Charitable Donations Policy


Last Updated: 8/28/2024

 

About Lynxspring, Inc.

Founded in 2002, doing things differently has been in Lynxspring’s DNA since the very beginning.  For starters, the company went against the industry tradition and broke down the barriers of a once proprietary, closed technology world in building automation and energy management to one that is now open. The company has changed the way devices and systems communicate and collaborate across enterprises. Technologies and solutions developed by Lynxspring enable users to go further to manage and operate their buildings, facilities and equipment smarter, safer, more efficiently and use less energy.

This same pioneering spirit of doing things differently also carries through to what it stands for, its culture, its values, how it operates and how it engages with employees that enables them to derive a sense of meaning from their work and to feel good about the company for which they work. Lynxspring realizes that an investment in human capital has a positive effect on who we are and our success.  We uphold a unique blend of a modern work environment along with a commitment to family, community and giving back.

Preamble

Lynxspring and its employees support a wide range of good causes and charitable organizations.

In 2024, Lynxspring’s Management Board adopted a new, more integrated approach to charitable donations. This approach has several objectives, including:

  • Bringing greater focus by concentrating the majority of the company’s donations to organizations who operate for religious, charitable, scientific, and
  • Creating a clearer governance structure by establishing a company-wide policy and a Lynxspring Donations Advisory Committee to oversee the approval process.
  • Promoting a better quality of life for the beneficiaries of the company’s donations.
  • Where possible, encouraging employee involvement in community donation projects.

Scope

This Policy applies to all Lynxspring donations and community programs, and to all operating units and subsidiaries in which Lynxspring has a majority interest or over which Lynxspring exercises management control.

Mission

Lynxspring’s donation programs are aimed at serving and strengthening the wider community and promoting a better quality of life for their beneficiaries. Lynxspring strives to donate to organizations that give back to the communities in which they serve.

Definition

  • Lynxspring’s donation programs support charities and other non-profits of which their goal is to help the beneficiaries improve their quality of life.
  • Charitable donations are not made for commercial, name recognition or brand purposes, and will not be in exchange for any product or service.
  • Charitable donations may be made either in money or in-kind. In ‘kind’ may also include time, personal or company expertise, advice or other company resources.
  • Charitable donations are made at the request of Lynxspring employees. The request may initially be made by a customer or vendor, but a Lynxspring employee must submit the request to the committee.
  • This Policy is reviewed at least once a year and may be found on Lynxspring’s HCM.

Lynxspring’s Pledge

  • To support organizations of which the goal is to help the beneficiaries improve their quality of life.
  • To act according to Lynxspring’s business principles and code of conduct.
  • To act as a responsible company and to lead by example, encouraging employee and other stakeholder engagement in supporting good causes.

Priority Areas

Lynxspring’s donations operate within a broad approach to charitable donations that apply across the company. Please see below for further details of Lynxspring’s selection and approval processes.

Management

  • Lynxspring’s community programs are aimed at strengthening relations between Lynxspring and the surrounding communities in which the company operates.
  • Lynxspring encourages employee involvement in local charities and good causes and will often support employee efforts by complementing existing employee fund-raising and contributions.
  • Lynxspring also encourages employees to give time and expertise to good causes and other organizations the company supports.
  • Lynxspring’s donations program provides a clear focus for the company’s overall strategy.
  • Lynxspring believes that local charities should be supported at a local level.

Selection Criteria and Restrictions

All recipients of Lynxspring donations must be designated or registered as a non-profit organization.

Their selection must comply with the terms and objectives of Lynxspring’s:
Lynxspring’s Charitable Donations Policy.

Lynxspring Will Only Support Non-Profit Organizations that:

  • Are not involved in the abuse of human rights.
  • Do not have employment policies or practices that discriminate on grounds of race, creed, sexual orientation, religion, gender, disability, or age.
  • Do not discriminate unfairly in the allocation of their support according to race, creed, sexual orientation religion, gender, disability, or age.
  • Do not cause harm to animals for the purposes of either sport or entertainment.
  • Do not have activities which involve significant damage to the environment.
  • Fully disclose all relevant corporate and personal conflicts of interest.

Lynxspring’s Preference is to Support Organizations that:

  • Have long-term goals and objectives
  • Operate in a sustainable manner
  • Encourage stakeholder involvement and the participation of individual communities
  • Take an innovative approach to their projects and initiatives
  • Lynxspring may also support individual employee-sponsored non-profit activities. Understanding that employees have many different charities that their time and money is donated, Lynxspring will have an employee donation matching policy to match donations for charities that the Lynxspring employees personally contribute.
  • To be eligible for this program, you must be a current employee working at least 20 hours per week. Donations made before or after employment of 20+ hours per week will not be matched.  Interns, temporary employees, agency temporaries, contractors or consultants, employees on long-term disability, or permanent part-time employees who work less than 20 hours per week aren’t eligible for this program.
  • Gifts made by Lynxspring family members (not including spouses or domestic partners) are not eligible for this program. Gifts made by the Lynxspring employee’s spouse/domestic partner are eligible.
  • Lynxspring will match employee donations from a minimum of $50 up to a maximum of $500 within the company’s fiscal year, July 1st – June 30th. The dollar limit will be based on the date of your gift, not the date at which the donation matching was processed.  Matching donations will only be paid quarterly.

