Governances

Policy Title: CME Cancellation Refund Policy
Policy #: BOARD-001
Effective Date: September 2021
Authorized: Board of Directors
To be reviewed: 2023

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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.

 

Policy Title: NL CFPC Vision, Mission, and Values
Policy #: BOARD-002
Effective Date: September 2021
Authorized: Board of Directors
To be reviewed: 2023

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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

 

Policy Title: Savings / Term Account Policy
Policy #: BOARD-003
Effective Date: September 2021
Authorized: Board of Directors
To be reviewed: 2023

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Purpose:

The Newfoundland and Labrador College of Family Physicians (NLCFP) is committed to responsible financial management. The purpose of the Savings / Term Account Policy is to ensure the stability of the mission, programs, employment, and ongoing operations of the organization. The Policy 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 Savings / Term Account Policy is equal to a set 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 Savings / Term Account Policy 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 Savings / Term Account –

The Savings / Term Account Policy will be recorded in the financial records as Board-Designated Savings / Term Account. The account will be funded and available in cash and investment funds. The Savings / Term Account will be maintained in a segregated account.

Use of Fund-

Use of the Savings / Term Account requires the following:

1. The Board of Directors and administration staff will identify the need for access to fund 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 the Savings / Term Account funds, 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 the fund 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 Savings / Term Account to the target.

 

Reporting-

The Board of Directors is responsible for ensuring that the Savings / Term Account 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.

Policy Title: Signing Authority Policy
Policy #: BOARD-004
Effective Date: September 2021
Authorized: Board of Directors
To be reviewed: 2023

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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 annually, no later than 2 weeks after the NL CFP Annual Members Meeting.

 

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

Policy Title: Board Roles, Responsibilities & Accountabilities
Policy #: BOARD-005
Effective Date: September 2021
Authorized: Board of Directors
To be reviewed: 2023

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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 affairs 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 and stakeholders, 


• Making decisions appropriate to achieve 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, 


• 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 attend all

 

• Must participate on at least one or more NL CFPC Committees or Working Groups

 

• Ensure all policies of the NL CFPC are respected.

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.

Policy Title: President Roles, Responsibilities & Accountabilities
Policy #: BOARD-006
Effective Date: September 2021
Authorized: Board of Directors
To be reviewed: 2023

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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 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 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 serves as the Chair of the Executive Committee and performs such other duties as the Board determines from time to time.

 

PROCEDURE

The President is responsible for:

• Ensure the integrity and effectiveness of the Board’s governance in a manner that meets its responsibilities,
• Setting agendas for and calling meetings of the Board,
• Presiding at meetings of the Board, Executive Committee, and Annual Members Meeting
• Collaborate with the Board, Executive Committee and administrator, to achieve the goals of the NL CFPC.
• Representing the NL CFP at the National CFPC level,
• Representing the NL CFPC with stakeholders,
• Maintaining positive and engaged relationships with Board members, administration and stakeholders,
• Signing legally binding agreements and documents on behalf of NL CFPC,
• 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.

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

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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

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

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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

Policy Title: NL CFPC Reimbursement Policy
Policy #: BOARD-009
Effective Date: September 2021
Authorized: Board of Directors
To be reviewed: 2020

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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. (Attached)

 

PROCEDURES:

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 Attached). 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 reimburse the cost of meals to the following maximum allowance. Receipts are not required for reimbursement.

 

15. Breakfast $15.00
16. Lunch $20.00
17. Dinner $45.00

 

• 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.

Policy Title: Board of Directors Honorarium
Policy #: BOARD-010
Effective Date: September 2021
Authorized: Board of Directors
To be reviewed: 2023

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PURPOSE

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

 

POLICY

This policy will guide the honorarium of board members in acknowledgement and recognition of their time commitment to the NL CFPC. It is not intended to fully remunerate all loss of earning potential of members.

 

PROCEDURE

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

 

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

Board of Director Position	Honorarium Amount
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.

Policy Title: CME Committee Member Remuneration
Policy #: BOARD-011
Effective Date: September 2021
Authorized: Board of Directors
To be reviewed: 2023

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PURPOSE

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

 

POLICY

 

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.

Policy Title: Equipment Lending Policy
Policy #: BOARD-012
Effective Date: September 2021
Authorized: Board of Directors
To be reviewed: 2023

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Purpose:

The Newfoundland and Labrador College of Family Physicians (NLCFP) has invested in equipment used for the provision of various types of medical education to students and NLCFP Members. On occasion, the NLCFP receives requests from various individuals or groups to borrow this equipment. This policy outlines the process by which this equipment may be loaned to an individual or group, and the associated responsibilities.

Policy:

The NLCFP will consider requests from individuals and groups to lend medical education equipment on a case-by-case basis. The NLCFP expects those who are loaned equipment to act responsibly and to care for the equipment while in their possession. While regular wear and tear is expected, costs associated with damage requiring repair or replacement will result in an invoice for reimbursement.

Procedure:

• All lending requests are to be submitted via the Equipment Lending Form.
• As per the Equipment Lending Form, a “Most Responsible User” must be identified and must agree to the terms and conditions listed on the Equipment Lending Form and outlined in this policy. The Most Responsible User must be a faculty member holding an appointment in Memorial University of Newfoundland’s Faculty of Medicine, or have special approval from the NLCFP.
• Equipment is to be picked up from, and returned to, the NLCFP office.
• Equipment will be inspected by the NLCFP prior to, and following, the agreed upon lending period.
• “Most Responsible User” must be trained in the care and use of equipment.
• Normal wear and tear is expected with the use of some of the equipment (e.g. puncture marks on injection models). As such, a nominal fee may be associated with the loan of equipment which requires regular upkeep. This fee is outlined on the Equipment Lending Form, and will be invoiced to the Most Responsible User by the NLCFP upon return of the equipment.
• The Most Responsible User is liable for any repair/replacement costs associated with damage, loss, or theft of the equipment borrowed.
• ABSOLUTELY NO MARKING ON MODELS.

