Community Investment Narrow

Policy Management Responsibility

President & CEO

Vice President, Community Investments and Collaborations

Oversight by Community Investments and Collaborations

Approval by Board

 

Purpose and Scope

United Way of Calgary and Area (UWCA) is committed to ensuring high-level oversight of all donor dollars invested into the community. The Board directs management to develop an annual Community Investment Strategy that outlines a combination of agency, programmatic and collaborative investments, accounting for all forms of donor-raised dollars and donorsupported initiatives in accordance with the budget approved by the Board. 

The Board, through its processes and standing committees, further directs management to develop, maintain and assess high standards for fiduciary and impact reporting. Management is also directed to identify community needs, set priorities and ensure quality control.

This Policy applies to ALL funds invested into community by UWCA. UWCA supports and invests in agencies and partners serving the human services sector, addressing the needs and community issues of our most vulnerable Calgarians, aligned with our three focus areas (From Poverty to Possibility, All That Kids Can Be, and Healthy People, Strong Communities).

 

Definitions

Community Impact Framework 

  1. Programmatic Investments

Focused on a specific issue and need for change that are delivered by individual service providers and use intentional, research based designs

  1. Collaborations: (2 types)
  • System Level Collaboratives targeted at influencing systems and policy change at sector, municipal and provincial government levels
  • Individual and Community Level Collaboratives targeted at social issues affecting individual populations or communities

 

A. Advancing United Way’s Purpose

  1. The Three-year Community Impact Plan and the annual Community Investment Strategy must demonstrate alignment to the Board approved Strategic Plan. UWCA endorses investments that are timely, effective, and impactful and that address identified community priorities and needs.
  2. The annual Community Investment Strategy is to reflect a variety of investments that will result in outcomes and achievements in all four categories of the Community Impact Framework, addressing short and long-term needs and creating impact at the individual, family and community level.
  3. The Community Impact Committee relies on UWCA Community Investment and Collaborations staff with recommendations from the Portfolio Advisory Committee to prepare the detailed annual Investment Strategy.
  4. The Board relies on its Community Impact Committee to bring a corporate and a community lens to all discussions of community impact and community investments.
  5. The Board relies on its Community Impact Committee to build the Board’s understanding of the Three-year Community Impact Plan and the annual Community Investment Strategy.
  6. The Board is committed to being a catalytic force for excellence, innovation, and community-level change.

 

B. Eligibility and Qualifications of Partner Organizations

  1. Funding from UWCA is only accessible to agencies registered with Canada Revenue Agency as a charitable organization. However, non-registered charities may be eligible to access funding streams if partnered with a registered charity
  2. UWCA will ensure that the reputation and standing of all partner organizations which it funds or with which it collaborates, appropriately align with those of UWCA.
  3. UWCA will develop and implement appropriate review mechanisms to ensure that the fiduciary, reputational and fiscal practices of partner organizations meet UWCA’s expectations.
  4. Investment decisions are made with a framework of 10 basic criteria. An investment:
    1. Aligns with UWCA focus areas
    2. Addresses policy, systems or institutional change
    3. Engages and mobilizes community
    4. Addresses community need
    5. Addresses underlying causes of social issues
    6. Demonstrates community support
    7. Demonstrates impact
    8. Exhibits excellence in performance and leadership
    9. Exhibits strong governance
    10. Demonstrates need for UWCA funds
    11. Registered Canadian charities operating local programs may apply for UWCA support. UWCA does not fund:
      1. Hospitals
      2. For-profit groups
      3. Political parties
      4. Religious Activities
      5. Capital expenditures
      6. Individuals
      7. Deficit funding

C. Accountability and Impact 

  1. All financial investments shall be appropriately monitored and measured for expected impact through a variety of review processes.
  2. The standing and capacity of all partner organizations shall be routinely assessed to ensure that UW’s ability to drive impact will not be compromised.
  3. UWCA has specified reasons for discontinuation of funding, including defined risk factors that are applied to assess the potential for investment risk. Both UWCA staff and Portfolio Advisory Committee members are involved in any non-renewal decisions. The decision processes guiding these decisions are provided in the Community Impact Plan.

 

D. Sustainability

  1. UWCA will ensure that all funding contracts explain that such funding is always subject to funds being available.
  2. Wherever possible and prudent, UWCA shall commit its allocated funding to programs and initiatives in multiple year contracts, normally on a 3 year cycle. Where commitments are to be longer than 3 years, the President and CEO will notify the Board.
  3. Wherever possible and appropriate, UWCA will work in concert with other funders to leverage impact.
  4. UWCA does not increase funding in the event another funder has decreased or withdrawn funding.
  5. Where initiatives are funded through restricted donor grant streams, UWCA shall ensure that appropriate transition is planned at the end of such funding to ensure, where possible, that long term benefits are sustained.
  6. Board directs management to retain a reserve of up to a maximum of 5% of the previous year’s approved allocations, for the purpose of managing the long-term sustainability of allocation commitments. This will be in addition to the $1M reserve fund maintained for community emergencies.

 

E. Research and Advocacy

  1. While research is a necessary part of establishing effective impact strategies, UWCA shall at all times ensure that such research is targeted toward sustaining positive impact in the lives of Calgarians in alignment with the Board approved Strategic Plan.
  2. UWCA shall at all times, in any investment, maintain a non-partisan position around the issues it is addressing.  Accordingly, any advocacy aimed at addressing these issues shall not support, detract from, or otherwise attempt to influence the public’s attitude to any elected representative or public official.

 

F. Financial Control and Risk

  1. UWCA Board shall direct management to present an annual budget for all community investment funding, for its approval. Prior to approval it should be demonstrated that the organization has sufficient funds to meet the obligations of the annual budget and 3 year forecasted commitments.
  2. Management may vary the investment made among agencies with prior approval of the President and CEO.
  3. Any investment that causes the total of all investments to exceed that approved in the annual budget shall require sanction of both the Community Impact Committee and the Finance and Audit Committee before being brought before the Board for approval.
  4. UWCA obtains funds that are restricted by donors for payment to other charities (donor choice). To the extent that such restriction applies to any charity which UWCA funds, UWCA shall assess whether such restricted funds provide reason to modify any intended funding to such charities.
  5. UWCA shall ensure that all funds invested are appropriately accounted for.
  6. At all times, UWCA shall ensure that funds used for community investment purposes are able to meet public scrutiny and that any outlay of funds will not result in damage to UWCA’s reputation.
  7. UWCA shall ensure that any funds invested which are not used for the purpose intended are, within an acceptable period of time, returned to UWCA.
  8. All funding commitments – annual or multi-year- are subject to the availability of Board-approved funds. All funding contracts specify this caution by including the statement:

“Funding for all (term) years is contingent upon the successful campaign and the availability of Board approved funds”.

  1. Where changes or needs emerge in the course of any given year, the President and CEO may authorize a reallocation of the approved annual Investment Strategy up to 5% of the total. Any necessary reallocation beyond this threshold will require Board approval.

 

G. Reporting on Community Impact

  1. The Board directs management to provide quarterly fiduciary and impact reports to the Community Impact Committee and the Board and an annual Community Impact Report to the Board and community.
  2. UWCA requires reporting from all funded programs and collaborations through an electronic format by February 28, annually.
  3. All public reporting, publicity and campaign materials are derived from the

Community Impact Report created by the Community Investments and

Collaborations Team, ensuring the use of confirmed data results. This report is built from the data submitted by funded agencies and collaborations, synthesized for authenticity and impact.

  

Effective Date:

This Policy shall have effect from November 2015

 

Revisions:

Frequency: 12 months

Last Revision: October 2015

Board approval: November 2015 

Procedure Management Responsibility
Staff Responsible:  Chief Privacy Officer
Oversight by:  Finance and Audit Committee
Approval by:  Board of Directors

Purpose and Scope

UWCA (the “UWCA”) is committed to maintaining the confidentiality, security and accuracy of the Personal Information of the United Way's Personnel and other third parties that is in its possession as a result of its normal business, including with respect to volunteer and charitable operations.

UWCA collects, uses and discloses Personal Information about its Personnel, donors, customers, suppliers and others with whom it has contact in the course of conducting its normal business operations, including for purposes of establishing, managing or terminating employment and contractual relationships between Personnel and UWCA.  This Policy describes and governs the collection, use and disclosure of Personal Information by UWCA.

This Policy applies to UWCA, and to each individual as a Representative or prospective Representative, as a condition of their employment with UWCA, as well as any other individuals, including third parties, that may have access to Personal Information in our possession.  When a Representative, donor, customer or supplier provides UWCA with Personal Information, that individual consents to UWCA's collection, use and possible disclosure of their Personal Information for the designated purpose and agrees to the terms for accessing and correcting data as described below.

The Policy governs UWCA's activities that are subject to the provisions of applicable privacy legislation, including the Personal Information Protection Act (Alberta).  However, as a not-for-profit organization, please note that certain of UWCA’s activities may not be subject to applicable privacy legislation in all instances. 

