Board and Administration - KidsAbility

Board and Administration
Handbook

KidsAbility Centre for Child Development Foundation
Board and Administration Handbook
Section I: Background Materials
I (a) Brief History of the KidsAbility Centre
I (b) The Foundation’s Statements of Mission, Vision, and Values
I (c) Bylaws of the Foundation
Section II: Governance
Subsection – Recruitment, Appointment, Evaluation
II (a) Board Recruitment – Board Skills Snapshot – January 24, 2011
II (b) Governance Form: Continuation of Terms – February 9, 2009
II (c) Succession Planning, Recruitment and Appointments – May 25, 2009
II (d) Board Evaluation Form: Continual Improvement Process – April 12, 2010
II (e) Elaine Ormston Award Policy – January 24, 2011
Subsection – Job Descriptions & Responsibilities
II (f) Roles and Responsibilities of the Board – May 28, 2007
II (g) Roles and Responsibilities of the Directors – January 18, 2010
II (h) Board and Executive Director Partnership – March 17, 2008
II (i) Job Description – Chair of the Board – February 1, 2008
II (j) Job Description – Vice Chair – February 11, 2008
II (k) Job Description – Past Chair – February 11, 2008
II (l) Job Description – Secretary – February 11, 2008
II (m) Job Description – Treasurer- December 5, 2007
II (n) Job Description – Executive Director – February 11, 2008
II (o) Executive Director’s Performance Appraisal – April 28, 2008
II (p) Honorary Titles and Distinctions Policy – February 9, 2009
Subsection – Terms of Reference
II (q) Executive Committee – February 11, 2008
II (r) Governance Committee – November 16, 2009
II (s) Finance & Audit – June 4, 2012
II (t) Investment Committee – March 19, 2012
II (u) Nominating Committee – January 18, 2010
II (v) AdHoc Endowment Campaign Committee – January 18, 2010
II (w) AdHoc Radiothon Advisory Committee – March 17, 2008
II (x) Marketing Committee – April 18, 2011
II (y) Community Engagement Committee – June 4, 2012

Subsection – Finance
II (z) Gift Acceptance Policy – February 20, 2006
II (aa) Acceptance of Gifts of Securities – February 20, 2006
II (bb) Investment Policies and Objectives – June 4, 2012
II (cc) Policy on Signing of Cheques – June 16, 2008
II (dd) Transfer of Foundation Funds Policy – March 22, 2010
II (ee) Investment Income Allocation Policy, June 20, 2011
II (ff) Investment Income Stabilization Fund, June 20, 2011
Subsection – Fundraising & Ethics
II (gg) Joint Communications Policy – October, 2004
II (hh) Third Party Fundraising Events – March 17, 2008
II (ii) Donor Complaints Policy – April 28, 2008
II (jj) Privacy Policy – April 28, 2008
II (kk) Ethical Fundraising Policy – February 9, 2009
II (ll) Whistleblower Policy – November 21, 2011
II (mm) Ethical Conduct – November 21, 2011
II (nn) Conflict Resolution – November 21, 2011
II (oo) Donor Complaints – November 21, 2011
II (pp) Conflict of Interest – March 19, 2012
Section III: Human Resources
III (a) Bereavement Policy – September 22, 2008
III (b) Vacation Policy – November 17, 2008
III (c) Educational Leave Policy – November 17, 2008
III (d) Sick Leave Policy – November 17, 2008
III (e) Family Care Days – September 22, 2008
III (f) Pregnancy (Maternity) and Parental Leave – September 22, 2008
III (g) Jury and Witness Duty Policy – November 17, 2008
III (h) Hours of Work and Lieu Time Policy – April 28, 2008
Subsection – Health & Safety
III (i) Signed General Health and Safety Declaration – February 8, 2010
III (j) Health and Safety Policy – September 22, 2008
III (k) Harassment Policy and Acknowledgement Form – September 22, 2008
III (l) Allergen Procedure – May 25, 2009
III (m) Criminal Records Check – Volunteers, June 20, 2011
III (n) Vulnerable Sector Police Records Check - Employees
May 16, 2012

The History of KidsAbility Centre for Child Development
From 1922 until 1956, members of what was then the Rotary Club of Kitchener-Waterloo helped
“crippled children” as volunteers. The Club members organized local medical clinics, hosted
Christmas/Fishing parties, transported children to Toronto hospitals and operated local fundraising
events to buy necessary equipment and pay for medical services.
In the early 1950s, the Rotary Club undertook the challenge of developing a treatment centre to
serve local “crippled children”. Thus, the North Waterloo Society for Crippled Children was
formally established in March 1956 to operate the K-W Rotary Children's Centre. Members of the
Rotary Club purchased property across from the K.W. Hospital and built a children’s treatment
centre in Kitchener. This continued a proud tradition and a long history of voluntary service by
local Rotarians. The K.W. Rotary Children’s Centre was constructed, and the land purchased,
entirely through voluntary donations by the Rotary Club and local citizens and corporations.
During the 1950s and 1960s the K.W. Rotary Children’s Centre served children from Kitchener,
Waterloo, Cambridge and Guelph. There were several expansions to the Kitchener facility
necessitated by the growing population of these communities and by the extension of therapy
service to children with communication disorders and other disabilities.
As a result of this expansion of population and clientele, the Centre established a small clinic in
Cambridge in 1972. This grew into a larger Satellite Clinic, located in a commercial mall, in 1984
as a way to provide better access to services for Cambridge children and their families. In 1996
the Centre formed a strategic partnership with the Cambridge Family YMCA resulting in a colocation
on the site of the newly constructed Cambridge Family YMCA on Hespeler Road in
Cambridge. An expansion to the YMCA facility, initiated in May 2002 will enlarge the Centre
effective July 2003.
In 1995 the organization completed construction of a 54,000 square foot state-of-the-art facility in
Waterloo. This facility opened debt-free on September 26, 1995 following a successful $8.0
million capital campaign supported by government, local service clubs and corporations, and
many private supporters. Following continued growth a Guelph site was established in late 1999
and this has developed into a co-location partnership with the City of Guelph. The Guelph
Children’s Centre now operates out of the West End Recreation Centre that was constructed and
opened by the City of Guelph in May 2001.
During 2001/02, two small sites were established in Fergus and Mt. Forest as a way of providing
improved access to services for clients in more rural areas.

The History of KidsAbility Foundation
The Foundation was incorporated in 1990 for the purpose of administering the investment
portfolio accumulated by KidsAbility. The initial ‘deposit’ to the Foundation was compiled of
bequests received by KidsAbility over the course of many years. The Foundation’s role grew,
with the hiring of a Development Director in 1997 and the expansion of its mandate in 2000 to
include meeting the operating needs and to enhancing the endowment fund of KidsAbility.
Who We Are Today
The Foundation is governed by an elected board of directors (Foundation Board) of dedicated
individuals from the community. Together with a small staff of employees and assisted by over
thirty volunteers, the Foundation strives to raise the annual operating funds needed by KidsAbility.
These funds help in providing life-changing programs and services for children with disabilities.
Guiding Principles
Our Mission: KidsAbility Foundation is dedicated to raising both financial support and
affirmative public awareness in assisting KidsAbility Centre for Child Development fulfill its
mission of empowering children and youth with special needs to realize their full
potential.
Kids Can’t Wait Campaign
Government does not fully fund the programs and services of hospitals like KidsAbility; therefore,
the Foundation must raise the shortfall through donations from the local community. This
shortfall, approximately 8% of the annual operating budget, is raised through KidsAbility
Foundation’s annual campaign called “Kids Can’t Wait” which raises on average $1 million.
The “Kids Can’t Wait” campaign seeks donations from corporations, service clubs, organizations
and individuals, including families that use our services, and board and staff members of
KidsAbility.

How You Can Help
♦ Be an Ambassador - On occasion, we are asked to give presentations and support
fundraising events that require volunteers. Please consider volunteering when you can.
If you are asked by a client’s family, your own friends or family, or someone else who
is interested in supporting KidsAbility, please direct them to the Foundation Office.
We will be happy to provide them with more information.
♦ Get Involved – The Foundation lends its assistance and expertise to the annual
(internal) staff fundraising campaign (February/March). This campaign encourages all
employees to support the “Kids Can’t Wait” Campaign. Your participation, not the
amount of your donation, is what counts and sends a very powerful message to
corporate and foundation donors that staff of KidsAbility also give financially to our
organization. Imagine how increased private support can create more opportunities for
our Centre and the children we serve.

STATEMENT OF MISSION
KidsAbility Foundation is dedicated to raising both financial support and affirmative public
awareness in assisting KidsAbility Centre for Child Development fulfill its mission of
empowering children and youth with special needs to realize their full potential.
STATEMENT OF VISION
In fulfilling our mission, we will be respected for having:
• established a wide-spread and well-earned reputation as an exemplary philanthropic
organization
• made a positive difference in our community enhancing the future of the children served
by the Centre and the families who have entrusted them to us
• raised sufficient funds for KidsAbility Centre for Child Development to fulfill its mission
by meeting the needs of all those who have been referred to receive the services it offers
• enhanced the awareness of the Centre as well as the respect and support for its services
and, in so doing, extended its base of financial support to enable it to meet the needs of
all those entrusted to it into the foreseeable future
• established a reputation that will continue to attract a high-profile, diverse, collegial,
convivial, and effective cadre of volunteers both to the Foundation’s Board and its
support staff in order to ensure a productive future for the Foundation
STATEMENT OF VALUES
In realizing our mission and pursuing our vision, we are committed to:
• being recognized as exemplary ambassadors for KidsAbility Centre for Child
Development and its mission
• proceeding with integrity in all of our transactions, both financial and interpersonal
• respecting each of our stakeholders: the children entrusted to the Centre, their immediate
and extended families, our staff, donors, colleagues, political representatives, and the like
• respecting matters of confidentiality as well as the personal circumstances relative both to
our donors and to our perspective donors
• being accountable and transparent both with respect to the funds entrusted to us as well as
the various activities undertaken by the Board of the Foundation
• acting cooperatively in our dealings both within the Centre and beyond
• assisting in the empowering of children with special needs and thereby the building of a
strong community

KIDSABILITY CENTRE FOR CHILD
DEVELOPMENT FOUNDATION
OPERATING AS
“KIDSABILITY FOUNDATION”
BY-LAW 1 (2011)

BY-LAW NUMBER 1
A By-law relating generally to the affairs of
KIDSABILITY CENTRE FOR CHILD DEVELOPMENT FOUNDATION
(HEREINAFTER REFERRED TO AS “KIDSABILITY FOUNDATION”)
A corporation without share capital incorporated under the Ontario Corporations Act.
1.1 Definitions
ARTICLE 1
GENERAL
In this By-law and all other By-laws and resolutions of the Corporation, unless the context
requires otherwise:
(a) Annual General Meeting: means an annual meeting of the Members as described
in Section 7.1;
(b) Auditor: means the auditor of the Corporation;
(c) Board: means the Board of Directors of the Corporation;
(d) Bylaws: means any By-law of the Corporation from time to time in force and
effect;
(e) Chair: means the chairperson of the Board of Directors and of the Corporation;
the Vice-Chair means the vice-chairperson of the Board of Directors and Vice-
Chair of the Corporation;
(f) Committee: means any committee established by the Board;
(g) Corporation: means KidsAbility Centre for Child Development Foundation
incorporated as a corporation without share capital under Corporations Act by
Letters Patent.
(h) Corporations Act: means the Ontario Corporations Act, R.S.O. 1990 c.38, and
any statute which amends or is passed in substitution for that Act;
(i) Corporations Act Definitions: All terms defined in the Corporations Act have the
same meaning in this By-law and all other By-laws and resolutions of the
Corporation;
(j) Director: means a Director of the Corporation;
(k) Headings: the headings used in this By-law are inserted for reference purposes
only and are not to be considered or taken into account in interpreting the terms or
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provisions hereof or to be construed in any way so as to clarify, modify, or
explain the effect of any such terms or provisions.
(l) KidsAbility Foundation: means KidsAbility Centre for Child Development
Foundation which functions in support of KidsAbility Centre for Child
Development whose head office is located within the Regional Municipality of
Waterloo;
(m) Letters Patent: means the Letters Patent and any Supplementary Letters Patent of
the Corporation;
(n) Member: means a person who is interested in advancing the objects of the
Corporation, who is:
(i) a member in good standing of the Board of Directors if any;
(ii) the President of a Rotary Club chartered by Rotary International within the
Regional Municipality of Waterloo or Wellington County supporting the
Corporation;
(iii) a life member of the Corporation; and
(iv) a person who has been nominated by the Board of Directors and who has
been approved by the Members at an annual or other Special General
Meeting of the Corporation;
A Member may be a person or a corporation.
(o) Officer: means an officer of the Corporation.
(p) Special General Meeting: means a meeting of the Members other than an Annual
General Meeting.
(q) Special Resolution: means a resolution passed by the Directors and confirmed
with or without variation by at least two-thirds of the votes cast at a general
meeting of the Members of the Corporation duly called for that purpose, or, in
lieu of such confirmation, by the consent of all of the Members.
1.2 Interpretation
In this By-law and in all other By-laws hereafter passed, unless the context otherwise
requires, words importing the singular number or the masculine gender shall include the
plural number or the feminine gender, as the case may be, and vice versa, and references
to persons shall include individuals, firms and corporations. The division of these Bylaws
into Articles and Sections and the insertion of headings are for convenience of
reference only and shall not affect the construction or interpretation hereof.
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ARTICLE 2
HEAD OFFICE
The current head office of the Corporation is located in the City of Waterloo, in the Province of
Ontario.
However, the Directors may, from time to time, determine the specific location of the Head
Office to be in the Regional Municipality of Waterloo or the County of Wellington.
ARTICLE 3
SEAL
The seal, an impression of which is stamped in the right
margin hereof, shall be the corporate seal of the Corporation.
4.1 Powers of the Board of Directors
ARTICLE 4
BOARD OF DIRECTORS
(a) Except as set out in Section 4.1(b), the Directors may exercise the powers of the
Corporation on its behalf. The powers of the Corporation are those that it may
exercise under the Corporations Act, the Letters Patent, and otherwise at law.
(b) The Directors may not exercise any power that they are restricted from exercising
by a By-law of the Corporation, by the Members, or by law.
(c) The powers which the Directors may exercise on behalf of the Corporation
include but are not limited to the power to:
(i) enter into contracts or agreements which the Corporation may lawfully
enter into;
(ii) execute documents, make financial and banking arrangements, and
authorize expenditures for the purpose of furthering the objects of the
Foundation;
(iii) purchase, lease or otherwise acquire, sell, exchange or otherwise dispose
of real or personal property, securities or any rights or interests for such
consideration and upon such terms and conditions as the board may
consider advisable;
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(iv) take such steps as are necessary to enable the Corporation to acquire,
accept, solicit, or receive legacies, gifts, grants, settlements, bequests,
endowments, and donations of any kind whatsoever;
(v) appoint agents and engage employees who shall have authority and
perform duties as shall be prescribed by the Board;
(vi) borrow money on the credit of the Corporation; and;
(vii) delegate the powers conferred on the Board to such Officer or Officers of
the Corporation and to such extent and in such manner as the Directors
shall determine.
4.2 Decisions Made at Board of Directors Meetings
The Directors may make decisions for the Corporation only at a meeting of the Board of
Directors at which a quorum is present.
4.3 Number of Directors
The Board shall consist of a minimum of 9 and a maximum of 15 Directors elected by the
Members.
In addition, in order to carry out the mission of the Corporation, the Chair of the Board of
KidsAbility Centre for Child Development shall be an ex officio member of the Board of
Directors as shall such other individuals as the Board of Directors may from time to time
determine.
The Executive Director of the Corporation and the Chief Executive Officer of KidsAbility
Centre for Child Development shall serve as ex officio resource persons to the Board of
Directors.
4.4 Qualifications of Directors
Each Director save for any ex officio Director shall:
(a) be at least eighteen years of age;
(b) be of sound mind;
(c) not be an undischarged bankrupt;
(d) have the power under law to contract
(e) not hold a paid position with the Corporation;
(f) not be a spouse, parent or sibling of a Director;
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(g) be a person committed to furthering the objects of the Corporation;
(h) normally attend and contribute to the deliberations at a minimum of 70% of the
meetings of the Directors
4.5 Election of the Board of Directors
(a) Election by the Members
The Members of the Corporation shall elect the Directors.
(b) When Election Held
The election of the Directors shall be held annually at the Annual General
Meeting of the Members.
(c) Nominations
(d) Method
The Governance Committee shall prepare a recommended slate of persons for
election as Directors for submission to the Annual General Meeting. In addition,
Members may nominate persons for election as Directors. Nominations by two
Members in good standing, consented to by the nominee, must be presented to
the Board Secretary in writing at least 15 days prior to the Annual General
Meeting.
The election of the Directors may be by a show of hands unless a Member
demands that the election be held by secret ballot.
4.6 Public Statements and Accountability
(a) Unless the Board of Directors withholds such authority, the Chair, the Vice-Chair,
in the absence of the Chair, and the Executive Director have the authority to make
statements to the news media or to the public on any matters concerning the
Corporation. No other persons shall have the authority to comment to the news
media or to the public on any matters on behalf of the Corporation unless
authorized or delegated by the Chair of the Board of Directors or by the Vice-
Chair of the Corporation in the absence of the Chair.
(b) Every Director, Officer, and employee of the Corporation shall respect the
confidentiality of matters brought before the Board of Directors or before any
Committee or any matter dealt with in the course of the employee’s employment
in the Corporation and keep in mind that unauthorized statements could adversely
affect the interests of the Corporation as well as of the KidsAbility Centre for
Child Development.
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4.7 Directors’ Term of Office
A Director, if otherwise qualified, is eligible for three consecutive full three-year terms or any
combination of consecutive terms and part terms equalling a maximum of nine years, and
thereafter is not eligible for re-election until a minimum period of eleven months has elapsed
from the date of retirement of such Director, except that the term of the Chair and Vice-Chair
shall be extended if necessary and desirable for such period not exceeding three years as will
permit progression through the successive terms of office. In order to comply with the Ontario
Corporations Act, the entire Board of Directors shall be elected annually.
4.8 Validity of Acts of Directors
The acts of a Director are valid even if a defect in the Director’s appointment or qualification is
discovered afterwards.
4.9 Quorum
The powers of the Directors may be exercised by resolution passed at a meeting of the Board at
which a quorum is present. The presence of a majority of the number of Directors in office, from
time to time, shall be necessary to constitute a quorum for the transaction of business at meetings
of the Board. No business shall be transacted at any meeting of the Board unless a quorum is
present at the commencement of and throughout the meeting. Where there is a vacancy on the
Board, the remaining Directors may exercise all the powers of the Board so long as no less than
two Directors are present at the meeting.
4.10 Filling Vacancies on the Board of Directors
(a) When there is a Quorum of Directors in Office
Subject to the rights of the Members as set out in Section 4.13, if there is a
quorum of Directors in office, those Directors remaining may fill any vacancy
on the Board by passing a resolution appointing a new Director.
(b) When there is not a Quorum of Directors in Office
If there is not a quorum of Directors in office the remaining Directors in office
shall forthwith call a Special General Meeting of the Members to fill the
vacancies on the Board.
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4.11 Ceasing to be a Director
A person ceases to be a Director of the Corporation upon:
(a) death;
(b) resignation;
(c) removal in accordance with Section 4.13; or
(d) failing to qualify in accordance with Section 4.5.
4.12 Resignation of Directors
A Director may resign from office by giving notice to the Board Secretary, or, in the Secretary’s
absence, to any other Officer of the Corporation. A resignation is effective when received or
when specified in the notice, if later.
4.13 Removal of Directors
A Director may be removed from office at a Special General Meeting of the Members when:
(a) the Director fails to meet the qualifications of a Director of the Corporation as
provided in Section 4.4;
(b) notice has been given to the Members of :
(i) the Special General Meeting, and of
(ii) the intention to pass a resolution to remove the Director at that meeting;
and
(c) a resolution to remove the Director, stating the reason(s) for removal, has been
passed at the general meeting by at least two-thirds of the votes cast.
Once a Director has been removed by the Members, the Members may elect any eligible person
to fill the vacant place by a majority of the votes cast at the general meeting.
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4.14 Committees
The Board may from time to time constitute such committee or committees as it deems
necessary, and for such purposes and with such powers as may be prescribed by the Board,
whose members shall serve at the pleasure of the Board. Each such committee may formulate its
own rules of procedure subject to such regulations and/or directions as the Board may from time
to time make in respect thereof. The Board may fix any remuneration to be paid, if any, to
members of any committee who are not duly-appointed Directors. Any member of any such
committee shall be removable from such committee at any time at the discretion of the Board.
4.15 Standing Committees
At its meeting immediately following the Annual General Meeting, the Board shall appoint
Directors to serve on the following Standing Committees of the Board: Governance Committee,
Finance and Audit Committee and Investments Committee.
4.16 Disbanding
The Board shall have the power to disband any committee which it creates.
4.17 Meetings of the Board of Directors
(a) First Annual General Meeting of the Board of Directors
The Board of Directors shall hold a Board meeting following each Annual
General Meeting of the Members for the purpose of the election and
appointment of Officers and the transaction of any other business.
(b) Regular Meetings of the Board of Directors
The Board of Directors may designate days and times during the year for regular
meetings of the Board of Directors.
(c) Special General Meetings of the Board of Directors
The Board of Directors may hold Special General Meetings other than the
regular meetings.
(d) Closed Meetings of the Board of Directors
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The Board may from time to time conduct closed meetings to deal with matters
of a sensitive or litigious nature (such as labour relations or personnel matters,
client records, or case matters, contracts, acquisition or security of property). A
closed meeting will include only Directors of the Corporation and such others as
are specifically invited by the Chair of the Board on the advice of the Directors.
Subject to the power of the Board as aforesaid, all meetings of the Board of
Directors shall be open to Members of the Corporation.
(e) Notice of Meetings of the Board of Directors
(i) Regular Meetings:
No further notice of regular meetings is required once the Board has
passed a resolution stating the days and the times of regular meetings.
(ii) Yearly and Special Meetings:
Notice of all meetings of the Board of Directors must be given to all
Directors by the Secretary or, in the Secretary’s absence, by the Chair or
the Vice-Chair. The notice must include the date, time, and purpose of the
meeting. The notice must be given at least ten days before the meeting.
Notice shall be given by pre-paid delivery, telephone, telecopier or other
means of recorded electronic communication to each Director
(iii) No notice if All Present or Consent
No formal notice of a meeting is necessary if all of the Directors are
present at the meeting in person or by electronic participation and have
waived notice or have formally consented to its being held in their
absence.
(iv) Errors or Accidental Omissions in Notice
An error or accidental omission in the giving of notice for a meeting of the
Board of Directors does not invalidate the meeting or any proceeding
taken at it.
(f) Place of Meetings of the Board of Directors
Meetings of the Board of Directors shall be held where the Head Office of the
Corporation is or at some other place in the Province of Ontario that is
geographically or electronically accessable to all of the Directors.
(g) Adjourned Meeting
Any meeting of the Board may be adjourned to any time and from time to time
and such business may be transacted at such adjourned meeting as might have
been transacted at the original meeting from which such adjournment took place
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and such adjournment may be made providing a quorum is present. Notice of
the resumption of an adjourned meeting of the Board is not required if the time
and place is announced at the original meeting.
(h) Who May Call Meetings of the Board of Directors
Any two Directors may call the meeting by requesting that the Secretary or, in
the Secretary’s absence, the Chair or, in the absence of the Chair, the Vice-
Chair, give notice of the meeting to the Directors.
(i) Resolutions and Voting at Meetings of the Board of Directors
The Directors present may vote on any resolution made at meetings of the
Board; there is no provision for proxy votes.
Resolutions are decided by a simple majority of votes. Each Director is
authorized to exercise one vote on any specific issue except in the case of the
Chair who is entitled to cast a second and deciding vote in the instance of a tie.
Resolutions arising at any Directors’ meeting shall be determined by a show of
hands and shall be decided by a simple majority of votes.
A statement by the Chair or an entry in the minutes of the meeting that a
resolution has been passed is proof of that fact, without proof of the number of
votes cast or of the proportion of the votes for or against any resolution.
(j) Meetings by Teleconference
If a majority of the Directors of the Corporation present or participating in the
meeting consent thereto generally or in respect of a particular meeting, a Director
may participate in a meeting of the Board or of a committee of the Board by
means of conference telephone call that permits all persons participating in the
meeting to communicate with each other simultaneously and instantaneously, and
a Director participating in the meeting by those means is deemed for the purposes
of the Act to be present at the meeting. Any such consent shall be effective
whether given before or after the meeting to which it relates. A quorum shall be
established and votes shall be recorded by voice identification of each Director by
a roll-call of Directors participating in the meeting.
(k) Electronic Participation
If a majority of the Directors consent, a meeting of Directors may be held by
means of such telephone, electronic, or other communication facilities as permit
all persons participating electronically in the meeting to communicate with each
other simultaneously and instantaneously, and a Director participating in such
meeting by such means is deemed to be present at that meeting by virtue of a
formal roll call provided that the Board has passed a resolution addressing the
mechanics of holding such a meeting, including how security issues should be
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(l) Chair
handled and the procedure for establishing a quorum and recording votes and
provided further that a majority of the Directors have consented to meeting by
electronic means.
The Chair or, in the absence of the Chair, the Vice-Chair, shall be the chairperson
of the meeting. If no such Officer is present, the Directors may choose a Director
from those present to act as Chair.
4.18 Remuneration of Directors
Directors will not be paid for their duties and no Director shall directly or indirectly receive any
profit from the Director’s position as such; however, Directors may be reimbursed for reasonable
expenses incurred by them in the performance of their duties.
4.19 Declaration of Interest
It shall be the duty of every Director of the Corporation who is in any way, whether directly or
indirectly, interested in a contract or arrangement or proposed contract or arrangement with the
Corporation to declare such interest and to refrain from voting thereon in accordance with the
Act and Article 11 of this By-Law
4.20 Legal Responsibilities of Directors
Every Director of the Corporation when exercising the powers and discharging the duties of a
Director must:
(a) act honestly, in good faith, and in the best interest of the Corporation;
(b) carry out the duties as would a reasonable person in similar circumstances; and
(c) comply with the Corporations Act, its regulations, any amendments to the Act or
its regulations, all other applicable laws, the Letters Patent, and the By-Laws of
the Corporation.
4.21 For the Protection of Directors and Officers
Except as otherwise provided in the Corporations Act, no Director or Officer for the time being
of the Corporation shall be liable for the acts, receipts, omissions, or defaults of any other
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Director or Officer or employee or for any loss, damage, or expense happening to the
Corporation through the insufficiency or deficiency of title to any property acquired by the
Corporation or for or on behalf of the Corporation or for the insufficiency or deficiency of any
security in or upon which any of the moneys of or belonging to the Corporation shall be placed
out or invested or for any loss or damage arising from the bankruptcy, insolvency, or tortious act
of any person including any person with whom any moneys, securities, or effects shall be lodged
or deposited or for any loss, conversion, misapplication, or misappropriation of or any damage
resulting from any dealings with any moneys, securities, or other assets belonging to the
Corporation or for any other loss, damage, or misfortune whatever which may happen in the
execution of the duties of the Director’s or Officer’s respective office or trust or in relation
thereto unless the same shall happen by or through the Director’s or Officer’s own willful
neglect or default.
4.22 Indemnities to Directors and Officers
Every Director or Officer of the Corporation or other person who has undertaken or is about to
undertake any liability on behalf of the Corporation and their heirs, executors, and
administrators, and estate and effects, respectively, shall from time to time and at all times, be
indemnified and saved harmless by the Corporation, from and against:
(a) all costs, charges, and expenses whatsoever which such Director, Officer, or other
person sustains or incurs in or about any action, suit, or proceeding that is
brought, commenced, or prosecuted against the Director, Officer, or other person
for or in respect of any act, deed, matter or thing whatever, made, done, or
permitted by them, in or about the execution of the duties of such office or in
respect of any such liability; and
(b) all other costs, charges, and expenses which the Director, Officer, or other person
sustains or incurs in or about or in relation to the affairs of the Corporation;
except such costs, charges, or expenses as are occasioned by their own willful neglect or default.
The Corporation shall also indemnify any such person in such other circumstances as the
Corporations Act or law permits or requires. Nothing in this By-law shall limit the right of any
person entitled to indemnity to claim indemnity apart from the provisions of this By-law to the
extent permitted by the Corporations Act or law
Expenses incurred in defending a civil or criminal action, suit or proceeding may be paid by the
Corporation in advance of the final disposition of the action, suit, or proceeding as authorized by
the Board in the specific case upon receipt of an undertaking by or on behalf of the Director,
officer, employee or agent to repay such amount unless it shall ultimately be determined that
such person is entitled to be indemnified by the Corporation.
The Board may purchase such Directors’ and Officers’ insurance or any other insurance as it
deems necessary or advisable to be paid for out of the funds of the Corporation.
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5.1 Officers
ARTICLE 5
OFFICERS
The Officers of the Corporation are the Chair of the Board who shall act as both the Chair and
President, the Vice-Chair, the Secretary, Treasurer, Past-Chair, and such other Officers as the
Board may from time to time determine.
5.2 Election or Appointment of Officers
(a) Qualifications
(b) Election
All Officers shall be both Directors and Members of The Corporation.
The Directors shall elect a Chair of the Board of the Corporation from among
themselves within the meaning of the Corporations Act.
The Chair shall serve for a term as Past-Chair following the expiration of his or
her term as Chair.
The Directors shall elect the Vice-Chair, Treasurer, Secretary, and any other
Officer from amongst themselves.
(c) When Election Held
The election of Officers shall be held at the first meeting of the Directors
following the meeting at which the Directors were elected.
5.3 Validity of Acts of Officers
The acts of an Officer are valid even if a defect in the Officer’s appointment or qualification is
discovered afterwards.
5.4 Officers’ Term of Office
Officers shall be appointed by the Board for a two-year renewable term.
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5.5 Duties of Officers
(a) Chair
The Chair shall:
(i) when present and able, chair all meetings of the Board of Directors and all
meetings of the Members;
(ii) sign all documents requiring the signature of the Chair or President;
(iii) ensure that the minutes are an accurate reflection of the meetings by
signing them when approved;
(iv) perform any other duties assigned by the Board.
(b) Secretary
The Secretary shall:
(i) give any notice required to be given of meetings of the Board of Directors
and of the Members;
(ii) attend all meetings of the Board of Directors and the Members, and ensure
that all facts and minutes of those meetings are recorded in books kept for
that purpose;
(iii) keep and maintain the following documents:
(A) a copy of the Letters Patent, and any memorandum of agreement;
(B) all By-laws, Resolutions, and Special Resolutions;
(C) a register of Directors setting out the names and addresses and
occupations of all persons who are or have been Directors, and the
dates they became and ceased to be Directors;
(D) a register of Members setting out the names and addresses of all
Members during the preceding 10 years;
(iv) be custodian of the Corporate Seal, and of all books, records,
correspondence, and documents of the Corporation;
(v) receive any Director’s resignation; and
(vi) perform any other duties assigned by the Board.
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(c) Vice-Chair
The Vice-Chair shall:
(i) perform the Chair’s duties when the Chair is absent or unable to perform
them; and,
(ii) perform any other duties assigned by the Board.
(d) Treasurer
The Treasurer shall:
(i) ensure that proper books of account and accounting records are maintained
for all financial and other transactions of the Corporation ensuring their
compliance with Canada Revenue Agency requirements, including records
of:
(A) money received or paid by the Corporation and the matter to which
the receipt or payment relates;
(B) sales and purchases effected by the Corporation;
(C) assets and liabilities of the Corporation; and
(D) any transactions affecting the financial position of the Corporation;
(ii) perform any other duties assigned by the Board, but in every case shall
liaise with and co-ordinate reporting with the Executive Director or
appropriate member of staff of the Corporation.
(e) Past-Chair
The Past-Chair shall:
(i) perform any duties assigned by the Chair; and
(ii) perform any other duties assigned by the Board and serve as Chair of the Council
of Advisors.
(f) Executive Director
The Board of Directors shall appoint an Executive Director and will delegate to that person the
power to manage and direct the business affairs of the Corporation (but not such matters and
duties as may not by law be delegated by the Board of Directors) and to employ and discharge
agents and employees of the Corporation. The Executive Director shall comply with all lawful
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equirements of the Board of Directors and shall, as reasonably requested, give to the Directors
or any of them all information they may desire regarding the affairs of the Corporation.
5.6 Ceasing to be an Officer
A person ceases to be an Officer of the Corporation upon:
(i) death;
(ii) the election or appointment of a successor to the office of that Officer;
(iii) ceasing to be a Director
(iv) resignation; or
(v) removal by the Board of Directors at a meeting called for that purpose.
(a) Resignation of Officers
An Officer may resign from office by giving notice of resignation to the
Secretary or, in the Secretary’s absence, to any other Officer. A resignation is
effective when so received or when specified in the notice, if later.
(b) Removal of Officer
An Officer may be removed from office before the Officer’s term expires for
failure or inability to perform the duties of the office, or for failure to meet the
qualifications of the office.
An Officer may be removed from office by a resolution passed for that purpose
at a meeting of the Directors.
5.7 Filling a Vacant Office
Where an Officer’s position becomes vacant, the Directors may appoint a replacement to serve
for the unexpired portion of the term.
5.8 Remuneration
Officers will not be paid for their duties and no Officer shall directly or indirectly receive any
profit from the Officer’s position as such; however, Officers may be reimbursed for reasonable
expenses incurred by them in the performance of their duties.
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6.1 Membership
ARTICLE 6
MEMBERS OF THE CORPORATION
The Members of the Corporation shall be those individuals who fall within the definition of
Member in Section 1.1(m).
6.2 Life Members of the Corporation
Members may at an Annual General Meeting elect one or more Life Members of the
Corporation, each of whom shall thereafter hold membership for the duration of his or her
lifetime.
6.3 Termination of Membership
A membership terminates:
(a) on the death of the Member;
(b) when notice of the Member’s resignation has been given to the Secretary;
(c) when the Member fails to pay any required membership fee within 30 days of
request for payment; or
(d) when such person ceases to occupy the position qualifying such person for
membership.
Each Member in good standing shall be entitled to one vote on each resolution arising at any
Special General Meetings or general meeting of the Members.
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7.1 Annual General Meeting
ARTICLE 7
MEETINGS OF MEMBERS
The Annual General Meeting of the Members of the Corporation will take place in the Regional
Municipality of Waterloo or the County of Wellington at the call of the Board of Directors, but
no later than six months after the end of each fiscal year. Business transacted at the Annual
General Meeting will include:
(a) electing new Members;
(b) electing Life Members;
(c) electing Directors;
(d) receiving reports of the auditor and any other person that the Directors have
required to make a report;
(e) appointing the auditor and fixing the auditor’s remuneration for the coming year;
(f) adopting or amending the By-laws of the Foundation;
(g) addressing any other matters properly brought before the meeting.
7.2 Special General Meeting
The Directors may call a Special General Meeting of the Members to be held in the Regional
Municipality of Waterloo or the County of Wellington to address any issue of possible relevance
to The Corporation. The general nature of the issue must be stated in the notice of the meeting.
The Directors shall call a general meeting of Members on the written requisition of at least onequarter
of the Members.
7.3 Notice of Meetings of Members
Notice of a meeting of the Members shall:
(a) be given to all Members who, at the close of business on the record date for notice
or, if no record date for notice is fixed, at the close of business on the day
preceding the day on which notice is given, is entered in the register of Members
are entitled to notice of the meeting;
(b) be given to each member individually by courier, mail, facsimile, or other
electronic communication, ten or more days prior to the date of the meeting; and,
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(c) include the date, time, and place of the meeting, and the general nature of the
matters to be dealt with.
7.4 Quorum of Members
A quorum for the transaction of business at any meeting of the Members shall consist of a
minimum of eight (8) Members present in person or by proxy.
7.5 Resolutions and Voting
(a) Votes at meetings of the Members may be given either personally or by proxy or
in the case of a Member who is a body corporate or association, by an individual
authorized by a resolution of the Board or governing body of the body corporate
or association to represent it at meetings of Members of the Corporation. At every
meeting of Members, every Member and person appointed by proxy to represent a
Member and any individual so authorized to represent a Member who is a body
corporate or association shall have one vote.
(b) At any meeting of the Members, every question shall, unless otherwise required
by the Act, the Letters Patent or By-laws or otherwise by law, be determined by
the majority of the votes duly cast on the question.
(c) Any question at a meeting of Members shall be decided by a show of hands
unless:
(i) prior to a show of hands, a majority of the Members present and entitled to
vote resolve to vote on the matter by secret ballot, in which case the chair
of the meeting shall distribute and collect ballots for such purpose and the
result of the vote by secret ballot shall be the decision of the Members
upon the said question;
(ii) after a show of hands, a poll thereon is required or demanded by the chair
of the meeting or any person entitled to vote on the question in which case
the procedures set forth hereinafter shall be followed.
(d) Whenever a vote by secret ballot or show of hands shall have been taken upon a
question, (unless in the latter case a poll thereon is so required or demanded), a
declaration by the chair of the meeting that the vote upon the question has been
carried or carried by a particular majority or not carried and an entry to that effect
in the minutes of the meeting shall be prima facie evidence of the fact without
proof of the number or proportion of the votes recorded in favour of or against
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any resolution or other proceeding in respect of the said question, and the result of
the vote so taken shall be the decision of the Members upon the said question.
(e) If a poll is required or demanded, the poll shall be taken in such manner as the
chair of the meeting shall direct. A demand for a poll may be withdrawn at any
time prior to the taking of the poll. The result of the poll shall be the decision of
the Members upon the said question.
(f) In the case of an equality of votes at any meeting of Members, either upon a show
of hands or upon a poll, the chair of the meeting shall not have a second or casting
vote.
7.6 Waiver of Notice
A Member may waive notice of a meeting of Members and attendance of a Member at a meeting
of Members shall be a waiver of notice except where the Member attends for the express purpose
of objecting to the transaction of business on the ground that the meeting is not lawfully called.
7.7 Proxies
Votes at meetings of the Members may be given either personally or by proxy or, in the case of a
Member which is a body corporate or association, by an individual authorized by a resolution of
the Board of Directors or governing body of the body corporate or association to represent it at
meetings of Members. At every meeting at which a Member is entitled to vote, every voting
Member who is present in person, every person appointed by proxy to represent a voting
Member, and every individual who is present in person and properly authorized to represent a
voting Member shall have one vote on a show of hands. Upon a poll and subject to the
provisions, if any, of the Letters Patent, every Member who is entitled to vote at the meeting and
who is present in person or represented by an individual properly authorized shall have one vote
and every person appointed by proxy shall have one vote for each Member who is entitled to
vote at the meeting and who is represented by such proxyholder. Proxyholders who are not dulyappointed
Members are not entitled to participate in the deliberations of the meeting.
A proxy shall be executed by the Member or the Member’s attorney authorized in writing or, if
the Member is a body corporate or association, by an officer or attorney thereof duly authorized.
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7.8 Adjournment
Any meeting of Members may be adjourned to any time. Any issues to be dealt with at a
meeting can be dealt with at an adjourned meeting.
8.1 Generally
ARTICLE 8
EXECUTION OF DOCUMENTS
Subject to any other provisions elsewhere in the By-laws or the Letters Patent, documents to be
signed by the Corporation may be signed on its behalf by any two Officers.
The Board may by resolution appoint any person to sign documents generally or to sign specific
documents on behalf of the Corporation.
8.2 Books and Records
The Board shall see that all necessary books and records of the Corporation, as required by law
and by the By-laws, are regularly and properly kept.
ARTICLE 9
CONTRACTS
Deeds, transfers, assignments, contracts, obligations, certificates and other documents
(collectively, “instruments”), may be signed on behalf of the Corporation by any two Directors
or officers of the Corporation or one Director or officer of the Corporation and one authorized
employee, and all instruments so signed shall be binding upon the Corporation without any
further authorization or formality. In addition, the Board may from time to time direct by
resolution the manner in which and the person or persons by whom any particular instrument or
class of instruments may or shall be signed. Any signing officer may affix the corporate seal
thereto.
10.1 Authorized Persons
ARTICLE 10
BANKING
The persons authorized by a resolution of the Board of Directors shall carry out the banking
transactions for the Corporation.
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10.2 Financial Institution
The banking shall be conducted at the bank, trust company, or credit union approved by
resolution of the Board.
10.3 Authorized Activities
The persons authorized to complete the banking are authorized to:
(a) set up and operate accounts or make other banking arrangements as necessary;
(b) execute any arrangements with the financial institution to facilitate the banking
arrangements;
(c) deposit into the account of the Corporation all money and cheques and negotiable
instruments payable to the Corporation;
(d) issue receipts for property received by the Corporation;
(e) make and sign cheques on behalf of the Corporation; and
(f) conduct other activities authorized by resolution of the Board.
11.1 Definitions
For the purposes of this Article 11:
ARTICLE 11
DECLARATION OF INTEREST
� two persons are partners if they have lived together for at least one year and have a
conjugal relationship; and
� two persons are relatives if they are related by blood, marriage or adoption.
11.2 Interest in a Contract or Transaction
A Director who has an interest, directly or indirectly, in any contract, transaction, proposed
contract or proposed transaction under consideration by the Board, or a Director who has
knowledge that his or her partner or a relative has an interest, directly or indirectly, in any
contract, transaction, proposed contract or proposed transaction under consideration by the Board
shall:
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(a) declare to the Board the nature and extent of the interest as soon as possible and
not later than the meeting at which the matter is to be considered;
(b) refrain from taking part in any discussion or vote related to the matter; and
(c) withdraw from the meeting when the matter is being discussed if required to do so
by a majority of Directors present at the meeting, or if the Director in his or her
discretion wishes to do so.
11.3 Effect of Disclosure
A Director who has declared his or her interest in a contract or transaction or a proposed contract
or transaction and who has not voted in respect thereof, shall not be accountable to the
Corporation, or its creditors, for any profit realized from the contract and the contract is not
voidable by reason only of such Director holding that office or of the fiduciary relationship
established thereby.
11.4 Failure to Declare
Where the Board is of the opinion that a conflict of interest exists that has not been declared, the
Board may declare, by a resolution carried by two-thirds of the Directors present at the meeting,
that a conflict of interest exists and in each such case the provisions of Section 11.2(b) and
11.2(c) shall apply as if the Director had declared the interest.
ARTICLE 12
KIDSABILITY FOUNDATION ADVISORY COUNCIL
12.1 KidsAbility Foundation Advisory Council
There may be a Council of Advisors of the Corporation to be known as KidsAbility Foundation
Advisory Council who shall be composed of a number of individuals who will be proposed by
the Nominating Committee to the Board of Directors for election in accordance with guidelines
approved by the Board of Directors, who shall be elected to the Advisory Council by the Board
of Directors of the Corporation. Present Directors of the Corporation and Committee Members
may be elected as Members of the Advisory Council.
12.2 Duties of Members of Advisory Council
Members of the Advisory Council should consult with, advise, and make recommendations from
time to time to the Board of Directors on matters of policy which may from time to time arise,
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and without restricting the generality of the foregoing, the Members of the Advisory Council
may:
(a) participate actively in fulfilling the Corporation’s objectives, as for example
serving as a member of an approved standing committee of the Board of
Directors, or on an approved Advisory or Service Committee, or as a member of
the Corporation’s Fundraising team, and/or attending regularly-scheduled
Directors’ Meetings in an advisory capacity;
(b) advise the Directors individually and/or collectively;
(c) bring a greater diversity to the deliberation of the Directors;
(d) be an advocate for KidsAbility within the greater community;
(e) contribute fiscally and assist in the solicitation of philanthropic gifts.
Advice of the Advisory Council will be sought by the Board at scheduled meetings and where
specific expertise exists and is required.
12.3 Vacancies, Advisory Council
Vacancies on the Advisory Council may be filled by the Board of Directors on the
recommendation of the Nominating Committee.
13.1 Service
ARTICLE 13
NOTICES
Any notice or other document required by the Corporations Act, the Regulations made under the
Corporations Act, the Letters Patent, or the By-laws to be sent to any Member or Director or to
the auditor shall be delivered personally or sent by prepaid mail or sent by any electronic means
of sending messages, including facsimile transmission, which produces a paper record to any
such Member or Director at their latest address as shown in the records of the Corporation and to
the auditor at its business address, or if no address be given therein then to the last address of
such Member or Director known to the Secretary, provided always that notice may be waived or
the time for the notice may be waived or abridged at any time with the consent in writing of the
person entitled to such notice.
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13.2 Computation of Time
Where a given number of days’ notice or notice extending over a period is required to be given
under the By-laws or Letters Patent of the Corporation the day of service or posting of the notice
shall not, unless it is otherwise provided, be counted in such number of days or other period.
13.3 Undelivered Notices
If any notice given to a Member pursuant to Section 12.1 hereof is returned on two consecutive
occasions because such Member cannot be found, the Corporation shall not be required to give
any further notice to such Member until such Member informs the Corporation in writing of such
Member’s new address.
13.4 Proof of Service
With respect to every notice or other document sent by post it shall be sufficient to prove that the
envelope or wrapper containing the notice or other document was properly addressed and put
into a post office or into a letter box. A certificate of an Officer of the Corporation in office at
the time of the making of the certificate as to facts in relation to the sending or delivery of any
notice or other document to any Member, Director, Officer, or auditor or publication of any
notice or other document shall be conclusive evidence thereof and shall be binding on every
Member, Director, Officer, or auditor of the Corporation, as the case may be.
13.5 Waiver of Notice
Any Member, Director, officer or auditor may waive any notice required to be given to such
Member under any provision of the Act, the Letters Patent, these By-laws or otherwise and such
waiver, whether given before or after the meeting or other event of which notice is required to be
given, shall cure any default in giving such notice.
ARTICLE 14
AUDITOR
The Members shall at each Annual General Meeting appoint an auditor to audit the accounts of
the Corporation for report to Members who shall hold office until the next following Annual
General Meeting and a report thereon shall be provided to the Members at such meeting,
provided, however, that the Directors may fill any casual vacancy in the office of the auditor. If
an appointment is not so made, the auditor in office must continue until a successor is appointed.
The remuneration of the auditor shall be fixed by the Members or the Directors if they are
authorized to do so by the Members and the remuneration of an auditor appointed by the
Directors shall be fixed by the Directors.
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The Members may by resolution passed by at least two-thirds of the votes cast at a general
meeting of which notice of intention to pass the resolution has been given, remove any auditor
before the expiration of the auditor’s term of office and shall by a majority of the votes cast at
that meeting appoint another auditor in such auditor’s stead for the remainder of the term.
No Director, officer or employee of the Corporation may be appointed as auditor.
ARTICLE 15
FINANCIAL YEAR
The fiscal year of the Corporation shall end on March 31st of each calendar year unless the
Board changes it by resolution.
16.1 Passing
ARTICLE 16
BY-LAWS
A By-law and an amendment, a repeal, or a re-enactment of a By-law must be:
(a) passed by a resolution of the Board; and,
(b) confirmed at a general meeting of the Members called for the purpose of
considering the By-law.
16.2 When Effective
A By-law and an amendment, a repeal, or a re-enactment of a By-law is effective:
(a) when passed and confirmed; and
(b) until the next Annual General Meeting of the Members if passed by the Board but
not confirmed by the Members at a general meeting.
16.3 Members’ Powers
The Members at a general meeting or at the Annual General Meeting may confirm, reject,
amend, or otherwise deal with any By-law passed by the Directors and submitted to the Members
for confirmation.
No acts done or rights acquired under a By-law are prejudicially affected by the rejection,
amendment, or other dealing with the By-law by the Members.
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ARTICLE 17
REPEAL
By-law No. 1 (2009) of the Corporation is hereby repealed as of the coming into force of this bylaw.
The repeal shall not affect the validity of any act done or right, privilege, obligation, or
liability acquired or incurred under, or the validity of any contract or agreement made pursuant
to, or the validity of any articles (as defined in the Act) or predecessor charter documents of the
Corporation obtained pursuant to any such by-law before its repeal. All officers and persons
acting under the by-law so repealed shall continue to act as if appointed under the provision of
this by-law and all resolutions of the Members or the Board or the committee of the Board with
continuing effect passed under any repealed by-law shall continue to be good and valid except to
the extent inconsistent with this by-law and until amended or repealed.
ARTICLE 18
DISSOLUTION
Upon the dissolution of the Foundation and after payment of all debts and liabilities, the
remaining property shall be distributed or disposed of to KidsAbility Centre for Child
Development (a registered charity) to be used for the provision of services in a manner consistent
with the stated vision of the Centre and the Foundation’s formal agreements with its donors.
Should KidsAbility Centre for Child Development cease to exist prior to the dissolution of the
Foundation, the remaining property shall be distributed to such other registered charity or
charities that is or are determined by the Board of the Foundation as having a vision consistent
with the vision of KidsAbility Centre for Child Development to be used for the provision of
services in a manner consistent with that vision and the Foundation’s formal agreements with its
donors.
ARTICLE 19
EFFECTIVE DATE
This by-law shall be effective on the date it is approved by the Board, until the next Annual
General Meeting and thereafter only when confirmed by the Members in accordance with the
Act.
Chair Secretary
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Date:
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ARTICLE 1 GENERAL..................................................................................................................1
1.1 Definitions..................................................................................................................1
1.2 Interpretation ..............................................................................................................2
In this By-law and in all other By-laws hereafter passed, unless the context otherwise
requires, words importing the singular number or the masculine gender shall include the
plural number or the feminine gender, as the case may be, and vice versa, and references
to persons shall include individuals, firms and corporations. The division of these Bylaws
into Articles and Sections and the insertion of headings are for convenience of
reference only and shall not affect the construction or interpretation hereof. .....................2
ARTICLE 2 HEAD OFFICE...........................................................................................................3
ARTICLE 3 SEAL...........................................................................................................................3
The seal, an impression of which is stamped in the right margin hereof, shall be the
corporate seal of the Corporation.........................................................................................3
ARTICLE 4......................................................................................................................................3
BOARD OF DIRECTORS ..............................................................................................................3
4.1 Powers of the Board of Directors...............................................................................3
4.2 Decisions Made at Board of Directors Meetings .......................................................4
4.3 Number of Directors...................................................................................................4
4.4 Qualifications of Directors .........................................................................................4
4.5 Election of the Board of Directors .............................................................................5
4.6 Public Statements and Accountability........................................................................5
4.7 Directors’ Term of Office ..........................................................................................6
4.8 Validity of Acts of Directors......................................................................................6
4.9 Quorum.......................................................................................................................6
The powers of the Directors may be exercised by resolution passed at a meeting of the
Board at which a quorum is present. The presence of a majority of the number of
Directors in office, from time to time, shall be necessary to constitute a quorum for the
transaction of business at meetings of the Board. No business shall be transacted at any
meeting of the Board unless a quorum is present at the commencement of and throughout
the meeting. Where there is a vacancy on the Board, the remaining Directors may
exercise all the powers of the Board so long as no less than two Directors are present at
the meeting...........................................................................................................................6
4.10 Filling Vacancies on the Board of Directors..............................................................6
4.11 Ceasing to be a Director .............................................................................................7
4.12 Resignation of Directors.............................................................................................7
4.13 Removal of Directors .................................................................................................7
4.14 Committees.................................................................................................................8
4.15 Standing Committees .................................................................................................8
4.16 Disbanding .................................................................................................................8
4.17 Meetings of the Board of Directors............................................................................8
If a majority of the Directors of the Corporation present or participating in the meeting
consent thereto generally or in respect of a particular meeting, a Director may participate
in a meeting of the Board or of a committee of the Board by means of conference
telephone call that permits all persons participating in the meeting to communicate with
each other simultaneously and instantaneously, and a Director participating in the
meeting by those means is deemed for the purposes of the Act to be present at the

