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Policies 4 Camps and Boards so You can Sleep at Night
GIJP Conference 2011: Leaders in the
Field
Natasha [email protected]
November 14th, 2011
Let’s Say !Name and RoleCamp/OrganizationOne challenge you’d like to address at this session
Woof! We just completed
our policy manual…
Yeah-
meow!
So no
more
fightin
g like
cats
and
dogs!
Hierarchy
Policies1. Ethics and Accountability
2. Board and Board Members
3. Chief Executive
4. Finance and Investment
5. Communications
6. Committees
7. Personnel
8. Fundraising
9. Programs
10. Miscellaneous
Must Have Policies
Good News
Better News
Great News:Policies 4 Camps and Boards
1. Conflict of Interest
Great News:Policies 4 Camps and Boards
2. Whistleblower
Great News:Policies 4 Camps and Boards
3. Record Retention & Document Destruction
Great News:Policies 4 Camps and Boards
4. Executive Compensation
A Great Start
1.Conflict of Interest
2.Whistleblower
3. Record Retention & Document
Destruction
4. Executive Compensation
What’s Its Purpose?1.Conflict of Interest
- what is conflict of interest?when person can gain (be perceived to
gain) a financial benefit through “insider” connections
- conflict between whom and whom or what? - is it financial or non-financial in nature?
- is conflict of interest good or bad?- if we have no conflict of interest, no need to have a policy!
So what’s its purpose? To deal openly and fairly!
1.Conflict of Interest (cont.)
1.Signed Annual Disclosure
2.Exclusion from discussion and vote
3.Clear Process
4.Remedy
What’s Its Purpose?2.Whistleblower- who is a “whistleblower”?person who reports alleged unacceptable or
illegal activity to organization’s leadership - is it financial or non-financial in nature?
- if we have a whistleblower policy, do we need a sexual harassment policy too?
So what’s its purpose? To encourage reporting of violations by
protecting a “whistleblower” from retaliation and to comply with
Federal Law.
2.Whistleblower (cont.)
1.Signed Policy
2.Confidential Reporting Mechanism
3.Well Organized Investigation Process
4.Remedy
What’s Its Purpose?3. Record Retention & Document
Destruction- what records and documents are we talking about?
- document management vs. retention and destruction
- should you just hold on to everything “forever”?
- history and continuity vs. law
- what is “legal hold”?
So what’s its purpose? To effectively manage, properly dispose and retain documents, and to comply with state
charitable and federal laws.
File Category
ItemRetention
Period
Corporate Records
Bylaws and Articles of Incorporation PermanentCorporate resolutions PermanentBoard and committee meeting agendas and minutes
Permanent
Conflict-of-interest disclosure forms 4 years Finance and Administration
Financial statements (audited) PermanentAuditor management letters PermanentPayroll records PermanentJournal entries PermanentBank deposits and statements 7 yearsInvestment manager correspondence 7 yearsEquipment files and maintenance records 7after end of benefits
Contracts and agreements 7 after end of benefits
Investment manager contracts 7 after end of benefits
Correspondence — general 3 yearsInsurance Records
Policies — occurrence type PermanentPolicies — claims-made type PermanentAccident reports 7 yearsFire inspection reports 7 yearsSafety (OSHA) reports 7 yearsClaims (after settlement) 7 years
Group disability records 7 after end of benefits
What’s Its Purpose?
4. Executive Compensation- who and what is this policy about?
“reasonable compensation” of E.D. - an amount as would ordinarily be paid for like services by like enterprises under
like circumstances
- is the E.D.’s salary private or public info?
- salary comparison: is the issue “too much” or “too little”?
- how does it affect other employees?
- when do you use this policy?
So what’s its purpose? To prevent excess and ensure fair compensation
4. Executive Compensation (cont.)
1. Clear Process
2. Safe Harbor Requirements
3. Appropriate Expertise
4. Good Source of Information
15 minutes to Work in Small Groups
4 small groups (each takes on one
policy)
each group assigns:» a secretary (record the key ideas
on a flip chart)
» a presenter (3 min. presentation to the whole group)
» a time keeper
1.Has the issue covered by this policy ever presented itself at our organization? Give examples. – 3 min
2.What are the key elements this policy should have? – 8 min
3.Who should be involved in the creation and implementation of the policy and in what roles?
– 4 min
Questions
Make Sure Policies are Followed
1.Policies, too, are about MISSION, VISION, VALUES
2.Legal Expertise on the Board
3.Competent Executive
4.Annual Policy Revision
5.Sharing the Work Appropriately:- Staff Policies vs. Board Policies- Task Force or a Committee
6.Form 990/ T 3010
7.Policy Manual- make it part of the Board Manual- and Board orientation
http://gijp.org/Knowledge-Center/Conference-Materials/2011-Workshops.aspx
Policies 4 Camps and Boards so You can Sleep at Night
GIJP Conference 2011: Leaders in the
Field
Natasha [email protected]
November 14th, 2011