please check one:

__ The corporation has members

__ The corporation has no members

VI.

The corporation is nonprofit in nature and shall not authorize or issue shares of stock. No dividends shall be paid and no part of the income or profit of the corporation shall be distributed to its members, directors, or officers, except for services actually rendered to the corporation, and except upon liquidation of its property in case of corporate dissolution.

The undersigned certifies under the penalties of Section 414D-12, Hawaii Revised Statutes, that the undersigned has read the above statements, that I/we are authorized to sign this Articles of Incorporation, and that the above statements are true and correct.

Signed this day of:

(Type/Print Name of Incorporator)

(Signature of Incorporator)

(Type/Print Name of Incorporator)

(Signature of Incorporator)

SEE INSTRUCTIONS PAGE. The articles must be signed by at least one individual (incorporator).

 

 

Board Roles, Responsibilities, and Expectations

1 - Board members should try to attend all meetings of the board.

2 - Board members need to agree on the contents of the Annual Report. The board members must then agree that an Annual Report has been published.

3 - The numbers from the Annual Report must be copy/pasted into a reporting form from the state. The form should then be signed by two officers of the Board, and then sent to the state.

4 - Every quarter, the Executive Director must report major organizational changes to the Board. These changes might be events such as changing the name of the organization.

5 - The Secretary must write minutes after each meeting. The Executive Director can just file (save) them on their computer.

I understand the above.

Signature of new Board Member:

Date:

 

 

Board Self-Assessment (Every Three Years)

Under Guidestar recommendations, the Board should discuss the following questions every three years. The Secretary should write the results into the minutes.

Does the board meet often?

Are board meetings well attended?

Does the board have an opportunity to ask questions of staff members at each meeting?

Does the board chair lead the meetings well?

Is communication between staff and board members clear?

Is the board size adequate?

Does the board have a broad range of talents and experience?

Is the board supportive of the organization's mission?

Does the board review the Annual Report?

Does the board assess the Executive Director's performance each year?

Does the board hold a self-assessment every three years?

Are minutes kept for each board meeting?

 

 

Board Succession Plan

1 - Rationale

The Executive Director is essential to a non-profit organization’s success. Thus, it's important that the staff members understand the duties of the Executive Director. This document outlines a plan for replacing the Executive Director, when necessary.

2 - Plan Implementation

The board chair should do the following in the event of an absence.

The Executive Director should inform the board of directors of any absence.

As soon as is workable, the board president must convene an executive committee meeting. At this meeting, the committee should affirm or change the plan as needed.

3 - Priority Functions for the Executive Director of the Organization

The following is a list of key functions of an Executive Director. Also, the following describes who can take over each function in the Executive Director's absence.

- Leadership and Vision: Board Chair with Senior Staff Member

- Board Administration and Support: Senior Staff Member

- Program Management: Senior Staff Member

- Financial Management: Treasurer

- Human Resource Management: Director, Human Resources

- Donor Relations; Community and Public Relations: Board Chair

- Spokesperson: Board Chair or Designee

The positions are approved as of [Date policy adopted]. Are any positions vacant? If so, the board chair must choose other senior staff members for those duties.

4 - Succession Plan in the Event of a Short-Term Planned or Unplanned Absence

a - Definitions

A temporary absence is when the Executive Director lets the board know ahead of time and plans to return. An unplanned absence is one that arises unexpectedly. A "temporary absence" is defined as up to 30 days. A "temporary short-term absence" is defined as between 30 and 90 days.

b - Temporary Staffing Strategy

For temporary absences of 30 days or less, use the above strategy. If it is more than 30 days, the executive committee must determine if another strategy is needed.

c - Appointing an Acting Executive Director

The executive committee may appoint an acting Executive Director, if necessary. They may install the temporary staffing strategy, too.

d - Standing Appointees to the Position of Acting Executive Director

The first position in line to be acting Executive Director is the senior staff member. Next in line is the vice chair, followed by the treasurer.

e - Cross-Training Plan

The Executive Director must develop a training plan for each of their duties. An up-to-date training plan must be attached to this document.

e - Authority and Restrictions of the Acting Executive Director

The Acting Executive Director must have the same authority as the regular Executive Director.

f - Compensation

Both the acting and regular Executive Director should have the same salary and benefits.

g - Board Oversight and Support to the Acting Executive Director

The acting Executive Director must report to the entire board.

h - Communications Plan

- The board chair and acting Executive Director must develop a communications plan. The plan must include what information will be shared with what parties.

- Updated contact information must be maintained in the organization’s database.

