Fundraising

NKY Health strives to maintain a sterling reputation in the community. This policy has been created in order to avoid any real or perceived conflict-of-interest and to ensure that any and all fundraising activities align with its vision, mission, and core values and comply with State/health department regulations and District Board by-laws/directives.

Generally, fundraising activities are governed by Kentucky Revised Statutes 367.650-670, and any person or entity intending to make charitable donations to NKY Health, or to solicit charitable contributions for NKY Health must comply with these statutory provisions.

This section is applicable to all fundraising requests/events that will benefit NKY Health where donations will be collected for or on the behalf of NKY Health and going to NKY Health for public health programs and services.  

The following procedure shall be followed by all NKY Health staff, anyone working in collaboration with NKIDHD staff, and/or anyone in the general public proposing to raise funds on behalf of NKY Health:

1. Any fundraising request/event that is being proposed to benefit the health department must have written approval from the Northern Kentucky Independent District Board of Health (NKIDBOH) prior to the fundraiser being advertised and held.  For a request/event to be approved, a formal request should be submitted in writing to the District Director of Health at least one month prior to Executive Committee meetings of the NKIDBOH.  

2. The District Director of Health will review the request and will include the request in the Executive Committee packet only if the request meets the criteria for acceptable fundraising activities on behalf of the health department set forth in this policy and procedure.  If the request does not meet the criteria, the requestor will be notified in writing of the health department’s declination of the request.  If the request meets the criteria, it will be placed on the next Executive Committee’s agenda for consideration.

3. If approved by the Executive Committee, the request will be forwarded as part of the packet to the District Board of Health, and shall be considered at the next NKIDBOH meeting.  If the request is not approved by the Executive Committee, the requestor shall be notified in writing of the decision.   APPROVAL OF ANY FUNDRAISING ACTIVITY OR EVENT IS WHOLLY AT THE DISCRETION OF THE NKIDBOH, AND THE NKIDBOH MAY DENY ANY APPLICATION, OR DECLINE ANY REQUEST OR EVENT AT ITS DISCRETION, WITHOUT EXPLANATION OR REASON BEING GIVEN.   

4. If the NKIDBOH approves the request, the approval will be sent in writing to the fundraiser prior to the event being advertised and held.  No use of NKIDHD’s name or emblem may be used in any advertising of an event unless written approval from the NKIDBOH has been issued. If the request is not approved, the requestor will also be notified in writing of this decision.

5. The District Director of Health will send the fundraiser coordinator a letter of thanks after the event has been held and funds have been received.

The written request for fundraising activities submitted to the District Director of Health must include all of the following information:

1. The name of the fundraising event, the date, times, and location that it will be held.

2. The manner in which NKY Health’s name will be used in conjunction with the fundraising event.

3. The proposed activities which will be taking place at the fundraising event, and the names and addresses of all persons or organizations who will be soliciting funds from the public.

4. A statement acknowledging that it is the applicant’s responsibility to obtain any and all licenses and registrations required under State and Federal law, and applicant shall provide, upon request, copies of such licenses and registrations.

5. A statement acknowledging that the applicant shall agree to release, indemnify and hold NKY Health, and the NKIDBOH harmless for and from any and all third party claims, complaints, and/or damages arising from the fundraising event or activity.

Criteria for acceptable fundraising activities include but are not limited to the following:

1. Events consistent with the mission, vision, and core values of the agency.

2. Events and fundraising activity which comply with KRS 367.650 – 670.

Unacceptable fundraising activities include but are not limited to the following:

1. Events that involve activities that are not consistent with the mission, vision, core values of the agency.

2. Events that involve donations tied to the sale of alcohol or games of chance/gambling.

3.  Events or fund raising activities which have not received prior, written approval by the NKIDBOH. 

• Donations must be cash or checks only.  Receipts must be provided to donors at the time of the donation.  Copy of receipts/receipt books and funds generated are to be sent to the health department Accounting unit the following business day.  If a donor wants a letter detailing the donation, they must contact the health department’s Accounting unit.

• 100% of donations solicited on behalf of NKY Health are to be submitted to NKY Health.  Funds raised on our behalf are not to go towards non-NKY Health event costs.

• Funds will be allocated/budgeted to the Cost Center(s) the funds were solicited for and the Board has approved.

Information received from/about donors will not be shared outside the Health Department.

The following are permissible fundraising activities:  

• Solicitation/Fundraising activities conducted by other entities (foundations, coalitions, etc.) not represented as NKY Health. 

• The purchase of incentives for program participants as part of program plans approved by the DDH and/or as part of grant awards approved by both the DDH and the funding source. 

• Solicitation/Fundraising activities which have been approved in writing in advance by the District Director of Health (DDH) or her/his designee. 

Gifts may not be solicited or accepted from any of the following: 

• Entities that NKY Health regulates  

• Vendors that NKY Health conducts business with 

• Entities that are not consistent with the vision, mission, and/or core values of NKY Health    

10/3/2022

• Updated policy header.