PREAMBLE

The Executive Board of Union of Escambia ESP will serve as the governing body and serve to administer the Fund.  To that end, the Board hereby adopts and approves the policies and procedures outlined herein:

Eligibility for participation in the Fund is open to the general membership and staff members of the Service Unit.  Membership in Escambia ESP of at least six months prior to the request from this Fund is required.

BASIC PRINCIPALS

The “We Care Fund” has been established by the Union of Escambia ESP to provide a method for expressing thoughtfulness and offer support to its members in times of illness, sorrow or catastrophe.

OPERATING POLICIES

It will be the responsibility of the general membership to notify the current Treasurer of the Fund that a need for expenditures of such funds has occurred.

So that sound financial and accounting practices may be observed, the Fund shall be operated so as to conform to Generally Accepted Accounting Principles, except as provided by action of the Board.

The Fund shall be audited at least yearly and a report of the examination shall be presented to the Board.  In the event of policy violations or other adverse findings, that body shall be responsible for taking corrective action.

SOURCES OF FUNDS

This fund will be self-supporting from voluntary contributions and fund raising activities approved by the Board.

PROVISION FOR EXPENDITURES

Routine expenditures which do not require Board action:
A floral arrangement or memorial in an amount not to exceed $40 plus tax shall be sent in the event of death of a member.  The memorial may be made payable to this Fund or to a fund/charity/cause of the family’s choosing.  Union of Escambia ESP will send cards to members who have deaths in their immediately family.  [The immediate family being defined as spouse, mother, father or children.]  Get well cards will be sent to members in the event of illness or surgery.  Sympathy cards will be sent to members in the event of a death of an immediate family member.  “Thinking of you cards” will be sent to members in the event of an immediate family member’s serious or prolonged illness or major surgery.  

Expenditures which require Board action:
In the event a member suffers a catastrophic loss, the Board may approve a gift or donation not to exceed $100.00.  Catastrophic loss is defined as terminal or serious prolonged illness, fire, injury or loss of life or property due to accident or national cause.  Circumstances beyond this description may be brought to the Union of Escambia ESP Board for consideration of a gift or donation.

            Donations/gifts from this fund are limited to one per applicant per Union fiscal year.

           
ACCOUNTING

The fund will be carried within the accounting records of Union of Escambia ESP with separate accounting of receipts and expenses.  A separate balance of the fund within those records shall be maintained.