Policies and Procedures Manual for God and Country Association, Inc.
1. Mission and Vision:
- Clearly define the organization's mission and vision statement, reflecting its commitment to Christian values and principles as defined in Article II of the Bylaws.
- Emphasize the nonprofit's dedication to serving the community, supporting individuals in need, and spreading the message of love, compassion, and faith.
- This association shall consist of a board of directors as outlined under articles III, IV and V of the current bylaws. Robert’s Rules of Order, latest edition, shall be recognized as the authority governing the meetings of the Association, its Board of Directors, and committees, in all instances wherein its provisions do not conflict with these Bylaws.
- The Advisory Committee will work with the Board of Directors and Volunteers to coincide with the mission of the association. The Advisory Committee shall not have any voting privileges as defined in Article V of the Bylaws.
- Voting will be done in person, by phone, or by digital voting. Voting by proxy is not allowed.
- Directors will be established annually by the current Board of Directors at the Annual Meeting.
3. Code of Conduct:
At God and County Association, Inc., we are committed to upholding Christian values and principles in all aspects of our work. Our mission is to serve others, foster positive change, and spread the love and teachings of Jesus Christ. To achieve this, we expect all members, volunteers, and staff to adhere to the following Code of Conduct:
- Love and Compassion: Treat every individual with love, respect, and compassion, regardless of their background, race, ethnicity, gender, age, or beliefs. We strive to create a welcoming and inclusive environment for everyone we serve.
- Integrity and Honesty: Conduct all activities with honesty, transparency, and integrity. Avoid any form of deception, fraud, or misrepresentation in all interactions, both within and outside the organization.
- Ethical Behavior: Uphold high moral standards in all decision-making processes. Refrain from engaging in any behavior that may compromise the mission and values of the organization or cause harm to others.
- Respect for Dignity: Value and uphold the dignity of every individual, recognizing that each person is made in the image of God. Avoid any form of discrimination, harassment, or harmful language.
- Confidentiality: Safeguard the confidentiality of sensitive information shared by beneficiaries, donors, and other stakeholders. Only share information on a need-to-know basis and with proper authorization.
- Responsible Stewardship: Be responsible stewards of the resources entrusted to us. Use financial, material, and human resources efficiently and effectively to maximize the impact of our mission.
- Conflict Resolution: Address conflicts and disagreements with humility, seeking resolution in a peaceful and Christ-like manner. Emphasize reconciliation and forgiveness when resolving issues.
- Personal Conduct: Conduct ourselves in a manner that aligns with Christian values, both within and outside the organization. Avoid engaging in activities that could harm the organization's reputation or mission.
- Compliance with Laws and Regulations: Abide by all applicable laws and regulations governing our work. Ensure that all activities and practices are in full compliance with legal requirements.
- Collaborative Spirit: Foster a spirit of collaboration and teamwork among staff, volunteers, and partners. Work together in harmony to achieve our shared goals and objectives.
- Continuous Improvement: Embrace a culture of learning and growth, seeking ways to improve our services and operational practices. Encourage feedback and suggestions from stakeholders to enhance our impact.
- Prayerful and Spiritual Foundation: Recognize the importance of prayer and spiritual guidance in our work. Seek God's wisdom and guidance as we fulfill our mission.
4. Financial Management:
The purpose of this Financial Management Policy is to provide guidelines for effective financial stewardship and accountability within The God and Country Association, Inc., a Christian nonprofit organization. This policy aims to ensure the proper management and utilization of financial resources to support our mission and enhance transparency, integrity, and compliance with all applicable laws and regulations.
- Integrity: We conduct all financial activities with honesty and transparency, upholding ethical standards in all transactions.
- Stewardship: We recognize that all resources are gifts from God and are committed to using them responsibly and efficiently.
- Accountability: We are accountable to God, our donors, beneficiaries, and stakeholders for the effective use of funds and resources.
Financial Management Responsibilities
- 1.1. Board of Directors: The Board of Directors has the ultimate responsibility for overseeing the organization's financial affairs, including budget approval, financial performance review, and ensuring compliance with this policy.
- 1.2. Financial Team: The Executive Director and/or appointed financial staff members shall oversee the day-to-day financial operations of the organization, including maintaining accurate records, preparing financial reports, and ensuring compliance with relevant laws and regulations.
- 2.1. Annual Budget: The organization shall develop and approve an annual budget that aligns with its strategic goals and mission. The budget shall be prepared collaboratively by the financial team and approved by the Board of Directors.
