Tri-County Friendship Foundation

Governance, Ethics, and Volunteer Policies

Adopted by the Board of Directors — these policies guide every individual who serves, represents, or acts on behalf of the Tri-County Friendship Foundation. They are written in the spirit of our founding belief that friendship is essential to the soul, and that the work we do together is strengthened by the integrity of each person who carries it forward. The standards set out below are not a ceiling but a floor — a minimum we hold ourselves to and continually strive to exceed.

Code of Conduct Policy

The Code of Conduct establishes the expectations for ethical and professional behavior that apply to every board member, officer, volunteer, and representative of the Foundation. It exists to protect the trust placed in us by the communities, students, families, and donors we serve, and to ensure that the Foundation’s reputation reflects the character of the people who advance its mission. The integrity of the Foundation depends upon each individual’s acceptance of personal responsibility and respect for the rights and dignity of others.

Standards of Behavior

All individuals associated with the Foundation are expected to:

• Act with integrity — Be honest, transparent, and consistent in word and action, making decisions that can withstand scrutiny and that honor the confidence the community has placed in the Foundation.
• Treat others with respect — Engage every person — participants, staff, fellow volunteers, partners, and donors — with courtesy, fairness, and dignity, regardless of background or position.
• Avoid harassment or discrimination — Foster an environment free of conduct that demeans, excludes, or intimidates any individual, and never tolerate behavior that undermines the safety or belonging of others.
• Maintain confidentiality — Protect the sensitive information of the Foundation, its donors, its beneficiaries, and its personnel, and share such information only as authorized and as necessary to carry out Foundation business.
• Follow all policies — Comply with the Foundation’s bylaws, policies, and applicable laws, and cooperate with the lawful directions of those charged with governing and operating the Foundation.

These standards represent the minimum expected of everyone who serves; the Foundation encourages all who represent it to exceed them.

Prohibited Conduct

The following behaviors are incompatible with service to the Foundation and are strictly prohibited:

• Harassment or bullying — Any unwelcome, intimidating, hostile, or demeaning conduct directed at another person, whether in person, in writing, or online.
• Misuse of Foundation resources — Using the Foundation’s funds, property, name, or relationships for unauthorized, personal, or improper purposes.
• Conflicts of interest — Allowing personal, professional, or financial interests to improperly influence decisions made on behalf of the Foundation (see the Conflict of Interest Policy below).
• Fraud or dishonesty — Theft, misrepresentation, falsification of records, or any deceptive act that harms the Foundation or those it serves.

Reporting Violations

Anyone who becomes aware of a suspected violation of this Code is expected to report it promptly to the Board Chair or the Governance Committee. Reports are taken seriously, reviewed fairly, and handled with as much confidentiality as the circumstances allow. No individual who raises a concern in good faith will face retaliation for doing so (see the Whistleblower Policy below).

Conflict of Interest Policy

The Conflict of Interest Policy ensures that decisions are made in the best interest of the Foundation and are not influenced by personal or financial gain. As a steward of charitable resources and community trust, the Foundation holds its leaders and volunteers to a fiduciary standard: the Foundation’s interests must come before any private advantage.

A conflict of interest occurs when an individual’s personal, professional, or financial interests — or those of a close family member or associated organization — could improperly influence, or appear to influence, their judgment or actions on behalf of the Foundation. A conflict may be actual, potential, or merely perceived; in each case, transparency is the remedy.

Individuals with a real or possible conflict are expected to disclose it promptly and fully to the Board Chair or Governance Committee, and to refrain from participating in any discussion, vote, or decision in which they have a competing interest. Disclosing a conflict is not an admission of wrongdoing — it is the responsible action that protects both the individual and the Foundation.

Whistleblower Policy

The Whistleblower Policy encourages individuals to report suspected wrongdoing without fear of retaliation. The Foundation believes that the willingness to speak up is a sign of loyalty to its mission, not a breach of it, and is committed to protecting those who come forward in good faith.

