Operational Policies and Procedures… · · 2018-01-03• Service Quality and Compliance Review ... The Leadership Team will undertake a comprehensive review of all operational

OperationalPoliciesandProcedures2018

Operational

PoliciesandProcedures2018

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TABLEOFCONTENTS IntroductionGovernance

• TermsofReference• PolicyandProcedureReviewandRevisions• StatementofGovernance• ConstitutionofLeadershipTeam• LeadershipTeamRolesandResponsibilities• LeadershipTeamMeetingFrequencyandProcedures• SuccessionPlan:LeadershipTeamCo-Chair• LeadershipFramework• HighPotentialNominationSummary• EmergencySuccessionPlan:LeadershipTeamCo-Chair• ConstitutionandRolesandResponsibilitiesofExecutiveBoard• NetworkCoordinatorRolesandResponsibilities• ServiceQualityandComplianceReview• NetworkCoordinator:PerformanceAppraisal• NetworkCoordinatorJobDescription• ConflictofInterest• DisputeResolution• DisputeResolutionForm• Conduct• NetworkEvaluation• AnnualStrategicPlanning• Gender-BasedAnalysisPlusPolicyStatement• PrinciplesofBestPractice• PrinciplesofBestPracticeSelf-AssessmentSurvey

Financial• FinancialPractices• FundsDistribution• NetworkBankerRolesandResponsibilities• NetworkBankerServiceQualityandComplianceReview• NetworkOperationalExpenses• Insurance• BudgetedandUnbudgetedExpenditures

Contracts• GeneralContractualAgreement• FASDServiceDeliveryContractAgreement• SampleLetterofAgreementwithNetworkBanker• SampleLetterofAgreementwithContractedServiceProvider• SampleLetterofAgreementwithNetworkCoordinator

Communication• Media• Confidentiality

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IntroductionPurposeoftheOperationalPolicyandProcedureHandbookThepurposeoftheHandbookistosetforththeformaloperationalpoliciesandproceduresoftheEdmontonandareaFetalAlcoholNetworkSociety,alsoknownasEFAN.ThisdirectionsettingdocumentservestoguidetheSocietyBoardofDirectors,knownasthe‘LeadershipTeam’,the

ExecutiveBoardOfficers,MembersoftheSociety,Volunteers,andthosecontractedtotheNetwork.Allpartiesshallberesponsiblefortheimplementationoftheapprovedoperationalpoliciesandprocedures.TheNetworkshallcomplywithallapplicablefederalandprovincialactsandregulationsconcerningtheoperationofitsprogramsandservices.IncaseswhereapolicyorprocedureoftheNetworkcontravenesanyoftheaboveactsandregulations,thedisputedactorregulationshalltakeprecedenceandthepolicyorprocedureshallbeamendedtocomply.TheoperationalpoliciesandproceduresdevelopedinthishandbookwerewrittentocomplywiththeAlbertaFASDServiceNetworkProgramOperationalGrantPolicies(revisedNovember30,2017),butarereflectiveoftheNetworkasawhole.

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GovernanceTermsofReferenceMISSION: Toprovidecommunity-drivenservicesacrossthelifespanforFASDprevention,assessmentand

intervention,andsupportsforindividualsandtheircaregivers.VISION: CommunitiesaresupportedwithacomprehensiveandcoordinatedresponsetoFetalAlcoholSpectrum

Disorder.

GOALS:

1. SupportsandServicesToprovideindividuals,familiesandcommunitieswitharangeofholisticsupportsandservicesthatmeettheirneedsacrossthelifespan.

2. InformationandEducationToprovideaccesstoinformationandresourceswhiledevelopinganddeliveringevidence-basededucationandtrainingopportunitiestothecommunity.

3. BuildingRelationshipsTonurtureandmaintainconnectionsandpartnershipswithcommunities,agenciesandalllevelsofgovernment.

4. AdvocacyTohelpcreateavoiceforandwithpeopleimpactedbyanFASD.

5. ResearchToinform,participateanddisseminateresearchandcontributetothedevelopmentofbest-practiceinterventions.

GUIDINGPRINCIPLESTheNetworkoperationalpoliciesandproceduresarebasedonthefollowingprinciples,whichtheNetworkstrivestoachieve:

• Developacollaborativeandflexibleapproach:TheNetworkpromotescollaborationamongstakeholdersatthegovernment,agency,andcommunitylevels,withinanenvironmentthatisflexibleandresponsivetouniquelocalneeds.

• Alignwithidentifieddirectionsettingdocuments:Development,implementation,andongoingimprovementoftheNetworkanditsoperationsisinformedbyprovincialstrategicdirectionsestablishedbytheFASDCrossMinistryCommittee(FASDCMC)andAlberta’sFASDcommunityatthenational,regional,andlocallevels,andwithCanada’sIndigenousPeoples.

• Promoteastrength-basedapproach:TheNetworkwillprovideservicestoindividuals,families,andcommunitiesthatbuildoncurrentstrengthsandcapabilities.

• Addressneedsacrossthelifespanwithoutagebarriers:TheNetworkwillfocusonadevelopmentallysensitiveapproachtoFASDfrompre-conceptiontodeath,asFASDisadisabilitythataffectsapersonthroughouttheirlife.

• Focusonaccountabilityandtransparency:TheNetworkwillbemanagedinafiscallyresponsibleandtransparentmanner,includingregularreportingofFASDactivitiesandmeasurableresultstostakeholders.

• Buildingonexistingcapacitytoaddressidentifiedneeds:TheNetworkwillenhanceandalignwithexistingserviceofferingsandfacilitatedevelopmentofnewserviceswherenonecurrentlyexist.

• Berespectfulofawiderangeofperspectives:Respectforculturaldiversity,includingFirstNations,Metis,Inuit,andimmigrantpopulations,willbeakeydriveroftheNetworkdesignandoperations.

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• UsetheGBA+lenstoinformservicesandoperations:TheNetworkoperations,programs,andserviceswillbeinformedbyaGBA+lenstoensuretheyareequallyaccessibletoindividualsofallgendersandotherintersectingidentityfactors,suchasage,education,language,geography,culture,andincome.

MEMBERSHIPMembershipisopentogroupsandindividualswhoarecommittedtothemission,visionandgoalsoftheNetworkandwhodeclareaninterestinFASDserviceprovisionorsupporttheFASDcommunity.TheNetworkstrivestorecruitmembersfromdiversecommunitieswhoarerepresentativeoftheEdmontonandsurroundingarea.BOARDOFDIRECTORSTheNetworkisgovernedbyaBoardofDirectorsthatisaccountabletotheAlbertaFASDServiceNetworkProgramandFASDCrossMinistryCommittee.LIABILITYINSURANCETheNetworkcarriesliabilityinsurancetoprotectitsBoardofDirectors.FUNDINGGUIDELINESAsaconditionoffunding,theNetworkfulfillstherequirementssetoutbyitsfunder,theAlbertaFASDServiceNetworkProgramandAlbertaFASDCrossMinistryCommittee.TheNetworkdistributesfundingbyawardingcontractstoapplicantswhoaredeemedthebest-suitedtoprovidetheservicesspecifiedinaRequestforProposal.AcontractbetweentheNetworkandaserviceproviderwillberenewediftheserviceproviderhasdemonstratedtheabilitytomeetthecontractdeliverablesasspecifiedintheLetterofAgreement,thesupportandserviceremainsessentialtothecommunity,andtheNetworkisinreceiptoffunding.NETWORKCOORDINATORANetworkCoordinatoriscontractedtoprovideleadership,manageprojectsandcontracts,anddirecttheongoingdevelopmentoftheNetworkasspecifiedintheLetterofAgreement.FINANCIALACCOUNTABILITYAnincorporatedentityiscontractedtoserveasBankerandholdsfundsgrantedtotheNetworkforspecificinitiatives.Afinancialauditisperformedannually.

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GovernancePolicyandProcedureReviewandRevisionPolicy:TheNetworkmaintainsup-to-dateoperationalpoliciesandproceduresthatprovideeffectiveguidancefortheNetwork.Procedure:

1. TheNetworkLeadershipTeamisresponsibleforthedevelopment,review,andrevisionoftheoperationalpoliciesandprocedures.

2. TheNetworkCoordinator,Co-Chairs,LeadershipTeam,andExecutiveBoardmayidentifyspecificpoliciesandproceduresinneedofreviewand/orrevision,andwillasktheLeadershipTeamtoproceedwiththereviewand/orrevision.

3. TheLeadershipTeamwillundertakeacomprehensivereviewofalloperationalpoliciesandproceduresevery

threeyears.

4. AnyrevisionstotheoperationalpoliciesandprocedureshavetobeapprovedbytheLeadershipTeam.

5. TheMasterCopyoftheoperationalpoliciesandprocedureswillberetainedbytheNetworkCoordinatoronbehalfoftheNetwork.

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GovernanceStatementofGovernanceOwnershipoftheEdmontonandareaFetalAlcoholNetworkSocietybelongstothemembership.Memberswilldelegatewhennecessarytoadhoccommitteesandindividualpersonstocompletespecifictasks.Memberswillretainagovernanceoutputversusamanagementrolewitheachother.Conceptuallong-termperspectivesfortheNetworkwillbetheprimaryobjective,versusindividualgain.Monitoringreviewsofeffectivenesswillbemeasuredyearlyagainstspecificandobservableoutcomesasdeterminedintheyearlystrategicplan.Anexternalreviewofeffectivenessmayalsobeconsidered.TheEdmontonandAreaFetalAlcoholSocietyGovernanceModel

EdmontonandareaFetalAlcoholNetworkSociety

LeadershipTeam/Board

Directors(2Co-Chairs)

Ad-hocCommittees

SocietyMembership

NetworkCoordinator

NetworkBanker

ExecutiveBoard

LeadershipTeamCo-Chairs

Officers NetworkCoordinator

NetworkBanker

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GovernanceConstitutionofLeadershipTeam(BoardofDirectors)Policy:TheNetworkhasadefinedcompositionandstructureforthegovernanceoftheNetwork,whichisrepresentativeoftheareaitserves.Procedure:

1. TheLeadershipTeamshallbeopentoanyorganizations,agencies,institutions,bothpublicorprivate,andanyindividualresidentintheProvinceofAlbertabeingthefullageof18years,whowishestoparticipateintheNetworkandagreestobeboundbythebylawsoftheNetworkanditsoperationalpoliciesandprocedures.

2. Inaddition,theLeadershipTeamwillseekrepresentationfromagencies,programsanddepartmentsprovidingsupportsandservicesfromthecommunity,andindividualswithaninterestinFetalAlcoholSpectrumDisorder.

(a) Withinthis,theBoardwillstrivetodevelopandmaintaineffectiverepresentationforruralareas,Indigenousandimmigrantcommunities,aswellasconsiderationgiventofairrepresentationfromEdmontonandarea.

(b) TheBoardwillseekrepresentationfrommembersreflectiveoftheAlbertaFASDServiceNetworkProgram.

3. TheLeadershipTeamwillbecomprisedoftwo(2)Co-Chairsandaminimumof10members.

4. TheLeadershipTeammemberswillserveforathree(3)yearterm,withnolimittothenumberofterms.

5. LeadershipTeamCo-chairstermsshallbethree(3)yearsunlessatwo(2)yeartermisneededforoneCo-chairtoaccomplishastaggeredtermfortheCo-chairs.Co-chairsmaybeelectedforasecondterm.

