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Our Mission

Mission: TASK feeds those who are hungry in the Trenton area and offers programs to encourage self-sufficiency and improve the quality of life of its patrons.

Vision

With a strong infrastructure managed by a committed and engaged Board and staff, TASK will expand its ability to reach the hungry in the Trenton area and those with the aspiration or responsibility to serve them.

Guiding Principles

Food First

Feeding the hungry in the Trenton area is the highest priority for TASK.

Administrative Stability

The administrative resources of TASK will evolve to support both growth and change in leadership.

Opportunity to serve

TASK will continue to recognize the value of providing an opportunity for volunteers to express their values through service.

Needs-based planning

New programs and services will be developed based on documented needs.

Advocacy and Leadership

TASK will continue to be a leader in informing all segments of the community about hunger in the Trenton area and advocating for programs and policies to alleviate hunger and food insecurity.

Policies, Procedures, and Values

TASK maintains an open door, no-questions-asked policy. All who come to TASK are served.

Statement of Non-Discrimination:

TASK values diversity and is committed to promoting an atmosphere that is free from any form of discrimination as it relates to gender, age, race, color of skin, creed, sexual orientation, religion, national origin, disability and veteran status. We are an equal opportunity, affirmative action employer. Our facility is fully handicap accessible.

Statement of Values:

1.) All persons will work together to nurture an environment of the utmost support, respect, and dignity.

2.) Constructive and open communication shall be practiced. If conflicts arise, the attempt shall be made, in a timely fashion, to resolve them at a level as close to the source of conflict as possible.

3.) Unless there is legal obligation to report or over-riding issues of security/safety of the TASK community, confidentiality regarding personal circumstances of all members of the community shall be strictly observed.

4.) The use of volunteers shall be promoted.

5.) Every effort shall be made to encourage feedback and participation from those served.

6.) The highest level of fiscal responsibility shall be exercised and the most economical use made of resources to provide the maximum level of service to the community.

7.) All due diligence shall be practiced in maintaining high health, safety, and sanitary standards for the operation.

8.) Diversity shall be valued and an atmosphere promoted that is free from any form of discrimination as it relates to gender, age, race, and color of skin, creed, sexual orientation, religion, national origin, disability, and veteran status.

TASK Donor Privacy Policy:

The Board of Directors of the Trenton Area Soup Kitchen (TASK) has a strong commitment to donors' privacy rights. Consistent with that commitment we hereby guarantee that we will not sell or trade donors' personal or contact information with anyone else nor will we send mailings on behalf of other organizations to our donors.

TASK Patron Grievance Procedure:

The TASK Executive Director and TASK administrative staff maintain open door policies, where TASK clients are free to make a complaint any time during normal business hours.

Every other month, the Program Committee of the TASK Board of Trustees holds open meetings at TASK in the dining room during lunch. TASK patrons are invited to attend these meetings and provide feedback. The Program Committee and Executive Director report to the Board of Trustees on a monthly basis. If a customer has a grievance the customer reports the grievance to the Executive Director who reports to the Board.

Employee Grievance Procedure:

If an employee has a complaint concerning disciplinary action, termination, demotion, denial of promotion or merit increase, layoff, or discrimination based on a category - i.e., race, age, disability--recognized by federal and local civil rights laws, they have the right to file a grievance according to procedures outlined in this policy.

The employee will not be discriminated against, harassed, intimidated, or suffer any reprisal as a result of filing a grievance or participating in the investigation of a grievance. If the employee believes that they are being subjected to any of the above, they have the right to file a grievance.

The employee should attempt to resolve the problem informally with their supervisor as soon as possible. If a solution cannot be reached, the employee may submit a formal grievance in writing to the Director in their chain of command. The Director shall issue a written response within 10 working days of receipt.

Should the employee not be satisfied with the response from the Director, they may appeal to the Executive Director. The Executive Director shall issue a written response within 10 working days of receipt.

Should the employee not be satisfied with the response from the Executive Director, they may appeal to the Human Resources Committee of the Board of Trustees. The Human Resources Committee, representing the Board of Trustees, shall issue a written response within 20 working days of receipt. The decision of the Human Resources committee is final.

