Principles
For KidsAbility Centre for Child Development to offer the range and quality of services it provides to the children in need within the Region of Waterloo and Wellington County it must rely in no small way on the successful fundraising abilities of KidsAbility Foundation. For its part, the Foundation’s success in supporting the activities of KidsAbility Centre for Child Development financially is heavily dependent on the Foundation’s ability to inspire confidence and trust in the minds of our donor public. People make financial contributions to KidsAbility Foundation for many reasons; for example, their personal experience of the quality of care KidsAbility provides, the Centre’s reputation for effective and sensitive care, and the professional excellence of KidsAbility staff, to name but a few of these reasons. Of vital importance in obtaining and retaining an effective level of financial support, however, is our Foundation’s reputation for integrity and ethical fundraising practices. This policy speaks to several areas of our fundraising program and outlines the ways in which we seek to operate in the most ethical manner possible. Our commitment to ethical fundraising shows respect for our donors and clearly puts the onus on our Foundation to be open, honest, and transparent in the attracting, investing, and disbursing of donated funds.
1. Financial Disclosure and Public Representations
KidsAbility Foundation observes the following practices when responding to requests from donors and prospective donors for financial information:
- we act promptly to provide information requested in its most factual, accurate, and current form;
- we provide information that will add to the public's understanding of and confidence in our operations, methods, and the costs of fundraising by publishing an annual report and by hosting an annual public event to report to the community;
- our financial statements accurately present the financial activities and overall financial position of our organization and disclose, at a minimum, the information contained in Imagine Canada’s Ethical Fundraising and Financial Accountability Code Standard C4;
- our audited annual financial statements are prepared in accordance with Generally Accepted Accounting Principles (GAAP) in all material respects and with all other guidelines adopted by the Canadian Institute of Chartered Accountants (CICA) which apply specifically to our type of charitable organization;
- if we release a financial summary or extract, it is clearly related to and consistent with the information provided in our full financial statements including their Notes;
- all fundraising solicitations by or on behalf of KidsAbility Foundation are truthful, accurately describe our activities and the intended use of donated funds, and are carried out by volunteers or employees who identify themselves and disclose our name and the purpose for the request;
- we encourage donors to seek independent advice if the proposed gift is a Planned Gift or if we have reason to believe that the proposed gift might significantly affect the donor’s financial position;
- our solicitations treat donors with respect and we make every effort to honour their requests to:
- limit the frequency of solicitations;
- not be solicited by telephone or other technology;
- receive printed material about us;
- discontinue solicitations where requested;
- upon request, we provide our registration number (BN), names of all board members, this Ethical Fundraising Policy, and our Investment Policy
- we issue official Income Tax receipts for monetary gifts and for gifts-in-kind;
- we do not make claims that cannot be upheld and we do not use marketing materials that could be misleading. We do not exploit and we are sensitive in describing the children who are served by KidsAbility Centre for Child Development;
2. Restricted and Designated Donations
Our Foundation adheres to the following fundraising practices as they relate to restricted or designated donations:
- we recognize that donors who restrict their donations or designate them for a specific use have a right to expect that their donation will be applied according to their specific directions and we adhere to their wishes;
- we honour all statements we make regarding the use of a contribution;
- we have a procedure or policy in place to deal with donations that cannot be applied to a specific project;
- for surplus funds realized over and above the requirements of a given campaign it is our practice to apply such funds to a project as closely related as possible to the original designation so as to respect the donors’ original intentions;
- our accounting system and fundraising software system track funds that are restricted or designated for a specific use;
- in the administration of gift funds we review documentation to ensure that we adhere to the donors’ intentions.
3. Fundraising Costs
Our Foundation observes the following practices when incurring administrative and fundraising costs:
- our Governing Board is responsible for overseeing the way in which fundraising costs are incurred and reported;
- our Governing Board approves and monitors our organization’s fundraising activities and the disclosure of fundraising expenses;
- our administrative and fundraising costs are kept to the minimum necessary to meet our objectives and it is our intention not only to meet but to strive to exceed the standards established by the Canada Revenue Agency for registered charities;
- the allocation of expenditures to administration, fundraising, and program services reflects our organization’s mission and actual activities and conform to GAAP and all other appropriate guidelines adopted by the Canadian Institute of Chartered Accountants that are applicable to our type of charitable organization.
4. Collection, Maintenance, Use, and Confidentiality of Donor Records
Our Foundation observes the following practices when collecting donor information, maintaining and using confidential donor records, and protecting donor anonymity:
- we guard against making unwarranted or intrusive inquiries into a donor’s or prospect’s gift history or personal life and gather only information that is relevant and necessary to our fundraising efforts;
- we make all reasonable efforts to ensure that the personal information we collect is complete and accurate;
- any donor record that is maintained by the Foundation shall be kept confidential to the greatest extent possible. Donors shall have the right to see their own donor record and to challenge its accuracy;
- we will preserve the anonymity of our donors at the donor’s request;
- we give special protection to all records pertaining to anonymous donors;
- we require a donor’s consent before confidential information is released to any outside party;
- we have established and follow reasonable time periods for the retention and the secure disposal of donor information;
- we have established special security safeguards to protect donor information and limit access to donor files;
- we recognize that our duty to ensure the confidentiality of donor records continues even after our relationship with a donor or prospect has ended;
- we obtain a donor’s oral consent regarding the proposed use of that donor’s personal information when information is collected by telecommunication;
- we provide donors with an opportunity to remain anonymous and to request that the donor’s name and/or the amount of the gift not be publicly released.