6. Quorumisdefinedasa25%oftheLeadershipTeam.Majorityisdefinedas50%plusoneoftheLeadershipTeam.

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GovernanceLeadershipTeamRolesandResponsibilitiesPolicy:TheLeadershipTeamisthegoverningbodythatrepresentsanddirectstheEdmontonandareaFetalAlcoholNetworkSociety,andisresponsibleforconductingtheaffairsoftheSocietyinaccordancewiththeobjectivessetoutintheTermsofReference,andinaccordancewiththebylawsgoverningtheNetwork.Procedure:

1. TheLeadershipTeamisaccountablefor:• LeadershipoftheNetwork:ensuringthestrategicdirectionoftheNetworkisconsistentwiththe

Society’sbylawsandOperatingGrantPoliciesoftheAlbertaFASDServiceNetworkProgram(November2017),andensuringoperationoftheNetworkiseffectiveinachievingitsgoals.

• DirectingandappropriatelymanagingfundsfortheprioritiesoutlinedintheannualbudgetoftheSociety,anditsapprovedgrantandfundingapplicationsand/orbusinessplans.

• MonitoringtheperformanceoftheNetworkbyacquiringandreviewingmeasuresofperformanceandbyholdingoperationalstaffandserviceprovidersaccountableforsuccess.

• ReportingtofundersontheNetwork’sactionsandresultsaspercontractualagreements.

2. LeadershipoftheNetwork:• EngagethemembersoftheFASDNetworktoassesscommunityneedsforFASDsupportsandservices

withintheNetworkcatchmentarea.• Developandsubmitanannualbusinessplan,grantapplicationandbusinessplanaddendumtotheFASD

CMCandotherfundersoftheNetwork.• Engagepartnersandconnectwithothersupportstoenhancecollaboration,co-ordinateservicedelivery

andbuildcommunitycapacity.• ClearlydefineanddocumenttherolesandresponsibilitiesoftheFASDNetwork,includingtheNetwork

LeadershipTeam,Coordinator,theNetworkBanker,serviceprovidersandanyadditionaloperationalstaff.

• DesignaNetworkstructure.• Obtainboardandgeneralliabilityinsuranceaswellasautomobilecoverageforstafftravelling.

3. DirectingandManagingFASDServiceNetworkProgramFunds:

• EstablishandreviewNetworkfundingcriteriaanddecision-makingprocessesthatgovernthedistributionoffundsreceivedfromCommunityandSocialServicesandtheFASDServiceNetworkProgram.

• Establishandreviewcontractingprocessesandwrittenagreementsfortheprocurementofservicestoensuretheyareopen,transparent,fairanddemonstratecompetenciesincontractmanagement.

• EstablishformalagreementswithaNetworkBankertoreceive,holdanddisburseFASDServiceNetworkProgramfundsandotherfundsasdirected.

• OverseefunddevelopmentinitiativesoftheNetwork.• Ensurethatfundedserviceproviders,orthosebeingconsideredforfunding,donotparticipate

directlyinNetworkfundingdecisions.

4. MonitoringtheperformanceoftheNetwork:• Ensurethattherearewrittenagreementprocessesinplacetomonitorserviceprovidersand

ensurecompliancewiththeFASDServiceNetworkProgramOperatingGrantPolicies(November2017).

• Establishproceduresforsharinginformationanddisputeresolution.• EnsurethatprogramsandservicesfundedbytheNetworkcomplywithappropriateprivacy

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legislation(i.e.,theFreedomofInformationandProtectionofPrivacyActandtheHealthInformationAct).

• ParticipateinNetworkProgramevaluationactivitiesundertakenbytheFASDCMC.• Ensurethereareprocessesinplacetomonitorthesuccessofnetworkoperations,the

performanceofoperationalstaff,andtheprovisionofacontinuumofservices.• EnsurethatfundedserviceprovidersorstaffmembersemployedbyoraccountabletoaNetwork

memberwhoisreceivingfundsdonotparticipateintheoversightofwrittenagreements.

5. FinancialReporting:• ComplywithfinancialandotherreportingrequirementsoftheMinistryofCommunityandSocial

ServiceswhoprovidefundingundertheleadershipoftheFASDCMC,intheirroleasadministrativeleadfortheFASDServiceNetworkProgramand/orotherfunders.

6. ReportingtotheFASDCMC:

• LiaisewiththeProvincialCoordinatorbyassigningoneormoremembersoftheLeadershipTeamtoparticipateintheProvincialNetworkLeadershipTeamandtorepresenttheNetworkincommunicationwiththeProvincialCoordinator.

• RepresenttheNetworkinotherprovincialFASDinitiatives,asappropriate.

7. Otherdetailsandduties:• EstablishandmaintainaTermsofReferencefortheNetwork.• EstablishandmaintainanOperationalPolicyandProcedurehandbookfortheNetwork.• Ensureproceduresareestablishedtoimplementpolicy.• Setthebudget.• ContractandcounseltheNetworkCoordinator.• Authorizelongandshort-termplans.• Serveasareviewpanel,providingexpertise,wisdom,andanobjectiveviewpoint.• PromotetheNetworkanditsbeliefstothecommunity.• SeekcommunitysupportfortheNetwork.• MaintainandbuildtheLeadershipTeam.• Appointanauditor.

8. TheLeadershipTeamwilldeterminemeetingsdatesandtimes.

9. AlldecisionsreachedbytheLeadershipTeamwillbepubliclysupportedbyallmembers.Individualsmay

sometimesdisagreewiththedecisionsreachedasaLeadershipTeam;nevertheless,thedecisionoftheLeadershipTeamwillbesupportedandendorsedbyallmembersregardlessofindividualviews.

10. Ad-HocCommittees:LeadershipTeammembersareexpectedtoserveonad-hoccommitteesonanas-

neededbasis.

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GovernanceLeadershipTeamMeetingFrequencyandProceduresPolicy:ThebusinessoftheNetworkishandledinatimelymanner.Procedures:LeadershipTeamMeetings

1. MeetingsoftheLeadershipTeamwillbeheldatleastnine(9)timesperyearandareprescheduledmonthly.

2. AspertheSociety’sbylaws,theLeadershipTeammay,bymotion,decidetoholdspecialmeetings,including,butnotlimitedto,annualstrategicplanningandoperationalpolicyandprocedurereview.

3. TheNetworkCoordinatorwillsendbyemail,orfacsimile,a‘NoticeofLeadershipTeamMeeting’atleastten(10)

businessdaysbeforethemeeting.Thenoticeshallincludetheplace,date,timeandagendaofthemeeting.

4. TheNetworkCoordinatorwillsendbyemail,orfacsimile,a‘NoticeofSpecialMeeting’atleasttwenty-one(21)daysbeforethemeeting.Thenoticeshallincludetheplace,date,timeandagendaofthemeeting.

5. Allmeetingproceedingswillberecordedandup-to-daterecordsaccessibletoNetworkmembersandother

stakeholders.SupportsandServicesTeamMeetings

1. MeetingsoftheNetworkfundedsupportsandserviceswillbeheldatleastnine(9)timesperyearandareprescheduledmonthly.

2. TheNetworkCoordinatorwillsendbyemail,orfacsimile,a‘NoticeofSupportsandServicesTeamMeeting’at

leastten(10)businessdaysbeforethemeeting.Thenoticeshallincludetheplace,date,timeandagendaofthemeeting.

3. Allmeetingproceedingswillberecordedandup-to-daterecordsaccessibletoNetworkmembersandother

stakeholders.AnnualGeneralMeeting

1. TheAnnualGeneralMeetingwilltakeplacethirty(30)toonehundredandeighty(180)daysfromthecloseofthefiscalyear.

2. NoticeoftheAnnualGeneralMeetingshallbegiventothecommunityandNetworkmembersnotlessthan

twenty-one(21)daysbeforethescheduledmeeting.TheLeadershipTeamshalldeterminethedateoftheAnnualGeneralMeeting.Noticeshallbedeemedgivenasofthedateofmailing,byordinarymail,email,orfacsimile,totherespectivenamesintheRegisterofMembers.

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GovernanceSuccessionPlan:LeadershipTeamCo-ChairPolicy:TheLeadershipTeamhassystematicprocessesinplacetoensurecontinuityforkeyleadershippositionswithintheNetwork.Theseprocesseshelptoidentifyandnurturethedevelopmentofhighpotentialsuccessors.

Procedures:

1. ThesuccessionplanningprocessisinclusivetoallNetworkmembersandconsiderstheaspirations,valuesandpreferencesofNetworkmemberspursuingleadershiprolesaswellasthestrategicneedsoftheNetwork.

2. AspertheNetworkbylaws,Co-ChairswillbenominatedandelectedtoleadtheLeadershipTeaminstaggered

termstopromotecontinuityofleadershipfromoneyeartothenext.

3. Termsmaylastforamaximumofthree(3)years,witheachtermofofficeexpiringinJanuary.Co-Chairsmaybeelectedforasecondterm.

4. Successioncandidatesshallbeidentifiedthroughouttheyearusingthe‘LeadershipFramework’,whichcanbe

completedbythecandidateoraNetworkmember.Theleadershipdomainsdefinetheknowledge,skillsandattitudesaleaderrequirestobeeffectiveandefficient.

5. Ifrequested,theactingLeadershipTeamCo-Chairswillprovideleadershipdevelopmentoptionstosuccession

candidates.Thisisacollaborativeprocessandshallbeactivelymanagedbyallpartiesinvolved.

6. TheNetworksupportsthemembershipinthedevelopmentofpersonalleadershipplans.Co-ChairsareencouragedtosupportindividuallearningandleadershipdevelopmentbyofferinginterestedmembersassignmentsthatbuildtheircapacityinalignmentwithboththeircareeraspirationsandopportunitiesinNetworkmanagement.

7. Allsubmitted‘LeadershipFramework’documentsshallbehousedwiththeNetworkCoordinator.

8. PriortothenominationsmadeinNovembertheExecutiveBoardwillcompletethe‘HighPotentialNomination

Summary’fromtheapplicationsreceivedandsubmittotheLeadershipTeamforreview.

9. NominationswillbepresentedtotheLeadershipTeaminNovemberandselectionofthesuccessfulcandidatewillbemadebytheNetworkmembershipattheDecemberNetworkmeeting.

10. IntheeventaCo-ChairtermendspriortotheSuccessionPlan,theEmergencySuccessionPlanwillbeenacted.

11. Themanagementofthispolicy,includingpolicyeducation,monitoringandimplementationistheresponsibilityof

theLeadershipTeam,LeadershipTeamCo-ChairsandNetworkCoordinator.

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GovernanceLeadershipFramework

NomineeName:NominatedBy:Role:Date:PleaseindicatelevelofskillforeachbulletedleadershipdomainwithanXandprovideexamples.

LeadershipDomains Strength Proficient DevelopmentNeeded

• LeadingSelf

• Self-awareness• Self-management• Self-development

• EngageOthers

• Fostersdevelopmentofothers• Contributestothecreationof

healthyorganization• Takesactiontoimplement

decisions

• AchievesResults

• Setsdirection• Strategicallyalignsdecisions

withNetworkmissionandgoals• Assessesandevaluates

progress

• DevelopsCollaborations

• Buildspartnershipstocreateresults

• DemonstratesacommitmenttoNetworkmembers

• Demonstratesacommitmenttosupportsandservices

• Mobilizesknowledge

• NetworkTransformation

• Demonstratescriticalthinking• Encouragesandsupports

innovation• Futureorientation• Championandorchestrates

change

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GovernanceHighPotentialNominationSummary

Name LeadingSelf EngagesOthers

AchievesResults

DevelopsCollaborations

NetworkTransformation

• ApplicantA

• ApplicantB

• ApplicantC

• ApplicantD

• ApplicantE

• ApplicantF

S=StrengthP=ProficientD=DevelopmentNeeded

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GovernanceEmergencySuccessionPlan:LeadershipTeamCo-ChairPolicy:TheNetworkCo-ChairpositionsareacentralelementtotheleadershipoftheNetworkanditscontinuingsuccess.EnsuringthatthefunctionsofthesepositionsarewellunderstoodandsharedamongtheNetworkmembershipisimportantforsafeguardingtheNetworkagainstunplannedandunexpectedchange.TheNetworkmembershipauthorizestheimplementationofthetermswithintheemergencysuccessionplanintheeventofaplannedorunplannedtemporaryorshort-termabsence.Procedures:

1. ItistheresponsibilityoftheLeadershipTeamCo-ChairpositionstoinformtheNetworkmembershipofaplannedtemporaryorshort-termabsence,andplanaccordingly.

