Untold Journey Foundation Policies

Here is all the legal mumbo-jumbo. Questions? Email hello@untoldjourneyfoundation.org

Conflict of Interest Policy

Article I – Purpose The purpose of this Board Conflict of Interest Policy is to protect Untold Journey Foundation’s interests when it is contemplating entering a transaction or arrangement that might benefit the private interests of an officer or director of Untold Journey Foundation or might result in a possible excess benefit transaction. This Policy is intended to supplement, but not replace, any applicable State and Federal laws governing conflicts of interest applicable to nonprofit and charitable organizations. This Policy is also intended to identify “independent” directors. It is based on the Internal Revenue Service (“IRS”) model Conflict of Interest Policy, which is an attachment to Form 1023, and adds information needed to allow Untold Journey Foundation to assess director independence to answer questions on Form 990. A conflict of interest exists only if the Board or Executive Committee decides that a conflict of interest exists in accordance with this Policy.

Article II – Definitions
Interested Person Any director, principal officer, or member of a committee with governing board delegated powers who has a direct or indirect financial interest, as defined below, is an interested person.

Financial Interest
A person has a financial interest if the person has, directly or indirectly, through business, investment, or family: (a) An ownership or investment interest in any entity with which Untold Journey Foundation has a transaction or arrangement, (b) A compensation arrangement with Untold Journey Foundation or with any entity or individual with which Untold Journey Foundation has a transaction or arrangement, or (c) A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which Untold Journey Foundation is negotiating a transaction or arrangement. Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial. A financial interest is not necessarily a conflict of interest.

Independent Director A director shall be considered “independent” for the purposes of this Policy if they are “independent” as defined in the instructions for the IRS Form 990 or, until such definition is available, the director: (d) Is not and has not been for a period of at least three years, an employee of Untold Journey Foundation or an employee of any entity in which Untold Journey Foundation has a financial interest. (e) Does not directly or indirectly have a significant business relationship with Untold Journey Foundation, which might affect independence in decision-making. (f) Is not employed as an executive of another corporation where any of Untold Journey Foundation’s executive officers or employees serve on that corporation’s compensation committee; and (g) Does not have an immediate family member who is an executive officer or employee of Untold Journey Foundation or who holds a position that has a significant financial relationship with Untold Journey Foundation.

Article III – Procedures
Duty to Disclose
In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the Board or Executive Committee.

Recusal of Self
Any director may recuse themself at any time from involvement in any decision or discussion in which the director believes they may or may not have a conflict of interest, without going through the process for determining whether a conflict of interest exists.

Determining Whether a Conflict of Interest Exists After disclosure of the financial interest and all material facts, and after any discussion with the interested person, they shall leave the Board or Executive Committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining Board or Executive Committee members shall decide if a conflict of interest exists.

Procedures for Addressing the Conflict of Interest
(h) An interested person may make a presentation at the Board or Executive Committee meeting, but after the presentation, they shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest. (i) The Chairperson of the Board or Executive Committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement. (j) After exercising due diligence, the Board or Executive Committee shall determine whether Untold Journey Foundation can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest. (k) If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the Board or Executive Committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in Untold Journey Foundation’s best interest and whether it is fair and reasonable, then make its decision as to whether to enter into the transaction or arrangement.

Violations of the Conflicts of Interest Policy
(l) If the Board or Executive Committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose. (m) If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the Board or Executive Committee determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.

Article IV – Records of Proceedings The minutes of the Board and all Committees with Board delegated powers shall contain: (n) The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the Board’s or Executive Committee’s decision as to whether a conflict of interest in fact existed. (o) The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings.

Article V – Compensation (p) A voting member of the Board who receives compensation, directly or indirectly, from Untold Journey Foundation for services is precluded from voting on matters pertaining to that member’s compensation. (q) A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from Untold Journey Foundation for services is precluded from voting on matters pertaining to that member’s compensation. (r) No voting member of the Board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from Untold Journey Foundation, either individually or collectively, is prohibited from providing information to any committee regarding compensation.

