Company Policies & Documents: Latin America Relief

Purpose

Latin America Relief, Inc. is committed to maintaining the highest standards of ethical conduct and legal compliance. This Whistleblower Policy is established to provide a confidential and secure way for employees, volunteers, and stakeholders to report any unethical, illegal, or improper activities within the organization without fear of retaliation.

Scope

This policy applies to all employees, volunteers, board members, and any other affiliated individuals of Latin America Relief, Inc.

Policy

1. Reporting Responsibility
   Every member of the Latin America Relief, Inc. community is encouraged to report any concerns related to possible unethical or illegal conduct. This includes, but is not limited to, financial improprieties, accounting or audit matters, violations of federal or state law, or unethical business practices.

2. Confidentiality
   All reports will be handled with the utmost confidentiality. Information will be shared only on a need-to-know basis to conduct a thorough investigation. The identity of the whistleblower will be protected to the fullest extent possible.

3. Protection Against Retaliation
   Latin America Relief, Inc. strictly prohibits any form of retaliation against individuals who report concerns in good faith. Any employee who retaliates against a whistleblower will face disciplinary action, up to and including termination of employment.

4. Reporting Process

   • Concerns should be reported in writing and directed to the Founding Executive Director, Jeffery D. Mann, or an appointed member of the Board of Directors.
   • If the concern involves the Founding Executive Director, the whistleblower may direct the report to an alternate member of the Board.
   • Reports can be submitted anonymously, though providing contact information may facilitate the investigation process.

5. Handling of Complaints

   • Upon receipt of a complaint, an initial review will be conducted to determine its merit.
   • A thorough and impartial investigation will be initiated if deemed necessary.
   • The Founding Executive Director, Jeffery D. Mann, will oversee the investigation process, ensuring it is conducted fairly and promptly.
   • Findings will be reported to the Board of Directors, who will determine the appropriate actions based on the investigation results.

6. Conclusion and Follow-Up

   • Once a decision has been reached, the whistleblower will be informed of the outcome if they have provided contact information.
   • Corrective measures, if necessary, will be implemented without delay to address any identified issues.

 

Review and Amendments

The Board of Directors will review this policy annually and may amend it as needed to ensure ongoing compliance with legal standards and organizational values.

Approval

This Whistleblower Policy is approved and adopted by the Board of Directors of Latin America Relief, Inc. and is effective immediately.

By maintaining a safe and transparent environment, Latin America Relief, Inc. upholds its commitment to ethical integrity and accountability.

1. Purpose

The Document Retention and Destruction Policy of Latin America Relief, Inc. (“the Organization”) is designed to ensure compliance with federal and state laws applicable to 501(c)(3) non-profit organizations, protect vital records, and manage risks related to document retention and destruction. This policy provides guidelines for the systematic review, retention, and destruction of documents received or created by the Organization in connection with the conduct of its operations.

2. Scope

This policy applies to all physical and electronic documents generated in the course of the Organization’s activities and is applicable to all staff, volunteers, and board members.

3. Responsibilities

• Board of Directors: Oversight of the policy’s implementation and compliance.
• Executive Director: Ensures adherence to the policy and conducts periodic reviews.
• Staff and Volunteers: Responsible for compliance with the policy in their day-to-day operations.

 

4. Document Retention Schedule

The following retention periods apply to common types of documents:

• Corporate Records: Articles of Incorporation, Bylaws, Board Meeting Minutes – Permanent
• Tax Records: IRS Form 990, tax-exemption documents, tax returns – Permanent
• Financial Records: Audited financial statements, bank statements, payroll records – 7 years
• Grant Records: Grant applications, contracts, and reports – 7 years from completion
• Legal Documents: Contracts, leases, and agreements – 7 years after expiration
• Employee Records: Personnel files (after termination) – 7 years
• Donor Records: Donation records, acknowledgments – 7 years
• Insurance Records: Policies, claims – 7 years after expiration

 

5. Procedures for Document Destruction

• Physical Documents: Documents due for destruction should be shredded or otherwise rendered unreadable.
• Electronic Documents: Must be permanently deleted from all systems, including backups, to the extent technologically feasible.

