BY-LAWS OF
NAMI FOUR COUNTY
Non-Profit Corporation
(Under Chapter 1702 of the Ohio Revised Code)
The following by-laws of NAMI Four County were approved as amended by the board of directors on April 13, 2019.
MISSION
To improve the quality of life, ensure dignity and respect for persons with serious mental illness, and to support their families.
MEMBERSHIP
a. Membership shall be composed of families and friends of the mentally ill and individuals with a mental illness.
b. Members in good standing shall be eligible to hold office and vote on all questions at meetings.
c. Any action of the Executive Committee shall be subject to review and approval by a majority of the membership present. On request of any member at a regular meeting or at a special meeting called for the purpose, any action of the Executive Committee may be altered or rescinded by a majority of the membership present at a regular meeting.
DUES
a. Members shall pay yearly dues as established by the NAMI Board of Directors.
b. Dues are payable on upon receipt of invoice.
c. Payment of dues to NAMI Four County establishes the individual or family as a member of the national, state and local NAMI organizations.
MEMBERSHIP MEETINGS
a. Regular meetings of the membership shall be held on the first Tuesday of each month or as determined by the membership.
b. A quorum at any regular or special meeting shall be those members who are present.
c. The membership meeting in November shall be designated as the Annual Meeting for the election of officers.
d. Special meetings of the members may be called by the President, the Executive Committee or upon request by five (5) or more members.
FISCAL YEAR
The fiscal year shall begin January 1 and end December 31.
BOARD OF DIRECTORS
a. NAMI Four County will be governed by a Board of Directors who are members of the chapter who have been specifically recruited to serve and (1) support the mission of NAMI Four County and (2) have professional expertise in areas such as, but not limited to: accounting, management, development, fund raising, marketing, community relations and law. Additionally, members of the Board of Directors shall be as geographically diverse as possible from the four county area.
b. Positions on the NAMI Four County Board of Directors are non-paid positions.
c. The Board of Directors may have as many as 16 members.
d. Original appointments to the Board of Directors will be made by the Executive Committee of NAMI Four County, which shall appoint at least one, but no more than two of its members to the Board of Directors. Executive committee appointments will be made annually. Regular appointments to the Board of Directors shall be for three years with no limit on the number of terms members may serve. However, the initial appointments will be for staggered terms of two or three years with subsequent (re)appointments to those positions to be for the full three year term.
e. Subsequent appointments to the Board of Directors shall be made by the Board of Directors, except for the NAMI Executive Committee members. The Board of Directors shall seek candidates to serve on the Board to the maximum number allowed and fill vacancies on the Board as they occur.
f. The Board of Directors shall meet quarterly or as needed to plan, develop, and implement policies, programs and activities that assure the administrative, financial and community awareness needed to support the Mission of NAMI, NAMI Ohio and NAMI Four County and the families and individuals that NAMI serves, regardless of whether those persons are members of NAMI or not.
g. A quorum at any meeting shall be a majority of the Board members then serving.
h. Once the initial appointments are made to the NAMI Four County Board of Directors, the Board will establish its officers, committees, working structure and maintenance of meeting records.
i. Responsibilities of the Board of Directors shall be determined to be those things that are necessary for assuring the efficient, successful operation of NAMI Four County as it strives to fulfill its stated Mission and Strategic Plan. The responsibilities include, but are not limited to the following:
* Develop and approve an annual operating budget as described in the Fiscal Policies and Procedures.
* Discuss, develop and approve a strategic plan for NAMI Four County.
* Develop and implement a plan that includes ways to adequately support the approved budget.
* Annually review and approve the programs and services provided by NAMI Four County to the community.
* Review and resolve any issues that may arise to assure the efficient on-going operation of NAMI Four County.
j. Members of the Board of Directors will work closely with the elected officers of the NAMI Four County chapter to assure that the chapter plans regular meetings with appropriate programs, that an annual budget is developed to support the mission of NAMI, that complete and auditable financial policies and records are maintained, that required liability insurance is maintained, that any reports and/or filings with contractors, the IRS and/or the Ohio Secretary of State’s office are completed in a timely manner, that accurate membership records are maintained within the chapter and the national office, that written policies are followed, and that sound business practices are understood and carried out by the chapter and its elected officers.
CHAPTER OFFICERS
Members of NAMI Four County shall elect four officers: president, vice-president, treasurer and secretary. These officers, plus the immediate past president, shall make up the Executive Committee.
TERMS OF OFFICE FOR CHAPTER OFFICERS
a. The regular term of office of the officers of the organization shall be for one year continuing until the election of their successors.
b. All vacancies in the elective positions, except that of president, shall be filled for the unexpired term by persons elected by the Executive Committee.
DUTIES OF CHAPTER OFFICERS
a. The President shall preside at all chapter meetings.
b. The Vice President shall succeed to the Presidency in case of a vacancy in that office and shall perform the duties of the President in his/her absence or disability.
c. The Secretary shall handle the correspondence of the organization and shall maintain a record of the proceedings of all meetings of the membership and the Executive Committee. The Secretary shall be custodian of all records of the organization, other than financial records, and is either personally responsible for maintaining membership records and reports with the national office or assigning someone to do so. Likewise, the secretary is either responsible for maintaining the chapter’s website or assigning someone with the task of doing so.
d. The Treasurer shall receive all revenues of the organization and shall have the responsibility to maintain a complete and accurate account of all funds received and disbursed. The shall follow the Fiscal Policies and Procedures addendum to the By-Laws as approved by the NAMI Four County Board of Directors.
ELECTIONS FOR CHAPTER OFFICERS
a. A Nominating Committee shall be appointed by the President no later than the October meeting or October 1 if no October meeting is scheduled.
b. The Nominating Committee shall prepare a slate of candidates for election as chapter officers and shall secure the consent of its nominees to serve if elected.
a. Nominations shall be permitted from the floor. All nominees, whether nominated by the committee or from the floor, shall be members in good standing who have given consent to the nomination.
b. The election of officers shall occur at the November meeting, or the next meeting thereafter if the November meeting is not held.
CHAPTER COMMITTEES
a. The Executive Committee shall provide for the creation of committees as needed to organize and complete projects (such as fund raisers and awareness events) that have been approved by the Board of Directors.
POLICIES OF NAMI FOUR COUNTY
a. NAMI Four County policies, which appear in the Addendum to the By-Laws, apply to the Board of Directors, staff, officers and members functioning in approved volunteer roles.
b. The approved policies include: Confidentiality Statement; Ethics Statement; Conflict of Interest Statement; Diversity, Inclusion and Nondiscrimination Statement; Whistleblower Statement; Record Retention Policy; and Fiscal Policies and Procedures.
INDEMNIFICATION OF DIRECTORS, OFFICERS, STAFF, AGENTS
a. NAMI Four County, as required by the National Alliance on Mental Illness, shall indemnify the directors, officers, staff and members functioning in approved volunteer roles for actions taken in service to the organization, except for any action determined by the Board of Directors to have been taken in bad faith.
DISSOLUTION
a. In the event that NAMI Four County should be dissolved, any assets remaining following the payment of debts and the satisfaction of liabilities shall be made to any similarly recognized public charity for tax exempt purposes that shares NAMI Four County’s mission: To improve the quality of life, ensure dignity and respect for persons with serious mental illness and to support their families.
PARLIAMENTARY AUTHORITY
A current edition of Robert's Rules of Order shall govern the conduct of business in all cases in which they are applicable and not in conflict with the By-Laws.
NAMI NAME AND LOGO
The NAMI name, logo and its copy righted programs are the property of the National Alliance on Mental Illness and must be used as directed by the National Alliance on Mental Illness.
AMENDMENTS TO THE BY-LAWS
Any proposed amendment, along with the date it is to be voted upon, shall be presented in writing to the Board of Directors at least two weeks prior to the meeting at which it is to be voted upon, and a majority vote of the board members present shall be required for ratification. The two week review period may be waived by unanimous consent of the board provided they were sent a written copy by mail or any electronic means available at least two days prior to the scheduled meeting.
Approved: February 26, 2002
Amended and Approved: Tuesday, September 1, 2015
Amended and Approved: Thursday, December 3, 2015
Amended and Approved by the Board of Directors: Monday, May 16, 2016
Amended and Approved by the Board of Directors: Friday, January 27, 2017
Amended and Approved by the Board of Directors: Friday, February 17, 2017
Amended and Approved by the Board of Directors: Saturday, April 13, 2019
Amended and Approved by the Board of Directors: Friday, July 10, 2020
NAMI Four County By-Laws
Addendum
ADDENDUM -- 1
Confidentiality Statement
Confidentiality is a hallmark of professionalism. NAMI Four County staff/officers, volunteers and board members shall:
Confidentiality Policy. It is the policy of NAMI Four County that board members, staff/officers and volunteers of NAMI Four County may not disclose, divulge, or make accessible confidential information belonging to, or obtained through their affiliation with NAMI Four County to any person, including relatives, friends and business and professional associates, other than to persons who have a legitimate need for such information and to whom NAMI Four County has authorized disclosure. Board members, staff/officers and volunteers shall use confidential information solely for the purpose of performing services in their capacity for NAMI Four County. This policy is not intended to prevent disclosure where disclosure is required by law. Board members, staff/officers and volunteers must exercise good judgment and care at all times to avoid unauthorized or improper disclosures of confidential information. Conversations in public places, such as restaurants, elevators, and airplanes, should be limited to matters that do not pertain to information of a sensitive or confidential nature. When using multi-media, social networking websites, blogs and wikis (Facebook, Twitter, YouTube, Instagram, etc.), internet postings should not disclose any information that is confidential or proprietary to the organization or to any third party that has disclosed information to the organization. In addition, board members, staff/officers and volunteers should be sensitive to the risk of inadvertent disclosure and should for example, refrain from leaving confidential information on desks or otherwise in plain view and refrain from the use of speakerphones to discuss confidential information if the conversation could be heard by unauthorized persons.
