Policies

Conflicts of Interest and Disclosure of Certain Interests

This conflict of interest policy is designed to help directors, officers, and employees of Teen Mania Ministries identify situations that present potential conflicts of interest and to provide Teen Mania Ministries with a procedure that, if observed, will allow a transaction to be treated as valid and binding even though a director, officer, or employee has or may have a conflict of interest with respect to the transaction. In the event there is an inconsistency between the requirements and procedures prescribed herein and those in federal or state law, the law shall control. All capitalized terms are defined in Part 2 of this policy.

1)    Conflict of Interest Defined. For purposes of this policy, the following circumstances shall be deemed to create Conflicts of Interest:

a)    Outside Interests.

i)      A Contract or Transaction between Teen Mania Ministries and a Responsible Person or Family Member.

ii)     A Contract or Transaction between Teen Mania Ministries and an entity in which a Responsible Person or Family Member has a Material Financial Interest or of which such person is a director, officer, agent, partner, associate, trustee, personal representative, receiver, guardian, custodian, conservator, or other legal representative.

b)    Outside Activities.

i)      A Responsible Person competing with Teen Mania Ministries in the rendering of services or in any other Contract or Transaction with a third party.

ii)     A Responsible Person’s having a Material Financial Interest in; or serving as a director, officer, employee, agent, partner, associate, trustee, personal representative, receiver, guardian, custodian, conservator, or other legal representative of, or consultant to; an entity or individual that competes with Teen Mania Ministries in the provision of services or in any other Contract or Transaction with a third party.

c)    Gifts, Gratuities and Entertainment. A Responsible Person accepting gifts, entertainment, or other favors from any individual or entity that:

i)      Does or is seeking to do business with, or is a competitor of Teen Mania Ministries; or

ii)     Has received, is receiving, or is seeking to receive a loan or grant, or to secure other financial commitments from Teen Mania Ministries;

iii)    is a charitable organization;

()     Under circumstances where it might be inferred that such action was intended to influence or possibly would influence the Responsible Person in the performance of his or her duties. This does not preclude the acceptance of items of nominal or insignificant value or entertainment of nominal or insignificant value that are not related to any particular transaction or activity of Teen Mania Ministries.

2)    Definitions.

a)    A Conflict of Interest is any circumstance described in Part 1 of this Policy.

b)    A Responsible Person is any person serving as an officer, employee, or member of the board of directors of Teen Mania Ministries.

c)    A Family Member is a spouse, domestic partner, parent, child, or spouse of a child, brother, sister, or spouse of a brother or sister, of a Responsible Person.

d)    A Material Financial Interest in an entity is a financial interest of any kind that, in view of all the circumstances, is substantial enough that it would, or reasonably could, affect a Responsible Person’s or Family Member’s judgment with respect to transactions to which the entity is a party. This includes all forms of compensation. (The board may wish to establish an amount that it would consider to be a “material financial interest.”)

e)    A Contract or Transaction is any agreement or relationship involving the sale or purchase of goods, services, or rights of any kind, the providing or receipt of a loan or grant, the establishment of any other type of pecuniary relationship, or review of a charitable organization by Teen Mania Ministries. The making of a gift to Teen Mania Ministries is not a Contract or Transaction.

3)    Procedures.

a)    Before board or committee action on a Contract or Transaction involving a Conflict of Interest, a director or committee member 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.

b)    A director or committee member who plans not to attend a meeting at which he or she has reason to believe that the board or 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.

c)    A person who has a Conflict of Interest shall not participate in or be permitted to hear the board’s or 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.

d)    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 [Organization Name] has a Conflict of Interest when he or she stands for election as an officer or for re-election as a member of the board of directors.

e)    Responsible Persons who are not members of the board of directors of Teen Mania Ministries, 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 Teen Mania Ministries’ 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.

4)    Confidentiality. Each Responsible Person shall exercise care not to disclose confidential information acquired in connection with such status or information the disclosure of which might be adverse to the interests of Teen Mania Ministries. Furthermore, a Responsible Person shall not disclose or use information relating to the business of Teen Mania Ministries for the personal profit or advantage of the Responsible Person or a Family Member.

