Confidentiality Policy

Confidentiality Policy

Approved by Board of Directors

April 10, 2018

The following policies apply to members of the Board of Directors of the Community Foundation of Central Wisconsin, its paid or volunteer staff, and to members of Committees authorized by the Board of Directors. References in the policies to Board members are intended also to apply to Committee members.

Board and Committee Meetings:

On any vote of the Board both the numbers of affirmative and negative votes and the individual votes of Board members, unless specifically requested by a member otherwise, shall be confidential.

Board, committee and staff members shall not disclose to anyone outside of the Foundation the statements, positions or votes by any Board or committee members on actions taken by the Board or its committees. Only in extraordinary situations will a Board or committee member disclose his or her position or vote on a board or committee action to a third party and only after advising the Board’s Chair before making such a disclosure.

The general “sense of the Board” on a particular matter may be conveyed to an applicant, grantee, vendor, or donor when the sharing of such information is helpful in conveying the Board’s concerns. As an example, from time to time it may be appropriate to share with a grant applicant the general reasons why the Board determined not to award a grant request. However, such information should only be shared with the concerned party. In addition, such information may be shared with a donor who has established a fund in the Foundation or with another grant maker when the information has been requested and is deemed important in helping the donor or grant maker arrive at an informed decision on a grant proposal or opportunity.

The minutes of the Board meeting shall indicate when the Board goes into Executive Session but shall not normally reflect any of the topics or discussion which occurs in Executive Session. However, when the Board takes an action in Executive Session which needs to be recorded, the Board Chair will provide any such text which is to be included in the official minutes of the meeting, subject to the approval of the Board.

The agenda prepared for the Board is confidential and should be treated as an internal document restricted to foundation use. No portion of the agenda may be shared, in written or oral form, with any individual or with any organization outside of the Foundation. This includes information on any grant requests received by the Foundation. Exceptions may be made only with the consent of the Foundation’s President and Executive Director.

Personal Information Disclosure.

The home addresses, cell and telephone numbers, fax numbers and email addresses of Board, Committee and paid or volunteer staff members are not to be given out to any individual or organization without the express permission of the person whose information is to be disclosed.

Information on a Donor’s Fund:

All information concerning a donor’s fund, other than information published in the annual report, newsletter or Foundation publication, shall remain confidential unless approved by the donor. This includes information on the size and types of grants, the size of the fund, and other such information.

Information on Donors and Prospects:

All information obtained about donors and prospective donors shall remain confidential and not be discussed with any individual other than a Board or paid or volunteer staff member unless otherwise authorized by the donor or prospective donor.

The home addresses, telephone numbers, fax number or email addresses of donors and prospective donors are not to be given out to any individual or organization without the express permission of the person whose information is to be disclosed.

When a donor requests that his or her gift or fund be treated as an anonymous gift or fund, the donor’s wishes shall be honored by both Board and paid and volunteer staff members.

All paid and volunteer staff members shall adhere to the principle that all donor and prospect information created by, or on behalf of, the Community Foundation of Central Wisconsin is the property of the Foundation and shall not be transferred or utilized except on behalf of the Foundation.

Maintenance of Confidentiality – Dealing with third persons:

Foundation directors, officers and paid or volunteer staff may from time to time become involved with the Foundation’s financial, payroll, and personnel information as a part of their normal duties. This information must be treated with the utmost sensitivity and confidentiality. Care shall be taken when dealing with volunteers and vendors. Volunteers, vendors and service providers shall not be permitted to view or access personnel, donor files or other confidential Foundation information. If a service provider will observe confidential Foundation or donor information because of the nature of the service being provided (i.e. computer services, accounting services), the provider shall sign the confidentiality policy before commencing work for the Foundation.

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