Organization: Hope for Autism United for Soccer Foundation Inc.

This template is used to record official minutes for all Board of Directors meetings. It must be completed by the designated Minute Taker and submitted for review and approval at the next scheduled board meeting.

Meeting Information to Record

• Meeting Date, Time, and Location
• Meeting Type: Regular | Special | Emergency
• Chairperson and Minute Taker
• List of all Attendees

Standard Agenda Items

1. Call to Order
2. Roll Call / Attendance
3. Approval of Previous Meeting Minutes
4. Reports (Financial, Executive, Committees)
5. Old Business
6. New Business
7. Announcements
8. Adjournment

Motions Section

Each motion must include: motion number, made by, description, vote result (Approved / Rejected / Tabled), and vote count (Yes / No / Abstain).

Submission

Minutes must be signed by the Minute Taker with the date submitted. The time the meeting was adjourned must be recorded.

This template is used to formally acknowledge and thank donors for their contributions to Hope for Autism United for Soccer Foundation Inc. It also serves as an official IRS tax receipt.

Letter Structure

• Foundation letterhead
• Date of letter
• Donor’s full name and mailing address
• Personalized salutation

Key Content to Include

• Specific donation amount and date received.
• A note that no goods or services were provided in exchange for the donation (required for IRS compliance).
• Statement that the letter may serve as the official tax receipt.
• A message of gratitude highlighting the impact of the donor’s contribution to the Foundation’s mission: improving the lives of neurodivergent children and adults through soccer, education, and community engagement.

Closing

Signed by Oscar Amuz, Founder & CEO
Hope for Autism United for Soccer Foundation Inc.
info@autismsoccer.org | +1 (305) 469-0895

This Memorandum of Understanding (MOU) formalizes a collaborative partnership between Hope for Autism United for Soccer Foundation Inc. and a partner organization to support initiatives promoting neurodiversity, inclusion, and community impact through adaptive soccer and education-based programs.

I. Purpose

To establish a collaborative partnership supporting neurodiversity, inclusion, and community impact through adaptive soccer and education-based programs.

II. Responsibilities of HOPE FOR AUTISM

• Provide programming and support materials relevant to joint initiatives.
• Coordinate training and development opportunities for PARTNER staff, if applicable.
• Promote the partnership through official channels when appropriate.

III. Responsibilities of PARTNER

• Actively participate in agreed-upon programs and events.
• Provide accurate branding and partnership acknowledgments.
• Maintain communication and adhere to agreed timelines.

IV. Term and Termination

This MOU shall remain in effect for one (1) year from the date of signature, unless extended or terminated by either party with 30 days written notice.

V. Non-Binding Agreement

This MOU is not a legally binding agreement but serves as a statement of intent to collaborate in good faith.

This policy protects the interests of Hope for Autism United for Soccer Foundation Inc. when contemplating transactions or arrangements that might benefit the private interest of an officer, director, key employee, or any individual in a position of authority.

I. Definitions

• Conflict of Interest: Arises when a person in authority may personally benefit from a decision made for the organization.
• Interested Person: Any director, officer, or committee member with board-delegated powers who has a direct or indirect financial interest.
• Financial Interest: Includes ownership, investment interest, compensation arrangement, or potential interest in any entity with which the Organization has a transaction or arrangement.

II. Procedures

1. Duty to Disclose: In connection with any actual or possible conflict of interest, the interested person must disclose the existence of the financial interest.
2. Determining Whether a Conflict Exists: After disclosure, the board or committee shall decide if a conflict exists.
3. Addressing the Conflict: The interested person may make a presentation but must leave the meeting during discussion and vote. The board shall determine by majority vote whether the transaction is in the Organization’s best interest.
4. Violations: If the board has reasonable cause to believe a member failed to disclose a conflict, it shall take appropriate corrective action.

III. Records of Proceedings

Minutes must contain the names of persons who disclosed financial interests, the nature of those interests, decisions made, and names of persons present for discussions and votes.

IV. Annual Statements

Each director, principal officer, and committee member shall annually sign a statement affirming they have received, read, and agree to comply with this policy, and understand the organization is charitable and must engage in activities that accomplish its mission.

This policy encourages employees, volunteers, and others associated with Hope for Autism United for Soccer Foundation Inc. to report suspected or actual occurrences of illegal, unethical, or inappropriate conduct without fear of retaliation. Effective Date: July 2025

Scope

This policy applies to all employees, board members, volunteers, and contractors of the Foundation.