2. TheNetworkCoordinatorshallimmediatelyinformtheNetworkmembershipofanunplannedtemporaryor

short-termabsenceofaLeadershipTeamCo-Chairposition.

3. Followingnotificationofanunplannedtemporaryorshort-termabsenceoftheabovementionedpositionstheNetworkmembershipwillconveneatthenextscheduledNetworkmeetingtoaffirmtheproceduresprescribedinthisplan,ortomodifyifneeded.

4. AmongthedutieslistedintheSocietybylaws,thefollowingareconsideredtobekeyfunctionsoftheLeadership

TeamCo-Chairpositionandeachhasacorrespondingtemporarypositionstrategy:

KeyLeadershipTeamCo-ChairFunctions TemporaryPositionStrategyDirectSocietyandSupportsandServicesTeammeetings.

SittingCo-ChairandNetworkCoordinator

CoordinatealltasksinNetworkoperationsincluding:Networkdevelopment,administrationandreporting,strategicplanningandpublicrelations

SittingCo-Chair,NetworkCoordinator,and/orNetworkdesignate

EnsureNetworkpoliciesandproceduresareinpractice.

NetworkmembershipandNetworkCoordinator

OrientprospectivememberstotheNetwork

NetworkCoordinator

MaintaincommunicationandliaisonwiththeFASD-CMC.


EnsureFASD-CMCreportingrequirementsandguidelinesarecompleteandmet.


Coordinateeffortstoaddressissuesofinterestandconcerns.

SittingCo-ChairandExecutiveBoard

MediateandassistintheresolutionofconflictswithintheNetwork.

SittingCo-ChairandExecutiveBoard

LiaisewithNetworkmembersregardingthedelegationoftasksandduties.

SittingCo-Chair

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5. Atemporary,plannedorunplannedabsence,short-term,isdefinedasatemporaryabsenceninety(90)daysor

lessandwhereitisexpectedthattheCo-Chairwillreturnoncetheeventsprecipitatingtheabsenceareresolved.Foratemporaryabsence,short-term,the‘TemporaryPositionStrategy’willbeenacted.

6. Basedontheanticipateddurationoftheabsence,thesittingLeadershipTeamCo-ChairmayappointanActing

Co-Chairtoassistwithpositionresponsibilities.

7. Intheeventofatemporarylong-term,plannedorunplannedabsence,definedasninety(90)daysormore,theprocedurestobefollowedshallbethesameasforatemporary,short-termabsence,withtheNetworkmembershipgivingimmediateconsiderationtofillingthepositionleftvacantthroughenactingtheSuccessionPlanPolicyundertherecognitionthatitmaynotbereasonabletoexpecttheActingCo-Chairtocarryoutthedutiesforthedurationoftheabsence.

8. Intheeventofapermanent,unplannedabsence,definedasoneinwhichitisfirmlydeterminedthatthe

LeadershipTeamCo-Chairwillnotbereturningtotheposition,theNetworkmembershipwillenacttheSuccessionPlanPolicy.

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GovernanceConstitutionandRolesandResponsibilitiesofExecutiveBoardPolicy:TheNetworkhasadefinedcompositionandstructureforthegovernanceoftheNetwork,whichincludestheNetworkExecutiveBoard.TheExecutiveBoardisresponsibleforconductingtheaffairsoftheSocietyinaccordancewiththeobjectivessetoutintheTermsofReference,andinaccordancewiththebylawsgoverningtheNetwork.Procedure:

1. TheExecutiveBoardwillbecomprisedofaLeadershipTeamChairandtwo(2)tofour(4)officers,toamaximumoffive(5).

2. VacantOfficerpositionswillbeelectedannuallyfromtheBoardMembersattheAnnualGeneralMeeting.

3. Officersshallserveatermoftwo(2)yearsandmaybere-electedtothesamepositionforasecondterm.

4. QuorumisdefinedasamajorityofOfficers.Majorityisdefinedas50%plus1.

RolesandResponsibilities:

1. ProvideleadershipanddirectiontoallactivitiesoftheBoard,includingbutnotlimitedtotheNetworkDisputeResolutionProcessandFundDistributionPolicy.

2. BeanactiveparticipantindecisionsmadebytheBoardonbehalfoftheMembers.

3. RecognizeandupholdallfiduciaryresponsibilityvestedintheBoard.

4. Responsibleforgrantsandcontractsmanagementincluding:negotiatingandfinalizingagreementterms,funddistribution,monitoringprogressofagreements,maintainingagreementdocumentationtoensurefulfillmentofagreementterms,andsigningagreements.

5. ExercisethepowersofthefullBoardwithrespecttoanymatterthat,intheopinionoftheBoardChair,should

notbepostponeduntilthenextscheduledGeneralMeetingoftheBoard;

6. Appointlegalcounselasnecessary.

7. HirestaffasrequiredtosupporttheeffortsoftheNetwork.

8. TheNetworkCoordinatorisanex-officioMemberoftheExecutive.

9. ProvidesupervisiontotheNetworkCoordinator,whichincludesanannualperformanceevaluation.

10. WorkwiththeNetworkCoordinatortoensureallFASDCMCandotherfunders’reportingrequirementsarecompletedinatimelyandaccuratemanner.

11. BeoneofthesigningOfficersoftheNetwork.

12. PerformsuchdutiesasmaybespecifiedbytheLeadershipTeam.

13. ReviewproceduresforaccountabilityatalllevelsoftheNetwork.

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GovernanceNetworkCoordinatorRolesandResponsibilitiesPolicy:TheNetworkCoordinatorisaccountabletotheNetworkLeadershipTeamandExecutiveBoardforimplementingNetworkoperationalpriorities,particularlytheenhancementofFASDprogramsandservices.Procedures:

1. TheNetworkCoordinatoractsasaprogramcoordinatorandcontractmanagerforimplementingNetworkoperationalpriorities.

2. TheNetworkCoordinatorreportstotheChair(s)oftheLeadershipTeam.

3. Thetermsandconditionsoftheposition,includingbutnotlimitedto,expectedhoursofwork,financial

compensation(inclusiveofexpenses,benefits,andGST)shallbeapprovedonayearlybasis.

4. TheNetworkCoordinator’sdutiesshallbeoutlinedinthecontractualletterofagreement,tobesignedyearly.

5. KeyprogramcoordinatoraccountabilitiesoftheNetworkCoordinatorpositioninclude,butarenotlimitedto:• OverseetheplanningandcoordinationoftheNetwork.• FacilitatethemeetingsoftheNetwork,includingtheAnnualGeneralMeeting.• LiaisewiththeFASDCMC,theFASDServiceNetworkProgram,andotherfundersonbehalfofthe

Network.• LiaisewithcontractedagenciesandtheNetworkBankeronbehalfoftheNetwork.• BetheNetwork’sprimarycontactfortheFASDCMC,themedia,Networkmembers,stakeholders,and

thegeneralpublic.• Prepareandmaintainrecordsandreports,suchasfinancialreports,budgets,quarterlyandannual

reports,businessplans,andstrategicplansfortheNetwork.• FacilitateandsupportthepreparationofallreportsanddocumentationfortheFASDCMCandother

fundersasrequired.Workwithagenciestogatherinformationasneeded.• CoordinateevaluationrequirementsoftheNetworkandfundedagencies.• CoordinateNetworkcommunicationsandsocialmediasites.• MaintaincurrentcontactinformationforallNetworkmembersandpotentialmembers.• HelpfacilitatecommunitydevelopmentfortheNetwork.• ParticipateinProvincialNetworkCommitteesasappropriate.• MaintaintheSociety’sarchives.

6. KeycontractmanagementaccountabilitiesoftheNetworkCoordinatorinclude,butarenotlimitedto:

• DraftandadministerwrittenServiceLevelAgreementsforfundedserviceprovidersandtheNetworkBankerunderthedirectionoftheLeadershipTeam.

• EnsuretheprogramsandservicesfundedbytheNetworkcomplywithappropriateprivacylegislation.• ProvideoversightbyensuringthatserviceprovidersarecompliantwithwrittenServiceLevel

Agreementsandbydirectlyenforcingagreementprovision.Thisincludes:ü IdentifyandcommunicatecomplianceissuestotheLeadershipTeamCo-ChairsandExecutive

Board.ü AsneededandwhendirectedbytheExecutiveBoard,initiatelegalorotheractiontoensure

accountabilityoffundedserviceproviders.• DemonstratetotheLeadershipTeamthatserviceprovidersarecompliantwithwrittenServiceLevel

AgreementsthroughconsistentreportingtotheLeadershipTeam.• Maintainup-to-daterecordsthatareaccessibletotheLeadershipTeam,theFASDCMC,andFASD

ServiceNetworkProgram.

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• Completeanddocumentwithfundedserviceprovidersthe‘ServiceQualityReviewandCompliance’interviewsbiannually.

7. TheNetworkcoordinatorcannotbeemployedbyorinanywayaccountabletoaNetworkmemberwhois

receivingorwillbereceivinginthefuture,FASDCMCorotherprogramfunds.

8. TheNetworkCoordinatorcannotbeaNetworkmemberreceivingFASDCMCorotherprogramfundstoprovideFASDprogramsorservices.

9. IntheeventtheNetworkCoordinatorhasatemporary,plannedorunplanned,short-termorlong-termabsence,

theLeadershipTeamCo-ChairsandExecutiveBoardwillputintoplaceatemporarystaffingstrategy.

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GovernanceServiceQualityandComplianceReviewAgency/ProgramName:DateCompleted: YES/NO COMMENTSHaveallemployees/volunteersoftheprogramsignedanOathofConfidentiality?

Haveallemployees/volunteerscompletedtheGBA+onlinetrainingandprovidedproofofcompletion?

HasthePrinciplesofBestPracticeSelf-AssessmentSurveybeencompleted?

ArethereReleaseofInformationForms/ConsenttoobtaininformationFormsonclientfiles?

Dotheaboveandorrelatedassessment/intakeformscontainclausesregardingpurpose,legalauthorityandappropriatecontactperson/informationintheeventofquestionsrelatedtothemanagementoftheindividual’spersonalinformationre:FOIP?

Doyouprovideemployeesformalguidancebywayofpoliciesandproceduresregardingtheprotectionoftheprivacyofpersonalinformation?

AreallotherprogrampracticesincompliancewiththeFOIPAct?DoyouhaveapolicyandprocedureforFOIP?

Areclientfilesstoredinasafelockedlocation?Doyouhaveasignin/outsystem?Doyouprovideemployeesguidancere:theappropriatestorage,protectionanduseofpaperfileswhentakenoffsite?

DoesyouragencyhaveErrorsandOmissionsInsuranceinanamountnotlessthan$2,000,000maintainedbyeachpersontoinsuretheirliabilityintheperformanceofprofessionalservicesundertheServiceLevelAgreement?

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DoesyouragencymaintainAutomobileLiabilityInsuranceinanamountnotlessthan$1,000,000oneachvehicleowned,operatedorlicensedinthenameoftheAgencyandensurethatallemployeeswhoprovidetransportationforachildorfamilyhavethesamecoverage?

AreCYIMandCriminalRecordchecksuptodateforallstaffinvolvedintheprogram?

ArejobDescriptionsuptodateforeachposition?

IsthereacurrentBoardofDirectorslist?

Haveyousubmittedthepreviousquarterlyreportandfinancials,asrequired?

HaveyoumaintainedyourActiveMembershipwiththeNetwork(attending75%ofNetworkmeetingsandmembershipfeespaid)?Specify.

