1.0 Adoption

2.0 Governance

3.0 Community

4.0 Child Care

5.0 Family Services

6.0 Finance

7.0 Foster Care

8.0 Human Resources

9.0 Volunteers

source for 2.0 - 000
/1-0ADOPT/HP CAS P&P/2-0GOVER/00GOVERN.DOC
/2-0GOVER/00GOVERN.DOC

Approved by: Board of Directors Number: 2.10 - 002

Date: June 24, 1998

Policy:

1. It is the policy of the Society that in order to provide for the special needs of children and families, the Society shall:
   1. actively pursue avenues for private funds;
   2. generate a plan for fundraising with both short and long term objectives;
   3. annually set, in consultation with the Executive Director, a financial target for fundraised dollars;
   4. sponsor events which will generate funds and which have a positive impact for families and children in our community; and
   5. manage the funds in a separate account called the “Children’s Benefit Fund”.

source for 2.0 - 000
/1-0ADOPT/HP CAS P&P/2-0GOVER/fundraising.DOC
/2-0GOVER/fundraising.DOC

2.0 Governance

2.0 - 002 General Policy

2.1 Legal Sanction

2.2 Mandate and Purpose

2.3 Board of Directors

2.4 Responsibility for Society Administration

2.5 Society Administration

2.6 Regulatory Compliance

2.7 Ethical Conduct

2.8 Protection from Risk

2.9 Public Relations

2.10 Fundraising

source for 2.1 - 000
/1-0ADOPT/HP CAS P&P/2-0GOVER/01GOVERNANCE.DOC
/2-0GOVER/01GOVERNANCE.DOC

2.0 Governance

2.1 Legal Sanction

2.1 - 002 Society is Duly Organized
2.1 - 004 Dissolution of Society

2.2 Mandate and Purpose

2.3 Board of Directors

2.4 Responsibility for Society Administration

2.5 Society Administration

2.6 Regulatory Compliance

2.7 Ethical Conduct

2.8 Protection from Risk

2.9 Public Relations

2.10 Fundraising

source for 2.1 - 000
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-1SANCT/00SANCT.DOC
/2-0GOVER/2-1SANCT/00SANCT.DOC

Approved by: Board of Directors Number: 2.1 - 002

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Huron-Perth Children’s Aid Society shall receive its authorization to operate and its mandate from the Child and Family Services Act.
2. It is the policy of the Society that under the Child and Family Services Act, the Board of Directors shall be empowered to:
   1. "govern" the corporation; and
   2. ensure that the purposes and objects set out in the Society's by-laws are enforced.
3. It is the policy of the Society that a Board policy statement shall be a statement of value and purpose which lays the foundation for the staff to follow.
4. It is the policy of the Society that effective governance shall be achieved through the recognition and acceptance of the Board's mandate by all its members.
5. It is the policy of the Society that the Board of Directors shall:
   1. ensure that the Society operates within the mandate set out in the Child and Family Services Act;
   2. strive to ensure that the Board of Directors is comprised of a full complement of Board members representing the various demographic and occupational groups; and
   3. strive to ensure that board members regularly attend board meetings and actively participate, including service on committees and as officers.

source for 2.1 - 002
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-1SANCT/002.DOC
/2-0GOVER/2-1SANCT/002.DOC

Approved by: Board of Directors Number: 2.1 - 004

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Society shall not be dissolved except with the consent of not less than two-thirds of the ordinary membership of the Society, either in person or by proxy at a general meeting convened for the purpose, in accordance with the Society’s by-laws.
2. It is the policy of the Society that:
   1. the dissolution of the Society, either by the filing of articles of dissolution or by a decree of a court, shall not take away or impair any remedy available to or against such corporation, its directors, its officers for any right or claim existing, or any liability incurred, prior to such dissolution, if action or other proceeding thereon is commenced within two (2) years after the date of such dissolution; and
   2. such action or proceeding by or against the corporation may be prosecuted or defended by the corporation in its corporate name; and
   3. the directors and officers shall have power to take such corporate or other action as shall be appropriate to protect such remedy, right or claim.
3. It is the policy of the Society that after dissolution of the Society, the directors, as of the date of dissolution, or the survivors of such directors, shall be deemed liquidating trustees of the corporation with authority to take all action necessary or appropriate to dispose of any undistributed property of the corporation in accordance with the Rights of the Province of Ontario.
4. It is the policy of the Society that upon the dissolution of the Society:
   1. all debts, liabilities and obligations thereof, legally incurred shall be fully discharged;
   2. the remaining assets shall not inure to the benefit of any office holder, director, or member; and
   3. any funds and assets of the Society remaining after the satisfaction of its debts, liabilities, and obligations, shall be transferred to the Ministry of Community and Social Services.
5. The Society recognizing that child welfare is a mandated service, clients and staff of the Society will:
   1. be transferred to the territorial jurisdiction of another child welfare Society; or
   2. be provided by a new Society established by the Ministry of Community and Social Services; or
   3. be provided by a new Society operated directly by the Ministry of Community and Social Services.

source for 2.1 - 004
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-1SANCT/004SANCT.DOC
/2-0GOVER/2-1SANCT/004SANCT.DOC

Approved by: Board of Directors Number: 2.0 - 002

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Society’s governance will ensure, wherever possible, that the Society remains duly authorized to operate and provide the services required to meet its mandate under the Child and Family Services Act and that such services reflect the principles defined in Section 1 of the Child and Family Services Act:
   1. To promote the best interests, protection and wellbeing of children.
   2. To recognize that while parents often need help in caring for their children, that help should give support to the autonomy and integrity of the family unit and, wherever possible, be provided on the basis of mutual consent.
   3. To recognize that the least restrictive or disruptive course of action that is available and is appropriate in helping a child or family should be followed.
   4. To recognize that children’s services should be provided in a manner that respects children’s needs for continuity of care and for stable family relationships, and takes into account physical and mental developmental differences among children.
   5. To recognize that whenever possible, services to children and their families should be provided in a manner that respects cultural, religious, and regional differences.
   6. To recognize that services to Indian and Native people should be provided in a manner that recognizes their culture, heritage, traditions and the concept of extended family.
   7. To ensure, where appropriate, that children and their parents have an opportunity to be heard and represented when decisions affecting their interests are made and to be heard whenever they have concerns about the services they are receiving.
   8. To ensure that decisions affecting the interests and rights of children and their parents are made according to clear, consistent criteria and are subject to procedural safeguards.
2. It is also the policy of the Society that the Society’s governance shall endeavour to ensure that the Society’s services reflect the principles defined in the Society’s mission statement. The mission statement of the Huron-Perth Children’s Aid Society is “To advocate for and protect children’s rights; to support and strengthen families; and to be leaders for change in our community.”.

