Donor Recognition Policy

Purpose

• To outline how donors to Bike Edmonton are recognized publicly for their donations.
• Recognizing donors shows Bike Edmonton’s appreciation for their support, provides financial transparency, and hopefully inspires other community members to give.

Scope

• All donors to Bike Edmonton are affected by this policy

Definitions

• Donor: an individual, collective, or corporation who donates any dollar amount to Bike Edmonton
• Gratitude Report: a public thank-you list of donors to Bike Edmonton, hosted on the Bike Edmonton website
• Bike Edmonton Mural: mural at the North Side shop to acknowledge and thank donors and volunteers.
• Volunteer: A person who donates their time to Bike Edmonton

Policy Content

• When a donation is made, the donor’s name and contact information needs to be recorded via a donation page. The donor also needs to be asked for consent to display their name and donation amount publically on the Gratitude Report.
• On the donation page, there needs to be a field where a donor can list the name they would like to be publicly recognized under, including anonymously. If the name given is inappropriate, the name will be anonymized.
• On the donation page, donors should be informed that Bike Edmonton reserves the right to remove their names from any Gratitude Report or the Bike Edmonton Mural if their conduct does not fit with the goals and intentions of the organization
• Bike Edmonton may remove a name from any Gratitude Report or the Bike Edmonton Mural through a board vote.
• Tips are regarded as anonymous donations
• A volunteer may be added to the Gratitude Report or the Bike Edmonton Mural ( see Bike Edmonton Mural policy) through nomination from any board or staff member. The volunteer should fill out a form indicating how they would like their name to appear, and acknowledge that Bike Edmonton reserves the right to remove their name from any Gratitude Report or the Bike Edmonton Mural if their conduct does not fit with the goals and intentions of the organization.
• A Gratitude Report should be updated on the website yearly at the end of the fiscal year. This list contains all those who donated in the last fiscal year.
• They will be listed under donation tiers according to amount ($24 and Under, $25-49, $50 - $99, $100 - $249, $250 - $499, etc….). These tiers can shift as needed from one Gratitude Report to the next to reflect the monetary range of donations.
• People who donate to the Spoke program should be listed in a separate tier. Their names will be listed according to what they put as their preference on the donation page.
• In-kind donations should be listed in a separate category. Their names will be listed according to what they put as their preference on the donation page.
• The Gratitude Report should be clearly dated (March 2022 - March 2023, for example). It is left up for one calendar year, and then updated. New donors in the past calendar year are added. Donors who have lapsed (not donated in the past calendar year) are removed.
• A thank-you message should be included. Additional wording around “every donation counts” or comparison to in-kind donations should be included. An example could be “$10 buys someone 30 minutes of shop time”. The goal of this wording is to make sure smaller donations are equally recognized.
• The Gratitude Report should be included in the Annual Report presented to members at the AGM
• Please refer to Bike Edmonton Mural policy (not yet created) for use of the mural

Implementation and Monitoring

The treasurer is responsible for creating and posting the Gratitude Report at the end of the fiscal year. The Gratitude Report should be presented at the Annual General Meeting.

Policy Approval Date & Review Date

Date Approved, Revisioned and Active Approved: June 2023 Revised:

Date Expired This policy should be reviewed one year after its approval to ensure it has been implemented properly. This does not mean the review period needs to be one year after its first review.