Our Mission & Vision

Our Values

At the Community Support Center, we are committed to fostering a spirit of compassion, generosity, and unity. Our work is rooted in the belief that every person deserves access to nourishing food, resources, and a supportive network. We strive to build a strong, inclusive community by upholding the following core values:

• Compassion – We approach all people with empathy, respect, and kindness, recognizing the inherent dignity and worth of every individual.

• Collaboration – We believe in the power of working together with volunteers, donors, and community partners to create lasting change and strengthen our collective impact.

• Integrity – We are committed to transparency, resourcefulness, accountability, and ethical practices in all aspects of our operations, ensuring that resources are used effectively to meet the needs of our neighbors.

• Inclusivity – We embrace diversity and welcome individuals from all walks of life, fostering an environment where everyone feels valued, heard, and supported.

• Empowerment – We seek to empower individuals and families by providing not only food and essential items, but also the tools and connections to help them thrive and build a better future.

Together, we are stronger. We are driven by the shared goal of uplifting those in need and creating a more compassionate, resilient community for all.

Meet Our Staff!

Paid Staff

Cindy Comperchio Executive Director (cindy@bscsc.org)

Kimberly Hanks Director of Operations (kimberly@bscsc.org)

Cindy joined the Bellbrook-Sugarcreek Community Support Center early in 2023 after serving as the Director of Leadership and Individual Giving at United Way of the Greater Dayton Area. She has spent many years in banking and finance, and fundraising and development for a variety of organizations, both small and large, in the southern Ohio area, including The Cincinnati Museum Center, United Way of Warren County, and Archbishop McNicholas High School. She was born and raised in Dayton but lived for many years in Cincinnati, and relocated back to her Dayton home in 2019. Cindy is pleased to be part of a grassroots organization that does so much for people in need right here in our area. Cindy lives in Centerville and is the mother of three adult children, two of whom still live in the area. When not working, she enjoys travel, camping, snowshoeing, hiking, music, trying new restaurants, and her pets.

Kimberly has a deep-rooted love for the Bellbrook-Sugarcreek community and a passion for helping those in need. She joined the Community Support Center in September, 2023 and brings a gift for relationship-building, leadership, and operational efficiencies. Under Kimberly’s direction, The Pantry’s food and non-food items have grown while budgetary spending has decreased. She has implemented important ServSafe® food safety compliance practices, established new partnerships to increase in-kind donations, and seeks to expand nutritional offerings to better support our neighbors’ health and dietary needs. Kimberly also oversees our volunteer coordination. In a short time, Kimberly has made a meaningful impact at the Center.

VOLUNTEER Staff

- Jamie Oliver, Birthday Wishes & HTC (jamie@bscsc.org) -

- Tad Becker, Technical Support (tech@bscsc.org) -

- Don Kendrick, CPA, Accounting (treas@bscsc.org) -

★★★★★

Meet our Volunteer Board!

Jenn Leclaire, Board Chair

Jenn has been with BSCSC since April 2022. She served as Event Coordinator, Gala Organizer, and is now the Chair of the Board of Directors. Jenn came to our community from California by way of Kentucky. She retired from positions in sales and training at a large biotechnology company. Jenn is a crochet instructor, and she and her husband Matthew have 4 cats. She is excited about her role in the Bellbrook-Sugarcreek community.

Kylie Miller, Secretary

Kylie Miller and her family have called the Bellbrook-Sugarcreek area home since 2007. The Millers have really entrenched their roots here with their four active children. Kylie has worked for Huntington Bank as a Mortgage Loan Officer since 2000, helping individuals finance their homes. She is passionate about helping people fulfill the American dream of homeownership and is excited to empower others through the BSCSC. Being part of this board allows her to help her neighbor and give back to a community she loves.

