Operations Manual

Member Content

In this section you will find the National Council’s Operations Manual.

Section 1 – Introduction

1.1 Mission and Values Statement
1.2 Logo
1.3 Organizational Chart

Section 2 – National Council Official Documents

2.1 Letter of Institution of the council of Canada dated September 27, 1971
2.2 Certificate of Incorporation, 1982, (Canada Corporations Act); Letters Patents
2.3 The National Council of Canada Charitable Registration- CRA #132410671 RR0001
2.4 Society of Saint Vincent de Paul National Council Bylaws

Section 3 – National Council Board of Directors

3.1 Board of Directors – Directory
3.2 Board of Directors – Code of Conduct
3.3 Fundamentals of Parliamentary Procedure      (Updated: 2017-12)

Section 4 – National Council Board Committees

4.1 NC Board Committees – Table of Contents    (Updated 2017-12)
4.2 Role of Board Committees

4.3 Standing Committees and Terms of References

4.3.1  National Executive Committee
4.3.2  National Emergency Relief Committee
4.3.3  International Emergency Relief Committee
4.3.4  National Strategic Planning Committee
4.3.5  Statutes, Rule and Policy Committee
4.3.6  National Twinning Committee    (Updated: 2020-07)
4.3.7  Spirituality Committee
4.3.8  Finance Committee
4.3.9  Formation Committee    (Updated: 2020-04)
4.3.10 Social Justice Committee
4.3.11 By-Laws Review Committee
4.3.12 Human Resource/Personnel Committee
4.3.13Property Management Committee
4.3.14 Youth and Young Vincentians Committee
4.3.15 Public Relations/Media Committee
4.3.16 Stores Committee    (Updated 2021-04)
4.3.17 Fund Development Committee    (2021-11)
4.3.18 North of 60 Committee   (2022-06)

4.4 Ad hoc Committees and Terms of References

4.4.1  Mediation/Arbitration Committee

Section 5 – National Council Staff Job Descriptions (On File in Ottawa Office)

5.1 Administrative Assistant – (Ottawa)
5.2 Administrative Assistant – (Montreal)

Section 6 – National Council Policies and Administrative Procedures

6.1 Policies & Procedures – Table of Content

6.2 Administrative (ADM)

6.2.1 ADM-001 New Incorporations & By-Laws    (2021-09)
6.2.2 ADM-002 Addressing Social Justice Issues
6.2.3 ADM-003 Dispute Resolutions Among Members of the Society
6.2.4 ADM-004 Member Screening and Related Mandatory Training    (Updated: 2017-12)
6.2.5 ADM-005 Conflict of Interest
6.2.6 ADM-006 Public Communications on behalf of the Society
6.2.7 ADM-007 Abuse, Discrimination and Harassment Prevention    (Updated: 2017-12)

6.3 Financial (FIN)

6.3.1 FIN-001 Fundraising Events- Respect for Boundaries
6.3.2 FIN-002 Expenditure of Society Funds and Issues of National Concern
6.3.3 FIN-003 Special Works – Stores Operations – Allocations of Funds
6.3.4 FIN-004 Special works – Non Incorporated Stores Operations
6.3.5 FIN-005 Reimbursement of Expenses when on travel status – National Council    (Updated: 2017-04)
6.3.6 FIN-006 Annual Contributions to the International Council General
6.3.7 FIN-007 Financial Contributions to the National Council of Canada    (Updated: 2019-04)

