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The ArcSusquehanna Valley
Board & Administration Handbook
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Board & Administration Handbook
TABLE OF CONTENTS
CHAPTER 1 – THE ARC OF PENNSYLVANIA
ARC SUSQUEHANNA BROCHURE…………………………………………………………5
MAP OF LOCAL CHAPTERS……………………………………………………………….7
ORGANIZATIONAL CHARTS……………………………………………………………….9 DESCRIPTION OF THE ARC……………………………………………………………….12
LOCAL CHAPTER AFFILIATION AGREEMENTS..………………………………………….14
CHAPTER 2 – THE ARC SUSQUEHANNA VALLEY ADMINISTRATION
BOARD MEMBER TRAITS……………………………………………………………….30
BOARD MEMBER EXPECTATIONS RELATIVE TO FUNDRAISING/DEVELOPMENT………...32
BOARD MEMBERS RESPONSIBILITIES…………………………………………………... 34
INTERNAL CONTROLS…………………………………………………………………..37 INVESTMENT POLICY…………………………………………………………………...39
CONFLICT OF INTEREST POLICY – (PLEASE SEE BYLAWS SECTION 9, PAGE 9,
THE BYLAWS MAY BE THE MOST IMPORTANT DOCUMENT YOU REVIEW, BUT IS SEPARATE AND AVAILABLE AT THE WEB ADDRESS BELOW(
RETENTION OF DOCUMENTS……………………………………………………………43
INTERAGENCY CONFLICT RESOLUTION………………………………………………...45
CHAPTER 3 – MODERN RULES OF ORDER
BRIEF OVERVIEW………………………………………………………………………..46
CHAPTER 4 - MISC.
HISTORICAL BACKGROUND…………………………………………………………….54 HOW TO REFER TO THE ARC, IT’S CHAPTERS, & CONSTITUENTS……………………….56
UNITED STATES HISTORY OF DISABILITY……………………………………………..58
FOR AN UPDATED VERSION OF THIS HANDBOOK AND OTHER BOARD OF DIRECTOR DOCUMENTS (INCLUDING THE LATEST
BOARD MEETING PACKET, PLEASE VISIT:
HTTP://WWW.THEARCSUSQUEHANNA.ORG/BOARD-MEMBERS-ONLY.HTML
VARIOUS PAGES OF THE PDF VERSION OF THIS DOCUMENT ARE INTENTIONALLY LEFT BLANK
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Why we need YOUR membership...
There are many benefits to being a ”\ flmember of The Arc Susquehanna Valley!You will automatically become a member 5of the Arc of Pennsylvania and the Arc of / 3,9» l Xthe United States. X "Kr" A
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Your dues help pay for advocacy and The AI'Cservices locally, statewide, and across the
Susquehanna Valley
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BECOMEA MEMBER TODA Y!
Our Physical Location15 South 5th Street Sunbury PA(Court Street Entrance to Zion Lu-theran Church)
The Arc. , fSusquehanna Valley ‘
Membership form
glasgiflcagion
D Self-Advocate D Interested CitizenD Family Member D OtherE] Professional
Our Mailing Address:PO. Box 892, Sunbury PA 17801
mg of momma”, Phone number: 570-286-1008
D Individual $15D Family $20E Additional Donation of$
Return to:
The Arc Susquehanna ValleyPO Box 892Sunbury PA 17801
Connect with us on Facebook...www.facebook.com/TheArcSV
lbAND LIKE US!
570-286-1008570-286-1005 fax
Name
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Our MissionThe Arc, Susquehanna Valley, iscommitted to promotingawareness, opportunities, qualityprograms, and advocacy forpeople with intellectualdisabilities and their families.
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34 Chapters covering 56 countiesThe Arc of Pennsylvania
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Organizational Chart
The Arc National & State
{non—fiduciary membershipThe ArcSusquehanna Valley
The Arc Susquehanna Valley
Board of Directors (approve
all finances, policies, plans)
Executive Director(CEO and all fiscal/program oversight) Provider Qualification Compliance, Claims
ManagementI
lI I
program Director Administrative Assistant/ F _|_ Adv t' _ - - . am | oca e
Director Of SE” Advocates Waiver Compliance SSD Operations Manager, “(3'5 and | 'd t wk M t— ’ . ncI en Is ana emen
PROMISE enrollment, Fiscal / g
Com m u nity Outreach
CoordinatorQuality Management _Maintenance
Reconciliation
AM PES/Youth programCoordinators
AT/ACC U350“ —-- Administrative Assistant II
— ._ ClericalDiscoveryL—
Job Development
FacilityWebmaster — Maintenance
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The ArC 'For people with intellectualand devel0pmental disabilities
ORGANncATIONAL CHART (May 2, 2014)
Membership
Board DevelopmentCommittee
Chapter RelationsCommittee
Advocacy CapacityCommittee
Resource DevelopmentCommittee
Finance 8: AuditCommittee
Marketing & MediaCommittee
Systems Advocacy &Government Affairs
Committee
Board of Directors
(Executive Committee)
Self-AdvocacyEngagementConsultant
Matthew Stinner
Executive DirectorMaureen Cronin
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Policy 8;Development
DirectorAshl inn
Masland-Sarani
SubcommitteeAdult Issues
SubcommitteeEducation &
EarlyChildhood
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OperationsDirector
Gwen Adams
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AdministrativeSupport
Amy Houser
GovernmentRelations &AdvocacyDirector
Pam Klipa
IiFinancialSupport
Sara Hughes(PT)
Include Me"ProgramDirector
RitaCheskiewicz
Include Me* ProgramAssistant
Anthony Chan
*Incl‘ude Me is a registered trademark of The Arc of Pennsylvania10
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1 he A‘ Co
The Arc is the world’s largest community based organization of and for peoplewith intellectual and developmental disabilities.The Arc’s vision is that every individual and family living with an intellectual ordevelopmental disability in the United States has access to the information,advocacy and skills they need to participate as active citizens of our democracyand active members of their community. .The Arc advocates for over 7 million people with intellectual disabilities.The Arc is devoted to promoting and improving supports and services for allpeople with intellectual and developmental disabilities. ’Local chapters of The Arc come in every shape, form and size- from smallvoluntary groups to sophisticated multi-million dollar organizations.Local, state and national chapters of The Arc are independent entities committedthrough affiliation agreements to working together to further the democraticallyapproved objectives of The Arc. ’Local chapters of The Arc'are linked to their state chapter and the nationalchapter by a common mission and by an affiliation agreement where they agree towork together for the benefit of people with intellectual and developmentaldisabilities.The Arc was founded in 1949 by a small group of parents and other concernedindividuals. At that time, little was known about the condition of intellectualdisabilities or its causes, and there were virtually no programs and activities incommunities to assist in the development and care of children and adults withintellectual disabilities or to help support families.Today, The Arc is the 10th largest nonprofit in the United States, larger than theAmerican Cancer Society, Habitat for Humanity, or Easter Seals.Forbes MagaZine rated The Arc highly in terms of charitable commitment, with90% of all funds devoted to program services.
www.thearcpa.org
. chieW with us.12
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CHAPTER AFFELTATTQN AGREEMENTBetween
And The Are oil“ Pennsylvaniall Mission of The Arc of PennsylvaniaThe mission of The Arc of Pennsylvania is to promote the general welfare of persons withdevelopmental and intellectual disabilities and their families by: '
1., Advocating to advance the rights and interests of persons with developmental andintellectual disabilities.
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lncreasinor public awareness about developmental and intellectual disabilities and theneeds £1115 potential 01' persons With developmental. and intellectual disabilities.
Fostering the development of services -for ‘persons .with develOpmental andintellectual disabilities and assuring the quality 01' such SSITVICEL‘S.
Participating in The Arc movement by associating with The Arc—US and developingand supporting local chapters.
Encouraging research "for the prevention, amelioration, and treatment ofdevelopmental and intellectual disabilities.
Eli. Background “ _ . .A. For over 60 years, the attiliated state and local chapters have worked cooperatively
with The Arc of the ‘United States to accomplish this shared. mission. Collectively.the state and local a'ltfiliates and The Arc of the United States have become The Arcmovement. ihe Arc i'noveinent has brought about Significant improvements in thelives of their constituents, people with developmental and intellectual disabilities andtheir tami l ies -'
Going forward. the mission. bylaws. core values and osition statements define themovement. The partnership between local, state an national components of theorganization is one of the characteristics that defines The Arc- The components worktogether to improve-the lives of The Arc's constituents and the communities in whichthey live. Any level of the movement without the others is less than whole.
The individuals who are members of The Arc come from varied backgrounds andexperiences. Their diverse opinions are welcome within The Arc. This diversitvstrengthens The Arc's positions. The mission, core values, by—laws and positionstatements developed by The Arc are reflective of the varied perspectives oi" its
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members and the democratic process by which the documents are approved. Onceapproved. they are incorporated into the work of all three levels of The Arcmovement. Position statements articulate those issues that The Arc and its affiliatesstrive to implement directly and within the entire developmentaland intellectualdisabilities movement.
D To be an affiliated Chapter of The Arc carries both privileges and responsibilities-Chapters of The Arc have chosen to accept these responsibilities and to work activelyto implement the organization's mission, core values and key position statements.This affiliation agreement covers the individual and joint responsibilities of" The Arcof Pennsylvania and the local chapter that arise from the affiliation.
1.1.3. Purpose of the AgreententA. The purpose of this agreement is to outline the expectations local chapters have of
The Arc ot’Pennsylvania and. the basic requirements for chapter status in The Arc.Along with the mission. core values, by—laws and. position statements, this agreementhelps to define what is unique about The Arc movement. As such, it is intended to bea document that assists and“ supports growth and development. it. is net intended todiscipline or separate out those chapters not in total compliance.