NL CFP Equipment Lending Form

Policy Title: Research and Education Special Projects Fund – In Partnership with the Discipline of Family Medicine, Faculty of Medicine, MUN
Policy #: BOARD-013
Effective Date: September 2021
Authorized: Board of Directors
To be reviewed: 2023

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Purpose:

The Newfoundland and Labrador College of Family Physicians (NLCFP) and the Discipline of Family Medicine (DFM) share a mutual commitment to the DFM’s vision of advancing health through leadership in socially accountable education, research and patient-centred care, as well as the DFM’s mission that through respectful collaboration, the DFM delivers excellence in learner-centred, and evidence-informed education, patient-centered research and comprehensive primary care; meets the unique needs of diverse people and communities we serve; and advocates for equity in health.

As such, the NLCFP wishes to support programming around education events and research in partnership with the DFM.

This policy therefore outlines the agreement between the NLCFP and the DFM for the ongoing financing and use of the Research and Education Special Projects Fund.

Projects must be based in Family Medicine, and align with NLCFP and DFM Strategic Goals.

Policy:

The NL CFP and the DFM will jointly develop the Research and Education Special Projects Fund. It will be financed and monitored by the NLCFP.  Awarding of funds will be based on an application process and in agreement between the NL CFP Board and the DFM Chair.

The NL CFP will provide $5,000 per year to the Research and Education Special Projects Fund, which will be maintained by the NL CFP.  The initial donation will be in the amount of $20,000 which consisted of $5,000 annually since September 2015.  The NL CFPC will continue to provide $5000 annually which will be contributed to the fund in September of the calendar year.

 

Guiding Principles for Approval of Project Funding Requests:

• Specific expectation of funding must be clearly identified
• Funding will be distributed as fairly as possible
• Funding projects must have a distinct beginning and end and should be capable of being completed in one calendar year or less
• Project envelopes not to exceed $2000 per application for individual research and educational requests.
• Project envelope not to exceed $500 for interest group related requests.
• Research: Additional funding for travel and accommodations for learners presenting projects of interest to Family Medicine. Funding for other project-related activities.
• Education: Additional funding for innovative Family Medicine educational events.

Awarding and Reporting of Funds:

• The NL CFP will be responsible for the processes of application and monitoring of funds. Awarding of funds will be done in conjunction with the Chair of the DFM. 
• Applications for funding are to be submitted using the approved Research and Education Special Projects Application Form.
• The application must be signed and dated with a clear description of both the project and intended use of the funds if awarded.
• For funding requests from individuals, itemized receipts are required at time of fund distribution.
• For funding requests from groups, receipts are not required.
• Alcohol will not be approved for funding.
• In general, catering will not be approved for funding ,with the exception of student interest groups focused around family medicine.
• Proper accounting and the use of funds will be maintained by the NL CFP and reported on a separate page in the NL CFP financial statements. An annual financial report will be provided to the DFM.
• Unused funds from year to year will remain in the Research and Education Special Projects Fund account for use in future years.
• All approved projects will be required to submit a report to the NL CFP Board and the Chair of the DFM about how the funds were used to future family medicine.

A brief report is requested from the recipient on the final use of the funds and the success on how the money was spent. This can be done in person during a board meeting, or a brief email /or letter addressed to the NL CFP Board and Chair of the DFM.

NL College of Family Physicians / Discipline of Family Medicine Research and Education Special Projects Fund Application Form

Policy Title: Condolence, Congratulations & Recognition Policy
Policy #: BOARD-014
Effective Date: September 2021
Authorized: Board of Directors
To be reviewed: 2023

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Purpose:

 Members of our College community frequently experience personal events – ranging from happy events such as the birth or adoption of a child, to sad events such as a death of a loved one or a hospitalization that the College wishes to recognize.

In addition, the College is committed to celebrating the service and contributions of our employees / Board Members.

 To help the College meet its goals while recognizing the limitations on our resources, the Policy Committee has created a “Condolence, Congratulations & Recognition Policy”.

 

 Policy:

 *Condolence Gift / Donation / Flowers – Maximum $200

 

*Congratulations Gift / Flowers– Maximum $200

 

*Parting Gift for Past President – Maximum $500

 

 

 

Policy Title: Endorsement Policy
Policy #: BOARD-015
Effective Date: September 2021
Authorized: Board of Directors
To be reviewed: 2023

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PURPOSE

The NL CFP is the voice of family physicians in NL. The NL CFP is also identified as having an important opinion and effective means of communication to family physicians of the province. This carries considerable value, both for members of the College and for external entities. It is our responsibility to protect our members and preserve our reputation through diligent vetting of initiatives that the NL CFP takes part in.

 

POLICY

This policy will establish clear guidance for endorsement or support requests.

PROCEDURE

Any Partnership or Collaboration will be discussed and approved by the NL CFP Board of Directors.

The Board is scheduled to meet every two months, but an email discussion and decision may be acceptable in the eventuality that the request is time sensitive.

Any members of the Board that may have a conflict of interest will be excluded from that specific discussion.

Any endorsement or request for support must be approved unanimously by the NL CFP Board and comply directly with the NL CFP and CFPC’s mission, vision, objectives or key principles of family medicine.