Arlington Free Clinic Inc

“The executive committee shall consist of the chair, vice chair, treasurer, secretary, and other directors as determined by the board. The executive committee may act for the board between meetings of the board, within the policies established by the board and with such additional authority as may be delegated by the board, except in those matters reserved in these bylaws for determination by the board. Article 8.2.1 annually, the executive committee shall review independently the performance of the executive director and vote to approve changes to the executive director's compensation and benefits package.”

“Draft form 990 is prepared by an accounting firm and is reviewed by the treasurer and president. The draft return is provided to the board prior to filing with the irs.”

“Board members are required to sign conflict of interest statements annually. This process is discussed in detail with the board members at the first meeting of each calendar year. The policy is reviewed with all new incoming board members during the new board member orientation session each december. The board is reminded of the coi policy at regular intervals (approximately three times a year). Board chair and chair of the governance committee monitors this process. General announcements and education are provided to the board as a whole. Issues affecting only one board member are discussed privately by phone. When a conflict is reported by a board member, they are advised that they must recuse themselves from discussion and vote on related topics. If a conflict is suspected but not reported, it would be the board chair's responsibility for having a discussion and seeking clarification and compliance with policy.”

“The executive committee of the board of directors shall be responsible for establishing and approving the executive director's annual performance plan, monitoring performance against that plan during the fiscal year, conducting the final performance review and deciding the performance rating for the year, and reviewing and setting the compensation package starting july 1 of each year. Market rates and compensation packages for other ed's in the field will be used for the comparison as well as the local cost of living increase, the executive director's length of service, and any particular requirements or needs of the executive director's in arriving at a total compensation package. The minutes of the meeting or an email from the board chair will notify the director of the finance & hr to make adjustments to the executive director's compensation. The most recent year executive compensation was reviewed was 2019. The executive director determines the raises of the direct reports. All increases are documented by a written letter to the employee and saved in the employee's hr file. The most recent year other officers' compensation was reviewed was 2019.”

“The organization makes its governing documents, conflict of interest policy and financial statements available to the public upon request.”

“The process for oversight and selection of an independent accountant has not changed.”