the  m p w c Foundation,  inc. 

due Jan 31st
mpwcf homepage back to parent page

 

mpwcf homepage
back to parent page

Below you will find our templates for the January 31st deadline, wherein we do everything for you except fill in the answers.   Copy and use each one verbatim  - 100% from the beginning to the end of every template - each of the many templates provided below.

The first thing you should prepare should be an email addressed to us - mpwcfoundation@gmail.com, sent by you, between January 26th and January 31st of every year.   The subject of this email should be "EXAMP-2014-Jan 31 input and summary of attachments"    You should copy and paste the below templates (emails and/or attachments) (nothing less, nothing more) and send them to us after inserting your own answers.  Be sure to conform to the following color-coding:

Things you should read, then possibly change to ENTER your own information, and then if changed, change the color coding to BLACK

Things you should read as they are instructive in nature, but you should delete or erase them (and close up the space) before sending them to us. (GREEN)

Things that ask questions or make statements that will remain unchanged on the input, but which will be followed by the below template(s)... (NAVY)

Responses to the above questions or statements from us, that respond to the above questions or statements. (BLACK)

Changes (this year's editings, deletions, additions) to the above that was otherwise THE SAME as you sent us last year.  Note that in these cases, after the grants have been paid, the changes are to be re-colored to match and become the now-new ongoing response. (RED).

This (the below) is the template for the EMAIL that lists all attachments that are due by January 31st every year.   It should be copied from below and look on your email like the following:

To the Trustees of the MPWCF:

This email's format has been updated by the MPWCF on July 2, 2013

This email is submitted in response to your Checklist (summary), templates, and due Jan 31st webpages with a subject of EXAMP-2014-Jan 31 input and summary of attachments.:

EXAMP-2014-Financials.xls (probably best submitted on a computerized spreadsheet)
EXAMP-2014-Cashflow Projections (probably best submitted on a computerized spreadsheet)
EXAMP-2014-Continuity.doc (probably best submitted on a Word-processing document)
EXAMP-2014-Internal Control.xls  (probably best submitted on a computerized spreadsheet)
EXAMP-2014-4 questions .doc  (probably best submitted on a Word-processing document)    (continue to use this name even though there may be more or less than 4 questions) 
EXAMP-2014-7 questions.doc (probably best submitted on a Word-processing document)    (note that additional sub-attachments may also be necessary to support some of the most lengthy responses to these 7 questions.  If so, name these EXAMP-2014-7 questions - point D#1, or D#2, or D#3, etc.) (use these additional attachments sparingly because ANY of the original attachments, 7 questions or Continuity or etc, could be as long as is necessary since all information in one place, with few "see xxx ... " referrals, is better for all of the writing, the reviewing, the criticizing, and its main purpose, teaching.
EXAMP-20xx-Endowment Assets Report (this is due and attached ONLY if the Founder has already died AND you have already received some or all of your share of the Foundation's endowment)  (if and when that time comes, these are probably best submitted on spreadsheets)
EXAMP-2014-Certification.doc (and a paper copy, signed by all appropriate officers, will ALSO be hand-delivered to you).  (probably best submitted on a Word-processing document)
et cetera,  where necessary and/or appropriate
et cetera,  where necessary and/or appropriate
et cetera,  where necessary and/or appropriate

We acknowledge that we have both read and fully understood the implications on this year's and future grants described in the entire table at the top of subsequent changes

We acknowledge that the persons signing this paper below have either (1) prepared this email and the attached documents or (2) verified for completeness and accuracy this email and one or more of the attached documents.  We also acknowledge that the process necessary for continuity in the future has been documented in records accessible to the entire organization in the event of a future absence of any one of us. 

signed by (name, title/position) of the person writing this email

also signed by EACH person writing OR verifying any of the information referred to in this email or on ANY OF THE ATTACHMENTS (as well as specifically naming which things each has either originated or has verified and/or what each is responsible for).

Names of EVERY originator and/or verifier (and names of positions held, and which documents responsible for)

Format for the below:    name, position, (O=originator or V=verifier), and name(s) of document(s) responsible for

1---------------------------------------------------------------------------------------------------------------------------------------------

2---------------------------------------------------------------------------------------------------------------------------------------------

3---------------------------------------------------------------------------------------------------------------------------------------------

4---------------------------------------------------------------------------------------------------------------------------------------------

5---------------------------------------------------------------------------------------------------------------------------------------------

6---------------------------------------------------------------------------------------------------------------------------------------------

7---------------------------------------------------------------------------------------------------------------------------------------------

et cetera, if necessary-----------------------------------------------------------------------------------------------------------------

In order to create the attachments called for in the above email, use the templates you will find below which contain the narrative data called for on the Checklist (summary).