You may also request a Lynxspring matching gift for the funds you collect, individually, for a charitable event in which you are an active participant (walks, marathons, bike rides, etc.). Here are a few ground rules for such events:

  • You can collect funds from other Lynxspring employees or any person wishing to assist you in your fundraising effort and submit the total dollar amount of the funds you raise for match.
  • The funds must be raised through your individual, personal effort.
  • Lynxspring’s match of your funds will count towards your personal match limit of $500 annually.
  • The recipient of the donation covered by this matching policy is limited to anyone who files as an American tax-exempt nonprofit organization under Section 501(c)(3) of the Internal Revenue Code – Religious, Educational, Charitable, Scientific, Literary, Testing for Public Safety, to Foster National or International Amateur Sports Competition, or Prevention of Cruelty to Children or Animals Organizations.

Return Benefits and Transparency

Lynxspring does not seek direct commercial benefits through its charitable donations. The company recognizes, however, that certain ancillary benefits may accrue, including:

A strengthening of Lynxspring’s brand and reputation among employees, customers, shareholders, business partners and other stakeholders.

Every Year, Lynxspring will Publish the Following Details of its Donations Program:

  • Any changes or modifications made to Lynxspring’s overall Donations strategy during the calendar year.
  • The total amount donated.
  • The number of donation requests received, approved, and rejected during the year by the Lynxspring Donations Advisory Committee.

Governance and Approval Process

Approval Process

  • All donation requests must be submitted to the Lynxspring Donations Advisory Committee via the Charitable Donations Request Form via forms.zoho.com or follow this link:  Charitable Donations Request Form. 
  • Until further notice, the maximum amount for any one donation is $1,500.
  • For amounts above these thresholds, donation requests must be approved by the CFO after meeting with the Lynxspring Donations Advisory Committee.
  • This Committee reviews all such donations and recommends either approval or rejection, which is based on the request meeting the guidelines as established by this policy. The committee will have an annual approved budget, and the approval or denial may also be based on the total budget allowance.  The committee will meet monthly.

Lynxspring Donation Advisory Committee

The Lynxspring Donations Advisory Committee comprises of Lynxspring employees and is a dedicated team for at least 1 year at a time. The committee may change from time to time or at any time based on the needs of the employee or company.

In addition to overseeing the approval process, the Lynxspring Donations Advisory Committee also provides the company’s Management Board with an annual evaluation of Lynxspring’s charitable donations and the implementation of its donation strategy. The Committee also helps manage Lynxspring’s annual donations budget, which is the responsibility of the company’s CFO.

Approval and Rejection Guidelines

All individuals and organizations requesting support will receive notification either approving or rejecting their request. Wherever possible, Lynxspring will provide an explanation for its decision. The company’s aim is to answer requests within two weeks of receiving them.

Payment Terms and Contracts

Lynxspring operates standard terms for all payments, including those made to non-profit organizations.

All requests should be supported by the completed Donation Request Form. This documentation should detail amounts payable, payment periods, receiving institution, as well as any other relevant information, and is subject to review and approval by Lynxspring.

Process for Evaluation, Communication and Renewal

Lynxspring is committed to evaluating the efficiency and impact of its charitable donations. This evaluation focuses on four main areas:

  • Ensuring recipients comply and continue to comply with the terms and objectives of Lynxspring’s overall Charitable Donations Policy.
  • Ensuring regular feedback from recipients on projects and initiatives supported by Lynxspring and the impact on individual communities and other beneficiaries.
  • Regular measurement of employee engagement and the impact of Lynxspring’s donations programs on overall levels of employee engagement.
  • Ensuring efficiency by measuring, where possible, the proportion of donations above a certain threshold spent on administrative and other costs.
  • Lynxspring maintains a regular dialogue with those charities and organizations it supports both to improve management of existing projects and to identify future opportunities.
  • Lynxspring is also committed to communicating the details of its charitable donations program to employees, via the company’s main internal communication channels, as part of broader efforts to encourage employee participation in supporting charities and good causes.

Budget

  • Lynxspring’s annual charitable donations budget is submitted by the CFO.
  • The budget is based on existing commitments and new spending estimates by Lynxspring.
  • The budget covers the company’s fiscal year of July 1st – June 30th.
  • Overall execution of the budget is overseen by the Lynxspring Donations Advisory Committee.
  • The Lynxspring Donations Advisory Committee regularly updates the Management Board and is required to inform members of the Management Board of any significant under or overspend for the year.

Reviewing and Updating This Policy

  • This Policy is reviewed at least once a year by Lynxspring and, if necessary, changes are recommended to the Lynxspring Donations Advisory Committee.
  • The Policy may be updated at any time to reflect changes either in Lynxspring’s internal organization or changes to the company’s brand positioning or strategy.
  • All changes will be communicated via Lynxspring’s HCM.

 

Last Updated: 8/28/2024