WOMEN’S COMMUNITY FUNDPolicies and Procedures

The mission of the Women’s Community Fund (WCF) is to provide an avenue for local women to engage in philanthropy. This will create a new pool of money for projects that will benefit the citizens in the Newton, Kansas area.

WCF is managed by Central Kansas Community Foundation (CKCF), formerly Greater Newton Community Foundation (GNCF), as a donor advised fund. Monies collected from members will be deposited into the Foundation account. The Foundation will charge a reasonable annual fee for administrative and clerical services provided. This amount may be divided among members as a small additional fee added to their donation.

Membership Levels and Fees

Premiere MembershipIn 2013, the Premiere Membership level of $1,000 + was introduced. This level of giving qualifies the member to receive a distinctive award winning, symbolic gift. At the 2013 Annual Meeting, the $475 additional donation above $525 was voted to be directed into the Jan Elizabeth Saab Women’s Community Fund Endowment in 2014. This member established endowment is a testament to this member as well as a shift in the memberships’ culture in recognizing permanent endowment benefits for the long term sustainability of the Women’s Community Fund. Going forward, Premiere Members will be provided the option of directing the endowment portion of their Premiere Membership to a Women’s Community Fund Endowment of their choosing. Contact CKCF staff for a list of current Endowment options. Twenty-five dollars of this membership level is directed to administrative support. The tax deductibility of this membership level is dependent on member choice. If they choose to receive the annual gift, the allowable amount for tax deduction will be less the value of the gift received. A member may also choose to contribute the $1,000 + Premiere Membership level and add the value of the gift on to their contribution to allow the full $1,000 + donation to be tax deductible or they may also choose to waive the gift option.

Full and Junior MembershipEach year a letter goes out in early February to all members and prospective members advising them that their $525 Full Membership or $300 Junior Membership (40 years old or younger) donation is requested no later than September 1 of that year. The entire tax deductible donation, except for $25.00 of these membership levels, goes directly toward grants to local charities. Less than four percent of your gift helps support the administration of this charitable fund.

Contributing MembershipContributing Members may donate at any lesser level for the good of the WCF; however they will not have voting or committee rights. Members will be provided the option of directing the donation to the Women’s Community Fund Expendable Fund or to a Women’s Community Fund Endowment of their choosing.

In Memory Memberships and ContributionsFamily members and/or friends may elect to continue a WCF Membership each year for any current or former WCF Member who has passed. A section is included for giving in memory of a WCF Member on the brochure. An In Memory section is included on the annual letterhead and as able in press releases and other communications to recognize In Memory Members. In Memory Members will be recognized with Full Member benefits according to giving levels noted above in Membership Levels and Fees. Additionally, families or friends can contact the Foundation to explore the establishment of a legacy fund in their loved ones name for the benefit of the Women’s Community Fund.

Each year members are responsible for helping the WCF Membership be aware of those current and/or past members who have passed to be included as In Memory Members.

All members and contributors may indicate a single or an additional contribution amount to any or all Endowment’s in addition to their membership contribution.

Checks will be made out to WCF/CKCF and sent to the Central Kansas Community Foundation. Donations are generally tax deductible; it is however, always advised to check with your tax professional regarding charitable contributions.

Membership Benefits

A year’s Premiere, Full, or Junior Membership commitment to the WCF includes:$1,000 + Premiere Membership, $525 Full Membership, or $300 Junior Membership donation by September 1; any funds received after to be held for following giving year;Invitation to the Annual Meeting and a vote on grantee recommendations in person or according to absentee guidelines;Opportunity to serve on the Advisory Committee and/or Grants Committee.

WCF Friends

Each year the Advisory Committee will have the option to recognize WCF Friends. WCF Friends are those who have been involved in helping grow the WCF. These individuals will be provided an invitation to the Annual Meeting for recognition; however, they will not have voting or committee rights.

