Accountant Management Letter

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Accountant Management Letter Powered By Docstoc
                                 (As revised in May, 2008)

PREAMBLE: United Way of Madison County is desirous of supporting strong, well-managed, fiscally
responsible organizations that provide services that are aligned with United Way's mission and
Community Impact strategy. United Way has determined through an extensive process that the
development of a common set of certification standards and indicators is a satisfactory means to
aid in achieving this result. To that end United Way has adopted these certification standards and
indicators that must be achieved by any and all organizations interested in funding through United
Way. Certification is not a guarantee of receipt of any funds, but is a basic requirement for
funding consideration. United Way will provide on-site support when requested to assist any
organization that believes it may not be able to meet these standards and indicators.

PART I. MISSION AND CORPORATE STRUCTURE - The structure of an agency as a corporate entity is
integral to the agency's ability to carry out its intended purpose. Operating according to
corporate documents and meeting legal requirements influences the effectiveness of service delivery.
                                                         Agency     United Way Assessment
                                                       Assessment                 (Meets/Does not      Comments
Standard 1. Has a clearly stated purpose and          (Meets/Does                 meet)
functions as a health or human services                 not meet)
organization that offers programs and provides such

A.   Provides a copy of the mission statement.
B.   Demonstrates relevance of agency mission to
the UWMC mission.
C. Demonstrates relevance of mission to program
services offered by the agency.
Standard 2. Is eligible to receive charitable
contributions which are tax deductible.
A. The agency provides evidence of the
organization's federal tax exempt status, generally
501(c)3; or other federal not-for-profit status.
Standard 3. Is in good standing with the Indiana
Secretary of State.
A. Provides a current Certificate of Existence from
the Indiana Secretary of State.
Standard 4. Has written Articles of Incorporation and By-Laws
A. Certifies the existence of Articles of
Incorporation and By-Laws
B. Demonstrates that the governing/advisory board
has reviewed the Articles and By-Laws within the
past five years.
Standard 5. Conforms to all applicable government
requirements or regulations.

A. Certifies that it holds an Annual Meeting and
records minutes of all corporate meetings.

B. Certifies the filing of corporate documents in a
timely manner (i.e. 990 Form, payroll taxes and 941)
C. Demonstrates conformity to current legislation
and regulations concerning non-discrimination in
hiring employees and serving clients, providing
access to facilities to persons with disabilities,
and general public health and safety.
Part II. GOVERNANCE - The governing board is the entity that is legally responsible for all areas
of an agency's operation. This body sets and monitors implementation of policies which are
translated into practice by agency management. The effectiveness of a governing board in carrying
out its functions affects the quality and performance of the agency's programs. (Note: The term
"governing board" refers to the primary governing body; however, this may be a local advisory board
pursuant to the standard/indicators that follow.)

Standard 6. Is governed effectively by a voluntary
board of directors/advisory board.
A. Demonstrates that the composition of the
governing body includes individuals with different
kinds of skills, knowledge, and experience
necessary for the performance of its duties.
B. Demonstrates that the composition of the
governing board reflects the diversity within the
agency's geographic service area in terms of
gender, race/ethnicity, and place of residence.
(For sectarian or other organizations whose
missions and Articles of Incorporation restrict
broad community representation on their governing
boards, representation is achieved through an
C. Meets at least quarterly.
D. Demonstrates that established procedures exist
for taking action on essential matters between its
regularly scheduled meetings and when it is not
possible for the full bodychief
E. Demonstrates that the to meet.
executive/administrative officer of the
organization is selected by and reports to the
F. Certifies that an annual review of the chief
executive/administrative officer's performance has
beenDemonstrates that the governing board reviews
the progress of the agency's program(s)
H. Demonstrates that it engages in strategic
planning and monitors progress against such plans.
I. Demonstrates that the board and management of
the organization are not engaged in any conflicts
of interest in which decisions in which they may be
involved could improperly lead to the personal
benefit of such individuals, or impede or unduly
influence board or management actions.
Demonstrates that provisions have been made to
assure protection from recrimination for an
individual who raises a concern about possible
PART III. FINANCIAL MANAGEMENT - A successful financial management system is critical to the
continued existence of an organization. Such a system enables an agency to plan for and meet the
various financial needs of its programs and overall administration. Proper financial management
and reporting also are required for agency accountability to funders and to the community.