The following is a list of key supporters and their communication responsibilities:

Senior Staff Member with Designated Board Members - Governmental agencies, elected officials

Senior Staff Member with Designated Board Members - Foundation officers

Designated Board Members - Major donors

Senior Staff Member - Clients

Senior Staff Member - National colleagues

Designated Board Members - Personal colleagues

Auditor, Legal Counsel, Insurance Agent - Operating support (based on need)

5 - Succession Plan in the Event of a Temporary, Unplanned Long-Term Absence

a - Definition

A long-term absence is defined as 90 days or more.

b - Procedures

Procedures are the same as for a temporary short-term absence, plus:

The executive committee must give immediate consideration to hiring an interim Executive Director.

The board chair must review the performance of the acting Executive Director in 30 to 45 days.

6 - Succession Plan in the Event of a Permanent Departure of the Executive Director.

Procedures must be the same as for a temporary absence, plus:

a - Transition Committee

The board chair must appoint an executive transition committee. The chair must decide the size and composition of the committee.

The transition committee must establish a time frame and plan for the recruitment/selection process.

b - Interim Leadership

The board of directors may consider hiring an interim Executive Director. They should be hired from outside the organization. The hiring should be made with an independent contractor agreement of no more than three days per week.

Responsibilities of the Interim Executive Director

An interim Executive Director must have the full authority of the Executive Director.

Board Oversight and Support for the Interim Executive Director

The interim Executive Director must report to the board as a whole.

If an interim Executive Director is in place, the executive committee must convene monthly.

The board chair and executive committee are responsible for gathering input from staff. They should also review the performance of the interim Executive Director. An initial review must be completed between 30 and 45 days and every 90 days thereafter.

c - Organizational Assessment

The board must conduct an assessment of the organization. The assessment should include a review of the mission, vision, and strategic direction. If there are not changes, the board must make an announcement.

d - Search and Hire

The board must conduct a search that is transparent. The search must follow all personnel policies and laws.

The board must disclose any “exit plan” made by the departing Executive Director.

e - Post-Hire

The board must tell the Executive Director is expected in first six months. The board must tell the Executive Director what the evaluation process is.

7 - Approvals and Maintenance of The Record

a - Leadership Succession Plan Approval

The board of directors must approve the leadership succession plan. Then the executive committee must hold a yearly review of the plan. The committee should recommend any changes to the board.

b - Signatories

The board chair, Executive Director, and all appointees must sign the plan.

c - Maintenance or Record

The Executive Director and the auditor must maintain copies of the plan.

d - Financial Considerations

The executive committee must review the organization’s finances when the Executive Director is absent.

 

 

Budgetary Shortfall Plan

Does the Executive Director expect a revenue shortfall in the upcoming year? If so, the Executive Director should give the board:

1 - A plan on how to reduce expenses.

2 - A description and justification for the top resource need.

 

 

Bylaws

Note that you’ll most likely be applying for 501(c)(3) status the easy way. The easy way is using a 1023-EZ form instead of the long 1023 form. Thus, you’ll want to add the following to the boilerplate bylaws:

1 - Purpose clause:

Code Section 501(c)(3) has activities that qualify for tax-exempt status. The nonprofit will only have those activities.

2 - Dissolution clause:

The assets for our nonprofit are dedicated to public purposes. Upon dissolution, the assets will be donated to another 501(c)(3) named by the board.

3 - Private foundation prohibition: The nonprofit will not be a private operating foundation.

Your state’s council of nonprofits will most likely have a bylaws template that you can use. Below is the template that South Carolina provides, just for an idea of what to expect:

SAMPLE BYLAWS FOR THE STATE OF SOUTH CAROLINA (provided by the state)

BYLAWS OF

(Name of Corporation)

ARTICLE I

Name, Officers, and Location

Section 1

Name and Nature. The name of this organization shall be __________________, a private nonprofit organization incorporated in the State of South Carolina, henceforth referred to as the Corporation.

Section 2

Area. The primary area of benefit shall be the _______________ ; however, other communities may be supported by the Corporation.

Section 3

Principal Office. Initially, the principal office of the Corporation shall be located at ____________ South Carolina. Later, the office may be located where the Board of Directors considers it to be most beneficial.

Section 4

Other Offices. The Corporation may have offices at such other places in South Carolina or outside the State of South Carolina as the Board of Directors may designate or as the affairs of the Corporation may require from time to time.

Section 5

Eleemosynary Status. This organization shall be an eleemosynary corporation chartered by the State of South Carolina and all contributions thereto shall be tax deductible as approved by the Exempt Organization Division of the Internal Revenue Code.

ARTICLE II

Purposes

Section 1

Purposes. All of the purposes of the Corporation are consistent with Internal Revenue Service Section Code 501(c)(3). The Corporation is organized exclusively for charitable purposes as defined in Section 501(c)(3) of the Internal Revenue Code.