Voting and Quorum

WCF Premiere, Full, and Junior Members will sign confidentiality policies and conflict of interest forms prior to receipt of the grant applications. In the event that a WCF Member is unable to attend the Annual Meeting, votes for grantee recommendations can be communicated as follows:

By electronic submission;By email to the Advisory Committee Chair or a CKCF Staff Member;By mail to the Central Kansas Community Foundation;By fax to CKCF (316) 283-5489;By phone to the Advisory Committee Chair or CKCF Staff Member (316) 283-5474.

Quorum will be present at the Annual Meeting when majority of total WCF Members in attendance satisfies approval. All in attendance will sign confidentiality policies.

Media and Membership Recruitment

All members are encouraged to recruit new members and “spread the word” about the WCF and its mission in the community.

CKCF staff will assist Advisory Committee with distribution of advertising of membership recruitment events and press releases for yearly membership drive, opening of grant cycle, announcement of final grant recipients, and awards ceremony.

Grants

Grants will be available to any 501(c)(3) or equivalent tax exempt organization in the Harvey County area. Management of the agency or organization should be in the hands of reliable, ethical, and experienced personnel and the project should demonstrate a reasonable degree of achieving results and/or supporting rationale to warrant taking a risk. The WCF is unrestricted. That is, funds can be directed for capitol and/or operating budgets. All fields of interest are eligible for consideration. The Women’s Community Fund is designed to support requests that embody urgency or immediacy and address a critical need; excitement because it is a bold new venture; and/or creativity in providing new solutions to age-old problems. WCF Members are encouraged to bring worthy projects to the attention of the Grants Committee.

Grant applications will be available on the CKCF website from approximately July 15 through September 1. The online application is encouraged however word doc. versions will be available for applicants to complete and submit by email, U.S. Postal Service, or fax. Disbursements are made in November.

Deadline for Follow-Up Reports from grant recipients will be May 15th of each year. Beginning 2013, applicants who were funded the prior year must confirm submission of a Follow-Up Report for their prior year project. If they did not submit, their Follow-Up Report for the prior year must accompany their new application to be considered eligible for the current year of funding.

WCF Advisory Committee Responsibilities

The Advisory Committee consists of three WCF Members who will serve rotating three year terms. The committee will be organized on a rotating basis. Each year, one member will rotate off the committee after serving their three year term, one member will remain on for their second year term, and one member will remain on for their third year term. One new member will be selected from those individuals wishing to participate on this committee. Members may serve consecutive terms if there are no other WCF Members wanting to fill committee vacancy. At the Annual Meeting, one Advisory Committee Member will be selected. Each year, the third year Advisory Committee Member will serve as Chair for the committee. Members of the Advisory Committee will work closely with CKCF staff to see that the WCF timeline is followed. CKCF staff will contact the Advisory Committee Chair in early January to re-evaluate the timeline and documents. The Advisory Committee Chair, with the help of the committee, will review WCF correspondence and make changes as needed. The Advisory Committee will organize efforts to recruit new members to Women’s Community Fund. The committee will seek the help of current members to help identify prospects. The Advisory Committee Chair will be in touch with the Grants Committee to be sure that the grants process stays on schedule.

The Annual Meeting, held on a Thursday of October, is organized by the Advisory Committee. The committee will secure the location, arrange for refreshments, and plan the agenda. CKCF staff will assist by sending out invitations to the membership and preparing any handouts for the meeting.The Chair of the Advisory Committee is responsible for updating the WCF handbook and transferring it to her successor by December 1st.