Whistleblower Protection Policy:

The Sarbanes-Oxley Act of 2002 makes it a federal crime for any organization - nonprofit and for-profit - to retaliate against a "whistleblower" who reports illegal or unacceptable activity. Individuals who witness any kind of unsuitable ehavior must feel free to speak out. The board and senior management take complaints seriously; TASK commits to undertake an investigation of unacceptable activity, and rectify the situation.

Reporting Responsibility

It is the responsibility of all trustees, officers, and employees to report violations or suspected violations in accordance with this Whistleblower Policy.

No Retaliation

No trusteer, officer, or employee who in good faith reports a violation shall suffer harassment, retaliation, or adverse employment consequence. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment. This Whistleblower Policy is intended to encourage and enable employees and others to raise serious concerns within the organization prior to seeking resolution outside the organization.

Reporting Violations

In most cases, an employee's supervisor is in the best position to address an area of concern. However, if he or she is not comfortable speaking with their supervisor or they are not satisfied with their supervisor's response, he or she is encouraged to speak with the Director of Operations, the Director of Finance and Administration, or the Executive Director. Directors are required to report suspected violations to TASK's compliance officer, who is required to investigate all reported violations. For suspected fraud, or when an employee is not satisfied or is uncomfortable with following the organization's open-door policy, individuals should contact the organization's compliance officer directly.

Compliance Officer

The organization's compliance officer is responsible for investigating and resolving all reported complaints and allegations concerning violations and, at his or her discretion, shall advise the audit committee.

The compliance officer has direct access to the audit committee of the board and is required to report to the audit committee at least annually on compliance activity. The organization's compliance officer is the chair of the audit committee.

Accounting and Auditing Matters

The audit committee of the board shall address all reported concerns or complaints regarding corporate accounting practices, internal controls, or auditing. The compliance officer shall immediately notify the audit committee of any such complaint and work with the committee until the matter is resolved.

Acting in Good Faith

Anyone filing a complaint concerning a violation or suspected violation must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense.

Confidentiality

Violations or suspected violations may be submitted on a confidential basis by the complainant or may be submitted anonymously. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.

Handling of Reported Violations

The compliance officer will notify the sender and acknowledge receipt of the reported violation or suspected violation within 10 business days. All reports will be promptly investigated and appropriate corrective action will be taken if warranted by the investigation.

Examples of Violations

The following is a non-exhaustive list of the kinds of violations that should be reported:

• Supplying false or misleading information on TASK's financial or other public documents;
• Providing false information to or withholding material information from TASK's board or auditors;
• Destroying, altering, mutilating, concealing, covering up, falsifying, or making a false entry in any records that may be connected to an official proceeding, in violation of federal or state law or regulations;
• Altering, destroying, or concealing a document, or attempting to do so, with the intent to impair the document's availability for use in an official proceeding or otherwise obstructing, influencing, or impeding any official proceeding, in violation of federal or state law or regulations;
• Embezzling, self-dealing, private inurement (i.e., TASK earnings inuring to the benefit of a director, officer, or senior management) and private benefit (i.e., TASK assets being used by anyone in the organization for personal gain or benefit);
• Paying for services or goods that are not rendered or delivered;
• Using remarks or actions of a sexual nature that are not welcome and are likely to be viewed as personally offensive, including sexual flirtations, unwelcome physical or verbal advances, sexual propositions, verbal abuse of a sexual nature, the display of sexually suggestive objects, cartoons, or pictures, and physical contact of a sexual or particularly personal nature;
• Using epithets, slurs, negative stereotyping, and threatening, intimidating, or hostile acts that relate to race, color, religion, gender, national origin, age, or disability;
• Circulating or posting written or graphic material in the workplace that denigrates or shows hostility or aversion toward an individual or group because of race, color, religion, gender, nationality, age, or disability;
• Discriminating against an employee or potential employee due to a person's race, color, religion, sex, sexual orientation, national origin, age, physical or mental impairment, or veteran status;
• Facilitating or concealing any of the above or similar actions.