Don Kendrick, CPA, Treasurer

Don Kendrick along with his wife and two children moved to Sugarcreek Township in 2008. Prior to joining the Board in November 2024 Don was a part-time Profession Director at Guidehouse Consulting. Before that, in 2022 Don retired as a civilian senior executive from the Department of the Air Force with over 34 years of financial management experience. His last position with the Air Force was as the Air Force Materiel Command, Senior Financial Advisor overseeing accounting processes covering ~50% of the Air Force budget. Don now volunteers his time as our Treasurer & Accountant while providing financial mentorship, when requested.

Brandon Jasper, Member

Brandon Jasper joined the BSCSC Board of Directors in March 2024. Brandon is married to his wonderful wife, Nikki, and they have one child, Payton, who attends school at Stephen Bell Elementary. Brandon and Nikki were volunteers at the community center. They saw firsthand the great need, and the amazing services the Bellbrook-Sugarcreek Community Support Center offers to our friends and neighbors in the community. Brandon has spent most of his career with a large convenience retail chain, where he held positions in Marketing, Operations, and Digital Strategy & Innovation. Brandon’s position was moved out of state due to an acquisition, and he and his wife decided to purchase a local small business. Brandon and Nikki purchased Schuerholz printing in Kettering in August 2022 and converted it to Minuteman Press Kettering. Brandon has lived in Bellbrook since May 2019.

Gwen Price, Member

Paul Santoro, Director Emeritus

Gwen Price is our newest board member. She is a proud Bellbrook graduate (Class of ’96) with deep roots in the community. After being away for nearly 20 years, she returned to the place she’s always called home. She and her husband Jeremy, also a local business owner, are now raising their five amazing children here. As the third-generation owner of Thomas & Grushon Insurance Agency, Gwen is passionate about giving back and believes in the power of community. Being a member of the BSCSC Board is a meaningful way for her to support the neighbors she’s grown up with. Gwen is excited to help the center continue to thrive for years to come.

By-Laws

NON-PROFIT CORPORATE BYLAWS
of the Bellbrook-Sugarcreek Community Support Center

Bellbrook, OH 45305
Greene County

************************

ARTICLE I: ORGANIZATION NAME

Bellbrook-Sugarcreek Community Support Center

Can also be known as Community Support Center or CSC

ARTICLE II: OFFICE LOCATION

2.01 Principal Office. The Executive Director managed office is located at 46 East Franklin Street, Bellbrook, Ohio. Mailing address: Bellbrook-Sugarcreek Community Support Center, 46 East Franklin Street, Bellbrook, OH 45305.

2.02 Change of Address. The CSC principal office location may be changed by a majority vote of the Board of Directors but must remain in the City of Bellbrook or Sugarcreek Township, so long as a viable option exists.

ARTICLE III: PURPOSES AND POWERS

The Bellbrook-Sugarcreek Community Support Center is organized exclusively for one or more of the purposes as specified in Section 501 (c) (3) of the Internal Revenue Code, including making distributions to organizations that qualify as exempt organizations under Section 501 (c) (3) of the Internal Revenue Code. The Community Support Center is organized exclusively for charitable, educational, or other socially beneficial purposes including, the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code.

3.01 Purpose. The Bellbrook-Sugarcreek CSC is dedicated to strengthening the community and families through information, referral, and support services, collaborative program planning, encouraging volunteerism, and community engagement.

The specific objectives and purpose of this organization shall be to:

a. Provide food to address the immediate needs of community members and serve as a safety net for those facing financial hardship.

b. Coordinate referrals to external resources and services with partnership agencies to provide comprehensive support to community members.

c. Engage in non-partisan advocacy efforts to raise awareness about community needs and advocate for programs and policies that benefit the community as a whole.

d. Partner with other agencies and utilize volunteer-led programs to promote wellness and community engagement, to share ideas about how to address local challenges, and create positive change.

3.02 501(c)(3) Exempt Activities Limitation. (This section required by IRS.)

(a) The Bellbrook-Sugarcreek Community Support Center will not carry on activities not permitted by a corporation exempt from federal income tax under Section 501 (c) (3) of the Internal Revenue Code.

