Goal

Transparent handling of the ANA’s income, expenses, cash, etc. with clear duties and checks and balances built in.

Financial Structure

• Finances are overseen by the ANA Treasurer, contract Bookkeeper/Accountant, and contract Coordinator.
• The ANA keeps two bank accounts:
  • One (called the NRP Account) is for city-funded activities and city payments.
  • The second (called the Cash Account) is an unrestricted cash account for expenses that aren’t eligible for City reimbursement. This account also functions as the organization’s reserves.
• Spending & Expenses:
  • Expenses are tracked in Quickbooks and receipts and invoices are saved in the ANA Finance Google Drive folder.
  • Contract staff and volunteers buy supplies and materials and request reimbursement from the Treasurer.
  • The Coordinator can spend up to $100 per month without Board approval as long as the expense fits into the approved ANA Annual Budget. Anything above this $100 per month threshold needs Board approval.
  • Committees will receive an annual budget for their City-eligible supplies, expenses and printing costs.
    • Committees will report on their spending to the ANA Board.
    • Any spending beyond City-eligible expenses (like food) or above the annual budget amount requires Board approval.
    • In order to get reimbursement, Committee members will have to submit receipts using the ANA Reimbursement Form.
• Donations:
  • Donations and payments to the organization are taken through PayPal, Mighty Cause (GiveMN), Square, personal check, and cash.
• Money handling:
  • At events, money is handled and checked by two people.
  • All deposits are brought to the Treasurer who then deposits them into the Cash Account.
• Email communication about finances should have “ANA” in the subject line.

Division of Responsibilities 

Bookkeeper/Accountant: 

• Bookkeeper/Accountant will enter and track expenses and income in Quickbooks early in the month.
  • Code expenses to appropriate City budget or cash account line items.
  • Attach receipts and invoices to Quickbooks expenses from the ANA Receipts & Invoices Google Drive folder.
  • Track donations from sales as well as City reimbursements and record donors’ names in Quickbooks.
• Run monthly budget reports for board that include:
  • Balance sheet.
  • Profit and loss.
  • Monthly expenses.
  • YTD spending.
  • Budget balance for Neighborhood Network Fund, Equitable Engagement Fund, Neighborhood Priorities Program funds, and Neighborhood Revitalization Program contracted funds.
• Payment Requests:
  • Run reports for City expense reimbursement.
  • Complete City payment requests monthly and send to Coordinator and Treasurer for review (~three days).
  • Send final payment requests to the City for reimbursement.
  • Save copies of payment requests in the ANA Google Drive Payment Request folder
• Prepare and file tax documents, Attorney General filing in partnership with the Coordinator, 1099s for contractors and the ANA’s 990-EZ.

Treasurer:

• Bank:
  • Serve as primary contact for ANA bank accounts.
  • Deposit checks, cash payments, and donations in the ANA Cash Account.
  • Pull and send monthly bank statements for ANA NRP and Cash Accounts to the President, Vice President, Secretary, Coordinator, and Bookkeeper/Accountant.
  • Get petty cash for events as needed.
  • Order more checks for ANA NRP and Cash accounts as needed.
  • Report outstanding checks to Coordinator and Bookkeeper/Accountant.
  • Announce bank balances to the ANA Board.
• Oversight:
  • Check ANA Quickbooks regularly.
  • Approve contract staff invoices and expenses.
• Checks:
  • Vet expenses and reimbursement requests (confirming that they are Board approved and Coordinator is aware).
  • Write and send checks on behalf of the ANA.
  • Request ANA mailing supplies as needed.
  • Enter outgoing checks, donations and deposits in a digital register in the ANA Google Drive Finance folder.