Notwithstanding any other provisions of these articles, the purpose for which the Corporation is organized is exclusively charitable within the meaning of 501(c)(3) of the Internal Revenue Code of 1986 or the corresponding provision of any future United States Internal Revenue law. This organization shall not carry on any activities not permitted to be carried on by an organization exempt from federal income tax under section 501 (c)(3) of the Internal Revenue Code.

Upon dissolution of the Corporation, assets shall be distributed for one or more exempt purposes within the meaning of Section 50 1 (c)(3) of the Internal Revenue Code of 1986 or the corresponding provision of any future federal tax code, or shall be distributed to the federal government, or to a state or local government for a public purpose. Any such assets not so disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the Corporation is then located, exclusively for such purposes or to such organization or organizations, as said court shall determine, which are organized and operated for such purposes. No funds shall accrue or inure to the benefit of any individual member of the Board of Directors or another member of the organization.

Section 2

Limitations. No part of the net earnings of the Corporation shall inure (be modified) to the benefit of, or be distributed to, its directors, officers, or other private persons, except that the Corporation shall be authorized to pay reasonable compensation for services rendered and make payments and distributions in furtherance of the purposes previously set forth.

No substantial part of the activities of the Corporation shall be carrying on of propaganda, or otherwise attempting to influence legislation, and the Corporation shall not participate in, or intervene in (including the publishing of or distribution of statements) any political campaign on behalf of any candidate for public office.

Upon the dissolution of the Corporation, the directors shall, after paying or making provisions for the payment of all liabilities of the Corporation, dispose of all assets of the Corporation exclusively to charitable, educational, religious, or scientific organizations that shall at the time qualify as an exempt organizations under section 501 (c)(3) of the Internal Revenue Code as the same now exists or as it may hereafter be amended.

ARTICLE III

Members

The Corporation shall not have a general membership base. The Corporation shall be governed by a Board of Directors.

ARTICLE IV

Board of Directors

Section 1

General Powers. The government of the Corporation shall be vested in a Board of Directors, who shall be elected in the manner provided by the bylaws. The business and affairs of the Corporation shall be managed by its Board of Directors. The Board will have the authority to hire all staff members to execute the daily and other affairs of the Corporation. The Board shall consider and approve a budget for each fiscal year. The Board of Directors shall have general control of the affairs, funds, and property of the Corporation and shall determine policy and establish guidelines for the effective conduct of the business affairs of the Corporation.

Section 2

Number, Term, and Qualifications. The number of directors constituting the Board of Directors shall be not less than five (5) nor more than nine (9) members, but such number may be increased or decreased by amendment to these Bylaws in the manner set forth in Article XV hereof Regular terms of office for directors shall be four years; provided, however, that the regular terms shall be so fixed at the beginning or upon any increase or decrease in the number of directors so that approximately an equal number of regular terms will expire at each annual meeting.

Section 3

Initial Election. The initial terms shall be staggered. One-third (1/3) of the elected Board Members shall be elected to a three-year term; one-third (1/3) shall be elected to a two-year term; and one-third (1/3) shall be elected to a one-year term. Subsequently, elections shall be held annually for one-third of the elected members for three-year terms.

Section 4

Appointment of Directors. Except as provided below, newly appointed directors shall take office at the annual meeting of the directors.

Section 5

Removal. Any director may be removed at any time without cause, by a unanimous vote of the officers of the Corporation. If any directors are removed, new directors shall be appointed by the officers of the Corporation, and these new appointees will take office immediately.

Section 6

Vacancies. Any vacancy occurring on the Board of Directors may be filled by the appointment of a new director by the officers of the Corporation.

Section 7

President of the Board. A President of the Board of Directors shall be elected by the directors from their number at any meeting of the Board. The President shall preside at all meetings of the Board of Directors and perform such other duties as may be directed by the Board.

Section 8

Compensation. No compensation shall be paid to directors as such, for regular board service. Nothing herein contained shall be construed to preclude any director from serving the Corporation in any other capacity and receiving compensation thereof.

ARTICLE V

Meetings of Directors

Section 1

Annual Meeting. The Annual Meeting of the Board of Directors shall be held during the third week of January each year for the purpose of electing directors of the Corporation and for the transaction of such other business as may be properly brought before the meeting.

Section 2

Regular Meetings. In addition to its Annual Meeting, the Board of Directors may provide by resolution, the time and place for holding additional meetings.

Section 3

Special Meetings. Special meetings of the Board of Directors shall be called by or at the request of the President or any two directors. Such a meeting shall be held at a place and location as fixed by the person or persons calling the meeting.

Section 4

Notice of Meetings. At least 48 hours notice must be given prior to calling a regular or special meeting of the Board of Directors by any usual means of communication. Notices for special meetings must specify the purposes for which the meetings are called.

Section 5

Quorum. A majority of the current Board of Directors (5 directors) shall constitute a quorum for the transaction of business at any meeting of the Board of Directors.