-B. It is an obligation of the signers of this document to work together to constantlymove towards implementation of the mission. core values and position statements ofThe Arc. For it IS through the values and ideals contained. in those documents thatThe Arc helps its constituents to lead the lives they want and deserve.
TV. Core Values of The Are
A- PreambleFrom its beginning, a major strength of The Arc movement has been thatparents, family members and volunteers have governed. the organization. Inrecent years. self—advocates have also assumed important roles. Parents.family members. self-advocates and other volunteers are the driving Force inThe Arc. From the grassroots of The Arc come the dreams. the p iilosophythat drives the core values, the ability to shape public policy and the mutualsupport that parents and self-advocates provide for one another.
[1) Core values ot~ The Arc are those values that are subscribed to and pursued atall levels'of The Arc —- national, state chapter. and local chapters by volunteerand statt leaders.
B. The Core ”Values Are:.l. Peopie First. The Arc believes that all people. with developmental andintellectual disabilities have strengths, abilities and inherent value; are equalbefore the law; and must be treated with dignity and respect. The Arcrepresents. supports and acts on behalf of individuals and their familiesregardless of level of disability or membership in The Arc. The Arc believesin se
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determination by empowering people with the supports needed to make informeddec1s10ns and choices.a
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Democracy. A democratic process involving members. through affiliatedchapters is utilized to take pOSitions on important issues, poiicies andprogram s .
Visionary Leadership. The Arc leads by promoting the mission core vaiuesand position statements. We lead with integrity, accountability and by open.honest and timely communication. We work with individuals, organizationsand coalitions in a collaborative fashion. There is a valued partnership withvolunteer and staff leadership of the organization that provides mutual supportfor their respective roles.
Community Participation. The Arc works toward and believes in thecommunity imperative; that all people have the Fundamental moral, civil andconstitutional rights to live, learn, work, play and. worship in safe and healthycommunities of their choosing. The Arc has responsibility to ensure thesafety and well being of individuals- '
Diversity- The Arc valuesand insists upon diversity in its leadership andmembershia. The Arc actively pursues and welcomes diverse groups(including ut not limited to race. ethnicity, religion, age, geographic location,sexual orientation, gender and level ofdisabilityv).
Integrity and Exceiience. The Arc conducts its business with integrity. heArc reflects quality and. excellence in all its work.
“if. Common responsibiiities of The Arc of Pennsyivania and local chapters1;
1—!»fi
‘3.
4.
.AclvocacyService/ass i stance {to mem bers/ch apters/co‘nstituents)Promotion of The Arc as an organization .Partnership ofall components within The Arc and with related organizations.V
Vii Responsihiiities agreed. to by the local chapter , ..JL . To advocate for children, adults ' and fwm’lz‘es affected 7.73.2 developmental and
intellectual disabilities, whether or no? there incz’ividuals are member-15'. or are .S‘(£7-“i-‘G(éi7z‘hrough program-2s of The A re Chapters, by:
Assisting individuals and families in their area to achieve a better Quality oflife-influencing public opinion. through individual and systems advocacy,education._public awareness and other methods appropriate tor this purpose.Prowding information, referral and guidance to indiwduals and farnil'r-'-*rA .VEV-
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» l . Building as 1 serving a substantial, committed and informed. member
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4. Advocating only for those new services and supports that do not seincrease the capacity to include constituents in their communities.
.5. Supporting and working to develop local programs that. seek to prevent thecauses and. effects of developmental and intellectual disabilities. _Encouraging and supporting local self—advocacy organizations and activities.
aregate butk...
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.S'Lqorf The Arc of Penrmsgxlvcmia and The ,-4.rc--U.S. in their advocacy effiirrs by:
l- Complying with all affiliation requirements contained in this agreement antthe at‘fi liation agreement with The Arc of the United States,Educating legislators and other elected officials as weil as local governmenthuman services and health agencies, housing authorities, school ooards andothers.Respondingto requests for communicating positions to government officials-Supporting and strtvmg toward implementation or the mission, core values,legislative goals. Jolicies and position statements of The Arc.W'orlting interna ly to express whatever differences it may have with TheArc's mission, core values, legislative goals, policies and position statements,usin g the democraticprocesses of The Arc- he chapter does not take publicposrtions contrary to the mission, core values, legisiative goals, _'I*Ol1<3i.®3 and
I‘dhe
;I \
, position statements ofThe Arc. .e- _ emitting atfihation fees, and dues, where required, when due.
create (rm gram-7w local chapter by:
r; ...:._ hip areport all members to The Arc. The. local chapter is committed to re .éc Tthe racial, social, economic, cultural and demographic diversity of t.‘ l .cailcommunity. Thus it includes families of both younger and older individualswith. varied levels of need, people served by the cha ter and self-advocates.The board of directors works to reflect this diversity. ~ ainilies of constituentsand/or self—advocates shall have significant and effective representation on theboard of directors. '
2 Educating the officers, board of directors and ine‘mbers of the caapter aboutbest practices and local, state and. national activities by distributinginformation and ensurin' participation of chapter representatives at stateconventions, seminars an. other :l’tiiictions.Comprising boards exclusively of members of The Arc,
- At the chapter"? 3 option, providing connnunity—based direct services andsupports. These services and supports must work to include constituents in.the comno un. i ty .iiingaging in. other activities, at the Option of the chapter, consistent with themission, core values. policies, legislative goals and position statements of ”therail-C.
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D. To operate an effective [0661/ chapter by:
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6.
7.
Training (p'lil'iicers. board members and staff for the performance of their roles.Complying with ERS and other applicable Federal and state regulations for not—‘lt‘or—protit organizations. _l‘s/Iaintaining lioensure for services provided. by the chapter or affiliatedorganizations as required by local, state and federal authorities BeginningJanuary l. 2006, the chapter will demonstrate progress toward accreditationfrom either The Council on Quality and Leadership (The Council) or theCommission on Accreditation of Rehabilitation Facilities {CARP}. orthrough a peer review process to be developed by The Arc. Otheraccrediting bodies with specific standards for peOple with disabilities maymeet these requirements upon review of the board oi’directors ol’The Arc.Evolving toward best practices consistent with the mission. core values andposition statements in advocacy. public awareness, governance and service.provision.Working with local organizations to build the capacity of the commtmity toimplement the mission. core values, position statements, bylaws andlegislative goals of The Arc-Providing a mechanism for members to annually assess the local chapter.
. To mam-7min organ .izczziI-ttfl fin/cs 15-'1.’i[/7 The A PC of the United States amt! F776 1.1 7v:ofP(gr/210.33.?!i-’Cll‘7f(ll by: .
ldentifying its affiliation with The Arc and its state affiliate in apprOpriateidentifying materials. such as brochures and letterhead-Providing feedback and comments on prOposed policies. position statementsand other materials requested. 'Submitting to The Arc changes in leadership, articles of inco‘poration andconstitution and/or bylaws within 30 days of occurrence.Paying affiliation tees and remitting dues “for individuals when due or under aseparate written agreement signed by the local chapter and The Arc of iii-7A.COOperating with resource development initiatives that beneil’it states and localchapters and The Arc of the United States.Maintaining the minimu m number of members required by the bylaws of TheArc. -Submitting required. financial and other information on a timely basis
F. To tervrfirzate the use of Cd] name's, svn-zbols and off/tel" .5'1TH'177ZCH' frierttj/{fidz-tzgs materialsthat manna-rate the OI‘gCZV/TZZCH'ZOI’I. t-vzflz The A re, if the m-‘gcz-mzarmn Is no [oz-toe?"CiffI]1. area? Wit/1 The A re. '
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prevent the- causes and e'lif‘ects of
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tespoyisibiiities agreed to lay the state chapter
To craft-'ncxae‘ for c/vffdr'c‘n and cicadas i-i-‘z'tlrT)“; “1.1 m;- of?ennsyivamia lag}:
and firefrfcm7i1w 1-1.2/7etr’eer or not. there iI-2¢.z’i1-‘i0’z.icn.’.s are mem bars :2)!" tJK'c-f serr-‘ecr’ .-',r"z!*r.>2.-.I,t3]7pr~‘r.>g.r~mzts of five wimptear s Liffffl fares, by:
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... Formuiating poi icy initiatives in cooperation with other._ .\x‘v'orlting with legislative. executive and judicial branched of state government.inttc-sncing, pub Fic opinion. in the state through advocacdr, ed ucation publicawareness and other m ethods as appropriate. 'Supporting and. “Marking, to develop state programs and services that seek to
The Arc 0.773617I'vrS'yv-zia [732;
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Working with state—based affiliates of national organizations to expandunderstanding and unplementation of The Arc's lTl'lSSlOl‘i, position statements,core values, legislative goals and best practices in the field.
To .5”?./{Z.2/17(f).7‘7' the A re tke‘ Umited States 1'77. its national cza’vcrcirycy efforts; [3.2:
Educating; the state’s Congressional delegation and state-level policymakers.Responding to requests For communicating positions to federal and stategovernment ofliicials.Endorsing the mission and core values of The. Arc and striving, towardimplementation of the position. statements of The Are.Using, the democratic processes of The Are to express its di'l’t‘erences and,despite such differences, takingr only such positions taat are not contrary to theiliiSSi'l. core values, position statements, legislative goais and polices oF The$tFC.
