To conscientiously implement the relevant provisions of the "Regulations on the Administration of Foundations" promulgated and implemented by the State Council of the People's Republic of China, and to standardize, institutionalize, and make scientific the management work of the foundation, specific foundation management regulations are hereby formulated.
I. Board of Directors Meeting System
1. The Board of Directors shall hold meetings at least twice a year. In the event that major matters requiring the deliberation and decision of the Board of Directors arise, meetings can be convened as needed.
2. The Board of Directors primarily discusses and decides on significant issues listed in the "Regulations on the Administration of Foundations."
3. The convening of the Board of Directors requires the attendance of more than two-thirds of the directors for the meeting to be held. Decisions of the Board of Directors are considered valid when more than half of the attending directors approve.
4. The Board of Directors is chaired by the Chairman of the Board, with members of the Supervisory Board attending the meetings.
5. Before the Board of Directors meeting, the Secretariat should prepare relevant materials. Important topics should be distributed to all directors before the meeting, and opinions of the directors should be extensively solicited.
6. Matters discussed and decided upon by the Board of Directors should be documented in the "Minutes of the Board of Directors' Meeting," and for matters resulting in resolutions, attending directors should sign separately.
II. Office Work System
1. Strengthen political theory and business knowledge learning, improve policy theory and business proficiency. Adhere to the people-oriented principle and serve the purpose of education. Be dedicated, selfless, and law-abiding. Work diligently and act as the "adviser" for the Board of Directors and Chairman.
2. Compile monthly (quarterly, annual) financial statements.
3. Plan and organize public welfare activities such as "Supporting Education with Love" and "Poverty Alleviation and Assistance."
4. Responsible for the annual inspection and evaluation of the organization.
5. Responsible for coordinating and liaising with relevant business departments.
6. Maintain regular contact with the registration and management departments and promptly report relevant matters as required.
7. Keep track of the progress of annual fund raising and provide fund raising information for decision-making at Chairman's meetings.
8. Monitor fund operations in a timely manner and recover funds as scheduled.
9. Develop and implement foundation operation plans; gather, publish, and accumulate information and materials. Establish and improve foundation documents and electronic archives. Strengthen the construction and management of the foundation's website, and fulfill the roles of communicating with society, lawful governance, and democratic management. Strengthen communication and coordination with news media and carry out publicity work.
10. Maintain close contact with provincial, municipal, and district foundations, and engage in work exchanges and cooperation.
11. Strengthen ideological and political work, establish a system of liaison officers for Party affairs with relevant business departments, and play the exemplary role of Party members.
III. Duties of Foundation Staff
1. Chairman's Duties
• The Chairman is the legal representative of the foundation, responsible for and presiding over the overall work of the foundation.
• Convene and preside over Board of Directors meetings.
• Inspect the implementation of Board of Directors resolutions.
• Sign important documents on behalf of the foundation.
• Approve expenses within the authorized scope and beyond the budget, and regularly inspect financial income and expenditure.
• Other duties assigned by the Constitution and the Board of Directors.
2. Secretary-General's Duties
• Oversee the daily work of the foundation, organize and implement Board of Directors decisions and resolutions.
• Organize and implement major donation activities.
• Implement major public welfare projects such as "Supporting Education with Love" and "Poverty Alleviation and Assistance."
• Assist the Chairman in daily management of the foundation .
•Organize the drafting of work plans, schemes, regulations, and work summaries submitted to the Board of Directors meetings for deliberation and decision.
• Monitor financial income and expenditure, report relevant information to the Chairman in a timely manner, and approve expenses within the authorized scope of the Chairman.
• Responsible for public relations, liaison, and coordination work of the foundation, maintaining the foundation's positive social influence.
• Coordinate with legal consultants to carry out relevant work and handle legal affairs.
• Responsible for information release, drafting and approval of submitted materials.
• Responsible for drafting and implementing fund appreciation operation plans, organizing and implementing after being approved by the Board of Directors or the Chairman, and completing other tasks assigned by the Chairman.
3. Clerk's Duties
• Responsible for safeguarding the foundation's seal and documents, handling document reception, reminders, filing, etc.
• Responsible for purchasing and managing office supplies.
• Responsible for receiving visitors, registering and replying to letters from various parties, and completing distribution.
• Responsible for sorting, binding, submitting, and storing various documents and materials of the foundation, distributing promotional materials, etc.
• Responsible for collecting and updating information related to the foundation's website, assisting in management.
• Complete various tasks assigned by the Chairman.
4. Accountant's Duties
• Strictly abide by and implement the "Accounting Law of the People's Republic of China," and conduct accounting in accordance with the "Accounting System for Civil Non-enterprise Organizations," ensuring the truthfulness and completeness of accounting information.
• Strictly implement the annual budget, reasonably use funds in accordance with the law, and refuse to approve off-budget projects without the approval of the Board of Directors or the Chairman.
• Prepare monthly financial reports and submit financial income and expenditure analysis for the quarter. Collect, organize, and archive financial information.
• Accountants leaving or leaving for any reason should truthfully hand over accounting vouchers, account books, documents, and unresolved matters, and be supervised and handed over by the Secretary-General with both parties present and signing on the handover inventory.
• Financial, audit, and tax departments and higher authorities inspect the financial situation of the foundation. The accountant should report to the Secretary-General in a timely manner and truthfully reflect relevant circumstances, providing relevant materials.
• Accountants engaging in violations shall be held responsible in accordance with laws and regulations.
5. Cashier's Duties
• Strictly follow the relevant financial regulations of the country, continuously improve policy and business levels.
• Carefully review each original voucher, refuse to process receipts and payments that violate financial regulations.
