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Administration: Advertising Standards

Purpose

This policy applies to all promotional activities, targeted to professionals and/or consumers, for commercial purposes by any person or entity.  Such activities may include advertising in any Lamaze International asset, publication or media exhibiting, event or program sponsorship, or mailing list rental. The intention of the Board of Directors is to permit the wide dissemination of information relevant to Lamaze International members and their clients while avoiding any express or implied endorsement of advertised products or services.

Standards

All advertising must be consistent with the philosophy and principles of Lamaze International, and cannot negatively impact the reputation of Lamaze International. Acceptable advertisers are those promoting products and/or services, which are appropriate to and consistent with the needs or interests of maternal/child health professionals, expectant parents, parents of infants and children, or infants and children. All advertising in Lamaze professional or consumer publications must adhere to Advertising Guidelines for Professional and Consumer Publications, Attachment I.

Lamaze International reserves the right to decline or prohibit any advertising which, in its sole discretion, is inappropriate or contrary to its policies. This reservation is all-inclusive as to persons, things, printed matter, products, and conduct.

Responsibilities

Adherence to these advertising standards will be monitored by the Associate Executive Director, under the guidance of this policy.  All new product categories will be subject to review to ensure compliance with this policy. The Ad Review Liaison will advise management when questions arise regarding policy interpretation and for review of new product categories before the advertising is accepted or denied. The President-Elect will serve as the Ad Review Liaison; any questionable advertising or policy considerations will be referred to the Executive Committee for further review. 

Lamaze International Advertising Guidelines for Professional and Consumer Publications

The mission of Lamaze International is to promote normal, natural, healthy and fulfilling childbirth experiences for women and their families through education, advocacy and reform. The Lamaze International philosophies of birth, breastfeeding and parenting are attached. No advertising can be included in professional or consumer publications that contradict or do not support that mission. No advertising may do anything to negatively affect the reputation of Lamaze International. Consistent with its philosophy on breastfeeding, Lamaze International abides by the World Health Organization Code of Marketing Breastmilk Substitutes and its resolutions (WHO Code). Compliance with WHO Code advertising provisions is applicable to the product or service being advertised, not to the entire corporation. Lamaze International reserves the right to decline or prohibit any advertising which, in its sole discretion, is inappropriate or contrary to its policies. This reservation is all-inclusive as to persons, things, printed matter, website content, inserts and coupons, product samples, video and conduct.

These advertising guidelines are applicable to all Lamaze consumer and professional publications and media, and all Lamaze educational events, including the annual conference, workshops (hosted publicly or privately), online education programs and Lamaze Childbirth Educator Programs. Acceptance as an advertiser, exhibitor or sponsor can not be viewed as an endorsement of any product.

Pregnancy and early parenting is a vulnerable time for women and their families. Therefore, no advertising materials may exploit this by containing sensational, fear invoking copy and/or claims. All ad claims require appropriate legitimate substantiation.

All changes in ad guidelines must be approved by the Lamaze International Board of Directors. The Board of Directors reserves the right to review, revise and amend these guidelines annually. Any changes will be forwarded to Lamaze advertising representatives, immediately to take effect no later than the following January 1.

The following categories of products WILL NOT be accepted for advertising in any Lamaze media vehicle:

  • Bottles, nipples, pacifiers
  • Infant/Toddler Formula or foods which contain infant formula
  • Alcohol
  • Tobacco
  • Douches
  • Feminine Deoderant Sprays
  • Private cord blood banking
  • Single ingredient dietary supplements with the exception of iron, folic acid and calcium
  • Synthetic DHA/ARA supplements with exception to multi-vitamins
  • Products that bear the brand name of infant formula

The following categories of products WILL be accepted for advertising in any Lamaze media vehicle as specified:

Prescription, OTC Products and Vaccines
Prescription and over the counter (OTC) products will be accepted with preference for single agent rather than multi-treatment products, and topical versus systemic products. Such products must be safe and appropriate for pregnant or lactating women, newborns (under 6 months), infants (over 6 months), or children.

Vitamins and minerals for pregnant, breastfeeding women and infants must meet the following criteria:

  • Pregnant and breastfeeding women: currently the ONLY vitamins and minerals recommended are multivitamin, calcium, iron, and folic acid. Ads will ONLY be accepted for these vitamins/minerals for pregnant and breastfeeding women.
  • Infants: the only vitamins recommended for breastfeeding infants under six months are Vitamin D for infants whose mothers are Vitamin D deficient or those infants not exposed to adequate sunlight or iron for those who have low iron stores or anemia. All ads for Vitamin D must note this. Liquid multivitamins for infants will only be accepted if the ad clearly states that the vitamins are recommended for breastfeeding babies over 6 months of age or that the AAP states that vitamins are generally unnecessary for breastfeeding infants under 6 months.
    Vaccines that are recommended by the AAP and/or CDC will be accepted.

Contraceptives
Contraceptives which are proven to have no negative effect on breastfeeding (i.e. diminishing milk supply) are acceptable.

New Product Categories
All new product categories will be submitted to Lamaze International for preliminary review.

Web Specific Guidelines

  • Ads should not exceed 40% of the visisble page on the screen.
  • "Pop Up" windows, video ads, flash, shockwave or other moving media may be used for advertising purposes, subject to review and approval by Lamaze International.

Advertising Material Review
Lamaze International must review all advertising materials pertaining to breast pump systems, cord blood storage, and new product categories.


Approved: October, 1994
Revised: May 2000, May 2001, October 2001, March 2002, October 2003, March 2006, March 2007, March 2008, March 2009, July 2010, March 2011, October 2013 , June 2015

Administration: Chapter and Affiliates Policy

This document is a summary of Lamaze International’s policy for Chapters and Affiliates (Organizations).  The relationship, including the terms, fees, conditions and benefits are defined in the License Agreement.  The principal terms are summarized below:


Term

Three years and renewable on January 1 after the third year.


Qualifications

A. All of Organization’s members must be persons who have received the Lamaze Certified Childbirth Educator (LCCE) credential, students who are pursuing Lamaze certification and/or students who are pursuing Lamaze certification;

B. Organizations must provide Lamaze with the following:

a. Governing Documents including Constitution and/or Bylaws and/or Articles of Incorporation;

b. Mission Statement and purpose;

c. List of officers’ names contact information and terms; indicate designated representative if other than President;

d. An annual report on Lamaze education and advocacy activities and a roster of member names, credentials, contact information by December 31 of each year; and

e. Any publications (print or electronic) or communications distributed to members/ public throughout the year;

C. Organizations must hold at least one meeting of its members and board annually; and

D. Organization meets all qualifications for Lamaze International Chapters or Affiliates, as applicable, described in Lamaze International policies and bylaws;

E. At least one member of Organizations must attend the Lamaze International Conference and the Annual Membership Meeting, either in personal or virtually.

FOR US CHAPTERS ONLY:

F. Chapters must be incorporated as a nonprofit corporation in the United States in the jurisdiction of its choice and is exempt from taxation pursuant to Section 501(c)(3) of the Internal Revenue Code;

FOR INTERNATIONAL AFFILIATES ONLY:

G. Affiliates must register as an equivalent nonprofit corporation in their own location/jurisdiction;

H. Affiliate must host a Lamaze event in the Affiliate’s country at least once every three years in order to offer continuing education to facilitate LCCE recertification.