Types of Reportable Concerns

• Financial fraud or mismanagement
• Unethical or dishonest conduct
• Violations of laws, regulations, or policies
• Unsafe work practices or conditions
• Discrimination or harassment
• Any other conduct inconsistent with the Foundation’s values

Reporting Mechanisms

• Email: ethics@autismsoccer.org
• Phone: (305) 469-0895
• Sealed letter addressed to the Board President

Investigation Process

All reports will be promptly reviewed. Investigations will be conducted confidentially. The Board of Directors or designated committee will oversee all investigations.

Protection from Retaliation

No individual who in good faith reports a concern shall suffer harassment, retaliation, or adverse consequences. Any retaliation against a whistleblower may result in disciplinary action.

False Allegations

Any individual who knowingly makes false allegations may be subject to disciplinary action, including termination.

Administration

The Executive Director is responsible for ensuring this policy is communicated and enforced throughout the organization.

This policy provides for the systematic review, retention, and destruction of documents received or created by Hope for Autism United for Soccer Foundation Inc. in connection with the transaction of its business. It is designed to ensure compliance with federal and state laws, eliminate accidental destruction of records, and promote operational efficiency.

Retention Schedule

• Corporate Records (Articles of Incorporation, Bylaws): Permanent
• IRS Determination Letter and tax-exempt status documents: Permanent
• Board Meeting Minutes and Resolutions: Permanent
• Financial Records (audits, general ledgers, tax returns): 7 years
• Bank Statements, Deposit Records, Canceled Checks: 7 years
• Donor Records and Grant Applications: 7 years
• Employment and Payroll Records: 7 years after termination
• Insurance Policies and Claims: 7 years after expiration or settlement
• Contracts and Agreements: 7 years after expiration or termination

Electronic Documents

Electronic documents will be retained as if they were paper documents. Relevant emails should be printed or saved electronically and retained according to this policy.

Emergency Planning

Essential records will be duplicated or backed up at least weekly and maintained off-site.

Document Destruction

Staff is responsible for identifying records that have met the retention period and overseeing their destruction. Financial and personnel-related documents will be destroyed by shredding.

Compliance

Failure to follow this policy can result in civil and criminal sanctions against the Foundation and its employees. The Executive Director and Board of Directors will periodically review these procedures with legal counsel.

Hope for Autism United for Soccer Foundation Inc. is committed to providing an inclusive and respectful environment for all employees, volunteers, program participants, and community members. Approved by the Board of Directors – July 2025

Policy Statement

Discrimination or harassment based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, or any other protected characteristic under federal or state law is strictly prohibited.

Scope

This policy applies to all staff, board members, contractors, volunteers, and individuals served by the Foundation. It covers conduct in the workplace, at Foundation events, and in any circumstances related to the Foundation’s programs.

Harassment Definition

Harassment includes offensive remarks, jokes, slurs, physical assaults, threats, intimidation, ridicule, insults, offensive objects or pictures, and any behavior that creates a hostile or abusive environment.

Reporting Procedure

Anyone who believes they have experienced or witnessed discrimination or harassment should promptly report the matter to the Human Resources Manager or the CEO. All reports will be taken seriously and investigated promptly and fairly.

Retaliation Prohibited

The Foundation prohibits retaliation against anyone who reports discrimination or harassment or participates in an investigation. Any form of retaliation will result in disciplinary action, up to and including termination.

Disciplinary Action

Violations may result in verbal or written warnings, suspension, termination, or legal action depending on the severity of the violation.

This policy outlines the commitment of Hope for Autism United for Soccer Foundation Inc. to ensure the confidentiality, integrity, and protection of all personal, sensitive, and organizational data handled by staff, board members, volunteers, and contractors. Effective Date: July 25, 2025

Scope

Applies to all individuals who have access to the organization’s confidential and personal information, including employees, board members, volunteers, and third-party service providers.

Key Definitions

• Confidential Information: Any non-public information pertaining to individuals, donors, finances, or internal operations.
• Personal Data: Any data that can identify an individual, including names, contact information, medical records, and financial information.

Responsibilities

All personnel must:

• Treat all confidential information with the highest degree of care.
• Only access data necessary to perform their duties.
• Use secure systems to store and transmit data.
• Report any suspected data breaches immediately to the CEO or designated Data Protection Officer.

Data Storage and Retention

All sensitive and personal data must be stored in secure, access-controlled systems. Documents must be retained only as long as necessary and destroyed securely thereafter.

