The Working Grip Foundation

The Corporation is organized exclusively for charitable and educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code, including but not limited to providing financial relief to injured protection‑dog decoys, and working dogs, and promoting education and safety within the working‑dog community.

Article V. Principal Office

The street address of the principal office is 818 Teal Drive, Conway, Arkansas 72034.

Article VI. Registered Agent and Registered Office

The name and physical street address of the registered agent and registered office in Arkansas are:
Registered Agent: Clayton Smith
Address: 818 Teal Drive, Conway, Arkansas 72034

Article VII. Initial Board of Directors

The initial Board of Directors shall consist of four (4) directors:
• Clayton Smith – 818 Teal Dr., Conway, AR 72034
• Josh Kirby – 6552 Private Rd 1601, West Plains, MO 65775
• Dawnetta Calhoun – 10501 Roanwood Lane, Carlisle, AR 72024
• Celeste Smith – 818 Teal Dr., Conway, AR 72034

Article VIII. Incorporator

The name and address of the incorporator is Clayton Smith, 818 Teal Drive, Conway, Arkansas 72034.

Article IX. Tax‑Exempt Provisions

No part of the net earnings of the Corporation shall inure to the benefit of, or be distributable to, its members, directors, officers, or other private persons, except that the Corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article IV. No substantial part of the activities of the Corporation shall consist of carrying on propaganda or otherwise attempting to influence legislation, and the Corporation shall not participate in or intervene in any political campaign on behalf of any candidate for public office. Notwithstanding any other provision herein, the Corporation shall not carry on any activities not permitted to be carried on by an organization exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code or by an organization contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code.

Article X. Dissolution

Upon dissolution, the assets of the Corporation shall be distributed for one or more exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code, or to the federal, state, or local government for a public purpose. Any assets not so disposed of shall be disposed of by a court of competent jurisdiction to such organization or organizations as said court determines that are organized and operated exclusively for exempt purposes.

Article XI. Effective Date

These Articles shall be effective upon filing with the Arkansas Secretary of State.

Executed this 17th day of August 2025.

______________________________
Clayton Smith, Incorporator

Bylaws

BYLAWS

THE WORKING GRIP FOUNDATION

ARTICLE I. NAME, PURPOSE, AND LIMITATIONS

Section 1. Name. The name of the corporation is The Working Grip Foundation (the “Foundation”).

Section 2. Purpose. The Foundation is organized exclusively for charitable and educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code, including but not limited to providing financial relief to protection‑dog decoys and working or sport dogs injured in the course of training or competition, and promoting safe canine working practices.

Section 3. Political Activities. No substantial part of the activities of the Foundation shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the Foundation shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of—or in opposition to—any candidate for public office.

ARTICLE II. OFFICES

Section 1. Principal Office. The principal office of the Foundation shall be located at 818 Teal Drive, Conway, Arkansas 72034, or at such other place as the Board of Directors (“Board”) may designate.

Section 2. Registered Agent. The registered agent shall be Clayton Smith unless and until the Board appoints a successor in accordance with Arkansas law. The President is authorized to file any required changes of registered agent or office with the Arkansas Secretary of State.

ARTICLE III. BOARD OF DIRECTORS

Section 1. Authority. All corporate powers shall be exercised by or under the authority of, and the affairs of the Foundation managed under the direction of, the Board pursuant to Ark. Code § 4‑33‑801.

Section 2. Number and Composition. The Board shall consist of not fewer than three (3) and not more than nine (9) directors, the exact number to be set from time to time by resolution of the Board. The Board may increase or decrease its size within the stated range and fill vacancies or newly created directorships by majority vote of the remaining directors.

Section 3. Election and Term. The initial directors shall serve staggered terms as follows: Class A (term expires December 31, 2028): President and Treasurer; Class B (term expires December 31, 2027): Vice‑President; Class C (term expires December 31, 2026): Secretary. Upon expiration of the foregoing initial terms, and for all subsequent elections, directors shall serve two‑year terms and may succeed themselves without limitation.

Section 4. Removal and Vacancies. A director may be removed with or without cause by a two‑thirds vote of the remaining directors. Vacancies shall be filled for the unexpired term by majority vote of the Board.

Section 5. Meetings. The Board shall hold at least one regular meeting annually and may hold special meetings upon notice delivered at least two (2) days in advance by electronic or other means.

