2012 Quality Assurance Checklist Review For Review Only Not to be used in place of completing the 2012 online QA documents

Transcription

1 QAC Origination Date: January 2007 Revision: January Quality Assurance Checklist Review For Review Only Not to be used in place of completing the 2012 online QA documents Affiliates will use best efforts to comply with the Quality Assurance Checklist Best efforts is a very high standard of compliance. Best efforts means that an affiliate must take all action and exercise all of its skill, talent and resources possible to comply with the Quality Assurance Checklist. Quality Assurance Key Possible answers for each question: Yes No 1 No, but we would like assistance in this area. No 2 No, but policy/procedure in this area is in progress/pending board resolution. No 3 No, and we understand that this means we are not adhering to the standard but there are no plans to change. N/A Not applicable (for personnel-related questions 25 and 32 only). Sections 1 Covenant - Habitat affiliates are formed in a community as a Christian ministry that not only builds homes for those in need but also transforms communities. Christian Identity 1. Affiliate public relations materials identify the organization as based on Christian principles. 2. Affiliate mentions Christian principles or the gospel of Jesus Christ in purpose section of bylaws and articles of incorporation. 3. Affiliate board members read the Affiliated Organization Covenant and sign it annually. Affiliate Tithe 4. Affiliate supports the international work of Habitat for Humanity through an annual tithe. Section 2 Service Delivery Habitat affiliate programs support and actively work to accomplish its mission. Homeownership 5. Affiliate uses a second mortgage or other legal instrument that, at a minimum, grants the homeowner the equity paid into the home.

2 6. Except where it is not possible to do so, affiliate sells homes to family households with income no greater than 60 percent of affiliate s area median income. Affiliate sells homes to low-income families in need. Need will be evaluated in the context of the affiliate s service area median income, cost of living index and other local factors. 7. Affiliate sells the house via a mortgage document which states zero interest is charged. 8. Affiliate provides family support services to all selected families through appointed volunteers, staff or other professionals. 9. Affiliate policy provides for the transfer of title of the completed house to approved applicant upon occupancy, or on a specific timeframe, and as soon as practical thereafter. Homeowner Selection 10. Affiliate de-selects partners in the following cases: demonstrated fraud on the application, failure to complete requirements set forth in the letter of acceptance, negative change in financial condition which would significantly impact the ability to pay, or presence on a sexual offender database. 11. Affiliate abides by Equal Credit Opportunity Act (ECOA), Fair Housing Laws, Fair Credit Reporting Act, Privacy Act, Americans with Disabilities Act, and any applicable local laws. 12. Affiliate abides by the HFHI policy to check registration of homeowner applicants, board members and paid and unpaid staff in its state's sex offender database. Sweat Equity 13. Affiliate has a board-approved sweat-equity policy, which requires no less than 200 hours of sweat equity per household, including 100 hours of construction. House Building 14. Affiliate complies with all applicable building codes. Where there are no local codes, the International Residential Code (IRC) will be used as minimum. 15. Affiliate must serve at least one family per year through one of the following housing interventions: (i) new home (ii) rehabilitated home (iii) repaired home (through A Brush with Kindness or similar repair program) (iv) weatherized home A minimum of one family served over a three-year period must be through a rehab or new home construction. 16. Affiliate builds houses generally in accord with the Habitat House Design Criteria. * Section 3 Governance Habitat affiliates are governed by a board of locally elected volunteers who are committed to the affiliate s mission, determine policies and procedures, and monitor the affiliate s financial and programmatic performance. * Policy variance until Dec. 31, For details, refer to enclosed letter dated July 20, 2009, to U.S. affiliated organizations from Larry Gluth, vice president, U.S./Canada Area Office, HFHI.

3 Board and Committees 17. Affiliate bylaws include term limits for board members. Term limits of no more than eight consecutive years are recommended. Bylaws are enforced and annually reviewed. 18. Affiliate s current board roaster is sent to Affiliate Support Center. 19. Affiliate has functional board committees (such as Executive, Personnel, Finance, and Nominating). 20. Affiliate has operational board committees (such as Church Relations, Family Selection, Family Support, Construction, Site Selection and Fund Development). Policy 21. Affiliate board has an approved House Pricing Policy. Such policy takes into consideration calculation of true house costs including subsidies. Houses have no profit added and are priced to be affordable to households meeting income eligibility without creating cost burden according to HUD standards. 22. Affiliate board has an approved Family Selection Policy which defines the criteria used and how they are applied in a non-discriminatory manner as per applicable laws. 23. Affiliate board has approved and abides by a conflict of interest policy, per applicable law. 24. Affiliate board has approved a construction safety policy which addresses training of staff, volunteers and homeowners, volunteer management, safe construction methods, and emergency response. 25. Affiliate has a board-approved Personnel Policy which complies with all local, state and federal employment laws including those relating to non-discrimination, sexual misconduct in the workplace, and worker compensation, and includes statements on retention and confidentiality of personnel files, terms of employment, benefits, position descriptions, and a sexual harassment policy. 26. Affiliate board adopts a policy that prohibits any actions or conduct which may discriminate against or harass any partner family or applicant for a Habitat home. 27. Affiliate board has a written policy of record retention and adheres to the policy. 28. Affiliate board has a written policy on Mortgage Delinquencies that is enforced and specifies affiliate action based on number of days payment is overdue. Section 4 Human Resources Habitat affiliates ensure that there are adequate human resources to accomplish the mission. Volunteers 29. Affiliate has liability waivers signed annually by all volunteers, including construction volunteers, and retains for one year beyond expiration of the statute of limitations.