source for 2.2 - 000
/1-0ADOPT/HP CAS P&P/2-0GOVER/02GOVERN.DOC
/2-0GOVER/02GOVERN.DOC

2.0 Governance
2.1 Legal Sanction

2.2 Mandate and Purpose

2.2 - 002 General Policy
2.2 - 004 Philosophy and Purpose
2.2 - 006 Strategic Plan
2.2 - 008 Society Services
2.2 - 010 Service Plan

2.3 Board of Directors

2.4 Responsibility for Society Administration

2.5 Society Administration

2.6 Regulatory Compliance

2.7 Ethical Conduct

2.8 Protection from Risk

2.9 Public Relations

2.10 Fundraising

source for 2.2 - 000
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-2MANDA/00MANDA.DOC
/2-0GOVER/2-2MANDA/00MANDA.DOC

Approved by: Board of Directors Number: 2.2 - 002

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Huron-Perth Children’s Aid Society shall:
   1. have written statements of its philosophy;
   2. have written statements of its purpose and plans; and
   3. have written description of its services.

source for 2.2 - 002
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-2MANDA/002.DOC
/2-0GOVER/2-2MANDA/002.DOC

Approved by: Board of Directors Number: 2.2 - 004

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Society’s mission statement shall read ” To advocate for and protect children’s rights; to support and strengthen families; and to be leaders for change in our community”.
2. It is the policy of the Society that in order to accomplish its overall purpose, the Board of Directors shall:
   1. establish a structure and a set of policies which facilitate governance; and
   2. hire a full time Executive Director to administer the operational side of the business.
3. It is the policy of the Society that planning shall be an essential component of the Society's operation and a function in which the Board takes a lead role.
4. It is the policy of the Society that the annual planning cycle shall parallel the budgeting cycle in order to enable operational goals and objectives to be set.
5. It is the policy of the Society that the Board of Directors shall endeavour to:
   1. develop and then review the Mission Statement at a minimum of every four years;
   2. ensure that operational procedures be developed that fit within the Board governance model of the agency;
   3. be responsible for the Society meeting its financial objectives;
   4. select and evaluate an Executive Director, who in turn becomes their Chief Executive Officer;
   5. assume an active role in the community, supporting the role of the Society as required; and
   6. delegate to the Executive Director authority to make day-to-day management and operational decisions without interference.

source for 2.2 - 004
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-2MANDA/004.DOC
/2-0GOVER/2-2MANDA/004.DOC

Approved by: Board of Directors Number: 2.2 - 006

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the strategic plan shall:
   1. be a living document that recognizes the fluidity of organizations and the realities of human leadership, as well as the uncertainties of the external environment, including political realm;
   2. recognize the "why" of decision-making and of future direction-setting, along with outcomes; and
   3. be a dynamic process that frees the organization to achieve excellence.
2. It is the policy of the Society that the Board of Directors shall:
   1. develop, in consultation with appropriate stakeholders, a strategic plan for the future of the Society for the next 3-5 years;
   2. ensure that a strategic plan is formally developed every four years and results from a process which has included input from all levels of staff, other community agencies serving families and children, and is consistent with public policy;
   3. ensure annually that the intent of the plan is being adhered to;
   4. delegate to the Executive Director, the responsibility to develop an annual operational plan; and
   5. review and endorse an annual operational plan which is consistent with the strategic plan.

source for 2.2 - 006
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-2MANDA/006.DOC
/2-0GOVER/2-2MANDA/006.DOC

Approved by: Board of Directors Number: 2.2 - 008

Date: June 24, 1998

Policy:

1. It is the policy of the Society that:
   1. the Society shall deliver services to clients within the authority granted by the legislation and regulations; and
   2. the Board of Directors shall:
      1. determine the priorities for those programs;
      2. assure itself of the ongoing relevance and appropriateness of Society programs; and
      3. establish a mechanism for monitoring services.
2. It is the policy of the Society that the evaluation of individual programs shall be a staff responsibility with results and policy implications communicated to the Board upon completion.
3. It is the policy of the Society that program evaluation may include, a review of:
   1. methodology;
   2. outcome measures;
   3. client opinion;
   4. community relevance; and
   5. financial efficiency.
4. It is the policy of the Society that the review process may be inclusive to all stakeholders such as staff, consumers, and community professionals.
5. It is the policy of the Society that:
   1. child welfare services shall be available to families with children under the age of 16, pursuant to the Child and Family Services Act within the County of Huron;
   2. services shall be provided to children under the guardianship of the Huron-Perth Children's Aid Society;
   3. the Society shall consider its role as "parent" in the determination of services to children in care;
   4. the Society shall provide a full range of adoption screening, placement, support and disclosure services;
   5. all program areas within the Society shall be formally reviewed every four years, and that those reviews shall be conducted by the staff with results and recommendations presented to the Board;
   6. the Society shall work towards full accreditation according to the standards developed by the OACAS; and
   7. the Society shall provide guidance, counselling and other services to families for protecting children or for the prevention of circumstances requiring the protection of children.
6. It is the policy of the Society that the Society’s services shall be defined and reviewed within the context of a service plan.

source for 2.2 - 008
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-2MANDA/008.DOC
/2-0GOVER/2-2MANDA/008.DOC

Approved by: Board of Directors Number: 2.2 - 010

Date: June 24, 1998

Policy:

1. It is the policy of the Society that:
   1. the service plan shall be prepared on an annual basis in accordance with the requirements of the Ministry of Community and Social Services;
   2. the plan shall be approved by the Board of Directors and submitted to the Ministry of Community and Social Services and applicable funders by the required date, except when other timelines are agreed to by the Board and funding bodies.
2. It is the policy of the Society that the service plan shall:
   1. state its service objectives;
   2. reflect the Society’s legislated mandate, mission statement, guiding principles and strategic plan;
   3. reflect a systematic review of past performance and changing service and funding circumstances;
   4. address how program effectiveness, program costs, and cost effectiveness are to be monitored; and
   5. developed with input from all levels of appropriate Society staff and the Board.
3. It is the policy of the Society that the budget component of the service plan shall be based on:
   1. the service objectives;
   2. adequate cost analysis;
   3. realistic estimates of operating costs and revenues; and
   4. input from appropriate agency staff and the Board.
4. It is the policy of the Society that where the budget shows a deficit, then a work plan be developed which provides both short term (fiscal) and long term solutions to the deficit .
5. It is the policy of the Society that the Society shall ensure that service plans are prepared by staff, reviewed and approved at the board level and submitted to the Ministry for each current year including related income and expenditures, developed with board and staff input.

source for 2.2 - 010
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-2MANDA/010.DOC
/2-0GOVER/2-2MANDA/010.DOC

