Governance & Legal Documents:
1: Board Resolution – Approval of Animal Shelter Program
Approves the creation of the shelter as an official program under your
501(c)(3).
2: Animal Shelter Program Charter
Outlines the purpose, scope, structure, and alignment with the charity’s
mission.
3: MOU – Animal Shelter Program Agreement
Main agreement between your charity and the individuals running the program.
Covers governance, roles, finances, liabilities, termination, etc.
4: Program Lead Responsibility Acknowledgment
One-page document where the lead person accepts full accountability for the
shelter’s actions and volunteers.
5: Volunteer Risk Waiver & Conduct Agreement
Signed by anyone working with the shelter. Waives liability and agrees to follow
your standards and procedures.
6: Limited Authority & Representation Agreement
Confirms shelter volunteers cannot legally bind the charity, sign contracts, or
use your name/logo without permission.
7: Exit & Wind-Down Plan Template
A pre-filled outline of what happens if the shelter program ends—including
animal disposition and asset return.
8: Indemnification Agreement
States the shelter operators will cover any costs or damages caused by their
actions, and protect the charity from liability.
Financial Accountability Documents:
9: Animal Shelter Program Budget Template
Used to create, submit, and manage an annual or quarterly budget for the shelter
program.
10: Donation Policy – Shelter Program Donations
Clarifies that only donations made through official channels are recognized as
tax-deductible and controlled by the charity.
11: Financial Responsibility Agreement – Shelter Operators
Confirms that the shelter team is responsible for any negative balances or
overages, and that they cannot obligate the charity financially.
12: Monthly Financial Reporting Template
For regular submission of shelter income/expense tracking to the charity.
Program & Operations Documents:
13: Volunteer Roster & Access Control Form
Keeps track of who is allowed to act under the shelter program’s authority.
14: Animal Welfare Standards & Compliance Policy
Sets expectations for humane care, legal compliance, and internal
accountability.
15: Incident Reporting Form & Policy
Used to report injuries, animal welfare violations, or other major issues to
your board.
16: Animal Disposition Log Template
For tracking where animals go—adopted, transferred, fostered, etc.
17: Final Program Closure Report Template
A final wrap-up document if the shelter ends: includes financials, animal
placements, and final status.