These policies serve in conjunction with the North Carolina Architectural Foundation (NCAF) bylaws for operational and policy making guidance for the NCAF. These are established solely by the NCAF Board of Trustees and shall be amendable by majority vote of the Trustees.

 

1.       Financial Policy

a.      NCAF shall function on a Priority Based Budget. The Trustees shall consider it an obligation to both accomplish NCAF goals and grow the NCAF assets. Grants and awards shall comply with conditions set forth for each fund in the Awards and Grants Policy.

b.    A report outlining the activities and financial position of NCAF shall be presented quarterly to the Trustees and at their first meeting of each new year.

c.      The Treasurer, with the assistance of the Executive Director as needed, will provide the information regarding the foundation to the Chair of the Foundation for distribution prior to the Board Meetings and with enough time to allow the Trustees to advise on the management of the fund.

d.      Based on the performance of the investments, the Trustees, on its own or based on recommendations from the Chair, can direct the designated Foundation Financial Manager to transfer funds to other types of investments for each of the listed accounts.

e.      The transferring or disbursement of funds in the account should be addressed promptly if the core/principal amount is being reduced or investments are not performing at acceptable levels.

 

2.       Funds

a.       The Board of Trustees shall have the authority to establish funds for specific purposes or grants as determined beneficial for the mission of the NCAF. In accordance with the bylaws, the Trustees may establish Restricted, Unrestricted and Campaign funds.

b.       The current Restricted Funds within the NCAF are listed in full under Section “K”.

c.       Other Restricted Funds may be established by the Board of Trustees.

d.       In addition, there is the Unrestricted Fund. Refer to Section “J (1)”.

e.       Funds received for specific campaigns may be used as directed by the program and all funds may be used for the stated purpose without holding back reserves.

 

3.      Financial Development

a.      Purpose

The mission of the North Carolina Architectural Foundation is to promote architecture and the appreciation of architecture within the state of North Carolina. The objectives for NCAF are listed below and the NCAF provides financial support for these strategies through Awards and Grants. For the means to make these grants and awards it is necessary for the NCAF to have ongoing Financial Development endeavors to continually increase the Unrestricted fund balance necessary to support these opportunities to fulfill the mission of the NCAF. This Financial Development Policy provides the guidelines for the acceptable NCAF financial development activities.

b.       Objectives for Financial Development Funds

    • Financial Development activities are generally to accomplish one or more of the following objectives.
    • To promote, sponsor and conduct research and to apply knowledge in the field of architecture.
    • To study and promote the objectives and principles of architecture.
    • To conduct and sponsor educational programs of all types relating to architecture.
    • To assist and encourage individuals pursuing an education in architecture.
    • To foster the accumulation and exchange of knowledge of architecture and to publish and disseminate information pertaining to architecture.
    • To promote suitable standards of architecture training and continuing education.
    • To promote and encourage historic preservation of significant architectural elements and buildings.
    • To support other programming as prescribed by the NCAF Board of Trustees.
    • To support the operation of the Foundation and cover its expenses.
    • To advance diversity, equity, and inclusion in the profession of architecture in the state of North Carolina.
    • To expand the knowledge and appreciation of architecture and the value of architectural services to the public of North Carolina.
    • To support sustainability and the 2030 challenge.

c.       It is the responsibility of the Trustees to continually improve the financial state of the NCAF.

d.       The NCAF financial development costs shall be reasonable over time. Over a given five-year period, the NCAF goal is to realize revenue from fundraising and other development activities that is at least three times the amount spent on conducting them.

e.       Solicitation and promotional materials shall be accurate and truthful and correctly identify the NCAF, its mission, and the intended use of the solicited funds.

f.       All statements made by the NCAF in its fundraising appeals about the use of a contribution should be honored.

 

4.      Donor Relationships

a.      The NCAF shall respect the privacy of donors and safeguard the confidentiality of information that a donor has requested to be kept private.

b.       The NCAF shall provide donors an opportunity to state that they prefer to remain anonymous and whether their name, the amount of their gift, or other information may not be publicly released.

c.       The NCAF shall not sell any mailing lists of donors.

d.       The NCAF shall honor requests by a donor to curtail repeated mailings or telephone solicitations.

e.       The NCAF shall be free from undue influence or excessive pressure and be respectful of the needs and interests of the donor or potential donor.

f.       Donors shall be updated on the status and effective use of donations through periodic emails or letters from the Trustees.

g.       NCAF shall endeavor to send a thank you note to every donor following a donation and advise that their contribution may be tax deductible.