‘. If-rx... T0 crecn‘e‘ cm eff; active state Chapter [732:
Assisting, budding and serving a membership that reflects the diversity of thestate including "Fan-tilies of both younger and older individuais with variedleveis of“ need. self advocates, racial and ethnic minoritia and people fromlow income con-untmities. The board of directors reflects this diversity.Famiiiet ot‘ constituents. and self-advocates should have significantrepres entation on the board of directors. -Educating the ottl’icers, board members? members and staff tl'iroughout thestate about best practices and about national activities through distribution ofinformation and through attendance by leaders at national conventions,seminars and other functions-Ensuring; that all board members are members O'FThe Arc.Encouraging and supportingg= statewide sel‘F—advocacy organizations andm 0ve m e n ts.Providing; support to existing local chapters and working to deveiop new orexpandet chapters to serve areas ot‘t—he state without existing; chaptersDefinina the relationship between the state chapter and locai ci‘apters through21 Forms} 'i'F'Fi l iation a greem en ' “ ' '
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\J Providing a mechanism to ‘ affiliated local chapters to an n Lially assess the statec h apte r .
D. . To operate an :15 girl-Lad]?we .9'1“r:rtc:‘ chapter by:
l. Training officers. board of directors and start? for the iz>ertiwrnance of theirroles.Con'iplying with 1R5} and other applicable '.l.’ede.ral and state regulations Fo r not--for profit organizations..lViaintaining licensure or certification for services provided as l’Cf-ClLEii‘QCl bylocal, state and :l"ederal authorities... and beginning January Lil-(.306. including;progress toward accreditation from The Council on Quality and i_.:.-3adr::~rsl*iip(The Council). The Commission on Accreditation of Rehabilitation Facilities(CAR?) or through a peer review process to be developed by The Arc.Other accrediting bodies with specific. standards for people with disabilitiesmay meet these requirements upon review of the board of directors of TheArc ofthe United States.
4. Striving toward best practices in advocacy and service provision statewide.
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E. To Z‘I'ZCf‘ifg'Jf}? organizational [in/cs wit/<2 The Arc by:
‘1. identifying their affiliation with The Arc in appropriate identifying materials.such as lDI‘OC’iLll'“(':?S and. letterhead.
. Stibmitting to The Arc changes in. leadership, articies oi” incorg'yoration andconstitution and/or bylaws Within 30 days ot‘ occurrence.Paying a'lntiliation fees and remitting does when due.Submitting reqLiire-d “Financial and other information on a tirneiy basis.Pursuing appropriate grant funding Opportunities to improve and. supportchapter best. practices .Cooperating; with resource development initiatives that benefit state and localc h apter and. The Arc ot‘the United States.
X/"l‘i i. EN DORSENI ENT
ix)Li
b)U1
iii" resident 0'1"£§3l1t113iit“«1",) (President o‘l“"‘l"‘he Arc of PA.)
(Executive l_)irector oi’LIl'iapteli) (Executive Director ot"l"'i'ie Arc ol .5.“ A.)
{' N am e o l" C. h 8.pte r}
{. i351“: .) . t i.) ate }
’a—Copy: " he Are ot‘the United States'E'rrsi n s. m 1 Hi? ti (Cl-'6‘ 1-9)
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ADOPTED’ 10/27/11 The Arc of US AffiliatioAgreement
STANDARD TERMS AND CONDITIONSFOR AFFlLlATlON
WHEREAS, The Arc of the United States, Inc. (”The Arc”) is a national nonprofitorganization that organizes, leads and supports a nationwide federation of nonprofit, charitableorganizations committed to protect and promote the human rights of people with intellectualand developmental disabilities (”l/DD”), and to provide supports and services that assist them.to be included and fully participate inlall aspects of community life throughout their lifetimes;
WHEREAS, The Arc is a Maryland nonstock corporation, with membership composed ofaffiliated state and local Chapters of The Arc as defined in the Bylaws of The Arc as currentlyexist and as may-be revised from time to time (”Bylaws”);
WHEREAS, the qualifications and requirements to be a Chapter of The Arc are set forthand described in the Bylaws and are further described in these Standard Terms and Conditionsfor Affiliation ("Terms and Conditions”) are also intended to describe the nature andcharacteristics of the working relationship between The Arc and state and local chapters of TheArc;
WHEREAS, Chapters of The Arc have, on October 27, 2012, adopted and approved theseTerms and Conditions;
NOW, THEREFORE, the following Terms and Conditions are operative and effective as ofJanuary 1, 2013. .
l. Obligations of The ArcThe Arc’s obligations are to conduct its affairs in accordance with the terms of The Arc’s CoreValues and Guiding Principles, Position Statements and Public Policy Agenda. Consistent withavailable resources, The Arc shall engage in those activities that are typically the business of anational headquarters of a strong federation of nonprofit charitable organizations, includingbut not limited to: federal public policy advocacy, public education, brand management andmarketing, fundraising, research, program development, chapter development and support,professional and volunteer development and support, research and knowledge development,and coordinating and supporting state public policy advocacy. The Arc shall make its bestefforts consistent with available resources to advance the mission and vision, goals andstrategies set forth in the Strategic Frameworkfor the Future of The Arc, 2010 ~— 2019, or anyfuture strategic plan. In addition to the specific procedures and requirements set forth in theBylaws, The Arc shall actively involve Chapters in the development of any future strategic planfor the organization and in otherwise providing guidance and direction for the future of theorganization.
In addition, The Arc’s obligations include the following:
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Corporate and Tax Status. The Arc shall at all times be in good standing as a nonprofitcorporation that is exempt from federal income tax under Section 501(c)(3) of the internalRevenue Code.
Corporate Governance. The Arc will conduct its activities in accordance with the terms ofCorporation’s Articles of incorporation, Bylaws and governance policies as exist or may berevised from time to time.
Compliance with Laws. The Arc will fully comply, and otherwise conduct its activities at alltimes in accordance with, all applicable laws, regulations and other legal standards.
Reporting of Membership information. Annually, The Arc will provide each Chapter with alist of the names and contact information, including postal mail and email addresses, andtelephone numbers of individual Members of The Arc who joined the national organizationdirectly and who are in the particular chapter’s geographic area (”national membershiplist”), which information shall be used by Chapters solely for the following purposes:1. to communicate with members regarding public policy developments, including
requesting their involvement in advocacy;2. ' to provide them with general information and updates about the work of the .
particular Chapter of The Arc, including periodic electronic and print newsletters;3. to determine the number of votes Chapter is entitled to pursuant to the Bylaws; and4. to invite the members to become donors to the Chapter and to participate in special
events. 'Nothing in this paragraph i.D is intended to limit in any way a Chapter’s communicationwith a person or entity whose name and contact information was obtained directly by theChapter. _
Membership Database and Processing. The Arc will maintain a database system for trackingthe names and contact information, including regular mail and email addresses andtelephone number, of all individual Members of The Arc, regardlessof whether they joinedThe Arc at the national, state or local level. Membership information provided by Chapters,inciucling updates thereto, will be maintained in the database with access provided toChapters no less frequently than annually of the specific membership records pertaining tothe particular Chapter as needed for database management and other business purposes ofChapter. The Arc may provide enhanced database and membership management serviceson an optional basis at additional cost.
Requests for Information. The Arc shall respond to reasonable requests from Chapter forinformation relating to the corporate affairs, programs and activities of The Arc.
Obligations of Chapter.
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Chapter’s obligations are to conduct its affairs consistent with terms and conditions set forthfor state or local chapters, as applicable, under the Bylaws of The Arc of the United States, lnc.In addition, Chapter’s obligations include the following:
A. Corporate and Tax Status. Chapter shall at all times be in good standing as a nonprofitcorporation that is exempt from federal income tax under Section 501(c)(3) of the InternalRevenue Code.
Corporate Governance. Chapter will conduct its activities in accordance with the terms ofChapter’s Articles of incorporation, Bylaws and governance policies as exist or may be _revised from time to time.
Compliancewith Laws. Chapter will comply with and otherwise conduct its activities at alltimes in accordance with, all applicable laws, regulations and other legal standards.
Affiliation Dues. Chapter shall pay affiliate dues in the amount set forth in the duesschedule. , -
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Reporting of Chapter Information. Chapter shall submit to The Arc, no less than once peryear, a list of the names titles and contaCt information, including both postal mail and emailaddresses, of at least the following categories of individuals:
1. Corporate officers, I2. board members,3. Chief Executive Officer or Executive Director,4. key management staff.
Reporting of Membership Information. Chapter shall submit to The Arc, no less than onceper year, a list of the names and contact information, including regular mail and, emailaddresses, and telephone numbers of individual Members of the Chapter (”membershiplist”), which information shall be used by The Arc solely for the following purposes.
1. to determine the number of votes Chapter is entitled to pursuant to the Bylaws,2. to communicate with members regarding public policy developments, including
requesting their involvement in advocacy; and I3. to provide them with general information and updates about the work of The Arc,
including periodic electronic and'print newsletters.State and local Chapters may coordinate in submitting membership information jointly.Nothing in this paragraph ll.F is intended to limit in any way The Arc’s communication with aperson who is a board member or staff member of a state or local chapter, with a person orentity whose name and contact information was obtained directly by The Arc, or with aperson who is not known to be a current member of a state or local Chapter of The Arc.
. Programs and Activities. Chapter shall strive to conduct its programs and activities in amanner that furthers the purposes and objectives of The Arc and is consistent with the CoreValues and Guiding Principles and Position Statements. Chapter shall use its best efforts toensure that such programs and activities are of the highest quality and are consistent withthe Core Values and Guiding Principles and Position Statements of The Arc.
. Advocacy Efforts. A state chapter shall endeavor to conduct public policy advocacy andpublic education consistent with the purposes and objectives of The Arc and to the fullestextent possible given available resources. A local chapter shall endeavor to conduct publicpolicy advocacy, individual advocacy and public education consistent with the purposes andobjectives of The Arc and to the extent possible given available resources. In performingthese functions, Chapters are encouraged to work with The Arc in order to ensurenationwide consistency in these efforts.