Section 6. Quorum and Voting. A majority of directors then in office constitutes a quorum. Except as otherwise provided herein, Board action requires a majority vote of those present.

Section 7. Remote Participation. Directors may participate in a meeting by telephone, video conference, or similar electronic means, and such participation shall constitute presence in person.

Section 8. Action Without Meeting. Any action required or permitted to be taken at a meeting may be taken without a meeting if all directors consent in writing or by electronic transmission and the consents are filed with the Foundation’s records.

Section 9. Compensation. Directors shall not receive compensation for their service as directors. Nothing herein, however, prohibits the Foundation from compensating a director for services rendered in a capacity other than as a board member (e.g., as an officer, administrator, or independent contractor), provided that (a) such compensation is reasonable and (b) it is approved in advance by a majority of the disinterested directors. Reimbursement of reasonable expenses incurred on behalf of the Foundation is permitted with Board approval.

Section 10. Policies. The Board shall adopt, periodically review, and abide by written policies addressing conflicts of interest, whistle‑blower protection, and document retention and destruction.

ARTICLE IV. OFFICERS

Section 1. Officers. The officers of the Foundation shall consist of a President, Vice‑President, Secretary, and Treasurer, and such other officers as the Board may elect.

Section 2. Duties. (a) President—the chief executive officer; presides at meetings; supervises affairs. (b) Vice‑President—performs duties assigned by the President and acts in the President’s absence. (c) Secretary—keeps minutes, maintains corporate records, and handles official correspondence. (d) Treasurer—oversees custody of funds, maintains accurate financial records, prepares reports, and ensures timely filing of IRS Form 990.

Section 3. Election and Term. Officers are elected by the Board. The initial officers shall serve for the staggered terms set forth in Article III, Section 3; thereafter, all officers shall serve two‑year terms and until their successors are elected. Officers may succeed themselves without limitation.

Section 4. Removal. Any officer may be removed by majority vote of the Board whenever, in its judgment, the best interests of the Foundation would be served.

ARTICLE V. MEMBERSHIP (NON‑VOTING)

Section 1. Classes and Dues. Membership is voluntary and non‑voting. Categories include, without limitation, Decoy Membership, Dog Membership (per‑dog add‑on), and Police K‑9 Team Membership. The amount of annual dues for each category shall be set and may be changed from time to time by resolution of the Board of Directors and published in a Membership Dues & Fee Schedule maintained with the Foundation’s records. The Board may establish additional membership categories, promotional pricing, proration rules, hardship waivers, and administrative fees, all as stated in the Schedule. Dues changes apply prospectively as of the effective date set by the Board.

Section 2. Term of Membership. Each membership term is one (1) year from the date dues are received.

Section 3. Rights and Privileges. Members in good standing are eligible to apply for grants under Article VII, subject to grant‑program guidelines. Membership confers no voting rights in the governance of the Foundation.

Section 4. Liability Waiver. As a condition of membership, each applicant must execute a liability waiver in a form approved by the Board.

Section 5. Termination of Membership. Membership shall terminate automatically upon the earliest of: (a) failure to renew membership dues by the due date; (b) written resignation by the member; or (c) removal for cause by majority vote of the Board. For purposes of this section, “for cause” includes, but is not limited to, felony arrests or charges; any criminal arrest related to animal cruelty; fraud; conduct unbecoming or that brings discredit to the Foundation.

Section 6. Non‑Refundable Dues. All membership dues are non‑refundable.

ARTICLE VI. COMMITTEES

The Board may create standing or special committees by resolution adopted by a majority of directors. Each committee shall have the authority delegated to it by the Board, except that only the Board may approve budgets, adopt policies, or amend these Bylaws.

ARTICLE VII. GRANT PROGRAM

Section 1. Purpose. The Foundation may award financial grants, not exceeding $3,000 per incident, to assist (a) protection‑dog decoys injured during working‑dog or sport‑dog training or competition, and (b) working or sport dogs injured in such activities.

Section 2. Eligibility. Applicants must be current members in good standing under the Membership Dues & Fee Schedule at the time the injury occurred and must provide documentation as required by the Board‑approved Grant‑Making Policy. For a dog‑injury grant, the specific dog must have an active Dog Membership add‑on that is linked to the handler’s membership prior to the injury date; each dog requires its own paid registration to qualify individually.