Definitions

Personal 

Information 

Information, recorded in any form, about an identifiable individual (including, (i) for employees: a home address and phone number, names of partners and spouses, a social insurance number, performance appraisals, medical and benefit information, or hobbies and interests, and (ii) for donors: any donation and billing information). This does not include the name, title, business address or telephone/facsimile number or business email address of an employee of an organization, when used for business communications.  Also, it does not include anonymous, aggregated or nonpersonal information or statistical data (i.e., information that cannot be associated with or tracked back to a specific individual).

Personnel

A director, officer, employee, volunteer or independent contractor of UWCA. 

UWCA  United Way of Calgary and Area and its divisions and affiliates, including any and all internal governance bodies.

 

 

Collection, Use and Disclosure of Personal Information

I.    Personal Information

UWCA collects and maintains different types of Personal Information about individuals with whom it interacts (such as those who seek to be, are, or were employed by UWCA, or volunteers, donors, customers or suppliers of UWCA), including:

  • identification and contact information: such as a Representative's name, home address, telephone, personal email address, date of birth, social insurance number, marital and dependent status, videos, photographs, and beneficiary and emergency contact information;
  • employment information: such as a Representative's job title, resumes and/or applications, interview notes, letters of offer and acceptance of employment, compensation and benefit information, background verification information, employment references, mandatory policy acknowledgement sign-off sheets and evaluations;
  • benefit information: such as forms relating to the application or change of employee health and welfare benefits, including but not limited to health care, life insurance, short and long term disability, medical and dental care;
  • payroll and financial information: including but not limited to social insurance number, wages, pay cheque deposit information, pension information, group savings plans, information and tax related information;
  • business relationship and operations information: such as customer and supplier names, customer addresses and personal contacts, credit information, billing records, service and equipment records, any recorded customer complaints, investor contact information and requests, agreement terms and preferences and information necessary to effect emergency response plans;
  • donor information: such as donor identities, donation amounts and banking information ; and
  • other information necessary for UWCA's business purposes, which may be voluntarily disclosed or collected in the course of a Representative's application to and employment with UWCA.

As a general rule, UWCA collects Personal Information directly from the individual it pertains to.  If third parties hold information UWCA requires, UWCA will endeavour to ensure the information has been collected with the appropriate consent.

Where permitted or required by applicable law or regulatory requirements, UWCA may collect Personal Information about an individual without their knowledge or consent. 

II.    Collection Rationale

UWCA collects Personal Information to manage and develop its business and operations, and to support its volunteer and charitable activities, including:

  • determining eligibility for initial employment, including the verification of references and qualifications;
  • administration of pay and benefits;
  • establishing training and/or development requirements and assessing qualifications for a particular job or task;
  • performance reviews and determining performance requirements;
  • processing employee work-related claims (e.g. worker compensation, insurance claims, etc.);
  • establishing, managing and terminating business relations with volunteers, customers, donors and suppliers;
  • protection against error, fraud, theft damage or nuisance relating to UWCA's assets, operations or reputation and securing organization-held information;
  • compliance with individual requests;
  • compliance with applicable law or regulatory requirements;
  • maintaining and improving its service offerings to employees, volunteers, donors and customers; and
  • any other reasonable purpose required by UWCA and to which an individual consents.

III.    Use or Disclosure of Personal Information

UWCA may use and disclose Personal Information provided it is reasonably required in the following circumstances:

  • for purposes described in this Policy;
  • where the information is publicly available;
  • where necessary to protect the rights and property of UWCA;
  • when emergencies occur or where it is necessary to protect the safety of a person or group of persons;
  • where required by Personnel and other parties (including its related business entities or affiliates) who require Personal Information to assist in establishing, maintaining and managing UWCA's relationship with an individual, including, for example, third parties that provide services to UWCA or on UWCA's behalf or third parties that collaborate with UWCA in the provision of services to an individual; or
  • UWCA has otherwise obtained an individual's consent.

UWCA may use or disclose Personal Information without an individual's knowledge or consent where it is permitted or required by applicable law or regulatory requirements to do so, including, but not limited to, circumstances relating to the establishment, maintenance or termination of an employment relationship. 

United Way does not sell employee, volunteer, donor or customer information to third parties.

IV.  Protection of Personal Information

UWCA endeavours to maintain physical, technical and procedural safeguards that are appropriate to the sensitivity of the Personal Information in question.  These safeguards are designed to prevent Personal Information from loss and unauthorized access, copying, use, modification or disclosure.  Examples of these safeguards include: password, encryption and other electronic security means; locked or limited access premises and file cabinets; and the security monitoring methods. 

Retention of Personal Information

Except as otherwise permitted or required by applicable law or regulatory requirements, UWCA endeavours to retain Personal Information only for as long as it believes is necessary to fulfill the purposes for which the Personal Information was collected (including, for the purpose of meeting any legal, accounting or other reporting requirements or obligations).  UWCA may, instead of destroying or erasing Personal Information and where this is economically feasible, make it anonymous such that it cannot be associated with or tracked back to a specific individual. 

Updating Personal Information

It is important that Personal Information contained in UWCA's records is both accurate and current.  UWCA asks that Personnel, donors, customers and suppliers keep it informed of changes to Personal

Information during the course of the individual's employment, charitable or business relationship with UWCA.

If an individual believes the Personal Information about them held by UWCA is not correct, the individual may request an update of that information by making a request to our Privacy Officer using the contact information set out below.

Accessing Personal Information

An individual may ask to see the Personal Information that UWCA holds about them.  If individuals want to review, verify or correct their Personal Information, they may contact our Privacy Officer at the coordinates set out below.  Please note that any such communications must be in writing (whether by traditional or electronic means).

When making an access request, UWCA may require specific information from an individual to confirm their identity and right to access, as well as to search for, and provide that individual with, the Personal Information that it holds about them.  UWCA may charge a fee to access Personal Information; but it will advise of any fee in advance.  If help is needed in preparing a request, please contact the office of our Privacy Officer.  Where Personal Information will be disclosed to an individual, UWCA will endeavour to provide the information in question within a reasonable time, and in most cases, no later than 30 days following the request.

An individual's right to access the Personal Information that it holds about them is not absolute.  There are instances where applicable law or regulatory requirements permit or require UWCA to refuse a Personal Information access request.  UWCA also reserves the right to decline to provide access to Personal Information where the information requested:

  1. would disclose:
    1. Personal Information, including opinions, about another individual or about a deceased individual; or
    2. trade secrets or other business confidential information that may harm UWCA or competitive position of a third party, or interfere with contractual or other negotiations of UWCA or a third party;
  2. is subject to solicitor-client or litigation privilege;
  3. is not readily retrievable and the burden or cost of providing would be disproportionate to the nature or value of the information; 4) could reasonably result in:
    1. serious harm to the treatment or recovery of the individual concerned,
    2. serious emotional harm to the individual or another individual,
    3. serious bodily harm to another individual; or

5) may harm or interfere with law enforcement activities and other legal or employment related investigative or regulatory functions.

In addition, the Personal Information may no longer exist, may have been destroyed, erased or made anonymous in accordance with UWCA's record retention obligations and practices.

In the event that UWCA cannot provide an individual with access to their Personal Information, it will endeavour to inform that individual of the reasons why access has been denied, subject to any legal or regulatory restrictions.

V. Consent

It is important to UWCA that it collects, uses or discloses Personal Information with consent to do so or as otherwise provided in this Policy.  Depending on the sensitivity of the Personal Information, consent may be implied, deemed (using an opt-out mechanism) or express.  Express consent can be given orally, electronically or in writing.  Implied consent is consent that can reasonably be inferred from an individual's action or inaction.  For example, when financial information is requested for donation purposes, UWCA will assume consent to the collection, use or disclosure of Personal Information for purposes related to that request for information or for other purposes identified by the requesting individual at the time.

Typically, UWCA will seek consent at the time that it collects the Personal Information.  In some circumstances consent may be obtained after collection but prior to UWCA's use or disclosure of Personal Information.  If UWCA plans to use or disclose Personal Information for a purpose not previously identified (either in this Policy or separately), it will endeavour to advise an affected individual of that purpose before such use or disclosure.

UWCA may collect, use or disclose Personal Information without an individual's knowledge or consent where it is permitted or required to do so by applicable law or regulatory requirements.

UWCA assumes that, unless it is advised otherwise, by receiving a copy of this Policy or by continuing to engage in business with UWCA, an individual will have consented to the collection, use and disclosure of their Personal Information as explained in this Policy.

An individual is entitled to change or withdraw their consent at any time, subject to legal or contractual restrictions (and reasonable notice), by contacting our Privacy Officer using the contact information set out below.  In some circumstances, a change in or withdrawal of consent may limit UWCA's ability to provide products or services to, or acquire products or services from, that individual.

VI.  Monitoring

The work output of Personnel, whether in paper record, computer files, or in any other storage format belongs to UWCA, and that work output, whether it is stored electronically, on paper or in any other format, and the tools used to generate that work product, are always subject to review and monitoring by UWCA.

In the course of conducting UWCA's business, UWCA may monitor Representative activities and its property. Pursuant to the Ownership of Computer Data, E-mail and Internet Use and Social Media policies, UWCA has the capability to monitor all Personnel's computer and e-mail use.

