Policies 4 Camps and Boards so You can Sleep at Night GIJP Conference 2011: Leaders in the Field...
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Transcript of Policies 4 Camps and Boards so You can Sleep at Night GIJP Conference 2011: Leaders in the Field...
![Page 1: Policies 4 Camps and Boards so You can Sleep at Night GIJP Conference 2011: Leaders in the Field Natasha Dresner Natasha@hgf.org November 14 th, 2011.](https://reader030.fdocuments.us/reader030/viewer/2022033103/56649e0e5503460f94af7fcd/html5/thumbnails/1.jpg)
Policies 4 Camps and Boards so You can Sleep at Night
GIJP Conference 2011: Leaders in the
Field
Natasha [email protected]
November 14th, 2011
![Page 2: Policies 4 Camps and Boards so You can Sleep at Night GIJP Conference 2011: Leaders in the Field Natasha Dresner Natasha@hgf.org November 14 th, 2011.](https://reader030.fdocuments.us/reader030/viewer/2022033103/56649e0e5503460f94af7fcd/html5/thumbnails/2.jpg)
Let’s Say !Name and RoleCamp/OrganizationOne challenge you’d like to address at this session
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Woof! We just completed
our policy manual…
Yeah-
meow!
So no
more
fightin
g like
cats
and
dogs!
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Hierarchy
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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
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Must Have Policies
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Good News
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Better News
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Great News:Policies 4 Camps and Boards
1. Conflict of Interest
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Great News:Policies 4 Camps and Boards
2. Whistleblower
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Great News:Policies 4 Camps and Boards
3. Record Retention & Document Destruction
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Great News:Policies 4 Camps and Boards
4. Executive Compensation
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A Great Start
1.Conflict of Interest
2.Whistleblower
3. Record Retention & Document
Destruction
4. Executive Compensation
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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!
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1.Conflict of Interest (cont.)
1.Signed Annual Disclosure
2.Exclusion from discussion and vote
3.Clear Process
4.Remedy
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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.
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2.Whistleblower (cont.)
1.Signed Policy
2.Confidential Reporting Mechanism
3.Well Organized Investigation Process
4.Remedy
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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.
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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
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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
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4. Executive Compensation (cont.)
1. Clear Process
2. Safe Harbor Requirements
3. Appropriate Expertise
4. Good Source of Information
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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
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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
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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
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http://gijp.org/Knowledge-Center/Conference-Materials/2011-Workshops.aspx
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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