 

6. Handling Electronic and Physical Documents

• Security: Ensure all documents, both electronic and physical, are secure and protected from unauthorized access.
• Access: Limit access to sensitive documents to authorized personnel only.
• Backups: Regularly back up electronic documents and store them securely.

 

7. Compliance with Laws and Regulations

Latin America Relief, Inc. will comply with all applicable federal and state laws, including IRS regulations, regarding document retention. In the event of litigation or governmental investigation, all document destruction will be halted until the conclusion of the matter.

8. Periodic Review

This policy will be reviewed annually by the Executive Director and revised as necessary to reflect changes in legal requirements or the Organization’s operational needs.

9. Acknowledgment

All employees, volunteers, and board members must acknowledge their understanding and compliance with this policy.

Effective Date: January 1, 2024
Approved by: Jeffery D. Mann, Executive Director
Approval Date: September 14, 2023

Purpose:
The purpose of this Compensation Policy is to establish guidelines for reimbursing expenses incurred by officers and directors while performing their duties for Latin America Relief, Inc., a 501(c)(3) non-profit organization based in Florida, USA. This policy ensures compliance with legal standards and maintains the integrity of our non-profit operations.

Policy Statement:

1. Non-Compensation of Officers and Directors:

   • No officer or director of Latin America Relief, Inc., including the Executive Director, Jeffery D. Mann, shall receive compensation on a weekly or monthly basis. This policy reflects our commitment to directing all available resources towards our mission of providing relief in Latin America.

2. Reimbursement of Expenses:

   • Officers and directors may incur expenses while working directly on behalf of Latin America Relief, Inc. These expenses shall be reimbursed in accordance with the guidelines outlined below.
   • Eligible expenses include, but are not limited to, travel, lodging, meals, and materials directly related to the execution of the organization’s mission and duties.
   • All reimbursement requests must be accompanied by appropriate documentation, such as receipts or invoices, and must be submitted within 30 days of incurring the expense.

3. Approval Process:

   • All expenses eligible for reimbursement must receive prior approval from the Executive Director.
   • Expense reports will be reviewed for compliance with this policy and processed by the organization’s financial officer.

4. Compliance and Review:

   • This policy shall be reviewed annually by the Board of Directors to ensure compliance with legal standards and the evolving needs of the organization.
   • Latin America Relief, Inc. reserves the right to amend this policy as necessary to reflect changes in law or organizational priorities.

 

Effective Date:
This policy is effective as of January 1, 2024 and remains in force until amended or revoked by the Board of Directors.

By adhering to this Compensation Policy, Latin America Relief, Inc. ensures transparency and accountability in its operations, reinforcing its dedication to charitable work and ethical standards.

Effective Date: January 1, 2024
Executive Director: Jeffery D. Mann

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I. Introduction

Latin America Relief, Inc. is committed to supporting communities throughout Latin America by providing essential resources and aid. As a 501(c)(3) non-profit organization based in Geneva, Florida, our mission is to conduct fundraising activities ethically and responsibly, ensuring transparency and accountability in all operations.

II. Ethical Fundraising Practices

• Compliance with Laws: All fundraising activities will comply with federal, state, and local laws, specifically adhering to the regulations governing 501(c)(3) organizations.
• Integrity and Honesty: Fundraising communications will be honest, clear, and respectful, ensuring that all information about our mission, activities, and use of funds is accurate and accessible.
• Non-Discrimination: Latin America Relief, Inc. will conduct fundraising activities without discrimination based on race, gender, religion, age, or any other characteristic protected by law.

 

III. Donor Relations

• Respect and Confidentiality: We will respect the privacy of our donors and keep all donor information confidential unless the donor has given explicit permission to share it.
• Donor Acknowledgment: Donors will receive timely acknowledgments and receipts for their contributions, along with updates on the impact of their gifts.
• Donor Rights: Donors have the right to be informed about the organization’s mission, how donations are utilized, and the organization’s capacity to use donations effectively for their intended purposes.