Representatives should not have any expectation of privacy with respect to their use of UWCA's equipment or resources.  This section is not meant to suggest that all Representatives will be monitored or their actions subject to constant surveillance – as UWCA has no duty to monitor – it is meant to bring to each Representative's attention the fact that such monitoring may occur and may result in the collection of Personal Information (e.g. through their use of UWCA's electronic resources).

Any collection of Personal Information held or used in the course of monitoring will not be more than is necessary for the purpose of the monitoring.  Monitoring is or will be done on an "as required" basis and will be in proportion to the risks that UWCA faces.  UWCA will conduct any monitoring in the least intrusive way possible.  In some instances, when reasonably necessary, UWCA may supplement this monitoring notice with more specific policies or statements as appropriate.

Responsibility & Interpretation

It is essential that all understand and be responsible for abiding by and implementing this Policy.

Any violation of this Policy will result in action by UWCA.  If any Representative misuses the Personal Information of another Representative, donor or customer of UWCA, it will be considered a serious offence for which appropriate disciplinary action may be taken, up to and including termination of employment.  If any individual or organization misuses the Personal Information of a Representative – provided for the purpose of providing services to UWCA – it will be considered a serious issue for which appropriate action may be taken, up to and including termination of the service agreement or court action.

Any interpretation associated with this Policy will be made by the Privacy Officer.  This Policy includes examples but is not intended to be restricted in its application to such examples, therefore where the word 'including' is used, it shall mean 'including without limitation'.

Questions

If an individual has a question about (a) access to Personal Information, (b) the collection, use, management or disclosure of Personal Information, (c) changing or withdrawing consent with respect to Personal Information, or (d) obtaining more information about this Policy or relevant legislation, please contact the office of our Privacy Officer by telephone or in writing or by e-mail at:

United Way of Calgary and Area
600 - 105 12 Ave SE
Calgary, Alberta  T2G 1A1
Attention: Privacy Officer
(403) 231-6265

UWCA endeavours to answer all questions raised in a timely manner, and advise  in writing of any steps taken to address an issue brought forward.  If an individual is not satisfied with UWCA's response, they may be entitled to make a written submission to the privacy authority applicable for their jurisdiction.

Policy Revision

UWCA will review and revise this Policy from time to time to reflect changes in legal or regulatory obligations or changes in the manner in which it deals with Personal Information, and in any event, at least every 12 months. Any revised version of this Policy will be posted, and each Representative is encouraged to refer back to it on a regular basis.  Any changes to this Policy will be effective from the time they are posted, provided that any change that relates to why UWCA collects, uses or discloses Personal Information will not apply to a particular Representative, where their consent is required to such collection, use or disclosure, until UWCA has obtained that Representative's consent to such change.

This Policy does not create or confer upon any individual any rights, or impose upon UWCA any rights or obligations outside of, or in addition to, any rights or obligations imposed by applicable privacy legislation.  Should there be, in a specific case, any inconsistency between this Policy and relevant legislation, this Policy shall be interpreted, in respect of that case, to give effect to, and comply with, such privacy legislation.

Related Policies

This policy is one of a series of related policies addressing the collection, use, disclosure and security of Personal Information by UWCA, including:

  • Information Technology Usage Policy;
  • Information Services Security Policies 

as defined in UWCA Employee Handbook.

 

Effective Date:

This Policy shall have effect from October 1, 2013

Revisions:

Frequency:          12 months
Last revision:      October 2015
Board approval:  November 2015

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Table of Contents

Definitions

Guiding Principles 

Gifts of Cash 

Gifts of Publicly Traded Securities 

Gifts of  Shares in Non-Publicly Traded Companies 

Gifts of Stock Options 

Gifts of Real Estate

Gifts of Life Insurance

Bequests, Memorial Gifts and Annual Gifts to the Tomorrow Fund 

Gifts in Kind 

Other Residual and Testamentary Gifts 

 

Appendices

Appendix A: Statement of Fundraising Ethics

Appendix B: Policy Management Responsibilities 

Appendix C: Summary of Staff and Committees Responsible

Purpose and Scope

The policies in this document are designed to provide consistency in treatment of gifts and to protect the interests of contributors and UWCA.  

Because gifts to UWCA come in different forms, the factors that need to be assessed in each form of gift will differ. The forms of gifts include: cash, publicly traded securities, non-publicly traded companies, stock options, real estate, life insurance, bequests and memorial gifts, and gifts in kind.  Accordingly, this document presents a set of policies that govern the acceptance of gifts to UWCA. 

All gifts to UWCA shall be subject to the policies in this document.

 

Definitions

Annual Gifts 

 

 

Gifts which are given to the UWCA as part of the annual campaign. Donors may direct that these gifts be designated to the General Fund, Tomorrow Fund, special initiatives or a registered Canadian charity.

Bequests /Testamentary Gifts

 

Gifts received by UWCA from the estate of a deceased individual. 

Cash 

 

Cash itself, cheque, credit card donations and payment of pledges by similar means.

Donation 

 

 

A gift from a donor that may be an Annual Gift, Bequest / Testamentary Gift or Memorial Gift. The form of these gifts can include: cash, publicly traded securities, non-publicly traded companies, stock options, real estate and life insurance.

Gifts of Securities

 

Gifts of assets like stock, bonds or mutual funds.

 

Memorial Gifts 

 

These gifts are given to UWCA as memorials to an individual who has passed away.
Objects  These constitute the primary purposes of UWCA as laid out in its founding statements. They constitute the backbone on which the Vision, Mission and Strategies of UWCA are built. Actions outside these objects are not permissible by law.

 

Stock Options 

 

The right but not the obligation to purchase a specified number of shares at a predetermined price over a specific period of time.

Restricted Funds 

 

 

These are donations where donors have prescribed certain restrictions governing the use and timing of use of the gifts. They may appear in both the General Fund and the Tomorrow Fund of UWCA

In cases where a donor makes a non-endowed gift to the Tomorrow Fund, it is preferred that the principle of these gifts shall be held for a minimum of five years in order to mitigate the variability of markets in which these donations are invested. Distribution of earnings attributable to these gifts may only be made after the first full year of investment.  The Chief Financial Officer shall have discretion on accepting gifts with a shorter restriction period.  

 

Term Life Insurance

 

Life Insurancethat provides coverage at a fixed rate of payments for a limited period of time. After that period expires, coverage at the previous rate of premiums is no longer guaranteed and the life insurance policy holder must either forgo coverage or potentially obtain further coverage with different payments or conditions.

Tomorrow Fund 

 

 

 

The Tomorrow Fund is a fund that houses bequests and contributions of a long term nature. The fundamental objective of the Tomorrow Fund is to gather and maintain capital, the earnings and growth from which will sustain key initiatives of UWCA. 

The Tomorrow Fund is comprised of endowment gifts and non-endowment gifts held respectively in the Endowment Fund and the Non-Endowment Fund.

All investable funds in the Tomorrow Fund are invested collectively and earn income proportionate to their market value. 

Endowment Fund:

A fund maintained within the Tomorrow Fund which holds all endowment gifts. An endowment gift requires that the principle be held intact in perpetuity.

Non-Endowment Fund: 

A fund maintained within the Tomorrow Fund where the capital of the gift does not need to be held intact in perpetuity. Donors or trustees may direct that donations be held in the Non-Endowment Fund.

 

In cases where bequests/testamentary gifts are received where the donor or trustee has not placed restrictions on the use or term of use of these gifts, the Board requires that these gifts be held as part of the Non-Endowment Fund. The Board has at all times the right to determine the use of gifts where no donor restriction applies.

 

UWCA                                     United Way of Calgary and Area  

 

Whole Life Insurance              Life Insurance Policy which is guaranteed to remain in force for the insured's entire lifetime, provided required premiums are paid, or to the maturity date. Premiums are fixed, based on the age of issue, and usually do not increase with ag

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Guiding Principles

 

The following principles shall apply when considering the acceptance of any gift to UWCA.

