To: MOW Volunteers
From: Dan Rabovsky, Executive Director
Subject: Policy change regarding donations from recipients
I want to inform you of a policy change just approved by the Board of Directors regarding donations from recipients and how it affects volunteers.
In essence the new policy states that no cash donations will be collected from meal recipients by volunteers. We are eliminating the handling of these cash donations.
Further, checks from recipients should no longer be collected by volunteers to be turned in at the site. Instead, any check written from the meal recipient should now be mailed directly to the Meals on Wheels of Metro office. The office will provide self-addressed envelopes to the recipients for this purpose. Recipients may also donate over the phone using a credit card by simply calling the office.
This means that all donations will now be received, deposited, and tracked by and through the single source of the MOWMT office.
All component accounts will now be merged into our main account at the Bank of Oklahoma, but we will maintain an electronic file of each component’s funds.
We have made this policy change at the insistence of our auditors, and it will eliminate an on-going issue with internal controls in the audit. This problem has clouded our audit reports and affected our ability to receive funds from some foundations.
I will be making arrangements to meet with each of the component treasurers to begin making the component bank transfers the week of July 28.
A memo with be handed out to the recipients in the coming weeks to explain how to make their donations, and that our volunteers will no longer accept their donations. We will explain that we no longer will accept cash, and we will attach a self-addressed envelope in which they can mail their checks. Each time a donation is mailed to us the office will send an acknowledgement along with a new donation envelope.
All of this will ultimately allow us to implement a system of providing each recipient with a monthly statement, and better track their donations. Importantly, we think this will benefit everyone. It certainly helps by removing the burden of responsibility we have been placing on our volunteers.