Eagle Valley Community Foundation

“Draft form 990 is prepared by the contracted cfo/finance firm with the executive director; the treasurer and finance committee review for accuracy, compliance, and clarity; the draft is circulated to all directors prior to filing; any recusals for conflicts are observed; and the board approves the return at a meeting or via written consent, with a resolution documenting the review and approval (resolution).”

“We prevent and manage conflicts by asking every board member, officer, key staff, and committee member to: (1) fill out a conflict-of-interest disclosure every year, and (2) promptly update it any time a new situation comes up. If someone has (or may have) a conflict on a decision, they tell the executive director and/or the board chair (or committee chairs), we put the facts on the record, and that person leaves the discussion and doesn't vote. Only disinterested directors decide whether evcf can move forward, and they must determine that the action is in evcf's best interest and fair. We document disclosures, recusals, and decisions in the minutes and keep the signed forms in our corporate records. We also don't make loans to directors or officers, and we train new leaders on the policy during onboarding. If someone doesn't follow the policy, the board can take corrective steps (e.g., undo or re-approve a transaction with proper safeguards, require additional disclosures/training, or apply disciplinary action).”

“When officer pay is set or reviewed, an ad-hoc compensation committee of disinterested board members oversees the process; the director of people & culture (or an external human resources consultant) compiles independent market comparability data and performance inputs; the committee reviews this information (and may use outside advisors as needed) and recommends ranges/adjustments; only disinterested directors discuss and approve final compensation (anyone with a conflict recuses and does not attend that portion); and contemporaneous minutes document attendees, data relied on, decisions, and effective datesusing the same steps for new hires, off-cycle changes, employment agreements, or incentives.”

“Evcf keeps complete books and records at its principal office and makes them available for inspection by directors; key governance policies are maintained in the corporate records, and we share core governance materials (bylaws, policies), financial information, and impact reporting publicly via our online drive/website/annual impact report or upon request, consistent with our values of transparency and accountability.”

“Process has not changed from prior year.”