meeting. Any such consent shall be effective whether given before or after the meeting
to which it relates. A quorum shall be established and votes shall be recorded by voice
identification of each Director by a roll-call of Directors participating in the meeting. ...10
4.18 Remuneration of Directors .......................................................................................11
4.19 Declaration of Interest..............................................................................................11
4.20 Legal Responsibilities of Directors ..........................................................................11
4.21 For the Protection of Directors and Officers............................................................11
4.22 Indemnities to Directors and Officers ......................................................................12
ARTICLE 5 OFFICERS................................................................................................................13
5.1 Officers.....................................................................................................................13
5.2 Election or Appointment of Officers........................................................................13
5.3 Validity of Acts of Officers......................................................................................13
5.4 Officers’ Term of Office ..........................................................................................13
5.5 Duties of Officers .....................................................................................................14
5.6 Ceasing to be an Officer...........................................................................................16
5.7 Filling a Vacant Office.............................................................................................16
5.8 Remuneration ...........................................................................................................16
ARTICLE 6 MEMBERS OF THE CORPORATION...................................................................17
6.1 Membership..............................................................................................................17
6.2 Life Members of the Corporation.............................................................................17
6.3 Termination of Membership.....................................................................................17
ARTICLE 7 MEETINGS OF MEMBERS....................................................................................18
7.1 Annual General Meeting ..........................................................................................18
7.2 Special General Meeting ..........................................................................................18
7.3 Notice of Meetings of Members...............................................................................18
7.4 Quorum of Members ................................................................................................19
7.5 Resolutions and Voting ............................................................................................19
7.6 Waiver of Notice ......................................................................................................20
7.7 Proxies......................................................................................................................20
7.8 Adjournment.............................................................................................................21
ARTICLE 8 EXECUTION OF DOCUMENTS............................................................................21
8.1 Generally ..................................................................................................................21
8.2 Books and Records...................................................................................................21
ARTICLE 9 CONTRACTS...........................................................................................................21
Deeds, transfers, assignments, contracts, obligations, certificates and other documents
(collectively, “instruments”), may be signed on behalf of the Corporation by any two
Directors or officers of the Corporation or one Director or officer of the Corporation and
one authorized employee, and all instruments so signed shall be binding upon the
Corporation without any further authorization or formality. In addition, the Board may
from time to time direct by resolution the manner in which and the person or persons by
whom any particular instrument or class of instruments may or shall be signed. Any
signing officer may affix the corporate seal thereto. .........................................................21
ARTICLE 10..................................................................................................................................21
BANKING .........................................................................................................................21
10.1 Authorized Persons ..................................................................................................21

10.2 Financial Institution..................................................................................................22
10.3 Authorized Activities ...............................................................................................22
ARTICLE 11 DECLARATION OF INTEREST ..........................................................................22
11.1 Definitions................................................................................................................22
For the purposes of this Article 11:....................................................................................22
11.2 Interest in a Contract or Transaction ........................................................................22
A Director who has an interest, directly or indirectly, in any contract, transaction,
proposed contract or proposed transaction under consideration by the Board, or a Director
who has knowledge that his or her partner or a relative has an interest, directly or
indirectly, in any contract, transaction, proposed contract or proposed transaction under
consideration by the Board shall:.......................................................................................22
11.3 Effect of Disclosure..................................................................................................23
A Director who has declared his or her interest in a contract or transaction or a proposed
contract or transaction and who has not voted in respect thereof, shall not be accountable
to the Corporation, or its creditors, for any profit realized from the contract and the
contract is not voidable by reason only of such Director holding that office or of the
fiduciary relationship established thereby. ........................................................................23
11.4 Failure to Declare .....................................................................................................23
Where the Board is of the opinion that a conflict of interest exists that has not been
declared, the Board may declare, by a resolution carried by two-thirds of the Directors
present at the meeting, that a conflict of interest exists and in each such case the
provisions of Section 11.2(b) and 11.2(c) shall apply as if the Director had declared the
interest................................................................................................................................23
ARTICLE 12 KIDSABILITY FOUNDATION ADVISORY COUNCIL....................................23
12.1 KidsAbility Foundation Advisory Council ..............................................................23
12.2 Duties of Members of Advisory Council .................................................................23
12.3 Vacancies, Advisory Council...................................................................................24
ARTICLE 13 NOTICES................................................................................................................24
13.1 Service......................................................................................................................24
13.2 Computation of Time ...............................................................................................25
13.3 Undelivered Notices.................................................................................................25
If any notice given to a Member pursuant to Section 12.1 hereof is returned on two
consecutive occasions because such Member cannot be found, the Corporation shall not
be required to give any further notice to such Member until such Member informs the
Corporation in writing of such Member’s new address.....................................................25
13.4 Proof of Service........................................................................................................25
13.5 Waiver of Notice ......................................................................................................25
Any Member, Director, officer or auditor may waive any notice required to be given to
such Member under any provision of the Act, the Letters Patent, these By-laws or
otherwise and such waiver, whether given before or after the meeting or other event of
which notice is required to be given, shall cure any default in giving such notice. ..........25
ARTICLE 14 AUDITOR...............................................................................................................25
ARTICLE 15 FINANCIAL YEAR ...............................................................................................26
ARTICLE 16 BY-LAWS ..............................................................................................................26
16.1 Passing......................................................................................................................26

16.2 When Effective.........................................................................................................26
16.3 Members’ Powers.....................................................................................................26
ARTICLE 17 REPEAL..................................................................................................................27
ARTICLE 18 DISSOLUTION ......................................................................................................27
ARTICLE 19 EFFECTIVE DATE................................................................................................27
1. BORROWING – IN ACCORDANCE WITH SECTION 59 OF THE ONTARIO
CORPORATIONS ACT, AND WHEN AUTHORIZED BY BY-LAW, DULY PASSED BY
THE DIRECTORS AND SANCTIONED BY AT LEAST TWO-THIRDS OF THE VOTES
CAST AT A SPECIAL GENERAL MEETING OF THE MEMBERS DULY CALLED FOR
CONSIDERING THE BY-LAW, THE DIRECTORS OF THE CORPORATION MAY FROM
TIME TO TIME:........................................................................................................................... VI
(a) borrow money upon the credit of the Corporation;.................................................. vi
(b) limit or increase the amount to be borrowed;........................................................... vi
(c) issue debentures or other securities of the Corporation; .......................................... vi
(d) pledge or sell such debentures or other securities for such sums and at such prices
as may be deemed expedient; and...................................................................................... vi
(e) secure any such bond, debentures or other securities, or any other present or future
borrowing or liability of the Corporation, by mortgage, hypothec, charge or pledge of all
or any currently owned or subsequently acquired real and personal, movable and
mmovable, property of the corporation, and the undertaking and rights of the
Corporation. ....................................................................................................................... vi
2. THE BOARD MAY BY RESOLUTION AUTHORIZE ANY DIRECTOR, OFFICER,
EMPLOYEE, OR OTHER PERSON TO MAKE ARRANGEMENTS FOR BORROWING ON
BEHALF OF THE CORPORATION FOR THE AMOUNT AUTHORIZED AND ON THE
TERMS STATED IN THE RESOLUTION................................................................................. VI
3. THE BORROWING POWER IS LIMITED TO BORROWING MONEY FOR
CURRENT CAPITAL OR OPERATING EXPENSES............................................................... VI
KIDSABILITY CENTRE FOR CHILD
DEVELOPMENT FOUNDATION
OPERATING AS

“KIDSABILITY FOUNDATION”
BY-LAW 2 (2011)

BY-LAW NUMBER 2
A by-law relating generally to the transaction of the affairs of
KIDSABILITY CENTRE FOR CHILD DEVELOPMENT FOUNDATION
OPERATING AS “KIDSABILITY FOUNDATION”
(the“Corporation”)
BE IT ENACTED as a by-law of KIDSABILITY CENTRE FOR CHILD
DEVELOPMENT FOUNDATION as follows:
1. Borrowing – In accordance with Section 59 of the Ontario Corporations Act, and when
authorized by by-law, duly passed by the directors and sanctioned by at least two-thirds
of the votes cast at a Special General Meeting of the Members duly called for considering
the by-law, the directors of the Corporation may from time to time:
(a) borrow money upon the credit of the Corporation;
(b) limit or increase the amount to be borrowed;
(c) issue debentures or other securities of the Corporation;
(d) pledge or sell such debentures or other securities for such sums and at such prices
as may be deemed expedient; and
(e) secure any such bond, debentures or other securities, or any other present or
future borrowing or liability of the Corporation, by mortgage, hypothec, charge or
pledge of all or any currently owned or subsequently acquired real and personal,
movable and immovable, property of the corporation, and the undertaking and
rights of the Corporation.
2. The Board may by resolution authorize any Director, Officer, employee, or other person
to make arrangements for borrowing on behalf of the Corporation for the amount
authorized and on the terms stated in the resolution.
3. The borrowing power is limited to borrowing money for current capital or operating
expenses.

ENACTED by the Board on the day of , 2011
President
Secretary
CONFIRMED by the Members on the day of , 2011.
President
Secretary

G
Section:
Governance –
Recruitment,
Appointment,
Evaluation
Subject:
Board Recruitment -
Board Skills Snapshot
1 - 10
Page: 1 of 3
Approved: January 24, 2011
Supersedes: March 17, 2008
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Introductory Comments:
1. The Skills Snapshot has been developed as a source of information to be used by the Nominating
Committee in its efforts to assist the Board in recruiting an effective, balanced, and diverse Board
membership with the requisite skills and experience to respond to KidsAbility’s current and evolving
needs.
2. The Skills Snapshot has been approved by the Board as an ongoing tool to be used by the
Nominating Committee in seeking and selecting prospective members of the Board and Foundation
committees. Before each search it may be necessary for the Board to update the criteria to reflect
shifting strategic directions or perceived skills that may be required for the Board to continue to
function effectively.
3. Completed copies of the individual Skills Snapshot will be returned to the Chair of the Nominating
Committee who will be responsible for compiling a skills composite with respondents’ names
appearing indiscriminately as A, B, C et cetera. The composite Snapshot – rather than individual
responses -- will be shared with the Board along with the Nominating Committee’s assessment of
the requisite skills to be sought in new membership to the Board and Foundation committees. Any
comments that individuals may provide are for use of the Nominating Committee only and will not
be shared with the Board.
4. Introductory note 3 above notwithstanding, since information as to the nature and breadth of the
Board’s community contacts is relevant to the Board profile as is the professional and/or business
make-up of our board, in its summary comments to the Board the Nominating Committee should
also explain in a general non-attributive way any relevant information that may have surfaced in the
Snapshot insofar as it pertains to these items.
5. Board members will be asked to complete this matrix at the end of every three year term so the most
updated information is available.
T:\Policies\Governance\1 - Recruitment, Appointment, Evaluation\1-10 Board Recruitment - Board Skills Snapshot_January 24 2011.doc

G
Section:
Governance –
Recruitment,
Appointment,
Evaluation
Subject:
Board Recruitment -
Board Skills Snapshot
1 - 10
Page: 2 of 3
Approved: January 24, 2011
Supersedes: March 17, 2008
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
SKILLS SNAPSHOT: KIDSABILITY FOUNDATION
Please complete using a 5 point scale (1___2___3___4___5) where applicable.
Name:
Occupation:
Active (A)?
Retired (R)?
Criteria Score* Explain
Other Board Experience
Connection to Rotary
Financial Accounting Expertise
Human Resource Expertise
Marketing, Media or Communication
Expertise
Fundraising Experience
Investment Expertise
Legal Expertise
Governance Experience
Leadership Experience
What kind of fundraising experience do you have?
(please specify)
*1 – no experience 2 – limited experience 3 – moderate experience 4 – non-professional experience 5- career
T:\Policies\Governance\1 - Recruitment, Appointment, Evaluation\1-10 Board Recruitment - Board Skills Snapshot_January 24 2011.doc

G
Section:
Governance –
Recruitment,
Appointment,
Evaluation
Subject:
Board Recruitment -
Board Skills Snapshot
1 - 10
Page: 3 of 3
Approved: January 24, 2011
Supersedes: March 17, 2008
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
1. Identify your political contacts:
a. Provincial_______________________________________________________________
_______________________________________________________________________
b. Local___________________________________________________________________
_______________________________________________________________________
2. If asked would you be prepared to take on a leadership role with the Foundation Board as a
Chair of a Committee Officer of the Board
______________________________________________________________________________
3. What is your extent of corporate connections?_________________________________________
___________________________________________________________________________
4. Are you willing to:
a. Make an ask ____________
b. Assist with an ask ____________
c. Willing to learn to do an ask ____________
5. Please list names of individuals with whom you are familiar as potential donors of KidsAbility
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
Comments:
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
T:\Policies\Governance\1 - Recruitment, Appointment, Evaluation\1-10 Board Recruitment - Board Skills Snapshot_January 24 2011.doc

G
Section:
Governance –
Recruitment,
Appointment,
Evaluation
Subject:
Governance Form:
Continuation of Terms
1 - 20
Page: 1 of 2
Approved: February 9, 2009
Supersedes:
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
KidsAbility Foundation
M E M O R A N D U M
DATE: DRAFT - December 2008
TO: Members, Board of Trustees
FROM: xxx, Chair of the Nominating Committee
RE: Continuation of Term
Although your term on the Board of Directors may not expire this year, I am writing as Chair of
the Nominating Committee to ascertain your plans with respect to continued membership. We
are hopeful that you will decide not to leave the Board before the completion of your full term.
However, we do recognize that priorities and situations change. Knowing of unscheduled
departures early on clearly gives the Nominating Committee an advantage in its efforts to recruit
new members.
Therefore, I would appreciate your advising me no later than [xxx] of your intentions to remain
as a Board member after the Annual Meeting of the Foundation in June. Of course, if your
situation changes after that time, and you decide that you are unable to serve, please advise me of
this as soon as possible.
The form may be returned to me by e-mail at xxx or by mailing it to me at KidsAbility
Foundation, 500 Hallmark Drive, Waterloo, ON, N2K 3P5.
Thank you for your continued assistance with the work of the KidsAbility Foundation.
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
I intend to stay on the KidsAbility Foundation Board of Directors after the Annual Meeting in
June
_____
OR
I will not be standing for re-appointment to the Board of KidsAbility Foundation after the
Annual Meeting in June
_____
_________________________ _________________________
Director’s Name Signature
KidsAbility Foundation
T:\Policies\Governance\1 - Recruitment, Appointment, Evaluation\1-20 Board Recruitment - Governance Form - Continuation of
Terms_February 9, 2009 .doc

