To A Tea Inc. - Policies and Procedures 1. Mission Statement To A Tea Inc. exists to provide a safe, nurturing, and creative environment where families can access the support, resources, and programs they need to thrive. We are committed to community building, wellness, and accountability, fostering a culture of holistic growth for all members.
2. Volunteer Policy
Objective: To define the expectations and guidelines for volunteers working with To A Tea Inc.
Eligibility: • Volunteers must complete an application, provide references, and undergo a background check. • Volunteers must align with the mission and values of To A Tea Inc.
Duties: • Volunteers may assist with programs, events, youth programs, community outreach, or administrative tasks. • Volunteers should report to their designated supervisor and adhere to their assigned schedule.
Code of Conduct: • Volunteers are expected to act in a professional and respectful manner. • Confidentiality must be maintained regarding any sensitive information shared within the organization.
3. Health and Safety Policy
Objective: To create a safe environment for all participants, members, staff, and visitors.
General Safety Rules: • All staff and volunteers must follow safety guidelines at every event and program location. • Emergency exits must be clearly marked and accessible. • A first aid kit must be present and located at every event venue. All staff and volunteers are expected to identify its location before any event begins. • An AED (Automated External Defibrillator) should be present at event venues where available. Staff are expected to note its location upon arrival. • All staff and volunteers are strongly encouraged to obtain CPR and First Aid certification. Facilitator roles are expected to maintain current certification.
Hygiene Protocols: • Regular cleaning and sanitation of all facilities and event spaces, including high-traffic areas. • Handwashing stations and sanitizers will be made available at events and programs where possible.
Infectious Disease Guidelines: • To A Tea Inc. follows current CDC guidelines for infectious disease prevention. • Any staff, volunteer, or participant displaying symptoms of illness should refrain from attending events or programs until they are symptom-free. • The COO will communicate any specific health requirements to staff and volunteers in advance of each event.
4. Financial Policies
Objective: To ensure transparent and responsible management of all financial transactions.
Budgeting: • The Executive Director, with input from the board, will prepare an annual budget. • The budget will be reviewed quarterly to ensure the organization is on track.
Handling of Donations: • All funds donated will be deposited in the organization's bank account. • Donations will be used according to donor specifications or the general needs of the organization.
Expense Approval: • All expenses must be approved in writing by both the Executive Director and the Treasurer before being incurred. • Receipts and invoices must be submitted for all expenses. No cash withdrawals are allowed without board approval. • Volunteers requesting reimbursement for pre-approved out-of-pocket expenses must submit receipts with prior written approval from both the Executive Director and the Treasurer.
Audit and Review: • An annual financial audit will be conducted by an external accounting firm. • Financial statements will be reviewed quarterly by the board.
5. Program Development and Delivery
Objective: To outline the steps involved in creating, implementing, and evaluating programs.
Program Creation: • New programs must align with the mission and values of To A Tea Inc. • Proposals for new programs must be submitted to the Executive Director for approval by the board.
Implementation: • Program leaders must prepare a detailed outline, budget, and staffing plan before launching any program.
Evaluation: • Each program will be evaluated on its effectiveness and participation at the end of each quarter. • Feedback from participants and staff will be collected to improve programs as needed.
6. Code of Conduct
Objective: To maintain a respectful and inclusive environment for all participants, members, staff, and visitors.
Respect for Others: • Discrimination, harassment, or violence of any kind will not be tolerated. • All members, staff, and volunteers must treat each other with kindness and dignity. • Inclusive, culturally appropriate language is expected at all times.
Conflict Resolution: • Any conflicts between members, staff, or volunteers must be reported to the Executive Director or COO. • Mediation may be required to resolve disputes. Consequences of Violations: • Violations of the code of conduct may result in suspension or termination of volunteer status or program participation. • Legal action may be pursued if warranted.
7. Fundraising Policy
Objective: To ensure that fundraising activities are ethical, transparent, and in line with the organization's goals.
Fundraising Methods: • Fundraising will be conducted through events, grant applications, and donor solicitations. • All funds raised will be used to support To A Tea Inc.'s programs and initiatives. Transparency: • All donors will receive acknowledgment of their contributions. • Detailed reports of how funds are used will be shared annually.
Donor Privacy: • Donor information will not be shared with any third party without explicit permission.
8. Board Governance Policy
Objective: To define the roles and responsibilities of the board of directors.
Board Composition: • The board will consist of at least 5 members, including a Chair, Vice Chair, Secretary, Treasurer, and general members.
Responsibilities: • The board is responsible for overseeing the strategic direction, financial health, and operational success of the organization. • Board members must attend quarterly meetings and participate in decision-making.
Term Limits: • Board members will serve for 2-year terms, with the possibility of renewal.
9. Data Sharing • Customer data is not shared with 3rd parties for promotional or marketing purposes. • Mobile opt-in and consent are never shared with anyone for any purpose. Any information sharing that may be mentioned elsewhere in this policy excludes mobile opt-in data. 10. Messaging Terms and Conditions • By providing your phone number and agreeing to receive texts, you consent to receive text messages from To A Tea Inc. regarding account notifications, customer care, event updates, and organization news. Consent is not a condition of participation or donation. Message frequency varies. Message & data rates may apply. You can reply STOP to unsubscribe at any time or HELP for assistance. You can also contact us at admin@toateainc.org or call 833-386-2832 (833-3TOATEA). Mobile opt-in information is never shared with third parties.
Last Revised: March 2026 To A Tea Inc. | 501(c)(3) | www.toateainc.org | 833-386-2832
