New Jersey Pool Managers Association Policies

NJPMA Non-Discrimination Policy

The NJPMA is committed to providing an inclusive and welcoming environment for all members, volunteers, employees, and program participants. We do not discriminate on the basis of race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, marital status, citizenship, or any other characteristic protected by applicable law.

Our association prohibits any form of unlawful discrimination, harassment, or retaliation in all activities, programs, and employment practices. We strive to ensure that all individuals are treated with respect and dignity, and that opportunities for participation and advancement are accessible to everyone.

Any concerns or complaints regarding discrimination or harassment should be reported promptly to the in writing to the President or Vice President of the association. All reports will be investigated thoroughly, and appropriate corrective action will be taken as necessary.

This policy applies to all members, employees, volunteers, contractors, and participants in association-sponsored activities. The NJPMA is dedicated to upholding these principles in all aspects of our work and community engagement.

 Equal Opportunity Employment Policy

The NJPMA is committed to providing equal employment opportunities to all employees, volunteers, and applicants. We value diversity and inclusivity, and do not discriminate on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, marital status, veteran status, or any other characteristic protected by federal, state, or local law.

All employment decisions at the NJPMA, including recruitment, hiring, terms and conditions, promotions, compensation, benefits, training, and termination—are made based on qualifications, merit, and the needs of the organization. We are dedicated to fostering a work environment that is free from discrimination, harassment, and retaliation.

Any employee, volunteer, or applicant who believes they have been subjected to discrimination or retaliation is encouraged to report the incident promptly to any Executive Board member. All complaints will be handled confidentially to the extent possible and investigated promptly and thoroughly, in accordance with our established procedures for investigation and resolution.

Retaliation against any individual who reports discrimination or participates in an investigation is strictly prohibited. The NJPMA will take appropriate corrective action if discrimination or retaliation is found to have occurred, up to and including termination of employment or volunteer status.

If necessary, all staff, volunteers, and board members will receive training on equal opportunity employment and this policy. The NJPMA will review and update this policy annually to ensure compliance with current laws and best practices.

NJPMA Sexual Harassment Policy

1. Policy Statement

The New Jersey Pool Managers Association is committed to maintaining a safe, respectful, and inclusive environment for all employees, volunteers, board members, and program participants. Sexual harassment in any form is strictly prohibited and will not be tolerated. This policy applies to all NJPMA activities, whether on or off premises, and covers interactions among staff, volunteers, board members, contractors, and anyone representing or engaging with the NJPMA.

2. Definition of Sexual Harassment

Sexual harassment includes unwelcome sexual advances, requests for sexual favors, and other verbal, non-verbal, or physical conduct of a sexual nature when:

  • Submission to such conduct is made a term or condition of employment or participation.

  • Submission to or rejection of such conduct is used as a basis for decisions affecting the individual.

  • Such conduct has the purpose or effect of unreasonably interfering with an individual’s work or creating an intimidating, hostile, or offensive environment.

Examples include, but are not limited to:

  • Unwanted touching or physical contact.

  • Repeated requests for dates or social contact after being turned down.

  • Sexually suggestive comments, jokes, emails, texts, or images.

  • Derogatory remarks about a person’s gender or sexuality.

3. Scope

This policy applies to all employees, volunteers, board members, contractors, and program participants, regardless of gender, sexual orientation, or any other protected characteristic. It covers all NJPMA activities, including events, meetings, and online communications.

4. Reporting Procedures

Anyone who experiences or witnesses sexual harassment should report the incident promptly. Reports can be made in writing or verbally to any Executive Board member. All reports will be handled confidentially to the extent possible and investigated promptly and thoroughly.

5. Investigation and Resolution

  • All complaints will be investigated by trained personnel or an impartial committee.

  • Both the complainant and the accused will have the opportunity to present information.

  • Retaliation against anyone who reports harassment in good faith is strictly prohibited.

