Considerations for implementing best practices Where do we go from here? Considerations for implementing best practices

It’s all ok until it’s not ok Why are we here? Change is here, let’s be prepared Best practices are simply suggestions Identified need – from County Federations It’s all ok until it’s not ok

Next Steps – Short Term Reflect on today’s presentations – Financial Are your board’s practices due for an update? Is your financial institution on side and aware of your current practices? Administration/Human Resources Consider current status of Federation administrator/coordinator/secretary Are changes needed to reflect and document this? Does current contract need to be updated and signed? Do you need support of MSR, Regional Manager and/or HR to proceed? Bring discussion forward to update the board

Next Steps – Months/Year Financial Identify the board role or board committee that will oversee finances (if not already in place) Administration/Human Resources Identify confidential committee for any changes to local Federation staffing process OFA will work with Premium HR Solutions for a sample contract and related questions and documentation

Next Steps – Months/Year Documents Identify and record in the minutes, a location that all Federation documents, contracts, policies will be kept (electronic and paper copies) Executive of the Federation to ensure these documents are kept safe and confidential

Before Next Local Federation Annual Meeting Financial Identify updated steps for financial management within your county Templates will be provided via OFA/BDO Short term and long term implementation Administration/Human Resources Identify and/or update the roles of staff/contract employee/volunteer Set timing for annual staff/contract employee/volunteer review Have a signed role description for this position Update constitution to identify changes to roles and procedures Review and/or update roles of board positions

Annually Time at first meeting following Annual Meeting for MSR to review Governance Training New and returning board can participate Example: 30 mins in advance of a board meeting Paper/Electronic handbooks (ex. Director Guide book) Financial Follow updated protocols Report financials accordingly, with monthly, quarterly and annual steps

Why? Transparency. Reassurance. Peace of mind. 2020 and beyond OFA will offer templates for Board policies AODA, Violence and Harassment Confidentiality, Oath of office, dress code etc Policies in place will support existing Human Resources regulations Ongoing professional support by Premium HR Solutions By updating policies and documentation, due diligence is being followed and demonstrated Why? Transparency. Reassurance. Peace of mind.

OFA Planning and Support Constitutions Will be consulting with legal to develop an updated template of constitution and policies Financial and HR Best Practices Video recording sent as a link Administrator meetings Regional meetings available to support County administrators Documents and links available to those who cannot participate in person

Local Federation ‘Member Benefit’ Offer Full Manual - $ 400.00 off Review of Federations current HR Manual and Update - $ 350.00 off Annual Update going forward - $ 100.00 off per year Review one policy or brand new one policy - $ 50.00 off

Table Discussions Priority topics Training format Board recruiting Effective meetings Visioning for board planning Communications Lobbying best practices Your suggestions… Training format Video (live or recorded) In-person at County level Regional meetings Your suggestions…

For Discussion With the information and support being provided … how do you wish to proceed? Possibilities … How can OFA help?