ALL OF THE FOLLOWING responses would definitely be more efficiently prepared if you maintained an ongoing amendable (or editable) copy of each of the previous years' templates answering each of these questions and you used these amendable answers (not the templates themselves as they probably have changed subtly or more each year, but just the answers) to update and correct and add to them and then submit them every year with markings (to differentiate) the current year's changes, if any, on each year's list.    Then use that list (again next year, as once again amended and updated) for future years.  Eventually, when you get most of this in a usable state, you might consider placing all or most of the following on your own website so as to enable you to more transparently instruct and educate your own volunteers as well as all of your own other constituents.

The following document (no specific Template format is given; merely notes) is for the ATTACHMENT named "EXAMP-2014- Financials"

We can't give you a TEMPLATE for your own organization's financial statements because each organization is different, but your statement must be created on a computerized spreadsheet, probably MS Excel, and MUST look EXACTLY like (in concept) our example shown on our web page http://www.mpwcf.org/finls-example.htm   You should be prepared to justify (on a disclosure note to the financial statement) why you have not followed that "example" for anything that that "example" discloses that your statement does not disclose.  Your financial statement MUST include all information given in THAT example that your organization can respond to.  Do not overlook any useful or necessary supplementary information called for in points #4e and #4f and #4 of the Disclosures webpage   Remember, the purpose of a Financial Statement is to present to any non-insider all relevant information, in consistent and comparative form, about how your organization performs its Mission.  There should be few, if any, questions unanswered.  This is a transparency issue.  It is up to YOU to make the financial statement readable and not a nuisance to be avoided by any reader.  Sizing the columns and the information so that it appears (as if on one long 8 1/2 by 11 or longer inch printable page) on ONE computer screen and, if anything, needs to be scrolled ONLY UP and DOWN, not sideways, is another "must do" to accommodate an otherwise reluctant reader.  

The following document (no specific Template format is given; merely notes) is for the ATTACHMENT named "EXAMP-2014- Cashflow Projections"

We can't give you a TEMPLATE for your own organization's 5 or more years of Cashflow Projections because each organization is different, but your statement must be created on a computerized spreadsheet, probably MS ExcelFor the time being, you should probably follow the format (details and other information) that you use in the above Financial Statements.  Since this is really a device to be used by your management to PLAN (and then review plans as future times dictate your now past results and your future needs) your future, the details should, more likely than not, be even more detailed than the Financial Statements themselves   

The following template (and especially all of our notes) is for the ATTACHMENT named "EXAMP-2014-Continuity"

We believe that an ongoing and continually updated plan for Continuity of mission, operations, training, etc., should also be in place at the earliest possible moment for any organizations that professes to want to continue to accomplish their mission.  We have observed, since arriving in this town in 1993, that too many organizations, founded by good people, lose their way when the second, third, fourth or later generations of management take over.  Promises made become promises  not kept so many times.  Anyone, be they volunteer, contributor, beneficiary, or merely an observer, lacks the assurance that what the organization is doing today, may or may not be what it does tomorrow.  This critical issue of Continuity is intrinsically linked to the other critical issue of transparency which you have been asked to address elsewhere.  Because we feel that Continuity is so critically important, this grant input request is probably both the most important AND the most detailed (or longest).

In responding to the below points, we recognize that this is an ongoing process and recommend that  you not waste time and don't reinvent the wheel.  Consider each "last year's response" as the beginning point for "this year's response" and add to it, edit it for errors or changes, and constantly update it.  It should be a growing document getting longer, better, and more detailed every year for the next 10,000,000 years.  And, if you have a web-site, your response to some points might also be published so that your own volunteers have ready access to it -- which is the whole point to Continuity, after all.

None of the following is intended to suggest that evolution within the organization should not occur or that such evolution is a bad thing.  What it is intended to say and do is to make evolution something that has been discussed by the principals of the organization before it occurs and as it is occurring and make it transparent to all interested parties while it is occurring.   "We have always done it this way" is the other but unacceptable extreme and neither extreme works well.  Change should always be considered but only in knowledgeable comparison with past considerations.  

Do not concern yourself with answers being too long.  In this instance, more is better. Teach and educate your volunteers for EVERY position in your organization.  No one is indispensable and anyone in our senior citizen climate could leave (die, become disabled, move, etc.) at a moment's notice.

This is EXAMP-2014-Continuity. The template itself has been updated by MPWCF on June 22, 2013   Be sure to COPY and PASTE THIS ENTIRE TEMPLATE to a blank MS Word document as the first step (and starting point) for this year's input. Then EDIT ONLY YOUR ANSWERS to update it for this year.