Section 6

Manner of Acting. Except as otherwise provided in these bylaws, the act of the majority of the directors present at a meeting at which a quorum is present shall be the act of the Board of Directors.

Section 7

Presumption of Assent. A director of the Corporation who is present at a meeting of the Board of Directors at which action on any corporate matter is taken shall be presumed to have assented to the action taken unless his contrary vote is recorded or his dissent is otherwise entered in the minutes of the meeting or unless he shall file his written dissent to such action with the person acting as the secretary of the meeting before the adjournment thereof or shall forward such dissent by registered mail to the Secretary of the Corporation immediately after the adjournment of the meeting. Such right to dissent shall not apply to a director who voted in favor of such action.

Section 8

Informal Action by Directors. Action taken by a majority of the directors without a meeting is nevertheless Board action if written consent to the action in question is signed by all the directors and filed with the minutes of the proceedings of the Board, whether done before or after the action so taken.

ARTICLE VI

Executive Committee

Section 1

Creation. The Board of Directors, by resolution adopted by a majority of the number of directors fixed by these bylaws, may designate two or more directors to constitute an Executive Committee, which committee, to extent provided in such resolution, shall have and may exercise all the authority of the Board of Directors in the management of the Corporation.

Section 2

Vacancy. Any vacancy occurring in the Executive Committee shall be filled by a majority of the number of directors fixed by these bylaws at a regular or special meeting of the Board of Directors.

Section 3

Removal. Any member of the Executive Committee may be removed at any time without cause, by a majority of the number of directors fixed by these bylaws.

Section 4

Responsibility of Directors. The designation of an Executive Committee and the delegation thereto of authority shall not operate to relieve the Board of Directors, or any member thereof, of any responsibility or liability imposed upon it or him by law.

If an action taken by the Executive Committee is not thereafter formally considered by the Board, a director may dissent from such action by filing his written objection with the Secretary with reasonable promptness after learning of such action.

ARTICLE VII

Standing Committees

Standing Committees. Among the Standing Committees shall be (1) Education, (2) Housing, (3) Fund Raising, and (4) Financial. Other committees may be added as needed.

ARTICLE VIII

Community Advisory Board

A Community Advisory Board shall exist at the sole discretion and selection of the President of the Board of Directors. The Community Advisory Board shall not exceed 12 members and each member shall serve a term of one year. This Board shall serve in an advisory capacity only and shall not have any voting power.

ARTICLE IX

Officers

Section 1

Officers of the Board. The officers of the Board of Directors shall consist of a President, Vice President, Secretary, and Treasurer. No one person may hold two officer positions simultaneously.

Section 2

Election and Terms. The officers of the Corporation shall be elected every 2 years by the Board of Directors at the Annual Meeting of the Corporation. Nomination of officers shall be by a nominating committee appointed by the President and Board of Directors at a time prior to the annual meeting.

Section 3

Removal. Any officer elected or appointed by the Board of Directors may be removed by the Board whenever it is in the best interest of the Corporation.

Section 4

President. The President shall preside at all meetings of the Corporation and shall appoint all standing committees and the chairmen thereof. He or she shall promote the interests of the corporation and shall be the accredited representative of the Corporation at outside meetings unless he or she shall delegate this authority to another officer or member of the Corporation. The President shall be the principal executive officer of the Corporation and subject to the control of the Board of Directors, shall, in general, supervise and control all of the day-to-day business and affairs of the Corporation. He or she shall sign, along with the secretary of the Corporation, any deeds, mortgages, bonds, contracts, or other instruments which the Board of Directors has authorized to be executed, except in cases where the signing and execution thereof shall be expressly delegated by the Board of Directors or by these bylaws to some other officer or agent of the Corporation or shall be required by law to be otherwise signed or executed, and in general he or she shall perform all duties incident to the office of President and such other duties as may be prescribed by the Board of Directors from time to time.

Section 5

Vice President. The Vice President shall fulfill the responsibilities of the President during the President's absence or incapacitation, assist the President in discharging responsibilities as the President may see fit, shall serve as an ex-officio member of all committees, and fulfill any duties that may be determined by the Board of Directors.

Section 6

Secretary. The Secretary shall: (a) keep the minutes of the Board of Directors and of all Executive Committees in one or more books provided for those purposes and provide promptly copies of such minutes to all Board Members; (b) see that all notices are duly given in accordance with provisions of these bylaws--that minutes of prior meetings and the Notice of Meetings are distributed to Board Members at least seven days prior to any Directors' meeting; (c) be custodian of the corporate records and of the seal of the Corporation and see that the seal of the Corporation is affixed to all documents the execution of which on behalf of the Corporation under seal is duly authorized; and (d) in general, perform all duties incident to the office of Secretary and such other duties as from time to time may be assigned to him or her by the President or by the Board of Directors.

