TVMF Board Policy Manual

PREFACE: ORGANIZATIONAL OPERATING STATEMENTS

About
The Texas Veterinary Medical Foundation (hereto after referred as the FOUNDATION) is a nonprofit, 501(c)3 organization in Texas that leverages veterinary partnerships and financial resources in order to support the veterinary profession by providing financial assistance in times of crisis, connecting veterinarians with opportunities to serve their communities, advocating responsible animal ownership and promoting and improving the well-being of animals.

The Foundation was established in 1978 as the philanthropic partner of the Texas Veterinary Medical Association (TVMA) which is one of the largest state veterinary medical associations in the nation. The FOUNDATION and TVMA partner to advance animal health for the well-being of animals and humans and to promote the veterinary medical profession.

Mission
The Texas Veterinary Medical Foundation is committed to supporting the veterinary profession and our communities in Texas by providing resources, education, and programs for the responsible stewardship of animals.

Vision
A community where the veterinary profession and the public come together to meet the needs of all animals in Texas.

Purpose
The purposes of the FOUNDATION include, but are not limited to, furthering the welfare, knowledge and integrity of the profession of veterinary medicine and educating the public and the veterinary profession concerning the health of all animals.

Core Values

  1. The power of the human-animal bond. The human-animal bond is incredibly special, and research proves that animals enhance all aspects of health and well-being of their human companions.
  2. Responsible animal ownership. We recognize an ever-growing need to promote responsible animal ownership through credible education and veterinary-public relations.
  3. The veterinarian is the expert on animal health. We believe that veterinarians are the most credible source when it comes to making sure an animal is happy and healthy.
  4. Empowering veterinarians to impact their communities. As the charitable arm of the veterinary professional association in Texas, we are committed to creating veterinary-friendly avenues for philanthropy at the community level.
  5. The power of partnerships to make a greater impact. We believe in the importance of leveraging partnerships and resources to maximize impact, efficiency and effectiveness without re-creating the wheel.
  6. Creating innovative solutions to increase access to veterinary care. We are committed to finding solutions that are veterinary-friendly, animal-friendly and owner-friendly to remove barriers to veterinary care.

BOARD SELF GOVERNANCE POLICIES

Conflict of Interest Policy
The purpose of the conflict-of-interest policy is to protect this tax-exempt TEXAS VETERINARY MEDICAL FOUNDATION’s interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or trustee of the organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.

Access the complete Conflict of Interest policy here.

Whistleblower Policy
The whistleblower policy protects individuals who risk their careers to report unethical or unlawful practices within an organization. Such a policy improves governance and accountability by giving the FOUNDATION’s management and board of trustees, opportunities to learn of unethical or unlawful practices directly from their employees and volunteers (rather than from the media, law enforcers or a regulatory agency) and to respond with prompt corrective action.

Access the complete Whistleblower policy here and the accompanying addendum here.

Trustee Code of Conduct and Ethics
The code of conduct and ethics policy outlines the principles and standards that the FOUNDATION’s board members must follow. The policy reflects the FOUNDATION’s mission and values and connect them to professional behavior standards. The code of conduct and ethics to volunteers, employees, and other people involved with the FOUNDATION.

Access the complete Code of Conduct and Ethics policy here.

Board Position Descriptions
The FOUNDATION’s board member position descriptions set expectations for individuals and the board as a whole.

Access the complete board position descriptions here.

Committee Descriptions
The FOUNDATION’s Committees, Advisory Groups and Task Forces are to focus on a key area of activity, which divides the board’s work into more manageable tasks.

Access the complete committee descriptions here.

Board of Trustees Member Agreement
The FOUNDATION’s board of trustees member agreement is the agreement a board member makes when accepting a position for nonprofit board service. It is not a legal document but an internal agreement, asserting the board member’s commitment to the organization in addition to an understanding of the general board responsibilities.

Access the complete board of trustees member agreement here.