The responses have been updated by (name of person responsible) and verified by (name of verifier) and completed on (date)

We need your current status report on ALL of the following points.  Please insert between every point your own unique response in the same way as we inserted a sample comment after #1 and #2 and #3 below and each point thereafter.

1 - a mission statement that discloses what youd organization is attempting to accomplish including the who, what, where, when, and why of its mission.

This could best be an updated copy of your own published mission statement, the same every year, at least until (of if) you decide to amend it.

2 - a set of by-laws that explains the mission and how it is to be accomplished in great detail.

Same as above except this responds to "the by-laws", an up-dated answer (which will be the same every year, at least until you choose to amend it).

3 - a recording of the minutes of meetings (mostly for historical purposes but also as an aid in training your successors) documenting the discussions that lead to changes or additions to operating procedures (or even to merely reasons why a discussed thought was NOT adopted).

If you have a website, the website would be the best place for the complete answer and a link inserted here to the specific webpage would suffice.  Whether or not you have a website, a summary statement of what kinds of meetings have what kinds of minutes would be appropriate here.  And if no website, that same summary should be supplemented here by details of the previous 18 months minutes for each kind of meeting. 

4a - written operating procedures, policies, rules, processes, etc. that describe just how every part of every process in the operation of the entire organization and its mission is to be accomplished by providing new personnel (or even long-term participants new to each job or position), including written words describing how each particular job, assignment, task,  etc., has been accomplished in the past.  Training new people becomes easier and there should be no need to reinvent the wheel any time a new person starts an old assignment that is new to them.   An organization chart (which itself will change periodically) is probably the first step in creating the abovementioned descriptions of the processes that operate your organization.    Each box on that chart should have as underlying it a "transition memo" that aids any new replacement for that position in his or her understanding of how to do that job.  You may even answer this by combining this with (and making specific reference to) "7 questions-point #4" (see a completely different and separate Template for this below)

et cetera (and so on, for all and each of the following, too) - explain in detail what your organization does on this (these) subject (s).  As THIS is the "meat" of real Continuity, no limit should be placed on the length of these answers should be applied by anyone.  However, if you would prefer to place the complete answer on your website, the exact page link should be specified here OR if you would prefer to devote a separate attachment to this, name the attachment "EXAMP-2014-Continuity-Point #4a-procedures, policies, rules, processes, etc."  Be sure to have an "annual input to the MPWCF" section (which will include all of the specifics that we've accumulated over the years, as well as who does what and when inside your organiztion insofar as it relates to this annual input.   The details of this annual input to the MPWCF are just one more procedure that you should document within your organization.

4b - as the MPWCFoundation has been in continuous existence since 2000, we have finally come to the point where THIS web-site will have to provide 99% of the information in HOW a grantee is to create all annual input that they send to us.   We have answered all of your previous unanswered questions as asked (and immediately ALSO placed the new or amended answers on the web-site as well) so it is now up to each grantee to maintain files of our answers, suggestions, emails, etc., so that each grantee now knows that we are no longer going to TEACH you how to do your annual input.  From now on, you have to train and re-train all successors in the process of creating the annual input.  You are on your own and we will not duplicate prior instructions from past annual Comments letters.  In isolated cases, if asked well before each December 31st, we will answer specific and well-phrased and documented questions that have not been asked before, but we will not repeat them from then on.

a statement that you understand all implications of the above would be appropriate here.  What you are doing about these implications should be included.

4c - a well-created "To Do" list for use by (and contributions to it from) all members (temporary or permanent, volunteers or paid workers) of your organization that tells date by date how and when to do things that re-occur.  This would include things that must be done on weekly, monthly, semi-annual, annual, every-X-years, etc. bases and would be things that must be done by your people for the MPWCF as well as any and all facets of your mission or management of your mission. 

et cetera (and so on, for all and each of the following, too) - explain in detail what your organization does on this (these) subject (s).

5 - a summary listing describing all significant contracts or agreements plus individual extracts for each of the items on that listing.  The extracts and/or the originals of the contracts or agreements with any other parties (be they contributors, vendors, organization office holders, volunteers, beneficiaries, whatever) should be maintained in a secure central location and a specific person should be designated to be in charge of keeping the historical integrity of such records.  This may necessitate the creation of "written notes to the file" for any important agreement with anyone which has not been committed to paper (contractual or otherwise).  

