THE INTERNATIONAL ORGANIZATION OF FOLK ART (IOV)

IMPLEMENTING RULES AND REGULATIONS (IRR)

Adopted December 2008 Policy 1.01

Transparency and Accountability

1. IOV officers and directors have an ethical obligation to members, constituents and the public to conduct their activities with accountability and transparency.
2. IOV will regularly and openly convey information to the public about its mission, activities, accomplishments and decision-making processes.
3. Information will be easily accessible to the public in order to create external visibility, public understanding and trust in IOV.
4. IOV will comply with all legally required procedures.
5. IOV will respect its obligation to responsibly use its resources toward its mission and to benefit the community.
6. IOV’s Presidential Council and Executive Board will approve its financial audits, while the President and Treasurer attest to their accuracy. This will provide a check and balance against errors, omissions, mistrust and misunderstandings.

7. IOV will establish clear performance measurements and share those results with the public.
8. IOV understands is has a responsibility to adhere to the established standards that apply to International NGO’s of a similar size and budget.
9. IOV will not share profits or resources, or otherwise provide compensation of any kind to its managers and directors.
10. IOV prohibits its officers and directors from engaging in “bartering of services.” (Bartering is where an officer or director exchanges a service for something of value from IOV, e.g., providing a professional service in return for a credit for membership fees owed.) Bartering violates the principles of strict accounting by substituting an informal relationship between and organization and its officers and may create the perception of financial impropriety.

1. IOV will produce annual reports (either printed or web-based) containing information on its activities and performance. The annual report will include:

• An explanation of IOV’s mission, activities and results;
• An explanation of how individuals can access its programs and services; Overall financial information, including income and expense statement, balance sheet and functional expense allocation; and
• A list of board members, management staff and contributors. IOV must make certain data available to the public.

2. IOV will seek to enhance its image with UNESCO by regularly submitting reports and information on its programs and activities.
3. IOV will provide multiple means for contacting IOV to request information or provide input.

1. IOV encourages meetings to gather and distribute information about its approaches, goals and effectiveness in carrying out its mission.
2. IOV will openly gather and exchange information with other nonprofits to promote overall effectiveness and accountability within the sector.
3. IOV will actively work with other organizations having similar missions to avoid wasting assets and duplicating services.

1. Information regarding fees and services shall be made readily available to the public.
2. When charging for services, IOV will take into account the consequences of denying membership and services to those who are unable to pay and will adopt policies to address the needs of the indigent.
3. IOV will develop a confidential process for reporting misconduct within IOV which will protect the individual making the report from any punitive repercussions.
4. IOV will ensure the use of non-discriminatory practices in admitting members. IOV shall operate as an open institution where all are welcome to join and participate in a constructive manner.
5. IOV Officers and Directors will promptly and fairly deal with matters concerning personnel and personality problems, realizing that the damage done by one or a few members negatively affects the image of the entire organization.
6. IOV must not take sides on international political issues, especially those involving animosities between cultures and nations.
7. IOV will not permit itself to be used by individuals or groups promoting a political or personal agenda.

1. IOV’s fundraising will be conducted according to the highest ethical standards with regard to solicitation, acceptance, recording, reporting and use of funds.
2. IOV shall adopt clear policies for fundraising activities to ensure responsible use of funds and open, transparent communication with contributors and other constituents.

1. IOV is accountable to its Donors.
2. IOV will act responsibly in the conduct of its fundraising activities so as to uphold the public’s trust in its stewardship over contributed funds.

• Fundraising communications will provide clear, accurate and honest information about IOV, its activities and the intended use of funds.
• IOV will use funds consistent with donor intent and complies with specific conditions placed upon donations.
• IOV will send a written acknowledgement to all donors who make monetary contributions in excess of the basic membership fee and also acknowledges in writing donations of $250 or more of property or donated professional services.
• IOV strives for a balance between publicly recognizing charitable contributions and maintaining donor confidentiality when requested. It is IOV policy not share, trade or sell contact information for any donor without prior permission from the donor.
• IOV regularly communicates with contributors regarding its activities and will make such information available through public and private media (including web sites, emails, newsletters, press releases to major and community media outlets, and free or paid advertising).