2.0 Governance
2.1 Legal Sanction
2.2 Mandate and Purpose

2.3 Board of Directors

2.3 - 002 General Policy
2.3 - 004 Society’s Constitution and Bylaws
2.3 - 006 Board Composition
2.3 - 008 Board Orientation
2.3 - 010 Board’s Determination of Society Services
2.3 - 012 Legal Counsel
2.3 - 014 Society’s Compliance with all Applicable Law
2.3 - 016 Meetings of the Board of Directors
2.3 - 018 Board Procedure
2.3 - 020 Meetings Open to the Public
2.3 - 022 Appointment of Executive Director
2.3 - 024 Board of Directors’ Annual Review

2.4 Responsibility for Society Administration

2.5 Society Administration

2.6 Regulatory Compliance

2.7 Ethical Conduct

2.8 Protection from Risk

2.9 Public Relations

2.10 Fundraising

source for 2.3 - 000
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/2-0GOVER/2-3BOARD/00BOARD.DOC

Approved by: Board of Directors Number: 2.3 - 002

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Board of Directors shall be its governing body whose role, function and structure are clearly defined:
   1. in its letters patent; and
   2. its by-laws.

source for 2.3 - 002
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-3BOARD/002.DOC
/2-0GOVER/2-3BOARD/002.DOC

Approved by: Board of Directors Number: 2.3 - 004

Date: June 24, 1998

Policy:

1. It is the policy of the Society that:
   1. the Board of Directors shall be responsible to:
      1. develop governance policies;
      2. set the overall direction for the Society; and
      3. ensure that the policies and the overall directions are followed;
   2. the Board of Directors shall ensure:
      1. all pertinent corporate documents;
      2. by-laws;
      3. all other relevant licenses or documents
      are up to date.

source for 2.3 - 004
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-3BOARD/004.DOC
/2-0GOVER/2-3BOARD/004.DOC

Approved by: Board of Directors Number: 2.3 - 006

Date: June 24, 1998

Policy:

1. It is the policy of the Society that:
   1. the composition of the Board of Directors, the appointment of Offices of the Board, and the establishment of Committee of the Board shall be in accordance with:
      1. the Society’s by-laws; and/or
      2. statutory requirements including the Corporation Act and the Child and Family Services Act;
   2. the composition of the board shall reflect the diversity of the community served by the Society;
   3. all Committees of the Boards shall have written Terms of Reference;
   4. the recruitment of qualified people willing to sit on the Board of Directors of the Society shall be the responsibility of the Board;
   5. the recruitment strategies shall keep in mind the need for a selection process which considers the following points:
      1. commitment to the best interests and wellbeing of the children of Huron County;
      2. the needs of the Board of Directors (what special skills or interests best serve the Board’s objectives);
      3. the time commitment required to adequately perform as a member of the Board of Directors;
      4. the willingness to commit to the Society’s Mission Statement, strategic directions, and goals;
      5. the willingness to function within a set of procedural guidelines;
      6. the commitment to uphold the oath of confidentiality; and
      7. the requirement for completion of a Criminal Reference Check.
2. It is the policy of the Society that:
   1. the recruitment of potential Board members shall be a priority activity;
   2. that candidates shall:
      1. be eligible to serve on the Board in compliance with the provisions of the Society’s by-laws; and
      2. not be members who are actively fostering for the Huron-Perth Children’s Aid Society during their term of office.
   3. that vacancies shall be filled as promptly as possible; and
   4. that individual Board members respect the provisions in the by-laws for appointment to committees, officer positions and attendance.

source for 2.3 - 006
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-3BOARD/006.DOC
/2-0GOVER/2-3BOARD/006.DOC

Approved by: Board of Directors Number: 2.3 - 008

Date: June 24, 1998

Policy:

1. It is the policy of the Society that:
   1. a sound orientation shall be critical to the ability of Board members to carry out their duties and responsibilities; and
   2. individual Board members shall actively participate in meetings and discussions, and identify areas in which they require additional knowledge or skills.
2. It is the policy of the Society that Board orientation shall include:
   1. the legal obligation of the Society;
   2. the role of the Board; and
   3. the operational issues of the Society.
3. It is the policy of the Society that:
   1. all members of the Board of Directors shall be properly oriented to their role and to the strategic directions and operational issues of the Society;
   2. the incoming officers of the Society and the Executive Director shall:
      1. design an annual orientation program which meets the needs of the current board members;
      2. ensure the orientation cycle shall begin as soon as possible after the annual election of new Board members;
   3. an amount of money in the annual budget shall be identified to provide and see that the training needs of the Board are met;
   4. all directors sign an Oath of Confidentiality and Consent to Criminal Reference Check as part of the orientation process; and
   5. all new board members receive an orientation manual.

source for 2.3 - 008
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-3BOARD/008.DOC
/2-0GOVER/2-3BOARD/008.DOC

Approved by: Board of Directors Number: 2.3 - 010

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Society shall operate several distinct programs under agreement with the Ministry of Community and Social Services:
2. It is the policy of the Society that the Board of Directors shall actively seek the necessary resources.
3. It is the policy of the Society that it shall:
   1. endeavour to obtain the funding levels that are necessary to provide services under the legislation;
   2. endeavour to obtain the human resources needed to provide services under the legislation;
   3. that annual budgets shall be prepared for all programs operated by the Society;
4. It is the policy of the Society that the Society shall ensure the enactment of operational polices and procedures dealing with:
   1. Adoption services (1.0)
   2. Community Services (3.0)
   3. Child Care Services (4.0)
   4. Family Services (5.0)
   5. Financial Services (6.0)
   6. Foster Care Services (7.0)
   7. Human Resources Services (8.0), and
   8. Volunteer Services (9.0).

source for 2.3 - 010
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-3BOARD/010.DOC
/2-0GOVER/2-3BOARD/010.DOC

Approved by: Board of Directors Number: 2.3 - 012

Date: June 24, 1998

Policy:

1. It is the policy of the Society that whenever appropriate, the Society shall obtain the services of legal counsel to ensure the provision of opinion, and advise on matters of:
   1. child welfare;
   2. corporation law;
   3. labour relations law; and
   4. other laws and regulations governing any of the services or programs the Society operates.
2. It is the policy of the Society that the Executive Director shall be empowered to review and approve annual agreements with appropriate counsel(s), unless there is a significant change in the agreement or the services being offered and consultation with Board is advised.

source for 2.3 - 012
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-3BOARD/012.DOC
/2-0GOVER/2-3BOARD/012.DOC

Approved by: Board of Directors Number: 2.3 - 014

Date: June 24, 1998

Policy:

1. It is the policy of the Society that in its practice, the Society shall comply with all applicable law, among others, as amended from time to time:
   1. Child and Family Services Act;
   2. Employment Standards Act;
   3. Labour Relations Act;
   4. Ontario Human Rights Code;
   5. Occupational Health and Safety Act;
   6. Pay Equity Act; and
   7. Employment Equity Act.

