e-mail: saubin@cogeco.ca
Tel: 905-788-0314
www.communityconsciousconsulting.com

Management Systems Development and Implementation
List of Potential Contract Components

1. Overview

1.1. Introduction to Organization

    • First meeting - expenses reimbursement only.
    • Selection of task(s) dependant upon current needs or projected stage of development.

1.2. Overall Development Goals and Objectives - Select task(s)

  • Translate Board objectives and policies into working documents, processes, and procedures to allow for their implementation. Submit these for board approval.
  • Work with staff and volunteers to implement approved processes and procedures.
  • Manage the development of a strategic plan for the organization, based on directives from the board and input from staff, members, volunteers and other stakeholders.
  • Work with the board to develop and maintain an organizational structure that supports the organization's mission.
  • Working with the appropriate Committee identify risk management issues such as inventory, insurance, and security. Document a proposal to remedy each of these and other identified items.
  • Identify and communicate requirements for adherence to all regulatory requirements (By-laws, Charities Act, Privacy Law, etc)
  • Compile and 'date allocate' all contracts and legal documents
  • Act as key liaison to the board, ensuring all reporting functions are completed one week prior to each board meeting
  • Identify and test methods for effective communication to all internal and external stakeholders.

1.3. Financial Process Activities

  • Undertake a risk assessment of the financial situation of the organization and proposals to overcome/manage the issues.
  • Working in conjunction with current staff, the Treasurer and the Finance Committee compile a three to five year alternative working budget.
  • Documented budget process for the forthcoming year.
  • Co-ordinate the submission of financial reconciliation to the Treasurer on a monthly basis before the next board meeting.
  • Work with Treasurer and Finance Committee to document all monthly transactions, documenting effective processes as required.
  • Analyze the approach to Cash flow management undertaken in the past several years.

    1.4. Marketing/Communications/Fundraising Plan Objectives

  • Working with the Executive Committee, Executive Director, staff, and volunteers identify processes for marketing events to be held by the organization.
  • Perform or coordinate the identified processes for marketing the facilities.
  • Provide information to selected groups that are working on fundraising and foundation grant applications (via the Fundraising Committee or Foundation)
  • Assist the Board and Executive Committee in developing an Annual Plan
  • Facilitation and support in identifying viable tools that meet organizational needs
  • Co-Ordination of collaborated, comprehensive database management system demonstrations and
    training workshops.
1.5. Human Resources Activities
  • Document updated Job Descriptions for all staff members for review and approval by the Board.
  • Conduct Privacy Law Assessment, Audit and ensure that all documents, application forms and files
    are in compliance.
  • Implement a process for disseminating policy documents, process information and procedures to all appropriate staff, ensuring staff and volunteers understand and are accountable for meeting the requirements in these documents.
  • Propose for review by the Board a process for staff and performance evaluation and human resource
    development plans.


2. Consultant Qualifications

2.1. Prior work knowledge

  • Prior knowledge and experience in all components listed above as they relate to the final tasks contracted.
  • General organizational process and procedure development and implementation
  • Demonstrated ability to work with and train a variety of paid staff and volunteers as well as a board of directors.
  • Non-profit charitable organization and HR experience including training for integrated database software.
  • Competent research and working knowledge on the particular issues facing non-profit, charitable organizations and methods for solving those issues.
  • More than 15 years of non-profit work environment, Board and Committee experience
  • Experience volunteering and working within a non-profit board having exposure to issues affecting such groups and the unique challenges often associated with these types of organizations.

2.2. Communication and effective leadership experience

  • Managed diverse groups with quality conscious improvement dedication; strong conceptual, analytical, and systemic planning, and organizational skills based on big picture perspective.
  • Strategic thinker with clear communications with all internal and external stakeholders.
  • Leadership style gains the attention, respect, and commitment from staff, volunteers, and the approval of the board of directors by drawing insightful problem solving conclusions from complex information.


3. Contract management

3.1. Work requirements planning

Due to potentially diverse nature of the requirements to be contractually undertaken, there may be occasion to place an activity on hold due to lack of information. As such, a dynamic workplan will need to be created in conjunction with the approval of the board liaison, as identified below.

The Consultant will present a monthly work plan for approval before the commencement of the work. Any potential barriers or information required from others will be identified, as a board representative may be required to facilitate the collation of said information.

3.2. Progress and Reporting

The board shall appoint a Liaison Director to the Contractor who shall act as conduit for requests for input and to provide specific input or coordination with staff and volunteers as required, that would reasonably be outside the recognized influence of the contractor.

The Consultant shall specifically report on the projects undertaken to the Board Liaison on an agreed to regular basis including:

  • Forthcoming work plan (for the agreed upon hours or weeks)
  • Timesheet and completed activities for the past 2-4 weeks (depending on the designated review period).
  • Requests for further information not expected to be part of the capability of the Consultant to obtain.

3.3. Budget and payments

Salary payments shall be as a contractor. The hourly rate (as submitted by the contractor) shall be based upon an agreed to commitment without benefits or vacation payment accrual but must include GST.

Payment to the Consultant shall be via monthly cheques upon submission and approval of invoice.
Payments to be made by the end of the month following each month's work.

The budget for this contract is up to $_______ not Including travel expenses, parking and long distance.

3.4. Contract Terms

The term of the contract shall be for a maximum of insert time period (if the contract is performed on a less than full-time basis) or until the requirements of the contract are met, as identified in Appendix "A" attached, whichever is earliest.

Due to the nature of the work environment in dealing with volunteers and ad hoc committees, some information and progress may not occur to plan. If it is deemed impossible to move forward on any work plans, a 'pause' clause may be initiated by either party. This will entail a hold to current work by the Consultant for a period of up to one month without recourse from the contractor. There may be a maximum of two hold clauses initiated by either party without recompense.

The Consultant and the organization both shall maintain their commitment to complete the project, even if a Pause clause is instituted.

Either Party can terminate the contract with 2 weeks notice (and full payment or forfeiture of equivalent salary payments or payment in lieu of notice shall occur) by the party forfeiting the contract.

All conditions of confidentiality of documents shall be in effect forever. However, for the purposes of research and training, the Consultant shall own all notes, drawings and similar materials including computer generated documents generated by the Consultant in the performance of services and will hold the right, title and interest in any work product, invention, or copyrightable material based on, related to, or making use of the Services provided. The Consultant grants the Client the exclusive rights and license to make, have made, use or sell products in Clients field which are based on, related to, or making use of the Services.


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e-mail: saubin@cogeco.ca
Tel: 905-788-0314
www.communityconsciousconsulting.com

 

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