G
Section:
Governance –
Recruitment,
Appointment,
Evaluation
Subject:
Governance Form:
Continuation of Terms
1 - 20
Page: 2 of 2
Approved: February 9, 2009
Supersedes:
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
M E M O R A N D U M
DATE: DRAFT - December 2008
TO: Members, Board Committees
FROM: xxx, Chair of the Nominating Committee
RE: Continuation of Term
The Nominating Committee is preparing its recommendations with respect to Committee
membership for the upcoming year. As the Chair of the Nominating Committee, I would
appreciate your advising me no later than xxx of your interest in continuing as a member of the
xxx Committee. Of course, if your situation changes after that time, and you decide you are
unable to serve, please advise me of this as soon as possible.
The form may be returned to me by e-mail at xxx or by mailing it to me at KidsAbility
Foundation, 500 Hallmark Drive, Waterloo, ON, N2K 3P5.
Thank you for your continued assistance with the work of the KidsAbility Foundation.
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
I wish to be considered for re-appointment as a member of the _________________________
Committee(s) after the Annual Meeting in June.
_____
OR
I do not wish to be considered for re-appointment as a member of the Committee(s) after the
Annual Meeting in June but would prefer to sit on _____________________ Committee.
_____
_________________________ _________________________
Name Signature
T:\Policies\Governance\1 - Recruitment, Appointment, Evaluation\1-20 Board Recruitment - Governance Form - Continuation of
Terms_February 9, 2009 .doc

G
Section:
Governance –
Recruitment,
Appointment,
Evaluation
Subject:
Succession Planning, Recruitment
and Appointments
1 - 30
Page: 1 of 3
Approved: May 25, 2009
Supersedes:
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Principle:
Board recruitment and appointment with respect to executive positions on the Board of
Directors, membership on the Board, and membership on both the standing and ad hoc
committees of the Board are key components not only of efficient day-to-day Board-related
activities but also of successful succession planning.
Guidelines:
• Annually, typically early in the calendar year, the Chair of the Nominating Committee will
initiate a process to determine the intention of current Directors as well as members of
standing and on-going ad hoc committees of the Board to determine the intention of each
member with respect to continuing service for the following year.
• Nominations to executive positions of the Board of Directors, to membership on the Board,
and to membership on standing and ad hoc committees of the Board will be initiated by the
appropriate committee. Each respective committee will undertake a deliberative review
appropriate to its mandate and report its recommendations to the Governance Committee
which, in turn, will make its recommendations to the Board of Directors which has been
empowered to approve or to reject those recommendations.
• As part of its deliberative process, the committee undertaking the initial review will normally
seek counsel and suggestions from members of the Board of Directors as well as from the
Executive Director either verbally or in written form.
• The Board Profile Matrix and the relevant Terms of Reference will form essential
components of the background materials to be consulted during the respective deliberations.
• Since applications to the Foundation Board may well be more appropriately considered as
appointees by the Centre Board and in an effort to avoid both Boards approaching the same
individual, the Foundation’s Chair of the Board and the chair of its Nominating Committee
will inform their respective counterparts on the Centre Board with respect both to
applications received and individuals under consideration for Board and committee
appointment.
• Deliberations concerning a Director’s reappointment to the Board at the end of each term will
be the responsibility of the Chair of the Board, the Vice-Chair, and the Past Chair and will
include their evaluation of the individual’s adherence to the Roles and Responsibilities of the
Members of the Board.
T:\Policies\Governance\1 - Recruitment, Appointment, Evaluation\1-30 Board Recruitment - Succession Planning, Recruitment,
Appointments_May 25, 2009.doc

G
Section:
Governance –
Recruitment,
Appointment,
Evaluation
Subject:
Succession Planning, Recruitment
and Appointments
1 - 30
Page: 2 of 3
Approved: May 25, 2009
Supersedes:
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
• In each instance, recommendations for appointment and/or re-appointment must be
forwarded to the Governance Committee early in the spring so final recommendations may
be placed before the Board of Directors for its decision at the Board meeting following
immediately upon the conclusion of the Annual General Meeting.
• Terms of office for members of standing and ad hoc committees will be specified in the
Terms of Reference for each committee.
• If a member of the Executive or a Director of the Board cannot complete a term of
appointment, the resulting vacancy shall be filled with all practical expediency (normally
within ninety days) and in keeping with normal processes as closely as possible.
• If the Chair of a committee cannot complete a full term, the Board shall appoint a
replacement on the recommendation of the Governance Committee.
• When a newly-appointed Director takes office, the Chair of the Board will arrange for a
sitting member of the Board to serve as a mentor to that individual to provide transitional
support in understanding the role of the Director and the issues with which that individual
may be required to contend.
Procedures:
• The Chair of the Board of Directors, the Vice-Chair of the Board, the Past Chair of the
Board, and the Executive Director of the Foundation will serve as the Nominating Committee
charged with the search for the incoming Vice Chair of the Board.
• The recommendation of this Committee will normally be presented to the Governance
Committee in sufficient time for the Governance Committee to make its recommendation to
the Board of Directors for it to come to its decision at the Board meeting following
immediately upon the conclusion of the Annual General Meeting coincident with the new
Chair’s assuming the responsibilities associated with that position.
• The Vice Chair will be recruited and appointed with the understanding that that position will
normally, though not necessarily, serve as transitional to the position of Chair of the Board.
• Candidates for the position of Vice Chair must normally have served as a Director for a least
two full years when the candidate will be scheduled to assume that position and ought,
ideally, to have served as chair of a Foundation standing or ad hoc committee.
T:\Policies\Governance\1 - Recruitment, Appointment, Evaluation\1-30 Board Recruitment - Succession Planning, Recruitment,
Appointments_May 25, 2009.doc

G
Section:
Governance –
Recruitment,
Appointment,
Evaluation
Subject:
Succession Planning, Recruitment
and Appointments
1 - 30
Page: 3 of 3
Approved: May 25, 2009
Supersedes:
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
• The Chair of the Board of Directors, the Vice Chair of the Board, the Past Chair of the
Board, the Executive Director of the Foundation, and the individual currently serving as
Treasurer to the Board will serve as the Nominating Committee charged with the search for
the in-coming Treasurer of the Board.
• The recommendation of this Committee will normally be presented to the Governance
Committee in sufficient time for the Governance Committee to make its recommendation to
the Board of Directors for it to come to its decision at the Board meeting following
immediately upon the conclusion of the Annual General Meeting coincident with the new
Treasurer of the Board assuming the responsibilities associated with that position.
• The positions of Chair, Vice Chair, and Past Chair shall normally consist of two-year
appointments. Re-appointment to the position of Vice Chair and Chair is possible only after
the individual under consideration has been out of office as Past Chair for a full two-year
period.
• The Treasurer may be reappointed for additional two-year terms as long as re-appointment is
determined to be a mutually agreeable undertaking.
• With respect to the position of Director:
o No member of the Foundation staff shall be eligible for appointment to the Board
of Directors;
o No spouse, parent, brother, or sister of a Director or of a member of the
Foundation’s staff shall be eligible for appointment to the Board of Directors;
o No person may be appointed as a Director for more terms than will constitute nine
consecutive years of service, provided, however, that:
� following a break of continuous service of at least one year, that person
may be appointed Director;
� the term of the Chair and Vice-Chair shall be extended if necessary for
such period not exceeding three years as will permit progression through
the successive terms of office.
T:\Policies\Governance\1 - Recruitment, Appointment, Evaluation\1-30 Board Recruitment - Succession Planning, Recruitment,
Appointments_May 25, 2009.doc

G
Section:
Subject:
1-40
Governance –
Recruitment,
Board Evaluation Form:
Continual Improvement Process
Page: 1 of 4
Approved: April 12, 2010
Appointment,
Evaluation
Supersedes: April, 28, 2008
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
1. Board Responsibility
A. STRATEGIC PLANNING
KidsAbility Foundation
Board Evaluation Questionnaire
Approved by Gov. Committee April 12, 2010
1. The Board periodically updates the Mission/Vision/Beliefs and the Strategic
Plan.
2. The Board monitors the organization’s progress in achieving its strategic goals.
3. The Board ensures that there are appropriate mechanisms to gather community
and other stakeholder input to support strategic planning.
4. The Board sets annual Board goals for itself.
5. The Board’s goals align with the Mission of the Foundation.
B. ORGANIZATIONAL OVERSIGHT
6. The Board is diligent in approving and overseeing the Annual Plan/Budget.
7. The Board is diligent in approving and overseeing the Annual Work Plan of the
Executive Director.
8. The Board adequately reviews the finances and financial results against the
approved operating and capital budgets.
9. The Executive Director provides sufficient assurance to the Board that the
organization is compliant with all external statutory requirements.
10. The Board addresses Risk Management in an effective way.
11. The Executive Director Performance Appraisal process is effective and provides
the Executive Director with constructive feedback and support to strengthen
competencies.
Strongly Strongly
Disagree Agree
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
Strongly Strongly
Disagree Agree
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
BOARD RESPONSIBILITY – Please add any additional comments that you wish to share with us or examples that support
your scores.
2. Board Organization
T:\Policies\Governance\1 - Recruitment, Appointment, Evaluation\1-40 Board Evaluation Questionnaire_April 2010.doc
Unsure
Unsure
Unsure
Unsure
Unsure
Unsure
Unsure
Unsure
Unsure
Unsure
Unsure

G
Section:
Governance -
Recruitment
Subject:
Board Evaluation Form:
Continual Improvement Process
T:\Policies\Governance\1 - Recruitment, Appointment, Evaluation\1-40 Board Evaluation Questionnaire_April 2010.doc
1-40
Page: 2 of 4
Approved: April 12, 2010
Supersedes: April, 28, 2008
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
A. BOARD COMPOSITION
1. The composition of the Board reflects a diversity of professions, skills and
experience levels and fairly represents the service area of the organization.
2. All appropriate actions to improve the composition and the competencies of the
Board are being taken.
3. The nominating and selection process for Board members and officers is working
effectively, strategically bringing to the Board persons with the right talents and
sufficient time to devote to Board responsibilities.
4. The selection process is effective in providing for efficient succession for
executive positions.
B. BOARD COMMITTEES
5. The Board uses committees and/or work groups in an effective manner to assist
in the work of the Board.
6. The Standing Committees fulfill their terms of reference, roles and
responsibilities:
a. Executive
b. Nominating
c. Governance
d. Investment
e. Finance and Audit
C. BOARD TRAINING AND DEVELOPMENT
7. The recruitment and appointment process effectively explains the role of the
Board and the expectations of Directors.
Strongly Strongly
Disagree Agree
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
Strongly Strongly
Disagree Agree
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
Strongly Strongly
Disagree Agree
1 2 3 4 5
Unsure
Unsure
Unsure
Unsure
Unsure
Unsure
Unsure
Unsure
Unsure
Unsure
Unsure
8. A thorough and effective orientation is given to new Directors.
1 2 3 4 5 Unsure
9. The Board’s ongoing educational activities are relevant to its needs.
1 2 3 4 5 Unsure
BOARD ORGANIZATION – Please add any additional comments that you wish to share with us or examples that support your
scores.
3. Board Performance

G
Section:
Governance -
Recruitment
Subject:
Board Evaluation Form:
Continual Improvement Process
T:\Policies\Governance\1 - Recruitment, Appointment, Evaluation\1-40 Board Evaluation Questionnaire_April 2010.doc
1-40
Page: 3 of 4
Approved: April 12, 2010
Supersedes: April, 28, 2008
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
A. GENERAL
1. The Board’s legal obligations are carefully explained and are being met.
2. The Board models and supports the mission, vision and beliefs of KidsAbility
Centre.
3. The Board maintained a collaborative, open and supportive relationship with the
KidsAbility Centre during the past year.
B. COMMUNICATION
4. The Joint Communications Plan between the KidsAbility Centre and KidsAbility
Foundation is an effective and appropriate way to communicate clearly and
regularly with appropriate staff, volunteers, politicians and members of the wider
community.
5. The Board has opportunities for appropriate communications with staff,
volunteers and community stakeholders.
6. The Board is effective in building stakeholder and community support.
C. BOARD LEADERSHIP
7. The Chair of the Board demonstrates the appropriate knowledge and Board
management skills to allow the Board to operate effectively.
8. The Chair of the Board keeps the Board focused on its appropriate governing
role rather than operational issues.
9. The Board provided appropriate leadership to the organization this year.
10. The Board provided appropriate leadership to the Executive Director this year.
D. BOARD PROCESS
11. The Board receives timely and relevant information on which to make sound
business decisions.
12. The meetings of the Board are:
a. respectful of all
b. transparent
c. effective
Strongly Strongly
Disagree Agree
1 2 3 4 5
1 2 3 4 5
Unsure
Unsure
1 2 3 4 5 Unsure
Strongly Strongly
Disagree Agree
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
Strongly Strongly
Disagree Agree
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
Strongly Strongly
Disagree Agree
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
Unsure
Unsure
Unsure
Unsure
Unsure
Unsure
Unsure
Unsure
Unsure
Unsure
Unsure

d. open to divergent opinions
13. Board members are kept informed about significant issues affecting the
Foundation.
14. Adequate opportunities are provided to interact at meetings.
15. The quality of discussion is appropriate for the importance of matters at issue.
16. High quality participation is provided by each Director.
17. No Board member is prevented from contributing to the discussion.
18. There is appropriate follow-up and closure of issues discussed.
19. The Board is proactive and forward looking and does not just react to situations.
20. Board meetings are completed within the scheduled agenda and are productive
with time well spent.
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
T:\Policies\Governance\1 - Recruitment, Appointment, Evaluation\1-40 Board Evaluation Questionnaire_April 2010.doc
Unsure
Unsure
Unsure
Unsure
Unsure
Unsure
Unsure
Unsure
Unsure
21. A team spirit is evident among the Board members.
1 2 3 4 5 Unsure
BOARD PERFORMANCE – Please add any additional comments that you wish to share with us or examples that support your
scores.
OVERALL COMMENT – If we could improve the effectiveness of the KidsAbility Foundation Board of Directors, what
should we do?

G
Section:
Governance –
Recruitment,
Appointment,
Evaluation
Subject: Recognition Policy:
Elaine Ormston Outstanding
Supporter Butterfly Award
1-50
Page: 1
Approved: January 24, 2011
Supersedes: NEW
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Background
The “Outstanding Supporter Butterfly Award” was created in 2003 to honour individuals who
have made a significant volunteer contribution to KidsAbility Foundation. In 2009 this award
was re-named the “Elaine Ormston Outstanding Supporter Butterfly Award” in honour of Elaine
Ormston whose commitment to the mission of the Foundation and whose energy in pursuing its
goals exemplify the characteristics of an outstanding Foundation volunteer.
Criteria
The award is intended to recognize an individual who has made an outstanding, principally nonmonetary,
personal contribution to the Foundation as a volunteer, an advocate, or the like.
Nomination Process
In March of each year, the KidsAbility Board of Directors will be asked to submit their
nominations for potential recipients. Board members will be asked to explain why they believe
the nominee is qualified for consideration as a recipient of this award. Recommendations
concerning potential recipients will be submitted to the Past Chair and determined by the
following: the Chair, Vice Chair, and Past Chair of the Board, the Executive Director of the
Foundation, and a Board Member with a long history. The recipient will be notified in advance
of any public announcement and must agree to being recognized as a recipient.
Recipient
Normally one recipient – and no more than two -- will receive this award on an annual basis.
Recognition
Ideally the award will be presented to the recipient at the annual President’s Reception by Elaine
Ormston or an appropriate member of her family if she is unable to be present.
T:\Policies\Governance\1 - Recruitment, Appointment, Evaluation\1-50 Elaine Ormston Award Policy_January 24 2011.doc

G
Section:
Governance – Job
Descriptions &
Responsibilities
Subject:
Roles & Responsibilities of the
Board
2 - 10
Page: 1 of 3
Approved: May 28, 2007
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Purpose
To ensure that the board has a shared understanding of its governance role, the board has adopted this
Statement of the Roles and Responsibilities of the Board.
Responsibility of the Board
The board is responsible for the overall governance of the affairs of KidsAbility Foundation.
Each director is responsible to act honestly, in good faith, and in the best interests of the Foundation
and, in so doing, to support the Foundation in fulfilling its mission and discharging its accountabilities.
Strategic Planning and Mission, Vision and Values
• The board participates in the formulation and adoption of the Foundation’s mission, vision and
values.
• The board ensures that the Foundation develops and adopts a strategic plan that is consistent with
the mission and values, which will enable the Foundation to realize its vision. The board
participates in the development of and ultimately approves the strategic plan.
• The board oversees Foundation operations for consistency with the strategic plan and strategic
directions.
• The board receives regular briefings or progress reports on implementation of strategic directions
and initiatives.
• The board ensures that its decisions are consistent with the strategic plan and the Foundation’s
mission, vision and values.
• The board regularly conducts a review of the strategic plan as part of a regular annual planning
cycle.
Quality and Performance Measurement and Monitoring
• The board is responsible for establishing a process and a schedule for monitoring and assessing
• performance in areas of board responsibility including:
� Fulfillment of the strategic directions in a manner consistent with the mission, vision and
values
� Oversight of management performance
� Financial conditions
� External relations
� Board’s own effectiveness
• The board ensures that management has identified appropriate measures of performance.
• The board monitors Foundation board performance against board-approved performance standards
and indicators.
• The board ensures that management has plans in place to address variances from performance
standards indicators, and the board oversees implementation of remediation plans.
T:\Policies\Governance\2 - Job Descriptions & Responsibilities\2-10 Roles and Responsibilities of the Board_May28,2007.doc

G
Section:
Governance – Job
Descriptions &
Responsibilities
Subject:
Roles & Responsibilities of the
Board
2 - 10
Page: 2 of 3
Approved: May 28, 2007
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Financial Oversight
• The board is responsible for stewardship of financial resources including ensuring availability of,
and overseeing allocation of, financial resources.
• The board approves policies for financial planning and approves the annual operating and capital
budget.
• The board monitors financial performance against budget.
• The board approves investment policies and monitors compliance.
• The board ensures the accuracy of financial information through oversight of management and
approval of annual audited financial statements.
• The board ensures management has put measures in place to ensure the integrity of internal
controls.
Oversight of Management Including Selection, Supervision and Succession Planning for the
Executive Director (ED)
• The board recruits and supervises the Executive Director by:
� Developing and approving the ED job description
� Undertaking the ED recruitment process and selecting the ED
� Reviewing and approving the ED’s annual performance goals
� Reviewing performance and determining ED compensation
• The board ensures succession planning is in place for the ED
• The board exercises oversight of the ED’s supervision as part of the ED annual review.
Risk Identification and Oversight
• The board is responsible to be knowledgeable about risks inherent in the Foundation’s operations
and ensure that appropriate risk analysis is performed as part of board decision-making.
• The board oversees management’s risk management program.
• The board ensures that appropriate programs and processes are in place to protect against risk.
Stakeholder Communication and Accountability
• The board identifies Foundation stakeholders and understands stakeholder accountability.
• The board ensures the organization appropriately communicates with stakeholders in a manner
consistent with accountability to stakeholders.
• The board contributes to the maintenance of strong stakeholder relationships.
• The board performs advocacy on behalf of the Foundation with stakeholders where required in
support of the mission, vision and values and strategic directions of the Foundation.
Governance
• The board is responsible for the quality of its own governance.
• The board establishes governance structures to facilitate the performance of the board’s role and
enhance individual director performance.
• The board is responsible for the recruitment of a skilled, experienced and qualified board.
• The board ensures ongoing board training and education.
T:\Policies\Governance\2 - Job Descriptions & Responsibilities\2-10 Roles and Responsibilities of the Board_May28,2007.doc

G
Section:
Governance – Job
Descriptions &
Responsibilities
Subject:
Roles & Responsibilities of the
Board
2 - 10
Page: 3 of 3
Approved: May 28, 2007
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
• The board periodically assesses and reviews its governance through periodically evaluating board
structures including board recruitment processes and size, number of committees and their Terms
of Reference, processes for appointment of committee chairs, processes for appointment of board
officers, and other governance processes and structures.
Legal Compliance
• The board ensures that appropriate processes are in place to ensure compliance with legal
requirements.
T:\Policies\Governance\2 - Job Descriptions & Responsibilities\2-10 Roles and Responsibilities of the Board_May28,2007.doc

G
Section:
Subject:
2 - 20
Governance – Job
Descriptions &
Responsibilities
Roles and Responsibilities of
the Directors
Page: 1 of 3
Approved: Jan. 18, 2010
Supersedes: Feb. 11, 2008
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Amended By Approved By: Reason(s) for Change
Governance Committee Board of Directors Referred to policies that were non existent in
section: Board Policies
Job Description – Board of Directors
Duties and Expectations of the Director
Purpose
The Foundation is committed to ensuring that it achieves standards of excellence in the quality of its
governance and has adopted this policy describing the duties and expectations of directors.
Application
This policy applies to all elected and ex-officio directors and is provided to directors before they are
appointed to the board. A director who wishes to serve on the board must confirm in writing that he or she
will abide by this policy.
Position Description – Board of Directors
As a member of the board, and in contributing to the collective achievement of the role of the board, the
individual director is responsible for the following:
● Fiduciary Duties
Each director is responsible to act honestly, in good faith, and in the best interests of the Foundation and,
in so doing, to support the Foundation in fulfilling its mission and discharging its accountabilities.
A director shall apply the level of skill and judgment that may reasonably be expected of a person with
his or her knowledge and experience. Directors with special skill and knowledge are expected to apply
that skill and knowledge to matters that come before the board.
● Accountability
A director’s fiduciary duties are owed to the Foundation. The director is not solely accountable to any
special group of interest and shall act and make decisions that are in the best interests of the Foundation
as a whole. A director shall be knowledgeable of the stakeholders to whom the Foundation is accountable
and shall appropriately take into account the interests of such stakeholders when making decisions as a
director but shall not prefer the interests of any one group if to do so would not be in the best interests of
the Foundation.
● Education
A director shall be knowledgeable about:
▪ The operations of the Foundation;
▪ The duties and expectations of a director;
▪ The board’s governance role;
▪ Board’s governance structure and processes;
▪ Board adopted governance policies; and,
▪ Foundation policies applicable to board members.
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G
Section:
Subject:
2 - 20
Governance – Job
Descriptions &
Responsibilities
Roles and Responsibilities of
the Directors
Page: 2 of 3
Approved: Jan. 18, 2010
Supersedes: Feb. 11, 2008
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
A director will participate in a board orientation session, orientation to committees, board retreats and
board education sessions.
● Board Policies
A director shall be knowledgeable of and comply with the board and Foundation policies that are
applicable to the board including:
▪ This Policy;
▪ The Board’s Conflict of Interest Policy (Bylaw 4.19);
▪ The Board’s Public Statements and Accountability Policy (Bylaw 4.7); and,
▪ The Board’s Privacy Policy.
● Teamwork
A director shall develop and maintain sound relations and work co-operatively and respectfully with the
board chair, members of the board and senior management.
● Community Representation and Support
A director shall represent the board and the Foundation in the community when asked to do so by the
board chair or the Executive Director. Board members shall provide financial support to the Foundation
in accordance with their means and shall support the Foundation through attendance at Foundation
sponsored events.
● Time and Commitment
A director is expected to commit the time required to perform board and committee duties. It is expected
that a director will devote a minimum of between 5 and 10 hours per month.
The board meets approximately seven times a year and a director is expected to adhere to the board’s
attendance policy that requires normally attending at least 70 percent of board meetings.
A director is expected to serve on at least one standing committee.
● Contribution to Governance
Directors are expected to make a contribution to the governance role of the board through:
▪ Reading materials in advance of meetings and coming prepared to contribute to discussions;
▪ Offering constructive contributions to board and committee discussions;
▪ Contributing his or her special expertise and skill;
▪ Respecting the view of other members of the board;
▪ Voicing conflicting opinions during board and committee meetings but respecting the decision of the
majority even when the director does not agree with it;
▪ Respecting the role of the chair;
▪ Respecting the role and Terms of Reference of board committees; and,
▪ Participating in board evaluations and annual performance reviews.
● Continuous Improvement
A director shall commit to be responsible for continuous self-improvement.
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G
Section:
Subject:
2 - 20
Governance – Job
Descriptions &
Responsibilities
Roles and Responsibilities of
the Directors
Page: 3 of 3
Approved: Jan. 18, 2010
Supersedes: Feb. 11, 2008
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Term and Renewal
A director is elected for a term of three years and may serve for a maximum of nine years. A director’s
renewal is not automatic and shall depend on the director’s performance.
T:\Policies\Governance\2 - Job Descriptions & Responsibilities\2-20 Roles and Responsibilities of the Directors Jan 18,10.doc

G
Section:
Governance – Job
Descriptions &
Responsibilities
Subject:
Board of Directors – Executive
Director Partnership
2-30
Page: 1 of 1
Approved: March 17, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Activity
1. Relationship Building
Board of Directors Executive Director
Build and sustain organizational culture Share Lead
Board team building Lead Support
Board meeting management Lead Support
Board recruitment and orientation Lead Support
Board development and assessment Lead Support
Hiring, assessment, and removal of Executive
Lead Support
Director
Hiring staff and volunteers Support Lead
Staff development and assessment Support Lead
Staff and volunteer team building Support Lead
Staff and volunteer recognition
2. Community Liaison
Lead
Build community partnerships Support Lead
Raise organizational visibility Share Lead
Ensure broad representation Share Lead
Build a multicultural organization
3. Visioning – and planning
Share Lead
Ensure mission-based decisions Lead Support
Create organizational vision Support Lead
Establish organization priorities Support Lead
Develop operations policies Support Lead
Monitor strategic plan’s accomplishments Lead Support
Develop and assess programs
4. Resource Development
Support Lead
Create fundraising plans Support Lead
Cultivate and ask major donors Support Lead
Develop and analyze annual fund Support Lead
Build funder relationships Support Lead
Develop annual budgets Support Lead
Prepare financial reports Support Lead
Approves & monitors budgets and finances Lead Support
5. Change Agent
Develop and manage organization change
processes
Support Lead
Create and manage executive transition process Lead Support
T:\Policies\Governance\2 - Job Descriptions & Responsibilities\2-30 Board & Executive Director Partnership_March 17, 2008.doc

G
Section:
Governance – Job
Descriptions &
Responsibilities
Subject:
Job Description – Chair of the
Board
2 - 40
Page: 1 of 2
Approved: February 1, 2008
Supersedes:
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Role:
Subject to the authority of the Board of Directors, the Chair of the Board shall be responsible for
the general management and direction of the affairs of the Foundation and shall act as Chair of
the Board of the Foundation and as an ex officio member at all standing committee meetings of
the Foundation. In addition, the Chair of the Board shall have such other powers and duties as
the Board may prescribe.
Specific Responsibilities:
The Chair of the Board shall:
• assume the title of President for formal reporting purposes and other than acting in this
capacity shall assume no administrative function as such
• be a member of the Board of Directors and preside at all formal meetings of the Board
• arrange for the Vice-Chair to chair formal meetings of the Board in the absence of the
President
• be responsible for the general management and direction of the Foundation
• exhibit a strong commitment to the work of the organization
• be informed of the services provided by the KidsAbility Centre and publicly support them
• exhibit a sound knowledge of and skills in one or more areas of Board governance: policy,
finance, programs, and personnel
• preside at all formal meetings of the Board of Directors and of the Members
• attend and chair all Executive Committee meetings
• attend and address the Annual General Meeting on behalf of the Foundation
• prepare for and participate in the discussions and the deliberations of the Board
• to foster a positive working relationship with other Board members, and Foundation staff
• signing authority on behalf of the Board for financial and legal purposes
• represent the Foundation to Government and Municipal officials
• ensure that the minutes are an accurate reflection of the meetings
• perform any additional duties assigned by the Board
• work with the Executive Committee to provide guidance, leadership, and direction to the
Board as it fulfills its particular mandate
• appoint the chairpersons of committees, in consultation with other Board members
• help guide and mediate Board actions with respect to organizational priorities and
governance concerns
• review, with the help of the members of the Executive, any issues of concern assigned to the
Chair of the Board by the Board
• monitor financial planning and financial reports
• play a leading role in fundraising activities
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G
Section:
Governance – Job
Descriptions &
Responsibilities
Subject:
Job Description – Chair of the
Board
2 - 40
Page: 2 of 2
Approved: February 1, 2008
Supersedes:
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
• formally evaluate the performance of the Executive Director and informally evaluate the
effectiveness of the members of the Board
• evaluate annually the performance of the organization in achieving its mission
• be aware of and abstain from any conflict of interest
• establish overall long- and short-term goals, objectives, and priorities for the Foundation in
meeting the needs of the community
• be the primary spokesperson for the Foundation to the media and the community at large
• report to the Board on the status of major programs
• set Board meeting agendas in conjunction with the Executive Committee
• adhere to general duties as outlined in the Directors’ and the Board’s Roles and
Responsibilities statements
T:\Policies\Governance\2 - Job Descriptions & Responsibilities\2-40 Job Description - Chair of the Board_February
1, 2008.doc

G
Section:
Subject:
2 - 50
Governance – Job
Job Description – Vice Chair Page: 1 of 1
Descriptions &
Responsibilities
Approved: February 11, 2008
Supersedes:
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Role:
During the absence or unavailability of the Chair, the presidential duties and powers may
be exercised by the Vice-Chair. If the Vice-Chair, or such other director as the Board
may appoint for the purpose, exercises any such duty or power, the absence or
unavailability of the Chair shall be presumed. The Vice-Chair shall have such other
powers and duties as the Board or the Chair may prescribe.
Specific Responsibilities:
The Vice-Chair shall:
• be a member of the Board of Directors
• exhibit a strong commitment to the work of the organization
• exhibit a sound knowledge of and skills in one or more areas of Board governance:
policy, finance, programs, and personnel
• have signing authority on behalf of the Board for financial and legal purposes
• be conversant with the services provided by the Centre and publicly support them
• prepare for and participate in the discussions and the deliberations of the Board
• be an active member of the Executive Committee
• attend all Executive Committee meetings
• attend all meetings of the Board of Directors
• attend the Annual General Meeting in June
• chair board meetings in the absence of the Chair
• perform the Chair’s duties when the Chair is unavailable to perform them
• work closely with the Chair and Foundation staff
• perform any other duties assigned by the Chair or the Board
• adhere to the general duties outlined in the board member job description
T:\Policies\Governance\2 - Job Descriptions & Responsibilities\2-50 Job Description - Vice-Chair_February 11,
2008.doc