 

IV. Financial Accountability

• Use of Funds: Donations will be used as intended by the donor. Latin America Relief, Inc. will prioritize ensuring funds are spent efficiently and effectively to further our mission.
• Budgeting and Reporting: The organization will maintain an annual budget that reflects its strategic priorities and will report financial activities in a transparent manner.
• External Audits: An independent auditor will conduct an annual audit to ensure financial accountability and transparency.

 

V. Transparency

• Public Access to Information: Annual reports, financial statements, and IRS Form 990 will be available to the public to ensure transparency.
• Reporting Misconduct: A clear process will be in place for reporting any suspected misconduct related to fundraising activities.

 

VI. Fundraising Strategies

• Diversification: We will employ a variety of fundraising methods, including grants, individual donations, corporate sponsorships, and events, to ensure financial stability.
• Sustainability: Efforts will be made to develop sustainable funding sources and minimize reliance on any single donor or funding stream.

 

VII. Donor Privacy

• Data Protection: Donor information will be protected using secure systems, and access will be limited to authorized personnel only.
• Opt-Out Policy: Donors will be given the opportunity to opt out of receiving any further communications and solicitations.

 

VIII. Reporting Requirements

• Regular Updates: The Executive Director will provide regular updates to the board of directors on fundraising activities, progress towards goals, and financial status.
• Compliance Checks: Regular reviews will ensure compliance with all policies and identify areas for improvement.

 

IX. Amendments

This policy may be reviewed and amended by the board of directors to reflect changes in regulations, best practices, or organizational needs.

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Conclusion

Latin America Relief, Inc. is dedicated to maintaining the highest standards of ethical fundraising, ensuring that all activities align with our mission and values, and building lasting relationships with our donors based on trust and mutual respect.

Effective Date: January 1, 2024
Organization: Latin America Relief, Inc.
Location: Geneva, Florida, USA
Executive Director: Jeffery D. Mann

Introduction

Latin America Relief, Inc. is committed to fostering an inclusive and equitable environment for all individuals involved with our organization. We value diversity and strive to create a workplace and community where everyone feels respected and valued, free from discrimination and harassment.

Policy Statement

It is the policy of Latin America Relief, Inc. to provide equal opportunity for all persons and to prohibit discrimination in all its forms. Discrimination based on race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or any other legally protected status is strictly prohibited in any of our operations, including employment, volunteer opportunities, programs, and services.

Scope

This policy applies to all employees, volunteers, board members, and participants in Latin America Relief, Inc.’s programs and services. It extends to all aspects of the organization’s operations, including recruitment, hiring, training, promotion, termination, and any other terms and conditions of employment or engagement with the organization.

Procedures for Addressing Complaints

1. Reporting: Any individual who believes they have been subjected to discrimination or harassment is encouraged to report the incident promptly to the Executive Director, Jeffery D. Mann, or any designated representative.

2. Investigation: Upon receiving a complaint, Latin America Relief, Inc. will conduct a thorough and impartial investigation. The organization is committed to maintaining confidentiality to the greatest extent possible.

3. Resolution: Appropriate corrective action will be taken if the investigation reveals any violation of this policy. This may include disciplinary measures up to and including termination of employment or engagement with the organization.

4. Prohibition of Retaliation: Retaliation against anyone who reports discrimination or harassment or who participates in an investigation is strictly prohibited. Such conduct will be subject to disciplinary action.

 

Commitment to Compliance

Latin America Relief, Inc. is committed to compliance with all applicable federal, state, and local laws regarding non-discrimination and equal opportunity. We regularly review our practices and policies to ensure compliance and to foster a culture of inclusivity and respect.

Conclusion

Latin America Relief, Inc. believes in the power of diversity and the strength it brings to our mission of providing relief and support to Latin American communities. We are dedicated to ensuring that our organization is a welcoming and equitable space for all. 

This policy will be reviewed annually and updated as necessary to reflect our ongoing commitment to non-discrimination and equal opportunity.

Effective Date: January 1, 2024

Introduction

Latin America Relief, Inc. (“we,” “us,” or “our”) is a 501(c)(3) non-profit organization based in Geneva, Florida, USA. We are committed to protecting the privacy of our donors, volunteers, supporters, and all individuals who engage with our mission. This Privacy Policy outlines how we collect, use, store, and share personal information and the rights you have regarding your data. Our Executive Director, Jeffery D. Mann, oversees our privacy practices.