Breach of Policy

Any breach may result in disciplinary action, up to and including termination. Legal consequences may apply for willful breaches.

Acknowledgment

All individuals must sign an acknowledgment form confirming they have read, understood, and agreed to comply with this policy.

This Code of Conduct outlines the standards of behavior expected of all volunteers serving Hope for Autism United for Soccer Foundation Inc. Volunteers play a critical role in our mission and must maintain the highest standards of integrity and respect while representing the Foundation.

1. Respect and Inclusion

All volunteers must treat others with dignity, courtesy, and respect. Discrimination or harassment based on race, color, religion, gender, sexual orientation, age, national origin, disability, or any other protected characteristic is strictly prohibited.

2. Professionalism and Integrity

Volunteers are expected to perform their duties with honesty and integrity, avoiding conflicts of interest and upholding the reputation of the Foundation.

3. Confidentiality

Volunteers must maintain the confidentiality of all sensitive information related to participants, families, and Foundation operations.

4. Health and Safety

Volunteers must adhere to all health and safety guidelines and report any hazards, injuries, or unsafe conditions to staff immediately.

5. Accountability

Volunteers are accountable for their actions and must comply with all Foundation policies and procedures. Misconduct or failure to comply may result in disciplinary action or termination of volunteer service.

6. Media and Communications

Volunteers may not speak to the media on behalf of the Foundation or use the Foundation’s name, logo, or materials without prior written approval.

This policy outlines the financial control procedures and expense approval guidelines for Hope for Autism United for Soccer Foundation Inc., a 501(c)(3) nonprofit. These policies ensure financial integrity, accountability, and compliance with nonprofit standards and IRS regulations.

General Financial Principles

• All financial activities must align with the organization’s mission and IRS guidelines.
• The organization will maintain accurate and up-to-date records of all financial transactions.
• Financial reviews or audits will be conducted annually by an independent professional.

Budget and Planning

• An annual budget shall be developed and approved by the Board of Directors before the beginning of each fiscal year.
• Significant deviations from the approved budget must receive Board approval.

Expense Approval Procedures

• All expenses must be pre-approved by the Finance Director or CEO.
• Expenses over $500 require dual approval by the CEO and the Treasurer/Finance Director.
• Reimbursement requests must be submitted using the standardized Expense Request Form with original receipts attached.

Bank and Cash Handling

• The organization will maintain at least two signatories on all bank accounts.
• No checks shall be signed in advance or made payable to «cash.»
• Monthly reconciliations shall be conducted and reviewed by the Finance Director.

Credit/Debit Card Usage

• Organizational cards shall be issued only to authorized personnel.
• Itemized receipts are required for every transaction.
• Monthly statements must be reconciled with the cardholder’s documentation.

Financial Reporting

• The Finance Director will provide monthly financial statements to the CEO and quarterly reports to the Board.
• All IRS Form 990 filings will be made publicly available as required by law.

Noncompliance

Violations may result in disciplinary action, including termination and/or legal action if fraud or misuse of funds is discovered.

This policy outlines the expectations and responsibilities for all staff, board members, and volunteers of Hope for Autism United for Soccer Foundation Inc. regarding the use of social media in professional and personal contexts where the organization may be represented.

Scope

Applies to all employees, contractors, volunteers, and board members who manage or engage with social media content related to the Foundation. Platforms include: Facebook, Twitter/X, Instagram, LinkedIn, YouTube, TikTok, and any blogs or online forums.

Guidelines for Official Use

• Only authorized individuals may post on behalf of the Foundation.
• All content must align with the mission and values of the Foundation.
• Sensitive, confidential, or proprietary information should never be disclosed.
• Posts must be reviewed and approved by the Marketing Department or designated authority.
• Accuracy and clarity must be ensured before publishing.

Guidelines for Personal Use

• When referencing the Foundation on personal accounts, clearly state that views are personal.
• Do not use the Foundation’s logo or branding without permission.
• Avoid posting content that could harm the Foundation’s reputation.
• Refrain from disclosing any confidential or internal information.

Monitoring & Enforcement

The Foundation reserves the right to monitor public social media activity and may request the removal of any content deemed damaging. Violations may result in disciplinary action, up to and including termination.

Policy Review

This policy will be reviewed annually by the Board of Directors or designated committee.

This document outlines the standard protocol and expectations for conducting Board of Directors meetings for Hope for Autism United for Soccer Foundation Inc.

