AVERT Policies and Procedures 1200
1.0 PURPOSE 3.2 APPLICATION FORM - The official document, with noted attachments, that serves as a request for AVERT funds, use of property or equipment, training operations, etc. 3.3 BOARD - The Board of Directors of the Association of Valley Emergency Response Teams. 3.4 BUDGET - The annual budget for AVERT, funding all programs and operations based on a calendar year. 3.5 MEMBER - A general term to mean any emergency service trained individual, business entity, municipal entity, governmental entity or Board Member that has made application to and has been accepted by the AVERT Board of Trustees. The various categories are collectively known as the MEMBERSHIP. 3.6 CONTRIBUTION - Any donation of funds, gifts, grants or resources in the form of cash, services, or property made by or to the AVERT Corporation, to or by any government, business or private source. 3.7 COMMITTEE - The members of any specified standing committee within the AVERT Corporation. 3.8 DISBURSEMENT OF FUNDS REPORT - An official report from any receiving Team, briefly detailing how the contribution was used. 3.9 CHARITABLE ORGANIZATION - Any benevolent, artistic, educational, philanthropic, humane, patriotic, social welfare, public health, environmental conservation, civic, or other similar organization which is entitled to tax exempt status under the laws of either the United States or the State of Utah. 3.10 PUBLIC PURPOSE - AVERT's authority or responsibility to promote the public health, safety, education, well-being, general welfare and natural environment of the residents of the State of Utah, affecting the residents as a community and not merely as individuals as those purposes are more particularly set out and defined in AVERT's Mission Statement and Implementation plan. 3.11 WAIVER - Any dismissal of fees for the use of AVERT facilities, property, equipment, administration, training personnel or other services. 3.12 ORGANIZATION - Any member team, AVERT Corporate Entity or Charitable Organization as defined above. 4.0 GENERAL GUIDELINES 4.1 All contributions made by or to the AVERT Corporation must be made to reflect a bona fide corporate purpose. Contributions made to benefit specified teams must be so identified and will be held in trust until said team requests release of those funds. 4.2 All requests must be made on the official application form noted above in 3.1, to the Board through the Fundraising Committee. 4.3 No contributions or waivers will be made to any member, team or outside organization which stands to gain commercially as a whole or individually. 4.4 All requesters must be a team or outside charitable organization. 4.5 All organizations receiving contributions will be required to submit a "Disbursement of Funds Report" within six months of receipt of said contribution and upon completion of project if not completed within six months, briefly outlining what was accomplished with the funds. These reports are to submitted to the Board through the Fundraising Committee and any failure to submit the report on a timely basis may subject the organization to potential legal action for recovery of the contributed amounts. 5.0 REQUESTS FOR CONTRIBUTIONS/WAIVERS 5.1 Review Process 5.1.1 Every requested contribution under this policy must reflect a valid corporate purpose, as set out in paragraph 4.1 above. If a requested contribution does not meet a valid corporate purpose, it must be rejected by the Fundraising Committee. 5.1.2 If a requested contribution meets a corporate purpose, in order for it to be made in the form of an uncompensated contribution or donation, the Board must have specific statutory authority to make or receive such a contribution or donation. 5.1.3 In the event that a requested contribution does not fall within the provisions of a specific statutory grant of authority to make or receive an uncompensated donation, it may be processed, upon the recommendation of the Fundraising Committee, in the form of a contractual arrangement, with consideration flowing both to and from the Corporation, under the provisions of the AVERT fund raising and procurement policies and procedures. 5.2 Applications must be submitted on the proper forms available through the World Wide Web or the Fundraising Committee. 5.3 The Fundraising Committee will meet as necessary to make recommendations to the Board regarding requested contributions. 5.3.1 The Fundraising Committee will represented by one sitting Board member and consist of as many volunteers as required and appointed by the Board. The Corporate Attorney shall act as staff to the committee for the purposes of providing legal advice. 5.3.2 The Committee will be staffed by
the Board. The Committee will be responsible for the following: a. meeting notifications, minutes and record keeping, b. obtaining specific Board approvals, and c. distribution, collection and tracking of application forms and disbursement of funds reports. 5.3.3 Any request which falls under the criteria outlined in Team Standard Operating Procedures must be processed as such according to those procedures, but must also meet the minimum legal requirements of this policy and procedure and of state law. 5.4 For any organization which the Board determines to be worthy of on-going annual donations to be included in AVERT's annual budgeting process, the initial request for a donation shall be submitted by the organization in accordance with the terms of this policy and procedure. For each year thereafter when the Board determines to include that organization's request in the AVERT budget, the requesting organization shall file an annual recertification notice which sets out the nature of the organization and that the services contemplated have not changed from the original request of that organization before any funds may be disbursed. 6.0 REQUESTS FOR USE OR TRANSFER OF SURPLUS PROPERTY 6.1 All requests will be handled according to Procurement Committee policies concerning Surplus Property. 7.0 When a matter has been reviewed and approved by the Fundraising Committee, in accordance with the provisions of this policy and state law and has been approved as such by the Corporate Attorney representative, further legal approval, except under circumstances in which a contract is required under procurement policies and procedures, is not required. |
_____________________________________________________________________________ Organization Name or ID Number Organization Mailing Address, City, State
and Zip Code Organization's Financial Officer Name, Telephone Number and Organization's Telephone Number _____________________________ _________________________ __________________ AVERT Account/Document ID Number Date of
First Appropriation Date of Last Appropriation Organization's Depository Institution Name
Organization's Federal Tax ID Number and EIN Depository Institution's Account Manager's Name Depository Address Telephone _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ Briefly describe the purposes for which these funds will be used. Use attachments to provide program details. _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ Briefly Summarize amounts used for previous Public Purposes. Use attachments to provide accounting details.
Organization's Officer's Signature Renewal Date Fundraising Committee Chairperson's Signature ______________________________________________________________________________ Board of Directors Chairperson, Approval
Date |
________________________ ____________________________________________________ Organization Name and ID Number (Federal
Tax ID Number and EIN required for Outside Organizations) Organization Mailing Address, City, State
and Zip Code Organization's Financial Officer Name, Telephone Number and Organization's Telephone Number Briefly describe the funds or services you are requesting of AVERT. Use attachments for program and accounting details. Organizations requesting funds MUST provide Depository Information at the bottom of this section. _____________________________________________________________________________
Depository Institution's Account Manager's Name Depository Address Telephone _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ Briefly describe the purposes for which these funds or services will be used. Use attachments to provide further details.
_____________________________________________________________________________ _____________________________________________________________________________ Briefly Summarize the Committee's recommendations and comments. Use attachments to provide further details.
Organization's Financial Officer's Signature Application Date Fundraising Committee Chairperson's Signature _______________________________________________________________ _____________ Board of Directors Chairperson, Approval
Date |