Committee Recommendations: Pride Going Forward

November 4th, 2014

Governance
1. Pride should incorporate under the not-for-profit act, with a plan to visit the possibility of
charitable status once the new organization has achieved some stability.
2. A lawyer should review all contracts prior to signing to ensure liability is minimized. Suggest
seeking an in-kind arrangement with a lawyer or firm, or seeking out this particular skill set in a
board member. Additionally, recruitment of a Board Member who is a lawyer should be stressed.
3. A board member should have 6+ months off the board before being hired as a contractor or
having any business dealings with the organization.
4. A comprehensive corporate structure should be in place to allow stability of the Board. Stability is
the key to a successful organization.
5. Pride should prioritize public education in its mission and values. Pride needs to be more than
just celebratory. This will be reflected in its HR, policies, and values.
6. The Pride organization (Board of Directors) has maintained the lion share of operational tasks.
This practice should not be continued with the formation of a new board of management. The
Board should be responsible for strategic decision making only.
7. The new board of the Pride organization should have strict parameters relating specifically to
conflict of interest rules. Board members should be held accountable by a strict code of
governance which should always include a declaration of conflict prior to the commencement of
organized regularly held and emergent meetings.
8. The new Board of the Pride organization should investigate surveying the community by means
such as an online survey, phone surveys, snail mail delivery etc.
9. The new committee should use sample governance documents as a guideline for the
establishment of a new organization. These documents should include a mission statement, a
process for board management, financial management/signing officers, record keeping, policies
for the striking of committees, and reporting lines.
10. Pride should look into not charging a $10 membership fee, and providing one vote per
community organization that partners with the organization. The purpose would be to offset the
impacts of external institutionalization of the Pride movement and the lack of participation by the
community at large.
Finance
1. Strict procedures should be put in place for all cash handling at event. Look at the possibility of
hiring a company to manage the security of cash during all events.
2. Any purchases or contract agreements over $2000 should be presented to the Board as a whole
for approval to ensure accountability and transparency.
3. The Board should remain diligent in the signing practices of all future contracts. As such, the new
Board, amongst themselves, will identify three signatories. All contracts should be presented to
the Executive and only then they will be signed by two of the three identified signatories.

4. The new Board will establish a Financial Sub Committee who will report to the Treasurer.
Members of this committee must remain independent and should not sit on any other pride
committee to ensure accountability and transparency.
5. Financial policies should be available for review by the entire Board at any time and should
remain flexible as needed, allowing the Board to self-govern while at the same time holding
members accountable for violations.
6. The budget and important financial statements should be posted each year in a timely fashion by
the organization to allow the membership to see its spending and to encourage accountability &
transparency.
7. In order to diversify the Board's sources of income, a full list of government programs in which to
apply should be established by a designate and made available to the Board.
8. The Board will establish strict and detailed 'Request for Proposal' contracts and will require a
three quote minimum on all purchases. This should also include in kind donations to decrease
nepotism and add accountability to the process.
9. Request for proposals should be sent to the entire membership, advertised in a local paper and
posted on social media and job sites. No Board member who has not been removed from the
Board for at least 6 months will be an accepted bidder.
10. No contractor should be present at Board meetings other than to provide a summary of their
work to date.
11. In addition to an elected Treasurer, the by-laws will include creating a Finance Committee (as a
standing committee) and a Terms of Reference should also be established and approved.
12. An outside firm will be hired to conduct either a financial review or full audit as necessary.
Human Resources: Recruitment and Retention
1. A salaried executive director will be discussed more thoroughly by the newly elected Board to
ensure some form of continuity and relationship with the community. The hiring of an ED will
enable Pride to expand its presence, allow for a strong organizational presence year round. The
new Board will investigate federal grants to cover the cost.
2. A strategic planning and recruitment committee should be struck of both current committee
members and community partners to ensure a strong cohesive board of directors.