1. Scheduling and Notice

• Board meetings shall be scheduled at least quarterly, with special meetings called as needed.
• Notice must be provided to all board members at least 7 days in advance.
• Notice shall include date, time, location (or virtual link), and agenda.

2. Meeting Format

Meetings are presided over by the Board President or Vice President in their absence. A quorum (majority of voting members) must be present for official business. The agenda must include:

1. Call to Order
2. Approval of Previous Minutes
3. Reports (CEO, Treasurer, Committees)
4. Old Business
5. New Business
6. Open Discussion (if applicable)
7. Adjournment

3. Recording Minutes

A designated staff member or board secretary shall take minutes. Minutes must be reviewed and approved at the next scheduled board meeting and stored securely in digital format, accessible to all board members. Minutes must include:

• Date, time, and location of meeting
• Names of attendees and absent members
• Summary of discussions and decisions made
• Motions presented, votes taken, and outcomes
• Time of adjournment

These procedures ensure a consistent, compliant, and inclusive approach to hiring and onboarding new staff, contractors, and volunteers at Hope for Autism United for Soccer Foundation Inc.

1. Job Description and Posting

• Clearly define the role, responsibilities, and qualifications.
• Review job description for inclusivity and ADA compliance.
• Post to relevant platforms and internal bulletin.

2. Application & Screening

• Collect resumes and cover letters.
• Screen for minimum qualifications.
• Conduct phone/video screening interviews.

3. Interview Process

• Conduct structured in-person or virtual interviews.
• Use a standard set of questions for fairness.
• Document all candidate responses.

4. Selection & Background Checks

• Select final candidate based on merit and alignment with mission.
• Conduct reference checks and background screening.
• Provide offer letter with compensation and expectations.

5. Onboarding Process

• Provide welcome packet including policies, organizational manual, and contact list.
• Schedule orientation session with HR and department lead.
• Assign mentor or buddy for the first 30 days.

6. Probation Period & Evaluation

• Implement a 90-day probationary period.
• Conduct performance review at day 30 and day 90.
• Document evaluation results and confirm continuation of employment.

To ensure the integrity, safety, and effectiveness of our volunteer program, Hope for Autism United for Soccer Foundation Inc. implements the following procedures for vetting and training all volunteers.

1. Volunteer Vetting

• Completion of the Volunteer Application Form.
• Background check authorization and clearance (required for all volunteers working with children).
• Interview and screening by the Volunteer Coordinator or designated staff.
• Verification of references (if applicable).
• Review and signing of the Volunteer Code of Conduct.
• Review and acknowledgment of the Confidentiality and Data Protection Policy.

2. Volunteer Training

• Orientation session covering the Foundation’s mission, values, and goals.
• Overview of the neurodivergent populations served and inclusive practices.
• Role-specific training related to responsibilities and expectations.
• Emergency protocols and incident reporting procedures.
• Health, safety, and safeguarding measures.
• Media and communication policy awareness.
• Ongoing access to resources and periodic refresher training.

All volunteers must complete the full vetting and training process prior to engaging in activities with the Foundation. Annual re-training may be required for long-term volunteers or as policies are updated.

This document outlines the official procedures for reporting, documenting, and responding to incidents that occur during any activity, event, or operation organized or affiliated with Hope for Autism United for Soccer Foundation Inc.

Definition of an Incident

An incident is any event that results in, or has the potential to result in, harm to a participant, staff member, volunteer, or property. This includes: injuries, accidents, behavioral issues, property damage, medical emergencies, or safety breaches.

Reporting Procedure

• All incidents must be reported immediately to the event supervisor or designated staff member.
• A written Incident Report Form must be completed within 24 hours of the incident by the individual who witnessed or was informed of the incident.

Required Information in Incident Reports

• Date, time, and location of the incident
• Names and roles of individuals involved
• Description of the incident
• Actions taken at the scene
• Witness statements (if applicable)
• Name of the person completing the report and date

Review and Follow-Up

All incident reports will be reviewed by the Chief Operating Officer (COO) and, when necessary, by the CEO. Corrective or disciplinary actions, follow-up with affected parties, and communication with legal counsel (if required) will be conducted based on the severity and nature of the incident.

Confidentiality

All incident reports are considered confidential and must be stored securely. Access is limited to authorized personnel only.

This document outlines the standardized process for submitting, reviewing, approving, and recording financial requisitions and related documentation within Hope for Autism United for Soccer Foundation Inc.

1. Submission of Requisition Request

• All financial requisitions must be submitted using the standardized Financial Expense Request Form.
• Submitters must include supporting documentation such as vendor quotes, invoices, or purchase orders.
• Forms must be submitted to the Finance Director for initial review.