Protected reports include:

• Fraud or financial misconduct — Theft, embezzlement, misuse of funds, or falsification of financial records.
• Violations of law — Any act that breaks applicable federal, state, or local law or regulation.
• Ethical breaches — Conduct that violates the Foundation’s Code of Conduct or its stated values.
• Policy violations — Failure to follow the Foundation’s established policies and procedures.
• Safety concerns — Conditions or actions that endanger the health or safety of participants, volunteers, staff, or the public.

Reports may be made to:

• The Board Chair
• The Governance Committee
• An external reporting channel (if established)

Reports may be submitted confidentially, and the Foundation will protect the identity of the reporter to the fullest extent possible. Retaliation against any person who makes a good-faith report — or who participates in an investigation — is itself a serious violation of this policy and will not be tolerated. A report made in good faith is protected even if it is ultimately not substantiated.

Financial Policy

Sound financial controls protect the Foundation’s assets and ensure the responsible stewardship of every dollar entrusted to it. Because the Foundation operates on the generosity of donors and the goodwill of the community, it holds itself to a high standard of accountability and transparency in the handling of its resources.

Controls include:

• Segregation of duties — Dividing financial responsibilities among different individuals so that no single person controls a transaction from beginning to end.
• Dual signatures for checks above policy thresholds — Requiring two authorized signers for disbursements above the limits set by the Board.
• Board approval of budgets — Ensuring that the Foundation’s spending plan is reviewed and approved by the Board of Directors.
• Monthly financial reporting — Providing the Board with regular, accurate statements of the Foundation’s financial position.
• Annual review or audit — Subjecting the Foundation’s finances to an independent review or audit each year.

Expense Reimbursement

The Foundation reimburses reasonable, authorized expenses incurred in the course of its work. Reimbursements require:

• Itemized receipts documenting the purpose and amount of each expense.
• Pre-approval when required by Foundation policy.
• Submission within policy timelines so that records remain accurate and current.

Credit or Debit Card Use

If the Foundation issues credit or debit cards, they must be used only for authorized Foundation expenses, never for personal purchases, and must be reconciled monthly against supporting documentation.

Volunteer Roles and Responsibilities

Purpose of Volunteer Service

Volunteers are the heart of the Foundation’s work. They support the mission by contributing time, skills, and energy to programs, events, and community initiatives, and their service strengthens our outreach, enhances program delivery, and expands the Foundation’s impact. In giving of themselves, volunteers embody the principle of uplift that defines the Foundation’s purpose — the conviction that we rise by lifting others.

General Responsibilities

Volunteers are expected to:

• Represent the Foundation with professionalism in every setting where they act on its behalf.
• Follow instructions from program leaders and coordinate their efforts within the structure of each program.
• Arrive on time and prepared, ready to contribute fully to the task at hand.
• Demonstrate respect toward participants, staff, and fellow volunteers at all times.
• Maintain confidentiality when handling sensitive information about participants, donors, or the Foundation.
• Uphold the Foundation’s Mission, Vision, Purpose, and Values in both word and conduct.

Role Assignments

Volunteer roles may include:

• Event support
• Youth mentorship assistance
• Scholarship program support
• Administrative or clerical tasks
• Community outreach
• Program facilitation support

Assignments are made thoughtfully, based on each volunteer’s skills, availability, and the needs of the program, so that every contributor is positioned to serve where they can make the greatest difference.

Volunteer Expectations

Conduct and Professionalism

Volunteers represent the Foundation to the public, and their conduct reflects directly on its reputation. Volunteers must:

• Treat all individuals with dignity and respect.
• Avoid inappropriate language or behavior.
• Follow all Foundation policies.
• Maintain a positive and supportive attitude that encourages those around them.

Dress Code

Volunteers should dress appropriately for their assigned tasks, presenting themselves in a manner that reflects well on the Foundation. General guidelines include:

• Closed-toe shoes for event or outdoor work, for safety and practicality.
• Modest, professional attire for indoor or youth-focused programs.
• Foundation-branded apparel when it is provided, to present a unified and recognizable presence in the community.