Benefits

A. Formal affiliation with Lamaze International;

B. A limited license to use the Lamaze Marks in the applicable State, Country or Region as a part of its organizational name in the following manner:

i. US CHAPTERS ONLY - To identify the chapter as a "Chapter of Lamaze International" identifying the location of the chapter as a part of the logo;

ii. INTERNATIONAL AFFILIATES ONLY - To identify the affiliate as an "Affiliate of Lamaze International" identifying the location of the affiliate as a part of the logo; and

iii. To use the Lamaze International “dots” logo with the words “Location/Region Chapter” (US CHAPTERS) or “Country/Region Affiliate” (INTERNATIONAL AFFILIATES) as a part of all communications and materials. Lamaze will grant specific permission for social media user names and organization may not, without permission from Lamaze, use Lamaze Marks in any way as part of a domain name, screen name, URL keyword, social media name (e.g., Twitter, Facebook), email address, or other identifier, or in any manner that would imply or represent any connection with Lamaze International other than the organization’s actual relationship as a chapter.

C. Opportunity to apply for Lamaze International contact hours for local programs that qualify under the guidelines as a recognized Lamaze International representative. Fee for continuing education contact hour approval will be waived;

D. Initial contact information of area Lamaze International members in the applicable State, Country or Region provided at no charge and in exchange for the Organization’s similar list of members;

E. The non-profit rate to exhibit at the Lamaze Conference;

F. Chapters and Affiliates will be listed on the Lamaze International website and can submit information to Lamaze International’s e-newsletter; and

G. Periodic updates from Lamaze International.

FOR US CHAPTERS ONLY:

H. Chapter liability insurance coverage under an umbrella policy for Chapter Board of Directors, programs, events and functions.


Responsibilities and Purposes

A. Organizations are required to organize, promote and further Lamaze activities, including Lamaze Childbirth Educator Programs, Lamaze publications and courses conducted Lamaze Certified Childbirth Educators (LCCE);

B. Organizations are required to encourage childbirth educator certification through Lamaze and to provide continuing education so that the LCCE educator members of the Chapters may maintain their LCCE certification within the recertification guidelines established by Lamaze;

C. Organizations must clearly indicate separate corporate status from Lamaze in all representations to the public and when entering into any contracts and other obligations (e.g. name of affiliate, “A separately incorporated chapter or affiliate of Lamaze International”); and

D. Organizations may not discriminate on the basis of sex, religion, race, ethnicity or other grounds unacceptable to Lamaze.

E. FEES: Organizations shall pay a one-time application fee of $200.00 and subsequent renewal fees of $100.00 per year;

FOR INTERNATIONAL AFFILIATES ONLY:

F. Affiliates are required to provide local education, advocacy, marketing, service coordination, continuing education and networking; and

G. Affiliates are required to translate applicable, agreed upon publication into the language of its country and supply finished copy to Lamaze International.


Approved: July 23, 2018

 

Administration: Check Approval/Signature

Purpose

This policy establishes a check and balance measure for Lamaze International check approval/signature process.

Approval/ Signature

All checks will be signed by both the Lamaze International Treasurer and the Chief Operations Officer. The Lamaze International President and the Executive Director may sign checks if the designated person is not available. There must be a board signature on all checks. Electronic signature, when appropriate, and a stamped signature is permitted.

Approved: October, 1990
Revised: March 2008, October 2018

Administration: Corporate Licensing Partnerships and Royalty Management

Rationale:

In the past royalty revenue spending has not been specifically guided by policy but in practice royalties have been used as needed for operating revenue for ongoing program support. This practice proves challenging in the case where royalty revenue trends begin to decline and tough decisions need to be made during budget planning, and determining how to “right-size” ongoing program budget allocations and use of reserve funds for operations versus special projects.

Purpose

Lamaze International has entered into various corporate licensing partnerships, which license use of the Lamaze trademark on consumer products, such as infant development toys and books, children’s wear, maternity intimate apparel, and content partnerships. These corporate partnerships, and related licensing royalty revenue, exist to provide ongoing support for the mission and goals of Lamaze International’s charitable purposes.

This policy provides general principles for assessing corporate licensing partnerships and guidelines for managing ensuing royalty revenue for financial planning purposes. This policy will be applied in connection with other financial policies, including the Net Asset Policy which provides guidance on management of Reserve Funds, Special Project Funds and the Investment Policy which defines how these Reserve Funds are invested.

This policy and guidelines should be reviewed at least every three years to assure their continued relevance to the policies and operations of Lamaze and to our business environment.

General Principles for Establishing Corporate Relationships

The following general principles provide guidance for appropriate corporate licensing partnerships:

  1. The Lamaze mission, vision and strategic priorities must drive the proposed activity.
  2. The Advertising Standards Policy will guide the type of appropriate corporate relationships.
  3. The corporate partnership must preserve or promote the public’s trust, professional integrity and positive awareness of the Lamaze brand, the profession of perinatal education, maternal/child health, and evidence-based birth practices.

Corporate Relationship Guidelines

The formation of corporate licensing partnerships must comply with the following guidelines:

  1. Corporate licensing partnerships will be reviewed and approved by the Board.
  2. Corporate licensing partnerships must be accompanied by a written agreement, reviewed by legal counsel, and signed by all parties involved. Minimum royalty guarantees, quarterly forecasts and liability risks associated with a corporate licensing partnership must be reviewed and addressed in the agreement.
  3. Lamaze International must review and approve all projects and products bearing the Lamaze name, trademarks or logo.
  4. Advertising or educational material to be distributed to the public or childbirth professionals must be reviewed and approved to ensure compliance with current policies and evidence-based practice. Lamaze retains editorial control over educational content produced as part of a corporate relationship. Corporate partners must not influence the content of Lamaze program or advocacy activities.
  5. Contracts will be reviewed on an annual basis for compliance with standards and reporting specified in the agreement.
  6. The Executive Director is responsible for coordinating the review of proposed corporate relationships, managing partnerships consistent with the approved policies and executed agreements, and reporting to the Board of Directors on all Lamaze corporate arrangements at least annually.

Royalty Management and Budget Planning

The Board of Directors and management must carefully manage the balance between current financial needs and future needs. The perpetual challenge is to decide how much of the available assets should be used to support ongoing programming, special projects, and what portion should be invested for the future. The mission, vision and strategic priorities will be used to guide prioritizing and decision making related to use of royalty revenue and budget planning.

Royalty Management/Budget Guidelines

The following guidelines will be used in annual budget planning:

  1. The Board will annually set a revenue target for Lamaze programs (excluding corporate partners) that generate revenue with the goal of striving towards becoming revenue neutral or profitable.
  2. The corporate partner will provide realistic/conservative annual sales/royalty revenue target for annual budgeting purposes and quarterly forecasts to reflect mid-year changes, which allows for Lamaze forecast adjustments with any expected variances.
  3. The annual budget will be developed based on the corporate partner’s minimum royalty guarantee or average royalty revenue over the past three years, whichever is higher, in the case where royalties are stable or growing. However, if royalties have been declining over the past three years, then a conservative assumption will be made to assume that trend will continue into the next budget year.
  4. These guidelines will be applied in connection with the Net Asset Policy which provides guidance on management of Reserve Funds, Special Project Funds.
  5. The royalty management/ budget guidelines will be reviewed every three years or upon significant changes to corporate partner relationships.

Approved: August 2017

Administration: Election Procedures

Purpose

To ensure that each Lamaze International member, whether or not she or he can be personally present at the Annual Meeting, has a vote both in the election processes.

