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Gifts In Kind Center Program Membership Guide

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					   Gifts In Kind Center
Program Membership Guide




                                Dr. Nelson Ying Center
 1940 Traylor Boulevard • Orlando, FL 32804-4714 • 407-835-0900 • Fax 407-835-1959
                                     www.hfuw.org
This guide is designed to acquaint your organization with Heart of Florida
United Way’s Gifts In Kind Center and provide you with details on program
benefits, regulations, and other information affecting your participation in
the program.

You should read, understand, and comply with all provisions of this guide.
It describes many of your responsibilities as a program member and
outlines the Gifts In Kind Center program.

This guide does not anticipate every circumstance or question related to the
policies of the Gifts In Kind Center. As the Gifts In Kind Center continues
to grow, the need may arise and Heart of Florida United Way reserves the
right to revise, supplement, or rescind any policies or portion of this guide
from time to time as deemed appropriate, in its sole and absolute discretion.

Furthermore, all members of your staff who will access donations obtained
through Heart of Florida United Way’s Gifts In Kind Center must
participate in an agency training session.

If you have any questions about the policies of the Gifts In Kind Center or
any information outlined in this guide or the Membership Application and
Agreement, please contact Heart of Florida United Way at 407-835-0900.

Thank you.
                                           Gifts In Kind Center
                                            Program Over view


Heart of Florida United Way’s Gifts In Kind Center (GIKC) provides nonprofit, 501(c)(3), health &
human services organizations in Orange, Osceola, and Seminole Counties with access to quality in-
kind goods.

GIKC acts as a liaison between local and national donors and participating agencies. The purpose of GIKC
is to assist agencies in leveraging their dollars while providing donors with an outlet for distributing
surplus and increasing their contribution and support of the local community.

Donations distributed through GIKC are acquired through:

− Solicitation from local companies. Outreach to potential donors, particularly those with items most
  needed by member agencies, is done by GIKC staff and volunteers in an attempt to provide the most
  savings and valuable product to agencies.

− Relationships with national organizations such as Gifts In Kind International, International
  Distribution Systems, NAEIR, InKindex, and The National Christina Foundation.

Benefits to Nonprofits
The Gifts In Kind Center provides access to millions of dollars of donated goods to nonprofit,
501(c)(3), health & human services agencies. These goods include1, but are not limited to, personal
care items, clothing, household goods, office equipment and supplies, computer equipment and
software, etc. Access to goods is provided at minimal costs, allowing agencies to further leverage
their dollars.

Additionally, the GIKC Distribution Center, Patricia’s Pavilion, allows GIKC to access large
quantities of donations that smaller agencies may not have space or time to accommodate. These
larger quantities are separated into manageable donation sizes, resulting in a greater reach and
impact across multiple service areas.

Benefits to Donors
The Gifts In Kind Center provides donors with an opportunity to donate surplus goods to approved
nonprofits that will in turn provide the goods at no cost to their clients. Donors will receive
documentation detailing the contribution made to the Gifts In Kind Center and the recipient agency
(this documentation can be used for tax purposes). The Gifts In Kind Center allows donors to expand
their philanthropic support of the community.

Heart of Florida United Way’s Gifts In Kind Center provides continual assistance to both the donor
and the recipient agency through all stages of the donation process, and keeps detailed records on all
donations.

1
 NOTE: GIKC will not typically seek out or accept food items, household furniture, large appliances or used clothing. Should these types of donations be offered to
GIKC, the donor is referred to other programs in Central Florida that do accept these items.
Revised 08-20-06                                                                                                                                                  3
                        Provision of Ser vices to
                         GIKC Member Agencies


Membership in the GIKC program includes:

− Heart of Florida United Way incurs the initial administrative costs to receive the donation. This allows
  Heart of Florida United Way to provide donations to agencies at reduced fees.

− Increased access to in-kind donations in Central Florida through Heart of Florida United Way’s
  outreach into the corporate community.

− Inclusion in a monthly needs listing sent to The Orlando Sentinel for potential publication. (Please note:
  GIKC has no control over what The Orlando Sentinel prints, and can only pass on information.)

