Shepherd's Shield
Safety Foundation

Shepherd's Shield Safety Foundation (SSSF) conducts security assessments of houses of worship. The findings of these assessments are sensitive documents that, if disclosed improperly, could compromise the safety of the very congregations SSSF is committed to protecting. This policy establishes mandatory standards for the handling, storage, and protection of all confidential information obtained during SSSF activities.

This policy applies to all board members, certified assessors, volunteers, contractors, and any other individual acting on behalf of SSSF, effective from their first engagement with the foundation.

Confidential information includes, but is not limited to:

• All security assessment findings, scores, reports, and recommendations for any client facility
• Floor plans, site maps, security system details, and vulnerability information obtained during assessments
• Names, contact information, and personal details of church leadership, security team members, and staff
• Internal SSSF board deliberations, financial records, and strategic plans
• Any information a client church designates as confidential
• Donor information and contribution records

1. Non-Disclosure: No confidential information shall be shared with any person or entity outside of SSSF without the prior written consent of the client church and the SSSF President.
2. Need-to-Know: Confidential information shall only be shared internally with individuals who require it to perform their authorized SSSF duties.
3. Secure Storage: All physical assessment documents must be stored in a locked location. Digital files must be password-protected and stored on secure, encrypted devices or cloud platforms authorized by SSSF.
4. No Social Media Disclosure: No assessment findings, client names, facility details, or vulnerability information shall be posted on social media or discussed in any public forum.
5. Return or Destruction: Upon completion of an engagement, all working copies of assessment documents not required for SSSF records shall be securely destroyed (shredded for physical copies, permanently deleted for digital copies).
6. Perpetual Obligation: The obligation of confidentiality survives the conclusion of an individual's service to SSSF and remains in effect indefinitely.

Any suspected or actual breach of confidentiality must be reported to the SSSF President immediately. If the breach involves the President, it must be reported to the Vice President. SSSF will notify affected clients promptly upon confirmation of any breach.

Violations of this policy may result in immediate removal from all SSSF activities, revocation of assessor certification, and civil or legal action where applicable.

The purpose of this policy is to protect the integrity of Shepherd's Shield Safety Foundation's decision-making process and to enable stakeholders to have confidence in the foundation's governance. This policy is required by the IRS as a best practice for 501(c)(3) organizations and must be in place prior to filing Form 1023 or 1023-EZ.

A conflict of interest arises when a board member or officer has a personal, financial, or professional interest that could influence — or appear to influence — their decisions on behalf of SSSF. This includes:

• Financial interests in any organization that SSSF does business with or assesses
• Personal relationships with vendors, contractors, or clients that could affect objectivity
• Serving on the board or in a leadership role of an organization that competes with or contracts with SSSF
• Receiving personal benefits from SSSF decisions beyond approved compensation

1. Each board member must disclose any actual or potential conflict of interest as soon as it becomes known — and at minimum, at the start of each annual board meeting.
2. All disclosures must be recorded in the board meeting minutes by the Secretary.
3. Upon joining the board, each new member must complete and sign the Annual Conflict of Interest Disclosure Form.

When a board member has a declared conflict related to a matter under discussion or vote, that member must:

1. Verbally disclose the conflict to the board before discussion begins
2. Leave the meeting room (or Zoom session) for the duration of the discussion and vote
3. Not attempt to influence the outcome of the vote in any way
4. Have their recusal recorded in the board minutes

All board members must complete and submit the SSSF Conflict of Interest Disclosure Form annually at or before the first board meeting of each calendar year. The Secretary is responsible for collecting and retaining all completed forms.

Failure to disclose a known conflict of interest is a serious breach of fiduciary duty and may result in removal from the board and personal liability for any harm caused to the foundation.

Shepherd's Shield Safety Foundation is built on the principles of faith, integrity, and the preservation of life. Every individual who conducts assessments on behalf of SSSF is a direct representative of the foundation's mission and values. This Code of Ethics establishes the non-negotiable standards of conduct that all assessors must uphold.

1. Integrity: Assessors shall conduct all assessments honestly and objectively. Scores shall reflect actual observed conditions — never inflated to please a client or deflated to generate more business.
2. Compassion: Assessors shall approach every church with patience, respect, and a servant's heart. We are educators and advisors — not inspectors or critics.
3. Confidentiality: All information obtained during an assessment is strictly confidential and governed by the SSSF Confidentiality & Non-Disclosure Policy.
4. Competence: Assessors shall only conduct assessments in areas where they are trained and certified. No assessor shall represent expertise they do not possess.
5. Faith-Centered Mission: Assessors shall honor the faith-based nature of every client community. Assessments shall be conducted with sensitivity to the spiritual culture of each church.

