The document outlines the structure and essential management practices of friends organizations that support national wildlife refuges. It highlights the importance of partnerships, governance responsibilities, and legal obligations for nonprofit compliance. Additionally, it provides guidance on necessary filings, annual reports, and financial accountability to ensure operational integrity.

1. Friends Essential Joan Patterson Director of Grassroots Outreach National Wildlife Refuge Association

2. Key Points of our Conservation What are Friends Partnerships Structure of the Organization Management Essentials

3. What Are Friends Organizations? Private Independent 501(c)(3) nonprofit Provide support

4. Friends Organizations Are Not… “ Anti” groups FWS spokesperson Refuge managers Cash cows

5. Why Are Friends Important?

6. National Friends Program Partners U.S. Fish & Wildlife Service National Wildlife Refuge Association National Fish and Wildlife Foundation

7. Partnership Foundation Elements Compelling Vision Strong and Shared Leadership Shared Problem Definition and Approach Power Equity Interdependency and Complimentarily Mutual Accountability

8. The Board Setting the policy for the organization. Monitoring the organization’s operations. Serving as a public figure for the organization. Fulfill legal obligations or duties: Duty of care Duty of loyalty Duty of obedience Recusal

9. Mission Statement Why the organization exists Opportunities or the needs Competence-people, needs, Commitment

10. Bylaws Bylaws are a legal document. They outline the nuts and bolts of how your group is structured and how it will operate. Typical articles:

11. Federal Filings 1023 application for your 501c3 Incorporation This is the actual federal application form for nonprofit status. Available online at: http://www.irs.gov/charities/article/0,,id=96109,00.html Federal Tax ID/ Employee Identification Number (EIN) Needed for bank accounts or grants, it is given to you when you receive your IRS nonprofit determination letter IRS Nonprofit Determination Letter Provided to you once your 1023 application has been reviewed and approved. It is sometimes required as proof by granting agencies and your state that the IRS has certified your group

12. Filings with State Apply for - Articles of incorporation/organization Provide - Copy of Bylaws Apply for - Certificate of Solicitation Apply for - Certificate of State Tax Exemption NOTE Some states provide Certificates of State Tax Exemption only to certain types of nonprofits (Religious or educational groups, etc.). Others may require that you only present a copy of your IRS determination letter. Please check with your state Department of Revenue, or Attorney General’s Office, to find out what rules apply in your state File - Public Charities Form

13. FWS Agreements Cooperative Agreement or Memorandum of Understanding? USFWS requires that organizations working on, or on behalf of, a refuge, have a Cooperative Agreement (CA) or Memorandum of Understanding (MOU). CA for Friends groups have a permanent sales outlet on refuge property. MOU if you are not going to have an official sales outlet on the refuge, but do plan on selling items on refuge property at events that benefit the Friends and the refuge, or will have an on-going activity that will not have direct FWS staff oversight/control.

14. Annual Filings and Reports Federal - IRS form 990 This is the annual tax form that must be filed regardless of whether or not your group has exceeded the $25,000, gross annual income threshold. State Declaration of Interest, Dividends or Capitol Gains Public Charities Form Report for Nonprofit Annual Corporations Annual Financial Audit CPA Audit Report

15. Updates and Changes Notify your secretary of state's office when there are: Changes in Bylaws Change in Address (for organization) Change in Fiscal Year Changes in board officers

16. Accounting Accurate accounting records of all of your organizations’ financial transactions are key to avoiding any potential liability issues. The following outlines the basic. Fiduciary responsibility of board Treasurer's Reports More than a checkbook! Have a paper financial statement outlining the opening balances for the month, any income, all expenditures and the closing balances for the month Read and understand financial statements Be prudent concerning the control and transfer of funds. Vote on and then record expenditures in minutes

17. Meetings Meet at regular times and place Agendas Have a standing agenda Take and approve minutes Have a quorums for a vote Annual Meeting

18. Board Meetings Be prepared Set ground rules Resolve problem behaviors Encourage constructive behaviors Establishing subgroups Extraneous ideas Achieve closure

19. Recommendation Centralize your records Be advocates for your refuge Have fun and celebrate!