505 Joint Task Force Transparency and Accountability Policy

Purpose

505 Joint Task Force (505 JTF) is committed to the highest standards of transparency and accountability in all aspects of our humanitarian aid, preparedness education, financial management, and operational practices. This policy establishes guidelines to ensure responsible stewardship of resources, clear communication with stakeholders, and compliance with all applicable laws and nonprofit standards.

1. Financial Accountability

  • Budget Oversight: An annual operating budget will be prepared, reviewed, and approved by the leadership team. All expenses will align with the organization’s mission and be documented accordingly.

  • Financial Reports: Monthly and annual financial statements will be maintained and made available to board members and, upon request, the public.

  • Independent Review: 505 JTF will conduct regular internal reviews of financial records. Third-party audits or reviews may be conducted annually or as required by law or funding partners.

  • Donor Funds: All donations will be tracked and allocated for their intended purpose. Restricted funds will be used only for designated projects.

2. Records Transparency

  • Public Access: Key documents—such as IRS Form 990, bylaws, annual reports, and this policy—will be made available on request or via our website when feasible.

  • Operational Records: Program reports, deployment logs, and other records of activity will be maintained for a minimum of 5 years and made available to stakeholders and regulatory agencies when required.

  • Volunteer Rosters & Logs: Participation records, training logs, and waiver forms will be kept secure but accessible to authorized team leaders for accountability and coordination.

3. Governance Transparency

  • Leadership Disclosures: The names and roles of leadership personnel and board members will be made public. Any conflicts of interest will be disclosed and documented.

  • Meeting Minutes: Minutes from leadership and board meetings will be recorded and maintained for review.

  • Decision-Making: Major decisions, particularly those involving finances, partnerships, or structural changes, will be documented and made available to relevant stakeholders.

4. Code of Ethics and Conduct

All members and volunteers are expected to:

  • Act with integrity and in the best interest of the mission.

  • Avoid conflicts of interest or the appearance thereof.

  • Report unethical behavior through a clear internal process without fear of retaliation.

5. Whistleblower Protection

505 JTF encourages the reporting of any misconduct or misuse of funds. We will provide a confidential process for submitting concerns. No retaliation will be tolerated for good-faith reporting.

6. Data Privacy and Confidentiality

While promoting transparency, we will also ensure the protection of personal data, including donor information, volunteer records, and sensitive mission-related details.

7. Policy Review and Updates

This policy will be reviewed annually and updated as needed to reflect changes in law, best practices, or organizational needs. Any revisions will be approved by leadership and communicated to all team members.