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HOW COMPLIANCE DOCUMENTS ARE MANAGED
- At the beginning of each year CKCF staff emails a link directly to all board members to complete the compliance documents online
- Each board member is expected to read and sign this packet promptly
You may ask why Compliance Documents are so important and why sign them annually. These policies exist to protect and preserve the whole. If
one affiliate goes against policy and litigation ensues, the entire CKCF endowed funds is put at risk as we are all under one 501c3 legal status. Additionally, annual completion of the compliance documents by all volunteers is required for our National Standards accreditation.
Compliance Documents include the following areas. A link to the full policy is attached to each section and at the bottom of this page is a link to the full Board Compliance Packet.
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 (at a meeting or not) is held in confidence. Completing compliance documents annually helps to keep our commitment to confidentiality top of mind. CKCF Confidentiality Policy
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. When a Conflict of Interest is apparent, you may take the initiative to recuse your vote or involvement in certain discussions when is any hint of bias or benefit to self.
CKCF Conflict of Interest Policy
POLICIES ON SEXUAL HARRASSMENT AND SEXUAL ABUSE
Sexual harassment shall not be tolerated in our corporate office in Newton, or in any of our affiliate locations, or settings during events or activities hosted by CKCF. Sexual harassment involving any employee, volunteer, board or committee member, fund advisor, contractor/vendor of the Foundation with any charity, donor, vendor, or any other business contact with the Foundation is strictly prohibited.
CKC Sexual Harassment/Sexual Abuse Policy
CHILD SAFETY POLICY
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 when hosting an event where youth are anticipated to attend. These checks will be in place for 3 years from point of approval.
CONSENT AND RELEASE FOR PHOTOS, VIDEOS AND QUOTES
We cannot put our foundation at risk by using a photo of an individual or board member without consent. This is especially important as regards to children.
TECHNOLOGY USE POLICY
This policy is designed to protect the integrity, security and confidentiality of CKCF data but staff, board members, volunteers, fund advisors and contractors. We continue to design safeguards that minimize risk and reflect our values of trust, respect and accountability.
INSURANCE PROTECTION
Each of our Officers of the Board and Volunteer Board Members is protected by Directors and Officers insurance. This protects 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.
Annual Compliance Documents (full packet)