et cetera

6 - each grantee organization should have a plan that includes a method for documenting the performance of their organization, their programs and/or its participants. This documentation should define clearly the organization's main objectives as well as any potential obstacles.  This documentation should also enable anyone who might consult it in the future to evaluate its current relevance and suggest any necessary changes.  If a grantee organization won't commit to measure their own return on their own investments in themselves, how can they expect others to have faith in them and support their plan?  For each plan, you should consider the following points:
6a - insiders and outsiders need insight into your plans for what happens when your current income increases by as much as us$30,000 to us$75,000 a year.
6b - How will you handle the transition (your current income quickly increasing each year in steps like - say - $30,000 > $60,000 > $90,000 or more a year?
6c - Certainly you know the details better than I do but even I know that you will have problems that must be addressed. For examples, you will:
6c1 - have much more to give to each beneficiary of your mission - how will they and you handle that?
6c2 - have more money so you can help even more beneficiaries - what are your thoughts on this?
6c3 - need more volunteers on your staff to process all of this - how will you get them and train them and compensate them?
6c4 - need more volunteers on your staff to mentor or otherwise guide each beneficiary - how will you get this type of volunteer and what do you expect them to do?
6c5 - have to think of expanding your programs which, in turn, will create new and different problems. 
6c6 - have to consider whether (and how, if you do) you will desire "partial pay-back in kind" from your own organization's beneficiaries  (e.g, lawyers, accountants, mentors for current student beneficiaries, construction helpers, etc., etc.,  etc.)
6c7 - have to guide students or other beneficiaries in considering the local job market in and around Guanajuato when they are choosing curricula. And will there be any follow-up to aid them in the pursuit of their careers after graduation?
6c8 - have to consider how you are competing with other local organizations for the volunteer staff you need and what kinds of credentials are useful.
6c9 - have to consider how you are going to handle (incoming, outgoing, investing, endowments, etc.) the vastly larger sum of money coming from us upon the Founder's death.
6c10 - have to consider how will your own endowment fund be structured and how will it be used
6c11 - have to implement controls (internal audit, internal controls, more board oversight) over the greater amounts of funds. 
6c12 - have to increase the amount and type of information that you place in your internal (and probably external, too) financial statements - You will need more and better narrative, fuller disclosure, and more comparisons and explanations of variations 
6c13 - have to know the details of what every current person does so as to be able to replace their abilities if or when anyone leaves unexpectedly in any way.  This is a "back-up" and training problem.
6c14 - The above are just a few questions that occurred to us that should already have occurred to you and your organization as you are INSIDE and we are on the outside. And the questions are the easy part. You probably should have already thought about answers but now the details for each answer become more important. Each answer should be, if you consider each problem, an answer that creates even more new questions which should also then be considered.  Show us that you know more about your organization than we do by adding other appropriate questions (and then give us -- below in #7a, b, c, etc. --  your answers to these additional questions).
7 - impress us with your own additional CONTINUITY questions, and then record your own responses to these new questions

The following template is for the ATTACHMENT named "EXAMP-2014-Internal Control"   Be sure to COPY and PASTE (***)THIS ENTIRE TEMPLATE to a blank MS Excel spreadsheet as the first step (and the initial starting point) for this year's Internal Control input. Then EDIT ONLY YOUR ANSWERS to update it for this year.   To copy it to a Spreadsheet, open a new (blank) spreadsheet and RE-SIZE each of the 5 columns appropriately (e.g., 1st and 5th are widest and 4th just a little bit wider than the 2nd and 3rd).  Then COPY and PASTE the entire top "headings" section all at one time to (and across) the first line (put cursor in cell A1 or whatever the first line is for the HEADINGs line) of the blank spreadsheet.  Lastly, copy and paste the entire FIRST (down only) column of the below template to the second (cell A2 or whatever is below the "headings") of the blank spreadsheet.  Then you're ready to respond to each Internal Control question.       NOTE (***)=use your browser (best for this is Google Chrome, worst is Mozilla Firefox, others have not been completely tested so they may or may not work).  However, in almost any event, you can create a current year's spreadsheet by RE-Sizing the 5 columns as described just above, insert by hand the 5 column headings and then you can easily accomplish the otherwise hardstuff by copying and pasting the LONG COLUMN of questions which should pretty easily copy and paste (use PASTE, not Ctrl-V) directly to the left-most column of your new blank spreadsheet.  How ever you do this, just make sure that it looks like the below template and is easily readable (or understandable) by the reader (including your own "first reviewer" with all columns "seeable" across on ONE screen.