5. Solicitation of KidsAbility Clients and Former Clients
A natural constituency for financial support of KidsAbility is its clients and former clients. This group comprises the current clients and “alumni/-ae” of the Centre who have been recipients of the services offered through the Centre. KidsAbility Foundation receives contact information of volunteers and clients and their families from KidsAbility Centre for Child Development. Formal requests from individuals to be excluded from mailings or other communications will be respected and acted on promptly. In approaching these families we will invite financial support and feedback on the quality of the services they have received through the Centre; as a result, we may also ask some family members to participate in the Foundation’s public information sessions or formal solicitations. In every instance, we make every effort to ensure that our approach is tasteful and appropriate.
6. Privacy
Our Foundation has a Privacy Policy overseen by a Chief Privacy Officer. To ensure the privacy of our donors, we do not sell, rent or exchange our donor lists to or with other organizations.
7. Electronic Gifts
Technology is playing an increasing role in philanthropy. To protect the interests of donors who choose to give electronically, our Foundation adheres to the following practice:
- our website lists our Foundation’s full name, charitable business number, and mission clearly and immediately for online donors;
- for those who wish to contact us other than through the website or e-mail, we clearly provide alternative contact information;
- eligibility for a tax receipt is clearly outlined;
- all precautions are taken to ensure that gifts made electronically are safe, private, and secure, and that a donor’s personal information is protected;
- e-donors are assured that any information they provide is held in strict confidence and that this Ethical Fundraising Policy is clearly listed on our website;
- electronic donors will not receive communications or solicitations from our Foundation unless they have “opted in” to receive such communications.
8. Donor Complaints
It is the policy of our Foundation to have a written complaints procedure in place to ensure that all complaints from donors or the community-at-large are handled promptly. The Board of KidsAbility Foundation is informed at least annually of the number, type, and disposition of such complaints.
9. Supervision of Fundraisers
As a practice, it is only in extraordinary circumstances that we might use the services of external fundraisers: if, for example, we were to engage in a major capital campaign. Our organization observes the following practices when monitoring and supervising the activities of volunteers, employees, or paid solicitors (collectively referred to as “fundraisers”) who solicit or receive funds on our behalf:
- we take reasonable steps to ensure that every person participating in our fundraising program is aware of and complies with the Ethical Code established by Imagine Canada;
- we inform our fundraisers about all relevant provisions of all municipal, provincial, and federal laws applicable to their fundraising activities and we ensure that our fundraising activities are carried out in accordance with the law;
- we complete all reports that must be filed as part of applicable regulatory regimes properly and in a timely fashion;
- we take every reasonable step to ensure that our fundraisers adhere to the applicable professional codes of conduct, such as the Association of Fundraising Professionals’ Code of Ethical Principles and Standards of Ethical Practice;
- we recognize that donors and potential donors have a right to be informed of the exact nature of the employment or contractual relationship we have with our fundraisers and we respond promptly and honestly to all inquiries in this regard.
10. Conflicts of Interest
Our by-laws include a written conflict of interest statement and we address actual or perceived conflicts of interest in the following manner:
- we define a conflict of interest for our fundraisers and advise all fundraisers that they must act in the best interests of our organization rather than in furtherance of their personal interests or the interests of third parties;
- we instruct all fundraisers to avoid situations where their personal interest conflicts or appears to conflict with their duties within our organization;
- we instruct all fundraisers to evaluate their conduct in light of the impact on our organization;
- we require our fundraisers to disclose both actual and apparent conflicts of interest;
- our conflict-of-interest disclosure procedures are clearly articulated and we believe that they are well understood by all staff and Directors;
- our staff and Directors recognize that the duty to disclose even an “apparent” conflict of interest requires a consideration of public perception when evaluating whether a conflict of interest is present;
- we are mindful of our fiduciary duty to ensure the disclosure of any conflict of interest that would be of material interest or relevance to a donor or which may influence a donor’s decision to give;
- where a donor elects to make a gift in spite of the presence of a conflict of interest, we encourage that the donor obtain independent legal advice regarding that potential gift.
11. Compensation of the Foundation’s Fundraising Staff
Our Foundation observes the following compensation practices:
- fundraisers who are employed by the Foundation are compensated on the basis of their experience, expertise, and the time requirements of the position in light of the current employment market which will provide a guideline we will not exceed;
- Paid staff and/or consultants will be compensated by a salary, retainer, or fee and will not be paid finders’ fees, commissions, or other payments based either on the number of philanthropic contributions received or the value of funds raised;
- we undertake the institutional planning, board development, and volunteer recruitment necessary to make our fundraising program successful over time.
12. Governance
- our Board of Directors reviews our fundraising practices and policies on a regular basis and tests them for continuing relevance, legislative compliance and applicability. Adjustments are made, as required, to ensure that the maximum amount of donations possible is applied to our charitable activities in a manner that is consistent with the long-term interests of our organization and its beneficiaries;
- our fundraising policies, practices, and expectations are clearly communicated to all staff.
- all fundraising programs undertaken by our Foundation are reviewed by the Board of Directors to ensure consistency with our statements of Mission, Vision, and Values and that they comply with this Ethical Fundraising Practices Policy.