State Chapter Affiliation. A local Chapter of The Arc must at all times maintain affiliationWith applicable state chapter, if any. In the event of a dispute between a State Chapter and .a local chapter, the parties shall use their best efforts to resolve the dispute to thesatisfaction of both parties. In the event of a dispute between a State Chapter and 25% ormore of the local Chapters in the state, the local Chapters may request the assistance of TheArc to conciliate the matter. The local Chapters shall provide the State Chapter at leastsixty (60) days written notice of their intent to seek The Arc’s assistance in dispute
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resolution. The Arc will use its best efforts to mediate a resolution of the dispute amongthe parties.
identifying National Affiliation. Subject to the further requirements set forth in section Vherein, a Chapter of The Arc must prominently identify itself to the public as an affiliatedChapter of The Arc.
Requests for information. Chapter shall respond to reasonable requests for informationregarding complaints received by The Arc from members of the public, unfavorable newscoverage, matters that have the potential to harm the reputation of The Arc and its stateand local Chapters and matters that are relevant to determine whether Chapter continuesto meet the requirements to be an affiliated Chapter of The Arc as set fOrth in the Bylawsand these Terms and Conditions. A copy of any request for information made pursuant tothis section shall simultaneously be provided to the applicable State Chapter of The Arc, ifany.
ill. Shared Obligations .Recognizing that the success of The Arc as a nationwide charity federation is dependent uponand affected by the actions of The Arc, state Chapters and local Chapters (hereinafter referredto as ”the parties"), the parties are committed to transparency and mutual support. infurtherance of this commitment:
A. Recordkeeping. Each party shall maintain reasonable records related to its corporate andtax—exempt status, programs, activities and operations, including financial statements.
8. Notification.1. Each party shall notify the other party of any event(s) which createls) a significantrisk of the party:
(a) going out of business,(b) losing licensing, or other governmental permissions or authorizations,necessary to deliver services, to receive payment or reimbursements for services ,provided, to solicit charitable contributions or otherwise conduct specificbusiness activities;(b) ceasing a substantial portion of its current operations,(c) suffering a loss of a substantial portion of its assets,(d) suffering damage to its reputation and goodwill.
The purpose of such notification is to allow for the parties to provide support andassistance to one another and to work together to advance and protect the reputationand goodwill of the parties and of all of the state and local Chapters of The Arc.
2. Any notification made pursuant to this section lll.B by a local Chapter of The Arc shallalso simultaneously be made to the applicable State Chapter of The Arc, if any. Anynotification made by a State Chapter of The Arc shall simultaneously be made to all ofthe local Chapters of The Arc in the applicable state. Any notification made by The Arc
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shall be to all state and local Chapters of The Arc.
IV. individual and Associate Membership in The Arc
A. Individual Memberships1. An individual may become a supporting member of The Arc (hereinafter ”Member”)
by joining at any level of the organization (i.e. national, state and local). A Member issomeone who supports the purposes of The Arc and pays dues. However, a Chaptermay elect to waive the clues requirement. _Chapter shall provide individuals the opportunity to become a Member of The Arc,which includes membership at all levels of the organization (Le. national, state andlocal).An individual Member of The Arc has such membership rights and privileges at thestate and local level 'as are conferred by the applicable state and local Chapters. 'State chapters, local chapters and The Arc may determine the types of membership tooffer (e.g. individual, family) and whether to automatically confer membership statuson different classes of persons (e.g. donors, employees, volunteers, service recipients,public officials, etc.) and the dues applicable. ’
B. Associate Members1. As part of its fundraising program, a Chapter may establish and offer one or more
categories of ”associate membership” for persons or entities that support thepurposes of the corporation including, but not necessarily limited to, the followingcategories:(a) Business
i. Consultants/Sole Proprietorsii. Small Businessiii. Larger Business
(b) Government Agencies(c) Academic faculty, departments, researchers(cl) Self Advocacy Groups(e) Other Nonprofits
A Self-Advocacy group or other nonprofit that serves people with VDD should first beoffered the opportunity and encouraged to become a Chapter of The Arc and shouldonly be allowed to sign on as an associate member if it does not meet the qualificationto be a chapter of The Arc or specifically chooses not to do so.
A Chapter shall not represent or imply that an Associate Member is a Chapter of TheArc and shall not authorize or allow an Associate member to represent to the publicthat it is a chapter of The Arc or use other language suggestive of a similarrelationship. On Chapter’s website or other marketing and promotional efforts, anassociate member shall be publicly identified using language such as ”supporter” or
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similar terms. An Associate Member may not be allowed to use or display The Arc’sname or logo in its own website or any of its promotional materials, other than toidentify itself as a ”supporter” of or ”donor" to Chapter.
Associate membership is specific to the Chapter from which the membership wasobtained and does not confer associate membership at any other level of The Arc.An Associate Member is not a corporate member of The Arc of the United States, Inc.and has no voting or other right to participate in the governance of The Arc of theUnited States, Inc. In addition, Associate Members are not counted for purposes ofdetermining the number of votes held by Chapter., An individual, company ororganization that would like to be an associate member at multiple levels of The Arc,or of multiple chapters at the state or local level, is required to join each chapterseparately.
The Arc, state Chapters and local Chapters are encouraged to share associatemembership information and to urge associate members to support The Arc at thenational, state and local level. -
V. Use of Trademarks, Intellectual Property and Confidential Informatiom
A. Brand Identity. Chapter affiliation is necessary, but not sufficient, to confer authority onChapter to use the trademarks, name, symbols and other markings of which The Arc is thelegal and beneficial owner (”Trademarks”). Such usage is subject to the terms of theseparate Chapter Trademark Licensing Agreement or Affiliated Chapter Trademark LicensingAgreement.
B. Other Intellectual Property. The Arc grants Chapters a limited, revocable, non-exclusivelicense to use other copyrighted or proprietary information and materials provided by TheArc to Chapter during the Term of its affiliation as a Chapter (”Intellectual Property”) forofficial chapter~related purposes, subject to the following:1. The Intellectual Property must be used by Chapter in a professional manner and solely
for the purposes for which the Intellectual Property was provided to Chapter by TheArc.The Intellectual Property is and shall remain at all times the sole and exclusiveproperty of The Arc.Chapter shall not permit any third party to use the Intellectual Property without TheArc's express prior written approval.The Intellectual Property may not be used in any manner that violates any law,regulation or other public policy.Chapter ensures that the applicable copyright notices are used pursuant to therequirements of United States law, the laws of the Territory, and any other guidelinesthat The Arc may prescribe.
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in the course of making Intellectual Property available for use by Chapter, The Arc willdisclose whether there are any other specific terms, conditions or restrictions (e.g. fees orcharges, usage guidelines) that apply to the use of the intellectual Property.
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BQARD MEMBER TENTS
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Title: Board Member Expectations Relative to Fundraising/Development
Whereas, The Arc, Susquehanna Valley is an independent 501c3 charitable non-profit organization withits own bylaws, mission, and purpose. it is an affiliate of The Arc of Pennsylvania and The Arc of theUnited States but at the same time has its own unique role and mission, and
Whereas, 501c3 charitable non-profit organizations must have resources to be effective and pursuetheir missions, and
Whereas, individual Board members are entrusted with individual responsibilities as part of Boardmembership, beyond a basic expectation of attending meetings.
NOW THEREFORE BE IT RESOLVED that the following shall be the policy of The Arc, Susquehanna Valleypertaining to expectations of individual Board member’s relative to development:
Providing adequate resources for The Arc, Susquehanna Valley is a Board responsibility.Fundraising is a Board function. The Board shall guard against any tendency to have thedevelopment committee or staff bear sole responsibility for it.
The performance of The Arc, Susquehanna Valley is intimately linked to the Board’smembership and its ability to influence potentially large donors and otherwisemonitor and guide fundraising initiatives.
The Board shall cultivate sources of revenue that are sustainable for the long term.
Board members are expected to maintain yearly membership in The Arc, SusquehannaValley by paying applicable dues. They are also expected to make an annual gift toThe Arc, Susquehanna Valley in line with their means. The ability to report 100 percentparticipation by Boa rd members to potential and past supporters will contribute to thesuccess of efforts to solicit donors outside the organization.
The development committee should develop, or provide input to any future Board. Development Committee for its development of guidelines for Board Member giving.
These guidelines should be reviewed and/or revised from time to time.
The Arc, Susquehanna Valley Board President shall be responsible for ensuring that newor prospective Board members are informed about Board members expectations relativeto development.
AND FURTHER RESOLVED that the Board of Directors of The Arc, Susquehanna Valley may takeappropriate action towards a Board member who willfully disregards the spirit of this resolution.
Duly enacted this day of , two thousand sixteen, by the Arc, Susquehanna ValleyBoard of Directors.
ATI'ESTED: SIGNED:
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The Arc.Susquehanna Valley
ADVOCACY 8L EESOURCES FOR QITIZENS
Board Member
General Responsibilities
Board members must be members of The Arc, Susquehanna Valley. They are responsible for ensuring:o Are aware of and fulfill their governance responsibilities.- Comply with applicable laws, bylaws and affiliation agreements.0 Conduct board business effectively and efficiently.- Further Goals and Objectives of the organization.
Accountability
Members are accountable to the other members of the Board of Directors and/or Members of theorganization as specified in the bylaws.
Specific Duties
Attendance and Participation
Board Members will be actively involved in the organization by:0 Regularly attending board meetings and important related meetings.0 Attend Arc events when able.0 Staying informed about board matters, preparing well for meetings, and reviewing
and commenting on minutes and reports.
Committee Work
In General, the executive committee performs the committee work required to set the agenda for Board ofDirector meetings, but, board members may be called upon to perform ad-hoc committee work. Duties mayinclude:
- Make a serious commitment to participate actively in committee work.0 Volunteer for and willingly accept assignments and completes them thoroughly and on time.0 Stay informed about committee matters, prepare well for meetings, and reviews and comments
on minutes and reports.0 Gets to know other committee members and builds a collegial working relationship that
contributes to consensus.