REVIEW OF INTERNAL CONTROL - this review will enable any organization to easily be audited internally without expending funds for an outside audit - it can be done by independent volunteers, in other words, volunteers independent of and from the work that they are reviewing. The person asking the question (and his or her position in the organization) should be noted and the person answering the question should similarly be noted .  This is a transparency issue.  This attachment and the others that follow should all be done on either an .xls spreadsheet (with columns "sized" to approximate the templates below OR on a "table" created in a .doc word document, with columns "sized" to approximate those templates as well.                                                  

This is EXAMP-2014-Internal Control. The template itself has been updated by MPWCF on June 23, 2013   Be sure to copy and paste this ENTIRE TEMPLATE to a blank MS Excel document (in accordance with the ABOVE instructions) as the first step (and starting point) for this year's input. Then EDIT ONLY YOUR ANSWERS to update it for this year.  Make column widths sufficient to ONLY approximate the sizes to the right of this ------>

The questions are:        

 YES  NO 

What was

the name of

the person

who gave

you this answer?

The responses have been updated by (name of person responsible, position held) and verified by (name of verifier, position held) and completed on (date)  

Comments on this point  (or reference number (#) to separate area, if necessary) especially when  any"NO" is the answer.

 

FOR EACH SMALL (PETTY) CASH FUND:

1-Is the fund always kept at a constant, specific amount (total of vouchers plus cash)?

2-Is the responsibility for each fund vested in only one person?

3-Is the custodian independent of other duties and other individuals that handle cash or cash items?

4-Are the records that are kept for each fund inaccessible to others until the fund is reimbursed?

5-Does the custodian obtain a factura or other less formal receipt (either showing all of date, amount, what was bought, reason, etc.) for each payment made?

6-does each payment also require the signature of the recipient of the payment on each receipt?

7-Are formal receipts reviewed and/or approved by someone other than the custodian prior to replenishing fund?

8-Are formal receipts cancelled in some way so that they cannot be re-used after each fund is replenished?

9-Is amount in each fund counted by someone other than the custodian at least once a year?

10-has a maximum amount (over which no cash expenditure can be made) been set for each fund?

MONIES RECEIVED:

1-is a record kept of checks (and identifiable cash) received, so it can be reviewed for omissions?

2-are any offering baskets (from the moment they are about to vanish from public sight) kept in the joint presence of two officials until they are jointly counted and recorded?

3-are the receipts from any offering baskets counted and recorded by persons other than the cashier, treasurer, etc.?

4-are the recorded amounts (see items #1 and #3 above) compared to the records of deposits to banks?

5-is the entire offering deposited intact without reduction for expenses of any sort?

6-does someone other than the cashier make the deposits to the bank?

7-is the person who makes such deposits instructed not to cash checks for the cashier?

8-are all outside persons aware that pre-numbered duplicate receipts are to be given for monies received?

9-are duplicate receipts compared in any way to the records which, in themselves, are to be compared to deposits?

MONIES PAID OUT BY CHECK:

1-are all checks kept in checkbook until issued, not pre-signed until issued, and issued in chronological order?

2-are voided checks stapled to checkbook and retained therein?

3-are checking account reconciliations done by someone with nothing else to do with cash procedures or check signing?

4-does that someone (item #3 above) receive the bank statements directly from the bank?

5-during reconciliation, are paid checks examined for date, name, and endorsements consistent with the cash records?

6-are signatories limited to those who have no access to cash, check or cash receipts, or other cash records?

7-is the practice of drawing checks payable to "cash" (or similar names) prohibited or extremely curtailed (and even then allowed only under specific circumstances)?

8-are the checks prepared for signature by someone other than a person involved in the receipt of checks or cash?

9-does supporting data accompany checks when they are submitted for signatures?

10-are the supporting data effectively perforated or otherwise canceled after payment to prevent subsequent misuse?

11-has the board specified a minimum amount over which each check must be counter-signed?

MONIES PAID OUT IN CASH:

1-monies for expenses must not be paid out of cash received prior to its being deposited in banks!  Is this rule observed?

2-is each item paid for in cash supported by documentation (where normally available) explaining who, what, when, and why?

3-are all expenses that are paid for in cash, reimbursed by a check made payable to the fund's custodian, and then only in the EXACT amount of the total of all expenses at that time being reimbursed at that specific time?

NON-MONETARY ASSETS:

1-are permanent listings (including descriptions, serial numbers, dates and costs) maintained for assets of significant value (such as office furniture and equipment and the like)?

2-does anyone compare the permanent listings (item #1 above) to the physical asset itself on an annual basis?

GENERAL:

1-are monthly financial statements prepared in reasonable detail so that the board of directors can review for omissions of receipts and for inappropriate expenditures and for variations from budgets?

2-does the board secretary understand that any financially-significant event should be both discussed by the board and recorded in the minutes?

3-does each member of the board know that it is each member's responsibility to ask the financial person for additional information regarding finances whenever a question arises in the individual member's mind?

4-are annual meetings of the entire membership scheduled each year at some constant time of year?

5-are financial statements provided to all non-board members, to help them review the organization's performance?

6-are the board of directors elected annually by the membership to ensure turnover among directors?

