Partner Agency

1. Articles and By-laws – The agency must have a constitution and/or by-laws which clearly define the agency’s objectives, its organization and the duties, authorities, and responsibilities of its governing body.

2. Incorporation –The agency shall be legally incorporated as a non-profit organization, or chartered as a local unit by an organization so incorporated with the State of South Dakota.

3. Government Requirements – The nature of the agency and its operations shall be such that contributions thereto are deductible under the Internal Revenue Code, Section 501©3 and applicable State of South Dakota laws for the purpose of income, estate, inheritance and gift taxes. The agency must comply with Federal and State registration and reporting laws.

4. Board – Management of the agency must be vested in a responsible and active Board of Directors, comprised entirely of unpaid volunteers, which meets at least quarterly and establishes and enforces policy. The board should be so structured as to be representative of the community it serves. It should have a specified plan for rotation and other arrangements, which provides for new members.

5. Personnel – The agency shall have a qualified and properly trained staff and/or duly elected or appointed volunteers responsible to its Board of Directors for the execution of its programs and services.

6. Non-Discrimination – The agency must operate, by policy and practice, without discrimination based on race, creed, color, marital status, gender orientation, disability, gender, age, religion, or national origin in all respects including service to the community, the selection of board and committee members, and the employment of professional and other staff. It is understood that some agencies direct the bulk of their program and/or services toward certain segments of the community. It is recommended that the agency develop a written affirmative action plan for staff and services.

7. Continuity – The agency must have been in operation for at least two years at the time of application for partnership with the United Way. In the event that an agency does not meet the time requirement, but does offer a new and creative service or one for which there is a documented and urgent need, special consideration may be given.

8. Quality of Services Rendered – It is expected that an agency shall be capable of delivering its services competently and efficiently at costs which are reasonable and generally in line with costs for rendering similar services. To this end, it is expected that staff and/or duly appointed volunteers delivering the service, shall have adequate training or experience in the services rendered.

9. Financial Condition – The agency shall present documentation that it is in sound financial condition. The entrance level of an agency for United Way financial support shall be related to its prior year’s budget and its current level of rendering service. Fee policies must be related to the cost of providing the service as well as the client’s ability to pay for the service. Full data on the applicant’s methods of self-support shall be provided.

Note: While the Capital Area United Way has not established specific criteria, the following general guidelines are used. In general, it is expected that an agency will have a minimum undesignated reserve that would cover six months operating expenses. At the same time, agencies that have undesignated reserves that exceed twenty-four months of operating expenses will need to address this as part of the application for funding. Exceptions to these guidelines on reserves may be made if circumstances warrant.

10. Accounting – The agency must maintain accounting records which are in conformity with the current standards of accounting and financial report for voluntary non-profit organizations.

11. Auditing – The agency must have an audit conducted by a firm of certified public accountants in conformity with the standards of the American Institute of Certified Public Accountants. The most recent financial audit (from up to three years prior) needs to be submitted with this application.

12. Agency Information – The Board of Directors and/or any subcommittee created by the Board may request additional information concerning the services provided by the agency. The applicant agency shall fully cooperate in furnishing data as requested.

13. Cooperation – The agency must evidence its willingness to cooperate with other agencies in the planning and coordinating of community services to eliminate duplications and gaps in services and by adapting their services towards a more balanced and effective community programming.

Partnership Admission and Program Funding Process:

The Capital Area United Way uses a two-step process to allocate funds. In an initial step, an agency needs to complete an application to become a United Way Partner Agency. These will be reviewed, and the Board of Directors will take action either to accept or to reject the application. This status will be retained for three years at which time the agency will have to once again undergo a review to retain status as a Partner Agency.

Only those agencies that have been accepted as Partners will be invited to submit applications for program funding.

NOTE: While the Partnership agreement is generally effective for a three-year period, certain circumstances, such as change of management, change of location (away from this United Way service area), or a change of mission, could initiate a status review by the United Way Board of Directors. A status review could also be initiated if the Partner Agency’s performance is shown to deviate from the Partnership Criteria outlined in this manual.

A request for consideration from an agency to become a Partner or for program funding initiates a step-by-step procedure. The following procedure is set forth to establish a definite process and time schedule known both by the partner agency and United Way.

Agency Partnership Application Process:

Admission Calendar – Applications for partnership to the United Way will be received throughout the year; however, September 2, 2016, is the deadline for partnership applications for the coming year. The Board of Directors may request additional information from the prospective agency. Notification of the outcome of the partnership application will be provided to the agency by October 24, 2016. Approved Partner Agencies will then be encouraged to complete funding applications for the program(s).

Informal Procedure – A prospective agency will make the initial contact, either verbal, written or by e-mail with the staff of the United Way. If, on the basis of this information, after a staff to staff discussion the agency wishes to make a formal application, a packet will be forwarded.

Formal Procedure – On receipt of the original and ten (10) copies of the application form – and required attachments -- the staff of the United Way will review the application for completeness. Staff will call attention to deficiencies in the data submitted and any failure to meet the criteria required.

The Board of Directors will be notified of the submittal and, if desired, a subcommittee will be formed to review the partnership application and to make a recommendation to the Board. If the Board does not form a subcommittee, the entire Board of Directors may be involved with this review.

Board of Directors Approval of Committee Recommendations – If a subcommittee is formed, the United Way Board of Directors must approve admission of any agency for official partnership.

Disapproval of an Agency for Partnership – if it is determined to reject the partnership application of an agency, the agency will be notified of the decision. If the agency desires, it may, within ten (10) days appeal an adverse decision by requesting a review by the United Way Board of Directors.