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Fund Raising
Board members will participate in fund raising for the organization. Duties may include:
0 Playing a leadership role in fundraising campaigns.0 Personal contributions of services and money.
Community Relations
Board members ensure that the organization maintains positive and productive relationships with media,funders, donors, and other organizations. Duties may include:
o Representing the organization to other local chapters.0 Representing the organization to the media when necessary.- Representing the organization on governmental or nongovernmental organizations and committees.- Timely and appropriate reporting of Board decisions and actions, when necessary, to funders and/or
donors.
Board Governance
Board members are expected to ensure the continued visibility of the organization by:
0 Being an active participant in the board’s planning efforts.0 Maintaining a signed and updated Conflict of Interest Policy with the organization.
Officers
0 Please see the Bylaws for the most current roles of officers including their terms.
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The Arc, Susquehanna ValleyInternal Fiscal Controls
Understanding Organization of Business
The Organization is a small nonprofit organization that provides services to developmentallydisabled individuals in the North’d, Snyder, Union, Columbia, & Montour Counties. The bulk of therevenue comes from county contracts. Fundraisers and client co-pays are also sources of revenue.
The Organization spends approximately about the same amount that it receives every year.
Primary disbursements include payroll, payroll taxes, occupancy expense, and social recreationsupplies. The Representative Payee program is tracked separately in its own software following theattached policies.
The Administrative Assistant initiates and promulgates financial transactions for the organizationwhich are subject to the Executive Director’s oversight. Further Booking functions may be contractedor delegated to other employees.
The organization employees Herring, Roll & Solomon, P.C. to provide an annual financial review andassure correct accounting procedures.
The Board of Directors reviews a Balance Sheet, a Budget Vs. Actual and an expense/income chartregularly at its meetings. Complete details of financial transactions and all related files may bereviewed by any Board member upon request, at any time.
Elements of Internal Control Structure
a. Control Environment
The organization has a board of directors and an executive director. The executive director runsthe day-to-day operations of the organization. Over the years, the organization has beenconscientious of utilizing resources efficiently and reporting the transactions correctly.QuickBooks financial software is used. The executive director is proactive in implementinginternal controls and maintains a policy of public transparency for organizational finances.
b. Accounting System
All transactions are documented in cash receipts, cash disbursements, and payroll journals thatare maintained in QuickBooks software. The executive director approves invoices for payment.Both the Executive Director and Administrative Assistant are responsible for entering informationinto the QuickBooks system. The bank accounts are reconciled monthly.
c. Control Procedures
1) Receipts
Cash receipts generally come via mail. Most of the receipts are in the form of checks,there is very little cash received. The Administrative Assistant opens the mail and entersdeposits into QuickBooks and makes deposits at least once a week. A daily log is kept ofall receipts.
2) Cash
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The organization has a general checking account, contracts checking account, and ascholarship savings account. Also, the organization has a petty cash fund at each of theAMPES locations. The bookkeeper reconciles the bank statements.
Cash Disbursements
Invoices are generally received via mail. Checks are prepared by the AdministrativeAssistant and recorded in QuickBooks. The Administrative Assistant pays invoices whenstatements are received. The invoices are checked on the statements and then paid toavoid overpayment. Four individuals can sign checks the Executive Director, theAdministrative Assistant, the Secretary, the President and the Treasurer. Invoices arecancelled by noting the date, check number, and amount on the invoice.
Payroll
There are three full-time employees and several part-time workers. Time sheets are keptfor all employees. Employees are paid bi-weekly. Payroll is traditionally done throughQuickBooks as well. Quarterly payroll tax returns and also Federal return are traditionallydone through a service.
Petty Cash
The entity utilizes a petty cash system to run multiple group activities throughout itsregion. The total dollar amount of petty cash and invoices at any one time does notexceed $200. This money is kept secure with the program coordinators. Petty cash isused for supplies. Receipts are checked by the Administrative Assistant and ExecutiveDirector for proper expenditure monthly.
Fixed Assets
Fixed assets shall be the federal standard of purchases of equipment $5,000 or more. Allother purchases are supplies, including computer equipment. Fixed assets should bepurchases with significant resale value that require 10 or more years to depreciate to anon-significant amount
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Investment Policy for
The Arc Susquehanna Valley Adopted January 18, 2019
The goal of the investment program for The Arc Susquehanna Valley is to provide a real total return from assets
invested that will preserve the purchasing power of endowed capital, while generating an income stream to
support the activities of the funds held for The Arc Susquehanna Valley. Achievement of the real total return will
be sought from a continuation of investment strategies, which provide an opportunity for superior returns within
acceptable levels of risk and volatility.
A. INVESTMENT OBJECTIVE
For the long term, the primary investment objective for the Fund is to earn a total return, net of investment and
custodial fees, within prudent levels of risk, which is sufficient to maintain in real terms the purchasing power of
the Organization.
On an annualized, net-of-fee basis, the total return of the portfolio will be expected to equal or exceed the
spending rate of 3 percent, plus inflation as determined by the Consumer Price Index (CPI).
B. ASSET ALLOCATION
1. To achieve its investment objective, the Fund shall be allocated as recommended by an Investment Manager or
Managers as selected by the Board of Directors. Current market forces will be used to determine the proper mix
and types of investments. For guidance, the board should refer to the following:
Investments of each Fund will be diversified to limit the risk of loss resulting from the concentration of assets in a
specific type of investment, specific maturity, specific issuer or sector unless the Board prudently determines that,
because of special circumstances, the purposes of the Fund are better served without diversification. The current
strategic asset allocation adopted by the Board is outlined below:
Target Allowable Range
Large Cap Domestic Equity
With5% allocated toward purchase of
“blue chip” the well-established large
sector companies.
40% 35 – 45%
Small/Mid Cap Domestic Equity
20%
15– 25%
Non-U.S. Equity
15%
10-20%
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Total Equity
75%
60–75%
Fixed Income 25% 25–40%
2. The purpose of equity investments, both domestic and international, is to provide current rising income and
appreciation of principal with the recognition that this class of investment carries with it the assumption of greater
risk.
3. The purpose of fixed income investments is to provide diversification and a predictable, dependable source of
income. It is expected that fixed income investments will be diversified and laddered by industry, rating and
maturity.
4. The investment portfolio will be diversified both by asset class and within asset classes. Each asset class will be
diversified among economic sector, industry, quality and size. The purpose of diversification is to provide a
reasonable assurance that no single security or class of securities will have a disproportionate impact on the
performance of the total fund. As a result, the risk level associated with the portfolio is reduced.
C. ASSET ALLOCATION REVIEW AND BALANCING PROCEDURE
1. The Board shall review the diversification strategy periodically, provided, however, that it shall review any
decision to not diversify as frequently as circumstances require but, at a minimum, annually.
D. GUIDELINES FOR CORRECTIVE ACTION
Corrective action should be taken in a timely manner if deemed necessary as a result of the on-going review process for investment manager(s). Fund manager(s) may be replaced at any time at the discretion of the organization. In managing the financial assets of the Corporation, the Board of Directors will act in good faith and with the care an ordinarily prudent person in like position would exercise under similar circumstances. When making investment and management decisions, the Board shall consider the Corporation's purposes, as well as the purposes of the specific Funds.
In making decisions regarding management and investment of the Corporation’s financial assets, the Board of Directors, as required by applicable law, shall consider the following factors, if relevant:
(1) general economic conditions; (2) the possible effect of inflation or deflation; (3) the role that each investment or course of action plays within the overall investment portfolio of the
specific Fund; (4) the expected total return from income and the appreciation of its investments; (5) other resources of the Corporation; (6) the needs of the Corporation and the specific Fund to make distributions and to preserve capital; and (7) an asset's special relationship or special value, if any, to the purposes of the Corporation.
E. SPENDING
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The two key components of the policy are to preserve the purchasing power of the assets (“Intergenerational
Equity”) and to provide a predictable and steady support for programs (i.e. scholarships, awards, etc). Returns over
time should be equal to the spending rate plus a consideration of inflation as well as any expense levies.
In order to achieve the above, The Arc Board or Executive Committee approves an annual spending rate by April
for the Annual Meeting for the coming fiscal year. December 31 values are used to calculate the spending rate.
The Spending Rate is calculated by taking three (3) percent of a five year rolling average of the market value of the
portfolio for the period ending December 31, 20XX. (Five year rolling average will be built beginning with
December 31, 2019 portfolio values and moving forward.)
Example of how to compute Spending Rate for period ended December 31, 2021:
1. Compute the average market value of the endowment portfolio at December 31st for the previous three years
by adding them together:
2. Take total Portfolio’s Market Value and divide by three (3) which gives the average market value of the portfolio.
3. Multiply the average by four (4) percent and divide by the December 31, 2021 portfolio market value to get the
Spending Rate. Once calculated, the rate should be no more than 4.5% or no less than 2% of the moving average
market value.
4. Multiply the market value of each individual endowment fund as of December 31 that year by the Spending
Rate. The resulting amount is the dollars available to be used for the endowment award beginning in the July 1
fiscal year.
Newly created endowment funds must be invested for at least one full fiscal year prior to the calculation date.
Appreciation and/or depreciation in the market value will accrue to each individual endowment fund.
When an individual endowment fund balance does not have sufficient earnings to support an annual payment
based on the then current spending rate, either: (1) no payment is made, or (2) a reduced payment is made based
on the amount of actual earnings available. The Arc does not currently use other unrestricted funds to support
individual account spending when sufficient earnings are not available.
In a prolonged down market, the Board reserves the right to review the situation and make appropriate
adjustments to the spending policy, if necessary.