At the end of a board member’s term in office or upon the termination of anyone’, he or she shall return, at the request of NAMI Four County, all documents, papers, and other materials, regardless of medium, that may contain or be derived from confidential information in his or her possession.
ADDENDUM -- 2
Ethics Statement
We, as NAMI Four County professionals (staff/officers and board members), dedicate ourselves to carrying out the mission of this organization. We will do the following:
Ethics Policy
NAMI Four County believes strongly that its staff/officers and board members must uphold the highest standards of ethical, professional behavior.
To hold paramount the safety, health, and welfare of the public in the performance of professional duties.
To act in such a manner as to uphold and enhance personal and professional honor, integrity, and dignity.
To treat with respect and consideration all persons, regardless of race, religion, gender, abilities or disabilities, age, sexual orientation, or national origin.
To engage in carrying out NAMI Four County’s mission in a professional manner.
To collaborate with and support other professionals in carrying out NAMI Four County’s mission.
To build professional reputations on the merit of services and refrain from competing unfairly with others.
Code of Ethics for the Board
The following code of ethics was adopted by the board and sets forth the standards the board expects from its members.
To become familiar with and committed to the major responsibilities of a governing board:
To support NAMI Four County’s fundraising efforts through personal giving in accordance with one’s means, and to be willing to share in the solicitation of others.
To devote time to learn how NAMI Four County functions—its uniqueness, strengths, and needs, its reputation and standing.
To carefully prepare for, regularly attend, and actively participate in board meetings and committee assignments.
To accept and abide by the legal and fiscal responsibilities of the board as specified by institutional charter, bylaws, and state statutes and regulations.
To vote according to one’s individual conviction, to challenge the judgment of others when necessary, yet to be willing to support the decision of the board and work with fellow board members in a spirit of cooperation.
To recognize that the board president alone speaks for the board.
To maintain the confidential nature of board deliberations and to avoid acting as spokesperson for the entire board unless specifically authorized to do so.
To understand the role of the board as a policy-making body and to avoid interference in administrative functions.
To learn and consistently to use designated institutional channels when conducting board business (e.g., responding to staff and volunteer grievances, responding to inquiries concerning the status of a chief executive search, etc.)
To comply with conflict-of-interest policy and disclosure developed by the board.
To refrain from actions and involvement that might prove embarrassing to the institution and to resign if such actions or involvement develop.
To make judgments always on the basis of what is best for the organization as a whole.
No Board members may represent themselves as speaking on behalf of NAMI Four County to any group or organization without the President’s authorization. When a board member speaks on behalf of NAMI Four County, any honoraria shall be paid NAMI Four County.
ADDENDUM -- 3
Conflict of Interest Statement
Staff/officers, volunteers and board members have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest or the appearance of conflicts of interest. This policy establishes the framework within which NAMI Four County wishes its business to operate. The purpose of these guidelines is to provide general direction so that board members can seek further clarification on issues related to the subject of acceptable standards of operation.
An actual or potential conflict of interest occurs when a board member is in a position to influence a decision that may result in a personal gain for the board member or for a relative as a result of NAMI Four County’s business dealings. For the purpose of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the board member is similar to that of persons who are related by blood or marriage.
No presumption of guilt is created by the mere existence of a relationship with outside firms. However, if a board member has any influence on transactions involving purchases, contracts, or leases, it is imperative that he or she discloses to an officer of the organization as soon as possible the existence of any actual or potential conflict of interest so that safeguards can be established to protect all parties.
Personal gain may result not only in cases where staff/officers, volunteers, a board member, or relative has a significant ownership in a firm with which NAMI Four County does business, but also when any of these people receive any kickback, bribe, substantial gift, or special consideration as a result of any transaction of business dealings involving NAMI Four County.
The materials, products, designs, plans, ideas, and data of NAMI Four County are the property of NAMI Four County, and should never be given to an outside firm or individual except through official channels and with appropriate authorization. Any improper transfer of material or disclosure of information, even though it is not apparent that a board member has personally gained by such action, constitutes unacceptable conduct. Any board member who participates in such a practice shall be subject to disciplinary action by the full board.
Reason for the Statement
NAMI Four County as a nonprofit, tax-exempt organization, depends on charitable contributions from the public. Maintenance of its tax-exempt status is important both for its continued financial stability and for the receipt of contributions and public support. Therefore, the IRS, as well as state corporate and tax officials, view the operations of NAMI Four County as a public trust that is subject to scrutiny by and accountability to such governmental authorities as well as to members of the public.
Consequently, there exists between NAMI Four County and its board, staff/officers, and volunteers a fiduciary duty that carries with it a broad and unbending duty of loyalty and fidelity. These persons have the responsibility of administering the affairs of NAMI Four County honestly and prudently, and of exercising their best care, skill, and judgment for the sole benefit of NAMI Four County. Those persons shall exercise the utmost good faith in all transactions involved in their duties, and they shall not use their positions with NAMI Four County or knowledge gained there from for their personal benefit. The interests of the organization must have the first priority in all decisions and actions.
Persons Concerned
This statement is directed not only to board members and officers, but to anyone who can influence the actions of NAMI Four County. For example, this would include all who make purchasing decisions and all who have proprietary information concerning NAMI Four County.
Areas in Which Conflict May Arise
Conflicts of interest may arise in relations with any of the following third parties:
Nature of Conflicting Interests
A material conflicting interest may be defined as an interest, direct or indirect, with any persons and firms mentioned in Section above. Such an interest might arise through:
Interpretation of this Statement of Policy
The listed areas of conflicting interest, and the relations in those areas that may give rise to conflict, are not exhaustive. Conceivably, conflicts might arise in other areas or through other relations. It is assumed that the board members, staff/officers, and volunteers will recognize such areas and relation and act appropriately.
The fact that one of the interests described above exists does not mean necessarily that a conflict exists. Likewise, if the conflict exists, it does not always mean the conflict is material enough to be of practical importance. It is conceivable that upon full disclosure of all relevant facts and circumstances that the conflict may not necessarily be adverse to the interests of NAMI Four County. This underscores the importance of disclosure.
However, it is the policy of the board that the existence of any of the interests described above shall be disclosed before any transaction is entered into. It shall be the continuing responsibility of board, staff/officers, and volunteers to scrutinize their transactions and outside business interests and relationships for potential conflicts and to immediately make such disclosures.
Disclosure Policy Procedure
Disclosure should be made according to the NAMI Four County standards. Transactions with related parties may be undertaken only if all of the following are observed:
Disclosure involving directors should be made to the board chair, who shall bring these matters, if material, to the board.
Disclosure in the organization should be made to the president (or if she or he is the one with the conflict, then to the board chair), who shall determine whether a conflict exists and is material, and if the matters are material, bring them to the attention of the board chair.
Board members will be provided with vendor information on at least an annual basis, and are asked to review their previous disclosures for any needed updating. The board shall determine whether a conflict exists and is material, and in the presence of an existing material conflict, whether the contemplated transaction may be authorized as just, fair, and reasonable NAMI Four County. The decision of the board on these matters will rest in their sole discretion, and their concern must be the welfare NAMI Four County and the advancement of its purpose.
Recusal
Board members with a potential conflict of interest shall recuse themselves provided that the Board by majority vote may wave such conflict.
NAMI Four County Board of Directors Conflict-of-Interest Form
Conflicts can arise from many ordinary and appropriate activities; the existence of a conflict does not imply wrong doing on anyone's part. But when conflicts do arise, they must be recognized and disclosed, and then eliminated or appropriately managed. Some relationships may create an appearance of conflict; those too, are important to eliminate or manage so that we may maintain public confidence in the integrity of our activities.
Name:___________________________________________________________________
Last name: First name: Middle name:
Home Address:____________________________________________________________
Street: __________________________________________________________________
City: __________________ State: ________ ZIP: ____________________
Phone Numbers: E-mail: ___________________
Day time: _____________________
Evening: _____________________
Cell: _________________________
AREAS IN WHICH CONFLICT MAY ARISE: Conflicts of interest may arise in the relations of directors, officers, and management employees with any of the following third parties:
NATURE OF CONFLICTING INTEREST: A material conflicting interest may be defined as an interest, direct or indirect, with any persons and firms mentioned above. Such an interest might arise through
Under this policy, do you have any potential or perceived conflicts of interest to disclose?
No, I have no potential or perceived conflicts of interest to disclose.
Yes, I have the following potential or perceived conflicts of interest to disclose:
I have read and understand NAMI Four County’s conflict-of-interest policy and agree to be bound by it. I will promptly inform the Board president of any material change that develops in the information contained in the foregoing statement.
Signature: _____________________________________
Date: _________________________
Annual Review: Board members are required to review this disclosure and NAMI Four County’s updated vendor/supporter list prior to each Board meeting and to provide any relevant updates.
Signature: ________________________________ Date: _________
Signature: ________________________________ Date: _________
Signature: ________________________________ Date: _________
Signature: ________________________________ Date: _________
ADDENDUM -- 4
Diversity, Inclusion and Nondiscrimination
NAMI Four County shall actively recruit, engage and serve members from every race, culture, ethnicity, age, religion, socio-economic status, sexual orientation, gender, gender identity and disability and shall not discriminate in the requirements for membership, provision of service or support or in its policies or actions.
The NAMI Four County Board of Directors will regularly review their own composition and membership demographics compared to those of the community NAMI Four County serves using available data, in order to aspire towards reflecting that composition.