Article VI – Annual Statements Each director, principal officer, and member of a committee with Board delegated powers shall annually sign a statement which affirms such person: (s) Has received a copy of the Conflict of Interest Policy, (t) Has read and understands the Policy, (u) Has agreed to comply with the Policy, and (v) Understands that Untold Journey Foundation, in order to maintain its federal tax exemption, must engage primarily in activities that accomplish one or more of its tax-exempt purposes. Each voting member of the Board shall annually sign a statement declaring whether such person is an independent director. If at any time during the year the information in the annual statement changes materially, the director shall disclose such changes and revise the annual disclosure form. The Board of Directors shall regularly and consistently monitor and enforce compliance with this Policy by reviewing annual statements and taking such other actions as are necessary for effective oversight. To ensure Untold Journey Foundation does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include: (w) Whether compensation arrangements and benefits are reasonable, based on competent survey information (if reasonably available), and the result of arm’s length bargaining. (x) Whether partnerships, joint ventures, and arrangements with management organizations, if any, conform to Untold Journey Foundation’s written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes, and do not result in inurement or impermissible private benefit or in an excess benefit transaction.

Article VII – Use of Outside Experts When conducting the periodic reviews as provided for in Article VI, Untold Journey Foundation may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the Board of its responsibility for ensuring periodic reviews are conducted.

Document Retention and Destruction Policy

Purpose
The Untold Journey Foundation (the "Organization") is committed to maintaining proper records in accordance with legal requirements and sound organizational management. This policy establishes guidelines for the retention, storage, archiving, and lawful destruction of organizational documents and records.

Scope
This policy applies to all records created, received, or maintained by the Organization in any format, including paper, electronic files, email, and digital media.

Legal Hold
In the event of litigation, government investigation, audit, or any other legal proceeding, normal document destruction must be suspended immediately for all records relevant to that matter. The Executive Director will notify all staff when a legal hold is in effect. Destruction of any records subject to a legal hold is strictly prohibited.

Record Retention Schedule
The following retention periods apply:

Permanent Records (retain indefinitely) • Articles of Incorporation and all amendments • Bylaws and all amendments • IRS determination letter (tax-exempt status) • Board meeting minutes and resolutions • Annual financial statements and audit reports • IRS Form 990 filings • Real estate deeds, mortgages, and leases • Trademark and intellectual property registrations

Seven-Year Records • General ledgers, journals, and accounting records • Bank statements and canceled checks • Payroll records and W-2/1099 forms • Contracts and agreements (7 years after expiration) • Grant records and funder correspondence • Donor pledge records and gift agreements

Three-Year Records • Bank reconciliations • General correspondence • Insurance records (after expiration) • Employee personnel files (3 years after separation)

One-Year Records • Routine administrative correspondence • Duplicate copies of records maintained elsewhere • Superseded policy drafts

Electronic Records
Electronic records, including email, are subject to the same retention requirements as paper records. Staff are responsible for properly filing, storing, and deleting electronic records in accordance with this policy. Email correspondence that constitutes an official organizational record should be saved to the appropriate file or folder system.

Secure Destruction
Physical documents containing confidential, financial, or personal information must be shredded. Electronic records must be permanently deleted using appropriate methods. Records should not simply be discarded in trash or recycling.

Responsibility
The Executive Director is responsible for overseeing implementation of this policy and ensuring that staff are trained in its requirements. The Board of Directors will review this policy annually. Policy Review This policy shall be reviewed by the Board of Directors at least once every two years or whenever significant changes in law or organizational practice require an update.

Donor Privacy Policy

This policy outlines the Untold Journey Foundation's commitment to protecting the personal information of our donors, ensuring trust and compliance with applicable laws.

 Information Collected
We collect donor information such as names, mailing addresses, email addresses, phone numbers, donation amounts, and payment details (e.g., credit card data processed securely via third-party providers) voluntarily provided during contributions. This data helps us process donations, issue tax receipts, and communicate mission updates for veterans' support.
 
How We Use Donor Information
Donor data is used solely for internal purposes: processing gifts, sending acknowledgments, providing program updates, and maintaining records for IRS compliance as a 501(C)(3) nonprofit. We do not sell, trade, share, or rent this information with third parties for marketing or fundraising, except as required by law (e.g., audits or subpoenas).

Donor Recognition and Anonymity
Donors may request anonymity, and we honor preferences for public acknowledgment (e.g., listing names in reports). Upon request, we exclude donors from public mentions or adjust communication methods.

 Data Security and Retention
We implement reasonable administrative, physical, and technical safeguards to protect against unauthorized access, including secure hosting on platforms like Hostinger. Information is retained only as long as needed for our operations, legal requirements, or business purposes, then securely disposed.

