Grand Prairie ISD Education Foundation Policy and Procedures...offered in the Grand Prairie Independent School District and to maintain the visibility of the Foundation in the community

GPISD Education Foundation 6/1/2013

Grand Prairie ISD Education

Foundation

Policy and Procedures

Grand Prairie ISD Education Foundation Policy and Procedures

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TABLE OF CONTENTS

I Mission, Goals, and Objectives II Board Member Roles & Responsibilities III Purpose and Responsibilities of Committees IV General Policies and Guidelines V Office Policies and Procedures VI Conflict of Interest Policy VII Gift Planning and Acceptance Policies VIII Finance and Investments Policy and Procedures IX Endowment, Grants, Scholarship Guidelines and policy X ADDENDUM

1. New/Existing Board Member Tools 2. Budgeting Tools 3. Applications and Evaluation Summaries 4. Sample Notification Letters 5. Fundraising & Development Tools 6. Marketing & Communications Tools


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Section I

Mission Statement, Goals, and Objectives


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Section I

Mission Statement The Board of the Grand Prairie ISD Education Foundation is composed of leaders of the greater Grand Prairie Community. The Mission of the Grand Prairie ISD Education Foundation is to promote educational excellence and to inspire community ownership, commitment, confidence, and pride in the Grand Prairie ISD.

Goals The Goals of the Grand Prairie ISD Education Foundation are:

to secure resources from the private sector and distribute them to support programs which provide enriched educational experiences which are not possible through public funding and which prepare the students to become skilled, adaptable, knowledgeable, productive adults;

to serve as a catalyst for increased community involvement in our school;

and to ensure the long term viability and success of the Grand Prairie ISD Education Foundation.

Objectives

Short Term (One Year)

Establish all organizational aspects of Foundation (structure, policies & procedures, etc.) Define and implement initial fundraising efforts and provide operational funds to ensure necessary program funding.

Long Term (Five Years)

Establish Education Foundation as an integral part of the Grand Prairie Community and with significant funders (foundations, corporations). Develop major donors Grow Club 1970 Connect with Alumni Obtain audit Obtain outside grants & funding Free flow funding? Grow endowment fund to $2,000,000 Education Foundation support functions are self funded. Increase Legacy Giving (wills, insurance policy’s).


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Section II

Board of Director Roles and Responsibilities


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Board of Director Roles and Responsibilities Role Foundation directors should have a genuine interest in the mission and goals of the Foundation and the willingness to use their time, influence, financial support, and specialized knowledge for the benefit of the students and staff who will be supported through the Foundation’s work. Responsibilities The Directors shall:

1) Establish and keep relevant the Foundation’s objectives and major policies. 2) Serve as ambassadors of good will for the Foundation and carry the Foundation

message to groups and individuals. 3) Cultivate and solicit prospects for charitable giving within the mission and goals

established for the Foundation. 4) Attend meetings necessary for the effective functioning of the Foundation and ensure

use of established policies and procedures. 5) Contribute financially to the Foundation. 6) Provide for the Foundation’s long-term viability.

Board Roles and Responsibilities- Development (Fund Raising) Function

Definition: To provide a leadership role in the planning and development of resources for the organization. Minimum Responsibilities:

1) Be a donor 2) Review, monitor, and support the development strategy for the agency 3) Identify a development committee 4) Help establish fund raising goals and guidelines 5) Help recruit volunteer leadership for development activities 6) Help thank donors

Expanded Involvement:

1) Serve on the development committee 2) Serve on special event, annual campaign, corporate or other committees 3) Attend fund raising events 4) Suggest potential donors or volunteers

Board Expectations of Staff:

1) Accurate, up to date information 2) Efficient use of time 3) Efficient use of board member’s management/professional skills 4) Specific assignments 5) Staff support 6) Recognition and thanks


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Section III

Purpose and Responsibilities

of Committees (All foundation committees will have at least two board members, one of whom will chair the committee. Additional members will be recruited from the school district and the community. Additional committees may be designated by the board of directors as the need arises.)


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ADMINISTRATION COMMITTEE

Purpose

The purpose of the Administration Committee is to develop policies and procedures, goals; annually establish priority expertise’s needed on the board and use these to guide the nomination process for new directors; develop and implement board evaluation process; and develop banking and investment strategies to ensure the perpetuity of the Foundation’s assets.

Responsibilities

To accomplish the purpose of the Administration Committee, the responsibilities of the members shall

include, but not be limited to, the following:

1. Assist in developing realistic goals and timelines for the Foundation.

2. Develop and maintain policies and procedures for the Foundation.

3. Plan and develop the Foundation’s annual budget prior to the beginning of the fiscal year.

4. Prepare and maintain a system for receiving donations to the Foundation.

5. Establish and maintain an effective accounting and reporting system to ensure continuation of tax

exempt status.

6. Establish an effective system for maintaining a current list of donors.

7. Ensure that IRS Form 990 is filed by the 15th day of the fifth month after the end of the fiscal year.

8. Revise and recommend to the Board of Directors and investment policy that will sustain and

ensure the perpetuity of the Foundation’s Endowment.

9. Monitor all expenditures of the Foundation to ensure they are within the constraints of the

adopted budget.

10. Review Conflicts of Interest Statement and ensure that each member of the Board of Directors

has signed a conflict of interest statement.

11. Prepare and provide financial reports for each meeting of the Board of Directors.

12. Recommend an auditor for the Foundation’s annual audit.

13. Revise/Develop Five-Year Plan each year and review it at the Foundation’s Annual Retreat.

14. Work with the President of the Foundation to coordinate and conduct Orientation of New Board

Members.


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ADVISORY COMMITTEE

Purpose

The purpose of the Advisory Committee is to serve in an advisory capacity and to plan activities that are

consistent with the Board of Directors’ goals and objectives in order to maximize the quality of education

offered in the Grand Prairie Independent School District and to maintain the visibility of the Foundation in

the community.

Responsibilities

To accomplish the purpose of the Advisory Committee, the responsibilities shall include, but not be

limited, to the following:

1. As stated in Article IV, Section 4.10 of the bylaws, the purpose of the advisory committee shall be

“To advise and guide the Board of Directors and officers of the Foundation in the conduct of the

Foundation in those areas in which the advisory committee members have particular

competence.

“To counsel the Board of Directors in matters concerning the charitable, educational and

scientific needs in the school district which the Corporation is formed to serve.”

“To counsel the Board and Officers of the Corporation in the management of its fiscal

affairs.”

“To assist in fundraising and public relations activities.”

2. Assist in the development and distribution of the annual newsletter.

3. Assist in coordination and mailing invitations for any fundraising event.

4. Assist in planning and coordinating annual recognition activities.

5. Serve on subcommittees as applicable.

6. Plan one activity during each fiscal year that promoted the Foundation.

7. Work with the Foundation in creating and developing a relationship with Grand Prairie

Independent School District alumni.

8. Assume any other responsibilities deemed appropriate in support of the Foundation.


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COMMUNITY RELATIONS COMMITTEE

Purpose

The purpose of the Community Relations Committee is to promote the Foundation and to develop a plan

for increasing interest in and awareness of the Foundation’s programs and activities.

Responsibilities

To accomplish the purpose of the Community Relations Committee, the responsibilities of the member

shall include, but not be limited to the following:

1. Develop and disseminate information about the Foundation which includes the Foundation

brochures, donation cards/envelopes, newsletter and other necessary publications.

2. Prepare letterhead and other stationary needs such as thank you cards for donations, memorial

notification cards and gift notification cards.

3. Prepare press releases as appropriate and develop rapport with the media in order to promote

the Foundation through radio and television interviews and feature articles.

4. Establish a speaker’s bureau from the Board of Directors, develop the content of the speeches,

and contact various organizations within the community to schedule presentations.

5. Develop appropriate audio visual materials for presentations and other activities of the

Foundation

6. Develop public relations material for promoting the Foundation.

7. Plan permanent recognition of donors with a special display/design in prominent locations in the

Grand Prairie ISD.

8. Plan and organize recognition of outgoing board members.

9. Work cooperatively with the Development and Programs and Allocations Committees in

accomplishing their goals in areas such as financial campaign and the Annual Fundraising Event.

10. Work with the Foundation Advisory Board and meet with them regularly in planning and

promoting activities of the Foundation.

11. Maintain the Foundation’s website.


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DEVELOPMENT COMMITTEE

Purpose

The purpose of the Development Committee is to develop means for soliciting donations to support the

Foundation’s investment plans, endowment and current programs (funding priorities), according to the

long-term and short-term goals established by the Board of Directors.

To accomplish the purpose of the Development Committee, the responsibilities of the members shall

include, but not be limited to, the following:

1. Develop specific plans and guidelines for donations which include monetary, in-kind, planned

giving and wills and bequests.

2. Develop a financial campaign and establish different levels of donors.

3. Develop a plan for requesting funds from different groups in the community:

a. Individuals in the Community

b. Business and Professional Groups

c. School Vendors

d. Civic Groups

e. Industry

f. Other Foundations

g. Grand Prairie ISD Alumni

h. Grand Prairie ISD Families

i. Grand Prairie ISD Employees

4. In cooperation with the Community Relation Committee, plan an annual fundraising event.

5. Compile and maintain a current list of established and potential donors.

6. Provide a contribution report to the Board of Directors at each Board Meeting, a publish a

complete list of all contributions in the Foundation’s annual newsletter.

7. Give progress reports on contributions and solicitations at meetings of the Board of Directors and

the Advisory Committee.


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PROGRAMS AND ALLOCATIONS COMMITTEE

Purpose

The purpose of the Programs and Allocations Committee is to develop programs that are in alignment

with the school district’s strategic plan. The Committee will solicit, accept, and evaluate proposals for

educational projects/programs that will augment and enrich education. It is also the committee’s purpose

to determine the dollars needed, prioritize the requested funds and recommend action to the Board of

Directors. The committee will provide the leadership for the coordination of all education programs.

Responsibilities

Specific responsibilities of the Programs and Allocations Committee shall include, but not be limited to,

the following:

1. Work Cooperatively with District Staff to determine needs/funding priorities of the Grand Prairie

ISD Education Foundation.

2. Develop specific criteria for applications for any program implemented.

3. Develop application forms for each Foundation program and make them available through the

Foundation website.

4. Develop and implement a plan for disseminating applications and pertinent information to all staff.

5. Receive, review, and analyze applications for funding and make recommendations to the Board

of Directors.

6. Organize subcommittees, as deemed appropriate, with representation from the community to

assist in reviewing applications to select recipients.

7. Work with the Community Relations Committee to announce recipients and to plan publicity and

recognition.

8. Provide leadership in coordinating the program agenda and awards for any Annual Recognition

Event.

9. Monitor and review all Foundation programs and the use of funds awarded in cooperation with

District Staff.

10. Each year develop annual schedule and plan for implementation of programs and dissemination

of information to all campuses and other involved parties.

11. Work with Fundraising & Marketing Committee to create an ongoing donor recognition plan,

publicity, etc.

12. Annually review and report on programs implemented and level of success, use of funds and

community acceptance/approval.


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FUNDRAISING AND MARKETING COMMITTEE

Purpose

The purpose of the Fundraising & Marketing Committee is to develop means for soliciting donations to

support the Foundation’s Investment plan, endowment and current programs according to the long-term

and short-term goals established by the board of Directors; provide effective communications tools to

reach all audiences

Responsibilities

Fundraising Responsibilities Marketing Responsibilities

1) Develop fundraising plan for donations which include monetary, in-kind, planned giving and will and bequests. Develop structure to establish different levels of giving and recognition of same.

2) Develop plan for requesting funds from different groups in the community:

a. Employees b. Alumni c. Business & Professional Groups d. Civic Groups e. Community

3) Develop idea(s) for annual fund raising event.

4) Provide contributions report to Board of Directors at each meeting and publish complete list of all contribution (in Foundation Newsletter).

1) Develop communication plan.

2) Create marketing database for communication purpose.

3) Create marketing tools.

4) Work with other committees to support their communication need.


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FINANCE COMMITTEE

Purpose

The purpose of the finance committee is to develop and recommend an investment strategy to the Foundation board which will ensure long term viability of the Foundation. This committee is responsible for keeping accurate records of all financial transactions, preparing state and federal reports and tax returns, producing the annual report, and providing for periodic audits.

Responsibilities

To accomplish the purpose of the Finance Committee, the responsibilities of the member shall include, but not be limited to, the following:

1) Develop, maintain and enforce finance policies and procedures that will sustain and ensure perpetuim of Foundation.

2) Develop and implement the Foundation’s annual budget. 3) Prepare and maintain a system for receiving and reporting donations to the Foundation. 4) Establish and maintain an effective accounting and reporting system to ensure continuation of tax exempt

status. 5) Recommend to board and independent public accountant and coordinate the annual financial audit. 6) Develop and oversee an investment policy that will grow and ensure the perpetuity of the Foundation’s

endowment and various endowed funds. 7) Monitor all expenditures of the Foundation to ensure that they are within the constraints of the adopted

budget. 8) Prepare and provide financial report for each meeting of the Board of Directors, annual report to School

Board, annual reports to donors.


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Section IV

General Policies and Guidelines


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4.01 Board Member Agreement A Board Member Agreement must be signed by each member of the Board of Directors. (See attachment for 6.01.) 4.02 Recruiting Board Members Caution should be exercised in asking elected officials (city, school, county, state or national) or individuals perceived to be controversial to serve on the Grand Prairie ISD Education Foundation Board of Directors or to hold an office. Background checks may be conducted. (See attachment for 6.02.) 4.03 Annual Review of Foundation Programs The Executive Committee and Programs and Allocations Committee of the Grand Prairie ISD Education Foundation Board of Directors will meet annually with the Superintendent of Schools and other staff members to review Foundation programs. 4.04 Annual Foundation Board Retreat An annual retreat will be held to review, monitor and asses the status of the Foundation. Items to be included on the agenda include a review of the next year’s budget, a draft copy of the Five- Year Plan, programs review, and development plans. 4.05 Budgets Each year a budget for Unrestricted Funds, Temporarily Restricted Funds, and Permanently Restricted Funds will be developed prior to the end of the fiscal year and presented to the Board for approval at the Annual Meeting. 4.06 Five-Year Plan

A Five-Year Plan, including goals, descriptions of programs, planned funding levels, and projected funds needed, will be developed each year and reviewed at the Annual Retreat. It is the responsibility of the Administration Committee to provide leadership in the development of the Five-Year Plan.