Coordinator:

• Manage budget and spending for the organization:
  • Prepare a draft annual budget that documents to which City contract expenses will be billed.
  • Ensure spending is approved and does not exceed budget items.
  • Help committees budget and request board approval for expenses/events.
  • Track funds under contract at the City in NRP, NPP and other contracts.
  • Coordinate Plan Modifications, budget transfers and required City documentation once approved by the ANA Board.
• Receipts, invoices and donations:
  • Scan all receipts for reimbursement and invoices that require payment and save in the ANA Receipts & Invoices Google Drive Folder.
  • Let the Treasurer know when invoices or reimbursement requests are ready for payment.
  • Provide Bookkeeper with reports from Square, MightyCause, PayPal and any other financial services.
  • Send donation thank yous by email or letter that includes the ANA’s nonprofit status, EIN number and the donation amount.
  • Coordinate with the Treasurer and Bookkeeper/Accountant to obtain contact information, donation amounts, and to send thank you letters as needed.
• Reimbursement & Tracking Staff Time:
  • Assist board and committee members in submitting expense reports and receipts through an ANA reimbursement request Google Form.
  • Track expenses for reimbursement and send pdfs with receipts and expenses categories.
  • Prepare detailed monthly invoices that track staff time and code to the appropriate City contract.
• Provide the Treasurer with stamps, envelopes, ANA return address labels.
• City contract documentation:
  • Coordinate with the Board (usually the President) to sign City contracts.
  • Send Plan Mod requests.
  • Monitoring budgets and initiating Plan Mod processes if budgets for ANA programs run low.
  • Scan and file all digital copies of Plan Mod letters, City contract amendments, etc.

Approval & Adoption

Approved and adopted by a vote of the Board of Directors at a properly conducted meeting.

Secretary: Nikki Lindberg

Date: November 16, 2021

Revision History: n/a

Purpose

In order for the Organization to achieve its mission it must continue to diversify its funding sources. The Board of Directors plays a critical role in the planning and execution of the Organization’s fundraising activities. This plan outlines the annual City funding and fundraising activities for the Organization.

City Funding

The Organization will continue to apply for and utilize all available funding from the City of Minneapolis through the Neighborhoods 2020 program. This includes applying for annual Neighborhood Network Funds and Equitable Engagement Funds and meeting program requirements to be eligible for funding.

Contracted Neighborhood Priorities Program (NPP) and Neighborhood Revitalization Program (NRP) funds will be slowly used to supplement the Organization’s annual City funding.

Fundraising

As part of their fiduciary responsibilities, the Organization’s Board of Directors will lead on annual fundraising activities. This could involve planning giving campaigns, drafting and sharing donation messages through the Organization’s communication platforms, and seeking sponsorships or donations.

The Organization’s annual fundraising activities may include but are not limited to:

• A fall neighborhood donation drive to increase individual donors. Messages will be shared through print communications with donation envelopes, on the website, through the eNews and on social media.
• The Give to the Max Day fundraising drive each November.
• Local business donations and sponsorships to support events and activities. Requests will be coordinated through the Organization’s Coordinator and Board of Directors to minimize duplicated requests.
• Item sales to benefit the organization (lawn signs, shirts, tote bags, etc.).
• Fundraising events.

Approval & Adoption

Approved and adopted by a vote of the Board of Directors at a properly conducted meeting.

Secretary: Nikki Lindberg

Date: November 16, 2021

Revision History: n/a

I. Policy Statement

The Organization will take reasonable steps to ensure that persons with Limited English Proficiency (LEP) have meaningful access and opportunity to participate in our services, activities, programs, and other benefits.

II. Purpose

The purpose of this policy is to substantially comply with City of Minneapolis grant requirements which pass through state or federal legal requirements that might not otherwise apply to this Organization. (i.e., Title VI of the Civil Rights Act of 1964 and the Americans with Disabilities Act, etc.). This policy establishes guidelines for providing language accessible services to individuals that are Limited English Proficient or Deaf or Hard of Hearing so that these individuals can access grant funded programs of the Organization.

III. Budget

The Organization will implement this policy to the extent that the law or grant program requires and so long as resources and funds are available.

IV. Language Assistance Procedures

• A. Language assistance determination in two forms: 

• 1. A person (or their representative or companion) makes a direct request.
  2. Staff (or volunteers, etc.) conduct an assessment, and determine assistance is needed. The following are guidelines about staff assessments:
     • A. Staff (or volunteers, etc.) at the initial point of contact will conduct an assessment for the need for language assistance and notify the individual(s) of the right to an interpreter at no cost. Staff members who have subsequent contact will continue to assess the need for language assistance.
     • B. To assess the need for language assessment, staff should ask open ended questions, and avoid asking questions that would allow for yes or no responses. For example, ask: “how can I help?” instead of “do you need help?”
     • C. The LEP person may speak more than one language. Or, they may have limited proficiency in a secondary language. Staff will identify the primary language of the LEP person, and work to provide language assistance in the primary language of the individual.
     • D. A Deaf person may also be limited English proficient and also not be proficient in American Sign Language. Staff will work to identify the primary language of the Deaf person and provide language assistance in the primary language of the individual.

