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Policies

+ BOARD-001: CME Cancellation Refund Policy

Policy Title: CME Cancellation Refund Policy
Policy #: BOARD-001
Effective Date: March 13, 2016
Authorized: Board of Directors
To be reviewed: 2017

Rationale:

The Newfoundland and Labrador College of Family Physician’s (NLCFP) attempt to offer CME to its members at a reasonable cost and with a financially sustainable model of delivery.

As such, refund of participants’ registration at or near the delivery date of the CME may result in significant financial loss for the NLCFP.

The CME cancellation/refund policy attempts to clearly outline a fair, clear process to address refunds of CME registration.

Process:

  • CME cancelled by the NLCFP will result in 100% refund of registration fees to all participants.
  • Any participant who notifies the NLCFP that they are unable to attend a CME event at least 14 days before the start time of that event will receive 50% refund of their registration fees.
  • A participant who notifies the NLCFP that they are unable to attend a CME event within 14 days of the start time of that event are not be eligible to receive a refund of their registration fees. No exceptions.
  • All participants will be asked to acknowledge the CME Cancellation Refund Policy at time of registration to a CME event.

+ BOARD-002: NL CFPC Vision, Mission, and Values

Policy Title: NL CFPC Vision, Mission, and Values
Policy #: BOARD-002
Effective Date: March 18, 2018
Authorized: Board of Directors
To be reviewed: 2020

Vision:

Healthy People.  Thriving Communities.  Inspired Family Physicians.

Mission:

Enable family physicians through advocacy, leadership, research, and education to engage their patients and communities to improve the health of all people in Newfoundland and Labrador

Values & Goals:

  • Patient-Centered Care
  • Social Accountability
  • Collaboration
  • Physician Wellness
  • Commitment to Excellence
  • Engaged Communities
  • Comprehensive Family Medicine

+ BOARD-003: Operational Reserve Policy

Policy Title: Operational Reserve Policy
Policy #: BOARD-003
Effective Date: March 13, 2016
Authorized: Board of Directors
To be reviewed: 2017

Purpose:
The Newfoundland and Labrador College of Family Physicians (NLCFP) is committed to responsible financial management. The purpose of the Operating Reserves Policy is to ensure the stability of the mission, programs, employment, and ongoing operations of the organization. The Operating Reserve is intended to provide an internal source of funds for situations such as a sudden increase in expenses, one-time unbudgeted expenses, unanticipated loss in funding, or uninsured loss.

Policy:

  • The NLCFP Operating Reserve Policy is equal set at amount which is approximately 12 months of average operating costs. The calculation of operating costs includes all recurring, predictable expenses such as salaries and benefits, occupancy, office, travel, program and ongoing professional services.
  • The amount of the Operating Reserve Fund will be reviewed annually following approval of the annual budget. It will be reported to the Board of Directors and included in the regular financial reports.

Procedures:

Recording of the Reserve Fund-
The Operating Reserve Fund will be recorded in the financial records as Board-Designated Operating Reserve. The Fund will be funded and available in cash and investment funds. Operating Reserves will be maintained in a segregated account.

Use of Reserves-
Use of the Operating Reserves requires the following:

  1. The Board of Directors and administration staff will identify the need for access to reserve funds and confirm that the issue is consistent with the purpose of the reserves as described in this Policy.
  2. An analysis of the reason for the shortfall, the availability of any other sources of funds before using reserves, and evaluation of the time period that funds will be required and replenished will be prepared.
  3. The Board of Directors will report the use of reserves to membership at the next NLCFP AGM. The report will include the analysis and determination of the use of funds and plans for replenishment. The goal is to replenish the funds used within twelve months to restore the Operating Reserve Fund to the target.

Reporting-
The Board of Directors is responsible for ensuring that the Operating Reserve Fund is maintained and used only as described in this Policy. If approved for use, the Treasurer will ensure an accurate account of the fund’s use and plan for replenishment. Regular reports will be provided to Board of Directors until such time as the fund is fully replenished.

+ BOARD-004: Signing Authority Policy

Policy Title: Signing Authority Policy
Policy #: BOARD-004
Effective Date: March 15, 2016
Authorized: Board of Directors
To be reviewed: 2017

Purpose:
The NLCFP is committed to responsible financial management. This policy will outline signing authorities required for all situations that result in a commitment being made on behalf of the Newfoundland and Labrador College of Family Physicians.

Policy:
The following shall have signing authority for the Newfoundland and Labrador College of Family Physicians:

  • Administrator
  • Honorary Treasurer
  • One other Director to be determined by the active Board of Directors

ALL CHEQUES written on the NL CFPC account require TWO signatures. No exception.

+ BOARD-005: Board Roles, Responsibilities & Accountabilities

Policy Title: Board Roles, Responsibilities & Accountabilities
Policy #: BOARD-005
Effective Date: September 2016
Authorized: Board of Directors
To be reviewed: 2017

Purpose:
The Board policy on Board Roles, Responsibilities and Accountabilities is intended to provide clarity and a shared understanding of the governance role of the NL CFPC Board.

Policy:

The Board is responsible for the overall governance of the affairs of the NL CFPC within the framework of its By-laws.