In keeping with NAMI’s values regarding nondiscrimination and with applicable federal law, NAMI Four County shall include in bylaws, operating policies and procedures and other relevant policy documents, explicit statements that require the organization to embrace the broadest possible definition of inclusion and nondiscrimination.
NAMI Four County shall collect a baseline of members’ voluntarily supplied demographic information. Systems shall be put in place to protect the confidentiality of this information; demographic information will only be reported in the aggregate.
NAMI Four County will reach out to and welcome the community at large through our recruitment, marketing, public education, and awareness activities. NAMI Four County will strive to support recruitment and retention of a diverse and inclusive membership and leadership. Whenever there is a demand and the interests of members can best be served by support through groups sharing some affinity, including but not limited to lived experience or primary language, NAMI Four County shall offer multiple support groups to address those needs.
ADDENDUM -- 5
Whistleblower Policy
Purpose. This Whistleblower Policy applies to “Covered Persons” who consist of NAMI Four County directors, staff/officers, persons seeking employment, volunteers, agents, persons doing business with NAMI Four County and persons seeking to do business with NAMI Four County. Covered Persons are expected to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. Covered Persons are also expected to practice honesty and integrity in fulfilling their responsibilities and comply with all applicable laws and regulations. This Whistleblower Policy establishes protections for Covered Persons who make good faith complaints about Covered Conduct, as defined in these Policies and Procedures, from retaliation, harassment, or adverse employment consequences as a result of making such complaints. This Whistleblower Policy also encourages and enables Covered Persons to raise serious concerns with the Board prior to seeking resolution outside NAMI Four County. This Whistleblower Policy shall not prevent the executive leadership of NAMI Four County from promulgating personnel policies or other administrative policies for employees, persons seeking employment, volunteers, agents, those doing business with NAMI Four County and those seeking to do business with NAMI Four County that are more extensive than this policy.
Conduct to be reported under the policy. For purposes of this Whistleblower Policy, “Covered Conduct” means (a) questionable or improper accounting or auditing practices or actions and circumvention of or attempts to circumvent internal accounting or auditing controls, (b) breach of the duties of integrity, loyalty and confidentiality, and (c) violation and suspected violation of applicable law.
Reporting responsibility and procedures. Reports made to any Director regarding Covered Conduct will be reported by the Director in writing to the Board President or, in the event the complaint contains allegations about conduct of the Board President, to the Board Vice President. All reports will be promptly investigated and appropriate corrective action will be taken as warranted by the investigation. Within two weeks of the Board President’s or Board Vice President’s receipt of the complaint, the complainant will be sent confirmation that the complaint has been received and an investigation is underway. The complainant will receive a written notification of the completion of the investigation and confirmation that, if warranted, appropriate corrective action has been taken.
No retaliation. Harassment, retaliation or adverse employment consequence against any Covered Person who in good faith makes a complaint under this policy is strictly prohibited. The Board will take appropriate steps to stop any such harassment, retaliation or adverse employment consequence. An employee who engages in such retaliation is subject to discipline up to and including termination of employment. Complaints regarding retaliation will be handled in the same manner set forth in the preceding section concerning complaints about Covered Conduct.
Acting in good faith. For purposes of this Whistleblower Policy, “good faith” means reasonable grounds for believing the information disclosed in the complaint supports a finding that Covered Conduct has occurred. Any good faith complaint is fully protected by this policy, even if the complaint is, after investigation, not substantiated. Any employee who makes a complaint that he or she knows to be false, or to be made with reckless disregard for the truth or falsity of the complaint, will be subject to disciplinary action up to and including termination.
Confidentiality. Complaints may be submitted on a confidential basis by the complainant or may be submitted anonymously. Complaints will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation and Board’s obligation to abide by applicable laws or comply with subpoenas and court orders.
ADDENDUM -- 6
Record Retention Policy
General Policy Statement...
Record retention guidelines...
1. General Corporate Records
Type of Record
Retention Period
Articles of Incorporation and amendments thereto
Permanently
Bylaws
Permanently
Meeting Minutes
Permanently
Patents, trademark registrations, copyright registrations
Permanently
Property records (including leases, deeds, easements, rights of way, appraisals, costs, depreciation reserves, blueprints, plans, end-of-year trial balances, tax records)
Permanently
Membership ballots
3 years following the applicable vote
Membership applications
Membership term, plus 1 year
Correspondence relating to member discipline matters
Membership term, plus 5 years
Contracts
3 years
2. Accounting, Finance and Tax Records
Type of Record
Retention Period
Income tax returns and filings
Permanently
Audit reports of accountants
Permanently
Cash books
Permanently
Charts of accounts
Permanently
Federal and state tax bills and statements
3 years
Schedules, ledgers and other supporting documentation for financial statements and tax forms
7 years
Bank reconciliations
3 years
Checking records, including account statements, check register
3 years
Social security tax records
7 years
Accounts Receivable and payable
7 years
End-of-year financial statements
Permanently
Budget data
3 years
Banking records, including deposit and withdrawal records, bank statements
7 years
Expense accounts, approvals, petty cash records
3 years
Invoices to members, customers and vendors
7 years
3. Personnel Records and Payroll Documents
Type of Record
Retention Period
Resumes/applications and related employment materials, including background checks, letters of reference and related documents:
For applicants not hired
For employees
2 years
Employment term, plus 4 years
I-9 Forms
Active employees
Terminated employees
Employment term
Employment term, plus the later of 3 years from date of hire or 1 year following termination of employment.
Compensation, job history and timekeeping records
Employment term, plus 4 years
FMLA/USERRA and related leave records
Employment term, plus 4 years
Performance appraisal/disciplinary action records
Employment term, plus 4 years
Benefit records
Employment term, plus 6 years
Records related to disputed issues involving external agencies or parties, wage charge or suit hour investigation by DOL, EEOC charge, arbitrations, court actions, etc
Employment term, plus 4 years
Records of accommodation to any disabled employee requesting such accommodation
Employment term, plus 4 years
Records of any sexual harassment complaints and the investigations and actions taken in response
Employment term, plus 4 years
OSHA & employee safety records
Employment term, plus 5 years
Workers Compensation claims
30 years after date of injury/illness
Insurance
Type of Record
Retention Period
Insurance records
Permanently
Accident reports
7 years
Appraisals
7 years
Worker compensation claims
7 years
Unemployment insurance
7 years
ADDENDUM--7
Fiscal Policies and Procedures
Accounting ProceduresThis section covers basic accounting procedures for the organization. The accounting procedures used by the organization shall conform to cash basis, which is an Other Comprehensive Basis of Accounting to ensure accuracy of information and compliance with external standards.
Basis of Accounting
The organization uses the cash basis of accounting. The cash basis is the method of accounting whereby revenue and expenses are identified with specific periods of time, such as a month or year, and are recorded on the date of receipt or payment of cash. The fiscal year is January 1 through December 31.
Procedures:
Throughout the fiscal year, expenses are recorded into the month in which they are paid. The books are closed no later than the tenth day after the close of the month.
Year-end books are closed no later than 90 days after the end of the fiscal year.
Revenue is always recorded in the month in which it was received.
Bank Reconciliations
All bank statements will be opened and reviewed in a timely manner. Bank reconciliation and approval will occur within 30 days of the close of the month.
Procedures:
All bank statements and cancelled checks will be opened, reviewed and reconciled by the treasurer.
The board of directors will review and approve quarterly reconciliation reports by signing and dating the report.
Recordkeeping
Policy: The following fiscal records retention policy shall be followed.
Accounting, Finance and Tax Records
Type of Record
Retention Period
Income tax returns and filings
Permanently
Audit reports of accountants
Permanently
Cash books
Permanently
Charts of accounts
Permanently
Federal and state tax bills and statements
3 years
Schedules, ledgers and other supporting documentation for financial statements and tax forms
7 years
Bank reconciliations
3 years
Checking records, including account statements, check register
3 years
Social security tax records
7 years
End-of-year financial statements
Permanently
Budget data
3 years
Banking records, including deposit and withdrawal records, bank statements
7 years
Expense accounts, approvals, petty cash records
3 years
Invoices to members, customers and vendors
7 years
Internal Controls
The organization employs several safeguards to ensure that financial transactions are properly authorized, appropriated, executed and recorded.
Conflict of Interest
Policy: All officers, volunteers and members of the Board of Directors are expected to use good judgment, to adhere to high ethical standards, and to act in such a manner as to avoid any actual or potential conflict of interest. Both the fact and the appearance of a conflict of interest should be avoided.
Procedures:
Board members will read NAMI Four County’s Conflict of Interest policy, make any disclosures, sign and date the disclosure form and update it annually, or as needed when a changing situation dictates.
Segregation of Duties
Policy: The organization’s on-going financial duties are primarily handled by the treasurer with oversight by the Treasurer of the Board of Directors. From time to time during fundraising activities, members of the organization will handle checks and cash. The organization has procedures in place to help ensure protection from fraud and error.
Procedures:
When the treasurer or his/her immediate family member is the recipient of a check for an authorized purpose, the check shall be signed by the Treasurer of the Board of Directors upon presentation of a valid invoice with receipts.
During fundraisers when cash and checks are accepted by persons other than the treasurer, the persons accepting the cash and checks shall work in unrelated pairs. Each person shall independently count and record the cash and checks and reconcile any differences before turning the money over to the treasurer, who will then count the money again.
Bonding
Policy: When the operating budget of the organization exceeds $20,000, the Board of Trustees shall consider whether to secure bonding for those persons who routinely handle the money.