• Always carry SSSF credentials and a valid photo ID — present upon request without hesitation
• Dress professionally — business casual or as directed by the client church
• Never enter restricted areas without an authorized escort from the church
• Never handle any security equipment, weapons, alarm systems, or sensitive documents
• Never photograph or record any part of the facility without explicit written permission
• Never conduct an assessment alone in a private space with a single individual
• Always introduce yourself to staff encountered during the walk-through
• Score only what you observe — not what you are told exists

• Disclosing assessment findings to any unauthorized person or entity
• Accepting gifts, payments, or benefits from a client church beyond the authorized SSSF service fee
• Providing a verbal final score before completing a full review of all assessment data
• Selling products, services, or referrals during or immediately following an assessment without SSSF authorization
• Making guarantees of safety or security outcomes to any client
• Using fear-based tactics or alarmist language that could cause undue panic
• Misrepresenting SSSF credentials, certifications, or the foundation's legal status

If during an assessment an assessor observes evidence of imminent danger, active criminal activity, child abuse, or neglect, they are obligated to contact appropriate authorities immediately and notify the SSSF President as soon as safely possible.

Violations of this Code of Ethics may result in suspension or permanent revocation of SSSF assessor certification, removal from board membership, and referral to appropriate legal authorities where warranted.

This policy establishes the required steps and agreements that must be in place before Shepherd's Shield Safety Foundation conducts any security assessment or consulting engagement. It protects both SSSF and the client church by defining scope, responsibilities, limitations, and expectations in advance.

1. Initial Inquiry & Qualification: SSSF will conduct a brief intake conversation with church leadership to understand the facility type, size, attendance, and specific concerns before committing to an engagement.
2. Assessment Authorization Form: The senior pastor or designated church authority must sign an Assessment Authorization Form granting SSSF permission to access the facility and conduct the assessment. No assessment may begin without this signed form.
3. Scope Agreement: SSSF and the client church agree in writing on the scope of the assessment (full assessment, specific pillars only, or consulting only), the date, the point of contact, and the expected deliverables.
4. Fee Confirmation: The agreed service fee (or confirmation of complimentary pilot status) must be documented before the assessment date. For pilot engagements, this must be explicitly noted in writing.

• SSSF assessments provide observations, scored findings, and recommendations based on conditions observed on the date of assessment. They do not constitute a guarantee of safety or security.
• SSSF assessors are advisors — not law enforcement, code enforcement, or legal counsel. Findings do not carry regulatory or legal authority.
• SSSF is not responsible for conditions that change after the assessment date or for the church's decision whether or not to implement recommendations.
• SSSF does not install, maintain, or sell security equipment or systems.

Upon completion of every assessment, SSSF will provide the client church with:

• A written Assessment Summary Report including overall score, pillar scores, and priority recommendations
• A verbal debrief with church leadership
• A recommended action plan with suggested timelines

The full scored assessment checklist remains the proprietary property of SSSF and is not delivered to the client.

SSSF's liability for any assessment engagement is limited to the fee paid for that engagement. SSSF shall not be liable for any incident, loss, or harm occurring at a client facility before, during, or after an assessment, regardless of whether SSSF recommendations were implemented.

During the foundation's pilot phase, designated pilot churches receive assessments at no charge in exchange for written feedback on the assessment process and permission to use their aggregate (non-identifying) results for program development. No confidential facility details will be used in any public materials without explicit written consent.

This policy governs how Shepherd's Shield Safety Foundation accepts, acknowledges, and manages donations — including during the period when the foundation's 501(c)(3) federal tax-exemption application is pending with the IRS.

SSSF is authorized to accept donations upon completion of Florida nonprofit corporation formation (Articles of Incorporation filed and accepted by the Florida Division of Corporations). Donations shall not be solicited or accepted prior to state incorporation.

1. Approved Donor Language: Until the IRS determination letter is received, all communications with donors — verbal and written — must use the following approved language:
   
   “Shepherd's Shield Safety Foundation is a Florida nonprofit corporation. Our federal 501(c)(3) tax-exemption application is currently pending with the IRS. Upon approval — which is retroactive to our date of incorporation — your donation will be fully tax-deductible. We will notify all donors upon receipt of our IRS determination letter.”
2. Prohibited Language: No board member, officer, or volunteer may represent donations as currently tax-deductible until the IRS determination letter is officially received and in the foundation's possession.

Only the following individuals are authorized to accept donations on behalf of SSSF:

• Montague Hall, President — authorized to accept all forms of donation
• Kevin Bray, Treasurer — authorized to accept and process all funds once the bank account is established

No other board member, volunteer, or individual may accept donations on behalf of SSSF without prior written authorization from the President.

• Cash (must be counted by two authorized individuals and immediately logged)
• Check (payable to “Shepherd's Shield Safety Foundation” only — no personal checks to individuals)
• Electronic transfer or online payment (via SSSF-authorized platform only)

SSSF does not accept donated goods, property, or in-kind contributions without prior board approval.

1. Every donation must be logged immediately with the donor name, date, amount, and form of payment.
2. Written acknowledgment must be provided to every donor within 5 business days.
3. All donation records must be retained for a minimum of 7 years.
4. Upon receiving the IRS determination letter, SSSF will notify all donors who gave during the pending period and provide confirmation that their donation is retroactively tax-deductible.

If a donor designates a gift for a specific purpose, SSSF must honor that designation. Restricted funds must be tracked separately and used only for the stated purpose. The board must approve acceptance of any restricted gift that places conditions on SSSF's operations or governance.