4.07 Political Campaigning Prohibition

Because of the potential negative impact on fund-raising efforts and possible loss of the Foundation’s non-profit status, no political campaigning by Foundation officers, directors or employees is to take place in the Foundation office or at any Foundation activity or event. Further, no officer, director, or employee of the Foundation can act on behalf of the Foundation in regard to any political campaign or event. Any breach of this policy will subject an officer, director or employee to immediate dismissal.

4.08 Nepotism

Foundation Board Members who have relatives in the District must recuse themselves from

approving grants and/or scholarships for funding, if any relative has applied for Foundation funds.

4.09 Report to Board of Trustees

An oral and written report to the Grand Prairie Independent School District Board of Trustees will

be given by the Foundation President, members of the Executive Committee and/or Executive

Director at a regular meeting of the Grand Prairie Independent School District Board of Trustees.

Teachers and/or students may be included in the presentation.

4.10 Awarding of Funds

Funds will be awarded as outlined in the following steps:


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a) Applications may be obtained at campus offices, Foundation Office, or the Foundation

website.

b) Staff applications and student enhancement and/or scholarship applications are sent to the

appropriate administrator for signature/comments.

c) Applications are submitted to the Foundation Office by the designated deadline.

d) Staff applications requiring review are numbered, a review form is attached to each

application, and applications are sent to the Assistant Superintendent for Curriculum and

Instruction for review by instructional specialists to ensure that each grant request is

congruent with the District’s Strategic Plan, curriculum and teaching methods.

e) Staff applications and scholarship applications are returned to the Foundation Office. Cover

Page is removed, and applications are forwarded to the Review Committee for

approval/disapproval. The approved evaluation forms for application for each Foundation

program area are used to evaluate the applications. (See Addendum 5.)

f) Applications recommended for approval are presented to the Foundation Board of Directors

for final approval.

g) Letters are written to recipients and to applicants whose requests were not approved with an

explanation of why the request was denied.

h) A date is selected for awarding of funds on each campus and/or in the classroom of each

respective recipient. Student scholarships may be awarded in a special student assembly or

event.

i) When funds are awarded, each recipient receives a letter stating the request has been

approved and the amount, when funds will be deposited, when the summary report and

receipts are due, that any changes in the submitted budget must be approved by the

Foundation, and any unexpended funds will be returned to the Foundation. Scholarship

recipients will be notified in writing if the process to follow for receiving funds. (See 6.13 and

Addendum 5.)

j) Recipients may be recognized by the Grand Prairie Independent School District Board of

Trustees.

k) Appropriate publicity of recipients of Foundation funds in given in the local media, Grand

Prairie ISD District communications and Foundation publications.

4.11 Distribution of Funds to School District Approved request will be awarded as outlined in the following steps:

a) A memo to the appropriate school administrator in the Grand Prairie School District Business

Office will indicate the recipient (s) who have received a grant, the title, the amount awarded, the location of each recipient, and that any unexpended funds will be returned to the Foundation.

b) A check for the total amount of funds awarded will be attached to the memo.

c) The memo and check will be sent to the Grand Prairie School District as specified in the application guidelines.

d) A copy of the check and memo will be filed in the appropriate Foundation file.

4.12 Distribution of Scholarship Funds Approved scholarships to entities other than to the Grand Prairie Independent School District, will be awarded as outlined below:


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a) The recipient will receive a letter indicating the check will be sent to the college/university or

sponsor of the workshop or course as indicated in the application. (See Addendum 5.)

b) If the scholarship is for a graduating senior, the recipient will receive a letter to give to the registrar, and upon enrollment, the registrar’s office will send an invoice to the Foundation Office. (See Addendum 5.)

c) Upon receipt of the invoice or notification of enrollment, a check will be sent to the college/university.

d) A copy of the check and any supporting documentation will be filed with the application in the appropriate Foundation.

4.13 Funding Requests to Other Foundations/Corporations

When it is determined that a funding request will be submitted to another foundation and/or corporation, the following procedures will be followed: a) A brief proposal and directives will be submitted to the Board of Directors regarding the

proposed funding request including purpose and amount of request and timeline. Discussion and approval will occur at a meeting of the Board of Directors.

b) A copy of the completed application will be available to the Board of Directors for review and action, if applicable, at the next scheduled meeting.

c) The President and/or Vice-President of Development of the Foundation will sign the letter and/or application.

d) The grant timeline constraints may make it necessary to receive written interim approval and ratify the action at the next scheduled board meeting.

4.14 Funds Received for Grand Prairie ISD

Funds received by the Grand Prairie ISD Education Foundation from other Foundations and/or corporations will be disbursed to Grand Prairie ISD as outlined in the application. The Grand Prairie ISD will be responsible for the accounting and recordkeeping of the funds and will provide the Foundation with an annual summary report.

4.15 Bids for Directors and Officers Liability Insurance The Foundation Board will secure bids for the annual renewal/purchase of Directors and Officers Liability Insurance. The bids should be received sixty (60) days or by ______, prior to the date the policy goes into effect ____ of each year when the new Board takes office. 4.16 Foundation Website

A Foundation website will be maintained with current information. Specific information to be included on the website is as follows: History of Foundation, Mission, Vision, Goals, Foundation programs and Applications, Current Board of Directors, Fundraising Events, Donor Recognition, How to Financially Support the Foundation. The website will also include the opportunity for donors to make donations online. The individual responsible for providing current information to update the website is (title of individual).

4.17 Media Relations


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Information regarding the Foundation will be submitted by the Vice President of Community Relations or Executive Director to the media, including television, newspaper, and radio. The individual(s) who may speak to the media on behalf of the Foundation include the Foundation President, Vice President of Community Relations and Executive Director. If a member of the Foundation Board receives a call from the media, the call should be referred to the individual(s) approved by the Board of Directors.

4.18 Memorandum of Understanding

If the Foundation receives any funds or services from the school district, a Memorandum of understanding (MOU) will be developed to outline the District’s expectations and the Foundation’s responsibilities in receiving those services. The MOU will be approved by the School District Board of Trustees and the Foundation Board of Directors.

4.19 Public Access to Records

If the Foundation receives funds or services from the school district, then the Foundation is subject to the State’s Public Information Act and agrees to abide by the Act. (See Article VI, Section 6.03 of the Bylaws.)

4.20 Record Retention and Document Destruction

In fulfilling the Foundation’s mission and business operations, the Foundation generates Business

Records that must be maintained according to the rules listed below. Responsibility for managing

retention, storage, and destruction of records shall be shared between the Executive Director,

Secretary and Treasurer.

a) Foundation Historical Records. Business Records that relate to the Foundation’s history,

such as Articles of Incorporation, Bylaws, IRS Letter of Determination, IRS/Legal

Correspondence and Documents, Annual Budgets, Year-End Financial Statements, Audit

Reports, Meeting Minutes, Deeds, Mortgages and Bills of Sale, Checks for Significant

Payments and Purchases, Current Contacts, Depreciation Schedules, Insurance Records,

Retirement and Pension Records, Patents, Trademark Registrations and Copyrights, etc. are

classified as Historical Records and must be kept in perpetuity.

b) General Business Records. General Business Records are all other records that are not

Foundation Historical Records. Unless advised by the auditor, these records must be

maintained for seven (7) years from the date of creation.

c) Record Destruction. Business Records exceeding the necessary retention period should be

discarded as described below. Business Records containing sensitive or confidential

information, such as check copies, personnel records, employment applications, and any

similar records must be disposed of an appropriate and professional manner, such as

shredding, to prevent the disclosure of any confidential information.

d) Document Destruction in Event of Legal Proceeding. The Foundation has an obligation to

preserve information relating to litigation, audits, and investigations. As such, the Foundation

prohibits any employee or Foundation Board Member from altering, covering up, falsifying, or

destroying any Business Record to prevent its use in an official proceeding. Employees and

Board Members who fail to follow this policy could expose the Foundation to possible civil

and criminal sanctions, and employees who violate this policy may be disciplined, up to and

including termination and employment. In some circumstances, the Executive Director,


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President or Chair of the Administration Committee may issue a “legal hold,” suspending the

destruction of any records due to pending, threatened, or otherwise reasonably foreseeable

litigation, audits, government investigations, or similar proceedings. No business Records

specified in any legal hold may be destroyed, even if the scheduled destruction date has

passed, until the legal hold is withdrawn in writing by the individual placing the hold.

e) Record Retention. The Foundation will retain documents in accordance with Generally

Accepted Accounting Practices and applicable laws.

4.21 Storage and Retention Guidelines of Documents and Records

In addition to the minimum retention requirements, the Foundation will adhere to IRD guidelines

and the guidelines as outlines in a) through d) in this section for storage and retention of

Foundation documents and records.

f) Responsibilities. Reasonability for the managing and retention, storage, and destruction of

documents and records shall be shared between the Executive Director, Secretary and

Treasurer. The Executive Director and Treasurer shall manage and store all financial records

that must be kept in perpetuity as specified in Section 6.21 b. The Executive Director and

Secretary shall manage and store records as described in Section 6.21.

g) Physical Storage. Storage of documents and records will be physically maintained in the

designated area of the Foundation office and/or a storage facility.

h) Review and Management. The Executive Director and Secretary, other officers, Board

Members. Committee chairpersons and staff shall conduct this review of records in their

possession in accordance with the Secretary’s schedule. Records subject to destruction shall

be turned over to the Executive Director shall record the destruction of records.

i) Update and Modification of Policy. The Executive Committee shall have authority to adopt

changes and updates to the guidelines such as those published by the Internal Revenue

Service. The Foundation Board of Directors shall annually review changes in requirements

mandated by new or revised laws and regulations concerning records management, and the

Board shall adjust this policy accordingly.


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Section V

Office Policies and Procedures


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SECTION V

OFFICE POLICIES AND PROCEDURES 5.01 Foundation Files

Files for aspects of the Foundation will be set up and maintained with current information. These files will include, but not be limited to the following; Articles of Incorporation, IRS 1023 Application, IRS Letter of Determination, IRS Form 9909, Minutes of all Board Meetings, Financial Reports, Budgets, Current List of Board of Directors, Foundation Programs, Five-Year Plan, Endowment Agreements, Programs and Allocation Applications. (See Article VI, Section 6.01 of the Bylaws.)

5.02 Financial Records

Copies of all financial records, since the Foundation was established, will be maintained and stored on the appropriate Foundation computer software in the Any Town Education Foundation Office. If hard copies are kept, they will be filed in boxes appropriately labeled and stored in a designated area in the Foundation Office. (See Article VI, Section 6.01 of the Bylaws.)

5.03 Current Financial Information Files

Current financial information will be maintained and stored on the appropriate Foundation computer software/hardware.( See Article VI, Section 6.01 of the Bylaws.)

5.04 Endowment Files

Original files regarding Endowments should never be taken from the Foundation office. These files may be viewed or copied as needed, but due to the original Document context, the files should remain in the office at all times.

5.05 Donor List

A current mailing list and a master list of donors will be maintained, updated and stored on the appropriate computer software/hardware.

5.06 Backup of Foundation Files

Computer files regarding the donor database and financial information will be backed up on computer disks/CDs as deemed appropriate and stored in a fireproof vault or cabinet.

5.07 Staff and/or Board Member Purchases

Staff and/or Board Members may make purchases through the procedures outlined in these policies (Section 2.03). If a staff member or board member purchases approved items for the office, reimbursement may be requested from the Foundation Board and will appear as an agenda item at a future Board Meeting. Cash reimbursement will not be authorized.

5.13 Personal Property

The Grand Prairie ISD Foundation assumes no liability for personal property used or left on the Foundation’s premises.

5.14 Smoking

Smoking is prohibited in the Grand Prairie ISD Foundation offices and/or on Foundation premises.


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Section VI

Conflicts of Interest Policy


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SECTION VI

CONFLICTS OF INTEREST POLICY

6.01 Conflicts of Interest Policy (See Article 7, Sections 10 in the Bylaws.) a) Policy Statement

For the purposes of this policy, a conflict of interest is any situation or activity that may directly or indirectly conflict or interfere with the mission, policies or procedures of the Grand Prairie ISD Education Foundation, including but not limited to:

1) engaging in any unethical or illegal practice, 2) taking any unfair advantage in business dealings,

buying or selling services to the Foundation to the extent that one may obtain a significant financial gain,

3) participating in transactions or relationships that might adverse to the Foundation, or any other action that may give the appearance of impropriety. This policy covers all staff members, members of the Board of Directors, and their immediate families.

b) Procedures 1) Assets, leases, business transactions, or professional services of the Foundation. The

direct or indirect financial interest in the assets, leases, business transactions, or professional services of the Foundation by a member of the immediate family of a staff member shall be disclosed by the staff member to the Executive Director. The Executive Director shall report such relationship to the President. The direct or indirect financial interest in the assets, leases, business transactions, or professional services of the Foundation by a member of the immediate family of the Executive Director shall be disclosed by the Executive Director to the President. As to any such disclosure, the President will be reported to the Board of Directors, or whether such relationship should be reported to the Board of Directors for such action as the Board of Directors deems appropriate under the circumstances.

2) Members of the Board of Directors shall have no direct or indirect financial interest in

the assets or leases of the Foundation. Members of the Board of Directors who are employees or partners of a business or professional firm involved in business transactions or current professional services of the Foundation shall disclose this relationship to the Board of Directors. These members shall not participate in any discussion or any vote taken in respect to such transactions or services, and such actions shall be noted in the minutes of the meeting at which such transactions or services are approved by the Board of Directors.