Financial Planning & Reporting
Budgeting Process
Policy: The organization’s annual budget is prepared and approved annually by the Board of Directors prior to the start of each fiscal year on January 1. The budget is revised during the year only if the revised budget is approved by the Board of Directors. The budget is a working, flexible document estimating revenue and expenditures for the year. Actual revenue and expenses will differ from the budget, but these differences will be reviewed as needed by the board of directors.
Procedures:
The organization’s treasurer and secretary will oversee the preparation of the annual budget to reflect the goals for the coming year.
The organization’s treasurer and secretary will present a draft budget to the Board Finance Committee at least 30 days prior to its submission to the full Board of Directors.
The Finance Committee shall review and approve a recommended fiscal year budget and submit it for approval to the Board of Directors. The budget shall contain revenues and expenses forecasted.
The Board of Directors will review and approve the budget at its last meeting prior to the start of the fiscal year.
Internal Financial Reports
Policy: The organization prepares regular financial reports on a quarterly basis. All reports are finalized no later than 30 days after the close of the quarter.
Procedures:
The treasurer is responsible for producing quarterly and year-to-date reports within 30 days of the end of each quarter.
On a quarterly basis, the treasurer prepares a narrative report that summarizes the organization’s current financial position and includes explanations for budget variance. The report will summarize revenue and expenditures during the recently completed quarter, provide a year to date summary and also show comparable year to date summaries of revenue and expenditures by category from the previous year.
Audit
An annual compilation by a CPA will be conducted no later than June 15 for the prior fiscal year. Every five years the Board of Directors will discuss whether there is any need to change the firm that handles the compilation.
Policy: The full Board of Directors will serve as the audit committee to review the written compilation report. The Finance Committee will recommend to the Board of Directors how to present the report and the organization’s budget to the public on the organization’s website.
Procedures:
The treasurer will contact and deliver the necessary financial records to the selected CPA no later than May 1. The treasurer will be the organization’s contact with the CPA.
The Finance Committee will give its recommendation to the Board of Directors on what portions of the report should be placed on the organization’s website along with the budget information to promote public transparency and accountability.
The organization’s webmaster will place the information on the website.
Tax Compliance
Exempt Organization Returns
The organization will file the appropriate annual Federal Form 990 and the Ohio Form well in advance of the deadline.
Policy: The organization’s secretary or the CPA will file the Federal Form 990 and the Ohio Form, sharing proof of each filing with the Board of Directors at least three weeks prior to the filing deadline.
Procedures:
At the start of the fiscal year, the organization’s secretary will inform the President of the Board of Directors who will be filing the tax forms.
Once the forms are filed, proof will be shared with the Board of Directors.
A summary of the filing will be posted on the organization’s website to promote public transparency and accountability.
Revenue
Invoice Preparation
Policy: All grants, projects and dues are invoiced regularly as appropriate to capture all revenue and expenses and ensure a regular healthy cash flow for the organization.
Procedures:
Membership dues will initially be invoiced by the secretary via email or regular mail prior to the start of the new calendar year to allow members to renew in whichever tax year they wish. The initial invoice will request that dues for the following year be paid by January 31.
Subsequent billing for membership dues by the secretary will occur during the month when their membership is due to expire based on the records maintained by the national NAMI organization. These dues invoices will all be sent by regular mail.
Revenue Recognition
Policy: All contributions, including: cash, checks, gift cards and VISA cards, will be recorded.
Procedures:
The treasurer is responsible for posting revenue to the financial report.
In the case of gift cards and VISA cards that may be given to the organization to help with fundraisers or the organization, a separate record (from cash and check receipts that are recorded) will be maintained to account for the value of the donation and to assure the donated cards were spent as intended. In order to maintain these records, once anyone representing NAMI Four County receives a gift or VISA card, the value of the card must be reported to the treasurer along with the purpose(s) that card can be used. Receipts of purchases made with the card must be kept and turned in to the treasurer. The receipts submitted shall be consistent with the intended purpose for which the card was given and equal the amount of the card. The value of gift and VISA type cards received during the year will be mentioned as a footnote on the quarterly and year-end financials.
Cash Receipts
Policy: All cash receipts will be recorded and deposited in a timely manner.
Procedures:
The treasurer opens the mail and codes income and posts receipts in the accounting system.
Receipts will be given for all revenue, including dues payments. The receipts will serve as the record of the income.
The treasurer shall store checks and cash in a safe place until it is deposited.
Deposits
Policy: Deposits will be made at least on a weekly basis.
Procedures:
The treasurer is responsible for endorsing, preparing the deposit slips and then depositing checks.
Bank receipts shall be maintained by the treasurer and are subject to review at any time by the Treasurer of the Board of Directors.
Purchases & Procurement
Policy: Any non-budgeted expenditure in excess of $249 for the purchase of a single item must be approved by the Board of Directors by either an electronic vote or at the next board of directors meeting. Expenditures that are part of an approved expenditure category in the approved annual budget or a budget revision that has been approved by the Board of Directors are considered authorized purchases.
Independent Contractors
Independent contractors may be approved by the Board of Directors for specific projects.
Policy: Independent contracts must be approved by the Board of Directors prior to the start of any work. The project must be specific and the proposed contractor must be able to demonstrate the ability to complete the project before being approved.
Procedures:
Once a project and qualified contractor have been identified, the proposed contract or contract template shall be reviewed by legal counsel.
The approved contract shall be signed by the President of the Board of Directors and the independent contractor.
Invoice Approval & Processing
Policy: All invoices, supported by receipts, must be approved by an organization officer or board member who can vouch that the invoice is for a valid purchase or service. Approved invoices will be paid within 30 days of receipt.
Procedures:
Invoices and bills will be opened and reviewed by the treasurer.
Invoices are then approved for payment by the appropriate officer or board member prior to payment being issued. If the expense is greater than $249 and was not part of the budget or budget revision approved by the Board of Directors, it must be approved by the Board of Directors before it can be paid.
Copies of all invoices with the supporting receipts that are paid will be maintained by the treasurer. After two years these documents will be archived.
Cash Disbursements
Policy: Invoices stating the board-approved purpose for the expenditure must include the name and mailing address of the person to be paid. The invoices must be itemized and supported by original receipts.
Procedures:
The treasurer prepares, signs and mails checks that are supported by proper invoices and receipts.
When the treasurer or an immediate family member is the recipient of the payment, the check must be signed by the Treasurer of the Board of Directors once s/he has reviewed the invoice and supporting receipts.
Use of NAMI Four County credit or debit card
Policy: NAMI Four County will obtain a bank credit or debit card to be used for operating and business purchases that cannot be invoiced and to pay national dues owed by the affiliate to the National Alliance on Mental Illness.
Procedures:
NAMI Four County Credit or Debit Card Use Agreement
I, ___________________________________, agree to abide by the following terms for use of the NAMI Four County credit card.
____________________________________
Signature of person authorized to use the NAMI Four County Credit Card
_________________________________________
Date
_________________________________________
Signature of NAMI chapter treasurer or board of directors treasurer
_________________________________________
Date
Use of NAMI Four County equipment
Policy: In most cases, NAMI members and staff will use their own equipment to complete paid or volunteer duties that they have agreed to perform for NAMI Four County. However, when it is impractical or for any reason a volunteer or staff member does not have the equipment that is needed, NAMI Four County may purchase the equipment for the volunteer or staff member to use to complete their volunteer or paid responsibility.
Procedures:
Equipment Loan Agreement
I, ___________________________________, am borrowing a ____________________
_______________________ that is owned by NAMI Four County for the purpose of conducting virtual meetings, classes or trainings that are sponsored by NAMI Four County. I agree to the following while I have possession of this equipment:
____________________________________
Signature of person borrowing the equipment
____________________________________
Date
____________________________________
Signature of NAMI representative
____________________________________
Date
ADDENDUM--8
Social Media Guidelines
Approved by the board of directors, January 19, 2018
PURPOSE:
NAMI Four County will use social media to reach a larger, more diverse population with information about our chapter events, classes, support groups and behavioral health messages. Our primary geographic audience are members of Defiance, Fulton, Henry, Williams and neighboring counties; however, our mental health and addiction messages are suited for larger geographic audiences.
SOCIAL MEDIA PLATFORMS:
We will focus on Facebook, Twitter and Instagram.
HOW MESSAGES WILL BE IDENTIFIED FOR SOCIAL MEDIA:
We will use social media to raise awareness of all on-going NAMI-sponsored support groups. This information is continually updated and available on our website for anyone to promote. The secretary will periodically prepare timely reminders for our partners to promote.
We will use social media to publicize and promote our free family and consumer mental health education classes. The secretary will prepare messages for our partners to promote.
We will use social media to publicize and promote our free community mental health educations classes and trainings. The secretary will prepare messages for our partners to promote.
We will use social media to publicize and promote our monthly meetings and speakers/programs. The secretary will prepare messages for our partners to promote.
We will use social media to publicize and promote NAMI events and fundraisers. The secretary will prepare messages for our partners to promote.
We will use social media to raise awareness of legislative issues affecting behavioral health and call for action, when necessary, to lobby legislators when these issues impact behavioral health and access to behavioral health services. The secretary or chapter advocacy chair will prepare messages suggested by NAMI or NAMI Ohio for our partners to promote.
We will use social media to spread mental health messages that NAMI and/or NAMI Ohio are requesting our assistance to promote. These messages can be gotten directly from NAMI and NAMI Ohio website and can be used as long as our partners use the information as provided without local editing or commentary. Also, the secretary may prepare and forward these messages to our partners to promote.
WHAT WE WILL NOT ALLOW:
We will not use our social media platforms to….
Policy Approval Dates...
Policies 1 through 6 were approved December 3, 2015.
Policy 7 was approved January 27, 2017.
Policy 8 was approved by the board of directors, January 19, 2018.