 

5.      Administering Gifts

a.      The Trustees shall review the acceptance of all gifts to confirm the purpose of the donation as well as the acceptance of gifts, property and stocks is consistent with the overall mission and organizational capacity of the NCAF.

b.       The Trustees shall administer the disposition and/or sale of stock gifts and disposition of property gifts.

c.       Upon request, substantial gifts and donations for specific purposes will be accepted with the execution of the Memorandum of Understanding for financial gifts.

d.       For each substantial gift or donation as noted in item 3 above, a Memorandum of Understanding will be created and approved by the Trustees to promote a clear understanding of both the donor and the NCAF. The MOU will address the donor’s intentions and expectations of NCAF and any NCAF conditions and restrictions for the use of the gift.

 

6.      Membership of the NCAF

a.       As prescribed in the NCAF bylaws there is a permanent membership classification which is the Board of Trustees.

b.       In accordance with the bylaws additional classifications of non-voting NCAF membership may be established to allow for public association with the NCAF. As such, the Trustees have established a membership group called “Friends of Architecture in North Carolina”.

c.       The Board of Trustees shall establish and approve all activities for membership drives, campaigns and other activities to promote membership.

d.       An annual minimum contribution in an amount to be determined from time to time by the Board of Trustees to the NCAF is required to be recognized as a “Friends of Architecture in North Carolina”.

e.       The annual contribution of a minimum of $50 constitutes the accepted dues for this membership. Annual contributions exceeding the minimal amount is encouraged.

f.       Other dues shall not be required of the Board or Members but may be permitted upon majority approval of the Trustees.

 

7.      Employment of Fundraising Personnel

a.       Fundraising personnel, including both employees and independent consultants, may be engaged under terms and conditions approved with two thirds approval by the Board of Trustees.

b.       The NCAF shall only use the services of fundraising consultants who are registered with the Office of the Secretary of State of North Carolina.

c.       The NCAF may hire an Executive Director and/or staff who are full time or part time, whose salary and benefits are paid from Unrestricted Funds. The Staff shall be managed by the Executive Director or in absence of the Executive Director, by the Chair of the NCAF.

d.       The NCAF shall exercise control over any staff, volunteers, consultants, contractors, other organizations, or businesses that are known to be working on behalf of or soliciting contributions on its behalf.

e.       Compensation for the Executive Director, if any, shall be negotiated with and agreed to by AIA North Carolina and will be billed to the NCAF.

 

8.      Fund Raising Responsibilities and Procedure

a.      The NCAF Treasurer or other appointed Trustee shall lead Fund Raising efforts for the NCAF. The Chair of the NCAF may appoint a special committee that is responsible for all fund-raising activities as described herein.

b.       Fund raising activities that are established will be for the purpose of increasing fund balance for the NCAF and in accordance with the NCAF Financial Development Objective as documented in Section C.2 of this policy.

c.       An annual solicitation drive for membership dues will be implemented with invoices sent out in December of each year for the membership payment and for other voluntary contributions. Contributors will be classified as in Section F. These contributions are designated for the Unrestricted fund account unless approved by the Trustees for a different fund or purpose.

d.       “Friends of Architecture in North Carolina” is an ongoing program to solicit funds from architects AND non-architects to encourage participation by the public. Receipts are to be deposited into the Unrestricted Fund account unless determined differently by the Trustees each year.

e.       The Trustees and appointed committee shall work to pursue grants from Foundations that have missions that support grant opportunities for educational and public awareness programs regarding architecture, i.e. research projects, etc.

f.       Other efforts are permitted as formulated and approved by the Trustees and executed by an appointed committee and the NCAF Executive Director.

 

9.      Gifts, Trusts and Endowments

a.       NCAF funds have been given in trust by individuals to promulgate the stated objectives of the NCAF or those defined by the donor and accepted by NCAF. It shall be the obligation of the Trustees to honor those objectives as they are mutually agreed upon.

b.       Where funds have been given as endowments (As a Restricted Fund as defined herein) it shall be the Trustees’ obligation that such principal funds be preserved and nurtured and only the interest earned spent. The amount to be spent shall be balanced by considerations of the objectives as determined and approved by the Trustees.

c.       The above obligations shall be read to each Trustee, clarifications made if necessary and asked if they can abide by these principles before assuming this position. If they cannot, the existing outgoing Trustee shall serve until replacements can be selected.

