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

2. Welcome – Agenda
Where We Came From, mandate of the CPF National Bylaws Committee
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

3. ICEBREAKER ACTIVITY
Bylaw
Policy
Procedure
Protocol
Dah, what?

4. 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

5. 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.

6. 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

7. 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

8. 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

9. 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 ????