KINROSS CREEK HOUSING CO-OPERATIVE
ORGANIZATIONAL GUIDELINES FOR CONFIDENTIALITY
The purpose of these guidelines is to outline the basic assumptions
pertaining to Confidentiality for the Board of Directors of this co-op.
It outlines the framework within which this group can conduct the
affairs of the Co-op while paying particular attention to the rights of members
and other committees.
CONFIDENTIALITY is the safeguarding of private member information by
the co-op and by everyone involved in its operation. Confidentiality is a basic
right of individual members and an ethical obligation of the co-op and its
committees. When information is shared with the Board and other committees
within the co-op and other agencies, this obligation binds them all equally.
The operational guidelines give all members who come into contact with
the Board the right to be respected by all persons directly or indirectly with
the Board.
All information about the members and the Board must he treated as
confidential as outlined in ARTICLE … of the ORGANIZATIONAL BYLAW.
These guidelines are therefore essential to protect all members, staff,
committees and the integrity of the Co-operative.
GUIDELINES FOR CONFIDENTIALITY
CONFIDENTIALITY VS. the Rights of Membership
The co-op is based on the open sharing of information among its
members, and these guidelines are not set out to get in the way of that flow of
information. The membership, board and staff of the co-op have the right to
know and ask questions about information or decisions made regarding the
general operation, committees and the Board. Guidelines for Confidentiality are
set out to protect individual rights to privacy and to protect the co-op's best
interest during any legal or financial negotiations.
1. All
persons directly associated with the Board of Directors shall sign an Oath of
Confidentiality when they join.
2. When
talking with members of the Board:
a) Members
are free to discuss any item of concern to the group only within the context of
a scheduled meeting. Conversations outside of the meeting are not acceptable as
per (c) which follows.
b) Conversations
about any member or work of the Board will not be held in public places. Only
persons who have a responsibility to know about the matter may enter into
conversation and/or obtain information. Directors only have this right in the
context of a duly constituted Board meeting.
c) Conversations
outside the co-op about any internal difficulties of the co-op are not
encouraged as per ARTICLE ….
This article notwithstanding, members of the co-operative are encouraged to
participate in discussions at co-op sector events and training sessions as this
allows co-ops to gain from the experience and knowledge of the sector. Items
that commonly fall into this category include participation, reserve funding,
parking, youth activity and communication in the co-op. This is not a full
listing but members are expected to give due consideration to the image of the
co-op and its committees.
3. There will always
be special regard for situations in which a relative or friend of a Board
member is being discussed. The Board member is to declare a CONFLICT OF
INTEREST as per Article … of the Organizational By-law and may be excluded from the room
during the discussion. This protects the Board, the members and the member or
situation under discussion.
OATH OF CONFIDENTIALITY
I, the undersigned being a member of the Board of Directors of Kinross
Creek Housing Co-operative, will comply with Article … of the Organizational By-law as follows:
I shall keep confidential all matters considered by the Board or
coining to my notice or attention as a director which is of a confidential or
private nature except when requested to do so by the Board of Directors at a
duly constituted meeting or as needed within the confines of duly constituted
committee meeting. Such matters shall include personal information on
individual members and information relating to the business of the Co-op where
privacy is appropriate to preserve the Co-op's position against third parties.
_________________________
SIGNATURE
_________________________
WITNESS
DATED THIS DAY OF , 2001
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