Policy 7, credit/debit card policy and equipment use policy approved by the board of directors, July 10, 2020.
Confidentiality Statement
Confidentiality is a hallmark of professionalism. NAMI Four County staff/officers, volunteers and board members shall:
- Ensure that no information that is confidential or privileged, or that is not publicly available is disclosed inappropriately.
- Ensure that all nonpublic information about other persons or firms acquired by NAMI Four County personnel in dealing with outside firms on behalf of NAMI Four County is treated as confidential and not disclosed.
Confidentiality Policy. It is the policy of NAMI Four County that board members, staff/officers and volunteers of NAMI Four County may not disclose, divulge, or make accessible confidential information belonging to, or obtained through their affiliation with NAMI Four County to any person, including relatives, friends and business and professional associates, other than to persons who have a legitimate need for such information and to whom NAMI Four County has authorized disclosure. Board members, staff/officers and volunteers shall use confidential information solely for the purpose of performing services in their capacity for NAMI Four County. This policy is not intended to prevent disclosure where disclosure is required by law. Board members, staff/officers and volunteers must exercise good judgment and care at all times to avoid unauthorized or improper disclosures of confidential information. Conversations in public places, such as restaurants, elevators, and airplanes, should be limited to matters that do not pertain to information of a sensitive or confidential nature. When using multi-media, social networking websites, blogs and wikis (Facebook, Twitter, YouTube, Instagram, etc.), internet postings should not disclose any information that is confidential or proprietary to the organization or to any third party that has disclosed information to the organization. In addition, board members, staff/officers and volunteers should be sensitive to the risk of inadvertent disclosure and should for example, refrain from leaving confidential information on desks or otherwise in plain view and refrain from the use of speakerphones to discuss confidential information if the conversation could be heard by unauthorized persons.
At the end of a board member’s term in office or upon the termination of anyone’, he or she shall return, at the request of NAMI Four County, all documents, papers, and other materials, regardless of medium, that may contain or be derived from confidential information in his or her possession.
ADDENDUM -- 2
Ethics Statement
We, as NAMI Four County professionals (staff/officers and board members), dedicate ourselves to carrying out the mission of this organization. We will do the following:
- Recognize that the chief function of NAMI Four County at all times is to serve the best interests of our diverse constituency.
- Accept as a personal duty the responsibility to keep up to date on emerging issues and to conduct ourselves with professional competence, fairness, impartiality, efficiency, and effectiveness.
- Respect the structure and responsibilities of the board. Staff/officers and board members will provide the board with facts and advice as a basis for board policy decision making, and uphold and implement policies adopted by the board.
- Keep the NAMI Four County community informed about issues affecting it.
- Conduct our organizational and operational duties with positive leadership exemplified by open communication, creativity, dedication, and compassion.
- Exercise whatever discretionary authority we have under the law to carry out the mission of the organization.
- Serve with respect, concern, courtesy, and responsiveness in carrying out the organization’s mission.
- Demonstrate the highest standards of personal integrity, truthfulness, honesty, and fortitude in all our activities in order to inspire confidence and trust in our activities.
- Avoid any interest or activity that is in conflict with the conduct of our official duties.
- Respect and protect privileged information to which we have access in the course of our official duties.
- Strive for personal and professional excellence and encourage the professional development of others.
Ethics Policy
NAMI Four County believes strongly that its staff/officers and board members must uphold the highest standards of ethical, professional behavior.
To hold paramount the safety, health, and welfare of the public in the performance of professional duties.
To act in such a manner as to uphold and enhance personal and professional honor, integrity, and dignity.
To treat with respect and consideration all persons, regardless of race, religion, gender, abilities or disabilities, age, sexual orientation, or national origin.
To engage in carrying out NAMI Four County’s mission in a professional manner.
To collaborate with and support other professionals in carrying out NAMI Four County’s mission.
To build professional reputations on the merit of services and refrain from competing unfairly with others.
Code of Ethics for the Board
The following code of ethics was adopted by the board and sets forth the standards the board expects from its members.
To become familiar with and committed to the major responsibilities of a governing board:
- Setting mission and purposes
- Appointing the chief executive
- Supporting the chief executive
- Monitoring the chief executive’s performance
- Assessing Board performance
- Insisting on strategic planning
- Reviewing educational and public-service programs
- Ensuring adequate resources
- Ensuring good management
- Preserving institutional independence
- Relating to the community
To support NAMI Four County’s fundraising efforts through personal giving in accordance with one’s means, and to be willing to share in the solicitation of others.
To devote time to learn how NAMI Four County functions—its uniqueness, strengths, and needs, its reputation and standing.
To carefully prepare for, regularly attend, and actively participate in board meetings and committee assignments.
To accept and abide by the legal and fiscal responsibilities of the board as specified by institutional charter, bylaws, and state statutes and regulations.
To vote according to one’s individual conviction, to challenge the judgment of others when necessary, yet to be willing to support the decision of the board and work with fellow board members in a spirit of cooperation.
To recognize that the board president alone speaks for the board.
To maintain the confidential nature of board deliberations and to avoid acting as spokesperson for the entire board unless specifically authorized to do so.
To understand the role of the board as a policy-making body and to avoid interference in administrative functions.
To learn and consistently to use designated institutional channels when conducting board business (e.g., responding to staff and volunteer grievances, responding to inquiries concerning the status of a chief executive search, etc.)
To comply with conflict-of-interest policy and disclosure developed by the board.
To refrain from actions and involvement that might prove embarrassing to the institution and to resign if such actions or involvement develop.
To make judgments always on the basis of what is best for the organization as a whole.
No Board members may represent themselves as speaking on behalf of NAMI Four County to any group or organization without the President’s authorization. When a board member speaks on behalf of NAMI Four County, any honoraria shall be paid NAMI Four County.
ADDENDUM -- 3
Conflict of Interest Statement
Staff/officers, volunteers and board members have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest or the appearance of conflicts of interest. This policy establishes the framework within which NAMI Four County wishes its business to operate. The purpose of these guidelines is to provide general direction so that board members can seek further clarification on issues related to the subject of acceptable standards of operation.
An actual or potential conflict of interest occurs when a board member is in a position to influence a decision that may result in a personal gain for the board member or for a relative as a result of NAMI Four County’s business dealings. For the purpose of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the board member is similar to that of persons who are related by blood or marriage.
No presumption of guilt is created by the mere existence of a relationship with outside firms. However, if a board member has any influence on transactions involving purchases, contracts, or leases, it is imperative that he or she discloses to an officer of the organization as soon as possible the existence of any actual or potential conflict of interest so that safeguards can be established to protect all parties.
Personal gain may result not only in cases where staff/officers, volunteers, a board member, or relative has a significant ownership in a firm with which NAMI Four County does business, but also when any of these people receive any kickback, bribe, substantial gift, or special consideration as a result of any transaction of business dealings involving NAMI Four County.
The materials, products, designs, plans, ideas, and data of NAMI Four County are the property of NAMI Four County, and should never be given to an outside firm or individual except through official channels and with appropriate authorization. Any improper transfer of material or disclosure of information, even though it is not apparent that a board member has personally gained by such action, constitutes unacceptable conduct. Any board member who participates in such a practice shall be subject to disciplinary action by the full board.
Reason for the Statement
NAMI Four County as a nonprofit, tax-exempt organization, depends on charitable contributions from the public. Maintenance of its tax-exempt status is important both for its continued financial stability and for the receipt of contributions and public support. Therefore, the IRS, as well as state corporate and tax officials, view the operations of NAMI Four County as a public trust that is subject to scrutiny by and accountability to such governmental authorities as well as to members of the public.
Consequently, there exists between NAMI Four County and its board, staff/officers, and volunteers a fiduciary duty that carries with it a broad and unbending duty of loyalty and fidelity. These persons have the responsibility of administering the affairs of NAMI Four County honestly and prudently, and of exercising their best care, skill, and judgment for the sole benefit of NAMI Four County. Those persons shall exercise the utmost good faith in all transactions involved in their duties, and they shall not use their positions with NAMI Four County or knowledge gained there from for their personal benefit. The interests of the organization must have the first priority in all decisions and actions.
Persons Concerned
This statement is directed not only to board members and officers, but to anyone who can influence the actions of NAMI Four County. For example, this would include all who make purchasing decisions and all who have proprietary information concerning NAMI Four County.
Areas in Which Conflict May Arise
Conflicts of interest may arise in relations with any of the following third parties:
- Persons and firms supplying goods and services to NAMI Four County.
- Persons and firms from whom NAMI Four County might lease property or equipment.
- Persons and firms with whom NAMI Four County is dealing or planning to deal in connection with the gift, purchase or sale of real estate, securities, or other property.
- Competing or affinity organizations.
- Donors and others supporting NAMI Four County.
- Agencies, organizations, and associations that affect the operations of NAMI Four County.
- Family members, friends, and other employees.
Nature of Conflicting Interests
A material conflicting interest may be defined as an interest, direct or indirect, with any persons and firms mentioned in Section above. Such an interest might arise through:
- Owning stock or holding debt or other proprietary interests in any third party dealing with NAMI Four County.
- Holding office, serving on the board, participating in management, or being otherwise employed (or formerly employed) in any third party dealing with NAMI Four County.
- Receiving remuneration for services with respect to individual transactions involving NAMI Four County.
- Using NAMI Four County time, personnel, equipment, supplies, or good will for other than NAMI Four County approved activities, programs, and purposes.
- Receiving personal gifts or loans from third parties dealing with NAMI Four County. Receipt of any gift is disapproved except gifts of nominal value that could not be refused without discourtesy. No personal gift of money should ever be accepted.
