IDAHO COMMUNITY FOUNDATION AGREEMENT TO ESTABLISH (NAME) AN AFFILIATE OF THE IDAHO COMMUNITY FOUNDATION

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1 TAXPAYER ID # IDAHO COMMUNITY FOUNDATION AGREEMENT TO ESTABLISH (NAME) AN AFFILIATE OF THE IDAHO COMMUNITY FOUNDATION 1. The () Affiliate of the Idaho Community Foundation (ICF), has been developed as partner group to increase philanthropy in (Specific Geographic Area/Community), Idaho. 2. The () is an affiliate of the Idaho Community Foundation (ICF). As such, it operates under the governing instruments and control of ICF and, thereby, has the characteristics legally required for component fund status and public charity classification in compliance with the Internal Revenue Code as it applies to community foundations. 3. The official name of the Affiliate shall be (), An Affiliate of the Idaho Community Foundation and is to be utilized by the Affiliate in all relevant materials, communications, and activities. 4. The Affiliate will have a broad-based volunteer Affiliate Advisory Board made up of diverse representatives from the community. Subject to the policies and oversight of ICF, the Affiliate Advisory Board will determine policies, principles and procedures that will guide the purpose and use of the Affiliate s fund generation and distribution and long-term sustainability. This is to include: a. Determine the goals and priorities for Affiliate funds. b. Generate permanent endowment funds, as well as non-endowed funds, to meet the goals and priorities identified by: i. Offering consistent, annual opportunities for individuals, businesses and other entities to philanthropically support the Affiliate through a variety of financial and volunteer means; and ii. Working with the ICF s CEO and Director of Communications to market the Affiliate and ICF through local press releases, promotional materials, speaking engagements and other communication mediums. c. Establish and carry out a local grant making program, in coordination with ICF: i. Develop grant making guidelines and procedures, including charitable objectives and priority areas to guide funding recommendations; ICF Affiliate Agreement Page 1

2 ii. Receive and evaluate proposals submitted to the Affiliate in keeping with its grant program; and iii. Submit recommendations for competitive and discretionary grants from Affiliate fund(s) to ICF s Board of Directors for disbursement. d. Establish and implement policies and procedures to guide the Affiliate in accordance with ICF policies and procedures, including: i. Develop policies related to the composition and orderly succession of the Affiliate Advisory Board; ii. Provide for election of leadership positions to include a chair, secretary and treasurer with additional positions to be determined by the Affiliate; iii. Produce a regular schedule of meetings and minutes recording decisions; iv. Prepare an annual work plan and budget; v. Form additional committees or task forces to undertake specific activities (e.g. a grants committee); and vi. Provide for regular communication with ICF staff concerning Affiliate activities. e. Serve as an information source to ICF in regard to the Affiliate area: i. Provide current information that can be used to update and maintain a portion of the ICF s website regarding Affiliate activities; ii. Provide information about various constituents in the Affiliate area, to be included in ICF s database, that would benefit from receiving information about the ICF; and iii. Help identify specific needs, opportunities, and emergencies in the Affiliate area in keeping with the overall mission of ICF. 5. The Idaho Community Foundation will provide the following support, in partnership with the Affiliate: a. Finance and Administration: i. Facilitation of first year Advisory Board meetings for planning and development of the Affiliate; ICF Affiliate Agreement Page 2

3 ii. Acceptance, receipting and recording all gifts/contributions including gifts of cash or cash equivalents; electronic payments (credit card payments and online donations); checks; stocks and securities; in-kind donations; bequests; or payments from a charitable gift annuity, charitable lead trust, life insurance policy, or individual retirement assets (IRA) account. Gifts of real estate, privately held stock, partnership and limited liability company interests, tangible personal property or collectibles (art, jewelry, automobile, etc.) must be presented to ICF s Investment Committee, which has the authority to accept certain gifts on behalf of ICF and its Affiliates. iii. Tracking and reporting donor information and giving histories; iv. Distribution and reporting of disbursements from funds for accounts payable or grants; v. Investment management of Affiliate fund(s) assets as part of the ICF s pool of funds; vi. Quarterly financial statements indicating the balance of the Affiliate fund(s) and/or funds identified with the Affiliate and all fund activity including investment returns, contributions received on behalf of those fund(s), and disbursements made from those funds; vii. Completion of annual tax returns (as part of ICF s returns); and viii. Annual audit (as part of ICF s audit). b. Program and Grant Making: i. Assistance regarding best practices in grant review and due diligence, including assistance with preparation of guidelines for grant applicants; ii. Use of ICF s grant applications, forms and templates (if desired); and iii. Grant processing, including grant award letters, contracts, grant payments, and progress reporting. c. Development and Donor Relations: i. Training and consultation, if desired, in donor development and stewardship, planned giving, effective fund raising and communications; ii. Assistance with identifying prospective donors from the ICF donor base; ICF Affiliate Agreement Page 3