G
Section:
Subject:
2 - 60
Governance – Job
Job Description – Past Chair Page: 1 of 1
Descriptions &
Responsibilities
Approved: February 11, 2008
Supersedes:
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Role:
Drawing on the experience gained while serving as the Foundation’s Chair, the Past Chair will
advise and support the current Chair and exercise the duties and powers of the Chair and Vice-
Chair in their absence or in an instance of their unavailability.
Specific Responsibilities:
The Past-Chair shall:
Governance:
• be a member of the Board of Directors of the Foundation and of its Executive Committee
• preside at meetings of the Board of Directors and of the Members of the Corporation in the
absence of the President and the Vice-President
• attend the Annual General Meeting
Management:
• be a signing authority on behalf of the Board for financial and legal purposes
Personal:
• be well informed of the services provided by the Centre and publicly support them
• exhibit a sound knowledge of and skills in one or more areas of Board governance, such as
policy, finance, programs, and personnel
Other:
• perform any additional duties assigned by the President, including, for example, acting as a
media or public representative, or assuming responsibility for or significant involvement in
an annual event
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G
Section:
Subject:
2 - 70
Governance – Job
Job Description - Secretary Page: 1 of 2
Descriptions &
Responsibilities
Approved: February 11, 2008
Supersedes:
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Role:
The Secretary is responsible for all governance-related records of the Foundation.
Specific Responsibilities:
The Secretary shall
Governance:
• be a member of the Board of Directors and of the Executive Committee of the Board of
Directors
• give required notice of meetings of the Board of Directors, of the Executive Committee of
the Board, and of the Annual Meeting of the Foundation
• ensure the appropriate recording of the minutes of the meetings of the Board of Directors,
Executive Committee, and the Annual General Meeting and that their approved minutes as
well as those of all standing and ad hoc committees are appropriately preserved for future
reference
• attend the Annual General Meeting
• keep and maintain the following documents:
(a) a copy of the Articles of Incorporation and all memoranda of agreement
(b) all By-laws, Resolutions, and Special Resolutions
(c) a register of Directors, setting out the names, addresses, and occupations of all persons
who are or have been Directors, and the dates they became and ceased to be Directors;
(d) a register of Members setting out the names and addresses of all current Members and
those who have been Members during the preceding 10 years
• be custodian of the Corporate Seal, and of all books, records, correspondence, and documents
of the Foundation
• receive the resignation of any Director
Management:
• be a signing authority on behalf of the Board for financial and legal purposes
Personal:
• exhibit a sound knowledge of and skills in one or more areas of Board governance, especially
in the areas of policy, programs and personnel
• be well informed of the services provided by the Centre and publicly support them
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G
Section:
Subject:
2 - 70
Governance – Job
Job Description - Secretary Page: 2 of 2
Descriptions &
Responsibilities
Approved: February 11, 2008
Supersedes:
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Other:
• perform any other related duty as may be appropriately assigned by the Chair or the Board
from time to time
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G
Section:
Subject:
2 - 80
Governance – Job
Job Description - Treasurer Page: 1 of 2
Descriptions &
Responsibilities
Approved: December 5, 2007
Supersedes:
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Role:
The role of the Treasurer is to advise the Board on financial and accounting matters that affect
the organization and to ensure that the Board is provided with adequate financial information to
perform its fiduciary responsibilities.
Specific Responsibilities:
The Treasurer shall:
Governance:
• be a member of the Board of Directors and of its Executive Committee
• be Chair of the Finance and Audit Committee
• attend the Annual General Meeting
Management:
• ensure that there are adequate internal controls over the accounting process
• track investments and periodically report to the Board on investment performance
• ensure that the organization follows CRA guidelines for receipting
• assist the Executive Director in preparing and presenting the annual budget
• review monthly financials prepared by the Data Manager prior to all board meetings
• review monthly statements from the Investment Manager covering endowment funds
• be a signing authority on behalf of the Board for financial and legal purposes
• assist the Data Manager with accounting/bookkeeping matters as required
• answer questions from the Executive Director and the Data Manager related to charitable
receipting following CRA guidelines
• prepare draft statements at year end for the auditors and review all journal entries made in
their preparation
• determine annual interest income available for designated funds in the endowment, such
as, for example, the Carol Shantz Bursary Fund, the Bill Herzog Endowment Fund, and
the Roy Brown – Rotary Club of Kitchener-Grand River Bursary Fund
• review and approve annual requests for transfers from community foundations
• prepare and present the Treasurer’s Report at the Annual General Meeting in June
• ensure that designated funds received are transferred to the Centre on a timely basis
• ensure endowment funds are transferred to the Investment Manager on a timely basis
• determine the timing of payments of undesignated donations (amount promised) to the
Centre
• monitor the appropriateness of accounting policies
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Section:
Subject:
2 - 80
Governance – Job
Job Description - Treasurer Page: 2 of 2
Descriptions &
Responsibilities
Approved: December 5, 2007
Supersedes:
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
• make recommendations to the Board regarding the Stabilization Fund
Personal:
• exhibit a sound knowledge of and skills in all relevant aspects of financial stewardship
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G
Section:
Governance – Job
Descriptions &
Responsibilities
Subject:
Job Description – Executive
Director
2-90
Page: 1 of 2
Approved: February 11, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Role:
The Executive Director is appointed by the Board of Directors to whom the ED is immediately
responsible. The Executive Director is the individual responsible for directing the Foundation’s
fund-raising activities and is charged with the managerial responsibility for the Foundation’s
day-to-day operations.
Specific Responsibilities:
The Executive Director shall:
Governance:
• Work with the Board of Directors to develop an annual plan as well as a long-range
strategic plan with respect to fund-raising activities;
• Provide the Board of Directors with regular detailed reports on the progress of the
Foundation’s fund-raising activities;
• Establish annual fund-raising targets and provide the Board with regular updates with
respect to the achieving of those targets.
Managerial and Operational:
• Assume leadership responsibility for the achieving of the annual fund-raising goals and
objectives and, accordingly, for the establishing of the tactical means necessary for their
realization;
• Ensure that the Foundation’s fund-raising activities are consistent with the Foundation’s
mission, vision, and values;
• Ensure that the Foundation functions in all of its fund-raising and managerial activities in
an ethical and legal manner;
• Ensure that appropriate policies and procedures are in place and in practice to provide for
the effective, efficient, and responsible operation of all aspects of the Foundation office;
• Manage all the human, physical, and financial aspects of the day-to-day operations of the
Foundation, including supervising the Foundation’s staff and providing a thorough
annual review of the performance of each staff member;
• Ensure that office volunteers receive appropriate guidance and supervision;
• Establish a productive working relationship with the Directors of the Foundation, the
CEO of the KidsAbility Centre, KidsAbility Centre Staff, and the KidsAbility Board of
Directors;
T:\Policies\Governance\2 - Job Descriptions & Responsibilities\2-90 Job Description Executive Director Feb 11 08.doc

G
Section:
Governance – Job
Descriptions &
Responsibilities
Subject:
Job Description - Executive
Director
2 - 90
Page: 2 of 2
Approved: February 11, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
• Develop a productive working relationship with those individuals and organizations
within the community and beyond whose familiarity may enhance the Executive
Director’s ability to function effectively as the Foundation’s fund-raiser.
• Develop and implement a communications plan and represent the Foundation in its
relationship with the media.
Personal:
• Develop a sound knowledge of all aspects of the principles of effective fund-raising and
their practical application;
• Be intimately aware of the nature of the local community as well of those activities
within the community relevant to the work the Foundation;
• Engage in ongoing professional development with respect to all aspects of effective fundraising;
• Have a demonstrated ability to work effectively with people on an inter-personal and
managerial level;
• Cultivate positive personal relationships with existing and potential donors;
• Be well informed of the services provided by the Centre and publicly support them;
• Be flexible with respect to time allocation, understanding that the Executive Director’s
position does not fit neatly into a 9-to-5 template.
Other:
• Perform any other related duty as may be appropriately assigned by the Board from time
to time.
T:\Policies\Governance\2 - Job Descriptions & Responsibilities\2-90 Job Description Executive Director Feb 11 08.doc

G
Section:
Governance – Job
Descriptions &
Responsibilities
Subject:
Executive Director’s Performance
Appraisal Form
2-100
Page: 1 of 7
Approved: April 28, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Name:
Executive Director’s Performance Appraisal Form – Internal Format
Job Title: Executive Director
PREPARED BY: ______________________________
PROCESS:
Date:
Years with Organization:
1. The Executive Director’s performance review is conducted annually during the month of February
and the results are presented to the Board in an in-camera session during its March meeting.
2. All Foundation Board members will be asked to return the completed form to the Chair of the
Board within one week of its dissemination.
3. The Chair of the Board will co-ordinate the information in consultation with at least one member
of the Executive Committee and discuss the findings with the Executive Committee in advance of
the presentation at the March meeting of the Board.
4. Discussions at each of the above-mentioned sessions will focus on performance results, the
upcoming year’s goals and targets, as well as salary considerations for the upcoming contract year.
5. As part of the process, the Executive Director will complete the appraisal form and provide a selfevaluation
with respect to the attainment of the goals and objectives which had been previously
agreed upon for the contract year under review.
PLEASE PROVIDE YOUR PERCEPTION OF THE EXECUTIVE DIRECTOR’S
PERFORMANCE FOR EACH OF THE FOLLLOWING CRITERIA:
1. Supports the Board to Achieve its Mission and Vision
Works closely with the Chair, Executive, and Board to facilitate achieving the Mission and Vision of
the Foundation and does so in a manner consistent with the Board’s statement of Values.
T:\Policies\Governance\2 - Job Descriptions & Responsibilities\2-100 - EDPerformanceEvaluationForm_April 28, 2008.doc

G
Section:
Governance – Job
Descriptions &
Responsibilities
Subject:
Executive Director’s Performance
Appraisal Form
2-100
Page: 2 of 7
Approved: April 28, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Excellent
Comments:
Excellent
Better than
Average
Better than
Average
Average
Average
Below
Average
Below
Average
Needs
Improvement
Needs
Improvement
T:\Policies\Governance\2 - Job Descriptions & Responsibilities\2-100 - EDPerformanceEvaluationForm_April 28, 2008.doc
Don’t know
2. Facilitates the Annual Planning Process
Works with the Board in contributing to the annual budgeting and planning process. Contributes to the
strategic planning process.
Comments:
3. Management of Foundation Operations/General Administration
Provides effective management of the Foundation office.
Excellent
Comments:
Better than
Average
Average
Below
Average
Needs
Improvement
Don’t know
Don’t know

G
Section:
Governance – Job
Descriptions &
Responsibilities
Subject:
Executive Director’s Performance
Appraisal Form
2-100
Page: 3 of 7
Approved: April 28, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
4. Asset Development
Develops, co-ordinates and implements plans and strategies to enhance the annual Kids Can’t Wait
Campaign to provide operating funding and also to increase the Endowment Fund of the Foundation.
Excellent
Comments:
Better than
Average
Average
Below
Average
Needs
Improvement
T:\Policies\Governance\2 - Job Descriptions & Responsibilities\2-100 - EDPerformanceEvaluationForm_April 28, 2008.doc
Don’t know
5. Institutional Communications
Develops and implements communications strategies with stakeholders including staff, donors and
media.
Excellent
Comments:
Better than
Average
6. Personal Communications
Communicates effectively with:
Average
Below
Average
Needs
Improvement
Don’t
know

G
Section:
Governance – Job
Descriptions &
Responsibilities
Subject:
Executive Director’s Performance
Appraisal Form
2-100
Page: 4 of 7
Approved: April 28, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
a) The Board
Excellent
Comments:
b) Foundation staff
Excellent
Comments:
c) Volunteers
Excellent
Comments:
Better than
Average
Better than
Average
Better than
Average
Average
Average
Average
Below
Average
Below
Average
Below
Average
Needs
Improvement
Needs
Improvement
Needs
Improvement
T:\Policies\Governance\2 - Job Descriptions & Responsibilities\2-100 - EDPerformanceEvaluationForm_April 28, 2008.doc
Don’t
know
Don’t
know
Don’t
know

G
Section:
Governance – Job
Descriptions &
Responsibilities
Subject:
Executive Director’s Performance
Appraisal Form
2-100
Page: 5 of 7
Approved: April 28, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
d) Donors
Excellent
Comments:
Better than
Average
e) KidsAbility Centre Staff
Excellent
Comments:
Better than
Average
Average
Average
Below
Average
Below
Average
Needs
Improvement
Needs
Improvement
T:\Policies\Governance\2 - Job Descriptions & Responsibilities\2-100 - EDPerformanceEvaluationForm_April 28, 2008.doc
Don’t know
Don’t know

G
Section:
Governance – Job
Descriptions &
Responsibilities
Subject:
Executive Director’s Performance
Appraisal Form
2-100
Page: 6 of 7
Approved: April 28, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
7. Community Leadership
Effectively represents the Foundation in the community.
Excellent
Comments:
Better than
Average
Average
Below
Average
8. Staff Development
Effectively recruits and trains staff including office volunteers.
Excellent
Comments:
Better than
Average
Average
9. Personal Development
Undertakes personal development courses and training.
Excellent
Comments:
Better than
Average
Average
Below
Average
Below
Average
Needs
Improvement
Needs
Improvement
Needs
Improvement
T:\Policies\Governance\2 - Job Descriptions & Responsibilities\2-100 - EDPerformanceEvaluationForm_April 28, 2008.doc
Don’t know
Don’t
know
Don’t
know

G
Section:
Governance – Job
Descriptions &
Responsibilities
Subject:
Executive Director’s Performance
Appraisal Form
2-100
Page: 7 of 7
Approved: April 28, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
10. Overall Performance & Areas for Improvement
Excellent
Comments:
Better than
Average
Average
Below
Average
Needs
Improvement
T:\Policies\Governance\2 - Job Descriptions & Responsibilities\2-100 - EDPerformanceEvaluationForm_April 28, 2008.doc
Don’t know

G
Section:
Governance – Job
Descriptions &
Responsibilities
Subject:
Honorary Titles and
Distinctions Policy
2-101
Page: 1 of 1
Approved: February 9, 2009
Supersedes:
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Principle:
It is right and proper for the Foundation to honour those individuals or groups of
individuals who have provided distinctive service to the work of the Board of Directors.
Procedures:
1. Honorary titles and distinctions are designed to honour those individuals or
groups of individuals who have provided distinctive service to the work of the
Board of Directors in the pursuit of its activities as such; that is, as distinct from
activities that are more appropriately defined as donor recognition.
2. The committee charged with formally recommending those individuals deemed
worthy of such special honorary titles or distinctions will consist of the Chair of
the Board, the Vice-Chair, the Past Chair, the Chair of the Governance
Committee, and the Executive Director of the Foundation.
3. The Past Chair of the Board shall serve as chair of the committee.
4. Recommendations for the conferring of specific honorary titles and distinctions
will be made directly to the Board of Directors.
5. Where the responsibility to confer a specific honor resides with the Board of
Directors, that decision will normally be taken at the Board meeting which occurs
immediately prior to the Annual General Meeting.
6. Where the responsibility to confer a specific honor resides with the Annual
General meeting, the committee’s recommendations must reach the Board of
Directors no later than the penultimate meeting of the Board prior to the Annual
General Meeting.
T:\Policies\Governance\2 - Job Descriptions & Responsibilities\2-101 Honorary Titles & Distinctions Policy_February
9, 2009.doc

G Section:
Governance – Terms
of Reference
Subject:
Terms of Reference
- Executive Committee
3 - 10
Page: 1 of 2
Approved: February 11, 2008
Supersedes:
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Purpose:
To discuss and, when necessary, to deal with matters and issues requiring immediate attention in
an instance where it is impossible or impractical to arrange for a full meeting of the Board of
Directors.
Objectives and Strategic Responsibilities:
• To have a standing committee of the Board that can meet on short notice to discuss and
make decisions of immediate importance;
• To act in the name of the Board where necessity requires immediate action, but to be
always conscious of the fact that it is not the role of the Committee to assume
responsibility for activity more properly assigned to the Board in normal circumstances
or to inhibit detailed and open discussion of issues which ought normally to receive the
full attention of the members of the Board;
• To provide a detailed report to the Board of any such meeting and to seek the post facto
support of the Board for any decision taken by the Committee.
Membership and Voting Rights:
Membership shall be ex officio and shall consist of the Officers of the Board as defined in the
By-laws of the Foundation: namely,
The Chair of the Board of Directors who acts as chair;
The Past Chair of the Board of Directors;
The Vice Chair of the Board of Directors;
The Treasurer of the Board of Directors;
The Secretary of the Board of Directors.
All members have full voting privileges.
A minimum of 60% of the members of the Committee shall constitute a legal quorum.
Committee Appointment:
All members of the committee shall serve ex officio.
Meetings:
The Executive Committee shall meet at the call of the Chair or as directed by the Board of
Directors.
T:\Policies\Governance\3 - Terms of Reference\3-10 Terms of Reference - Executive Committee_February 11, 2008.doc

G Section:
Governance – Terms
of Reference
Subject:
Terms of Reference
- Executive Committee
3 - 10
Page: 2 of 2
Approved: February 11, 2008
Supersedes:
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Responsibility of the Chair:
To ensure that all members receive notice of meetings;
To prepare agenda for meetings in consultation with the staff resource person;
To inform the Board of Directors of decisions made by the committee and obtain their approval
at the next full meeting of the Board;
To ensure that a minimum of 60% of voting members are present to constitute an official quorum
for the purpose of formal voting;
To ensure that in the absence of the Chair an appropriate member of the Committee is delegated
to chair the meeting.
Responsibility of the Resource Person:
The Executive Director will act as the principal resource to the Committee.
The resource person shall:
Assist the Chair in establishing the agenda;
Ensure that the meeting agendas and minutes are distributed in a timely manner;
Oversee the preparation of reports and material pertaining to the work of the Committee;
Ensure that the official minutes for all Committee meetings are placed in an appropriate location
for safe keeping.
T:\Policies\Governance\3 - Terms of Reference\3-10 Terms of Reference - Executive Committee_February 11, 2008.doc

G
Section:
Governance – Terms
of Reference
Subject:
Terms of Reference –
Governance Committee
3 - 20
Page: 1 of 3
Approved: Nov. 16, 2009
Supersedes: May 25, 2009
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Amendment by: Approved By: Approval Date: Reason for Change
Governance Committee Foundation Board Nov. 16, 2009 Item 4.3
1. PURPOSE:
To Monitor and recommend to the Board of Directors those mechanisms by which the
Board can ensure that its legislated responsibilities are executed effectively.
2. OBJECTIVES:
2.1 Policies:
To monitor, evaluate, and recommend to the Board of Directors the development of
policies and procedures necessary for the Board to pursue its mandate effectively.
2.2 By-laws and Related Legal Responsibilities:
2.2.1 To ensure that the By-laws of the Foundation are current, appropriate, and
reflect all legislative requirements and, to that end, to review the By-Laws of the
Foundation on a periodic basis and to report to the Board of Directors the
findings of those reviews;
2.2.2 To recommend to the Board of Directors appropriate committee structures
appropriate to the Foundation and to recommend Terms of Reference for Board
Committees;
2.2.3 Recommend to the Board of Directors the names of those individuals deemed
appropriate for appointment to the Board.
2.2.4 Recommend to the Board of Directors the names of those individuals deemed
appropriate for appointment as Officers of the Board.
2.3 Strategic Responsibilities:
2.3.1 To initiate a periodic review of the Foundation’s Mission, Vision, and Values;
2.3.2 To initiate a periodic review of the Foundation’s Strategic Directions;
2.3.3 To ensure that Board and committee members receive an appropriate orientation
to the Foundation and to provide opportunities for on-going educational
opportunities in order to enhance committee effectiveness;
T:\Policies\Governance\3 - Terms of Reference\3-20 Terms of Reference - Governance Committee_November 16, 2009.doc

G
Section:
Governance – Terms
of Reference
Subject:
Terms of Reference –
Governance Committee
3 - 20
Page: 2 of 3
Approved: Nov. 16, 2009
Supersedes: May 25, 2009
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
2.3.4 To develop and oversee mechanisms that will assist the Board of Directors and
its committees in assessing and improving their overall effectiveness;
2.3.5 To develop and oversee mechanisms that will assist the Board of Directors in
assessing the performance of the Executive Director;
2.3.6 To determine risks associated with Foundation activities in order to mitigate or
to eliminate the Foundation’s exposure to legal liability or public displeasure;
2.3.7 To assist the administrative staff in the drafting of policies and procedures
appropriate to the staff.
3.0 MEMBERSHIP AND VOTING RIGHTS:
3.1 The Chair of the Board of Directors ex officio.
3.2 The Past Chair of the Board of Directors ex officio.
3.3 Three other members of the Board of Directors, one of whom shall chair the
Governance Committee and one of whom shall be Vice-Chair of the Board.
3.4 Two members from the community at large.
3.5 All members appointed to the Committee have full voting privileges.
3.6 A minimum of 50% of the members of the Committee, a majority of whom shall be
members of the Board of Directors, shall constitute a legal quorum.
4.0 COMMITTEE APPOINTMENT:
4.1 The Chair of the Committee and all Committee members shall be appointed by the
Board of Directors.
4.2 New members of the Committee shall be appointed after the Annual General Meeting
of the Foundation.
4.3 Members of the Committee other than ex officio members shall be appointed for twoyear
terms to a maximum of six consecutive years.
4.4 The Chair of the Committee shall be appointed for a two-year term that may be
renewed once.
5.0 MEETINGS:
The Governance Committee shall normally meet a minimum of four times a year, but
actual annual frequency will be determined by Committee members on an as-needed
basis.
T:\Policies\Governance\3 - Terms of Reference\3-20 Terms of Reference - Governance Committee_November 16, 2009.doc

G
Section:
Governance – Terms
of Reference
Subject:
Terms of Reference –
Governance Committee
3 - 20
Page: 3 of 3
Approved: Nov. 16, 2009
Supersedes: May 25, 2009
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
6.0 RESPONSIBILITY OF THE CHAIR:
6.1 To ensure that notice of Committee meetings shall be sent to all Committee members at
least one week in advance of regularly-scheduled meetings;
6.2 To prepare the agenda for the meeting in consultation with the resource person assigned
to the Committee;
6.3 To ensure that recommendations from the Committee are forwarded to the Board of
Directors at its next regular meeting;
6.4 To ensure that a minimum of 50% of the voting members of the Committee are present
to constitute an official quorum for the purpose of formal voting;
6.5 To ensure that in the absence of the Chair an appropriate member of the Committee is
delegated to chair the meeting.
7.0 RESPONSIBILITY OF THE RESOURCE PERSON:
7.1 The Executive Director or an appropriate delegate shall act as the principal resource to
the Committee.
7.2 The resource person shall:
7.2.1 assist the Chair in establishing the agenda;
7.2.2 ensure that meeting agendas a minutes are distributed in a timely manner;
7.2.3 ensure that minutes of the meeting are appropriately recorded;
7.2.4 assist the Chair in preparing all necessary reports pertaining to the work of the
Committee;
7.2.5 ensure that an official copy of the minutes of all meetings of the Committee are
placed in an appropriate location for safe keeping.
T:\Policies\Governance\3 - Terms of Reference\3-20 Terms of Reference - Governance Committee_November 16, 2009.doc

G
Section:
Governance – Terms
of Reference
Subject:
Terms of Reference –
Finance & Audit Committee
3 - 30
Page: 1 of 3
Approved: June 4, 2012
Supersedes: May 25, 2009
500 Hallma rk Drive • Waterloo • ON • N2K 3P5 • T: 5 19.886.8886 • F: 519.886.01 05
Purpose:
To monitor and recommend to the Board of Directors those mechanisms by which the Board can
ensure that its fiscal stewardship responsibilities are being executed effectively.
Objectives with Respect To General Financial Policies and Procedures:
• To review and recommend to the Board of Directors, for its approval, a detailed annual
budget for both capital and operating revenues and expenditures with respect to the forthcoming
fiscal year;
• To review the detailed annual financial statements and to report the Committee’s findings to
the Board of Directors for its information and/or action;
• To ensure that policies for financial operations and systems of financial internal control are in
place;
• To ensure that policies with respect to the systems of control and financial reporting are
effective;
• To review the Foundation’s banking arrangements on a periodic basis.
• To review the spending of designated gifts by KidsAbility to ensure that they are
appropriately spent as designated by the donor.
Objectives and Procedures with Respect to the Annual Audit:
• To receive and review the annual audited statements and to report on their acceptability to
the Board of Directors prior to the Board’s approval thereof;
• To review the auditor’s management letter and to review with the auditors any
recommendations concerning perceived weaknesses in the accounting system or in the
internal control systems and to ascertain management’s response and subsequent follow-up
to those recommendations;
• To meet with the auditors in the absence of the staff to review the auditors’ assessment of the
internal accounting controls and similar matters and to review management’s response to the
auditors’ critique;
• To determine whether the auditors have experienced and any problems in performing the
audit, including any restrictions or any obstacles imposed by management, and to determine
whether the auditors have noted any significant accounting issues on which there was
disagreement with management.
Membership and Voting Rights:
T:\Policies\Governance\3 - Terms of Reference\3-30 Terms of Reference - Finance and Audit
Committee_June4,2012.doc

G
Section:
Governance – Terms
of Reference
Subject:
Terms of Reference –
Finance & Audit Committee
3 - 30
Page: 2 of 3
Approved: June 4, 2012
Supersedes: May 25, 2009
500 Hallma rk Drive • Waterloo • ON • N2K 3P5 • T: 5 19.886.8886 • F: 519.886.01 05
• The Chair of the Board of Directors ex officio.
• At least three other members of the Board of Directors, one of whom shall be treasurer and
chair of the committee
• The Executive Director of the Foundation is a member ex officio.
• A t least two members from the community at large.
• All members appointed to the Committee have full voting privileges.
• A minimum of 50% of the members of the Committee shall constitute a legal quorum.
Committee Appointment:
• The Chair of the Committee and all Committee members shall be appointed by the Board of
Directors.
• New members of the Committee shall be appointed after the Annual General Meeting of the
Foundation.
• Members of the Committee other than the Chair of the Board of Directors shall be appointed
for two-year terms to a maximum of six consecutive years.
• The Chair of the Committee shall be appointed to a two-year renewable term.
Meetings:
The Committee shall meet a minimum of once a year, but actual annual frequency will be
determined by Committee members on an as-needed basis.
Responsibility of the Chair:
• To ensure that notice of Committee meetings shall be sent to all Committee members at least
one week in advance of regularly-scheduled meetings;
• To prepare the agenda for the meeting in consultation with the resource person assigned to
the Committee;
• To ensure that recommendations from the Committee are forwarded to the Board of
Directors at its next regular meeting;
• To ensure that a minimum of 50% of the voting members of the Committee are present to
constitute an official quorum for the purpose of formal voting;
• To ensure that in the absence of the Chair an appropriate member of the Committee is
delegated to chair the meeting.
Responsibility of the Resource Person:
T:\Policies\Governance\3 - Terms of Reference\3-30 Terms of Reference - Finance and Audit
Committee_June4,2012.doc

G
Section:
Governance – Terms
of Reference
Subject:
Terms of Reference –
Finance & Audit Committee
3 - 30
Page: 3 of 3
Approved: June 4, 2012
Supersedes: May 25, 2009
500 Hallma rk Drive • Waterloo • ON • N2K 3P5 • T: 5 19.886.8886 • F: 519.886.01 05
The Executive Director or an appropriate delegate shall act as the principal resource to the
Committee. The resource person shall:
• assist the Chair in establishing the agenda;
• ensure that meeting agendas and minutes are distributed in a timely manner;
• ensure that minutes of the meeting are appropriately recorded;
• assist the Chair in preparing all necessary reports pertaining to the work of the Committee;
• ensure that an official copy of the minutes of all meetings of the Committee are placed in an
appropriate location for safe keeping.
T:\Policies\Governance\3 - Terms of Reference\3-30 Terms of Reference - Finance and Audit
Committee_June4,2012.doc

G
Section:
Governance – Terms
of Reference
Subject:
Terms of Reference –
Investment Committee
3 - 40
Page: 1 of 2
Approved: March 19, 2012
Supersedes: February 11, 2008
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Purpose:
To monitor the returns of the Foundation’s portfolio and the adherence of investment decisions
to the Foundation’s investment policies and objectives.
Objectives and Strategic Responsibilities:
� To ensure that the Foundation’s investment policies and procedures are current, appropriate,
and faithfully adhere to the goals and objectives of the Foundation;
� To initiate an annual review of the Foundation’s investment policies and procedures and to
report the Committee’s findings and recommendations to the Board on an annual basis;
� To review the portfolio manager’s performance to ensure compliance with the stated
investment objectives of the fund and of the Foundation;
� To review the quality of the portfolio manager’s performance and to report to the Board the
Committee’s level of satisfaction with respect to that performance.
Membership and Voting Rights:
� Up to four members of the Board of Directors at least two of whom shall have a
demonstrated expertise in the investment field;
� The Chair of the Committee will be one of the Board members;
� The Foundation’s Treasurer will be a member of this Committee
� Additional members from the community at large each of whom shall have a demonstrated
expertise in the investment field.
� All members appointed to the Committee shall have full voting privileges.
� A minimum of 50% of the members of the Committee shall constitute a legal quorum.
� The committee will consist of a minimum of four members
Committee Appointment:
� The Chair of the Board, ex officio;
� The Chair of the Committee and all members of the Committee, with the exception of the
Chair of the Board who shall serve ex officio, shall be appointed by the Board of Directors.
� New members of the Committee shall be appointed after the Annual General Meeting of the
Foundation.
� Members of the Committee other than the Chair of the Board of Directors shall be appointed
for three-year terms to a maximum of nine consecutive years.
� The Chair of the Committee shall be appointed for a three-year term to a maximum of nine
consecutive years.
T:\Policies\Governance\3 - Terms of Reference\3-40 Terms of Reference - Investment Committee_March 19, 2012.doc

G
Section:
Governance – Terms
of Reference
Subject:
Terms of Reference –
Investment Committee
3 - 40
Page: 2 of 2
Approved: March 19, 2012
Supersedes: February 11, 2008
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Meetings:
The Investment Committee shall normally meet a minimum of two times a year, but actual
annual frequency will be determined by Committee members on an as-needed basis.
Responsibility Of The Chair:
� To ensure the notice of Committee meetings shall be sent to all Committee members at least
once a week in advance of regularly-scheduled meetings;
� To prepare the agenda for the meetings in consultation with the resource person assigned to
the Committee;
� To ensure the recommendations from the Committee are forwarded to the Board of Directors
at its next regular meeting;
� To ensure that a minimum of 50% of the voting members of the Committee a majority of
whom shall be members of the Board are present to constitute an official quorum for the
purpose of formal voting;
� To ensure that in the absence of the Chair an appropriate member of the Committee is
delegated to chair the meeting.
Responsibility of the Resource Person:
The Executive Director shall appoint an appropriate delegate to act as the principal resource to
the Committee. The resource person shall:
� assist the Chair in establishing the agenda;
� Ensure that meeting agendas and minutes are distributed in a timely manner;
� Ensure that minutes of the meeting are appropriately recorded;
� Assist the Chair in preparing all necessary reports pertaining to the work of the Committee;
� Ensure that official copies of the minutes of all meetings of the Committee are placed in an
appropriate location for safe keeping.
T:\Policies\Governance\3 - Terms of Reference\3-40 Terms of Reference - Investment Committee_March 19, 2012.doc

G
Section:
Governance – Terms
of Reference
Subject:
Terms of Reference –
Nominating Committee
3 - 50
Page: 1 of 3
Approved: Jan. 18, 2010
Supersedes: Dec. 5, 2007
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Amendment by: Approved By: Reason for Change
Governance committee Board of Directors Changes to 1 for clarity,
4.1 -chair of the committee instead of board convene a mtg.
4.3 –committee shall poll all directors rather than those
whose terms are about to expire.
1. PURPOSE:
To make recommendations to the board:
1.1 With respect to the appointment of members of the corporation;
1.2 To determine the personnel needs of and to make recommendations regarding
- the board of directors of the Foundation and
- committees of the Foundation
2. OBJECTIVES:
To seek out, assess, and recommend to the Board of Directors members deemed most
suitable to meet the current and anticipated membership needs of the Foundation as
Directors of the Board or as members of Board committees.
To recommend to the Board of Directors the names of those individuals deemed most
appropriate for appointment as Officers of the Board.
To recommend to the Board of Directors the names of those individuals deemed most
appropriate for appointment as Members of the Corporation.
3. MEMBERSHIP:
a. The Chair of the Board of Directors ex officio.
b. The Vice-Chair of the Board of Directors ex officio.
c. The Past-Chair of the Board of Directors ex officio, who shall serve as chair of the
Committee.
d. Two other members of the Board of Directors appointed by the Chair of the
Board. One of the members will be drawn from the Governance Committee and
the other will be the chair of a standing committee of the Board.
4. PROCEDURAL CONSIDERATIONS:
a. The Chair of the Committee shall convene a meeting of the Nominating
Committee early in the calendar year or sooner if there is a need to do so.
b. When considering the appointment of Directors to the Board, the Nominating
Committee shall consult the Board of Directors’ Profile Matrix to determine the
T:\Policies\Governance\3 - Terms of Reference\3-50 Terms of Reference Nominating Committee Jan 18,2010 approved.doc

G
Section:
Governance – Terms
of Reference
Subject:
Terms of Reference –
Nominating Committee
3 - 50
Page: 2 of 3
Approved: Jan. 18, 2010
Supersedes: Dec. 5, 2007
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
requisite skills and other relevant considerations to maintain a well-rounded
Board.
c. The Committee shall poll all Directors in order to determine if they intend to
continue their appointments beyond the Annual General Meeting.
d. The Committee shall invite the Directors to suggest to the Committee candidates
they deem worthy of consideration for appointment to senior leadership positions
on the Board, to appointment as Directors of the Board, to appointment as
Members of the Corporation, and to appointment as members of Committees of
the Board.
e. Recommendations of the Nominating Committee will be presented to the
Governance Committee and the Governance Committee will provide its
recommendation to the Board.
f. Final appointments as Directors of the Board and appointments as Members of
the Corporation are the prerogative of the Members of the Corporation.
g. Final appointments of Officers of the Board and members of Board committees
are the prerogative of the Board of Directors.
5. MEETINGS:
The Nominating Committee shall meet on an as-needed basis, but the timing of
Committee meetings needs to take into consideration the temporal demands of the
consultative and approval requirements of the process and the terms of the Policy on
Succession Planning, Recruitments, and Appointments.
6.0 RESPONSIBILITY OF THE CHAIR:
6.1 To ensure the notice of Committee meetings shall be sent to all Committee
members at least once a week in advance of scheduled meetings;
6.2 To prepare the agenda for the meetings in consultation with the resource person
assigned to the Committee;
6.3 To ensure the recommendations from the Committee are forwarded to the Board
of Directors in a timely fashion;
6.4 To ensure that a minimum of 50% of the voting members of the Committee are
present to constitute an official quorum for the purpose of formal voting;
6.5 To ensure that in the absence of the Chair an appropriate member of the
Committee is delegated to chair the meeting.
T:\Policies\Governance\3 - Terms of Reference\3-50 Terms of Reference Nominating Committee Jan 18,2010 approved.doc

