Making Bylaws, Policies, Protocols Meaningful and Useful October 15, 2016

Welcome – Agenda Where We Came From, mandate of the CPF National Bylaws Committee 2015- 2016 Nancy McKeragan, Chair What’s a Bylaw? Policy? Protocol? Why? Aligning Bylaws and Policies, Developing Protocols Safe Working Environment Policy Child Safety Policy and Protocol Volunteer Screening Policy and Protocol Resources, Support Wrap-up, Questions

ICEBREAKER ACTIVITY Bylaw Policy Procedure Protocol Dah, what?

Legal Docs and Implications Compliance with the law: Letters Patent, Bylaw - Not for Profit Act - Corporations Canada. Objects of the Corporation - Article of Amendment to By-laws NFP Act

NFP Act – Purpose Broad discretion for organizations to adopt by-laws to fit their individual needs: streamline by-laws to focus on specific day-to-day needs; clear set of rules to govern own internal affairs; simplified processes that mean less red tape; more flexibility to make fundamental changes; Organizational changes will be possible; modern corporate governance provisions for corporate records, holding meetings, issuing debt obligations, etc. (e.g., flexibility in holding meetings, manner of absentee voting); provisions crafted to reflect the unique characteristics of the not-for-profit sector. flexibility to provide the best solution for a specific organization (e.g., notice of meetings of members; absentee voting; quorum at meetings; electronic communication) within the options and requirements in the Act possible to override certain default rules in the NFP Act through provisions in the by-laws.

Directions, Next Steps – Committee 2016-2017 National By-laws and Policies Committee Member Composition, Terms of Reference Work of the Committee - Review and develop template to help align Branch bylaws with National bylaws Review existing National policies align with National bylaws Develop a Policy Framework - Identify gaps and create new policies and protocols as needed Work of National office Support orientation and training on Bylaws and Policies

Benefits of Policies The creation of policies is actually good evidence of proactive or forward- thinking management: Helping staff to make decisions more efficiently / increasing efficiency Providing instruction on how to do tasks, necessary assistance / less direct supervision required Creating confidence and reduce bias in decision-making Protecting staff from acting in a manner that might endanger their employment Protecting staff/volunteers from acting in a manner that might endanger the safety of themselves and others Help staff to initiate actions and take responsibility without constant reference to management Increase the accountability of the organization and its staff

Examples … Governance and operational roles clarified – financial limits and oversight, due diligence, clear expectations Travel Expense Policy Executive Limitations Policy Legal and insurance obligations - Liability waivers, volunteer agreements, organizational reputation and responsibility, commitment to safety Safe Working Environment Policy and Complaint Process Child Safety Policy and Protocol Volunteer Screening Policy and Protocol

Supports and Resources Merci, Thank you CPF National Website – Governing Documents Bylaws, policies, Protocols Webinars Volunteer Canada – Safe Working Environment, Volunteer Screening Volunteer.ca Volunteering and the law Insurance Brokers/Companies – Child Safety, Volunteer Screening Questions ????