 

10.       Awards and Grants

a.       Unrestricted Fund

i.       The Unrestricted Fund Account shall be used for NCAF Grants and other obligations.

ii.       In addition, to the established funds of NCAF as identified the bylaws and in Section 8 of this policy document, the Foundation seeks to use the Unrestricted Fund to fulfill its mission through its own projects and programming; through direct support of architects, scholars, artists, and others engaged in the areas of its concern; and through the support of public and private institutions with similar or complementary missions-particularly those institutions dedicated to education and the public dissemination of ideas.

iii.       North Carolina Architectural Foundation grants are offered to individuals, institutions, and other recognized entities in support of activities focused on architecture and the built environment; generally, activities that lead to the public dissemination of ideas through architecture appreciation awareness activities, educational programming publication and/or exhibition. More specifically, they must be supportive of the NCAF Mission and Objectives defined in 3b of these policies.

iv.       Grants should not exceed 90% of the total interest earned each year allowing ten percent (10%) to be reserved for reinvestment and growth in the fund.

v.       Grants generally should not exceed 4.5% to 5.0% of the unrestricted fund balance. The Board of Trustees shall have the authority to adjust this reserve percentage if the principal amount has grown to a level deemed sufficient to justify an adjustment.

vi.       The grant amount shall be determined by the Trustees based on funding availability

vii.       Applicants whose projects require more extensive support should indicate how the balance of funding is to be, or has been, obtained. The payment for an award will be contingent on confirmation of receipt of other support where that support is essential for the success of the program.

 

11.      NCAF Restricted Funds

a.       The Kamphoefner Prize

i.       The prize is funded through an endowment bequeathed by Henry and Mable Kamphoefner. The conditions and restrictions are defined by the provisions of this bequeathment.

ii.       The North Carolina Architectural Foundation currently awards the Kamphoefner Prize of $10,000 to an AIA North Carolina member who exhibits excellence in the modern movement of architecture.

iii.       The Kamphoefner Prize Account must have a balance such that the total account shall not be less than $150, 000 after an award is given in order for the prize to be awarded.

iv.       If funds are available and a Prize winner is not selected two $5,000 scholarships are to be awarded to students at the North Carolina State University College of Design.

b.       The J. Hyatt Hammond Scholarship

i.       The Foundation shall award the annual J. Hyatt Hammond Scholarships to young architects and emerging leaders wishing to attend the AIA Design Conference or now the Aspire Experience.

ii.       Upon death the J. Hyatt Hammond Estate bequeath $50,000 to this fund to sustain this scholarship applying the same guidelines above for awarding scholarships each year.

iii.       The funding levels shall be reviewed annually to evaluate if the current scholarship amounts are addressing the current conference registration cost.

iv.       Each year the Trustees shall evaluate and determine the amount and number of awards based on the fund balance and interest earned each year and make a recommendation to the AIA North Carolina Chapter Awards Committee.

c.       Other Created Funds and Campaigns

i.       The Board of Trustees may create new funds and campaigns to serve specific purposes aligned with the objectives of the NCAF.

ii.       If there are staff expenses related to a campaign or creation of a new fund, staff expenses may be paid to AIA North Carolina at the discretion of the Board of Trustees.

 

12.       Grant Applications

a.       Applications for grants shall comply with procedures outlined in the NCAF Section M. How to Apply for a NCAF Grant.

b.       The application will be initially reviewed by the NCAF Trustee Chair, the NCAF Executive Director and two other Chair appointed Trustee members. Recommendation will be acted on by the Board of Trustees.

 

13.      How to Apply for a Grant

a.       It is in the applicant’s interest to submit an application, which is specific and succinct. Applicants should, however, provide sufficient information to allow the Foundation to clearly understand the objectives of the grant request and the qualifications of the applicant. All applications should contain, as their first page, a summary sheet with the following information:

    • A project title.
    • The name, mailing address, telephone number, and e-mail address of the applicant and the names of the principal participants in the project.
    • A concise abstract (150 words or less) of the proposed project or activity.
    • A specific amount (in US dollars) sought from the Foundation.
    • A description of the anticipated final products which would result from the proposed undertaking.
    • The names of the people from whom letters of support have been requested.
    • A list of other funding sources being approached, and an indication of the status of those applications.

b.     This first page summary sheet may be submitted as a preliminary application for confirmation that the request is consistent with the purpose of the Foundation prior to completing the full application.

