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Fundraising and Donor Accountability Policies

PAL Ottawa is a registered charity that engages in fundraising activities. It welcomes gifts from individuals, associations, corporations, foundations and other donors to support its values, mission, vision and mandate. PAL Ottawa encourages and solicits contributions of cash, securities, and personal and

real property, either as outright gifts or through gift planning vehicles as are permitted by law and regulation. The following document outlines the policies and procedures that govern PAL Ottawa’s fundraising practices. This document will be reviewed by the Board of Directors every two years.

Fundraising Governance Policy


The purpose of the PAL Ottawa’s Fundraising Governance Policy is to outline roles and responsibilities regarding fundraising and fundraising proprieties within the Organization.


Fundraising and gift acceptance activities of PAL Ottawa are the responsibility of Consultants or Contractors or Coordinators, Board members and volunteers across the Organization, as governed by the Board of Directors.

The Board of Directors has authority for the Organization’s fundraising priorities and activities. The Board of Directors may delegate the responsibility of fundraising priorities and activities. Consultants or Contractors or Coordinators are responsible for reporting to the Board of Directors on fundraising activities, priorities, and gift acceptance. This is done during regularly scheduled Board meetings.

As assigned in the Scope of Work for Consultants or Contractors or Coordinators, under the direction and authority of the Board of Directors, are responsible for the day-to-day administration and coordination of all fundraising and gift acceptance activities for the Organization.

Non‐development Consultants or Contractors or Coordinators and volunteers of PAL Ottawa, under the guidance of the Board of Directors, will be asked to assist in helping the organization achieve its overall fundraising goals.

PAL Ottawa’s fundraising and gift acceptance activities shall be coordinated in a way that best serves the interests of the Organization and fully supports the Organization’s priorities.

Fundraising and Donor Accountability Policy


The purpose of this policy is to define PAL Ottawa’s policies regarding accountability to donors and fundraising integrity, in a manner consistent with encouraging the highest ethical standards as a registered charity, while promoting PAL Ottawa as the charity of choice in the communities which we serve.


This policy applies to all Consultants or Contractors or Coordinators, Board members, volunteers of PAL Ottawa who actively engage in fundraising or the promotion of fundraising for the Organization within the community at large.


Donor Rights

  • All donors are entitled to receive an official receipt for income tax purposes for the amount of their donation. PAL Ottawa has established the minimum donation amount of $20 for the automatic issuance of receipts. However, smaller donations will be receipted upon request by the donor.
  • Donors of eligible gifts‐in‐kind are entitled to receive an official receipt that reflects the fair market value of the gift, according to Canada Revenue Agency guidelines.
  • Eligibility for official receipts for non‐monetary (in-kind) gifts is to be determined prior to the acceptance of the gift.
  • All fundraising solicitations by or on behalf of PAL Ottawa will disclose PAL Ottawa’s name and the purpose for which the funds are requested.
  • Printed solicitations, regardless of how transmitted, will include the address and contact information.
  • Donors and prospective donors are entitled to know, upon request, whether an individual soliciting funds on behalf of PAL Ottawa is a volunteer, Board member, or a Consultant or Contractor or Coordinator.
  • Donors and prospective donors will be encouraged to seek independent professional advice if PAL Ottawa has any reason to believe that a proposed donation might significantly and adversely affect the donor’s financial position or taxable income.
    Donors and prospective donors are entitled to promptly receive, upon request:
  • PAL Ottawa’s most recent audited financial statements.
  • PAL Ottawa’s charitable registration number as assigned by the Canada Revenue Agency (CRA).
  • Any information contained in the public portion of the Organization’s most recent T3010 form as submitted to the Canada Revenue Agency.
  • A list of names of the PAL Ottawa Board Members.
  • A copy of this Fundraising & Donor Accountability policy.

Donor requests to remain anonymous will be respected.

Donor privacy is of the upmost importance to PAL Ottawa. Donor records maintained by PAL Ottawa, both paper and electronic, will be kept confidential to the greatest extent possible. All those working for PAL Ottawa and volunteers must sign confidentiality agreements. Donors have the right to see their own donor record, and to challenge its accuracy.

Every effort will be made to honour donor requests. These include, but are not limited to,:
a) Limit the frequency of solicitations;
b) Not to be solicited by certain means, including by phone or by other technology;
c) Not to receive printed material related to fundraising activities at PAL Ottawa.

PAL Ottawa values its donors and will endeavour to protect donors from multiple approaches for gifts from Consultants or Contractors or Coordinators and volunteers acting on behalf of PAL Ottawa in promoting or soliciting gifts. Appropriate internal discussion and consultation, facilitated by the Board of Directors, will occur prior to approaching or making commitments to donors.

PAL Ottawa will respond promptly to complaints from donors and prospective donors. The Vice President of Board will attempt to satisfy the complainant’s concerns in the first instance. A complainant who remains dissatisfied will be informed that he/she may communicate with the Chair of the Board.

Fundraising Practices
Fundraising solicitations of behalf of PAL Ottawa will be truthful and accurately describe the intended use of funds.

Staff and volunteers soliciting funds on behalf of PAL Ottawa shall:
a) Adhere to this Donor and Fundraising Accountability Policy;
b) Act with fairness, integrity and in accordance with all laws, professional codes and standards of practice;
c) Cease solicitation of a prospective donor who identifies the solicitation as unwelcomed;
d) Disclose immediately to PAL Ottawa any actual or apparent conflict of interest; and
e) Not accept donations for purposes that are inconsistent with PAL Ottawa’s objectives or core values.

PAL Ottawa will not rent, exchange or otherwise share its donor list with any individual or organization, unless required by law.

PAL Ottawa does not pay finders’ fees, commissions or other payments to anyone based on either the number of gifts received, or the value of funds raised. Paid fundraisers, whether staff or consultants, will be compensated by salary, retainer, or fee.
Compensation policies for fundraisers, including performance‐based compensation practices (such as salary increases or bonuses) will be consistent with PAL Ottawa policies and practices that apply to non-fundraising personnel.

PAL Ottawa is committed to reporting on a regular basis to donors on the Organization’s fundraising activities.

Financial Accountability

  • PAL Ottawa’s financial affairs will be conducted in a responsible manner, consistent with the ethical obligations of stewardship and the legal requirements of provincial and federal regulators.
  • All donations will be used to support PAL Ottawa’s objects, as registered with Revenue Canada.
  • PAL Ottawa encourages donors to give undesignated and unrestricted gifts so that funds may be directed to where the need is greatest. However, PAL Ottawa acknowledges the importance of and will support designated/restricted gifts where the designation is consistent with the mission and priority needs of the organization.
  • All restricted or designated donations will be used for the purposes for which they are given. If, due to program or organizational changes, the need arises to make alternative use of these funds, every attempt will be made to discuss alternatives with the donor or donor’s legal designate. If no agreement can be reached with the donor or his/her legal designate about alternative uses for the restricted or designated gift, PAL Ottawa will apply the gift to an alternative program that in its estimation, achieves a similar outcome.
  • In cases where the donor is deceased or incompetent, and there is no legal designate, the donation will be used in a manner that is as consistent as possible with the donor’s original intent.
  • No more will be spent on administration and fundraising than is required to ensure effective management of the organization.
  • PAL Ottawa will meet or exceed all Canada Revenue Agency requirements for expenditures on charitable and other activities.
  • PAL Ottawa will make externally audited financial statements available to the public each year within six months of the conclusion of its fiscal year.