− Access to the Patricia Ying Gifts In Kind Pavilion (the GIKC distribution center), which includes
  donations from local and national donors, trade shows, and “special order items” based on agency
  needs.

− Access to manageable quantities of large donations (multiple pallets and truckloads) accepted through
  the Gifts In Kind Center.

− The opportunity to “pre-order” donations that will be prepared by staff for pick up at a scheduled
  time.

− Assessment of local donations received through the Patricia Ying Gifts In Kind Pavilion for quality
  assurance. However, some donations obtained from retail donors (i.e., Bed Bath & Beyond, Staples,
  Lowe’s, Ross, etc.) may constitute returned or slightly damaged items. These items must be accepted
  “as is”.

− GIKC assisted access to national donations through programs such as Gifts in Kind International,
  InKindex, National Christina Foundation, etc. which includes coverage of initial administrative costs
  (thus lowering the administration fees to agencies) and intermediary assistance.

–   Donor outreach to the local and national community based on GIKC member agency in kind donation
    needs, as provided by agencies in the membership application.

–   Referral to available donations that are not physically processed through the distribution center (such
    as office furniture). These donations are most often used and there is no quality assurance guaranteed
    by Gifts In Kind Center staff. Member agencies will be notified of these items as much as one week
    earlier than non-member agencies receive notification.

–   Inclusion in GIKC Special Events, such as the Annual Santa’s Secret Workshop.




Revised 08-20-06                                                                                               4
                           Policies & Procedures

To qualify for membership, organizations must be 501(c)(3), health and human services, serve the tri-
county area (Orange, Osceola and/or Seminole Counties), and must provide documentation as such.
Other agencies, nonprofit or government entities may be entitled to special program participation, at the
discretion of the donor, Heart of Florida United Way and the Gifts In Kind Center.

Organizations enroll with the Gifts In Kind Center program by attending a mandatory training session,
remitting an annual membership fee based on the organization’s annual budget, and providing a
comprehensive application, service agreement, and detailed program description.

Any organization that receives donations through the Gifts In Kind Center must also abide by the
following:

1. It is an organization described in Section 501(c)(3) of the Internal Revenue Code, or a recognized U.S.
   reservation; and/or is exempt under Section 501(c)(3); and is not a private foundation (other than an
   operating foundation described in Section 4942(j)(3)), or a school with state certification.

2. The goods will be used solely for the care of the ill, needy or youth.

3. It has an established presence in Orange, Osceola and/or Seminole County. The donations can only
   be distributed within the tri-county area (Orange, Osceola and Seminole counties) and cannot be
   distributed overseas.

4. The use of the goods will be related to the purpose of the organization making it tax exempt. The
   organization must not promote religious faith as one of its explicit goals, must not have the nomination
   or selection of candidates to political office as an explicit purpose (is not political in nature or partisan
   in its politics), and must not provide support to terrorist factions.

5. The goods will not be transferred by the organization in exchange for money, property, or other
   services. You agree that this restriction may be enforced by a court entering equitable relief, including,
   but not limited to injunctive relief.

6. Donations must be used by the recipient organization to operate its offices or be distributed directly to
   those in need, free of charge. Donations cannot be used for fundraisers, raffles or auctions; given to
   volunteers or staff members; or sold in retail stores, on Websites or in flea markets. Heart of Florida
   United Way reserves the right to limit or restrict the quantities of donations your organization receives.

7. The organization agrees to provide complete substantiation of its distribution of all product donations
   to the donor and/or Heart of Florida United Way promptly upon request. In addition, the
   organization agrees to maintain adequate books and records of these donations as required by
   applicable regulations and to make such records available upon request.




Revised 08-20-06                                                                                               5
8. The organization does not discriminate in the provision of services through any program on the basis
   of race, creed, religion, color, gender, sexual orientation, disability, marital status, veteran status,
   national origin, age, or any other characteristic protected by law2.

9. It does not engage in proselytizing, require religious affiliation or require participation in faith-
   based activities to receive services.