G
Section:
Governance – Terms
of Reference
Subject:
Terms of Reference –
Nominating Committee
3 - 50
Page: 3 of 3
Approved: Jan. 18, 2010
Supersedes: Dec. 5, 2007
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
7.0 RESPONSIBILITY OF THE RESOURCE PERSON:
7.1 The Executive Director shall act as the principal resource to the Committee.
7.2 The resource person shall:
• assist the Chair in establishing the agenda;
• Ensure that meeting agendas and minutes are distributed in a timely manner;
• Ensure that minutes of the meeting are appropriately recorded;
• Assist the Chair in preparing all necessary reports pertaining to the work of
the Committee;
• Ensure that an official copy of the minutes of all meetings of the Committee
are placed in an appropriate location for safe keeping.
T:\Policies\Governance\3 - Terms of Reference\3-50 Terms of Reference Nominating Committee Jan 18,2010 approved.doc

G
Section:
Governance – Terms
of Reference
Subject:
Terms of Reference –
Ad Hoc Endowment Campaign
Committee
3 - 60
Page: 1 of 2
Approved: January 18, 2010
Supersedes: March 17, 2008
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Purpose:
The Endowment Committee is an ad hoc committee established by the Board of Directors to
assist the Executive Director in organizing and implementing the operational components of the
KidsAbility Foundation’s $10 million Endowment Campaign.
Objectives:
• To assist the Executive Director in the ongoing development of the strategic plan for the
Endowment Campaign including prospect development and the identification and coordination
of volunteer assistance as well as public relations with respect to the Endowment
Campaign.
• To assist the Executive Director with prospect solicitation with respect to the Endowment
Campaign.
• To assist the Executive Director with public relations with respect to the Endowment
Campaign.
Committee Membership and Appointment:
• The Chair of the Committee and all Committee members shall be appointed by the Board of
Directors except for the Executive Director who shall be an ex officio member of the
Committee.
• Except for the Executive Director, the Chair of the Committee and its members shall be
appointed to renewable two-year terms.
• Members of the Committee shall be drawn both from the Board of Directors and the
Community at large.
• So that it may personalize presentations to prospective donors, the Committee shall seek
occasional strategic assistance of additional members of the Board of Directors and
volunteers from the extended community in consultation with the Executive Director.
Meetings:
The Endowment Campaign Committee shall meet quarterly and additional meetings may be
called on an as-needed basis at the discretion of the Committee chair in consultation with the
Executive Director.
T:\Policies\Governance\3 - Terms of Reference\3-60 Terms of Reference - AdHoc Endowment Campaign Committee
Jan.18,2010.doc

G
Section:
Governance – Terms
of Reference
Subject:
Terms of Reference –
Ad Hoc Endowment Campaign
Committee
3 - 60
Page: 2 of 2
Approved: January 18, 2010
Supersedes: March 17, 2008
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Responsibility of Chair:
• To ensure that notice of Committee meetings shall be sent to all Committee members at least
one week in advance of regularly-scheduled meetings;
• To prepare the agenda for the meeting in consultation with the resource person assigned to
the Committee;
• In cooperation with the Executive Director, orient new Committee members to ensure that
they have adequate materials and a realistic understanding of their role in the campaign;
• To assist the Executive Director to enhance public awareness of the campaign, which may
include attending media events, accepting corporate or major donations, assisting with formal
recognition opportunities, and making presentations to prospective donors;
• To provide the Board of Directors with regular reports on the progress of the Campaign;
• To ensure that in the absence of the Chair an appropriate member of the Committee is
delegated to chair the meeting.
Responsibility of Resource Person:
A delegate of the Executive Director shall act as the principal resource to the Committee.
The resource person shall:
• assist the Chair in establishing the agenda;
• ensure that meeting agendas and minutes are distributed in a timely manner;
• ensure that minutes of the meeting are appropriately recorded;
• assist the Chair in preparing all necessary reports pertaining to the work of the Committee;
• Ensure that official copies of the minutes of all meetings of the Committee are placed in an
appropriate location for safe keeping.
T:\Policies\Governance\3 - Terms of Reference\3-60 Terms of Reference - AdHoc Endowment Campaign Committee
Jan.18,2010.doc

G
Section:
Governance – Terms
of Reference
Subject:
Terms of Reference –
Ad Hoc Radiothon Advisory
Committee
3 - 70
Page: 1 of 2
Approved: March 17, 2008
Supersedes: NEW
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Purpose:
To provide assistance to KidsAbility Foundation staff with the development of a
communications and implementation strategy for the annual Radiothon event.
Objectives:
• To assist in the generation of financial contributions and to maximize community outreach
for the Radiothon by helping to obtain sponsorship support, develop 3rd party special events,
and seek out employee fundraisers within the community;
• To assist Foundation staff in their preparation of the printed materials to be used to raise
community awareness concerning the Radiothon.
Membership:
• The Executive Director ex officio;
• The Campaign Manager ex officio;
• Up to three members of the Board of Directors;
• Up to three members from the community at large;
• The Chairs of the Kids Can’t Wait Campaign will be members;
• The Committee may also seek occasional strategic assistance of additional members of the
Board of Directors and volunteers from the extended community in consultation with the
Executive Director.
Committee Appointment:
• Except for the Executive Director and the Campaign Manager who serve ex officio, the Chair
of the Committee and all Committee members shall be appointed by the Board of Directors.
• Except for the Executive Director and the Campaign Manager who serve ex officio, the Chair
of the Committee and its members shall be appointed to renewable two-year terms.
Meetings:
The Radiothon Committee shall meet a minimum of monthly between the months of September
to April, but actual annual frequency will be determined by Committee members on an asneeded
basis.
Responsibility of Chair:
T:\Policies\Governance\3 - Terms of Reference\3-70 Terms of Reference - Radiothon Committee_March 17, 2008.doc

G
Section:
Governance – Terms
of Reference
Subject:
Terms of Reference –
Ad Hoc Radiothon Advisory
Committee
3 - 70
Page: 2 of 2
Approved: March 17, 2008
Supersedes: NEW
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
• To ensure that notice of Committee meetings are sent to all Committee members at least one
week in advance of regularly-scheduled meetings;
• To prepare the agenda for the meeting in consultation with the resource person assigned to
the Committee;
• To ensure that recommendations from the Committee are forwarded to the Board of
Directors at its next regular meeting;
• In cooperation with the Executive Director, orient committee members to ensure that they
have adequate materials and a realistic understanding of their role in the campaign;
• To assist the Executive Director to enhance public awareness of the campaign, which may
include attending media events, accepting corporate or major donations, assisting with formal
recognition opportunities, and making presentations to prospective donors;
• To ensure that in the absence of the Chair an appropriate member of the Committee is
delegated to chair the meeting.
• To provide the Board of Directors with updates at board meetings pertaining to the
Radiothon as needed.
Responsibility of the Resource Person:
The Campaign Manager or an appropriate delegate shall act as the principal resource to the
Committee. The resource person shall:
• Assist the Chair in establishing the agenda;
• Ensure that meeting agendas and minutes are distributed in a timely manner;
• Ensure that minutes of the meeting are appropriately recorded;
• Assist the Chair in preparing all necessary reports pertaining to the work of the Committee;
• Ensure that official copies of the minutes of all meetings of the Committee are placed in an
appropriate location for safe keeping.
T:\Policies\Governance\3 - Terms of Reference\3-70 Terms of Reference - Radiothon Committee_March 17, 2008.doc

G Section:
Governance – Terms
of Reference
Subject:
Terms of Reference –
Marketing Committee
3 - 80
Page: 1 of 1
Approved: April 18, 2011
Supersedes: NEW
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
1. Purpose:
- provide strategies on market research;
- provide advice and support to staff in developing a marketing plan;
- review the present communication plan and provide feedback;
- recommend the plan to the Board of Directors of the Foundation and KidsAbility;
- recommend a means to monitor and make changes to the plan.
2. Objectives:
To have an ad-hoc group of people knowledgeable about marketing and communications to
advise and guide the Foundation to ensure its marketing and communications are effective in
meeting the Foundation’s mission.
3. Membership:
- The Executive Director of the Foundation
- Board members of the Foundation and the Centre who have marketing expertise
- Non-board volunteers and staff who have marketing expertise
4. Meetings:
The committee shall meet quarterly and as needed by conference call at the call of the Chairs.
5. Responsibility of the Chair:
- To ensure that all members receive notice of meetings
- To prepare the agenda for meetings
- To report periodically to the Boards of Directors (Note that the Chair need not be a member
of either Board)
T:\Policies\Governance\3 - Terms of Reference\3-80 Terms of Reference - Joint Board Marketing
Committee_April 18 2011.doc

G
Section:
Governance – Terms
of Reference
Subject:
Terms of Reference –
Community Engagement
Committee (Administrative
Committee)
3 - 90
Page: 1 of 3
Shared with Board for
information: June 4, 2012
(Board approval not
required)
Supersedes: Major Gifts
Committee January 24, 2011
500 Hallma rk Drive • Waterloo • ON • N2K 3P5 • T: 5 19.886.8886 • F: 519.886.01 05
COMMUNITY ENGAGEMENT COMMITTEE
KITCHENER, WATERLOO, CAMBRIDGE, AND ADJACENT COMMUNITIES
1. PURPOSE:
TERMS OF REFERENCE
To assist the Executive Director in the engagement of members of Waterloo
Region in the Foundation’s fund-raising activities in support of the services
provided by KidsAbility Centre for Child Development.
2. OBJECTIVES:
2.1 To serve as an administrative committee immediately responsible to the
Executive Director of the Foundation and with the consent of the Board of
Directors.
2.2 To assist in expanding the Foundation’s base of potential new donors to
KidsAbility in Waterloo Region by providing recommendations to the
Executive Director with respect to prominent community members who may be
interested in supporting the work of KidsAbility.
2.3 To assist the Executive Director in approaching potential new donors to
KidsAbility by recommending individuals who may be approachable, by
providing the Executive Director with an introduction to potential new donors to
KidsAbility, or by approaching potential new potential donors either by
accompanying a member of the Foundation’s staff or by making a personal
approach to such an individual.
2.4 To assist the Executive Director in developing strategies for community
engagement with the intent of expanding community support for KidsAbility
through KidsAbility Foundation.
2.5 To act as influential ambassadors for KidsAbility and the work of KidsAbility
within the Kitchener, Waterloo, Cambridge, and adjacent communities.
3.0 MEMBERSHIP AND VOTING RIGHTS:
3.1 The Chair of the Board of Directors ex officio.
T:\Policies\Governance\3 - Terms of Reference\3-90 Terms of Reference - Community
Engagement Committee June 1 2012.doc

G
Section:
Governance – Terms
of Reference
Subject:
Terms of Reference –
Community Engagement
Committee (Administrative
Committee)
3 - 90
Page: 2 of 3
Shared with Board for
information: June 4, 2012
(Board approval not
required)
Supersedes: Major Gifts
Committee January 24, 2011
500 Hallma rk Drive • Waterloo • ON • N2K 3P5 • T: 5 19.886.8886 • F: 519.886.01 05
3.2 The Executive Director of KidsAbility Foundation ex officio who shall
serve as Chair of the Committee.
3.3 Up to three other members of the Board of Directors, all of whom will
have a particular interest in fund-raising.
3.4 Up to eight members from the community at large, all of whom shall be
recognized as prominent members of Kitchener, Waterloo, Cambridge or
an adjacent community. Every effort shall be made to appoint members
from the breadth of the geographical community area.
3.5 If the Executive Director has assigned specific administrative
responsibility for fund-raising activities within the communities involved
to a specific member of the administration, that individual shall serve as a
full member of the Committee on the recommendation of the Executive
Director.
3.6 Additional members of the administration shall attend meetings of the
Committee on the invitation of the Executive Director and shall serve as
resource persons without voting privileges.
3.7 All members appointed to the Committee have full voting privileges in the
determination of recommendations to the Executive Director.
3.8 A minimum of 50% of the members of the Committee shall constitute a
quorum.
4.0 COMMITTEE APPOINTMENT:
4.1 All Committee members shall be appointed by the Board of Directors on
the recommendation of the Executive Director.
4.2 New members of the Committee shall normally be appointed after the
Annual General Meeting of the Foundation though appointments of
qualified individuals may be added to the Committee at any time with the
approval of the Board of Directors acting on the recommendation of the
Executive Director.
4.3 Members of the Committee other than its ex officio members shall be
appointed for three-year renewable terms.
5.0 MEETINGS:
The Community Engagement Committee Committee shall normally meet a
minimum of three times a year, but actual annual frequency will be determined by
the Executive Director on an as-needed basis.
T:\Policies\Governance\3 - Terms of Reference\3-90 Terms of Reference - Community
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G
Section:
Governance – Terms
of Reference
Subject:
Terms of Reference –
Community Engagement
Committee (Administrative
Committee)
3 - 90
Page: 3 of 3
Shared with Board for
information: June 4, 2012
(Board approval not
required)
Supersedes: Major Gifts
Committee January 24, 2011
500 Hallma rk Drive • Waterloo • ON • N2K 3P5 • T: 5 19.886.8886 • F: 519.886.01 05
6.0 RESPONSIBILITY OF THE CHAIR:
6.1 To ensure that notice of Committee meetings shall be sent to all
Committee members at least on week in advance of regularly-scheduled
meetings;
6.2 To prepare the agenda for the meeting;
6.3 To ensure that a minimum of 50% of the voting members of the
Committee are present to constitute an official quorum for the purpose of
formal voting;
6.4 To ensure that in the absence of the Chair an appropriate member of the
Committee is delegated to chair the meeting;
6.5 To provide periodic reports to the Board of Directors on the concerns and
successes of Committee activities.
7.0 RESPONSIBILITY OF THE RESOURCE PERSON:
7.1 The Executive Director shall appoint an appropriate delegate to act as the
principal resource to the Committee.
7.2 The resource person shall:
7.2.1 assist the Chair in establishing the agenda;
7.2.2 ensure that meeting agendas and minutes are distributed in a timely
manner;
7.2.3 ensure that minutes of the meeting are appropriately recorded;
7.2.4 assist the Chair in preparing all necessary reports pertaining to the
work of the Committee;
7.2.5 ensure that an official copy of the minutes of all meetings of the
Committee are placed in an appropriate location for safe keeping.
T:\Policies\Governance\3 - Terms of Reference\3-90 Terms of Reference - Community
Engagement Committee June 1 2012.doc

G
Section:
Governance -
Financial
Subject:
Gift Acceptance Policy
4-10
Page: 1 of 3
Approved: February 20, 2006
Supersedes:
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
PRINCIPLES:
Gifts to the KidsAbility Foundation must further the goals of KidsAbility and be
consistent with its Mission. The Foundation may refuse any gift that in the opinion of its
Board could bring harm to the integrity or reputation of the Foundation or that could
create a liability for the Foundation.
Any gift that may fall outside the guidelines contained within this Policy will be brought to the
attention of the Board prior to acceptance.
Gifts that are acceptable:
The KidsAbility Foundation accepts the following types of gifts:
Immediate Gifts
• Cash
• Publicly traded securities
• Marketable property (real and personal)
Deferred Gifts (see Planned Giving Information)
• Bequests
• Life insurance
• Charitable remainder trusts
Gifts that are not acceptable:
The KidsAbility Foundation does not accept the following types of gifts:
• Any gift that could compromise the Foundation’s integrity
• Any gift that could bring the Foundation into disrepute
• Any gift that could cause a liability to the Foundation
Requiring Board approval:
The following gifts require Board approval prior to acceptance:
• Marketable property (real and personal) – the Board will ascertain that the
property is unencumbered and that a reasonable valuation is obtained.
• Any proposed gift that appears to be constrained by unusual restrictions or
conditions
• Any gift that may be in the category of “not acceptable”.
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G
Section:
Governance -
Financial
Subject:
Gift Acceptance Policy
4-10
Page: 2 of 3
Approved: February 20, 2006
Supersedes:
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Donor recognition:
• Donors will be recognized in accordance with the Donor Recognition Policy.
Donor Confidentiality:
• The Privacy Policy will apply at all times.
Gift of Publicly traded securities:
Gifts of publicly traded shares will be transferred from the donor to the Foundation’s Broker
who will be instructed to sell them immediately. The value for charitable donation receipt
purposes will be the quoted value at the market close on the day the security is re-registered in
the Foundation’s name.
Marketable property
In the case of a gift of property, a qualified appraisal is required. If there is any doubt as
to the appraised value, the Foundation may retain its own appraiser.
No property with a loan or lien against it will be accepted as a gift
The Foundation can take no responsibility for clean-up of toxic wastes and, in case of
doubt, will require the donor to secure an environmental audit.
All gifts of property will be sold immediately except in the case of a specific agreement
with the donor which has been pre-approved by the Board.
Life insurance
In the case of an irrevocable gift of the ownership of the policy, a donation receipt will be
issued for the cash surrender value on the date of the gift
If premium payments are discontinued by the donor, the Board will decide on whether to
continue to pay premiums or convert to a paid-up policy based on individual
circumstances.
Charitable remainder trusts
The donor’s lawyer will draft the trust agreement to be reviewed by the Foundation’s
lawyer. Professional advice will be sought to advise the Board on the value of the gift.
Donor advisors
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G
Section:
Governance -
Financial
Subject:
Gift Acceptance Policy
4-10
Page: 3 of 3
Approved: February 20, 2006
Supersedes:
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
In the case of large gifts, donations of publicly-traded securities, or deferred gifts, the
donor will be encouraged to seek the advice of professional advisors.
T:\Policies\Governance\4 - Financial\4-10 Gift Acceptance Policy_Feb 20,2006.doc

G
Section:
Governance -
Financial
Subject:
Acceptance of Gifts of Securities
4-20
Page: 1 of 1
Approved: February 20, 2006
Supersedes:
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
PRINCIPLES:
KidsAbility Foundation will accept donations of capital property in the form of
marketable securities.
The value of the official receipt will be determined by the fair market value at the market
close on the day the security is re-registered in the Foundation’s name. The security will
be sold on the day that the security is registered in the Foundation’s name.
PROCEDURE : PHYSICAL SHARE CERTIFICATE
1. The donor is to sign the securities over to KidsAbility Foundation.
2. A donation of capital property form is to be completed by the Foundation. This will
serve to acknowledge the gift. The form will state that “when the shares become the
property of the Foundation an income tax receipt will be issued”.
3. A Power of Attorney form will be executed by designated Foundation employees
signing the securities over to the Foundation’s broker.
4. The physical securities will then be delivered to the Foundation’s broker.
5. The re-registration and sale process may take 1 – 2 weeks.
6. Once the shares have been re-registered and sold, the Foundation’s broker will advise
the Foundation of the market value at the market close of the day of re-registration
in order to issue a receipt to the donor for income tax purposes.
ELECTRONIC TRANSFER OF SECURITIES
1. Securities are electronically transferred by the donors broker to the Foundation
account at the Foundation’s broker.
2. The securities are re-registered into the name of KidsAbility Foundation (1-3 days).
3. The securities are sold on the date of re-registration.
4. The donor is given a receipt using the value at market close on the date of reregistration.
CHOICE OF BROKER
To expedite the transfer and sale of securities, the Foundation should open an account
with the donor’s broker whenever reasonable trading costs can be negotiated.
T:\Policies\Governance\4 - Financial\4-20 Acceptance of Gifts of Securities_Feb 20, 2006.doc

G
Section:
Governance – Terms
of Reference
Subject:
Terms of Reference –
Finance & Audit Committee
3 - 30
Page: 1 of 3
Approved: June 4, 2012
Supersedes: May 25, 2009
500 Hallma rk Drive • Waterloo • ON • N2K 3P5 • T: 5 19.886.8886 • F: 519.886.01 05
Purpose:
To monitor and recommend to the Board of Directors those mechanisms by which the Board can
ensure that its fiscal stewardship responsibilities are being executed effectively.
Objectives with Respect To General Financial Policies and Procedures:
• To review and recommend to the Board of Directors, for its approval, a detailed annual
budget for both capital and operating revenues and expenditures with respect to the forthcoming
fiscal year;
• To review the detailed annual financial statements and to report the Committee’s findings to
the Board of Directors for its information and/or action;
• To ensure that policies for financial operations and systems of financial internal control are in
place;
• To ensure that policies with respect to the systems of control and financial reporting are
effective;
• To review the Foundation’s banking arrangements on a periodic basis.
• To review the spending of designated gifts by KidsAbility to ensure that they are
appropriately spent as designated by the donor.
Objectives and Procedures with Respect to the Annual Audit:
• To receive and review the annual audited statements and to report on their acceptability to
the Board of Directors prior to the Board’s approval thereof;
• To review the auditor’s management letter and to review with the auditors any
recommendations concerning perceived weaknesses in the accounting system or in the
internal control systems and to ascertain management’s response and subsequent follow-up
to those recommendations;
• To meet with the auditors in the absence of the staff to review the auditors’ assessment of the
internal accounting controls and similar matters and to review management’s response to the
auditors’ critique;
• To determine whether the auditors have experienced and any problems in performing the
audit, including any restrictions or any obstacles imposed by management, and to determine
whether the auditors have noted any significant accounting issues on which there was
disagreement with management.
Membership and Voting Rights:
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G
Section:
Governance – Terms
of Reference
Subject:
Terms of Reference –
Finance & Audit Committee
3 - 30
Page: 2 of 3
Approved: June 4, 2012
Supersedes: May 25, 2009
500 Hallma rk Drive • Waterloo • ON • N2K 3P5 • T: 5 19.886.8886 • F: 519.886.01 05
• The Chair of the Board of Directors ex officio.
• At least three other members of the Board of Directors, one of whom shall be treasurer and
chair of the committee
• The Executive Director of the Foundation is a member ex officio.
• A t least two members from the community at large.
• All members appointed to the Committee have full voting privileges.
• A minimum of 50% of the members of the Committee shall constitute a legal quorum.
Committee Appointment:
• The Chair of the Committee and all Committee members shall be appointed by the Board of
Directors.
• New members of the Committee shall be appointed after the Annual General Meeting of the
Foundation.
• Members of the Committee other than the Chair of the Board of Directors shall be appointed
for two-year terms to a maximum of six consecutive years.
• The Chair of the Committee shall be appointed to a two-year renewable term.
Meetings:
The Committee shall meet a minimum of once a year, but actual annual frequency will be
determined by Committee members on an as-needed basis.
Responsibility of the Chair:
• To ensure that notice of Committee meetings shall be sent to all Committee members at least
one week in advance of regularly-scheduled meetings;
• To prepare the agenda for the meeting in consultation with the resource person assigned to
the Committee;
• To ensure that recommendations from the Committee are forwarded to the Board of
Directors at its next regular meeting;
• To ensure that a minimum of 50% of the voting members of the Committee are present to
constitute an official quorum for the purpose of formal voting;
• To ensure that in the absence of the Chair an appropriate member of the Committee is
delegated to chair the meeting.
Responsibility of the Resource Person:
T:\Policies\Governance\3 - Terms of Reference\3-30 Terms of Reference - Finance and Audit
Committee_June4,2012.doc

G
Section:
Governance – Terms
of Reference
Subject:
Terms of Reference –
Finance & Audit Committee
3 - 30
Page: 3 of 3
Approved: June 4, 2012
Supersedes: May 25, 2009
500 Hallma rk Drive • Waterloo • ON • N2K 3P5 • T: 5 19.886.8886 • F: 519.886.01 05
The Executive Director or an appropriate delegate shall act as the principal resource to the
Committee. The resource person shall:
• assist the Chair in establishing the agenda;
• ensure that meeting agendas and minutes are distributed in a timely manner;
• ensure that minutes of the meeting are appropriately recorded;
• assist the Chair in preparing all necessary reports pertaining to the work of the Committee;
• ensure that an official copy of the minutes of all meetings of the Committee are placed in an
appropriate location for safe keeping.
T:\Policies\Governance\3 - Terms of Reference\3-30 Terms of Reference - Finance and Audit
Committee_June4,2012.doc

G
Section:
Governance -
Financial
Subject:
Policy on Signing of Cheques
4-40
Page: 1 of 1
Approved: June 16, 2008
Supersedes: NEW
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
PURPOSE:
To ensure appropriate authorization on all monetary disbursements.
PROCEDURES:
All cheques issued in the name of the Foundation require two different signatures.
Normally one of those signatures will be that of the Executive Director and the second
signature will be that of the Treasurer, Secretary, Chair, Vice-Chair, or Past Chair of the
Board or one other member of the Board so designated and appointed by the Chair of the
Board. If the Executive Director is unavailable, the signatures of any two of the
Treasurer, Secretary, Chair, Vice-Chair, or Past Chair of the Board or the other member
of the Board who has been designated and appointed by the Chair of the Board will
satisfy the procedural requirements of this policy.
As a matter of due diligence, at least quarterly the Treasurer will review all those cheques
that have been processed without the Treasurer’s endorsement and will initial them as
confirmation that such a review has taken place.
T:\Policies\Governance\4 - Financial\4-40 Policy of Signing of Cheques_June 16,2008.doc

G
Section:
Governance -
Financial
Subject:
Transfer of Foundation Funds
Policy
4-50
Page: 1 of 1
Approved: March 22, 2010
Supersedes: NEW
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
PRINCIPLE:
The Foundation has the legal and ethical responsibility to ensure that all donated funds entrusted
to the Foundation are disbursed in a manner that is wholly consistent with the stated intentions of
the donor(s).
PROCEDURE:
1. It is the legal and ethical responsibility of the Board of Directors to ensure that all
donated funds entrusted to the Foundation are disbursed in a manner that is wholly
consistent with the stated intentions of the donor(s).
2. It is the administrative responsibility of the Executive Director to ensure that all
agreements formally contracted with the Foundation’s donors outline clearly the intention
of the donor(s) and the intended disposition of all funds entrusted to the Foundation by its
donor(s).
3. Requests by KidsAbility Centre for Child Development for a transfer of funds from the
Foundation to the Centre will be sufficiently detailed for the Foundation to determine that
it is meeting its legal and moral obligations in the utilization of funds entrusted to it.
4. As a matter of accountability directly to the Foundation and indirectly to donors to the
Foundation, the Centre will provide the Foundation with a sufficient year-end accounting
of its disbursements to satisfy the Foundation’s own need for verification of appropriate
disbursements.
January 5, 2008
T:\Policies\Governance\4 - Financial\4-50 Transfer of Foundation Funds Policy_March 22,
2010.doc

G Section:
Governance ‐ Financial
Subject:
Investment Income Allocation
Policy
4‐60
Page: 1 of 1
Approved: June 20, 2011
Supersedes: NEW
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Dividend and interest income less investment fees are allocated to the Operating Fund
and to specific externally restricted endowments as noted in note 3. Realized and
unrealized capital gains and losses are allocated to the Investment Income Stabilization
Fund.
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G
Section:
Governance -
Financial
Subject:
Investment Income Allocation
Policy
4-70
Page: 1 of 1
Approved: June 20, 2011
Supersedes: NEW
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Capital gains and losses are allocated to the Investment Income Stabilization Fund.
Annually, the Board of Directors determines the amount, if any that is retained in the
Fund to augment investment income in years when earnings of the investments are less
than the targeted return. Any balance remaining is allocated proportionally to the
Operating Fund and externally restricted endowments and included in investment income
endowments in the Statement of Operations.
T:\Policies\Governance\4 - Financial\4-70 Investment Income Stabilization Fund_June 20, 2011.doc

G
Section:
Governance –
Fundraising & Ethics
Subject:
Joint Communications Policy
5 - 10
Page: 1 of 1
Approved: October 2004
Supersedes:
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Policy:
It is the policy of KidsAbility Centre for Child Development and KidsAbility Foundation – to
communicate with our internal and external stakeholders in a manner that is effective,
transparent, timely and consistent.
Joint Communications Plan:
A joint communications plan has been developed by both organizations to serve as a blueprint
for ongoing communications. The plan includes target audiences, key messages, tasks
undertaken and responsibilities assigned. The plan will be periodically updated as required.
The Communications Plan identifies a variety of target audiences, key messages, tactics or tasks
and who is responsible for each audience. The Communications Plan will be monitored by the
respective Board Chairs who will regularly report to the boards of directors for review and
discussion.
Spokespersons:
The Board Chair and the CEO of KidsAbility are the official spokespersons for the organization
on all matters related to its operations.
The Board Chair and the Executive Director speaks for KidsAbility Foundation on all matters
related to fundraising and donor development.
T:\Policies\Governance\5 - Fundraising & Ethics\5-10 Joint Communications Policy_October 2004.doc

