Give with  Confidence

Policies, Procedures and Values

Our 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.

Whistleblower Protection Policy:

The Sarbanes-Oxley Act of 2002 makes it a federal crime for any organization – nonprofit and for-profit – to retaliate against “whistleblower” who reports illegal or unacceptable activity. Individuals who witness any kind of unsuitable behavior 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 trustee, 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.


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.

  • 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

  • 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.