HaveyouattendingallSupports&ServicesTeammeetings?Specify.

AdditionalComments:1. Pleasedescribeprogramsuccesses,challengesandsignificanteventsoverthepastsixmonths.2. Ifcurrentlyrunningasurplusoffundspleaseexplainwhy.3. Doyoupartnerwithanyotherorganizationinthedeliveryofthisprogram’sservices?Ifso,who?Arethereany

partnerrelatedissuesthatyouwishtodiscuss?4. Arethereanyissuesthattheprogramisaddressingthatwouldbeadeviationfromtheservicesoutlinedinthe

‘StrategyDescription’template,discuss.5. Howdoesyourprogramevaluatetheeffectivenessofyourstrategies?6. Arethereanyothercommentsorquestionsthatyouwouldliketodiscuss?

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GovernanceNetworkCoordinator:PerformanceAppraisalNetworkCoordinatorName:ReviewerName:PeriodofReview:

RatingScale1–ExceedingExpectations2–AchievingExpectations3–PartiallyAchievingExpectations4–NotAchievingExpectationsThereviewershouldaddcommentstoeachsection.Accessessupportsappropriately Appliesprofessional/technical/safetyknowledgeandskillsappropriately

DemonstratescommitmenttotheNetwork DemonstratesknowledgeoftheNetwork(includingpolicy,procedures,programs,etc.)

Displayssatisfactoryverbalandwrittencommunicationskills

Exhibitsappropriateprofessionalboundaries Isreliableandpunctual Resolvesconflictsappropriately Showsawillingnesstolearnandimprove Showsanorganizedapproachtowork Understands,interpretsandfollowsinstructions Usesappropriatejudgment Workseffectivelyasateammember Review’sComments:Coordinator’sComments: CoordinatorSignature ReviewerSignature Date Date

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GovernanceNetworkCoordinatorJobDescriptionTheEdmontonandareaFetalAlcoholNetworkSocietyiscomprisedofanumberofagenciesandindividualmemberswhoshareaninterestinthedeliveryofservicestoindividualsandfamiliesimpactedbyFetalAlcoholSpectrumDisorders.TheNetworkisadministeredbyaLeadershipTeamandExecutiveBoardcomprisedofstakeholdersfromwithinthegeographicalboundariesoftheregion.TheLeadershipTeammanages,allocatesandadministersfundsreceivedfromtheAlbertaCross-MinistryCommitteeonFASDtoenhanceservicesforindividualsimpactedbyFASDwithintheregion,andmaintainsanetworkofstakeholderswhobenefitfromtheexchangeofinformationandnetworkingopportunityprovidedthroughtheNetwork.TheNetworkCoordinatoractsasaprogramcoordinatorandcontractmanager,providingleadershipandsupporttoserviceproviders,andworksunderminimalsupervisionfortheNetwork.KeyprogramcoordinatoraccountabilitiesoftheNetworkCoordinatorpositioninclude,butarenotlimitedto:

• OverseetheplanningandcoordinationoftheNetwork.• FacilitatethemeetingsoftheNetwork,includingtheAnnualGeneralMeeting.• LiaisewiththeAlbertaCMC,theFASDSNP,andotherfundersonbehalfoftheNetwork.• LiaisewithcontractedagenciesandtheNetworkBankeronbehalfoftheNetwork.• BetheNetwork’sprimarycontactfortheFASDCMC,themedia,Networkmembers,stakeholders,and




KeycontractmanagementaccountabilitiesoftheNetworkCoordinatorinclude,butarenotlimitedto:



Agreementsandbydirectlyenforcingagreementprovision.Thisincludes:ü IdentifyandcommunicatecomplianceissuestotheNetworkCo-ChairsandExecutiveBoard.ü AsneededandwhendirectedbytheExecutiveBoard,initiatelegalorotheractiontoensure


AgreementsthroughconsistentreportingtotheLeadershipTeam.• Maintainup-to-daterecordsthatareaccessibletotheLeadershipTeam,theFASDCMC,andFASDSNP.• Completeanddocumentwithfundedserviceprovidersthe‘ServiceQualityReviewandCompliance’

interviewsbiannually.Qualificationsinclude:• Master’sDegreeinarelevantfield(aBachelor’sDegreewithextensiveexperiencemaybeconsidered)• Minimum5-7yearsofrelevantexperiencewithinthehumanservicesfield.• Priorexperienceinamanagement-basedposition.• Priorexperiencewithstrategicplansandrelatedreporting.• KnowledgeofFASD/issues.

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• Understandcommunitydevelopmentprocess.TheCoordinatormusthaveknowledgeoftheEnglishlanguage,clerical/computer/socialmediasystems,administrationandmanagement,policyandproceduresdevelopment,governmentfundingsystems,strategicplanning,communitydevelopment,leadership,andsupervision.Coordinatormustbeanactivelistenerandlearner,serviceoriented,acriticalthinker,aproblemsolver,abletospeakclearlyandeffectively,andabletohandleconflict.Coordinatormustalsohavegoodtimeandorganizationmanagement,abilitytomonitorselfandothers,goodinterpersonalskills,andtheabilitytocompiletheNetworkinformation.

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GovernanceConflictofInterestPolicy:TheNetworkshallensurethatitfulfillsitsmissionwithintegrityandtoahighethicalstandard.Thisrequiresthat,asageneralrule,membersoftheNetworkavoidsituationsinwhichtheirinterestsare,orareperceivedtobe,inconflictwiththeinterestsoftheNetwork.TheNetworkanditsmembersseektodevelopandimplementitspoliciesandprocedureswithoptimalopennessandtransparency.Procedures:Definition: Aconflictofinterestreferstoasituationinwhichprivateinterests,personal

considerations,oragencyorientedinterestsmayaffectamember’sjudgmentinactinginthebestinterestoftheNetwork.Thisincludessituationsthatresultinormaybereasonablyperceivedtoresultin:

• Aninterferencewiththeobjectivitywithwhichthememberisexpectedto

exerciseresponsibilitiesanddutiestoandonbehalfoftheNetwork;and/or• Anadvantageormaterialgaintothemember,and/ortootherpersonswith

whomthememberdoesnotdealatarm’slength,byvirtueoftherelationshipofthemembertotheNetwork.

Conditions: Therulesandexamplesthatfollowdonotexhaustthepossibilitiesforconflictofinterest,buttheyidentifyobvioussituationscoveredbythepolicy.

Specialtreatment: MembersoftheNetworkarenotallowedtousetheirpositionswithinthe

Networktogiveanyonespecialtreatmentthatwouldadvancetheirowninterestsorthatofanyagencyassociates.

Outsideactivities: MembersoftheNetworkmaynotengageinanyoutsideworkorbusiness

activitiesthatconflictwiththeirrolesandresponsibilitiesasaNetworkmember,whichusetheirknowledgeofconfidentialplans,projectsorinformationaboutNetworkholdingsandthatwillorislikelytonegativelyinfluenceoraffectthemincarryingouttheirrolesandresponsibilitiesasNetworkmembers.

Confidentialinformation: Networkmembersmaynotdiscloseconfidentialorprivilegedinformation

abouttheaffairsoftheNetworkormemberagencies,oruseconfidentialinformationtoadvancepersonalorothers’interests.NetworkmembersmaynotdivulgeconfidentialorprivilegedinformationaboutNetworkmemberswithoutthosemembers’writtenauthorization.

Noteonconfidentialinformation: TheruleagainstgivingoutconfidentialinformationdoesnotapplytoamemberwhoallegeswrongdoingonthepartoftheNetworkorNetworkmember–aslongasthedisclosureofsuchinformationisnotfrivolous,vexatiousorslanderous–andmakingthedisclosureservestheNetworkinterestandismadeinaccordancewiththeprovisionsofthispolicy.Financialinterest: NetworkmemberswhohavefinancialinterestsinaNetworkcontractmust

notrepresentoradvisetheNetworkinsuchtransactions.• FASDServiceNetworkProgramfundedserviceproviders;thosebeing

consideredforfunding,anystaffmemberemployedbyorinanywayaccountabletoaNetworkmemberwhoisreceivingfundsfromtheService

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NetworkProgramandHumanServicesemployeescannotparticipatedirectlyinNetworkfundingdecision-making.

• FASDServiceNetworkProgramfundedserviceproviders,anystaffmemberemployedbyorinanywayaccountabletoaNetworkmemberwhoisreceivingfundsfromtheServiceNetworkProgramandHumanServicesEmployeescannotparticipateintheoversightofwrittenagreements.

Requirementtoreport: IfNetworkmembersoragencyassociateshaveapersonalorfinancialinterest

thatmightpresentaconflictorbiasinconnectionwiththeirNetworkrolesandresponsibilitiestheymustreportthisconflicttotheLeadershipTeamCo-chairsordesignatesinwriting.

Reportingaconflict: WhenaNetworkmemberreportsaconflictofinteresttotheLeadership

TeamCo-Chairsinwriting,acopyisforwardedtoExecutiveBoard.IfaNetworkmemberreportswrongdoingonthepartofaLeadershipTeamCo-ChairtheyshouldreportthisinwritingdirectlytotheExecutiveBoard.

Failuretocomply: Networkmemberswhofailtocomplywiththispolicymaybeaskedtoresign

theirmembershipwiththeNetwork.Implementation: LeadershipTeamCo-Chairsmustmakethepolicyavailabletoallmembersof

theNetwork.MemberswhoneedassistanceinterpretingtherulesandhowtheyapplytospecificsituationsmaydiscusswiththeLeadershipTeamCo-Chairsand/orNetworkCoordinator.

Conflictofinterestsshouldberesolvedinamannerthatmostfullygives

effecttotheproceedingpolicy.ThismayrequirethataNetworkmemberdesistfromcertainactionsoractivitiesthroughwhichtheconflictofinterestaroseormayarise.ResolutionsthatimpairtheabilityofNetworkmemberstofulfilltheirrolesandresponsibilitiestotheNetworkmustbeavoided.

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GovernanceDisputeResolutionPolicy:TheNetworkshallhaveatransparentdisputeresolutionprocessavailabletoallmembers.Thedisputeresolutionpolicyshallbeimplementedbyafair,simple,andreasonablypromptprocedureassetforthbelow.AdisputeisawrittenclaimorcomplaintfiledbyaNetworkmember.DisputesarelimitedtomattersofinterpretationorapplicationofexpressprovisionsoftheNetworkpoliciesrelatedtomembership.Thispolicyistheexclusiveremedythroughwhichtoaddresscomplaints.Procedure:

1. AnycomplaintsshallbetakenupwiththeLeadershipTeamCo-ChairswithinfiveworkingdaysafteroccurrenceofthecircumstancesgivingrisetothedisputeorfivedaysfromwhentheNetworkmembershouldreasonablyhaveknownoftheoccurrence,otherwisetherighttofileadisputeisforfeit.

2. TheNetworkmembershallwithintwoworkingdaysafterthediscussionwiththeLeadershipTeamCo-chairsputthedisputeinwriting,statingallfactsindetailandsubmittotheLeadershipTeamCo-Chairs.

3. Withinoneweek,theLeadershipTeamCo-Chairswillprovideawritten‘ResponsetotheDispute’,whichwill

includethedeliberationanddecisionreachedthroughtheapplicationoftheNetworkmission,goalsandvalues.

4. Ifnosatisfactoryresolutionisreceivedwithinoneweek,thememberhasfivedays,theNetworkmembershallcontacttheExecutiveBoardviatheNetworkCoordinatortoarrangeameetingbetweentheabove-mentionedparties.Thismeetingshallbescheduledatamutuallyagreeabletime,whichshallnotexceedfiveworkingdaysfromthetimetheNetworkmembercontactedtheNetworkCoordinator.

