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Transparency

ACCOUNTABILITY AND DISCLOSURE GUIDE

The CHRIS KLUG FOUNDATION (CKF) is committed to operating to the highest standards of accountability, transparency and ethics. We seek to earn your trust by sharing information on how we operate and use donated dollars to achieve our mission. The following details reflect our commitment to donors, volunteers and the people we serve.

Internal and External Oversight:

The DIRECTORS who serve and oversee CKF help to develop and advance the interests of our donors in ways that go beyond just raising money. Good governance is more than just supporting the organization – it also means representing the community’s interests in what we do. Our Board of Directors has three fundamental legal obligations, or fiduciary duties, which apply to everything we do.

Duty of Care: The amount of care that an ordinarily prudent person would exercise in a like position and under similar circumstances. This describes the criteria our Directors must give to making decisions on behalf of CKF.
Duty of Loyalty: Keeping the interests of CKF in mind at all times when making decisions on behalf of the organization.
Duty of Obedience: Requires board members to be faithful to our mission; consistent with the mission statement, Articles of Incorporation, Bylaws, and tax-exempt documentation.

Working in partnership with the professional staff, the Directors also cooperate with key legal bodies and various independent organizations that evaluate charities on a number of factors, not the least of which is an organization’s degree of accountability and transparency.

Organizational & Financial Information:

Legally Incorporated: The BYLAWS and ARTICLES of INCORPORATION provide details on how our organization is structured and managed.

Tax Exempt: We are recognized by the United States Internal Revenue Service (IRS) as tax-exempt organization. The IRS DETERMINATION LETTER confirms this information.

Volunteer Governance: Our BOARD of DIRECTORS provides internal oversight to the organization.

Professionally Staffed: Our KEY EMPLOYEES provide the services needed to achieve our mission.

Our CONFLICT OF INTEREST POLICY and annual disclosure practice ensures ethical behavior among our board of directors, staff and volunteers.

Independently Audited: Our most recent FINANCIAL STATEMENTS provide details on our use of donor funds and assets.

IRS Verified: Our IRS FORM 990 confirms the annual tax filing information we are required to maintain the tax exempt designation.

Stewardship Publicly Reported: Our ANNUAL REPORT of activities for each year provides details on our accomplishments and the impact we make with your support.

Privacy Respected: We honor the rights and privacy of our donors. We do not sell, share or trade donors’ personal information. Donors are recognized in the organization’s annual report to the community. Donors wishing to remain anonymous should notify us of this at the time a gift is made. Our DONOR PRIVACY POLICY is available for more details. We subscribe to the DONOR BILL OF RIGHTS.

PURPOSE

The Chris Klug Foundation (CKF) and its Board of Directors recognize that public trust is a key asset to any philanthropic organization and as such, public trust is critical to protect. To ensure there is trust in our organization we need to remain focused on our mission, be responsible stewards of funds, and behave with the highest ethical standards in all matters. We recognize that ethics is going beyond simple adherence to the law and extends to choosing to do the right thing. We will use the following codes and standards as our guide to assist in keeping in line with values of trust and integrity, especially in decisions made between competing right choices.

SCOPE

No Person shall originate, participate in, or vote on any transaction involving CKF in which such Person has a Conflict of Interest.

A Person will be deemed to have a Conflict of Interest if (1) he/she or a Related Party (a) has a Material Financial Interest in or (b) is affiliated with any Entity that proposes to enter into any transaction or business with CKF or (2) such Person or a Related Party would otherwise materially benefit, directly or indirectly, from the transaction. The purpose of this policy is to prevent personal material gain, whether actual or apparent, from interfering with performance on behalf of CKF, and to ensure compliance with corporate bylaws and IRS regulations regarding 501(c)(3) classification.