Terminology Used in Spending Policy
Market Value: Current market price of the portfolio using the individual security prices when available, as
indicated by the latest trade record or the values as provided by investment manager(s) when those investments
do not have readily determined current values. The value of the total pooled fund includes receipts,
disbursements, interest, dividends, realized gains or losses and unrealized gains or losses.
Pooled Fund:
Consolidation of all funds for investment purposes can be used if no special designation or endowment
requirements exist.
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THE ARC SUSQUEHANNA VALLEY DOCUMENT RETENTION & DESTRUCTION POLICY
The Arc Susquehanna Valley (The Arc) recognizes that its corporate records are important assets. Assuch, The Arc hereby adopts a policy of Document Retention that establishes criteria consistent with allrequirements of government agencies and all funding entities. Documents will be stored according tothe length required by applicable entities unless longer retention is necessary for historical reference orto comply with contractual or legal requirements and, if appropriate, destroyed upon completion of therequired time period. Privacy will be maintained for document storage as required by applicable body.
Records and documents outlined in this policy include paper, electronic files (including e—mails and*voicemails) records regardless of where the document is stored, including network servers, desktop orlaptop computers and handheld computers and other wireless devices with text messaging capabilities.electronic documents and records will be retained as if they were paper documents. Therefore, anyelectronic files, including records of donations made online, that fall into one of the document types inthe attached schedule will be maintained for the appropriate amount time. If a user has sufficientreason to keep an e—mail message, the message should be printed in hard copy and kept in theappropriate file or moved to an ”archive” computer file folder. Backup and recovery methods will betested on a regular basis.
The Arc will maintain a detailed list of procedures and requirements as part of this policy. This Policystatement will be reviewed by each employee and all employees will be required to sign the statementto verify their understanding of The Arc’s Document Retention and Destruction Policy and procedures.
An employee of The Arc shall not knowingly destroy a document with the intent to obstruct or influenceon investigation or proper administration of any matter within the jurisdiction of such matter or case. Ifan official investigation is underway or even suspected, document purging must stop in order to avoidcriminal obstruction.
In order to eliminate accidental or innocent destruction, The Arc has developed document retentionrequirements as indicated in the Records Retention Schedule.
This policy is applicable to documents and records created or available on or before its effective date,but it is hereby acknowledged that volunteers or staff cannot be held accountable for documents andrecords never created, missing, or destroyed prior to the effective date of this policy.
*Please note: important voicemails may be transferred to case notes and voicemail deleted, but onlyafter the communication has been made an accurate part of another documentation.
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Minimum Requirement
2 Years2 Years
3 Years‘ 3 Years
7 Years7 Years7 Years7 Years7 Years7 Years7 Years7 Yea rs7 Yea rs7 Years
PermanentPermanentPermanentPermanentPermanent
2 Years2 Years
3 Years3 Years
5 Years
7 Years7 Years7 Years
PermanentPermanentPermanentPermanent
PermanentPermanentPermanentPermanent
W
A=AccountingA=Acc0unting
A=AccountingA=Accounting
AzAccountingA=AccountingA=AccountingA=AccountingA=Accounting
=AccountingA=AccountingA=AccountingA=AccountingA=Accounting
A=AccountingA=AccountingA=AccountingA=Accounting
=Accounting
=OtherO=Other
O=OtherO=Other
O=Other
=OtherO=OtherO=Other
O=OtherO=OtherO=Other
=Other
O=OtherO=OtherO=OtherO=Other
THE ARC SUSQUEHANNA VALLEY DOCUMENT RETENTION & DESTRUCTION POLICY
flpe of Document
Bank ReconciliationsDuplicate Deposit Slips
Bank StatementsInternal Audit Reports —J.V., Highlights, Backupto Payroll Entry
Accounts Payable Ledgers and SchedulesCash ReceiptsDonations and Funded GrantsExpense Analysis/expense distribution schedulesInventories of products, materials, and suppliesInvoices (to customers, from vendors)Payroll Records and SummariesTimesheetsWithholding Tax StatementsAccts/Rec. Billing/Pay. Ledgers & Schedules
Audit ReportsChecks (for important payments and purchases)Depreciation SchedulesYear End Financial StatementsTax Returns and worksheets
Correspondence (general)Correspondence (with customers and Vendors)
Employment ApplicationsInsurance Policies (Expired)
Client Records
Contracts, Mortgages, Notes and Leases (expired)Grant ReportsPersonnel Files (terminated employees)
Contracts (still in effect)Correspondence (legal and important matters)Deeds, mortgages, and bills of saleIns. Records, current accident reports, policies,ClaimsBoard Minute books, by laws and charterPatents and related papersRetirement and pension recordsTrademark registrations and copyrights
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Interagency Conflict Resolution PolicyBackground: Occasionally, The Arc of Susquehanna Valley may experience conflict with other agencies inthe service of our self—advocates, especially while advocating for them. This policy and procedure willassist in resolving those conflicts.
Policy: It is the policy of The Arc Susquehanna to resolve conflicts with other agencies due to turf,advocacy or other issues, as quickly as possible with the least amount of effect on one or more self—advocates. However, The Arc will not move to resolve in such a way as to put any self—advocates, itsmission or integrity/reputation at risk.
Procedure:
1. Identify possible conflict before it happens by program staff addressing issues directly withother intra- and inter—agency staff members
2. Notify the Executive Director of the above actions, issues and outcomes
3. Involve the Executive Director when the above does not resolve the problem. At this point, theExecutive will inform the Executive Committee that there is an issue and that The Arc is nowoperating under its Interagency Conflict Resolution Policy
4. The appropriate supports coordinator(s) or supports coordinator supervisors at the county levelwill be contacted and informed of the situation and The Arc’s stance in the matter, and that step5 below will be attempted to resolve the issue
5. The Executive will contact the CEO at the outside agency(s) with the intent to resolve the issue.The reason for this is to set a path for resolution of the problem that can be directed from thehighest staff level, and to assure that the same problem will not occur again
6. If step 5 fails, the County will be contacted to request assistance in resolving the matter
7. The County may elect to set up a meeting with the concerned parties. Such a meeting shouldinvolve the chief administrators ofthe main agencies since the issue escalated to the Executivelevel and was still not resolved
8. If the above fails, a report will be made by the Arc to the next most appropriate authority,including but not limited to the State ODP office. The report will express the Arc’s concernsabout the issue in the terms of their ongoing negative affect on the self—advocates
9. The State may then elect to become involved and to direct a resolution. The Arc will abide by allresolutions that meet regulations, are reasonable and do not conflict with The Arc’s mission
10. The Arc reserves the right to legal action for any matters that remain unresolved
This policy can and should be shared with organizations and agencies with whom the Arc is experiencingconflict. This is not to suggest outside agencies should follow The Arc’s policy, but to explain the orderand reason for The Arc’s actions in attempting to resolve the matter.
62|Page
45
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Defending Lilli-m -_'. Pmsumgiusliw _
Published by the American Bar Association.
The materials contained herein represent the opinions and views of the authorsand/or the editors, and should not be construed to be the views or opinions ofthe law firms or companies with whom such persons are in partnership with,associated with, or employed by, nor of the American Bar Association unlessadopted pursuant to the bylaws of the Association.
Nothing contained in this book is to be considered as the rendering of legal advicefor specific cases, and readers are responsible for obtaining such advice from theirown legal counsel. This book and any forms and agreements herein are intendedfor educational and informational purposes only.
@2007 Donald A. Tortorice. All rights reserved. No part of this publicationmay be reproduced, stored in a retrieval system, or transmitted in any form orby any means, electronic, mechanical, photocopying, recording, or otherwise,Without the prior written permission of the publisher. For permission contactthe ABA Copyrights 8: Contracts Department, [email protected] or via faxat (312) 988-6030.
0908070605 54321
Library of Congress Cataloging-in-Publication Data
Tortorice, Donald A.The modern rules of order.—3d ed.
Library of Congress Catalogir1g-in~Publication Data is on file.
ISBN 10: 1-59031-792-0ISBN 13: 978-1-59031-792-1
Discounts are available for books ordered in bulk. Special consideration is givento state bars, CLE programs, and other bar-related organizations. Inquire at BookPublishing, ABA Publishing, American Bar Association, 321 North Clark Street,Chicago, Illinois 60610.
www.ababooks.org
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The Modern Rules of Order
MotionInterrupt
a Speaker?Second
Requned?
Chart of Motion Practice
MeetingConduct Motions:
Debatable?Vote
Amendable? Required?
Point of Privilege yes no
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no no none
To Appeal no yes
no no none
To Recess no yes
yes no majority
Disposition Motions:
yes yes majority
To Withdraw yes no
To Postpone Consideration no yes
no no none
yes yes majority
To Refer no yes yes yes majority
To Amend no yes
To Limit, Extendor Close Debate
To Count the Vote
no
no
yes
yes
yes yes majority
yes yes 2/3
Main Motions:
no no none
To Take Action,To Reconsider, or To Elect no yes yes yes
majority unlessotherwise required
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47
ntroduction
The essential purpose of parliamentary rules for a businessmeeting is to provide a framework of established proceduresfor the orderly and fair conduct of the meeting’s business.Procedural rules were never meant to interfere with sub-stantive deliberations of the meeting. They were designed toprovide an accepted and understandable format for timelyconsideration and resolution of the meeting’s issues.