Procedure

The following procedure is established in the Lamaze Bylaws for nominating and electing members of the Board of Directors. The Search Committee will follow the timeline and procedures outlined in the Lamaze Bylaws. The Search Committee shall:

  • Issue a call for nominations for the vacant Director positions and actively seek out leadership candidates from members of Lamaze International in good standing.
  • Review the qualifications of all persons nominated for service on the Lamaze International Board of Directors, and certify that individuals on the slate of candidates are duly qualified to hold the posts for which they are nominated.  The Committee shall endeavor to identify candidates in accordance with the instructions of the Board of Directors regarding what experience, skills, or expertise is desirable so that the Board, as a whole, has an appropriate balance of expertise and constituency representation. 
  • At least 120 days prior to the meeting at which the election will be held, present to the Board of Directors a report consisting of nominations of one candidate for each Director position to be filled.  The report will then be sent to the membership.  The report shall include a short biographical sketch of each candidate and instructions for submitting additional nominations.
  • Accept additional candidates supported by written petition by the membership.  A nomination petition must be signed by at least fifty (50) voting members and must be submitted to the Committee at least ninety (90) days in advance of the meeting at which the election will be held.
  • At the close of the nomination period, verify that any additional candidates nominated by petition are duly qualified to hold the posts for which they are nominated.
  • Prepare a ballot that includes the candidates nominated by the Committee and any additional candidates nominated by membership petition.

Notice of the Annual Meeting shall be made to all voting members in writing and be delivered no less than thirty (30) days nor more than fifty (50) days prior to the meeting. Notice must be delivered by mail, facsimile telecommunications or electronic mail to each member. Notice of the annual shall include the Agenda for the meeting, which must include a statement of all matters upon which vote will be taken. The Annual Meeting and any special meeting shall be held at the office of Lamaze International or at such other date and time and venue set by the Board of Directors.

With the notice of the Annual Meeting, a proxy ballot shall be made available to each voting member of record shall be, which shall be accompanied by biographical information about the nominees and such other information as may be requested by the Search Committee. Proxy ballots will require information from which it can be reasonably determined that the authorization was authorized by the member.

The President, at the Annual Meeting, shall appoint three (3) Supervisors of Election from among the membership whose responsibility shall be to count all proxies received and votes cast by hand, and to announce the At-Large Directors.

The winning candidates will be determined as follows: If there is an absence of representation of a Lamaze-Certified Childbirth Educator (LCCE), healthcare provider, or parent/consumer advocate, then the candidate representing that membership type receiving the greatest number of votes is elected. Otherwise, positions are filled from among the candidates according to who received the greatest number of votes.

The Date of Record for determining members entitled to vote at any meeting of members shall be fifty (50) days prior to the date of the meeting.

The presence in person or by proxy of the lesser of one hundred (100) voting members or one-tenth (1/10) of the total number of votes entitled to be cast shall be necessary to constitute a quorum for the transaction of business at any all-member meeting. Where a quorum exists, a majority vote shall decide all questions unless a larger vote is required by law or unless otherwise stated in the bylaws.

Each voting member of Lamaze International on the Date of Record shall be entitled to cast one vote on any matter voted on by the membership at a meeting. All substantive matters on which a vote is to be cast shall be included on the Agenda for the meeting at which the vote will be taken.

The Board of Directors shall cause to be prepared a proxy instrument(s) for all matters on the Agenda for any all-member meeting at which a vote is to be taken, which proxy(ies) shall provide information about the subject of the vote, provide an opportunity to dictate the vote of the assignee on selected matters, and/or to assign the proxy to another voting member or official of Lamaze International to be voted at the meeting. Such proxy(ies) shall be made available to each voting member of record with the notice of meeting. A list of voting members of record, in alphabetical order and certified by the official whose responsibility it is to maintain the membership records, shall be available at each all-member meeting. No person shall be entitled to vote at any meeting unless his or her name appears on the Certified List of Voting Members as an individual voting member; and no proxy may be voted without validation by the membership secretary or duly appointed delegate thereof that the individual who signed the proxy is in fact a voting Member of Record. Proxy ballots will require information from which it can be reasonably determined that the authorization was authorized by the member.

The names of successful candidates for At-Large Directors will be announced immediately after the proxy ballots are counted by a spokesperson selected by the Supervisors of Election.


Approved: April 1993
Revised: October 1996; October 2018

 

Administration: Management Performance Review

Purpose

It is the policy of Lamaze International to conduct an annual performance review of management services.

Responsibility

The Board of Directors is responsible for ensuring that an annual performance review of management services provided to Lamaze International is conducted. To fulfill its responsibility, the Board of Directors shall meet in executive or closed door session at the board meeting held at the Annual Meeting, and at such other times and places as may be designated by the President.

The minutes of all meetings at which an executive session is held shall only indicate that an executive session was held to review the performance of the management company. The matters discussed in executive session are privileged and shall not be discussed with anyone not entitled to attend the executive session.

The Executive Committee shall meet with Lamaze International management within a reasonable time after the executive session to report on and discuss the Board’s evaluation of the management company’s performance against the metrics established for the current year and establish the metrics against which management performance will be measured for the next fiscal year.

Evaluation Categories

The metrics used in the annual performance evaluation will be based on the following categories:

  • Client Management Meeting
  • Client Satisfaction Survey
  • Executive Director Evaluation
  • Other Key Performance Factors agreed to by the parties


Approved: February 2004
Revised: September 2008; September 2015

 

Administration: Media Relations

Purpose

This policy is to ensure factually accurate, appropriate and coordinated dissemination of Lamaze International news as pertains to the purpose of the organization, events, reports, accomplishments, research, honors, appointments, and announcements.

Media relations are important to Lamaze International. Positive media exposure at the local, state and national levels benefits Lamaze International because print and television stories about Lamaze International programs and members can enhance the organization’s credibility and stature in both the consumer and health professional communities. This increased recognition will enable Lamaze International to more effectively achieve its mission, increase membership and gain financial support for its endeavors.

Procedure

Inquiries from the media will be handled as follows:

  • All media inquiries are directed to the Executive Director and/or Marketing Director.
  • Information regarding the purpose of the story, place, date and related information will be documented on the Media Inquiry Form (found in the Lamaze Media Protocol document), by the staff person receiving the call or communication.
  • The Lamaze Marketing Director works directly with the media contact to gather more information and determine how Lamaze will respond.
  • The Lamaze Marketing Director notifies the Lamaze Executive Director and Lamaze President, or other approved spokesperson if their participation is required for an interview or quote.
    • The spokespersons for Lamaze International are the President or Executive Director. Any spokesperson other than the President or Executive Director must be approved by the President as a subject matter expert or appropriate regional representative for the organization. The spokesperson is contacted and requested to speak on behalf of Lamaze.
  • The Lamaze Marketing Director will brief the President or other spokesperson on the publication or media outlet, the story they are working on and the key messages that Lamaze should reinforce.
  • The Lamaze Marketing Director requests that the media send a copy of the story for Lamaze International media files and placement on the media section of the Lamaze website.
  • The Lamaze Marketing Director provides a coverage overview to Lamaze and updates are shared regularly with the Lamaze Board of Directors.
  • Reference the Lamaze Media Protocol document for additional detail on how media inquiries and follow-up are handled.


Approved: October 18, 1990
Revised: August 2011; September 2018

Administration: Membership Categories

Purpose

This policy outlines the membership categories for members of Lamaze International.  Membership dues, which are set annually by the Board of Directors, must be current to maintain membership and be eligible for related benefits.

Membership Categories

As established by the  Lamaze International Bylaws, membership in Lamaze International is open to healthcare providers, childbirth educators, health professionals, and parents/consumer advocates whose practices and interests are in the area of maternal/child health and who support the mission of Lamaze International.  All members of Lamaze International are considered voting members.

