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.
DATED THIS DAY OF , 2001