Budget Policy
The AFLCR shall have a balanced budget. The treasurer shall prepare and maintain the budget and shall present monthly financial updates to the board of trustees. An annual financial statement shall be furnished to AFLCR members at each annual membership meeting. The fiscal year of the AFLCR is the calendar year.
All categories of financial obligation of the AFLCR shall be approved in advance by the treasurer or other board officer. The treasurer shall ensure that all debts and obligations are paid when due. Payroll, taxes, and routine expenses shall be handled by an outside accountant.
Minor expenses and purchases (less than US$500) may be paid without prior consultation with the board. Significant expenses and purchases (more than US$500) require prior board approval.
The board will maintain a reserve fund sufficient to meet the financial obligations of the AFLCR for at least three (3) months.
Adopted: 1/19/2023
Conduct of Board Business
As a general rule, all AFLCR board business will be conducted at board meetings. If an issue needs to be resolved before the next regularly scheduled board meeting, an attempt may be made to resolve the issue via email exchange. Any action resulting from such exchange must be agreed to in writing or by email by each board member.
At any time, if a board member feels that the matter cannot be resolved by email, they may call for the email exchange to be ended. If the issue still needs to be resolved before the next regular board meeting, a special meeting, in person or via Zoom, will be called.
The foregoing shall not apply to proposed changes in board policy or in longstanding practices. Such matters shall first be considered by any relevant board committee(s), then discussed and decided at a meeting of the board.
Adopted: 8/15/23
Conflicts of Interest Policy
This policy is designed to help directors, officers, employees and contractors of the AFLCR to recognize transactions that present actual or potential conflicts of interest and to avoid such conflicts.
Background statement
Directors and officers of nonprofit corporations owe a duty of loyalty to their organizations which requires that they act in the best interests of the organization at all times. A conflict of interest occurs when a director, officer, key employee, or other person in a position to influence the nonprofit, i.e., “an insider,” may benefit personally in some way from a transaction or relationship with the nonprofit organization that he or she serves. Examples include financial benefit, access to information or access to an opportunity that the insider would not otherwise have had.
Examples of Conflicts of Interest for Board Members
*A board member or the spouse, partner, parent, or other relative of a board member serves as an employee of the AFLCR;
*A board member, or a business that he/she owns, provides a service to the AFLCR for which the board member or his/her business is compensated;
*A board member serves on the board of another nonprofit where the second nonprofit may be in a position to make grants or enter into contracts with the AFLCR.
Other Examples of Conflicts
*Use of Information : Directors, officers, employees, and contractors must exercise care not to disclose or to use confidential information acquired in connection with their association with the AFLCR, or information the disclosure of which might be adverse to the interests of the AFLCR. In addition, directors, officers, employees, and contractors may not disclose or use information relating to the business of the AFLCR for personal profit or advantage.
*Gifts and Entertainment : Directors, officers, employees, and contractors may not accept gifts, entertainment or other favors from any individual or entity that does business with the AFLCR or that is seeking to do business with the AFLCR. This does not prohibit the acceptance of items or entertainment of nominal value that are not likely to affect a person’s independent judgment.
Procedure for Dealing with Conflicts of Interest
Should an actual or potential conflict of interest arise, it must be reported to the board president or to his/her designee. The person making the report may be the person with a conflict or another person who is aware of the conflict. When a report of a conflict of interest is made, the board shall discuss and vote on how to handle the conflict at a meeting where the conflicted individual is not present. Upon evaluation of the conflict, the board shall determine whether the transaction may still be in the best interests of the AFLCR or whether an alternative can or should be found. The board’s decisions relating to disclosed conflicts shall be documented.
Acknowledgment
The board member, officer, employee or contractor named below understands the AFLCR policy on conflicts of interest, including the duty to disclose any known or potential conflicts. Furthermore, said person agrees to abide by the procedure for dealing with conflicts of interest outlined in this policy.