Section 7

Treasurer. The Treasurer shall: (a) have charge and custody of and be responsible for all funds and securities of the Corporation, receive and give receipts for money due and payable to the Corporation from any source whatsoever, and deposit all such money in the name of the Corporation in such depositories as shall be selected in accordance with the provisions of these bylaws; (b) prepare, or cause to be prepared, a true statement of the Corporation's revenues and expenditures, and its assets and liabilities at least quarterly, all in reasonable detail, which shall be made and filed at the Corporation's principal place of business in the State of South Carolina and thereat kept available for a period of at least ten years; (c) prepare at least quarterly a summary of the Corporation's loans and investments as applicable; and (d) in general perform all of the duties incident to the office of Treasurer and such other duties as from time to time may be assigned to him or her by the President or by the Board of Directors, or by these bylaws.

Section 8

Filling of Vacant Office. Any vacancy which occurs in an office shall be filled by a majority of the number of directors fixed by these bylaws at a regular or special meeting of the Board of Directors until such time as the next annual meeting of the membership.

ARTICLE X

Specific Operating Procedures

Section 1

Rules. The most current edition of Roberts' Rules of Order shall be the authority on all points not covered by the bylaws.

Section 2

Meeting Frequency. The Board of Directors shall meet at least four times per year.

ARTICLE XI

Contracts, Loans, Checks, and Deposits

Section 1

Contracts. The Board of Directors may authorize a specific officer(s), agent(s) to enter into a contract or to execute and deliver any instrument in the name of and on behalf of the Corporation, and such authority may be general or confined to specific instances.

Section 2

Loans. No loans shall be contracted on behalf of the Corporation and no evidence of indebtedness shall be issued in its name unless authorized by a resolution of the Board of Directors. Such authority may be general or confined to specific instances.

Section 3

Checks and Drafts. Checks, drafts, or other orders for payment of money issued in the name of the Corporation, shall be signed by such officer(s), agent(s) of the Corporation and in such a manner as shall from time to time be determined by resolution of the Board of Directors.

Section 4

Deposits. All funds of the Corporation not otherwise employed shall be deposited from time to time to the credit of the Corporation in such depositories as the Board of Directors may select.

ARTICLE XII

Seal

The Board of Directors shall provide a corporate seal which shall be circular in form and shall have inscribed thereon the name of the Corporation, year of incorporation and the words, "Corporate Seal."

ARTICLE XIII

Fiscal Year

The fiscal year of the Corporation shall begin on the first day of January and end on the last day of December each year.

ARTICLE XIV

Waiver of Notice

Unless otherwise provided by law, whenever any notice is required to be given to any Director of the Corporation under the provision of these Bylaws or under the provision of the Articles of Incorporation or under the provision of the Business Corporation Act, a waiver thereof in writing, signed by persons entitled to such notice, whether before or after the time stated therein, shall be deemed equivalent to the giving of such notice.

ARTICLE XV

Amendments

Except as otherwise provided herein, these bylaws may be amended or repealed and new bylaws may be adopted by the affirmative vote of a majority of the directors then holding office at any regular or special meeting of the Board of Directors, provided that written notice that the bylaws are to be reviewed has been mailed to directors at least 10 days prior to such meeting. No amendment that would defeat the 501(c)(3) status of the Corporation as a supporting Corporation operated, supervised and controlled by the Corporation shall be adopted by the Board of Directors without the approval of the committee consisting of the officers of the Corporation acting in their official capacities.

The Board of Directors shall have no power to adopt a bylaw: (1) providing for the management of the Corporation otherwise than by the Board of Directors or its Executive Committee; (2) decreasing the number of directors to less than three.

Adopted this (date) (month), (year), at a regular meeting of the Board of Directors of ________ .

Secretary

 

 

Checklist for Accessibility (External Facilities)

Wheelchair-accessible entrance:

Enough wheelchair-accessible toilets:

Enough parking spaces for people with disabilities:

Easy access to a telephone:

 

 

Complaints Procedure for Staff, Volunteers, and Clients

Introduction: Complaints include how a person is treated, including being bullied or harassed.

Scope: Applies to all staff, volunteers, and clients.

Confidentiality: All grievance procedures are confidential. An exception is official bodies that have a right to the information.

Roles and responsibilities: All complaints should be made in good faith.

Informal stage: Many complaints can be resolved informally. This option should be attempted first.

Formal process: The person should write down the complaint. The complaint should suggest a solution. The person should give the complaint a relevant staff member.

Investigation: An investigation should be performed before any grievance hearing is held.

Hearing: The complainant should arrange a hearing with either staff or board.