7-are the officers and responsibilities within the organization rotated periodically to ensure fresh ideas and fresh energy?

8-are non-board members of the organization allowed access to board meetings to ensure members' input?

9-are the duties and responsibilities of each financial person in the organization spelled out in sufficient detail?

10-are the duties of each person in the entire organization rotated after a specified period of time?

11-are the duties of each person taken over by another person during a vacation period (which is required at least annually)?

12-is an operating budget prepared annually, and are variations between budgets and actual results explained monthly?

13-is a double-entry bookkeeping system in use? 

13a-if #13 is yes, is a one page example picture attached?

14-are excess funds, if any, handled appropriately so as to maximize income thereon?

15-are all financial records and minutes of meetings available to all members of all of the organizations' constituencies so as to maintain transparency?

       

The following document is the template for the ATTACHMENT named "EXAMP-2014-4 questions" (and, yes, we know that there are now more than 4 questions below).   This is. most definitely, a transparency issue.

This is EXAMP-2014-4 questions. The template itself has been updated by MPWCF on June 25, 2013.  Be sure to COPY and PASTE THIS ENTIRE TEMPLATE to a blank MS Word document as the first step (and starting point) for this year's input. Then EDIT ONLY YOUR ANSWERS to update it for this year.

The responses have been updated by (name of person responsible) and verified by (name of verifier) and completed on (date)

We want to know whether or not your financial statements are sent to any and all parties requesting them (whether or not they are part of your constituents)?    

your answer should be inserted here replacing this current line - you may wish to describe who, over the years, have received such statements

Are the financial statements the same ones that this Foundation receives?

your answer should be inserted here replacing this current line -  if not the same statements, what differences occur

Are your board members receiving at least as much information as that which this Foundation receives? 

your answer should be inserted here replacing this current line - if YES or NO, either way describe the differences.

Are your board members bored with this information?   If they are not "involved" they really are wasting everyone's time

your answer should be inserted here replacing this current line - tell us what you are doing to ENCOURAGE their interest and participation in financial decisions.

Are your officers and principal executives lifelong inhabitants of their positions or do you turnover such positions so that new ideas can take hold? 

your answer should be inserted here replacing this current line with your response telling how you encourage new ideas from any sources 

Are your meetings open to some sort of public scrutiny (or attendance)?

your answer should be inserted here replacing this current line -  what kind of outsiders attendance, if any, do you get?

Tell us about  your web-site or lack thereof.   If you do have a web-site, what are the subjects covered? 

your answer should be inserted here replacing this current line - include a link to your homepage(s) and anything approaching your concept of a page by page (including links) listing similar to how we show you our own site map for MPWCF

Do you have a copy of your financial statements (for form 990ez, or both) on the web-site? 

your answer should be inserted here replacing this current line - please answer YES or NO, and if YES, please include a link to that page.   In either case (YES or N), please tell us the date of the latest filing with IRS and the YEAR of the latest form filed 

The following document (and our notes) is the template for the ATTACHMENT named "EXAMP-2014-7 questions"

The response in the following instance can be submitted on one attachment named as above.  However, for any point below that is very long in length (and therefore MAY be better handled in a separate complete attachment, you may refer to a separate attachment named (here AND in the attachment) as Subject: EXAMP-2014 - 7 questions-point # (#1, #2, #3, etc.).  Do not reinvent the wheel here.  Be sure to utilize prior year's responses as a "starting point" (where possible) and just edit them, update them, correct them, and definitely add to them, so that each current year's responses are better, more complete, and a greater indication of where you NOW stand on each of the below points.   All of these points are transparency issues.

This is EXAMP-2014-7 questions. The template itself has been updated by MPWCF on October 25, 2014  Be sure to COPY and PASTE THIS ENTIRE TEMPLATE to a blank MS Word document as the first step (and starting point) for this year's input. Then EDIT ONLY YOUR ANSWERS to update it for this year.

The responses have been updated by (name of person responsible) and verified by (name of verifier) and completed on (date)

1. describe the results of your review of your relationship and your compliance with the USA's IRS's regulations and how you know that this is the appropriate status for your organization. See the two pages IRS Narrative and IRS financials. Include a copy of your most recent form 990ez or state why you are not required to file it with IRS. 

Blah, blah, blah (very completely do the above) blah blah blah 

2. include a narrative disclosing your first,  and in later years, updated attempts at a detailed plan for how you will plan, control, and appropriately use the vastly higher annual grants to your organization (from your share of our total endowment that is expected to be at least us$4,500,000 -see funding-  in the future should this Foundation's founder die of other than a unnatural death  from malevolent hands -see founders will), and your share of at least us$20,000 each year from your share of our endowment which will be distributed after the Founder's death. This also assumes that you continue to satisfactorily meet the annual reporting requirements (like the ones you are reading now) prior to, and continuing after, his death.   

