Reports and Forms
+ Conflicts of Interest Policy
Every officer and member of the Board must report in writing to the President all existing or potential conflicts of interest with The River Project in which such person may be concerned. The President communicates each such report to the Board at its next meeting. A conflict or potential conflict of interest shall be considered to exist if a person or a dependent member of his or her family has or is likely to have an interest in any contract or transaction with The River Project, either directly or through a non-governmental corporation, partnership or other organization of which such person or family member is a director or officer or in which such person or family member has a financial interest.
+ Non-Discrimination Policy
The River Project is an equal opportunity employer, and prohibits discrimination against and harassment of any employee or applicant for employment because of race, color, national or ethnic origin, religion, sex, sexual orientation, disability, veteran status, age, or any other characteristic protected under applicable federal or state law. All personnel responsible for hiring employees are required to enforce this effort and to respond promptly and appropriately to any concerns that are brought to their attention.
+ Anti-Nepotism Policy
The River Project (TRP) mandates that all employee hiring, pay actions, and advancements be made on the basis of merit. Thus, TRP will not allow individuals to be hired or promoted, or barred from being hired or promoted, just because of an immediate family relationship with another TRP employee.
Members of an employee’s immediate family will be considered for employment on the basis of their qualifications, but may not be hired if employment would:
(i) Create a supervisor/subordinate relationship with an immediate family member that cannot be managed appropriately; (ii) Create an adverse impact on work performance; or (iii) Create an actual conflict of interest. This policy will also be considered when assigning, transferring, paying or promoting an employee. For the purpose of this policy, "immediate family" includes: spouse, parent, child, sibling, in-law, aunt, uncle, niece, nephew, grandparent, and grandchild.
Employees should be aware of potentially sensitive situations involving personal relationships within their area of responsibility. TRP may reasonably regulate the work situation of individuals in relationships outlined above for bona fide business reasons of supervision, safety, security, and/or morale.
Employees who become immediate family members during the course of their employment with TRP may continue employment as long as it does not involve and violate any of the above.
In order to guarantee that individuals will be considered solely on the basis of individual merit, the following regulations are enforced:
No TRP employee shall participate in any final decision or recommendations relating to the hiring, promotion, retention, termination, or other condition of employment at TRP of an immediate family member of the employee. In instances when it is proposed that an immediate family member of a TRP employee be employed, the TPR Board of Directors will ensure that the anti-nepotism policy has not been violated. Approval will be documented via e-mail or memorandum. This policy shall be effective as of June 2, 2015.
+ Self-Assessment Policy
WHEREAS, The River Project board of directors seeks to establish a policy on effectiveness assessment to help ensure that the organization has defined, measurable goals in place and objectives in place to evaluate the success and impact of its programs in fulfilling these goals and objectives,
IT IS THEREFORE RESOLVED THAT the board of directors adopts the following policy:
At least once every two years, The River Project will review its goals and objectives toward achieving its mission and will complete a performance and effectiveness assessment of its programs based on that review. The form attached hereto as Appendix A will be used as the assessment tool, and will be completed anonymously by both staff and board members. This first such assessment will be in 2015 and will be conducted under the authority of the Board. The River Project board will receive a written report of this assessment by September 2015 at the latest, for approval at the board meeting in October 2015 at the latest, Describing the activities that The River Project undertook in the prior two years to achieve its goals and objectives, Identifying the measures used to assess The River Project's effectiveness in achieving its goals and objectives, Analyzing the effectiveness of The River Project's programs in achieving The River Project's goals and objectives, Recommending future actions The River Project might take to increase effectiveness based on the findings. At the conclusion of this process, The River Project will revise the goals and objectives for The River Project for the upcoming term as needed, and will suggest means of measuring them.
+ Internal Controls Policy
GENERAL. The Board of Directors (hereinafter, the "Board") of The River Project (TRP) is responsible for authorizing all bank accounts and check signers. Financial institutions where TRP accounts are maintained are notified on an annual basis of any changes in check signers, following the transition of officers or changes in staff with check signing responsibilities. An annual financial audit is conducted by a qualified outside accountant. Such financial audit is the basis for filing federal form 990 and other local, state or federal filings as may be required. Applicable financial and administrative guidelines relating to specific grant funding shall be followed.
CASH RECEIPTS. Employees handling cash will have the necessary knowledge and skills to perform the job and will be carefully supervised. Cash receipts must be deposited within three (3) days of receipt or when the deposit amount exceeds $2,000, whichever comes first. Incoming checks must be restrictively endorsed "for deposit only" with the organization’s account number, when received. Incoming cash must be counted and receipts/bank deposits developed by two or more persons authorized to perform these functions. Records of cash received must be totaled and initialized by authorized employees. Cash collection documentation totals must be compared and reconciled to bank deposit receipts on a regular basis. Bank deposit receipts must be compared and attached to the original bank deposit slips. Adequate physical controls must be maintained over cash receipts from the time of receipt to deposit in the bank. Contributions and grants received in bank account electronically via Electronic Funds Transfer (EFT) will be posted to accounting software within three (3) days of receipt. A record of all deposits is maintained by an accountant engaged by The River Project for this purpose. That accountant is not the same accountant who performs the audit.
Check Authorization. The Executive Director must provide approval for all disbursements. Supporting documentation must accompany checks. Checks. All non-recurring disbursements must be made by check. Recurring disbursements may be set up electronically with vendor via EFT with prior Executive Director approval. Only pre-numbered checks shall be used and always in sequence. Signing of blank checks is strictly prohibited. Checks must be made payable to specific payees based upon appropriate documentation and never to "cash" or "bearer." Prior to preparing checks, receiving reports should be compared to vendor invoices for accuracy. Checks must be prepared from vendor invoices only and not from a vendor statement. Access to blank checks must be limited to persons authorized to prepare checks. Blank check stock must be locked in a secure place when not in use. Any voided/spoiled checks must be marked "Void," shredded with the signature portion removed and retained in a secure place. A record of all disbursements is maintained by an accountant engaged by The River Project for this purpose. That accountant is not the same accountant who performs the audit. Bank Reconciliations. Bank accounts must be reconciled by the person responsible on a monthly basis and reviewed by authorized personnel. The accountant must receive the bank statements, including canceled checks, etc., unopened from the bank. All check numbers must be accounted for. Checks outstanding over 90 days must be periodically investigated, with payment stopped and an entry made restoring such items to cash if appropriate.