2. Review and Approval

• The Finance Director reviews the form for completeness and alignment with budgeted line items.
• If approved, the form is forwarded to the CEO for secondary approval for all expenditures over $1,000.
• The Finance Director or CEO may request clarification or additional documentation before approval.

3. Payment Processing

• Once approved, the requisition is sent to the Accounting Department for processing.
• Payments will be made via check, direct deposit, or authorized purchasing card, depending on vendor terms.
• All transactions must be logged in the financial management system and assigned a unique transaction ID.

4. Documentation & Recordkeeping

• Copies of the approved requisition form and supporting documents must be stored digitally in the secure finance repository.
• Records must be retained for a minimum of 7 years in compliance with the Document Retention Policy.

5. Reporting and Reconciliation

• Monthly financial reports must include a summary of requisition activity for internal review.
• The Finance Director conducts periodic reconciliations to ensure compliance with internal controls.

This document outlines the internal procedures for managing, reviewing, and approving all media communications issued by Hope for Autism United for Soccer Foundation Inc. These guidelines maintain brand consistency, protect the organization’s reputation, and ensure alignment with legal and ethical standards.

Scope

Applies to all staff, board members, volunteers, and third-party contractors who participate in the creation or distribution of public-facing content, including press releases, interviews, website updates, and social media content.

1. Content Creation & Review

• All content must be drafted using approved branding templates and tone guidelines.
• Drafts should be submitted to the Chief Marketing Officer (CMO) or their delegate for initial review.
• For sensitive topics or statements, the CEO must be notified and consulted prior to public release.

2. Approval Process

• The CMO will circulate the final draft to the Executive Team for feedback when needed.
• All final versions of communications must receive written approval from the CMO and CEO.
• An approval form or email confirmation must be stored in the communications archive.

3. Media Inquiries & Interviews

• Any inquiries from the press must be directed immediately to the CEO or CMO.
• Staff and volunteers may not give statements on behalf of the organization unless explicitly authorized.

4. Recordkeeping

• A copy of all released materials should be filed with the Marketing Department.
• An archive of all approvals must be maintained for audit and compliance purposes.

5. Violations

Unauthorized or unsanctioned media communications may result in disciplinary action, up to and including termination of employment or volunteer position.

This procedure outlines the standardized process for planning, executing, and evaluating events organized or sponsored by Hope for Autism United for Soccer Foundation Inc. It ensures all events align with the Foundation’s mission, branding, and compliance standards.

1. Event Planning

• Define event objectives and target audience.
• Select date, time, and venue (virtual or in-person).
• Create an event plan with budget, timeline, and logistics.
• Assign roles and responsibilities to team members.
• Coordinate marketing materials, promotions, and media strategy.
• Prepare materials, signage, and registration forms.
• Conduct a pre-event briefing with volunteers and staff.

2. Event Execution

• Ensure all staff arrive on-site or online early.
• Maintain a sign-in sheet for staff, volunteers, and guests.
• Follow program schedule and adjust as needed.
• Monitor safety, engagement, and accessibility.
• Capture photos and media for reporting and promotional purposes.

3. Post-Evaluation

• Conduct an internal debrief meeting within 3 business days.
• Collect feedback from attendees, volunteers, and staff.
• Evaluate event success against stated goals.
• Document learnings and improvements for future events.
• Submit a summary report to executive leadership and board.

To ensure fiscal transparency and reinforce public trust, Hope for Autism United for Soccer Foundation Inc. conducts either an internal audit or an independent third-party financial review each fiscal year. This process evaluates the accuracy of financial statements and assesses the adequacy of internal controls.

Objectives

• Validate the accuracy and completeness of financial records.
• Ensure that funds are used in compliance with the organization’s mission and donor restrictions.
• Evaluate the effectiveness of financial policies and controls.
• Identify any irregularities or risks that need correction or mitigation.

Procedures

1. The Finance Director coordinates the audit timeline with the accounting firm or internal committee.
2. Financial records including bank statements, expense reports, grant documents, and donation records are compiled for the audit period.
3. The auditor or internal review committee evaluates transactions, internal controls, and reconciliations.
4. A formal report is issued, outlining findings and any required corrective actions.
5. The Board of Directors reviews and accepts the audit report at a regularly scheduled meeting.
6. Corrective actions, if any, are implemented within 60 days.