Document Retention Policy for Trenton Area Soup Kitchen

• Accounts payable ledgers and schedules: 10 years
• Accounts receivable ledgers and schedules: 10 years
• Audit reports of accountants: Permanently
• Bank statements: 10 years
• Capital stock and bond records:Â ledgers, transfer payments, stubs showing issues, record of interest coupon, options, etc.: Permanently
• Cash books: 10 years
• Checks (canceled, with exception below): 10 years
• Checks (canceled, for important payments; i.e., taxes, purchase of property, special contracts, etc. [checks should be filed with the papers pertaining to the underlying
  transaction]): Permanently
• Contracts and leases (expired): 10 years
• Contracts and leases still in effect: Permanently
• Correspondence, general: 4 years
• Correspondence (legal and important matters): Permanently
• Depreciation schedules: 10 years
• Donation records of endowment funds and of significant restricted funds: Permanently
• Donation records, other: 10 years [Note: Donation records include a written agreement between the donor and the charity with regard to any contribution, an email communication or notes of or recordings of an oral discussion between the charity and the donor where the representative of the charity made representations to the donor with regard to the contribution on which the donor may have relied in making the gift.]
• Duplicate deposit slips: 10 years
• Employee personnel records (after termination): 7 years
• Employment applications: 3 years
• Expense analyses and expense distribution schedules (includes allowance and reimbursement of employees, officers, etc., for travel and other expenses: 10 years
• Financial statements (end-of-year): Permanently
• General ledgers and end-of-year statements: Permanently
• Insurance policies (expired): Permanently
• Insurance records, current accident reports, claims, policies, etc.: Permanently
• Internal reports, miscellaneous: 3 years
• Inventories of products, materials, supplies: 10 years
• Invoices to customers: 10 years
• Invoices from vendors: 10 years
• Journals: 10 years
• Minute books of Board of Directors, including Bylaws and Articles of Incorporation: Permanently
• Payroll records and summaries, including payments to pensioners: 10 years
• Purchase orders: 3 years
• Sales records: 10 years
• Scrap and salvage records: 10 years
• Subsidiary ledgers: 10 years
• Tax returns and worksheets, revenue agents™ reports, and other documents relating to determination of tax liability: Permanently
• Time sheets and cards: 10 years
• Voucher register and schedules: 10 years
• Volunteer records: 3 years

All permitted document destruction shall be halted if the organization is being investigated by a governmental law enforcement agency, and routine destruction shall not be resumed without the written approval of legal counsel.

T.A.S.K., Inc. Bylaws

Article I: Name and Purpose

A. Name: The name of the organization is The Trenton Area Soup Kitchen (T.A.S.K.), Inc. T.A.S.K. is a charitable 501(c)(3) organization incorporated under the laws of the State of New Jersey.

B. Purpose: The purpose of T.A.S.K. is to respond to the needs of people in the Trenton area by 1) providing meals to all those who are hungry; 2) providing services to encourage self-sufficiency and improve the quality of life; 3) informing the wider community of the needs of the hungry; and 4) advocating for resources to meet those needs.

Article II: The Board of Trustees

A. Responsibilities: T.A.S.K. shall be governed by a Board of Trustees, who shall be responsible for managing T.A.S.K., adopting and promoting the policies by which T.A.S.K. shall operate, and for raising and disbursing monies necessary to operate T.A.S.K.

B. Membership and Terms: The Board shall be composed of up to twenty-four persons. Board members shall serve three-year terms (see N. for exception), and will be eligible for re-election.

C. Meetings: Unless the Board agrees to cancel an upcoming meeting at the request of the Chairperson, the Board shall meet monthly. Special meetings of the Board may be called at any time by the Chairperson in consultation with one other Officer [or Trustee], or by any three Board members acting together. Absent an emergency, a week's prior notice shall be provided to all Board members.

D. Annual Meeting: The Annual Meeting shall be held in January. The precise date in January for the Annual Meeting shall be determined by the Executive Committee and announced at least [30] days in advance of such Annual Meeting.

E. Telephonic/Electronic Participation: Members of the Board may participate in a meeting through use of electronic means. The use of telephonic/electronic means for participation shall constitute presence in person.

F. Quorum: The presence of one-half of the total number of Board members shall constitute a quorum.

G. Voting: Except as otherwise provided by statute or otherwise specifically noted in these bylaws, the action of a simple majority of Trustees present at a board meeting shall constitute an official act of the Board. Each Trustee shall have one vote. The Chairperson will be a non-voting member except in the case of a tie.