WCF Grants Committee Responsibilities

The Grants Committee consists of six WCF Members who will serve two year terms. The committee will be organized on a rotating basis. Each year, three members will rotate off the committee after serving their two year term and three members will remain on for their second year. Three new members will be selected from those individuals wishing to participate on this committee. Members may serve consecutive terms if there are no other WCF Members wanting to fill committee vacancies. At the Annual Meeting, the Grants Committee will be selected and a Chair chosen from those members serving their second year. The Grants Committee assists CKCF staff in distributing grant applications to local charities.Members of the Grants Committee are responsible in making sure the applying agencies and/or organizations are eligible for consideration for a grant from the WCF. See Grants above. As soon after the closing of the application, CKCF Staff will create access to all applications to the Grants Committee either via an online instrument or hard copies.The Grants Committee meets on the third week of September to review the applications received and submit a ballot of finalists to be voted on by the WCF Premiere, Full, and Junior Members at the Annual Meeting in October.The Grants Committee will sign confidentiality policies and conflict of interest forms prior to receipt of the applications. Members of the committee will abstain from voting for projects whenever there is a conflict of interest caused by that members’ personal involvement with an organization being considered for a grant. They may participate in other reviews. Depending on circumstance some members may choose to abstain from entire process.Final grant recipients are announced each November. The Grants Committee must be aware of and schedule final disbursements around the meeting dates of the Executive Committee of the CKCF Board of Trustees. Because the WCF is a donor advised fund, these boards must approve all grants before they can be awarded. CKCF will keep an ongoing record of all grant recipients.

Revisions to Policies and Procedures

Annual review of the WCF Policies and Procedures will be led by the Advisory Committee. Recommendations, including revisions will be circulated to membership for review. If circulation occurs after the Annual Meeting, recommendations will be presented by the Advisory Committee with a member vote going before the WCF Members at the next Annual Meeting before taking affect. An electronic vote may be incorporated if the revision will have significant impact on how the WCF campaign for membership is managed in the upcoming year.

WOMEN’S COMMUNITY FUND(Donations accepted for yearly membership from December to September)

DECEMBER1st Week

Begin accepting WCF donations. CKCF staff verifies that the WCF Handbook was transferred from previous Advisory Committee

Chair.

JANUARY2nd Week

CKCF staff contacts WCF Advisory Committee Chair to review Yearly Timeline and documents for the year including Policies and Procedures.

o CKCF staff updates the WCF Brochure for current year’s release.

FEBRUARY1st Week

WCF Advisory Committee and CKCF staff meet to go over letter and brochure revisions. Send email with final drafts to WCF Advisory Committee for approval before printing.

2nd Week Print WCF Thank You Cards. Give to WCF Advisory Committee with envelopes and stamps. Send Membership Press Release to The Newton Kansan regarding WCF membership.

3rd Week Send out Membership Renewal Letter to members and Prospective Membership Letter to

prospective members with updated WCF Brochure (letter, brochure, envelope, stamp).o WCF Advisory Committee signatures inserted into letters. WCF Advisory Committee

are given Prospective Membership Letters to write personal note and mail. o CKCF staff keeps track of donations paid and prospective members using Membership

Renew and Prospective Roster. A copy of the spreadsheet is sent to the WCF Advisory Committee for follow-up purposes.

o As donations come into CKCF office, CKCF staff sends weekly email including names and membership level to WCF Advisory Committee to write thank you notes. (They will use the above sent Membership Renew and Prospective Roster to access addresses.)

4th Week WCF Advisory Committee and CKCF staff meet to go over Girls Night Out option.

o Check community schedule for conflicts.o Schedule Girls Night Out with the Old Mill Building Manager – ART.

Assign promotional duties to WCF members involved in other committees.

MARCH3rd Week

WCF Advisory Committee and CKCF staff meet.o Approve Girls Night Out event postcard invite.o Assign duties for Girls Night Out event.

Send WCF Girls Night Out Event Ad for insert in Newton Chamber of Commerce newsletter.4th Week

Send charities Charity Invite Letter (to all past grant recipients). Send WCF Girls Night Out Event Postcard Invite to past members and prospective members.

APRIL3rd Week

Send First Girls Night Out Press Release to The Newton Kansan about the WCF Girls Night Out.

WCF Advisory Committee and CKCF staff meet to finalize event plans.

MAY1st Week

Girls Night Outo Old Mill Conference Room at 6:30 p.m.

