REPORT COMPLIANCE

National Headquarters 120 W. Broadway, Suite 300

Louisville, KY 40202Phone: 1-502-561-3001

MONTHLY CHAPTER CHECKLIST

FAX: 1-502-561-3004 E-Mail: dfinfo@dreamfactoryinc.orgWebsite: www.dreamfactoryinc.org 

  

These items are to be submitted to National Headquarters monthly and should be postmarked no later than the 15th of each month.

 Financial Spreadsheet Report with

 General Ledger OR

 Checkbook Register (if no General Ledger)

 All Bank Statements

 All Investment Statements

 All Bank Reconciliations

 Copies of Canceled Checks

 Dues Check

 Dream Report

 In-kind Goods and Services Report

 GKTW World Spreadsheet(s)

 Chapter Meeting Minutes

 Newspaper Articles (original newsprint if possible)

 Notification of changes in officers, addresses or phone numbers

Minutes are important legal documentation.

Minutes provide a historical record of your chapter’s proceedings.

Minutes act as a reminder of actions taken and actions to take place in the future.

Minutes give information to members and others not present at the meeting.

* Minutes not properly recorded will no longer be accepted at HQ

Why take accurate Minutes?

Somewhere Dream Factory

November 13, 2012 Time Started: 5:30pTime Ended: 6:50pMembers Present: Mary, Annie

& JaneCurrent Balance: $5,000New Business: Need volunteers

for Super Saturday Shopping

Actual minutes submitted to HQ

Chapter Name Dream Factory of Somewhere

Type of Meeting Board of Directors Meeting

Date March 16, 2013

Time 11:00 am

Location Hotel Louisville -- Louisville, KY

 

 

I. Call to Order Called to order at 11:00 am by Mary Jones,

Area Coordinator

Time and Who Presided

II. Members (To determine quorum) Always First and Last names!!

Present: Mary Jones, Annie Hall and Jane Doe

Absent: Mike Young, Ken Smith

Guests Rodger Parks, Parks Pizza Place

Note in minutes the reason for guest attendance

 

III. Review of Previous Minutes A motion should be made to accept minutes; changes, if any should be noted, and result of vote indicated

A motion was made to accept the minutes from the February 10, 2013 meeting by Annie Hall with the following change: Change the date from February 10, 2012 to February 10, 2013. Seconded by Jane Doe. The motion passed unanimously.

IV. Committee Reports

A. Dreams Child’s first and last name, age, illness, dream request, and decision regarding application should be noted in minutes.

Diane Adams, 5, cystic fibrosis, central Florida -- Motion made by Jane Doe to grant dream, seconded by Annie Hall. Approved Unanimously

Bill Bunger, 10, autism, shopping spree -- Motion made by Annie Hall not to grant dream because the child does not qualify due to no other qualifying illness. Autism alone does not qualify. Seconded by Jane Doe. Unanimously agreed – dream will not be granted.

 

IV. Committee Reports: (Cont’d)

Fundraising Who, what, when, where and why of events should be noted

Roger Parks, Founder and Owner of Parks Pizza Place , a chain of 25 pizzeria restaurants in Somewhere, presented an opportunity for a fundraiser to assist our chapter. For the month of May any customer with a pre-printed coupon with “Dough for Dreams” printed on it will receive 10% off on the price of their pizza and The Dream Factory of Somewhere will receive $1 for each pizza sold with a coupon. Annie Hall made a motion to proceed with the “Dough for Dreams” fundraiser, Jane Doe seconded. Motion was approved unanimously.

Finance Financial report should be approved by members of board and attached as part of the minutes.

Jane Doe gave the financial report. She reported an ending cash balance of $5,000 as of February 28. Mary Jones made a motion to accept the Financial Report, Annie Hall seconded. Motion was approved.