1. Information We Collect

We may collect the following types of information:

• Personal Information: Name, address, email, phone number, and payment information for donations.
• Non-Personal Information: Browser type, IP address, and website interaction data through cookies and similar technologies.
• Volunteer Information: Skills, availability, and background for volunteer opportunities.

 

2. How We Use Your Information

We use your information to:

• Process donations and provide tax receipts.
• Communicate updates, newsletters, and event details.
• Manage volunteer activities and opportunities.
• Improve our website and service offerings.
• Comply with legal obligations.

 

3. Data Storage and Security

We implement industry-standard security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. We store your data securely and retain it only as long as necessary for the purposes outlined in this policy or as required by law.

4. Sharing Your Information

We do not sell or rent your personal information to third parties. We may share your information with:

• Service providers who assist in our operations, such as payment processors and email service providers.
• Regulatory authorities, if required by law.

 

5. Your Rights

You have the following rights regarding your personal information:

• Access and Update: Request access to or correction of your data.
• Opt-Out: Unsubscribe from our communications at any time.
• Deletion: Request deletion of your personal information, subject to legal and operational obligations.

 

6. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance user experience and analyze usage patterns. You can control cookies through your browser settings, though some features may be limited if cookies are disabled.

7. Changes to This Policy

We may update this Privacy Policy periodically. Changes will be posted on our website, and we will notify you of significant updates.

8. Contact Us

For questions or concerns about this Privacy Policy or our data practices, please contact us at:

Latin America Relief, Inc.
Attention: Privacy Officer
P.O. Box 1181
Geneva, FL, 32732-1181
Email: Help@latinamericarelief.org

By engaging with Latin America Relief, Inc., you consent to the practices described in this Privacy Policy. Thank you for supporting our mission to provide relief and assistance to communities in Latin America.

Effective Date: January 1, 2024
Executive Director: Jeffery D. Mann
Contact: help@LatinAmericaRelief.org

Introduction
Latin America Relief, Inc. is a 501c3 non-profit organization dedicated to providing vital aid in the form of emergency food when disasters strike in Latin America.   We also provide support to families with newborns affected by Erb’s Palsy. Our mission is driven by a dedicated team of volunteers who play an essential role in achieving our goals. This policy outlines the expectations, roles, and responsibilities for volunteers working with us.

Volunteer Expectations

• Commitment: Volunteers are expected to commit to their assigned roles and complete their tasks reliably and punctually.
• Respect: All volunteers must treat clients, staff, other volunteers, and the community with respect and kindness.
• Communication: Volunteers should maintain open communication with their supervisors and report any issues or concerns promptly.
• Confidentiality: Respect the privacy of our clients and maintain confidentiality regarding sensitive information.

 

Volunteer Roles and Responsibilities

1. Cooks

   • Prepare food items for freeze-drying, ensuring quality and safety standards are met.
   • Collaborate with kitchen prep personnel for smooth operations.

2. Kitchen Prep Personnel

   • Assist with preliminary food preparation tasks, such as chopping vegetables and cooking rice.
   • Maintain cleanliness and organization in the kitchen area.

3. Farm Hands

   • Support the growth of organic produce and care for egg-producing chickens on our farm.
   • Participate in farm maintenance and harvesting activities.

4. Information Distributors

   • Deliver Erb’s Palsy information packets to hospitals and medical centers.
   • Act as a liaison to ensure hospitals have updated and accurate information.

 

Training and Support
Volunteers will receive appropriate training for their roles to ensure safety and efficiency. Ongoing support is provided to help volunteers succeed and enjoy their experience with Latin America Relief, Inc.

Safety and Conduct

• Adhere to all safety protocols and guidelines relevant to specific volunteer activities.
• Report any accidents or unsafe conditions immediately to a supervisor.

 

Feedback and Evaluation
Volunteers are encouraged to provide feedback on their experiences and participate in evaluations to improve the volunteer program.

Contact Information
For questions or additional information, please contact us at help@LatinAmericaRelief.org.