- 2.2. Monitoring and Reporting: Regular financial reports shall be prepared and presented to the Board of Directors to track the actual financial performance against the approved budget. Any significant deviations or variances should be promptly addressed and explained.
- 3.1. Donor Receipts: All donor contributions shall be acknowledged promptly and accurately. The financial team shall issue donation receipts, complying with tax laws and providing transparency to donors about the use of their funds.
- 3.2. Restricted and Unrestricted Funds: Donor-designated contributions shall be used solely for the purposes specified by the donor. Unrestricted funds may be used as determined by the organization's leadership, following the approved budget.
- 4.1. Separation of Duties: Financial responsibilities shall be segregated to prevent conflicts of interest and ensure accountability. No individual shall be solely responsible for handling financial transactions, recording entries, and authorizing disbursements.
- 4.2. Cash Management: Cash handling procedures shall be established to safeguard against theft and ensure accuracy in recording. Bank accounts shall be reconciled regularly, and cash withdrawals shall require appropriate approvals.
- 4.3. All reimbursements must have a receipt
- 4.4. All bills paid must be paid from an invoice/receipt.
Financial Reporting and Transparency
- 3.1. Financial Statements: The organization shall prepare timely and accurate financial statements, including balance sheets, income statements, and cash flow statements. These statements shall be made available to the Board of Directors and shared with stakeholders as required.
- 3.2. Annual Report: The God and Country Association, Inc. shall produce an annual report detailing the organization's achievements, financial performance, and future plans. This report shall be distributed to donors and other interested parties.
Compliance and Legal Obligations
- 4.1. Tax Compliance: The God and Country Association, Inc. shall comply with all applicable tax laws, filing necessary returns, and maintaining tax-exempt status.
- 4.2. Legal and Regulatory Compliance: The organization shall adhere to all relevant laws and regulations governing financial management, fundraising, and reporting.
Financial Reviews and Audits
- 5.1. Internal Review: Regular internal financial reviews shall be conducted to assess the organization's financial processes, identify areas for improvement, and ensure adherence to this policy.
- 5.2. External Audit: An internal audit shall be conducted annually to provide assurance of the organization's financial integrity and compliance.
Conflict of Interest
- 6.1. Avoidance of Conflicts: All individuals involved in financial decision-making shall disclose any potential conflicts of interest that may affect their objectivity and act in the best interest of the organization.
Amendments to Financial Policy
- 7.1. Review and Updates: This Financial Management Policy shall be reviewed periodically by the Board of Directors to ensure its relevance and effectiveness. Amendments may be made as deemed necessary with the approval of the Board.
5. Programs, Committees, and Services:
- Develop and maintain policies and procedures for fundraising activities, ensuring compliance with relevant laws and regulations.
- Identify potential fundraising opportunities and present them to the committee for evaluation and approval.
- Plan and organize fundraising events, campaigns, and initiatives, coordinating with other departments as necessary.
- Establish guidelines for donor solicitation and acknowledgment, maintaining confidentiality and ethical standards.
- Monitor fundraising progress and report results regularly to the management and stakeholders.
- Evaluate the effectiveness of fundraising strategies and make recommendations for improvements.
- Maintain records of donors, contributions, and fundraising expenses, ensuring accurate and up-to-date documentation.
- Collaborate with the finance department to ensure proper financial management of fundraising activities.
- Provide the Program Committee on Sponsor Recognition with Audio/Video reels.
- Coordinate with the Facility Committee on Sponsor recognition.
- Coordinate with Communications Committee for updates
- Coordinate VIP Reception with Sponsor
- Set goals for Merchandise sales.
- Coordinate with the Booth Committee for sponsor booths.
- Develop and enforce policies and procedures for the proper use, maintenance, and security of the event facilities.
- Conduct inspections of facilities to identify maintenance needs and safety concerns, and coordinate necessary repairs.
- Establish guidelines for scheduling facility usage and coordinate bookings to prevent conflicts.
- Oversee facility-related contracts and agreements, ensuring compliance with terms and conditions.
- Monitor facility budgets and expenses, proposing cost-effective solutions for maintenance and improvement.
- Develop emergency response protocols and evacuation procedures for the facilities, ensuring the safety of occupants.
- Hang banner recognition for Sponsors at events.
- Collaborate with relevant departments to address any facility-related issues and ensure a smooth workflow; Booths Committee, Program Committee.
- Develop and implement policies and procedures for effective internal and external communications.