 

  1. All donations are to support UWCA objects and be consistent with UWCA’s Objects, Mission, Vision and Values. Any offer of gift that does not meet these requirements shall not be accepted.
  2. Beyond meeting all legal requirements attaching to the acceptance of gifts, gifts may need to be assessed to see that their acceptance brings no risk of harm, reputationally or otherwise, to UWCA or causes it to incur financial or other liabilities.
  3. Any gift that presents potential risk to UWCA shall be discussed with the Chief Financial Officer who shall, if considered necessary, obtain appropriate direction from the President and Chief Executive Officer and the Chief Operating Officer, members of the board or suitably qualified professionals.
  4. The acceptance of all gifts must be done at arm’s length. This means that the donor shall have no ability to influence the decisions of UWCA in accepting the gift.
  5. UWCA has a unique ability to ensure donated gifts will have sustained benefit to the community.  While embracing the need to accommodate donor wishes, UWCA encourages donors to keep the level of gift restriction and/or conditions to a minimum.
  6. Staff and volunteers shall, in all cases, encourage the donor to discuss the proposed gift with their families and independent legal and/or tax advisors of the donor’s choice so as to ensure that the donor receives a full and accurate explanation of all aspects of the proposed charitable gift.
  7. Acceptance of all gifts shall be subject to appropriate levels of review by UWCA staff and volunteers who shall engage the services of legal counsel and other professionals as considered necessary. Notwithstanding this, UWCA does not in any capacity stand as an advisor on any legal, tax, estate or other planning activities.
  8. Trust agreements relating to planned and endowment gifts shall conform to the standards defined by UWCA’s legal counsel.  Deviations from that standard shall be discussed with the Chief Financial Officer who shall, if deemed necessary, seek further legal advice on the change from the defined standard.
  9. The standard Trust Agreement shall be reviewed annually with legal counsel to ensure it accommodates any changes in the law or other matters affecting UWCA’s ability to manage such agreements.
  10. All gifts, including those that are being negotiated are treated in accordance with UWCA’s Privacy Policy.
  11. UWCA commits to the highest ethical standards in its engagement with donors.
  12. UWCA shall honour requests from donors for anonymity around their donation.
  13. Donors shall at any time have the right to raise concerns regarding the treatment they have received in the handling of their donation by directing their concerns as follows to ensure that donor concerns are resolved:
  1.  First to the staff person assigned to manage each policy,
  2.  Then, if not satisfied, direct their concern to either the Senior Director of Campaign and Resource Development, 
  3.  Then, if not satisfied, to the President.
  4.  In addition, the public may avail itself of the Policy for Raising Concerns including Financial Stewardship.

    14. The content of solicitation material shall respect the dignity and rights of any and all persons and organizations reflected therein.

             

Gifts of Cash

 

Policy Management Responsibility

Director of Campaign Operations

Oversight by Finance and Audit Committee

Approval by Board

Purpose and Scope

Gifts of cash constitute the bulk of donations made to UWCA. Accordingly, operational efficiency and effectiveness is a critical element that needs to be embraced in the acceptance of these gifts. 

Many cash gifts carry a designation (donor choice) element. Designations may only be to charities validly registered with CRA in order for us to accept the gift.

Even with gifts of cash, UWCA needs to be alert to risks, particularly reputational risk before accepting the gift.

This Policy shall apply to all gifts made in cash, credit card, cheque or as a pledge. 

Policy Statement

  • UWCA welcomes donors to make charitable contributions in the form of a cash gift.
  • All cash gifts that support UWCA’s mission and strategies and present no other risk to UWCA may be accepted by UWCA regardless of the amount.
  • Cheques shall in all instances be made payable to UWCA.
  • Where a tax receipt is desired, the donor shall provide the information required for the tax receipt to be prepared.
  • UWCA shall process all cheques within 10 business days of receiving the cheque.
  • UWCA shall process all gifts made through credit card within 48 hours of such donation being communicated to UWCA.
  • UWCA may decline a gift of cash if it violates in any way, the Guiding Principles of UWCA’s Acceptance of Gifts Policies, or any of the provisions of this policy.  UWCA shall advise the donor as soon as is practically possible of its decision to decline a gift of cash.

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Effective date

This Policy shall have effect from March 2012.

      

Revisions

Frequency:        12 months
Last revision:  May 2015

Board approval:

 

November 2015
   

 

Gifts of Publicly Traded Securities

 Policy Management Responsibility

Chief Financial Officer

Oversight by Investment Committee

Approval by Board

Purpose and Scope

The donation of shares to UWCA is increasing as it becomes an increasingly accepted means of donating. Direct gifts of securities avoid capital gains inclusion under income tax law and accordingly present significant financial advantages to donors of these gifts.

Because considerable financial risk attaches to the holding and trading of shares, this policy:

  1. protects UWCA’s  rights in deciding to accept such shares, and
  2. governs the manner in which these shares are accepted and disposed of. In this latter regard, such policy shall be the basis on which:

i.          internal procedures are based, ii. UWCA engages its broker organization(s), iii. its solicitation material is designed and communicated to donors.

In the absence of a prior agreement, UWCA applies the closing price on the day of the donation in determining the fair market value of the gift. This practice provides certainty to both the donor and UWCA. It does transfer the risk of market fluctuations until disposal is complete to UWCA. To be clear, UWCA carries the potential gain and bears the potential loss when disposing of the shares.

In addition, UWCA needs to recognize donors for their gifts, and the clarity of establishing donation value as described supports this need.

This Policy applies to the acceptance and disposal of shares in publicly traded companies and mutual funds donated to UWCA, that may or may not be not subject to a formal agreement between the donor and UWCA. Any such formal agreement will require the specific approval of the Investment Committee. A separate policy governs the Gifts of Stock Options by Individuals. Separate polices govern Gifts of Stock Options by Individuals and Gifts of Shares in Non-Publicly Traded Companies. The offer of any other publicly traded security, including convertible debentures or bonds shall be discussed with the Investment Committee of the Board prior to acceptance.

 

Policy Statement

 

1. Acceptance of Shares

UWCA welcomes donors to make charitable contributions in the form of shares.

To ensure UWCA’s rights are protected in accepting donations of shares;

  1. Acceptance of shares requires both the appropriate documentation to be received from the donor, and delivery of the shares. As a general rule, the date of the donation shall be the later of the date when the appropriate documentation is received or the date that the shares are deposited into UWCAs account. With specific regard to a donation of shares where physical scrip is offered to UWCA, the date of acceptance shall be the date that UWCA’s brokerage firm advises that it has obtained the necessary security clearance to allow for the sale of those shares
  2. All solicitation material and any communication of procedures on donation of shares made to the public shall clearly state that:
    1. All risk attaching to the security and value of shares shall remain with the donor until such time as acceptance of the shares has been communicated to the donor in writing.
    2. No shares, other than those traded on a prescribed stock exchange, as defined in paragraph 1.B.iii.below, shall be accepted in terms of this policy, in the absence of formal agreement between the donor and UWCA.
    3. For purposes of this policy, a prescribed stock exchange shall be one of the TSX Group of Exchanges, including the Venture Exchange and the Toronto Stock Exchange, the American Stock Exchange, the New York Stock Exchange, and the NASDAQ Stock Exchange.
    4. All shares offered to UWCA as a donation shall be scrutinized for thinly traded volumes or other restriction on immediate sale.
    5. The donation of any such restricted shares would be the subject of a written agreement entered into by UWCA and the Donor, prior to their acceptance.
    6. Gifts of shares shall have a value greater than $1,000. vii. As a general rule, no more than 75% of the gift shall be designated to other charities. This percentage shall be computed on the combined value of the donation by the donor and any corporate match that UWCA is reasonably satisfied will remain with UWCA. Exceptions to this general rule will require the prior sanction of the President or designate.

  C. UWCA may decline a gift of publicly traded securities if it violates in any way, the Guiding Principles of UWCA’s Acceptance of Gifts           Policies, or any of the provisions of this policy.  UWCA shall advise the donor as soon as is practically possible of its decision to decline a     gift of shares.

 

2. Valuation of Shares on Acceptance

  1. There are two broad groupings of shares accepted by UWCA:
    1. shares traded on a prescribed stock exchange as defined in paragraph paragraph 1.B.iii. and
    2. shares not traded on a prescribed stock exchange

The value of shares shall be determined solely at the discretion of UWCA as prescribed in paragraphs 2B and 2C below.

 B. Shares traded on a prescribed stock exchange:

  1. Unless UWCA expressly agrees otherwise, the shares shall be valued at the closing price of the shares on the day of accepting their donation;
  2. In the event that an agreement is entered into for the donation of shares to UWCA as envisaged under paragraph 1.B.ii and 1.B.iii, the value established will be discounted from the closing market price for the donation. The discounting factors will be established by the CFO through consultation with two members of the Investment Committee, and with the recommendations of appropriate professional advisors as needed. In no case shall the price so established exceed the closing price of the share on the date of acceptance.
  3. In the event that UWCA establishes an alternative basis of valuation, such valuation shall be agreed to by at least two members of the Investment Committee, and the basis of valuation shall be recorded in writing.
  4. With specific regard to donation of physical shares, the value of such shares shall be the market price for those shares at close of business on the day of acceptance as anticipated in 1 A (viii) above.Shares not traded on a prescribed stock exchange
  5. The donation of such shares shall require a formal agreement between the donor and UWCA.  The CFO of UWCA shall obtain sanction from the Investment Committee as to the method and basis for valuation of such shares. Where considered necessary, and this is economically feasible in relation to the potential value of the shares, the Investment Committee shall require the valuation to be conducted by an independent party who has appropriate skill in this area. The cost, if any, of establishing such valuation shall be borne by the donor.

 

3. Disposal of Shares

  1. Shares, where the number of shares donated is less than 20% of the average daily volume of trading in the last 30 days:
    1.  These shares shall be disposed of as soon as is possible following their acceptance.
  2. Shares, where the number of shares donated is greater than 20% of the average daily volume of trading in those shares  in the last 30 days (thinly traded stocks):
      1. Such shares shall be disposed of in an orderly manner so as not to cause a negative effect on the market for those shares. In this regard;
    1. In any day, the number of shares disposed of shall be no more than 20% of the average daily volume of trading in those shares in the last 30 days unless sanctioned by the Investment Committee.
    2. Such shares shall be disposed of as quickly as possible.
  3. UWCA shall engage a professional brokerage firm to assist in the efficient disposal of shares listed on the prescribed stock exchanges. The cost, if any, of commissions and other charges for such service shall be borne by UWCA.
  4. In order to expedite the disposal of shares, UWCA may at its sole discretion, on occasion make use of a broker specified by the donor, and engage in a process to dispose such shares with the donor or the donor’s broker. Such concession is made, provided that the above policy with regard to acceptance and valuation is applied. The cost of any brokerage services in such case shall be at the sole cost of the donor.

