ROCKY MOUNTAIN PERFORMANCE EXCELLENCE, INC. (Rmpex)

ROCKY MOUNTAIN PERFORMANCE EXCELLENCE, INC. (RMPEx)

Version 04-07-2012

Gifts and Sponsorships

1.0ALIGNMENT & INTEGRATION STATEMENT

We recognize that sponsorship and cooperation provides benefits and responsibilities to both parties. A Board of Directors governs RMPEx with support from the Executive Director. The RMPEx BOD actively encourages individuals, companies, institutions, and other organizations to contribute financial and non-financialgifts and/or become sponsors. Gifts and sponsorships are an important source of revenue that increases RMPEx’s ability to deliver products and services to the Rocky Mountain region and to achieve the strategic goals of RMPEx.

2.0Purpose

This policy defines gifts and sponsorships along with associated levels and the benefits of each level.

3.0Scope

This document applies to all gifts, donations, and sponsorships to RMPEx.

4.0ACRONYMS & DEFINITIONS

BOD: Board of Directors
Gift or Donation: For income tax purposes, a gift or donation is a voluntary transfer of property to RMPEx made without any expectation of benefit accruing to the donor or anyone associated with the donor. The scope of this policy includes such things as donations of money, securities, gifts and services-in-kind, bequests, endowments, or tangibles such as equipment, art, or real estate.
Sponsorship: A mutually beneficial exchange whereby the sponsor receives value in return for cash or goods or services-in-kind provided to RMPEx. The hope is that sponsorship allows the development of a long-term mutual beneficial relationship between RMPEx and the sponsoring party. The relationship requires a formal written agreement or confirmation setting out the terms of the sponsorship, including any recognition to be provided to the sponsor, and must be signed by an authorized member of the sponsor and by the Executive Director or designate.

5.0REsponsibilities

5.1.Executive Director

5.1.1.Periodically reviews the sponsorship and benefits matrix and makes improvement recommendations when appropriate.

5.1.2.Uses the sponsorship and benefits matrix when approaching potential donors.

5.1.3.Administers sponsorship and benefits matrix to assure benefits are provided to donors per their level of participation.

5.2.Board of Directors

5.2.1.Reviews and approves changes proposed by the Executive Director to the sponsorship and benefits matrix.

5.2.2.Promotes RMPEx within personal networks encouraging the donation of gifts and sponsorships

6.0POLICY

6.1.Gifts and Donations

6.1.1.RMPEx reserves the right to refuse, accept or decline any gift, donation, or bequest at its absolute discretion or to negotiate with the donor, executors, or Public Trustees concerning any aspect of a gift, donation or bequest.

6.1.2.The Executive Director may refuse any sponsorship under the value of $50,000 deemed at variance with the RMPEx mission, goals, policies, and best interests. The Board of Directors will be asked to review sponsorship proposals exceeding $50,000 in value.

6.1.3.Gifts or bequests up to the value of $50,000 may be accepted or rejected by the Board of Directors, usually on the advice of the Executive Director. Gifts or bequests exceeding $50,000 in value may be accepted or rejected with the advice of the Board.

6.1.4.Gifts may be for a purpose specified by the donor and, in the event that this purpose does not align with RMPEx’s mission, goals, policies, and best interests, the donor will be offered alternative compatible purposes. If these are deemed inappropriate or unsuitable, the gift will be declined.

6.1.5.Official tax receipts will be issued to donors for income tax purposes for gifts of $25.00 or more in accordance with the Income Tax Code as it pertains to Gifts and Official Donation Receipts.

6.1.6.For new gifts-in-kind or services-in-kind, an official receipt will be issued for the fair market value or invoiced price. A copy of any such invoice must be received before the receipt can be issued. For used gifts-in-kind, an official receipt will be issued for the fair market value.

6.1.7.RMPEx will maintain records of all donors. The information contained in these records will be confidential unless the donor otherwise agrees in writing.

6.1.8.RMPEx will acknowledge gifts. The level of recognition will be commensurate with the contribution. Generally, a letter signed by the Board Chair or designate will serve as recognition. A plaque or public acknowledgement may also be considered. Donors will be given the opportunity of anonymity.

6.2.Sponsorships

6.2.1.Tax receipts are not issued to sponsors. Sponsorships are usually considered business expenses and not charitable donations. They are typically funded from corporate marketing budgets.

6.2.2.Sponsorships must comply with the RMPEx's Code of Ethics/Rules of Conduct policy on conflict of interest. RMPEx reserves the right to refuse or decline any offer of sponsorship at its absolute discretion or to negotiate with the sponsor concerning any aspect of a proposed sponsorship.

6.2.3.Sponsorships do not imply endorsement of products or services by RMPEx. A sponsorship does not automatically imply any exclusive arrangement with RMPEx.

6.2.4.Effective January 1st of each year, sponsorship will require renewal and the establishment of a separate account. The Executive Director or designate is responsible for determining whether a sponsorship will be solicited and/or accepted based on an assessment of the best interests of RMPEx and the wishes of the Board of Directors.

6.2.5.The Executive Director may refuse any sponsorship under the value of $50,000 deemed at variance with the RMPEx mission, goals, policies, and best interests. The Board of Directors will be asked to review sponsorship proposals exceeding $50,000 in value.

6.2.6.RMPEx has a number of Sponsor categories, with specified incremental benefits at each level. See Sections 7.0 and 8.0

7.0Sponsor Levels

Contribution Levels / Champion / Associate / Affiliate / Friend
Large Organizations (>50 employees) / >$20,000 / $15,001-$20,0000 / $10,001-$15,000 / $3000-$10,000
Small Organizations (< 50 employees) / >$10,000 / $5,001-$7,500 / $5,001-$7500 / $300-$1000
Individual / >$7500 / $5,001-$7,500 / $1,001-$5,000 / $300-$1000

8.0Sponsor Benefits

Contribution Benefits / Champion / Associate / Affiliate / Friend
Special recognition at awards banquet / X / X / X / X
Logo and Internet link on RMPEx web page / X-Homepage / X-Homepage / X / X
Logo & name in selected RMPEx materials / X / X / X / X
Complimentary seats at Quest (quantity as listed) / 4 / 3 / 2 / 1
Awards banquet discount (as listed per attendee) / 50% / 33% / 25% / 10%
Awards application fee discount (as listed) / 20% / 15% / 10% / 5%

9.0Approval

This document is reviewed and approved by the RMPEx Board of Directors.

10.0Change History

Version / Brief Description of Change
10-24-2002 / -Initial Release
04-07-2012 / -Changed CPEx to RMPEx
-Removed references to Advisory Council.
-Simplified Sponsorship Levels and Benefits per Richard Male & Associate recommendations for improvement.

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