• B. How to determine the primary language:

1. 1. Staff will request that the person (or companion) identify their preferred / primary language.
   2. If bilingual / multilingual staff or volunteers are available to assist, staff may request their help in identifying the primary language.
   3. Use in-person, video remote interpreters, or telephonic interpreters to identify the primary language.
   4. Use an “I speak” card or poster to identify the primary language.
   5. Staff should determine if the preferred mode of communication for a Deaf or Hard of Hearing person is interpretation or a different translation mechanism.

• C. Requesting interpretation or translation services:

1. 1. Advance requests: After receiving a request for planned interpreter services at least one week in advance, or a request for document translation services at least two weeks in advance, the Organization will contract with an interpretation or translation service provider.
   2. Immediate requests: For immediate interpretation service needs, bilingual staff or volunteers, or translation technology (such as an app) may be utilized if available.
   3. Additional resources: Staff may also reach out to the City of Minneapolis, Neighborhood Community Relations department which has community specialists who speak Spanish, Somali, Lao and Hmong. The City also maintains several phone lines to support non-English-speakers and those who are deaf or hard of hearing.
      1. Spanish Line: 612-673-2700
      2. Somali Line: 612-673-3500
      3. Hmong Line: 612-673-2800
      4. TTY Line: 612-263-6850
   4. Recurring requests: For frequent contact with individuals who speak limited or no English, staff may contact the NCR Access and Outreach Manager at 612-673-3737 to discuss how best to handle translation needs on a recurring or regular basis (i.e. in the case of a board member or committee member who requires routine translation services).

V. Interpreter & Translation Policy

The Organization will:

1. 1. Provide timely interpreter or document translation services wherever possible. LEP requests for interpretation translation services must be made at least one week in advance of the date the service is needed. LEP requests for document translation services must be made at least two weeks in advance.
   2. Utilize trained professional interpreters and translators who are culturally competent and adhere to a code of ethics and professional practice standards (i.e. the American Translators Association Code of Ethics and Professional Practice).
   3. Allow LEP persons to use their own adult volunteer to interpret or translate in their own language. The Organization will, however, never require members to provide their own volunteer. Minor children may not serve as interpreters absent emergency circumstances.
   4. Upon specific request, the Organization will provide a translated document or interpreter service for vital documents, such as: board member applications and election notices; annual financial statements; articles and bylaws; the final approved meeting minutes as specified.

VI. Signage / Notices

1. 1. Signage will be placed in visible locations notifying people of their right to request an interpreter at no cost. Signage will be translated into the languages most frequently encountered by the organization.
   2. When vital documents are published in physical spaces or to the Organization’s website or social media platforms a language access notice will accompany the publication that reads:

“This information is important. If you need help understanding the information, call 612.466.0296. If you need these documents in a language other than English, tell the representative and we will arrange for an interpreter and / or document translation.”  This notice will be translated into the languages most frequently encountered by the Organization.

VII. Definitions

1. 1. Limited English Proficient (LEP) person means any individual whose primary language is not English, and has limited or no ability to speak, understand, read, or write English.
   2. Interpretation is the process of orally rendering a spoken or signed communication from one language into another language.
   3. Primary language means the language that an individual communicates most effectively in.
   4. Translation is converting written text from one language into written text in another language. ‘Translation’ is often misused to mean interpretation, but it is a written medium.
   5. A qualified interpreter or translator is a trained professional who is a neutral third party with the requisite language skills, experienced in interpretation or translation techniques, and knowledgeable in specialized content areas and technical terminology in order to effectively facilitate communication between two or more parties who do not share a common language.
   6. Vital Documents are any materials that are essential to an individual’s ability to access services provided by the organization, exercise their voting member rights or that are required by law.