 

Effective date

This Policy shall have effect from March 2012.

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Revisions

Frequency:        12 months
Last revision:  October 2015
Board approval: November 2015

 

Gifts of Shares in Non-Publicly Traded Companies

Policy Management Responsibility

Chief Financial Officer

Oversight by Investment Committee

Approval by Board

 

Purpose and Scope

This Policy applies to all gifts to UWCA, of shares in non-publicly traded companies registered in Canada. Shares in non-publicly traded companies registered outside Canada are not accepted. UWCA has on occasion, accepted the donation of shares in a non-publicly traded company. Shares of this nature require careful valuation and may require the engagement of a professional valuator. It is quite likely that shares of this nature are illiquid and will take time to sell. The valuation will allow for such risk. Additional security attaching to the shares may be required by UWCA in the event that the expected date of liquidating the shares is protracted.

This policy governs all gifts of shares of non-publicly traded companies

 

Policy Statement

  • UWCA welcomes donors to make charitable contributions in the form of shares in this category.
  • The Chief Financial Officer shall be responsible for ensuring:
    • The requirements for acceptance are discussed with the donor The valuation is conducted appropriately  Share certificates are properly received and all rights are transferred The shares are sold in a timely manner.
  • The Investment Committee shall decide whether to accept or decline the donation of such shares.
  • Shares can only be accepted if research reveals a ready indirect market of underlying assets or direct market for shares with likely potential buyers.
  • The donor shall warrant that:
    • He/she has the rights to dispose of the shares No restriction on the sale of such shares by UWCA exists
    • He/she holds UWCA harmless from any and all claims or damages that may arise as a result of a false statement being made as part of his/her warrant to UWCA.
  • UWCA shall engage the services of an appropriate brokerage house to assist in the valuation and disposal of such shares.
  • The valuation exercise is to be free of any influence by the donor or related persons.
  • The costs of the valuation exercise shall be borne by the donor.
  • The market value of the shares shall, if considered necessary, apply a discount for the expected time taken to sell the shares or in the event the assets are to be sold, the market value of the share shall be discounted for any unrealized tax liability associated with such a sale.
  • In the event that the shares may only be sold more than 6 months after acceptance, UWCA shall require additional security to support the market value.
  • The basis of establishing the fair market value including any discounts as used for Tax Receipt purposes shall be made clear to the donor.
  • UWCA may decline a gift of non-publicly traded securities if it violates in any way, the Guiding

Principles of UWCA’s Acceptance of Gifts Policies, or any of the provisions of this policy.  UWCA shall advise the donor as soon as is practically possible of its decision to decline a gift of such shares.

 

Effective date

This Policy shall have effect from March 2012.

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Revisions  

Frequency:        12 months
Last revision:  October 2015
Board approval: November 2015
   

 

 

Gifts of Stock Options

 

Policy Management Responsibility  

Chief Financial Officer 

Oversight by Investment Committee 

Approval by Board 

 

Purpose and Scope

This Policy applies to all gifts to UWCA, of stock options. Stock options can be offered to UWCA by either individuals or by corporations and could be for either publicly traded or private companies. Due to the volatility in the market prices of options of publicly traded companies, or in the case of private companies, restrictions on the liquidation of stock options, stock options present difficulties in valuation. Accordingly, each offer of such a gift must be carefully considered with support of the Investment Committee and professional advisors if needed. 

This Policy shall apply to all Stock options of all companies registered in Canada.  Stock options in companies registered outside Canada are not accepted. 

 

Policy Statement  

UWCA welcomes donors to make charitable contributions in the form of stock options in publicly traded or private companies. UWCA may decline a gift of stock options if it violates in any way, the Guiding Principles of UWCA’s Acceptance of Gifts Policies, or any of the provisions of this policy.  UWCA shall advise the donor as soon as is practically possible of its decision to decline a gift of stock options. 

 

Gifts of Stock Options in publicly traded companies by Individuals 

  • While a market exists in Canada for the trading of options in publicly traded shares, the volatility of the price in these instruments is significant, making valuation very difficult.
  • In many cases, stock options are provided to employees of a corporation as a part of their compensation. Such options often carry restrictions on their sale. In cases of employee stock options, the Chief Financial Officer shall ensure that:
    • The stock option plan allows the employee to exercise the option and have the underlying shares donated to UWCA through the plan. In the absence of this, UWCA will request that the employee first exercise the option and then donate the underlying shares.
    • The valuation and disposal of the underlying share are then conducted in accordance with the Policy governing Gifts of Publicly Traded Securities.
  • In cases where the stock option is not part of an employee compensation plan, UWCA will request that the donor first exercise the option and then donate the underlying shares. This applies even if the stock option itself is traded on a prescribed stock exchange (as defined under the Policy governing Gifts of Publicly Traded Securities).

 

Gifts of Stock Options by a Corporation 

The Income Tax Act allows corporations to make gifts of stock options to charities at the time of making a public offering. Restrictions may apply to the conversion of these options, and an expiry date is usually defined. While UWCA may accept the award of these options, they have no value to UWCA until the time they are exercised and subsequently sold. The following policy applies: 

No tax receipt is to be given at the time of accepting the options.

 

Gifts of stock options in a private company 

  • All offers of stock options in a private company shall be considered for acceptance by the Investment Committee which shall consider the need for engagement of legal and financial advisors as they deem appropriate.
  • The Chief Financial Officer shall ensure that all legal and contractual matters attaching to the acceptance, valuation and liquidation of such options are in accordance with Investment Committee directions.

 

Effective date

This Policy shall have effect from March 2014. 

 

Revisions  

Frequency:        12 months
Last revision:  October 2015
Board approval: November 2015
   

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Gifts of Real Estate

 

Policy Management Responsibility

Chief Financial Officer

Oversight by Investment Committee

Approval by Board

 

Purpose and Scope

UWCA has no real estate holdings and is unlikely to need such. Gifts of real estate to be held permanently by UWCA for its own purposes are therefor out of scope of this policy. This Policy deals with donations of real property with a view to their ultimate disposal.

There a number of risks and potential liabilities attaching to the ownership of real estate, and UWCA will include these in assessing whether it wishes to accept a gift of real estate, even for the short period needed to take ownership and sell the property. Due to the significance of potential risks and costs associated with this form of gift, the Chair of the Investment Committee (IC) shall advise of the potential gift and may seek specific input from the Finance and Audit Committee (FAC) in defining the terms and conditions of acceptance of such a gift.

This Policy governs all gifts of real estate including bare land and developed properties. These would include outright gifts where no encumbrance on the property exists, residual interest in the property, or a charitable remainder trust, where the contributed asset is real property.

Policy Statement

  • UWCA welcomes donors to make charitable contributions in the form of real estate.
  • Notice of intended gifts of real property shall be given to the Vice President, Individual Giving & Investor Relations, and the Planned Giving Officer, who will seek approval of UWCA Executive to conduct an Initial Assessment of the acceptability of the gift.
  • Initial Assessment shall be conducted as close as possible in time to the date of the donation.
  • The Initial Assessment shall include: Use of professional and legal services where appropriate to:
    • search registry records for encumbrances,
    • conduct environmental assessment obtain reports on environmental remediation,              obtain reports on any liabilities including but not limited to mortgages and taxes,
    • btain advice on any other matters that may influence the acceptability of the gift. Use of professional services to establish a market value for the property and likelihood of sale. This will include where appropriate, the valuation of residual interests or other cases where use of the property or its salability is restricted in any way and whether there are any carrying costs associated with the property.
  • All costs of the Initial Assessment shall be borne by the donor or his/her estate.
  • The Executive shall consider the results of the Initial Assessment and should they consider it worthwhile proceeding, recommend to the IC the acceptance of the gift.
  • The IC shall decide whether to accept or decline the gift based on the information provided.
  • UWCA may decline a gift of real estate if it violates in any way, the Guiding Principles of UWCA’s Acceptance of Gifts Policies, or any of the provisions of this policy.  UWCA shall advise the donor as soon as is practically possible of its decision to decline a gift of real estate.

On approval by the IC, Vice President, Individual Giving & Investor Relations and the Chief Financial Officer shall jointly facilitate the finalization of the donation, sale and associated transfers of property with appropriate counsel from the IC and lawyers.

  • The value for tax receipt purposes is to be clearly set out and explained to the donor or his/her executor.
  • All costs of selling the property shall be borne by the donor or his/her estate.