c.     In addition to the summary sheet, applicants should supply the following:

    • A proposal which succinctly describes the purpose, audience, and product of the proposed activity, and which addresses the applicant’s relevant background and capacity to accomplish the task for which support is sought.
    • A resume of the principal participants and-in the case of institutional applicants-background information on the applying institution.
    • A work plan and schedule which includes applicant’s plans for the dissemination of the completed work.
    • A budget which includes the various cost components of the total project and (if relevant) identifies other potential sources of support. Grant requests from institutions should not include funds for overhead or fringe benefits.
    • Three letters from qualified references who are familiar with the ability and character of the applicant and are knowledgeable in the areas of the proposal. These letters are an extremely important part of the application process and are most helpful when they candidly assess the worthiness of both the individual and the project and are submitted by the referee in confidence directly to the Foundation without copies to the applicant.
    • Supplemental information, including visual information, when appropriate.
    • Tax-exempt organizations must include with their grant request a copy of the IRS determination letter, which indicates the particular paragraph of the Internal Revenue Code that governs their exempt activities.

d.       Applications are considered twice a year. The postmark deadlines are January 15 and June 15, and the awards are usually announced approximately 20 days thereafter. If a preliminary application is made it must be made early enough to allow 30 (thirty) days for a response and ample time to complete the full application deadlines above.

e.       Reference letters postmarked up to fifteen days after the application deadlines will be accepted as part of the application. Reference letters with latter postmarks will not be considered.

f.       The Foundation will not accept applications which are sent by fax. Emailed submissions are accepted.

g.       Please do not use type smaller than ten points.

h.       The NCAF cannot be responsible for the safe return of material which is sent in support of grant applications, and applicants are urged not to send original or irreplaceable documents.

i.       All application materials should be sent to North Carolina Architectural Foundation Grant Application, AIANC Center for Architecture & Design, 14 E. Peace Street, Raleigh, NC 27601. Emailed applications should be sent to David Crawford, Executive Director, NCAF at [email protected].

j.       The applications will be initially reviewed by the NCAF Chair, the NCAF Executive Director and two NCAF Trustees appointed by the Chair. Recommendations will be acted upon by the Board of Trustees.

 

14.      Conflict of Interest

This Conflict-of-Interest Policy of the North Carolina Architectural Foundation (NCAF): (a) defines conflicts of interest; (b) identifies classes of individuals within NCAF covered by this policy; (c) facilitates disclosure of information that may help identify conflicts of interest; and (d) specifies procedures to be followed in managing conflicts of interest.

a.       Definition of conflicts of interest. A conflict of interest arises when a person in a position of authority over the NCAF may benefit financially from a decision he or she could make in that capacity, including indirect benefits such as to family members or businesses with which the person is closely associated. This policy is focused upon the material financial interest of, or benefit to, such persons.

b.       Individuals covered. Persons covered by this policy are NCAF Board of Trustees, officers, and employed executives, staff and/or paid consultants.

c.       Facilitation of disclosure. Persons covered by this policy will annually disclose or update to the Chair of the Board of Trustees either verbally or in writing their interests that could give rise to conflicts of interest, such as a list of family members, substantial business or investment holdings, and other transactions or affiliations with businesses and other organizations or those of family members.

d.       Procedures to manage conflicts. For each interest disclosed to the Chair of the Board of Trustees, the Chair will determine whether to: (a) take no action; (b) assure full disclosure to the Board of Trustees and other individuals covered by this policy; (c) ask the person to recuse from participation in related discussions or decisions within the NCAF; or (d) ask the person to resign from his or her position in NCAF or, if the person refuses to resign, become subject to possible removal in accordance with the NCAF removal procedures.

e.       The NCAF Executive Director will monitor proposed or ongoing transactions for conflicts of interest and disclose them to the Chair of the Board of Trustees to deal with potential or actual conflicts, whether discovered before or after the transaction has occurred.