The Bellbrook-Sugarcreek Community Support Center shall not disseminate propaganda, or otherwise attempt to influence legislation (except as otherwise provided by Section 501 (h) of the Internal Revenue Code). This organization shall not participate in or intervene in (including the publishing or distribution of statements), any political campaign on behalf of, or in opposition to, any candidate for public office.

(b) No part of the net earnings of the organization shall inure to the benefit of, or be distributable to, any director, officer, member, or other private person, except when the organization is authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions that support the CSC’s purposes set forth in the Articles of Incorporation and these bylaws.

3.03 Distribution of Assets Upon Dissolution. Should the Bellbrook-Sugarcreek Community Support Center dissolve, any assets lawfully available for distribution shall be distributed to one or more qualifying organizations described in Section 501(c)(3) of the current Internal Revenue Code. The organization to receive the assets of the Community Support Center shall be selected through the majority vote of its Board of Directors.

ARTICLE IV: BOARD OF DIRECTORS

4.01 Powers of Directors.
(a) The Board of Directors of the Community Support Center is empowered to direct the affairs of the Center and provide guidance to the Executive Director.

(b) Standing or project committees are determined by the Board.

4.02 Directors Serve Without Compensation. Directors receive no compensation for carrying out their duties. The board may provide for reasonable reimbursement of directors’ expenses incurred in conjunction with carrying out board responsibilities. (Required by IRS.)

4.03 Liability. No officer or director or staff of this corporation shall be personally liable for the debts or obligations of the Bellbrook-Sugarcreek Community Support Center, nor shall any of the property or assets of the officers or directors be subject to the payment of the debts or obligations of this corporation.

4.04 Number of Directors. The Bellbrook-Sugarcreek Community Support Center shall have a board consisting of at least five (5) and no more than nine (9) voting members. The board may increase or decrease the number of directors, including for the purpose of staggering the terms of directors.

4.05 Non-voting members The Board may include up to 4 Ex-Officio members, which may include a representative from the City of Bellbrook, Sugarcreek Township, Bellbrook-Sugarcreek City Schools, Emeritus Board members, and/or the Executive Director of the Community Support Center. These non-voting members shall be appointed or removed by a majority of the Board.

4.06 Qualifications and Election of Directors

(a) Eligibility. Directors must be at least 18 years of age.
(1) Membership is granted after completion of an interview and upon a majority vote of the existing Board.

(2) Voting Directors shall include five (5) to nine (9) individuals .

(3) No two members of the Board of Directors shall be related by blood or marriage/domestic partnership within the second degree of consanguinity or affinity may serve on the Community Support Center Board at the same time.

• (4) No paid or unpaid staff member of the CSC shall be a voting member of the Board of Directors.

(b) Election. Directors may be elected at any board meeting by majority vote of the existing board. Electing directors, to replace those who have fulfilled their term of office, shall take place in June of each year. Directors elected in June officially assume their role July 1 and outgoing directors term ends June 30.

All Board terms are for 2 years. Members of the Board of Directors may serve up to 2 additional 2-year terms, for a maximum of 3 terms.

Board member terms will be staggered to offer sufficient overlap and to offer a degree of continuity for the Board. Half shall be elected in even years, and half in odd years.

(c ) Board member Requirements

• (1) Each Board member shall attend at least 75% of the Board meetings each year, including but not limited to monthly board meetings, committee meetings, and special meetings. Any member of the Board (voting or nonvoting) who does not attend at least 75% of the Board meetings may be removed by a majority vote unless the Board retains them due to hardship or exceptional circumstances.

• (2) Board members are encouraged to attend volunteer training that is offered for all volunteers of the Community Support Center.

• (3) Board members must provide a financial contribution to the CSC each fiscal year.

• (4) Board members shall attend at least one CSC event per quarter, i.e. fundraising event, community outreach, food pantry distribution, etc.

(d) Removal of a Board Member The Board may remove a member at any time, with or without cause, upon recommendation by a Board Member with a simple majority vote of all Board Members. A Board Member may resign at any time by giving written notice to the CSC Board. This resignation shall take effect at the date the notice is received or at any later time specified in the notice. The acceptance of the resignation shall not be necessary to make it effective.