 

 

Contract for Staff

NAME OF NONPROFIT and EMPLOYEE enter into this agreement and agree to the following:

Position:

Salary:

Benefits:

Bonuses:

This agreement ends:

Any invalid or unenforceable provisions shall not affect any other provision of this Agreement.

This agreement is subject to the laws and regulations of the state of STATE.

Employee Name:

Employee Signature:

Date:

Name and Title of Employer:

Employer Signature:

Date:

 

 

Contract for Volunteers

I agree to serve as a volunteer for the nonprofit organization.

I agree to contribute my time without compensation.

I will hold the organization harmless for my own acts and omissions while volunteering.

I am responsible providing my own medical, liability, and auto insurance.

I understand that I am not covered by workers’ compensation.

I understand I am not insured by the organization while I volunteer.

I understand the risks and dangers involved. I agree to accept all risks of injury, death, or damage to myself or my property. Risks include but not are limited to being bitten by a dog, tripped, or exposed to diseases.

I agree to be recorded and I consent to the use of my likeness.

As consideration for being permitted to volunteer, I won't sue the organization for injury.

I will not divulge any confidential information of the organization that I learn.

I have read this document. I understand that I will relinquish all claims against the organization. I am of legal age, competent, and I am signing this agreement of my own free will.

I acknowledge that this agreement will apply for the entire term of my volunteering.

Signature:

Date:

 

 

Disaster Recovery Plan

Critical system: Accounts Payable

1 - Time to recover: Four hours

2 - Threat: Computer failure

3 - Prevention Strategy: Sub-contracting

4 - Response Strategy: Backup from BackBlaze paid storage service

5 - Recovery Strategy: Backup from Dropbox

Critical system: Dog Health

1 - Time to recover: Two Hours

2 - Threat: Dog shows health symptoms

3 - Prevention Strategy: Regular veterinary visits and enforcement of veterinary recommendations

4 - Response Strategy: Bring dog to veterinarian

5 - Recovery Strategy: Follow veterinary advice

Critical system: Building Security

1 - Time to recover: Two Hours

2 - Threat: Theft

3 - Prevention Strategy: Alarm system

4 - Response Strategy: Call 911

5 - Recovery Strategy: Insurance

 

 

First Aid Procedures

Checklist:

_ Enough staff with current certification. The staff must be kept current on clients’ medical requirements.

_ First-aid kits maintained and visible and accessible to staff and people with disabilities

_ Set procedures for recording first-aid accidents (see Written Incident Report)

 

 

Follow-Up Procedure with the Incident Report Form

Fill out the “Incident Report Form” (below). Then report to the Executive Director if first aid is needed.

Incident Report Form

Person completing the report:

People involved:

Date and time of event:

Location:

Witnesses:

Description:

Was the event caused by an unsafe act? Explain:

Type of injury sustained:

Was medical treatment necessary? Explain:

Signature of staff:

 

 

Fundraiser Sign-in Sheet

Name:

Email address:

Name:

Email address:

Name:

Email address:

Name:

Email address:

Name:

Email address:

Name:

Email address:

Name:

Email address:

Name:

Email address:

 

 

Hazardous Substances Procedures

1 - Staff must receive annual training on the use of medications and disinfectants.

Medications:

Unintentional medication overdose is the most common cause of poisoning in dogs. Pills can be over-consumed by dogs because they often taste good. Do not keep these in a place where a dog can eat them. Over-the-counter drugs should be used with care. Incorrect dosages can result in poisoning. If you suspect a dog has had access to drugs, call poison control or drive the dog to a veterinarian.

Disinfectants:

Follow label directions for proper use and storage. Products that contain bleach can safely disinfect household surfaces. Don't expose dogs to the bleach, though. Some detergents can produce similar distress in dogs. If symptoms occur, call poison control or drive the dog to a veterinarian.

2 - Material Safety Data Information

These informational sheets can be found online with the following identification numbers:

Hagen Flea and Tick Shampoo D11

SOX D160, D162

Hagen Medicated Shampoo D-19 and D-21

Hagen Non-Aerosol Dog Flea Killer D-80

Hagen Carpet Guard Pump Spray D-87

Hagen Puppy Trainer D-110

Indoor Repellent for Dogs D-115

Hagen Bitter Lotion D-140

Sergeant's Skip-Flea and Tick Shampoo for Dogs 70055 - 70056

Sergeant's Oatmeal Dog Shampoo 70059

Sergeant's Shoo Dog and Cat Repellent and Training Aid 70108

Sergeant's Shoo! Outdoor Granular Repellent 70109

Sergeant's Fashion Brite Blue Flea and Tick Collar for Dogs 70157

Essentials Ear Cleaner 70221

Essentials Ear Lotion 70224

Essentials Styptic Powder 70230

Essentials Styptic Gel 70232

Sergeants Worm Away Capsules 70255

NuWay Lawn Repair 70267

Essentials Untangle Detangling Spray 70290

Essentials Kleen Sheen After Bath Oil 70295

Dogit Bust It for Dogs D169

 

 

Job Descriptions for Staff, Volunteers, and Board Members

Executive Director: Carries out the board's instructions, manages the organization's resources, and oversees staff.  The Executive Director also monitors and evaluates the organization's services, and represents the organization.

