The motto of the 4-H program in Canada is “Learn To Do By Doing”.

The values are the 4-H Canada Pledge
I PLEDGE
My HEAD to clearer thinking,
My HEART to greater loyalty,
My HANDS to larger service,
My HEALTH to better living,
For my club, my community, my country, and my world.

Or simply put:
Wisdom, Loyalty, Service, Health

The 4-H Ontario Ends Statement outlines the difference 4-H Ontario makes in this province. This statement answers these two important questions: What good does 4-H Ontario do? For whom?

Because 4-H Ontario exists:
Youth become contributing citizens who impact positive change in our communities.
4-H Ontario will have a positive impact in the following four (4) priority areas:
1. Youth
✓ Learn skills
• Leadership, meeting management, public speaking, responsibility, mentoring, critical thinking/problem solving
✓ Gain valuable experience
• With other youth, leaders, communities, mentors, volunteers, friends
✓ Increase their personal resources
• Seeing the big picture through networking, education, job opportunities, community service/volunteer experience and other ways of learning
2. Families
✓ Increasingly involved in the community because of their children’s involvement
✓ Learn leadership skills from observing and participating with their children and
✓ Network with other parents, guardians and elders
3. Volunteers
✓ Feel pride when youth succeed
✓ Learn skills from youth (such as technology)
✓ See positive outcomes for both the youth and the volunteer
4. Community
✓ Greater awareness and understanding of community
✓ Works together and is more connected
✓ Higher quality meetings due to parliamentary procedure
✓ Youth see more opportunities for employment

The Current Strategic Plan of 4-H Ontario is outlined in Appendix F.

Date Passed, Amended or Reviewed:2017/2019/2020/2022

(Amended: January 23, 2021) 

The 4-H program will be available to all youth in Ontario who are a:

1. 4-H Youth: An individual between the ages of 9 – 21 prior to January 1st of the current calendar year, who have paid the participant fee.
2.  Cloverbud Participant: An individual between the ages of 6-8 prior to January 1st of the current calendar year, who have paid the participant fee.

4-H Youth and Cloverbud Participants are eligible to receive resource material or awards, participate in Achievement Programs and be able to hold an executive position.

Date Passed, Amended or Reviewed:

1989 / 2000 / 2008 / 2010 / 2011 /2016 / 2019/ 2021/2023

(Amended: January 23, 2021) 

The Provincial 4-H Youth Participant Fee will be determined annually by the Ontario 4-H Council Board of Directors and will be announced after review of the second quarter financials.

Date Passed, Amended or Reviewed:

1998/ 2000/ 2005/ 2006/ 2011/ 2012 / 2016/ 2017/ 2020/ 2021

(Reviewed: January 18, 2020) 

The Ontario 4-H Council will accept gifts and donations where the gift and/or sponsor/donor are congruent with the vision, goals and strategic directions of the program and which are made in accordance with legal and ethical regulations and guidelines, and promotes consistent practices in exercising fiduciary responsibilities.

Date Passed, Amended or Reviewed:

2000/2005/2012/2016/2020

(Removed: September 15, 2020)

Date Passed, Amended or Reviewed:

2003/ 2006/ 2012/ 2013/2017/ 2019/ 2020

(Removed: June 22, 2019)

See Policy B-CE-01 Philosophy of 4-H

Date Passed, Amended or Reviewed:

2003/ 2006/2007/ 2010/ 2012/ 2016/ 2019/2023

(Amended: October 26, 2019)

The Ontario 4-H Council encourages and supports volunteer development at the provincial, inter-provincial, national and international levels. Volunteers will be made aware of upcoming development opportunities as they become available. Selected individuals will be responsible for the initial expenses. Council may reimburse the agreed upon portion of expenses upon receipt of an expense form related to the opportunity as well as receipt of a written report and any other agreed upon requirements.

Date Passed, Amended or Reviewed: 2004 / 2005 / 2006 / 2016/ 2019/ 2022/2023

(Amended: January 18, 2020)

B-CE-08 The Executive Director or acting Executive Director must inform the Board of the Ontario 4-H Council prior to the application for a lottery license and will not provide less than one week notice for comments, concerns and objections to be expressed.

When in the best interests of 4-H Ontario, the Ontario 4-H Council will apply for lottery licenses and conduct lotteries to raise funds for programming purposes only.

Applications will be co-signed by two of the current signing officers of the organization.

Date Passed, Amended or Reviewed:2004/ 2012/ 2016/ 2020/2023

(Updated: August 17, 2019)

4-H Ontario volunteers are passionate and dedicated loyal individuals essential to the delivery and success of the Ontario 4-H program. The Council adopted the Canadian Code for Volunteer Involvement in March 2019. This outlines the values and benefits of meaningful volunteer involvement.

Date Passed, Amended or Reviewed:2007 / 2016/ 2019/ 2022/2023

Youth Safety at 4-H in Canada

Updated March 2021

4-H in Canada considers the safety and well-being of 4-H youth members its top priority. This policy manual ensures industry standards and best practices are in place across the network of 4-H organizations in Canada.

In this document you will find:

1. Policies that outline what 4-H Canada is implementing to ensure the safety of all participants in the 4-H program. The core statements are numbered (1, 2, 3, …) at the beginning of each policy.
2. Direction on when to refer to the provincial procedures. The procedures outline how the policies are implemented, with clear steps for staff and leaders in the provincial organization. A complete list of provincial procedures is in the Appendix.
3. Supplemental information, national procedures, or guidelines, where applicable, if the entire network of 4-H organizations in Canada needs to have the same information.

This document includes the following national policies:

• Code of Conduct Policy
• Inclusion Policy
• Screening and Training Policy
• Youth Supervision Policy
• Safety Assessment and Management Policy
• Misconduct Reporting Policy
• Duty to Report Policy
• Transportation Policy
• Youth Travel Policy and Procedures

If you have questions after reading the policies, many answers can be found in the Youth Safety at 4-H in Canada – Frequently Asked Questions. This a collection of common questions and answers for staff, leaders, and families.

Table of Contents

Table of Contents. 2

Code of Conduct Policy. 3

Code of Conduct for 4-H in Canada. 3

Inclusion Policy. 6

4-H Inclusion Statement 6

Screening and Training Policy. 7

Screening and Training Requirements. 7

Key Terms. 7

Screening and Training Requirements by Role. 8

Youth Supervision Policy. 11

Rule of Two. 11

Programming Supervision Ratios. 12

Club Supervision Requirements. 12

Guidelines for Implementing the Rule of Two. 13

Safety Assessment and Management Policy. 15

Guidelines for Incident Reporting. 15

Misconduct Reporting Policy. 17

Recognizing Inappropriate Behavior and Misconduct 17

Guidelines for Reporting Inappropriate Behavior and Misconduct 18

Minor Incidents. 18

Serious Incidents. 18

Duty to Report Policy. 19

Recognizing Child Abuse and Neglect 19

Guidelines for Reporting Abuse. 21

Transportation Policy. 22

Guidelines for Clubs Travelling to Events. 22

Insurance. 22

Youth Travel Policy and Procedures. 23

Youth Travel Procedures. 23

Appendix A: When to Report Incidents for 4-H in Canada. 24

Appendix B: Steps for Incident Reporting for 4-H in Canada. 25

Appendix C: Steps for Reporting Child Abuse for 4-H in Canada. 26

Appendix D: Provincial Procedures. 27

Appendix E: Change Log. 27

Code of Conduct Policy

The 4-H in Canada Code of Conduct outlines the expectations and guidelines for everyone involved in 4-H activities. Only when all participants are following these guidelines can we provide 4-H members with meaningful opportunities within an environment that is safe, inclusive, and fun for all involved.