5)    Review of Policy.

a)    Each new Responsible Person shall be required to review a copy of this Policy and to acknowledge in writing that he or she has done so.

b)    Each Responsible Person shall annually complete a disclosure form identifying any relationships, positions, or circumstances in which the Responsible Person is involved that he or she believes could contribute to a Conflict of Interest arising. Such relationships, positions, or circumstances might include service as a director of or consultant to a not-for-profit organization, or ownership of a business that might provide goods or services to Teen Mania Ministries. Any such information regarding business interests of a Responsible Person or a Family Member shall be treated as confidential and shall generally be made available only to the Chair, the Executive Director, and any committee appointed to address Conflicts of Interest, except to the extent additional disclosure is necessary in connection with the implementation of this Policy.

c)    This policy shall be reviewed annually by each member of the board of directors. Any changes to the policy shall be communicated immediately to all Responsible Persons.

Retention and Destruction

This Policy represents Teen Mania Ministry’s policy regarding the retention and disposal of records and the retention and disposal of electronic documents.

1)    Administration

a)    Attached as Appendix A is a Record Retention Schedule that is approved as the initial maintenance, retention and disposal schedule for physical records of Teen Mania Ministries and the retention and disposal of electronic documents.  The V.P. of Finance (the “Administrator”) is the officer in charge of the administration of this Policy and the implementation of processes and procedures to ensure that the Record Retention Schedule is followed.  The Administrator is also authorized to: make modifications to the Record Retention Schedule from time to time to ensure that it is in compliance with local, state and federal laws and includes the appropriate document and record categories for Teen Mania Ministries; monitor local, state and federal laws affecting record retention; annually review the record retention and disposal program; and monitor compliance with this Policy.

2)    Suspension of Record Disposal In Event of Litigation or Claims

a)    In the event Teen Mania is served with any subpoena or request for documents or any employee becomes aware of a governmental investigation or audit concerning Teen Mania or the commencement of any litigation against or concerning Teen Mania such employee shall inform the Administrator and any further disposal of documents shall be suspended until such time as the Administrator, with the advice of counsel, determines otherwise. The Administrator shall take such steps as is necessary to promptly inform all staff of any suspension in the further disposal of documents.

3)    Applicability

a)    This Policy applies to all physical records generated in the course of Teen Mania Ministry’s operation, including both original documents and reproductions.

b)    It also applies to the electronic documents described above.

This Policy was approved by the Board of Directors of Teen Mania Ministries on September 16, 2010.

Whistle-blower Protection

Teen Mania Ministries Conduct Policy requires directors, officers and employees to observe high standards of integrity and accountability in order to maintain our Christian witness and comply with Federal and State law.  This Whistle-blower Protection policy is implemented to protect the ministry from financial, accounting, or internal control irregularities or wrongdoing.  This policy establishes a process for employees to submit good-faith concerns regarding questionable accounting, internal control, or auditing matters and provides reassurance that they will be protected from retaliation.  Teen Mania is committed to the highest possible standards of ethical, moral, and legal conduct in the operation of the ministry.

POLICY DESCRIPTION:

Reporting Responsibility

It is the responsibility of all directors, officers, and employees to report financial irregularities, misconduct, fraud, misrepresentation, or other serious financial concerns that may constitute unethical or illegal conduct.   A director, officer, or employee, who raises a good-faith concern regarding financial misconduct or compliance with any law is protected from any form of retaliation by the organization.  “Good faith” means that the director, officer or employee has a reasonably held belief that the concern reported is true and has not made the report either for personal gain or for any ulterior malicious motive.  Malicious allegations may result in disciplinary action.

This Whistle-blower Protection policy is intended to encourage and enable directors, officers, employees, and others to grieve serious concerns within the organization prior to seeking resolution outside the organization. Any concern may be reported anonymously; however, providing a source generally enhances the investigation process and findings.

Retaliation Prohibited

No director, officer, or employee who in good faith reports an accounting, internal control, auditing or financial concern shall be subjected to harassment, retaliation, or any adverse employment consequence.  Any director, officer, or employee who retaliates against the reporting party will be subject to discipline up to and including termination of employment.

1.800.229.8336
P.O. Box 2000
Garden Valley, TX 75771