Documentation Requirements

• Annual financial statements (balance sheet, income statement, cash flow statement)
• IRS Form 990 and all supporting schedules
• Payroll and grant disbursement reports
• Receipts and backup for all major expenditures

Retention

Audit reports and related financial documentation must be retained for a minimum of seven (7) years, in compliance with the Document Retention and Destruction Policy.

Each fiscal year, Hope for Autism United for Soccer Foundation Inc. is responsible for producing a comprehensive Annual Report documenting the organization’s key activities and achievements. This report serves as a critical tool for accountability, transparency, and strategic planning.

Required Sections of the Annual Report

1. Executive Summary
   • Overview of the organization’s mission and strategic goals.
   • High-level summary of key accomplishments and challenges.
2. Program Highlights
   • Summary of each major program or initiative undertaken.
   • Data and metrics reflecting reach, effectiveness, and impact.
   • Testimonials, case studies, or participant feedback.
3. Financial Overview
   • Income and expense statements for the fiscal year.
   • Breakdown of revenue sources (grants, donations, sponsorships).
   • Summary of administrative, operational, and programmatic costs.
4. Donor and Partner Acknowledgments
   • Recognition of key donors, partners, and sponsors.
   • Highlight of any special partnerships or matching fund programs.
5. Strategic Outlook for the Coming Year
   • Planned goals and objectives for the next fiscal cycle.
   • Emerging opportunities and key areas of focus.

This report must be reviewed and approved by the Board of Directors before public release. It will be made available on the organization’s website and distributed to stakeholders and supporters.

Each fiscal year, Hope for Autism United for Soccer Foundation Inc. is required to file IRS Form 990 to maintain its 501(c)(3) tax-exempt status and comply with federal regulations.

Form 990 provides the IRS and the public with financial information about the organization, including income, expenditures, governance, and mission-related activities. It is also used to assess compliance with tax rules and transparency in nonprofit operations.

Filing Guidelines

• The Finance Director shall oversee the preparation of Form 990 with the assistance of a qualified accountant.
• All financial statements and donor records must be updated and accurate before submission.
• The Board of Directors shall review and approve the Form 990 prior to its submission.
• Form 990 must be filed annually by the 15th day of the 5th month after the end of the Foundation’s fiscal year.
• A copy of the filed Form 990 shall be retained in the Foundation’s official records and made available to the public upon request.

Each fiscal year, the Board of Directors of Hope for Autism United for Soccer Foundation Inc. must conduct a formal self-assessment and performance review to ensure strong governance, mission alignment, and individual and collective accountability.

Objectives of the Self-Assessment

• Evaluate individual board member performance and engagement.
• Assess the overall effectiveness and composition of the Board.
• Ensure alignment with the Foundation’s mission and strategic goals.
• Identify opportunities for training and development.
• Support continuous improvement of board operations and governance.

Assessment & Review Process

1. A standardized Board Self-Assessment Form shall be distributed annually.
2. Each board member will complete the form confidentially.
3. Results will be aggregated and reviewed by the Governance or Executive Committee.
4. A summary report will be presented and discussed in a dedicated board session.
5. Recommendations and actions for board development will be documented and followed up.

Key Areas of Evaluation

• Participation in meetings and organizational events
• Understanding of fiduciary duties
• Contribution to fundraising and strategic initiatives
• Commitment to ethical standards and mission alignment
• Board dynamics, collaboration, and leadership structure

Documentation & Records

Completed assessments and summary reports will be stored in the Foundation’s digital governance archive. Access will be restricted to the Board President and Governance Chair. Results will guide future board nominations, training sessions, and strategic planning.

Each fiscal year, the Board of Directors of Hope for Autism United for Soccer Foundation Inc. shall conduct a formal review and ratification process of this Governance and Operations Manual. This ensures the manual remains accurate, compliant with applicable laws, and aligned with the Foundation’s evolving strategic priorities.

The Review Process Includes:

• Review of all sections for relevancy and accuracy
• Incorporation of any board-approved amendments or new policies
• Solicitation of feedback from executive leadership and key department heads
• Legal review as needed for compliance with 501(c)(3) and Florida nonprofit regulations

Ratification

Upon completion of the review, the manual will be ratified by a majority vote of the Board of Directors at the annual board meeting.

Documentation

The revised version shall be signed by the Board Chair and the CEO, dated, and uploaded to the Foundation’s secure digital archive with version tracking documentation. Signed copies will be made available for all board members and senior staff, and referenced in the annual orientation and compliance training sessions.