Board of Trustees Annual Fundraising Involvement and Commitment
The FOUNDATION relies on the assistance of its Board of Trustees in its annual fundraising efforts. Your personal connections to colleagues, individuals, corporations and foundations can help yield relationships and financial support that will assist TVMF achieve its fundraising and other goals. The Development Committee and staff are here to guide and facilitate this vital part of your board service. We hope to have 100% board participation in fundraising efforts above and beyond your personal financial contributions.

Access the complete board of trustees annual fundraising involvement and commitment here.

FINANCIAL POLICIES

Financial Policy
The FOUNDATION’s financial policy clarifies the roles, authority, and responsibilities for essential financial management activities and decisions.

Access the complete financial policy in the trustee Dropbox here.

Investment Policy
The purpose of the investment policy statement is to (1) document the authority, investment objectives, policies, and guidelines of FOUNDATION’s Board of Trustees, (2) state the board’s attitudes and expectations for the investment of TVMF funds and what it considers appropriate and prudent, considering the needs of TVMF, (3) communicate the investment objectives, policies, and guidelines of the board to FOUNDATION staff and other interested parties, (4) set forth an investment structure for the management and ongoing oversight of TVMF funds and (5) document that the board is fulfilling its responsibilities for managing its investments solely in the interests of the FOUNDATION.

Access the complete statement of investment policy here and investment policy here.

Endowment Policy
The FOUNDATION’s endowment is a fund that is invested to provide long-term support for the FOUNDATION’s mission in perpetuity. The funding, management, and operation of the Endowment shall be strictly governed by the Endowment Regulations.

Access the complete endowment resolution here and regulations here.

FUNDRAISING AND DONOR POLICIES

Fundraising Code of Ethics
The FOUNDATION encourages staff to hold memberships with the Association Fundraising Professionals (AFP) and adhere to AFP’s Code of Ethical Standards (attached hereto as Exhibit A). The FOUNDATION believes that ethical behavior fosters the development and growth of fundraising professionals and the fundraising profession and enhances philanthropy and volunteerism. AFP Members recognize their responsibility to ethically generate or support ethical generation of philanthropic support.

Donor Bill of Rights
Philanthropy is based on voluntary action for the common good. It is a tradition of giving and sharing that is primary to the quality of life. To assure that philanthropy merits the respect and trust of the general public, and that donors and prospective donors can have full confidence in the not-for-profit organizations and causes they are asked to support, the FOUNDATION declares that all donors have these rights as published by the Association of Fundraising Professionals (attached hereto as Exhibit B).

Donor Privacy Policy
All information concerning donors or prospective donors (including their names, addresses, and telephone numbers; the names of their beneficiaries; the amount of their gift, etc.) shall be kept strictly confidential by FOUNDATION, its staff, and volunteers, unless permission is obtained from donors to release such information.

Donor Confidentiality Policy
In performing their duties, FOUNDATION staff, board members, and volunteers are privy to information about individuals and families, such as giving history, assets, wealth, and family relationships. This is especially true for staff, board members, and volunteers involved in fundraising and development activities. Due to the sensitivity of this information, it is important that all FOUNDATION staff, board members, and volunteers adhere to the policy that information shared with them remains confidential, is not discussed with others in private or public settings and is not disclosed or used for any other purposes.

GIFT POLICIES

These policies are designed to ensure transparency, ethical standards, and compliance with legal requirements in the receipt and handling of gifts to and from individuals, corporations, foundations, and other sources of philanthropic support.

Gift Acceptance Policy
The FOUNDATION’s Gift Acceptance Policy explains what kinds of charitable donations the FOUNDATION can and cannot accept, and the protocol for the FOUNDATION once these assets are received.

Access the complete gift acceptance policy in the trustee Dropbox here.

Gift Entry and Recording Policy and Procedures
The following policy and procures apply to all gifts except Memorial Gift Program gifts sent by veterinary clinics.

  1. Send all checks to the development department for recording. Then forward them to the finance department for accounting and depositing.
  2. Update donor information in the database if the information on the check and/or response form is different. Note the date of change in the record.
  3. Record gifts according to the donor’s intended use (e.g., unrestricted, restricted [specific program or project], endowment, etc.).
  4. Record in the system the source of the gift (e.g., direct-mail appeal, special event, personal solicitation, etc.).
  5. Prepare a weekly report of gifts to be circulated to appropriate staff to keep them in the loop and for special acknowledgment attention.
  6. Acknowledge all gifts within one month using appropriate thank-you letters based on gift level.