4 30. Affiliate abides by federal and state child labor laws, including restricting youth under 16 years old from an active construction work site, and youth under 18 years old from operating power tools and engaging in hazardous construction. 31. Affiliate tracks volunteer hours. Personnel (if applicable) 32. Affiliate conducts its staff hiring processes in a fair, open and non-discriminatory manner. Section 5 Financial Management and Legal Habitat affiliates practice sound financial management and comply with various legal and regulatory requirements. Finances 33. Affiliate complies with Generally Accepted Accounting Principles (GAAP) and with HFHI's Affiliate Financial Policies and Procedures manual and directives. 1. Affiliates with revenues more than $250,000 per year, or assets greater than $500,000, have financial statements audited by an external auditor. 2. Affiliate board reviews the most recent expense and revenue statement against the budget. 3. Affiliate directly services mortgage loans or contracts to an agent that fully complies with applicable law. 4. Affiliate reconciles each escrow account annually and provides every homeowner a statement of taxes, insurance and payments. 5. Affiliate has a written annual board-approved affiliate budget that includes anticipated sources of income and expected expenses for the fiscal year. The budget categories coincide with accounting categories used to track finances of the affiliate. 34. Affiliate has a board-approved written policy of fiscal safeguards practiced by the affiliate, adequate internal controls in place, and adequate segregation of duties. Legal and Risk Management 35. Affiliate has minimum insurance coverage for General Liability, Builders Risk, Volunteer Accidental Medical and Directors and Officers Liability. 36. Affiliate legal papers, including all mortgage documents, are kept in a fireproof, secure and publicly accessible location. 37. Affiliate complies with Internal Revenue Service (IRS) Section 501(c)-3 and with all applicable state and local laws. 38. Affiliate files IRS form 990-N (affiliates with receipts less than $25,000) or 990 (affiliates with gross receipts over $25,000) in a timely manner and in accordance with IRS regulations. Section 6 Development Fund-raising activities adhere to professional and ethical fund-raising practices. 39. Affiliate donors receive a written receipt documenting contributions as required by IRS guidelines. 40. Affiliate has no single external source of revenue, including government funds, which exceeds 30 percent of the affiliate budget. * 41.

5 Affiliate adheres to U.S. Collaborative Development Handbook. 42. Affiliate uses all contributions for the purpose as expressed by the donor. 43. Affiliate fund-raising personnel, including both employees and independent consultants, are not compensated on a percentage of the amount raised or any other commission formula. Section 7 Partnering Habitat affiliates understand and articulate the larger context of housing needs and actively partner with others to eliminate poverty housing. Collaboration 44. Affiliate conducts all operations within its defined service area. 45. Affiliate uses the HUD Equal Housing logo or equal housing opportunity statement on all family selection outreach materials. 46. Affiliate has officially adopted the registered HFH logo and branding materials and uses the current logo and branding materials on all materials and according to all HFHI quality standards. Communications and Technology 47. Affiliate has a publicly accessible central office with a dedicated mailing address. 48. Affiliate has a unique telephone number in the directory under Habitat for Humanity and has voice mail or an answering machine. 49. Affiliate has access to a computer with commonly used word processing and spreadsheet software and Internet access. 50. Affiliate has a unique address for the affiliate. Board Approval of this Certification Application A. Affiliate board of directors has reviewed the answers provided on this Annual Affiliate Certification Application and approved its submission as an accurate declaration of the affiliate. B. Affiliate board of directors understands that in submitting this document its contents are being certified as accurate. Failure to submit a timely and accurate checklist may result in disciplinary action. * Policy variance until Dec. 31, For details, refer to enclosed letter dated July 20, 2009, to U.S. affiliated organizations from Larry Gluth, vice president, U.S./Canada Area Office, HFHI.