Cloverfield-Kingston House

“The corporation has a contractual agreement with delphia management corporation for management services related to its various apartment projects. Under the terms of the contracts, delphia management corporation is paid a management fee equal to an agreed upon percentage of total gross rent receipts of each project. Each project also pays delphia management corporation for personnel services provided directly to the project.”

“Any person who subscribes to the purposes and governing rules of the corporation shall be eligible for membership.”

“Committees can make recommendations to the board but can not bind the organization as a result of its decisions unless given the authority by the board to make a binding decision on a specific item. All committees record minutes of their meetings and copies are sent to the board and included with the board minutes.”

“The finance committee members review a draft of the form 990 prior to their finance committee meeting. At the finance committee meeting they discuss it and decide whether or not they will make a motion to recommend to the board to approve it as is, or with any recommended changes. It will then be forwarded to the whole board prior to the board meeting so that the board members can review it as well. At the board meeting, the board will approve as recommended by the committee or with any additional changes.”

“In january of each year, cloverfield-kingston house has all board members review/sign a new conflict of interest statement. New statements will be sent to the board meetings each january for the officers review and sign. In addition, cloverfield-kingston house will have new board members sign a conflict of interest statement during orientation. The conflict of interest policy applies to board members, staff and volunteers with significant decision making authority. Staff and volunteer disclosures are reviewed by the executive director who will report the results of any review to the board chair. The board disclosures shall be reviewed by the board chair, except for the chair's disclosure which shall be reviewed by the board secretary. The chair and the executive committee shall determine actions that need to be taken in regards to any potential conflicts. An interested party who has an actual or potential conflict is prohibited from participating in the governing body's deliberations and decisions in the transaction.”

“Salary ranges have been established for all positions and/or groups of positions, reviewed by the personnel committee, and approved by the board of directors. Each range included a minimum and maximum and was based on study of local and national trends. The personnel committee members reviewed data published by kenexa compensation market analysis. The executive director shall determine starting salaries for new employees within these ranges. The personnel committee prepares an annual compensation recommendation for the position of executive director. Salary reviews shall be made at the end of the introductory period and at the end of each calendar year thereafter. Raises are effective the first of the month following the first-year review and the first of january thereafter. An interim review is possible if an employee is transferred or promoted. Salary adjustments are determined by target pay and range; competency, job performance; organizational finances, cost of living and are made by the executive director in consultation with the supervisor. The deliberation and decision is contemporaneously substantiated.”

“The organization does not make its governing documents or conflict of interest policy available for public inspection as this is not required by federal or state law.”

“The organization did not have any instances where backup withholding was required; however, if the situation would arise, the organization is aware of the reporting requirements and would handle that accordingly.”

“No w-2s are issued by cloverfield-kingston house. Salaries are paid by delphia management corporation (ein 23-2132266), a related organization. Payroll-related expenses that are allocable to cloverfield-kingston house are reimbursed to delphia management corporation.”

“Standing committees are appointed by the chairman of the board, and include personnel; finance; and project and facilities management. Each committee shall meet as often as necessary to accomplish the functions and responsibilites assigned by the board of directors. The finance committee has been assigned the responsibility for oversight of the audit of the financial statements and selection of an independent accountant. The process has not changed since the prior year.”

“The current executive director, debbie loucks, will be signing this return. She has replaced penelope a. Myers, exeuctive director that had retired effective september 30, 2014.”