5. TheNetworkmembershallsubmittotheExecutiveBoardtheDisputeResolutionForm.TheExecutiveBoardwill

havefivedaystodeliberateamongitself,makesuchinquiriesasnecessarytodeterminethecircumstancesofthecomplaint,andreachadecisionthroughconsensusandtheapplicationoftheNetworksmission,goalsandvalues.

6. ThedecisionshallbeinwritingandshallsetforththedeterminationoftheExecutiveBoardontheissues

presentedforDisputeResolutionalongwiththeresolutionofthedisputeandhowtheresolutionistobeimplemented.

7. IfoneormoreoftheLeadershipTeamCo-Chairsand/orExecutiveBoardisdirectlyinvolvedinthedisputethey

willstepawayfromthedisputeprocessandmayrequest(withagreementfromtheNetworkmemberfilingthedispute),athird-partymemberinvolvement.

8. AnyandalldisputesresolvedatanystepofthepolicyshallbefinalandbindingontheNetworkandNetwork

memberinvolvedintheparticulardispute.

9. Disputesshallbeprocessedfromonesteptothenextwithinthetimelimitprescribedineachofthestepsunlessatimelimitismutuallyextended.AnydisputesuponwhichtheCo-Chairswithinthetimelimitdonotmakeadispositionmaybereferredtothenextstepinthedisputepolicy.AnydisputenotcarriedtothenextstepbytheNetworkmemberwithintheprescribedtimelimitsshallbeautomaticallycloseduponthebasisofthelastdisposition.

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GovernanceDisputeResolutionFormName: PhoneNumber: EmailAddress:

1. Pleaseprovideastatementofthenatureandsubject(s)ofthedispute.

2. PleaseprovideastatementoftheParty’spositiononeachofthesubjectsatissue.

3. Foreachspecificissueindisputepleaseidentifythefacts,data,andinformationthatsupporttheParty’sposition(s).

4. Pleaseprovideastatement(s)oftheproposedresolution(s)ofthedispute.

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GovernanceConductPolicy:LeadershipTeammembersandanyotherpersondoingbusinessonbehalfoftheNetworkareaccountablefortheirconductasarepresentativeoftheNetwork.Anyallegationsofmisconductwillbeimpartiallyinvestigatedanddealtwithinaprofessionalandtimelymanner.Procedures:

1. IntheeventthatthereisanallegationofmisconductagainstamemberoftheNetwork,theallegationwillbedirectedtotheExecutiveBoardviatheLeadershipTeamCo-Chairs.

2. Theallegationmustbeinwriting,datedandsigned.

3. IftheallegationisdirectedtoaLeadershipTeamCo-ChairorExecutiveBoardmember,theallegationwillnotbe

directedtothemembernamedintheallegation.

4. TheExecutiveBoardwillmakerecommendationstotheLeadershipTeamafterdueinquiry,adheringtothefollowingprinciples:

• Theallegationwillbedealtwithasquicklyaspossible.Thepersonmakingtheallegationwillbenotified

oftheinvestigationwithinfive(5)workingdaysoftheExecutiveBoardreceivingtheallegation.• Asfewpersonsaspossiblewillbeprivytothedetailsoftheallegation.• ItisexpectedthatExecutiveBoardmembersmaintaintheirobjectivity.• Carefulnotesofalloftheproceedings,includingdates,timesofmeetings,phonecalls,letters,emails,

etc.willbekept;keepinginmindthatallsuchdocumentscouldbeaccessedbytheNetworkmemberwhoseallegedmisconductisunderinvestigationorinquiry;aspertheFOIPAct.

• Typically,theinvestigationoftheallegationshallbecompletedwithinthirty(30)daysfromthetimetheExecutiveBoardwasgiventheoriginalallegationnotice.

• IftheExecutiveBoardisunabletodealwiththeallegationitwillbereferredtotheLeadershipTeamasawhole.

5. Misconductisdefinedasanybehaviorthatusnotconformingtoorinconflictwiththegoals,beliefs,and

principlesoftheNetworkasoutlinedintheNetworkTermsofReference.

6. TheExecutiveBoardmaysuspendorreleaseaNetworkmemberforanymisconductortakealternateoradditionalactionitdeemsappropriate.

7. Priortoanydecisionbeingmade,theExecutiveBoardmayconsultwithindependentlegalcounselregardingthe

legalitiesofthesituationand/ordecision.

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GovernanceNetworkEvaluationPolicy:ReflectionisavaluablepartofevaluatingtheperformanceandgoalachievementoftheNetwork,whilestrivingtoconstantlyimproveandgrow.Procedure:

1. Toenhancegovernanceperformanceandgoalachievement,theNetworkwillparticipateinayearlyevaluationinitiatives,includinganannualstakeholdersurvey.

2. TheNetworkCoordinatorwillformulatetheresultsanddeveloprecommendationsfortheLeadershipTeam.

3. TheLeadershipTeamwillreviewresultsandrecommendationandmakeanyadjustmentstoitspracticesas

required.

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GovernanceAnnualStrategicPlanningPolicy:ThepurposeofannualstrategicplanningistobringtheNetworkmembership,fundedserviceprovidersandotherstakeholderstogethertoreviewthecurrentpoliciesandprocedures,bylaws,futurefundingdirectionsandoperationalapproaches,andtodevelopstrategiesandactionplansfortheupcomingyear.Procedures:

1. TheAnnualStrategicPlanningmeetingwillfollowtheprovisionslistedundertheLeadershipTeamMeetingFrequencyandProceduresPolicy.

2. TheNetworkCoordintorwilldeveloptheagenda,whichmayinclude:

• ReviewNetworknominations.• Reviewphilosophy,purposeandobjectives.Aretheystillrelevant?Cantheybeimproved/refined?• ReviewNetworkOperationalPolicyandProcedureHandbook.• ReviewSocietybylaws.• PresentabriefoverviewoftheNetworkspastyearaccomplishmentsanddifficulties.Identifysuccessful

strategiesduringthepreviousyearandanythatwerenot.• PresentabriefoverviewoftheFASDservicesandprogramsoperationalinthepreviousyear.• ReviewtheCommunityNeedsAssessment,SWOTAnalysis,andEnvironmentalScan.• DetermineFASDserviceandprogramfundingpriorities(asrelatedtotheFASDServiceNetworkProgram).• IdentifyandassessopportunitiesandbarriersthatmayaffecttheNetworkplans,andidentifystrategiesand

prioritiesfortheyearahead.• FormulateNetworkStrategicPlan

3. ImplementationofStrategicPlan:TheNetworkCoordinatorincollaborationwiththeLeadershipTeamCo-Chairs

willdevelopdetailedactionsplansforeachstrategyidentified.Theactionplanswillincludethetaskstobecompleted,whowillcompletethemandbywhen.ProgressoftaskswillbemonitoredbytheNetworkCoordinatorandreportedtotheNetworkatthemontlyNetworkmeetings.

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GovernanceGender-BasedAnalysisPlusPolicyStatementPolicy:TheNetworkiscommittedtointegratingintoitsgovernanceandmanagementagender-basedanalysisplus(GBA+)frameworkthatinformsbothitspoliciesandpractices.Itisessentialthatgenderfactorsandgenderequalityissuesberecognizedandanalyzedinordertobemitigatedand/orresolvedwithintheworkoftheNetwork.Procedures:

1. ToimplementaGBA+,theNetworkcommitsto:• DevelopandapplyaGBA+frameworktotheNetworkanditsoperations.• EnsurefundedserviceprovidersandtheirstaffcompleteandprovidedocumentationofGBA+training.• BuildthecapacityofstakeholderstoincorporateGBA+intotheirservicesbydevelopinganddelivering

toolsthatguideandsupporttheirefforts.• DevelopindicatorstoassessandmonitorprogressofGBA+implementationatNetworkandservice

level.• Collectandusegender-disaggregateddatatoinformandguidepractices.• Evaluatetheeffectivenessofthegender-basedanalysisprocess.

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GovernancePrinciplesofBestPracticePolicy:TheNetworkiscommittedtooperatinginandprovidingsupportsandservicesthathonor,respect,andadvocateforthehumanrights,fundamentalfreedoms,personalworth,anddignityofpersonswithorsuspectedtohaveFASD,theirfamiliesandcaregivers,andcommunities.Procedure:

1. UnderthedirectionoftheFASDCMCandtheNetwork,keydirection-settingdocumentshavebeenidentifiedthatguidethemission,vision,andoperationsoftheNetwork.Thesecoredocumentsinclude:

• AlbertaGovernment:FASDServiceNetworkProgramOperatingGrantPolicies(November2017)• FASDCMCStrategicandOperationalPlan• Cross-MinisterialFASDActionPlan:FASDCMC• Year7Evaluation:FASDCMC• BestPracticesforFASDServiceDelivery(2015)• UnitedNationsDeclarationontheRightsofIndigenousPeoples• TruthandReconciliationFinalReport:CommissionofCanada• Ownership,Control,Access,Possession:ThePathtoFirstNationsInformationGovernance• GenderBasedAnalysisPlus(online)• AHS:TraumaInformedCare(online)• AlbertaGovernment:ValuingMentalHealth• FASD:AGuidelineforDiagnosisAcrosstheLifespan(Cooketal2015)• PerformanceManagementFramework

2. TheNetworkCoordinator,underthedirectionoftheLeadershipTeam,willcompleteannuallyaself-assessment

surveyonthealignmentofthevaluesandpracticesofthelistedcoredocumentswiththeNetwork’spractices,policies,procedures,governance,andservicedelivery.

3. Recommendationsfromtheidentifiedstrengths,weaknesses,opportunitiesandthreatswithalignmentwillbe

broughttotheLeadershipTeamandadjustmentsmade.

4. Allprograms,agencies,andprojectsreceivingfundingfromtheNetworkwillcompleteannuallyaself-assessmentsurveyonthealignmentofthevaluesandpracticesofthelistedcoredocumentswiththeirfundedserviceprovisions.

5. Identifiedstrengths,weaknesses,opportunitiesandthreatswithalignmentwillbebroughttotheNetwork

Coordinatorforrecommendationsonadjustmentsorrevisionstopractices.

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GovernancePrinciplesofBestPractice:Self-AssessmentSurveyProcedures:Pleasefilloutforeachidentifiedcoredocumentexamplesofthestrengths,weaknesses,opportunities,andthreatsthatmayexistbetweenthevaluesandpracticesexpressedineachversusthevaluesandpracticesofthefundedserviceprovision(policiesandpractices).Shouldacoredocumentbedeemednotapplicabletotheserviceprovision,pleaseprovideashortreasoning.

CoreDocument Strengths Weaknesses Opportunities ThreatsFASDServiceNetworkProgramOperatingGrantPolicies(Nov2017)

FASDCMCStrategicandOperationalPlan

Cross-MinisterialFASDActionPlan:FASDCMC

Year7Evaluation:FASDCMC

BestPracticesforFASDServiceDelivery(2015)

UnitedNationsDeclarationontheRightsofIndigenousPeoples

TruthandReconciliationFinalReport:CommissionofCanada

Ownership,Control,Access,Possession:ThePathtoFirstNationsInformationGovernance

Gender-BasedAnalysisPlus

AHS:TraumaInformedCare

AlbertaGovernment:ValuingMentalHealth

FASD:AGuidelineforDiagnosisAcrosstheLifespan(Cooketal2015)

PerformanceManagementFramework

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FinancialFinancialPracticesPolicy:TheNetworkshallatalltimesstrivetoprovideatransparent,fairlygovernedmodeloffiscalresponsibility.Procedures:

1. TheNetworkshallidentifyaNetworkBankertohandleallfinancialtransactionsfortheNetwork.• TheBankermustbealegalentity.• TheBankermustidentifyacontactpersonwhoisresponsibleforquarterlyfinancialstatementstothe

Network.• TheBanker’srepresentativeistohavenodirectconflictofinterestwithprogrammanagementor

programadministrationoffunds.• TheNetworkwilldetermineyearlytheadministrationfeeavailabletotheBankerforservicesrendered.• TheBankerwillexemptthemselvesfromtheNetwork’sdecisionsregardingcurrentorforecasted

spendingexcepttomonitoravailableoraccessiblefundamounts.• TheNetworkBankerandNetworkCoordinator(onbehalfoftheNetwork),willsignayearly‘Banker

Agreement’whichstipulatestheservicesprovided,payments,recordkeeping,andterm/termination.• TheNetworkwillholdanExpressionofInterestfortheroleofNetworkBankerevery3years.