Managing Director and Head Trainer: Designs training programs for internal use. Develops and provides informative materials on preventing problem behaviors. Works with the board and attends board meetings.

Volunteers: Jobs may include on-site dog care, office help, and group volunteer days. Other jobs include fostering, special events, research projects, and helping with fundraisers.

Board Members:

Chair: Oversees board and executive committee meetings.

Vice Chair: Attends board meetings and performs the chair's duties in the chair's absence.

Secretary: Attends board meetings and reviews minutes. Is the board chair and vice chair absent? Then the Secretary assumes the responsibilities of the chair.

Treasurer: Attends board meetings and presents the annual budget to the board for approval.

 

 

List of Board of Directors

1 - Chair - Name, address

2 - Vice Chair - Name, address

3 - Treasurer - Name, address

4 - Secretary - Name, address

5 - Board member - Name, address

 

 

Medical Form for Clients

This letter should be written on the doctor's letterhead.

Date:

To Whom It May Concern,

My patient, _________________, has been under my care since the following date:

The patient has the following severe disability:

Due to this disability, I recommend a service dog to help with the following task:

Sincerely,

 

 

Mission Statement

An example: Our organization rescues and trains dogs as service animals.

 

 

Non-Discrimination Statement and Policy

This organization must not discriminate on the basis of race, color, creed.

This organization must not discriminate on the basis of gender, gender expression, or age.

This organization must not discriminate on the basis of national origin or disability.

This organization must not discriminate on the basis of marital status or sexual orientation.

This organization must not discriminate on the basis of military status.

 

 

Policy for Accessing Personnel Records

The organization's personnel records are confidential.

Managers and supervisors may only have access to personnel information on a need-to-know basis. Access must follow anti-discrimination laws.

Personnel files must only be reviewed in the organization’s office. These files may not be taken outside the office.

Representatives of government or law enforcement agencies may access the files.

Access to personnel files by current and former employees will generally be permitted.

 

 

Equal Opportunity Policy

Federal anti-discrimination laws state that employers must inform their employees of their rights. These rights include being free from workplace discrimination and retaliation. The Equal Employment Opportunity Commission requires employers to post workplace notices inside employee handbooks. These policies also apply to vendors, contractors, and other third parties. State or local laws may expand protection. This policy prohibits workplace harassment.

This organization provides equal employment opportunities to all employees and applicants. There will be no regard to race, color, creed. There will be no regard for sex, national origin, age, disability, or genetics. The organization also complies with applicable state and local laws. This policy applies to all terms and conditions of employment.

Workplace harassment based on race, color, religion, gender is prohibited.

Workplace harassment based on sexual orientation, gender identity, gender expression is prohibited.

Workplace harassment based on national origin, age, genetic information is prohibited.

Workplace harassment based on disability or veteran status is prohibited.

Interference with the employee's ability to perform their job duties will have consequences. Consequences may result in discipline, including dismissal.

This material is for informational purposes only and not legal counsel. Contact your lawyer to see if this information is appropriate to your particular situation.

 

 

Release of Liability

A release of liability is required for every volunteer, applicant, graduate, guardian, or caregiver.

In consideration for participating with this nonprofit, I assume responsibility for my actions. I release the nonprofit from any loss, personal injury, accident, misfortune, or damage. I understand that reasonable precautions will be taken to ensure my health and safety.

Signature:

Name:

Date:

Parent/Guardian/Adult Caregiver signature:

Name:

Date:

 

 

Sample Conflict-of-Interest Policy

The Internal Revenue Service provides a sample conflict of interest policy for hospitals. The following is that policy, modified to apply to most charities.

From: https://www.irs.gov/instructions

[NAME OF CORPORATION]

CONFLICT-OF-INTEREST POLICY

Article I

Purpose

The purpose of the conflict-of-interest policy is to protect the Corporation's interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the Corporation. This policy is intended to supplement but not replace any applicable state laws governing conflicts of interest applicable to nonprofit and charitable corporations.

Article II

Definitions

1 - Interested Person

Any director, principal officer, or member of a committee with board-delegated powers who has a direct or indirect financial interest, as defined below, is an interested person. If a person is an interested person with respect to any entity in the system of which the Corporation is a part, he or she is an interested person with respect to all entities in the system.

