FRIENDS OF THE SWC POLICIES
OPERATIONAL POLICIES
1. Business year – October 1 to Sept. 30 , but IRS reporting year must remain Jan 1 to Dec. 31.
2. When use of the SWC building is needed for fund raising, meetings, repairs, or remodeling, etc. the appropriate Friends’ Board member must get the approval of the SWC rental chairperson and the House chairperson.
3. A SWC Board member may act as liaison and attend Friends’ Board meetings as a guest. This liaison may pass along requests from the SWC Board, answer questions, but will have no vote. Minutes from the SWC Board meeting will be delivered to Friends Board by the SWC’s liaison whenever SWC has made a motion that asks Friends for a gift/help. Minutes containing the specific wording of motions that request help from Friends, should be delivered to the president of the Friends’ Board of Directors within one week of the SWC Board meeting. These minutes/ requests must be in writing.
4. Friends will supply a liaison to go to the SWC Board meetings with responses and requests from Friends and to answer questions about Friends or its activities.
5. Friends’ Directors should be emailed a copy of the minutes from all Friends’ Board meetings within a week of the meeting.
6. The FSWC Policy Book will be reviewed annually and updated by the Secretary each year before the annual FSWC meeting.
MEMBERSHIP
7. Dues are $5 per person annually. Individual life member dues are a one-time payment of $500.
FINANCIAL POLICIES
8. ALL funds raised must be given to the Friends’ treasurer for record keeping. No fund raiser /volunteer may pay out any portion of the cash collected.
9. Budgets for fund raisers, marketing and building projects, etc. need to be approved by the Friends’ Board before further arrangements, contracts, and any payments can be made.
10. Committees and individuals must keep the full board informed via email between Board meetings when activities, fund raisers, grants, repairs, etc. are being planned and implemented.
11. Individuals must get the Friends’ Board’s pre-approval for expenditures of more than $200 .
12. If any Board member or member of the FSWC purchases or encumbers services without the approval of the Board, then the FSWC reserves the right to refuse to pay the bill.
REPORTS
13. The Saugatuck Woman’s Club President will provide annually, in September, a GIFT RECOGNITION LETTER for the last fiscal year (October 1 to September 30) for Friends' donations that are fully or partially funded by the FSWC. This will be included in the FSWC Annual Report.
14. A Friends’ Board of Directors’ annual printed report including an annual treasurer’s report will be shared with all members of the Friends’ organization once per year at the annual membership meeting.
15. Committee reports longer than a sentence should be in writing and emailed, if possible, at least two days before the Friends Board of Directors meeting. This also applies, when possible, to items suggested for discussion or decisions needing a vote at the meeting.
DONATIONS
16. Gift letters acknowledging donations of $20 or more will be provided. Note: The letter will include an appraised worth if an appraisal, issued within one year of the donation, is included with the gift.
17. For Non-cash donations, donors must read and submit the following:
The Friends of the Saugatuck Woman’s Club solicits and accepts gifts for purposes that will help the organization further and fulfill its mission. The Friends of the Saugatuck Woman’s Club urges all prospective donors to seek the assistance of personal legal and financial advisors in matters relating to their gifts, including the resulting tax and estate planning consequences. The following policies and guidelines govern acceptance of gifts made to the Friends of the SWC for the benefit of any of its operations, programs or services.
Use of Legal Counsel –The Friends of the Saugatuck Woman’s Club will seek the advice of legal counsel in matters relating to the acceptance of gifts when appropriate. Review by counsel is recommended for:
PAGE 3
relation to their value; (d) would result in any unacceptable consequences for the Friends of the Saugatuck Woman’s Club, or are for purposes outside the Friends of the Saugatuck Woman’s Club mission. Decision on the restrictive nature of a gift, and its acceptance or refusal shall be made by the Friends of the Saugatuck Woman’s Club Board of Directors. Any gift accepted by the Board and deemed later not to fit the criteria listed above may be sold or given to another non-profit at the discretion of the Board. _____________ (initials of donor)
Gifts Generally Accepted without Review:
A. Charitable Remainder Trusts
B. Charitable Lead Trusts
C. Bequests and Beneficiary Designations under Revocable Trusts, Commercial Annuities and Retirement Plans.
D. Tangible Personal Property. The Board will review and determine whether to accept any gifts of tangible personal property, including works of art, in light of the following considerations: Does the property further the organization’s mission? Is the property marketable? Are there any unacceptable restrictions imposed on the property? Are there any carrying costs for the property for which the organization may be responsible? Is the title clear on the property?
