Mill Policy Donations

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1 Statement DMI and its Team Members play a vital role in fulfilling our corporate commitment of being a responsible and caring partner in the communities where our Team Members live and work. Under this policy, DMI undertakes to contribute to social and cultural vitality and collective well-being by supporting various humanitarian, community, educational, and health-related activities, and by partnering with various cultural, environmental, or sport-related events. DMI awards donations and sponsorships to achieve one or more of the following objectives: o To serve as a good corporate citizen; o To maintain or improve community relations; and o To promote its strategic objectives, programs, and services. Our objective is to improve the quality of life in the surrounding communities where PRPD is present, and to utilize the Donation Policy as another vehicle for communicating important milestones and how PRPD operates. Guidelines Criteria: DMI will allocate 60% of its annual approved budget to projects that follow the pre-determined critera as outlined below by review and approval of the DMI Donation Committee. The allocation of funding is intended to be distributed to the pre-selected groups or organizations in equal amounts to best help those organizations with their project or activity. Understanding that most organizations would benefit from a greater monetary donation to provide higher impact, the intent of this allocation is to provide resources to allow for security, growth, and investment. DMI has retained 40% of its annual approved budget and will allocate this 40% to those team members within the organization under the Team Member Volunteer Program. Preference will be given to groups and organizations that: o Are non-profit and can demonstrate community and/or environmental support and involvement; o Are working for the benefit of a wide range of stakeholders, in particular, the youth of a community; and o Can demonstrate how the money or in-kind donation is to be spent and the expected outcome of the event. 1 of 6 P a g e

2 Budget: The donations and sponsorship budget is established annually as part of the company s business planning process. DMI shall allocate to donations and sponsorships a total annual budget which will be determined on a fluid basis. Donation requests greater than $20,000 require DMI Executive Committee approval as per Policy 7.1 Matrix of Delegated Management Authorities. Funding Restrictions: PRPD does not provide funding for: o Religious organizations, unless funding is for service projects benefiting the community; o Political organizations; o Organizations that discriminate based on the grounds mentioned in our human rights, violence, and harassment policy no. 4.3; o Organizations outside of our forest tenure areas; o Individual sporting events; o For-profit ventures; o Private clubs which are fully funded through membership fees and/or having restricted membership; o Sport teams that are open to DMI Team Members only (with the exception of the DMI Pulp Spiel); and o Endowments or memorials. Exceptions to this policy may only be granted by DMI s Operating Committee. Categories of Donations: Through this policy, DMI supports groups and organizations that operate in the following broad community sectors, as a percentage of the annual budget available: Arts and Culture o Support arts and culture to promote its continued existence; o Contribute to major regional cultural events; o Support the following arts disciplines: theatre, dance, classical music, and aboriginal arts and culture; o Support museums and libraries through specific exhibitions, as well as school and family activities; and o Support events and venues that allow the next generation of artists to emerge. Environment and Community o In this funding area, DMI support consists first and foremost of all activities that relate to our forest management areas; and 2 of 6 P a g e

3 o Events or projects that aim to generate citizen accountability and action with respect to the protection and enhancement of the environment and sustainable development of the boreal landscape. Sports and Recreation o In amateur sports, promote initiatives, projects, and events that encourage multisport activities; o Support organizations and events that give athletic teams the opportunity to participate in qualifying competitions for regional, provincial, and national championships; o Promote the practice of sports among people with physical and intellectual disabilities in order to improve their quality of life; and o Support sport activities of business or social interest to the company. Health: Donations in the field of health are limited to major fundraising campaigns. DMI agrees to consider contributing to a fundraising campaign or activity provided that the funds collected are used to develop centres of excellence related to the regional health needs of our residents. The term of the commitment shall generally not exceed ten (10) years and must be approved first by the DMI Operating Committee and then presented to the DMI Executive Committee. Education: DMI may contribute to fundraising campaigns, benefit events, or special funding projects for public primary and secondary schools. The preference of donation monies being allocated will be to those activities that promote reading, science, and technology amongst young people, develop skills in fields of interest to DMI, and support actions that encourage perseverance and academic success. Social and Humanitarian Causes: DMI is committed to ensuring our donations are able to make a difference in our community and to those individuals who need assistance the most. Donations in this regard may relate to the following: o Offer emergency services and assistance to people in distress; o Support people who are ill; and o Fight poverty by providing assistance. The main criteria for evaluating requests and determining the level of DMI s contributions are as follows: o Holding a fundraising campaign and/or financing campaign; o The organization s annual budget, and; and o The ability to obtain financial support in the local community and in the organization s field of endeavour. 3 of 6 P a g e

