Halcyon House

“The 990 is distributed to the board members via email seven days prior to the board meeting. The board members review it individually and send back comments or questions. After the responses and or changes are made, the final version is presented to the board members for approval during the meeting.”

“To properly monitor and enforce a conflict-of-interest policy, halcyon house is diligent in reviewing the annual disclosure forms submitted by covered persons, and in compiling and maintaining a list of potentially conflicted entities and individuals. Proposed transactions can then be matched against the list as a means of identifying possible conflicts. When dealing with major vendors and service providers, the organization considers asking the vendor or service provider to disclose any relationship personal, financial, or otherwise that the vendor or service provider has with any of the organization's directors, officers, employees or volunteers. In addition, the organization reviews transactions involving any significant expenditure of organizational funds to ensure any compensation paid continues to be reasonable. If a possible conflict is identified with respect to a proposed transaction, the organization is committed to following the procedures set out in its conflict-of-interest policy for determining whether an actual conflict of interest exists, and the procedures for addressing the conflict of interest. Among the steps the organization take the following: 1) the person with the potential conflict with respect to a transaction should disclose such conflict. 2) the person should not participate or be present at any meeting during which the discussion of the possible conflict of interest takes place. 3) the chair of the board of directors should, if appropriate, appoint a committee of the board of directors made up of disinterested directors to investigate alternatives to the proposed transaction 4) if a more advantageous transaction is not reasonably available, the governing board or committee should determine, by a majority vote of the disinterested directors, whether the transaction is in the organization's best interest and is fair and reasonable. The organization should also document, through well-kept minutes, any decisions related to transactions involving an actual or possible conflict of interest. Finally, the organization must be diligent in taking appropriate disciplinary and corrective action if a person who is covered by the conflict-of-interest policy fails to disclose an actual or possible conflict of interest.”

“Halcyon follows the steps required in the compensation policy established in 2017. After the review from the board of directors and or supervisors, halcyon presents the compensation survey documentation and decides if the proposed salary is comparable to similar sized organizations in the area. After approval, a signed letter with the established new salary and effective date is sent to the employee or officer by human resources.”

“Halcyon will send by email or mail a copy of requests for the documentation. This can be requested via email, mail, or phone. Upon receipt of the request, halcyon is committed to submit the copy within five business days.”

“The process has not changed from prior year.”