4.07 Board Vacancies. The Community Support Center Board will fill vacancies due to 1. Expiration of a board member’s term of office; 2. Board member resignation filed with the secretary; 3. Board member death; 4. Removal of a board member by the board. The board may appoint new to fill a previously unfilled board position, subject to the maximum number of members under these bylaws. The board may fill an unexpected vacancy for the balance of the term of the member being replaced.

4.08 Board of Directors Meetings

(a) Regular Meetings. The board of directors will have regular meetings each calendar year at times and places fixed by the board. The board will meet at least nine (9) months during the July-June timeframe. By August 15, the Community Support Center Executive Director will provide a printed annual report of activities for the previous year that is suitable also for public distribution, if asked. The final accounting for the Community Support Center will be emailed to all board members. Board meetings shall be held with a minimum of 7 days’ notice by electronic mail or other means according to the directors’ request. Notice of meetings shall specify the place, day, and hour of meeting as well as contain an agenda, minutes and any other information necessary to aid decision making. The President will preside over the meeting. If the President is unavailable, the vice President will preside. Board meetings are closed to the public, with attendees including ED, Board Members, Ex officio board members, and Emeritus board members. Guests may attend at the invitation of the Board.

(b) Annual meeting. An annual meeting of the Board of Directors shall be held at a time and day in the month of August each calendar year and at a location designated by the Board. Notice of this meeting and agenda shall be sent to all members of the Board of Directors no less than ten (10) days prior to the meeting date.

(c) Special Meetings. Special meetings of the board may be called by the President, Vice President, Secretary, Treasurer or any two (2) other members of the board of directors. A special meeting must be preceded by at least 72 hours’ notice to each director of the date, time and place as well as inclusion of issues to be considered.

4.09 Conducting Board Business.

(a) Parliamentary Procedure. Board meetings and other business meetings of the Community Support Center Board operate using Parliamentary Procedure reflected in Robert’s Rules of Order.

(b) Quorum. A majority of the board members in office immediately before a meeting shall constitute a quorum for the transaction of business at that meeting. No business can be voted upon/transacted by the board at any meeting at which a quorum is not present.

(c) Majority Vote. Decisions will be made through majority vote of the quorum present.

(d) Action by the Board of Directors Via Email. Any action permitted to be taken by the board at a meeting may be taken without a meeting if a quorum agrees in writing via email. An e- mail transmission from a Board member’s e-mail address on record constitutes valid participation.

(e) Confidentiality.

Board members and Ex-Officio members shall not discuss or disclose information about the Community Support Center or its activities to any person or entity unless such information is already a matter of public knowledge, such person or entity has a need to know, or the disclosure of such information is in furtherance of the Community Support Center’s purposes, or can reasonably be expected to benefit the Community Support Center. Board members and Ex-Officio members shall use discretion and good business judgment in discussing the affairs of the Community Support Center with third parties. Without limiting the foregoing, board members and Ex-Officio members may discuss upcoming fundraisers and the purposes and functions of the Community Support Center.

ARTICLE V: OFFICERS

5.01 Officers. The officers of this Board shall be the President, Vice-President, Secretary and Treasurer. All officers must have the status of active members of the Board.

5.02 Selection of Officers. Board officers are chosen by, and serve at the pleasure of, the Board of Directors via an appointed Nominating Committee that consists of three Board members selected by ⅔ majority of voting members of the full Board.

5.03 Officers’ Terms of Service. Each officer shall serve a one-year term of office and may not serve more than two (2) consecutive terms of office, unless unanimously elected by the board at the end of the officer’s term. Each board officer’s term of office shall begin upon the adjournment of the board meeting at which they are elected and shall end upon the adjournment of the board meeting during which a successor is elected.

5.04 Removal and Resignation. The board of directors may remove an officer by motion and simple majority vote at any time, with or without cause. Any officer may resign at any time by giving written notice to the Community Support Center Board. This resignation shall take effect at the date the notice is received or at any later time specified in the notice. The acceptance of the resignation shall not be necessary to make it effective.