Printed name of board member, officer, employee, contractor: __________________________
Signature: ___________________________________________________________________
Date: _______________________________________________________________________
Adopted: 1/5/2023
Covid Policy
The AFLCR is concerned about the health and safety of its students, teachers, and staff. Accordingly, any staff member, teacher or student who will be working in person, teaching in person or attending classes in person must be fully vaccinated against Covid 19, unless they qualify for a medical or religious exemption.* Being fully vaccinated means that a person has received all doses of an FDA (EUA)-approved Covid vaccine and the most recent booster dose recommended for that person by the Centers for Disease Control. In the discretion of the School Director, students attending a class in person will be required to show a Covid-19 Proof of Vaccination Card at the first class meeting.
In addition to the mandatory vaccination requirement, the AFLCR will continue to follow and adhere to relevant CDC and local regulatory requirements and recommendations with respect to wearing masks and maintaining social distancing. Although face coverings are not required at this time, the AFLCR reserves the right to require them in the future. These requirements and this policy will remain in effect until the AFLCR believes it is prudent to rescind the policy.
This policy will be prominently displayed in the AFLCR office, on the AFLCR website and in the monthly newsletter. It will also be distributed to all teachers and staff. Should the AFLCR decide to rescind or change this policy, such change will be communicated through the same channels used to disseminate the policy.
*If any individual claims an exemption because of a medical reason, that individual must provide a letter from a doctor, physician’s assistant or nurse practitioner verifying the reason for the exemption. The AFLCR will make reasonable efforts to accommodate students who claim a health or religious exemption by providing access to online classes.
Adopted: 1/19/2023
Document Retention Policy
The AFLCR shall maintain records of its actions and activities, including financial records, employment-related records, membership data, course offerings and enrollment data, agendas and minutes of board meetings, records relating to sponsored events, newsletters, etc., for reference or for regulatory review, tax audit or litigation. All official records concerning the business of the AFLCR shall be maintained in appropriate subject matter files on a secure computer drive, such as the AFLCR Team Drive. Records should be filed as soon as they are finalized and should be converted to .pdf or other stable format before being uploaded to the appropriate folder. In addition to digital retention, official records may also be maintained in writing.
Adopted: 1/5/2023
Employment Policies
Discrimination
The AFLCR does not discriminate on the basis of sex, race, ethnicity, age, religion, or any other legally protected criterion. Nor will the AFCLR tolerate acts of discrimination or harassment by or against its directors, officers, employees, or volunteers. This includes behavior—actions, words, jokes or comments—that could create a hostile, abusive or intimidating working or learning environment based on protected criteria. Any incident of discrimination or harassment should be brought to the attention of a board member and may be submitted to the board for review. In appropriate circumstances, an employee may be terminated or a volunteer may be released for violation of this policy.
Sexual Harassment
Sexual harassment is a form of sex discrimination under federal law. The AFLCR has zero tolerance for sex discrimination and will take appropriate remedial action should such behavior occur, up to and including removal of a director, termination of an employee or release of a volunteer. If an employee, volunteer or student believes that he or she has been a victim of sexual harassment, the circumstances should be reported to a board member. A board member who believes that he or she has been a victim of sexual harassment should report the circumstances to the board president or to another board member. All complaints will be taken seriously and will be fully investigated. Details of a sexual harassment complaint will be kept confidential to the extent possible. It is a violation of this policy to retaliate against a person who complains about sexual harassment.
Adopted: 1/5/2023
Extra Compensation for Teachers
Teachers are employed by the AFLCR primarily to teach assigned classes or private lessons, including class preparation. However, teachers may also be asked to perform other teaching-related duties that are not part of their regular teaching or preparation time. Examples include, but are not limited to, curriculum development or evaluation of new teaching software. When such work has been authorized, pre-approved, or requested by the school director or by the board, teachers will be compensated for this work at the same hourly rate that they are paid for their regular teaching and preparation duties. Additional compensation will not be paid for the performance of work unrelated to teaching activities, such as social hours or special events.
Adopted: 1/5/2023
Reserve Fund Policy
In the interest of ensuring the stability of its mission, programs, and ongoing operations, the AFLCR shall maintain a Reserve Fund, intended to provide a source of funds for temporary situations such as a sudden increase in expenses, one-time unbudgeted expenses, an unanticipated loss in funding, or uninsured losses. Reserves are not intended to address a permanent loss of funds or to eliminate an ongoing budget gap. Nor are they intended to be used for daily operations or capital expenditures. When reserves are used, they shall be replenished as soon as possible.