• Register accounts daily according to original vouchers, and promptly grasp the bank deposit balance. All accounts must be accurate, clear in summary, and neatly written.
• Implement the bank settlement system and currency management system, and financial seals must be in line with the accounting.
• Strictly follow the financial security system, carefully manage cash, seals, notes, and other securities. Cash in stock should not exceed the bank's stipulated limit, and lending and overdrawing are not allowed. If losses are caused by violation of relevant regulations, the person responsible will be held accountable.
VI. Financial Management System
1. The task of financial management of the foundation is to strictly abide by national and local regulations on financial management, adhere to the "Regulations on the Administration of Foundations," and strictly implement the annual budget to ensure the safety, appreciation, and reasonable use of the foundation's assets.
2. Mixing of accounting and cashier positions is strictly prohibited.
3. The foundation has the right to supervise the use of subsidy funds. If the beneficiary fails to use the subsidy funds in accordance with the agreement or violates other agreement terms, the foundation has the right to terminate the subsidy agreement and recover the subsidy funds.
4. The foundation invests funds according to the principles of legality, safety, and appreciation. The process must be transparent and comply with relevant financial management regulations to ensure the safety and appreciation of the funds.
5. All expenditures of the foundation must be executed according to the annual budget. If a significant increase in expenditure is necessary during the process, it must be approved by the Chairman's meeting.
6. The foundation's financial expenses strictly follow the Chairman's approval system: Salary and welfare of staff and administrative expenses shall not exceed 8% of the total expenditure of the year.
7. All financial activities of the foundation are subject to the guidance and supervision of the Supervisory Board and relevant departments.
8. The procurement of bulk materials and the printing of printed materials must be approved by the Chairman's meeting or the Chairman, and should involve the consultation of two or more personnel.
9. Foundation staff must strictly abide by these regulations. Violations will be held accountable in accordance with laws and regulations.
V. Archive Management System Various types of documents and archives of charitable foundations are original records that truly reflect the history of the foundation's organization, development, and work. They are the original materials and important basis for compiling and researching the history of charitable foundations. In order to strengthen the management of electronic and paper document archives of the foundation, these regulations are formulated in accordance with the "Archives Law of the People's Republic of China."
1. Everyone is responsible for the collection and management of archive materials. Each member must pay attention to the collection and preservation of archive materials.
2. Strengthen the management of documents and electronic files. Documents and electronic files should be organized, classified, categorized, and cataloged in a timely manner. Documents that need to be posted on the internet should be posted in a timely manner, and electronic files should be saved when necessary.
3. The main collection of archive materials is the various business activities conducted by the foundation. These include fundraising, rewarding outstanding teachers and educators, aiding impoverished primary and middle school students, assisting distressed education workers, meetings and decisions of the Board of Directors and Supervisory Board, organizational changes and personnel changes, argumentation and implementation of public welfare activities, theoretical and practical discussions, etc. These materials include documents, financial records, audiovisual materials, photos, images, forms, etc.
4. Strictly comply with the "Archives Law of the People's Republic of China," and strictly implement a retention period of 10 years for routine notifications, letters, important materials submitted by counties and districts, and general notices and instructions from the provincial education foundation. A retention period of 30 years applies to documents, policies, minutes of Chairman's meetings, telephone records, work briefings, photos, audiovisual materials, etc. Documents that need permanent retention include all financial information, donor information, recipient information, important plans, programs and meeting summaries, constitutions, evaluation results, etc. Archives to be transferred to the municipal archives department should undergo proper handover procedures to ensure the safety and integrity of the archives.
5. Establish and improve archive borrowing procedures. For internal borrowing, proper registration and timely return should be ensured. Archives should not be lent out in principle. If necessary, borrowing should be applied for by the borrower or borrowing unit, approved by the Secretary-General, and returned in a timely manner.
6. Outdated or invalid archives should be subject to necessary identification, registration, and approval from the Secretary-General before being destroyed.
7. Archive management personnel should continuously strengthen their professional learning and improve their archive work proficiency. They should carry out archive classification, filing, cataloging, numbering, arrangement, boxing, and other tasks according to the requirements of the archive management department.
8. Archive personnel should be familiar with the archives in storage and actively develop archive information resources, engage in archive utilization work, and serve the reform and development of the education foundation.
VI. Information Release and Management Measures To regulate the release of information, safeguard the legitimate rights and interests of the public, and promote the healthy and orderly release of information, these measures are formulated.
1. It must comply with the provisions of the Ministry of Civil Affairs on the "Measures for the Publicity of Foundation Information" and the regulations of the State Council Information Office and the Ministry of Information Industry on the "Regulations on the Management of Internet News and Information Services," to create and publish various types of information related to the foundation.
2. Foundation information includes: policies, laws and regulations, and systems related to public welfare and charity; instructions from local Party and government agencies regarding the work of the education foundation; fundraising, management, and use of the foundation; "Supporting Education with Love" programs, scholarship amounts, recipients, and beneficiaries; "Candle of Love" initiatives and activities; other public welfare activities; theoretical and practical research; work exchange; content of important meetings, etc.
3. Information production should adhere to the principle of truthfulness, reflecting the true appearance of various types of information.
4. Public information should be fully disseminated through relevant media or meetings in a timely manner. Information that cannot be published should be strictly implemented according to relevant laws, regulations, and policies such as state secrets.
5. Information release can be done through paper documents, newspapers, television, radio, meetings, and websites. The same information can be released through multiple channels and forms.
6. Strictly follow the approval procedures for information production and release. Various types of information production and management are the responsibility of the Secretariat. After being signed and approved by the Chairman or the Secretary-General, they can be released.
7. Published or unpublished information should be registered, documented, and filed for future reference.
December 2010
ZheJiang public network security no 33070102000009