source for 2.3 - 014
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-3BOARD/014.DOC
/2-0GOVER/2-3BOARD/014.DOC

Approved by: Board of Directors Number: 2.3 - 016

Date: June 24, 1998

Policy:

1. It is the policy of the Society that:
   1. the Board of Directors shall hold at least five (5) meetings in each fiscal year;
   2. meetings of the Board of Directors may be called at any time by:
      1. the President at his/her own request; and/or
      2. at the request of any four (4) directors;
   3. regular meetings of the Board of Directors shall be:
      1. calendarized for each board cycle as soon as practical following the Board elections; and
      2. distributed to each board member and the Executive Director.
2. It is the policy of the Society that wherever possible, supporting/working documents needed for a meeting of the Board of Directors shall be forwarded to the Board members at least one week prior to the said meeting.
3. It is the policy of the Society that meetings cancelled due to lack of quorums or inclement weather shall, wherever practical, be rescheduled.

source for 2.3 - 016
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-3BOARD/016.DOC
/2-0GOVER/2-3BOARD/016.DOC

Approved by: Board of Directors Number: 2.3 - 018

Date: June 24, 1998

Policy:

1. It is the policy of the Society that:
   1. the procedural standards for the Board of Directors meetings shall be the “Robert’s Rules of Order”;
   2. meetings shall follow a predictable format, with agenda, allowing for:
      1. proper process of issues; and
      2. proper recording of decisions.
2. It is the policy of the Society that the process of the Board of Directors meetings shall support:
   1. open communication;
   2. tolerance of differences;
   3. constructive resolution of conflict; and
   4. full participation in decision making.

source for 2.3 - 018
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-3BOARD/018.DOC
/2-0GOVER/2-3BOARD/018.DOC

Approved by: Board of Directors Number: 2.3 - 020

Date: June 24, 1998

Policy:

1. It is the policy of the Society that, as a public funded agency, the Society shall have a responsibility to the community it serves.
2. It is the policy of the Society that that once a schedule of regular Board meetings has been established notification of the schedule of the Society’s Board of Directors meetings shall be made available in accordance with the Society’s by-laws and/or by request.
3. It is the policy of the Society that an annual report be published, distributed, and made widely available.
4. It is the policy of the Society that the meetings of the Board of Directors shall be open public meetings except when dealing with confidential matters, in accordance with statute.

source for 2.3 - 020
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-3BOARD/020.DOC
/2-0GOVER/2-3BOARD/020.DOC

Approved by: Board of Directors Number: 2.3 - 022

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Board of Directors shall appoint, in writing, an Executive Director who is qualified within the parameters of the Child and Family Services Act.
2. It is the policy of the Society that the Board of Directors shall effectively delineate, in writing:
   1. the separate responsibilities of the Board of Directors and the Executive Director;
   2. the delegation to the Executive Director of authority and responsibility for the Society’s management; and
   3. the manner of accountability.
3. It is the policy of the Society that appropriate delegation shall be in place in the event of the Executive Director’s absence (8.0 - 008).

source for 2.3 - 022
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-3BOARD/022.DOC
/2-0GOVER/2-3BOARD/022.DOC

Approved by: Board of Directors Number: 2.3 - 024

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Board of Directors shall:
   1. set its own goals and objectives; and
   2. annually review its performance.
2. It is the policy of the Society that the Board’s evaluation of its functioning may encompass:
   1. the accomplishment of objectives, within the context of the Society’s Mission Statement;
   2. the quality of relationships between individual members of the Board;
   3. the quality of relationships between the Board and the Executive Director; and
   4. the identification of issues requiring the Board’s involvement for the coming year.
3. It is the policy of the Society that the Board of Directors shall:
   1. conduct a formal appraisal of the Executive Director annually for the first five years of employment; and
   2. conduct a formal appraisal of the Executive Director every other year thereafter.
4. It is the policy of the Society that the Board’s review of the Executive Director may encompass:
   1. the accomplishment of annual objectives;
   2. the relationships of the Society with other community organizations serving children;
   3. the financial health of the Society; and
   4. the relationship between the Executive Director and the Board of Directors.
5. It is the policy of the Society that:
   1. all members of the Board of Directors shall be given the opportunity to contribute to the Executive Director’s evaluation; but
   2. a minimum number of two (2) Board members shall form a committee to prepare and communicate the review to the Executive Director.
6. It is the policy of the Society that the Executive Director’s review shall:
   1. be conducted as soon as practical at the Executive Director’s anniversary date;
   2. include a review of the Executive Director’s job description; and
   3. include a review of the Executive Director’s financial compensation package, ensuring a competitive rate within the Society’s financial ability.

source for 2.3 - 024
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-3BOARD/024.DOC
/2-0GOVER/2-3BOARD/024.DOC

2.0 Governance
2.1 Legal Sanction
2.2 Mandate and Purpose
2.3 Board of Directors

2.4 Responsibility for Society Administration

2.4 - 002 General Policy
2.4 - 004 Role of the Executive Director
2.4 - 006 Responsibilities of the Executive Director
2.4 - 008 Attendance at Board/Committee Meetings
2.4 - 010 Executive Director’s Report to the Board
2.4 - 012 Delegation of Authority

2.5 Society Administration

2.6 Regulatory Compliance

2.7 Ethical Conduct

2.8 Protection from Risk

2.9 Public Relations

2.10 Fundraising

source for 2.4 - 000
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/2-0GOVER/2-4RESPO/00RESPONSIBILITY.DOC

Approved by: Board of Directors Number: 2.4 - 002

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the administration of the Society shall be the responsibility of the Executive Director.

source for 2.4 - 002
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-4RESPO/002.DOC
/2-0GOVER/2-4RESPO/002.DOC

Approved by: Board of Directors Number: 2.4 - 004

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Executive Director shall:
   1. advise and assist the Board of Directors in:
      1. the planning process;
      2. the decision-making process; and
      3. the development of governance policies;
   2. make the Board of Directors aware of the full range of options available to them; and
   3. develop operational policies and procedures in accordance with the Society’s governance policies.

source for 2.4 - 004
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-4RESPO/004.DOC
/2-0GOVER/2-4RESPO/004.DOC

Approved by: Board of Directors Number: 2.4 - 006

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Executive Director’s responsibilities shall include the development, coordination and administration of the Society’s:
   1. services;
   2. financial resources; and
   3. human resources.
2. It is the policy of the Society that the Executive Director shall effectively delegate responsibility as appropriate.
3. It is the policy of the Society:
   1. to maintain an up-to-date job description for the position of Executive Director; and
   2. to review the Executive Director’s job description in a time frame consistent with the performance review cycle (2.3 - 024).

source for 2.4 - 006
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-4RESPO/006.DOC
/2-0GOVER/2-4RESPO/006.DOC