5.05 Vacancies. The Nominating Committee shall also be responsible for nominating persons to fill officer vacancies which occur between annual meetings. Nominations shall be sent in writing to members of the Board at least two (2) weeks prior to the next meeting at which the election will be held. The persons so elected shall hold membership or office for the unexpired term in respect of which such vacancy occurred.

5.06 President. The board president shall be the chief volunteer officer of the Community Support Center Board. The president shall lead the board of directors in performing its duties and responsibilities, including presiding at all meetings of the board of directors. The president cannot act without the support of a majority of the board. The person who is president must have served as an officer or director on the board for at least one year prior to becoming president.

5.07 Vice-President. In the absence of, or in case of the disability of, the board president, the vice president shall perform the duties of the president. When so acting, the vice president shall have all the powers of, and be subject to all the restrictions upon, the board president. The vice president shall have such other powers and perform such other duties prescribed for them by the board of directors or the board president. The vice president may be elected to the office of board president upon the completion of the board president’s term of office but is not required to assume the presidency.

5.08 Secretary. The secretary shall keep, or cause to be kept, a book of minutes of all board meetings and actions. The secretary also ensures that minutes are kept of all committee meetings and that those are forwarded to the board secretary (for filing) within a reasonable amount of time and before the closure of the fiscal year. The minutes of each board and committee meeting shall state the time and place that the meeting was held and such other information that is necessary to determine that the meeting and actions occurred in accordance with the law and these bylaws. Minutes shall be electronically maintained for 7 years and accessible from the Community Support Center Office.

5.09 Treasurer. The treasurer leads matters concerning the financial affairs of the Community Support Center and keeps the board informed of the Center’s financial condition, including audits and financial review results.

The treasurer is responsible for creating and documenting the annual budget for board discussion and approval. The treasurer ensures that any other appropriate financial reports, including an accounting of transactions, are made available to the board of directors. The treasurer performs any other duties properly required by the board of directors or the board president.

The Executive Director, with approval of the Board, may contract treasurer duties to a qualified outside professional.

ARTICLE VI: COMMITTEES

6.01 Committee Formation

The CSC Board may create committees as needed, such as fundraising, public relations, data collection, etc. The board chair appoints all committee chairs.

6.02 Executive Committee

The four officers serve as the members of the Executive Committee. Except for the power to amend the Articles of Incorporation and Bylaws, the Executive Committee shall have all the powers and authority of the board of directors in the intervals between meetings of the board of directors. Otherwise the Executive Committee is subject to the direction and control of the full board.

6.03 Finance Committee

The treasurer is the chair of the Finance Committee, which includes one other board member to be nominated by the treasurer and approved by ⅔ majority of the full Board.. The Finance Committee is responsible for developing and reviewing fiscal procedures, fundraising plans, and the annual budget with other board members. The board must approve the budget and all expenditures must be within budget. Any major change in the budget must be approved by the board or the Executive Committee. The fiscal year shall be July 1 through June 30. Annual reports are required to be submitted to the board showing income and expenditures by August 15. The financial records of the organization are public information and shall be made available to the board members, and to the public by request.

ARTICLE VII. COMMUNITY SUPPORT CENTER STAFF

7.01 Executive Director. The Board of Directors shall hire an Executive Director or contract with an agency or corporation for an Executive Director who shall serve at the will of the Board. The Executive Director shall have immediate and overall supervision of the operations of the Community Support Center, and shall direct the day-to-day business of the Community Support Center, maintain the properties of the Community Support Center, hire, discharge, and determine the salaries and other compensation of all staff members under the Executive Director’s supervision, and perform such additional duties as may be directed by the Executive Committee or the Board of Directors. No officer, Executive Committee member or member of the Board of Directors may individually instruct the Executive Director or any other employee. The Executive Director shall make such reports at the Board and Executive Committee meetings as shall be required by the President or the Board. The Executive Director shall be an ad-hoc member of all committees.

