Name of Non-Profit: Run-off Remedy Alliance Hawaii (RORAH) |
STEP/TASK | ROLE | TIMELINE |
Formulate a mission statement. As a non-profit organization, we exist to accomplish our mission, which should be crafted based upon our purpose, services and values.
The mission statement is: To protect and restore the natural ecosystems of the Pūpūkea Marine Life Conservation District and other endangered shorelines in Hawaii by mitigating stormwater and urban runoff, fostering sustainable practices, and engaging the community through education, volunteer programs, and scientific research.
| Anna Meeks | August 1, 2024 |
Formulate a vision statement. This is an expansive statement of how our organization will appear to fulfill its mission.
Our vision is to create a resilient and thriving coastal ecosystem in Hawaii, where the Pūpūkea Marine Life Conservation District and other endangered shorelines are safeguarded from the impacts of stormwater and urban runoff. Through innovative conservation strategies, community engagement, and comprehensive education programs, we envision a future where local communities are empowered to protect and sustain their natural environment for generations to come.
| Anna Meeks | August 5, 2024 |
Form a Board of Directors. Hawaii regulations require a minimum of three board members for a nonprofit organization. However, the optimum number of people who sit on the board should be determined by the needs of the organization. Based on what our organization would like to accomplish, we should decide what special skills and qualities we will require of the individuals on our board. Also, identify qualified individuals who are supportive of our mission to protect the Pūpūkea Marine Life Conservation District and other endangered shorelines and are willing to give their talents and time.
Based on our mission to protect the Pūpūkea Marine Life Conservation District and other endangered shorelines in Hawaii, we should seek individuals with the following skills and qualities for our Board of Directors: Environmental Science and Conservation Expertise: Background in marine biology, environmental science, or conservation. Community Engagement and Education: Experience in community outreach and education programs. Fundraising and Grant Writing: Skills in fundraising, grant writing, and securing financial resources. Legal and Regulatory Knowledge: Expertise in nonprofit law and environmental regulations. Financial Management: Strong background in finance and accounting. Project Management and Strategic Planning: Experience in planning, executing, and evaluating projects. Passion and Commitment: Dedication to environmental conservation and the organization’s mission, such as experience in run-off/stormwater management, stream conservation, ocean conservation, urban ecology…
| Only Anna Meeks currently (will be recruiting other board members in the community, goal is for 3-4) | August 10, 2024 (expected date of having a finalized board) |
File Articles of Incorporation. Articles of Incorporation are formal documents filed with the relevant state agency to officially establish an organization. These documents are crucial for protecting the board and staff from legal liabilities incurred by the organization, as they ensure that the corporation, rather than its individual members and officers, holds any debts and liabilities.
An example of an Article of Incorporation for RORAH would include the following sections: Name: The official name of the corporation is Run-off Remedy Alliance Hawaii (RORAH). Duration: The duration of the corporation is perpetual. Purpose: The corporation is organized exclusively for charitable, scientific, and educational purposes under section 501(c)(3) of the Internal Revenue Code, including efforts to mitigate stormwater and urban runoff into areas like the Pūpūkea Marine Life Conservation District and other endangered shorelines in Hawaii, through community engagement, education, volunteer programs, and scientific research. Nonprofit Nature: The corporation is not organized for profit. No part of its net earnings will benefit private individuals, and the corporation will limit political and legislative activities. Membership: The corporation will have members. Directors: The affairs of the corporation will be managed by a Board of Directors. The initial Board of Directors will consist of three members: Director 1: Anna Meeks Director 2: TBD Director 3: TBD
Incorporators: The current incorporator is Anna Meeks. Registered Agent and Office: The initial registered agent is Anna, and the registered office is in Honolulu, Hawaii. Dissolution: Upon dissolution, assets will be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or to federal, state, or local governments for public purposes. Amendments: The Articles of Incorporation may be amended by a majority vote of the Board of Directors.
| Anna Meeks | Filed August 15, 2024 (3-4 weeks to process) |
Draft bylaws. Bylaws are the foundational "rules" that dictate how the organization operates. While they are not required for filing for 501(c)(3) status, they are essential for effectively governing the organization. It is advisable to draft bylaws with the assistance of an attorney and have them approved by the board early in the organization's development.