Interpretation of this Statement of Policy
The listed areas of conflicting interest, and the relations in those areas that may give rise to conflict, are not exhaustive. Conceivably, conflicts might arise in other areas or through other relations. It is assumed that the board members, staff/officers, and volunteers will recognize such areas and relation and act appropriately.
The fact that one of the interests described above exists does not mean necessarily that a conflict exists. Likewise, if the conflict exists, it does not always mean the conflict is material enough to be of practical importance. It is conceivable that upon full disclosure of all relevant facts and circumstances that the conflict may not necessarily be adverse to the interests of NAMI Four County. This underscores the importance of disclosure.
However, it is the policy of the board that the existence of any of the interests described above shall be disclosed before any transaction is entered into. It shall be the continuing responsibility of board, staff/officers, and volunteers to scrutinize their transactions and outside business interests and relationships for potential conflicts and to immediately make such disclosures.
Disclosure Policy Procedure
Disclosure should be made according to the NAMI Four County standards. Transactions with related parties may be undertaken only if all of the following are observed:
- A material transaction is fully disclosed in the audited financial statements of the organization;
- The related party is excluded from the discussion and approval of such transaction;
- A competitive bid or comparable valuation exists; and
- The organization’s board has acted upon and demonstrated that the transaction is in the best interest of the organization.
Disclosure involving directors should be made to the board chair, who shall bring these matters, if material, to the board.
Disclosure in the organization should be made to the president (or if she or he is the one with the conflict, then to the board chair), who shall determine whether a conflict exists and is material, and if the matters are material, bring them to the attention of the board chair.
Board members will be provided with vendor information on at least an annual basis, and are asked to review their previous disclosures for any needed updating. The board shall determine whether a conflict exists and is material, and in the presence of an existing material conflict, whether the contemplated transaction may be authorized as just, fair, and reasonable NAMI Four County. The decision of the board on these matters will rest in their sole discretion, and their concern must be the welfare NAMI Four County and the advancement of its purpose.
Recusal
Board members with a potential conflict of interest shall recuse themselves provided that the Board by majority vote may wave such conflict.
NAMI Four County Board of Directors Conflict-of-Interest Form
Conflicts can arise from many ordinary and appropriate activities; the existence of a conflict does not imply wrong doing on anyone's part. But when conflicts do arise, they must be recognized and disclosed, and then eliminated or appropriately managed. Some relationships may create an appearance of conflict; those too, are important to eliminate or manage so that we may maintain public confidence in the integrity of our activities.
Name:___________________________________________________________________
Last name: First name: Middle name:
Home Address:____________________________________________________________
Street: __________________________________________________________________
City: __________________ State: ________ ZIP: ____________________
Phone Numbers: E-mail: ___________________
Day time: _____________________
Evening: _____________________
Cell: _________________________
AREAS IN WHICH CONFLICT MAY ARISE: Conflicts of interest may arise in the relations of directors, officers, and management employees with any of the following third parties:
- Persons and firms supplying goods and services to NAMI Four County.
- Persons and firms from whom NAMI Four County leases property and equipment.
- Persons and firms with whom NAMI Four County is dealing or planning to deal in connection with the gift, purchase or sale of real estate, securities, or other property
- Competing or affinity organizations.
- Donors and others supporting NAMI Four County.
- Agencies, organizations, and associations that affect the operations of NAMI Four County.
- Family members, friends, and other employees.
NATURE OF CONFLICTING INTEREST: A material conflicting interest may be defined as an interest, direct or indirect, with any persons and firms mentioned above. Such an interest might arise through
- Owning stock or holding debt or other proprietary interests in any third party dealing with NAMI Four County.
- Holding office, serving on the board, participating in management, or being otherwise employed (or formerly employed) in any third party dealing with NAMI Four County.
- Receiving remuneration for services with respect to individual transactions involving NAMI Four County.
- Using NAMI Four County’s time, personnel, equipment, supplies, or good will for other than NAMI Four County approved activities, programs, and purposes.
- Receiving personal gifts or loans from third parties dealing with NAMI Four County. Receipt of any gift is disapproved except gifts of nominal value that could not be refused without discourtesy. No personal gift of money should ever be accepted.
Under this policy, do you have any potential or perceived conflicts of interest to disclose?
No, I have no potential or perceived conflicts of interest to disclose.
Yes, I have the following potential or perceived conflicts of interest to disclose:
I have read and understand NAMI Four County’s conflict-of-interest policy and agree to be bound by it. I will promptly inform the Board president of any material change that develops in the information contained in the foregoing statement.
Signature: _____________________________________
Date: _________________________
Annual Review: Board members are required to review this disclosure and NAMI Four County’s updated vendor/supporter list prior to each Board meeting and to provide any relevant updates.
Signature: ________________________________ Date: _________
- No changes
- Changes noted
Signature: ________________________________ Date: _________
- No changes
- Changes noted
Signature: ________________________________ Date: _________
- No changes
- Changes noted
Signature: ________________________________ Date: _________
- No changes
- Changes noted
ADDENDUM -- 4
Diversity, Inclusion and Nondiscrimination
NAMI Four County shall actively recruit, engage and serve members from every race, culture, ethnicity, age, religion, socio-economic status, sexual orientation, gender, gender identity and disability and shall not discriminate in the requirements for membership, provision of service or support or in its policies or actions.
The NAMI Four County Board of Directors will regularly review their own composition and membership demographics compared to those of the community NAMI Four County serves using available data, in order to aspire towards reflecting that composition.
In keeping with NAMI’s values regarding nondiscrimination and with applicable federal law, NAMI Four County shall include in bylaws, operating policies and procedures and other relevant policy documents, explicit statements that require the organization to embrace the broadest possible definition of inclusion and nondiscrimination.
NAMI Four County shall collect a baseline of members’ voluntarily supplied demographic information. Systems shall be put in place to protect the confidentiality of this information; demographic information will only be reported in the aggregate.
NAMI Four County will reach out to and welcome the community at large through our recruitment, marketing, public education, and awareness activities. NAMI Four County will strive to support recruitment and retention of a diverse and inclusive membership and leadership. Whenever there is a demand and the interests of members can best be served by support through groups sharing some affinity, including but not limited to lived experience or primary language, NAMI Four County shall offer multiple support groups to address those needs.
ADDENDUM -- 5
Whistleblower Policy
Purpose. This Whistleblower Policy applies to “Covered Persons” who consist of NAMI Four County directors, staff/officers, persons seeking employment, volunteers, agents, persons doing business with NAMI Four County and persons seeking to do business with NAMI Four County. Covered Persons are expected to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. Covered Persons are also expected to practice honesty and integrity in fulfilling their responsibilities and comply with all applicable laws and regulations. This Whistleblower Policy establishes protections for Covered Persons who make good faith complaints about Covered Conduct, as defined in these Policies and Procedures, from retaliation, harassment, or adverse employment consequences as a result of making such complaints. This Whistleblower Policy also encourages and enables Covered Persons to raise serious concerns with the Board prior to seeking resolution outside NAMI Four County. This Whistleblower Policy shall not prevent the executive leadership of NAMI Four County from promulgating personnel policies or other administrative policies for employees, persons seeking employment, volunteers, agents, those doing business with NAMI Four County and those seeking to do business with NAMI Four County that are more extensive than this policy.
Conduct to be reported under the policy. For purposes of this Whistleblower Policy, “Covered Conduct” means (a) questionable or improper accounting or auditing practices or actions and circumvention of or attempts to circumvent internal accounting or auditing controls, (b) breach of the duties of integrity, loyalty and confidentiality, and (c) violation and suspected violation of applicable law.
Reporting responsibility and procedures. Reports made to any Director regarding Covered Conduct will be reported by the Director in writing to the Board President or, in the event the complaint contains allegations about conduct of the Board President, to the Board Vice President. All reports will be promptly investigated and appropriate corrective action will be taken as warranted by the investigation. Within two weeks of the Board President’s or Board Vice President’s receipt of the complaint, the complainant will be sent confirmation that the complaint has been received and an investigation is underway. The complainant will receive a written notification of the completion of the investigation and confirmation that, if warranted, appropriate corrective action has been taken.
No retaliation. Harassment, retaliation or adverse employment consequence against any Covered Person who in good faith makes a complaint under this policy is strictly prohibited. The Board will take appropriate steps to stop any such harassment, retaliation or adverse employment consequence. An employee who engages in such retaliation is subject to discipline up to and including termination of employment. Complaints regarding retaliation will be handled in the same manner set forth in the preceding section concerning complaints about Covered Conduct.
Acting in good faith. For purposes of this Whistleblower Policy, “good faith” means reasonable grounds for believing the information disclosed in the complaint supports a finding that Covered Conduct has occurred. Any good faith complaint is fully protected by this policy, even if the complaint is, after investigation, not substantiated. Any employee who makes a complaint that he or she knows to be false, or to be made with reckless disregard for the truth or falsity of the complaint, will be subject to disciplinary action up to and including termination.
Confidentiality. Complaints may be submitted on a confidential basis by the complainant or may be submitted anonymously. Complaints will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation and Board’s obligation to abide by applicable laws or comply with subpoenas and court orders.
ADDENDUM -- 6
Record Retention Policy
General Policy Statement...
- The purpose of this policy statement is to allow the NAMI Four County to identify, retain, store, and dispose of the organization’s records in an appropriate, legally sound, and orderly manner.
- Except as otherwise indicated, documents shall be retained for the number of years indicated in Part B.
- Irrespective of the retention periods specified in Part B, upon (i) receiving notice of a lawsuit, government investigation, or other legal action against or involving the organization, or (ii) learning of circumstances likely to give rise to such an action, proceeding or investigation, all documents in any way relating to such matter shall be preserved and safeguarded.