Approved by: Board of Directors Number: 2.4 - 008

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Executive Director shall staff all Board of Directors committees with the exception of the committee evaluating the Executive Director’s performance or status.
2. It is the policy of the Society that the Executive Director or designate:
   1. shall attend all meetings of the Board of Directors;
   2. may attend any meeting of its standing and ad hoc committees, with the exception of those held for the purpose of reviewing the Executive Director’s performance or status (unless requested to attend).

source for 2.4 - 008
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-4RESPO/008.DOC
/2-0GOVER/2-4RESPO/008.DOC

Approved by: Board of Directors Number: 2.4 - 010

Date: June 24, 1998

Policy:

1. It is the policy of the Society that:
   1. the Executive Director shall report to the Board of Directors at least quarterly for accountability of his/her assigned responsibilities:
      1. administration and program operation;
      2. financial status;
      3. anticipated problems if any;
   2. the Executive Director’s reports shall be responsive to the Board of Directors’ needs for accountability.

source for 2.4 - 010
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-4RESPO/010.DOC
/2-0GOVER/2-4RESPO/010.DOC

Approved by: Board of Directors Number: 2.4 - 012

Date: June 24, 1998

Policy:

1. It is the policy of the Society that:
   1. in the temporary absence of the Chair, the Vice-Chair shall assume the position;
   2. if the absence is likely to be for an extended period, or is the result of a resignation, the Board of Directors shall formally nominate and elect a replacement.
2. It is the policy of the Society that in the temporary absence of the Treasurer, those responsibilities may be assumed by the Chair or another approved corporate signing officer with the approval of the Board of Directors.
3. It is the policy of the Society that in the absence of the Executive Director, for periods that would exceed normal vacation entitlement, administration responsibilities will be assumed:
   1. by the person appointed by the Executive Director in consultation with the Board (8.0 - 008); or
   2. collectively by the management team, and in those situations in which an Executive Director/alternate is required to act under the legislation, that this responsibility shall go to the most senior manager who will also act as the liaison between the Board of Directors and the management team.

source for 2.4 - 012
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-4RESPO/012.DOC
/2-0GOVER/2-4RESPO/012.DOC

2.0 Governance
2.1 Legal Sanction
2.2 Mandate and Purpose
2.3 Board of Directors
2.4 Responsibility for Society Administration

2.5 Society Administration

2.5 - 002 General Policy
2.5 - 004 Lines of Authority/Accountability/ Communication
2.5 - 006 Communication and Collaboration
2.5 - 008 Policies and Procedures for Effective Service Delivery
2.5 - 010 Human Resources
2.5 - 012 Availability of Society’s Policies and Procedures
2.5 - 014 Maintenance of the Society’s Basic Documents

2.6 Regulatory Compliance

2.7 Ethical Conduct

2.8 Protection from Risk

2.9 Public Relations

2.10 Fundraising

source for 2.5 - 000
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/2-0GOVER/2-5ADMIN/00ADMIN.DOC

Approved by: Board of Directors Number: 2.5 - 002

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Executive Director shall administer the Society:
   1. in accordance with established policy; and
   2. according to effective management principles.

source for 2.5 - 002
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-5ADMIN/002.DOC
/2-0GOVER/2-5ADMIN/002.DOC

Approved by: Board of Directors Number: 2.5 - 004

Date: June 24, 1998

Policy:

1. It is the policy of the Society that:
   1. at a minimum, an organizational chart depicting clear lines of accountability, authority and communication shall exist in writing for all levels of the Society’s organization, administration, and service structure; and
   2. personnel shall be formally oriented to the Society’s lines of accountability, authority, and communication, according to their responsibilities.

source for 2.5 - 004
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-5ADMIN/004.DOC
/2-0GOVER/2-5ADMIN/004.DOC

Approved by: Board of Directors Number: 2.5 - 006

Date: June 24, 1998

Policy:

1. It is the policy of the Society that communication and collaboration in policy development shall be promoted and maintained among individuals in different levels of the organization:
   1. participation of the staff in the review of Society policies and procedures;
   2. issues are transmitted to the Executive Director and committees;
   3. minutes of the board meetings are available to staff.
2. It is the policy of the Society that:
   1. the effective flow of communication shall be the mutual responsibility of all staff members;
   2. the Executive Director shall be charged with the responsibility of keeping the Board of Directors informed, through the Chair, of contentious or controversial issues affecting the Society’s clients or staff members;
   3. the Executive Director shall be charged with the responsibility of providing counsel to the Board of Directors and staff all Board committees;
   4. the Board takes opportunities to dialogue with the Boards of other child serving agencies with the objective of increasing the understanding of different mandates, and identifying opportunities to collaborate on behalf of children.

source for 2.5 - 006
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-5ADMIN/006.DOC
/2-0GOVER/2-5ADMIN/006.DOC

Approved by: Board of Directors Number: 2.5 - 008

Date: June 24, 1998

Policy:

1. It is the policy of the Society that:
   1. the Society shall define in writing and make available the operational policies and procedures for:
      1. effective service delivery; and
      2. protection of clients’ rights;
   2. the Society’s operational policies and procedures shall be reviewed in conjunction with regular service and program evaluations;
   3. a staff orientation program shall be in place for keeping personnel informed of Society operational policies and procedures for service delivery; and
   4. the Society’s policies and procedures shall be reviewed every four years.
2. It is the policy of the Society that:
   1. client rights shall be protected; and
   2. client rights be incorporated into the Society’s operational policies and procedures.

source for 2.5 - 008
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-5ADMIN/008.DOC
/2-0GOVER/2-5ADMIN/008.DOC

Approved by: Board of Directors Number: 2.5 - 010

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Society shall have written human resources policies which are:
   1. reviewed and updated at least every four years;
   2. readily available to all employees; and
   3. consistent with the current requirements of municipal, provincial and federal legislation and regulation.
2. It is the policy of the Society that the Executive Director shall be empowered to implement all human resource policies and to administer the Collective Agreement.

source for 2.5 - 010
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-5ADMIN/010.DOC
/2-0GOVER/2-5ADMIN/010.DOC

Approved by: Board of Directors Number: 2.5 - 012

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Society’s policies and procedures shall be readily available to all staff:
   1. by having a copy of all policies and procedures placed in a computer directory accessible to all staff members and;
   2. by having at least one hard copy available at the Society’s library.
2. It is the policy of the Society that a hard copy of the policies and procedures shall also be available for the guidance of the Board of Directors;
3. It is the policy of the Society that a hard copy of the policies and procedures shall also be available to:
   1. accrediting or funding bodies; and
   2. clients and other interested groups or individuals.

source for 2.5 - 012
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-5ADMIN/012.DOC
/2-0GOVER/2-5ADMIN/012.DOC