Section 3. Approval Process. Grant requests shall be reviewed by the Board and approved by majority vote. All grants are discretionary and do not constitute insurance or a guaranteed benefit. The Board shall review the Grant‑Making Policy at least annually.

Section 4. Crisis‑Relief Fund. For any incident that receives specially earmarked donations, the Board may, by resolution, designate a named Crisis‑Relief Fund for that incident. Disbursements from such fund may exceed the standard $3,000 per‑incident cap; however, the Foundation retains sole discretion over all payments and documentation requirements. Earmarked donations are irrevocable gifts and non‑refundable. Any excess or unused funds remaining thirty (30) days after the Board declares the incident closed shall automatically transfer to the Foundation’s general hardship fund.

ARTICLE VIII. FISCAL MATTERS

Section 1. Fiscal Year. The fiscal year of the Foundation shall end on December 31.

Section 2. Accounting Method. The Foundation shall maintain its books and records on a cash basis.

Section 3. Financial Controls. All checks or withdrawals over $1,000 must bear the signatures of any two authorized officers.

Section 4. Annual Review. The Board shall review the Foundation’s annual financial statements and IRS Form 990 prior to filing.

Section 5. Independent Review or Audit. If the Foundation’s annual gross revenue exceeds $300,000, the Board shall engage an independent certified public accountant to conduct, at minimum, a financial review and, if required by law or funding sources, a full audit.

ARTICLE IX. INDEMNIFICATION

To the fullest extent permitted by the Arkansas Nonprofit Corporation Act of 1993, as amended, the Foundation shall indemnify its directors and officers against expenses and liabilities incurred in connection with their service. The Board may purchase and maintain insurance to fund such indemnification.

ARTICLE X. DISSOLUTION

Upon dissolution, the assets of the Foundation shall be distributed for one or more exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code, or to a federal, state, or local government for a public purpose, or to another organization organized and operated for such exempt purposes.

ARTICLE XI. NONDISCRIMINATION

The Foundation shall not discriminate on the basis of race, color, national origin, sex, age, disability, or religion in any of its policies, programs, or activities.

ARTICLE XII. AMENDMENTS

These Bylaws may be amended or repealed by a two‑thirds vote of the Board at any meeting, provided that written notice of the proposed amendment is delivered to each director at least seven (7) days in advance.

ARTICLE XIII. EMPLOYMENT AND CONTRACTED SERVICES

The Foundation may employ or contract with individuals to perform administrative, operational, or program‑related work as needed to carry out its charitable mission. Compensation for services shall be reasonable and approved by the Board of Directors. Individuals may be hired as either employees or independent contractors, subject to applicable federal and state employment laws. No director shall participate in any vote on their own compensation or hiring.

ARTICLE XIV. DATA PRIVACY

The Foundation shall maintain the confidentiality of personal and medical information collected from members, applicants, and grantees, and shall disclose such information only as required by law or as necessary to administer its programs. The Board shall adopt and periodically update a written Privacy Policy governing data collection, storage, and access.

ARTICLE XV. ADVISORY COUNCIL (NON‑VOTING)

Section 1. Establishment and Purpose. The Board of Directors (“Board”) may establish an Advisory Council to provide advice, subject‑matter expertise, and community outreach in support of the Foundation’s mission. Advisory Council members are not directors and shall have no voting authority over corporate affairs.

Section 2. Authority. The Advisory Council is consultative only. It shall not exercise the powers of the Board, shall not be counted for quorum, and shall not act on behalf of the Foundation unless expressly authorized by a specific Board resolution.

Section 3. Appointment and Term. Advisory members are appointed by the Board by majority vote for a one‑year term, renewable at the Board’s discretion. The Board may remove any advisory member at any time, with or without cause, by majority vote.

Section 4. Meetings and Participation. Advisory members may be invited to attend Board or committee meetings for designated agenda items. They may not be present during executive sessions unless invited. The President (or designee) may convene Advisory Council meetings as needed.

Section 5. Standards, Policies, and Confidentiality. Advisory members shall comply with applicable Foundation policies, including the Conflict‑of‑Interest Policy and confidentiality requirements. Advisory members must refrain from holding themselves out as directors.

Section 6. Compensation and Expenses. Advisory members serve without compensation. The Foundation may reimburse reasonable expenses incurred on its behalf if pre‑approved in accordance with the Financial Procedures & Internal‑Controls Policy.