  • If harassment is substantiated, appropriate corrective action will be taken, up to and including termination of employment or volunteer status.

6. Training and Prevention

All staff, volunteers, and board members will receive training on sexual harassment prevention and this policy. The NJPMA will review and update this policy annually to ensure compliance with current laws and best practices.

7. Recordkeeping and Monitoring

All reports and investigations will be documented and retained securely. The NJPMA will monitor compliance and review the effectiveness of this policy regularly.

NJPMA Document Retention Policy

Purpose

This Document Retention Policy has been established to ensure that the New Jersey Pool Managers Association (NJPMA) maintains necessary records for operational, legal, and compliance purposes while responsibly disposing of documents that are no longer required.

Policy Statement

The NJPMA will retain documents in accordance with applicable laws, contractual obligations, and best practices for nonprofit organizations. All staff, volunteers, and board members are expected to comply with this policy.

Document Disposal

Documents that have reached the end of their retention period will be disposed of securely, including shredding paper files and permanently deleting electronic records. Confidential and sensitive information must be handled with extra care to prevent unauthorized access.

Suspension of Disposal in Event of Litigation or Investigation

If litigation, government investigation, or audit is anticipated or ongoing, all related document disposal must be suspended until the matter is resolved and guidance is received from legal counsel.

Types of Documents

Corporate Documents – They include Articles of Incorporation, By-Laws and IRS Form 1023 should be retained permanently. IRS regulations require that Form 1023 be available for public inspection upon request.

Tax Records – Tax records include, but may not be limited to, documents concerning payroll, expenses, proof of contributions made by donors, accounting procedure, and other documents concerning the corporation’s revenues. Tax records should be retained for at least 7 years from the date of filing the application return.

Employment Records/Personnel Records – State and federal statutes require the corporation to keep certain recruitment, employment and personnel information. File reviews and any complaints brought against the corporation or individual employees should also be kept. The corporation should also keep in the employee’s personnel file all final memoranda and correspondence reflecting performance reviews and actions taken by or against personnel. Employment applications should be retained for 3 years. Retirement and pension records, permanently. Other employment records for 7 years.

Board and Committee Materials – Meeting minutes should be retained in perpetuity in the corporation’s minute book. A clean copy of all other Board and Committee materials should be kept for no less than 3 years.

Press Releases/Public Filings – The corporation should retain permanent copies of all press releases and publicly filed documents under the theory that the corporation should have its own copy to test the accuracy of any document a member of the public can theoretically produce against the corporation.

Legal Files – Legal counsel should be consulted to determine the retention period of particular documents, but legal documents should generally be maintained for 10 years.

Marketing and Sales Documents – Sales invoices, contract, leases, licenses, and other legal documents should be kept at least 3 years beyond the life of the agreement.

Contracts – Final, execution copies of all contracts entered into by the corporation should be retained for 3 years beyond the life of the agreement, and longer in the case of publicly filed contracts.

Correspondence – Unless correspondence falls under another category listed elsewhere in this policy, it should generally be saved for 2 years.

Banking and Accounting – Accounts payable ledgers and schedules should be kept for 7 years. Bank reconciliations, bank statements, deposit slips and checks (unless for important payments and purchases) should be kept for 3 years. Any inventories of products, materials, and supplies and any invoices should be kept for 7 years.

Insurance – Expired insurance policies, insurance records, accident reports, claims, etc. should be kept permanently.

Audit Records – External audit reports should be kept permanently. Internal audit reports should be kept for 3 years.

Electronic Email – e-mail that needs to be saved should be either, printed in hard copy and kept in the appropriate file; or downloaded to a computer file and kept electronically or on disk as a separate file. The retention period depends upon the subject matter of the email, as covered elsewhere in this policy.

 

Policy Review

This policy will be reviewed annually by the Executive Board or designated committee to ensure compliance with current laws and organizational needs.

Adopted by the Executive Board on December 8, 2025.