- Oversee the organization's branding and messaging to ensure consistency across all communication channels.
- Coordinate the creation and distribution of newsletters, press releases, and other communication materials.
- Manage the organization's website and social media presence, ensuring content is up-to-date and engaging.
- Monitor media coverage and public perception, providing timely responses when necessary.
- Establish guidelines for crisis communication and serve as a point of contact for media inquiries during emergencies.
- Coordinate with Idaho Press on production and price
- Coordinate with Program for press releases, on Speakers and Entertainment.
- Work closely with other committees to align communication strategies with the organization's goals and initiatives.
- Coordinate with MC’s and provide them books with timelines, history, bios
- Develop and maintain policies and procedures for program development, implementation, and evaluation.
- Set budget with Board of Directors
- Obtain Speakers, contracts with invoice and tax information, bio’s and photos for the Communications Committee.
- Obtain Entertainment, contracts with invoice and tax information, bio’s and photos for the Communications Committee.
- Collaborate with other committees to ensure the integration of Fundraising Committee and Communication Committee efforts into program initiatives.
- Develop a timeline to share with the other committees involved; Hospitality, Security, and Communications.
- Monitor program outcomes and effectiveness, collecting and analyzing data to measure success and identify areas for improvement.
- Ensure compliance with legal and ethical standards in program development and execution.
- Provide ongoing support and training to program coordinators and volunteers to maintain program quality and consistency.
- Regularly report program progress and outcomes to the management and stakeholders.
- Arrange food for Entertainers, Speakers, and Volunteers in the designated areas
- Coordinate with Facility & Program Committees for timelines, location, and specific needs
- Coordinate with to have excess food from VIP reception to be relocated to Green Room
- Coordinate with Rescue Mission for donating leftover food
- Coordinate with Fundraising Committees for sponsor recognition booths
- Coordinate with Pastoral Committee on prayer booths
- Coordinate with Churches and Nonprofits for booths
- Provide Finance with correct billing information for booths
- Designate 3 Pastors to serve on the Advisory Committee
- Elect a Chairman to present to the Board of Directors at meetings.
- Obtain volunteers to man the prayer booths.
- Coordinate prayer booth locations and times with Booths.
- Coordinate with the Fireworks Sponsor
- Coordinate with the Radio Stations for Music
- Present music to the Board for Approval
- Arrange for entry procession
- Coordinate timelines with Facility & Program
- Coordinate Award Winners with Program
- Arrange for swearing in
- Arrange for Photographer & Photos of events
- Share photos with Communications
- Review Bylaws
- Historical Records
6. Human Resources:
- Develop policies for training, and evaluating staff and volunteers, emphasizing the importance of individuals who demonstrate a commitment to Christian values and can effectively promote the organization's mission.
- Implement a safe and supportive work environment, free from discrimination and harassment.
7. Privacy and Confidentiality:
- Establish protocols to safeguard the privacy and confidentiality of beneficiaries, donors, staff, and volunteers.
- Ensure compliance with applicable data protection laws and ethical guidelines.
8. Child and Vulnerable Adult Protection:
- Implement strict procedures for working with children and vulnerable adults, including background checks for all staff and volunteers involved in direct contact with them.
- Provide training on recognizing and reporting potential abuse or neglect.
9. Communication and Marketing:
- Develop guidelines for communication and marketing materials that accurately represent the organization's mission, values, and activities while avoiding misleading or exploitative content.
- Ensure that all communication efforts promote Christian principles of love, hope, and compassion.
10. Spiritual Guidance:
- Provide opportunities for spiritual growth and development for staff, volunteers, and beneficiaries, such as prayer gatherings, devotionals, or spiritual mentoring.
- Respect the diversity of beliefs while maintaining the Christian identity of the organization.
11. Conflict Resolution:
- Establish a process for addressing internal conflicts that promotes understanding, forgiveness, and reconciliation, consistent with Christian teachings.
- Conflicts will be presented to the Board of Directors for resolution.
- If the conflicts are with the Board of Directors, then it will be taken to the Pastoral Committee for resolution
12. Compliance and Legal Matters:
- Ensure the organization operates in compliance with all applicable laws and regulations related to nonprofits, charitable activities, and religious organizations.
13. Emergency and Disaster Preparedness:
- Develop a plan to respond to emergencies or disasters in alignment with Christian values of compassion and assistance.
14. Continual Improvement:
- Encourage regular evaluation and improvement of policies and procedures to ensure they remain relevant and effective in fulfilling the organization's Christian mission.