Section 7. Honorary Titles (Optional). The Board may confer honorary, non‑voting titles (e.g., “Honorary Advisor,” “Ambassador”) in recognition of service. Such titles do not confer any governance authority.

Document Retention & Destruction Policy

THE WORKING GRIP FOUNDATION

DOCUMENT RETENTION & DESTRUCTION POLICY

Purpose

This Policy ensures The Working Grip Foundation (“the Foundation”) maintains required records, preserves documents relevant to litigation or investigations, and disposes of outdated material securely.

Administration

The Secretary (Records Manager) oversees policy implementation and reviews it at least every three years.

Litigation Hold

When litigation or an investigation is pending or threatened, the Records Manager issues a written “Litigation Hold,” suspending destruction of relevant documents until the hold is lifted.

Record Retention Schedule

Category	Document Type	Minimum Retention
Corporate Records	Articles, Bylaws, Minutes	Permanent
Tax Records	IRS Determination, 990s, State filings	Permanent
Financial Statements	Audited/Reviewed statements	Permanent
General Ledger	Ledgers, journals	7 years
Bank Records	Statements, reconciliations	7 years
Accounts Payable/Receivable	Invoices, payments	7 years
Payroll & HR	Payroll, W‑2/1099	7 years
Employment Applications	Hired & not hired	3 years
Contracts/Leases	Executed documents	7 years after expiration
Insurance	Policies, claims	Permanent
Grant Files	Applications, awards, reports	7 years after close
Donations	Receipts, pledges	7 years
Program Records	Incident files	7 years
Legal	Claims, settlements	Permanent
Emails	Material correspondence	7 years (routine 3 yrs)

Destruction Method

Paper: shred or incinerate. Digital: permanently delete or anonymize. Vendors must certify destruction.

Backups

Backups must not revive destroyed documents and should align with the longest relevant retention period.

Compliance

All personnel must follow this Policy; violations may lead to disciplinary action.

Adoption

Adopted by the Board on ____________, 2025.

__________________________ __________________________
Clayton Smith, President Date

__________________________ __________________________
Josh Kirby, Vice‑President Date

__________________________ __________________________
Dawnetta Calhoun, Secretary / Records Manager Date

__________________________ __________________________
Celeste Smith, Treasurer Date

Membership Dues & Fee Schedule

THE WORKING GRIP FOUNDATION

MEMBERSHIP DUES & FEE SCHEDULE (Effective Oct 1, 2025)

Membership Categories & Annual Dues

Category	Description	Annual Dues (USD)
Decoy Membership	Individual decoys actively training or trialing.	$125
Dog Membership (per-dog add‑on)	Linked to a handler’s primary membership; each dog requires its own add‑on to be grant‑eligible.	$125
Police K‑9 Team Membership	Covers one active certified handler‑dog team. Team must list the specific dog to be eligible.	$250

Term & Effective Dates

Membership term is one (1) year from the date dues are received.
• Dues changes apply prospectively on the effective date set by Board resolution.

Proration, Grace Periods, and Lapses

No proration for partial years at this time.
• There is not grace period for membership, membership lapses once membership term expires until dues are paid to begin a new membership year.
• Lapsed members are ineligible for grants until membership is reinstated.

Discounts & Promotions

None currently in effect. The Board may authorize temporary promotional pricing by resolution.

Administrative Fees

Returned/chargeback fee: actual bank/processor costs.
• Replacement membership card/ID: waived.
• Other administrative fees, if any, must be approved by the Board.

Payment Methods

Credit/debit card (Stripe/PayPal), ACH, or check payable to “The Working Grip Foundation.”
• Online payments may include standard processor fees; the Foundation does not surcharge beyond processor rates.

Non‑Refundable Dues & Eligibility Notes

All dues are non‑refundable (see Bylaws Art. V §6).
• For dog‑injury grants, the specific dog must have an active Dog Membership add‑on linked to the handler before the injury date.
• K‑9 Team Membership must identify the active certified dog to qualify; updates are required when dogs or handlers change.

Membership Application & Liability Waiver

Grant‑Making Policy
THE WORKING GRIP FOUNDATION

GRANT‑MAKING POLICY

1. Purpose

This Policy outlines the criteria and procedures by which The Working Grip Foundation (“the Foundation”) awards financial assistance to protection‑dog decoys and working or sport dogs injured during training or competition, consistent with Article VII of the Bylaws.