The Friends of the Saugatuck Woman’s Club Board is not required to accept any gift. The Friends of the Saugatuck Woman’s Club accepts no responsibility for the future condition of any tangible gift. Agreement to this Gift Acceptance Policy means that the donor has fully read the policy and has full knowledge that the gift is wholly a gift and is in no part “on loan”. Gifts given may not be revoked at a future time.
SCHOLARSHIPS
18. The FSWC will donate up to $4,000 per year toward the SWC scholarships if requested.
19. The FSWC reserves the right to not contribute to this fund, if economic situations prevent the Friends from doing so.
20. Funds will be issued to the SWC Treasurer in one check in June or July at the request of the Saugatuck Woman’s Club, who will then distribute the funds to the awardees academic institutions during each academic year, according to the SWC Scholarship Committee Policies.
21. The FSWC will begin to raise $10,000 to establish an Allegan County Community Foundation fund for the SWC Scholarship. When the funding is raised the ACCF will manage the SWC scholarship fund.
SWC PROJECT FUNDING REQUESTS
22. For all projects, when FSWC funds are requested, the following steps must be followed:
A. SWC will make a written request to the Friends accompanied by a contractor’s written estimate. This request must be part of an official copy of SWC Board meeting minutes.
B. The SWC request must specify the project, amount requested and a timeline.
C. The Friends Board may refer a project request back to the SWC Board for further information or clarification regarding the project.
D. When the Friends of the SWC Board approves SWC project requests, FSWC funds may be dispersed in two payments—one payment at the beginning of the project and one at the completion of the project per SWC and contractor written certification.
E.
OTHER
OPERATIONAL POLICIES
1. Business year – October 1 to Sept. 30 , but IRS reporting year must remain Jan 1 to Dec. 31.
2. When use of the SWC building is needed for fund raising, meetings, repairs, or remodeling, etc. the appropriate Friends’ Board member must get the approval of the SWC rental chairperson and the House chairperson.
3. A SWC Board member may act as liaison and attend Friends’ Board meetings as a guest. This liaison may pass along requests from the SWC Board, answer questions, but will have no vote. Minutes from the SWC Board meeting will be delivered to Friends Board by the SWC’s liaison whenever SWC has made a motion that asks Friends for a gift/help. Minutes containing the specific wording of motions that request help from Friends, should be delivered to the president of the Friends’ Board of Directors within one week of the SWC Board meeting. These minutes/ requests must be in writing.
4. Friends will supply a liaison to go to the SWC Board meetings with responses and requests from Friends and to answer questions about Friends or its activities.
5. Friends’ Directors should be emailed a copy of the minutes from all Friends’ Board meetings within a week of the meeting.
6. The FSWC Policy Book will be reviewed annually and updated by the Secretary each year before the annual FSWC meeting.
MEMBERSHIP
7. Dues are $5 per person annually. Individual life member dues are a one-time payment of $500.
FINANCIAL POLICIES
8. ALL funds raised must be given to the Friends’ treasurer for record keeping. No fund raiser /volunteer may pay out any portion of the cash collected.
9. Budgets for fund raisers, marketing and building projects, etc. need to be approved by the Friends’ Board before further arrangements, contracts, and any payments can be made.
10. Committees and individuals must keep the full board informed via email between Board meetings when activities, fund raisers, grants, repairs, etc. are being planned and implemented.
11. Individuals must get the Friends’ Board’s pre-approval for expenditures of more than $200 .
12. If any Board member or member of the FSWC purchases or encumbers services without the approval of the Board, then the FSWC reserves the right to refuse to pay the bill.
REPORTS
13. The Saugatuck Woman’s Club President will provide annually, in September, a GIFT RECOGNITION LETTER for the last fiscal year (October 1 to September 30) for Friends' donations that are fully or partially funded by the FSWC. This will be included in the FSWC Annual Report.
14. A Friends’ Board of Directors’ annual printed report including an annual treasurer’s report will be shared with all members of the Friends’ organization once per year at the annual membership meeting.