6.4 Twinning (TW)

6.4.1 TW-001 Twinning External – Designated Countries (2022-07)
6.4.2 TW-002 Twinning External – Contributions (2022-07)

6.5 Administrative Procedures (ADMIN PR)

6.5.1 ADMIN/PR-001 Policy Development
6.5.2 ADMIN/PR-002 Closing of Conferences/Councils
6.5.3 ADMIN/PR-003 Removal of a Member or Officer
6.5.4 ADMIN/PR-004 Existing Corporate By Law – Review/Approval Process (2021-09)
6.5.5 ADMIN/PR-005 Change of name of a Conference or Council
6.5.6 ADMIN/PR-006 Applying for a CRA Charities Business Number
6.5.7 ADMIN/PR-007 Application for Member Recognition Certificates (pins) (Updated:2017-04)
6.5.8 ADMIN/PR-008 Support to Conferences/Councils within Canada (Updated: 2017-04)

6.6 Governance Policy

6.6.1 GOV-001 Governance Policy
6.6.2 GOV-002 Approach to Governance
6.6.3 GOV-003 Board Evaluation
6.6.4 GOV-004 Directors’ Code of Conduct
6.6.5 GOV-005 Member Orientation
6.6.6 GOV-006 Board Roles and Responsibilities
6.6.7 GOV-007 Policy Review Process
6.6.8 GOV-008 Confidentiality
6.6.9 GOV-009 Policy on In-Camera Board Meetings
6.6.10 GOV-010 Delegation of Authority to the Chief Executive Officer
6.6.11 GOV-011 Executive Limitations
6.6.12 GOV-012 Board Member Compensation and Expense Reimbursement
6.6.13 GOV-013 Director Conflict of Interest
6.6.14 GOV-014 Contract Authority
6.6.15 GOV-015 Contracts – External Services
6.6.16 GOV-016 Diversity and Inclusion Policy
6.6.17 GOV-017 Sexual Harassment
6.6.18 GOV-018 Harassment-Personal
6.6.19 GOV-019 Use of External Advisors

Section 7 – Strategic Plan Documents

7.1 Strategic Planning

Section 8 – National Guidelines

8.1 Guidelines for social justice activities
8.2 Conflict of Interest Guidelines
8.3 Screening and Duty of Care Guidelines    (2017-12)
8.4 Twinning Guidelines    (2022-07)
8.5 Communications on Behalf of the SSVP Guidelines
8.6 Financial Guidelines     (2019-04)
8.7  Abuse Prevention Guidelines       (2017-04)
8.8 Discrimination and Harassment Prevention Guidelines    (Updated: 2017-12)
8.9 Starting a New Conference Guidelines    (2017-12)
8.10 Society of Saint Vincent de Paul National Council Branding Guidelines    (2017-09)

Section 9 – Official Forms

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9.1  Aggregation Application (Conference)

9.2 Institution Application (Council)
9.3 Annual Statistical Report Form / Annual Statistical Report Guidelines
9.4 Annual Financial Report Form / Annual Financial Report Guidelines
9.5 Application for a Conference Name Change AND/OR Merger of Conferences
9.6 Application for a Particular/Central Council Name Change AND/OR Merger of Councils
9.7 Charity Number Information Page

9.8 Expense Reimbursement Form    (Updated: 2018-05)
9.9 Screening – Membership Application
9.10 Screening – Interview checklist/Reference Check Report
9.11 Screening – Member Service Covenant/Confidentiality Agreement    (Updated: 2017-04)
9.12 Screening – Member role description    (Updated: 2017-12)
9.14 Voting Members Proxy form
9.15 Twinning – Application Form (Twinning Resources)
9.16 Twinning – Annual Report to National Council (Twinning Resources)
9.17 Twinning – External Transmittal Form (Twinning Resources)
9.19 Catalog Order Form
9.20 Letter of Application for Certificates (Pins)
9.22 By-Law Approval/Signature Page
9.23 Abuse, Discrimination and Harassment Prevention Checklist and Acknowledgment Form    (Updated: 2018-01)
9.25 Home Visitations Form (SAMPLE)
9.26 Letter requesting nominations for Conference or Council President
9.27 Nomination Form for the Election of a Conference or Council President
9.28 Application for Funding    (Updated: 2020-04-05)

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Charitable Registration Number: 132410671 RR0001
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