Approved by: Board of Directors Number: 2.5 - 014

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the following Society’s basic documents are maintained, kept up-to-date, and readily accessible:
   1. Society’s by-laws;
   2. Society’s policies and procedures;
   3. Society’s contracts;
   4. Society’s financial records;
   5. Board of Directors meeting minutes;
   6. Committee meeting minutes;
   7. Society’s property documents; and
   8. Society’s documents specifically required by the by-laws of the Society or by any applicable statutes.

source for 2.5 - 014
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-5ADMIN/014.DOC
/2-0GOVER/2-5ADMIN/014.DOC

2.0 Governance
2.1 Legal Sanction
2.2 Mandate and Purpose
2.3 Board of Directors
2.4 Responsibility for Society Administration
2.5 Society Administration

2.6 Regulatory Compliance

2.6 - 002 General Policy
2.6 - 004 Licensing and Regulatory Requirements of the Ministry
2.6 - 006 Regulations and Codes of the Local Municipalities
2.6 - 008 Availability for Public Inspection
2.6 - 010 Purchases of Services

2.7 Ethical Conduct

2.8 Protection from Risk

2.9 Public Relations

2.10 Fundraising

source for 2.6 - 000
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/2-0GOVER/2-6COMPL/00COMPLIANCE.DOC

Approved by: Board of Directors Number: 2.6 - 002

Date: June 24, 1998

Policy:

1. It is the policy of the Society that:
   1. the Society shall be in compliance with all applicable licensing and regulatory requirements; and
   2. procedures which support the Society’s compliance with all standards and guidelines as required by relevant legislation shall be found in the Society’s policy and procedures manual.

source for 2.6 - 002
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-6COMPL/002.DOC
/2-0GOVER/2-6COMPL/002.DOC

Approved by: Board of Directors Number: 2.6 - 004

Date: June 24, 1998

Policy:

1. It is the policy of the Society that:
   1. the Society shall meet all standards and guidelines as required by relevant legislation; and
   2. that procedures which support compliance shall be found in the Society’s policy and procedure manual.

source for 2.6 - 004
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-6COMPL/004.DOC
/2-0GOVER/2-6COMPL/004.DOC

Approved by: Board of Directors Number: 2.6 - 006

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Society shall:
   1. meet all regulations and codes of the local municipalities in which the Society conducts its operations; and
   2. the Society’s physical offices conform to all relevant local codes and by-laws.

source for 2.6 - 006
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-6COMPL/006.DOC
/2-0GOVER/2-6COMPL/006.DOC

Approved by: Board of Directors Number: 2.6 - 008

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Society’s licenses or other documentary evidence of compliance with regulations shall:
   1. be displayed as required; and
   2. be readily available for public inspection.

source for 2.6 - 008
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-6COMPL/008.DOC
/2-0GOVER/2-6COMPL/008.DOC

Approved by: Board of Directors Number: 2.6 - 010

Date: June 24, 1998

Policy:

1. It is the policy of the Society that:
   1. the Society shall purchase or arrange services only from other service providers and agencies which are in compliance with the existing standards established by licensing or regulatory authorities; and
   2. where practicable and applicable, the Society shall use an accredited service provider.
2. It is the policy of the Society that:
   1. any external residential placements of children shall be made only with licensed or accredited providers and that an up-to-date reference check is completed prior to placement;
   2. any professional services purchased by the Society be:
      1. from individuals or organizations accredited within their own professional association; or
      2. judged to be equivalent on the basis of work experience or confirmation from credible reference sources.

source for 2.6 - 010
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-6COMPL/010.DOC
/2-0GOVER/2-6COMPL/010.DOC

2.0 Governance
2.1 Legal Sanction
2.2 Mandate and Purpose
2.3 Board of Directors
2.4 Responsibility for Society Administration
2.5 Society Administration
2.6 Regulatory Compliance

2.7 Ethical Conduct

2.7 - 002 General Policy
2.7 - 004 Ethical Conduct and Conflict of Interest
2.7 - 006 Remuneration
2.7 - 006.005 Remuneration
2.7 - 008 Preferential Treatment
2.7 - 010 Acceptance of Payment
2.7 - 012 Rent/Use of Society’s Facilities

2.8 Protection from Risk

2.9 Public Relations

2.10 Fundraising

source for 2.7 - 000
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/2-0GOVER/2-7ETHIC/00ETHICAL.DOC

Approved by: Board of Directors Number: 2.7 - 002

Date: June 24, 1998

Policy:

1. It is the policy of the Society that high standards of ethical conduct shall govern Board and personnel in representing the community and operating the Society’s services.
2. The Society shall enact policies addressing:
   1. conflict of interest;
   2. remuneration for members of the Board of Directors;
   3. preferential treatment;
   4. acceptance of payment;
   5. directing referrals;
   6. carrying private practice on Society premises; and
   7. rental/use of the Society’s premises by other agencies/persons.

source for 2.7 - 002
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-7ETHIC/002.DOC
/2-0GOVER/2-7ETHIC/002.DOC

Approved by: Board of Directors Number: 2.7 - 004

Date: June 24, 1998

Policy:

1. It is the policy of the Society that high standards of ethical conduct shall govern Board and personnel in representing the community and operating the Society’s services (8.1 - 008).
2. It is the policy of the Society that a member of the Society’s Board of Directors shall:
   1. listen carefully to fellow Board members and staff presentations to the Board, and shall respect the rights of others to speak and be heard;
   2. respect the opinions of fellow Board members;
   3. respect and support the majority decisions of the Board;
   4. recognize that all authority is vested in the full board only when it meets in legal sessions;
   5. keep well-informed of developments relevant to issues that may come before the Board;
   6. participate actively in Board meetings and actions;
   7. bring to the attention of the Board any issues which he/she believes will have an adverse effect on the Society or those served by the Society;
   8. attempt to interpret the needs of those served by the Society, and interpret the actions of the Society to those served by the Society;
   9. refer all operational complaints to the Executive Director;
   10. recognize that his/her job is to ensure that the Society is well-managed, and not to manage the Society;
   11. represent all those whom the Society serves and not a particular geographic area or interest group;
   12. consider him/herself a “trustee” of the Society and do his/her best to ensure that it is well-maintained, financially secure, growing and always operating in the best interest of the clients served;
   13. always work to learn how to do his/her job better;
   14. declare conflicts of interest between his/her personal life and his/her position on the Board and abstain from voting when appropriate;
   15. will not:
       1. use the Society for his/her personal advantage or that of friends or relatives;
       2. discuss the confidential proceedings of the Board outside the Board room;
       3. promise how he/she will vote on any issue before a meeting; or
       4. interfere with the duties of the Executive Director or undermine his/her authority with staff members.
3. It is the policy of the Society that any Board member, staff or Society personnel who may have a direct or indirect financial interest in a Society transactions shall:
   1. declare that interest;
   2. refrain from any discussion related to the transaction; and
   3. will not participate in the decision (8.1 - 014).
4. It is the policy of the Society that the basic principles of the “Municipal Conflict of Interest Act” shall be a guide to the conduct of business of the Board of Directors and other members of the Society.