2. AllFASDServiceNetworkProgramfundswillbedistributedviatheNetworkBankertofundedagencies.

• TheNetworkCoordinatorwillremainthecontactbetweentheNetworkBanker,fundedagenciesandtheNetwork.

• Fundedagenciesmustbelegalentities.• EachagencywillreceiveprogramfundsbaseduponapprovedScheduleB’ssubmitted.• TheNetworkBankerwilldistributefundsasstipulatedinyearlyLetterofAgreements.• EachfundedagencyandtheNetworkCoordinator(onbehalfoftheNetwork)willsignayearlyLetterof

Agreement.• TheNetworkBankerwillproduceabi-annualfinancialreportonbehalfoftheNetworkandsubmitto

NetworkCoordinator.• TheNetworkBankerwillproduceayear-endauditedfinancialstatementonbehalfoftheNetworkand

submittotheNetworkCoordinator.• TheNetworkBankerwillproduceayear-endfinancialstatementmeetingtherequirementsofAlberta

CorporateRegistry,Network’sSocietyregistrationandannualreturnmandate.• Fundedagencieswillsubmitabi-annualfinancialreportintheformofascheduleB.Fundedagencies

whoreceiveanannualfundamountofover$100,000willprovideayearendauditedfinancialstatementtotheNetworkBankerandNetworkCoordinatornolaterthan60daysaftertheendofthefiscalyear.

• AllfundedagencieswillprovideayearendfinancialreportintheformofaScheduleBnolaterthanApril30thoftherespectiveyear.

• TimelinesforreportingwillfollowtheoutlinedexpectationsfromFASDCMC.• Fundedagencieswillidentifyacontactpersonandchequeswillbesentdirectlytothecontactpersonat

thefundedagency.

3. MembershipFeeswillbecollectedonanannualbasis.• TheNetworkCoordinatorordesignatewillbethecontactwiththeBankerforthepurposesofthe

membershipfees.• Yearlyfinancialstatementswillbegiventothemembershipregardingmembershipfeespending.• MembershipfeesareseparatefundsfromallotherNetworkfundsspecifictotheFASDServiceNetwork

Program.• MembershipfeeswillbepaidinAprileachyearfortheperiodofApril1–March31st.

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• Currentmembershipfeesare$20.00annually.

4. FinancialAppealswillbeconsideredintheeventafundedagencyorNetworkmemberrequiresareviewofadecision.

• TheappealprocesswillbeopentoallfundedagenciesandNetworkmembersintheeventthat

representativesrequireareviewofaNetworkdecision.• AppealsrelatedtotheFASDServiceNetworkProgramfundsoroperationalspendingwillfollowthe

appealsprocessoutlinedintheDisputeResolutionpolicy.

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FinancialFundDistributionPolicy:TheNetworkshallatalltimesstrivetoprovideatransparent,fairlygovernedmodeloffiscalresponsibility.ThepurposeofthispolicyistospecifythepracticesofdistributingFASDServiceNetworkProgramrevenuesandotherrevenuesreceivedfromfundingsourcesandgrantapplicationsmadeonbehalfoftheNetwork.Procedures:

1. Thefunddistributionprocessisbaseduponthefollowingsetofprinciples:• Allagenciesandorganizationsapplyingforfundsareconsideredonthesamebases.• DecisionmadebyExecutiveBoardwillbemadebyinformedNetworkmemberswhoreflectthediversity

ofthecommunityandhavenoconflictinginterestsinthefundsbeingdistributed.• Fundswillbedistributedwithfairnessandimpartiality,withthebettermentofthebroadcommunityin

mind.• DecisionswillbeguidedbythefundingprioritiesidentifiedintheNetwork’sstrategicandbusinessplans

andbytheFASDCMC.• Agenciesandorganizationsthatreceivefundingwillbeheldaccountableintermsoffiscal,management

andservicedeliverystandards.• AllocatedprogramandservicefundsmustbespentonprogramsandserviceswithintheNetwork

catchmentarea.• PreviousfundinglevelsforFASDserviceprovidersandtheNetworkCoordinatorwillbemaintainedif

LetterofAgreementsanddeliverableshavebeenreached,theservicesandsupportsarerequired,andfundingisavailable.

• ThefundingprocessanddecisionswillcomplywiththeFASDCMCOperatingGrantPolicies(November2017).

2. IfanorganizationfailstomeettheNetwork’sperformancestandardsasoutlinedwithineachagencyService

LevelAgreement,and/orsubstantiatedcomplaintsabouttheorganizationarereceivedfromthecommunity,theNetworkreservestherighttodenymembership,ortowithdrawthemembershipatanytime,ofanyorganizationwhosemembershiptheNetwork,initssolediscretion,determinestobenotinthebestinterestoftheNetwork.

3. Tobeeligibleforanallocation,anagencymustcompleteandsubmitaRequestforProposal(RFP)astherequests

becomeavailablethroughtheNetwork.RequestingagenciesmustmeettheeligibilityrequirementsdocumentedwithinthespecificRFPandmeetthefollowingcriteria:

• FundedagencymustmaintainactivemembershipwiththeNetworkforthedurationofthegrantingperiod.

• Fundedagencymustbealegalentity.• FundedagencymustoperatewithinthecatchmentareaoftheNetwork.• Fundedservices,programsand/orprojectsmustbegroundedinrelevanttheoryorbasedonaservice

deliveryapproachwhichhasprovensuccessful,haveanoutcomebasedfocusandberespectfulofculturaldiversity.

• FundedagencymustsigntheLetterofAgreementprovidedbytheNetwork.

4. Funddistributionoverview:ThepurposeoftheallocationprocessistodistributeNetworkfundstocollaboratingagenciesandorganizationsinamannerthatmaximizesbenefitstothoserequiringsupportsandservices,makesmeasurableimprovementstoanidentifiedcommunityneedandencouragestheeffectivenessofNetworkmembers.FundapplicationsandRequestforProposalswillonlybeacceptedwhentherequestforsubmissionsaremade.TheNetworkreservestherighttosuspendorterminateany/allcurrentorfuturefundingbaseduponinformationthatisreceivedthatwouldcallintoquestionanagency’sabilitytofulfillanyoftheprovisionsasreferredintheRequestforProposalcriteriaandLetterofAgreement.

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5. Proposalreview:TheExecutiveBoardwillappointaminimumoftwoOfficerstaskedwithreviewingandevaluatingsubmittedrequestsofproposals.Theyacttograntapproval,denyapprovalorrequestrevisionstosubmissions.

6. Eachproposalwillbereviewedtoensureallmandatoryrequirementshavebeenmet.Proposalsfailingtomeet

themandatoryrequirementswillbeeliminatedfromfurtherconsideration.

7. Eachproposalwillbereviewedtodetermineifanyclarificationsareneeded.

8. TheappointedOfficerswillcompleteevaluationworksheetsindependently.

9. Evaluationworksheetswillbeusedtoguidethereviewandevaluationofproposals.Theevaluationworksheetprovidesalistingofindividualevaluationcriteriaandtheratingscaletobeused.Anevaluationscorewillbedeterminedforeachproposalreceived.

10. Basedonthescores,ashortlistofthoseproposalsdeemedcapableofprovidingserviceswillbedeveloped.

ScoresbetweenOfficerswillbecomparedtoensureconsistencyandunbiasedscoring,toremoveindividualscoringsubjectivityandtoachieveaconsensusscoreforeachproposal.Theresultingconsensusscores,subsequentsubmissionrankingandresultswillbedocumentedandthefinalfundingdecisionpresentedtotheNetwork.

11. AgenciescurrentlyreceivingFASDServiceNetworkProgramfundsmayberequiredtoapplyforrenewalofthe

fundingbysubmittingaone-pagedescriptoroftheirprogressondeliverables,theneedorgaptheserviceorsupportcontinuestofillwithinthecommunity,andevidencethatallpreviousyearreportingrequirementshavebeenmet.EachrenewalapplicationwillbereviewedandapprovedbytheNetworkCoordinator.

12. FASDServiceNetworkProgramfundedagencies,operationalstaffemployedbyafundedagency,thosebeing

consideredforfundingandHumanServicesemployeeswillnotparticipateinproposalreviewsforFASDServiceNetworkProgramRequestforProposals.

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FinancialNetworkBankerRolesandResponsibilitiesPolicy:TheNetworkBanker isacommunitypartnerwhohas thecapacityandcompetency to receive,holdanddisburseFASDServiceNetworkProgramfunds,NetworkoperationalfundsandotherfundingsourcesasdirectedbytheNetwork.Procedures:

1. Majordutiesandresponsibilitiesinclude:• ComplywithfinancialandotherreportingrequirementsestablishedbytheFASDCMCandtheNetwork.• SigntheBankerAccountabilityStatementprovidedbyHumanServicesastheAdministrativeLead.• SigntheBankerAgreementprovidedbytheNetwork.• Maintainup-to-daterecordsthatareaccessibletotheFASDCMC,NetworkandSupportsandServices

Team.• ProvidemonthlyfinancialstatementsoftheNetwork’soperationalfunding.• ReleasefundsaccordingtofundingdecisionsandtimelinesestablishedbytheNetworkandSupports

andServicesTeamandformalizedthroughwrittenagreements.• EnsureallfundsreceivedthroughtheFASDServiceNetworkProgramaremaintainedinaseparatebank

account.• AttendquarterlytheSupportsandServicesTeammeetingandprovideanaccountingofbankingactions

thathaveoccurredduringthequarterwhileaddressinganyquestionsorconcernsthathavearisenduringthetimeframe.

• Reviewbi-annuallywiththeNetworkCoordinatortheNetworkBankerServiceQualityandComplianceReviewcompletedbytheNetworkandaddressanyquestionsorconcerns.

• Completeyearlya6-monthExpendituresScheduleB(April1–September30th)fortheFASDServiceNetworkProgramfundsandsubmittotheNetworkCoordinator.

• Produceyearly,nolaterthanJune30th,anauditedfinancialstatementontheFASDServiceNetworkProgramfunds.TheannualauditshallbeconductedbytheNetworkBanker’sauditor,whoshallbeanexternalCharteredAccountant.

• Produceyearly,nolaterthanJune30th,aFinancialStatement,meetingtherequirementsoftheNetwork’sSocietystatusforAlbertaCorporateRegistry.TheannualfinancialstatementshallbeconductedbytheNetworkBanker’sauditor,whoshallbeanexternalCharteredAccountant.

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FinancialNetworkBankerServiceQualityandComplianceReviewDate:CompletedBy:RatingScale:1–ExceedingExpectations2–AchievingExpectations3–PartiallyAchievingExpectations4–NotAchievingExpectationsThereviewershouldaddcommentstoeachsection.

ServiceCriteria RankingCommunication:

• OpenandtransparentcommunicationexistsbetweentheNetworkBanker,theNetworkandNetworkCoordinator.

MaintainingRecords:• Up-to-daterecordshavebeenmaintainedand

theNetworkhasbeeninformedofandhasaccesstothefinancialrecords.

OrganizationalCapacity:• Individualhasbeenidentifiedtosignthebanker

AccountabilityStatementprovidedbytheFASD-CMC.

• IdentifiedindividualhasattendedquarterlySupportsandServicesTeammeetings.