Organizations using donated products for purposes other than those intended will have their program
membership immediately revoked and legal action will be taken. These policies are subject to change at
any time based on review by Gifts In Kind Center staff and volunteers.
The Gifts In Kind Center may suspend or terminate the agency’s membership and any additional
supplemental agreements hereafter executed, in whole or in part, if the agency violates any part of the
policies and procedures or violates any applicable regulations or terms and conditions of approval of the
applications that the GIKC has issued or shall subsequently issue during the period of this agreement.
An agency may terminate Gifts In Kind Center membership at any time with a 30-day written notice. All
membership fees paid are nonrefundable, unless otherwise notified.

Breach of any of your agency’s obligations will be a material breach of the Gifts In Kind Center program
policies and procedures, entitling the Gifts In Kind Center to rescind program membership and recover
any and all such goods donated.

In addition, the agency agrees to notify the GIKC in writing immediately if: the agency’s program(s) is
discontinued; the authorized contact person and/or approved participant changes; the agency changes
locations; the agency’s contact information changes.

The agency must also: provide adequate staffing and transportation to remove donations from Patricia’s
Pavilion; maintain adequate books and records of all donations; abide by quantity limits set by the GIKC;
complete any GIKC reports and surveys; pay all fees within 30-days of invoice or sooner, if requested;
agree to accept all donations “as is”.




2
 Does not prohibit any agency from operating specific programs based on age, gender, health or disability designed to meet the special needs of target populations
with those characteristics.
Revised 08-20-06                                                                                                                                                 6
Required Training and Membership Application
Any agency requesting membership in the Gifts In Kind Center program will be required to participate in a
mandatory program orientation in which details on the program’s policies and procedures will be provided. All staff
or volunteers authorized by the agency’s executive director to make decisions on GIKC membership must attend
this session, including anyone who will access the donations through the GIKC distribution center.

Agencies are also required to complete a Membership Application, which includes signatures confirming the agency
and its staff understand and agree to abide by all policies and procedures of the Gifts In Kind Center program.

Breach of any obligations will be a material breach of the agreement (and previously signed agreements) between
the Gifts In Kind Center and the recipient agency, entitling the Gifts In Kind Center to rescind the agreements and
recover any and all such goods donated.

Monitoring & Security
Gifts In Kind Center program participants will be monitored to ensure the donations requested by agencies match the
agency’s mission and goals, and to scrutinize the quantity of donations ordered and received.

Gifts In Kind Center member agencies are required to provide descriptions for each program that will benefit from
donations acquired through the Gifts In Kind Center.

As stated in the program guidelines, agencies must keep accurate records of all received donations, including how
the donations were distributed. Heart of Florida United Way may require periodic submission of those documents
for review.

Heart of Florida United Way may also conduct scheduled and impromptu site visits at participant organizations. At
the site visit, Heart of Florida United Way will request to examine donation documentation and tour the
warehouse/storage area where donations are kept. Heart of Florida United Way may also request to interview staff
that are responsible for distributing the donations.

Other measures necessary to enforce the policies and procedures of the Gifts In Kind Center include:

–   Careful scrutiny of agency applications. Heart of Florida United Way will verify the contact information
    included on the applications, especially the physical locations of the agency, the service areas, and the agency’s
    mission and services. Heart of Florida United Way will also thoroughly research any agency that it has not
    worked with before or is new to the area.

–   Limitation on agency requests/orders. Heart of Florida United Way reserves the right to approve or deny all
    requests for donations, limit the number of similar items an agency may access, and make other determinations
    on limiting items to ensure the fair distribution of donations across membership.

–   Audits of agency financial records and records of donations.

–   If necessary, Heart of Florida United Way will reclaim donations that are not being used properly or if the
    agency cannot provide detailed records on the donation’s use.

–   Gifts In Kind Center/Heart of Florida United Way staff reserve the right to deny an agency donations if the
    agency cannot provide substantial proof as to the need of the donation for their programs.