1. There is no tolerance for conduct that conflicts with the Code of Conduct for 4-H in Canada or other supporting policies.
2. Incidence of misconduct by a youth member, leader, volunteer, staff, 4-H family member or guest must be reported to the provincial organization as outlined in the Misconduct Reporting Policy.

Code of Conduct for 4-H in Canada

As a positive youth development organization, we are committed to providing 4-H members with meaningful experiential learning opportunities within an environment that is safe, inclusive and fun for all involved. This is the responsibility of everyone involved in any 4-H activity.

This Code of Conduct applies to:

• 4-H youth members and their families;
• 4-H trained leaders and screened volunteers;
• camp counsellors and youth leaders;
• non-screened guests;
• 4-H staff and governing leadership;
• 4-H program partners; and
• other participants or observers of 4-H events.

I will:

Represent 4-H and myself in a positive way

• Use words, actions, and behaviours that are respectful, non-judgmental, and kind, towards all youth, leaders, volunteers, staff, families, and participants.
• Honour the 4-H Pledge and participate in the spirit of good sportsmanship, respecting rules and guidelines.
• Ensure all actions, including social media activity, is positive and reflects the integrity of 4-H.
• Act with honesty and integrity when dealing with property, monies, and other assets being used for 4-H purposes.
• Respect other youth, leader, volunteer and staff’s, rights to privacy and the confidentiality of personal information.
• Provide appropriate animal care according to industry codes of practice (ca).
• Abide by all federal and provincial laws.

Promote a safe, inclusive, and fun environment

• Be vigilant in ensuring an environment that is safe and protects youth, leaders, volunteers and staff from emotional, physical, verbal and sexual abuse.
• Refrain from using drugs or alcohol during any 4-H youth events.
• Make all reasonable efforts to ensure equal opportunity and access to participation for all 4-H youth members and abide by the 4-H Canada’s Inclusion Statement.
• Uphold the 4-H motto “Learn To Do By Doing” in an environment that is friendly and fun.

Lead by example

• Adhere to the policies and procedures of 4-H Canada and provincial organizations.
• Act as a positive role model.
• Work collaboratively with all, including 4-H members, families, fellow leaders and volunteers, staff, and guests.

In addition, trained leaders, screened volunteers, and staff will:

• Fulfill their responsibilities as outlined in the position description, and act within the limitations of authority for the position.
• Maintain the confidentiality of any information regarding 4-H that was obtained as part of the position.

Acknowledgement

Provincial councils, regions, districts, areas, associations and/or clubs may have additional guidelines or policies. It is the responsibility of each 4-H participant to familiarize themselves with the rules that pertain to their individual participation in 4-H events and activities.

By signing this Code of Conduct, I acknowledge that I will comply with these standards and all 4-H policies applicable to my role.

I, _________________________________ (print name), in my role as _____________________________ acknowledge that there are consequences to non-compliance with this Code of Conduct on the part of me or anyone accompanying me, at a 4-H activity or event. After an investigation, consequences may be applied as deemed appropriate and necessary, and may affect my ability to participate in 4-H.

I understand that if I observe behaviour that violates this Code of Conduct, I have a duty to report it to the authorities and/or 4-H where appropriate. Please reach out to your provincial 4-H organization for incident reporting forms and the filing process.

Signature of participant                                                                                   Date

Parent / Guardian if participant is under 18                                       Date

This document is valid for the current 4-H year only and must be read, signed annually, and kept on file with your provincial organization.

Inclusion Policy

1. All 4-H programming in Canada must adhere to and uphold the 4-H Inclusion Statement.
2. Staff and trained leaders are responsible for working with youth members and their families to find accommodations that would allow for access and participation.

4-H Inclusion Statement

4-H in Canada is open to all* without discrimination based on race, national or ethnic origin, colour, religion, sex, age or, mental or physical disability.**

4-H is dedicated to providing a safe and inclusive environment that allows for universal access and participation. Where barriers to participation are identified, 4-H will, with reasonable accommodation, adapt programs, rules, policies, or expectations to reduce or remove the barriers.

Any accommodations, changes or exceptions will be assessed on an individual basis, taking into account the individual experience of the member and their family. The physical safety and emotional well-being of members, leaders, staff and volunteers is 4-H’s highest priority and is the ultimate consideration in final decisions.

4-H Canada and local 4-H organizations consider inclusion a priority. Leaders are encouraged to work with individuals and their families to identify and discuss accommodations as required and to reach out to provincial or national office staff for help with unresolved concerns.

*This applies to youth members (ages 6 to 25), volunteers, leaders, staff and professionals.

**Definition of discrimination as per the Canadian Charter of Rights and Freedoms.

Screening and Training Policy

1. Adults and older youth in a position of trust within 4-H must complete screening and training requirements before supervising and working with youth. This ensures they are aware of their responsibilities as caring adults in youth-adult partnerships, and in delivering safe and meaningful experiences.
2. Provincial and national offices are required to maintain secure records of all screening and training requirements either in progress or completed.

Screening and Training Requirements

The Screening and Training Requirements table below outlines the screening, training, supervision, and responsibility requirements for different roles within the 4-H organization. For example:

• Trained leaders (A) and screened volunteers (B) must complete screening and different levels of training to be approved by their provincial organization to supervise 4-H events and activities.
• Non-screened guests (C) only work occasionally with the organization. As they only complete basic event training, they must be supervised by a trained leader and are not formally approved by their provincial organization.
• Camp counsellors and youth leaders (E) receive specific training to assist with camps or events. There must always be two (2) trained leaders or screened volunteers, but the camp counsellors and youth leaders may be counted as additional supervisors.
• Anyone leading, participating in, or attending a 4-H event must abide by the Code of Conduct for 4-H in Canada.

Refer to your provincial organization’s Screening and Training Procedures for a unique description of the roles in your provinces.

Age of Majority in Canada

The age of majority in Canada is the age at which a person is considered by law to be an adult. A person younger than the age of majority is considered a “minor child.” The age of majority in Canada is determined by each province or territory and varies between the ages of 18 and 19. 4-H Canada will use the age of 18 as reference for its programs, but provinces must adjust based on local law. For more information, please refer to www.justice.gc.ca/eng/rp-pr/fl-lf/famil/cons/consdoc/cscam-paem.html.

Key Terms

Adult: an adult is a person who has attained the age of majority as defined by legislation in the province or territory in which they live. All trained leaders and screened volunteers, as well as some senior member participants, have attained the age of majority.

Youth: a youth is any participant who is under the province or territory’s age of majority.

Senior Youth (18-25): may play the role of a participant or have the training to act in a leadership role.

Screening and Training Requirements by Role

ü is an initial requirement   (3) renewals are required every three years  (3)*  ON, may elect to alternate between a VSC and CRC for renewals * The age of majority is 18 in Alberta, Manitoba, Ontario, Prince Edward Island, Quebec, and Saskatchewan, and 19 in British Columbia, New Brunswick, Newfoundland, Northwest Territories, Nova Scotia, Nunavut, and Yukon.

Youth Supervision Policy

1. 4-H delivers youth programs in a safe, inclusive, and fun environment. Staff and trained leaders are required to plan and implement 4-H programs that follow:
   • The Rule of Two
   • Programming Supervision Ratios
   • Club Supervision Requirements

Rule of Two

At all 4-H club and project meetings, programming, and events there must always be a minimum of two (2) screened adults, who are not spouses, regardless of the number of youth members in attendance. At a minimum, there must be one (1) trained leader or staff (A) and one (1) additional screened volunteer (B). Additional non-screened guests (C), or camp counsellors and youth leaders (E) may be required to meet the programming ratios required to safely deliver programs depending on the number of youth members in attendance and the activity. For programming ratios, see the table on page 12.