2. Eligibility

Applicant must be a member in good standing at the time of injury.
b. Injury must have occurred while actively engaged in recognized protection‑dog training or sport‑dog activity.
c. For a dog-injury grant, the specific dog must have an active Dog Membership that is linked to the handler’s primary membership before the injury occurs.

Handlers may register multiple dogs, but each dog requires its own paid Dog Membership add-on to qualify individually. A dog that is not individually registered is not eligible for grant assistance, even if the handler holds another membership type.
d. Applicant must submit the Grant Application Form within 60 days of the incident.

3. Grant Amounts & Caps

Standard grants shall not exceed **$3,000** per incident.
• The Board may exceed the cap only under an approved Crisis‑Relief Fund (Bylaws Art. VII §4).

4. Required Documentation

Completed Grant Application Form.
• Proof of membership (receipt or member ID).
• Incident report describing how the injury occurred.
• Veterinary bills or medical invoices.
• Photos or other evidence, if requested.
• W‑9 (for U.S. recipients) or equivalent tax form.

5. Application Process

1) Applicant submits the form and documentation to grants@workinggrip.org.
2) The Secretary logs the submission and circulates it to the Board within three (3) business days.
3) Board members have seven (7) days to review and request additional information.
4) Approval requires a simple majority vote of disinterested directors, recorded in the Grant Vote Log.
5) The Treasurer issues payment within five (5) business days of approval.

6. Post‑Grant Reporting

Grant recipients must provide a brief statement of fund use and supporting receipts within ninety (90) days of disbursement. Failure to report may disqualify the member from future grants.

7. Recordkeeping

All grant files and vote logs are retained for seven (7) years in accordance with the Document Retention & Destruction Policy.

8. Policy Review

This Policy is reviewed annually by the Board and amended as needed.

9. Adoption

Adopted by the Board of Directors on ____________, 2025.

__________________________ __________________________
Clayton Smith, President Date

__________________________ __________________________
Josh Kirby, Vice‑President Date

__________________________ __________________________
Dawnetta Calhoun, Secretary Date

__________________________ __________________________
Celeste Smith, Treasurer Date

Named Crisis‑Relief Fund Guidelines

THE WORKING GRIP FOUNDATION

NAMED CRISIS‑RELIEF FUND GUIDELINES

1. Purpose

These guidelines outline how the Foundation launches, administers, and closes a Named Crisis‑Relief Fund (“CRF”) for a specific incident that generates earmarked donations exceeding normal grant caps.

2. Launch Criteria

A significant injury or event affecting a member decoy, handler, or dog that is likely to exceed the standard $3,000 grant cap.
• At least one earmarked donation (or public pledge) of $500 or more.
• Majority vote of disinterested directors to establish the CRF and set a target goal.

3. Fund Setup

Assign a unique CRF code (e.g., “CRF‑2025‑InkDog”).
• Create a dedicated donation page with clear language that contributions are irrevocable and excess funds roll into the general hardship fund (Bylaws Art. VII §4).
• Track all CRF income and expenses in a separate class or project code within the accounting system.

4. Eligible Expenses

Medical or veterinary bills directly related to the incident.
• Travel and lodging for treatment (max $1,000 unless Board approves higher).
• Equipment repair or replacement if destroyed during the incident.

5. Approval Process

CRF disbursements follow the same documentation rules as standard grants (Grant‑Making Policy §4).
• Treasurer may approve individual payments up to $2,000; larger payments require Board vote.
• All disbursements logged in the CRF Vote Log with running balance.

6. Public Reporting

Foundation posts periodic updates (at least monthly) on donation totals and funds disbursed.
• Donor names may be listed unless anonymity requested.

7. Closing the Fund

Board declares the incident closed when: (a) all known bills are paid; and (b) no new qualifying expenses are anticipated within 30 days.
• Treasurer finalizes the CRF statement and transfers any remaining balance to the general hardship fund.
• Donors receive a final thank‑you email summarizing impact.

8. Record Retention

CRF files are retained for seven (7) years in compliance with the Document Retention Policy.

9. Adoption & Review

Adopted by the Board of Directors on ____________, 2025. Reviewed annually.

Advisory Council Onboarding & Confidentiality Agreement

THE WORKING GRIP FOUNDATION

ADVISORY COUNCIL ONBOARDING & CONFIDENTIALITY AGREEMENT

Appointment & Term

The undersigned is appointed to the non‑voting Advisory Council of The Working Grip Foundation (the “Foundation”) for a one‑year term, renewable at the Board’s discretion. Advisors are not directors, have no governance authority, and are not counted toward quorum.

