International Womens Writing Guild

“The International Womens Writing Guild IWWG maintains thorough documentation practices for all meetings and official actions taken by its Board of Directors and authorized committees. These practices are essential to ensure transparency legal compliance organizational accountability and institutional memory. The IWWG follows standard nonprofit governance protocols that include: Documenting Meeting Minutes: Minutes are recorded for all board meetings and committee meetings where decisions are made. These minutes capture key discussions votes motions and actions taken and are reviewed and approved at subsequent meetings to ensure accuracy and accountability. Maintaining Written Records of Actions Taken Without a Meeting: When urgent matters require board or committee decisions outside of regular meetings written consents or electronic votes are documented in accordance with the organizations bylaws and applicable state nonprofit law. These written actions are stored with the official minutes and reflected in board records. Archival and Access: All approved minutes and written actions are maintained in a secure centralized location accessible to board members and leadership. This ensures continuity during transitions supports audit readiness and demonstrates adherence to governance best practices. Legal and Ethical Compliance: These documentation procedures align with IRS expectations for tax-exempt organizations and fulfill fiduciary duties of care and loyalty. By documenting deliberations and decisions the organization mitigates risk demonstrates due diligence and ensures integrity in leadership decisions. In sum IWWGs commitment to transparent well-documented governance helps build trust with funders members and the broader community it serves.”

“The International Womens Writing Guild IWWG maintains a formal board-approved Conflict of Interest Policy designed to ensure that its decision-making processes are free from improper influence and aligned with the organizations mission. Annual Disclosure Process: All officers directors trustees and key employees are required to complete and sign an annual Conflict of Interest Disclosure Form. This form requires individuals to disclose any personal professional or financial interests that may present a real or perceived conflict with their duties to the organization. These disclosures are reviewed by the Executive Director and the Board Chair or Governance Committee. Monitoring and Enforcement: The organization reviews all submitted forms and updates them as needed when changes arise during the year. In the event of a potential conflict the individual must recuse themselves from related discussions and decisions. The board chair is responsible for ensuring compliance and maintaining records. Meeting minutes reflect when recusals occur and the governance committee monitors adherence as part of its annual board review process. These procedures help safeguard the integrity of IWWGs leadership and maintain public trust.”

“currently the ED is pro-bono. When the revenue increases the board has in place the following process: The International Womens Writing Guild IWWG follows a formal board-approved process for determining the compensation of the Executive Director and any other officers or key employees. This process complies with IRS best practices and is designed to ensure that compensation is fair reasonable and aligned with the organizations mission and financial capacity. 1. Review and Approval by Independent Persons: Compensation decisions are made by the Board of Directors or a designated Compensation or Executive Committee composed entirely of independent non-compensated board members. These individuals have no financial interest in the compensation arrangement and are not related to the person whose compensation is being determined. 2. Use of Comparability Data: To establish reasonable compensation the board or committee reviews data from at least three comparable organizations. This may include salary surveys Form 990 filings from similarly sized nonprofits and or third-party compensation studies relevant to the position geographic region and sector. 3. Contemporaneous Documentation: The board or committee documents its deliberations and decisions in the official meeting minutes. These records include: A summary of the comparability data reviewed The final approved compensation amount Names of the board members involved in the decision A declaration that the decision was made without the participation of the individual whose compensation was being determined This documentation is maintained in the organizations official records in accordance with its record retention policy. 4. Annual Review: Compensation is reviewed annually and adjusted if necessary based on performance changes in responsibilities or updated comparability data. The process ensures ongoing transparency and compliance with IRS Intermediate Sanctions rules. Through this process IWWG ensures that compensation decisions are reasonable well-documented and in the best interest of the organization and its mission.”