The Executive Director may not be related by blood or marriage/domestic partnership within the second degree of consanguinity or affinity to any member of the Board of Directors. The Executive Director may be hired at any meeting of the Board of Directors by a majority vote and shall serve until a resignation is submitted or removed by the Board of Directors upon an affirmative vote of three-quarters (3/4) of the members present at any meeting of the Board Directors. Such removal may be with or without cause.

ARTICLE VIII: FINANCIAL MATTERS

8.01 Fiscal Year. The fiscal year of the corporation shall be from July 1 to June 30.

8.02 990s and Other Federal and State Financial Reports. The treasurer and president of the board ensure these reports are properly prepared and then reviewed and approved by the board before submitting them on time to the proper government agencies.

8.03 The finances of the organization will be maintained according to accepted accounting principles.

8.04. Annual Report. The annual report includes the previous fiscal year’s income, expenses, accomplishments and any other detail that exemplifies accountability for a mission-based charitable organization. The report will be prepared by the Executive Director with financial information provided by the Treasurer. The report is to be finished and voted on by the Board within 60 days of the end of the fiscal year and ready for distribution during the first week of September. This report is to be made available to the community upon request.

8.05 Funds/Assets

(a) Deposits. Funds received for the Community Support Center shall be deposited at least weekly in an account within a bank that the board selects.

(b) Funds Expenditures and Disbursement. Expenditures and disbursements shall be made in accordance with signed contracts and other supplies necessary to the operation of the Community Support Center. The Executive Director has authority to purchase items and be reimbursed for amounts up to $500 per month. Any individual expenditures expected to be over $500, purchased via out-of-pocket spending or with the CSC credit card, should be discussed at a Board meeting or with the Executive Committee. This can be accomplished via e-mail.

(c) Check-signing. The Officers and Executive Director will have individual signature authority, on behalf of the Community Support Center, for the checking account.

(d) Fundraising. The Community Support Center Board can use multiple methods to raise funds—events, grants, planned gifts (bequests) and campaigns. It is important that the board do its best to ensure methods chosen are cost-effective and appropriate for the target audiences and for the volunteers and other resources available.

(e) Gift Acceptance or Refusal.

• The Community Support Center Board accepts gifts of cash and other items of value as permitted by the board and in line with its mission and ethics policies. To be considered for an IRS tax deduction, all donations should be made payable to Bellbrook- Sugarcreek Community Support Center or Community Support Center.

• Those donating new merchandise, gift cards or service gift certificates (to assist in fundraising projects or given as contributions to those the Community Support Center serves) must be accompanied with a purchase receipt. This permits the

Community Support Center to provide a receipt to the giver for the correct value. Such a receipt is required for a tax deduction as allowable by IRS law.

• Donors may bequeath funds to the Community Support Center.

• The board reserves the right to refuse gifts. It is up to the board to determine that gifts
  are appropriate and also in no way jeopardize the Board’s nonprofit status.

(f) Donor Recognition. Donors contributing $50 or more in value will receive letters of thanks and gift receipts no later than 35 days after the gift is received. Financial gifts should be deposited within one week of receipt. Thank-you letters should be signed by the Executive Director or board president and include the Community Support Center’s Federal I.D. Number (EIN). Other officers also may sign, especially any officer or board committee member instrumental in obtaining the donation. The board must know if the donor wishes to remain anonymous (to not have her/his name or business name made public) in any promotional material or community report the Community Support Center may produce. The Community Support Center must honor the donor’s choice. It is up to the board or its designees to determine in dialogue with donors if any other level of recognition will be given.

8.06 Contracts and Other Written Agreements. Except as otherwise provided by resolution of the board or board policy, all contracts, leases, grants, and other agreements of the Board shall be executed on its behalf by the Executive Director.

ARTICLE IX: BOARD COMMUNICATIONS/OUTREACH

9.01 Board Communications with Community

• (a) Reporting to the local community and donors. The CSC Board will develop a newsletter style annual report that is suitable for copying and distributing after the end of the program year, especially to those with whom the organization collaborates and community officials.