G
Section:
Governance –
Fundraising & Ethics
Subject:
Third Party Fundraising Events
5-20
Page: 1 of 6
Approved: March 17, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Policy Statement:
KidsAbility Foundation appreciates the generous support it continues to receive from the local
community in the Foundation’s effort to assist in the funding of the various programs and services the
KidsAbility Centre for Child Development provides for thousands of children with disabilities each
year. One of the ways through which KidsAbility Foundation raises these funds is through Third Party
fundraising events sponsored by various organizations and individuals within the community.
While KidsAbility Foundation is grateful for the many fundraising suggestions we receive at our
Foundation, our ability to accept and provide support to these events depends on the type of event being
proposed as well as on our available resources. We have to be conscious of the need to protect the
Foundation’s good name within the community, we need to be comfortable that all events that are
undertaken on behalf of KidsAbility Foundation meet all legal requirements, and we need to take into
account the limited number of staff and volunteers available to us at KidsAbility Foundation. The
Guidelines that follow are meant to help potential organizers understand both the expectations and the
boundaries under which the event organizer(s) and the Foundation’s staff must operate if we are to
engage in a Third Party fundraising initiative which will benefit KidsAbility and all those involved in
the offering of the event itself.
Procedural Statements:
1. What is a Third Party Event?
Third Party Events are fundraising initiatives that are planned, run, and financed by the individual(s) or
organizations intending to donate all or a significant portion of the net proceeds of the event to
KidsAbility Foundation in support of KidsAbility Centre for Child Development.
2. The Foundation’s Potential Level of Support for Third Party Events
For Third Party fundraising events, KidsAbility Foundation will offer to provide:
a) advice and expertise on event planning;
b) organized tours at an appropriate KidsAbility centre for the Third Party organizer and their staff;
c) promotional posters for use by the Third Party;
d) raffle and ticket sales, but with no commitment of a quota of ticket sales;
e) appropriate recognition of the sponsor of the event in a manner that the Foundation judges to be
appropriate to the donation presented to it.
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G
Section:
Governance –
Fundraising & Ethics
Subject:
Third Party Fundraising Events
5-20
Page: 2 of 6
Approved: March 17, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
f) a staff member or an appropriate volunteer person to attend the event for a cheque presentation;
g) tax receipts in accordance with Canada Revenue Agency guidelines on the condition that
KidsAbility is the sole recipient of the proceeds. We do reserve the right to issue tax receipts and
decisions to do so will be made on an individual basis before the event takes place;
h) staff and/or volunteer support prior to the event. Decisions will be based on availability of staff as
well as the size and nature of the event;
i) use of our name at the sole discretion of KidsAbility Foundation;
j) a speaker or staff person for the day of the event, provided that the Foundation receives a request for
such a person well in advance of the event, that the Foundation considers that the size and nature of
the event warrants such a speaker, and provided that a suitable speaker is available.
3. Decision to enter into an Agreement:
The final decision as to whether KidsAbility Foundation should enter into an agreement for a specific
Third Party fundraising event will be taken by the Executive Director of the Foundation. In those
instances where the Executive Director is doubtful as to whether such an agreement is appropriate for
the Foundation, the Executive Director will consult with the Executive Committee of the Foundation
before making a final decision.
4. First-Time Events:
KidsAbility Foundation would prefer not to lend its name to major first time-events. The Foundation
reserves the right to decide on an event-by-event basis whether or not to be involved with first-time
events.
5. Advertising of the Event:
All print materials bearing the KidsAbility name and/or must be approved by a KidsAbility Foundation
representative prior to its going to press. The Foundation must approve any and all media contacts and
interviews with respect to KidsAbility, our programs and services; in addition, the Foundation must
approve all speeches that relate to those programs and services. We would also appreciate the
opportunity to review public statements relating to any Third Party event so we can be assured that such
comments are appropriate to the public image of KidsAbility as a centre for child development.
6. Use of KidsAbility Foundation’s Logo:
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G
Section:
Governance –
Fundraising & Ethics
Subject:
Third Party Fundraising Events
5-20
Page: 3 of 6
Approved: March 17, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Experience has demonstrated that when the Foundation’s logo appears on any literature associated with
a Third Party event, the general public tends to see the event as a Foundation event rather than an event
being conducted by the event’s organizing body. As a result, the Foundation will rarely provide the
organizer(s) with approval for the use of its logo in the advertising of a Third Party event. If permission
is provided for use of the Foundation’s logo, it may not be altered in any way, including alterations in its
colour.
7. Consumption of Alcoholic Beverages:
It is our preference that there be no alcohol served during any special event involving KidsAbility
Foundation, especially an off-site event. We will not obtain a liquor license for any Third Party Special
Event and will not be held liable in any way for activities related to an event at which alcohol is
consumed. It is the responsibility of the sponsoring body to ensure that all legal and logistical
requirements for such an event are in place and scrupulously observed, including, for example, the
training of those serving alcohol and the obtaining of appropriate liability insurance.
8. Accessibility:
It is our preference that events associated with KidsAbility Foundation should be easily accessible to
persons with disabilities.
9. Confidentiality:
Confidentiality with respect to our clients, their families, and our staff is to be respected. With this in
mind, no photo of a client or staff member may be used without the Foundation’s expressed written
permission.
10. Product and Business Endorsements:
KidsAbility Foundation will not endorse any products or services. No Third Party event may be
initiated for the purpose of obtaining business contacts to benefit the proponent's personal, or business
interests.
11. Liability & Insurance:
Liability for the event is the sole responsibility of the applicant’s organizing committee or the organizer
of the event; as a result, before the event can proceed the applicant’s organizing committee or the
organizer of the event is responsible for the procuring and payment of all licenses and insurance and the
organizing committee must provide KidsAbility Foundation with written verification that all such legal
requirements have been met.
12. Waiver Forms for Sporting Events:
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G
Section:
Governance –
Fundraising & Ethics
Subject:
Third Party Fundraising Events
5-20
Page: 4 of 6
Approved: March 17, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
All sporting events require that participants sign waiver forms, affirming that any physical, personal, or
financial liability is the sole responsibility of the sponsoring body; as a result, it is the responsibility of
the sponsoring body to ensure that such forms are properly completed and on file and that the events are
conducted in a safe and responsible manner.
13. Licenses and Other Legal Documents:
The sponsoring organization is responsible for obtaining any permits or licenses for the event as
required by law.
14. Conduct and Decorum:
All events are to be advertised and run in a fully responsible manner which respects the rights and safety
of the participants as well as the good name of KidsAbility and with sensitivity to the mission of
KidsAbility as a centre designed to meet the developmental needs of young children.
15. Right to Cancel an Event and to Refuse a Donation:
If for any reason KidsAbility Foundation is convinced that KidsAbility may be compromised by
association with a given event, KidsAbility Foundation has the right to cancel an agreement of
involvement by giving the Third Party 24 hours notice of KidsAbility Foundation’s intention to cancel.
KidsAbility Foundation will not be responsible for financial or other damages that may result from such
cancellation.
KidsAbility Foundation also reserves the right to refuse a donation raised at any event that the
Foundation deems to be offensive or insensitive to KidsAbility’s mission or good name.
16. Receipting:
Receipts for events can be issued by the organizer(s) of the event or by KidsAbility Foundation.
Receipts Provided by the Foundation:
a) The issuing of receipts must be approved by the Foundation prior to the event;
b) Receipts will be issued only in full compliance with the guidelines provided by Canada Revenue
Agency (CRA) regulations. As a result, receipts will not be issued for admission tickets, green fees,
and the like;
c) Gift-in-kind receipts will be issued only after KidsAbility has received proper documentation
confirming the good-faith estimates as to the rightful value of the gift as per CRA regulations;
d) Names, addresses, and amounts to be receipted must normally be received by the Foundation no
later than 90 days after the event;
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G
Section:
Governance –
Fundraising & Ethics
Subject:
Third Party Fundraising Events
5-20
Page: 5 of 6
Approved: March 17, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
e) The Foundation reserves the right to audit all revenues and expenses of the event in order to ensure
that it complies with Canada Revenue Agency rules.
Self Receipting:
The organizing committee or the responsible individual coordinating the event must advise the
Foundation office of the total raised, names of major sponsors etc., since people are likely to call us to
inquire as to the success of the event.
Privacy of the Donor:
KidsAbility Foundation must receive a list of donors for receipting purposes. Individuals must be made
aware that the organizer(s) of the event will be forwarding this information to us and, in line with
Privacy Legislation, must be given the opportunity to “opt out” of having such information forwarded to
us. As a result, the following opt-out clause must appear on any written documentation which asks
people for their personal information:
The information you are being asked to provide will be used to process your donation(s) and to
provide you with an official tax receipt. From time to time, we may use your contact information to
keep you informed of other KidsAbility related activities, events/and or fundraising opportunities in
support of KidsAbility Centre for Child Development. If you do not want to appear on our contact
list, please indicate that desire by placing a checkmark in the space provided below:
 I do not want to appear on the KidsAbility Foundation contact list.
17. Transfer of Funds Raised:
Funds raised from the event must be forwarded to the Foundation within 90 days of the event.
18. Event Expenses:
The sponsoring organization/group agrees to underwrite all costs of the special event and its promotion.
KidsAbility shall incur no cost unless otherwise agreed in writing prior to the special event or
promotion.
19. Shared Percentage of Funds Raised:
As a responsible steward of publicly donated funds, KidsAbility Foundation believes that a reasonable
and significant percentage of revenues collected through the generosity of those supporting Third Party
events should be directed to our Centre and that all promotional literature should make that fact clear. If
proceeds are to be divided between charities then KidsAbility Foundation should be advised of the
name(s) of these charities and of the proposed percentage breakdown of proceeds prior to the event.
T:\Policies\Governance\5 - Fundraising & Ethics\5-20 Third Party Fundraising Events Policy_March 17, 2008.doc

G
Section:
Governance –
Fundraising & Ethics
Subject:
Third Party Fundraising Events
5-20
Page: 6 of 6
Approved: March 17, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
20. Overlapping of Donors:
KidsAbility Foundation should receive a list of targeted sponsors for the event before they are
approached so we can minimize overlap with our Foundation’s campaigns.
21. Cause-Related Marketing:
Please note that cause-related marketing (that is, businesses who wish to donate a portion of the
proceeds from their sales or services) is treated as a straight donation to KidsAbility and is not
considered a special event.
For more information, please contact:
Lisa Talbot
Executive Director
KidsAbility Foundation
500 Hallmark Drive
Waterloo, ON N2K 3P5
Ph: 519-886-8886 ext 201 Email: ltalbot@kidsability.ca
Supporting Procedures:
Third Party Event Procedures T:\Procedures\Third Party Events\Third Party Event - Internal Procedure.doc
Third Party Event Application T:\Procedures\Third Party Events\Third Party Event Application Form.doc
Guidelines for Receipting T:\Procedures\Third Party Events\Guidelines for Receipting.doc
T:\Policies\Governance\5 - Fundraising & Ethics\5-20 Third Party Fundraising Events Policy_March 17, 2008.doc

G
Section:
Governance –
Fundraising & Ethics
Subject:
Donor Complaints Policy
5-30
Page: 1 of 1
Approved: April, 28, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
PRINCIPLES:
Every gift, regardless of size, is important to the fiscal health of KidsAbility and is to be both
valued and recognized as such. All donors to KidsAbility Foundation, therefore, are its lifeblood
and are to be respected as such. As a result, every volunteer and staff member of the Foundation
is to act in such a way as to merit the confidence of our actual and our prospective donors.
Moreover, any donor who registers a complaint with the Foundation needs to be confident in the
assurance that the matter will be handled in a timely and professional fashion.
PRACTICES:
Acting in accordance with our principles:
1. To ensure that complaints are kept to a minimum, we will adhere to strict ethical practices in
all our fundraising activities both with respect to our donors and prospective donors as well as
with all donations entrusted to us.
2. When a complaint is received, it will be acted upon empathetically, confidentially, and in a
timely fashion. If the staff member receiving the complaint cannot resolve the issue to the
satisfaction of the donor, the complaint will be directed to the Executive Director. If within two
weeks of its being entrusted to the Executive Director the issue remains unresolved it will be
forwarded to the Chair of the Board who will determine the most appropriate means of securing
a satisfactory resolution.
3. All donor requests for anonymity will be respected.
4. The Executive Director will be kept appraised of all complaints as well as of their resolution
and a log of donor complaints will be kept in the Foundation’s office for monitoring by the Chair
of the Board.
T:\Policies\Governance\5 - Fundraising & Ethics\5-30 Donor Complaints_April 28, 2008.doc

G
Section:
Governance –
Fundraising & Ethics
Subject:
Privacy Policy
5 - 40
Page: 1 of 4
Approved: April 28, 2008
Supersedes: NEW
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
PRINCIPLES:
At KidsAbility Foundation the privacy of the personal information of our donors,
prospective donors, employees, and other stakeholders has always been an important
aspect of how we conduct our business. We value the trust of those with whom we deal
as well as with the public at large and we recognize that maintaining this trust requires
that we be open and accountable in how we treat information entrusted to us. As a result,
KidsAbility Foundation has developed this policy both to ensure compliance with privacy
legislation as well as to inform our stakeholders of our continuing commitment to the
protection of their personal information.
All KidsAbility Foundation personnel are authorized to access personal information in
our files only as required for the conducting of legitimate and appropriate Foundation
business. In addition, we have instituted safeguards to ensure that the information
retrieved is not disclosed or shared beyond its immediate requirements.
This policy is based on the Canadian Standards Association Model Code and adheres to
the federal Personal Information Protection and Electronic Documents Act (PIPEDA).
DEFINITION:
Personal information includes any factual or subjective information, recorded or not, that
could be used to distinguish, identify, or contact an individual. This includes information
in any form such as personal e-mail address, credit card numbers, home addresses, and so
on. It does not include certain publicly available information such as that normally found
on a business card, such as name, title, company, business address, business e-mail
address, business telephone or fax number. Also not deemed to be personal information
are certain publicly available data such as names, addresses, and telephone numbers as
published in telephone directories.
PRIVACY PRACTICES:
1. Accountability
The Executive Director or other person so designated by the board serves as KidsAbility
Foundation’s Chief Privacy Officer. All employees, volunteers, and members of the
Board of KidsAbility Foundation are required to comply with this Privacy Policy. At
times, KidsAbility Foundation staff may be delegated to act on behalf of the Chief
Privacy Officer or to take responsibility for occasional collection, use, and/or disclosure
of personal information.
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G
Section:
Governance –
Fundraising & Ethics
Subject:
Privacy Policy
5 - 40
Page: 2 of 4
Approved: April 28, 2008
Supersedes: NEW
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
2. Declaration of Privacy Responsibilities
During their orientation to their various responsibilities to KidsAbility Foundation, all
individuals who have or may have access to the Foundation’s confidential files are
required to sign a Declaration of Privacy Responsibilities confirming their understanding
of this policy and their commitment to its adherence.
3. Identifying Purposes
Before, or at the time of the collection of personal data, KidsAbility Foundation must
identify the purposes for which personal information is being collected. Information
collected will be used only for the original purpose for which it was collected, unless
required otherwise by law.
3.1 KidsAbility Foundation collects personal information for the following purposes:
a) to establish and maintain a responsible relationship with donors;
b) to register participants at events in support of KidsAbility Foundation;
c) for purposes identified to individuals or purposes obvious to individuals, in
respect of particular collections of personal information;
d) to meet legal and regulatory requirements;
e) to share information about KidsAbility and KidsAbility Foundation, including
but not limited to the Annual Report, event invitations, newsletters, and
updates concerning KidsAbility and its needs;
f) to manage and develop KidsAbility Foundation’s operations.
4. Consent
In the collection, use or disclosure of personal information, knowledge and consent of the
individual so involved is required. This consent must be meaningful and easily
understood. Nonetheless, in certain circumstances, such as an emergency or as required
by law, KidsAbility Foundation may disclose personal information without the interested
individual’s knowledge or consent.
5. Publication of Donor Lists
With respect to the publication of donor lists by gift category, donor requests for
anonymity will be honoured.
6. KidsAbility Client and Volunteer Solicitation
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G
Section:
Governance –
Fundraising & Ethics
Subject:
Privacy Policy
5 - 40
Page: 3 of 4
Approved: April 28, 2008
Supersedes: NEW
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
KidsAbility Foundation receives contact information of volunteers and clients and their
families from KidsAbility Centre for Child Development. Formal requests from
individuals to be excluded from mailings or other communications will be respected and
acted on promptly.
7. Limiting Collection
Personal information collected is limited to the purpose for which it was collected, except
with the consent of the individual and as permitted by law. Should there be an additional
use for which the information may be employed, individuals affected must be notified
and their concurrence formally secured.
8. Limiting Use, Disclosure and Retention
Personal information will be used only for the purpose for which it was collected except
with the consent of the individual or as required by law. KidsAbility Foundation shall
retain personal information only as long as necessary for the fulfillment of those original
purposes. When personal information is no longer required for the fulfilling of those
purposes it will be permanently erased from the electronic records or shredded if it exists
in hard copy.
9. Accuracy
KidsAbility Foundation shall take steps to ensure that personal information is accurate,
complete, and as up-to-date as possible. To ensure the up-to-date accuracy of the personal
information held in the Foundation’s files, it is the responsibility of the donor to advise
KidsAbility Foundation of any changes to their personal information.
10. Safeguards
KidsAbility Foundation shall protect personal information by security safeguards
appropriate to the sensitivity of the information and the means by which it is stored.
10.1 KidsAbility Foundation shall establish appropriate safeguards to protect personal
information against such risks as loss or theft, unauthorized access, disclosure, copying,
use, modification or destruction. Employees shall be made aware of the importance of
maintaining the confidentiality of personal information.
10.2 KidsAbility Foundation shall establish appropriate safeguards to protect personal
information disclosed to third parties, for example by contractual agreements stipulating
the confidentiality of the information and the purposes for which it is to be used.
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G
Section:
Governance –
Fundraising & Ethics
Subject:
Privacy Policy
5 - 40
Page: 4 of 4
Approved: April 28, 2008
Supersedes: NEW
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
10.3 KidsAbility Foundation does not lend, exchange, rent, or sell its donor list to other
organizations or individuals.
11. Openness
Copies of KidsAbility Foundation’s Privacy Policy will be made available upon request
and is available on our website.
12. Individual Access
Upon formal request, an individual will be given access to one’s personal information
stored by KidsAbility Foundation. An individual has the right to challenge the accuracy
and completeness of the information and have it amended if appropriate.
12. 1 All requests for access will be responded to within a reasonable time (not to exceed
30 days) and at minimal or no cost to the individual.
12.2 In order to safeguard personal information, an individual requesting access to a
personal file may be required to provide sufficient verifying identification to permit
KidsAbility Foundation to authorize access to an individual’s file.
12.3 If the information requested contains personal information about another individual,
that information must be removed before the request can be honoured.
13. Challenging Compliance
An individual may challenge KidsAbility Foundation’s compliance to this policy with the
Chief Privacy Officer who will ensure the complaint is addressed within a reasonable
period of time. If the person proposing the challenge is not satisfied with the response
provided by the Chief Privacy Officer, the Chief Privacy Officer shall invoke the
Foundation’s Complaints Policy as the means of resolving the dispute.
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G
Section:
Governance –
Fundraising & Ethics
Subject:
Ethical Fundraising Policy
5-50
Page: 1 of 6
Approved: February 9, 2009
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
PRINCIPLES:
For KidsAbility - Centre for Child Development to offer the range and quality of services it
provides to the children in need within the Region of Waterloo and Wellington County it must
rely in no small way on the successful fundraising abilities of KidsAbility Foundation. For its
part, the Foundation’s success in supporting the activities of KidsAbility - Centre for Child
Development financially is heavily dependent on the Foundation’s ability to inspire confidence
and trust in the minds of our donor public. People make financial contributions to KidsAbility
Foundation for many reasons; for example, their personal experience of the quality of care
KidsAbility provides, the Centre’s reputation for effective and sensitive care, and the
professional excellence of KidsAbility staff, to name but a few of these reasons. Of vital
importance in obtaining and retaining an effective level of financial support, however, is our
Foundation’s reputation for integrity and ethical fundraising practices. This policy speaks to
several areas of our fundraising program and outlines the ways in which we seek to operate in
the most ethical manner possible. Our commitment to ethical fundraising shows respect for our
donors and clearly puts the onus on our Foundation to be open, honest, and transparent in the
attracting, investing, and disbursing of donated funds.
I. Financial Disclosure and Public Representations
KidsAbility Foundation observes the following practices when responding to requests from
donors and prospective donors for financial information:
a) we act promptly to provide information requested in its most factual, accurate, and
current form;
b) we provide information that will add to the public's understanding of and confidence in
our operations, methods, and the costs of fundraising by publishing an annual report and
by hosting an annual public event to report to the community;
c) our financial statements accurately present the financial activities and overall financial
position of our organization and disclose, at a minimum, the information contained in
Imagine Canada’s Ethical Fundraising and Financial Accountability Code Standard C4;
d) our audited annual financial statements are prepared in accordance with Generally
Accepted Accounting Principles (GAAP) in all material respects and with all other
guidelines adopted by the Canadian Institute of Chartered Accountants (CICA) which
apply specifically to our type of charitable organization;
e) if we release a financial summary or extract, it is clearly related to and consistent with the
information provided in our full financial statements including their Notes;
f) all fundraising solicitations by or on behalf of KidsAbility Foundation are truthful,
accurately describe our activities and the intended use of donated funds, and are carried
out by volunteers or employees who identify themselves and disclose our name and the
purpose for the request;
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Section:
Governance –
Fundraising & Ethics
Subject:
Ethical Fundraising Policy
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Page: 2 of 6
Approved: February 9, 2009
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g) we encourage donors to seek independent advice if the proposed gift is a Planned Gift or
if we have reason to believe that the proposed gift might significantly affect the donor’s
financial position;
h) our solicitations treat donors with respect and we make every effort to honour their
requests to:
• limit the frequency of solicitations;
• not be solicited by telephone or other technology;
• receive printed material about us;
• discontinue solicitations where requested;
i) upon request, we provide our registration number (BN), names of all board members, this
Ethical Fundraising Policy, and our Investment Policy;
j) we issue official Income Tax receipts for monetary gifts and for gifts-in-kind;
k) we do not make claims that cannot be upheld and we do not use marketing materials that
could be misleading. We do not exploit and we are sensitive in describing the children
who are served by KidsAbility Centre for Child Development;
II. Restricted and Designated Donations
Our Foundation adheres to the following fundraising practices as they relate to restricted or
designated donations:
a) we recognize that donors who restrict their donations or designate them for a specific use
have a right to expect that their donation will be applied according to their specific
directions and we adhere to their wishes;
b) we honour all statements we make regarding the use of a contribution;
c) we have a procedure or policy in place to deal with donations that cannot be applied to a
specific project;
d) for surplus funds realized over and above the requirements of a given campaign it is our
practice to apply such funds to a project as closely related as possible to the original
designation so as to respect the donors’ original intentions;
e) our accounting system and fundraising software system track funds that are restricted or
designated for a specific use;
f) in the administration of gift funds we review documentation to ensure that we adhere to
the donors’ intentions.
III. Fundraising Costs
Our Foundation observes the following practices when incurring administrative and
fundraising costs:
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Section:
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Fundraising & Ethics
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Ethical Fundraising Policy
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a) our Governing Board is responsible for overseeing the way in which fundraising costs are
incurred and reported;
b) our Governing Board approves and monitors our organization’s fundraising activities and
the disclosure of fundraising expenses;
c) our administrative and fundraising costs are kept to the minimum necessary to meet our
objectives and it is our intention not only to meet but to strive to exceed the standards
established by the Canada Revenue Agency for registered charities;
d) the allocation of expenditures to administration, fundraising, and program services
reflects our organization’s mission and actual activities and conform to GAAP and all
other appropriate guidelines adopted by the Canadian Institute of Chartered Accountants
that are applicable to our type of charitable organization.
IV. Collection, Maintenance, Use, and Confidentiality of Donor Records
Our Foundation observes the following practices when collecting donor information,
maintaining and using confidential donor records, and protecting donor anonymity:
a) we guard against making unwarranted or intrusive inquiries into a donor’s or prospect’s
gift history or personal life and gather only information that is relevant and necessary to
our fundraising efforts;
b) we make all reasonable efforts to ensure that the personal information we collect is
complete and accurate;
c) any donor record that is maintained by the Foundation shall be kept confidential to the
greatest extent possible. Donors shall have the right to see their own donor record and to
challenge its accuracy;
d) we will preserve the anonymity of our donors at the donor’s request;
e) we give special protection to all records pertaining to anonymous donors;
f) we require a donor’s consent before confidential information is released to any outside
party;
g) we have established and follow reasonable time periods for the retention and the secure
disposal of donor information;
h) we have established special security safeguards to protect donor information and limit
access to donor files;
i) we recognize that our duty to ensure the confidentiality of donor records continues even
after our relationship with a donor or prospect has ended;
j) we obtain a donor’s oral consent regarding the proposed use of that donor’s personal
information when information is collected by telecommunication;
k) we provide donors with an opportunity to remain anonymous and to request that the
donor’s name and/or the amount of the gift not be publicly released.
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Section:
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Fundraising & Ethics
Subject:
Ethical Fundraising Policy
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Page: 4 of 6
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V. Solicitation of KidsAbility Clients and Former Clients
A natural constituency for financial support of KidsAbility is its clients and former clients.
This group comprises the current clients and “alumni/-ae” of the Centre who have been
recipients of the services offered through the Centre. KidsAbility Foundation receives contact
information of volunteers and clients and their families from KidsAbility Centre for Child
Development. Formal requests from individuals to be excluded from mailings or other
communications will be respected and acted on promptly. In approaching these families we
will invite financial support and feedback on the quality of the services they have received
through the Centre; as a result, we may also ask some family members to participate in the
Foundation’s public information sessions or formal solicitations. In every instance, we make
every effort to ensure that our approach is tasteful and appropriate.
VI. Privacy
Our Foundation has a Privacy Policy overseen by a Chief Privacy Officer. To ensure the
privacy of our donors, we do not sell, rent or exchange our donor lists to or with other
organizations.
VII. Electronic Gifts
Technology is playing an increasing role in philanthropy. To protect the interests of donors
who choose to give electronically, our Foundation adheres to the following practice:
a) our website lists our Foundation’s full name, charitable business number, and mission
clearly and immediately for online donors;
b) for those who wish to contact us other than through the website or e-mail, we clearly
provide alternative contact information;
c) eligibility for a tax receipt is clearly outlined;
d) all precautions are taken to ensure that gifts made electronically are safe, private, and
secure, and that a donor’s personal information is protected;
e) e-donors are assured that any information they provide is held in strict confidence and
that this Ethical Fundraising Policy is clearly listed on our website;
f) electronic donors will not receive communications or solicitations from our Foundation
unless they have “opted in” to receive such communications.
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Section:
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Fundraising & Ethics
Subject:
Ethical Fundraising Policy
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Page: 5 of 6
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VIII. Donor Complaints
It is the policy of our Foundation to have a written complaints procedure in place to ensure
that all complaints from donors or the community-at-large are handled promptly. The Board
of KidsAbility Foundation is informed at least annually of the number, type, and disposition
of such complaints.
IX. Supervision of Fundraisers
As a practice, it is only in extraordinary circumstances that we might use the services of
external fundraisers: if, for example, we were to engage in a major capital campaign. Our
organization observes the following practices when monitoring and supervising the activities
of volunteers, employees, or paid solicitors (collectively referred to as “fundraisers”) who
solicit or receive funds on our behalf:
a) we take reasonable steps to ensure that every person participating in our fundraising
program is aware of and complies with the Ethical Code established by Imagine Canada;
b) we inform our fundraisers about all relevant provisions of all municipal, provincial, and
federal laws applicable to their fundraising activities and we ensure that our fundraising
activities are carried out in accordance with the law;
c) we complete all reports that must be filed as part of applicable regulatory regimes
properly and in a timely fashion;
d) we take every reasonable step to ensure that our fundraisers adhere to the applicable
professional codes of conduct, such as the Association of Fundraising Professionals’
Code of Ethical Principles and Standards of Ethical Practice;
e) we recognize that donors and potential donors have a right to be informed of the exact
nature of the employment or contractual relationship we have with our fundraisers and
we respond promptly and honestly to all inquiries in this regard.
X. Conflicts of Interest
Our by-laws include a written conflict of interest statement and we address actual or
perceived conflicts of interest in the following manner:
a) we define a conflict of interest for our fundraisers and advise all fundraisers that they
must act in the best interests of our organization rather than in furtherance of their
personal interests or the interests of third parties;
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Section:
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Fundraising & Ethics
Subject:
Ethical Fundraising Policy
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b) we instruct all fundraisers to avoid situations where their personal interest conflicts or
appears to conflict with their duties within our organization;
c) we instruct all fundraisers to evaluate their conduct in light of the impact on our
organization;
d) we require our fundraisers to disclose both actual and apparent conflicts of interest;
e) our conflict-of-interest disclosure procedures are clearly articulated and we believe that
they are well understood by all staff and Directors;
f) our staff and Directors recognize that the duty to disclose even an “apparent” conflict of
interest requires a consideration of public perception when evaluating whether a conflict
of interest is present;
g) we are mindful of our fiduciary duty to ensure the disclosure of any conflict of interest
that would be of material interest or relevance to a donor or which may influence a
donor’s decision to give;
h) where a donor elects to make a gift in spite of the presence of a conflict of interest, we
encourage that the donor obtain independent legal advice regarding that potential gift.
XI. Compensation of the Foundation’s Fundraising Staff
Our Foundation observes the following compensation practices:
a) fundraisers who are employed by the Foundation are compensated on the basis of their
experience, expertise, and the time requirements of the position in light of the current
employment market which will provide a guideline we will not exceed;
b) Paid staff and/or consultants will be compensated by a salary, retainer, or fee and will not
be paid finders’ fees, commissions, or other payments based either on the number of
philanthropic contributions received or the value of funds raised;
c) we undertake the institutional planning, board development, and volunteer recruitment
necessary to make our fundraising program successful over time.
XII. Governance
a) our Board of Directors reviews our fundraising practices and policies on a regular basis
and tests them for continuing relevance, legislative compliance and applicability.
Adjustments are made, as required, to ensure that the maximum amount of donations
possible is applied to our charitable activities in a manner that is consistent with the longterm
interests of our organization and its beneficiaries;
b) our fundraising policies, practices, and expectations are clearly communicated to all staff.
c) all fundraising programs undertaken by our Foundation are reviewed by the Board of
Directors to ensure consistency with our statements of Mission, Vision, and Values and
that they comply with this Ethical Fundraising Practices Policy.
T:\Policies\Governance\5 - Fundraising & Ethics\5-50 Ethical Fundraising Practices Policy_Feb 9, 2009.doc