3) The Foundation contracting with staff members, members of the Board of Directors or

their immediate families will be discouraged.

4) A member of the Board of Directors shall not serve as a director concurrently with a member of his or her immediate family also serving as a member of the Board of Directors.

5) The Foundation will not provide any remuneration to members of the Board of Directors

for board service.

6) Any professional services or expertise of members of the Board of Directors will be donated as in-kind services to the Foundation.


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7) Any staff members who provide consulting services other than through the Foundation or who serve on the board of another nonprofit organization must disclose such facts to the Executive Director to determine if there are any potential conflicts of interest.

8) Use of the Foundation’s premises and equipment for any private business is prohibited.

9) Any staff member who is aware of a potential conflict of interest with respect to any matter coming before the Board of Directors or a committee shall not be present for any discussion of or vote in connection with the matter.

10) Copies of this policy and the Conflict of Interest Policy Statement for Board Members will be provided to all members of the board of directors and all staff members, and they will acknowledge the receipt of Conflict of Interest terms and policies by signing and returning to the Board a signed copy of the Conflict of Interest Statement for Board Members. (See attachment for 5.01.)

11) Exceptions to the Conflicts of Interest Policy can be made upon full disclosure and unanimous vote of the Board of Directors.


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Section VII

Gift Planning and

Acceptance Policies


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GIFT PLANNING AND ACCEPTANCE POLICIES

A review of the current Internal Revenue Tax Code will be conducted annually by the Administration

Committee to ensure total compliance. Any changes will be recommended to the Board of Directors for

approval, and updates will be reflected immediately in these policies.

In keeping with the Grand Prairie ISD Education Foundation Board Policies and Bylaws the (Article V,

Section 5.03), the guidelines in this section regarding gifts to be made to the Grand Prairie ISD Education

Foundation (the Foundation) are established.

7.01 Professional Counsel

It is the responsibility of each donor to seek professional advice and counsel with regard to any

gift made to the Foundation. The foundation Board of Directors, Administration Committee, or any

other affiliate or employee of the Foundation will not supply professional counsel or advice to

donors with regard to tax liability, estate planning, and comprehensive investment planning.

7.02 Liquidation of Gifts

All gifts, other than cash, made to the Foundation will be held or liquidated based upon the

decision of the Board of Directors, and generally, such gifts will be converted into manageable,

income producing assets as soon as practical. The original Endowment assets gifted to the

Foundation, excluding any income and/or growth, will be preserved for the current and future

earnings, and will not be liquidated for operating funds. Specific gifts designated in support of

operating expenses and/or specific projects may be accepted, and these assets may be

liquidated by the Board of Directors at their sole discretion.

The Board of Directors has full and complete control of all decisions regarding the liquidation of

any asset contributed to, or owned by the Foundation excluding Endowments. Under no

circumstances are the Board members obligated to share any current or contemplated

investment decision or use of any specific gift with any donor; however, discussion of possible

uses of a gift may be considered appropriate at the discretion of the Board of Directors.

7.03 Appraisal

Gifts of non-cash property, other than publicly traded securities and closely held stock valued at

less than $10,000, must adhere to strict appraisal rules if the value of the property is more than

$5,000. A timely appraisal at the time the gift was donated must be conducted, and appropriate

Internal Revenue Code reporting forms shall be filed within sixty (60) days of receiving the gift.

The cost of appraisals, surveys/reviews, or other methods of review of property will be done by

the donor, unless these costs are specifically authorized by the Board of Directors to be borne by

the Foundation.

Property subject to appraisal at the time the gift was donated requires that U.S. Treasury Form

8282 be completed if the property is liquidated within two (2) years. The consequences of a

decision to liquidate this type of gift are the responsibility of the donor.

7.04 Tangible Personal Property


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The “ordinary income reduction rule” under section 170 of the Internal Revenue Code reduces the

value of the charitable deduction for tangible personal property to cost basis (usually original cost)

for anyone who created the property or acquired it from the creator. This rule primarily applies to

artwork and the resulting charitable contribution amount may be significantly less than the current

market value.

The “partial interest rule” under Section 170 of the Internal Revenue Code denies a charitable

contribution for a gift of less than of less than a person’s full ownership interest in tangible

personal property (for example, the transfer of a painting while retaining the copyright interest in

the art work).

The “future interest rule” specifies that a person may not transfer a future interest in tangible

personal property and receive an income tax deduction (for instance, contributing a painting to a

charitable remainder trust – no deduction will be allowed).

The “related use rule” applies to virtually all outright and deferred gifts of tangible personal

property. Generally, tax deductions are limited to gifts of tangible personal property unless it is out

to related use by the Foundation. A related use is the purpose within the tax-exempt function of

the organization. With some exceptions, if the property is out to an unrelated use (including

immediate sale at auction or otherwise), the donor is allowed to deduct his or her basis in the

property.

All tangible personal property received as a gift will be reported in accordance with current

Internal Revenue Code rules.

7.05 Life Insurance

Donors wishing to make a gift of Life Insurance should indicate on any Life Policy that the owner

and the sole beneficiary of the policy is the Grand Prairie ISD Education Foundation. Donors

giving pre-paid (fully-funded) and paid single premium policies, or donating new policies that

name the Grand Prairie ISD Education Foundation as owner and beneficiary, shall receive

recognition for the replacement value of the property.

Donors who name the Grand Prairie ISD Education Foundation as the beneficiary of any Life

Policy without also naming the Foundation as owner, shall receive the appreciation of the Board

of Directors for this future gift, but no tax advantages shall accrue.

Donors wishing to make regular contributions to the Grand Prairie ISD Education Foundation

which would be applied to the life insurance policy where the owner and sole beneficiary of the

policy is the Grand Prairie ISD Education Foundation shall use the Foundation’s procedures

currently in effect for this type of gift.

7.06 Gifts of Cash

Gifts of cash may be made to the Foundation at anytime and will accepted as contributions for

restricted or unrestricted purposes as stipulated by the donor and agreed to by the Board of

Directors. Payments of dividends from privately held insurance policies, shares of stock,

securities, or other income producing assets that are held in the name of the donor, will be

treated in the same manner.


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7.07 Securities

Publicly traded stock and bonds that have current marketable value will be accepted at any time.

Valuation of the gift shall be the average of the high and low trade prices of the security on the

day it is donated to the Grand Prairie ISD Education Foundation.

7.08 Gifts Contingent upon Naming Rights

In the event a donor wishes to make a gift to the Foundation, and it is contingent upon naming

rights, the following procedures will apply:

A) Requests for naming opportunities will be forwarded to the Grand Prairie ISD Board of

Trustees, and a representative of the Grand Prairie ISD Education Foundation will be

available to assist in the process

B) If approved, the naming of a facility is given to a donor as stipulated by the policies of the

Grand Prairie Independent School District.

C) Named endowed funds are given to a donor with the understanding that the fund will keep

the name given by the donor for as long as the fund exists.

7.09 Real Estate

In the event that a donor wishes to make a gift of land or real estate to the Foundation, the

following policies shall apply:

A) The donor will be responsible for all the closing costs of all gifts of land. Acceptance of gift of

land is conditional upon the delivery to the Foundation Board of Directors’ representative: (1)

a qualified appraisal conducted no more than six (6) months prior of final acceptance of the

land, (2) a Warranty Deed naming Grand Prairie ISD Education Foundation as owner, and (3)

adequate Title Insurance covering the appraised value of the land, naming the Foundation as

the insured.

B) The Foundation Board of Directors will determine if any current or future expenses involved

with the acceptance of the land will be paid with Foundation assets or other contractual

means prior to the acceptance of any gift of real estate.

C) Land with or without improvement that is offered as a gift will be examined and reviewed by

the Board of Directors’ representative before it is accepted. Before title to the land is

accepted. Before title to the land is accepted, consideration will be given to (1) the existence

of prior liens against the property; (2) the type and condition of any improvements present; (3)

location of the property; (4) long-term and short-term marketability; (5) local, state, and

federal environmental concerns; and (6) any other issues that might be pertinent to each

individual gift.

D) Land with improvements for use commercially or privately will be considered in light of current

Internal Revenue Service regulations concerning unrelated business income activities for

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E) The Board of Directors will comply with all Grand Prairie Education Foundation policies, and

all federal and state laws regarding the acceptance and reporting of gifts of real estate and

tangible personal property, including the timely and accurate filing of all mandated income tax

reporting forms.

7.10 Personal Wills

Bequests from an executed and properly probated will shall be accepted in accordance with the

donor’s wishes, and in accordance with the mission and goals of the Foundation. The Board of

Directors reserves the right to decline all or any part of any bequest, that does not serve, in their

opinion, to constructively further the mission of the Grand Prairie ISD Education Foundation.

7.11 Management of Foundation

The Grand Prairie ISD Education Foundation Administration Committee, or that committee’s

designee, shall manage these gifts, oversee the bookkeeping and all mandated State and

Federal tax filing necessary, prepare and present regular reports to the Board of Directors of the

Foundation, and prepare the appropriate acknowledgement and recognition materials.

In addition, the Board of Directors shall take any steps necessary to promote donations and

contributions to the Foundation, cultivate and educate potential contributors, and secure major

gifts in accordance with these policies.


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Section VIII

Finance and Investment Policy and Procedures


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Finance and Investment Policy and Procedures The following policies, procedures and other provisions (the “Policy”) shall be applied in the management, investment and administration of the assets of the Grand Prairie ISD Education Foundation (Foundation) by its Finance and Investment Committees (the “Finance Committee”) or any other Representative on behalf of the Foundation, to the extent not inconsistent with the Foundation governing documents or future action by resolution of the Foundation Board of Directors (the” Board”).

1. Purpose: The Board adopts this Policy in order to:

a. Provide assurance to contributors and benefactors that their gifts and contributions will be invested and managed prudently.

b. Establish policies and procedures which will govern the management of the financial resources of the Foundation by the Finance Committee and any independent asset manager.

c. Communicate the investment objectives, goals, and performance criteria of the Board to any independent asset manager.

d. Serve as a basis for review to guide the Board in its ongoing oversight of the investment of endowment funds.

e. Establish an Investment Committee to direct and oversee endowment investments.

2. Investment Objectives and Guidelines: The primary investment objectives and Guidelines of the Foundation are as follows:

a. Safety of principal is provided through diversification in a portfolio of common stocks, bonds, mutual funds, and cash equivalents.

b. The Foundation may buy, sell, manage, invest and reinvest Foundation assets from time to time.

c. The Foundation may invest in assets as to which a ready liquid market exists, including without limitation, securities of domestic and foreign corporation and investment Foundations, bonds, preferred stock, common stocks, mutual funds, Mortgage participations, obligations of the U.S. Government or any other government, cash, money market funds, brokerage company accounts, certificates of deposit, saving accounts, checking accounts, and interest in common trust funds.

d. The Foundation shall have complete discretion to change the character of an asset, even though such investment (by reason of character, amount, proportion of the total trust estate, or otherwise) would not be considered appropriate for a fiduciary apart from this provision, and even though such investment limits diversification beyond what would be considered appropriate for a fiduciary part from this provision.

e. The overall asset allocation for the endowment fund should fall within the following ranges:


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Equities 20% to 90% Fixed Income 80%t to 10% Cash Equivalencies 0% to 25%

f. The equity portion of the portfolio is to be diversified so that no one issue represents more than 5% of the equity portion and no one industry represents more than 25% of the portfolio.

g. The fixed income section of the portfolio shall have no individual bond issues rated lower than “BAA” by Moody’s and will have no maturities greater than fifteen years. An exception to the fifteen year maturity and the “BAA” classification will be given consideration when investing in a bond mutual fund.

h. The volatility risk of the portfolio is to be less than that of the Standard and Poor’s 500 on an averaged trailing 3 year period.

3. Authority of Investment Committee: The Investment Committee is fully authorized to make decisions affecting the management and investment of the assets of the Foundation and to take all action necessary to implement those decisions to the full extent of the Board and Finance Committee could take such actions, subject to the Policy, the governing instruments, and any future action of the board and Finance Committee. In such capacity, the Finance & Investment Committee is a “Representative” of the Foundation for the purposes of this Instrument.

a. The Investment Committee shall be composed of not less than five (5) members. Action by the Investment Committee may be taken upon the written authorization of two-thirds of its voting members, and shall be reflected in its committee minutes.

b. The members appointed to the Investment Committee shall be approved by the board. The Investment Committee shall have the authority to further delegate the duty to invest the assets of the Foundation:(i) as to ministerial matters, and (ii) as further provided in 4, hereof.

c. The Chairman may appoint to the Investment Committee one or more non-voting advisory members.

d. The Chairman shall have the right to remove any person from the Investment Committee.

4. Authority of Advisors: The Investment Committee may from time to time designate one or more Registered Investment Advisors (an” Advisor”), to act on behalf of the Foundation, and place all or any portion of the assets of the Foundation under the control of such Advisor. In such event the Advisor shall have the authority over the assets under its control to make decisions affecting the management and investment of those assets, and to take all action necessary to implement those decisions, to the full extent that the Board could take such actions, subject to the Policies, the Foundation governing instruments, and any future action of the Board. In such capacity, and as to those assets only, an Advisor is a “Representative” of the Foundation.


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5. Insured Funds: All Foundation funds held in banks and savings and loans shall be held in such a manner that they will be fully insured by FDIC and FSLIC.

6. Intent as to Taxation of Income: The Foundation is an organization duly qualified under section

501 (c)(3) of the Internal Revenue Code and no action may be taken by any Representative that would jeopardize or be inconsistent with the continued status of the Foundation there under.

7. Records; Inspection: Each Representative shall keep accurate and complete records of all Foundation transactions. The officers of the Foundation may inspect the records at any reasonable time. Each Representative shall report to the Finance and Investment Committee of the Foundation at least monthly. The Finance Committee shall report to the board at least quarterly.

