Policy

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. Membership Policy

Objective:

To outline the requirements, benefits, and responsibilities of members.

Eligibility:

•Membership is open to families, individuals, and entrepreneurs committed to holistic wellness and community building.

•Members must agree to the code of conduct, which emphasizes respect, inclusivity, and community involvement.

Types of Membership:

•General Membership: Access to the lounge and basic services.

•Premium Membership: Includes childcare, additional services, and discounts on programs.

•Corporate/Entrepreneurial Membership: Special benefits for businesses and entrepreneurs, including networking events.

Responsibilities of Members:

•Pay membership dues promptly.

•Participate in community-building activities.

•Follow the rules of the lounge space and be respectful of other members.

Termination of Membership:

•Membership may be revoked if a member violates the code of conduct or neglects payment.

3. 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, childcare, community gardening, 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.

Recognition:

•Volunteers will be recognized through quarterly appreciation events and may be offered leadership roles based on performance.

4. Childcare Policy

Objective:

To ensure a safe and structured environment for children under our care.

Eligibility:

•Childcare services are available for members who have opted for premium membership.

•Families must provide all necessary paperwork and emergency contact information.

Procedures:

•Parents must sign their children in and out of childcare services.

•Children will participate in structured activities, including educational programs and art therapy.

•Emergency procedures are in place, and all staff are trained in CPR and First Aid.

Child Protection Policy:

•All staff and volunteers working with children must undergo a background check.

•Abuse or neglect concerns must be reported immediately to the proper authorities.

5. Health and Safety Policy

Objective:

To create a safe environment for all members, staff, and visitors.

General Safety Rules:

•Members and staff must follow all safety guidelines while using the facilities.

•Emergency exits must be clearly marked and accessible.

•A first aid kit and an AED must be maintained on-site, and all staff must be trained to use it.

Hygiene Protocols:

•Regular cleaning and sanitation of the facility, including high-traffic areas.

•Tea lounge areas must follow all health department standards for serving food and beverages.

•Handwashing stations and sanitizers will be readily available throughout the center.

COVID-19 Guidelines:

•Follow CDC guidelines regarding mask-wearing, vaccinations, and social distancing.

•Any staff or members displaying symptoms must refrain from entering the facility until cleared by a medical professional.

6. 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 by the Executive Director and the Treasurer.

•Receipts and invoices must be submitted for all expenses, and no cash withdrawals are allowed without board approval.

Audit and Review:

•An annual financial audit will be conducted by an external accounting firm.

•Financial statements will be reviewed quarterly by the board.

7. 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.

•All participants in the program must sign waivers/releases of liability, as applicable.

Evaluation:

•Each program will be evaluated on its effectiveness and participation at the end of each quarter.

•Feedback from members and staff will be collected to improve programs as needed.

8. Code of Conduct

Objective:

To maintain a respectful and inclusive environment for all members, staff, and visitors.

Respect for Others:

•Discrimination, harassment, or violence of any kind will not be tolerated.

•All members and staff must treat each other with kindness and respect.

Conflict Resolution:

•Any conflicts between members, staff, or volunteers must be reported to the Executive Director.

•Mediation may be required to resolve any disputes.

Consequences of Violations:

•Violations of the code of conduct may result in suspension or termination of membership or volunteer status.

•Legal action may be pursued if warranted.

9. 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.

10. 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.