For the protection of all, there must never be a situation where an adult is one-on-one with a youth who is not their child or ward during 4-H meetings, programming, and events.

The purpose of this policy is to protect youth members, leaders, volunteers, and staff in potentially vulnerable situations. The goal for 4-H programming is to plan for and achieve the rightmost green level of two screened adults with youth.

Programming Supervision Ratios

While the Rule of Two helps protect youth and leaders, safe supervisory ratios are also required to deliver a safe and meaningful program with youth. The table below outlines adult to youth supervision ratios (adult : youth) for different age groups. The total youth count must include all youth and children who are participating in the program, including 4-H members and any other youth guests.

The Rule of Two is always the minimum, and ratios above apply to small breakout groups. Ratios may be multiplied for larger groups.

Provincial 4-H organizations may choose to adjust these ratios based on the complexity and nature of the program.

Club Supervision Requirements

For a club to be in good standing and to begin hosting sanctioned meetings, programs or events, there must be at minimum one (1) trained leader or staff (A) and an additional screened volunteer (B) or camp counsellor/youth leader (E), who are not spouses, registered with the club.

Spouses may be part of the club leadership team, but there must always be a third trained leader or screened volunteer present. This requirement is in place to ensure the Rule of Two can be followed, to protect all parties and to prevent any conflict of interest that may arise in the event of financial or other misconduct.

The club registration must be on file with the provincial 4-H organization and will be reviewed each club year. Strict action will be taken if clubs are not in compliance with requirements.

Guidelines for Implementing the Rule of Two

General Rule of Two Practices

• At minimum one (1) trained leader or staff (A) and one (1) additional screened volunteer (B), who are not spouses, must attend club and project meetings or events, and be responsible for youth members.
• At minimum one (1) staff member (A) and one (1) overnight chaperone (B), who are not spouses, must attend national and provincial programs or camps, and be responsible for youth members.
• Meetings, events, or programming may only start when the two (2) trained leaders or screened volunteers have arrived. Trained leaders must clearly communicate to families when the meeting starts and stops, as parents are responsible for transportation and supervision outside of those times. For example, “The program commences when the club meeting starts and we say the 4-H Pledge.” The Rule of Two applies when the programming or meeting begins.
• Trained leaders and screened volunteers must introduce themselves to youth and parents as they arrive so that the caregivers are clear of who is responsible for the program.
• While delivering the program, trained leaders and screened volunteers must always be within earshot of one another when working with youth.
• When communicating with youth, always use a group email or chat and, when communicating with only one youth, copy parents or another leader. Similar to a schoolteacher, a trained leader, screened volunteer, or youth leader is in a position of power with youth members and must ensure all of their communications are appropriate and transparent by including another leader or parent.
• Leaders and volunteers must never be one-on-one with youth. If it is necessary to interact with an individual youth due to an injury or urgent private matter, there must always be two (2) adults present to ensure a safe environment for both the youth and adults.

The Rule of Two at Public Events

• When attending a fair or volunteering at an event, plan to ensure there is enough supervision. It may be possible to connect with another 4-H group to provide greater supervision coverage.
• If breaking into smaller groups, there must be at least one (1) trained leader, screened volunteer, or parent with each small group of youth and Programming Supervision Ratios must be achieved. There must never be a situation where an adult is one-on-one with youth.
• The smaller groups must remain on site. Ensure that all adults communicate a safety plan to youth, and everyone knows how to contact the trained leader in charge in case of an emergency.

The Rule of Two at Overnight Events

• The trained leader or screened volunteers must be on-site and easily reachable.
• There must be separate accommodations for youth participants over the provincial age of majority and trained leaders, screened volunteers, or chaperones.
• There must be separate accommodations for males and females (or based on how they identify). Consider using a blank field on registration forms that allow youth to self identify. Follow-up with youth directly to plan accommodations that ensure everyone feels safe and included. Please refer to the Inclusion Policy.
• Camp counsellors under the provincial age of majority may share accommodations with youth provided there are two (2) counsellors in the shared accommodation.
• When conducting room checks, two (2) trained leaders, chaperones, or camp counsellors must stand in the doorway and look in the room to ensure they see each member or have them call out to hear their voices. Adults must never enter a youth’s room, cabin, or tent alone.
• Female chaperones must check female youth member rooms and male chaperones must check male youth member rooms.
• If there is only one male chaperone, a female chaperone can accompany him (or vice versa), but it is the male chaperone who must look into the male rooms (and vice versa).
• If necessary, a parent, guardian, or older sibling may share a room with their own children or sibling only, but it is best if all youth have the same experience by sharing rooms between themselves.
• Adult leaders and chaperones who are spouses may room together. As youth see leaders and chaperones as role models and representative of 4-H values, be sure to model a healthy relationship and put the needs of the youth first. Refer to the Code of Conduct for 4-H in Canada for more information.

The Rule of Two during Homestay

• In homestay scenarios, the adults in the home play the role of temporary guardian and must complete 4-H and police screening.
• The accompanying 4-H chaperones continue to provide supervision over the entire group and program. For this reason, the Rule of Two in a homestay situation may include spouses or another adult over the provincial age of majority. In some cases, this has been a parent and another family member who is over the provincial age of majority.

Safety Assessment and Management Policy

1. Staff and trained leaders are responsible for conducting program safety assessments and implementing preventative procedures that follow all policies and the guidelines outlined in the Safety Checklists at 4-h-canada.ca/youth-safety
2. Staff and trained leaders are responsible for completing an activity plan for the following events and programs:

• multiple club, regional or provincial events, or
• include 4-H organized transportation and/or accommodations, or
• third party service providers require a waiver (i.e., archery, shooting range, trampoline, etc.), or
• high-risk activities that are outside the norm for the 4-H project (i.e., a cooking club would not have practiced the skills to go on a trail ride, while an equestrian club would be developing the required riding skills).

Refer to 4-h-canada.ca/youth-safety for specific requirements and activity planning guidelines. The activity plan will be submitted to the provincial organization for review and shared with all youth, leaders, and families in advance of the event or program.

3. Activities that abide by all policies are sanctioned 4-H events and have insurance coverage for youth, leaders, volunteers, staff, and invited guests.
4. Staff and trained leaders are responsible for coordinating the management of participants’ health during 4-H activities. This includes:

• Receiving a completed registration form annually by each youth and adult to indicate membership with a provincial 4-H organization and permission to attend activities.
• Receiving a health information form annually, which is kept up to date, and is on hand for each youth and adult participant at all activities. Leaders must review the health form and discuss any health issues with youth and parents or guardians to develop a plan for managing care as required.
• Maintaining the strict confidentiality of personal or health information or information related to an incident. Sensitive information must only be discussed with those who are providing direct supervision, are responsible for administering first aid, or are providing care.
• Notifying the provincial office of minor or serious incidents related to illness, injury, accidents, or safety concerns. Refer to the Guidelines for Incident Reporting

Refer to your provincial organization’s Safety Assessment and Management Procedures for first aid guidelines and procedures, as well as the Information Management Procedures for registration and health information handling processes.