Thank you for considering volunteering with Latin America Relief, Inc. Your dedication and support are invaluable to our mission of aiding those in need.

Effective Date: January 1, 2024
Executive Director: Jeffery D. Mann
Contact Email: Help@LatinAmericaRelief.org

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1. Introduction

Latin America Relief, Inc., a 501(c)(3) non-profit organization based in Geneva, Florida, is committed to maintaining high standards of financial management. This policy outlines the procedures and practices to ensure the responsible stewardship of our resources, compliance with all applicable laws, and the achievement of our mission.

2. Financial Oversight

The Board of Directors holds the ultimate responsibility for the financial health of the organization. The Executive Director, Jeffery D. Mann, will oversee the day-to-day financial operations, ensuring they align with the board’s strategic direction.

3. Budgeting

• Annual Budget: The fiscal year runs from January 1 to December 31. An annual budget will be prepared by the Executive Director and presented to the Board for approval at least one month before the start of the fiscal year.
• Budget Review: The budget will be reviewed quarterly by the Board to ensure alignment with strategic goals and to make adjustments as necessary.

 

4. Accounting Practices

• Accrual Basis: Latin America Relief, Inc. will maintain its accounts on an accrual basis to accurately reflect its financial position.
• Chart of Accounts: A detailed chart of accounts will be maintained to facilitate accurate record-keeping and reporting.
• Record Retention: Financial records will be retained for a minimum of seven years, in compliance with federal and state regulations.

 

5. Internal Controls

• Separation of Duties: Responsibilities will be distributed among various staff to reduce the risk of error or fraud. No single individual will control all aspects of a financial transaction.
• Authorization and Approval: All financial transactions must be authorized and approved by designated personnel. Major expenses require Board approval.
• Cash Handling: All cash receipts will be deposited within 48 hours. Dual custody will be maintained during cash handling processes to ensure accountability.

 

6. Financial Reporting

• Monthly Reports: The Executive Director will prepare monthly financial statements, including income and expense reports and balance sheets, to be reviewed by the Board.
• Annual Audit: An independent auditor will conduct an annual financial audit. The results will be presented to the Board and made available to stakeholders upon request.
• Transparency: Financial reports will be shared with donors and stakeholders through the organization’s website and upon request, ensuring transparency and accountability.

 

7. Compliance

Latin America Relief, Inc. will comply with all applicable local, state, and federal regulations, including IRS requirements for maintaining 501(c)(3) status. The Executive Director will ensure timely filing of all required financial documents and reports.

8. Conflict of Interest

Board members and staff must disclose any potential conflicts of interest in financial matters. A conflict of interest policy will be enforced to prevent any personal or professional gain at the expense of the organization.

9. Policy Review

This Financial Management Policy will be reviewed annually by the Board of Directors and updated as needed to reflect changes in regulations or organizational needs.

For further inquiries regarding this policy, please contact us at Help@LatinAmericaRelief.org.

Effective Date: January 1, 2024

Executive Director: Jeffery D. Mann
Contact Email: Help@LatinAmericaRelief.org

Introduction

The Board Governance Policy of Latin America Relief, Inc. is designed to ensure the effective administration and oversight of the organization as it fulfills its mission to provide relief efforts throughout Latin America. This policy outlines the structure, roles, responsibilities, and procedures for board operations.

1. Purpose of the Board

The board of directors is responsible for governing Latin America Relief, Inc., ensuring the organization adheres to its mission, maintains financial integrity, and operates in compliance with all applicable laws and regulations.

2. Board Composition and Structure

• Size and Composition: The board shall consist of a minimum of five and a maximum of fifteen members.
• Term Limits: Board members shall serve a term of three years, with the possibility of renewal for one additional term.
• Officers: The board shall elect a Chair, Vice-Chair, Secretary, and Treasurer from among its members.

 

3. Roles and Responsibilities

• Chair: Oversees board meetings, ensures effective board governance, and acts as a liaison with the Executive Director.
• Vice-Chair: Assists the Chair and assumes their duties in their absence.
• Secretary: Maintains meeting records, ensures effective documentation, and handles board correspondence.
• Treasurer: Oversees financial management, budgeting, and reporting.