 

15.      Whistleblower Policy

This Whistleblower Policy of the NCAF: (1) encourages Trustees, staff, and volunteers to come forward with credible information on illegal practices or serious violations of adopted policies of the NCAF; (2) specifies that the NCAF will protect the person from retaliation; and (3) identifies where such information can be reported.

a.       Encouragement of reporting. The NCAF Board of Trustees encourages complaints, reports or inquiries about illegal practices or serious violations of the NCAF’s policies, including illegal or improper conduct by the NCAF itself, by its leadership, or by others on its behalf. Appropriate subjects to raise under this policy would include financial improprieties, accounting or audit matters, ethical violations, or other similar illegal or improper practices or policies. Other subjects on which the NCAF has existing complaint mechanisms should be addressed under those mechanisms, such as raising matters of alleged discrimination or harassment via NCAF Board of Trustees channels, unless those channels are themselves implicated in the wrongdoing. This policy is not intended to provide a means of appeal from outcomes in those other mechanisms.

b.       Protection from retaliation. The NCAF prohibits retaliation by or on behalf of the NCAF against other Trustees, staff or volunteers for making good faith complaints, reports or inquiries under this policy or for participating in a review or investigation under this policy. This protection extends to those whose allegations are made in good faith but prove to be mistaken. The NCAF reserves the right to discipline persons who have bad faith, knowingly false, or vexatious complaints, reports or inquiries or who otherwise abuse this policy.

c.       Where to report. Complaints, reports, or inquiries may be made under this policy on a confidential or anonymous basis. They should describe in detail the specific facts demonstrating the basis for the complaints, reports or inquiries. They should be directed to the NCAF Executive Director or Chair of the Board of Trustees; if both of those persons are implicated in the complaint, report or inquiry, it should be directed to any of the non-implicated elected officers (Chair, Vice Chair, Treasurer or Secretary) of the Trustees. The NCAF will conduct a prompt, discreet, and objective review or investigation. Staff or volunteers must recognize that the NCAF may be unable to fully evaluate a vague or general complaint, report or inquiry that is made anonymously.

 

16.      Joint Venture Policy

This Joint Venture Policy of the NCAF requires that the NCAF evaluate its participation in joint venture arrangements under Federal tax law, if applicable and take steps to safeguard the NCAF exempt status with respect to such arrangements. It applies to any joint ownership or contractual arrangement through which there is an agreement to jointly undertake a specific business enterprise, investment, or exempt-purpose activity as further defined in this policy.

a.       Joint ventures or similar arrangements with taxable entities. For purposes of this policy, a joint venture or similar arrangement (or a “venture or arrangement”) means any joint ownership or contractual arrangement through which there is an agreement to jointly undertake a specific business enterprise, investment, or exempt-purpose activity without regard to: (1) whether the NCAF controls the venture or arrangement; (2) the legal structure of the venture or arrangement; or (3) whether the venture or arrangement is taxed as a partnership or as an association or corporation for federal income tax purposes. A venture or arrangement is disregarded if it meets both of the following conditions:

i. 95% or more of the venture’s or arrangement’s income for its tax year ending within the NCAF tax year is excluded from unrelated business income taxation [including but not limited to: (i) dividends, interest, and annuities; (iii) royalties; (iii) rent from real property and incidental related personal property except to the extent of debt-financing; and (iv) gains or losses from the sale of property]; and

ii. the primary purpose of the NCAF contribution to, or investment or participation in, the venture or arrangement is the production of income or appreciation of property.

b.       Safeguards to ensure exempt status protection. The NCAF will: (a) negotiate in its transactions and arrangements with other members of the venture or arrangement such terms and safeguards adequate to ensure that the NCAF exempt status is protected; and (b) take steps to safeguard the NCAF exempt status with respect to the venture or arrangement. Some examples of safeguards include:

    • Control over the venture or arrangement sufficient to ensure that it furthers the exempt purpose of the NCAF
    • Requirements that the venture or arrangement gives priority to exempt purposes over maximizing profits for the other participants
    • The venture or arrangement not engage in activities that would jeopardize the NCAF exemption
    • All contracts entered into with the NCAF be on terms that are arm’s length or more favorable to the NCAF.

 

17.      Gift Acceptance Policy

This Gift Acceptance Policy of the NCAF outlines the terms in which gifts may be accepted by the NCAF.

a.       The NCAF solicits and accepts gifts that are consistent with its mission.

b.       Donations will generally be accepted from individuals, partnerships, corporations, foundations, government agencies, or other entities, based on the discretion of the Board of Trustees.

c.       In the course of its regular fundraising activities, the NCAF may accept donations of money, real property, personal property, stock, and in-kind services.

d.       Certain types of gifts must be reviewed prior to acceptance due to the special liabilities they may pose for the NCAF. Examples of gifts which will be subject to review include gifts of real property, gifts of personal property, and gifts of securities.