Guidelines for Incident Reporting

Staff and trained leaders must document all incidents, whether minor or serious, that occur during a 4-H sanctioned activity. The purpose of the Incident Report is to ensure 4-H has details of the incident should questions arise and to ensure measures are taken to prevent future incidents. It is a tool to protect and support youth, staff, leaders, and the organization. A paper copy of a blank incident report should be on hand during any 4-H activities so that it is easy to take notes before entering the incident details into the online form at 4-h-canada.ca/youth-safety.

Non-reportable incidents are incidents that can be resolved quickly and are unlikely to have future repercussions. For example, non-reportable incidents include:

• basic first aid treatment (scrapes, cuts)
• property damage that can be quickly remedied
• behaviour and discipline issues

Incidents that must be reported include:

A minor incident is a regular occurrence or near miss. These incidents must be documented in an incident report so they can be reviewed to determine any preventive measures or mitigation or may have insurance implications. For example, minor incidents include:

• Illness or injury requiring first aid
• Property damage that cannot be quickly repaired
• Ongoing or serious discipline issues or conflicts

A serious incident involves any of the following and requires detailed documentation in the incident report. For example, serious incidents include:

• Requiring assistance from authorities or emergency responders (police, fire, ambulance)
• Participants who are emotionally or psychologically distressed
• Widespread illness of many participants (such as at a large event or camp)
• A stay in a hospital
• Life-threatening illness
• Has future health care repercussions
• Poses a serious or significant negative impact on the 4-H organization
• Future insurance implications
• Interest from the media
• Future negligence and/or criminal repercussions

Refer to Appendix A: When to Report Incidents for 4-H in Canada and Appendix B: Steps for Incident Reporting for 4-H in Canada for key steps, and refer to your provincial organization’s Safety Assessment and Management Procedures.

For serious incidents, you must include the following information with the incident report:

• the activity plan;
• notes or statements related to the incident;
• copies of any applicable permission forms; and
• release of liability or waivers.
  

Misconduct Reporting Policy

1. 4-H has an open-door policy for reporting concerns of misconduct, harassment, or abuse and takes any claims very seriously. A confidential report may be made by a youth member, leader, staff, parent, participant, or member of the public using the online incident reporting system at 4-h-canada.ca/youth-safety. Reports will be delivered directly to the provincial organization.
2. It is the responsibility of staff and trained leaders to:
   • document any concern about the emotional or physical safety of a youth, and incident that puts a participant at risk, or violation of 4-H in Canada Code of Conduct
   • send a confidential incident report to the provincial organization
3. It is the responsibility of the provincial organization to:
   • communicate with involved parties and notify 4-H Canada for serious incidents;
   • conduct investigations;
   • make determinations on suspension, consequences, and terminations; and
   • manage appeals.
4. As a youth-serving organization, 4-H is committed to ensuring youth, leaders, and staff safety while educating and developing the skills of our youth, leaders, and staff to prevent repeat incidents. 4-H will strive for a positive outcome through coaching and mentoring before considering stricter consequences.
5. Grounds for suspension or termination include:
   1. The involved party is the subject of an investigation for a:
      1. Criminal offence
      2. Child protection report

• Other statutory offence

1. The involved party is under review for committing a serious, or repeated, breach of the 4-H in Canada Code of Conduct or Youth Safety policies.
2. The involved party fails to comply with government statutes or regulations, putting 4-H in Canada, participants, or partners at risk of harm.
3. The involved party’s presence at a 4-H event is believed to pose a risk to others.

6. 4-H will act promptly and will ensure the process of responding to allegations against any staff, leader, volunteer, or youth is fair to all parties concerned.

Information is held in strict confidence, including the names of those accused or involved in the incident, as well as the nature and details of the allegation. Please refer to your provincial organization’s Misconduct Reporting and Appeals Procedure for additional information and guidance.

Refer to the Duty to Report Policy below for policy on reporting suspected abuse to local authorities.

Recognizing Inappropriate Behavior and Misconduct

Within the 4-H in Canada Code of Conduct, there is an outline of the expectations and guidelines for everyone involved in 4-H activities. Conduct that conflicts with the Code of Conduct or other 4-H policies may not be against the law in other contexts, but is still considered inappropriate, must be reported.

For example, inappropriate behaviour and misconduct can include, but is not limited to:

• a violation of someone’s privacy or personal boundaries
• unauthorized contact with a child
• disrespectful or discriminatory remarks with the intent to offend in person, by phone, by electronic means, or through social media
• the use of drugs or alcohol during a 4-H youth event
• bullying behaviour, verbal or physical, that compromises the safety or well-being of another
• sexual behaviour (inappropriate touching, intercourse) with anyone regardless of gender, age, or consent at a 4-H event
• suspicion of theft of funds
• actions that jeopardize safety or result in serious injury
• any other behaviours in conflict with the 4-H in Canada Code of Conduct

Guidelines for Reporting Inappropriate Behavior and Misconduct

Refer to the Appendix A: When to Report Incidents for 4-H in Canada and Appendix B: Steps for Incident Reporting for 4-H in Canada for key steps and refer to your provincial organization’s Misconduct Reporting and Appeals Procedure.

Minor Incidents

For minor breaches of the 4-H in Canada Code of Conduct, a review and discussion will be completed at the local level. As a youth-serving organization, 4-H is committed to ensuring youth and leader safety, and preventing incidents, or repeat incidents, through the education and development of skills for youth and leaders. 4-H will strive for positive outcomes through coaching and mentoring before considering stricter consequences.

Serious Incidents

After receiving an incident report, the provincial organization may suspend a staff, leader, or youth member. This allows time for the review of the incident, verification of facts of the allegations, and the decision of consequences, which may include termination.

Duty to Report Policy

The relationship between youth, staff, leaders, and volunteers is based on mutual trust and respect, as well as the Code of Conduct for 4-H in Canada. When an adult or older youth is in a position of authority over youth, the potential for abuse exists.

1. It is the responsibility of staff and trained leaders to be aware of signs of child abuse and neglect, and to be alert to disclosures by youth. More information about abuse prevention is provided in this policy and the Commit to Kids training program.
2. It is the responsibility of staff and trained leaders to:

• immediately report any concern that a youth is experiencing child abuse or neglect to the local child protection agency or police service. You do not need to be certain of abuse. It is the agency’s job to determine whether abuse or neglect has occurred or is likely to occur.
• send a confidential incident report to the provincial organization at 4-h-canada.ca/youth-safety
• maintain strict confidentiality

3. It is the responsibility of the provincial organization to:

• communicate with involved parties and authorities, and to notify 4-H Canada of serious incidents
• make determinations on suspension, consequences, and terminations
• maintain strict confidentiality

Recognizing Child Abuse and Neglect

The different forms of abuse and neglect are:

Physical abuse is any deliberate physical force or action, by a parent or caregiver, which results, or could result, in the injury to a child. It can include bruising, cuts, punching, slapping, beating, shaking, burning, biting, or throwing a child. Using belts, sticks, or other objects to punish a child can cause serious harm and is also considered abuse.

Neglect occurs when a caregiver fails to provide basic needs such as adequate food, sleep, protection from risks, education, clothing, or medical treatment. It also includes leaving a child alone or failing to provide adequate supervision. If the caregiver is unable to provide the child with basic needs due to financial inability, it is not considered neglect, unless relief has been offered and refused.

Emotional abuse is a pattern of behaviour that attacks a child’s emotional development and sense of self-worth. It includes excessive, aggressive, or unreasonable demands that place expectations on a child beyond their capacity. Emotional abuse includes constantly criticizing, teasing, belittling, insulting, rejecting, ignoring, or isolating the child. It may also include exposure to domestic violence.

