Board policies

These policies are presented to RISEaid's board for adoption. Below is a plain-language summary of each. When the board adopts them, we'll note it here, and the full text will be available to anyone who asks.

RISEaid is a Utah nonprofit corporation · EIN 43-2334222 · 501(c)(3) application in progress.

This policy is based on the sample policy the IRS publishes with its application for tax-exempt status. Its purpose is simple: when RISEaid makes a deal, the people deciding should be thinking only of RISEaid's mission, not their own wallet or their family's.

Who it covers. Every director, every officer (including our founders), and every member of a committee the board gives decision-making power. The policy calls them "interested persons."

What counts as a conflict. A person has a financial interest if they, or their family, own part of, invest in, are paid by, or are negotiating to be paid by a business RISEaid is dealing with, or if they'd personally gain from a deal RISEaid is considering.

What happens:

• Speak up early. The person must tell the board about the interest, with all the important facts, before the board or committee decides anything.
• Step out. After sharing the facts and answering questions, they leave the discussion and don't vote.
• The others decide. The directors with no conflict decide whether a conflict exists. If it does, they look for a better option. They approve the deal only if a majority of them agree it's in RISEaid's best interest, fair, and reasonable.
• Write it down. The meeting minutes record who disclosed what, who stepped out, and how the vote went.
• Pay is decided by others. No one votes on their own pay, or on pay for a family member.
• Every year, in writing. Each covered person signs a statement that they got the policy, read it, agree to follow it, and understand that RISEaid must spend its money on its charitable mission.
• Regular reviews. The board checks from time to time that pay is reasonable and that every deal serves the mission rather than any one person.

If someone fails to disclose a conflict, the board hears their side and can take corrective action, up to removing them.

If you see something wrong at RISEaid, we want to know. Anyone can report: staff, volunteers, mentors, board members, members, donors, and partners.

What to report. For example: money or donations being misused, theft or fraud, false records, someone breaking the law or our policies, a risk to a member's safety, or someone being punished for speaking up.

Who to tell. Report to the board chair, or to either founder. If your concern involves a founder, go to the board chair or any other independent director. If it involves the chair, go to another director. We'll post direct contact details for the board chair here once the board is seated. Until then, you can reach us at hello@riseaid.org or 888-860-RISE and ask that your report go to the board.

• Good faith is all we ask. You need a real reason to believe something is wrong. You don't need proof, and you won't be in trouble if it turns out you were mistaken.
• No retaliation, ever. No one may fire, demote, remove, threaten, or treat you worse for a good-faith report. Anyone who retaliates faces corrective action, up to removal.
• Kept confidential. We protect your identity as far as we can while still looking into the problem. You can report anonymously.
• We follow through. Our goal is to confirm we got your report within 5 business days. Reports are looked into promptly, fixed when needed, and summarized to the board.
• False reports. Knowingly making a false accusation is not protected.

You can also report straight to the authorities at any time. Concerns about how a tax-exempt group uses its money can go to the IRS on Form 13909. Concerns about charity fundraising in Utah can go to the Utah Division of Consumer Protection.

This policy keeps important records safe for as long as they're needed, and makes sure old records are destroyed securely rather than left lying around. Here is the schedule:

Keep permanently:

• Articles of incorporation, bylaws, and every amendment
• IRS determination letter, our application for exemption, and all IRS letters
• Board and committee minutes, and board resolutions
• Annual reports filed with the State of Utah
• Year-end financial statements, audits, and annual IRS returns (Form 990)
• Adopted policies, insurance policies, and property, trademark, and other legal records

Keep 7 years:

• Bank statements, reconciliations, invoices, and expense records
• Donation records and donor receipts
• Payroll records and employment tax forms
• Grant records, counted from when the grant closes
• Contracts and leases, counted from when they end
• Shop sales and refund records
• Staff personnel files, counted from when the person leaves

Member, volunteer, and other personal information is kept only as long as described in how long we keep things in our Privacy Policy.

• Email and digital files follow the same schedule as the paper record they replace.
• Secure destruction. When records reach the end of their time, papers with personal or financial information are shredded and digital copies are permanently deleted.
• Stop when there's a dispute. If RISEaid learns of a lawsuit, audit, or government investigation, or expects one, nothing related is destroyed until the matter is fully over. Destroying records in that situation can be a federal crime.

We accept gifts that fit our mission and can be used the way the donor intends. We may decline a gift that comes with conditions we can't honor, that would harm the people we serve, or that would put RISEaid's independence at risk. RISEaid keeps final control over how gifts are used. Our donation policy has the details, including refunds and receipts.

We think donors and the public should be able to see where the money goes. Our financials page shows how RISEaid is funded and how we spend. Once the IRS recognizes us, our exemption application and our three most recent annual returns will be available to anyone who asks, as federal law requires.