 

18.      Endorsement Procedure

Any individual seeking the endorsement or support of the NCAF for an appointment to a State board/commission or a professional entity such as the AIA should make a formal request to the Board of Trustees. Such endorsement must obtain a majority vote of the Board of Trustees.

 

19.       Document Retention and Destruction Policy

This Document Retention and Destruction Policy of the NCAF identifies the record retention responsibilities of staff, volunteers, members of the Board of Trustees, and outsiders for maintaining and documenting the storage and destruction of the NCAF documents and records.

a.       Rules.

NCAF staff, volunteers, members of the Board of Trustees and outsiders (i.e., independent contractors via agreements with them) are required to honor these rules:

i.       paper or electronic documents indicated under the terms for retention below will be transferred and maintained by the Legal or Administrative staffs/departments or their equivalents.

ii.       all other paper documents will be destroyed after three years;

iii.       all other electronic documents will be deleted from all individual computers, data bases, networks, and back-up storage after one year; and

iv.       no paper or electronic documents will be destroyed or deleted if pertinent to any ongoing or anticipated government investigation or proceeding or private litigation.

b.       Terms for retention.

i.       Retain permanently:

    • Governance records – Charter and amendments, Bylaws, other organizational documents, governing board and board committee minutes.
    • Tax records – Filed state and federal tax returns/reports and supporting records, tax exemption determination letter and related correspondence, files related to tax audits.
    • Intellectual property records – Copyright and trademark registrations and samples of protected works.
    • Financial records – Audited financial statements, attorney contingent liability letters.
    • Retain for ten years:
    • Pension and benefit records — Pension (ERISA) plan participant/beneficiary records, actuarial reports, related correspondence with government agencies, and supporting records.
    • Government relations records – State and federal lobbying and political contribution reports and supporting records.

ii.       Retain for three years:

    • Employee/employment records – Employee names, addresses, social security numbers, dates of birth, INS Form I-9, resume/application materials, job descriptions, dates of hire and termination/separation, evaluations, compensation information, promotions, transfers, disciplinary matters, time/payroll records, leave/comp time/FMLA, engagement and discharge correspondence, documentation of basis for independent contractor status (retain for all current employees and independent contractors and for three years after departure of each individual).
    • Lease, insurance, and contract/license records – Software license agreements, vendor, hotel, and service agreements, independent contractor agreements, employment agreements, consultant agreements, and all other agreements (retain during the term of the agreement and for three years after the termination, expiration, non-renewal of each agreement).

iii.       Retain for one year:

    • All other electronic records, documents and files – Correspondence files, past budgets, bank statements, publications, employee manuals/policies and procedures, survey information.

c.       Exceptions.
i.        Exceptions to these rules and terms for retention may be granted only by the NCAF Executive Director or Chair of the Board.

 

20. Harassment Policy

Purpose
The NCAF and its members are committed to full compliance with all laws and regulations, and to maintaining the highest ethical standards in the way we conduct our operations and activities. This policy is designed to prevent sexual and other types of harassment within the NCAF, and to provide for corrective action as appropriate.

a.       Who Is Covered by the Policy

i.        This policy applies to the following people, referred to as Covered Individuals:

    • members of the NCAF Board of Trustees (or other governing body).
    • all individuals who act on the NCAF behalf through election, appointment (including appointment to a committee), or Board action, or under authority from its Bylaws or Rules of the Board.
    • NCAF staff
    • all individual members of the NCAF (Friends of Architecture in North Carolina) or other affiliates engaged in activities relating to the business of the NCAF such as meetings and events, continuing education sessions, tours, and any other NCAF related activities.

b.       Prohibited Conduct

i.        This policy prohibits discriminatory or harassing behavior (that is, unwelcome conduct) directed toward a person because of his or her sex, race, color, religion, national origin, age, marital status, personal appearance, sexual orientation or identification, family responsibilities, physical or mental disability, political affiliation, or other status protected under the laws of the jurisdiction(s) in which the NCAF is present or the relevant activities take place. Accordingly, no Covered Individual shall:

    • engage in or facilitate any discriminatory or harassing behavior directed toward NCAF officers, directors, members, staff, meeting attendees, exhibitors, advertisers, sponsors, suppliers, contractors, guests, or others in connection with activities relating to the NCAF.
    • engage in speech or conduct which is disparaging or derogatory of persons based on any of the factors mentioned above, in connection with activities relating to the NCAF.