The Board is the steward of the NL CFPC and is responsible for:

  • Providing strategic leadership and direction to the work of the NL CFPC,
  • Establishing policies that provide guidance to those responsible for managing the affairs of the 
NL CFPC,
  • Maintaining strong connections and positive, engaged relationships with members,
  • Making decisions appropriate to advance the goals of the NL CFPC,
  • Ensuring effective oversight of the management, activities, financial health and performance of 
the NL CFPC,
  • Ensuring real and potential governance and fiduciary risks are identified and managed 
effectively,
  • Ensuring the NL CFPC is an influential advocate for family practice in Newfoundland and Labrador,
  • Ensuring that the NL CFPC maintains positive and engaged relationships with key stakeholders,
  • Maintaining the excellent reputation of the NL CFPC, and
  • Ensuring excellence in leadership and governance.

Responsibility of :

All Board Members

  • Must participate in all Board Meetings when possible. It is the responsibility of all Board Members to all meetings.
  • Must participate on at least one NL CFPC Committee or Working Group

MUN Medical Student Rep/ MUN Family Medicine Resident Rep

  • These representatives must be chosen by a nomination process approved by the NL CFPC and then elected by their peers,
  • The representative must maintain strong connections with the NL CFPC Board by participating in all meetings. Representatives unable to attend should communicate their regret to the NL CFPC administrator and provide a written update.
  • Representatives must report back to their groups regarding the decisions and initiatives of the NL CFPC Board on a regular basis,
  • Representatives must help engage their groups with the NL CFPC Chapter, and raise any pertinent concerns or requests as appropriate

+ BOARD-006: President Roles, Responsibilities & Accountabilities

Policy Title: President Roles, Responsibilities & Accountabilities
Policy #: BOARD-006
Effective Date: September 2016
Authorized: Board of Directors
To be reviewed: 2017

Purpose:
The policy on the role of the Board President is intended to ensure there is clarity on the responsibilities of the President, and that members of the Board and other key stakeholders have a common understanding of the President’s duties, responsibilities and accountabilities.

Policy:

  • The President is the leader of the Board and the official designated spokesperson for NL CFPC.
  • The principal role of the President is to steward and manage the affairs of the Board.
  • The President works in close collaboration with the President Elect and Past President to further the operations of the NL CFPC.
  • The President contributes to effective governance by ensuring that Directors fulfill their duties and responsibilities as defined in the By-laws and in Board policy.
  • The President is accountable to the Members of NL CFPC and reports at each annual meeting of the Members.
  • The President performs such other duties as the Board determines from time to time.

Procedure:

The President is responsible for:

  • Ensuring the integrity and effectiveness the Board’s governance functions and processes in a manner that meets its obligations and responsibilities,
  • Setting agendas for and calling meetings of the Board,
  • Presiding at meetings of the Board, Executive Committee, and NL CFPC Members,
  • Collaborating with and acting as a sounding board for the Executive Committee and administrator, including coordination of 
activities and plans and exchange of timely, pertinent information with respect to NL CFPC 
operations,
  • Representing the Board in initiatives with CFPC,
  • Representing the Board within the organization and with stakeholders,
  • Maintaining effective relationships with Board members, management and stakeholders,
  • Signing legally binding agreements and documents on behalf of NL CFPC, and
  • Acting as an ex-officio member of all standing and special committees of the Board. 
The Board and/or Executive Committee may delegate any of the President’s responsibilities to the President- Elect or Past President.

+ BOARD-007: Past President Roles, Responsibilities & Accountabilities

Policy Title: Past President Roles, Responsibilities & Accountabilities
Policy #: BOARD-007
Effective Date: September 2016
Authorized: Board of Directors
To be reviewed: 2017

Purpose:
The policy on the role of the Board Past President is intended to ensure there is clarity on the responsibilities of the Past President, and members of the Board and other key stakeholders have a common understanding of the Past President’s duties, responsibilities and accountabilities

Policy:

The Past President is responsible for providing assistance to the President and Board of Directors as requested including assisting in the transition and orientation of the incoming Board. May assume roles of President in time of unforeseen absence.

The Past President serves as a member of the Executive Committee, may chair a Committee of the Board, or a board meeting in the absence of the president or president elect, and performs other such duties as may be assigned by the Board.

Procedure:

The Past President shall:

  • Act as a member of the Executive Committee.
  • Ensure that the policies of the NL CFPC are respected.
  • Assist in the orientation and transition of new Board Directors.
  • Attend NL CFPC functions and events when possible.
  • Perform such other duties as may from time to time be determined by the Board.
  • Chair – ASA Planning Committee / Nomination Committee / Awards Committee

+ BOARD-008: President-Elect Roles, Responsibilities & Accountabilities

Policy Title: President-Elect Roles, Responsibilities & Accountabilities
Policy #: BOARD-008
Effective Date: September 2016
Authorized: Board of Directors
To be reviewed: 2017

Purpose:
The policy on the role of the President-Elect is intended to ensure there is clarity on the responsibilities of the President-Elect, and that members of the Board and other key stakeholders have a common understanding of the President-Elect’s duties, responsibilities and accountabilities.