Gift Acknowledgement Policy

  1. All contributions regardless of their nature, are promptly honored with an acknowledgment letter dispatched within one month from the time of the donation. Acknowledgment letters include IRS terminology and are sent either through traditional mail or electronically via email, depending on the manner in which the gift was received. Acknowledgements are withheld to the end of the year for monthly recurring donations. A gift of $249 or less will be acknowledged with the appropriate thank-you letter or preprinted card signed by the board president.
  2. If no goods or services were received in exchange for the gift, insert “No goods or services were received in exchange for your gift. Therefore,
  3. the full amount of your contribution is tax-deductible as allowed by law.” If a good or service was received, the organization must inform the donor of its fair market value in order for the donor to know the tax-deductible portion of the contribution: “In exchange for your contribution of $500, you received a book with an estimated fair market value of $75, so $425 may be treated as a charitable donation.”
  4. Donors giving between $500 and $999 will receive an acknowledgement letter and a phone call from the Director of Development.
  5. Donors giving between $1,000 an $4,999 will receive an acknowledgement letter, thank you note from the board of trustees and a phone call from the Director of Development.
  6. Donors giving $5,000 and up will receive an acknowledgment letter, thank you note from the board of trustees and a call from a board member.

Policies for Acceptance of Corporate Support or Donations
The FOUNDATION believes that it can best fulfill its mission through a broad base of support from various sources. However, to maintain its independence and objectivity, it seeks to identify any areas where there may be real or apparent conflicts of interest or where the mission, programs, projects, and independence of FOUNDATION could be compromised.

As part of expanding its base of support, FOUNDATION is willing to consider partnerships with and gifts from the corporate sector. FOUNDATION recognizes that corporations, as profit-centered organizations, have obligations to their shareholders, boards, and employees to be successful. FOUNDATION also recognizes that companies support the nonprofit sector not only out of a desire to be helpful but also with the hope of a return or benefit.

Given these realities and both legal and ethical considerations, FOUNDATION is willing to negotiate partnerships and accept support from the corporate sector in ways that will benefit and recognize the supporting companies while enabling FOUNDATION to better achieve its mission without compromising its principles.

Policies for Corporate Support or Donations: General Guidelines
The FOUNDATION, as an independent nonprofit organization, is open to receiving non-monetary donations, such as real property or pledges of support, as well as non-monetary contributions in the form of goods or services. However, it will exercise caution and prudence when considering partnerships or associations with companies or organizations whose products may potentially have adverse effects on the veterinary profession or the animal community. Nor will FOUNDATION accept any of the above or support from any company or organization that, in the judgment of FOUNDATION, exploits the veterinary profession or animal community in its product lines, advertising, marketing, or workforce, or in any other way.

Policies for Corporate Support or Donations: Principles

  1. FOUNDATION will at all times maintain an independent position on issues related to the veterinary profession. FOUNDATION will solicit and accept support only for activities that are consistent with its mission.
  2. FOUNDATION will accept funds for research, informational, and educational activities only when the content is to be determined by FOUNDATION or an independent group designated by FOUNDATION.
  3. FOUNDATION will maintain complete control, consistent with any donor restrictions acceptable to the FOUNDATION, of all funds provided by corporations, organizations, and individuals.
  4. FOUNDATION will not accept any support that implies or requires endorsements of products.
  5. Acknowledgments of corporate support will be limited to a company’s name, logo, or slogan that is an established part of the supporter’s identity, trade name, address(es), and telephone number(s).
  6. Recognition of major corporate support will be developed in cooperation with the corporate donors and will be consistent with the level of support and the FOUNDATION’s mission and purposes. FOUNDATION will seek to develop recognition opportunities that are appropriate and meaningful for both the supporting companies and FOUNDATION.
  7. FOUNDATION’s intangible intellectual assets, including its name and other work, will be protected at all times. Donors will not be permitted to use FOUNDATION’s name or other items for commercial purposes or in connection with the promotion of any product.
  8. FOUNDATION’s board and staff reserve the right to refuse any donation of cash or other real property, services, noncash gifts, or any other forms of support if such support is not in keeping with the above principles or for other reasons that FOUNDATION deems appropriate.