G Section:
Governance –
Fundraising & Ethics
Subject:
Whistleblower Policy
5 - 60
Page: 1 of 2
Approved: November 21, 2011
Supersedes: DRAFT
500 Hallma rk Drive • Waterloo • ON • N2K 3P5 • T: 5 19.886.8886 • F: 519.886.01 05
Whistleblower Protection Policy
A: POLICY
KidsAbility Foundation requires its directors, officers, volunteers, agents and employees to observe high
standards of business and personal ethics in the conduct of their duties and responsibilities. As
employees and representatives of KidsAbility Foundation, we must practice honesty and integrity in
fulfilling our responsibilities and we must comply with our Code of Ethics and with all applicable laws
and regulations.
It is the responsibility of all directors, officers, volunteers, agents and employees to report violations or
suspected violations of the Code of Ethics and all applicable laws and regulations in accordance with
this Whistleblower Protection Policy.
No director, officer, volunteer, agent or employee who in good faith reports a violation under the terms
of this policy shall suffer harassment, retaliation or adverse employment consequence. An employee or
volunteer who retaliates against someone who has reported a violation in good faith is subject to
discipline up to and including termination of employment or appointment.
It is the responsibility of all the directors, officers, volunteers, agents and employees of the Foundation
to comply with this policy and report known violations or suspected violations as indicated in this
policy. Failure to do so will result in foregoing the protection provided by this policy and could cause
KidsAbility Foundation and all individuals directly or indirectly associated with the organization
significant personal or public harm.
B: OBJECTIVE
This Whistleblower Protection Policy is intended to encourage and enable employees and others to raise
serious concerns internally about violation of the Foundation Code of Ethics and all other laws and
regulations so that KidsAbility Foundation can properly address and correct inappropriate conduct and
actions.
C: PROCEDURE
Directors, officers, volunteers, agents and employees of the Foundation should bring forward their
questions, concerns, suggestions or complaints with someone who can address them properly. In most
cases employees and volunteers should report these issues to the Executive Director. However, if the
individual reporting a violation or potential violation is not comfortable in addressing these issues with
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Subject:
Whistleblower Policy
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Page: 2 of 2
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the Executive Director then that person should submit those observations in writing to the Chair of the
Board of KidsAbility Foundation. Supervisors and managers, when in receipt of a report relating to
violations as indicated in this policy, are required to communicate such report to the Chair of the Board
of KidsAbility Foundation as soon as practicable but no later than within five working days of receipt of
the complaint.
Anyone filing a complaint under this policy must be acting in good faith and have reasonable grounds
for believing the information disclosed is correct and indicates a violation or suspected violation of the
code of Ethics, governing law or regulation. Any allegation that proves not to be substantiated and
which proves to have been made maliciously or knowingly to be false will be viewed as a serious
disciplinary offense.
Reports of violations or suspected violations will be kept confidential to the extent possible, consistent
with the need to conduct an adequate investigation.
If the complaint or violation is a matter than can be dealt with by the Executive Director alone, then the
Executive Director will do so and send a report to the Chair of the Board of Directors once the matter is
cleared up.
For all complaints or violations, the Chair of the Board of Directors will acknowledge to the
complainant receipt of the reported violation or suspected violation within five business days after
receipt of the Executive Director’s report. All reports will be promptly investigated and appropriate
corrective action will be taken if warranted by the investigation.
In reporting a violation or suspected violation the following basic questions should be answered with
any additional remarks that the individual wishes to make.
1. Details with respect to time and place of the incident
2. The nature of the concern. Sufficient information should be provided so an independent person
can understand the concern and be able to further investigate
3. Full names and titles of individuals who are suspected of wrongdoing
4. The number of times the incident has taken place
5. The length of time the incidents have been taking place
6. The name and contact information of the complainant.
All directors, officers, volunteers, agents and employees shall sign a form indicating that they are in
receipt of this policy and that they have read and understood it and that they have been provided with an
opportunity to ask questions about the policy.
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G Section:
Governance –
Fundraising & Ethics
Subject:
Ethical Conduct
5 - 70
Page: 1 of 3
Approved: November 21, 2011
Supersedes: DRAFT
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ETHICAL CONDUCT
A: PURPOSE:
To ensure that members of the Foundation Board, members of the staff, and volunteers formally appointed to act
in the name of the Foundation conduct all of their Foundation-related activities in an ethical and collegial manner.
B: GENERAL PRINCIPLES:
i) Declaration of Interest
It is the duty of every Director of the Corporation and every member of the Foundation staff who has in any way,
whether directly or indirectly, an interest or whose family member or whose partner may have an interest in a
contract or arrangement or proposed contract or arrangement with the Corporation to declare such interest and to
refrain from voting thereon or unduly influencing the determination of said contract or arrangement.
ii) Fiduciary Duties
a) In exercising their respective Foundation duties, all members of the Foundation Board, members of the
staff, and volunteers formally appointed to act in the name of the Foundation shall act honestly, in good
faith, and in the best interests of the Foundation, and, in so doing, support the Foundation in fulfilling its
mission and discharging its accountabilities.
b) The Foundation reserve the right to refuse a donation raised at any event that it deems to be offensive or
insensitive to KidsAbility’s or the Foundation’s mission or good name.
iii) Respect for Donor and Client Privacy
a) All personal information concerning a KidsAbility client or the families of KidsAbility clients obtained as
a result of one’s association with the Foundation is to be considered strictly confidential unless explicit
approval has been obtained by the families so concerned has been granted to the Foundation.
b) All Foundation personnel are authorized to access personal information contained in our files only as
required for the conducting of legitimate and appropriate Foundation business.
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Subject:
Ethical Conduct
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c) Neither the personal information contained in the Foundation’s files nor any other personal information
concerning an actual or prospective donor obtained during the donor solicitation process is to be publicly
disclosed or employed beyond the reasons for which it is being or has been obtained.
d) The Foundation guards against making unwarranted or intrusive inquiries into a donor’s or prospective
donor’s gift history or personal life and gather only information that is relevant and necessary to our
fundraising activities.
e) The Foundation provides donors with an opportunity to remain anonymous and to request that the donor’s
name and/or the amount of the gift not be publicly released.
iv) Financial and Disbursement Accountability
a) The Foundation Board is responsible for overseeing and monitoring the way in which fundraising costs
are incurred and reported.
b) We recognize that donors who restrict their donations or designate them for a specific use have a right to
expect that their donation will be applied/has been applied according to their specific directions and we
make every reasonable effort to adhere to their wishes.
c) Our financial statements accurately present the financial activities and overall financial position of our
organization and disclose, at a minimum, the information contained in Imagine Canada’s Ethical
Fundraising and Financial Code.
d) We annually disseminate sufficient information to add to the general public’s understanding of and
provide confidence in our operations, methods, and costs of fundraising during the fiscal year.
v) Personal and Interpersonal Considerations
a) Members of the Board are expected to voice their opinions – including conflicting opinions – during
Board and committee meetings while, at the same time, respecting the advice and opinions of colleagues,
the decisions of the majority, and the role of the chair.
b) Every Director, employee, and formally appointed volunteer of the Foundation has the right to work in an
environment free from abuse or harassment and, accordingly, the Foundation is committed to taking
affirmative action in preventing any such episode and of dealing firmly with incidents of harassment
should they occur, treating any form of harassment as a serious and intolerable matter.
c) As a matter of personal health and safety, the Foundation will work towards the elimination of all
potential hazards that could result in personal injuries, illness, losses, or damage to property.
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Subject:
Ethical Conduct
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d) All events, including third-party events, will be advertised and conducted in a fully responsible manner
which respects the rights and safety of the participants as well as the good name of KidsAbility and with
sensitivity to the mission of KidsAbility and the Foundation.
e) Members of the Foundation are asked to be conscious of the sensitivities of others and to reduce the
amount or avoid the use of scented products that they use prior to entering the workplace and to advise
their invitees to do the same.
C: ASSOCIATED FOUNDATION POLICIES:
The following policies and procedural documents provide additional detail on many of the items noted above:
i) Article 11 of By-law 1 (2011)
ii) Privacy Policy
iii) Policy on Signing of Cheques
iv) Ethical Fundraising Policy
v) Donor Complaints Policy
vi) Roles and Responsibilities of Members of the Board of Directors
vii) Harassment Policy
viii) Health and Safety
ix) Third-Party Fundraising Events
x) Allergen Procedure
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G Section:
Governance –
Fundraising & Ethics
Subject:
Conflict Resolution Policy
5-80
Page: 1 of 2
Approved: November 21, 2011
Supersedes: DRAFT
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CONFLICT RESOLUTION POLICY
A: PURPOSE:
To seek to resolve matters of conflict involving members of the Foundation Board, members of the staff, or
volunteers formally appointed to act in the name of the Foundation sensitively, justly, and in a timely manner.
B: GENERAL PRINCIPLES:
i) Matters of Conflict may be interpersonal in nature or they may be contractual.
ii) All matters of conflict are disruptive both personally and collegially and will be addressed with an eye to
restoring harmony and seeking a just resolution to the problem.
iii) Conflicts are normally best resolved between the individuals involved, but where personal resolution is
not practical, a more structured process will be implemented.
iv) Harassment cases will be dealt with in accordance with the Foundation’s Harassment policy.
C: PROCESS:
i) In the first instance, the individuals involved in the conflict will seek to resolve the source of their conflict
by meeting informally with one another.
ii) If informal resolution is unfruitful, the party/parties will arrange to meet with the Executive Director who
will act as a mediator in the instance of those conflicts involving members of staff or formally
appointed Foundation volunteers other than members of the Board.
iii) If the Executive Director is personally compromised in the conflicted situation, the Chair of the Board
will act as mediator in place of the Executive Director.
iv) Either party to the conflict may initiate the mediation procedure and, having been formally notified,
within two weeks of such notification the mediator shall arrange for face-to-face discussions with the
parties in conflict.
v) If mediation efforts prove to be unsuccessful, the mediator will so inform the Chair of the Board or, if the
Chair of the Board is compromised by the conflicted situation, the Past Chair of the Board shall serve
in the Chair’s stead and shall move to convene a meeting of the appellants and the ad hoc Conflict
Resolution Committee within three weeks of formal notification.
vi) The mediator will keep a written record of the proceedings to date, including relevant dates and times of
the meeting(s) as well as expressions of the principal areas of contention.
vii) The ad hoc Conflict Resolution Committee will consist of the Vice-Chair of the Board, the Past Chair of
the Board and a third party who shall ideally be acceptable to all concerned parties.
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Subject:
Conflict Resolution Policy
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viii) If all three parties cannot agree on a suitable third party, that individual will be selected by two of the
three ex officio members, one of whom shall be agreeable to the appellant(s).
ix) If either the Vice-Chair or Past Chair of the Board is compromised by the proceedings, that position will
be filled by a simple majority vote of the Board.
x) Once established, the ad hoc Conflict Resolution Committee shall select a chair of its choosing and shall
convene formal meetings within two weeks of the Committee’s having been formed.
xi) The determination of the Conflict Resolution Committee shall be final.
xii) It will be the responsibility of the chair of the Conflict Resolution Committee to maintain a written record
of the proceedings to date, including relevant dates and times of the meeting(s) as well as a summary
statement of the resolution.
xiii) If all parties formally agree to the resolution of the conflict, all written records will be destroyed
within 30 days of the Committee’s final meeting.
xiv) If one of the appellants is dissatisfied with the resolution, the written findings will be retained in a
confidential file for a minimum of one year from the date of the final meeting of the Committee.
xv) If the conflict involves a member of the Board and an appellant/appellants other than members of the
Board, the above process shall be followed.
xvi) If the conflict involves two or more members of the Board, the above processes will be implemented but
without the ex officio involvement of the Executive Director, though the Executive Director is
eligible to be selected as a third-party member of the Conflict Resolution Committee.
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G Section:
Governance –
Fundraising & Ethics
Subject:
Donor Complaints policy
5 - 90
Page: 1 of 3
Approved: November 21, 2011
Supersedes: DRAFT
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DONOR COMPLAINTS POLICY
A: PURPOSE:
KidsAbility Foundation is committed to responding in a prompt and respectful manner to complaints or
concerns from a donor.
B: DEFINITIONS:
Donor includes current, prospective, and past individuals, clubs, corporations, or foundations who have
made monetary or gift-in-kind donations to KidsAbility Foundation.
Complaint includes any expression of dissatisfaction on the part of a donor related to the actions of the
Foundation with regard to the Donor, the Donor’s gift, or Donor information.
KidsAbility Centre for Child Development Complaint includes an expression of concern relating to
the KidsAbility Centre for Child Development or client care provided by the KidsAbility Centre for
Child Development.
C: ADMINISTRATION
1. It is expected that the majority of complaints or concerns will be administrative matters that staff are
in a position to address immediately and to the complainant’s satisfaction within the existing systems in
place in the Foundation. These may include, among other possibilities, a request to limit the number of
solicitations annually, to discontinue solicitations, to correct an address or other contact information, to
request that the donor not be solicited by telephone, to request information, or to inquire as to the status
of a receipt. The staff person handling the complaint will ensure that the necessary procedures are
followed to address the donor’s complaint.
2. As a matter of operational principle, complaints will be handled on a hierarchical level beginning with
the staff and, if unresolved at that level, will proceed to the Executive Director, and, if still unresolved,
to the Chair of the Board.
Staff members will attempt to satisfy the complainant’s concerns and will make a referral to the
Executive Director only if they are unable to solve the matter at a staff level. In the event that a
complainant remains dissatisfied after being referred to the Executive Director, the complainant will be
informed that an appeal in writing to the Foundation’s Board of Directors, through to the Chair of the
T:\Policies\Governance\5 - Fundraising & Ethics\5-90 Donor Complaints_November 21, 2011.doc

G Section:
Governance –
Fundraising & Ethics
Subject:
Donor Complaints policy
5 - 90
Page: 2 of 3
Approved: November 21, 2011
Supersedes: DRAFT
500 Hallma rk Drive • Waterloo • ON • N2K 3P5 • T: 5 19.886.8886 • F: 519.886.01 05
Board of the Foundation,. An acknowledgement of receipt of the complaint will be made within three
business days at each level of the review. The determination of the Foundation will be provided to the
complainant in writing within ten business days of the date of the receipt of the written complaint.
3. As the Foundation has adopted Imagine Canada’s Ethical Fundraising & Financial Accountability
Code, a complainant who remains dissatisfied with the disposition of the complaint has recourse to the
Imagine Canada process. The complainant will be informed that s/he may pursue further remedy with
Imagine Canada.
4. All contact information required by a complainant to move the complaint to the next level will be
provided without prejudice by the Executive Director.
5. Complaints or concerns that are of an administrative matter may be considered events requiring
simple quantitative tracking. Complaints of a more substantive nature - -including subsequent
complaints from the same complainant on the same matter, and complainants not immediately satisfied
with the resolution proposed -- will be documented in writing and the complainant will have access to
such documentation.
6. The Board of Directors will receive an annual report of all documented complaints and their outcomes
including, where appropriate, changes to systems or procedures taken to reduce the incidence of similar
complaints in the future.
7. KidsAbility Centre for Child Development Complaints received by the Foundation relating to
KidsAbility and/or client care will be documented and referred to the CEO at KidsAbility Centre for
attention and/or resolution, and copied to the CEO of the KidsAbility Centre.
D: PROCEDURE:
* * *
This procedure provides the guidelines for addressing a complaint by a donor to the Foundation.
Scope
The Executive Director is responsible for handling complaints that go beyond those only requiring staff
attention.
T:\Policies\Governance\5 - Fundraising & Ethics\5-90 Donor Complaints_November 21, 2011.doc

G Section:
Governance –
Fundraising & Ethics
Subject:
Donor Complaints policy
5 - 90
Page: 3 of 3
Approved: November 21, 2011
Supersedes: DRAFT
500 Hallma rk Drive • Waterloo • ON • N2K 3P5 • T: 5 19.886.8886 • F: 519.886.01 05
In the process of investigating the complaint, respect for the complainant and the reputation of the
Foundation and KidsAbility are primary concerns. Level of risk and legal considerations are assessed
and will determine the process for finding a resolution.
Steps in procedure for all but administrative matters
1. The donor issues an initial complaint in writing, by phone, or by e-mail to a staff member.
2. The Executive Director receives written copies of the complaint or a staff member’s summary of an
oral complaint.
3. The staff member or the Executive Director logs the complaint in the complaint database.
4. Within three working days, the Executive Director contacts the individual to ascertain or corroborate
the details of the complaint and then responds in writing that the complaint is being investigated.
5. The complaint is then investigated to determine the most appropriate resolution.
6. Decision making process – dependent on the scope, risk and severity of the issue, the following steps
will be taken as soon as possible and the issue will be resolved in a timely manner dependent on the
complexity of the issue:
• Staff member resolves the issue and provides a written report of the resolution to the Executive
Director
• Executive Director resolves the issue as long as he/she has the authority to do so or
• Executive Director brings the issue to the attention of the Chair of the Board and it is resolved
• If legal counsel is required, the decision for consultation will be made by the Chair of the Board
6. The resolution of the issue is logged in the complaint database and reported in writing to the
individual who reported to the complaint. All efforts are made to find a suitable resolution for the
individual and for the Foundation in a timely fashion. Any complaints logged will be reviewed at the
appropriate level of responsibility on a weekly basis until resolved.
7. The Foundation staff will meet semi-annually to review the issues raised by any complaints to
determine whether additional processes or actions need to be instituted.
T:\Policies\Governance\5 - Fundraising & Ethics\5-90 Donor Complaints_November 21, 2011.doc

G
Section:
Governance –
Fundraising & Ethics
Subject:
Conflict of Interest
5a-10
Page: 1 of 2
Approved: March 19, 2012
Supersedes: Draft
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Draft Conflict of Interest Policy for KidsAbility Foundation
KidsAbility Foundation Conflict of Interest Policy is designed to assure the highest level of ethical
conduct of persons employed by or involved in the governance of the Foundation in all that pertains to
the Foundation, and to avoid public perceptions and financial consequences detrimental to KidsAbility
that could arise from the misuse, or perception of misuse, of an individual's position or influence.
KidsAbility's conflict of interest policy is not designed to eliminate or exclude relationships and
activities that might create a duality of interest, but rather to encourage transparency and careful
deliberation in those cases where conflicts or perceived conflicts may arise.
Conflicts of Interest:
A conflict of interest may be defined as an interest that might affect, or might reasonably appear likely
to affect, the judgment or conduct of an individual associated with the Foundation.
A conflict of interest may exist when the interests or concerns or potential interests or concerns of any
director, officer, or staff member, or any individual, group or organization to which one of these people
has allegiance, may be seen as competing with the interests or concerns of the Foundation, or may
impair these people's independence or loyalty to the Foundation.
For example, a conflict of interest may exist if a director, officer, or staff member:
� has a business or financial interest in any third party dealing with the Foundation.
� holds office, serves on a Board, participates in management, or is employed by any third party
dealing with the Foundation.
� derives remuneration or other financial gain from a transaction involving the Foundation (other
than salary reported on a T-4 or salary and benefits expressly authorized by the Board).
� receives gifts from any third party on the basis of his or her position with the Foundation (other
than occasional gifts valued at no more than $50, or if valued at more than $50, the gift is made
available in a team space or common area for others to share - e.g., fruit baskets, boxes of
candy). All other gifts should be returned to the donor with the explanation that the Foundation
policy does not permit the acceptance of gifts. No personal gift of money should ever be
accepted.
� engages in any outside employment or other activity that will materially encroach on such
person's obligations to the Foundation; compete with the Foundation's activities; involve any use
of the Foundation's equipment, supplies, or facilities; or imply the Foundation's sponsorship or
support of the outside employment or activity.
T:\Policies\Governance\5 - Fundraising & Ethics\5a-10 Conflict of Interest Policy_March 19, 2012.doc

G
Section:
Governance –
Fundraising & Ethics
Subject:
Conflict of Interest
5a-10
Page: 2 of 2
Approved: March 19, 2012
Supersedes: Draft
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Disclosure:
Whenever any director has a conflict of interest or a possible perceived conflict of interest with the
Foundation, he or she shall notify the Chairman of the Board of Directors of such conflict.
The Chair, in turn, will ensure compliance with the By-laws of the Foundation, Article 11, “Declaration
of Interest”.
Whenever any staff member has a conflict of interest or a possible perceived conflict of interest with the
Foundation, he or she shall notify the Executive Director.
If any member of the board or a committee believes another member has an undeclared conflict of
interest relating to an agenda item at a meeting, he or she shall declare such to the Chair.
When any conflict of interest is relevant to a matter under consideration or requiring action by the Board
of Directors, or committee thereof, the interested person(s) shall call it to the attention of the Chair and
shall not be present during Board or committee discussion or decision on the matter. However, the
person(s) shall provide the Board or applicable committee with any and all relevant information on the
particular matter.
The minutes of the meeting of the Board of Directors or committee thereof shall reflect that the conflict
of interest was disclosed, that the interested person was not present during discussion or decision on the
matter, and did not vote.
A copy of this conflict of interest policy shall be furnished to each director, officer, and staff member
who is presently serving this organization or who may hereafter become associated with it. The policy
and its application shall be reviewed annually for the information and guidance of directors, officers,
and staff members, each of whom has a continuing responsibility to scrutinize their transactions and
outside business interests and relationships for potential conflicts and make such disclosures as
described herein.
Each director will be asked to complete a Conflict of Interest Policy Disclosure Statement upon his or
her election or re-election to the Board and annually thereafter. Each officer and senior staff member
will be asked to complete such a Statement upon his or her employment and on an annual basis
thereafter.
T:\Policies\Governance\5 - Fundraising & Ethics\5a-10 Conflict of Interest Policy_March 19, 2012.doc

G Section:
Human Resources
Subject:
Bereavement Policy
6-10
Page: 1 of 1
Approved: September 22,
2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
PRINCIPLES:
PROCEDURES:
In the spirit of compassion and collegiality appropriate to KidsAbility Foundation,
through this policy the Foundation wishes to act as an agent of consolation for
employees and their families on the occasion of the death of a close member of the
employee’s family.
1. In the event of the death of a member of an employee’s immediate family, the
Executive Director will immediately notify other members of the Foundation’s staff.
2. Any employee who suffers the bereavement of a spouse, child, or parent and so
notifies the Foundation’s Executive Director will be granted bereavement leave of
three (3) consecutive working days without loss of regular pay from regularlyscheduled
hours to include a time for visitation, funeral, and grieving.
3. In the event of the death of a sister, brother, mother-in-law, father-in-law, grandparent,
grandchild, ward or guardian, or grandparent of one’s spouse, the bereavement leave
time shall be three (3) consecutive working days without loss of regular pay from
regularly-scheduled hours to include a time for visitation, funeral, and grieving.
4. In the event of the death of a son-in-law, daughter-in-law, sister-in-law, brother-inlaw,
aunt, or uncle, the bereavement leave time shall be one (1) working day to
attend the funeral or memorial service (or its equivalent) without loss of regular pay
from regularly-scheduled hours to include a time for visitation, funeral, and grieving.
5. For the purpose of bereavement leave, the relationships specified in the preceding
clauses are deemed to include a common-law spouse and a partner of the same sex.
6. Time granted within this policy is for the purpose of attending the funeral, memorial
service, or its equivalent; for dealing with matters related to the death; and for travel
time to and from the funeral services.
7. Part-time employees will be credited with service for all such leave in accordance with
the terms of their employment.
8. The Executive Director, at the sole discretion of the Director, may allow for brief
periods of time off during working hours without loss of pay to enable a member of
the Foundation staff to attend the funeral service of a fellow employee.
9. In all cases, the Foundation reserves the right to request a copy of the official death
certificate or a signed note from the Funeral Director.
T:\Policies\6 - Human Resources\6-10 Bereavement Policy_September 22, 2008.doc

G Section:
Human Resources
Subject:
Vacation Policy
6-20
Page: 1 of 3
Approved: November 17, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
PRINCIPLES:
A balance of work and family life as well as periodic time for relaxation and renewal is important to
maintaining a healthy lifestyle as well as an enjoyable and productive work experience. With this in
mind, all staff members are entitled to periods of vacation based on their years of service and are
encouraged to take this time away from work.
VACATION ENTITLEMENT:
FULL-TIME STAFF:
Vacation entitlement accrues on a monthly basis and may be taken after six (6) months of
continuous service.
An employee shall receive an annual vacation with pay in accordance with the individual’s years of
continuous employment as follows:
During the first year of employment, employees are entitled to three (3) weeks of vacation prorated
from their hire date to the end of the vacation year, which is August 31.
Subsequent to August 31 of the full-time employee’s first year of employment, vacation entitlements
shall increase according to the following employment periods:
• Three (3) weeks after one (1) full year of continuous service;
• Four (4) weeks after five (5) years of continuous service;
• Five (5) weeks after fifteen (15) years of continuous service;
• Six (6) weeks after twenty (20) years of continuous service.
Because the Vacation Period is from September 1 to August 31 it will not likely coincide with the
employee’s anniversary date and, as a result, the calculation of the “years of continuous service” will
not likely be in consort with the individual’s anniversary date. It is important to note, therefore, that
employees may not normally anticipate entitlement during a vacation year for which an increase in
entitlement may occur. However, should the Executive Director approve a vacation period in
anticipation of earned entitlement, it must be clearly understood that should an employee leave the
employ of the Foundation having received permission for a period of vacation beyond that provided
by the individual’s earned entitlement, the Foundation will be entitled to reimbursement in
accordance with the pro-rated determination of the excessive use of vacation entitlements.
Conversely, any individual leaving the employ of the Foundation is entitled to receive a period of
vacation for any unused vacation entitlement as determined by a pro-rated calculation of the
vacation grid noted above.
T:\Policies\6 - Human Resources\6-20 Vacation Policy_November 17, 2008.DOC

G Section:
Human Resources
Subject:
Vacation Policy
6-20
Page: 2 of 3
Approved: November 17, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
In no case shall an individual receive a cash settlement in lieu of earned vacation time.
Only in exceptional cases and with the express permission of the Executive Director may an
employee accumulate vacation entitlement beyond the vacation period of September 1 through
August 31.
PART-TIME STAFF:
Vacation time is pro-rated for all part-time staff based on the normal work day of seven and one half
(7.5) hours.
VACATION REQUESTS:
1. Vacation periods must be discussed with and approved by the Executive Director. Since
the Executive Director is responsible for the efficient operation of the Foundation, the
Executive Director has the right to refuse a vacation request based on operational
concerns.
2. The vacation year is from September 1 through August 31of each year.
3. Where possible, vacations will be scheduled according to the wishes of individual staff
members, having regard for the efficient operation of the Foundation. Where a conflict
exists in the scheduling of vacations, that conflict shall be resolved by the Executive
Director with due consideration being given to the length of service of the employee and
the operational needs of the Foundation.
4. The Vacation Request and Approval form shall be used for all requests and must be
completed in full and approved by the Executive Director prior to any vacation being
taken.
5. Since the Executive Director is responsible for ensuring the on-going daily efficiency of
the Foundation’s operations, it is important to discuss vacation requests with the
Executive Director well in advance of making holiday arrangements.
UTILIZATION OF VACATION DAYS:
1. Vacation days are accrued based on each individual’s current employment full-time
equivalency and are adjusted if that individual’s employment status changes.
T:\Policies\6 - Human Resources\6-20 Vacation Policy_November 17, 2008.DOC

G Section:
Human Resources
Subject:
Vacation Policy
6-20
Page: 3 of 3
Approved: November 17, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
2. Vacation days are taken within the present year of employment and must normally be taken
by August 31. Vacation time may not be accumulated beyond August 31 unless the
accumulation is specifically approved by the Executive Director and a short-term plan for
the utilization of that time is agreed upon in writing.
3. Vacation time may be taken as extended periods of time, of days, or of half-days.
4. The responsibility for determining the specific calculation of the annual vacation
entitlement resides with the Executive Director.
T:\Policies\6 - Human Resources\6-20 Vacation Policy_November 17, 2008.DOC

G Section:
Human Resources
Subject:
Educational Leave Policy
6-30
Page: 1 of 1
Approved: November 17, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Seminars/Conventions
At the discretion of the Executive Director, and provided employees so wish, a leave
of absence with pay shall be granted to employees to attend seminars and conventions
that are beneficial to the Foundation and are directly related to the employee's work.
Such leave shall not exceed one full week (7 days) inclusive of travel time.
T:\Policies\6 - Human Resources\6-30 Educational Leave Policy_November 17, 2008.doc

G Section:
Human Resources
Subject:
Sick Leave Policy
6-40
Page: 1 of 4
Approved: November 17, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
PRINCIPLES:
KidsAbility Foundation is concerned about the well-being of each employee. Because an
unexpected illness or injury can jeopardize one’s financial security, it is the policy of the
Foundation to provide some wage continuation under qualifying conditions for illnesses and
disabilities not covered by the Workplace Safety and Insurance Board (WSIB).
DEFINITIONS:
Actively at Work and Active Work: At work and able to perform all the regular duties of one’s
occupation for one full working day of seven and one half hours (7.5) for full-time employees
and the number of hours per day or per week as determined by contract for part-time employees.
Continuous Service: A period of unbroken employment with the Foundation.
Eligible Employee: Insured benefits will be provided to employees following three calendar
months of continuous service.
Date of Disability: The first day of regularly scheduled employment for which an employee
cannot report for work as a result of injury or illness.
Adjusted Time: Adjusted Time is work time provided to the Foundation to compensate for an
employee’s time lost because of an illness whose duration has exceeded this Policy’s benefits
otherwise provided by the employee’s length of service.
OVERVIEW OF COVERAGE:
1. SICK PAY BENEFIT is paid by the employer and covers the first 15 weeks of disability
up to 100% based on the employee’s length of service.
2. CANADA EMPLOYMENT INSURANCE (E.I.) pays from the 16 th to the 30 th week of
disability.
3. LONG-TERM DISABILITY BENEFITS of up to 75% of earnings based on an
employee’s length of service are paid by the insurance company after 6 months of
service.
GENERAL POLICY AND PROCEDURAL INFORMATION:
T:\Policies\6 - Human Resources\6-40 Sick Leave Polic_November 17, 2008.DOC

G Section:
Human Resources
Subject:
Sick Leave Policy
6-40
Page: 2 of 4
Approved: November 17, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
1. Benefits are paid up to and including 15 weeks of absence, based on a regular fiveday
work week and a 7.5 hour work day. Benefits are paid according to an
employee’s length of service. Specifically:
• for service of 3 months to one year, the entitlement is 66 and 2/3%, that is
payment will be calculated at 5.0 hours of the normal 7.5-hour work day;
• for service of 1 to 2 years, the entitlement is 70% and is calculated at 5.25
hours of the normal 7.5-hour work day;
• for service of 2 to 3 years, the entitlement is 80% and is calculated at 6 hours
of the normal 7.5-hour work day; for 3 to 4 years, the entitlement is 90% and
is calculated at 6.75 hours of the normal 7.5-hour work day;
• for 4 years and more, the entitlement is 100% and is calculated at 7.5 hours of
the normal 7.5-hour work day.
2. Employees with fewer than four years of service have the option of claiming
Adjusted Time for the percentage of wages not covered by sick pay.
3. The first three periods of absence in a calendar year are covered by the sickness plan
starting on day 1, a period being defined as an illness in excess of three consecutive
working days. The first two days of the fourth and subsequent periods of absence will
be unpaid, or, alternatively, the employee may arrange with the Executive Director to
make up for time lost as a result of the employee’s absence and in this instance the
employee will be responsible for an accounting of make-up time to the satisfaction of
the Executive Director within the next three months.
4. A period of disability or absence is defined as a half-day, one day or more, up to 15
calendar weeks.
5. For illnesses in excess of three working days, or for frequent illnesses, the Foundation
may require a physician’s letter. A medical note is required by a qualified medical
practitioner/dentist for planned surgery, indicating the length of time the employee is
expected to be absent from work. If there are issues related to return duties, a note
from the employee’s physician indicating the work expectations and/or hours of work
is required. Costs incurred for all medical notes and documentation required by the
employer will be the responsibility of the employee.
6. Unused sick instances are not transferable to the next calendar year.
SICK LEAVE PROCEDURE:
T:\Policies\6 - Human Resources\6-40 Sick Leave Polic_November 17, 2008.DOC

G Section:
Human Resources
Subject:
Sick Leave Policy
6-40
Page: 3 of 4
Approved: November 17, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
1. Employees are required to inform the Executive Director (or the Executive Director’s
designate) if they are going to be absent from work and are to indicate their expected
return to work.
2. The employee should inform the Executive Director about any outstanding work for the
anticipated period of illness so that suitable arrangements can be made.
3. Once notified, the Executive Director will circulate a copy of the Absence/Sick Leave
Report form to the employee for completion. Once completed, the form is returned to the
Executive Director for approval and any necessary documentation is sent to Payroll for
processing.
4. If a return to work date is unknown, employees should contact the Executive Director (or
the Executive Director’s designate) every second day for the first week. If the absence
continues past one week an agreed-upon schedule of contact will be made between the
employee and the Executive Director.
B. CANADA EMPLOYMENT INSURANCE (E.I.) COVERAGE
1. Weeks 16 to 30 of a continuous disability are covered by Employment Insurance.
2. Application for this benefit must be made through E.I. on their appropriate forms.
C. LONG TERM DISABILITY BENEFIT
1. Long Term Disability commences after 30 weeks or 150 days of absence have occurred
and the Sick Pay and E.I. benefits have been utilized.
2. Benefits of up to 75% of earnings are provided as determined by the employee’s length
of continuous service as follows:
• At least 6 months of service 65 % of regular earnings
• At least 20 years of service 70% of regular earnings
• At least 30 years of service 75% of regular earnings
LTD PROCEDURE:
1. The LTD benefit claim form must be submitted by the applicant employee to the
insurance company 6-8 weeks before the end of the employee’s qualifying period.
T:\Policies\6 - Human Resources\6-40 Sick Leave Polic_November 17, 2008.DOC

G Section:
Human Resources
Subject:
Sick Leave Policy
6-40
Page: 4 of 4
Approved: November 17, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
2. LTD benefits are paid monthly, and begin within one month after the employee becomes
eligible to receive them. LTD benefits are taxable.
T:\Policies\6 - Human Resources\6-40 Sick Leave Polic_November 17, 2008.DOC

G Section:
Human Resources
Subject:
Family Care Days
6-50
Page: 1 of 1
Approved: September 22, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
PRINCIPLES:
KidsAbility Foundation recognizes that there are times when it is necessary for
employees to take time to care for other members of their immediate or extended family
because of an illness or take a day away from work for personal reasons. As a result,
members of the staff are entitled to two days away from work annually to tend to such
matters.
POLICY STATEMENT:
KidsAbility Foundation will provide two days annually, known as Family Care Days, to
all members of staff who have served in the the Foundation for a minimum of three
months of continuous employment. This time is available to provide the staff member
with the time to care for an individual or individuals belonging to the staff member’s
immediate or extended family or for personal time.
PROCEDURAL STATEMENTS:
1. An employee may submit a written request for a Personal Leave to the Executive
Director or to the Chair of the Board in the case of the Executive Director or, in the
case of an emergency, in the absence of the Executive Director.
2. Requests are to be submitted as far in advance as possible and a written reply will
be provided expeditiously. Such leave shall not be unreasonably withheld, but may
be deferred at the discretion of the grantor.
3. Family Care Days must be taken as full days as defined by the staff member’s
normal working day and may not be taken as portions thereof.
4. Family Care Days must be taken between January 1 and December 31 and may not
be accumulated beyond the calendar year.
T:\Policies\6 - Human Resources\6-50 Family Care Days Policy_September 22, 2008.doc

G Section:
Human Resources
Subject:
Pregnancy (Maternity) and
Parental Leave
6-60
Page: 1 of 2
Approved: September 22, 2008
Supersedes: NEW
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
PRINCIPLES:
The Foundation will provide all the benefits provided in law for expectant mothers
applying for pregnancy and/or maternity leaves as well as adoptive parents wishing to
apply for maternity leaves. For a detailed description of relevant legal entitlements and
attendent obligations, including exceptional situations and formal Employment Insurance
implications, see Appendix A
[http://www.labour.gov.on.ca/english/es/factsheets/fs_preg.html] and Appendix B
[http://www.hrsdc.gc.ca/en/ei/types/special.shtml].
GENERAL PROCEDURES:
1. A full-time or part-time employee who is pregnant shall be entitled to at least a 17week
pregnancy leave as well as a 35 week parental leave, for a normal maximum
leave of 52 weeks, in accordance with the Employment Standards Act (ESA).
Government regulations also provide that “Birth mothers who don’t take
pregnancy leave, and all other new parents [spouses and adoptive parents, for
example], are entitled to up to 37 weeks’ parental leave.”
2. Service and vacation entitlement will accrue for the length of the approved leave
up to a maximum of 52 weeks and other fringe benefits to which the employee is
normally entitled will continue during the duration of the leave unless the
employee elects, in writing, not to receive such benefits; specifically, the
employee may elect to discontinue eligibility for the health and dental benefits as
well as making contributions to the Retirement Savings Program.
3. The Foundation shall grant a pregnancy and/or parental leave of absence without
pay for reasons of pregnancy and a parental leave without pay to other new parents
such as spouses and adoptive parents, provided the employee was hired by the
Foundation at least 13 weeks prior to the “due date”; in the case of pregnancy
leave the employee must have been hired at least 13 weeks prior to the starting
time of the parental leave.
4. In the case of a pregnancy leave a request for such leave must be made in writing
to the Foundation’s Executive Director at least two weeks, and preferably one
month, prior to the proposed commencement date of the leave and specifying the
starting date for the pregnancy leave. The employee is responsible for providing
the Executive Director with a certificate from a medical practitioner confirming the
anticipated due date.
T:\Policies\6 - Human Resources\6-60 Pregnancy & Parental Leave Policy_September 22, 2008.doc

G Section:
Human Resources
Subject:
Pregnancy (Maternity) and
Parental Leave
6-60
Page: 2 of 2
Approved: September 22, 2008
Supersedes: NEW
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
5. The earliest a pregancy leave can begin is 17 weeks before the baby’s due date.
However, if the baby is born earlier than the due date, the leave must begin no later
than the day the baby is born.
6. At least eight weeks prior to the end of the leave, the employee shall reconfirm in
writing her intention to return to work.
7. The employee shall be reinstated to her former position unless the position has
been discontinued, in which case she shall be assigned a comparable position if
such exists.
8. An employee taking a pregnancy leave may inform the Foundation’s Executive
Director of both leaves at the same time (that is, when she gives her two weeks’
written notice concerning her pregnancy leave), though she is not required to do
so.
9. If the employee does not provide the Foundation’s Executive Director with a
written affirmation of the date the employee intends to return to work from a
pregnancy or a parental leave, the Executive Director may assume that the
employee will take the full period of entitlement.
10. A birth mother who took pregnancy leave must usually begin her parental leave
right after the pregnancy leave ends. All other parents (such as one’s spouse or an
adoptive parent) must begin their parental leave no later than 52 weeks after the
date their baby was born or the date their child first came into their care.
11. Once an employee has started parental leave, the employee must take it all at one
time; that is, it shall be taken continuously and may not be split up.
12. If the employee wishes to change the date for the return to work previously
presented to the employer, the employee must do so in writing at least four weeks
before the intended change is to come into effect.
13. In an instance where the Executive Director is the individual applying for a
pregnancy or parental leave, the administrative role otherwise assigned to the
Executive Director will be assumed by the Chair of the Board when responding to
the application of the Executive Director.
T:\Policies\6 - Human Resources\6-60 Pregnancy & Parental Leave Policy_September 22, 2008.doc