- No officer, director, employee, agent or member of the organization shall knowingly destroy a document with the intent to obstruct or influence the investigation or proper administration of any matter within the jurisdiction of any government department or agency or in relation to or contemplation of any such matter.
- Employees are expected to utilize documentation practices as trained and are required to comply with the documentation standards outlined in this policy. Failure to do so could result in disciplinary action, up to and including termination of employment. Employees with questions about this policy should consult with management or seek legal advice.
- The Organization will maintain accurate and high-quality records electronically or in local, damage-proof storage for the duration of the time periods provided for in this policy. Once any such time period is complete, the records are to be destroyed
- Documents maintained solely in electronic format will be scanned and retained in highly organized electronic folders on the organization’s network in accordance with this schedule.
- The organization is to maintain complete, accurate and high-quality records in local, damage-proof storage for the duration of the time periods provided for in this policy, when any such time period is complete, the records are to be destroyed.
- The organization’s Chief Financial Officer shall be responsible for authorizing, overseeing, and ensuring that records are destroyed pursuant to this policy.
Record retention guidelines...
1. General Corporate Records
Type of Record
Retention Period
Articles of Incorporation and amendments thereto
Permanently
Bylaws
Permanently
Meeting Minutes
Permanently
Patents, trademark registrations, copyright registrations
Permanently
Property records (including leases, deeds, easements, rights of way, appraisals, costs, depreciation reserves, blueprints, plans, end-of-year trial balances, tax records)
Permanently
Membership ballots
3 years following the applicable vote
Membership applications
Membership term, plus 1 year
Correspondence relating to member discipline matters
Membership term, plus 5 years
Contracts
3 years
2. Accounting, Finance and Tax Records
Type of Record
Retention Period
Income tax returns and filings
Permanently
Audit reports of accountants
Permanently
Cash books
Permanently
Charts of accounts
Permanently
Federal and state tax bills and statements
3 years
Schedules, ledgers and other supporting documentation for financial statements and tax forms
7 years
Bank reconciliations
3 years
Checking records, including account statements, check register
3 years
Social security tax records
7 years
Accounts Receivable and payable
7 years
End-of-year financial statements
Permanently
Budget data
3 years
Banking records, including deposit and withdrawal records, bank statements
7 years
Expense accounts, approvals, petty cash records
3 years
Invoices to members, customers and vendors
7 years
3. Personnel Records and Payroll Documents
Type of Record
Retention Period
Resumes/applications and related employment materials, including background checks, letters of reference and related documents:
For applicants not hired
For employees
2 years
Employment term, plus 4 years
I-9 Forms
Active employees
Terminated employees
Employment term
Employment term, plus the later of 3 years from date of hire or 1 year following termination of employment.
Compensation, job history and timekeeping records
Employment term, plus 4 years
FMLA/USERRA and related leave records
Employment term, plus 4 years
Performance appraisal/disciplinary action records
Employment term, plus 4 years
Benefit records
Employment term, plus 6 years
Records related to disputed issues involving external agencies or parties, wage charge or suit hour investigation by DOL, EEOC charge, arbitrations, court actions, etc
Employment term, plus 4 years
Records of accommodation to any disabled employee requesting such accommodation
Employment term, plus 4 years
Records of any sexual harassment complaints and the investigations and actions taken in response
Employment term, plus 4 years
OSHA & employee safety records
Employment term, plus 5 years
Workers Compensation claims
30 years after date of injury/illness
Insurance
Type of Record
Retention Period
Insurance records
Permanently
Accident reports
7 years
Appraisals
7 years
Worker compensation claims
7 years
Unemployment insurance
7 years
ADDENDUM--7
Fiscal Policies and Procedures
Accounting ProceduresThis section covers basic accounting procedures for the organization. The accounting procedures used by the organization shall conform to cash basis, which is an Other Comprehensive Basis of Accounting to ensure accuracy of information and compliance with external standards.
Basis of Accounting
The organization uses the cash basis of accounting. The cash basis is the method of accounting whereby revenue and expenses are identified with specific periods of time, such as a month or year, and are recorded on the date of receipt or payment of cash. The fiscal year is January 1 through December 31.
Procedures:
Throughout the fiscal year, expenses are recorded into the month in which they are paid. The books are closed no later than the tenth day after the close of the month.
Year-end books are closed no later than 90 days after the end of the fiscal year.
Revenue is always recorded in the month in which it was received.
Bank Reconciliations
All bank statements will be opened and reviewed in a timely manner. Bank reconciliation and approval will occur within 30 days of the close of the month.
Procedures:
All bank statements and cancelled checks will be opened, reviewed and reconciled by the treasurer.
The board of directors will review and approve quarterly reconciliation reports by signing and dating the report.
Recordkeeping
Policy: The following fiscal records retention policy shall be followed.
Accounting, Finance and Tax Records
Type of Record
Retention Period
Income tax returns and filings
Permanently
Audit reports of accountants
Permanently
Cash books
Permanently
Charts of accounts
Permanently
Federal and state tax bills and statements
3 years
Schedules, ledgers and other supporting documentation for financial statements and tax forms
7 years
Bank reconciliations
3 years
Checking records, including account statements, check register
3 years
Social security tax records
7 years
End-of-year financial statements
Permanently
Budget data
3 years
Banking records, including deposit and withdrawal records, bank statements
7 years
Expense accounts, approvals, petty cash records
3 years
Invoices to members, customers and vendors
7 years
Internal Controls
The organization employs several safeguards to ensure that financial transactions are properly authorized, appropriated, executed and recorded.
Conflict of Interest
Policy: All officers, volunteers and members of the Board of Directors are expected to use good judgment, to adhere to high ethical standards, and to act in such a manner as to avoid any actual or potential conflict of interest. Both the fact and the appearance of a conflict of interest should be avoided.
Procedures:
Board members will read NAMI Four County’s Conflict of Interest policy, make any disclosures, sign and date the disclosure form and update it annually, or as needed when a changing situation dictates.
Segregation of Duties
Policy: The organization’s on-going financial duties are primarily handled by the treasurer with oversight by the Treasurer of the Board of Directors. From time to time during fundraising activities, members of the organization will handle checks and cash. The organization has procedures in place to help ensure protection from fraud and error.
Procedures:
When the treasurer or his/her immediate family member is the recipient of a check for an authorized purpose, the check shall be signed by the Treasurer of the Board of Directors upon presentation of a valid invoice with receipts.
During fundraisers when cash and checks are accepted by persons other than the treasurer, the persons accepting the cash and checks shall work in unrelated pairs. Each person shall independently count and record the cash and checks and reconcile any differences before turning the money over to the treasurer, who will then count the money again.
Bonding
Policy: When the operating budget of the organization exceeds $20,000, the Board of Trustees shall consider whether to secure bonding for those persons who routinely handle the money.
Financial Planning & Reporting
Budgeting Process
Policy: The organization’s annual budget is prepared and approved annually by the Board of Directors prior to the start of each fiscal year on January 1. The budget is revised during the year only if the revised budget is approved by the Board of Directors. The budget is a working, flexible document estimating revenue and expenditures for the year. Actual revenue and expenses will differ from the budget, but these differences will be reviewed as needed by the board of directors.
Procedures:
The organization’s treasurer and secretary will oversee the preparation of the annual budget to reflect the goals for the coming year.
The organization’s treasurer and secretary will present a draft budget to the Board Finance Committee at least 30 days prior to its submission to the full Board of Directors.
The Finance Committee shall review and approve a recommended fiscal year budget and submit it for approval to the Board of Directors. The budget shall contain revenues and expenses forecasted.
The Board of Directors will review and approve the budget at its last meeting prior to the start of the fiscal year.
Internal Financial Reports
Policy: The organization prepares regular financial reports on a quarterly basis. All reports are finalized no later than 30 days after the close of the quarter.
Procedures:
The treasurer is responsible for producing quarterly and year-to-date reports within 30 days of the end of each quarter.
On a quarterly basis, the treasurer prepares a narrative report that summarizes the organization’s current financial position and includes explanations for budget variance. The report will summarize revenue and expenditures during the recently completed quarter, provide a year to date summary and also show comparable year to date summaries of revenue and expenditures by category from the previous year.
Audit
An annual compilation by a CPA will be conducted no later than June 15 for the prior fiscal year. Every five years the Board of Directors will discuss whether there is any need to change the firm that handles the compilation.
Policy: The full Board of Directors will serve as the audit committee to review the written compilation report. The Finance Committee will recommend to the Board of Directors how to present the report and the organization’s budget to the public on the organization’s website.
Procedures:
The treasurer will contact and deliver the necessary financial records to the selected CPA no later than May 1. The treasurer will be the organization’s contact with the CPA.
The Finance Committee will give its recommendation to the Board of Directors on what portions of the report should be placed on the organization’s website along with the budget information to promote public transparency and accountability.
The organization’s webmaster will place the information on the website.
Tax Compliance
Exempt Organization Returns
The organization will file the appropriate annual Federal Form 990 and the Ohio Form well in advance of the deadline.
Policy: The organization’s secretary or the CPA will file the Federal Form 990 and the Ohio Form, sharing proof of each filing with the Board of Directors at least three weeks prior to the filing deadline.
Procedures:
At the start of the fiscal year, the organization’s secretary will inform the President of the Board of Directors who will be filing the tax forms.
Once the forms are filed, proof will be shared with the Board of Directors.
A summary of the filing will be posted on the organization’s website to promote public transparency and accountability.
Revenue
Invoice Preparation
Policy: All grants, projects and dues are invoiced regularly as appropriate to capture all revenue and expenses and ensure a regular healthy cash flow for the organization.
