A. Governance Overview
Mound City Fund is governed by a Board of Directors under its Articles of Incorporation, Bylaws, and Conflict of Interest Policy, each adopted by the Board. The policies below supplement those documents, complete the governance framework reported on IRS Form 990, and reflect the Fund's commitment to operating with the transparency expected of a publicly supported charity.
B. Whistleblower Policy
The Fund encourages directors, officers, employees, volunteers, grantees, and members of the public to report, in good faith, suspected violations of law, financial impropriety, misuse of grant funds, or violations of Fund policy. Reports may be made to the Board President or, if the concern involves the President, to any other officer or director, and may be made anonymously. The Board or a designated committee will review every report promptly, investigate as appropriate, and document the resolution. No person who makes a good-faith report will suffer retaliation, harassment, or adverse consequence, and any director, officer, or employee who retaliates against a good-faith reporter is subject to discipline up to and including removal or termination. Intentionally false or malicious reports are a violation of this policy. Concerns involving grant decisions are additionally reviewed against the Conflict of Interest Policy and the Grant Program Guidelines.
C. Document Retention and Destruction Policy
The Fund retains records as follows: governing documents, Board minutes, determination letters, and tax exemption filings, permanently; tax returns and supporting financial records, at least seven years; grant applications, agreements, disbursement records, and compliance documentation, at least four years after grant closeout; donor records and gift acknowledgments, at least seven years; contracts, at least four years after expiration; and general correspondence, at least three years. Records may be maintained electronically. No record may be destroyed while it is relevant to a pending or reasonably anticipated audit, investigation, claim, or litigation, and any scheduled destruction is suspended immediately upon notice of such a matter. The Treasurer or the Board's designee administers this policy and approves destruction consistent with the schedule.
D. Public Disclosure Statement
Consistent with federal law, the Fund will make available for public inspection its application for tax exemption and its three most recent annual information returns once filed, and will provide copies upon request subject to permitted fees. The Fund publishes its Grant Program Guidelines, Gift Acceptance and Donor Privacy Policy, and current target area on its website, and reports annually to its donors and community on grants made, dollars leveraged, and properties returned to occupancy. Questions regarding governance or requests for documents may be directed to the Fund at the contact address on its website.
Adopted by the Board of Directors of Mound City Fund. This document is provided for general information; it is not legal advice.