Policies

CONFLICT OF INTEREST POLICY:

Introduction:

In the course of business, situations may arise in which a Bettendorf Soccer Association decision maker has a conflict of interest, or in which the process of making a decision may create an appearance of a conflict of interest.

All Officers, board members, and staff have an obligation to:

1. Avoid conflicts of interest, or the appearance of conflicts, between their personal interests and those of Bettendorf Soccer Association in dealing with outside entities or individuals.

2. Refrain from participation in any decision on matters that involve a real conflict of interest or the appearance of a conflict.

What Constitutes a Conflict of Interest?

A conflict of interest arises when a staff, Board member, or Officer involved in making a decision is in a position to benefit, directly or indirectly, from his/her dealings with the Bettendorf Soccer Association or person conducting business with Bettendorf Soccer Association.

Examples of conflicts of interest include, but are not limited to, situations in which a board member or employee of Bettendorf Soccer Association.

– Negotiates or approves a contract, purchase, or lease on behalf of Bettendorf Soccer Association and has a direct or indirect interest in or receives personal benefit from receiving the goods or services;

– Negotiates or approves a contract, sale, or lease on behalf of Bettendorf Soccer Association and has a direct or indirect interest in or receives personal benefit from receiving the goods or services

– An employee approves the employment of, on behalf of Bettendorf Soccer Association a person who is an immediate family member;

– Sells products or services offered by Bettendorf Soccer Association in competition with Bettendorf Soccer Association without disclosure;

– Uses Bettendorf Soccer Association facilities, other assets, employees, or other resources for personal gain.

Direct interests are considered reportable as a possible conflict under this policy if the interest exceeds one-percent of the ownership or profits interests in a business or partnership. Indirect interests include those interests held by spouses, children, brothers, sisters, and spouses of children, brothers, and sisters.

Disclosure Requirements

The first step in addressing conflicts of interest is disclosure. An employee or board member who believes that he/she may be perceived as having a conflict of interest in a discussion or decision must disclosure that conflict to the group making the decision.
Most concerns about conflicts of interest may be resolved and appropriately addressed through prompt and complete disclosure.

In furtherance of that objective, Bettendorf Soccer Association has adopted the following requirements:

1. On an annual basis, all trustees and the members of senior management, and employees with purchasing and/or hiring responsibilities or authority shall make a written disclosure to the President of all reportable conflicts;

2. Prior to the preparation of the disclosure statements, the President shall distribute to the persons identified in the preceding step a list of all vendors whom Bettendorf Soccer Association has transacted business at any time during the preceding year, along with a copy of the disclosure statement;

3. The President shall review all forms completed by contracted employees and trustees and determine appropriate resolution in accordance with the next section of this policy.

Resolution of Conflicts of Interest

All real or apparent conflicts of interest shall be disclosed to the Executive Committee of the Board of Bettendorf Soccer Association.

The Executive Committee shall be responsible for making all decisions concerning resolutions of conflicts involving the President and other members of senior management, and the Board.

The President shall be responsible for making all decisions concerning resolutions of conflicts involving employees below the senior management level.

Violations of this Policy

Given the importance of resolving conflicts of interest, violations of this policy, including failure to disclose conflicts of interest, may result in termination of the President, member of senior management, or employee.

DOCUMENT RETENTION AND DESTRUCTION POLICY:

January 1, 2009

Purpose:

This policy is designed to ensure compliance with federal and state laws and regulations, to eliminate accidental or innocent destruction of records and to facilitate Bettendorf Soccer Association operations by promoting efficiency and freeing up valuable storage space. The policy covers all records and documents regardless of physical form, contains guidelines for how long certain documents should be kept and how records should be destroyed.

Document Retention

Bettendorf Soccer Association follows the following document retention procedures outlined below. Documents that are not listed, but are substantially similar to those in the schedule will be retained for the appropriate length of time.

Corporate Records:

Annual reports to the Secretary of State of Incorporation: Permanent
Articles of Incorporation: Permanent
Board meeting/board committee meetings: Permanent
Board Policies/Resolutions: Permanent
By-laws: Permanent
Fixed Asset Records: Permanent
IRS Tax Exempt Application: Permanent
IRS Determination Letter: Permanent
State Sales Tax Determination Letters: Permanent

Accounting and Tax Records

Audits and Financial Statements: Permanent
Depreciation Schedules: Permanent
IRS 990 returns: Permanent
Accounts Payable ledgers and schedules: 7 years
Bank Reconciliations: 4 years
Checks: 7 years
Contracts: 7 years
Correspondence:
– General: 3 months
– Legal: Permanent
– Customers/vendors: 4 years
Deeds/Mortgages: Permanent
Employment Applications: 3 years
Expense Analyses: 7 years
Year-end Financials: Permanent
Insurance policies/records/claims: 3 years

Document Retention

Audit Reports: 3 years
Equipment Purposes: 7 years
Invoices: 7 years
Payroll Records: 7 years
Personnel files (after termination): 7 years
Retirement/Pension Records: Permanent
Volunteer Disclosure Forms: 2 years

Electronic Records should be backed up on a monthly basis.

Electronic Records shall be maintained as if they were paper documents. Therefore, any electronic files that fall into one of the document types on the above schedule shall be maintained for the appropriate amount of time.

Adopted:

January 1, 2009