• (b) General Public Communication. Communication means can include any of the following: Website, social media, news releases, direct email/mail and other messaging means.

9.02 Maintaining Corporate Reports and Records

The Community Support Center Board shall keep:

• (a) Minutes of all board and committee meetings indicating:
  (i) time and place of such meetings whether regular or special
  (ii) who is calling the meeting
  (iii) the names of those present and absent
  (iv) the proceedings of these meetings including all actions taken by directors/members.

• (b) Adequate and correct books and records that include accounting of business transactions, assets, liabilities, receipts, disbursements and income.

• (c) A copy of the Community Support Center Bylaws as amended to date.

• (d) Copies of all state and federal correspondence, including tax returns, state organizational
  business name renewal, etc.

• (e) Donor records including correspondence and copies of receipts, as appropriate for 7 years.

9.03 Directors’ Inspection Rights. Every board director has the right at any reasonable time to inspect and copy all books, records and documents of any kind pertaining to the organization.

9.04 Periodic Reporting. The board of directors shall prepare any annual or periodic report required under law and ensure its delivery to appropriate state and federal offices or to any members of the organization, within the time limits set by the board and by law. (IRS requirement)

9.05 Bylaws Amendments. These bylaws may be amended, altered, repealed or restated by a vote of the majority of the board of directors then in office at a board meeting. Changes must ensure the organization continues to qualify for 501 (c) (3) exemption and comply with State of Ohio nonprofit organization requirements.

9.06 Reporting Changes in Bylaws, Directors and Statutory Agent. These board-approved changes are to be sent to the Ohio Secretary of State and IRS, as required, within 30 days after adoption by the Bellbrook-Sugarcreek Community Support Center Board of Directors.

ARTICLE X: CODE OF ETHICS

(Sections 10.2-10.5 required by IRS)

10.01 The Bellbrook-Sugarcreek Community Support Center agrees to practice high standards of business and personal ethics in fulfilling their duties and responsibilities including compliance with all applicable laws and regulations.

10.02 Conflicts of Interest. Whenever a director or officer, or their immediate family member, has a financial or personal interest in any matter coming before the organization, the affected person shall: (a) fully disclose the nature of the interest and (b) withdraw from discussion and voting on the matter. The minutes of meetings shall record such disclosure, abstention and rationale for the action. The board shall adopt and periodically review a conflict of interest policy to protect the organization’s interest

when it is contemplating any transaction or arrangement which may benefit any director, officer, affiliate or member of a committee with board-delegated powers.

10.03 Reporting Violations. If any director, officer, or committee member reasonably believes that some policy, practice, or activity of the Community Support Center Board is in violation of law or ethics, a written complaint must be filed by that person with the board president or vice president. Anyone filing a complaint concerning a violation must act in good faith and have reasonable grounds for believing the information disclosed indicates a violation. These reports shall be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.

10.04 Handling Reported Violations. The board president or vice president shall notify the reporter/sender of the violation and acknowledge receipt of the reported violation within seven days. All reports shall be promptly investigated by the board and its appointed committee(s)/affiliates, as appropriate. Appropriate corrective action shall be taken if warranted by the investigation.

10.05 Nondiscrimination Policy. The officers, directors, committee members, and other persons involved in carrying out the Board’s mission shall be selected without discrimination regarding race, creed, ancestry, marital status, gender, sexual orientation, age, physical disability, veteran’s status, political service or affiliation, color, religion, or national origin. The Nondiscrimination Policy is separately available in full, and may be periodically revised as required by changes in law.

(Statement of this policy required by IRS).

10.06 Confidentiality. Directors, staff, contracted staff and Community Support Center volunteers shall sign confidentiality agreements and will respect the confidentiality rights of all youth and families with which they interact. Personal information will be treated as confidential unless a valid release of information is in place or as mandated by law (i.e., mandated reporting of suspected abuse or neglect).

• (a) Photos of consumers may not be taken unless prior authorization is granted.