source for 2.7 - 004
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-7ETHIC/004.DOC
/2-0GOVER/2-7ETHIC/004.DOC

Approved by: Board of Directors Number: 2.7 - 006

Date: June 24, 1998

Policy:

1. It is the policy of the Society that members of the Board of Directors shall receive no remuneration except where provided by law.
2. It is the policy of the Society that, with the approval of the President or Treasurer, and provided that the expenses are consistent with the Society’s overall policy on reimbursement of expenses (8.3 - 006), members of the Board of Directors shall be reimbursed for:
   1. wages lost due to time off from work for matters relating to the Society with the approval of the Board;
   2. expenses and mileage for attending Board or Committee meetings;
   3. expenses and mileage for attending conferences as a representative of the Board of Directors.
3. The Society shall enact procedures dealing with Board reimbursements.

source for 2.7 - 006
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/2-0GOVER/2-7ETHIC/006.DOC

Approved by: Board of Directors Number: 2.7 - 006.005

Date: June 24, 1998

Procedure:

1. Board members will be reimbursed for mileage for attending Board/Committee meetings or any other meetings associated with the Society.
2. Board members who wish to make a claim for reimbursement for expenses other than mileage will:
   1. submit their expenses on the Society’s standard expense form; and
   2. submit the expense form to the Executive Director who will forward the form to accounting for processing.
3. Board members who prefer to have expenses such as travel tickets or rooms and meals billed directly to the Society will make the necessary arrangements with the executive secretary.
4. Board members will be governed by all Society‘s policies and procedures regarding travel arrangements, per diem advances, etc.. (8.3 - 010).
5. Any questions, disputes, etc., regarding interpretation of these policies will be directed by the Board members to the Executive Director and/or Board Chairperson for resolution.
6. If the dispute is not resolved by the Executive Director and Board Chairperson, the matter will be brought to the full Board for decision.
7. If accepted by the Board of Directors, the Chairperson will inform the Executive Director in writing of the amount to be reimbursed.

source for 2.7 - 006.005
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/2-0GOVER/2-7ETHIC/006005.DOC

Approved by: Board of Directors Number: 2.7 - 008

Date: June 24, 1998

Policy:

1. It is the policy of the Society that preferential treatment of its own members or relatives of members of the Board of Directors, personnel, or consultants in application for or receipt of Society services or the awarding of professional contracts shall be prohibited (6.4 - 004).

source for 2.7 - 008
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-7ETHIC/008.DOC
/2-0GOVER/2-7ETHIC/008.DOC

Approved by: Board of Directors Number: 2.7 - 010

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Society shall prohibit:
   1. the acceptance of payment or other consideration from another service provider for referring applicants or clients; and
   2. the offering of payment or other consideration by the Society to another service provider for the acceptance of a referral.

source for 2.7 - 010
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-7ETHIC/010.DOC
/2-0GOVER/2-7ETHIC/010.DOC

Approved by: Board of Directors Number: 2.7 - 012

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Executive Director on behalf of the Society may rent or otherwise allow the use by others of Society facilities which are contiguous with or are used part of the time by Society personnel.
2. It is the policy of the Society that agencies, groups or individuals who rent or otherwise use Society facilities shall be informed of their obligations to the Society to maintain the facilities, supplies and equipment in a manner which reduces hazard to client and/or liability to the Society (6.4 - 006).

source for 2.7 - 012
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-7ETHIC/012.DOC
/2-0GOVER/2-7ETHIC/012.DOC

2.0 Governance
2.1 Legal Sanction
2.2 Mandate and Purpose
2.3 Board of Directors
2.4 Responsibility for Society Administration
2.5 Society Administration
2.6 Regulatory Compliance
2.7 Ethical Conduct

2.8 Protection from Risk

2.8 - 002 General Policy
2.8 - 004 Protection from Risk
2.8 - 006 Insurance Coverage
2.8 - 008 Wage Loss Replacement Insurance Plan
2.8 - 010 Management of Society Funds
2.8 - 012 Action Taken when Loss Occurs
2.8 - 012.005 Action Taken when Loss Occurs
2.8 - 014 Rent/Use of Society’s Facilities
2.8 - 016 Security

2.9 Public Relations

2.10 Fundraising

source for 2.8 - 000
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/2-0GOVER/2-8RISK/00PROTECTION FROM RISK.DOC

Approved by: Board of Directors Number: 2.8 - 002

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Society shall undertake to provide reasonable and adequate protection from potential risk for:
   1. its clients;
   2. staff;
   3. members of the Board of Directors;
   4. volunteers;
   5. foster parents; and
   6. its physical and financial resources.
2. The Society shall ensure enactment of policies and procedures dealing with:
   1. wage loss replacement insurance;
   2. management of Society funds;
   3. actions to be taken when loss occurs;
   4. rent and/or use of Society facilities by other organization, groups, or persons; and
   5. security and safety.

source for 2.8 - 002
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-8RISK/002.DOC
/2-0GOVER/2-8RISK/002.DOC

Approved by: Board of Directors Number: 2.8 - 004

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Society shall evaluate and reduce, (to the degree possible) its potential loss and liability by:
   1. identifying a position whose job description includes the responsibility for the risk management function for the Society;
   2. assessing the nature of risks that could occur, the steps to prevent or remedy them, and recommendations for appropriate insurance coverage;
   3. implementing a process which combines avoidance of risk through loss prevention and risk reduction, with protection from risk through self insurance or external coverage;
   4. monitoring and evaluating effectiveness of the Society’s risk management program.
2. It is the policy of the Society that the role of risk manager shall rest with the Executive Director/designate.

source for 2.8 - 004
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-8RISK/004.DOC
/2-0GOVER/2-8RISK/004.DOC

Approved by: Board of Directors Number: 2.8 - 006

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Society shall ensure that adequate insurance coverage be in place which will:
   1. protect physical assets;
   2. protect financial resources; and
   3. provide for comprehensive liability and indemnity coverage for staff, foster parents, volunteers and Board.
2. It is the policy of the Society that the Society shall obtain professional advice to determine its insurance needs.
3. It is the policy of the Society that the Society shall review on an annual basis its insurance policy, ensuring that:
   1. changing environmental circumstances have been considered; and
   2. to adjust the Society’s insurance coverage accordingly.

source for 2.8 - 006
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-8RISK/006.DOC
/2-0GOVER/2-8RISK/006.DOC

Approved by: Board of Directors Number: 2.8 - 008

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Society shall ensure the existence of a wage loss replacement insurance plan.