Role & Standards

Advisors provide expertise, outreach, and feedback to advance the Foundation’s charitable mission. Advisors agree to uphold high standards of conduct and comply with applicable Foundation policies, including the Conflict of Interest & Compensation Policy, the Whistle‑Blower Policy, the Document Retention & Destruction Policy, and any other policies adopted by the Board.

Confidentiality

Advisors may receive non‑public information about members, grantees, donors, finances, or operations. Advisors shall keep such information confidential and shall not disclose it to any third party except as authorized in writing by the Foundation or required by law. This obligation continues after service ends.

Conflicts of Interest

Advisors shall annually complete a conflict‑of‑interest disclosure and promptly update it if circumstances change. Advisors will recuse themselves from discussions or recommendations where a real or perceived conflict exists.

Compensation & Expenses

Advisory service is uncompensated. Pre‑approved, reasonable out‑of‑pocket expenses incurred on behalf of the Foundation may be reimbursed pursuant to the Financial Procedures & Internal‑Controls Policy.

Intellectual Property & Materials

Any work product, materials, or content created by the Advisor specifically for the Foundation’s use may be used, reproduced, and adapted by the Foundation for charitable purposes, with appropriate attribution where feasible.

Acknowledgment & Signatures

By signing below, the Advisor acknowledges receipt of this Agreement and the referenced policies, agrees to comply with them, and affirms commitment to the Foundation’s charitable mission.

Advisor Information

Name (print)
Email
Phone
Mailing Address

_______________________________ _______________________________

Advisor Signature Date

_______________________________ _______________________________

Foundation Representative Title / Date

Privacy Policy

THE WORKING GRIP FOUNDATION

PRIVACY POLICY

Effective date: 9-3-25

Scope & Purpose

This Privacy Policy explains how The Working Grip Foundation (“Foundation”, “we”, “us”) collects, uses, shares, and protects personal information from members, donors, grantees, advisors, volunteers, and website visitors. It applies to information collected online and offline, including membership/grant forms, donation pages, email, and events.

Information We Collect

Identity & Contact: name, address, email, phone, organization/club.
Membership & Program Data: membership category and dates, dog details for Dog Membership add‑ons, incident and grant‑application information, and related documentation.
Payment Data: limited billing details from our processors (e.g., transaction ID, amounts); we do not store full card numbers.
Tax Forms: W‑9 (U.S.) or W‑8 series (non‑U.S.) for grant recipients and certain vendors; these may contain SSNs/EINs or foreign tax IDs.
Technical Data: IP address, device information, pages visited, and cookies on our website.

How We Use Information

Administer memberships, process dues, and verify eligibility for grants (including dog add‑on verification).
Process donations, issue tax acknowledgments, and maintain donor records.
Review and decide on grant applications; prevent fraud and abuse.
Operate and improve our website, communications, and programs; compile de‑identified statistics.
Comply with legal, tax, accounting, and audit requirements.

Legal Bases/Authority

We process information to carry out our charitable mission, perform membership/donor agreements, comply with legal obligations, and with consent where required.

Sharing & Disclosures

Vendors/Processors: payment processors (e.g., Stripe/PayPal), email and website providers, accounting/tax professionals.
Board & Grants Review: directors/officers may access necessary information to evaluate applications and administer programs.
Legal/Compliance: disclosures required by law, subpoena, IRS/state regulators, or to protect rights and safety.
Named Crisis‑Relief Funds: we may publish high‑level updates on total amounts raised/disbursed; we do not disclose private medical or tax data.

Data Security

We apply administrative, technical, and physical safeguards appropriate to the sensitivity of the data, including role‑based access, encryption in transit, and secure storage of W‑9/W‑8 forms. Only authorized personnel may access SSNs or tax IDs.

Retention

We retain records according to our Document Retention & Destruction Policy (e.g., grant files and financial records generally 7 years; corporate records permanent). When retention periods end and no hold is in place, we destroy records securely.

Your Choices & Rights

Email: unsubscribe links are available in our emails.
Access/Corrections: you may request access to or correction of your information; we will honor reasonable requests subject to legal constraints.
Deletion: we will delete or de‑identify information where legally permissible and not required to be retained.