8. Annual Report: The Finance Committee shall make an annual report in writing to the Board. The annual report shall be for a calendar year and shall be submitted each year in January. Each report shall include a statement of all assets at the end of such year, all receipts and disbursements during such year, all sales and purchases made during such year, and of all other transactions as may be necessary to furnish the Board with adequate information as to the financial condition of the Foundation.

9. Compensation and Bond: If any licensed certified accountant or licensed attorney renders services to the Foundation in such capacity he shall be compensated for his officer of the Foundation or voting member of the Finance or Investment Committee shall be reimbursed for all reasonable costs and expenses incurred in connection with serving in such capacity. No officer or Finance or Investment Committee member shall be required to furnish bond or other security, except as herein expressly provided. No officer, employee, Investment Committee member or director of the Foundation shall receive any direct monetary benefit or commission from the purchase or sale of any asset of the Foundation. This prohibition shall not be construed to disqualify an officer, employee, Investment Committee member or director of Foundation who shall be an employee of a financial institution that may receive funds of the Foundation for investment, nor who shall be paid fair value for rendering specific services to or providing products to the Foundation, other than commissions on the scale or purchase of specific assets or investments. An exception to this policy may be granted upon approval of the Board.

10. General Powers: A Representative shall have all powers of management and investment

available under the Texas Trust Act not inconsistent with the express terms hereof and the following additional powers.

a. Standard Powers: To exercise all powers granted to Directors by the

common law or any statutes,, as they exist at this date or are hereafter amended, except where in conflict with this Instrument.

b. Retention of Assets: To retain, without liability for loss or depreciation

resulting from such retention, any property or undivided interests in property received from any source, including residential property or other real estate, regardless of any lack of diversification, risk, or non-productivity, for such time as the Representative shall deem advisable, and the Representative shall be under no obligation to dispose of or convert any such property. The Representative, except as herein otherwise specifically provided, shall have wide latitude in the retention of assets, and shall not be limited to nor be


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bound or governed by any rules of law, statutes or regulations respecting investments by Directors or other fiduciaries with respect to retained assets.

c. Sale or Disposition of Trust Property: To sell, lease, exchange, give options

upon, partition, convey, abandon (when in the judgment of the Representative abandonment is in the best interest of the Foundation), or otherwise dispose of, with or without covenants (including covenants of warranty), any Foundation Property, at public or private sale or otherwise, for such consideration, or upon such terms and conditions as the Representative shall think advisable, and to transfer and convey the same.

d. Investment of Trust Property: To buy, sell, manage, invest and reinvest

Foundation assets from time to time. To invest in assets as to which a ready liquid market exists, including without limitation: securities of domestic and foreign corporations and investment trusts (including real estate investment trusts), bonds preferred stock, common stocks, mutual funds, mortgage participations, obligations of the U.S. Government or any other government, cash, money market funds, brokerage company accounts, certificates of deposit, savings accounts, checking accounts, and interests in common trust funds, with complete discretion to change the character, of the assets, even though such investment (by reason or character, amount, proportion of the total trust estate, or otherwise) would not be considered appropriate for a fiduciary apart from this provision, and even though such investment limits diversification beyond what would be considered appropriate for a fiduciary apart from this provision.

e. Acquisition of Non-Productive Property: Except as limited by other providers of this Agreement, to acquire property returning no income or slight income, or to retain any such property, without the property being in any way chargeable with income, or its proceeds (in case of sale or other disposition) being in any part deemed income.

f. Employment of Agents: To employ such brokers, bank custodians, accountants, investment counsel, attorneys, and other agents or servants, and to delegate to them such duties, rights, and powers of the Representative as are allowed hereunder, for such period as the Representative shall think fit.

g. Voting Securities: To vote, in person or by proxy, any stocks or other properties having voting rights.

h. Insurance: To insure any part of the assets against such risks as the Representative shall think fit, such insurance to be based on market value or costs and the coverage to be full or partial as the Representative shall think fit, to pay the premiums and to collect or adjust the losses.

i. Payment of Expenses and Taxes: To incur such reasonable expenses or charges in the management of the Trust estate as the Representative shall think fir, within the budget.

j. Reliance on Business Documents: To rely upon the authenticity of affidavits, certificates, opinions of counsel, letters, notices, telegrams, cablegrams, and other methods of communication generally used and accepted by businessmen as genuine and as what such document purport to be.


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k. Possession and Nominees: To retain custody of the assets; to keep any of assets in any place or places in Texas or elsewhere in the United States, or with a depository or custodian at such place or places; to hold any of the securities or other assets for any length of time in the name of a nominee.

l. Execution of Documents: To execute and deliver agreements, assignments, bills of sale, contracts, deeds, leases, notes, powers of attorney, warranties, covenants, guaranties, receipts, releases, discharges, acquaintances, and other papers, or documents reasonably necessary or desirable to carry out the power granted to a Representative.

m. Division into Shares: To hold, manage, invest, and account for the several shares or separate endowed funds which may be held either as separate endowed funds which may be held either as separate funds or as a single fund, as the Representative shall think fir: if as a single fund, to make division thereof only upon the books of account, to allocate to each share its proportionate part of the principal and income of the single fund, and to charge against each share its proportionate part of any common expenses.

n. Apportionment of Income and Expenses: Where not otherwise clearly provided by law or otherwise set forth herein, to determine with finality, as to each sum of money or other thing of value held or received by any Representative, whether and to what extent the same shall be deemed to be principal or to be income, and as to each charge or expense paid by the Representative, whether and to what extent the same shall be charged against principal or against income, including, without limiting the generality of the foregoing language, power to apportion any receipt or disbursement between principal and income and to determine what part, if any, of income is available for distribution.

o. Out-of-State Properties: If at any time any Foundation assets are located in a

jurisdiction in which the Representative is not authorized or is unwilling to act, the Representative may, with Board approval, appoint an ancillary Representative for that jurisdiction and may confer upon such ancillary Representative such rights, powers, discretion and duties to act solely with respect to such assets as the Representative may deem appropriate.

p. Corporate Representative: The powers and authorities grated to the

Representative shall not be limited by the fact that a Representative is a trust company, bank or financial institution, or a member of a group of affiliated entities under common control, and no Representative shall be subject to limitations or restrictions imposed upon a trust company, bank, financial institution, bank holding company, or upon fiduciaries generally, with respect to the type of investment any such Representative may make of its own funds or of the funds of others, including affiliated entities. Specifically (but not by way of limitation), the Representative may (a) retain acquire, or otherwise deal in the capital stock or other securities of a Representative or of a corporation for which a Representative is registrar, transfer agent or affiliated of the Representative, such as a holding Company; (b) deposit funds with a Representative or an affiliate of the Representative as a bank; and (c) contract or otherwise enter into transactions with a Representative as a bank or any of its affiliates for which it is acting as Representative.


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11. Liability of Representative and Persons Dealing with Representative: The liability of the Representative and persons dealing with the Representative shall be as follows:

a. Persons Dealing with Representatives: No purchaser from or other person dealing with the Representative shall be responsible for the application of any purchase money or other thing of value paid or delivered to any Representative, and the receipt by any Representatives shall be a full discharge. No purchaser from or other person dealing with any Representative, and no issuer, transfer agent, or other agent of any issuer of any securities, to which any transaction with any Representative shall be under any obligation to ascertain or inquire into the power of the Representative to transfer, pledge, or otherwise in any manner dispose of or deal with any securities or other property comprising part of the assets.

b. Liability of Representative: No Representative shall be responsible or liable for any loss which may occur by reason of depreciation in value of the properties at any time belonging to Foundation, nor for any other loss which may occur, except that each Representative shall be liable for its own gross negligence or willful misconduct.

c. Liability of Representative for Acts of Others: No Representative shall be liable or responsible for the acts, omissions, or defaults of any agent or other person to whom duties may be properly delegated hereunder (except officers or regular employees of any Representative), if such agent or person was appointed with due care. No Representative shall be liable or responsible for failure to contest the accounts of any other Representative, or otherwise to compel any other Representative to redress any breach of trust, unless requested in writing to do so by the Board. No Representative shall be liable or responsible for any act within the sole power and discretion of any other Representative.

d. Limitation of Personal Liability of Representative: No Representative shall incur any personal liability to any party dealing with any Representative in the administration of the assets. Each Representative shall be entitled to reimbursement from the Foundation for any liability, whether in contract or in tort, incurred in the administration of the assets in accordance with the provisions hereof. Each Representative may contract in such form as to exempt the Representative from such persona liability and to cause such liability to be limited to the Foundation. No successor Representative shall have any duty, responsibility, obligation or liability whatsoever for failure to rectify, the acts or omissions of any predecessor Representative.

e. Discretion: Whenever the judgment or discretion of any Representative may

be exercised, it shall be binding upon the Foundation. Any Representative exercising any discretionary power relating to the distribution or accumulation of principal or income shall be responsible only for lack of good faith in the exercise of such power. A Representative may decline to invest principal if the income produced thereon would be nominal or would produce benefit not sufficient to justify the administrative expense and inconvenience resulting from the income.


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12. Income: The term “income” or “net income” as used in this instrument shall include the tax

understanding of income (without regard to whether the income would be taxable under federal law), i.e. interest, dividends, realized capital gains, realized appreciation or accretion of assets. All income shall be added to the principal to the principal of the endowment account.

13. Income Target: A target rate of return on the endowed principal will be the consumer Price

Index plus four percent (4%).

14. Budget for Disbursements: The formula for determining available funds for scholarships and the operation of the Grand Prairie ISD Foundation is as follows: a. Five percent (5%) of the fair market value of all Foundation assets (the

“Principal”) as of _______________will be used for budgeting purpose and will be available for disbursement (“distributable”) during fiscal year ______.

b. Five percent (5%) of the average of the Principal as of ________and_______ will be distributable during fiscal year ______________.

c. Five percent (5%) of the average of the Principal as of _________and_______ will be distributable during fiscal year__________.

d. For each succeeding fiscal year, the distributable amount shall be equal to five percent (5%) of the average of the Principal as of_____________ the three preceding fiscal years. Adopted by the Board on_______________, to certify which my hand on this date,

____________________________________

Secretary


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Section XI

ENDOWMENT, GRANTS, SCHOLARSHIPS

GUIDELINES


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DEVELOPMENT COMMITTEE

The Board of Directors of the Grand Prairie ISD Education Foundation (the Foundation”) adopts the following policies and procedures related to the development of its endowment and grant program. The Foundation shall endeavor to respect and protect 1) the best interests of donor, 2) the official representatives of the Foundation, and 3) the purpose and interests of the Foundation itself.

l. GENERAL POLICY 1.01 501 (c) Organization: The Foundation will endeavor to maintain its status

as a public foundation. The Foundation will seek contributions from a variety of sources so that it does not become dependent on any one donor or group. The Foundation is aware that acceptance of especially large gifts can cause the Foundation to be treated as a private foundation, and the Foundation shall be free to accept large gifts even if private foundation status may result. The Foundation shall not, however, accept any gift, adopt any policy, or take any action that would disqualify the Foundation from its status a charitable organizations under Section 501 (c) 3 of the Internal Revenue Code.

1.02 Mission: The mission of the Foundation is to promote quality education by

providing for the collection and distribution of funds for use by Grand Prairie ISD (GPISD”) graduating seniors, students, and staff for scholarships and programs not otherwise funded by the GPISD (the “Mission”). The Foundation is free to accept funds unless, in the determination of the Foundation, acceptance would in any way (a) limit the ongoing objectives of the Foundation, (b) require any action or expenditure that is contrary to or outside the scope of the Mission of policy of the Foundation, or (c) create an unreasonable administrative burden on the Foundation.

1.03 Preservation of Funds: The original Principal of each permanently

endowed fund shall not be invaded unless the most extreme and urgent circumstances exist and only upon a two-thirds (2/3) majority vote of the Board of Directors. The income if an endowed fund may be expended in whole or in part for purposes within the scope of the Mission and appropriate for a 501 (c) 3 organization. Unexpended income shall be added to the endowed fund. The investment and finance Committee of the Foundation (the “Investment Committee”) shall periodically review and recommend an appropriate percentage of the income for expenditure and an appropriate percentage for reinvestment.

1.04 Types of Gifts Accepted: The Foundation shall make available to donors

many opportunities for giving, including but not limited to outright gifts of cash, real or personal property; gifts to charitable trusts; gifts through wills or trust; gifts of annuities, life insurance, and life estate contacts. A more complete outline of charitable giving options is attached as Appendix 1.

