Documents & Records: Public Access Policies
Preamble: The Community Foundation of the Upper Peninsula recognizes the public's right of access to certain documents and records pertaining to the administration of the Foundation and the investment of assets in the public trust. The Foundation further understands that other documents and records, ordinarily not subject to public disclosure, may be of interest for academic, historical, or other research purposes. In fashioning the policy for determining which materials may be subject to limited disclosure (at the Foundation's discretion) and those for which public access shall be denied, the Foundation seeks to balance the privacy rights of certain individuals (e.g. staff, donors) against its interest in accountability to the public.
- 1. Full Disclosure
a. Records that fall under the "full disclosure" category shall remain in the Foundation offices at all times - they may not leave the premises. If access is requested to archived records, such records shall be removed from storage by Foundation staff. The following records shall be open to public inspection: Minutes of the Board of Trustees and Committees, Articles & Bylaws, IRS determination letters, Form 990's, annual reports, audit statements, pamphlets, brochures, newsletters, minor publications, and news releases.
b. The cost of copies shall be borne by the party making the request.
- 2. Limited Disclosure
a. Individuals requesting access to documents and records that fall under the Foundation's "limited disclosure" policy must submit a written "Request for Public Access" form. The decision on whether to grant or deny access to the requested materials shall be the province of the Executive Director of the Foundation.
b. If access to such materials is granted, the records and materials shall at all times remain in the Foundation offices. CFUP staff shall retrieve materials stored in the Foundation's archives; at no point shall a member of the public have direct access to archival storage space unless the prior consent of the Executive Director is obtained.
c. The cost of copies shall be borne by the party making the request.
d. If a Freedom of Information request is filed pertaining to materials for which access has previously been denied by the Foundation, and the Executive Director determines, after consultation with legal counsel, that disclosure is in the public interest, the provisions of 2(b)-(c) shall apply with respect to venue for inspection and the costs of materials reproduction.
- 3. No Public Disclosure
Certain records and data belonging to the Foundation shall not be subject to public disclosure. These items include, but are not limited to, personnel records, employee actions, payroll records, fund files, internal financial statements and reports, etc. Materials that might inadvertently reveal donor identity where anonymity has been requested shall also be protected from public disclosure.
