KIWANIS CLUB OF LAKELAND, FLORIDA, INC.
COMMUNITY SERVICE PROGRAM
BOARD OF DIRECTORS POLICY/ COMMUNITY SERVICE OPERATING GUIDELINES
APPROVED BY BOARD OF DIRECTORS: JUNE 14, 2011
1. BOARD OF DIRECTORS POLICY FOR COMMUNITY SERVICE PROGRAM:
A. The purpose of the Community Service Program is to respond to worthy requests from local non-profit charitable groups for financial support from the Club and this Policy shall govern the Program.
B. The Community Service Program will operate within the limits of a fiscal year budget, approved by the Board of Directors of the Club, and communicated to the Community Service Committee Chair. There shall be no carry-over of budget authorization or spending from one budget year to the next.
C. Subject to the budget and this Policy, the Community Service Committee shall be the final approving authority for all Community Service grants. The Treasurer of the Club is responsible for ensuring that the Community Service Program operates within its budget and shall issue all grant checks. Grants shall be approved by a simple majority of Committee members present at a meeting, provided that a minimum of three (3) members shall be required for a quorum to approve grants.
D. Grants should support Kiwanis International Objectives and the Motto of “Serving the Children of the World”. The Club’s Community Service grants are should have a local focus as outlined in this Policy and must be sponsored by a Club member in good standing.
E. Grants will be made only to 501 (c) (3) entities, approved by the IRS and established for a minimum of one year. Grants will not generally be given to start-up organizations or to fund start-up expenses.
F. Grants will generally be made only to programs having a meaningful presence in the Lakeland Electric service area although the Committee may make exceptions for meaningful programs in nearby Polk County, FL. Grants to non-profits operating primarily outside Polk County, FL must receive advance approval by the Club’s Board of Directors.
G. The Treasurer, in cooperation with the Chair of the Committee, will maintain an historic record of grants made, including name of recipient, IRS registration number, date, amount and purpose of grant, and any other information required by the Board or by law.
H. The Committee is authorized to establish and publicize such written Operating Guidelines as it believes are necessary to implement this Policy and to carry out the Program. The Committee shall keep minutes of its meetings and report to the Board as directed.
I. This Policy may only be adopted or changed by action of the Board of Directors. The Board is not required to approve Operating Guidelines. This Policy becomes effective immediately upon its approval by the Board.
2. OPERATING GUIDELINES FOR COMMUNITY SERVICE PROGRAM
A. These Operating Guidelines govern the operations of the Community Service Program at the Kiwanis Club of Lakeland, FL, Inc. These Operating Guidelines may be changed at any time by action of the Community Service Committee under the authority granted to it by the Board of Directors. The Committee shall maintain, at all times, an up to date version of these Operating Guidelines, in writing.
B. The Committee may receive requests throughout the year but normally will only act on requests once per quarter, with the following schedule that is intended to be consistent with the Club’s fiscal year (October 1-September 30): December – March – June – September.
C. Grant requests must be submitted in writing to such persons as the Committee shall establish and be sponsored by a Club member in good standing. Grant requests must contain the following information:
1). Requesting organization’s name, address, and IRS not-for- profit tax identification number.
2). Name and full contact information for the person authorized to speak for the organization.
3). Project name and purpose
4). Requested amount of funding and whether partial funding is acceptable.
5). Detailed description of project and use of funds INCLUDING line item cost estimates.
6). How the project aligns with the objectives and mission of Kiwanis to “Serve the Children of the World” AND who will be served by the project.
D. The Committee will generally give more favorable consideration to those projects that:
1). Are most closely aligned with Kiwanis’ mission and objective.
2). That deal with critical rather than “nice to have” needs
3). That offer a marking or branding opportunity for the Club.
4). That serve a larger population rather than a smaller population
5). That will produce an on-going benefit.
E. The Committee will generally NOT approve a grant request that:
1). Appear to be for administration, routine operating funds or annual campaign contributions.
2). Funds a start-up organization.
3). Will not be promptly put to use
4). Would exceed 20% of the Committee’s annual budget
5). Is targeted outside Polk County, FL
F. Grants will only be made to organizations that agree to send a senior staff member and a Board member to a Club meeting for presentation of the grant check. If the grant is for a true emergency, the grant may, at the discretion of the Committee Chair, be acknowledged after the fact at a Club meeting.
G. Grantees must allow the Club to publicize the grants as the Club sees fit, to audit use of the funds granted, and to allow the Club a reasonable, mutually agreeable marking/branding opportunity.
H. These Operating Guidelines become effective immediately upon the Board’s approval of the Policy for Community Service Program on page 1 of this document (Approved by the Board on June 14, 2011).
1
Kiwanis Community Service Program