II. SPECIALLY RECOGNIZED GIFTS:

2.01 Presumption of General Endowment: All gifts made to the Foundation directly or through wills, trusts, annuities or life estate contracts shall


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become part of the Foundation’s General Endowment Fund unless the donor specifically stipulates otherwise in the written instrument that creates such gift. Public recognition and donor will recognition shall be made as appropriate. 2.02 Named Gifts: When a gift of $20,000 or more in liquidation value is made to the endowment fund of the Foundation or as a grant for any program, facility or project, the donor may request that it be held separately from the General Endowment Fund of the Foundation, and named after the donor or by the donor in honor of any other person or entity ( a ”Named Gift). 2.02.01 Disbursements: Unless otherwise provided in writing, a Named Gift shall be used to fund scholarships and the amount of scholarship disbursements each year will be 5% of the gifted amount, with remaining revenue to be reinvested in the principal each year. 2.02.02 Increase in Disbursement: As the principal grows, the annual distribution for Named Gift scholarships may be increased in $500 increments, to allow for permanent growth of the fund, and to help the scholarship distributions keep up with inflation. 2.02.03 Partial Funding: A Named Gift contribution can be pledged and contributed over time. In such event, when the actual contributions reach 50% of the pledged amount, the Foundation may begin scholarship disbursements. 2.02.04 Additional Recognition: Named gifts of $100,000 or more shall also include the opportunity for public recognition on the walls of a building in GPISD subject to approval by the GPISD Superintendent, the Principal of that campus and the Foundation Directors. 2.03 Designated Use Gifts: The Foundation recognizes that donors may prefer, on occasion, to make Named Gifts with stipulations that the gifts be used in specific ways or that they be endowed with the income to be used in specific ways (“Designated Use Gifts”). The Foundation will receive and administer endowed gifts of $20,000 or more as Designated Use Gifts under terms specified by the donors, subject to 1.02 above. 2.03.01 Procedure for Designating Use: A Foundation officer of Executive Director and the donor or his personal representative will sign an original “Endowment Form” that clearly sets forth the terms of a Designated Use Gift. 2.03.02 Change in Use: An amended Endowment form may be executed by the Foundation and the donor at any time. In the event that the particular use specified for Designated Use Gift is subsequently eliminated or made impractical as a result of a change of circumstances, the Foundation shall redesignate the use of the gift for a purpose similar to that originally specified if the donor is not available to redesignate the use. 2.03.03 Interpretation: In the event of a legitimate question as to the interpretation of the terms of a will or other instrument creating a


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Designated Use Gift, the Foundation shall have the right to apply for a construction of the instrument by a court of competent jurisdiction. 2.04 Limited Term Endowments: A donor may endow a fund for a specific term, rather than perpetually. In such event, income and a portion of the principal would be distributed periodically until the fund is fully disbursed (a “Limited Term Endowment”). 2.04.01 Minimum Gift: A minimum amount of $5,000 is required to establish a Limited Term Endowment, which may be used for scholarships, as a multi-year grant, or for any other purpose within the Mission of the Foundation. 2.04.02 Expenditures: The donor can designate how much should be awarded each year, but must award at least $500. Any unused portion of the account’s revenue would be reinvested in the account. If at any time the account balance falls below $500 the remainder would be deposited into the General Endowment Fund, and the separate account would no longer exist. 2.05 Pass-Through Gifts: contributions to the Foundation specifically designated for full distribution within the year (a “Pass-Through Gift”) can be accepted by the Foundation. The Foundation will distribute 100% of the contribution directly for the purpose designated, rather than adding the contribution to the General Endowment Fund. A donor may specify the use to be made of such funds, subject to 1.02 hereof. The Foundation will accept a multi-year pledge for a series of Pass-Through Gifts. 2.06 Life and Term Gifts: The Foundation may discourage or decline gifts of annuities unitrust annuity trusts or other such gifting methods when (a) the small amount contributed (b) the life expectancy of the measuring life, (c) the number of measuring lives or (d) the term of years involved would render the economic benefit to the Foundation inadequate to justify the administrative burden of acceptance. 2.06.02 Investment: Funds received in connection with a gift annuity or a life income contract, and funds placed in trusts administered by the Foundation for the benefit of a donor or his designee and the Foundation, shall be managed under the jurisdiction of the Board of Directors. Investment practices shall comply with guidelines established and approved by the Board of Directors, which shall be designed to best achieve the objectives of both the life income beneficiary and the remainder beneficiary. Invested funds subject to an obligation to a life income beneficiary shall not be hypothecated or used for self-dealing by the Foundation during the lifetime of a life income beneficiary. 2.06.03 Payments: Payments on life income obligations may be made quarterly, semi-annually, or annually at the donor’s choice. Payments shall be made and reported to the donor in the manner prescribed by the Internal Revenue Service Regulations.


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III. GIFT ACCEPTANCE POLICY: 3.01 Procedure for Accepting Gifts: Any officer or the Executive Director of the Foundation is authorized to finalize and accept gifts of cash, cash equivalents, publicly traded securities and life insurance contract from any donor, in conformity with approved policy of the Foundation. All gifts of real estate and other non-cash gifs must receive the prior approval of the Board of Directors or the Executive Committee of the Foundation, as provided hereafter. 1.02 Cash: gifts of cash or cash equivalent may be accepted without any prior approval. Checks should be made payable to the Foundation, not to an individual who represents the Foundation. 1.03 Publicly Traded Securities: 1.03.01 Acceptance: Securities traded on a stock exchange can be accepted by the Foundation without prior approval. 1.03.02 Liquidation: Gifted securities shall be held, liquidated or managed according to policy set by the Investment Committee. 1.03.03 Valuation: For gift crediting and accounting, purpose, the value of gifted securities is the average of the high and low on the date of the gift. 1.04 Closely Held Securities: 1.04.01 Acceptance: Closely held securities may be accepted after consultation with the Investment Committee and the Executive Committee. 1.04.02 Possibility of Liquidation: The Foundation should explore methods of immediate liquidation of closely held securities through redemption or sale prior to acceptance. 1.04.03 Valuation: The fair market value of the securities must be determined by a qualified appraiser. 1.04.04 No Prior Contract: No committee for repurchase or sale of closely held securities should be made by the donor prior to completion of the gift of the securities, as the transaction might be viewed by the IRS as a sale rather than a gift, with adverse tax consequences for the donor. 1.04.05 Limit on S-Corporation Stock: S-Corporation stock shall be accepted only upon approval of all other shareholders and an opinion letter from donor’s tax advisor as to the impact of such transfer. 1.05 Real Estate: 1.05.01 Acceptance: Gifts of real estate shall be approved by the Executive Committee before acceptance. Prior to presentation to the Executive Committee, a Foundation representative must conduct a visual inspection of the property. If the property is located in a geographically isolated area, a local real estate broker can substitute for the representative in conducting the visual inspection.


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1.05.02 Valuation: The donor shall be responsible for obtaining and paying for an appraisal of the fair market value of the real property and an environmental audit of the real property. 1.05.03 Mortgaged Property: Real property that is encumbered by a mortgage should not be accepted unless it is accepted without personal liability to the Foundation and the donor first obtains an opinion letter from his tax advisor as to the tax impact of such conveyance on the donor. 1.06 Life Insurance: 3.06.01 Acceptance: The Foundation may accept a life insurance policy as a gift and be named as the owner and beneficiary of the policy.

3.06.02 Beneficiary Interest: The Foundation can be named as a primary or

conditional beneficiary of a life insurance policy owned by a donor or other

third party.

1.07 Tangible Personal Property:

1.07.01 Acceptance: Gifts of tangible personal property may be accepted by the

Foundation if the donated items have a use related to the charity’s tax-

exempt purpose, or are readily salable. Gifts of jewelry, artwork,

collections, equipment, and software may be accepted after approval by

the Executive Committee.

1.07.02 Acceptance: Gifts of tangible personal shall be used by or sold for the

benefit of the Foundation.

1.07.03 Valuation: The donor shall provide an appraisal by a qualified appraiser

of the donated tangible personal property.

1.07.04 IRS Requirements: The Foundation must follow all IRS requirements in

connections with disposing of gifts of tangible personal property and

filing of appropriate tax reporting forms.

1.08 Charitable Gift Annuities: The Foundation will accept charitable gift

annuities, provided (a) they provide for annuity rates to be paid as are

then currently suggested by the American Council on Gift Annuities; (b)

there shall be no more than two beneficiaries for a charitable gift annuity;

(c) the minimum gift made to establish a charitable gift annuity is $10,000;

and (d) no income beneficiary for a charitable gift annuity is then younger

than 50 years of age.

1.09 Charitable Trusts: The Foundation does not act as trustee of Charitable

Trusts. The Administration of these trusts should be performed by a bank

trust department or other trustee selected by the donor and accepted to

the Foundation.


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IV. CONDUCT OF FOUNDATION REPRESENTATIVES

4.01 Standard of Conduct: In all transactions and agreements with donors and

other persons, the Foundation will hold fast to a policy of high integrity.

Representatives of the Foundation shall exercise extreme caution to avoid

pressure or undue persuasion when dealing with donors. The role of

such a representative is to inform, counsel, and assist the donor in

connection with the gift, including the exercise of prudent consideration of

the donor’s personal interests as well as his or her charitable objectives.

All personnel utilized by the Foundation to contact donors or to

promote the planned giving program may be volunteers or paid a salary or

fixed wage, but none shall receive a commission from the Foundation

based upon gifts received by the Foundation.

4.02 Best Interest of the Donor: Each officer, employee or director (a”

representative’) of the Foundation dealing with a donor shall endeavor to

inform, service, guide or otherwise assist the donor in fulfilling his or her

philanthropic wishes in accordance with sound financial planning

practices. No program, agreement, trust, contract or commitment shall be

knowingly urged upon any donor if it would benefit the Foundation at the

expense of the donor’s basic welfare. No agreement shall be made

between the Foundation and any agency, person, company or

organization on any matter related to investments, management, or

otherwise, which would knowingly jeopardize the donor’s basic welfare.

No agreement shall be made between the Foundation and any agency,

person, company or organization on any matter related to investments,

management, or otherwise, which would knowingly jeopardize the donor’s

basic welfare.

4.03 Conflicts: A representative of the Foundation may provide a service or

product to a donor in connection with a donation for a customary fee at

the request of such donor or if the donor has had a prior business

relationship with the representative apart from the representative’s

position with the Foundation. However, no representative of the

Foundation shall independently and directly solicit a gift to the Foundation

as a guide for inducing a donor to purchase his product or engage his

services.

4.04 Confidentiality: Donor records are confidential and such information shall

be released to Foundation representative on a “need to know” basis only.

Approval will be secured from major gift donors before publicly

announcing their gifts. The Foundation will honor the request of donors to

remain anonymous.

4.05 Donor Lists: The Foundation shall not sell lists of donor names or

knowingly make an agreement with any other agency, person, company

or organization that would jeopardize the donor’s interest or privacy.


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4.06 Independent Advisors: All donors of planned gifts to the Foundation will

be advised to seek the counsel of their attorney, accountant or other tax

advisor on all aspects of a proposed gift, whether by bequest, trust

agreement, contract or other means. If a representative of the Foundation

makes a suggestion of an accountant or attorney that could assist the

donor, it shall be understood that (a) the attorney or account would be

retained to represent the donor-client’s interests, and (b) that the donor-

client is ultimately responsible for determining the suitability of such

person to counsel and advise the donor.


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. Guidelines for Scholarships Applications

1. Scholarships for GPISD Graduating Seniors

A. Purpose

Scholarships for GPISD graduating seniors for post-secondary education are administered

by GPISD Education Foundation and are intended to recognize and reward GPISD

students exhibiting model citizenship, academic achievement, and additional criteria

specified by the scholarships’ donors.

B. Minimum Qualifications

1. Must meet criteria for each specified scholarship.

2. Must meet time deadlines.

3. Must submit all requested materials.

4. Must have parental signature on application.

C. Dissemination of Application Information

1. Application form(s) will be generated by GPISD Education Foundation (“Foundation”)

and used for all Foundation Administered scholarships.

2. All information will be distributed and promoted on the campus through the

counselor’s office and published in the Grand Prairie ISD Scholarship Search

Website.

3. The Foundation will distribute application materials to the counselors.

D. Selection of Recipients

Selection of recipients is the responsibility of the Foundation Scholarship Selection

Committee, using the criteria specified for each scholarship. All ballots will be filed in the

Foundation office.

An audit trail of the selection process is provided by the “Scholarship Rating Sheets”

(Addendum 7). Each scholarship committee member fills out a rating sheet for each

applicant they review/interview. The rating sheets will be collected by the scholarship

committee chair, along with a “Final Tally Sheet” which lists votes for the scholarship

winner. These are sent to the Foundation office, where they will be added to the

scholarship files. The rating & tally will be retained in the Foundation’s office for five years.

Early graduates from high school will be equally considered for scholarships in the spring

of their graduation year.

E. Named Endowed Scholarship Selection

The donor ( or designee (s) appointed by the donor) may be involved in the selection

process to the extent that he or she reviews applications meeting specified criteria, and

make selection recommendations to the Foundation Scholarship Selection Committee.

The Foundation Scholarship Selection Committee honors the donor’s recommendation

whenever possible, but the final decision is made by the Foundation Scholarship Selection

Committee. The donor, or designee appointed by the donor, will be invited to award the

scholarship at the Annual Scholarship Awards Event.


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The minimum to establish a named endowed scholarship is $10,000, which can be paid

out over a period of 5 years or less.

F. Disbursement of Funds

Scholarship Funds will be disbursed prior to the beginning of each college semester,

payable to the selected colleges/universities upon notification from the student. The

student must provide required college address and contact person information to the

Foundation.

All scholarships will be paid out over the number of semesters determined by the donor’s

preference.

Upon written request from the recipient’s parent, the Foundation may elect to pay a

student directly, provided proof of enrollment is presented. The circumstances under

which this may be considered is when the scholarship will reduce the amount of other

financial aid to the student, or when the student or parent has already paid the institution.

For Scholarship awarded based on academic achievement, students must provide

transcript to the Foundation office each semester, maintain a 2.75 GPA, and be

considered a full-time student to be eligible for the next semester’s payment. Any student

providing a transcript with below a 2.75 GPA will be placed on a one-semester paid

probation period, during which the GPA must be brought back to 2.75, otherwise the

scholarship will be revoked.

G. Unused Funds

Any scholarship not claimed by the recipient within one calendar year of award will be

forfeited. By student or parent request, scholarship funds may be held by the Foundation

up to two years.

Any unused portion of any scholarship will be considered forfeited, and, therefore, kept in

the account from which it was designated for future use.

II. Scholarships Administered by the Foundation

A. The Grand Prairie ISD Education Center “Student of Charter”

One per High School

B. Roger and Thelma Phillips Dickey Memorial Scholarship

One per High School

C. The George and Matilda Stubbs Scholarship

One per High School

D. The Dan Ratliff Memorial Scholarship

One per year

E. The Baylor Healthcare Scholarship


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Please read carefully to fully understand guidelines and expectations.

Award Range: $1,000

Eligibility and Qualifications:

1. Applicant must be an Grand Prairie School District senior who will graduate at the end of

the current school year.

2. Applicant must not be selected for a FULL scholarship from another source. If applicant

is selected for a FULL scholarship, the applicant must notify the Foundation, so the

scholarship can be awarded to the next eligible applicant.