The following membership categories have been established:

  • LCCE Member
    LCCE membership is granted to any LCCE educator and is valid as long as the certification is in good standing. Members of this category receive a subscription to the print version of The Journal of Perinatal Education and all other available member benefits. 
  • Healthcare Provider 
    Healthcare provider membership applies to physicians, midwives, physician’s assistants, nurse practitioners working in the field of perinatal care or a related health field. Members of this category receive a subscription to the print version of The Journal of Perinatal Education and all other available member benefits.
  • Professional Member
    Professional membership applies to physicians, midwives, physician’s assistants, nurse practitioners working in the field of perinatal care or a related health field. Members of this category receive a subscription to the print version of The Journal of Perinatal Education and all other available member benefits. 
  • Parent Advocate Member
    Parent Advocate membership applies to any birth advocate not working in the field of perinatal education or a related health field.   Members of this category receive electronic access to The Journal of Perinatal Education and all other available member benefits.   
  • Student Member
    Student membership applies to candidates enrolled in a Lamaze-Accredited Childbirth Educator Program/Seminar.  Student membership is included with the enrollment in a Lamaze Childbirth Educator Seminar and is valid for the calendar year in which the seminar was attended.  If the seminar is held after September 1 then membership carries over to the next calendar year.  Members of this category receive electronic access to The Journal of Perinatal Education and all other member benefits. 
  • Lamaze Educator Emeritus Membership
    Lamaze Educator Emeritus membership applies to former/retired LCCE educators who no longer practice or maintain credentials.  Members of this category receive electronic access to The Journal of Perinatal Education and all other available member benefits.  

Dues Structure

LCCE Membership is granted upon becoming Lamaze certified and is renewed with each recertification.

All other membership categories are valid for a full calendar year, and must be renewed as of December 31 each year. Members who renew at any time during the year will be assessed the full annual dues. 

New members who join for the first time after September 1 will receive four months of membership free and their membership will be effective through the following calendar year expiring on December 31.

International members will not be assessed a surcharge for additional administrative costs, such as international mailing and telephone costs. The international membership dues structure will be recalibrated annually based on the World Bank gross national income index.


Approved: April 1992
Revised: September 2000; August 2011; October 2017

Administration: Privacy Notice

Lamaze International (“Lamaze” “us,” “our,” or "we") has created this privacy policy in order to demonstrate our commitment to your privacy and protection of personal information that we collect and process. The following discloses our information gathering and dissemination practices. Unless the context indicates otherwise, the terms “you” and “your” refer to both you individually and any entity on whose behalf you are accessing our Website.

This privacy policy applies to information we collect (our “Collection Places”):

  • On this Website (including its integrated third party platforms);
  • On other platforms we use to facilitate our management of the services we provide to you (e.g. conference registration sites); and
  • In email, text, other electronic messages or by telephone or other communications between you and us and (if you are a member) between you and other members through the Website.

If you have questions or concerns regarding this policy, we welcome you to contact us at: privacy@lamaze.org.

1. Acknowledgement of this Privacy Statement

Your use of any of our Collection Places signifies that you have read and understand all of the terms of this privacy policy.

2. Personal Information You Provide Voluntarily

We collect personal information at our Collection Places that include, but is not limited to,  name, telephone number, email address, employer, professional title, date of birth, home or business and mailing address, gender, details regarding your entity and business, your job title, username and password, company contacts for corporate members, photographs, and education. 

The personal information you are asked to provide (including whether its provision is mandatory or not) is needed so that we may facilitate your access, purchase, use and/or participation in our service offerings, such as (collectively “Services”):

  • Membership;
  • Conferences & Events;
  • Educational programs;
  • Online forums;
  • Certification/accreditation activities;
  • Volunteer opportunities;
  • Products for sale;
  • Career services;
  • Surveys; and
  • Any other services and products that are updates or extensions to our Services or relate to other member benefits.

If you choose not to provide us with your personal information, you may not be able to enjoy certain components of our Services.

Additionally, we will also collect personal information when:

  • You request us to contact you via mail, e-mail, or telephone to provide information, updates, or promotions about our Services;
  • We enter into agreements for affiliated partnerships (e.g., exhibitors, sponsors, advertisers).

 We will provide you with the choice and means for limiting the use and disclosure of your personal information before we use or disclose the information for a purpose that is materially different than the purpose described below.

At other times, we may collect information that cannot be used to identify you.  For example, we may aggregate non-personal information about you and other customers who visit our Websites. Aggregated information will not contain any information that can be linked directly back to you.

For those Website users located outside the United States including the European Economic Area, we advise you that your information may at times be accessible by individuals who are located worldwide or other geopolitical regions have not been determined to provide the same level of data protection as in your country, province, territory or geopolitical region. By providing us with your personal information, you are consenting to our use of it in accordance with this privacy policy, including the transfer of your information across international boundaries to jurisdictions anywhere in the world as permitted by local law.

2. Personal Information We Collect Automatically

In addition to the Collection Places, we may use any number of tools to collect information about you, your computer access points, and the web browser that you use to connect to our Website. For example, cookies are tiny text files that we place on your computer’s hard drive when you visit our Website. We may use cookies to personalize your interactions with our Websites. You do not have to accept our cookies and you may set your browser to restrict their use and you may delete them after they have been placed on your hard drive.  If you do not accept or delete our cookies, some areas of our Website may take more time to work, or may not function properly.  

Under the laws of various EU countries, cookies may be served, as long as individuals have provided their consent, having been given clear and comprehensive information, in particular about the purposes for which their personal data will be processed. In at least the above-referenced countries, effective consent may be provided by using browser settings, as long as you take positive action. Before using our Website, you are advised to check your current browser settings to ensure that the settings reflect your consent for us to place cookies on your devices.

We may also collect additional information from your web browser each time you visit f our Website. We may collect information about the pages that you visit and the time spent on each web page or area of the Website, the promotions or advertisements that you click on, and other actions that you take while using our Website. This information may include your Internet Protocol (“IP”) address, the type of browser, the time that your browser was used to access our Website, and the referring website’s address. We may also use tools such Google Analytics.

We may also collect information that cannot be used to identify you.  For example, we may aggregate non-personal information about you and other individuals who visit our Website. Aggregated information will not contain any information that can be linked directly back to you.

Our Service Providers (defined below) may also use other standard web-based technologies to analyze your movements while accessing our Websites.  The technologies include web “beacons,” “pixel tags,” and “clear gifs.” These technologies help us ascertain the effectiveness of our product and service campaigns and marketing programs, allow us to customize the services offered on or through our Website, and help determine the best use for Website content, and product and service offerings. Some of this information, including the IP address, may be stored on our Internet service provider’s server logs, and may be available for extended periods of time.

3. Choice

We will offer you the opportunity to choose (opt out) whether your personal information is: (a) to be disclosed to a third party and that third party intends to use the personal information for a purpose that is materially different from the purpose for which the personal information was originally collected; or (b) We intend the personal information to be used for a purpose other than the purpose for which it was originally collected or subsequently authorized by you. 

4. Our Use of Your Personal Information

LAMAZE may use your personal information to:

  • Provide information about our Services and affiliate partnerships;
  • Fulfill your member benefits;
  • Facilitate your attendance/participation at our conferences and events (both in person and virtual);
  • Track your attendance at conferences and trade shows (including exhibitor spaces);
  • Prepare invoices and process payments;
  • Respond to any of your questions or requests or other communications you send to us;
  • Carry out our obligations and enforce our rights arising from any contract entered between you and us;
  • Fulfill any other purpose for which you provide information to us;
  • Present our Website effectively to you; or
  • Perform any other legitimate purpose reasonably consistent with your membership or affiliated partnership.

Additional uses of your non-personal and personal information will allow us to tailor our Services specific to your needs, to help organize and manage our relationship with you or your business, to conduct business, to provide you with support, and to perform functions that are described to you at the time of collection.