2 - Financial Interest

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

a - An ownership or investment interest in any entity with which the Corporation has a transaction or arrangement, or

b - A compensation arrangement with the Corporation or with any entity or individual with which the Corporation has a transaction or arrangement, or

c - A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the Corporation is negotiating a transaction or arrangement.

Compensation includes direct and indirect remuneration, as well as gifts or favors that are substantial in nature.

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 board or committee decides that a conflict of interest exists.

Article III

Procedures

1 - Duty to Disclose

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

2 - 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 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.

3 - Procedures for Addressing the Conflict of Interest

a - An interested person may make a presentation at the board or committee meeting, but after such presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement that results in the conflict of interest.

b - The chairperson of the board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.

c - After exercising due diligence, the board or committee shall determine whether the Corporation can obtain a more advantageous transaction or arrangement with reasonable efforts from a person or entity that would not give rise to a conflict of interest.

d - If a more advantageous transaction or arrangement is not reasonably attainable under circumstances that would not give rise to a conflict of interest, the board or committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in the Corporation's best interest and for its own benefit and whether the transaction is fair and reasonable to the Corporation and shall make its decision as to whether to enter into the transaction or arrangement in conformity with such determination.

4 - Violations of the Conflict-of-Interest Policy

a - If the board or committee has reasonable cause to believe that 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.

b - If, after hearing the response of the member and making such further investigation as may be warranted in the circumstances, the board or committee determines that the member has in fact 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 board and all committee with board delegated powers shall contain:

1 - 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 board’s or committee’s decision as to whether a conflict of interest in fact existed.

2 - 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 therewith.

Article V

Compensation

1 - A voting member of the board of directors who receives compensation, directly or indirectly, from the Corporation for services is precluded from voting on matters pertaining to that member's compensation.

2 - A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Corporation for services is precluded from voting on matters pertaining to that member’s compensation.

Article VI

Annual Statements

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

a - Has received a copy of the conflict-of-interest policy,

b - Has read and understands the policy,

c - Has agreed to comply with the policy, and

d - Understands that the Corporation is a charitable organization and that 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 the Corporation operates in a manner consistent with its charitable purposes and that it does not engage in activities that could jeopardize its status as an organization exempt from federal income tax, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects:

a - Whether compensation arrangements and benefits are reasonable and are the result of arm's length bargaining.

b - Whether acquisitions of assets or property from any officer or director result in inurement or impermissible private benefit.

Article VIII

Use of Outside Experts

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

 

 

Staff Policies for Disciplinary Actions, Grievances, and Appeals

Employees are expected to know the standard of conduct expected of them.

The supervisor will try to resolve the matter in an informal way before taking formal action. Only when this fails will the employee be given a written warning. If there are three warnings within six months, there will be a disciplinary review. At that point, the employee may be dismissed. Employees are to be told the details of any allegations and evidence before the meeting. This way, employees may state their case. A dismissal must be confirmed in writing. The confirmation must be made within ten working days of the disciplinary interview.

Gross misconduct: Is there in a case of gross misconduct? If so, an employee may be dismissed without notice.

The right to appeal: Does the employee wish to appeal a disciplinary decision? If so, they must do so in writing within five working days.

Staff Grievances Procedure

Introduction: Grievances include how a person is treated, including bullying and harassment.

Scope: Applies to all staff, volunteers, and clients.

Confidentiality: All grievance procedures are confidential. An exception is official bodies that have a right to disclosure.

Roles and responsibilities: All complaints raised should be made in good faith.

Informal stage: Complaints should be resolved in an informal way, if possible.

Formal process: The person should write down the complaint and a possible solution. Then they should give it to the relevant person.

Investigation: An investigation should be started before any grievance hearing is held.

Hearing: The relevant person should arrange a hearing with either the staff or the board.

 

 

Staff and Volunteer Training and Monitoring Procedures

Staff should be assigned as orientation leaders. Training should include the procedures new staff and volunteers are expected to follow. Leaders should introduce new members and volunteers to the staff. Training should be specific to the position held, and geared to the person’s skills.

New members should be evaluated each year.

 

 

Volunteer Recruitment and Selection Procedures

Recruitment

A nonprofit should constantly be looking for good volunteers. Lawyers will often offer pro bono work to charities.

Selection

Volunteers should have a positive attitude and good organizational skills. They should also have an interest in rescuing or training dogs. Finally, they should have the flexibility to work on various projects.

In the interview:

Thank the volunteers for coming and then tell them about the position and the nonprofit. Ask them about their skills, if there is anything they don't want to do, and if they have any questions. Agree on what comes next, such as calling references.

Never inquire about age, marital status, or national origin. Never inquire about arrest record, height, weight, birthplace, sexual orientation, or race.

Screening

Call the volunteer’s references and request police records and criminal checks as needed.

Contract

If chosen, have the volunteer sign a contract with the nonprofit.