The minimum amount to be maintained in the Reserve Fund shall be an amount sufficient to maintain ongoing operations and programs for a period of six months, this amount to be determined on December 31, the end of the fiscal year. However, reserves may be reviewed and adjusted in response to internal or external changes at any time. At a minimum, the level of reserves and this policy shall be reviewed annually. Monies designated for the Reserve Fund shall be kept in a certificate of deposit account at the TD Bank.
All decisions concerning the use of the Reserve Fund shall be made by the board of directors of the AFLCR. A request to use such funds may be initiated by any member of the board but shall require the recommendation of the treasurer, whose recommendation shall also include a recommendation for replenishment of funds. The treasurer shall maintain a record of the use of reserves and the plan for replenishment.
This Reserve Fund policy will be implemented in conjunction with the other governance and financial policies of the AFLCR and is intended to support the goals and strategies contained in these policies.
Adopted: 1/16/24
Tuition Refund Policy
Tuition rate:
•The AFLCR has two tuition rates: one for nonmembers and a discounted rate for members. The tuition rate for a course is based on the student’s membership status at the time he/she registers for the course.
•A non-AFLCR member who becomes an Alliance member after registering for a course may not receive a partial tuition rebate or credit for a course for which he/she already registered.
Course canceled by AFLCR:
If a scheduled course is canceled by the AFLCR before the first class meeting, students who registered and paid for the course will receive a full tuition refund.
Registration canceled by student:
•Course cancelations by students must be in writing and sent by email to education@aflcr.org or by letter addressed to the AFLCR at 43 King St., Burlington, VT 05401. The letter must state the name of the course and the reason for the cancelation.
•If a student registers for a course but cancels the registration prior to the commencement of the course, a full refund or credit will be offered. If credit is issued, it may be applied to a future AFLCR course for a period not to exceed 12 months from the date of the canceled registration.
•If a student registers for a course but cancels the registration on the date of or after the commencement of the course, no refund or credit will be offered.
•No refund or credit will be offered for missed classes within a course. If a student knows in advance that he/she will miss one or more classes in a course, arrangements may be made with teacher to receive a transcript or recording of the missed class(es), if possible.
•In extenuating circumstances, in the sole discretion of the Director of the French Language Center, a student who cancels a course registration on the date of or after the commencement of the course may receive a full or pro-rated tuition refund or a full or pro-rated credit toward a future AFLCR course.
Cancelation of private lessons:
•If a teacher cancels a private lesson, an effort will be made to reschedule the lesson. If it is not possible to reschedule, the student will receive a refund for the missed lesson.
•If a student cancels a private lesson, an effort will also be made to reschedule the lesson. If it is not possible to reschedule, the student will not receive a refund for the missed lesson.
Adopted: 2/8/2022
Use of Volunteers
The AFLCR could not function without the work of its volunteers. The following are rules that govern the use of volunteer labor.
A volunteer may not be used to perform the same work as is performed by paid employees.
Volunteers may not be compensated for the work that they perform. However, they may be eligible for reimbursement of pre-approved, actual out-of-pocket expenses incurred while engaging in volunteer service for the AFLCR. Receipts will be required for reimbursement.
Descriptions of functions and supervisory relationships shall be established for volunteers who have ongoing responsibilities.
An employee of the AFLCR may also perform volunteer work for the organization. However, such work may not be a condition of employment for an employee, nor may it be coerced in any way.
Where relevant, AFLCR policies shall apply to volunteers to the same extent that they apply to employees.
Adopted: 1/5/2023
Whistleblower Protection Policy
AFLCR board members, officers, employees, and volunteers are encouraged to report concerns about breaches in ethical or legal conduct. Any such report should be promptly presented, in writing, to a member of the board.
It is contrary to this policy for anyone to retaliate against a person who reports unethical or illegal conduct in good faith. The board is responsible for ensuring that all reports are investigated and resolved and that persons reporting such concerns are protected.
Adopted: 1/5/2023