H. Officers: The Officers of the Board shall be the Chairperson, Vice Chairperson, Secretary, and Treasurer.

I. Standing Committees: The Board shall have five standing committees: 1) Finance, 2) Audit, 3) Development, 4) Program, and 5) Governance. Each standing committee shall be chaired by a member of the Board.

J. Slate of Candidates: At the Annual Meeting, the Governance Committee shall present a slate of candidates for election/re-election to the Board. Candidates for the four Board Officer positions and two At-Large positions on the Executive Committee will be presented biannually by the Governance Committee for the coming two-year term.

K. Resignations: Resignations are effective upon receipt by the Secretary of the Board and/or Board Chair of written notification, or later if so specified in the written notification.

L. Attendance: No Board member shall be absent from 1) more than six of the meetings in a twelve-month period, or 2) four meetings in a row without requesting, and being granted, a leave of absence. If a Board member's attendance does not comply with this policy, the Governance Committee and the Board Chair will review the member's contributions to the organization and determine whether to continue the member's term of service or recommend termination to the Board.

M. Termination: Upon recommendation of the Governance Committee and the Board Chair, the Board may terminate a Trustee's membership by a majority vote of a quorum of Trustees.

N. Board Vacancies: Vacancies on the Board occurring during the calendar year shall be filled following recommendation by the Governance Committee and ratification by the Board. Newly-appointed Board members shall finish the term of the vacant position.

O. Hiring Authority: The Board, through negotiated contract, job description, and/or the Board's policies and procedures, shall have the authority to hire the Executive Director of the Trenton Area Soup Kitchen, to whom full authority for the day-to-day operations of the Soup Kitchen shall be delegated by the Board. In addition, the Board shall be given the authority and resources to retain third parties when deemed necessary or helpful to accomplish the objectives of the Board.

P. Notices: Unless otherwise specified, any notices required hereunder may be given in writing or by electronic means such as email.

Article III: The Executive Committee

A. Membership: The Executive Committee shall consist of the four Officers of the Board and two Members-at-Large elected every two years at the Annual Meeting. The Director shall be a member ex-officio without vote.

B. Meetings: The Executive Committee shall act on behalf of the Board of Trustees in the absence of the full Board; namely, between the occasions of Board meetings, or on items of an emergent nature when time constraints preclude the calling of a special meeting of the full Board, or at such time as a quorum of the Board of Trustees cannot be assembled. Special meetings of the Executive Committee may be called as necessary by the Chairperson in conjunction with any other member of the Executive Committee.

C. Scope of Authority: The Executive Committee shall be endowed with full power to act for the Board in all matters pertaining to the organization, except the election of Officers and Trustees, the hiring and compensation of the Director, and amendments to the Bylaws. Any action taken by the Executive Committee shall be reported to the Board of Trustees as soon as possible but in any case prior to its next regular or special meeting.

D. Annual Review: During the tenure of the Director, the Executive Committee shall conduct an annual performance evaluation and recommend an annual adjustment to the compensation of the Director, subject to approval by the Board.

E. Quorum: Four members, including at least one Member-at-Large, shall constitute a quorum.

F. Vacancies: Vacancies on the Executive Committee shall be filled by appointment by the Chairperson, subject to ratification at the next regular or special meeting of the Board of Trustees.

Article IV: The Officers

A. Elections: The Chairperson, Vice Chairperson, Treasurer, and Secretary shall be elected every two years by the Board at its annual meeting.

B. Terms: Terms of office shall be for two years, for no more than two terms in succession for the same position, unless the Board of Trustees extends the limit by an affirmative vote of a simple majority of the total number of members presently serving on the Board.

C. Chairperson: The Chairperson shall preside at meetings of the Board and of the Executive Committee, shall appoint chairs of standing committees, may constitute ad hoc committees, and shall speak as the official representative of the Board.

D. Vice-Chairperson: The Vice Chairperson shall preside at Board and Executive Committee meetings in the absence of the Chairperson and shall carry out any responsibilities as assigned by the Chairperson.