 

Effective date

This Policy shall have effect from March 2012

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Revisions 

Frequency:        12 months
Last revision:  October 2015
Board approval: November 2015

 

 

Gifts of Life Insurance

Policy Management Responsibility

Vice President Individual Giving & Investor Relations

Oversight by the Tomorrow Fund Committee

Approval by Board 

 

Purpose and Scope

UWCA has a General Fund through which day to day activities are conducted, and a Tomorrow Fund. The Tomorrow Fund is a fund established by the Board to house contributions of a long term and testamentary nature. Board Policy at present requires, in the absence of any contrary direction by the donor, that the proceeds of life insurance policies will be held in the Non-Endowment Fund of the Tomorrow Fund.

Whole Life Insurance policies include an investment element, the value of which can be donated at any time. Term Life Insurance policies have no invested element. UWCA will accept either type of life insurance policy, provided it is satisfied that the future cash flows needed to maintain the life insurance policy can be met, either by the donor or if financially feasible, by UWCA itself. The need for such cash flows will depend on each specific policy. 

Life insurance policies can be donated by way of irrevocable transfer of ownership during the life of the donor, or by making UWCA a beneficiary on the death of the donor.

Please note the rules relating to tax receipts applicable to life insurance policies:

  • For Whole Life Insurance policies where ownership is irrevocably transferred at the time of gift, the value for tax receipting is the cash fair market value of the policy at that time. Premiums paid subsequent to the transfer date are also eligible for the tax receipt in the amount of the premium issued for the year of payment.
  • For Term Life Insurance policies, where ownership is irrevocably transferred, the value for tax receipts is the amount of the premium paid by the donor after the date of transfer.
  • For life insurance policies where ownership is not irrevocably transferred, and UWCA is designated as the beneficiary on death, the tax receipt will be issued only upon the UWCA receiving payment of benefits under the policy following death provided the policy is not held in connection with certain tax plans or arrangements (such as a registered pension plan), and the value for tax receipting purposes is the value received by UWCA at such time.

 

This Policy applies to both Whole Life Insurance and Term Life Insurance policies.  

Policy Statement

  • UWCA welcomes donors to make charitable contributions in the form of life insurance policies.  UWCA will work closely with donors to design a personalized plan for their gift of life insurance.
  • Notice of intended gifts of life insurance policies shall be directed to a Gifts Officer who will ensure the donor is aware of requirements to make the donation and complete the Gift of Life Insurance form.             UWCA may decline a gift of life insurance if it violates in any way, the Guiding Principles of UWCA’s Acceptance of Gifts Policies, or any of the provisions of this policy.  UWCA shall advise the donor as soon as is practically possible of its decision to decline a gift life insurance.

 

The following requirements apply before a gift of Life Insurance can be accepted:

In the case of a Whole Life Insurance policy, donated during the life of the donor,  o The donor shall provide appropriate, independent evidence of the fair market value of the life insurance policy at time of donation.

  • The donor shall, through his/her broker (if necessary), irrevocably transfer title to the life insurance policy to UWCA and provide documented evidence of such transfer to the Gifts Officer.
  • The Gifts Officer shall advise the donor and the broker that on an annual basis, UWCA is to be advised by the broker of the amount of premiums paid by or on behalf of the donor under the life insurance policy.
  • The Gifts Officer shall ensure with permission of the donor that the broker advises UWCA of any cessation in the payment of premiums by the donor.
  • In the event that a donor ceases to pay premiums under the policy, UWCA shall be provided the option in its sole discretion to:
  • Continue payment of the premiums or,
  • If sufficient cash value exists at time of cessation, to declare the life insurance policy to be fully paid.
  • In the case of a term life insurance policy, The donor shall, through his/her broker (if necessary), irrevocably transfer title to the life insurance policy to UWCA and provide documented evidence of such transfer to the Gifts Officer.
    • The Gifts Officer shall advise the donor and the broker that on an annual basis, UWCA is to be advised by the broker of the amount of premiums paid under the policy.
    • The Gifts Officer shall ensure with permission of the donor that the broker advises UWCA of any cessation in the payment of premiums by the donor.
    • In the event that a donor ceases to pay premiums under the life insurance policy, UWCA shall be provided the option in its sole discretion to continue payment of the premiums.
  • In the case of a life insurance policy where UWCA is the beneficiary at time of death and the donor seeks tax receipts for premiums paid,        The Gifts Officer shall request documentary evidence from the donor that UWCA is reflected as the beneficiary under the life insurance policy.
    • In the event that a donor ceases to pay premiums under the life insurance policy, UWCA shall be provided the option in its sole discretion to continue payment of the premiums.
  • Once completed, the Gift of Life Insurance Form shall be directed to Campaign Operations for processing and issuance of tax receipts as appropriate.

 

Effective date

This Policy shall have effect from March 2012

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Revisions

Frequency:        12 months
Last revision:  October 2015
Board approval: November 2015
   

Bequests, Memorial Gifts and Annual Gifts to Tomorrow Fund  

Policy Management Responsibility

Vice President Individual Giving & Investor Relations

Oversight by the Tomorrow Fund Committee

Approval by Board

 

Purpose and Scope

UWCA receives Bequests, Memorial Gifts and Annual Gifts directed to the Tomorrow Fund. If a gift is restricted as to use, or defined as an endowment gift or gift in perpetuity, the gift shall be treated as so restricted. If no donor restriction applies, the Board requires these contributions to be held as part of the Non-Endowment Fund of the Tomorrow Fund and retains the right to direct the use of these gifts and to subsequently remove or vary such internal restrictions.  

 

1. Bequests/Testamentary Gifts

Cash based Bequests comprise the majority of these types of gifts, but other assets are periodically left to UWCA. Non-cash Bequests require careful consideration on two fronts:

  • Whether UWCA should in fact accept the gift. If the gift is inconsistent with UWCA’s Objects, Mission, Vision and Values, UWCA should consider the conditions, if any, under which it will accept the gift.
  • The fair market value of the gift would have been established immediately prior to the death of the donor, but typically a significant amount of time could pass before UWCA receives the gift. Accordingly the value will need to be re-established at the time of receipting the gift. Consideration will also be given to the ease of crystallization of value from the gift.

 

In cases of non-cash Bequests, UWCA may in its discretion engage the use of professionals and guidance of committee members in both deciding whether to accept the gift, and later in its disposition and is to consider the provisions of all applicable Gift Acceptance Policies before proceeding.

 

2. Memorial Gifts 

These gifts are typically smaller than Bequests and are usually cash. Any offer of a memorial gift that is not cash should be carefully considered as described above under Bequests.

 

This Policy applies to all Bequests, Memorial Gifts and Annual Gifts directed to the Tomorrow Fund. This excludes cases where UWCA is the beneficiary or owner of an insurance policy, which are covered under Life Insurance Policies.

 

3. Annual Gifts

Annual Gifts to the Tomorrow Fund will be included as part of non-endowed funds unless the donor specifically requires the gift to be endowed.

 

Policy Statement

 

Bequests

  • UWCA welcomes donors to make charitable contributions in the form of Bequests.  UWCA will work closely with donors to design a personalized plan for their Bequest gift.

UWCA may decline a Bequest. The Vice President Individual Giving or the Chief Financial Officer in her/his absence shall communicate with the trustee or other party, the decision to accept or decline a Bequest, after appropriate assessment as described below. 

  • On receipt of notification from the trustee or other party that UWCA is to receive a Bequest, the Vice President Individual Giving and the Chief Financial Officer shall consider the nature of the Bequest and whether there are any restrictions attaching to the Bequest.
  • If the Bequest is for cash, and all applicable restrictions are acceptable, the Bequest shall be accepted.
  • If the Bequest is for shares or real estate, the provisions of the respective Policy for accepting such shares or real estate shall be applied.
  • In all other cases, counsel from the Tomorrow Fund Committee is to be sought and professionals may be used to assist in this decision if necessary. Note that as it is unlikely that the estate will carry the costs of professional services, the cost thereof will need to be deducted from the bequest value in coming to a decision.
  • The Vice President Individual Giving shall ensure that appropriate records of each Bequest are maintained from time of first notification through to receipt of the gift.

 

Memorials and Annual Gifts directed to the Tomorrow Fund

  • UWCA welcomes donors to make charitable contributions in the form of Memorial Gifts and Annual Gifts directed to the Tomorrow Fund.
  • UWCA will work closely with donors to design a personalized plan for their Memorial and Annual Gifts.
  • Memorial Gifts and Annual Gifts directed to the Tomorrow Fund shall be carefully assessed to ensure they are in fact Memorial Gifts or Annual Gifts directed to the Tomorrow Fund, and also for any restrictions on their use.
  • The Director Campaign Operations shall consider any gift restrictions, and if necessary confirm with the Chief Financial Officer whether to accept of decline such a gift.         UWCA may decline a Memorial Gift or an Annual Gift.

 

Effective date

This Policy shall have effect from March 2012

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Revisions 

Frequency:        12 months
Last revision:  October 2015
Board approval: November 2015
   

Gifts in Kind

Policy Management Responsibility

Chief Financial Officer

Oversight by Investment Committee

Approval by Board

 

Purpose and Scope

Gifts in kind reflect a broad group of gifts including, as examples tangible (artwork, furnishings, computers etc.) and intangible (use of timeshare, tickets to events, personal services). CRA pays particular attention to gifts in this class, because these gifts are often part of schemes (tax shelters) in which tax abuse occurs. 