3. All requested information, Application, References and Official Transcripts, must be

received by the Foundation by the application deadline.

4. The Scholarship Application must be signed by the applicant verifying the accuracy of the

information.

5. The application must be submitted on the form provided in the space provided.

6. Application must be typed, stapled and not placed in a binder.

References: Two references are required. One reference may be from a school staff member and one

from a member in the community, such as a church, employer, etc. The references must be in a sealed

envelope and included with the application.

Application Deadline: Last Monday in January by 5:00 p.m.

Notification of Recipients: Scholarship recipients will be notified in writing the first week in May.

Date for Awarding Funds: Scholarships will be awarded at student’s campus annual awards event at the

end of the school year. Students and parents will be special guests. Each recipient will receive a letter

with details of the event.

Application Review: Applications will be reviewed by the Programs and Allocations Committee or a

designated subcommittee using a blind review process. Recipients will be selected and recommended to

the Foundation Board who will make the final decision.

Checklist for Submitting Application:

1. Is the application typed?

2. Are responses in complete sentences?

3. Are spelling and grammar correct?

4. Is the Official Transcript attached?

5. Are two references attached in sealed envelopes?

6. Has the verification statement been signed?

STUDENT SCHOLARSHIP

GRAND PRAIRIE ISD EDUCATION FOUNDATION

APPLICATION GUIDELINES


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Submission of Application: Applications may be mailed or delivered to:

Grand Prairie ISD Education Foundation

2602 S. Beltline Road

Grand Prairie, Texas 75052


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Purpose:

The GPSID Education Foundation Grants Program is designed to encourage, facilitate,

recognize and reward innovative and creative instructional approaches to the accomplishment

of program objectives that help students to learn.

Persons Eligible to Apply for Grants:

Individuals or teams of individuals employed by GPISD who impact GPISD students.

Eligible Proposals:

Activities or instructional approaches that meet the selection criteria.

Award of Funds:

The number of awards will depend on funds available from the Grand Prairie ISD Education Foundation in each given year.

Due Date:

_________________________________

Selection Criteria: The degree to which the proposal supports important learning objectives.

The degree to which the proposal represents a creative or innovative approach to the

accomplishment of objectives. (It should address a new project as opposed to an existing

project).

The degree to which sound evaluation procedures are incorporated in the proposal.

The degree to which the proposal is clear and logical, including:

a. specificity of objectives;

b. clarity of description of activities, instructional procedures, and methods; and

c. evaluative procedures directly relate to objectives

Selection Process: 1. Application forms may be obtained online at www.gpisd.org/edfoundation.

INNOVATIVE TEACHING GRANTS



http://www.gpisd.org/edfoundation


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2. Teacher initiated applications must be reviewed by the Campus Performance Objectives

Council and signed by the principal.

3. Signed applications are due to the Education Foundation’s Office no later than

_______________________________________.

4. Applications will be reviewed and commented on by the Grant Application Review

Committee made up of the following members, not to exceed 20 members.

(a) three Foundation directors appointed by the chairperson of the Foundation Board of

Director;

(b) Assistant Superintendent of Curriculum and Instruction or designee and 2 or 3

program people per year, to rotate each year.

(c) one PTA representative from each feeder cluster; and

(d) others as determined by the Foundation Board of Directors

5. For each grant application submitted, the committee shall provide feedback on each

application and shall make one of the following recommendations:

(a) disapproval with comments;

(b) disapproval with suggestions for re-submission for subsequent year;

(c) approval with conditions and/or modifications including partial grants; and

(d) approval.

6. If recommended for approval, the application is presented to the Board of Directors of the

Education Foundation for final decisions.

7. If approved by the Foundation Board of Directors, the application is presented to the

Board of Education as an information item.

8. Applicants will be notified of decisions prior to _____________________.

9. Funds distributed on or before _______________________(as appropriate to program

timeline)

10. Successful applicants will be recognized at the _________meeting of the GPISD Board of

Education.

11. Evaluation report listing projects, objectives and final status of each objective due to

Education Foundation within 60 days of project end, as stated in application.

Responsibilities of Grant Recipients: Use the awards for the purpose intended. Be sure to reach stated objectives.

Prepare a brief final written report within 60 days of project end for sharing with other

teachers and for inclusion in the Education Foundation’s Annual Report.

Agree to share successful activities/procedure in staff development sessions within

GPISD.


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If achievement of specified objectives is not attained, group cannot apply to the

Foundation for 3 years or until goals are achieved.

Grant awarded materials remain in the district.

Project should be of reasonable duration (preferably completed in school year following

year grant was awarded).

Guidelines for Completing the Grant Application:

The project is appropriate if you answer yes to the following questions:

Is it important to learning?

Can it be done?

Is it a new initiative? (If you are seeking recognition for something already completed, it is

inappropriate)

Will it have a positive impact on significant group of students?

Does if Further GPISD’s goals and objectives?

Statement of Purpose: Tell what you hope to achieve, results intended. (e.g. what will be different or better if the

project is successful)

Keep the statement simple and straightforward.

Promise only that which you can reasonably expect to achieve.

Statement of Rationale-Address the Following: Important or purpose of your activity/instructional procedure

How the project relates to the district’s long range goals

The problem or need addressed

How the project supports the purpose

How students will be positively impacted

Number of students positively impacted

Objectives:

Limit the number of objectives

Ensure they are measurable

Be specific

Where possible relate funding requirements to specific objectives

Activities/Instructional procedures:

Include evaluation plan with what will be measured, how it will be measured, when it will

be measured and by whom for all stated objectives and funding.

Relate the evaluation process to the stated objectives

Indicate how you will know the project is successful

Include the time frame to achieve stated objectives


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ADDENDUM


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ADDENDUM 1

NEW OR EXISTING BOARD MEMBERS


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Section IV (Attachment 1)

BOARD MEMBER AGREEMENT

As a board member of the Grand Prairie Independent School District Education Foundation, I am fully

committed and dedicated to the mission and have pledged to carry out this mission. I understand that my

duties and responsibilities include the following:

1. I am fiscally responsible, with other board members, for this foundation, I will know what our

budget is and take an active part in reviewing, approving, and monitoring the budget, and I will

participate in fundraising to meet the budget.

2. I know my legal responsibilities for this foundation and those of my fellow board members.

3. I accept the bylaws and Policies and Procedures and understand that I am morally responsible

for the health and well-being of this foundation.

4. I will financially support the Foundation with a donation. I may give this as a one-time donation

each year, or I may pledge to give a certain amount several times during the year.

5. I will actively engage in fundraising for this foundation in whatever ways are best suited for me.

These may include individual solicitation, undertaking special events, writing mail appeals, and

the like. I am making a good faith agreement to do my best to raise as much money as I can.

6. I will actively promote the Grand Prairie Independent School District Education Foundation and

encourage and support its staff.

7. I will attend board meetings, be available for phone consultations, and serve on at least one

Grand Prairie Independent School District Education Foundation committee. If I am not able to

meet my obligations as a board member, I will offer my resignation.

8. In signing this document, I understand that no quotas are being set, that no rigid standards of

measurement and achievement are being formed. Every board member is making a statement of

faith about every other board member. We trust each other to carry out the above agreements to

the best of our ability.

Signed Date


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Board Member Commitment and Pledge of Duty

Please read and accept this commitment prior to accepting a nomination to or installation on the GPISD Education Foundation I will exercise the duties and responsibilities of this office with integrity, professionalism and respect. I pledge. 1. To attend all board, committee and/or task force meetings on which I serve. I understand that

my absence from three (3) consecutive regularly scheduled board meetings shall be considered my resignation from the board, Further, I understand that my absence from any (4) regularly scheduled meetings during a 12-month period, shall be considered my resignation from the board.

2. To notify the President or Executive Director, and provide the name of a board member who

shall serve as my Proxy, if, for any reason, I am unable to attend a board meeting. 3. To become familiar with the organization’s governing documents, policies and positions so

that I can be an informed representative when called upon.

4. To come prepared to discuss the issues and business to be addressed at scheduled meetings, having read the agenda and relevant background material when applicable.

5. To maintain confidentiality of information received for governance and decision making at board meetings.

6. To observe the rules of order and display courteous conduct in all board, committee and task force meetings.

7. To work with and respect the opinions of my peers who serve on this board, and to leave my personal prejudices out of discussions and decisions.

8. To always act in the best interest of the organization, the members, leadership, volunteers and staff.

9. To represent this organization in a positive and supportive manner at all times and in all places.

10. To act as a resource in identifying trends, issues, opportunities and challenges facing the

organization, community and membership that may deserve the attention of the board and staff.


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11. To serve on or act as liaison to at least one committee and keep the board informed of its progress and goals.

12. To avoid conflict of interest between my position as a board member, and my professional and personal life. If such conflict does arise, I will declare the conflict and refrain from voting in matters in which I have conflict.

13. To support in a positive manner all actions taken by the board of directors even when I am in a minority position on such actions.

14. To maintain a professional business relationship with the organization’s staff and any contractors.

15. To refrain from impeding the work of committees or staff based on the responsibilities and authorities for which they have responsibility.

16. To comply with local, state and federal laws and to protect the interest and property of the organization.

17. To promote the organization within the community, and encourage others to become active supporters of GPISD.

Signature Date


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Section V (Attachment 1)

CONFLICT OF INTEREST STATEMENT FOR BOARD MEMBERS

No board member or board committee member, or staff member, or any other member of his/her family

should accept any gift, entertainment, service, loan, or promise of future benefits from any person who

either personally or whose employees might benefit or appear to benefit from such board or committee

members are expected to work out for themselves the most gracious method of declining gifts,

entertainment, and benefits that do not meet this standard.

No board or committee member or staff member should perform, for any personal gain, services to any

Grand Prairie ISD Education Foundation supplier of goods or services, as employee, consultant, or any

other capacity which promises compensation of any kind, unless the fact of such transaction or contracts

are disclosed in good faith, and the Board or committee authorizes such a transaction. Similar association

by a family member of the Board or committee member or by any other close relative may be

inappropriate.

No board member or board committee member, or staff member, or any other member of his/her family

should have any beneficial interest in, or substantial obligation to any Grand Prairie ISD Education

Foundation supplier of goods or services or any other organization that is engaged in doing business with

or serving the Grand Prairie ISD Education Foundation unless it had been determined by the Board of

Directors, on the basis of full disclosure of facts, that such interest does not give rise to a conflict of

interest.

This policy statement is not intended to apply to gifts and/or similar entertainment of nominal value that

clearly are in keeping with good business ethics and do not obligate the recipient, rather it is the

obligation of a board member to disclose receipt of a gift valued at $100 or more.

Any matter of question or interpretation that arises related to this policy should be referred to the

President for decision and/or referral to the Board of Directors for decision, where appropriate.

I have received and read the forgoing policy statement (Conflict of Interest Statement), Conflicts of

Interest Policy of the Grand Prairie ISD Education Foundation, and section 5.04 Conflict of Interest of the

Foundation’s Bylaws and understand fully the facts requiring any possible question of violation.

Date Signature


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Section V (Attachment 2)

EMPLOYEE PROTECTION (WHISTLEBLOWER) POLICY

If any employee reasonably believes that some policy, practice, or activity of Grand Prairie ISD

Education Foundation is in violation of law, a written complaint must be filed by that employee

with the Executive Director or the Board President. It is the intent of Grand Prairie ISD Education

Foundation to adhere to all laws and regulations that apply to the organization and the underlying

purpose of this policy is to support the organization's goal of legal compliance. The support of all

employees is necessary to achieving compliance with various laws and regulations. An employee

is protected from retaliation only if the employee brings the alleged unlawful activity, policy, or

practice to the attention of Grand Prairie ISD Education Foundation and provides the Grand

Prairie ISD Education Foundation with a reasonable opportunity to investigate and correct the

alleged unlawful activity. The protection described below is only available to employees that

comply with this requirement. Grand Prairie ISD Education Foundation will not retaliate against

an employee who in good faith, has made a protest or raised a complaint against some practice of

Grand Prairie ISD Education Foundation or of another individual or entity with whom Grand Prairie

ISD Education Foundation has a business relationship, on the basis of a reasonable belief that the

practice is in violation of law, or a clear mandate of public policy. Grand Prairie ISD Education

Foundation will not retaliate against employees who disclose or threaten to disclose to a

supervisor or a public body, any activity, policy, or practice of Grand Prairie ISD Education

Foundation that the employee reasonably believes is in violation of a law, or a rule, or regulation

mandated pursuant to law or is in violation of a clear mandate of public policy concerning the

health, safety, welfare, or protection of the environment.

My signature below indicates my receipt and understanding of this policy. I also verify that I have

been provided with an opportunity to ask questions about the policy.

Employee Signature Date


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Section VIII (Attachment 1)


Board of Directors

RESOUTION ADOPTING FINANCE AND INVESTMENT POLICY AND PROCEDURE

On ___________________________ at a duly called regular meeting of the Board of Directors (the “Board” of the Grand Prairie ISD Foundation (Foundation”), at which a quorum was present, the following resolution was duly adopted:

WHEREAS, the Foundation is in possession of accumulated assets which need to be invested, and the Board anticipates further substantial accumulation of endowed funds and acknowledges the need to establish formal policies and procedures for investing and managing these assets;

IT IS THEREFORE RESOVED as follows:

2. The ongoing authority of the Finance and Investment Committee of the Foundation (the

“investment Committee”) to make decisions affecting the management and investment of the assets of the Foundation and to take all action necessary to implement those decisions, is here confirmed.

3. The authority here granted to the Investment Committee shall be subject only to the following:

a. The governing instruments of the Foundation, which include its Articles of Incorporation and its Bylaws, as amended from time to time;

b. The Finance Investment Policy and Procedure (the “Policy”) attached to this Resolution, and such amendments to the Policy as the Board shall make from time to time; and

c. Any future action of the Board that may affect the ongoing authority of the Investment Committee.