Children’s Privacy

We do not knowingly collect personal data from children under 13. If we learn we have done so, we will delete it.

International Transfers

If you are outside the United States, your information may be processed in the United States, where privacy laws may differ. We apply reasonable safeguards and honor lawful requests.

Third‑Party Links

Our website may link to other sites we do not control; their privacy practices govern their content.

Updates to this Policy

We may update this policy; the “Effective date” above will reflect the latest version.

Contact

Questions or requests: Secretary, The Working Grip Foundation, 818 Teal Drive, Conway, AR 72034 • secretary@workinggrip.org

Gift Acceptance & Donor Policy

THE WORKING GRIP FOUNDATION

GIFT ACCEPTANCE & DONOR INTENT POLICY

Purpose & Principles

This Policy guides acceptance, valuation, and acknowledgment of gifts to ensure donor intent is honored and gifts advance the Foundation’s charitable mission without undue risk or cost.

Authority & Right to Decline

The Board delegates day‑to‑day gift acceptance to the President and Treasurer, subject to this Policy. The Foundation may decline any gift inconsistent with our mission, overly restrictive, creating unacceptable liability, or where compliance is impractical or illegal.

Acceptable Gifts (Standard)

Cash, checks, ACH, and credit/debit card donations via approved processors.
Unrestricted gifts or gifts designated to approved purposes (e.g., general hardship fund, Named Crisis‑Relief Funds).
In‑kind goods of modest value that support programs (e.g., protective equipment), subject to pre‑approval.

Gifts Requiring Prior Board Approval

Restricted gifts with conditions beyond published program rules.
Sponsorships, naming opportunities, and cause‑marketing arrangements.
Marketable securities, cryptocurrency, vehicles, real estate, closely‑held business interests, or other non‑standard assets.
Endowment or permanently restricted funds.

Non‑Accepted Gifts (Absent Board Resolution)

Gifts that would result in material, ongoing costs, environmental liabilities, or reputational risk.
Gifts intended to unduly influence grant decisions or that conflict with our Conflict of Interest Policy.

Valuation & Receipting

We issue IRS‑compliant acknowledgments for all gifts; for gifts ≥ $250, written acknowledgments state the date and amount (or description) and whether goods/services were provided. For quid‑pro‑quo contributions over $75, we disclose the value of benefits provided. Donors are responsible for obtaining any required qualified appraisal and for tax advice.

Donor Intent, Restrictions & Earmarked Gifts

We honor donor designations that align with our mission and policies. Named Crisis‑Relief Funds may exceed standard grant caps; any excess or unused funds roll into the general hardship fund after the incident closes. Earmarked donations are irrevocable once accepted, and all disbursements remain at the Foundation’s discretion.

Anonymous Gifts

We accept anonymous gifts; we will protect donor identities to the extent permitted by law and our auditors.

In‑Kind Gifts & Acknowledgments

We acknowledge in‑kind goods by description only (no dollar value). In‑kind services are generally not tax‑deductible; we may acknowledge receipt for stewardship purposes.

Anti‑Money‑Laundering & Sanctions

We reserve the right to request identity information, decline gifts, or return funds if we reasonably suspect fraud, money‑laundering, or sanctions issues. International gifts may require additional verification.

Refunds

As a general rule, donations are non‑refundable. Limited exceptions may be made if a gift was made in error, unauthorized, or illegal, or if the Foundation declines a restricted gift after receipt and before deposit.

Stewardship & Reporting

We provide periodic updates to donors to Named Crisis‑Relief Funds and publish summary financials in annual reports and IRS filings, without disclosing confidential grante

OFAC / Sanctions Statement for Crisis Funds and International Donors

THE WORKING GRIP FOUNDATION

OFAC / SANCTIONS STATEMENT FOR CRISIS FUNDS & INTERNATIONAL DONORS

Effective date: 9-3-25

1) Purpose & Scope

This Statement sets out how The Working Grip Foundation (“Foundation”) complies with U.S. sanctions laws administered by the U.S. Department of the Treasury’s Office of Foreign Assets Control (OFAC) when receiving donations—including Named Crisis‑Relief Fund gifts—and when making grants or payments domestically and abroad. It applies to donors, members, grantees/beneficiaries, advisors, and vendors.