VIII. Biennial Monitoring

The Organization will conduct a biennial review of language use by the community and the needs of the member population.  The Organization may rely on available Census data, Municipal data or other recognized sources in determining what the primary language groups are in the stakeholder community.

In addition, the Organization assesses the efficacy of these procedures on a biennial basis. This assessment includes but is not limited to how the Organization secures interpreter services, any equipment used for the delivery of language assistance, any complaints to the Organization filed by LEP persons, feedback from members or partner community organizations, etc.

Approval & Adoption

Approved and adopted by a vote of the Board of Directors at a properly conducted meeting.

Secretary: Nikki Lindberg

Date: November 16, 2021

Revision History: n/a

I. Purpose

This policy provides an overview of the Organization’s policies regarding hiring its voting members as employees or contractors.

The Board of Directors must execute the fiduciary duties (duty of care; the duty of loyalty; and, the duty of obedience) to the nonprofit corporation in all aspects of its governance. The Board has all the powers given by state law which are necessary and appropriate for governing the Corporation. This includes an affirmative duty to ensure the health of the Organization,  compliance with employment laws and to take measures to avoid legal disputes that jeopardize the mission or fiscal health of the Organization

II. Policy

It is the general operating policy of the Organization not to hire its voting members as paid staff (defined here as either W2 employees or 1099 contractors) when possible.

The hiring of voting members (of any class or category) can create the appearance of a conflict of interest where one member may be personally enriched by the financial resources of the Organization. Moreover, hiring voting members creates the opportunity for legal disputes with our voting members (for example: contractual disputes or employment law claims). This type of dispute could preclude a member from board service due to their inability to fulfil the fiduciary duties to protect the Organization. Additionally, hiring voting members as staff (whether as an employee or contractor) creates difficulty in managing the performance, discipline and termination of these individuals and blurs the line between distinct voting member rights and employee or contract rights.

Finally, unlike other voting member organizations formed under Minn. Ch. 317A, the Organization is not permitted to terminate the membership of any eligible voting member. This is a condition of accepting grant funding from the City of Minneapolis. Therefore, preserving the relationship and minimizing opportunities for conflicts with our member is of utmost importance.

It is in the best interests of the Organization to avoid the appearance of impropriety; to limit the opportunity for disputes with our voting member community; and, to keep the option for board service open to all members. For these reasons, the Organization will not hire voting members as paid staff.

With respect to voting members who have previously served as paid staff to the Organization before this policy was adopted, the Organization will enforce a 2-year waiting period before the individual may run for election to a board seat. This waiting period allows the statute of limitations for most relevant legal claims to expire (i.e., libel, slander, discrimination, wage and hour violations, etc.). The 2-year period will run from the date of the employee’s discharge or the contractor’s termination.

The Organization will create opportunities for members to meaningfully engage with the Organization in volunteer work as part of its Engagement Plan. The Organization may also share or otherwise promote or publish job openings or requests for proposal of nearby neighborhoods to promote any paid positions in the general vicinity to which members may be interested in applying.

This policy does not apply to business entities in the neighborhood that employ members or one in which a voting member may hold an ownership interest. Hiring entities as vendors or service providers is subject to the Organization’s procurement and purchasing policies and procedures as well as the Organization’s Conflict of Interest policy.

Approval & Adoption

Approved and adopted by a vote of the Board of Directors at a properly conducted meeting.

Secretary: Nikki Lindberg

Date: November 16, 2021

Revision History: n/a

I. Purpose

The Americans with Disabilities Act (ADA) and the Americans with Disabilities Amendments Act (ADAAA) (Collectively referred to as ADA) are federal laws that require employers with 15 or more employees to not discriminate against applicants and individuals with disabilities and, when needed, to provide reasonable accommodations to applicants and employees who are qualified for a job, with or without reasonable accommodations, so that they may perform the essential job duties of the position.

The ADA / ADAAA also may require accommodation to our members or program participants.

These laws may not typically apply to the Organization due to employer size. However, acceptance of City of Minneapolis grants requires some level of compliance with these regulations and provides grant funding for this compliance.

The Organization will provide for the participation of (and meaningfully engage with) all segments of the neighborhood population the Organization serves, including, but not limited to, homeowners, renters, property owners, business owners, people with disabilities, immigrants, non-English speakers, low-income residents, people of color and others who participate in Organizational programs.

