1. Policy on Oversight of Local Chapters, Branches, or Affiliates

Purpose:

 To ensure consistency, accountability, and alignment with the mission and values of Ladies of Lee, this policy outlines the oversight and governance structure for any future chapters, branches, or affiliates established under the organization.

Policy:

• All local chapters or affiliates must be chartered by Ladies of Lee and operate under a formal written agreement approved by the Board of Directors.

• Local groups must follow the core mission, vision, and values of Ladies of Lee and comply with all applicable policies and reporting requirements.

• Financial activities of chapters must be reported to the central organization quarterly and are subject to audit or review.

• Ladies of Lee reserves the right to revoke the charter of any local chapter that fails to operate in accordance with its mission, policies, or applicable laws.

2. Whistleblower Policy

Purpose:

To encourage and protect honest reporting of suspected misconduct, fraud, or violations of law or organizational policy within Ladies of Lee.

Policy:

• Any board member, employee, volunteer, or affiliate may report suspected violations to the Board Chair or an appointed Whistleblower Officer.

• Reports may be submitted confidentially or anonymously and will be treated with discretion.

• Retaliation against individuals who report in good faith is strictly prohibited and grounds for disciplinary action.

• All reports will be investigated promptly and appropriate corrective action will be taken if warranted.

3. Compensation Review and Reasonableness Policy

Purpose:

 To ensure that compensation for officers and key employees is fair, reasonable, and compliant with IRS regulations for nonprofit organizations.

Policy:

• The Board of Directors or an appointed Compensation Committee will review and approve compensation for all officers and key employees annually.

• Compensation decisions must be based on:

  • Comparable salary data from similar organizations

  • The individual’s role, experience, and performance

  • The organization’s financial condition

• The process and supporting data will be documented in board meeting minutes to demonstrate due diligence.

• Anyone with a conflict of interest will recuse themselves from the decision-making process.

4. Document Retention and Destruction Policy

Purpose:

 To ensure that Ladies of Lee retains necessary records for legal, financial, and operational purposes, and to properly destroy them when no longer needed.

Policy:

• The following types of documents must be retained for the periods specified:

  • Tax returns and IRS filings: 7 years

  • Financial records (e.g., ledgers, invoices, bank statements): 7 years

  • Personnel records: 7 years after termination

  • Board minutes and policies: Permanently

  • Grant records: 7 years

• Records may be stored digitally or physically.

• When the retention period expires, documents should be securely destroyed (e.g., shredding or permanent deletion).

• Destruction must be suspended immediately upon any pending legal investigation or audit.