Sexual abuse occurs when a child is used for the sexual gratification of an adult or an older child. The child may co-operate because they want to please the adult or out of fear. It includes sexual intercourse, exposing a child’s private areas, indecent phone calls, fondling for sexual purposes, watching a child undress for sexual pleasure, allowing or forcing a child to look at or perform in pornographic pictures or videos, or engaging in prostitution.

Grooming is usually a slow, gradual, and escalating process of building trust and comfort with a child. A child sex offender can use a variety of subtle, manipulative techniques to gain access to a child and increase the chances that the child will agree to their sexual advances. Child sex offenders build rapport with the adults around the child so that their involvement with the child is welcomed and encouraged. Grooming typically progresses to testing the child’s boundaries (and the child’s ability to protect themself) through the telling of sexual jokes, engaging in roughhousing, backrubs, sexual games, etc., in an attempt to see if they are likely to tell someone. Grooming typically progresses from non-sexual touching to ‘accidental’ sexual touching. This usually occurs during play, so the child may not identify it as purposeful, inappropriate touching.

Watch for the following:

Indicators, especially those of a behavioural nature, such as anxiety or developmental lags that may be signs of other problems. However, a series of indicators observed over a period may be a youth’s reaction to abuse or neglect and may appear as dramatic changes from the child’s or youth’s normal behaviour. Volunteers or staff may also observe patterns of conduct that are consistent with indicators of “grooming.” Indicators alone do not prove child abuse or neglect, however, they signal a need for the applicable child welfare organization or police to learn more about the youth’s circumstances. That is why indicators must be reported to your applicable child welfare organization or the police, as well as your provincial 4-H office.

Please refer to this document for a detailed outline of the forms of abuse and possible physical and behavioural indicators to watch for: gov.bc.ca/assets/gov/public-safety-and-emergency-services/public-safety/protecting-children/childabusepreventionhandbook_serviceprovider.pdf

Disclosure – a youth may tell you directly that they are being abused or neglected. Disclosure might begin with one example to see how you react. In other cases, youth do not disclose directly, but communicate what they have experienced indirectly through their behaviours, emotions, art, writing, appearance, inquiries, or discussions about fears, concerns, or relationships. Youth also divulge information through indirect statements, statements with conditions (such as “promise not to tell”), or third-party statements (such as “my friend’s parent is hurting her”).

Please refer to the Commit to Kids Training Handout for detailed information on responding to, and supporting, a youth who may be disclosing abuse or neglect to you: 4-h-canada.ca/sites/default/files/risk-management/csa_preventiontraining_handout_en.pdf

Guidelines for Reporting Abuse

Refer to the Appendix A: When to Report Incidents for 4-H in Canada and Appendix C: Steps for Reporting Child Abuse for 4-H in Canada for key steps and refer to your provincial organization’s Misconduct Reporting and Appeals Procedure.

Report concerns to authorities immediately. The individual who either hears the disclosure or has the suspicion of abuse must be the one who makes the report. Do not conduct any investigation to substantiate allegations. This is the role of child protection agencies and police and they will provide direction on notifying parents.

As the disclosure or concern came to you as a 4-H leader, you must also complete a confidential 4-H incident report to document that you have made a report to authorities. To maintain the privacy of those involved, only include specifics of the abuse if it warrants follow-up within 4-H. Your report to authorities should include all the information you have.

Transportation Policy

1. Transportation is not part of a leader’s role. Parents and guardians are responsible for transporting youth to and from 4-H meetings and events, and for ensuring two (2) trained leaders or screened volunteers are present before departing.
2. Personal travel is not considered part of the 4-H program. Families who wish to arrange to carpool with other families do so at their own risk and should review their personal automobile insurance.
3. Travel as a club to a sanctioned event is considered to be part of the 4-H program and is insured if the commercial transportation or carpooling is documented in an Activity Plan, is reviewed by the provincial office, and is shared with parents in advance. The Rule of Two applies in each vehicle.

Guidelines for Clubs Travelling to Events

If the club is travelling to a sanctioned event together, commercial transportation or carpooling must be documented in the Activity Plan, reviewed by the provincial organization, and shared with parents in advance.

Parents and guardians must bring their youth to the agreed-upon meeting place for pick-up after which the Rule of Two applies for commercial transportation or in private carpools. Two (2) trained leaders or screened volunteers (parent drivers must complete screening) must be in each vehicle transporting youth. The driver of the vehicle must be over the age of 21 to ensure an appropriate amount of maturity and driving experience.

Insurance

Commercial Vehicles: Trained leaders must confirm that all commercial vehicles have adequate collision and liability insurance.

4-H Owned: Staff, trained leaders, and screened volunteers registered with 4-H will have additional 4-H liability insurance when using a 4-H owned vehicle for official business or programs.

4-H Rented Vehicles: If an incident were to occur with a 4-H rented vehicle driven by staff, trained leaders, or screened volunteers for official business or programs, the insurance would be applied in the following order:

1. the vehicle owner’s automobile insurance;
2. any additional coverage purchased through the rental agency or from the credit card used for the rental; then
3. the 4-H non-owned auto policy.

Carpooling in Personal Vehicles: Because of the way auto insurance is organized in Canada, it is the vehicle owner’s auto insurance that responds first for any injury to an individual or physical damage to their vehicle or another vehicle. 4-H does not have auto insurance coverage. 4-H staff, leaders, volunteers, and parents or guardians who use their vehicles to drive youth for a planned event should check with their insurance broker about using their vehicle in this way, and ensure that they have adequate liability insurance. Parents and guardians should be made aware that there is no additional coverage through 4-H.

Youth Travel Policy and Procedures

1. There are scenarios where youth may be without adult supervision when travelling by air, train, or bus to an event or program. The scenarios are:

• Travelling by air, train, or bus to and from interprovincial, national, or international events.
• Travelling by air, train, or bus to and from a central meeting place within Canada to join up with a 4-H group travelling to a national or international event.
• When selected nationally or provincially to participate as a 4-H representative in a conference or event hosted by another organization.

Youth Travel Procedures

When youth travel alone, the following procedures apply:

• The minimum age for youth travelling on their own is 12 for domestic travel, and over the provincial age of majority (18 or 19) for international travel.
• Travel arrangements must be shared with youth and their parents or guardians well in advance, and permission forms must be signed and returned to the program organizers.
• Youth must be supervised at departure and arrival points by a leader, staff, parent, or guardian, or other adult authorized by the family.
• When youth are received at their destination the program will commence and supervision policies will apply.

While travelling as a group (such as to a national conference or part of a Club to Club Exchange), the following procedures apply:

• While youth are travelling by air, train, or bus to meet up with the larger group, youth may travel some portion on their own (see above) or with only one (1) chaperone, as they are in a public setting. Whenever possible, the chaperone must apply the Rule of Two to avoid being one-on-one in vulnerable situations. For example, if the youth becomes ill, they must engage another adult or transportation staff for assistance.
• When the youth or group reaches the program, the club, hosting chaperones, and staff will follow the supervision policy and ratios.
• If a travel issue arises and an emergency stay at a hotel is required, youth and chaperones must have their own accommodation and must follow the Rule of Two to the best of their ability. For example, if only one (1) chaperone is present, they could engage hotel staff to assist with room checks, as well as gather to meet and eat in public spaces.

If a youth chooses to travel independently before or after the sanctioned event, permission from the parents must be obtained in writing and must outline how the youth will connect to the 4-H event. Any insurance coverage provided through 4-H will only cover the specific dates of the sanctioned event. Please refer to your provincial organization’s Safety Assessment and Management Procedures for details on completing an Independent Travel and Waiver form.