Revised 08-20-06                                                                                                         7
            Procedures for Accessing Donations


A weekly email will be sent to all GIKC members informing them of available donations. The weekly inventory can
also be found in the Gifts In Kind Center section of the Heart of Florida United Way website at www.hfuw.org.
Agencies will request donations in the following manner:

1. Contact the Gifts In Kind Center at 407-835-0900 extension 378 to schedule a distribution center appointment.
   A GIKC representative will confirm your appointment date and time via phone.
   • Only agency representatives that have attended the GIKC training can schedule an appointment. A
      maximum of three approved and trained agency staff are allowed during the appointment.
   • All selected donations must be used to further the agency’s mission, either by reducing overhead costs in
      agency operations or by directly impacting the clients served by the agency.
   • GIKC staff will check all donations against the program description and information provided by the
      agency. GIKC staff reserve the right to refuse the request of any donation that does not appear to match the
      agency’s mission unless the Executive Director can provide substantive information regarding what use will
      be made of the donation.
   • Agencies must follow all restrictions placed upon a donation by the donor. These restrictions will be clearly
      outlined for all applicable donations.
   • Upon checkout, the agency representative and GIKC staff will sign an itemized list of all donations. This will
      serve as the donation receipt and invoice. Please review the invoice carefully as signature by agency
      representatives confirms all items listed on the invoice were received. Payment procedures are listed under
      the “Distribution Center Rules and Guidelines” section of this guide.


2. Submit a Gifts In Kind Center Order Form.
   • After reviewing the weekly inventory, any approved GIKC contact may complete and submit a Gifts In Kind
      Center Order Form by fax at 407-244-2809. (A fillable Microsoft Excel version is available by request.)
   • The GIKC will fill pre-order request first received/first served. When your order has been filled to the best
      of our ability (depending on availability), your invoice and instructions will be emailed to you.
   • After receiving your invoice, an agency representative must call GIKC to schedule a time for pick up. All
      requests must be picked up within seven days.
   • Payment is due in full at the time of pick up.
   • PLEASE NOTE: Gifts In Kind Center Order Forms are filled first received/first served. There is no
      guarantee that you will receive everything requested.


3. GIKC staff will coordinate direct referral of donations from local donors. This procedure is done via email on a
   first-respond, first-served basis. Most of the items transferred directly from a donor to member agencies are not
   reviewed for quality assurance by GIKC staff, and it is up to the agency representatives to determine interest and
   availability for donation pick up.

    •    Agencies should follow the instructions in the email for each direct referral opportunity. The procedure for
         each opportunity can change based on the donor’s wishes for a speedy distribution of the items.




Revised 08-20-06                                                                                                        8
                              Distribution Center
                              Rules & Guidelines

1. The receipt of donations through the Patricia Ying Gifts In Kind Pavilion is restricted to a maximum of
   three authorized agency representatives. Each of these representatives must attend the mandatory
   Gifts In Kind Center agency membership training and sign the agency’s Gifts In Kind Center
   Membership Agreement.

    Due to the nature, pace, and the mandatory requirement of the agency membership training, late
    arrival (more than 10 minutes late) will result in a forfeiture and will not count towards the training
    requirement.

2. The agency will notify Heart of Florida United Way in writing (with the Executive Director’s
   signature) if staff access will change. Any newly authorized staff or volunteer must attend the training
   prior to visiting the distribution center.

3. The agency must call the Gifts In Kind Center at 407-835-0900 extension 351 to make an appointment
   to visit the distribution center (agencies will not be able to “drop by”). Gifts In Kind Center program
   staff will confirm all appointments with a return phone call.

4. Appointments will be kept to a strict time period for donation selection and wrap up.

5. If your agency must cancel a scheduled appointment/pre-order, an authorized agency staff person
   should contact GIKC staff a minimum of 1-day prior to the appointment.

    The penalties for appointment no shows are as follows:

    – The first “NO SHOW” occurrence will result in a written warning to the authorized staff and
      agency director.
    – The second occurrence will result in a 30-day suspension from utilization of the distribution center
      and a 2nd warning to authorized staff and agency director.
    – The third occurrence will result in a 90-day suspension from the Gifts In Kind Center program and
      notification to authorized staff and agency director.
    – The fourth occurrence will result in a full suspension from the Gifts In Kind Center program until
      membership renewal or 180-days, whichever is later, and notification to authorized staff and
      agency director.