G Section:
Human Resources
Subject:
Jury and Witness Duty Policy
6-70
Page: 1 of 1
Approved: November 17, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
POLICY STATEMENT:
If an employee is required to serve as a juror in any court of law or is required to attend
as a witness in a court proceeding in which the Crown is a party or is required by
subpoena to attend a court of law or coroner's inquest in connection with a case arising
from the employee's duties at the Foundation, the employee shall not lose
seniority/service or regular pay because of such attendance and shall not be required to
work on the day of such duty.
PROCEDURAL STATEMENT:
Employees whose attendance is required at a court of law to serve as a juror or as a
witness in a court proceeding in which the Crown is a party or is required by subpoena to
attend a court of law or coroner's inquest in connection with a case arising from the
employee's duties at the Foundation, shall:
1. Notify the Executive Director as soon as possible that the employee will be
required to attend at court;
2. Present substantiating documentation requiring the employee's attendance at
court;
3. Deposit with the Foundation the full amount of compensation received for court
services rendered excluding mileage, travelling, and meal allowances;
4. In addition to the foregoing, where an employee is required by subpoena to attend
a Court of Law or Coroner’s inquest in connection with a case arising from the
employee’s duties at the Foundation on the employee’s regularly-scheduled day
off or during the employee’s regularly scheduled vacation, the Foundation will
attempt to reschedule the employee’s regular day off or vacation period. No such
rescheduling shall entitle the employee to the payment of any additional pay.
5. In the event that there should be an occasion when the court proceedings should
require the employee’s attendance for only half the employee’s regularly
scheduled working day, the employee shall in be in attendance at the Foundation
to work the other half day.
6. This policy applies only to court appearances that do not result from an
employee’s own private affairs, in which case the required court time shall be
considered a personal unpaid leave.
T:\Policies\6 - Human Resources\6-70 Jury & Witness Duty Policy_November 17_2008.doc

G
Section:
Human Resources
Subject:
Hours of Work and Lieu Time
Policy
6-80
Page: 1 of 1
Approved: April, 28, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
PRINICIPLES:
As a matter of principle, all employees of the Foundation are expected to make themselves
reasonably available to assist with the legitimate activities of the Foundation that may occur outside
what might be viewed as normal working hours. As a result, this policy is intended to define the
Foundation’s practice with respect both to normal working hours and additional hours worked at the
request of the Executive Director.
PROCEDURES:
1. All employees are expected to report promptly for work at the scheduled time. If an
employee is unable to report at the scheduled time, the employee shall so notify the
Executive Director and explain the reasons for the late arrival. At the time of the annual
review, repeated tardiness will be addressed as a matter of potential or actual concern.
2. The standard work day shall be seven and one-half hours, exclusive of a one-half hour unpaid
lunch break but inclusive of a fifteen-minute break in both the morning and the afternoon.
The standard work week, therefore, shall normally be thirty-seven and one-half hours.
3. Hours of work for part-time employees shall be as required by the Executive Director, as
noted in the individual’s contact of employment, and, where the specifics of such hours are
not pre-determined, as mutually agreed upon by the employee and the Executive Director.
4. As a general practice, equivalent time off (that is, straight time hours) will be granted to an
employee required to work outside of the regular hours, statutory holidays, or during
vacation. In exceptional circumstances, payment at time and one half in lieu of time off may
be granted with the approval of the Executive Director.
5. Employees are encouraged to schedule their claim for lieu hours throughout the year as half
or full days. No more than 7.5 hours is to be accumulated or claimed at one time without the
prior approval of the Executive Director. All requests for the exercise of lieu time must be
submitted in writing well in advance of the proposed time off and be formally approved by
the Executive Director.
6. Employees must normally take lieu time within 90 days of their being earned.
7. Time sheets registering lieu time entitlement will be filed in the Foundation office by the
Executive Director.
T:\Policies\6 - Human Resources\6-80 Hours of Work and Lieu Time_April 28, 2008.doc

G
Section:
Human Resources –
Health and Safety
Subject:
Health and Safety Policy
6a-20
Page: 1 of 1
Approved: September 22, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
PRINCIPLES:
KidsAbility Foundation is committed to providing a safe and healthy environment for all
of its employees and for all those who visit our sites or are engaged with Foundation staff
to conduct the business of the Foundation. We will strive to achieve these objectives by
pursuing acceptable industry practices and to comply with all legislative requirements.
Accordingly, we will work towards the elimination of all potential hazards that could
result in fire, security losses, damage to property, and in personal injuries or illnesses.
PROCEDURES:
1. KidsAbility Foundation believes that achieving and maintaining a safe and
healthy work environment is the direct responsibility of all Foundation staff
engaged in the legitimate activities conducted under the auspices of the
Foundation.
2. The achieving of the Foundation’s Health and Safety objectives will involve
ongoing training of staff as well as the periodic review and revision of our health
and safety program, policies, and procedures.
3. To this end, the Foundation will elect a Health and Safety Coordinator who shall
serve as the Foundation’s representative on KidsAbility Centre for Child
Development’s Joint Health and Safety Committee whose policies and procedures
shall also serve as those of the Foundation.
4. The Coordinator will familiarize herself with the Health and Safety policy and
guidelines of the Centre and shall act on behalf of the Foundation when issues
arise at any of the sites at which the Foundation is engaged in official Foundation
activities.
5. Awareness of and commitment to this program by all employees of KidsAbility
Foundation, including those who serve as volunteers to KidsAbility Foundation,
shall be an integral part of our daily operations.
6. For a comprehensive overview of the Province of Ontario’s Health and Safety
regulations see www.labour.gov.on.ca/english/hs/pdf/ohsa_g.pdf.
T:\Policies\6 - Human Resources\6a - Health & Safety\6a-20 Health&SafetyPolicy_September 22, 2008.doc

G
Section:
Human Resources
Subject:
Harassment Policy and
Acknowledgement Form
6a-30
Page: 1 of 6
Approved: September 22, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
PRINCIPLES:
Recognizing that every employee has the right to work in an environment free from harassment, the
Foundation is committed to taking affirmative action in preventing any episode of harassment and of
dealing firmly with incidents of harassment should they occur. Accordingly, the Foundation will treat
any complaint of harassment as a serious matter and will not tolerate any form of harassing conduct.
DEFINITIONS:
A. Sexual Harassment, as defined by the Canada Labour Code, is unwelcome conduct of a sexual
nature that detrimentally affects the work environment or leads to adverse job-related
consequences for victims of the harassment. Such harassment includes any conduct, comment,
gesture, or contact of a sexual nature that is likely to cause offence or humiliation to any
employee or that might, on reasonable grounds, be perceived by that employee as placing a
condition of a sexual nature on employment or on any opportunity for training or promotion.
The Ontario Human Rights Code states that:
Every person has the right to be free from:
(a) a sexual solicitation or advance made by a person in a position to confer, grant or deny a
benefit or advancement to the person where the person making the solicitation or advance
knows, or ought reasonably to know, that it is unwelcome; or
(b) a reprisal or a threat of reprisal for the rejection of a sexual solicitation or advance where
the reprisal is made to threatened by a person in a position to confer, grant or deny a
benefit or advancement to the person.
B. Harassment, other than sexual harassment, refers to abusive conduct or comment made on the
basis of a prohibited ground of discrimination that ought to reasonably have been known to be
unwelcome.
C. Workplace includes all sites of KidsAbility, its outreach locations, all Foundation-sanctioned
conferences or events, and any other location where the business of KidsAbility Foundation is
conducted. This policy applies to all employees, agents of the employer, volunteers, students,
clients/families, suppliers, supporters, and physicians.
Examples:
A. Examples of sexual harassment that are prohibited within our workplace include, but are not
limited to:
• offensive materials or offensive language
T:\Policies\6 - Human Resources\6a - Health & Safety\6a-30 Harassment Policy_September 22, 2008.doc

G
Section:
Human Resources
Subject:
Harassment Policy and
Acknowledgement Form
6a-30
Page: 2 of 6
Approved: September 22, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
• inappropriate verbal and/or physical advances
• gender based insults
• unwelcome physical contact
• derogatory or demeaning comments or references to one’s physical characteristics
• infringement on one’s personal privacy and lifestyle
• reprisal or threat of reprisal for rejecting sexual advances
B. Examples of harassment, other than sexual harassment, that are prohibited within our workplace
include, but are not limited to:
• name calling
• demeaning jokes
• threats
• insults
• stereotypical portrayals of racial or ethnic groups
PROCEDURE
A. Each volunteer and staff member of the Foundation is responsible for creating an atmosphere
free of discrimination and harassment. All employees and all volunteers are responsible for
respecting the rights of their co-workers. If any employee or any volunteer experiences any
employment related harassment that the individual is not comfortable addressing personally, the
incident should be promptly reported to the Executive Director.
B. If an employee or a volunteer issues a formal concern of harassment activity within the
workplace, the Executive Director, as the case may be, shall immediately investigate and resolve
the situation on a confidential basis. The individual who raised the concern about the incident
need not fear any form of reprisal unless the complaint is found to be willfully fraudulent. The
Executive Director shall document the complaint using the Harassment Incident Report
appended to this policy.
C. If the complainant is unsatisfied with the outcome of the first phase of the investigation by their
immediate supervisor, the complainant may lodge a formal complaint in writing to the Chair of
the Board or to the Vice-Chair if the Chair was the individual who conducted the initial inquiry.
The Chair/Vice-Chair of the Board will initiate an investigation and take appropriate action. The
complaint will be kept confidential to the maximum extent possible. If disciplinary action is
required, such action will be taken by the Executive Director in consultation with the Chair or
Vice-Chair of the Board, whichever is appropriate.
T:\Policies\6 - Human Resources\6a - Health & Safety\6a-30 Harassment Policy_September 22, 2008.doc

G
Section:
Human Resources
Subject:
Harassment Policy and
Acknowledgement Form
6a-30
Page: 3 of 6
Approved: September 22, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
COMMUNICATION:
A copy of the policy statement on harassment (ref: page 5 of this document) shall be posted in a
conspicuous place within the Foundation offices for employees to read.
RESPONSIBILITY:
It is the responsibility of all employees to be aware of and adhere to this policy. All members of
management as well as the Chair and Vice-Chair of the Board are to be fully conversant with and strictly
adhere to this policy.
T:\Policies\6 - Human Resources\6a - Health & Safety\6a-30 Harassment Policy_September 22, 2008.doc

G
Section:
Human Resources
Subject:
Harassment Policy and
Acknowledgement Form
6a-30
Page: 4 of 6
Approved: September 22, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Illustration:
ALLEGED HARASSMENT INCIDENT REPORT FORM #1
Date of complaint:
Name of complainant:
Name(s) of Alleged Harasser(s): ______
Description of incident(s), including dates:
Proposed resolution actions(s) to be taken:
Signatures:
I am in agreement with this report and the action(s) to be taken.
Complainant:
Executive Director:
Chair of the Board:
T:\Policies\6 - Human Resources\6a - Health & Safety\6a-30 Harassment Policy_September 22, 2008.doc

G
Section:
Human Resources
Subject:
Harassment Policy and
Acknowledgement Form
6a-30
Page: 5 of 6
Approved: September 22, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Illustration
PRINCIPLES:
WORKPLACE HARASSMENT POLICY
T:\Policies\6 - Human Resources\6a - Health & Safety\6a-30 Harassment Policy_September 22, 2008.doc
APPENDIX A – PLEASE POST
Recognizing that every employee has the right to work in an environment free from harassment, the
Foundation is committed to taking affirmative action in preventing any episode of harassment and of
dealing firmly with incidents of harassment should they occur. Accordingly, the Foundation will treat
any complaint of harassment as a serious matter and will not tolerate any form of harassing conduct.
In seeking to fulfill this goal, KidsAbility Foundation will not tolerate any form of sexual or personal
harassment. Under Canadian law this is considered to be any unwelcome conduct, comment, gesture or
contact that occurs in a context that may cause offense or humiliation to any person.
Workplace harassment may involve, but is not limited to:
SEXUAL HARASSMENT
• Verbal and/or physical advances
• Sexually explicit language
• Gender-based insults
• Unwelcome physical contact
• Derogatory or demeaning comments or reference to one’s physical characteristics
• Infringement on one’s personal privacy and lifestyle
• Offensive materials
PERSONAL HARASSMENT
• Name-calling
• Demeaning jokes
• Threats
• Insults
• Racial or ethnic stereotyping
If you are subjected to any form of harassment, you are encouraged to notify the Executive Director of
the Foundation. All contacts will be treated confidentially and without fear of reprisal.

G
Section:
Human Resources
Subject:
Harassment Policy and
Acknowledgement Form
6a-30
Page: 6 of 6
Approved: September 22, 2008
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Any employee proven guilty of harassment will be disciplined up to and including discharge from
KidsAbility Foundation. The Foundation will not tolerate any form of harassment and will endeavor to
preserve a work place that protects every individual’s rights and dignity.
HARASSMENT POLICY ACKNOWLEDGEMENT
Under the Employment Standards Act, and as a responsible organization, we have an obligation to
ensure that all of our employees are aware that KidsAbility Foundation will not tolerate any form of
harassment. Please read the attached Harassment Policy and then sign and date the following statement
which will indicate that you have read, understood, and are wiling to abide by our policy as a term of
your employment.
I, , have read and understand the KidsAbility Foundation
Harassment Policy. I agree with the terms of the policy and I acknowledge that any breach of this policy
on my behalf may result in corrective action up to and including termination of employment.
Signature of Employee Date
Signature of Witness Date
T:\Policies\6 - Human Resources\6a - Health & Safety\6a-30 Harassment Policy_September 22, 2008.doc

G
Section:
Human Resources
Subject:
Allergen Procedure
6a-40
Page: 1 of 2
Approved: May 25, 2009
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Purpose:
The purpose of the procedure is to reduce the exposure to specific foods, chemicals, and products. These
items may cause adverse, allergic or anaphylactic reactions in people.
The success of this procedure will depend upon the thoughtfulness, consideration and cooperation of staff
and volunteers. All employees share the responsibility of adhering to and enforcing the policy.
Definitions:
Allergic reaction: The body’s way of responding to an invader. When the body senses a foreign
substance, called an antigen, the immune system is triggered. It’s over reaction to a harmless substance
(an allergen) that is hypersensitivity, or allergic reaction.
Anaphylaxis (Anaphylactic shock): Is a severe allergic reaction that can involve several body systems and
lead to death if left untreated. Anaphylaxis can result from reactions to food, insect stings, medications,
latex and other substances. Trace amounts of an allergen can trigger a severe reaction.
Procedure:
1. Latex
KidsAbility Foundation will reduce the exposure to latex by:
- Offering workers, non-latex gloves and products to be used when working with
children and while cleaning sensitive areas that require P.P.E.
- Latex products such as balloons, stress balls and adhesives should not be brought
into the KidsAbility Centre to ensure that the risk of exposure to staff, volunteers,
clients and their families is minimized.
2. Scents
All staff of KidsAbility is asked to refrain from using scented products prior to entering the
workplace. This will reduce the risk to board members, staff, volunteers and clients who may have an
asthmatic or allergic reaction to specific products.
Products that may have strong odours include:
- perfumes, colognes, aftershaves
- hairspray
- lotions, creams
- soaps
- cosmetics, deodorants
- shampoos & conditioners
- detergents, fabric softeners
- air fresheners, pot pourri, scented candles
- Cleaning or disinfecting products.
T:\Policies\6 - Human Resources\6a - Health & Safety\6a-40 Allergen Procedure_May 25,
2009.doc

G
Section:
Human Resources
Subject:
Allergen Procedure
6a-40
Page: 2 of 2
Approved: May 25, 2009
Supersedes: New
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
3. Smoking
KidsAbility is a smoke free workplace. Smoking is not allowed on the premises or KidsAbility
property by any employee, volunteer, client or member of a client’s family.
4. Nut Free Centre
KidsAbility strives to be nut free. This includes nuts or nut products of any kind i.e.) peanuts,
almonds, walnuts, etc. All foods brought into the Centre by staff, volunteers, clients or their families
must be nut free.
Employees should take special precautions when planning events to ensure that when ordering foods
from caterers that the caterer is aware that the facility is nut free and ask that the caterer take
precautions when preparing the food and that the food not contain nuts or nut products.
Roles and Responsibilities:
All staff
� Do not put staff, clients or volunteers at risk.
� Observe all foods that you are bringing into the Centre are nut free.
� When discussing arrangements with a caterer discuss with them that KidsAbility is nuts
free Centre.
� Be courteous to others around you and be sensitive to their needs.
T:\Policies\6 - Human Resources\6a - Health & Safety\6a-40 Allergen Procedure_May 25,
2009.doc

G
Section:
Health and Safety
Subject:
Criminal Records Check -
Volunteers
6a-50
Page: 1 of 7
Approved: June 20, 2011
Supersedes: May 17, 2010
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
PURPOSE:
1. To protect the Foundation and all clients served by KidsAbility Centre from exposure to
unnecessary risk. Criminal Records Checking is a precautionary measure designed to
assist in ascertaining whether volunteers have criminal histories which could potentially
make them unsuitable candidates for positions of trust and authority at the Foundation.
2. To ensure appropriate risk management procedures are in place and that the Foundation
has done its due diligence in view of potential liabilities in this area.
POLICY STATEMENT:
The placement of on-site volunteers with continuing assignments is to be made
conditional upon an acceptable Criminal Records Check. Criminal Records Checks are
only one part of the Foundation’s recruitment and placement procedures. Information
gained through the pre-appointment screening interviews must also be considered.
PROCEDURE:
1. During the selection process all candidates will be asked “Have you ever been convicted
of a criminal offence for which a pardon has not been granted?”. The prospective
candidate will be informed that any offer of appointment shall be conditional upon a
satisfactory Criminal Records Check. That is to say, the potential appointee shall have no
outstanding criminal code charges or convictions for which a pardon has not been granted
or any provincial offence conviction which could be relevant to the potential
appointment.
2. Potential appointees must be advised that they are required to obtain a Criminal Records
Check in accordance with the following procedure:
i. The applicant must go in person to the local Police Services division and
request that the Criminal Records Check be conducted. The applicant must
produce two pieces of appropriate identification that confirms their name, date
of birth and address. One piece of identification presented must include a
photo. When the check is complete, the applicant will again go in person, with
the same two pieces of identification, and collect the official form from the
Police Services Division.
ii. The applicant must then submit the complete Criminal Records Check to the
Executive Director. The charge for the Criminal Records Check will be
T:\Policies \6 - Human Resources\6a - Health & Safety\6a-50 Criminal Records Check -
VolunteersJun20,2011.doc

G
Section:
Health and Safety
Subject:
Criminal Records Check -
Volunteers
6a-50
Page: 2 of 7
Approved: June 20, 2011
Supersedes: May 17, 2010
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
reimbursed by the Foundation when the candidate has satisfactorily met all the
appointment requirements.
It is important to note that the use of information obtained through the Canadian Police
Information Computer system regarding outstanding criminal
code charges and criminal
code convictions for which a pardon has not been granted, or about provincial offences,
does not contravene the Ontario Human Rights Code.
3. Once a suitable candidate has been selected, the individual will be informed that a
Criminal Records Check is required for review and that any appointment
is conditional
on the receipt of a satisfactory check. Individuals should not normally commence their
appointment until such a check has been completed and reviewed.
4. In circumstances where an individual has completed a Criminal Records Check within
thirty (30) days prior to the conditional start date, this will be accepted for review and
a
new Criminal Records Check may
not be required. Any Criminal Records Check
completed later than the prior 30 days will not be accepted and a new check will be
required.
5. Where the candidate
is found to hold a record of offences for which pardons have not
been granted, this record should not necessarily result in the conditional offer being
withdrawn.
T:\Policies\6 - Human Resources\6a - Health & Safety\6a-50 Criminal Records Check -
VolunteersJun20,2011.doc

G
Section:
Health and Safety
Subject:
Criminal Records Check -
Volunteers
6a-50
Page: 3 of 7
Approved: June 20, 2011
Supersedes: May 17, 2010
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
6. In making a decision, the Foundation will consider the following:
i. The date, nature, and number of offences;
ii. The circumstances of the charge and the particulars of the offence involved;
iii. How the offences relate to the duties of the potential appointment;
iv. Any extenuating circumstances surrounding the offence;
v. The length of time between a conviction and the appointment decision;
vi. The applicant’s social history before and after the offence;
vii. The applicant’s success at rehabilitation.
7. After careful consideration of all of the above by the Executive Director, the Chair of the
Board and legal counsel (if such is deemed necessary), the conditional offer may be
revoked and the individual so informed. Otherwise, an unconditional offer of
appointment will be made.
8. Criminal Records Checks are not to be kept in the personnel files. Reference Checks are
the property of the applicant. Therefore, once the form has been submitted to the
Executive Director that individual shall complete a Criminal Records Check
Acknowledgement Form and return the Reference Check to the applicant. The
Acknowledgement Form shall form part of the appointee’s personnel files.
9. In exceptional cases, it may be necessary to make a conditional offer of appointment and
have the individual assume the position prior to the results of the police check having
been received. In these cases, prior approval must be received from the Executive
Director or the Chair of the Board. Precautionary measures will be put into place to
ensure that the individual is supervised at all times while with program participants.
Except for director appointees, under no circumstances should the individual be left
unsupervised until a Criminal Records Check has been obtained, assessed as being
satisfactory, and an unconditional offer of appointment has been made.
10. The Foundation’s insurers presume that the Foundation will make decisions in this area
which indicate that due diligence, prudence, and care were used in making a decision
regarding what is acceptable and what is not.
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G
Section:
Health and Safety
Subject:
Criminal Records Check -
Volunteers
6a-50
Page: 4 of 7
Approved: June 20, 2011
Supersedes: May 17, 2010
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
11. To ensure continued compliance with the intent of this policy, all appointees will
complete a Criminal Offence Declaration on an annual basis. A new Criminal Records
Check will be required every five years. If, for any reason, a Criminal Offence
Declaration cannot be completed, a new Criminal Records Check will be immediately
required.
KIDSABILITY FOUNDATION
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-
VolunteersJun20,2011.doc

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Section:
Health and Safety
Subject:
Criminal Records Check -
Volunteers
6a-50
Page: 5 of 7
Approved: June 20, 2011
Supersedes: May 17, 2010
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
CRIMINAL RECORDS CHECK ACKNOWLEDGEMENT
FORM
I have reviewed the Criminal Records Check of __________________________ and find that it
does not indicate any criminal histories which could potentially make
this person an unsuitable
candidate
for positions of trust and authority at the Foundation.
_______________________________ _______________________________
Signature
Date
_______________________________ _______________________________
Name
Title
T:\Policies\6
- Human Resources\6a - Health & Safety\6a-50 Criminal Records Check -
VolunteersJun20,2011.doc

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Section:
Health and Safety
Subject:
Criminal Records Check -
Volunteers
6a-50
Page: 6 of 7
Approved: June 20, 2011
Supersedes: May 17, 2010
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Name:
Position:
Date of Birth:
KIDSABILITY FOUNDATION
CRIMINAL OFFENCE DECLARATION
mm dd yyyy
I DECLARE, since my last Criminal Records Check submitted to KidsAbility - Centre for Child
Development, or since the last Offence Declaration given by me that:
I have no charges or convictions under the Criminal
Code of Canada up to and
including the date of this declaration for which a pardon has not been issued or
granted under the Criminal Records Act (Canada).
To the best o f my knowledge, the information provided is correct. T:\Policies\6
- Human Resources\6a - Health & Safety\6a-50 Criminal Records Check -
VolunteersJun20,2011.doc

G
Section:
Health and Safety
Subject:
Criminal Records Check -
Volunteers
6a-50
Page: 7 of 7
Approved: June 20, 2011
Supersedes: May 17, 2010
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
DATED at
(municipality where document is
signed)
this
Signature Signature of Witness (witnessing signature only)
Name
day of
Information is collected by authority of Regulation 322/03 – Collection of Personal Information. Information is
collected and disclosed according to Section 29(1) and 32 of the Municipal Freedom of Information and Privacy
Act (MFIPPA).
Please send in a sealed envelope marked Offence Declaration-Confidential to the
Executive Director
T:\Policies\6 - Human Resources\6a - Health & Safety\6a-50 Criminal Records Check -
VolunteersJun20,2011.doc
20
(month) (year)

G
Section:
Health and Safety
Subject:
Vulnerable Sector Police Records
Check - Employees
6a-60
Page: 1 of 7
Approved: June 21, 2011
Supersedes: May 17, 2010
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
PURPOSE:
1. To protect the Foundation and all clients served by KidsAbility Centre from exposure to
unnecessary risk. Vulnerable Sector Police Records Checking is a precautionary measure
designed to assist in ascertaining whether employees have criminal histories which could
potentially make them unsuitable candidates for positions of trust and authority at the
Foundation.
2. To ensure appropriate risk management procedures are in place and that the Foundation
has done its due diligence in view of potential liabilities in this area.
3. All agencies funded or licensed by the Ministry of Community and Social Services as
well as the Ministry of Children and Youth Services, which provide direct service to
children, are required to have all new successful employment candidates complete a
Vulnerable Sector Records Check. While the Foundation is not directly funded by these
Ministries, Foundation staff are held to the same high standards as those of the
KidsAbility Centre.
POLICY STATEMENT:
All offers of employment are to be made conditional upon an acceptable Vulnerable
Sector Police Records Check. Vulnerable Sector Police Records Checks are only one
part of the Foundation’s recruitment procedures. Information gained through the preappointment
screening interviews must also be considered.
PROCEDURE:
1. During the selection process all candidates will be asked “Have you ever been convicted
of a criminal offence for which a pardon has not been granted?”. The prospective
candidate will be informed that any offer of appointment shall be conditional upon a
satisfactory Vulnerable Sector Police Records Check. That is to say, the potential
appointee shall have no outstanding criminal code charges or convictions for which a
pardon has not been granted or any provincial offence conviction which could be relevant
to the potential appointment.
2. Potential appointees must be advised that they are required to obtain a Vulnerable Sector
Police Records Check in accordance with the following procedure:
i. The applicant must go in person to the local Police Services division and
request that the Vulnerable Sector Police Records Check be conducted. The
applicant must produce two pieces of appropriate identification that confirms
T:\Policies \6 - Human Resources\6a - Health & Safety\6a-60 Vulnerable Sector Police Records
Check - EmployeesJun20,11.doc

G
Section:
Health and Safety
Subject:
Vulnerable Sector Police Records
Check - Employees
6a-60
Page: 2 of 7
Approved: June 21, 2011
Supersedes: May 17, 2010
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
their name, date of birth and address. One piece of identification presented
must include a photo. When the check is complete, the applicant will again go
in person, with the same two pieces of identification,
and collect the official
form from the Police Services Division.
ii. The applicant must then submit the complete Vulnerable Sector Police
Records Check to the Executive Director. The charge for the Vulnerable
Sector Police Records Check will be reimbursed by the Foundation when the
candidate has satisfactorily met all the appointment requirements.
It is important to note that the use of information obtained through the Canadian Police
Information Computer system regarding outstanding criminal code charges and criminal
code convictions for which a pardon has not been granted,
or about provincial offences,
does not contravene the Ontario Human Rights Code.
3. In circumstances where an individual has completed a Vulnerable Sector Police Records
Check within thirty (30) days prior to the conditional start date, this will be accepted for
review and a new Vulnerable Sector Police Records Check may not be required. Any
Vulnerable Sector Police Records Check completed
later than the prior 30 days will not
be accepted and a new check will be required.
4. Where the candidate is found to hold a record of offences for which pardons have not
been granted, this
record should not necessarily result in the conditional offer being
withdrawn.
T:\Policies\6 - Human Resources\6a - Health & Safety\6a-60 Vulnerable Sector Police Records
Check - EmployeesJun20,11.doc

G
Section:
Health and Safety
Subject:
Vulnerable Sector Police Records
Check - Employees
6a-60
Page: 3 of 7
Approved: June 21, 2011
Supersedes: May 17, 2010
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
5. In making a decision, the Executive Director will consider the following:
i. The date, nature, and number of offences;
ii. The circumstances of the charge and the particulars of the offence involved;
iii. How the offences relate to the duties of the potential appointment;
iv. Any extenuating circumstances surrounding the offence;
v. The length of time between a conviction and the appointment decision;
vi. The applicant’s social history before and after the offence;
vii. The applicant’s success at rehabilitation.
6. After careful consideration of all of the above, the conditional offer may be revoked and
the individual so informed. Otherwise, an unconditional offer of appointment will be
made.
7. Vulnerable Sector Police Records Checks are not to be kept in the personnel files.
Reference Checks are the property of the applicant. Therefore, once the form has been
submitted to the Executive Director, that individual shall complete a Vulnerable Sector
Police Records Check Acknowledgement Form and return the Reference Check to the
applicant. The Acknowledgement Form shall form part of the appointee’s personnel
files.
8. In exceptional cases, it may be necessary to make a conditional offer of appointment and
have the individual assume the position prior to the results of the police check having
been received. In these cases, prior approval must be received from the Executive
Director. Precautionary measures will be put into place to ensure that the individual is
supervised at all times while with program participants. Under no circumstances should
the individual be left unsupervised until a Vulnerable Sector Police Records Check has
been obtained, assessed as being satisfactory, and an unconditional offer of appointment
has been made.
9. The Foundation’s insurers presume that management will make decisions in this area
which indicate that due diligence, prudence, and care were used in making a decision
regarding what is acceptable and what is not. Managers are expected to follow this
procedure with care and to exercise diligence and prudence in making judgements with
respect to appointments.
T:\Policies\6 - Human Resources\6a - Health & Safety\6a-60 Vulnerable Sector Police Records
Check - EmployeesJun20,11.doc

G
Section:
Health and Safety
Subject:
Vulnerable Sector Police Records
Check - Employees
6a-60
Page: 4 of 7
Approved: June 21, 2011
Supersedes: May 17, 2010
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
10. To ensure continued compliance with the intent of this policy, all appointees will
complete a Criminal Offence Declaration on an annual basis. A new Vulnerable Sector
Police Records Check will be required every five years. If, for any reason, a Criminal
Offence Declaration cannot be completed, a new Vulnerable Sector Police Records
Check will be immediately required.
KIDSABILITY FOUNDATION
T: \Policies\6 - Human Resources\6a - Health & Safety\6a-60 Vulnerable Sector Police Records
Check - EmployeesJun20,11.doc

G
Section:
Health and Safety
Subject:
Vulnerable Sector Police Records
Check - Employees
6a-60
Page: 5 of 7
Approved: June 21, 2011
Supersedes: May 17, 2010
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
VULNERABLE SECTOR POLICE RECORDS CHECK ACKNOWLEDGEMENT FORM
I have reviewed the Vulnerable Sector Police Records Check of __________________________
and find that it does not indicate any criminal histories which could potentially make this person
an
unsuitable candidate for positions of trust and authority at the Foundation.
_______________________________ _______________________________
Signature
Date
_______________________________ _______________________________
Name
Title
T:\Policies\6 - Human Resources\6a - Health & Safety\6a-60
Vulnerable Sector Police Records
Check - EmployeesJun20,11.doc

G
Section:
Health and Safety
Subject:
Vulnerable Sector Police Records
Check - Employees
6a-60
Page: 6 of 7
Approved: June 21, 2011
Supersedes: May 17, 2010
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Name:
Position:
Date of Birth:
KIDSABILITY FOUNDATION
CRIMINAL OFFENCE DECLARATION
mm dd yyyy
I DECLARE, since my last Criminal Records Check submitted to KidsAbility - Centre for Child
Development, or since the last Offence Declaration given by me that:
I have no charges or convictions under the Criminal
Code of Canada up to and
including the date of this declaration for which a pardon has not been issued or
granted under the Criminal Records Act (Canada).
To the best o f my knowledge,
the information provided
is correct. DATED at this day of
(municipality
where document is
signed)
T:\Policies\6 - Human Resources\6a - Health & Safety\6a-60 Vulnerable Sector Police Records
Check - EmployeesJun20,11.doc
20
(month) (year)

G
Section:
Health and Safety
Subject:
Vulnerable Sector Police Records
Check - Employees
6a-60
Page: 7 of 7
Approved: June 21, 2011
Supersedes: May 17, 2010
500 Hallmark Drive • Waterloo • ON • N2K 3P5 • T: 519.886.8886 • F: 519.886.0105
Signature Signature
of Witness (witnessing signature only)
Name
Information is collected by authority of Regulation 322/03 – Collection of Personal Information. Information is
collected and disclosed according to Section 29(1) and 32 of the Municipal Freedom of Information and Privacy
Act (MFIPPA).
Please send in a sealed envelope marked Offence Declaration-Confidential to the
Executive Director
T:\Policies\6 - Human Resources\6a - Health & Safety\6a-60 Vulnerable Sector Police Records
Check - EmployeesJun20,11.doc