c.       Reporting a Violation

i.        Violations of this policy may be reported to the NCAF Executive Director and/or to the Board of Trustees. The Board will be responsible for resolving any reported violation and will determine an appropriate course of action. This will ordinarily involve a prompt inquiry or investigation, which shall be conducted with utmost discretion and be kept confidential to the greatest extent possible. Such inquiry or investigation shall be conducted by the Board or by one or more of its members, by legal counsel retained by the NCAF, or by such other person(s) as the Board may designate.

d.       Board Action

i.        Promptly after the inquiry or investigation has been completed, the resulting findings will be reported to the Board. The Board shall then conduct such proceedings and take such action as may be appropriate and authorized under applicable law and under the governing documents of the NCAF. If a Trustee has been charged with the pertinent violation, he or she may present arguments and supporting evidence on his or her behalf but will not otherwise influence or participate in the Board’s proceedings on the violation.

ii.        If the NCAF Board of Trustees fails to address an alleged violation in the manner shown above, the person reporting the alleged violation may contact the NCAF Executive Director David Crawford at 919-833-6656, [email protected]. If the NCAF fails to respond, the person reporting the alleged violation may contact the General Counsel of the NCAF, M. Jackson Nichols at [email protected].

 

21.      Diversity and Inclusion

In principle and in practice, the NCAF values and seeks diverse and inclusive participation within the field of architecture. The NCAF promotes involvement and access to leadership opportunity to all members regardless of race, ethnicity, gender, religion, age, sexual orientation, nationality, or disability. The NCAF will continue to provide leadership and commit time and resources to advance this objective. The NCAF will develop strategies and initiatives to promote and welcome diversity within the board, staff, and membership of the NCAF and provide tools for its members regarding diversity and inclusivity.

 

22.      Investment Policies

a.       Standards of Care

i.       Prudence
The standard of care to be used by investment officials shall be the “prudent person”(1) standard and shall be applied in the context of managing an overall portfolio. The board of Trustees, acting in accordance with written procedures and this investment policy, and exercising due diligence shall be relieved of personal liability for an individual security’s credit risk or market price changes, provided deviations from expectations are reported in a timely fashion and the liquidity and the sale of securities are carried out in accordance with the terms of this policy.

Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived.

b.       Ethics and Conflicts of Interest

i.       Trustees and agents involved in the investment process shall refrain from personal business activity that could conflict with the proper execution and management of the investment program, or that could impair their ability to make impartial decisions.

ii.       Trustees and agents shall disclose any material interests in financial institutions with which they conduct business. They shall further disclose any personal financial/investment positions that could be related to the performance of the investment portfolio.

c.       Delegation of Authority
i.        Responsibility for the operation of the investment program is hereby delegated to the NCAF Board of Trustees, which shall act in accordance with the established written procedures and internal controls for the operation of the investment program consistent with this investment policy.

ii.        No person may engage in an investment transaction except as provided under the terms of this policy and the procedures established by the Trustees. The NCAF Trustees shall be responsible for all transactions undertaken and shall establish a system of controls to regulate the activities of subordinate officials.

[1 Prudent Person Rule is a standard that requires that a fiduciary with funds for investment may invest such funds only in securities that any reasonable individual interested in receiving a good return of income while preserving his or her capital would purchase. Historically known as the prudent or reasonable man rule, this standard does not mandate an individual to possess exceptional or uncanny investment skill. It requires only that a fiduciary exercise discretion and average intelligence in making investments that would be generally acceptable as sound. (West’s Encyclopedia of American Law. Copyright © 1998 by The Gale Group, Inc. All rights reserved.) ]

 

23.      Inactive Committees and Task Forces

Appointed Committees or Task Forces which become inactive or non-functioning shall be restructured by the Trustees or automatically expire within 12 months of their last meeting or shall expire and disband automatically at the end of their defined task.

 

24.     Amendments to NCAF Policy

These Policies may be amended at any regular or special called meeting of the Board of Trustees provided a copy of the proposed amendments is sent to each Trustee member 7 (seven) calendar days prior to the meeting and provided the amendment receives two third affirmative votes of attending Trustees.

 

25.      Reports to the NCAF Board of Trustees

a.       A report outlining the grant and award activities and related financial position for each fund of the NCAF shall be presented quarterly to the Board of Trustees and at their first meeting (Annual Meeting) of each new year. A copy of this report shall be maintained and placed in the NCAF minute book.