Statement of Commitment
“In establishing policy for and on behalf of Volunteer Campbell River’s members, (we) the board recognizes and acknowledges that we are the custodians in trust of the assets of the society/association. The members recognize the need for competent and committed elected board members to serve their organization and have put their trust in each other to this end. The members agree to use their utmost effort, dedication and support to ensure the safe keeping of the organizations assets both human and fiscal.”
“Therefore, as board and staff members/directors of Volunteer Campbell River the board and staff acknowledge and commit that they will observe a high standard of ethics and conduct and use their best efforts, skills and resources in the interest of Volunteer Campbell River and its members. They will perform all duties as staff/board members/directors in such a manner that members’ confidence and trust in the integrity, objectivity and impartiality of Volunteer Campbell River are conserved and enhanced. To do otherwise would be a breach of the trust which the membership has bestowed upon us.”
General
1. We will always hold the betterment of the membership of the organization as our priority, during all participation, discussions and voting matters.
2. We recognize that we are obligated to act in a manner which will hold up to the closest public scrutiny.
3. It is each of our responsibility, as the board of directors, and staff, to suggest any way that may improve the organization’s policies, standards, practices or ethics.
4. We will not abuse our position as a director, staff or board member by suggesting to any employee that we are entitled to or expect any special treatment beyond that which is established through our policies.
5. Each board and staff member will declare any conflict of interest, be it real, potential, or apparent, which is not immediately obvious with regard to any matter being discussed during a meeting. If the board decides at any time during a meeting that a board or staff member has a conflict, the board or staff member with the alleged conflict will accept the board’s request and refrain from participating in the discussion and will leave the meeting for the duration of the discussion. We understand that the board’s decision will be recorded in the minutes, either with or without the reasons for the decision being also recorded.
6. Each board member will respect staff and volunteers. Each staff member will respect board members, other staff, and volunteers.
Each board and staff member acknowledges and understands that the following activities are considered by the organization to be conflicts of interest, and that conflicts of interest are not limited to the following situations:
a) where a director or staff member makes a decision or does an act motivated by other additional considerations than ‘the best interests of the organization”;
b) where a director personally contracts with the organization or where he or she is a director of other organizations which are contracting with this organization;
c) where a director or staff member learns of an opportunity for profit which may be valuable to him or her personally or to another organization of which he or she is a member, or to other persons known to the director;
d) where a director or staff member in any circumstance as related to the organization, puts his or her personal interests ahead of the best interests of the organization.
Information
1. No board or staff member will knowingly take advantage of or benefit from information that is obtained in the course of their official duties and responsibilities as a board or staff member, and that is not generally available to membership.
2. Each board and staff member will be alert to information which the organization can use to develop improved policies and strategies.
3. Each board or staff member will protect the organizations information closely, will abide by any privacy policy and will not release or share confidential information without the permission, preferably in writing, of the person who provided it.
4. Each board and staff member will maintain confidentiality of all information which the board deems ought to be kept confidential.
Resources
1. Each board and staff member will be mindful of resources which are in their trust on behalf of the organization, and will help establish policies which ensure the maximization of secure and protected resources.
2. Board and staff members expect to be reimbursed for legitimate expenses incurred for the sake of the organization, as approved by policy. Each board and staff member will keep all such expenses reasonable and justifiable and will discuss expenses which may be in question with the organization’s president and/or Executive Director. A VCR reimbursement form will be used for such expenses.
Gifts and Hospitality
1. Each board and staff member acknowledges that should business associates or others offer them gifts, favours, or benefits on a personal basis because of the business the organization does with them, that such offers may be an effort to secure advantage, and will reject such offers on the basis that it is against the organization’s policy to accept gifts from business contacts.
Representing the Organization
1. As part of the duties of a board member and some staff, each (board member) person will represent the organization informally and formally to other associations, societies, government officials, and business representatives, if approved to do so by policy.
2. Each board and staff member recognizes and acknowledges that it is important to represent the organization in such a way as to leave others with a positive impression of the organization. Each board and staff member will preserve and enhance the good reputation of the organization and will avoid behaviour which might damage its image.
Interpretation
1. The President of the organization shall ensure that the practice of this policy will be fair, just, and equitable in all situations of interpretation and application.
Enforcement
1. The President is ultimately responsible for immediate interpretation, application and enforcement of the board and staff members’ Code of Ethics policy. All complaints concerning a possible code of ethics violation shall be made in writing to or by the President in regards to board members and to the Executive Director in regards to staff, with a copy provided to the complainant.
2. The President or Executive Director shall make an initial determination of the issue and shall attempt initial resolution of the problem with the complainer and the complainant.If this initial attempt at resolution is not successful, the President shall appoint a tribunal composed of three board members to investigate the complaint. The tribunal is required to investigate as required and submit a written report to the president within 30 days. The President will render his/her decision within ten days of receiving the tribunal’s report.
3. The President’s decision may be appealed in writing to the board of directors for consideration at the board’s next regular meeting at the organization’s next regular scheduled meeting for a final decision. The final decision shall be delivered in writing to the complainer and complainant.
Delegation and Penalties
Should the President be the subject of a written complaint, the vice president shall perform the duties normally assigned to the president in this matter. Should the Executive Director be the subject of a written complaint, the president shall perform the duties.
Approved: November 19, 2014
