Policy - Policies, Procedures and Resolutions By-Law  Home

1. Purpose

The purpose of this policy is to ensure that all policies, procedures, and applicable resolutions adopted by the Board of Directors are formally documented, maintained, and made accessible to all members of the corporation in a transparent and consistent manner.

2. Scope

This policy applies to all policies, procedures, and resolutions enacted by the Board of Directors of Scots of Canada and is intended to ensure compliance with the corporation’s bylaws and regulatory requirements.

3. Policy Statement

3.1 Formal Documentation

All policies, procedures, and applicable resolutions adopted by the Board of Directors shall be formally documented in the corporation’s Policies and Procedures Guide.

3.2 Accessibility

The Policies and Procedures Guide shall be made available to all members of the corporation through an online facility, ensuring easy and timely access.

3.3 Accountability

The Board of Directors is responsible for ensuring that all policies, procedures, and resolutions are accurately documented, regularly reviewed, and updated as necessary.

4. Responsibilities

4.1 Board of Directors

  • Approve all policies, procedures, and resolutions.
  • Ensure that all documents are formally recorded in the Policies and Procedures Guide.
  • Designate a staff member or committee to maintain and update the online facility.

4.2 Designated Staff or Committee

  • Maintain the Policies and Procedures Guide in an organized and accessible format.
  • Ensure that the online facility is functional and up-to-date.
  • Notify members of any updates or changes to the Policies and Procedures Guide.

4.3 Members

  • Access the Policies and Procedures Guide through the provided online facility.
  • Adhere to the policies, procedures, and resolutions outlined in the Guide.

5. Documentation Requirements

5.1 Policies and Procedures Guide

The Guide shall include, but is not limited to, the following:

  • Governance policies (e.g., conflict of interest, code of conduct).
  • Operational procedures (e.g., financial management, volunteer management).
  • Resolutions passed by the Board of Directors.

5.2 Format and Structure

  • Documents shall be clearly labeled, dated, and organized by category.
  • Each document shall include the effective date, and revision history.

6. Online Facility

6.1 Access

  • The Policies and Procedures Guide shall be hosted on a secure, password-protected section of the corporation’s website or a dedicated online platform.
  • Members shall be provided with login credentials to access the Guide.

6.2 Availability

  • The online facility shall be accessible 24/7, except during scheduled maintenance periods.
  • Technical support shall be available to assist members with access issues.

7. Review and Updates

7.1 Regular Review

The Policies and Procedures Guide shall be reviewed annually by the Board of Directors to ensure accuracy and relevance.

7.2 Updates

  • Any changes to policies, procedures, or resolutions shall be promptly documented and communicated to members.
  • A version control system shall be implemented to track revisions.

8. Compliance

Failure to comply with this policy may result in corrective action as determined by the Board of Directors.

9. Related Documents

10. Approval and Amendments

Effective Date. This policy is effective as of May 1, 2025 and supersedes any prior policies regarding Policies, Procedures and Resolutions.

Revision. (YY/##). 2501