Therefore, it is the Organization’s policy to comply with this requirement and conduct itself as an Equal Opportunity Employer (consistent with the Organization’s EEO Policy).

The Organization does not discriminate against qualified individuals with disabilities in regard to application procedures, hiring, advancement, discharge, compensation, training or other terms, conditions, and privileges of employment or with regard to program, activity or event participation.

II. Terms Used in This Policy

As used in this ADA policy, the following terms have the indicated meaning:

1. Disability: A physical or mental impairment that substantially limits one or more major life activities of the individual, a record of the impairment, or being regarded as having the impairment.
2. Major life activities: Term includes caring for oneself, performing manual tasks, seeing, hearing, eating, sleeping, walking, standing, lifting, bending, speaking, breathing, learning, reading, concentrating, thinking, communicating, and working.
3. Major bodily functions: Term includes physical or mental impairment such as any physiological disorder or condition, cosmetic disfigurement or anatomical loss affecting one or more body systems, such as neurological, musculoskeletal, special sense organs, respiratory (including speech organs), cardiovascular, reproductive, digestive, genitourinary, immune, circulatory, hemic, lymphatic, skin, and endocrine. Also covered are any mental or psychological disorders, such as intellectual disability, organic brain syndrome, emotional or mental illness and specific learning disabilities.
4. Substantially limiting: In accordance with the ADAAA final regulations, the determination of whether an impairment substantially limits a major life activity requires an individualized assessment, and an impairment that is episodic or in remission may also meet the definition of disability if it would substantially limit a major life activity when active. Some examples of these types of impairments may include epilepsy, hypertension, asthma, diabetes, major depressive disorder, bipolar disorder, and schizophrenia. An impairment, such as cancer that is in remission but that may possibly return in a substantially limiting form, is also considered a disability under EEOC final ADAAA regulations.
5. Direct threat: A significant risk to the health, safety, or well-being of individuals with disabilities or others when this risk cannot be eliminated by reasonable accommodation.
6. Qualified individual: An individual who, with or without reasonable accommodation, can perform the essential functions of the employment position that the individual holds or desires.
7. Reasonable accommodation: Includes any changes to the work environment and may include making existing facilities readily accessible to and usable by individuals with disabilities, job restructuring, part-time or modified work schedules, telecommuting, reassignment to a vacant position, acquisition or modification of equipment or devices, appropriate adjustment or modifications of examinations, training materials or policies, the provision of qualified readers or interpreters, and other similar accommodations for individuals with disabilities.
8. Undue hardship: An action requiring significant difficulty or expense by the employer / program provider. In determining whether an accommodation would impose an undue hardship on a covered entity, factors to be considered include:
   • A. The nature and cost of the accommodation.
   • B. The overall financial resources of the facility or facilities involved in the provision of the reasonable accommodation, the number of persons employed at the facility, the effect on expenses and resources, or the impact of the accommodation on the operation of the facility.
   • C. The overall financial resources of the employer; the size, number, type, and location of facilities.
   • D. The type of operations of the Organization, including the composition, structure, and functions of the workforce; administrative or fiscal relationship of the particular facility involved in making the accommodation to the employer.
9. Essential functions of the job: Term refers to those job activities that are determined by the employer to be essential or core to performing the job; these functions cannot be modified.

The examples provided in the above terms are not all-inclusive. They are not the only conditions that are considered to be disabilities, impairments or reasonable accommodations covered by the ADA/ADAAA policy.

III. Employer – Employee ADA Practices

A. Accommodation Procedures

When an individual with a disability requests accommodation and can be reasonably accommodated without creating an undue hardship or causing a direct threat to workplace safety, they will be given the same consideration for employment as any other applicant.

The Organization, through its board, or delegated staff with authority, is responsible for implementing this policy, including the resolution of reasonable accommodation, safety/direct threat, and undue hardship issues.