This may have been answered elsewhere, but if the other answer is not complete, combine the two and answer here and delete the incomplete answer elsewhere.

3. include a more detailed discussion of internal financial and management controls with emphasis on how they relate to current funding as well as to your organization later on when our grants increase substantially (as discussed immediately above). You will get a greater idea of what kinds of controls we are looking for when you read internal control and audit procedures.  After reading these two pages, tell us about your organization's responses on each of these two important subjects.  

This may have been answered elsewhere, but if the other answer is not complete, combine the two and answer here and delete the incomplete answer elsewhere.  But in either event, enter your reference to your answers to BOTH places.

4. disclose that you comply with the various goals and mission of this Foundation as stated in various parts of this web-site, the most important of which are your organization's transparency (points #1 thru #4), disclosures (points #1 thru #4) and continuity (points #1 thru #6c14).  Please tell us how you are dealing with these needs in your organization. The "continuity" response should be written out in great detail and it should be the one that you use to educate and train your own volunteers.  It should be long and growing longer as you add, occasionally delete, but always continue to amend it for accuracy, greater details, history, and anything else that will enable your organization to continue its mission probably forever.

This may have been answered under "Continuity-point#4a", however if the other answer is not complete, place all of the specific details on the Continuity attachment(s) and only summarize it here.  Also enter your refererence to your answers to BOTH places.

4a.  discuss what, if any, proselytizing your organization does, most especially on the subjects that could remotely be called "pay back" or "pay it forward", or otherwise instilling in your mission's beneficiaries the concept of helping other Mexicans who would otherwise continue to be handicapped by circumstances beyond their own current control.

This is just a discussion of what YOUR organization has (or is) considered that could be an additional by-product from what your mission is attempting to accomplish and what you believe you should instill in your own beneficiaries as to what they could later do to help in the process of "bootstrapping" Mexico and Mexicans.

5. disclose how you protect your own organization against the slim possibility that, after the death of our Founder, a renegade trustee (or trustees) of this Foundation may wish to consciously or sub-consciously subvert the wishes of the Founder.  Grantees may find protection against this threat by reading and understanding the various controls on this web-site, most importantly the grantee's rights as specified on the trustees page.  All people, trustees included, are only human, and huge sums of money (in excess of us$4,500,000) are involved here.  We need to know what you plan to do.

Blah, blah, blah (very completely do the above) blah blah blah 

6. show that you are capable of planning for the future.  Among your plans should be one to review this web-site well before the time information is due.  If questions are in order, and time is available to do so, we may answer them (but only) if they are submitted well before December 31st.  

Be careful answering this.  This just may be a trick question.

7. disclose that you have read and understand all (but only those) pages of this web-site that have anything to do with your organization's current status with this Foundation.  One of the things, among many others, we wish to get through to you is DO NOT SEND us ANYTHING that we have not specifically requested but DO SEND US everything that we do ask for.

Be careful answering this.  This just may be a trick question.

 

 

IF you have already received some or all of your share of the MPWCFoundation's Endowment two years after the Founder's death (as of 2013, he is still alive), you should also submit a report EVERY YEAR known as the "Endowment Assets Report.  A template for that report (as well as a how to do it) will be found on the endowment webpage.

The following document is the template for you to use for the ATTACHMENT named "EXAMP-2014- CERTIFICATION".  A second and identical copy of this same template plus the same answers should be delivered to us (Michael Wein, Suspiros 14, Col. Centro, San Miguel), but this second copy should be signed by each of the appropriate officers.

(The name of your organization)

(The street address)

(Telephone number AND email address)  

                                                      (date of this letter to the MPWCF)

To the Trustees of the MPWCF:  

This is EXAMP-2014-Certification. The template itself has been updated by MPWCF on June 27, 2013   Be sure to COPY and PASTE THIS ENTIRE TEMPLATE to a blank MS Word document as the first step (and starting point) for this year's input. Then EDIT ONLY YOUR ANSWERS to update it for this year.