1. IOV has an obligation to act as a responsible steward in managing its financial resources.
2. IOV must comply with all legal and financial requirements and will adhere to sound accounting principles that produce reliable financial information, ensure fiscal responsibility and build public trust.
3. IOV uses its financial resources to accomplish its mission in an effective and efficient manner and will establish clear policies and practices to regularly monitor how funds are used.

1. Individuals responsible for IOV’s financial reporting will prepare and analyze consistent, timely and accurate financial reports on at least a quarterly basis.
2. IOV will ensure separation of financial duties to serve as a checks and balances system to prevent theft, fraud or inaccurate reporting to the greatest extent possible. This system will be appropriate to the size of IOV’s financial and human resources.
3. IOV will adopt written financial procedures to monitor major expenses, including payroll, travel, investments, expense accounts, contracts, consultants and leases.
4. IOV will periodically assess its risks and purchase appropriate levels of insurance to prudently manage liabilities.
5. IOV’s board of directors or its designees will set compensation for IOV’s staff and will stay informed of compensation levels for other key personnel.
6. IOV strictly prohibits financial loans to board members and other key personnel.
7. IOV board members must be able to clearly understand, read and interpret financial statements.

1. IOV must openly communicate the annual reporting information to constituents and others who request such information.
2. IOV should and will work diligently to avoid recurring deficits and to secure appropriate levels of funding to carry out its missions and activities.
3. IOV board members understand they have a legal obligation to expend funds responsibly in compliance with conditions attached to funding.
4. The Officers and members have a responsibility to ensure that its assets are used solely for the benefit of IOV and not for personal or other gains.
5. IOV should and will have a clear conflict of interest policy that is annually signed by board members and actively enforced by the officers of the board.
6. IOV will have a policy of indemnifying officers and directors from legal claims against them arising from the conduct of their duties, except in cases involving gross negligence or intentional misconduct.
7. IOV officers and members have an obligation to protect the confidentiality of member and donor information. It does not sell trade or otherwise share the names, addresses, telephone numbers, email addresses, or other personal information in its possession and will not do so without the express written permission of the member.
8. A list of members and donors may be made public if contact information is withheld.

1. IOV shall coordinate with other organizations providing similar or complementary services in their communities.
2. The work of IOV can exist in both cooperative and competitive environments. Having a variety of nonprofit organizations is positive and healthy for a community.
3. IOV will work to establish communication channels, mutual understanding and natural alliances among government, nonprofit and for-profit sectors to take advantage of the total resources of the community.
4. When possible and appropriate, IOV will assist smaller nonprofits in the community through alliances and sharing of resources and expertise.
5. IOV may also seek the help of larger NGOs in order to improve its own programs and their results.
6. An essential responsibility of IOV is to assess the impact of its actions and to act upon this information.
7. The public has a stake in IOV’s performance and is entitled to information regarding organizational results.

1. IOV will commit to effective and efficient delivery of services for the fees received. IOV knows that individuals can choose from a wide array of nonprofits providing valuable services.
2. A Membership Benefits Program will be developed to ensure that donors receive value commensurate to the size of their gift.
3. Because not all individuals are able to give the same amount, consideration will be given on a case by case basis to acknowledge those whose gifts are smaller in monetary value, but are equal to, or larger given the individual’s financial situation (e.g., a less wealthy individual who pays less than the standards fees may still be acknowledged as a Senator).
4. IOV shall regularly review its services, programs and internal processes in order to make improvements to better serve its members and constituents.
5. IOV will conduct program evaluations in ways that are culturally sensitive and appropriate for the community served.