Grant Making Policy
The FOUNDATION is committed to investing time in discussion and concept development with potential grantee organizations. Organizations interested in requesting funding or partnership with the FOUNDATION must submit a proposal demonstrating alignment with the mission, need of constituents, and the impact on various scales to the FOUNDATION Board of Trustees for consideration. The FOUNDATION can reject solicited or unsolicited grant or sponsorship proposals at any time.

Grant and Sponsorship Award Policy: Types of Grants or Sponsorships Awarded

FOUNDATION awarded grants or sponsorships fit into one of five categories. These are described below.

  1. Program Grants. These grants provide support for a specific project with specific deliverables and expected outcomes.
  2. Education. These grants or scholarships provide support for veterinary students, and residents in some cases,who are seeking to further their learning and skill development beyond their initial formal education.
  3. Emergency. These grants provide support for veterinary students who encounter an emergency situation or one-time, unusual, or unforeseen expenses during their degree program. Specific guidelines for the Emergency Student Grant may be accessed here.
  4. Disaster Relief. These grants offer vital assistance to veterinarians who are delivering emergency medical care to animals affected by disasters. Specific guidelines for Disaster Grants may be accessed here. The FOUNDATION’s Disaster Giving Policy may be accessed here.
  5. Improving Access to Veterinary Care. A grant provided exclusively for TVMA veterinarian members with the purpose of enhancing access to veterinary care for a client’s pet in need of urgent medical attention. Specific guidelines for Rusk Veterinary Assistance Grants may be accessed here.
  6. Support for Veterinary Profession Initiatives. These sponsorships or grants are intended for initiatives aimed at advancing and enhancing the field of veterinary medicine and in alignment with the FOUNDATION’s mission.

Grant and Sponsorship Award Policy: the FOUNDATION does not award grants or sponsorships to:

  1. To individuals, except in cases of Education or Emergency grant types.
  2. To organizations or programs that do not serve residents of our geographic focus areas in Texas. Exceptions in the context of disaster relief will be taken into consideration based on the guidelines outlined in the FOUNDATION’s Disaster Relief policies.
  3. To organizations that are tax exempt or have received their 501(c)(3) designation from the Internal Revenue Service. Exceptions in the context of disaster relief will be taken into consideration based on the guidelines outlined in the FOUNDATION’s Disaster Relief policies.
  4. For general operating support, annual fund drives, or funds to offset operating losses.
  5. For debt retirement, including short-term loans taken as part of a capital campaign.
  6. To create or add to endowments.
  7. To organizations that will “pass through” the Texas Veterinary Medical Foundation grant/sponsorship by re-award to other charitable organizations.
  8. For galas, balls, luncheons, or similar events benefitting charitable organizations.
  9. To support veterinary medical research that is conducted outside the schools of veterinary medicine programs.
  10. For church or seminary construction or religious programs.
  11. For professional conferences, symposia, academic or sports competitions, K-12 extracurricular competitions, or similar activities outside of the veterinary scope.
  12. For private schools and for-profit charter schools.

Approval for any exceptions to the grant and sponsorship award policies is contingent upon securing the agreement of 75% of the Foundation Board of Trustees.

Organizations interested in requesting funding or partnership with the Foundation must submit a proposal demonstrating alignment with the mission, need of constituents, and the impact on various scales to the Foundation Board of Trustees for consideration. The Foundation can reject solicited or unsolicited grant or sponsorship proposals at any time.

The full application process can be accessed here.

Grant and Sponsorship Award Policy: Other Types of Awards

Length-of-Service Awards
Salute to Service, a service recognition award for FOUNDATION Board of Trustees. The awards given under this program meet the specific requirements of Internal Revenue Code (IRC) Section 74(c) to qualify as achievement awards that are non-taxable to the board of trustee.