4. Any third party may rely on the ongoing authority of the Investment Committee and the ongoing validity of the attached Policy upon certification by the Executive Director, the President, or the Secretary that the same remain in full force and effect.

I certify that the foregoing Resolution was duly adopted by the Board of Directors of the Grand Prairie ISD

Education Foundation on_______________ and that it remains this date in full force and effect. Date________________________ ______________________________ Secretary


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FOUNDATION BOARD PROFILE MATRIX

Foundation Board members should be dedicated to education, have the ability to attract dollars, possess

business acumen, plus experience in areas such as nonprofit trusteeship, organizational planning,

financial/accounting, fundraising, personnel management, legal matters especially relating to nonprofit

organizations, contracts and personnel, and public relations while, observing ethnicity, socioeconomic

levels, age and gender. The Foundation Board should represent a cross section of the community and

should not include controversial people in the community or elected officials. This suggested matrix will

be helpful to the Board Development Committee to maintain a well-balanced board that is consistent with

the Foundation’s bylaws regarding board criteria, size, etc.

Attributes/Skills Board Member or Nominee 1

Board Member or Nominee 2



Name of Board Member/Nominee

Area of Expertise:

Non-profit Trusteeship/Knowledge of Nonprofit Organizations

Organizational Planning/Admin.

Financial/Accounting

Accounting

Banking and Trust

Investments

Fundraising

Personnel Management

Government

Law

Public Relations/Marketing

Graphic Design

Technology

Other

Community Connections:

Alumni

Corporate/Large Business

Education

Media

Religion

Small Business

Social Services

Other non-profits

Other



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Attributes/Skills Board Member or Nominee 1





Geographical Representation of Community:

Area/Attendance Zone 1

Area/Attendance Zone 2

Resources: Access to money (business/corporate)

Access to grant funds (foundations or corporations)

Personal Funds Qualities: Leadership skills Willing to work Connected with the Foundation’s mission

Personal Style: Marketer/Idea Person Planner/Organizer Unifier Visionary Age: 21-35 36-50 51-65 66+ Gender: Male Female Ethnicity/Disabled: African American Asian/Pacific Islander Caucasian Hispanic Native American Other Disabled Number of Years on Board:

Board Participation: Committee Member Committee Chair Officer Board Meeting Attendance:

Attended all meetings Attended 90% of meetings

Attended less than 50% of meetings


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Candidate: Proposed By: Date Received:________________________ ____ Is influential in her/his community.

____ Is respected, recognized and accepted in her/his field of interest.

____ Is active in the community.

____ Is willing to commit the necessary time to be a board member.

____ Is known for working well within others.

____ Is known for working well within a group.

____ Is known for leadership ability.

____ Expresses clearly and accurately.

____ Is known for honesty and integrity.

____ Is known for assertiveness skills.

____ Has imagination, compassion and good judgment.

____ Is willing to advocate for people in need.

____ Is willing to make a decisions and take risks.

____ Is someone whose opinions are listened to by others.

____ Is known for dependability and follow-through.

____ Is known for ability to safeguard confidential information.

____ Has the ability or potential necessary for fund raising and is willing to use them.

____ Does not have a conflict of interest.

____ Is known for using power positively; I win/we win.

____ Is known for having a positive attitude and being open to change.

____ Will be working member of the board, not just lend her/his name.

____ Has a sincere interest in the organization, its purpose and mission.

____ Is familiar with how the organization raises its funds and is willing to

participate actively in this responsibility.

____ Is willing to contribute financially to the organization, as well as soliciting funds from others.

____ Has a positive attitude toward the fund raising method the Organization utilizes and

is supportive of it within their own business or organization.


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Name Address Suggested By

Expertise Contacts with

Education Foundation

Action Plan Education Foundation

Contact Person


NOMINATING COMMITTEE


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Date____________

Name____________________

Age_______Gender_________Ethnicity(optional)________________________________

Business__________________________Position_________________________________

Business Address___________________________________________________________

City_______________________State_____Zip__________Phone( )_________________

Fax( )________________________E-mail______________________________________

Home Address_____________________________________________________________

City___________________State_____________Zip________Phone__________________

Knowledge and experience helpful to the Education Foundation ______________________

_________________________________________________________________________

_________________________________________________________________________

Interest or link to the Education Foundation_______________________________________

_________________________________________________________________________

_________________________________________________________________________

Possible board activities of interest to candidate__________________________________

_________________________________________________________________________

_________________________________________________________________________

Recommended by__________________________________________________________

Comments________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________


RECOMMENDATION FORM

NEW BOARD MEMBER


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As a member of this board I will:

1._____ Attend all board Meetings?

2._____ Read material in board mailings prior to attending meetings?

3._____ Attend all of my committee meetings?

4._____ Participate actively in meeting discussions and debates?

5._____ Actively promote the Education Foundation in my community?

6._____ Maintain an attitude of ownership of the Education Foundation consistently seeking

opportunities to help it reach its objectives?

7._____ Keep the board’s work confidential until such time as it is released?

8._____ Support or promote the organization’s funding efforts within my abilities and make

financial contributions when personal resources allow?

9._____ Support the majority decisions of the board?

10.____ Understand the board’s legal responsibilities and be alert to the legal implications of

board actions?

11.____ Abstain from any action that might lead to or be perceived as a Conflict of interest?


CHECKLIST FOR RESPONSIBLE BOARD BEHAVIOR


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(Circle one number in the scale for each question)

Rating

Low High

1. 1. What is the degree of your feeling of satisfaction with board meetings this year?

1 2 3 4 5

2. 2. How clear is the board about its functions and tasks? 1 2 3 4 5

3. How well are board members listening to one another and work as a team?

1 2 3 4 5

4. To what extent have you been able to contribute to the work of the board?

1 2 3 4 5

5. To what extent are your ideas accepted and used by the board? 1 2 3 4 5

6. To what extent do one or two board members dominate discussions?

1 2 3 4 5

7. To what extent do board members prepare themselves for committee and board meetings?

1 2 3 4 5

8. How well is the board organized for its work, i.e., are current committees effective?

1 2 3 4 5

9. To what extent do you think the board should make better use of outside sources?

1 2 3 4 5

10. Understand the board’s legal responsibilities and be alert to the legal implications of board actions?

1 2 3 4 5

11. Abstain from any action that might lead to or be perceived as a conflict of interest.

1 2 3 4 5


RATING SHEET FOR BOARD MEETINGS


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Bo

ard

Mem

ber

Eva

luat

ion

Tal

ly S

hee

t N

ame

Mem

ber

Sin

ce

Par

ticip

atio

n


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ADDENDUM 2

Budgeting Tools


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Permanently Restricted Budget (Date)

ANTICIPATED SUPPORT AND REVENUE Endowment Gifts Unrestricted $ Endowment Gifts Restricted $ Endowment Interest $ Subtotal $

ANTICIPATED EXPENSES Program 1 $ Program 2 $ Program 3 $ Other Expenses $ Total $

Net Revenue Over Expense $


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Temporarily Restricted Budget (Date)

ANTICIPATED SUPPORT AND REVENUE Donations Restricted $

Xxxxxxxx Xxxxxxxx Xxxxxxxx Other

Donations Restricted Interest $ Subtotal $

ANTICIPATED EXPENSES Program 1 $ Program 2 $ Program 3 $ Other Expenses $ Total $



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Unrestricted Budget (Date)

ANTICIPATED SUPPORT AND REVENUE Donations Unrestricted $

Xxxxxxxx Xxxxxxxx Xxxxxxxx Other

Development Activities $ Annual Campaign Other Donation Interest Subtotal $

ANTICIPATED EXPENSES Program 1 $ Program 2 $ Program 3 $ Development Expenses $ Printing Postage Other Expenses D & O Insurance $ Telephone $ Postage $ Printing $ Newsletter Envelopes Letterhead Credit Card Fee $ Advertising $ Chamber of Commerce $ Donor Recognition Expenses $ Website $ Travel $ Registration Fees/Conferences/Seminars $ Administrative Expenses $ Staff Salaries Accounting/Audit Consultant Fees $ Total $



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Five-Year Plan

A five-year plan is an excellent marketing tool and can assist the foundation board and staff in securing contributions. The plan should be formatted, illustrated with pictures and charts, bound and include the following:

Vision

Mission

Goals

Instructional Focus

Opportunity and Need for the Foundation

Description of the Foundation

Description of the Community

Accomplishments of Students, Staff and School District

Governance and Organization of the Foundation

Benefits of Foundation Funding

Annual Fundraising Activities

Foundation Programs

Five-Year Planned Funding Levels

Projected Funds Needed for Planned Funding Levels

Five-Year Goals

Financial Administration Guidelines

An Addendum with Foundation and School District Facts


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ADDENDUM 3

Applications and Evaluation Summaries


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INSTRUCTIONAL INITIATIVES


Please read carefully to fully understand guidelines and expectations.

Award Range (up to $40,000/District; up to $20,000/campus; up to $10,000/Team of Teachers; or up to $2,000/Individual Teacher): To provide funds for campus and/or staff to develop instructional opportunities that complement the District’s Mission, Strategic Plan and/or Campus Improvement. Instructional initiatives may include, but are not limited to, math and science labs, technology, fine arts, career and technology, and internet-based programs for Advanced Placement. The number of initiatives funded will depend upon available funds. Application Deadlines: (date) If the deadline falls on a holiday, the grant application must be received by 5:00 p.m. the following school day. Notification of Recipients: Recipients will be notified approximately 6-8 weeks from submission of the proposal in each funding round. Date for Awarding Funds: Funds for approved applications are payable the first day of the fall semester. Funds will be deposited in the appropriate account on the home campus of each recipient. Slight change in starting date is negotiable, based on unique needs of the project. Recipients must adhere to all Grand Prairie ISD budget guidelines. Length of Project: The projects are funded for twelve (12) months. Any unexpended funds will revert to the Grand Prairie ISD Education Foundation at the conclusion of the twelve (12) month period. Applicant Eligibility: Projects are limited to Grand Prairie ISD professional personnel working directly with children, including teachers, counselors, librarians, and nurses. In the case of team-based proposals, a Project Director must be designated to assume overall administrative responsibility for the project, and all related correspondence will be so directed. Simultaneous funding of projects for the same individual, department, team, or campus will not occur. Eligible Projects: All projects must address needs to enhance the learning experience. The identified need must be aligned with the instructional goals of the District’s Strategic Plan and/or the Campus Improvement Plan. Projects will be judged based on their potential to impact instruction. Funds may not replace normal funding from tax-based sources. Products purchased with grant funds become the property of the District, not the individual(s). The proposal must describe some quantitative and/or qualitative method to evaluate the success of the project. Initiatives may cover travel, consulting fees/honorariums. Proposal Review: Proposals shall be competitively reviewed by the designated Foundation Committee. All proposals will be subject to number-coded, blind review relative to applicant(s) and specific campus. Accordingly, specific reference to the applicant and campus should be limited to information on the cover


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page. Before review, the Grand Prairie ISD Curriculum and Instructional staff will screen projects for the purpose of assuring compliance with District Guidelines and the District and Campus Improvement Plans, not for selection of recipients. Initiative Summary: An interim and end of the school year summary are required on the forms provided. At the end of the school year in which the grant is awarded, a copy of the receipts of expenditures is due in the Foundation office, or by (date). In addition, a summary of the initiative is due to the Foundation office at the conclusion of the initiative. A grant recipient who does not submit a summary will not be eligible to submit another proposal until the summary has been received. Guidelines for Completing the Applications: The project is appropriate for submission if the following questions can be answered in the affirmative:

Is the project important to learning?

Is the project congruent with the District Improvement Plan and Campus Improvement Plan?

Can the project be done?

Are the objectives measurable?

Are grammar and spelling correct? Deadline for initiatives: Code


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APPLICATION FOR INSTRUCTION INITIATIVES

NOTE: Please type.

Applicant Signature: Date: Principal Signature: Date:

Please print application and return with 3 copies to:

Grand Prairie ISD Education Foundation 2602 S. Belt Line Road

Grand Prairie, TX 75052

DO NOT FAX OR EMAIL

Date Received NOTE: Review of proposals is anonymous. This cover sheet will not be included as a part of the actual selection process by the Programs and Allocations Committee. Consideration of your request will be based entirely on the following proposal.

Name of Project Chairman:

Is this a team proposal? Yes No (If yes, list team members below.)

Campus # Email Address:

Campus: Campus Phone:

Title of Proposed Project:

Anticipated Date of Implementation:

Anticipated Date of Completion:

Total Dollar Amount Requested:

Is this a team proposal? Yes No (If yes, list team members below.)


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For Office Use Only Code


APPLICATION FOR INSTRUCTION INITIATIVES

DIRECTIONS: If an appendix is needed for supplemental material, it must be limited to a maximum of three (3) pages. Please keep page alignment.

1. Briefly describe this project and the need for it. (10 points)

2. Explain how this project meets the instructional goals of the District and/or Campus Improvement Plans. (15 points)

a. What are the major objectives of this project? (20 points)

b. What teaching methods will be used to implement this project? (20 points) Project Name: Page 2

Do NOT include campus or teacher name in this application.