RESPONSIBILITIES

Board members, committee members, staff and volunteers will reflect:

  1. Personal and Professional Integrity; act in an honest and open manner in all dealings as representative of the organization. Establish respect, fairness and integrity necessary to prove accountability to the public.
  2. Responsible Stewardship; exercise care, good faith and due diligence in organizational affairs. For the board of directors, provide credible and effective organizational oversight. At all times act in accordance with the highest ethical standards and in the best interest of the organization, its constituents and reputation.
  3. Commitment to Excellence; strive for excellence and innovation and demonstrate professional respect and responsiveness to constituents and others. Show leadership by example which fosters a culture of respect for individual contributions and ethical practices.
  4. Adherence to Laws and Policies; comply with applicable federal, state and local laws as well as organizational policies. Compliance with corporate bylaws and IRS regulations for 501(c)(3) classification.
  5. Commitment Beyond the Law; show leadership in ethical behavior. Respect confidentiality of sensitive information. Report all illegal or unethical conduct per applicable policy.

PROCEDURE

Disclosure. To effectuate this Policy each Person shall disclose to the Board of Directors and President all material facts relating to any Conflict of Interest such Person or a Related Party has regarding any transaction to be considered by CKF. On an annual basis, each Person shall submit a disclosure list on which the Person identifies all Entities to which such Person or a Related Party is an employee, officer, director or consultant, or in which the Person or a Related Party has a Material Financial Interest. In addition, the Person shall annually sign a statement affirming that he/she has read this policy, agrees to comply with this Policy and acknowledges he/she is not aware of any violations or has disclosed any known violations.

The above referred to form is included with this policy as BD F100.

Recusal. After disclosure of the Conflict of Interest, a Director of CKF shall recuse him/herself from the Board’s deliberations and any vote regarding any matter in which the Director has a Conflict of Interest unless the Executive Committee determines that recusal is unnecessary in the particular instance. A staff member shall not be the responsible staff person on a transaction in which he/she has a Conflict of Interest.

Record of Proceedings. CKF shall keep a record of all transactions in which a Person had a Conflict of Interest and the procedures followed in such instance.

Definitions

Person means any employee, director, member of a committee with governing board delegated powers, volunteer or trustee of CKF.

Related Party means a member of the immediate family of the Person (spouse, sibling, parent, grandparent, children, in each case whether biological or by adoption or marriage) living in the Person’s household.

A Person or Related Party is affiliated with an Entity if he/she is an employee, officer, director or member of a committee with board delegated powers of, or a consultant to, the Entity.

Material Financial Interest: A Person or Related Party has a Material Financial Interest in an Entity or a transaction if he/she:

Owns or has a right to acquire, directly or indirectly, equity interest in the Entity, or

Is owed money or other compensation by the Entity, or

Receives compensation or other benefit, whether monetary or non-monetary, from the Entity or transaction, whether directly or indirectly.

Entity is to be broadly defined and includes a corporation, partnership, limited liability company, trust, organization, coalition, commission, university, or institute.

Prohibition on Gifts

No Person or his or her Related Party shall accept anything of value from an Entity that is or may reasonably be expected to do business with CKF, including entertainment, tickets, meals, clothing or other items, unless such acceptance is disclosed to the Chair and (i) such gift is of nominal value, (ii) the recipient is not expected to take or refrain from taking any action in connection with the receipt of the gift, (iii) the gift is in keeping with good business ethics or refusing such gift would be contrary to the accepted norms under the circumstances.

Additionally, no Person or his or her Related Party shall accept anything of value in exchange for support of the organization through participation in fundraising and other events. This includes cash prizes for fundraising or other in-kind prizes except those of nominal value made available to all of the participants of an event, such as door prizes of donated goods. Costs of travel and accommodations for events given as prizes are considered high value and are not available to all Persons. The benefits of fundraising prizes are not transferable.

Any Person who is offered anything of value in connection with his or her involvement with CKF will report such offer to the Chair, even if the item is not accepted.

This policy shall not apply to payments made to any Person in exchange for the performance of services for CKF outside of such Person’s capacity as an employee, director, member of a committee with governing board delegated powers, volunteer or trustee of CKF.

Any Person who fails to comply with the provisions of this policy may be removed from his or her role with CKF, at the discretion of the Board of Directors.