Retirement Gifts
The following guidelines have been developed in accordance with current Internal Revenue Service regulations:

  1. Timing – The retirement gift may not be made to an employee with less than five years of service.
  2. Dollar Limit – The value or cost of the gift should not exceed $400, which is the current IRS threshold for taxability.
  3. Form of Gift – It is recommended that retirement gifts be in the form of tangible personal property. If a retirement gift is given in the form of cash, check, or gift certificate, the entire value of the gift is additional wages subject to tax withholding regardless of the cost or value.
  4. Meaningful Presentation – gift must be presented as part of a special event or celebration that marks the occasion, such as a board meeting, party, or luncheon.

Life Event Gifts to TVMA Members* and Employees

*A TVMA member is defined as a member of the FOUNDATION Board of Trustees, TVMA Board of Directors or TVMA Executive Committee. Exceptions may made for long-time donors of the FOUNDATION.

 **An employee is defined as an employee of the Texas Veterinary Medical Foundation or Texas Veterinary Medical Association.

Gifts of tangible personal property, such as flowers, balloons or plants may be presented as an expression of celebration in the event of the birth or adoption of a child, an expression of concern in the event of an illness, hospitalization, or surgery, or an expression of sympathy in the event of the death of a TVMA member*, employee** or immediate family of a TVMA member* or employee** (immediate family defined as a parent, spouse or child) household.

  1. Under Internal Revenue Code (IRC) Section 132(e) an employer may give tangible personal property gifts of nominal value on a tax-free basis. The FOUNDATION has established its nominal value to be $100 or less. Gifts in excess of $75 must be authorized by the President of the FOUNDATION.
  2. Cash Contribution – As an alternative to a gift of tangible personal property for celebration, concern, or sympathy, the FOUNDATION Board of Trustees may elect to make a cash contribution to a registered charitable organization that is in alignment with the FOUNDATION’s mission. Such contributions must be made by a FOUNDATION check and be accompanied by a transmittal letter on official FOUNDATION letterhead, which states that the donation was made by the FOUNDATION in honor of the employee or TVMA member*. These contributions may be made up to $100. Contributions may not be made to any non-charitable organization or to any political campaign, political party, committee or group engaged in any attempt to influence the general public with respect to legislative matters, elections or referendums.

Gifts to Non-employees
Gifts of tangible personal property to non-employees (trustees, donors, business associates, visiting dignitaries, TVMA members*, guests) that are not given as payment for services provided to the FOUNDATION are allowable as follows:

  1. Gifts of tangible personal property, (ceremonial objects, FOUNDATION clothing and accessories or other memorabilia, etc.) may be presented as an expression of recognition of an individual’s accomplishments or achievements at the FOUNDATION and/or in the community, or of life events (birth, death, etc.). Expenditures for gifts given to non-employees must be properly substantiated with appropriate documentation and reporting.
  2. Gifts of cash are not allowed (gift cards are acceptable).
  3. Such gifts, if in excess of $100, must be authorized by the President of the FOUNDATION. The authorization must be documented and accompany the substantiation of the expense.
  4. The value of gifts of this nature may be taxable to the recipient and reportable by the FOUNDATION to the recipient and to the IRS to the extent they exceed IRS thresholds.

Gifts to Students
A student is any currently full-time enrolled individual at the Texas A&M School of Veterinary Medicine & Biomedical Sciences or Texas Tech School of Veterinary Medicine.

  1. Gifts of tangible personal property may be given to students for academic or other Texas school of veterinary medicine achievement/recognition/competition, or as part of student-life events. Expenditures for gifts given to students must be properly substantiated with appropriate documentation and reporting. The value of gifts of this nature may be taxable to the recipient and reportable by the FOUNDATION to the recipient and to the IRS to the extent they exceed IRS thresholds.
  2. With the exception of gift cards, gifts of cash or cash equivalents are not allowed.
  3. Such gifts, if in excess of $150, must be authorized by the President of the FOUNDATION. The authorization must be documented and accompany the substantiation of the expense.