Your Rights and Opt-Out Donors can opt out of future communications, request data access or correction, or suppress their information by contacting us at admin@untoldjourneyfoundation.org. We comply with CAN-SPAM, GDPR (for international donors), and other applicable privacy laws. This policy is reviewed annually and updated as needed.

Dual Role Goverance Policy

Purpose
This policy acknowledges and governs the arrangement by which a single individual serves simultaneously as both Board Chair (President) and Executive Director of the Untold Journey Foundation. It establishes safeguards to maintain effective oversight, transparency, and accountability in the absence of role separation.

Background and Rationale
The Foundation is in an early stage of organizational development. The Board of Directors has determined that combining the roles of Board Chair and Executive Director is a practical and temporary measure consistent with the Foundation’s current size, all-volunteer structure, and operational capacity. This arrangement is permissible under Virginia law (Virginia Nonstock Corporation Act) and is not prohibited by the Foundation’s bylaws.

 Scope
This policy applies whenever one individual holds both the Board Chair (or President) and Executive Director roles, whether simultaneously or in functional equivalence.

Oversight Safeguards
To compensate for the absence of role separation, the Board shall maintain the following practices: • Independent Quorum. A majority of the Board must be present and voting for any significant decision. The dual-role individual shall not constitute the sole quorum. • Recusal. The individual holding the dual role shall recuse themselves from any vote in which they have a personal, financial, or conflicting interest, consistent with the Foundation’s conflict of interest provisions (Bylaws, Article VI, Section 5). • Performance Review. The remaining board members shall conduct an annual review of the dual-role individual’s performance as Executive Director. This review shall be documented in board meeting minutes. • Compensation Approval. If and when compensation is introduced for the Executive Director role, it must be approved by a majority vote of disinterested board members only, following a review of comparable compensation data. • Financial Oversight. The Treasurer shall independently review and report on all financial activity at each board meeting. No financial transaction shall be authorized solely by the dual-role individual without secondary approval as defined by board resolution.

Transparency and Disclosure
The Foundation shall disclose this dual-role arrangement in its annual IRS Form 990 filing, grant applications, and any governance documentation requested by funders or regulatory bodies. The Board Chair shall not sign documents on behalf of the organization in both capacities simultaneously where separate signatures are required.

Transition Plan
The Board acknowledges that separating the Board Chair and Executive Director roles is a best practice goal. The Board shall revisit this arrangement annually and shall take steps to separate the roles when: (a) the Foundation’s operational capacity supports hiring or appointing a distinct Executive Director, or (b) the arrangement creates material governance concerns, funder resistance, or legal risk.

Amendment
This policy may be amended by a majority vote of the Board of Directors at any duly called meeting, provided written notice is given to all directors at least seven (7) days in advance.

Gift Acceptance Policy

Purpose The Untold Journey Foundation welcomes charitable gifts from individuals, corporations, foundations, and other entities in support of its mission. This policy provides guidance to staff, board members, and prospective donors regarding the types of gifts the Organization will accept, the conditions under which they will be accepted, and the process for reviewing unusual or complex gifts. This policy is intended to protect both the Organization and its donors.