Appendix A: When to Report Incidents for 4-H in Canada

Use the below table to determine when an Incident Report is required.

Appendix B: Steps for Incident Reporting for 4-H in Canada

Leaders and staff have a responsibility to document concerns. Reports may also be submitted by concerned youth, parents, or the public.

Appendix C: Steps for Reporting Child Abuse for 4-H in Canada

The safety of all children must always be ensured in the process of reporting abuse.

4-H Canada guidelines are based on the best practices developed by the Canadian Centre for Child Protection.

Appendix D: Provincial Procedures

The policies in this manual refer to the following provincial procedures. Contact your provincial 4-H organization to access these procedures:

• Screening and Training Procedures
• Information Management Procedures
• Safety Assessment and Management Procedures
• Misconduct Reporting and Appeals Procedure

Contact information for your provincial organizations can be found at 4-h-canada.ca/find-club.

Appendix E: Change Log

June 2020 – first release to align with Youth Safety training for leaders

July 2020 – clarification to screening requirements, supervision table design, reporting table, and flow charts

March 2021 – updated Incident Reporting chart. Referenced Safety Checklists and clarified need for activity planning under Safety Assessment and Management policy.

Date Passed, Amended or Reviewed:

2019/2021

(Established: September 15, 2020)

All 4-H programming in Canada must adhere to and uphold the 4-H Inclusion Statement.

Staff and trained leaders are responsible for working with youth members and their families
to find accommodations that would allow for access and participation

4-H Inclusion Statement
4-H in Canada is open to all* without discrimination based on race, national or ethnic origin, colour, religion, sex, age or, mental or physical disability. **

4-H is dedicated to providing a safe and inclusive environment that allows for universal access and participation. Where barriers to participation are identified, 4-H will, with reasonable accommodation, adapt programs, rules, policies, or expectations to reduce or remove the barriers.

Any accommodations, changes or exceptions will be assessed on an individual basis, taking into account the individual experience of the member and their family. The physical safety and emotional well-being of members, leaders, staff and volunteers is 4-Hs highest priority, and is the ultimate consideration in final decisions.

4-H Canada and local 4-H organizations consider inclusion a priority. Leaders are encouraged to work with individuals and their families to identify and discuss accommodations as required, and to reach out to provincial or national office staff for help with unresolved concerns.
*This applies to youth members (ages 6 to 25), volunteers, leaders, staff and professionals.
**Definition of discrimination as per Canadian Charter of Rights and Freedoms.

Date Passed, Amended or Reviewed:2020/2023

(Established: September 15, 2020)

The 4-H in Canada Code of Conduct outlines the expectations and guidelines for everyone involved in 4-H activities. Only when all participants are following these guidelines can we provide 4-H members with meaningful opportunities within an environment that is safe, inclusive and fun for all involved.

1. There is no tolerance for conduct that conflicts with the Code of Conduct for 4-H in Canada or other policies.
2. Incidence of misconduct by a youth member, leader, volunteer, staff, 4-H family member or guest must be reported to the provincial organization as outlined in the B-BO-24 Misconduct Reporting and Appeals.

As a positive youth development organization, we are committed to providing 4-H members with meaningful experiential learning opportunities within an environment that is safe, inclusive and fun for all involved. This is the responsibility of everyone involved in any 4-H activity.

This Code of Conduct applies to:

4-H youth members and their families

• 4-H trained leaders and screened volunteers
• Camp counselors and youth leaders;
• Non-screened guests;
• 4-H staff and governing leadership;
• 4-H program partners;
• Other participants or observers of 4-H events.

Date Passed, Amended or Reviewed:2020/2023

(Reviewed: October 17, 2020)

In 2015, 4-H Ontario entered into an agreement with the Archives of Ontario, whereby, 4-H Ontario acts as the intermediary between individual donors and the Archives of Ontario. The Archives of Ontario will be the permanent home of the archival collection of 4-H Ontario.

In general, the Archives of Ontario is interested in records related to the 4-H Ontario Council or of its individual Clubs related to the administration of programs or to the history of 4-H in Ontario. Only records of individual members that are exemplary in demonstrating 4-H activities will be considered by the Archives. Records that are of local interest should be offered to a local repository.

4-H Ontario will only accept resources considered suitable for archival collection by the Archives of Ontario, i. e. , Audio Visual materials, photographs and textual records relating to 4-H activities and programing. Large artifacts will not be accepted. Donations will be stored at 4-H Ontario only until the next donation submission to Archives of Ontario; which will occur every five years beginning 2016. This will follow a regular schedule of five years after each 5th anniversary year. Donors will be required to submit a completed 4-H Ontario Deed of Gift with donation materials. This form is available on the 4-H Ontario website. In doing so, the donor understands and agrees that the Archives of Ontario may have full discretion as to the use, display and disposition of materials as it may deem to be in its best interests.

Individuals must notify the 4-H Ontario office to discuss a donation of archival material. As 4-H Ontario is not an archive and has no available space to dedicate to housing and managing an archival collection, 4-H Ontario has the right to turn down donations. If materials are deemed unsuitable for archival collection with 4-H Ontario and subsequently the Archives of Ontario, individuals should contact their local 4-H Association or their local archives museum.

Date Passed, Amended or Reviewed:2017/2020

(Revised: June 18, 2022)

4-H Ontario’s governing board will be composed of members who are qualified to do an excellent job and perform to their potential for the organization. The Board will actively encourage organization Association Representatives (ARs) to run for Director Board positions. To become a Director:

1. ARs shall not have immediate family (i. e. spouse, partner, siblings, parents or children) employed by 4-H Ontario
2.  ARs shall not have been dismissed from the role of Director by the Ontario 4-H Council Board of Directors in the past 5 years
3. ARs cannot stand for re-election if a Director resigns regardless of reason until completion of term duration plus one year

Organizations require people to serve on their Board, as Directors. Being a Director carries specific roles and responsibilities. Organizations grow and prosper when their Board of Directors are committed to the cause and are able to deliver on the following:

4-H ONTARIO REQUIRES PEOPLE TO SERVE ON ITS BOARD WHO ARE COMMITTED TO THE CAUSE AND WHO ARE ABLE TO DELIVER ON THE FOLLOWING:

• Understand what the 4-H program does in practice.
• Understand what the current 4-H delivery model involves, and assist in implementing it in their local 4-H Association.
• Participate in the discussions, keeping in mind the best interests of the provincial 4-H program as a whole. This may, at times, put you at odds with your local association or regional board.
• Loyal support of the 4-H program. It is detrimental to the health of an organization for Directors to continually position themselves at odds with the policies and procedures of the 4-H program.
• Decisions of the Board are made and based on collective wisdom of all Directors; therefore it is imperative that all Directors routinely provide input into issues before, during and after Board meetings.
• Manage the business of the Ontario 4-H Council and the 4-H program. The membership at large entrusts the Directors with the management of the Council. Directors develop policy that is implemented through the Executive Director and staff on a day-to day basis. It is understood that Directors will act in good faith at all times.
• Act in accordance with the guidelines outlined in 4-H by-laws, policies and procedures.
• Know and understand the limitations of authority as a Director.
• Attend and participate in all scheduled meetings (approximately four meetings (in person or virtual), one training session and electronic conferences). Meetings include pre Volunteer Conference, the spring, summer and fall board meetings, and a training session. Circumstances may arise which mandate extra meetings and/or meetings of the entire Council. Attendance at meetings is strongly encouraged and mandatory for the training session.
  Participate 100% in meetings as scheduled. Late arrivals and early departures are disruptive to the Board functioning as a cohesive body. Each Director shares an equal responsibility for decisions of the Board.
• Review all related meeting information (i. e. agendas, supporting materials etc. ) in advance of each meeting and be prepared to discuss the business issues arising from these at any time.
• Ask questions and seek clarification on issues that are unclear. Directors have a responsibility to be aware and knowledgeable on 4-H program issues. Fully informed Directors understand issues and are better equipped to address/make informed decisions.
• Confidently share areas of experience and knowledge with fellow Directors.
• Prepare clear and correct reports of Board meetings and activities. Directors will only communicate approved board issues and policy decisions to Association Representatives.
  Respect colleagues and staff of the 4-H program, acting honestly and truthfully at all times.
• A Director is deemed to have resigned upon failing to attend seventy five percent (75%) of board meetings, called by the Chair, in any twelve (12) month period. An exception would be where the Director has received the prior approval of the majority of the Board which shall only be given in the event that the absentee Director has established to the satisfaction of the Board that there are extraordinary circumstances.