 

Volunteers or other committees Any information that should be made part of the chapter’s records or available for future use or documentation)

 

V. Old Business Any items or discussions which were discussed previously 

None

VI. New Business New items or discussions that should be documented.

None

 

VII. Other One-time announcements, details of next meeting, etc.

Next board meeting scheduled for April 15, 2013 at 11:00 am,

Hotel Louisville

 

VIII. Adjournment Time and by whom

A motion was made to adjourn by Jane Doe, Annie Hall seconded.

All approved. The meeting was adjourned at 12:15 pm

Submitted by

Jane Doe, Secretary

Electing Officers, Board Members

Determination and/or changes in area served

Acceptance of previous minutes, financial

reports

Approval/Denial of Dreams

Approval/Denial of Fundraisers

Approval/Denial of Expenditure of Money

Approval/Denial of Program Activities for past

Dream Recipients/Families

This is not an all-inclusive list

Votes to be recorded in Minutes

The motion is clearly and accurately stated

The person’s first and last name making the motion is documented

A second for the motion is made and the person seconding a motion is documented with first and last name

The vote is recorded passed (ie: unanimous; 6-5, one abstention) failed (unanimous; 5-6, one absention)

Proper Recording of a Vote

Dream Report

Dreams are reported in the month in which they are completed – Not in the month in which they are completely paid.

Additional costs which have been paid after a dream has occurred can be reported in the following month(s).

When additional costs are reported continue to list the date in which the dream is completed.

If there is a Central Florida dream, indicating if it is a GKTW dream would be helpful.

The city and state listed on the report is for the residence of the recipient and is required for the CFC application.

The Dream number should be the actual dream count for your chapter for the duration of its existence. (Not, for example, 2013-06)

Dream Report

All In-kind donations are looked at in the same way as cash by the IRS and any other donor –

IN-KIND DONATIONS ARE REVENUE

The vast majority of our in-kind donations are used to assist with dream expenses.

IN-KIND DONATIONS USED FOR DREAMS INCREASES OUR PROGRAM SERVICES EXPENSES

In-kind reporting is required by the IRS

In-Kind Report

Write a letter to the donor requesting the value.

If there is no response, research the item to determine the fair market value.

Send a thank-you letter to the donor for tax purposes indicating the value the donor gave for the item or the fair market value.

Copies of these letters should be saved just like any other donation letter.

Determining the Value of an In-kind Donation

 

AUCTION ITEMSNIGHT HAWGS HALLOWEEN BALL

TO BENEFITTHE DREAM FACTORY OF LOUISVILLE

October 24, 2013   Date: _________________________________________ Item Donated: ___________________________________ Declared Value: __________________________________  Because we are required to report the donation of goods and

services, please indicate or estimate the value of your contribution to The Dream Factory and fax a copy of this letter to our office. (Fax: 502-561-3004)

   Because you received no goods or services in exchange for

your contribution, it is tax deductible according to the Internal Revenue Service. Please consult with a professional tax advisor regarding deductibility of this contribution. For your records, The Dream Factory is a 501(c)(3) not-for-profit organization, tax ID #61-1140044.

 

Sample Value Request Letter

DATE 

NAME AND ADDRESS  

Dear NAME: 

On behalf of the children served by The Dream Factory and the members of the Board of Directors of The Louisville chapter, please accept my sincere thanks for your willingness to donate 20 pizzas valued at $200 for our Holiday Party. We consider ourselves to be quite fortunate to benefit from your generosity. And, on behalf of the children who were at our party and enjoyed all the food, a second heartfelt thanks!

 .Sincerely yours,

    

Michele P. FinnDirector of Development

 Because The Dream Factory is classified as a 501(c)3 not-for-profit organization by the Internal Revenue Service (FEIN 61-1140044) and you received no goods or services for your contribution, it is tax deductible. We suggest that you consult your tax advisor for specific instructions regarding the deduction of this contribution.

(This last paragraph for tax purposes should be removed if the donor was sent the request for value form and returned it with the value indicated.)

 

Thank-you!