Policy:

  • The principal role of the President-Elect is to carry out such leadership duties relating to the effective functioning and governance of the Board as may be requested by the President.
  • The President-Elect may act on behalf of the President in the event of his/her absence, disability or inability to perform their duties.
  • The President-Elect shall be a Family Physician.
  • The President-Elect is a designated spokesperson for the NL CFPC.
  • The President-Elect is accountable to the Board.
  • The President-Elect performs such other duties as the Board and/or Executive Committee determines from time to time.
  • Unless otherwise determined by the Board, the President-Elect succeeds to the office of the President at the expiration of the incumbent President’s term.

Procedure:

The President-Elect is responsible for:

  • Performing the duties of the President in the event of the President’s absence including acting as the key point of contact,
  • Fulfilling any responsibilities of the President or Past-President as assigned by the Board,
  • Chairing any Board committees, task forces or other such groups as assigned by the Board,
  • Collaborating with and supporting the President to develop and implement processes and practices for the effective functioning of the Board,
  • Taking on assignments and special projects as requested by the President or the Board.
  • Chair – ASA Planning Committee / Nominations Committee / Awards Committee

+ BOARD-009: NL CFPC Reimbursement Policy

Policy Title: NL CFPC Reimbursement Policy
Policy #: BOARD-009
Effective Date: March 16, 2018
Authorized: Board of Directors
To be reviewed: 2020

Purpose:

The NL CFPC is committed to responsible financial management. The Expense Policy is based on the following four key principles:

  • Accountability,
  • Transparency,
  • Value for Money,
  • Fairness

Policy:

The NL CFPC expects individuals acting on its behalf to act responsibly and professionally when incurring and submitting costs. The organization will reimburse for business completed of its behalf. This includes travel fares, mileage, accommodation, meals, tips, telephone, internet and fax charges, and purchases made on behalf of the organization.

Scope:

Staff, Board/Board Committee Members, Speakers/Trainers, and anyone doing business on behalf of the NL CFPC where expense reimbursement is allowed.

Associated Documents:

The NL CFPC Expense Claim Form.

Procedure:

Expense Claims are to be submitted using the approved Expense Form. They must be signed and dated with clear instructions on payment processing details (personal vs. company, full address). Receipts are required for reimbursement of all expenses except for meals, which are reimbursed according to the meal allowance schedule (see Expense Claim Form). Expenses for which a receipt has been lost or misplaced will be reimbursed at NL CFPC Administrator / treasurer’s discretion.

Timelines for Submission: 
Expense claims should be submitted within 30 days of the date the expense was incurred. Claims received more than 60 days will not be reimbursed.

  • Alcohol will NOT in any circumstance be reimbursed by the NL CFPC.
  • Taxi receipts will be reimbursed for travel directly related to a College Event.
  • Ground Travel will be reimbursed at $0.54 Kilometer.
  • The NL CFPC will only pay economy class fares. If there are extended stays, the NL College will only approve such extended travel if it does not add to the cost of travel which would have included just the days of the business event. Receipts must be included with Travel Claim form for reimbursement of airfare.
  • The NL CFPC will reimburse accommodations up to $200 per night plus HST. Receipts must be included in Travel Claim form for reimbursement.
  • The NL CFPC will reimburse the cost of meals to the following maximum allowance. Receipts are not required for reimbursement.
    a. Breakfast $15.00
    b. Lunch $20.00
    c. Dinner $45.00

+ BOARD-010: Board of Directors Honorarium

Policy Title: Board of Directors Honorarium
Policy #: BOARD-010
Effective Date: October 2017
Authorized: Board of Directors
To be reviewed: 2019

Purpose:

The policy on the honorarium provided to members of the NL Chapter Board of Directors.

Policy:

The policy on the honorarium provided to members of the NL Chapter Board of Directors.

 

Procedure:

All Board of Directors, including medical student and resident representatives and the Family Medicine Discipline Representative, will receive free registration to the Annual Scientific Assembly.

The Board of Directors will receive honoraria according to the following schedule:

  • President – $5000
  • President-Elect/Past President – $2500
  • Honorary Secretary – $1000
  • Honorary Treasurer – $1000
  • Member-at-Large (3) – $500 (3)

Medical student and resident representatives will not receive honoraria, as there is no net loss of earnings. The Family Medicine Discipline Representative is also exempt from an honorarium as their involvement is included in their faculty position responsibilities.

+ BOARD-011: CME Committee Member Remuneration

Policy Title: CME Committee Member Remuneration
Policy #: BOARD-011
Effective Date: October 2017
Authorized: Board of Directors
To be reviewed: 2019

Purpose:

The policy will provide direction on the cost of registration to NL CFPC organized CME to CME Committee members.

Policy:

The CME committee shall be made of not more than 3 members in total, 1 of whom shall be the President-Elect/Past-President. With the Chapter Administrator, this committee is responsible for organizing CME and is often expected to attend to ensure the event runs smoothly. Therefore, any CME committee member is entitled to free registration fees for any CME event which they have participated in organizing.

 

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