Rochester Downtown Alliance

“A draft of the completed form 990 will be compiled and submitted to our finance task force for review and modifications. A modified form 990 will then be submitted to the rochester downtown alliance's executive committee for further review and modifications. The final form 990 will be sent to the board of directors for ratification. Then the form 990 will be filed.”

“Before executive committee action on a contract or transaction involving a conflict of interest, a board of director, executive committee member or chamber employee having a conflict of interest and who is in attendance at the meeting shall disclose all facts material to the conflict of interest. Such disclosure shall be reflected in the minutes of the meeting. A board of director, executive committee member or chamber employee who plans not to attend a meeting at which he or she has reason to believe that the executive committee will act on a matter in which the person has a conflict of interest shall disclose to the chair of the meeting all facts material to the conflict of interest. The chair shall report the disclosure at the meeting and the disclosure shall be reflected in the minutes of the meeting. A person who has a conflict of interest shall not participate in or be permitted to hear the executive committee's discussion of the matter except to disclose material facts and to respond to questions. Such person shall not attempt to exert his or her personal influence with respect to the matter, either at or outside the meeting. A person who has a conflict of interest with respect to a contract or transaction that will be voted on at a meeting shall not be counted in determining the presence of a quorum for purposes of the vote. The person having a conflict of interest may not vote on the contract or transaction and shall not be present in the meeting room when the vote is taken, unless the vote is by secret ballot. Such person's ineligibility to vote shall be reflected in the minutes of the meeting. For purposes of this paragraph, a member of the board of directors of the rochester downtown alliance has a conflict of interest when he or she stands for election as an officer or for reelection as a member of the board of directors. Responsible persons who are not members of the board of directors of the rochester downtown alliance, or who have a conflict of interest with respect to a contract or transaction that is not the subject of board or committee action, shall disclose to the chair or the chair's designee any conflict of interest that such responsible person has with respect to a contract or transaction. Such disclosure shall be made as soon as the conflict of interest is known to the responsible person. The responsible person shall refrain from any action that may affect the rochester downtown alliance's participation in such contract or transaction. In the event it is not entirely clear that a conflict of interest exists, the individual with the potential conflict shall disclose the circumstances to the chair or the chair's designee, who shall determine whether there exists a conflict of interest that is subject to this policy.”

“At the end of each calendar year, the executive director writes a self-performance appraisal detailing accomplishments during the year, measures performance to organization mission, and recommends improvements for the next year. The executive committee reviews this appraisal and makes changes if necessary. A salary survey comparing compensation to positions with similar responsibilities nationwide is reviewed. They then meet without staff present and determine increases (if any) to the executive director's salary.”

“All governing documents, conflicts of interest policies, and financial statements are available to the public upon request. In addition, copies of all recent documents are submitted to the city of rochester, where they are available to the public there as well.”

“The board of directors, a board-elected treasurer, the executive director, external bookkeeper, and external accounting firm all review the financial statements and ledgers. The financials are also approved/accepted by a board of directors vote.”