4 and iii. Promotion of the Affiliate among current and new donors to ICF. d. Public Relations and Marketing: e. Website: f. Funding: g. General: i. Provide Affiliate logo with a similar look to ICF s logo, indicating the affiliate relationship; ii. Provide promotional materials templates for donors and the community; iii. Assistance with promotion and communication strategies and activities (content may be subject to approval by ICF s Director of Communications); and iv. Listing of the Affiliate in ICF s annual report and other ICF marketing materials as appropriate. v. Should the Affiliate want to develop its own webpage, marketing materials and other printed and electronic media, they must obtain approval by the ICF Communications Director. All costs associated with this must be paid for by the Affiliate. i. Provide page(s) on the ICF website for the Affiliate (content may be subject to approval by ICF s Director of Communications); and ii. Provide online giving access for contributions to the Affiliate. i. Up to $25,000 over 10 years in community grants to assist with raising funds for the unrestricted endowment (see Attachment A); and ii. An initial operating grant of up to $1,000 to cover expenses associated with the start-up of the Affiliate. i. Assistance with Affiliate annual and strategic planning; and ii. Sharing pertinent information with Affiliate from the Council on Foundations and other related sources. h. Additional services may be requested and provided by ICF for a fee and/or ICF Affiliate Agreement Page 4

5 depending on resource availability and other relevant factors. 6. All funds established on behalf of the Affiliate are the property of ICF, which shall have discretion and control over the investment, management and use of funds consistent with the charitable purpose of both ICF and the Affiliate. Upon becoming an ICF Affiliate, three initial funds shall be established with a minimum of $5,000 deposit for the Affiliate Endowment Fund at signing of this agreement. a. Affiliate Endowment Fund: a permanent fund in which only a small portion (historically 5%) of the fund s average balance is available for distribution each year. Contributions to this fund shall be unrestricted to offer the Affiliate Advisory Board flexibility in grant making. Challenge grants are based on contributions to this fund. b. Affiliate Non-Endowed Fund: non-endowed fund in which the entire fund balance is available for distribution. Contributions to this fund may be either restricted or unrestricted, and may be used for local grant making and special projects as recommended by the Affiliate Advisory Board. c. Affiliate Administrative Fund: non-endowed fund in which the entire fund balance is available for distribution. Contributions to this fund will be used to support day-to-day operational activities of the Affiliate. d. Affiliate funds will be charged ICF s standard Affiliate management fees (see table below) These fees align with the costs associated with providing training, administrative support, communications support, donor information management, financial and grant management provided to the Affiliate by ICF. ICF Management Fee Affiliate Endowment Funds $5,000 to $499,999 5% per annum $500,000 to $999, % per annum $1,000, % per annum Affiliate Non-Endowed Fund 1% per annum Affiliate Administrative Fund 1% per annum e. In the future, the Affiliate or their donors may be interested in establishing additional funds to support the geographic service area and be associated with the Affiliate. The Affiliate shall contact the ICF development officer for assistance. 7. The Affiliate Advisory Board shall have no authority to, and shall not, assume or create any obligation or responsibility, implied or expressed, on behalf of or in the name of ICF, and shall not bind itself or ICF in any matter whatsoever, except as previously authorized in writing by ICF. ICF Affiliate Agreement Page 5

6 8. To avoid confusions and misunderstandings, ICF wishes to ensure that all donors, potential donors and stakeholders understand the Affiliates are part of ICF, and that their operations are subject to the supervision and control of ICF. Therefore: a. The Affiliate must use the logo and website provided by ICF, rather than develop their own logo and brand; b. All written communication describing an Affiliate, soliciting funds for an Affiliate and/or to be identified with an Affiliate, or encouraging public involvement with an Affiliate, shall clearly state that the Affiliate is a project or program of the Idaho Community Foundation; and c. ICF reserves the right to approve, and if necessary revise, written communications as defined above to ensure they are appropriately informative regarding the role of the Affiliate, and otherwise reflect the ICF mission and policies. 9. In the event the Affiliate Advisory Board is no longer functioning (i.e. not meeting at least four times a year, has not made grant recommendations for a period of three years), the ICF Board of Directors shall: a. Recruit a new Advisory Board made up of local community members to serve as a replacement; or b. Nominate the appropriate ICF Regional Grants Panel to make annual grant recommendations, if a replacement Advisory Board cannot be recruited. Distributions from the fund will be restricted to organizations and projects within the Affiliate s geographic service area. 10. ICF intends that all of its Affiliates will remain an active part of ICF permanently. If in the future an Affiliate Advisory Board wishes to become independent, the ICF Board of Directors, in its sole discretion, shall decide whether to allow the transfer of funds. Affiliates shall discuss with ICF staff if they are interested in exercising this option. 11. In order to adapt to changing circumstances or respond to new issues or opportunities, specific terms of this agreement may be modified by mutual agreement of the Affiliate Advisory Board and ICF Board of Directors. The effective date of the Affiliate shall be the date of this fully executed agreement with receipt of $5,000 pledged and/or contributed and accepted by ICF. All parties agree to and accept the conditions within this agreement. ICF Affiliate Agreement Page 6

7 (), founding Affiliate Advisory Board Members: ICF Affiliate Agreement Page 7

8 Idaho Community Foundation: Robert A. Hoover President & CEO 210 W. State Street Boise, ID ICF Affiliate Agreement Page 8

9 Attachment A ICF Affiliate Funding Support Awards Chart Table 1.0 ICF Affiliate Award Chart Year 1 Year 2 Year 3 Year 4 ** Year 5 Year 6 Year 7 Year 8 Year 9 Year 10 ICF Contributions to Affiliate $2,500 for community grants $2,500 for community grants $2,500 for community grants TOTAL $25,000 ** Affiliate must have raised $100,000 in contributions to the Affiliate Endowment Fund to continue receiving awards for endowment. ICF Affiliate Agreement Page 9

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