15. Committee reports longer than a sentence should be in writing and emailed, if possible, at least two days before the Friends Board of Directors meeting. This also applies, when possible, to items suggested for discussion or decisions needing a vote at the meeting.
DONATIONS
16. Gift letters acknowledging donations of $20 or more will be provided. Note: The letter will include an appraised worth if an appraisal, issued within one year of the donation, is included with the gift.
17. For Non-cash donations, donors must read and submit the following:
The Friends of the Saugatuck Woman’s Club solicits and accepts gifts for purposes that will help the organization further and fulfill its mission. The Friends of the Saugatuck Woman’s Club urges all prospective donors to seek the assistance of personal legal and financial advisors in matters relating to their gifts, including the resulting tax and estate planning consequences. The following policies and guidelines govern acceptance of gifts made to the Friends of the SWC for the benefit of any of its operations, programs or services.
Use of Legal Counsel –The Friends of the Saugatuck Woman’s Club will seek the advice of legal counsel in matters relating to the acceptance of gifts when appropriate. Review by counsel is recommended for:
- Gifts of securities that are subject to restrictions or buy-sell agreements.
- Documents naming The Friends of the Saugatuck Woman’s Club as trustee or requiring Friends of the SWC to act in any fiduciary capacity.
- Gifts requiring the Friends of the Saugatuck Woman’s Club to assume financial or other obligations.
- Transactions with potential conflicts of interest.
- Gifts of Property which may be subject to environmental or other regulatory restrictions.
PAGE 3
relation to their value; (d) would result in any unacceptable consequences for the Friends of the Saugatuck Woman’s Club, or are for purposes outside the Friends of the Saugatuck Woman’s Club mission. Decision on the restrictive nature of a gift, and its acceptance or refusal shall be made by the Friends of the Saugatuck Woman’s Club Board of Directors. Any gift accepted by the Board and deemed later not to fit the criteria listed above may be sold or given to another non-profit at the discretion of the Board. _____________ (initials of donor)
Gifts Generally Accepted without Review:
- Cash
- Marketable Securities
A. Charitable Remainder Trusts
B. Charitable Lead Trusts
C. Bequests and Beneficiary Designations under Revocable Trusts, Commercial Annuities and Retirement Plans.
D. Tangible Personal Property. The Board will review and determine whether to accept any gifts of tangible personal property, including works of art, in light of the following considerations: Does the property further the organization’s mission? Is the property marketable? Are there any unacceptable restrictions imposed on the property? Are there any carrying costs for the property for which the organization may be responsible? Is the title clear on the property?
The Friends of the Saugatuck Woman’s Club Board is not required to accept any gift. The Friends of the Saugatuck Woman’s Club accepts no responsibility for the future condition of any tangible gift. Agreement to this Gift Acceptance Policy means that the donor has fully read the policy and has full knowledge that the gift is wholly a gift and is in no part “on loan”. Gifts given may not be revoked at a future time.
SCHOLARSHIPS
18. The FSWC will donate up to $4,000 per year toward the SWC scholarships if requested.
19. The FSWC reserves the right to not contribute to this fund, if economic situations prevent the Friends from doing so.
20. Funds will be issued to the SWC Treasurer in one check in June or July at the request of the Saugatuck Woman’s Club, who will then distribute the funds to the awardees academic institutions during each academic year, according to the SWC Scholarship Committee Policies.
21. The FSWC will begin to raise $10,000 to establish an Allegan County Community Foundation fund for the SWC Scholarship. When the funding is raised the ACCF will manage the SWC scholarship fund.
SWC PROJECT FUNDING REQUESTS
22. For all projects, when FSWC funds are requested, the following steps must be followed:
A. SWC will make a written request to the Friends accompanied by a contractor’s written estimate. This request must be part of an official copy of SWC Board meeting minutes.
B. The SWC request must specify the project, amount requested and a timeline.
C. The Friends Board may refer a project request back to the SWC Board for further information or clarification regarding the project.
D. When the Friends of the SWC Board approves SWC project requests, FSWC funds may be dispersed in two payments—one payment at the beginning of the project and one at the completion of the project per SWC and contractor written certification.
E.
OTHER