In general, we will use the personal information we collect from you only for the purposes described in this privacy policy or for purposes that we explain to you at the time we collect your personal information. However, we may also use your personal information for other purposes that are not incompatible with the purposes we have disclosed to you (such as archiving purposes in the public interest, research purposes, or statistical purposes) if and where this is permitted by applicable data protection laws.

5. Our Disclosure of Your Personal Information to Third Parties

We may share your personal information with the following categories of recipients:

  • Third party service providers (“Service Providers”) who provide (without limitation) administrative/operational services; data processing; membership services; marketing & communication services; meeting management services; website hosting services; membership database services; credit card processing; conference registration; conference mobile applications; ; conference/event hotels and venues; or who otherwise process personal information for purposes that are described in this privacy policy or notified to you when we collect your personal information;
  • Other LAMAZE members may receive certain items of your personal information as part of a membership directory or through collaboration portals. In addition, if you sign up to attend a member meeting or other Lamaze-sponsored event, all other Lamaze members who sign up for the event will be notified of your intended attendance at the event and may be given your full name, address, company name, and email address. We are not responsible for other members use or misuse of your personal information; and
  • Affiliated partners, such as exhibitors, sponsors and advertisers, may receive membership lists or event attendance lists that include your full name, address, company name, and email address. We are similarly not responsible for the use or misuse of your personal information by our affiliated partners.

We may also disclose your personal information as is necessary to: (a) comply with a subpoena or court order; (b) cooperate with law enforcement or other government agencies; (c) establish or exercise our legal rights; (d) protect the property or safety of our company and employees, contractors, vendors, suppliers, and customers; (e) defend against legal claims; (f) help with internal and external investigations; or (g) as otherwise required by law or permitted by law. We may disclose your information in connection with the sale or merger of Lamaze or any transaction that involves the sale or assignment of some or all of our assets.

6. Data Storage and Security

We make reasonable efforts to ensure that our Service Providers have implemented physical, electronic, and procedural security measures to assist with safeguarding your personal information, and to help protect against unauthorized access and disclosure. Notwithstanding our efforts, the Internet has inherent security risks.  We cannot promise, and you should not expect, that your personal information, personal searches, and other communications will always remain secure. You should take care with regard to how you handle and disclose your personal information or any username or password that you are required to use to access all of our Collection Places.

We will not keep your personal information longer than necessary for the purpose for which it was collected.  We will securely destroy or erase personal information from our systems when it is no longer required to accomplish the purpose for which it was collected. We also will endeavor to ensure the deletion and destruction of personal information stored and maintained by third parties. We may, however, retain some personal information in order to comply with applicable laws, regulations, rules and court orders.

7. Children and Data Collection

Our Website content is not directed toward children who are under the age of 16.  We do not knowingly collect personal information from children.  If we or our Service Providers become aware that a child has provided us with personal information without parental consent, that information will be deleted from our databases.  If you have questions about personal information that may have been submitted by a child, please email us at privacy@lamaze.org.

8. How You May Access and Change the Information that Lamaze Collects

The first time that you provide us with registration information through our Website, you may be offered the opportunity to subscribe to and receive additional information about our products and services. Each commercial e-mail that we send to you will offer you the opportunity to opt-out of continuing to receive such messages.  We may take up to 10 business days to process your opt-out requests. In some instances, we may have already shared your information with one of our authorized third parties before you changed your information preferences, and you may briefly continue to receive e-mail even after you have opted out. FTC e-mail compliance guidance allows us to send you transactional and relationship e-mail without offering you the opportunity to opt-out of receiving those types of e-mail.

For those Website users located in the European Union, we are required by law to advise you that your personal information may, at times, be accessible by individuals who are located worldwide including in countries that the European Commission has not determined provide the same level of data protection as in your country. By providing us with your personal information, you are consenting to our use of it in accordance with our privacy policy, including the transfer of your personal information across international boundaries to jurisdictions anywhere in the world as permitted by local law, including, without limitation the United States.

In some cases, the United States may not be deemed to have data privacy laws that afford an equal level of protection for your personal information as those laws legislated at the direction of the European Union, however, please be assured that we will continue to adhere to the principles stated in this privacy policy and in applicable laws in connection with any personal information. We will endeavor to preserve the integrity, confidentiality, and security of personal information and afford such personal information an adequate level of protection.

9. Rooms/Forums/Message Boards/News Groups

Our Website may make digital forums available to its users. Please remember that any information disclosed in these areas becomes public information, and you should exercise caution when deciding to disclose information through these areas of the Website.

10. Enforcement

We use a self-assessment approach to assure compliance with this privacy policy and periodically verifies that the policy is accurate, comprehensive for the information intended to be covered, prominently displayed, completely implemented and accessible and in conformity with the EU privacy principles. We encourage interested persons to raise any concerns using the contact information provided and we will investigate and attempt to resolve any complaints or disputes regarding the use and disclosure of personal information in accordance with the principles.

If a complaint or dispute cannot be resolved through our internal process, we agree to dispute resolution using (an independent resourced mechanism) as a third party resolution provider.

11. General Information and Privacy Support Contact

We may update this privacy policy from time to time, and you should take the time to review it each time that you visit one of our Web sites. We are committed to protecting your personal privacy.  If you have questions or comments about our efforts to protect your personal privacy, or if you require additional information about our privacy commitment, please contact us at privacy@lamaze.org.

Administration: Record Retention and Storage

Purpose

This policy covers all records and documents, regardless of physical form or characteristics, both paper and electronic, which have been made or received by Lamaze International in connection with the administration of all organizational activity.

Membership Records

All member records are maintained on Lamaze International’s secure database (iMIS). Such records are accessible only to staff who are involved in membership processing. Records are password protected. In a physical format, membership records are maintained in cabinets in a secure office, or after two years are sent to a secure off-site storage facility.

Organizational Records

Records pertaining to the management of Lamaze International, including corporate and financial documents, organizational board and committee minutes, human resources files and other general records are maintained in a secure office space on the premises of the Administrative Office. After one year these records may be transferred to a secure storage unit until their retention date has expired. Permanent means records are kept on file for as long as the organization is in operation. Records will be periodically reviewed and records past their noted retention period will be destroyed.

Record Retention Schedule

A complete retention schedule is listed below.

Accounting

Retention Period

Accounts receivable reports

7 years

Accounts payable reports

7 years

Auditors’ reports/work papers

Permanent

Bank deposit slips

7 years

Bank statements, reconciliations

7 years

Budgets

7 years

Cancelled checks

7 years

Cash disbursements journal

Permanent

Cash receipts journal

Permanent

Depreciation records

Permanent

Employee expense reports

7 years

Volunteer expense reports

7 years

Independent contractor expense reports

7 years

Employee payroll records (W-2, W-4, annual earnings records, etc.)

