Policies and Procedures

HUGS in Brighton (Helping Ukrainians Get Settled in Brighton)

POLICIES AND PROCEDURES FOR FUNDING SUPPORT

JUNE 1, 2022

HUGS in Brighton endeavours on a best-efforts basis to help support Ukrainians displaced by the war with Russia to find refuge and resettle in Brighton and the surrounding area and to help support those who are hosting them in that endeavour. Both the displaced Ukrainians and the hosts are those who have been approved for support by the HUGS in Brighton organization. It is understood that our support is not a guarantee. Please see the section titled “Support Defined” below.

OUR GEOGRAPHIC BOUNDARIES

HUGS services an area that includes Colborne on the West to Castleton on the Northwest to Warkworth on the North and Quinte West on the east and all points in between including Brighton. If HUGS can provide guidance and administrative services to areas surrounding this perimeter we will endeavour to do so as capacity allows. Any such services would require proof of committed and organized volunteers in these areas to host, fundraise and carry the work of the required support.

A DEFINITION OF OUR SUPPORT

For the purposes of this Policy our Support is defined as providing the essentials of life.

THE SPECIFICS OF WHAT WE DO AND DO NOT PROVIDE SUPPORT FOR

Included in that essential support are the following:

Groceries in the form of gift cards

Gas and transportation

School supplies

Clothing (for items not able to be met with second hand)

ESL classes

Immigration medicals

Employment assistance

Basic cell phone/plans

Children’s sports and extracurricular activities as fund raising and donors’ gifts allow

A discretionary item stipend to cover miscellaneous items

Medications

What is NOT included:

Airfare (it is understood that flight arrangements can be made from a number of different sources from various levels of government, NGOs, aid organizations including recipient funded options. All displaced Ukrainians should obtain biometric clearances and have applied for CUAET status with visas before obtaining travel bookings.

Discretionary items such as personal services.

Vacations unless specifically donated for such purposes.

Pet veterinary bills

Items not considered essential or expedient unless approved by the board.

HOW WE DETERMINE THE LEVEL OF FUNDING

HUGS will aim to provide grocery funds to displaced Ukrainians or their host families based on a preset formula determined by the number in the family as well as age. Any adjustment to this formula for special needs i.e., health issues or extenuating circumstances is at the discretion of the board or the Finance Committee. The Funding Formula can be found in Appendix A

Cell plans are to be basic talk and text with basic data.

Most gas and transportation costs will be provided through volunteer drivers unless the host family has provided a vehicle for the family’s/individuals use or the family /individuals acquire a vehicle.

ACCOMMODATION

HUGS in Brighton has stated in its mission that it will support displaced Ukrainians and their hosts. We do not provide rental accommodations. It was understood and accepted at our initial formation that rental accommodations were not readily available in our area, and it was agreed that our support would be through those that have agreed to host.

THE HOST RELATIONSHIP

Should the relationship between the host and the displaced Ukrainians breakdown or become unworkable, Hugs will, on a best-efforts basis, attempt to find a replacement or temporary arrangement until a replacement can be found.

VOLUNTEERS

Our volunteers include the Board of Directors, committee members, general members, drivers and tutors. Any volunteer that is in a position of responsibility shall obtain Criminal Record Check and any volunteer that will be responsible for minor children shall obtain a Vulnerable Person Check.

HUGS IN BRIGHTON RESERVES THE RIGHT TO TERMINATE ANY HOST OR DISPLACED UKRAINIAN RELATIONSHIP FOR CAUSE. ANY SPONSORED RELATIONSHIP (HOST/UKRAINIANS) IS ONLY APPROVED BY THE BOARD OF DIRECTORS. ANY FUNDING THAT FALLS OUTSIDE OF THIS DOCUMENT IS ALSO BY BOARD APPROVAL AND IF THAT IS NOT VIABLE THEN BY APPROVAL OF 2 BOARD MEMBERS. ALL EXPENDITURES SHOULD BE DIRECTED TO THE TREASURER OR THE FINANCE COMMITTEE WELL IN ADVANCE OF THE NEEDED TIME BY WRITTEN REQUEST (e-mail, text or letter). ALL FUNDING WILL REQUIRE RECEIPTS UNLESS SPECIFICALLY STATED NOT TO.