All too frequently, however, the adoption of “traditionalparliamentary rules” leads to confusion, disagreement, anddisruption when it becomes apparent that the Chair of a meet-ing is not familiar with the complex procedures required bytraditional rules. This is not surprising because traditionalrules were tailored to formally structured parliamentarydebate. It is significant to note that Clarence Cannon, formerParliamentarian of the US. House of Representatives, statedthat complex rules of order are not appropriate for smallassemblies or business meetings:
These rules of Parliament and Congress are designed forbicameral bodies, generally with paid memberships,meeting in continuous session, requiring a majority for aquorum, and delegating their duties largely to commit-tees. Their special requirements . . . have produced high-ly complex: and remarkably efficient systems of rulespeculiar to their bodies, but which are, as a whole, unsuit-ed to the needs of the ordinary assembly.
xiii
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Rules 1 and 2 are mandatory; the remaining rules serve asguidance to the Chair and are subject to Rules 1 and 2
Rule 1Role of the ChairAuthority for conduct of the meeting is assigned to theChair, who shall be responsible for timely, fair and reason-able conduct of the meetings business. Decisions of theChair are final on questions of procedure, except that anyruling can be appealed to a vote of the meeting. Ifa rulinof the Chair is corrected by the meeting, the Chair shaliDramend its ruling to reflect the will of the meeting.
RuleBThe Rules and Governing LawThe rules of conduct of the meeting are subordinate tobylaws of the organization, which are subordinate to thearticles (or charter) and to prevailing state or federal law.
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The Modern Rules of Order
Rule 3
The AgendaThe Chair shall be responsible for establishing the order ofbusiness, or agenda, in consultation with the Secretary, andshall ensure that the order of business is posted or circulat—ed as required by the bylaws, articles or law.
Rule 4Convening the MeetingThe Chair shall be responsible for ascertaining and announc-ing the presence of a quorum and the due convening of themeeting.
Rule 5Special OfficersThe Chair shall have authority to appoint a Special Chair toconduct the meeting, a Special Secretary to record minutes,or other special officers for the purpose of assisting in con—duct of the meeting. The Special Chair or other speciallyappointed officers shall serve under the authority of and besubject to direction of the elected Chair. A Special Secretaryshall also serve under supervision of the elected Secretary.
Rule 6Approval of Minutes andReports as SubmittedBy announcement of the Chair, unless an objection is raised,previously circulated minutes of meetings and reports not
Rules of Order
requiring action may be approved as submitted. If an objec-tion is made, approval shall be presented in the form of amotion.
Rule 7
General DiscussionIssues that require consideration of the meeting may be dis-cussed with or without formal motion. An issue may beresolved by recording (a) the general consensus or “sense ofthe meeting,” or (b) by a formal motion.
Rule 8
General Principles forDiscussion or DebateDiscussion of any issue is subject to regulation by the Chairto assure adequate consideration of relevant points ofView inthe best interests of the organization. The objectives of dis-cussion are to:(a) determine the will of the body and to articulate decisions
for conduct of business;Cb) assure sufficient discussion and consideration of issues
so that all pertinent points of view are considered;(c) maintain at all times the dignity of the meeting so that
each recognized speaker’s views are made known to vot~ing participants and to ensure that appropriate respect isaccorded all members; and
((1) present the consideration of business in a manner under-stood by all participants.
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Rule 9General Consensus orSense of the MeetingWhen the meeting participants embrace a course of action bya clear consensus, the Chair may, if there is no objection,state that action upon the issue is resolved by “general con-sensus” or the “sense of the meeting.” A ruling as to generalconsensus or the sense of the meeting shall be recorded inthe minutes as the decision of the meeting. The Chair mayalso announce that, without objection, a matter may berecorded as the unanimous action of the meeting.
Rule 10
Use of Motion PracticeWhere a sense of the meeting cannot be determined with rea-sonable certainty (as discussed in Rule 9), or Where by rea—son of importance of the matter formal approval or a countof the votes is desired, the Chair or any member may statethe proposal as a motion under Rules 11 and 12.
Rule 11Motion PracticeThe rules of motion practice shall be applied as a guide to theChair in disposition of formal motions, which are resolved bya vote of the meeting.
' Rules of Order
Rule 12Motion Practice and PrecedenceUnder these Rules, motions should be limited to those setforth below. They are grouped into three categories and list-ed in order of precedence:(a) when any motion is pending, any motion listed above it in
the list is in order, but those below it are out of order;(b) Where a required vote is stated, reference is made to
those present; and(c) voting or, in situations such as stockholders meetings
Where participants may have more than one vote, refer-ence is to the number of votes cast.
Meeting Conduct Motions1. Point of Privilege
Characteristics.-- May interrupt a speaker- Second not required0 Not debatable- Not amendable- Resolved by the Chair, no vote is required
2. Point of ProcedureCharacteflstz‘cs:0 May interrupt a speaker0 Second not required0 Not debatable- Not amendable- Resolved by the Chair, no vote is required
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The Modern Rules of Order
Similar Motions Included: Point of order, point ofinquiry
3. To Appeal a Ruling of the ChairCharacteristics:
May not interrupt a speakerSecond requiredDebatableNot amendableMajority vote required
Special Note: If a ruling of the Chair is based ongoverning law (e.g., not a proper subject of the meetingor a matter requiring prior notice), it is not appealable.
4. To Recess the MeetingCharacteristics:
May not interrupt a speakerSecond requiredDebatableAmendableMajority vote required
Disposition Motions1. To Withdraw a Motion
Characteristics:May interrupt a speaker
Second not requiredNot debatableNot amendableResolved by the Chair, no vote is required
Rules of Order
2. To Postpone ConsiderationCharacteristics:- May not interrupt a speaker- Second required. Debatable0 Amendable0 Majority vote requiredSimilar Motion Included: To table; to postponeindefinitely
. To ReferCharacteristics:- May not interrupt a speaker- Second required- Debatable- Amendable- Majority vote required
4. To AmendCharacteristics:- May not interrupt a speaker- Second required- Debatable' Amendable- Majority vote required
5. To Limit, Extend or Close DebateCharacteristics:0 May not interrupt a speaker- Second required- Debatable
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51
The Modern Rules of Order '
- Amendable0 Two—thirds vote requiredSimilar Motions Included: To move the question;to call the previous question
6. To Count the VoteCharacteristics.-- May not interrupt a speaker- Second required0 Not debatable- Not amendable0 Mandatory when seconded, no vote required
Similar Motions Included: To divide the assembly
Main Motions—To Take Actionor Reconsider Action Taken
Characteristics:0 May not interrupt a speaker- Second required
DebatableAmendableMajority vote required unless a greater vote isprescribed by the bylaws, articles or law
Rule 13ElectionsElections are initiated by the process of nomination set forthin the bylaws, charter or prevailing law. If more than one can-didate is nominated to any office, reasonable discussion
Rules of Order
should be allowed as to the fitness of candidates to serve.For particular offices, a majority vote is required; however,the directors are chosen by plurality vote (unless otherwiseprescribed in the bylaws, charter or governing law).
Rule 14AdjournmentUpon completion of-the meeting’s agenda, if no further busi~ness is indicated, the Chair shall adjourn the meeting.Adjournment may be accomplished by motion or announce-ment of the Chair. A motion to adjourn prior to completion ofthe agenda is out of order.
Rule 15MinutesMinutes of the meeting shall be recorded by or under super-vision of the Secretary and be submitted for approval at asubsequent meeting. In the absence of the Secretary, theChair shall appoint a Special Secretary of the meeting.
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52
53
A Brief History of Intellectual and Developmental Disabilitiesand the Beginning of The Arc
The year 1552 BC. marks the first recorded reference to intellectual disabilities
Before Christianity began, persons with lDD were abused, neglected, and hid away but onlyif they were fortunate to survive as an infant.
By the fourth century A.D., the rise of Christianity led to more humane practices towardpersons with disabilities. The practice of killing children ceased. St. Paul directed Christians to"comfort the feeble—minded”.
The Middle Ages was a time dominated by the idea of God. The notion that people withdisabilities were "Children of a Caring God" and was prevalent as reflected in the writings ofthe Koran and Confucius,
During the time of The Crusades, cages became common in town centers to "keep peoplewith disabilities out of trouble." They served as entertainment for townspeople.
The Renaissance was an intellectual and cultural movement that began in Italy in the 13003and spread throughout Northern Europe. Successful efforts to educate persons who were blindand deaf encouraged an interest in educating persons with other disabilities.
The 19th century brought a call to return to nature and celebrate the worth of the individual.The poets praised the restorative potential (clean air, fresh water, open spaces) of living asimple rural life. This rationale justified locating institutions in the countryside. Training schoolswere considered an educational success, offering hOpe to many families with children withdisabilities. With proper training, it was believed; many persons with disabilities could beeducated and returned to the community and lead productive lives. Optimism resulted in anincrease in the number of institutions. We could "make the deviant undeviant" -— we couldchange them to fit better into our world.
Unfortunately, through the later 1800’s pupils became "inmates”. While the number oftraining schools increased, the commitment to training did not. The schools quickly becameasylums, providing custodial care for an increasing number of individuals with IDD. Asenrollment increased, the commitment to education was largely abandoned.
Overcrowding of institutions worsened as the 20th century proceeded. One forth the costof keeping an animal in a 200 was spent on individuals living in an institution. People couldspend their entire day in one room and often slept on the floor. Some were able to sleep inbumper to bumper beds and cribs in large rooms. 100 people, some naked, could share oneroom, all day with nothing to do but sit and rock in their own feces. Many died of phuemoniafrom being force fed, pureed food too quickly, because of lack of staffing. Those who protestedwere tied up with strait jackets, shocked with cattle prods or put on strong medications.Persons with particular disabilities were reportedly tied to their cribs or placed in coffin—likeboxes to control their movements. Some lived and died there with nothing but a number ontheir grave.
The first quarter of the 20th century saw the rise and consequences of the EugenicsMovement, which advocated” the science of the improvement of the human race by betterbreeding." So-called "feeblemindedness" was thought to be hereditary, and was eventuallyblamed for most of society's burdens. Proponents of eugenics, many of whom were doctors,advocated sterilization of persons with disabilities. They believed that if people with disabilities
54
.cpwuucw, Lucy vvuuru CVUHLUdIIy turn me numan specres. Socral DanNinism and societalorder was governed by the "survival of the fittest." This belief helped to justify forcedsterilizations, marriage restrictions, and the warehousing of individuals with disabilities ininstitutions. These ideas were expanded in Hitler’s Germany.