7 years

Financial statements (annual)

7 years

Financial statements (interim/internal)

7 years

General journal or ledger

Permanent

Inventory lists

Permanent

Invoices

7 years

Payroll journal

7 years

Petty cash vouchers

7 years

   

Corporate Records

Retention Period

Annual Report (State of Illinois)

Permanent

Constitution

Permanent

Bylaws

Permanent

IRS Determination Letter

Permanent

Contracts, sales (UCC)

7 years

Contracts, generally

7 years

Contract, government

7 years

Minutes (board executive session)

Permanent

Minutes (board and committees with board authority)

Permanent

Minutes (committees without board authority)

Permanent

Qualifications to do business

Permanent

 

Insurance

Retention Period

Accident reports

7 years

Insurance claims

7 years

Insurance policies

Permanent

 

Membership and Registration

Retention Period

Membership applications and dues remittances

7 years

Membership qualifications documentation

3 months following approval

Registration applications and remittances

7 years

 

 

Miscellaneous Legal

Retention Period

Claims and litigation files

7 years

Copyright, patent and trademark registrations

Permanent

 

Personnel

Retention Period

Applications

1 year

Employee earnings/payroll records

7 years

Employee files

Permanent

Employee pension records, including service, eligibility, personal information, pensions paid

7 years

Employment contracts

7 years

Garnishments

7 years

Government reports

7 years

Pension, profit-sharing plans

Permanent

Time cards/sheets

7 years

 

Taxes

Retention Period

Income tax returns and cancelled checks (federal, state and local)

Permanent

Payroll tax returns

Permanent

Sales and use tax returns

Permanent

 

General

Retention Period

Supporting correspondence and notes re: patents, copyrights, licenses, agreements, bills of sale, permits, liabilities, etc.

Permanent

 

Drafted: March, 2008

 

Administration: Social Media Policy

Purpose

The mission of Lamaze International is to advance safe and healthy pregnancy, birth and early parenting through evidence-based education and advocacy. This mission is driven by education and advocacy through the dedicated efforts of professional childbirth educators, providers and parents. Lamaze uses multiple social media channels to support the mission and engages with educators and parents to stimulate thoughtful conversations around the latest topics on pregnancy, birth, breastfeeding and early parenting.

Lamaze encourages community administrators to consider the following basic guidelines when engaging in social media on behalf of Lamaze International. 

Lamaze International Communities

Blogs

Facebook

Instagram

Twitter

Google+

Youtube

Lamaze Corporate Licensing Partner Communities

Instagram

Facebook

Best Practices and Guidelines

  1. Posting: Only Lamaze staff and designated volunteer members can use social media to speak on behalf of the Lamaze organization. Lamaze posts should not be posted from personal social media profiles, unless created and maintained exclusively for forum participation Each social media community has a designated administrator and is overseen by the Lamaze community manager. Posting approval is not required for these administrators.
  2. Monitoring: Social media community administrators should monitor communities daily to ensure that any SPAM or sales related posts are removed in a timely fashion, and that any comments or messages requiring a response are attended to promptly. 
  3. Response: If a question is posted on a social media channel, the designated Lamaze community administrator should respond to the inquiry within 24 hours or if it is content- specific, refer the inquiry to an appropriate subject matter expert. While waiting for a subject matter expert response, the community administrator should advise the inquirer that their question is being addressed and that an answer will be forthcoming. This will ensure some type of response within 24 hours, even if the inquiry is referred to an expert.
  4. Connections: Lamaze community administrators should use their discretion when accepting connection requests on social media channels. Staff and volunteers representing Lamaze are not obligated to connect or participate in groups on their personal networks. When doing outreach through Lamaze social media channels (liking other pages, following Twitter accounts, etc.), every effort should be made to ensure that the organization or individual being reached out to is aligned with Lamaze and its mission. It is worthwhile to seek out event speakers and partner organizations on social media in order to collaborate on mutually beneficial issues and promotions.
  5. Frequency: Content should be posted frequently enough to keep followers engaged and active, but not too often to become overwhelming or obnoxious to the community.

Frequency guidelines:

  • Twitter: Posting several times a day is acceptable, but community managers should refrain from repeating the same content or posting several times within a short time period (unless participating in a Twitter chat or other real time conversation).
  • Facebook Pages: Daily posts and shares are encouraged to show consistent activity and engagement.
  • Facebook Group: Posting in the Facebook group via the Facebook pages should be limited to only relevant resources, events, articles, etc.  
  • Blogs: Posting multiple times a week is recommended, but it is more important to feature quality posts that encourage discussion. The blog or forum coordinator will manage the schedule and will share the schedule with the social media team.
  • Instagram: Posting several times a week is appropriate.
  • Google+: Maintain this presence, but no active posting is necessary.

Content Guidelines

  • Content: Content should seek to engage users, rather than simply broadcast the organization’s promotions. For instance, when posting about Lamaze events, conversation starters (questions, photos, videos, surveys, fill in the blank statements, etc.) should focus on details such as speakers, specific sessions or social opportunities, rather than simply pushing followers to register. Lamaze encourages community administrators to repost information or respond to followers to encourage interaction on social media channels.
  • Responding to Negative Posts: Lamaze social media community administrators should use good judgment when deciding if and how to best respond to negative comments. In general, negative comments (unless they are offensive or violate privacy laws) should not be removed. If a response is required, the designated Lamaze community administrator should respond to the comment or inquiry within 24 hours or if it is content- specific, refer the inquiry to an appropriate subject matter expert. In the meantime, the community administrator should respond that further details will be provided within a given timeframe. This will ensure some type of response within 24 hours, even if the inquiry is referred to an expert. If an administrator is uncertain of a response, the community manager and/or organization director should be consulted.

Social Media Group Administration

Administrative or moderator rights to the Lamaze social media platforms will be granted to staff or volunteers as appropriate. Administrators and moderators are expected to abide by the code of conduct outlined in this document.

Social Media Passwords

Password and login credentials on all social media channels are to be managed by the Lamaze community manager. This information will be shared with staff or volunteer community administrators or those asked to post for a specific event, campaign or announcement. Passwords should be changed periodically to avoid being compromised. When a password is changed, it is the responsibility of the community administrator or community manager to notify others. The Lamaze community manager will maintain a document containing all passwords. 

Prohibited Content

Confidential/Proprietary: Any confidential or proprietary information of Lamaze International should not be shared on social media platforms. This includes, but is not limited to, financial information, organization strategy or official announcements yet to be made (embargoed information).

Copyrighted Information: Photos and content that Lamaze International does not own should not be posted, but can be shared. Third party copyrighted content should not be posted without written or legal permission. Administrators can refer directly to copyrighted material on websites or social media profiles that belong to the copyright holder. 

Personal Information: It is not advised to share any personal or contact information. If a volunteer or staff member chooses to do so, it is at their own discretion.

Disclaimers

The following are proposed disclaimer messages to protect Lamaze International.

Facebook and Twitter: Lamaze International welcomes and encourages participation in discussions about safe and healthy birth practices. However, we also reserve the right to remove inappropriate or offensive posts, along with those that may violate patient privacy guidelines. We ask you to use the following guidelines:

  • Please do not use offensive or hurtful language. Be respectful of other points of view, even if they differ from your own.
  • Do not mention names of students or clients. Rather, discuss scenarios generally.
  • Refrain from posting self-promotional products or services.

Blogs: Please note that this blog/ is intended to help parents make informed decisions about their care. The content should not be a substitute for medical advice. The information shared on this forum contains personal opinions and views of individuals. It is not necessarily condoned, approved or reflective of the official views of the Lamaze International organization. Lamaze reserves the right to remove inappropriate or offensive posts, along with those that may violate privacy guidelines. 


Approved: February 2013
Updated: September 2018

 

Administration: Investment

Operating Fund

I. Definition:

The Operating Fund provides high liquidity to meet the current (0-1 year) financial obligations arising from operations.

II. Objectives of Operating Fund:

A) Preservation of Capital
B) Income

III. Target Asset Allocation:

The Operating Fund will be made up of cash and cash equivalents with less than a twelve month original maturity and will be FDIC insured.  These funds will not necessarily be held with the Investment Advisor.  Amounts in this account will fluctuate based on cash flow during the year.  When there is not sufficient cash to cover operating activities funds will be released from the Special Projects Fund and then from the Long Term Funds if necessary.