As a law student, drafting these bylaws has been a valuable learning experience for me. | Anna Meeks | September 15, 2024 Finished Draft (draft below is not finalized, just template) |
Bylaws Example for RORAH: Article I: Name and Purpose Section 1. Name
The name of the organization is Run-off Remedy Alliance Hawaii (RORAH). Section 2. Purpose
The purpose of RORAH is to mitigate stormwater and urban runoff into stream areas such as the Pūpūkea Marine Life Conservation District and other endangered shorelines in Hawaii through community engagement, education, volunteer programs, and scientific research. Article II: Membership Section 1. Membership
RORAH shall have no members. The corporation's activities and affairs shall be conducted and all corporate powers shall be exercised by or under the direction of the Board of Directors. Article III: Board of Directors Section 1. General Powers
The Board of Directors shall manage the affairs of the organization. Section 2. Number and Tenure
The Board of Directors shall consist of at least three (3) members. Each director shall serve a term of three (3) years and may be re-elected for successive terms. Section 3. Meetings
The Board shall hold regular meetings at least quarterly. Special meetings may be called by the Chairperson or by any two directors with at least seven (7) days' notice. Section 4. Quorum
A majority of the directors shall constitute a quorum for the transaction of business. Section 5. Vacancies
Any vacancy occurring in the Board of Directors shall be filled by the affirmative vote of a majority of the remaining directors. A director elected to fill a vacancy shall be elected for the unexpired term of their predecessor in office. Section 6. Compensation
Directors shall not receive any compensation for their services, but may be reimbursed for reasonable expenses incurred in the performance of their duties. Article IV: Officers Section 1. Officers
The officers of the organization shall be a Chairperson, a Vice-Chairperson, a Secretary, and a Treasurer. Section 2. Election and Term of Office
The officers shall be elected by the Board of Directors at the annual meeting. Each officer shall serve a term of one (1) year and may be re-elected for successive terms. Section 3. Removal
Any officer may be removed by the Board of Directors whenever in its judgment the best interests of the organization would be served thereby. Section 4. Duties Chairperson: The Chairperson shall preside at all meetings of the Board and shall perform all duties incident to the office and such other duties as may be assigned by the Board. Vice-Chairperson: The Vice-Chairperson shall perform the duties of the Chairperson in their absence and shall perform other duties as assigned by the Board. Secretary: The Secretary shall keep the minutes of the meetings, see that all notices are duly given, be custodian of the corporate records, and perform all duties incident to the office. Treasurer: The Treasurer shall be responsible for all funds of the organization, oversee the financial records, and perform all duties incident to the office.
Article V: Committees Section 1. Committees of Directors
The Board of Directors may designate one or more committees, each consisting of at least one director, to serve at the pleasure of the Board. Section 2. Advisory Committees
The Board of Directors may establish advisory committees as needed to support the organization's mission. Advisory committees shall not have the authority to act on behalf of the Board. Article VI: Finances Section 1. Fiscal Year
The fiscal year of the organization shall be from January 1 to December 31. Section 2. Budget
The Board of Directors shall adopt an annual budget before the start of each fiscal year. Section 3. Financial Records
The organization shall keep correct and complete financial records, including detailed accounts of receipts and disbursements. Section 4. Audit
The Board of Directors shall ensure that an independent audit of the organization's finances is conducted annually. Article VII: Amendments Section 1. Amendments
These Bylaws may be amended or repealed by the affirmative vote of a majority of the Board of Directors at any regular or special meeting. Adoption of Bylaws
We, the undersigned, are the initial directors of Run-off Remedy Alliance Hawaii (RORAH), and we consent to, and hereby do, adopt the foregoing Bylaws, as the Bylaws of this organization. |
Develop a budget. A budget is the financial blueprint of our organization's plan to achieve its objectives. As a new organization, we should begin the budgeting process by assessing potential income sources, such as donations, grants, and fundraising events, to determine how much money we have available to spend. This will help us prioritize and allocate resources effectively to deliver on our mission and vision.
For Run-off Remedy Alliance Hawaii (RORAH), potential income sources include grants from environmental foundations, state and federal environmental programs, and community fundraising initiatives. These funds will support our efforts to mitigate stormwater and urban runoff into the Pūpūkea Marine Life Conservation District and other endangered shorelines in Hawaii.
In preparing our budget, we must consider IRS budget thresholds that affect our reporting requirements. For instance, nonprofits with annual gross receipts normally $50,000 or less can file the simplified Form 990-N (e-Postcard). (However, organizations with receipts above this threshold must file the more detailed Form 990 or 990-EZ, depending on their income and assets). (Internal Revenue Service. (n.d.). Required Filing (Form 990 Series). Retrieved from https://www.irs.gov/charities-non-profits/annual-filing-and-forms) | Anna Meeks | Draft forms created by Anna on September 20, 2024 (below is just information for the actual budget, the budget must be decided on when all board members are present) |
Develop a record-keeping system. Legally, we are required to maintain all Board documents, including minutes and financial statements. It is essential to preserve our key corporate documents, such as board meeting minutes, bylaws, Articles of Incorporation, financial reports, and other official records.
| Anna Meeks | Draft forms created by Anna on September 25, 2024 |
Develop an accounting system. Nonprofits are accountable to the public, their funders, and, in some cases, government granting bodies. Therefore, it is essential to establish a system of checks and balances when developing the organization's accounting practices.
| Anna Meeks | Drafted September 30, 2024 (with the help of an accountant, we would submit a full accounting system proposal) |
File for 501(c)(3) status.
