RESOLUTION: GBR-2005014 Guidelines for Disaster Relief and Memorial funds


Guidelines for Disaster Relief and Memorial funds

Guidelines for Disaster Relief and Memorial funds

January 12, 2005

(Note: AF is a shorthand name for USTC Alumni Foundation (USTCAF);
GB stands for the governing board of USTCAF.)

1. General Principle.

When a USTC student, or professor, or an alum passed away,
often there is strong request to AF to set up a memorial
fund so that part of the fund can be used as disaster
relief by the family.  This is not against the mission of
AF.  This does not violate any regulation on the non-profit
organization.  On the other side, such memorial funds would
promote the mission of AF.

This resolution provides guidelines for setting up
memorial funds and for the operations of such funds.
However, in principle, such funds may be set up for
USTC related personnel only.

2. Procedure.

(A) A memorial fund must be proposed by a GB member and
seconded.  The fund must be approved by GB.

(B) A memorial fund receives two kinds of donations,
disaster relief and scholarship.

(C) The first $100 of the memorial fund must be in the
scholarship portion of the fund.

(D) For a single donation of more than $1,000, at least the
50% of the portion above $1,000 must go the scholarship.

(E) The portion of disaster relief would be sent directly
to the pre-specified beneficiaries.

(F) The use of the scholarship portion of the fund must
follow the guideline of AF subfunds.  The awardee
selection criteria would be approved by GB.  Awardees
cannot be selected in advance, and the range of selection
must be reasonably large.

(G) The scholarship portion of a donation would be treated
the same as a donation to the general AF fund.

(H) The disaster relief portion of a donation will be
recorded separately and will not be entitled to
the benefit of AF donations, if there is any, such
as T-shirt gifts to donors.

3. Bill of Conflicts.

AF is the only legitimate organization in providing and
managing such a fund.  AF is entitled to make final decisions
on the use such a fund,  including both the portion of
scholarship and the portion of disaster relief.

Were there any conflict of interests, AF will reserve
the final rights to interpret this article. The decisions
by GB on matters related to such a fund are final.

4. Exemptions:

Any exemption from the guidelines listed in this article
or modifications concerning this award will need to be
approved by at least 2/3 GB members.



Add'l info
Passed on January 15, 2005. 9 Yes votes, and 1 No.
Additional Info:

Needy or distressed test:

Generally, a disaster relief or emergency hardship
organization must make a specific assessment that a
recipient of aid is financially or otherwise in need.
Individuals do not have to be totally destitute to
be financially needy; they may merely lack the
resources to obtain basic necessities.

Under established rules, charitable funds cannot be
distributed to individuals merely because they are
victims of a disaster.  Therefore, an organization's
decision about how its funds will be distributed must
be based on an objective evaluation of the victim's needs
at the time the grant is made. The scope of the
assessment required to support the need for assistance
may vary depending upon the circumstances.

Disaster relief or emergency hardship organizations
may provide assistance in the form of funds, services,
or goods to ensure that victims have the basic
necessities, such as food, clothing, housing
(including repairs), transportation, and medical
assistance (including psychological counseling).  The
type of aid that is appropriate depends on the
individual's needs and resources.
For example, immediately following a devastating flood,
a family may be in need of food, clothing, and shelter,
regardless of their financial resources.  However, they
may not require long-term assistance if they have
adequate financial resources. Individuals who are
financially needy or otherwise distressed are appropriate
recipients of charity.  Financial need and/or distress
may arise through a variety of circumstances.
Examples include individuals who are:

* Temporarily in need of food or shelter when stranded,
injured, or lost because of a disaster

* Temporarily unable to be self-sufficient as a result
of a sudden and severe personal or family crisis, such
as victims of crimes of violence or physical abuse

* In need of long-term assistance for housing, childcare,
or educational expense because of a disaster

* In need of counseling because of trauma experienced as
a result of a disaster or crime


Often charitable organizations (or programs by existing
charities) are established as a result of a particular
disaster where both short-term and long-term assistance
might be required.

The following types of assistance, if based on individual
need, would be consistent with charitable purposes:

*   Assistance to allow a surviving spouse with young
children to remain at home with the children
to maintain the psychological well-being of the
entire family

*  Assistance with elementary and secondary school tuition
and higher education costs to permit a child to attend
a school

*  Assistance with rent, mortgage payments, or
car loans to prevent loss of a primary home or
transportation that would cause additional trauma to
families already suffering

*  Travel costs for family members to attend funerals and
to provide comfort to survivors


An organization must maintain adequate records that
demonstrate the victims' needs for the assistance provided. 
These records must also show that the organization's
payments further charitable purposes. Thus, records
are required when aid is provided to individuals based
on a specific assessment of need, as described
above. Documentation should include:

* A complete description of the assistance

* The purpose for which the aid was given

* The charity's objective criteria for disbursing
assistance under each program

* How the recipients were selected

* The name, address, and amount distributed to each

* Any relationship between a recipient and officers,
directors, or key employees of or substantial
contributors to the charitable organization

A charitable organization that is distributing
short-term emergency assistance would only be expected
to maintain records such as the type of assistance
provided, criteria for disbursing assistance, date,
place, estimated number of victims assisted
(individual names and addresses are not required),
charitable purpose intended to be accomplished,
and the cost of the aid. Examples of such short-term
emergency aid would include blankets, hot meals,
electric fans, or coats, hats, and gloves.
An organization that is distributing longer-term
aid should keep the above more-detailed records.

Zhang, Shangyou

HU Rongxiang, DING Jian

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