4 Other Types of Contributions (Surplus Assets and In-Kind Donations): DMI may also provide support to certain organizations in the form of donations identified as surplus assets or through in-kind donations. Donations that do not involve a direct cash contribution, but instead might include providing promotional or supply items (i.e. coffee mugs, company jackets, golf balls, etc.). A monetary value must be assigned to in-kind donations to keep them in line with budgetary and reporting parameters. These donations will be capped to a $1,000 maximum. In-kind donations also include providing skilled labour support to community projects when cash donations are either not available or not feasible (i.e. construction projects, equipment maintenance, fabrication, etc.). Process for Managing Donation and Sponsorship Requests: There are five (5) steps in processing donation requests: o Receipt of request; o Review and recommendation by DMI PRPD Donations Committee; Committee to be comprised of one (1) member from Woodlands, Production, Maintenance and Engineering, and Administration. Membership to change on an annual basis. It is the responsibility of the Departments to provide representation. o Reply to applicant; o Negotiating an agreement; and o Follow-up. Receipt of Request: To optimize processing, applicants are advised to complete the form provided on DMI s website Circular letters will not be processed. Review and Recommendation: Requests shall be reviewed according to the criteria and guidelines as set forth in this policy. The main sponsorship selection criteria are the possibility of reaching the target audience through the activity or event proposed and the ratio of the amount requested to the return on investment. At any time during the review process, DMI may ask for information it deems necessary to complete the request and make its recommendation. An applicant s failure to cooperate may result in rejection of the request; and Donations and sponsorships are not automatically renewed. 4 of 6 P a g e

5 Reply to Applicant: A written reply is sent to the applicant within a reasonable time informing him/her of DMI s decision. Negotiating an Agreement: When a donation or sponsorship is awarded, the designated DMI representatives will negotiate a contractual agreement with the organization concerned; and If the total amount awarded is $20,000 or more, a contract is mandatory. Follow-up: DMI will follow up on all agreements under this policy, and All recipients of donations from PRPD are required to submit a photograph of the donation to the Approving Committee. These photographs will be used in publications and on social media. All organizations must receive approval from those within the photograph to allow for publication distribution. The failure to submit a photograph will preclude the organization from receiving a donation in subsequent years. Team Member Volunteer Program Donations ( TMVP ): Contributions made to non-profit organizations on behalf of our full-time DMI Team Members, spouses, or immediate family members who volunteer their time for the betterment of our surrounding communities. Team Member Volunteer Program Guidelines: Applicant must be a fulltime DMI Team Member, spouse, or immediate family member as designated by being a dependant through the DMI Benefit s program. Applicant must contribute a minimum of 40 hours of volunteer time per year for the organization requesting the funds. Volunteer hours associated with reducing membership costs are excluded from the yearly volunteer calculation. Applicant can apply for a grant up to a maximum of $500. Applicant can apply for more than one grant each year, however, an organization can receive only one grant from a Team Member each year. If more than one Team Member or family member volunteers time with the same organization, they may submit a joint application for a maximum of $500 per applicant. In no circumstances will one organization receive more than $1,000 per year. 5 of 6 P a g e

6 Application Process: Regretfully, due to the large volume of requests we receive, we are unable to support every request; however, all requests received will be reviewed and responded to quarterly (January March) (April June) (July September) (October December) via a formal response letter or telephone call. Full-time Team Members, spouses, or immediate family members can apply by filling out the form attached. No donation requests will be approved without this application; Submit applications to: Daishowa-Marubeni International Ltd. Peace River Pulp Division Peace River Pulp Division Postal Bag 4400 Peace River, AB T8S 1V7 Attention: Human Resources - Donations or donations@dmi.ca If a request for a donation is rejected, the HR Superintendent will contact the Team Member requesting the donation with the reason(s) why; and If a donation request is approved, the Team Member will forward picture of a cheque presentation to HR and then the grant money will be forwarded to the Team Member. Approval Mill Manager - Bill Downing May 20, of 6 P a g e