6. If an agency is more than 10 minutes late for an appointment, the appointment will be canceled and
   the cancellation will be counted as a no show. All appointments canceled due to lateness are subject
   to the same penalties as no shows.

7. If a pre-order appointment is cancelled, the pre-order will be forfeited.




Revised 08-20-06                                                                                             9
Distribution Center Rules & Guidelines cont’d

8. While in the distribution center, all agency staff must remain with the GIKC representative at all times.
   “Shoppers” are not allowed to physically split up while in the distribution center.

9. Agencies should arrive at the appointment with one prepared and agreed upon list of items of
   interest. Due to the nature and pace of the appointments, time will not be allowed for selection from
   multiple lists.

10. Agencies must provide the adequate assistance to remove donations from the distribution center.
    GIKC staff are not required to assist agencies load, unload or transport donations. No packing,
    shipping, or transport materials (e.g. boxes, rope, twine, etc.) are provided.

11. No pets or children under the age of 18 will be allowed in the distribution center at any time.

12. No smoking is allowed in the distribution center at any time.

13. Only authorized GIKC and Heart of Florida United Way staff and volunteers are allowed to use the
    equipment located within the distribution center, including the pallet jack and box cutters.

14. All transactions for donations are final (no refunds or exchanges) unless otherwise notified.

15. Invoices for administrative fees for items selected during a scheduled appointment must be paid
    within 30 days of donation pick up.

16. All Member Agencies within their first two years of membership are considered “probationary” in
    status. Probationary members are required to pay HALF of the payment due for all orders over $100,
    with the remaining balance due within 30 days. Additionally, Heart of Florida United Way may deem
    any agency “probationary” based on payment history, or take an agency off of probationary status
    prior to the 2 year term for the same reason.

17. Invoices for pre-pack orders must be paid in full at time of pick up.

18. All outstanding invoices must be paid before an organization can re-visit the distribution center.

There are NO EXCEPTIONS to these rules. If any infractions of these procedures occur, your appointment
will be canceled and your Gifts In Kind Center membership status may be suspended.




Revised 08-20-06                                                                                           10
                   Gifts In Kind Center Membership

To become a Gifts In Kind Center member agency, please take the following steps:

    1. Attend the mandatory Gifts In Kind Center Agency Membership Training offered the last Thursday of
       every month (with the exception of November and December). As previously discussed, this training is
       required for all three agency representatives.
    2. Complete Heart of Florida United Way’s Volunteer Center Membership Application, including all
       pages in their entirety. This application is a requirement for any Volunteer Center services as well as
       provides us with background information on your agency. For more information on this application or
       to download a copy, please visit Heart of Florida United Way’s website at www.HFUW.org.
    3. Provide a copy of your 501c3 documentation in the form of the letter received from the Internal
       Revenue Service. Certificates of Exemption will not be accepted.
    4. Complete the Gifts In Kind Center Application--which provides us additional information regarding
       your agency’s programs that would benefit from the Gifts In Kind Center as well as your ongoing in-
       kind donation needs—and any required attachments as explained on the application. To download a
       copy, please visit Heart of Florida United Way’s website at www.HFUW.org.
    5. Submit your completed application(s), 501c3 documentation, and yearly membership fee (please see fee
       structure below) to the Volunteer Center at Heart of Florida United Way, 1940 Traylor Boulevard,
       Orlando, Florida, 32804.

MEMBERSHIP FEES
Program membership is valid from July 1st of one year through June 30th of the next year. Agencies signing up
after December 31st are charged a pro-rated fee for half a membership year.

The fee scale for NON-Heart of Florida United Way member agencies is as follows:

                                    Agency’s Annual            Yearly
                                         Budget             Membership Fee
                                 Public School PTA              $24.00
                                 $250,000 & Below               $48.00
                                 $250,001 to $500,000           $72.00
                                 $500,001 to $750,000           $96.00
                                 $750,001 to $1 Million        $120.00
                                 Over $1 Million               $144.00




Revised 08-20-06                                                                                                11

				
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