Date Passed, Amended or Reviewed:2000/ 2005/ 2012/ 2013/ 2016/ 2018/ 2021/2022

(Reviewed: January 18, 2020)

Meetings will follow parliamentary procedure, requiring a mover, seconder and vote for all decisions.

Accordingly:

• Decisions made by the board require a simple majority vote; and
• On meeting matters not specifically covered by bylaws or policies, Roberts Rules of Order will be followed.
• Meetings may be held in any format as approved by the board.
• Decisions made by the board require a simple majority vote; pursuant to 3.12 of Ontario 4-H Council Bylaws
• Meetings may be held in any format as approved by the board as per Ontario 4-H Council Bylaws.

Date Passed, Amended or Reviewed:2000 / 2008 / 2012/ 2015/ 2020/2023

(Reviewed: October 26, 2019)

(Reviewed: June 12, 2021)

The board is responsible for directing and protecting 4-H Ontarios interests. More specifically, it is responsible to:

• Provide direction to the organization.
• Establish written corporate policies.
• Assure effective Executive Director performance.
• Communicate with 4-H Ontarios stakeholders.
• Make decisions in the best interests of 4-H in Ontario as a whole.
• Understand what the 4-H program does in practice.
• Understand what the current 4-H delivery model involves.
• Participate in the discussions, using your knowledge of your local Association or Regional
• Board but keeping in mind the best interests of the provincial 4-H program as a whole.
• Loyal support of the 4-H program and its policies and procedures.
• Decisions of the Board are made and based on collective wisdom of all Directors, who are encouraged to routinely provide a voice to the discussions.
• Manage the business of the Ontario 4-H Council and the 4-H program. The membership at large entrusts the Directors with the management of the Council. Directors develop policy that is implemented through the Executive Director and staff on a day-to day basis. It is understood that Directors will act in good faith at all times.
• Act in accordance with the guidelines outlined in 4-H by-laws, policies and procedures.
• Know and understand the limitations of authority as a Director.
• Review all related meeting information (i. e. agendas, supporting materials etc. ) in advance of each meeting and be prepared to discuss the business issues arising from these at any time.
• Ask questions and seek clarification on issues that are unclear. Directors have a responsibility to be aware and knowledgeable on 4-H program issues. Fully informed Directors understand issues and are better equipped to address/make informed decisions.
• Confidently share areas of experience and knowledge with fellow Directors.
• Prepare clear and correct reports of Board meetings and activities. Directors will only communicate approved board issues and policy decisions to Association Representatives.
  Respect colleagues and staff of the 4-H program, acting honestly and truthfully at all times.
• A Director is deemed to have resigned upon failing to attend seventy five percent (75%) of board meetings, called by the Chair, in any twelve (12) month period. An exception would be where the Director has received the prior approval of the majority of the Board which shall only be given in the event that the absentee Director has established to the satisfaction of the Board that there are extraordinary circumstances.

Date Passed, Amended or Reviewed:2000 / 2005 / 2009 /2014/ 2018/ 2021/2023

(Reviewed: October 26, 2019)

The Board will establish and follow an annual planning cycle, which ensures it provides regular direction to the organization. Accordingly:

• The board will review the strategic plan at least once every fiscal year and when updates are made; and
• The board will review financial expectations at least 2 months prior to the next fiscal year with final approval before fiscal year end.

Date Passed, Amended or Reviewed:2000 / 2005 / 2011/ 2015/2019/2022

(Amended: November 15, 2019)

The board shall develop clear descriptions of the duties of each officer.
Accordingly:
The Chair of the Board of Directors shall:

• Prepare the agenda, in consultation with other board members and the Executive Director or designate
• Be the public spokesperson for the board, unless the board appoints someone else.
• Be the regular communication link between the board and the Executive Director or designate
• Clarify board operations and board-staff relations and reporting between board meetings if further decisions in these areas are urgent.

The Executive Committee shall:

• Work within board policy when making any necessary decisions between board meetings.

In the absence of the Chair, or at the request of the Chair, the Vice-Chair or a member of the Executive shall perform the functions of the Chair at the Chair’s request, or at the request of a majority vote of the board.

Date Passed, Amended or Reviewed:2000 / 2005 / 2016 / 2019/2022

(Amended: March 20, 2021)

PRESIDENT

Qualifications

Candidates for President must be elected Directors of the current Ontario 4-H Council Board of Directors.

Term
The office of President is open for election each year. The length of term shall be one year. At the discretion of the Ontario 4-H Council Board of Directors, the term can be extended to a second year.

Roles & Responsibilities

• Shall fulfill all roles and responsibilities of a Director
• Shall be responsible for the general management and direction, subject to the authority of the Board, of the organization and transaction of the affairs of the Corporation.
• Shall, when present, chair all the meetings of the Ontario 4-H Council Board of Directors.
• Shall be part of the Executive Committee and, by extension, the Joint Executive Committee.
• Shall be Chairperson of the Executive Committee
• Shall have such other powers and duties as the Board may prescribe
• Shall be part of the Finance Committee
• Attend and participate fully in all scheduled Executive and Finance Committee meetings, as well as Annual General meeting.
• Attend and participate in all scheduled Ontario 4-H Foundation meetings.
• Shall provide a Presidents Report 2 weeks in advance of each Ontario 4-H Council Board of Directors meeting.

VICE PRESIDENT

Qualifications

Candidates for Vice President must be elected Directors of the Ontario 4-H Council Board of Directors.

Term
The Vice President is elected at the Inaugural meeting of the Ontario 4-H Council Board of Directors. The length of the term shall be one year.

Roles & Responsibilities

• Shall fulfill all roles and responsibilities of a Director.
• Shall be part of the Executive Committee and, by extension, the Joint Executive Committee.
• Shall act as Chairperson of the Finance Committee.
• Shall participate as a committee member of the Ontario 4-H Foundation Finance Committee.
• During the absence or disability of the President, the Vice President will assume the duties and powers of the President
• Shall have such other powers and duties as the Board or the President may prescribe
• Attend and participate fully in all scheduled Executive and Finance Committee meetings, as well as Annual General meeting.
• Attend and participate in all scheduled Ontario 4-H Foundation Finance Committee meetings.
• Shall present the financial report at the Ontario 4-H Council Annual General Meeting.

PAST PRESIDENT

Qualifications
The Past President will be the last person to hold the office of President, after the election of a new President.

Term
The length of term shall be the same as the term for the current President.

