Financial Reports & Policies
Click HERE for the 2015 Tax Return Form 990
Click HERE for the 2013 Audited Financial Statement
Click HERE for our Record Retention Policy
Policy on Conflicts of Interest
America’s Family Coaches
Approved September 28, 2011
The following conflicts of interest policy is designed to assist America’s Family Coaches in avoiding harm from conflicts of interest between the organization and its board members, officers, or agents. A questionnaire will be completed each year by the Board of Directors and any officers or agents it deems appropriate to ensure compliance. It is the policy of America’s Family Coaches that Related-Party Transactions as defined below must meet the following requirements:
- For the purposes of this Policy, the term “Related Party” shall mean any member of the Board of Directors of America’s Family Coaches and any officer or agent, or any relative of any such person within the second degree, whether related by blood or marriage, and any organization in which any such person(s) is an owner, partner, or shareholder.
- In addition, for the purposes of this Policy, the term “Related-Party Transaction” shall mean any relationship between America’s Family Coaches and a Related Party pursuant to which America’s Family Coaches is to pay compensation for services, materials, or products.
- If the potential Related-Party Transaction is one that would lend itself to competitive bidding, management shall obtain not less than two (and preferably three or more) competing bids or proposals to provide the desired products and/or services. In soliciting and accepting such bids or proposals, management shall not provide any person who is solicited to bid or who actually bids on the contract with access to any information contained in any of the bids of others until after the contract has been awarded by America’s Family Coaches. Any information given to or any questions asked of any bidder shall be given to or asked of each and every other bidder. It shall be noted, however, that the contract does not necessarily have to be awarded to the person making the lowest price bid, if management is otherwise persuaded that to contract with a person who has not made the lowest bid would be in the best interest of America’s Family Coaches. A decision maker—that is, a member of the Board or executive team—should never be in a position to deal directly with a relative in a Related-Party Transaction.
- A Related-Party Transaction in which an employee is a Related Party must be approved by the President prior to any commitment by America’s Family Coaches to any such transaction. All of the material terms and conditions of the Related-Party Transaction shall be described in writing and provided to the President, together with the written request for approval of any such Related-Party Transaction.
- Related-Party Transactions of amounts greater than $1,000 in which any member of the Board of Directors of America’s Family Coaches is a Related Party shall be approved by the Board of Directors. This shall be determined by a unanimous vote of Directors then in office, without including the vote of any director who is a Related Party in the Related-Party Transaction. All of the material terms and conditions of the Related-Party Transaction shall be described in writing and provided to the Board of Directors prior to America’s Family Coaches being committed to any such contract.
- Related-Party Transactions which provide for ongoing or continuing services or product sales to America’s Family Coaches on an as-needed basis shall be reviewed and approved by the President or the Board of Directors, as the case may require. This shall occur not less often than once each year, and will not require a transaction-by-transaction approval.
General and Donor Privacy Statements
for America’s Family Coaches
Information we collect. We collect information from the following visitors from both online and offline platforms, as well as electronic, written and oral communication, : (1) those interested in requesting information or materials from AFC; (2) those who purchase resources or services; and (3) those who make donations.
The information we request online includes items such as: name, address, city, state, zip code, telephone, e-mail, and electronic account or credit card information. We may also request additional information to facilitate our ability to process or respond to customer requests and interests. We will never sell, share or trade any of your personal information with any other entity.
How we use this information. We use your information to provide you with products, services, and/or ministry information. In the case of sales or donations, we use your information to complete a transaction. Payment information is used only for payment processing that you request and is not retained for any other purpose.
AFC takes your privacy seriously. We will only use your information to process or communicate with you about your AFC involvement, transactions, or potential interests. We will never sell, rent, or lease information obtained with other organizations.
Our security policy. We are committed to ensuring the security of your personal information. To prevent unauthorized access, maintain data accuracy, and ensure the proper use of information, we have established and implemented appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect both online and offline.
AFC uses Internet Encryption Software, Secure Socket Layer (SSL) protocol when collecting or transferring sensitive data such as credit card information. Information you enter is encrypted at your browser, sent over the public Internet in encrypted form, then de-encrypted at our server. Once we receive your credit card information, it is accessible to two trusted AFC staff who have been specially trained in processing this information.
Our commitment to donor confidentiality. We value and honor the privacy of our financial partners by establishing an environment of trust and safety for donors who give both online and offline. Information about our ministry partners and prospective partners, including names and addresses, financial information, beneficiaries, gift amounts, and estate information, is kept strictly confidential by all authorized AFC personnel unless permission is obtained in writing from the donor to release such information. Such information shall be recorded and retained only for the private, business use of the organization. AFC seeks to maintain appropriate measures to ensure the security of donor information—including the use of locked files, computer passwords, and by the regular shredding and disposal of unessential printed partner records.
Third party links
Occasionally, at our discretion, we may include or offer third party products or services on our website. These third party sites have separate and independent privacy policies. We therefore have no responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of our site and welcome any feedback about these sites.
Note: The Privacy Statement above is intended to capture the overall essence of the policy. As new website and database functions are developed, adjustments may be made based on needs and specifications of the final product.
This policy was last modified on 05/11/2015
Policy on Suspected Fraud & Whistleblower Protection
America’s Family Coaches
Approved September 28, 2011
If any person knows of or has a suspicion about misconduct, dishonesty or fraud, the President of America’s Family Coaches should be notified. If the alleged wrongdoing concerns the President, then a member of the Board of Directors should be notified instead.
If the President or a member of the Board receives information about misconduct, dishonesty or fraud, he or she shall inform the Board Chair, who shall determine the procedure for investigating all credible allegations.
At all times, the privacy and reputation of individuals involved will be respected. There will be no punishment or other retaliation for the reporting of conduct under this policy. If the person providing the information requests anonymity, this request will be respected to the extent that doing so does not impede any investigation.
Anyone filing a complaint must be acting in good faith and have reasonable grounds for believing the information disclosed indicates misconduct, dishonesty, or fraud. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense.
For purposes of this policy, the definition of misconduct, dishonesty, and fraud includes but is not limited to:
Theft or other misappropriation of ministry assets
Misstatements or other irregularities in ministry records
Fraudulent financial reporting
Misuse of ministry resources
Immoral or unbiblical activities
Forgery or alteration of documents
Any other form of fraud