During World War II, men who refused to go to war because of religious beliefs were assignecto Civilian Public Service jobs. These conscientious objectors, such as Quakers andMennonites, worked in mental hospitals and state schools, such as Pennhurst. They tended tcbe well—educated young men and encountered many disturbing things which they wrote aboutimmediately after the war. Newspapers around the country picked up these stories. Therewere a lot of horrors, and it was very difficult to not take them seriously.During the late 1940s and early 19503, there was a reawakening of hope and possibilities fopersons with disabilities. A number of prominent Americans acknowledged that they hadchildren with severe intellectual disabilities and celebrated the value of those childrens’ lives.This came in sharp contrast to previous generations in which families were embarrassed byand often hid their children with lDD. One of the most famous parents to come forward wasPearl Buck, the best— selling author of The Good Earth.By the 1950’s many parents began to feel that something needed to be done to improve theirchildren's lives and the conditions in which they lived. Institutions needed upgrading andbasic services needed to be developed. Gunner Dybwad stated: "These parents got angrierand angrier. They began to attend the meetings—-some of them, a very small group—- of theAmerican Association of Mental Deficiency. This was the professional organization of socialworkers, educators, and doctors interested in people with developmental problems. _Some in that organization said, 'Oh, that's fine. Let these parents join with us as an auxiliary.They can raise money for us.‘ Elizabeth Boggs, who happened to be the incoming president ofthe American Association of Mental Deficiency said, "Absolutely not! These parents shouldhave their own voice. They should be an independent organization." So, small little groups ofparents and concerned individuals who were beginning to agitate, came together.In 1950, in Minneapolis, The National Association of Parents and Friends of RetardedChildren was created.In 1953, the organization incorporated and became The National Association for RetardedChildren, “NARC”. Dale Evans and Roy Rogers had a child with Down syndrome whom theyloved and kept at home for two years, until she died of mumps and encephalitis. Dale wrote abook titled Angel Aware and gave the entire proceeds of her book, over forty thousand dollarsto NARC in 1954 which allowed the organization to establish its first national office in NewYork City.In 1969, The Public Policy Office opened in Washington DC.In 1970, “NARC” relocated to Arlington TX (close to the center of the USA)In 1973, the organization changed its name to The National Association for RetardedCitizens.In 1981 to The Association for Retarded Citizens of the United States.The most recent change was in 1992, becoming The Arc of the United States, droppingthe word “retarded".In 1999, The Arc relocated to Silver Spring MD and last year moved to Washington DC,sharing the same building with the Public Policy Office.
Because of leaders like you, The Arc has become the world’s largest community basedorganization of and for people with intellectual and developmental disabilities. Slowly but steadily,over the past 60 years, The ARC has pushed the envelope of possibility. History has shown that thependulum has swung back and forth for the quality of life for persons with lDD. It is gur responsibilityto assure that it only moves fonlvard. We look forward to the day when The Arc is not needed anddies of fruition. Until that day, we must remain vigilant, stand united, and remain “the world’s largestcommunity based organization of and for people with intellectual and developmental disabilities”.
Ianet Albert-Herman 6/26/2010 Board Member Orientation for The Arc ofPennsylvania55
How to Refer to The Arc, its Chapters, and Constituents
Always keep “The” and “Arc” together as a single name. We are “The Arc,” notan “Arc.” Therefore, affiliated chapters are not “Arcs,” they are “chapters of TheArc” or “The Arc’s chapters.” Other examples of appropriate use: *The Arc’smembers or members ofThe Arc * The Arc’s Board ofDirectors * The Arc ofthe United States * The Arc ofPennsylvania * The Arc ofthe United StatesGovernmental Affairs Office. - '
Always capitalize “T” in “The Arc.” Never capitalize “ARC” when referring tothe state or the national organization. Never use “The ARC.”
When describing The Arc, use a descriptive sentence, not the old acronym. Forexample, “The Arc is the oldest and largest disability organization advocating forpersons with intellectual and developmental disabilities in the world.” Do not say“formally, the Association for Retarded Citizens.” Ifyou tell a reporter that mostpeople know us as “the Association for Retarded Citizens,” then that reporter isgoing to” use that description in his/her reporting.
The prOper term for The Arc’ 5 national organization is The Arc of the UnitedStates, not “Arc National,” or “National,” or “Arc US.”
The pr0per term for The State’s association is “The Arc ofPennsylvania,” not “theState Arc.” or “Arc PA.”
Always use people first language. Never refer to our constituents asretarded, disabled, handicapped, wheelchair bound, the mentally retarded, etc. Asa general rule, don’t use the word “retarded” at all. Also, only refer to a person’sdisability when necessary or relevant. Examples: * people with mentalretardation * people with intellectual and developmental disabilities * personwith Down syndrome * people who need supports and services * person whouses a wheelchair.
As acceptable terminology continues to evolve, The Arc responds to the voices ofthe constituents. Our mission contains the phrase “people with intellectual anddevelopmental disabilities,” but we continue to use the term “mental retardation”when no other suitable substitute is appropriate, e.g., in some public policydocuments.
56
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59
The Arc Susquehanna Valley — Provider Self-Assessment
Self—Assessment # 16 — Retention of DocumentsLocated in the Board and Administration Handbook
THE ARC SUSQUEHANNA VALLEY DOCUMENT RETENTION & DESTRUCTION POLICY
The Arc Susquehanna Valley (The Arc) recognizes that its corporate records are important assets. Assuch, The Arc hereby adopts a policy of Document Retention that establishes criteria consistent with allrequirements of government agencies and all funding entities. Documents will be stored according tothe length required by applicable entities unless longer retention is necessary for historical reference orto comply with contractual or legal requirements and, if appropriate, destroyed upon completion of therequired time period. Privacy will be maintained for document storage as required by applicable body.
Records and documents outlined in this policy include paper, electronic files (including e—mails and*voicemails) records regardless of where the document is stored, including network servers, desktop orlaptop computers and handheld computers and other wireless devices with text messaging capabilities.electronic documents and records will be retained as if they were paper documents. Therefore, anyelectronic files, including records of donations made online, that fall into one of the document types inthe attached schedule will be maintained for the appropriate amount time. If a user has sufficientreason to keep an e—mail message, the message should be printed in hard copy and kept in theappropriate file or moved to an ”archive” computer file folder. Backup and recovery methods will betested on a regular basis.
The Arc will maintain a detailed list of procedures and requirements as part of this policy. This Policystatement will be reviewed by each employee and all employees will be required to sign the statementto verify their understanding of The Arc’s Document Retention and Destruction Policy and procedures.
An employee of The Arc shall not knowingly destroy a document with the intent to obstruct or influenceon investigation or proper administration of any matter within the jurisdiction of such matter or case. Ifan official investigation is underway or even suspected, document purging must stop in order to avoidcriminal obstruction.
In order to eliminate accidental or innocent destruction, The Arc has developed document retentionrequirements as indicated in the Records Retention Schedule.
This policy is applicable to documents and records created or available on or before its effective date,but it is hereby acknowledged that volunteers or staff cannot be held accountable for documents andrecords never created, missing, or destroyed prior to the effective date of this policy.
*Please note: important voicemails may be transferred to case notes and voicemail deleted, but onlyafter the communication has been made an accurate part of another documentation.
31|Page
60
61
The Arc Susquehanna Valley — Provider Self-Assessment
The Arc Susquehanna Valley Records Retention Schedule
Minimum Requirement Category Type of Document2 Years A=Accounting Bank Reconciliations2 Years A=Accounting Duplicate Deposit Slips3 Years A=Accounting Bank Statements3 Years A=Accounting Internal Audit Reports—J.V.,
Highlights, Backup to PayrollEntry
7 Years A=Accounting Accounts Payable Ledgers andSchedules
7 Years A=Accounting Cash Receipts7 Years A=Accounting Donations and Funded Grants7 Years A=Accounting Expense Analysis/expense
distribution schedules7 Years A=Accounting Inventories of products,
materials, and supplies7 Years A=Accounting Invoices (to customers, from
vendors)7 Years A=Accounting Payroll Records and Summaries7 Years A=Accounting Timesheets7 Years A=Accounting With holds Tax Statements7 Years A=Accounting Accts/Rec. Billing/Pay. Ledgers
& Schedules
Permanent A=Accounting Audit Reports
Permanent A=Accounting Checks (for important paymentsand purchases)
Permanent A=Accounting Depreciation Schedules
Permanent A=Accounting Year End Financial Statements
Permanent A=Accounting Tax Returns and worksheets
2 Years O=Other Correspondence (general)
2 Years O=Other Correspondence (withcustomers and vendors)
3 Years O=Other Employment Applications
3 Years O=Other Insurance Policies (Expired)
5 Years O=Other Client Records
7 Years O=Other Contracts, Mortgages, Notesand Leases (expired)
32|Page
62
The Arc Susquehanna Valley — Provider Self-Assessment
Minimum Requirement Category Type of Document
7 Years O=Other Grants Reports
7 Years O=Other Personnel Files (terminatedemployees)
Permanent O=Other Contracts (still in effect)
Permanent O=Other Correspondence (legal andimportant matters)
Permanent O=Other Deeds, mortgages, and bills ofsale
Permanent O=Other Ins. Records, current accidentreports, policies, Claims
Permanent O=Other Board Minute books, by lawsand charter
Permanent O=Other Patents and related papers
Permanent O=Other Retirement and pension records
Permanent O=Other Trademark registrations andcopyrights
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I have received this Handbook and have read and understood the contents
Print Name:
Signature: Date:
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