To apply for recognition of tax-exempt, public charity status, obtain Form 1023 (application - see www.irs.gov/pub/irs-pdf/f1023.pdf) and Publication 557 (detailed instructions). The filing fee depends on the size of our budget. This application is a crucial legal document, so we may solicit the help of an attorney to review it. Hawaii-Specific Information: When filing for 501(c)(3) status in Hawaii, there are the following state-specific requirements and resources: State Registration: After receiving federal tax-exempt status, you must register your nonprofit with the Hawaii Department of Commerce and Consumer Affairs (DCCA). This includes filing the Articles of Incorporation and other required documentation. Charity Registration: If the nonprofit intends to solicit donations, you must register with the Hawaii Attorney General’s office. Annual Filings: Ensure compliance with annual filing requirements, including submitting Form 990 to the IRS and any required state filings to the DCCA and the Attorney General’s office.
Legal Assistance: For assistance in navigating these requirements and ensuring all documentation is correctly prepared and filed, we should partner with an attorney. Some reputable attorneys in Hawaii include: Hawaii Alliance of Nonprofit Organizations (HANO) Alston Hunt Floyd & Ing (AHFI) (Part of Dentons) Goodsill Anderson Quinn & Stifel
| Anna Meeks | Submitted October 1, 2024 |
Apply for a federal employer identification number. Regardless of whether or not we have employees, nonprofits are required to obtain a federal Employer Identification Number (EIN) — also referred to as the federal ID number. This number is essential for banking, tax reporting, and hiring employees.
Resource for Hawaii: IRS Website Hawaii Department of Taxation Hawaii Business Express
| Anna Meeks | Received October 10, 2024 (expected date of retrieval) |
Apply for a D.U.N.S. number. A DUNS number is necessary for participating in federal projects, grants, and contracts. This unique identifier is provided by Dun & Bradstreet and is required for many federal funding applications.
Resources for Hawaii: Dun & Bradstreet (D&B) Hawaii Business Express Grants.gov
| Anna Meeks | Received October 15, 2024 (expected) |
File for Business Registration Certificate with HI
After obtaining 501(c)(3) status, we must file for a Business Registration Certificate in Hawaii. This step is crucial to legally operate our nonprofit within the state. Resources for Hawaii: Hawaii Department of Commerce and Consumer Affairs (DCCA) The DCCA handles the registration of all domestic and foreign nonprofit corporations in Hawaii. We can file for a Business Registration Certificate through their online portal or by mail. https://cca.hawaii.gov/breg/registration/dnc/
Hawaii Business Express Hawaii.gov - Nonprofits
| Anna Meeks | Completed |
File for state and local tax exemption. After obtaining 501(c)(3) status, our nonprofit may apply for exemptions from income, sales, and property taxes in accordance with state, county, and municipal laws. From the resources I found, it looks like it is essential to contact Hawaii’s Department of Taxation and the Honolulu County clerk’s office to complete this process.
Resources for Hawaii: Hawaii Department of Taxation Honolulu County Clerk’s Office For local property tax exemptions, we need to contact the Honolulu County clerk’s office. They will provide us with specific forms and instructions to apply for property tax relief for our nonprofit. Contact information: (found on web)
| Anna Meeks | Completed |
Fulfill charitable solicitation law requirements. If our organization plans to conduct fundraising activities, we need to comply with Hawaii’s charitable solicitation laws. In Hawaii, these regulations are overseen by the state rather than individual counties. Thus, we must follow Hawaii’s procedure:
These are the following steps I found for this process: Register with the Hawaii Attorney General's Office: “Charitable organizations that solicit contributions in Hawaii must register with the Attorney General unless they qualify for an exemption. This includes filing initial registration and annual reports”. Professional fundraisers and fundraising counsels must also register. We can complete the registration process online through https://charity.ehawaii.gov/charity/welcome.html
Exemptions: Certain organizations, such as religious institutions, educational organizations, and those that raise less than $25,000 annually and do not pay professional fundraisers, may be exempt from registration. Details on exemptions and the application process can be found on https://ag.hawaii.gov/tax/
Annual Reporting: “Registered charitable organizations must file annual financial reports, including IRS Form 990, and pay an annual filing fee based on the amount of contributions received”. More information on reporting requirements and forms can be found at https://charity.ehawaii.gov/charity/welcome.html
| Anna Meeks | Completed and filed |
Apply for a nonprofit mailing permit.
“The federal government provides further subsidies for nonprofits with reduced postage rates on bulk mailings. While first-class postage rates for nonprofits remain the same as those for the for-profit sector, second- and third-class rates are substantially less when nonprofits mail to a large number of members or constituencies”
While traditional paper mail has its advantages, I believe our organization would greatly benefit from leveraging internet communications, social media, and email for several reasons. Firstly, using digital platforms allows us to avoid the hassle and costs associated with printing and mailing physical materials. This approach not only saves time and resources but also aligns with our environmental mission by reducing paper waste and the carbon footprint associated with mail delivery. Social media and email provide us with efficient, immediate, and far-reaching tools to engage with our community, share updates, and mobilize support for our initiatives. Also, by prioritizing these digital methods, we can maintain constant communication with our stakeholders while upholding our commitment to environmental sustainability.
| Anna Meeks | December 15, 2024 (Goal Date, considering that all previous steps are completed on time) |
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