Procedures:
Membership dues will initially be invoiced by the secretary via email or regular mail prior to the start of the new calendar year to allow members to renew in whichever tax year they wish. The initial invoice will request that dues for the following year be paid by January 31.
Subsequent billing for membership dues by the secretary will occur during the month when their membership is due to expire based on the records maintained by the national NAMI organization. These dues invoices will all be sent by regular mail.
Revenue Recognition
Policy: All contributions, including: cash, checks, gift cards and VISA cards, will be recorded.
Procedures:
The treasurer is responsible for posting revenue to the financial report.
In the case of gift cards and VISA cards that may be given to the organization to help with fundraisers or the organization, a separate record (from cash and check receipts that are recorded) will be maintained to account for the value of the donation and to assure the donated cards were spent as intended. In order to maintain these records, once anyone representing NAMI Four County receives a gift or VISA card, the value of the card must be reported to the treasurer along with the purpose(s) that card can be used. Receipts of purchases made with the card must be kept and turned in to the treasurer. The receipts submitted shall be consistent with the intended purpose for which the card was given and equal the amount of the card. The value of gift and VISA type cards received during the year will be mentioned as a footnote on the quarterly and year-end financials.
Cash Receipts
Policy: All cash receipts will be recorded and deposited in a timely manner.
Procedures:
The treasurer opens the mail and codes income and posts receipts in the accounting system.
Receipts will be given for all revenue, including dues payments. The receipts will serve as the record of the income.
The treasurer shall store checks and cash in a safe place until it is deposited.
Deposits
Policy: Deposits will be made at least on a weekly basis.
Procedures:
The treasurer is responsible for endorsing, preparing the deposit slips and then depositing checks.
Bank receipts shall be maintained by the treasurer and are subject to review at any time by the Treasurer of the Board of Directors.
Purchases & Procurement
Policy: Any non-budgeted expenditure in excess of $249 for the purchase of a single item must be approved by the Board of Directors by either an electronic vote or at the next board of directors meeting. Expenditures that are part of an approved expenditure category in the approved annual budget or a budget revision that has been approved by the Board of Directors are considered authorized purchases.
Independent Contractors
Independent contractors may be approved by the Board of Directors for specific projects.
Policy: Independent contracts must be approved by the Board of Directors prior to the start of any work. The project must be specific and the proposed contractor must be able to demonstrate the ability to complete the project before being approved.
Procedures:
Once a project and qualified contractor have been identified, the proposed contract or contract template shall be reviewed by legal counsel.
The approved contract shall be signed by the President of the Board of Directors and the independent contractor.
Invoice Approval & Processing
Policy: All invoices, supported by receipts, must be approved by an organization officer or board member who can vouch that the invoice is for a valid purchase or service. Approved invoices will be paid within 30 days of receipt.
Procedures:
Invoices and bills will be opened and reviewed by the treasurer.
Invoices are then approved for payment by the appropriate officer or board member prior to payment being issued. If the expense is greater than $249 and was not part of the budget or budget revision approved by the Board of Directors, it must be approved by the Board of Directors before it can be paid.
Copies of all invoices with the supporting receipts that are paid will be maintained by the treasurer. After two years these documents will be archived.
Cash Disbursements
Policy: Invoices stating the board-approved purpose for the expenditure must include the name and mailing address of the person to be paid. The invoices must be itemized and supported by original receipts.
Procedures:
The treasurer prepares, signs and mails checks that are supported by proper invoices and receipts.
When the treasurer or an immediate family member is the recipient of the payment, the check must be signed by the Treasurer of the Board of Directors once s/he has reviewed the invoice and supporting receipts.
Use of NAMI Four County credit or debit card
Policy: NAMI Four County will obtain a bank credit or debit card to be used for operating and business purchases that cannot be invoiced and to pay national dues owed by the affiliate to the National Alliance on Mental Illness.
Procedures:
- The card will have a monthly spending limit of $500 or an amount to be determined by the board of directors.
- The board of directors will select the bank from which the card will be issued and determine who may use the card.
- Use of the NAMI Four County credit or debit card is a convenience for the persons who are authorized to use it. As such, persons who are authorized to use the card must sign and date the following agreement on the use of the NAMI Four County credit or debit card.
NAMI Four County Credit or Debit Card Use Agreement
I, ___________________________________, agree to abide by the following terms for use of the NAMI Four County credit card.
- Use the card only for budgeted or authorized purchases.
- Provide the NAMI Four County treasurer with an original copy of the purchase receipt that itemizes what was purchased with the credit or debit card along with the credit or debit card receipt. This receipt must be mailed or delivered to the treasurer within 5 business days of the purchase.
- Provide the treasurer with any explanation of why the purchase was made if it is not clear. For example: Refreshments were purchased for a training, or Materials were needed for a class.
- If a credit or debit card bill is received by the treasurer and the purchaser cannot provide an original receipt or the basis of why the purchase was needed, then the chapter treasurer, board treasurer and board president will review the purchase and may determine whether some or all of the purchase shall be the responsibility of the person who made the purchase. If that decision is made, the person will be notified of the amount of the purchase that was disallowed and will have 10 days to reimburse NAMI Four County for the amount that was disallowed. Until that payment is received, the person will not be allowed to use the card.
- The privilege of using the NAMI Four County credit or debit card may be revoked at any time by a decision of the chapter treasurer, board treasurer and board president.
____________________________________
Signature of person authorized to use the NAMI Four County Credit Card
_________________________________________
Date
_________________________________________
Signature of NAMI chapter treasurer or board of directors treasurer
_________________________________________
Date
Use of NAMI Four County equipment
Policy: In most cases, NAMI members and staff will use their own equipment to complete paid or volunteer duties that they have agreed to perform for NAMI Four County. However, when it is impractical or for any reason a volunteer or staff member does not have the equipment that is needed, NAMI Four County may purchase the equipment for the volunteer or staff member to use to complete their volunteer or paid responsibility.
Procedures:
- When the equipment is loaned to the person to use, the person must sign and date a “Loan Agreement” that fully identifies the equipment, what it is being used for, who is accepting the equipment as well as acknowledging that they agree to use the equipment appropriately, handle and use it carefully so it is not damaged, and not allow anyone else to use the equipment.
- They also agree to store it in a safe place when not in use and to return it promptly to NAMI Four County when they no longer need it.
- The person borrowing the equipment also agrees to reimburse NAMI Four County for any damages or loss that are a result of negligence improper use of the equipment.
Equipment Loan Agreement
I, ___________________________________, am borrowing a ____________________
_______________________ that is owned by NAMI Four County for the purpose of conducting virtual meetings, classes or trainings that are sponsored by NAMI Four County. I agree to the following while I have possession of this equipment:
- I will use the equipment only for the purpose(s) noted above.
- I will use the equipment appropriately and carefully.
- I will not allow anyone else to use or borrow the equipment from me.
- I will store the equipment in a safe, secure place when it is not in use.
- I will return the equipment promptly to NAMI Four County when I no longer need it.
- If the equipment is lost or damaged due to my negligence while it is under my control, I will reimburse NAMI Four County reasonable costs to replace or repair the equipment.
____________________________________
Signature of person borrowing the equipment
____________________________________
Date
____________________________________
Signature of NAMI representative
____________________________________
Date
ADDENDUM--8
Social Media Guidelines
Approved by the board of directors, January 19, 2018
PURPOSE:
NAMI Four County will use social media to reach a larger, more diverse population with information about our chapter events, classes, support groups and behavioral health messages. Our primary geographic audience are members of Defiance, Fulton, Henry, Williams and neighboring counties; however, our mental health and addiction messages are suited for larger geographic audiences.
SOCIAL MEDIA PLATFORMS:
We will focus on Facebook, Twitter and Instagram.
HOW MESSAGES WILL BE IDENTIFIED FOR SOCIAL MEDIA:
We will use social media to raise awareness of all on-going NAMI-sponsored support groups. This information is continually updated and available on our website for anyone to promote. The secretary will periodically prepare timely reminders for our partners to promote.
We will use social media to publicize and promote our free family and consumer mental health education classes. The secretary will prepare messages for our partners to promote.
We will use social media to publicize and promote our free community mental health educations classes and trainings. The secretary will prepare messages for our partners to promote.
We will use social media to publicize and promote our monthly meetings and speakers/programs. The secretary will prepare messages for our partners to promote.
We will use social media to publicize and promote NAMI events and fundraisers. The secretary will prepare messages for our partners to promote.
We will use social media to raise awareness of legislative issues affecting behavioral health and call for action, when necessary, to lobby legislators when these issues impact behavioral health and access to behavioral health services. The secretary or chapter advocacy chair will prepare messages suggested by NAMI or NAMI Ohio for our partners to promote.
We will use social media to spread mental health messages that NAMI and/or NAMI Ohio are requesting our assistance to promote. These messages can be gotten directly from NAMI and NAMI Ohio website and can be used as long as our partners use the information as provided without local editing or commentary. Also, the secretary may prepare and forward these messages to our partners to promote.
WHAT WE WILL NOT ALLOW:
We will not use our social media platforms to….
- Promote, discuss or take positions on issues that are not directly related to behavioral health.
- Support or oppose political candidates for any office.
- Post photos of children or adolescents whose parents or guardians have not given written permission for their son or daughter’s likeness to be used on a NAMI-sponsored post.
- Post photos of adults who have not given consent to have their likeness used on a NAMI-sponsored post.
- Criticize, defame, humiliate or in any way make fun of anyone.
Policy Approval Dates...
Policies 1 through 6 were approved December 3, 2015.
Policy 7 was approved January 27, 2017.
Policy 8 was approved by the board of directors, January 19, 2018.
Policy 7, credit/debit card policy and equipment use policy approved by the board of directors, July 10, 2020.