• IdentifiedindividualhasassistedtheNetworkinfiscalplanning.

• Identifiedindividualhasdraftedandreviewedfinancialreports.

BankerRole:• Identifiedprocesshasbeenfollowedinthe

receiving,holdinganddisbursementoftheNetworkGrantFunding.

• IdentifiedprocessfortheacceptanceandproductionofchequerequisitionsthroughtheNetworkCoordinatorhasbeenfollowed.

• 6monthExpenditures-To-DateScheduleBcompletednolaterthanOctober30th.

• AuditedFinancialStatementforFASDCMCfundingcompletednolaterthanJune30th.

• FinancialStatementforSocietycompletednolaterthanJune30th.

AdditionalComments:

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FinancialNetworkOperationalExpensesPolicy:Networkoperationalexpenseswilltotalamaximumoftwenty(20)percentofthetotalNetworkincomeinanygivenyear.Procedures:

1. OperationalexpensesaredefinedasthecostsofadministeringtheFASDServiceNetworkProgram.

2. Operationalexpensesmayinclude,butarenotlimitedto,facilitycosts,officeexpenditures,insurance,bankerfee,auditfee,andvehiclecosts.

3. Salaryandbenefitsforoperationalcontractedpositions,suchastheNetworkCoordinator,arenotincludedinthe

Networkoperationalexpensesastheyareconsiderednecessaryforprogramdelivery.

4. TheNetworkwillabidebyfunder’spoliciesandproceduresregardingcapitalexpenditures.Forexample,FASDCMCfundinghasalimitof$5,000inagivenyearforcapitalexpenditures.

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FinancialInsurancePolicy:TheLeadershipTeamshallensurethattheNetworkandfundedagenciescarryadequateinsurance.Procedures:

1. TheNetworkwillhavethefollowinginsurancecoverage:• GeneralLiabilityInsurance• BoardLiabilityInsurance• ErrorsandOmissionInsurance

2. TheNetworkCoordinatorwillensurethatfundedserviceprovidershaveadequateinsurancecoverage(property,

generalliability,professionalliability,andautomotive),andareabletoprovideproofofinsurancewhenrequested.

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FinancialBudgetedandUnbudgetedExpendituresPolicy:TheNetworkshallensureauthorityforapprovalofbudgetedandunbudgetedexpendituresthatariseduringtheyear.Procedure:

1. TheNetworkwillmanagefundsaccordingtoitsapprovedbudget.

2. AnyproposedexpendituresmustbeapprovedbytheLeadershipTeam.

3. TheNetworkCoordinatorandLeadershipTeamCo-Chairshaveauthoritytoapproveunbudgetedexpendituresunder$500.

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ContractsGeneralContractualAgreementsPolicy:TheLeadershipTeammaycontractconsultantstoassistintheimplementationofNetworkoperationalpriorities.Procedures:

1. TheNetworkshallusecontractualagreementsforcontractingsmallerscope,short-termprojects,atthediscretionoftheLeadershipTeam.

2. TheNetworkCoordinatorshallmanagegeneralcontractualagreements,exceptfortheLetterofAgreement

betweentheNetworkandtheNetworkCoordinator,whichshallbemanagedbytheLeadershipTeamCo-Chair(s)ortheirdesignante.

3. TheLeadershipTeamwillhavewrittendocumentationregardingtheneedforandtherecruitmentprocessfor

eachcontractualpositions.

4. TheNetworkwillhaveproofoffundingforthecontractualposition,priortosigninganycontract.

5. AwrittenLetterofAgreementwithapositiontitle,description,termsofagreement,includingexpecteddeliverablesandoutcomes,accountabilitymechanism,andfinancial/othercompensationassociatedwiththepositionwillbesignedbythecontractorandNetworkCoordinatorand/orLeadershipTeamCo-Chair(s).

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ContractsFASDServiceDeliveryContractualAgreementsPolicy:TheNetworkshallhaveadefinedformatandprocessforenteringintoagreementswithFASDservicedeliverycontractors,includingtheNetworkCoordinator,thatclearlyoutlinestheterms,conditionsandexpectationsoftheNetworkforthecontractor.Procedures:

1. ForfundingreceivedthroughtheFASDCMC,theNetworkwillfollowtheFASDServiceNetworkProgramOperatingGrantPolicies(November2017)andutilizetheidentifiedLetterofAgreementandScheduleBformattoenterintocontractualagreementswithFASDserviceproviders.

2. Forfundingreceivedthroughotherfunders,theNetworkwilleitherusetemplatesprovidedbysuchfunders,or

utilizethoseusedprovidedbytheFASDCMC.

3. TheNetworkCoordinatorisresponsibleforthecontractmanagementofallLettersofAgreementandappendicesforFASDcontractualagreements.ThisdoesnotapplytotheNetworkCoordinatorLetterofAgreement,whichistheresponsibilityoftheLeadershipTeamCo-Chair(s).

4. Contractmanagementisdefinedtoincludecoordinationofthenegotiation,developmentandsigningofthe

LettersofAgreementandassociatedfinancialschedules.

5. ContractmanagementshallfurtherincludetimelymonitoringandreportingtotheLeaderhipTeamandExecutiveBoardoncontractorcompliancewiththeLetterofAgreement.

6. ContractsshallbemanagedinamatterconsistentwiththeFASDServiceNetworkProgramOperatingGrant

Policies(November2017)andwithotherfundingsourcesasoutlinedintheirpolicies.

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ContractsSampleLetterofAgreementwithNetworkBanker

ThisBankerAgreementiseffectiveApril1,20XXBETWEEN: ContractedAgencyAND: EdmontonandareaFetalAlcoholNetworkSociety,locatedat: 11823139Street,EdmontonAB,T5L2B8TheEdmontonandareaFetalAlcoholNetworkSocietyinordertoproperlyconductitsbusinessemploysXXX,whomhasthecapacityandcompetencytoreceive,holdanddisburseNetworkfundsasdirectedbytheNetworkfortheperiodofApril1,20XXtoMarch31,20XX.

1. SERVICESTOBEPROVIDEDDuringthelengthofthecontracttheBankershall:• ReleaseNetworkServiceNetworkProgramfundsaccordingtofundingdecisionsandtimelinesestablishedby

theNetworkandcommunicatedthroughtheNetworkCoordinator.• Receive,holdanddisburseothersourcesoffundingtheNetworkmayobtain.• ComplywithfinancialreportingrequirementsestablishedbytheFASD-CMC,AlbertaCorporateRegistryand

theNetwork.Ø FinancialexpenditurereportApril1–September3,20XXintheformofaScheduleB.Ø Yearendauditedfinancialstatement(providednolaterthanJune15,20XX).Ø FinancialStatementthatmeetsrequirementoftheAlbertaCorporateRegistry(providednolater

thanJune15,20XX).• Maintainup-to-daterecordsthatareaccessibletotheFASD-CMC,NetworkandNetworkCoordinator.• CompletethebiannualServiceQualityandComplianceReviewwiththeNetworkCoordinator.

2. PAYMENTSTOBANKERTheNetworkagreestopaytheNetworkBankertheamountof$XXXforservicesrenderedduringthetermofthisagreement.Anyfeesforservicesprovided,suchasfinancialauditandfinancialstatement,willbepaidfromtheNetworkBankeramountprovidedtotheContractedAgencyforthespecifiedservices.PaymentwillbesentuponreceiptoftheFASDServiceNetworkfunds.3. RECORDKEEPINGTheBankershallkeepallfinancialrecordsinamannerconsistentwithgenerallyacceptedaccountingprinciples.Documentationtosupporteachactionshallbefiledinamannerallowingittobereadilylocated.

4. TERMANDTERMINATION• ThetermofthisAgreementshallcommenceonthedateindicatedaboveandshallterminateupon

completionoftheyear-endauditedfinancialstatement(BankerAgreementsmustbecompletedonayearlybasis).

• EitherpartymayterminatethisAgreementonthirtydayswrittennoticetotheotherparty.

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• Intheeventoftermination,theBankerwillfurnishawrittenreportdescribingthestatusofallworkunderthiscontract,completeayeartodatefinancialreportandreturnallheldNetworkfundswithinthirtydaysofcontracttermination.

Acopyofthisagreementwillbeprovidedforyourfiles.FORNETWORKBANKERDate: AgencyName: By: NetworkBankerRepresentative(printnameandprovidesignature)FORTHEEDMONTONandareaFETALALCOHOLNETWORKDate: By: Position:NetworkCoordinator

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ContractsSampleLetterofAgreementwithContractedServiceProvider

ToContractedServiceProvider,YourapplicationforfundingundertheEdmontonandareaFetalAlcoholNetworkSociety’sServiceDeliveryProgramhasbeenapproved.Specificgrantallocationsandexpectedoutcomesarelistedbelowintheidentifiedstrategyboxes.ThefiscalyearwillrunfromApril1,20XX–March31,20XX.AllworkforthisprojectmustbecompletedbyMarch31,20XX.Theagencyagreesto:

1. WorkcollaborativelywiththeNetworkthroughoutthelifeoftheprojecttoprovidethedeliverablesasoutlinedinthenetworkproposal.

2. ExpendfundsaccordingtotheapprovedGrantApplicationandapprovedScheduleB.3. Maintainadequatefinancialrecordsinaccordancetogenerallyacceptedaccountingprinciplesandhavethem

availableforthedurationofthisAgreementandforaperiodofsixyearsaftertheterminationorexpiryofthisAgreement.

4. DeliverquarterlyreportstotheNetwork(narrative,ORS,andPenelope):ORSandPenelopeareduethefirstFridayaftertheendofeachquarter,narrativereportsduethesecondFridayaftertheendofeachquarter.

• Quarter1:April1–June30,20XX• Quarter2:July1-September30,20XX• Quarter3:October1–December31,20XX• Quarter4:January1-March31,20XX5. Deliver‘Statement1–Income,ExpendituresandTransfers’,6-monthScheduleB(fortheperiodofApril1,20XX–

September30,20XX),totheNetworkCoordinatornolaterthanOctober15,20XX.Paymentofinstallmentsisdependentonpreviousfundallocationsbeingspent.

6. Deliverayear-endunauditedScheduleB(April30,20XX)andauditedfinancialstatement(June30,20XX)totheNetworkCoordinator.

7. CompletewiththeNetworkCoordinatorthe‘ServiceQualityandComplianceReview’documentpriortoNovember20XX.

8. AspartofthefundingagreementallstafffundedthroughtheFASDServiceNetworkProgramfundingmustcompletetheGender-BasedAnalysisPlustrainingonlineandprovidecopiesofcertificatesofcompletiontotheNetworkCoordinator.

9. Aspartofthefundingagreementthecontractedagency/programmustcompletethePrinciplesofBestPractice:Self-AssessmentSurvey,identifyingstrengths,weaknesses,opportunitiesandthreatsinalignmentwiththeNetworkidentifiedcoredocumentslistedintheOperationalPoliciesandProcedures.

10. ImmediatelynotifytheNetworkCoordinatorofanyaccident,incident,and/ormatterthatposesapotentialriskand/orrisktoanyclientreceivingservices,includingallandanysignificantrisk,includingthedeathofanyclientreceivingservices.

11. Ifthisagreementisterminated,theagencyagreestosubmitreportingcompileduptothedateoftermination,includingdata,narrativeandauditedfinancialstatementwithin30daysoftheterminationdate.

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12. Maintainactivemembership(refertotheEdmontonandareaFetalAlcoholNetworkSocietybylaws),withtheNetwork.

13. Attendaminimumof75%ofNetworkandSupportsandServicesTeammeetings.

TheEdmontonandareaFetalAlcoholNetworkSocietyagreesto:

1. Providefundinginaone-timegranttotheContractedAgency.ThegrantwillbedispersedbytheNetworkBankeruponreceiptofthefundsfromtheAlbertaFASDServiceNetworkProgram.ThefundingwillcoverthefiscalperiodofApril1,20XXtoMarch31,20XX.Grantfundingwillbedispersedonaquarterlyorbi-annualbasis.