DONOR PRIVACY POLICY

Wani Manly, W. Manly, P.A., and www.chrisklugfoundation.org are committed to ensuring the privacy of our website users. This notice discloses the privacy policies for www.chrisklugfoundation.org and applies to our website visitors, newsletter subscribers, customers and students who are enrolled in our courses. We are diligent about safeguarding your privacy and we use all reasonable efforts to ensure your privacy is protected in accordance with our policies.
For your convenience, this Privacy Policy explains our information practices and how your information is collected and used.

The Information We Collect:

This notice applies to all information collected by Chris Klug Foundation, and www.chrisklugfoundation.org whether in paper or electronic form, and all information submitted through our website and for this course. Our order form, newsletter subscription and other services offered through the website of www.chrisklugfoundation.org requires users to disclose certain personal information such as: name, address, phone number, address and email address, nationality and credit and/or debit card information.

How We Use Your Information:

We use the information you provide to us only to administer our services. We may also use the information to communicate with you regarding changes to our services or website, to fulfill a request received from you, or to contact you about the course you have enrolled in.
We do not release your personal to any third-party entities. We may also use, in certain limited instances, the non-personally identifiable information we collect to analyze or improve our service, website design and content, or to expand our product offering.
Otherwise, we only disclose your personal or financial information in the following circumstances: As required by law, law enforcement, legal process or judicial decree;
To respond to any claims; or to protect the rights, property, or personal safety of our company, employees, customers or the general public.

Data Security and Safeguard Procedures:

We have put in place appropriate physical, electronic and managerial procedures to safeguard your information, maintain data accuracy and protect against unauthorized use or access. We use the encryption provided by ThinkLabs, Inc.

Cookies and How We Use Them:

Cookies are small bits of code stored by your web browser on your hard drive which allows us to recognize who you are when you arrive at our website and what pages you access during your visit. No other entity has access to our cookies.

Your Rights Regarding Disclosure:

You have the right to restrict our use of your personal information. You may contact us to see what information we have about you, correct or delete any inaccurate information, and express any concern you may have about our use of your information. To protect your privacy and security, we will take reasonable steps to verify your identity before granting access to your information or making corrections.
We will not use or disclose the information we collect in ways unrelated to the services provided through our courses or as disclosed in this Privacy Policy, without first providing you with an opportunity to opt out of such uses.
Although we take appropriate actions and implement safeguard procedures to protect your personal information against unauthorized disclosures, we cannot assure that the information we collect will never be used in a manner inconsistent with this Privacy Policy. Inadvertent disclosures may result through third-party misrepresentation or other means beyond our control. As we have implemented good faith efforts to safeguard your information, www.chrisklugfoundation.org and www.chrisklugfoundation.org shall not be held responsible for any inadvertent disclosures of personal information.

Anti-Spam Policy:

We hate unsolicited commercial e-mail as much as you do. Also known as Spam or junk e-mail, it is a disservice to the Internet community. If you subscribe to electronic newsletters or other communications from us or our website, you will always have an option to unsubscribe immediately.

How To Contact Us:

Should you have other questions or concerns about our Privacy Policy, please send an email to info@ChrisKlunfoundation.com

DONOR BILL OF RIGHTS

Philanthropy is based on voluntary action for the common good. It is a tradition of giving and sharing that is primary to the quality of life. To assure that philanthropy merits the respect and trust of the general public, and that donors and prospective donors can have full confidence in the not-for-profit organizations and causes they are asked to support, we declare that all donors have these rights:

  1. To be informed of the organization’s mission, of the way the organization intends to use donated resources, and of its capacity to use donations effectively for their intended purposes.
  2. To be informed of the identity of those serving on the organization’s governing board, and to expect the board to exercise prudent judgment in its stewardship responsibilities.

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

  1. To be assured their gifts will be used for the purposes for which they were given.
  2. To receive appropriate acknowledgment and recognition.
  3. To be assured that information about their donations is handled with respect and with confidentiality to the extent provided by law.

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

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

  1. To have the opportunity for their names to be deleted from mailing lists that an organization may intend to share.
  2. To feel free to ask questions when making a donation and to receive prompt, truthful and forthright answers.

The text of this statement in its entirety was developed by the Association of Fundraising Professionals (AFP), Association for Healthcare Philanthropy (AHP), Council for Advancement and Support of Education (CASE), and The Giving Institute.

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