A) Conflict of Interest Policy
The Virginia College Fund
The purpose of the following policy and procedures is to complement The Virginia College Fund bylaws to prevent the personal interest of staff members, board members, and volunteers from interfering with the performance of their duties to, or result in personal financial, professional, or political gain on the part of such persons at the expense of The Virginia College Fund or its Members, supporters, and other stakeholders. This policy shall be effective as of October 20, 2009.
Definitions: Conflict of Interest (also Conflict) means a conflict, or the appearance of a conflict, between the private interests and official responsibilities of a person in a position of trust. Persons in a position of trust include staff members, officers, and board members of The Virginia College Fund. Board means the Board of Directors. Officer means an officer of the Board of Directors. Volunteer means a person – other than a board member – who does not receive compensation for services and expertise provided to The Virginia College Fund and retains a significant independent decision-making authority to commit resources of the organization. Staff Member means a person who receives all or part of her/his income from the payroll of The Virginia College Fund. Supporter means corporations, foundations, individuals, 501(c)(3) nonprofits, and other nonprofit organizations who contribute to The Virginia College Fund.
POLICY AND PRACTICES
1. Full disclosure, by notice in writing, shall be made by the interested parties to the full Board of Directors in all conflicts of interest, including but not limited to the following:
a. A board member is related to another board member or staff member by blood, marriage, or domestic partnership.
b. A staff member in a supervisory capacity is related to another staff member whom she/he supervises.
c. A board member or their organization stands to benefit from a transaction or staff member of such organization receives payment from for any subcontract, goods, or services other than as part of her/his regular job responsibilities or as reimbursement for reasonable expenses incurred as provided in the bylaws and board policy.
d. A board member's organization receives grant funding from The Virginia College Fund.
e. A board member or staff member is a member of the governing body of a contributor to The Virginia College Fund.
f. A volunteer working on behalf of The Virginia College Fund who meets any of the situations or criteria listed above.
2. Following full disclosure of a possible conflict of interest or any condition listed above, the Board of Directors shall determine whether a conflict of interest exists and, if so the Board shall vote to authorize or reject the transaction or take any other action deemed necessary to address the conflict and protect The Virginia College Fund’s best interests. Both votes shall be by a majority vote without counting the vote of any interested director, even if the disinterested directors are less than a quorum provided that at least one consenting director is disinterested.
3. A Board member or Committee member who is formally considering employment with The Virginia College Fund must take a temporary leave of absence until the position is filled. Such a leave will be taken within the Board member's elected term which will not be extended because of the leave. A Board member or Committee member who is formally considering employment with The Virginia College Fund must submit a written request for a temporary leave of absence to the Secretary of The Virginia College Fund Board, c/o the office, indicating the time period of the leave. The Secretary of The Virginia College Fund will inform the Chair of the Board of such a request. The Chair will bring the request to the Board for action. The request and any action taken shall be reflected in the official minutes of The Virginia College Fund Board meeting.
4. An interested Board member, officer, or staff member shall not participate in any discussion or debate of the Board of Directors, or of any committee or subcommittee thereof in which the subject of discussion is a contract, transaction, or situation in which there may be a perceived or actual conflict of interest. However, they may be present to provide clarifying information in such a discussion or debate unless objected to by any present board or committee member.
5. Anyone in a position to make decisions about spending ’s resources (i.e., transactions such as purchases contracts) – who also stands to benefit from that decision – has a duty to disclose that conflict as soon as it arises (or becomes apparent); she/he should not participate in any final decisions.
6. A copy of this policy shall be given to all Board members, staff members, volunteers or other key stakeholders upon commencement of such person's relationship with The Virginia College Fund or at the official adoption of stated policy. Each board member, officer, staff member, and volunteer shall sign and date the policy at the beginning of her/his term of service or employment and each year thereafter. Failure to sign does not nullify the policy.
7. This policy and disclosure form must be filed annually by all specified parties.
B) Privacy Statement
The Virginia College Fund
Thank you for visiting the Virginia College Fund Website. We appreciate the opportunity to interact with you on the Internet and are committed to protecting and safeguarding your privacy. The purpose of this Privacy Statement is to inform you about the types of information we might collect about you when you visit our Web site, how we may use that information, and whether we disclose that information to anyone.
What Information We Collect and How We Use It
Personally Identifiable Information is not collected on the www.thevcf.org Website.
Personally Identifiable Information: This refers to information that lets us know specifically who you are. In general, you visit our site without telling us who you are or revealing any Personally Identifiable Information.
Sharing Your Information
We do not sell, trade, rent, or otherwise retransmit any Personally Identifiable Information.
Links to Other Web Sites
Links to third-party Websites may be provided solely for your information and convenience, or to provide additional information for various other goods and services. If you use these links you will leave our site. This Privacy Statement does not cover the information practices of those Websites linked to our site, nor do we control their content or privacy policies. We suggest that you carefully review the privacy policies of each site you visit.
Changes to This Statement
Any updates or changes to the terms of this Privacy Statement will be posted here on www.thevcf.org and the date of the newest version posted below.
By using the Virginia College Fund Website, you acknowledge acceptance of this Privacy Statement in effect at the time of use.
Contact Us
If you have any concerns about our use of your information or about this Privacy Statement, please send an email to thevcf@thevcf.org. We will make every reasonable effort to address your concerns and remedy any problems you bring to our attention.
This Privacy Statement was last revised on October 15, 2009.
C) Virginia College Fund Board Approved Budget
The Virginia College Fund
Board Approved Budget For May 31, 2011
1. PERSONNEL
Salaries (Full-Time Employees) - $157,910.20
Hosp., Life & Disability Insurance - $31,210.23
Retirement - $9,528.02
Payroll Taxes - $12,921.90
* Bonuses - $11,000.00
TOTALS - $222,570.35
2. GENERAL OVERHEAD
Rent - $6,930.00
Telephone - $3,399.84
Office Supplies - $1,200.00
Office Equipment - $3,500.00
Equipment Maintenance - $1,500.00
Accounting - $5,000.00
Workman's Comp, Bonding & General Liab. - $1,250.00
Bank Fees - $0.00
TOTALS - $22,779.84
3. FUND RAISING
Printing - $4,500.00
Promotions - $1,500.00
Publications - $500.00
Memberships (Chambers, BBB, etc.) - $2,500.00
Postage - $3,100.00
Travel (Exec. Assistant) - $100.00
** Travel (President-Including Auto Allot) - $15,200.00
Emergency Travel Contingency - $2,000.00
Professional Development - $1,000.00
Meetings & Activities - $900.00
* Web, Logo, etc, Renovation - $7,600.00
TOTALS - $38,900.00
ALL TOTALS - $284,250.19
ANTICIPATED INCOME - $852,750.57
TOTAL BUDGET - $1,137,000.76
* New, One-Time Items
** Includes car allowance and anticipated travel expenses