1. Reasonable accommodation. The Organization will reasonably accommodate qualified individuals with a documented disability so that they can perform the essential functions of a job unless doing so causes a direct threat to these individuals or others in the workplace and the threat cannot be eliminated by reasonable accommodation or if the accommodation creates an undue hardship to the Organization. Questions or requests for accommodation are handled under the Organization’s Personnel Policy & Procedures.
2. Safety standards.
   • A. Applicants who pose a direct threat to the health, safety and well-being of themselves or others in the workplace when the threat cannot be eliminated by reasonable accommodation will not be hired.
   • B. Employees are required to comply with the Organization’s safety standards. Current employees who pose a direct threat to the health or safety of themselves or other individuals in the workplace will be placed on leave until an organizational decision has been made in regard to the employee’s immediate employment situation.
3. Illegal Drugs. Individuals who are currently using illegal drugs are excluded from coverage under the Organization’s ADA policy.

IV. Program Delivery ADA Procedures

A. Modification

The Organization makes efforts to implement reasonable modifications to program delivery to ensure people with disabilities have meaningful access and equal opportunities to enjoy Organizational programs, events, and activities. “Meaningful access” means that a person:

• Is given adequate information
• Can understand the programs, activities, and events available to them
• Can participate in programs, activities, and events they are eligible for
• Can communicate to the organization when member input is needed

1. Physical Access: Meetings and events of the organization will be held in public locations that are wheelchair accessible, and reasonable accommodations will be made available upon request. A wheelchair accessible location will include accessible parking, and an accessible entrance with no step, or an available ramp or elevator. An accessible route to the meeting or event must be at least three feet wide.
2. Effective Communication:
   1. 1. A. Written materials: The Organization will follow its Language Access Policy and routinely consider when producing written materials whether or how the written content should or can be made more accessible to limited-English or non-English speaking individuals.
      2. B. Auxiliary aids: Upon request, the Organization may be able to provide auxiliary aids and services to ensure effective communication if funding is available. The Organization encourages people with disabilities who want to participate in Organizational programs, events or activities to make an advance request for auxiliary aids and services. These can include:
         1. 1. Real time captioning
            2. Readers
            3. Live audio description
            4. Assistive listening devices
            5. Braille
            6. Large print
            7. Qualified interpreters for American Sign Language (ASL) or another language (please refer to the ANA Language Access Policy).
            8. In its efforts to ensure equal access, the Organization will seek to utilize readily available Accommodations Checklists like those provided by the City of Minneapolis (or others) to ensure that people with disabilities have fair and equal access to information at Organizational meetings, events and activities. (See, https://www2.minneapolismn.gov/media/content-assets/documents/departments/Accommodations-Checklist.pdf)
3. Taking Requests for Assistance: Any qualified person may request an accommodation, such as a language interpreter, by contacting the Organization at least five days in advance. The Organization will seek to provide the most effective available accommodations (which will provide the individual with the opportunity to participate equally or provide equal benefits or privileges as a non-disabled person) with the understanding that the accommodation does not have to be the best available or the accommodation preferred by the disabled individual. A virtual meeting may be an acceptable alternative to an in-person meeting, where closed captioning and language interpretation are available on the software platform.
4. Notification: The following notification will be placed in all Organizational meeting and event notices:

The Organization invites and encourages participation by all. If you require an accommodation in order for you to fully participate, or if you require this document in a different format, please let us know at least 5 days in advance by contacting us at [phone number] or through Minnesota Relay Services at 1-800-627-3529 or by dialing 7-1-1. (Resource: http://mn.gov/commerce/consumers/Minnesota-Relay-Users/Make-Receive-Calls.jsp)

B. Program Participant Grievance Procedure

The Organization is committed to making the programs, information, and activities which are open to the public available to everyone, regardless of language barriers or disabilities. If a person with a disability is unable to access a program, information or activities, then they are encouraged to contact the Board of Directors or their delegate who is the ADA Coordinator. The ADA Coordinator will work with the individual to discuss the issue and explore options for improving access to the program, information or activity.

The contact information for the ADA Coordinator will be published on the Organization’s website as follows:

ADA Questions or Complaints may be filed by calling the office at 612.466.0296, or by email at anacoordinator@armatage.org 

Approval & Adoption

Approved and adopted by a vote of the Board of Directors at a properly conducted meeting.

Secretary: Nikki Lindberg

Date: November 16, 2021

Revision History: n/a