The undersigned principals of (insert name of your organization) certify that for the current grant year (insert this January's year) our organization has read, understood, and complied with your requirements as specified on your web-site at www.mpwcf.org/index-mpwcf.htm and most specifically, we answer the following questions:  

  1. Whether or not there has been any changes in our answers to your questions 1-20 of your 1st year requirements page since we last answered them,  we have re-submitted by email dated (insert most current submission's date here) and with the email subject "Section A Confirmation" containing a newer and more current attachment of this information with the attachment title "20 questions".     circle answer yes/    no change    /no          (if “no”, explain as #1)  
  2. We have reviewed all of your latest "Comments (that need to be responded to between Nov 1 and Jan 15)" emails from the prior year and answered them completely (using the copy-reply format, described at the bottom-half of the some details  web-page, and adding our specific and detailed answers to each question as a reply/response after each individual question).  You should have received this by email sent on  (enter date) with the subject: Response to your Comments (that need to be responded to between Nov 1 and Jan 15).    circle answer yes/no              (if “no”, explain as #2)       

Points #1 and #2 above were due and should have been submitted to you prior to October 31st and January 15th, respectively.  The following points #1 through #10 are being (or were) submitted to you by January 31st as attachments to an email at that time.

  1. We submitted by attachment a one-page combined detailed Statement of Receipts and Expenditures (which includes a Reconciliation of Cash from the end of each earlier year to the end of each next year) that includes columns disclosing next year's budget figures, this past year's actuals, this past year's budget, and the prior year's actuals (using the format shown on your financials-example web-page).  The attachment is called "Financials"      circle answer yes/no              (if “no”, explain as #3)   
  2. For any compensation or any other fees paid to anyone at all, we certify that such amounts are carefully, precisely, and completely explained and (only after that) quantified on the face of our financial statements.    circle answer yes/no              (if “no”, explain as #4)      
  3. We submitted by attachment the answers to your questions  in Point D of ongoing requirements.  The attachment is called "7 questions"     circle answer yes/no              (if “no”, explain as #5)  
  4. We also submitted, where necessary, attachments with Subjects for those points in the above 7 questions-Point #D that required longer and more detailed responses.  Each of these supplementary attachments are first listed by name only on the "7 questions" attachment and then referenced to the appropriate attachments that, if necessary, are entitled "7 questions - Point # (D1, D2, D3, etc.).      circle answer yes/no              (if “no”, explain as #6a. #6b. etc)   
  5. We submitted by attachment the answers to your continuity webpage concerns.  The attachment is called "Continuity"     circle answer yes/no              (if “no”, explain as #7)  
  6. We submitted by attachment answers to your internal control webpage.  The attachment is called "Internal Control"      circle answer yes/no              (if “no”, explain as #8)    
  7. We submitted by attachment answers to your 2nd four questions on the some details webpage.  The attachment is called "4 questions"   circle answer yes/no              (if “no”, explain as #9)  
  8. If the Founder has died and we have received some or all of our share of the Foundation's Endowment two years after his death, we submitted by attachment the endowment assets report. The attachment is called  "Endowment Assets"   circle answer yes/no or not applicable yet            (if “no”, explain as #10)
  9. A paper copy of this certification letter has also been (or is being) delivered to you at Suspiros #14, San Miguel.  circle answer yes/no              (if “no”, explain as #11)    
  10. In all other respects, to the best of our knowledge and belief, both individually and severally, we have complied with the requirements set forth on your web-site, http://www.mpwcf.org/index-mpwcf.htm          answer yes/no                (if “no”, explain as #12)
  11. at least one of the undersigned has, within the last 8 months, read, understood, and agreed that we have complied with all requirements of your website.  answer yes/no                     (if “no”, explain as #13)  
  12. We acknowledge that we have both read and fully understood the implications on this year's and future grants described in the entire table at the top of subsequent changes
  13. We acknowledge that the persons signing this paper below have either (1) prepared this email and the attached documents or (2) verified for completeness and accuracy this email and all of the attached documents.  We also acknowledge that the process necessary for continuity in the future has been documented in records accessible to the entire organization in the event of a future absence of any one of us. 
  14. We have read and understand what happens next so that the cycle continues for the following year(s).

signed by the person writing this email and also signed by the persons verifying all of the information included for both completeness and accuracy (notate this information below next to each signature and what parts each takes responsibility for).

Signed by the following (your chief financial person and chief administrative person and chief executive should sign this certification) and by any other person having a significant part in this process.

X (name and title) etc. etc. etc.________________________________

X (name and title) etc. etc. etc.________________________________

X (name and title) etc. etc. etc.________________________________

X (name and title) etc. etc. etc.________________________________

X (name and title) etc. etc. etc.________________________________

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

“Underpromise and Overdeliver”

Some, but not all, pages on this web-site were selectively modified as recently as the date shown at the bottom of the MPWCFoundation home web-page. This entire web-site is copyrighted © 2000-2016 by The Michael Paul Wein Charitable Foundation, Inc  

QUESTIONS OR COMMENTS about this web-site? E-mail us at mpwcfoundation@gmail.com. SPECIFY EXACTLY (using copy and paste) (and include the page name, i.e., the URL link) what your question or comment refers to.