 

4. Board Meetings

• Frequency: The board shall meet at least quarterly, with additional meetings as needed.
• Notice and Agendas: Meeting notices and agendas shall be distributed to all board members at least one week in advance.
• Quorum: A quorum shall consist of a majority of the board members.

 

5. Decision-Making Process

• Decisions shall be made by a majority vote of those present at a meeting where a quorum is achieved.
• In urgent situations, electronic voting may be utilized, with a majority required for decision-making.

 

6. Conflict of Interest Policy

• Board members must disclose any potential conflicts of interest.
• Members shall abstain from voting on matters where a conflict of interest exists.
• A Conflict of Interest disclosure form must be completed annually by all board members.

 

7. Committees

The board may establish committees as needed to focus on specific areas such as finance, governance, or program development. Each committee shall have a clear mandate and report regularly to the board.

8. Evaluation and Training

• The board shall conduct an annual self-evaluation to assess performance and identify areas for improvement.
• Ongoing education and training opportunities shall be provided for board members to enhance governance effectiveness.

 

9. Amendment of Policy

This policy may be amended by a two-thirds majority vote of the board members at a regular or special meeting, provided notice of the proposed amendment is given to all members at least two weeks in advance.

Conclusion

By adhering to this Board Governance Policy, Latin America Relief, Inc. aims to maintain the highest standards of transparency, accountability, and effectiveness in its efforts to provide relief to those in need across Latin America. The board is committed to guiding the organization with integrity and dedication to its mission.

Effective Date: January 1, 2024

Introduction

Latin America Relief, Inc., located in Geneva, Florida, is committed to delivering humanitarian aid and support to communities in Latin America. This Code of Ethics serves as a guide for all board members, staff, and volunteers in upholding the highest standards of integrity and ethical behavior. As we strive to fulfill our mission, we are guided by our core values and ethical principles, ensuring transparency and accountability in all our activities.

Mission Statement

Facilitate Medical expenses, family support & legal assistance for children with Erb’s Palsy. Provide humanitarian aid for disasters events in Latin America to include bring in freeze dried foods & supplies for both people and pets displaced by the disasters.

Vision Statement:

To change hospital policies to help prevent Era’s Palsy, the injury to new borns that can be avoided in most cases. To support families with Era’s Pulsy kids to help get the medical attention needed.

Core Values

1. Integrity: We maintain honesty and transparency in all our endeavors.
2. Compassion: We approach all interactions with empathy and kindness.
3. Respect: We honor the dignity and rights of every individual.
4. Collaboration: We work together with partners and communities to achieve common goals.
5. Accountability: We are responsible for our actions and their impact.

 

Ethical Principles

1. Commitment to Mission: All decisions and actions must align with and support our mission.
2. Integrity and Honesty: Conduct business with honesty, integrity, and fairness.
3. Respect and Dignity: Treat all individuals with respect, recognizing their inherent dignity.
4. Responsibility: Acknowledge and embrace the responsibility to serve our communities effectively.

 

Compliance with Laws

Latin America Relief, Inc. will conduct its activities in compliance with all applicable local, state, federal, and international laws and regulations. We are committed to maintaining the highest legal and ethical standards in all our operations.

Conflict of Interest

All personnel must avoid situations where personal interests could conflict with the interests of the organization. Any potential conflict of interest must be disclosed to the Executive Director, Jeffery D. Mann, for review and resolution.

Confidentiality

All employees, volunteers, and board members must respect and protect the confidentiality of sensitive information. This includes proprietary information, donor details, and any other confidential data acquired through our work.

Accountability

We are accountable to our donors, partners, and the communities we serve. We commit to using resources wisely and ensuring that contributions are directly benefiting our mission.

Reporting Violations

Any suspected violations of this Code of Ethics should be reported immediately to the Executive Director, Jeffery D. Mann, at Help@LatinAmericaRelief.org. Reports can be made in confidence and without fear of retaliation.

Conclusion

This Code of Ethics is a living document that reflects our ongoing commitment to ethical conduct. By adhering to these principles, we ensure that Latin America Relief, Inc. continues to operate with integrity and effectiveness, making a positive impact on communities throughout Latin America.

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