2) Policy Statement

We do not knowingly accept donations from, or make payments to, any person or entity that is a Sanctioned Person or is otherwise prohibited by applicable sanctions laws.
We will not facilitate, route, or structure transactions to evade sanctions or to benefit Sanctioned Persons.
All disbursements remain at the Foundation’s discretion; Named Crisis‑Relief donations are irrevocable once accepted. If a payment is prohibited, we will follow OFAC rules (e.g., block funds) and, where permitted, reallocate to the general hardship fund after legal restrictions are resolved.

3) Screening & Due Diligence

Screen donors, grantees/beneficiaries, intermediaries, and material vendors against U.S. sanctions lists (e.g., OFAC SDN and other applicable lists) before accepting/issuing funds, using a risk‑based approach.
Apply enhanced verification for high‑risk situations (e.g., large or unusual donations, foreign wires, cryptocurrency, requests to route through third parties).
Collect sufficient identifying information to screen (full name, address, country, organization, and for disbursements: bank details and recipient name).

4) Prohibited & Restricted Transactions

No acceptance from or payments to Specially Designated Nationals (SDNs) or entities 50%+ owned by SDNs.
No transactions involving comprehensively sanctioned countries/regions or their governments unless authorized by OFAC (currently including, among others, Cuba; Iran; North Korea; Syria; and certain regions of Ukraine such as Crimea, Donetsk, and Luhansk).
No transactions intended to circumvent sanctions or export‑control restrictions.

5) Payments & Disbursements Controls

Use regulated financial institutions and traceable methods only; no cash disbursements and no third‑party pass‑throughs without prior approval.
Require recipient certifications that funds will not be transferred to Sanctioned Persons and will be used solely for charitable purposes described.
For blocked or rejected transactions, follow OFAC regulations (e.g., place funds in a blocked account and file any required reports).

6) Escalation, Reporting & Recordkeeping

Potential matches, red flags, and suspected evasion attempts are escalated to the Secretary (Compliance Officer) and President for review; outside counsel/CPA may be consulted.
Maintain screening results and transaction records for at least five (5) years, consistent with our Document Retention & Destruction Policy.
Provide training/briefing to directors, officers, and volunteers involved in donations or grants.

7) Donor & Recipient Acknowledgment (sample language)

By making a donation or receiving a grant, you represent that you are not a Sanctioned Person and that the funds will not be provided to, or otherwise benefit, any Sanctioned Person. You agree to provide any information reasonably requested to verify compliance with applicable sanctions laws.

8) Contact

Questions: Secretary, The Working Grip Foundation, 818 Teal Drive, Conway, AR 72034 • secretary@workinggrip.org

Articles of Incorporation
Policy Binder

The Working Grip Foundation

Formation & Governance Binder

Articles of Incorporation

ARTICLES OF INCORPORATION

Bylaws

ARTICLE I. NAME, PURPOSE, AND LIMITATIONS

ARTICLE II. OFFICES

ARTICLE III. BOARD OF DIRECTORS

ARTICLE IV. OFFICERS

ARTICLE V. MEMBERSHIP (NON‑VOTING)

ARTICLE VI. COMMITTEES

ARTICLE VII. GRANT PROGRAM

ARTICLE VIII. FISCAL MATTERS

ARTICLE IX. INDEMNIFICATION

ARTICLE X. DISSOLUTION

ARTICLE XI. NONDISCRIMINATION

ARTICLE XII. AMENDMENTS

ARTICLE XIII. EMPLOYMENT AND CONTRACTED SERVICES

ARTICLE XIV. DATA PRIVACY

ARTICLE XV. ADVISORY COUNCIL (NON‑VOTING)

Document Retention & Destruction Policy

Membership Dues & Fee Schedule

Membership Application & Liability Waiver

Grant‑Making Policy THE WORKING GRIP FOUNDATION

1. Purpose

2. Eligibility

3. Grant Amounts & Caps

4. Required Documentation

5. Application Process

6. Post‑Grant Reporting

7. Recordkeeping

8. Policy Review

9. Adoption

Named Crisis‑Relief Fund Guidelines

1. Purpose

2. Launch Criteria

3. Fund Setup

4. Eligible Expenses

5. Approval Process

6. Public Reporting

7. Closing the Fund

8. Record Retention

9. Adoption & Review

Advisory Council Onboarding & Confidentiality Agreement

Privacy Policy

Gift Acceptance & Donor Policy

OFAC / Sanctions Statement for Crisis Funds and International Donors

Grant‑Making Policy
THE WORKING GRIP FOUNDATION