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3. What grade level(s) will be affected by this project? Approximately how many students will benefit from this project? What is the potential for expansion of this project to other grade levels and/or schools? (10 points)

4. What, if any, additional materials, etc. will be required from the District to implement this project?

5. List a chronological time schedule which includes, as applicable: completed lesson plan (s), ordering/receipt of materials, actual classroom implementation, evaluation, and any other significant dates. (5 points)

6. How will you evaluate whether your objectives have been achieved? (A written project evaluation is REQUIRED at the completion of this project.) (10 points)


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Project Name: Page 3

7. Please list your budget request in order of priority. Detail your budget request. If a kit is included, please detail the contents. Include specific information on materials and equipment needed and their sources, duplicating costs, and any other fees, charges, and payments. NOTE: If this initiative is approved, copies of all invoices and proof of payments will need to be attached to a written final evaluation and returned to the Grand Prairie ISD Education Foundation by the end of the school year in which the initiative is implemented or by (date). (10 points)

QUANTITY

ITEM

COST OF ITEM

SUPPLIER

BUDGET AMOUNT

TOTAL Project Name: Page 4


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Student’s Name __________________________________

Scholarship Name:

Student of Character Dickey Ratliff Stubbs

High School Campus:

GPHS SGPHS DUBISKI CROSSWINDS

1. High School GPA _________

Rate achievement and involvement. Circle 1 to 5 with 5=highest

Fair Average Good Very Good Excellent

1 2 3 4 5

Comments:

2. Community Service

Rate involvement and commitment. Circle 1 to 5 with 5=highest


1 2 3 4 5

Comments:

3. Work Experience

Rate relevance and initiative. Circle 1 to 5 with 5=highest


1 2 3 4 5

Comments:

4. Plans and Aspirations

Rate vision and reasonability. Circle 1 to 5 with 5=highest


1 2 3 4 5

Comments:

Scholarship Rating Sheet

Year


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Overall Rating (Should reflect sum of above 4)


1 2 3 4 5

Comments:

Notes on Interview:

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

_________________________________________________________________

Recommendation for Scholarship ____Yes____No

Basis for Recommendation:

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________


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Application Deadline – Last Monday in January, by 5:00 p.m. Code

NOTE: Your scholarship application will be number-coded for blind review. This page will be removed and maintained

in the office. It is important that information is accurate and legible. All responses must be typed.


SCHOLARSHIP APPLICATION

Name:

Last: First: Middle:

Address:

Street: City: Zip:

Home Phone: Student ID #:

High School Campus: # Years in District:

Graduation Date: Name of Parent/Guardian:

Number and Ages of Siblings Living at Home:

I accept the guidelines of this scholarship application and understand the decision of the Foundation Board

is final. I understand if I receive a scholarship from the Foundation and I am awarded a full scholarship

from another source that I must notify the Foundation, so the scholarship can be awarded to the next

eligible applicant. I certify I have personally prepared this application for submission, the information

provided is correct and all requested information is attached.

Applicant Signature: Date:

Principal Signature: Date:

Mail or deliver completed application with references (in a sealed envelope) and transcript by 5:00 p.m. the

last Monday in January to:


2602 S. Beltline Road


DO NOT FAX OR EMAIL

Note: Review of applications is anonymous. This cover sheet will NOT be included as part of the actual selection process by the

Programs and Allocations Committee. Consideration will be based entirely on this application.


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Name of

Scholarship____________________________________

Candidate Name Votes for Scholarship

Votes for Alternate

Signature of

Committee Chair: ________________________

Date: ________________

Scholarship Final Tally Sheet


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Name of Applicant (s) Position

School (s) Phone

Grade (s) Subject (s)

Project Title:__________________________________________________

Purpose/ Needs Statement (What do you expect to accomplish):

Rationale (Importance and relevance to District’s Education Plan Objective):

Objectives (Stated in measurable terms and indicate funding needed for each objective):

Is This a New Initiative? ___yes ____No Comments:

INNOVATIVE TEACHING GRANT

APPLICATION


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Number of Students Impacted:_____ Comments:

Description of Activities, Instructional Procedures, and Methods (If applicable). Which Will be

Utilized:

Evaluation Procedures (Include what will be measured, how it will be measured, when it will be

measured, by whom and projected completion date):

Identify any school-community partners involved in the project and their role(s):

Name of person designated to receive and account for money

Name:____________________________Phone:______________________________

Name of person performing and submitting evaluation:

Name:____________________________Phone:______________________________


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Date of Implementation (i.e. start date):____________________________________

Expected Completion Date:______________________________________________

Amount Requested:____________________________________________________

Objective Item Cost

Total Cost:

APPROVALS

Campus Performance Objective Council Review & Approval (For Schools)

Campus/Department Approval

I confirm that this application is in compliance with goals and objectives established by the

Campus Improvement Committee.

Principal’s Signature

*Facilities Approval (if applicable)

If your project involves excavation or building of a garden, plans must be submitted to Facilities

for approval. Their approval must accompany the submitted grant.

Facilities Representative Signature

*Technology Approval (if applicable)

If your project involves purchase of technologies (software, web based resources, equipment,

etc.) or support from Instructional Delivery (network administrators, technicians, Instructional

Technology Facilitators, or others), plans must be submitted to the Instructional Delivery for

approval, which would require a 3-5 day approval window.

Instructional Delivery Representative Signature

Six copies of the completed Grant Application should be submitted to GPISD Education

Foundation Coordinator in the GPISD Education Center. Telephone: (972) 237-5487.


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GPISD Education Foundation

Evaluator’s Worksheet For

Grant Approval

Application Number_____________ Evaluator___________________________

Project Title and Description:_________________________________________

________________________________________________________________

________________________________________________________________

Purpose: Score

1. Is the purpose clearly stated? _______

2. Is the project’s purpose feasible and measurable (time, resources, etc.)? _______

Strengths:

Weaknesses;

Rationale:

3. Does the rationale explain how the project will improve student learning _______

and relate to District goals? (Is it broadly applicable, replicable?)

4. Does the rationale explain how the project relates to curriculum objectives? _______

Strengths:

Weaknesses;

Objectives:

5. Are objectives specifically stated? _______

6. Are objectives measurable? _______

7. Is funding clearly connected to stated objective? _______

8. Is person who will account for receiving and using the money shown? _______

9. IS person/position submitting the final evaluation shown? _______

Rate Each Area as follows: 0:- does not address; 1- addresses to some degree: 3-Clearly

addresses: 5 -clearly is of value; 7-clearly addresses and is of considerable value; 10-

clearly addresses and is of considerable value to a significant audience


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Strengths:

Weaknesses;

Score;_____

Activities / Instructional Procedures:

10. Do the Activities, Instructional Procedures and Methods directly support purpose and objectives?

_____

11. Are activities/ instructional procedures creative or innovative? __ _

Strengths:

Weaknesses;

Evaluation:

12. Is the process for measurement and reporting included ( i.e., the what, ______

how, when, by whom and projected completion date)?

Strengths:

Weaknesses;

Total Score: ______

General Comments/Suggestions:


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Recommendation:

Disapproval because

Disapproval with suggestions for re-submission

Approval with condition and/or modifications, including partial grant

Approval


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ADDENDUM 4

SAMPLE NOTIFICATION LETTERS


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LETTER TO:

RECIPIENTS OF FOUNDATION FUNDS

Grand Prairie ISD EDUCATION FOUNDATION 2602 S. Beltline Road

Grand Prairie, Texas 75052 Date Name Address City, Any State Zip Code Dear : Congratulations! It is a pleasure to notify you that your application in the amount of $ has been selected for funding for the . (Program sponsored by the GPISD Education Foundation.) A check for your grant, and the other grants awarded, will be given to the Grand Prairie Independent School District on , 20 , and funds for your grant will be deposited in your school’s account. You will follow the Grand Prairie Independent School District’s procedures for accessing funds. In addition to the receipts you provide the District, you are asked to provide a copy to the Grand Prairie ISD Education Foundation. At the conclusion of the grant, you will submit a summary of the details of the grant to the Foundation and explain how it has benefited your students. Expenditure of any funds different from the request must be approved by the Foundation, and any funds that have not been expended will be returned to the Foundation by the District. Best wishes for a most successful experience! Sincerely, Name Vice President of Programs and Allocations Cc: Principal The GPISD Education Foundation, Inc. is a 501©(3) nonprofit organization, and contributions are tax deductible as defined by the Internal Revenue Code. Federal EIN 73-1697703


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LETTER TO:

DECLINE TO APPLICANTS

Grand Prairie ISD EDUCATION FOUNDATION

2602 S. Beltline Road Grand Prairie, Texas 75052

Date Name Address City, Any State Zip Code Dear : On behalf of the Grand Prairie ISD Education Foundation, thank you for submitting an application requesting funds for . The Programs and Allocations Review Committee has met, and we regret to inform you that your request was not selected for funding. (Explain why it was declined & be positive.) The Review Committee declined your request due to lack of available funds, and it will be considered for the next funding cycle. Or The Review Committee declined your request because it did not meet the criteria. Or Your request has merit, and it is the Committee’s recommendation that you edit the proposal to provide more explanation of how students will benefit, or provide additional explanation regarding its alignment with the District’s Strategic Plan. (Draft whatever is appropriate.) We wish you continued success. Sincerely,

Name Vice President of Programs and Allocations Cc: Principal The GPISD Education Foundation, Inc. is a 501©(3) nonprofit organization, and contributions are tax deductible as defined by the Internal Revenue Code. Federal EIN 73-1697703


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LETTER TO:

RECIPIENTS OF POST-SECONDARY SCHOLOARSHIP FUNDS

Grand Prairie ISD EDUCATION FOUNDATION

2602 S. Beltline Road Grand Prairie, Texas 75052

Date Name Address City, Any State Zip Code Dear : Congratulations! It is a pleasure to notify you that you are a recipient of a GPISD Education Foundation Scholarship in the amount of $ . (If the scholarship is to be awarded at a special Foundation Event, give the details of the event, such as date, time, place.) Listed below are specific instructions regarding your scholarship:

1. When you enroll as a full-time student (15 semester hours) at the college/university of your choice, please give the enclosed letter addressed to the Office of the Registrar to the Registrar.

2. The Registrar will notify the GPISD Education Foundation that you have enrolled as a full-time student, and a check will be mailed to the Registrar’s Office in the amount of the scholarship you have received.

3. You have one year to claim your scholarship. Best wishes for continued success! Sincerely, Name Vice President of Programs and Allocations Cc: Principal The GPISD Education Foundation, Inc. is a 501©(3) nonprofit organization, and contributions are tax deductible as defined by the Internal Revenue Code. Federal EIN 73-1697703


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LETTER TO:

OFFICE OF THE REGISTRAR



Date TO THE OFFICE OF THE REGISTRAR: This letter is to certify that Name of Student is the recipient of a GPISD Education Foundation Scholarship in the amount of $ . Upon enrollment as a full-time student at your university, please notify GPISD , Executive Director of the Grand Prairie ISD Education Foundation, and a check in the above amount will be mailed to you. The Foundation’s address is 2602 S. Beltline Rd. Grand Prairie, Texas 75052. Sincerely, Name Vice President of Programs and Allocations

The GPISD Education Foundation, Inc. is a 501©(3) nonprofit organization, and contributions are tax deductible as defined by the Internal Revenue Code. Federal EIN 73-1697703


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LETTER TO:

DECLINE TO SCHOLARSHIP APPLICANTS



Date Name Address City, Any State Zip Code Dear : Thank you for submitting an application for scholarship funds to the GPISD Education Foundation. The Programs and Allocations Review Committee has met, and we regret to inform you that your application was not selected for funding. (Explain why it was declined & be positive.) The Review Committee reluctantly declined your request due to lack of available funds. Or The Review Committee declined your request because it did not meet the criteria. Or Your request has merit, and the Review Committee recommends that you review the Rubric for the evaluation of the application in order to more clearly explain how the scholarship will benefit your educational experience. (Draft whatever is appropriate for the respective scholarship.) Best wishes for continued success. Sincerely, Name Vice President of Scholarships and Programs Cc: Principal Counselor The GPISD Education Foundation, Inc. is a 501©(3) nonprofit organization, and contributions are tax deductible as defined by the Internal Revenue Code. Federal EIN 73-1697703


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ADDENDUM 5

Fundraising & Development

Tools


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SAMPLE

Development (Fund Raising) Plan

Goals/ Objectives/ Strategies

Goal 1: To plan and implement fund raising activities that will raise $ (amount) for the

(fiscal year) operating budget.

Objective #1: To raise $ (amount) from Foundation support.

Strategy: Repeat Foundation Donors-ongoing solicitation for specific programs:

Strategy: New Foundation Prospects- ongoing research for new funders for unrestricted

and specific programs.

Objective #2: To raise $ (amount) from Corporate support.

Strategy: Initiate monthly Corporate Breakfasts for both repeat and prospect donors;

Strategy: Repeat Corporate Campaign- ongoing solicitation to fit with fiscal/giving schedules for specific

corporations;

Strategy: New Corporate Prospects- ongoing research for new funders for unrestricted and specific

programs.

Objective #3: To raise $ (amount) from Individual support.

Strategy: Annual Campaign solicitation from (month) to (month);

Strategy: Major donor Campaign-develop and implement ongoing campaign for major individual

contributions;

Strategy: Auxiliary /Membership- maintain communication/ cultivate members for other donor opportunities;

Strategy: Planned Giving- ongoing identification of prospects; personal contacts.

Objective #4: To raise $(amount) from Special Events.

Strategy: (Name of event) scheduled for (date);

Strategy: Research and identify additional special event opportunities.

Goal 2: To plan and implement fund raising activities that will raise $ (amount) for Endowment

needs for the (fiscal year).


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SAMPLE

Fund Raising Calendar

Month Foundation Corporate Individual Special Events

January Research and write proposals Submit for summer/fall funding

Major Donor presentations

Underwriting Preparations-March event

February Visits when possible PR-Feature stories-prep for Spring Direct Mail and Special Event

Prep for May Mailing

Volunteer Recruitment For November Event

March Ongoing Breakfast gatherings EVENT

April Ongoing research/writing proposals PR-Thank Donors of Mail Campaign and Special Event

Spring Direct Mail Tie up Spring Event

May Submit proposals for fall/winter funding

Acknowledge Direct Mail Donors

Acknowledge Sp Event.donors

June Visits when possible Prep. for Sept Mailing

Prep. for Nov. Event

July Volunteer

August Submit proposals for winter/spring funding

Final prep for Sept. mailing

Underwriting

September Ongoing research Drop mailing Prep. for Nov

October Acknowledge Annual Campaign

November PR-Thank donors from Special Event and Annual Campaign

EVENT

December Annual Report preparation- to be mailed in January