2. Workcollaborativelywiththeagency.3. Makeavailabletotheagency,theNetwork’sannualreportandanyannualNetworkinformation.

AnyunusedportionoffundingwillnotbeusedwithoutpriorwrittenagreementfromtheEdmontonandareaFetalAlcoholNetworkSociety.TheNetworkmayrequireunspentfundstobereturned.Anybreachesofthetermsandconditionsoffundingassetoutinthisagreementoruseoffundsforpurposesnotapproved,wouldrequirerepaymentofthefundstotheNetworkinwholeorinpart.Furthermore,theagencywillindemnifyandholdharmlesstheNetworkfromanyandallthird-partyclaims,demands,oractionsforwhichtheagencyislegallyresponsible.Acopyofthisagreementwillbeprovidedforyourfiles.

Action#:ProgramName

FASD-CMCGrant:

Servicecategory:Level1Prevention(Awareness) Servicecategory:Level2Prevention

(SafeConversation)

FromHumanServices

X Servicecategory:Level3and4Prevention(e.g.PCAP)

Servicecategory:Assessment/Diagnosis

FromHealth Servicecategory:SupportsforIndividualsandCaregivers

Servicecategory:OrganizationalLearning

BusinessPriorityandRationale

NetworkActionDescription

AlignmentwithFASD-CMC’sS&OPlan

KeyActivities,implementationtimeframesandalignmentwithOperatingGrantPolicies(OGP)

Evaluation

ServiceDeliveryPartners

Numberofclientstobeserved

Baseline:

Target:

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BudgetAllocation

FORTHEFUNDEDAGENCYDate: AgencyName: By: ExecutiveDirector/AgencyLiaison(printnameandprovidesignature)FORTHEEDMONTONandareaFETALALCOHOLNETWORKSOCIETYDate: By: Position:NetworkCoordinator

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ContractsSampleLetterofAgreementwithNetworkCoordinatorThisAgreementismadeBETWEEN: ContractorAND: EdmontonandareaFetalAlcoholNetworkSociety,locatedat: 11823139Street,EdmontonAB,T5L2B8WhereastheNetworkdesirestoretaintheservicesoftheContractorandtheContractorwishestoprovidecertainservicestotheNetworkwhicharedescribedinthisAgreement;Therefore,inconsiderationofthemutualcovenantsandagreementshereinandothergoodandvaluableconsideration,thesufficiencyofwhichherebyacknowledged,theNetworkandtheContractor(collectivelythe“Parties”)agreeasfollows:

1. Thisagreementshallcommenceonthe1dayofApril20XX,andshallconcludeonthe31dayofMarch20XX(“Term”)subjecttoterminationprovisionshereinandanyextensionoramendmenttotheTermasmutuallyagreedinwritingbytheParties.

2. KeyprogramcoordinatoraccountabilitiesoftheNetworkCoordinatorpositioninclude,butarenotlimitedto:• OverseetheplanningandcoordinationoftheNetwork.• FacilitatethemeetingsoftheNetwork,includingtheAnnualGeneralMeeting.• LiaisewiththeAlbertaCMC,theFASDSNP,andotherfundersonbehalfoftheNetwork.• LiaisewithcontractedagenciesandtheNetworkBankeronbehalfoftheNetwork.• BetheNetwork’sprimarycontactfortheFASDCMC,themedia,Networkmembers,stakeholders,and




3. KeycontractmanagementaccountabilitiesoftheNetworkCoordinatorinclude,butarenotlimitedto:



Agreementsandbydirectlyenforcingagreementprovision.Thisincludes:

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ü IdentifyandcommunicatecomplianceissuestotheNetworkCo-ChairsandExecutiveBoard.ü AsneededandwhendirectedbytheExecutiveBoard,initiatelegalorotheractiontoensure


AgreementsthroughconsistentreportingtotheLeadershipTeam.• Maintainup-to-daterecordsthatareaccessibletotheLeadershipTeam,theFASDCMC,andFASDSNP.• Completeanddocumentwithfundedserviceprovidersthe‘ServiceQualityReviewandCompliance’

interviewsbiannually.

4. Alldata,material,documentation,andworkproductandinformationassembledand/orpreparedbytheContractorfortheNetworkpursuanttothisAgreementareinstrumentsofservicesforusebytheNetworksolely,andshallbelongexclusivelytotheNetwork.RelatingtothisAgreement

5. TheContractormayreceive,inthecourseofprovidingtheservicesanddevelopingtheworkproduct,information

whichisconfidentialorwhichconstitutestradesecretswithrespecttotheoperationandbusinessoftheNetwork,orconfidentialinformationpertainingtoclientsoffundedserviceproviders.SuchinformationshallbetreatedinstrictconfidenceandwiththecareandsecurityrequiredtoensurethatitisnotdisclosedormadeknowntoanypersonexceptinaccordancewiththisAgreement,unlessspecificallyauthorizedbytheNetworktodosoinwriting.

6. TheContractorshalladheretoallapplicableprivacylegislation

7. TheNetworkandContractoracknowledgeandagreethattheContractorisandshallbeanindependent

contractor.

8. TheContractorshallnotassignorsubcontractanyofitsobligationunderthisAgreementwithouttheadvanceconsentoftheNetwork.Anyunauthorizedassignmentshallbevoid.

9. TheContractoragreesthatintheeventtheContractorbecomesawareofanymatterthatcausesorislikelyto

causeaconflictofinterestinrelationtotheContractor’sperformanceunderthisagreement,theContractorshallimmediatelydisclosesuchmattertotheNetworkdesignateasindicatedinthisagreement.

10. NoamendmenttothisAgreementshallbevalidunlessitismadeinwriting,signbytheauthorizedrepresentative

oftheParties.

11. IntheeventthatadisputeariseswithrespecttothisAgreement,eitherPartymaynotifytheotherPartyofarequestfordisputeresolution.Thenotificationshallsetoutthematterindisputeandproposeanactionplanforresolvingthematter.

12. ThisAgreementconstitutestheentireagreementbetweentheParties,andsupersedesanypreviouscontracts,

understandings,oragreementsoftheParties,whetherverbalorwritten,concerningthesubjectmatterofthisAgreement.

13. Thisagreementmaybeterminated:

• WithoutcauseorreasonupontheContractorgivingtheNetworkthirty(30)dayswrittennoticeoftheintenttoterminate.TheContractoragreesthatuponterminationbyeitherparty,theContractorshallpromptlyreturntheNetworkdocumentsandallmaterialsofanykindusedintheprovisionoftheservicesordevelopmentofintellectualproperty.

• WithcauseorreasonfromtheNetworkintheeventofanoccurrenceofanyofthefollowing:ContractorhasbreachedatermoftheAgreement,theContractorhasbeennegligentandactedinappropriatelyinamaterialfashionand/orhasfailedtoperformitsobligationsunderthisAgreement,intheeventofanymaterialchangetotheNetwork’sfundedprogram,ortheNetworkhasbecomebankrupt.

• AtanytimebymutualagreementoftheParties.

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14. Upontermination,theNetworkshallonlybeliabletopaytheContractorforservicesprovideduptoandincludingthedateoftermination.

15. TerminationshallbedeemedafinalresortfollowingopencommunicationandconsultationbetweentheParties.

16. TheContractorshallindemnifyandholdharmlesstheNetworkfromandagainstallclaims,losses,demands,

actions,payments,suits,recoveries,judgements,orsettlementsofanykindbroughtagainstorrecoveredfromtheNetworkinamannerdirectlyorindirectlycaused,occasioned,orcontributedinawholeorinapart,byreasonofanyact,omission,ornegligence,whetheractiveorpassiveoftheContractor.TheContractorherebyagreestoindemnifyandholdharmlesstheNetworkanditsdirectors,officers,andvolunteersagainstanyandallsuchclaims.

17. TheNetworkdesignatestheLeadershipTeamCo-Chair(s)astherepresentativeforadministerthisagreement.

18. Thisisafixed-fee,all-inclusivecontract.Paymentforallservicesunderthisagreementshallbeinthefixedsumof

$XXXX+GST5%.Paymentwillbemadeonamonthlyschedule,the15thofeachmonthinequalinstallments.Allexpenses,benefits,andapplicabletaxesanddeductionswillbetheresponsibilityoftheContractor.

FORTHECONTRACTORDate: PrintName: Signature: FORTHEEDMONTONandareaFETALALCOHOLNETWORKSOCIETYDate: PrintName: Signature: LeadershipTeamCo-Chair(ordesignate)

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CommunicationsMediaPolicy:TheNetworkwillensureallinformationprovidedtothemediaalignswiththeNetworkmission,visionandgoalsandrespectstheprivacyofthecontractorsandindividuals.Procedures:

1. Responsibilityformediarelations:theresponsibilityforformalmediarelationsrestswiththeLeaderhipteamCo-Chairsordesignate.TheChair(s)maydesignateanotherLeaderhipteammemberortheNetworkCoordinatorforcontactwiththemedia.

2. Informalpublicrelations:AllrepresentativesoftheNetworkplayanimportantroleintheinformalday-to-day

publicrelationsoftheNetwork.ItisrequiredthatallrepresentativespromoteapositiveandenhancingimageoftheNetworkandtheindivdiualsitserves.

3. ConfidentialityofNetworkrepresentatives:Inallaspectsofrelationswiththemedia,theconfidentialrelationship

ofallpersonsconnectedwiththeNetorkshallbefullyobserved.RepresentativesoftheNetworkmayagreetoreleaseinformationregardingtheirinvolvementwiththeNetwork.IfprovidedbyanothermemberoftheNetwork,therepresentativemustgivewrittenpermissiontoreleasetheinformationandspecifythetypeandpurposethattheinformationwillbeusedfor.

4. Confidentialityofindividuals:Inallaspectsofrelationswiththemedia,theNetworkmustrespecttheprivacyand

dignityofindividualsbeingservedbytheNetwork.Priortoanyinformationbeinggiventothemedia,writtenpermissionmustbeobtainedfromtheindividual,specifyingthetypeandpurposetheinformationwillbeusedfor.

5. Requestforinformation:Ingeneral,requestsforinformationabouttheNetworkanditsservicesshouldbe

directedtotheNetworkCoordinator.Writtenoraudio-visualmaterialapprovedbytheLeadershipTeammaybedistributedasrequested.

6. Interviewsandpresentations:RequestsforinterviewsandpresentationsshallbereferredtotheNetwork

CoordinatororLeadershipTeamCo-Chair(s)todecideontheappropriatepersontoprovidetheintervieworpresentation.

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CommunicationsConfidentialityPolicy:Allinternalandexternalpromotionandcommunicationshallensuretheconfidentialityofthoseinvolved,unlessthereleaseofprivateinformationisdeemednecessaryoradvantageous.Theinformationistobeonlyprovided,pendingthereleaseofinformationbytheindividual.Procedures:

1. Consentforreleaseofphotographs:Theuseofpicturesofindividualsforpromotionsandcommunicationshallonlybedonependingthewrittenconsentoftheindividualforthephototobeused.Consentsmustbespecifictothephotographstobeusedandthepurposeofthepicture.

2. Useofphotographs:PhotographswillonlybeusedtoportraytheNetwork,andindividualsinapositivelight,

respectfulofboth.

3. Consentforreleaseofinformation:Informationwillonlybereleasedonthewrittenconsentfromtheindividualsandorganizations.Allconsentswillbespecific,timelimitedandhousedwiththeNetworkofficialfiles.

Documents

Operational Policies and Procedures… · · 2018-01-03• Service Quality and Compliance Review ... The Leadership Team will undertake a comprehensive review of all operational