E. Secretary: The Secretary shall record and preserve minutes of the Board and the Executive Committee and shall be responsible for their distribution and for the notification of the Board and Executive Committee members for all stated and special meetings.

F. Treasurer: The Treasurer shall oversee the collection and disbursal of all the monies of T.A.S.K., Inc., and shall present to the Executive Committee and to the Board accounts of such transactions at each of their regular meetings. The Treasurer shall present the annual budget for adoption at the annual meeting, and shall serve as the Chairperson of the Finance Committee. The Treasurer shall insure that an annual audit is performed and is presented to the Board.

Article V: Committees of the Board

A. Finance Committee: The Finance Committee shall be responsible for the fiscal integrity of T.A.S.K. and overall management of the financial resources of the organization. The Board Treasurer will act as Chair of the Finance Committee.

B. Audit Committee: The Audit Committee shall assist the Board in fulfilling its fiduciary responsibilities by reviewing both the Certified Financial Statements and the systems of internal controls established by Management relating to TASK's accounting and financial reporting practices. In this capacity, the Audit Committee will advise the Board in its engagement of an Independent Auditor; approve the scope of the audit; and review the Independent Auditor's work.

C. Development Committee: The Development Committee shall be responsible for seeing that adequate financial resources are generated to meet the needs of the agency.

D. Governance Committee: The Governance Committee shall be responsible for the recruitment and education of members of the T.A.S.K. Board of Trustees.

E. Program Committee: The Program Committee shall exercise Board oversight of the various programs of the agency.

F. Committee Chairs: Except for the Finance Committee Chair, who is the Board Treasurer, all committee chairpersons will be appointed by the Chairperson of the Board. The Chair of each standing committee must be a board member and will serve concurrently with the term of office of the Board Officers.

G. Membership: Committee membership shall be determined by each Committee Chairperson. Each Board committee must be composed of at least two board members, but non-board members may serve without vote on any of the committees at the invitation of the Committee Chairperson.

H. Accountability: All committees shall regularly report to the Board and shall present matters requiring Board approval at the next regular or special meeting of the Board.

I. Staff Support: The Director will be responsible for designating paid staff to provide reasonable administrative support (scheduling meeting, distributing minutes, etc.) for committee operations as requested by Committee Chairpersons.

Article VI: Amendments to the Bylaws

The Bylaws may be amended at any regular meeting of the Board of Trustees, provided that notification of proposed changes has been distributed to all members of the Board at least thirty (30) days prior to the meeting. Amendments shall require an affirmative vote of a simple majority of the total number of members presently serving on the Board.

Article VII: Process of Dissolving the Corporation

Upon the dissolution or winding up of the Corporation, its assets remaining after payment, or provision for payment, of all debts and liabilities of this Corporation shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or within the meaning of the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for public purpose. Any such assets not disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the principal office of the Corporation is then located, exclusively for such purposes, or to such organization or organizations as said Court shall determine which are organized and operated exclusively for such purposes.

Article VIII: Nonliability and Indemnification

A. Nonliability of Trustees and Officers: Except as required by law, the Trustees and Officers of the corporation shall not be personally liable for the debts, liabilities, or other obligations of the corporation.

B. Indemnification by Corporation of Trustees and Officers: Any present or future Trustee or Officer of the corporation shall, to the extent legally permissible, be indemnified by the corporation against all expenses and liabilities including, without limitation, counsel fees, judgments, fines, and penalties, reasonably incurred by or imposed upon such person in connection with any threatened, pending or completed action, suit or proceeding in which he or she may become involved by reason of his or her service in such capacity; provided that no indemnification shall be provided for any such person with respect to any matter as to which he or she shall have been finally adjudicated in any proceeding not to have acted in good faith in the reasonable belief that such action was in the best interests of the corporation; and further provided that any compromise or settlement payment shall be approved by a majority vote of a quorum of Trustees who are not at that time parties to the proceeding.

If you would like any more information about TASK's policies, procedures, and values, please contact Dennis Micai, TASK Executive Director at (609) 695-5456 x 101 or dennism@trentonsoupkitchen.org or Peg O'Halloran, Director of Administration at pego@trentonsoupkitchen.org or (609) 695-5456 x 109.