source for 2.8 - 008
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-8RISK/008.DOC
/2-0GOVER/2-8RISK/008.DOC

Approved by: Board of Directors Number: 2.8 - 010

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Society shall ensure that:
   1. policies and procedures are in place to govern the handling and management of Society funds; and
   2. persons authorized to sign cheques, handle cash or contributions, or manage funds are named as insureds.
   3. appropriate levels of insurance are available to protect against fraud committed by positions authorized to sign cheques, handle cash or contributions, or manage funds.
2. It is the policy of the Society that these policies and procedures shall be included in the “Financial Section (Section 6)” of the Society’s Policy and Procedure Manual.

source for 2.8 - 010
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-8RISK/010.DOC
/2-0GOVER/2-8RISK/010.DOC

Approved by: Board of Directors Number: 2.8 - 012

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Society shall ensure that a process is in place to define actions to be taken when loss or potential liability occur.
2. The Society shall enact procedures dealing with actions to be taken when losses or potential liability occur.

source for 2.8 - 012
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-8RISK/012.DOC
/2-0GOVER/2-8RISK/012.DOC

Approved by: Board of Directors Number: 2.8 - 012.005

Date: June 24, 1998

Procedure:

1. When a caseworker becomes aware of a potential liability or a “statement of claim”, he/she will:
   1. inform his/her manager;
   2. prepare a written summary of the facts of the matter;
   3. document the information and subsequent action taken:
      1. in the client’s case file where appropriate; or
      2. open a new case file to document both the information and the subsequent action taken.
2. When informed by a caseworker of a potential liability or a “statement of claim, the manager will:
   1. inform the Executive Director and the manager of business and finance accordingly;
   2. will provide, where applicable, a copy of the caseworker’s summary;
   3. will ensure that, where applicable, the police have been informed if the loss is due to theft, vandalism or fraud.
3. When informed by a caseworker of a potential liability or a “statement of claim”, the financial manager will:
   1. inform the Society’s insurance carrier of the potential liability or “statement of claim”;
   2. will ensure that the insurance carrier has all the information required.
   3. will ensure that the insurance lawyer, once appointed, has access to all the information he/she requires to adequately represent the Society.

source for 2.8 - 012.005
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-8RISK/012005.DOC
/2-0GOVER/2-8RISK/012005.DOC

Approved by: Board of Directors Number: 2.8 - 014

Date: June 24, 1998

Policy:

1. It is the policy of the Society that when the Society rents/leases property or allows its premises to be rented or used by external community groups or individual, the Society shall adhere to policy (6.4 - 006).

source for 2.8 - 014
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-8RISK/014.DOC
/2-0GOVER/2-8RISK/014.DOC

Approved by: Board of Directors Number: 2.8 - 016

Date: June 24, 1998

Policy:

1. It is the policy of the Society that the Society shall:
   1. have written security and safety policies and procedures relating to the protection of human and physical resources (see Section 8.7 and Section 6.2 of the Society’s Policy and Procedure Manual);
   2. have contingency plans in place for the protection and replacement of buildings, equipment and records in the event of an accident; and
   3. Society’s policies and procedures meet the requirement of the Employer Health and Safety legislation (see Section 8.7 of the Society’s Policy and Procedure Manual) and the Occupational Health and Safety Manual.
2. It is the policy of the Society that all past Board Minutes, originals of the Letters Patent, and other corporate documents be maintained:
   1. with the Society’s solicitors; or
   2. are filed in the fire resistant vault.
3. It is the policy of the Society that:
   1. all client records shall be stored in a fire resistant setting; and
   2. all client records which are filed on the Society’s computer system shall be backed-up daily.
4. It is the policy of the Society that when any case file is lost or accidentally destroyed the Society shall:
   1. open a new case file indicating that this new file replaces the original file which was lost and/or destroyed; and
   2. reconstitute, as best as it can, the contents of the case file.

source for 2.8 - 016
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-8RISK/016.DOC
/2-0GOVER/2-8RISK/016.DOC

2.0 Governance

2.1 Legal Sanction

2.2 Mandate and Purpose

2.3 Board of Directors

2.4 Responsibility for Society Administration

2.5 Society Administration

2.6 Regulatory Compliance

2.7 Ethical Conduct

2.8 Protection from Risk

2.9 Public Relations

2.9 - 002 General Policy

2.10 Fundraising

source for 2.9 - 000
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-9PUBLI/00PUBLIC RELATIONS.DOC
/2-0GOVER/2-9PUBLI/00PUBLIC RELATIONS.DOC

Approved by: Board of Directors Number: 2.9 - 002

Date: June 24, 1998

Policy:

1. It is the policy of the Society that:
   1. a public relations strategy shall be developed which educates, informs, and advocates on behalf of the needs and rights of children;
   2. spokespersons for the Society shall include the President of the Board of Directors, the Executive Director, and any other members of the Society as designated;
   3. cases or situations which may bear on public relations shall be drawn to the attention of the Executive Director, the President of the Board or designate;
   4. the accuracy of information for public release shall be verified and approved by the President of the Board, and/or the Executive Director;
   5. the dissemination of public information as designated by the Executive Director be expedited from the office of the executive secretary;
   6. individuals speaking for the Society clearly express Society policy and procedures and differentiate from these any expression of personal opinion; and
   7. the Society adhere to any confidentiality policy in effect and not exchange information respecting clients before the consent of such clients can be sought, where practical.

source for 2.9 - 002
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-9PUBLI/002.DOC
/2-0GOVER/2-9PUBLI/002.DOC

2.0 Governance

2.1 Legal Sanction

2.2 Mandate and Purpose

2.3 Board of Directors

2.4 Responsibility for Society Administration

2.5 Society Administration

2.6 Regulatory Compliance

2.7 Ethical Conduct

2.8 Protection from Risk

2.9 Public Relations

2.10 Fundraising

2.10 - 002 General Policy

source for 2.10 - 000
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-10FUND/00FUNDRAISING.DOC
/2-0GOVER/2-10FUND/00FUNDRAISING.DOC

Approved by: Board of Directors Number: 2.10 - 002

Date: June 24, 1998

Policy:

1. It is the policy of the Society that in order to provide for the special needs of children and families, the Society shall:
   1. actively pursue avenues for private funds;
   2. generate a plan for fundraising with both short and long term objectives;
   3. annually set, in consultation with the Executive Director, a financial target for fundraised dollars;
   4. sponsor events which will generate funds and which have a positive impact for families and children in our community; and
   5. manage the funds in a separate account called the “Children’s Benefit Fund”.

source for 2.10 - 002
/1-0ADOPT/HP CAS P&P/2-0GOVER/2-10FUND/002.DOC
/2-0GOVER/2-10FUND/002.DOC