§ 114-43. Duties of board of directors.

The board of the friendship club shall oversee the organization of the annual combined campaign. The administrative and organized aspects of the combined campaign shall include the following responsibilities at a minimum:

(1)

Plan the combined campaign and provide clerical and administrative support.

(2)

Recommend and approve a written campaign budget.

(3)

Coordinate the production and distribution of all campaign materials and supplies.

a.

Campaign materials shall include, but not be limited to, pledge cards, brochures, posters, and training materials. Participating federations shall be provided opportunity for input on all campaign promotional materials.

b.

The logos of each participating federation will appear on all campaign materials.

c.

The brochure will offer a detailed explanation of the combined campaign and will:

1.

Provide a brief description of each of the federations and an approximately 25-word description of each member agency/organization participating in the combined campaign.

2.

Define the friendship club and distinguish it from the federations.

d.

The pledge card will provide an option to each city employee to pledge generally to the friendship club or to pledge to the friendship club and include a designation that such pledge will be passed on by the friendship club to an eligible fundraising federation. The pledge card shall also include a statement that administrative expenses are shared pro rata among the participating federations.

(4)

Develop and provide campaign training and promotions. Prior to the commencement of the campaign, an orientation meeting shall be scheduled for those city employees acting as departmental coordinators and solicitors for the campaign. Each department or agency will have at least one coordinator responsible for all payroll deduction or direct funding solicitations.

(5)

Reform the following financial duties:

a.

Manage all campaign finances of cash and check contributions, payroll deduction, and distribution of undesignated and designated contributions.

b.

Act as the central point for all campaign pledges.

c.

Process all appropriate disbursements of campaign receipts in coordination with the city department of finance.

1.

Initial disbursement to federations will be distributed by April 15 of each year.

2.

All cash contributions will be included in the first payment.

3.

Quarterly remittance will thereafter be made on a pro rata share of actual collections.

d.

Maintain the financial records regarding campaign receipts, deposits, distributions and expenses.

e.

Prepare and distribute campaign reports in accordance with schedules and requirements as mutually agreed upon.

(6)

Provide appropriate recognition to campaign contributors and workers.

(7)

Perform post-campaign evaluations in cooperation with departmental coordinators and make appropriate recommendations for subsequent years.

(8)

Other duties as required.

(Ord. No. 2007-22(06-O-2700), § 1, 3-27-07)