IV. Roles & Responsibilities:

• The Finance Director will monitor the Operating Fund and report to the Executive Director.  
• The Executive Director will notify the Finance Committee of deficiencies and may transfer of funds from the Special Projects or Long-Term Fund to the Operating Fund.  
• In the case of a surplus, the Executive Director will notify the Finance Committee and may transfer of funds from the Operating Fund to the Special Projects or Long-Term Fund.

Special Projects Fund

V. Definition:

The Special Projects Fund is a segregated fund for project program development, or planned shortfall from Operations which requires expenditure of reserves that have been identified with a one to three year time horizon.

VI. Objectives of Special Projects Fund:

A) To allow Lamaze to plan for, and fund, significant projects that support the mission of the organization.
B) To allow Lamaze to plan for, and fund, significant projects that are beyond the scope of the annual operating budget,
C) To allow Lamaze to plan for, and fund a planned or unplanned operating deficiency.

VII. Target Asset Allocation:

The Special Projects Fund will be made up of 100% fixed income and will be maintained in a separate UBS Fund from the Long-term Fund.  If superior returns can be attained outside UBS these funds may be held separately or combined with operating cash to maximize return.

VIII. Roles & Responsibilities:

• The use of the funds in the Special Projects Fund is subject to approval of the Board.  
• The Finance Committee may preapprove projects, contingent with the availability of money in the Special Projects Fund, so that these projects can be pursued in the event that funds become available due to positive financial results.

IX. Balance: 

The target range of the Special Projects Fund is set by the Net Asset Policy.  The current policy target is summarized below:

Lamaze Special Projects Fund in combination with the Long-Term Fund will identify funds to be utilized for special projects.  Special Projects funds will span from the bottom target Long-term fund range or 50% with Committee approval.  Long-Term Funds over 75% will automatically be considered part of the Special Projects Fund and would not require additional approval to spend these funds.  If the Net Assets increase greater than 100%, the Committee will create a five year plan to be used for special projects that would provide added value to the members of Lamaze and return Net Asset to the policy target.

X. Amendment of Investment Policy

The Finance Committee will review the balance in the Lamaze Special Projects Fund no less than once each year and make a recommendation to the Lamaze Board of Directors if adjustments to the balance need to be made.

Long Term Fund

XI. Definition:

Long-Term Investment Fund:  Funds with a minimum three year investment horizon.

XII. Purpose and Objectives of Investment Fund:

A)  To grow the value of the portfolio over a full market cycle, this is typically defined as three to five years.
B) Balance growth while protecting the portfolio value against large losses (defined as: > 10% in a 12 month period).
C) Exceed the CPI + 2%
D) Exceed 50% of the manager peer group on a rolling three to five year basis
E) Exceed benchmark on a three to five year basis

Based on the moderate mix allocation table (as defined by UBS).  We have created the target allocation below:

Moderate Mix - Target Asset Allocation Table

Asset Class

Minimum Weight

Target Weight

Maximum Weight

US Equity*

25%

37%

50%

Non-US Equity*

5%

15%

25%

Fixed Income

25%

46%

66%

Cash & Equivalents

0%

2%

15%

*The portfolio will not contain more than a 60% combined allocation to equities between US and International.
*Market performance or transaction timing may cause allocations to go temporarily outisde of the target and maximum range.

 


XIII. Roles & Responsibilities:

• The Lamaze Board will, by majority vote during any official meeting, amend the investment strategies, portfolio composition, and/or this investment policy. 
• The Finance Committee will annually review the allocation target with updated historical data.  
• The Investment Advisor is responsible for monthly and quarterly reporting and updates to the Finance Committee.
• The Executive Director can authorize changes to the investments that are within the policy.

XIV. Prohibited Investments:
The following securities and transactions are not permitted for the Fund EXCEPT as directed by the Investment Advisor within an investment fund (e.g. mutual fund, hedge fund, managed futures fund):
• Letter stock and other unregistered securities;
• Individual commodities or other commodity contracts;
• Short sales or margin transactions;
• Individual uncovered and covered options;
• Investments for the purpose of exercising control of management.

XV. Portfolio Rebalancing:

Given the volatility of the capital markets, strategic adjustments in various asset classes may be required to rebalance asset allocation back to its target range.  Rebalancing should take place if there is a deviation form target weight of (+-5%).  This should take place every year during the first quarter.  Tactical deviations from the target weight that are within the policy limits may be made and reported to the Finance Committee.  At any time during the year if policy minimum or maximums are reached, rebalancing should occur.


Approved: April, 1996
Revised: September, 1999; May, 2000; September, 2004; March, 2008, March 2012 

 

Administration: Net Assets

Overview

The Net Assets policy has two parts the Reserves fund or “rainy day fund” and the “Special Projects Fund”.  The intention of this policy is to:

1. Differentiate reserves or our “rainy day fund” from “special projects funds”
2. Require additional board evaluation of the return on investment if a project is proposed below or at the low end of the target range.
3. Identify funds available for new projects when reserves are at the high end or above the target range. 

Reserve Fund Policy

1.1 Purpose
The Lamaze Reserve Fund is a fund maintained to help ensure the ongoing financial health of our organization by providing a source of funds that can be used in the event of a substantial loss of revenue, or unexpected expenses. This fund is a combination of all unrestricted assets which have not been identified as part of the Special Projects Fund.

1.2 Appropriate Use
The appropriate use of the Lamaze Reserve Fund is to provide funds to allow our organization to cover unanticipated losses due to reduced revenue or increased expenses. The use of funds in the Reserve Fund is subject to the approval of the Lamaze Board.

1.3 Balance
Lamaze’ target is to maintain a Reserve Fund equal to between six and nine months or 50% to 75% of the annual budgeted operating expenses, with a minimum of no less than 35%.

The Board should be made aware and separately vote that they are approving a budget that is not within the target range.  The Treasurer shall additionally notify The Board quarterly if the Annual Forecast (Estimated Projection) does not maintain the target range.  Actions should be taken to ensure that the minimum amount is never reached, and a plan should be in place and communicated to The Board should the Net Assets fall outside of this range.  The following scenarios are to be used as guidance. 

A. If reserves are above 75% and a project is submitted and approved by the board, Finance Committee approval is not necessary to fund the project.  Funds over 75% of annual budgeted operating expenses are considered to be part of the Special Projects Fund.  
B. If the reserves are in the target range of 50% to 75% the finance committee should be informed of the project and raise any concerns about the impact of the project on the financial stability of Lamaze.  
C. If the project will reduce the reserves below 50% the finance committee should review the project and approve only projects with an acceptable Return on Investment (ROI). 

1.4 Review Process
The Finance Committee will review the balance in the Lamaze Reserve Fund no less than once each year and make a recommendation to The Board as to any steps that should be taken to maintain the balance at an appropriate level.

Special Projects Fund Policy

2.1 Purpose
The Lamaze Special Projects Fund is maintained to provide financial resources that allow the organization to pursue significant projects that are beyond the scope of our annual operating budget and that contribute to the mission of our organization.

2.2 Appropriate Use
The appropriate use of the Lamaze Special Projects Fund is to fund significant projects and initiatives intended to help the organization pursue its mission. These projects will generally be of a scope, scale and/or duration that are beyond that of activities included in our annual operating budget. The use of funds in the Special Projects Fund is subject to the approval of the Lamaze Board. The Board may preapprove projects, contingent on the availability of money in the Special Projects Fund, so that these projects can be pursued in the event that funds become available due to positive financial results.

2.3 Balance
Lamaze Special Projects Fund in combination with the reserves fund will identify funds to be utilized for strategic initiatives.  Special Projects funds will span from the bottom of the target Reserves Fund range or 50% with Finance Committee review.  Reserve funds over 75% will automatically be considered part of the Special Projects fund and would not require Finance Committee review to spend these funds.  Should the Net Assets increase to greater than 100%, the Board should create a five year plan to be used for special projects that would provide added value to the members of Lamaze and return to the policy target range. 