• (b) When sharing experiences from interactions with consumers who are served by the Community Support Center, directors, staff, contracted staff and volunteers will not
  include personal identifying information of Community Support Center consumers, such as names.

ARTICLE XI: INDEMNIFICATION

11.01 To the full extent authorized under the laws of the State of Ohio, the CSC shall indemnify any director, officer, employee, or agent, or former member, director, officer, employee, or agent of the CSC, or any person who may have served at the CSC’s request as a director or officer of another organization (each of the foregoing members, directors, officers, employees, agents, and persons is referred to in this Article individually as an “indemnitee”), against expenses actually and necessarily incurred by such indemnitee in connection with the defense of any action, suit, or proceeding in which that indemnitee is made a party by reason of being or having been such member, director, officer, employee, or agent, except in relation to matters as to which that indemnitee shall have been adjudged in such action, suit, or proceeding to be liable for negligence or misconduct in the performance of a duty. The foregoing indemnification shall not be deemed exclusive of any other rights to which an indemnitee may be entitled under any bylaw, agreement, resolution of the Board of Directors, or otherwise.

11.02 Expenses. Expenses (including reasonable attorneys’ fees) incurred in defending a civil or criminal action, suit, or proceeding may be paid by the CSC in advance of the final disposition of such action, suit, or proceeding, if authorized by the Board of Directors, upon receipt of an undertaking by or on behalf of the indemnitee to repay such amount if it shall ultimately be determined that such indemnitee is not entitled to be indemnified hereunder.

11.03 Insurance. The CSC may purchase and maintain insurance on behalf of any person who is or was a member, director, officer, employee, or agent against any liability asserted against such person and incurred by such person in any such capacity or arising out of such person’s status as such, whether or not the corporation would have the power or obligation to indemnify such person against such liability under this Article.

ARTICLE XII. TRANSPARENCY AND ACCOUNTABILITY

By making full and accurate information available about its mission, activities, finances and governance publicly available, the Bellbrook-Sugarcreek Community Support Center practices transparency and accountability, including the following:

12.01 Financial and IRS documents (Form 1023 and Form 990). When requested, the Community Support Center Board shall provide its Internal Revenue Forms 990, 990-T, and 1023; bylaws, conflict of interest policy and financial statements.

12.02 Means and Conditions of Disclosure. The Community Support Center Board shall make available the aforementioned documents within 7 days for mailed requests.

12.03 IRS Annual Returns (Form 990). The Community Support Center Board shall submit Form 990 to its board of directors prior to filing the return with the IRS, unless otherwise authorized.

12.04 Retention of Records. The corporation shall keep complete books and records of account and minutes of the proceedings of the Board of Directors for seven (7) years.

12.05 Donor Records.

(a) If requested, all donor records shall be made available to the donors concerned or to their legal representatives.

(b) No donor records shall be made available to any other person outside the organization except to authorized governmental agencies.

ARTICLE XIII. AMENDMENTS

13.01 Articles of Incorporation. The Articles may be amended in any manner at any regular or special meeting of the Board of Directors, provided that specific written notice of the proposed amendment of the Articles setting forth the proposed amendment or a summary of the changes to be effected thereby shall be given to each director at least three days in advance of such a meeting if delivered personally, by facsimile, or by e-mail or at least five days if delivered by mail.

13.02 Bylaws. The Board of Directors may amend these Bylaws by majority vote at any regular or special meeting. Written notice setting forth the proposed amendment or summary of the changes to be affected thereby shall be given to each director within the time and the manner provided for the giving of notice of meetings of directors. Bylaws should be reviewed every three years.

ARTICLE XIV: COUNTER-TERRORISM AND DUE DILIGENCE POLICY

The Community Support Center Board stipulates how its funds will be used and requires recipients to provide documentation of how the funds were utilized. Although adherence and compliance with the US Department of the Treasury’s publication “Voluntary Best Practice for US. Based Charities” is not mandatory; the Community Support Center Board puts to practice these guidelines and suggestions.
(Article XIV is required by the IRS)