 

UWCA will similarly pay particular attention to gifts in this class. The nature of the gift, the ability to establish fair market value and potentially, the ability to dispose of the gift are important criteria to be considered in deciding whether to accept the gift. The use of suitably qualified experts may be necessary in determining fair market value.

 

Note that gifts of services are not permitted under Canadian tax law as services are not ``property``. CRA does however accept the practice of cheque swapping. This entails the person billing UW for the service and then donating back the amount billed, once paid by UW.

 

This Policy applies to all non-cash gifts not otherwise treated in these Gift Acceptance Policies

Policy Statement

  • UWCA welcomes donors to make charitable contributions in the form of Gifts in Kind.
  • Only gifts in kind with a fair market value in excess of $50 or more shall be eligible for a tax receipt.
  • Gifts with a fair market value up to $1,000 may be accepted by the Director Campaign Operations or Senior Director Campaign and Resource Development, subject to determinable value
  • Gifts with a fair market value greater than $1,000 or where doubt exists in determining the fair market value under $1,000 shall require the acceptance by the Chief Financial Officer.
  • Gifts in excess of $10,000 require the sanction of the Investment Committee before acceptance.
  • All gifts in kind shall be supported by appropriate evidence of fair market value. The Chief Financial Officer shall determine the acceptability of evidence of fair market value where there is any question around the validity thereof.
  • The manager responsible for the work area where a gift in kind is offered to UWCA shall be responsible for ensuring appropriate evidence of the fair market value of the gift is gathered.
  • Donors shall be responsible for the costs, if any, of determining the fair market value.
  • UWCA may decline a gift in kind if it violates in any way, the Guiding Principles of UWCA’s Acceptance of Gifts Policies, or any of the provisions of this policy.  UWCA shall advise the donor as soon as is practically possible of its decision to decline a gift in kind.

 

Effective date

This Policy shall have effect from March 2012.

 

Revisions  

Frequency:                  12 months

Last revision:               October 2015

Board approval:           November 2015

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Other Residual and Testamentary Gifts

 

Policy Management Responsibility

Chief Financial Officer

Oversight by the Tomorrow Fund Committee

Approval by Board

 

Purpose and Scope

Gifts in this group are very infrequent to UWCA. They are by nature complex and require careful consideration. Accordingly, each gift will be considered in its own right with appropriate application of the Guiding Principles (see page 6).

Unless there is specific instruction to the contrary by the donor, gifts defined below shall be held in the

Tomorrow Fund in accordance with the provisions defining treatment of endowment gifts and non-endowment gifts. 

This Policy governs the acceptance of the following types of gifts:

 

Gift Annuities

 

  • The gift annuity is a contractual arrangement whereby a Donor transfers assets to UWCA in exchange for fixed, guaranteed payments for the life of the annuitant(s) or for a term of years.  Determination of the gift receipt and taxation of annuity payments will be in accordance with applicable tax laws and CRA administrative policies.
  • The gift annuity rates offered shall not exceed those recommended by the Canadian Association on Charitable Gifts for gift annuities, which are computed to produce an average "gift" remainder or residue of approximately 50% of the amount originally donated under the agreement. (Consequently the rates are lower than and are not in competition with rates being offered by commercial annuity issuers.)  (http://www.charitableannuities.org/standards)
  • Subject to the consent of UWCA, the Donors may designate the purpose for which the gift annuity residuum is used.  The “residuum” refers to the amount of the original contribution retained by UWCA after satisfying all annuity payment obligations.

 

Gifts of Residual Interests

 

  • A gift of a residual interest refers to an arrangement (ordinarily in the form of a trust) where property is irrevocably committed to UWCA, but the Donor retains use of the property for life or a term of years.  For example, the Donor might give a residual interest in a residence and continue to live in it or in a painting and retain possession of it.  The Donor is entitled to a gift receipt for the present value of the residual interest.
  • The Donor shall continue to be responsible for real estate taxes, insurance, utilities, maintenance and all other carrying costs after transferring title to the property unless UWCA, upon prior approval of the acceptance committee, agrees to assume responsibility for any portion of these items.  The terms of the gift and responsibilities for expenses shall be specified in a deed of gift executed by the Donor(s) and UWCA.
  • UWCA reserves the right to inspect the property from time to time to assure that its interest is properly safeguarded.

 

Gifts of Retirement Plans

 

  • Donors may reduce tax liabilities by naming UWCA as the beneficiary of their RRSP or RRIF plan. 
  • Throughout one’s employment lifetime, many individuals contribute to an RRSP (Registered Retirement Savings Plan); at the end of the year in which the contributor or assignee of the plan turns 71 years of age, the RRSP must be converted into an RRIF (Registered Retirement Income Fund).  At the end of the contributor’s lifetime the proceeds are received by UWCA, and a donation receipt would be issued. Similar treatment is afforded to a LIF (Life Income Fund).

 

Gifts of Charitable Remainder Trusts

 

  • The charitable remainder trust is a form of a residual interest gift. The Donor ("settlor") transfers property to a trustee who holds and manages it.  If the property is income producing, the net income will be paid to the Donor and/or other named beneficiary.  When the trust terminates (typically either at the death of the beneficiary(ies) or after a term of years), the trust remainder is distributed to UWCA.  If the trust is irrevocable, the donor is entitled to a gift receipt for the present value of the residual interest at the time it is established.
  • A charitable remainder trust may be funded with cash, securities, or real estate.  If real estate is to be contributed, UWCA requires that donors select a trust institution or other qualified trustee to manage the Charitable Remainder Trust. All donations of real estate shall first be subject to a thorough review as described in the guidelines pertaining to Gifts of Real Estate.
  • If the Donor selects an outside trustee, the trust may be funded with any property of any value that is acceptable to the trustee.
  • The trust agreement shall be either drafted by or reviewed by the Donor's own legal counsel.  UWCA may make prototype agreements available to the Donor's legal advisor, but shall execute no agreement until that person has independently determined that the trust agreement is in the proper form and that the gift is appropriate for the Donor's situation.

 

Policy Statement

  • UWCA welcomes donors to make charitable contributions in the form of Gift Annuities, Gifts of Residual Interests, Gifts of Retirement Plans and Gifts of Charitable Remainder Trusts
  • UWCA will work closely with donors to design a personalized plan for their gift
  • The Chief Financial Officer shall obtain the advice of professionals in assessing the acceptability of the gift, and shall obtain the sanction of the Investment Committee prior to proceeding.
  • UWCA may decline a gift in this class if it violates in any way, the Guiding Principles of UWCA’s Acceptance of Gifts Policies, or any of the provisions of this policy.  UWCA shall advise the donor as soon as is practically possible of its decision to decline a gift in this class.

 

Effective date

This Policy shall have effect from March 2012

 

Revisions 

Frequency:        12 months
Last revision:  May 2015
Board approval: November 2015
   

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APPENDIX A

Statement of Fundraising Ethics

UWCA’s fundraising officers shall: 

 

  1. Act according to the highest standards defined by UWCA, their profession and sense of good judgment.
  2. Avoid even the appearance of criminal offence or professional misconduct.
  3. Be responsible for advocating, within their own organizations, adherence to all applicable laws and regulations.
  4. Work for a salary or fee and shall not be paid on a percentage or commission based compensation.
  5. Not pay, seek or accept finder’s fees, commissions or percentage-based compensation for obtaining philanthropic funds and shall, to the best of their ability, discourage their organizations from making such payments.
  6. Effectively disclose all conflicts of interest; such disclosure does not preclude or imply ethical impropriety.
  7. Accurately state their professional experience, qualifications and expertise.
  8. Adhere to the principle that all donor and prospect information created by, or on behalf of, UWCA, is the property of UWCA and shall not be transferred or utilized except on behalf of UWCA.
  9. Not disclose privileged information to unauthorized parties and shall keep constituent information confidential.
  10. Not alter or otherwise edit any approved solicitation materials such that words or images depicting the organization’s mission, vision and values, use of funds or community investment outcome measurements are inaccurate.
  11. Ensure that reported results are accurate and consistent with Canadian Accounting Standards and with UWCA of Canada’s Transparency, Accountability and Financial Reporting Standards.
  12. To the best of their ability, ensure that contributions are used in accordance with donors’ intentions and shall seek explicit consent by the donor before altering the conditions of a gift.
  13. Ensure, to the best of their ability, proper stewardship of charitable contributions, including timely fulfillment of any commitments on the use and management of funds
  14. Ensure to the best of their ability, that donors receive informed and ethical advice about the expected tax receipt value of potential gifts.

All of the above notwithstanding, UWCA’s fundraising officers shall comply with all applicable local, provincial, federal and international civil and criminal laws, and particularly in the context of fundraising, the Charitable Fund-Raising Act of the Province of Alberta.

