Policy & Procedures

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Delray Beach Community Land Trust

"Fair Housing Policy"

To provide housing on an equal opportunity basis regardless of race/color, national origin, familial status, religion, sex, disability, age, marital status, sexual orientation or gender identity

Records Retention/Document Destruction Policy

The Sarbanes-Oxley Act addresses the destruction of business records and documents and turns intentional document destruction into a process that must be carefully monitored. Nonprofit organization should have a written, mandatory document retention and periodic destruction policy. Policies such as this will eliminate accidental or innocent destruction. In addition, it is important for administrative personnel to know the length of time records should be retained to be in compliance.

The following table provides the minimum requirements for all documents whether written, electronic or other.

Type of Document Minimum Requirement
Accounts payable ledgers and schedules 7 years
Audit reports Permanently
Bank Reconciliations 2 years
Bank statements 3 years
Checks (for important payments and purchases) Permanently
Contracts, mortgages, notes and leases (expired) 7 years
Contracts (still in effect) Permanently
Correspondence (general) 2 years
Correspondence (legal and important matters) Permanently
Correspondence (with customers and vendors) 2 years
Deeds, mortgages, and bills of sale Permanently
Depreciation Schedules Permanently
Duplicate deposit slips 2 years
Employment applications 3 years
Expense Analyses/expense distribution schedules 7 years
Year End Financial Statements Permanently
Insurance Policies (expired) 3 years
Insurance records/ current accident reports, claims/policies, etc. Permanently
Internal audit reports 3 years
Inventories of products, materials/ and supplies 7 years
Invoices (to customers, from vendors) 7 years
Minute Books! Bylaws and Charter Permanently
Patents and related papers Permanently
Payroll records and summaries 7 years
Personnel Files (terminated employees) 7 years
Retirement and pension records Permanently
Tax returns and worksheets Permanently
Timesheets 7 years
Trademark registrations and copyrights Permanently
Withholding tax statements 7 years

Fair Housing Information

Fair Housing Center of the Greater Palm Beaches
1300 W. Lantana Rd. Suite 200
Lantana, FL 33462

Fair Housing issues - To view fair housing issues policies Click Here

Adopted Policies:
Conflict of Interst Policy
Code of Ethics Policy
Whistleblower Policy