Oversight
The Executive Director, in consultation with the Board of Directors, is responsible for administering this policy. Gifts that fall outside the scope of standard cash donations should be reviewed in accordance with the procedures described herein before acceptance is confirmed. Acceptable Gifts Cash and Cash Equivalents The Organization accepts unrestricted and restricted gifts in the form of cash, checks, credit/debit card payments, ACH transfers, and wire transfers. All checks should be made payable to the Untold Journey Foundation. Publicly Traded Securities The Organization accepts gifts of publicly traded stocks, bonds, and mutual fund shares. Donated securities will generally be sold promptly upon receipt. The Organization does not provide tax advice to donors, who should consult their own tax advisors. Planned Gifts and Bequests The Organization welcomes planned gifts, including bequests by will or trust, beneficiary designations of retirement accounts or life insurance, and charitable remainder or lead trusts. Donors considering a planned gift are encouraged to notify the Organization so that intent can be acknowledged and any conditions discussed in advance. In-Kind Gifts The Organization may accept non-cash in-kind donations of goods or services that directly support its mission and operations. In-kind gifts must be usable by the Organization or readily convertible to cash. The Organization will provide a written acknowledgment of in-kind gifts but will not assign a value to them; valuation is the responsibility of the donor. Gifts Requiring Additional Review The following types of gifts require review and approval by the Executive Director and, where appropriate, the Board of Directors before acceptance: • Real estate (including land, buildings, and other real property) • Closely held or restricted stock • Gifts with donor-imposed restrictions that may conflict with the Organization's mission, values, or operations • Gifts involving a quid pro quo arrangement (where the donor receives something of value in return) • Gifts from donors with whom the Organization has a pending or potential business relationship • Gifts of $25,000 or more from a new donor not previously known to the Organization • Gifts-in-kind valued at $5,000 or more • Life insurance policies • Any gift that may create legal, reputational, or financial risk for the Organization Gifts the Organization Will Not Accept The Organization reserves the right to decline any gift that: • Is inconsistent with the Organization's mission or values • Would create legal liability, regulatory risk, or reputational harm • Requires the Organization to take on undue costs or administrative burden • Is accompanied by conditions that would compromise the Organization's independence or program integrity • Involves a donor who has been convicted of fraud, financial crimes, or conduct incompatible with the Organization's values Restricted Gifts The Organization may accept gifts restricted to a specific program or purpose, provided that: • The restricted purpose is consistent with the Organization's current mission and programs • The Organization has the capacity to fulfill the restriction • The restriction is documented in writing and acknowledged by both parties If a restricted gift cannot be used for its intended purpose, the Organization will contact the donor (or their estate) to seek a modification of the restriction before applying funds to another purpose. Donor Acknowledgment The Organization will provide written acknowledgment of all gifts in accordance with IRS requirements. For gifts of $250 or more, a written acknowledgment will be provided that includes the amount of cash donated or a description of any non-cash gift, and a statement of whether any goods or services were provided in exchange. Confidentiality The Organization will respect donor requests for anonymity in publications and public communications. Donor information will be maintained in accordance with the Organization's Donor Privacy Policy. Policy Review This policy shall be reviewed by the Board of Directors at least every two years and updated as needed to reflect changes in law, organizational capacity, or best practices.

Whistleblower Policy

Overview This policy promotes transparency and accountability at the Untold Journey Foundation, a nonprofit honoring tier one veterans' sacrifices and restoring purpose. It protects individuals who report misconduct in good faith from retaliation. Purpose The Untold Journey Foundation is committed to ethical operations, legal compliance, and fostering trust among staff, volunteers, board members, donors, and stakeholders. This policy encourages reporting of suspected violations such as financial irregularities, fraud, harassment, discrimination, safety issues, or unethical conduct. It aligns with federal laws prohibiting retaliation against whistleblowers in nonprofits. Scope and Coverage This policy applies to all board members, officers, employees, volunteers, contractors, vendors, and external parties interacting with the Foundation. Reports may cover any illegal, unethical, or policy-violating activities observed or suspected. Reporting Procedures Submit concerns in writing via email to compliance@untoldjourneyfoundation.org or the Executive Director. Anonymous reports are accepted through a sealed envelope addressed to the board chair. For issues involving the Executive Director, report directly to the board chair or an independent third party. Provide details such as dates, individuals involved, and evidence when possible. Confidentiality Reports will be handled confidentially to the extent possible, protecting the reporter's identity unless disclosure is legally required. Information will be shared only on a need-to-know basis during investigations. Investigation Process Upon receipt of a report, the following process will be followed: • Designated recipients (e.g., Executive Director or board committee) acknowledge receipt within 48 hours. • A prompt, impartial investigation will be conducted, including interviews and evidence review; typical timeline is 30–60 days. • External experts will be engaged if needed for independence, especially for complex financial or legal matters. • Findings will be documented and corrective actions recommended. No Retaliation The Foundation strictly prohibits retaliation — including termination, demotion, or harassment — against individuals who make good-faith reports. Violations of this prohibition will result in disciplinary action, up to and including termination. False or malicious reports may also result in consequences for the reporting party. Good Faith Requirement Protection under this policy applies only to reports made honestly and in good faith, even if the report is later found to be unsubstantiated. Malicious falsehoods are not protected under this policy. Policy Review and Acknowledgment This policy is reviewed annually or as applicable laws change. All covered individuals must acknowledge receipt of this policy upon hiring or onboarding and again on an annual basis. Questions may be directed to the Executive Director.