       

APPENDIX B

 

Policy Management Responsibilities

 

The staff person defined in each policy as having Policy Management Responsibility shall be responsible for the following actions:

  • Ensuring the Policy is reviewed by the relevant committee and taken to the Board for Approval according to the Frequency required under that policy.
  • Updating the Policy with wording that reflects the intention of the Committee overseeing the Policy and/or the Board.
  • Amending the “Reviewed date” on the policy
  • Ensuring the revised wording of the respective policy is included in the overall “GIFT ACCEPTANCE POLICIES” document stored on SharePoint. 
  • Ensuring that the overall “GIFT ACCEPTANCE POLICIES” document is properly checked in to the share point library and that the version control reflects the history of the changes made.
  • Communicating the changes to all users of the “GIFT ACCEPTANCE POLICIES” document and ensuring those users adequately understand the effect of the changes.
  • Report on compliance by ensuring a report is provided to the respective oversight committee annually in February confirming compliance with each policy for the prior year. In the event of any noncompliance, the staff person responsible shall report such non-compliance to the respective oversight committee and the Chief Financial Officer as soon as possible. The oversight committee shall advise the Finance and Audit Committee and the Board of any cases of non-compliance which present actual or likely material financial risk.

 

             

APPENDIX C

 

SUMMARY OF STAFF AND COMMITTEES RESPONSIBLE

 

Policy                                                               Staff person                                       Committee

 

Gifts of Cash

 

Gifts of Publicly Traded Securities

 

Gifts of Shares in Non-Publicly

Traded Companies

 

Gifts of Stock Options

 

Gifts of Real Estate

 

Gifts of Life Insurance 

 

 

Bequests, Memorial Gifts and

Annual Gifts to the Tomorrow

Fund

 

Gifts in Kind

 

Other Residual and Testamentary Gifts

 

Director Campaign Operations

 

CFO

 

CFO

 

 

CFO

 

CFO

 

VP, Individual Giving & Investor

Relations

 

VP, Individual Giving & Investor

Relations 

 

 

CFO

 

CFO

 

Finance and Audit Committee

 

Investment Committee

 

Investment Committee

 

 

Investment Committee

 

Investment Committee

 

Tomorrow Fund Committee

 

 

Tomorrow Fund Committee

 

 

 

Investment Committee

 

Tomorrow Fund Committee

 

 

 

 

 

 

 

 

 

 

 

 

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Board Policy For Raising Concerns Including Financial Stewardship

Policy Management Responsibility
Chief Financial Officer
Oversight by the Finance and Audit Committee
Approval by Board

Purpose & Scope

This policy is focused on the need to maintain integrity in the financial affairs, controls and reporting of the UWCA. The leading role that UWCA plays in society demands that it maintain a scrupulous commitment to ethical practices and good management. Accordingly, it requires all persons working with the UWCA, in whatever capacity, to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. All such persons must practice honesty and integrity in fulfilling their responsibilities and strive to comply with all applicable laws and regulations.

While this policy is aimed at reporting possible errors, omissions or fraud relating to financial matters, concerned parties may, if they have not gained satisfaction in reporting other similar issues, avail themselves of this policy.

This policy aims to provide an avenue for Associates to confidentially or anonymously raise concerns in good faith, with the assurance that they will be protected from reprisals or victimization.  

The Committee has a responsibility to endeavour to ensure that UWCA responds appropriately to complaints that allege:

  • improper usage of the organization’s assets and resources through fraudulent or dishonest conduct;
  • inappropriate actions and relationships that could reduce the effectiveness of financial controls;
  • illegal, unethical or questionable practices that adversely affect, or may adversely affect, the financial assets of the UWCA.

The procedures in this Policy are designed to ensure that reported issues are investigated, and result in action appropriate to each case, including the possibility of censure, and civil or criminal procedures.

This policy applies to all UWCA Associates.

Contents

Definitions
Reporting Responsibility
Actions to be Taken on Receiving a Report
Safeguards
Contact 

 

Definitions

Anonymous means unknown authorship, and without designation that might lead to information about the authorship. Anonymity is not compromised by assignment of a code or other designation with which a person can communicate, without revealing his or her identity.

Associate means full-time or part-time staff, temporary staff, contractual worker, or volunteer of UWCA. 

Baseless Allegations means allegations made with disregard for their truth or falsity and for which there is little or no evidence to support them.

Committee means the Finance and Audit Committee of the UWCA. 

Complaint means any adverse information as contemplated above, provided to the Finance and Audit Committee as envisaged in this policy. 

Confidential means authorized for access by only those persons who have a need to know. Ordinarily, a need to know arises from an obligation to investigate or to take remedial or disciplinary action.

Executive Team means the President and CEO; The Vice President and COO; The Chief Financial Officer; The Vice President of Campaign and Resource Development; the Vice President of Community Investments and Collaboration, the Vice President of Marketing and Communications and the Vice President of Investor Relations. 

Fraudulent or Dishonest Conduct means a deliberate act or failure to act and includes the following examples:

  • Forgery or alteration of documents
  • Unauthorized alteration or manipulation of computer files
  • Fraudulent or deliberately deceptive financial reporting
  • Pursuit of a benefit or advantage in violation of UWCA’s conflict of interest policy
  • Misappropriation or misuse of UWCA resources, such as funds, supplies, or other assets
  • Authorizing or paying compensation for goods or services not received
  • Authorizing or receiving compensation for hours not worked.

Submitter means a person who complains, including a member of the public or an Associate, who informs a Supervisor, member of the Executive Team, or Chair of the Committee about an activity which that person believes to be fraudulent, dishonest or unethical in terms of this policy. 

Supervisor means the person the Associate directly reports to.  

UWCA means United Way of Calgary and Area 

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Reporting Responsibility

 

The Submitter is to send a copy of the complaint to the Chair of the Committee or the Chair of the Board. 

Submitters reporting a violation should note the following:

  • All mail enclosing a complaint should be marked “Private and Confidential”;
  • Timely reporting is essential.  The earlier a concern is expressed, the easier it may be to take action;
  • Although the Submitter is not expected to prove the truth of an allegation, they need to be in a position to demonstrate that there are sufficient grounds for concern.

Associates are encouraged to report violations or suspected violations to their Supervisors, or a member of the Executive Team, in accordance with this Policy.  

Submitters will need to decide on the degree of anonymity they desire, before electing which means of communication they wish to employ.

Submitters are encouraged to provide, but are not required to provide, the following information:

  • name
  • telephone number
  • email address
  • mail address

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Actions to be Taken on Receiving a Report

The Supervisor or Executive Team member shall investigate the complaint as soon as reasonably possible.  On concluding the investigation, the following actions shall be taken: 

Person to whom reported Action to be taken by person to whom reported
Supervisor, not on Executive Team
  1. Investigate the complaint reported or designate an investigator
  2. Document the findings and any action taken
  3. Submit a copy of the report related to results from the investigation, to the member of the Executive Team responsible and the Chair of the Committee
Member of Executive Team
  1.  Investigate the complaint reported or designate an investigator
  2. Document the findings and any action taken
  3. Submit a copy of the report related to results from the investigation, to the President and the Chair of the Committee
Chair of the Committee
  1. The Chair of the Committee shall report to the Submitter, that the complaint is acknowledged and that appropriate action will be taken
  2. Investigate the complaint reported or designate an investigator
  3. Document the findings and any action taken
  4. As deemed appropriate, in the Chair’s opinion, and no less than once a quarter, report to the Committee on the status of Submitter reports.
  5. Quarterly reports on the status of all complaints to the Board of Directors. 
  6. To the extent deemed appropriate, the Chair of the Committee shall ensure feedback is provided to the person submitting the complaint.

 

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Safeguards

Harassment

No Submitter, who in good faith makes a complaint, shall suffer harassment, retaliation or adverse employment consequence. An Associate who retaliates against a Submitter is subject to discipline, up to and including termination of employment, work, or volunteer contract. This Policy is intended to encourage and enable Associates to raise concerns and see them satisfactorily dealt with within UWCA.

Confidentiality

All reports will be treated seriously. UWCA, unless required otherwise by law, will keep the Submitter’s identity confidential.

 

Anonymous Allegations

The policy encourages Submitters to put their names to complaints because appropriate follow-up questions and investigation may not be possible unless the source of the information is identified. Concerns expressed anonymously will be investigated, but consideration will be given to the apparent:

  •  seriousness of the issue raised; 
  • credibility of the concern; and
  • likelihood of confirming the allegation from anonymous sources. 

 

 

Baseless Allegations

In the event that a complaint is founded on baseless allegations, the person to whom the issue is reported, together with the Chair of the Committee shall decide on appropriate action.

This policy is not meant to deal with frivolous, inconsequential or clearly immaterial matters.

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Contact

Contact Information for Chair of the Committee

Ken Skingle, Chair, Finance & Audit Committee
Email:
Phone: 403-260-3309

Contact Information for Chair of the Board

Sue Riddell Rose
Email:
Phone: 403-269-4442

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Effective date
This Policy shall have effect from November 2012

Revisions
Frequency: 12 months
Last revision: May 2015

Board Approval: November 2015

1.

2.

Investigate the complaint reported or designate an investigator Document the findings and any action taken

3.

Submit a copy of the report related to results from the investigation, to the member of the Executive Team responsible, and the Chair of the Committee

 

Ken Skingle, Chair, Finance & Audit Committee