2nd Week Send Second Girls Night Out Press Release to The Newton Kansan regarding event including

picture.o Get Photo Consents for pictures.

Send Publicity Package from Girls Night Out (press release, photos, photo explanation sheet) to Splurge and Women’s Focus

o Get Photo Consents for pictures.

JULY1st Week

Send Membership Renew and Prospective Roster to WCF Advisory Committee for them to call past members who have not renewed.

2nd Week Send out Grant Notification (Grant Application Cover Letter, Grant Application, Grant

Information Sheet, Grant FAQ) to local charities in CKCF database. Send First Grant Press Release to The Newton Kansan regarding grant. Send Members Grant Notification to WCF members notifying them of grant.

AUGUST1st Week

New Member Letter and Policies and Procedures sent to all new members of the WCF. 3rd Week

Send Second Grant Press Release to The Newton Kansan regarding grant.4th Week

CKCF office sends WCF members Annual Meeting SAVE THE DATE. Grant application deadline.

SEPTEMBER1st

Membership payments due.1st Week

Send email to WCF Grants Committee inquiring of date and time for meeting. (Suggest the 3rd Friday, but if too many conflicts, reschedule to a time that fits WCF Grants Committee.)

Contact WCF Premiere Members to inform them of symbolic gift. Symbolic Gift ordered for WCF Premiere Members to wear as promotional pieces.

2nd Week Send Confidentiality Policy and Conflict of Interest Forms to WCF Grants Committee. (Forms

must be signed before receiving completed grant applications.) Send copies of all Completed Grant Applications to all WCF Grants Committee members with

Grants Committee Meeting Reminder, List of Applications Received, and Grant Application Review Sheet.

3rd Week WCF Grants Committee meeting.

o To be attended by WCF Grants Committee and CKCF staff.o Choose preliminary grant applications for review at Annual Meeting.o Schedule the Grant Award Ceremony with the Old Mill Building Manager – ART.

4th WeekCKCF office creates Grants Committee Recommendation Summary for WCF files.

OCTOBER1st Week

Send Confidentiality Policy and Conflict of Interest Forms to WCF Premiere, Full, and Junior Members. (Forms must be signed before receiving completed grant applications.)

Send WCF Premiere, Full, and Junior Members Invitation to Annual Meeting, Grants Committee Recommendation Summary, Selection Ballot, and Prospective Member Recommendation Sheet, along with any additional agenda information that the WCF Advisory Committee wishes to include.

CKCF office sends WCF Contributing Members and Friends Invitation to Annual Meeting. Receive symbolic gift for WCF Premiere Members to wear as promotional pieces.

3rd Tuesday Send Annual Meeting Email Reminder to those WCF Members who have email addresses on

file. (Reminder is typed into body of email, not attached to it.)3rd Thursday

WCF Annual Meeting to vote on final grant recipients.o Old Mill Conference Room. o Social begins at 6:30 p.m. o Meeting at 7:00 p.m.o To be attended by all WCF Members and CKCF Staff.o CKCF Office Manager takes minutes and CKCF Program Director provides Ballot Tally.

4th Monday CKCF Staff present WCF Grant Recommendations to Executive Committee of CKCF Board of

Trustees.4th Week

Send grant recipients letter with date/time/location of Grant Award Ceremony (Full Grant Letter or Partial Grant Letter).

Send Non-Recipients Regret Letter.

NOVEMBER1st Week

Send WCF Member Grant Award Ceremony Reminder and October Meeting Minutes to all WCF Members.

Send Grant Recipient Grant Award Ceremony Reminder to all grant recipients. Send First Grant Award Ceremony Press Release to The Newton Kansan regarding Grant

Award Ceremony.2nd Thursday

Grant Award Ceremony.o Old Mill Conference Room at 4:30 p.m.

3rd Week Send Second Grant Award Ceremony Press Release to The Newton Kansan regarding

ceremony including picture. o Get Photo Consents for pictures.