2.4 Review Process
The Treasurer will review the balance in the Special Projects Fund reserve no less than once each year and make a recommendation to The Board as to any steps that should be taken to maintain the balance at an appropriate level


Approved: July 2012

 

Administration: Travel Reimbursement

Purpose

Lamaze International will reimburse reasonable expenses incurred by individuals while they travel for approved Lamaze business functions (i.e. board/committee/council meetings, conferences, exhibits, speaking engagements, etc.) to   officially represent Lamaze International.  To be reimbursed, all travel must be a pre-approved budget expense or approved as a budget exception by the Board.

Responsibility

Individuals who travel for Lamaze should have a personal credit card to pay for upfront costs, as necessary, and will be reimbursed according to this policy. All individuals requesting reimbursement must complete the proper reimbursement form, attach their receipts, and forward this information to the Chief Operations Officer within thirty (30) days after completion of travel. After review and approval of expenses in accordance with this policy, expense reimbursements will be made by the Lamaze International Administrative Office. The Chief Operations Officer will forward any requests for exceptions to the reimbursement provisions outlined in this policy to the Treasurer or President for approval.

Transportation

Flying

When traveling on behalf of Lamaze International, individuals must select the most cost-effective route/program available. Because Lamaze International benefits (through discounts and free tickets) by using our preferred travel agency for air travel, individuals should use the designated agency unless they can get a significantly better deal through other channels. Use of other agencies must be approved in advance by the Chief Operations Officer. The expectation is to book the lowest fare.  Full coach fares will be fully reimbursed only when excursion or super saver fares are not available and reservations are made at least one week before travel. First/business class travel will not be reimbursed. Reimbursement will be limited to the lowest fare available, per the approved travel agency.

International Travel

When traveling internationally the individual should use the booking/payment method that offers the most coverage (i.e., many credit cards offer basic travel insurance) or use the association’s preferred travel agent. 

Travel Insurance

The traveler should look into insurance provided through their credit card or other reward programs, if possible and applicable. Travel insurance may be appropriate in certain circumstances depending on travel destinations and will be reviewed and approved for reimbursement on a case per case basis. 

Driving

Travel by automobile shall be reimbursed at the current IRS rate plus any tolls or parking that may be required, not to exceed the cost of the most direct economy air/train route between the points traveled.

The use of rental cars is to be kept to a minimum. All use requires prior approval by the Chief Operations Officer, and reimbursement will be at the compact car rate.

Lodging

Unless lodging is prearranged by contract, it should be selected based on reasonable price for accommodation.  Travelers will be reimbursed at the standard room rate.  Occasionally, it may be cost-effective to stay an extra night to secure more favorable airfares. In those cases, the extra night will also be covered and must be approved in advance. Exceptions to this policy may be made on a case by case basis.

Meals

Meals are reimbursed based on a rate schedule of $60 per person per covered day, allowing $12 for breakfast, $18 for lunch, and $30 for dinner. This includes charges for room service. Expenses for group meals should include a list of participants and the purpose of the function. If a traveler chooses to make personal dining arrangements rather than attend a planned meal function, Lamaze International will not reimburse that expense.

Phone Calls/Internet Connection

Telephone

Domestic phone or data roaming expenses are not reimbursable expenses.

Internet

Many hotel rewards programs and hotel contracts provide free internet. Please be aware of these policies before paying for Wi-Fi. When internet connection is required during travel, and free internet connection is not available, hotel Wi-Fi charges are reimbursable.

Miscellaneous Expenses

Expenses of a miscellaneous nature may be covered if incurred while performing Lamaze International duties, such as baggage fee for one suitcase, gratuities, copies for Lamaze related business. However, some items that will not be reimbursed include: valet/dry cleaning expenses, expenses of traveling companions, recreational or entertainment costs (tennis court fees, theater), and cabs for personal entertainment.

Procedure

The Expense Report must be completed with all required receipts attached, and submitted to the Chief Operations Officer within thirty (30) days of travel.

Original receipts must be provided for all expense in excess of $25, and reimbursement will be limited to the actual amount expended. Original airline boarding pass and train ticket receipts must be provided (if not using approved travel agency); itineraries are not acceptable (IRS ruling). Receipts for lodging, meals, and ground transportation expenses must also be provided. If original receipts are not provided and reimbursement exceeds $600 per individual per year, the law requires Lamaze International to report the amount of the reimbursement to the IRS, which will treat that money as income to the traveler.

If travel to a Lamaze International meeting or event is in conjunction with another meeting, expenses should be apportioned accordingly.

Application

This policy applies to all board, council, instructors and committee members and other individuals traveling for Lamaze International.


Approved: April, 1996
Revised: March, 2008; March, 2009, March 2018

 

Administration: Risk Management

Purpose

The purpose of this policy is to establish an overall risk management plan to identify and manage risk through appropriate financial audits, internal operations controls and procedures, insurance coverage, policy reviews, and program and performance evaluations.

Scope & Responsibilities

The following practices and reviews will be followed as part of a comprehensive risk management plan.

Finance & Administration

  • Internal Controls and Financial Procedures - SmithBucklin has detailed procedures in place regarding monthly and year-end procedures, balance sheet reconciliations, cash receipts, chart of accounts, security of checks and other sensitive banking information. A separate check signing policy requiring the Executive Director and the Treasurer to approve and sign all checks is in place.
  • Reserve Fund and Investment Fund Policy – the Finance Committee will review the Investment and Reserve Fund Policy annually and the performance of the investment firm.
  • Annual Financial Audit – The Executive Director will review performance of auditor annually with Treasurer. An RFP for services will be conducted every five years.
  • Licensee Royalty Audit – An audit of each major corporate licensee will be conducted at least once every ten years.
  • Information System Controls and Procedures - SmithBucklin information systems professionals maintain and review information system controls and procedures.
  • Contracts – All major contracts are reviewed by legal counsel and appropriate advisors to evaluate a contract’s business terms.
  • Insurance – Directors and officers, and general liability insurance coverage is reviewed and supervised by independent insurance brokers.
  • Human Resource Policies and Practices – SmithBucklin human resource professionals maintain and review human resources policies and practices.
  • Regulatory Issues – Accounting, taxes, reports, payroll & benefits are all reviewed by outside professionals.

Governance

  • Strategic Plan – The board will annually review and update the strategic plan, and review existing products and services in relation to identified goals to ensure that the organization’s financial resources are effectively used to advance it’s mission and goals. 
  • Annual Budget – The Finance Committee will review and propose a budget, which supports the goals identified in the strategic plan, to be approved by the board on an annual basis.
  • Annual Orientation for New Board Members and Secretary/Treasurer – An orientation for new board members will be held each year to ensure board members have an understanding of the organization’s mission, goals and programs and are aware of their fiduciary responsibilities. An orientation will also be held for the Secretary/Treasurer when newly appointed.
  • Routine Policy Review by Board – The board is responsible for periodically reviewing the organization’s policies for implementation by management.
  • Annual Review of Management Performance – The President and others as requested will provide feedback on the Executive Director’s and management performance through the annual evaluation process.
  • Periodic Review of Overall Organization Performance – A periodic review of overall organization performance will be conducted to assess overall organization performance and impact, identify opportunities for growth, review governance and management practices.


Drafted: August 2002
Revised: March 2008; October 2018

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Lamaze is a non-profit organization, a trusted global leader, with a mission to advance safe and healthy pregnancy, birth and early parenting through evidence-based education and advocacy.

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