Effective Date: June 23^rd, 2009

Policy Goal:

Project SHARE encourages community donations, volunteer involvement, sponsorships, partnerships and third party events primarily for reasons that are hoped that community resources will be accessed to help the sustainability of the organization. These tools should promote greater awareness of Project SHARE in the community as well as broaden the base of donors. The following criteria are set forth to insure the appropriateness of the donation, volunteer involvement, sponsorship, partnership, event, promotion and/or publicity prevent any possible conflicts with ongoing Project SHARE activities and the organization’s mission.

Conflict of Interest:

• Project SHARE Board of Directors, Staff and Volunteers will act in the best interest of the organization, rather than in furtherance of personal interests or the interests of third parties. Conflict of interest is a matter of personal responsibility and integrity and thus the onus and responsibility of disclosure is placed on all parties involved.

• Project SHARE reserves the right to refuse any partnership or affiliation with other individuals or organizations that do not reflect the organization’s mission statement.

• Project SHARE’s stance is unbiased toward any issues, partnerships or affiliations dealing with religion, race, gender or politics. Requests of volunteerism, newspaper, magazine, newsletter, television, radio, public speaking, flyers, brochures and/or electronic promotion from partnering organizations for the use of religious, racial, gender or political campaigns will be reviewed by Project SHARE before approval of usage.

Events and Third Party Involvement:

Project SHARE encourages events and third party events to promote greater awareness of Project SHARE in the community as well as broaden the base of donors and partnerships.

• If requested by Project SHARE, the third party application is to be completed and submitted to Project SHARE prior to the event during the event planning phase.  A formal agreement between the sponsoring organization and Project SHARE will be provided prior to the event if approved
  
  
• Project SHARE cannot provide staffing resources for this event such as: soliciting donations, handling mailings, attending committee meetings, recruiting attendees or collecting monies unless approved by Project SHARE.  A request for Project SHARE volunteers may be submitted during the event-planning phase if requested.  Project SHARE will review this request for volunteers.
  
  
• If a third party desires an ongoing cause-related marketing relationship, Project SHARE may request a one-year history of cause-related marketing with other non-profit organizations before a decision to affiliate.
  
  
• The Project SHARE name may not be used in any promotion unless at least 50% of the net proceeds will be given to Project SHARE unless certain circumstances are deemed appropriate by the Executive Director.
  
  
• All expenses incurred from the third party event are the responsibility of the third party and can be reimbursed by the event proceeds.  Project SHARE is not responsible for any financial loss incurred from the event.
  
• Obtaining goods or services for the event from businesses must have prior approval from Project SHARE before soliciting to ensure duplicate solicitation is avoided.
  
  
• Project SHARE reserves the right to review the sponsor list if it conflicts with current business relationships.
  
  
• A sponsoring organization may not have use of Project SHARE stationary or supplies.
  
  
• Due to the limited amount of funds allocated to promotional material, Project SHARE will lend out props, banners, flyers and/or promotional material if available.  It is the partnering organizations responsibility to ensure that the event consists of signage and props (e.g. donation jars, food bins etc.) that meet the standards of Project SHARE.
  
  
• Project SHARE reserves the right to display any photos or quotes from individuals participating in events or third party events to be displayed in the Project SHARE newsletter, bulletin board, website, posters, brochures and/or other promotional material.
  
  
• Project SHARE reserves the right to request promotional material to be displayed on the Project SHARE website from partnering organizations hosting third party events.
  
  
• If acquiring insurance for an event, it is the responsibility of the third party to do so.

Use of Logos, Advertising and Media:

• Project SHARE reserves the right to work with any partnering organization on promotional and publicity plans and to use the Project SHARE logo on all materials if deemed necessary.
  
• When the Project SHARE name is to be used in any printed form (i.e. brochures, flyers, posters, banners, newsprint, etc.), approval on all artwork prior to production is needed.
  
• If a percentage of proceeds from an event or program is to be given to Project SHARE by a 3^rd Party partner, a exact percentage must be clearly visible for the public to see on all advertising and promotion with any form of traditional media or social media.
  
• Project SHARE does not allow any 3^rd Party the use to the Project SHARE logo.  All 3^rd Party activities must seek approval to include the brand Project SHARE in script form only in any promotional material.
  
• When the Project S.H.A.R.E. name is to be used on the radio and/or television, all press releases must be reviewed by staff prior to release to media.  Staff must be consulted about what media is being contacted and whether that creates a conflict with any current relationship between the media and Project S.H.A.R.E.
  
• If the media is to be used, the partnering organization shall be solely responsible for making the contacts and it must be made clear that Project SHARE is not requesting their participation.
  
• Partnering organization shall take full responsibility for any costs incurred by purchasing any media advertisement to promote an event, significant donation or awareness promotion.
  
• Partnering organizations whose philosophies are consistent or related to Project SHARE’s mission statement may submit a written request to the Executive Director for placing a link of their organization’s website to Project SHARE’s website.  Project SHARE’s logo may be used for this function if deemed necessary.

Donations & Recognition Program:

All monetary, goods and service donations that are given in support of Project SHARE are gratefully accepted. It is because of these individuals and organizations that Project SHARE has the ability to sustain itself to serve the community of Niagara Falls. Every service, dollar and pound of food accepted by the organization will be managed and allocated to meet the current needs of the Project SHARE. The Board of Directors, Staff and Volunteers have an obligation to ensure that each donation is used to serve the client’s emergency needs to its maximum efficiency.

• Project SHARE reserves the right to not accept any donation that is given with intent to purposely defame or hinder other private or public individuals or organizations.

• Project SHARE reserves the right to not accept any donation that is deemed inappropriate by either the Executive Director or the Board of Directors.

• Project SHARE reserves the right to not accept any donation that is derived from illegal dealings.

• Project SHARE will comply with all current Canadian tax laws in effect.

• Project SHARE will issue a charitable receipt for monetary, goods and services donations at current Canadian market value if requested by the donor.

• A charitable receipt request for donated food goods will only be issued if the donor submits a purchase receipt from a registered North American retailer or wholesaler.

• Project SHARE will not issue a charitable receipt in the name of a third party soliciting monetary, goods and services from the general public.

• Project SHARE will only issue charitable receipts for a monetary, goods and service donation that are equivalent to $10.00 or more.

Recognition Program:

Project SHARE reserves the right to review guidelines written in the Recognition Program to accommodate any unique circumstances that may arise. The recognition guidelines are a guide for the organization to strive to uphold continuity in recognizing donors. Project SHARE will take every step to ensure that all donations are recognized appropriately.

Donation categories:

A). Monetary Donation – A financial contribution where a charitable receipt can be issued.

B). In-Kind Donation – A donation of product or where a charitable receipt can be issued at Canadian Market value.

Project SHARE will take every step to ensure that all donations are recognized appropriately and accordingly to the ability that the organization’s resources allow.