Compliance Documents and Insurance


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Policies exist to protect and preserve the whole. If one affiliate goes against policy, the entire endowed funds are put at risk, should litigation happen.

Compliance Documents

How compliance documents are managed:

  • At the beginning of each year in January CKCF staff emails a link directly to all board members to complete the compliance documents online
  • Each board member will be expected to read and sign this packet online promptly
  • Hard copies of the packet can be made available to board members without computers or internet access.

Annual Compliance Document Packet. Why “compliance documents” and why sign them annually? Compliance documents include:

Statement of confidentiality.
As staff and volunteers, we are entrusted with sensitive and personal information, including at times financial information. It is imperative that what is learned through involvement at the foundation table (at a meeting or not) is held in confidence. We are trusted by donors and partners with information that is often not public. Completing compliance documents annually helps to keep our commitment to confidentiality top of mind.

Disclosure of conflict of interest.
Our lives are fluid and we may be involved in various efforts in our community, of conflictual nature or not. Leaders in smaller communities are invited to serve on more than one board or committee, and many involve funding or fundraising. It is critical to be transparent. One way we seek to do this is to list other boards on which we sit, any relationships (such as an employee of a vendor of our foundation services or of a charity that applies for grants.) When appropriate board members take the initiative in recusing your vote or involvement in certain discussions when is any hint of bias or benefit to self.

Photo release and consent to use likeness.
We don’t want to put our foundation at risk by using a photo of an individual or most importantly a child, without consent. Therefore, we need to accompany each photograph with a signed consent release document.

 

In addition, annual completion of the compliance documents is important because our National Standards accreditation requires compliance for all volunteers.

 


Child Safety

Criminal Background Check was introduced in 2018 after the audit on our events and activities was reviewed by our insurance carrier. The history of our events and activities revealed that youth were regularly invited, active participants or present at said events. This led to the creation of the Child Safety Policy which outlines situations when volunteers will need to have a criminal background check. All staff persons are required to have a background check. These checks will be in place for 3 years from point of approval.


Insurance Protection

  • CKCF as the legal entity provides insurance to cover all our interests as a not for profit organization.
  • Each of our Officers of the Board and Volunteer Board Members are protected by Directors and Officers insurance. This protects the you and the foundation against fraudulent claims made against us.
  • In recent years more and more insurance coverage has been added to protect our volunteers and staff, organizational interest of our charitable assets as well as private data.