Standard 7. The governing/advisory board
demonstrates fiscal responsibility.
A. Provides evidence of an operating budget that
has been adopted by the board.
B. Certifies that the governing board reviews the
agency's financial statements at least quarterly
and that the budget is used as a management tool to
control the use of resources.
C. Provides evidence of a resource development plan
which includes at a minimum an analysis of all
revenue streams for the organization, the relative
percentages of each revenue stream, the ongoing
viability of each revenue stream, and projections
of impact of any possible modifications upon the
financial stability of the organization.
D. Provides a copy annually of an independent
(external) Accountant's report and accompanying
management letter, if any, for the most recent
fiscal year .
E. Certifies that the governing board has
carefully considered and appropriately acted upon
the independent Accountant's report and
F. Provides evidence of and demonstrates that the
agency provides adequate insurance coverage
including liability insurance, bonding of staff and
volunteers, and coverage of property and equipment.
Part IV. HUMAN RESOURCES MANAGEMENT - An agency achieves its mission through the efforts of its
human resources, both paid and volunteer staff. Recruiting and training qualified people is a
primary objective that is achieved through appropriate personnel policies, procedures, and
Standard 8. Has clear lines of authority and
A. Provides a copy of the organization chart.
B. Certifies that specific job descriptions exist
which outline the qualifications and
responsibilities germane to each position.
C. Certifies that the organization employs at
least one person to perform the service of the
organization. I n the absence of a paid employee,
demonstrates satisfactorily by whom such services
are performed and with whom responsibility rests
for handling the managerial activities.
Standard 9. All staff are qualified and competent
to perform their assigned duties.
A. Certifies that each staff member, including the
chief executive or administrative officer, has a
formal performance evaluation annually.

                      Standard 10.   Has human

A. Certifies that it is non-discriminatory in
hiring, employment, and termination procedures as
defined by current legal and regulatory practice.

Part V. PROGRAMMING - The provision of services through specific programs is the primary activity
of human service agencies. Effective service delivery is possible when client needs are known and
programs are structured to meet thos needs. Program planning and evaluation are considered as
essential to service delivery as are program policies and procedures.

Standard 11. Operates accessible health & human
service programs within the UWMC service area.
A. Demonstrates that it provides at least one such
program or service.
B. Demonstrates that program sites are safe,
appropriate, easily accessible to the target
population and withinthe days and timesarea.
C. Demonstrates that the UWMC service of program
operation are appropriate to the needs of the
target population it operates in a non-
D. Certifies that
discriminatory manner with regard to serving
clients, or demonstrates a valid basis for
variation from non-discriminatory practices.
Standard 12. The agency demonstrates stability of
operation, continuity of service, and
accountability to the public.
A. Provides evidence that it has offered services
as a 501 (c)3 organization, or as described above,
for at least three years prior to application.
B. Provides an annual report to the public that
includes, at a minimum, program statistics for the
previous year and current year to-date, as well as
listings of the names of its officers and a
statement reflective of the current financial
Standard 13. The agency responds effectively to
existing and emerging community needs, as defined
by United Way, other key community organizations,
or through the agency's own documented experience.
A. Has mechanisms in place to remain aware of
community conditions, and uses such in program
planning and assessment.relationships with
B. The agency maintains
community groups, service providers, funders and
C. Actively participates in appropriate community
strategic initiatives, offering perspectives,
research, ideas and leadership toward strategic
Part VI. OTHER REQUIREMENTS These Standards will be important components of the United Way's
evaluation of certified and funded organizations and are understood by the organization as
prerequisites for continuing certified agency status.

Standard 14. The agency has well-defined,
measurable outcomes that are monitored and used by
executive staff and the board to evaluate and
improve programs and make indicated program changes.
A. The agency articulates the goals, objectives,
and measurable outcomes of its programs and
ensures they are consistent with the agency's
B. The agency makes appropriate efforts to reach
out and facilitate access to its programs.
C. Program evaluations include identifications of
both strengths and weakensses; plans for
adjustments; a demonstrated relationship between
outputs and outcomes; client feedback; appropriate
timetables and benchmarks; assessments of gaps
between projected and actual outcomes.

D. The agency has a written policy concerning
client confidentiality to which staff and
volunteers adhere.
E. The agency refers clients to other organizations
when it does not provide the requested service or
when the service request cannot be met in a timely
F. Outcomes are used by the executive staff and the
governing board as a strategic development tool.
Standard 15. The agency is an excellent United Way
of Madison County Partner in meeting both the
spirit and letter of the member agency and funding
A. The agency submits certification and program
B. The in a is an ally in
reportsagencytimely manner. the United Way of
Madison County annual campaign, actively providing
information to the community group about the
organization, and conducting an internal campaign
among employeesits staff and governing body members
C. The agency, and board members.
take no actions that would bring harm to United
Way, jeopardize the success of unrestricted giving
toUnited Way of Madison County. Way of Madison
D. The agency co-markets United
County through use of co-branding as appropriate in
communications and signage.
E. The agency reviews the United Way certification
and funding agreements with its governing board


Chief executive officer

Chief volunteer officer

Agency Name:

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