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Outline
of City Contacts Legal and Financial
Guidelines
This page shows wide excerpts
of documents distributed to EV's City Contacts during
training sessions that took place in 1999.
1/ Propagation
A. What are my objectives or goals?
B. What steps am I going to take to achieve those
objectives/goals?
2/ Visions license to local community
A. Visions has a royalty free, nonexclusive
license from speaker to document speeches, produce
audio/video and other materials and distribute those
materials worldwide.
B. Visions copyrights all materials. What does this
mean? You cannot take videos and duplicate them to
give to others; you cannot post materials from video
on Web; etc.
C. Visions, in turn, authorizes communities to show
(screen) videos publicly (Exhibit 1 Sample License
Letter Agreement) ; in some cases, the permission is
implied.
Such videos are not owned by the community: Visions
can request return at any time; may be used for video
libraries; may not be "given away; " Cf. sales videos.
3/ Formation of local organization: legal
liability
A. Relationship between local community and
EVI
quality control by EVI
decision-making by local organization
B. Unincorporated association: what it is; how do
you form it (Exhibit 2 Memorandum to organizers of
local associations)
C. Legal liability: If someone slips and falls,
they can sue you. Taxing authorities may wonder what
the money is that is going through your bank account.
The unincorporated association is the way to protect
yourself.
D. Fiscal and financial
responsibility/accountability:
E. Teamwork: city contact; financial person:
contributions person; information person; productions
person; etc.
F. Role of City Contact re legal and financial
responsibilities (responsible for "proper legal and
financial setup to sponsor local video events; "
"timely payment of Visions screening fees;" review of
written materials to be distributed to community:
oversee other teams)
4/ Insurance
A. Liability insurance: (Exhibit 3 Safety
Check List)
B. Property insurance; purchased equipment (financial
aspects/recordkeeping)
5/ Temporary venue
A. Contract for hotel/venue
B. Application for use of public facilities such as
library (no fudging; no misrepresentation)
C. Insurance certificate?
D. Payment arrangements
6/ Permanent venue
A. Lease/contractual and monetary
liability
B. Lease/allocation of liability in lease
C. Legal advice; signatures on lease; etc.
D. Guaranteeing the lease liability
7/ Legal Issues facing local organizations
A. Privacy (mailing lists; contributors;
aspirants, etc.) No personal use of information
regarding participants in local community
B. Psycho-medical procedures/security (legal right to
create harmonious, quality atmosphere in which
propagation can occur; no legal right to attend video
events if disruptive, drunk, drugged, disorderly, or
otherwise cause a disturbance or create an atmosphere
in which others are uncomfortable) (Exhibit 4 City
Contact Guidelines for Responding at the Local Level
to Individual s who Display Psycho Emotional Distress
& Inappropriate Behaviors)
C. Sex Harassment (aspirant team; etc) (Exhibit 5
Sample Sex Harassment Policy)
D. Temporary Restraining Orders (Exhibit 6 Sample
Temporary Restraining Order)
E. Children at events/liability; Cf. breastfeeding
(Exhibit 7 Policy re Children at events) See also
Exhibit 8 California law re breastfeeding.
8/ Video libraries
A. Visions/Source of material to be
loaned
B. Financial rules and regulations (Exhibit 9 Legal
and Financial Guidelines regarding Video Library)
C. Interface with other terms such as aspirant team,
etc.
9/ After event Procedures
A. Secure equipment
B. Secure contributions and proper cash handling
C. Accounting/handling deposits; paying expenses;
etc.
D. Necessity of legality; accuracy; integrity to
process
10/ Fundraising
A. For which organization? local
unincorporated association or EVI?
B. Involvement of EVI/local organization in
fundraising events such as dances, dinners, golf
tournaments, etc.
C. Use of EVI/local organization venue for fundraising
activity;
D. Use of screening videos for private fundraising
activity
E. Announcements/advertising of private fundraising
activity at local video events; use of EVI/local
organization mailing list/phone tree for fundraising
events
F. Compliance with state, county and city legal
requirements for fundraising
G. Private party compared to public activity (garage
sale, car wash, etc.)
11/ Visions Sales
A. Financial requirements: separate sales
table from contributions table; receipt of funds;
accounting for funds; etc.
B. Need more than one person, e.g., one for
contributions, one for Visions sales
12/ Reimbursements
A. Instructor Reimbursements (Exhibit 10
Financial Standards for Instructor Travel Expenses in
North America)
B. Miscellaneous Reimbursements (reimbursing
volunteers for telephone, postage and other out pocket
costs)
Resources - Synchronize with National Contact and
Geo Reps
A. Legal Team
B. Financial Team
C. Contributions Team
D. Visions Team
E. Resource Team
F. Instructors
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