Roles & Responsibilities

• Shall be a mentor to the current President on issues of the general management and direction.
• Shall fulfill all roles and responsibilities of a Director.
• Shall have such other powers and duties as the Board may prescribe.
• Shall be part of the Executive Committee.
• Shall act as Chairperson of the Nominating Committee.
• Attend and participate fully in all scheduled Executive Committee meetings, as well as Annual General Meeting.

DIRECTOR AT LARGE

Qualification:
Candidates for Director at Large must be elected Directors of the Ontario 4-H Council Board of Directors.

Term
The Director at Large is elected at the Inaugural meeting of the Ontario 4-H Council Board of Directors. The length of the term shall be one year.

Roles & Responsibilities

• Shall be appointed as the Board Secretary
• Shall fulfill all roles and responsibilities of a Director.
• Shall be part of the Executive Committee.
• Shall act as Chairperson of the Resolution Committee.
  Chairs the resolution portion at the Ontario 4-H Council Annual General Meeting.
• Develops the roll call for all in-person Ontario 4-H Council Board of Director meetings.
• Attend and participate fully in all scheduled Executive Committee meetings, as well as Annual General Meeting.

DIRECTOR

Qualification:
Any Association Representative is qualified to be elected as an Ontario 4-H Council Director at the Annual General Meeting of the members.

Roles & Responsibilities

• Understand what the 4-H program does in practice.
• Understand what the current 4-H delivery model involves and how it is implemented in local 4-H Associations.
• Provide loyal support of the 4-H program and adhere to all bylaws, policies and procedures
• Provide input into governance issues during board meetings. Decisions of the Board are made and based on collective input and wisdom of all Directors.
• Manage the strategic development of the 4-H Ontario program. Directors, through shared vision, develop policy, which is implemented through the Executive Director and staff on a day to day basis. It is understood that Directors will act in good faith at all times.
• Understand and acknowledge the limitations of authority as a Director.
  Attend and participate fully in all scheduled meetings, as well as Annual General Meeting yearly.
• Attend and participate in the Board governance training (or make alternate approved training arrangements).
• Review all related meeting information (i. e. agendas, supporting materials, etc. ) in advance of each meeting. Be prepared to discuss the business issues arising during the board meeting.
• Ask questions and seek clarification on issues that are unclear. Directors have a responsibility to be aware and knowledgeable on 4-H program issues. (Fully informed Directors understand issues and are better equipped to address/make informed decisions).
• Follow through on tasks/duties between meetings with role(s) and committee(s) and other Board related requirements
• Confidently share areas of experience and knowledge with fellow Directors.

DIRECTOR-YOUTH

Qualification
Any active 4-H member in good standing, and who is at least eighteen (18) and not more than twenty-one (21) years of age at the time of his or her appointment by the Ontario 4-H Council Board of Directors.

Term
The length of term (appointment) will be one year which will expire at the completion of the Annual General Meeting, the Director-Youth can be re-appointed to the office of DirectorYouth additional terms, not to exceed three consecutive terms.

Roles & Responsibilities

• Understand what the 4-H program does in practice.
• Understand what the current 4-H delivery model involves and how it is implemented in local 4-H Associations.
• Provide loyal support of the 4-H program and adhere to all bylaws, policies and procedures
• Bring the views and issues of Ontario 4-H youth to Board discussions. Liaise with the Canadian 4-H Council Youth Advisory Committee position to develop Ontario responses.
• Provide input into governance issues during board meetings. Decisions of the Board are made and based on collective input and wisdom of all Directors.
• Manage the strategic development of the 4-H Ontario program. Directors, through shared vision, develop policy, which is implemented through the Executive Director and staff on a day to day basis. It is understood that Directors will act in good faith at all times.
• Understand and acknowledge the limitations of authority as a Director.
• Attend and participate fully in all scheduled meetings, as well as Annual General Meeting.
• Attend and participate in the 4-H Ontario Conference and Annual Meeting, including the Ontario 4-H Council Annual General Meeting. (The Ontario 4-H Council will cover CAM registration costs)
• Attend and participate in the Board governance training held prior to the first full Ontario 4-H Council Board of Directors meeting (or make alternate training arrangements).
• Review all related meeting information (i. e. , agendas, supporting materials, etc. ) in advance of each meeting. Be prepared to discuss the business issues arising during the board meeting.
• Ask questions and seek clarification on issues that are unclear. Directors have a responsibility to be aware and knowledgeable on 4-H program issues. (Fully informed Directors understand issues and are better equipped to address/make informed decisions).
• Confidently share areas of experience and knowledge with fellow Directors.

DIRECTOR -COMMUNITY

Qualification
Any community member 18 and over, with the skill set and experience identified by the Ontario 4-H Council Board of Directors is qualified to be appointed as an Ontario 4-H Council Director-Community.

Term
The length of term (appointment) will be one year, which will expire at the completion of the Annual General Meeting, the Director- Community can be re-appointed to the office for additional terms, not to exceed three (3) consecutive terms.

Roles & Responsibilities

• Shall fulfill all roles and responsibilities of a Director
• Shall have the full voting rights of a Director
• Shall contribute their insight, experience and skill set to fulfill an identified need of the Ontario 4-H Council.

ONTARIO 4-H COUNCIL RELATED POSITIONS

ONTARIO YOUTH REPRESENTATIVE to 4-H CANADA – YOUTH ADVISORY COMMITTEE

Qualification
Any active 4-H youth participant in good standing, and who is at least eighteen (18)and not more than twenty-one (21) years of age at the time of his or her application by the Ontario 4-H Council Board of Directors.

Term
The length of term (appointment) will be two (2) years (which can be extended for one (1) year, at the discretion of the Board), starting at 4-H Canadas National Leaders Conference in February of each year.

Roles & Responsibilities 4-H Ontario

• Complete the screening and training process to become a registered 4-H Ontario volunteer
• Understand what the Ontario 4-H program does in practice.
• Understand what the current 4-H delivery model involves and how it is implemented in local Ontario 4-H Associations.
• Provide loyal support of the 4-H program and adhere to all bylaws, policies and procedures
• Bring the views and issues of Ontario 4-H youth to Canadian 4-H Council Youth Advisory Committee discussions. Liaise with the Ontario 4-H Council Director – Youth to develop Ontario based responses.
• Provide a written report two weeks prior to the Ontario 4-H Council scheduled meetings, outlining the activities of the Canadian 4-H Council Youth Advisory Committee and noting the Ontario based issues brought to that Committee.

Roles & Responsibilities 4-H Canada

• Attend 4-6 meetings a year (1 in person)
• Participate in one (1) networking group a year
• Demonstrate knowledge of 4-H Canada and 4-H locally
• Demonstrate interest in public speaking, group facilitation and being a team player
• Travel and participation in two (2) events a year, coordinated by 4-H Canada (TBD)
• Assist 4-H Canada Staff in planning and facilitating national programs/events as requested
• Represent 4-H Canada at various events and promote National programs and opportunities
• Act in an advisory capacity to 4-H Canada staff on the development of youth friendly programs, resources and materials (such as: videos, brochures, program guides, etc. )
• Be a positive role model

ASSOCIATION REPRESENTATIVE

Qualifications

The Association Representative (AR) role is a crucial one to the health of the 4-H program in Ontario. The Association Representative is the liaison between the local Association and the Ontario 4-H Council Board of Directors. The Association Representative carries the voting privileges for their local 4-H Association. The Association Representative has the opportunity to stand for election to the Ontario 4-H Council Board of Directors.

Requirements

• Must be a screened & trained 4-H volunteer
• Awareness of 4-H Ontario policies
• Must have internet access.

Term
Recommended election for a two (2) year term. Individuals eligible for re-election at end of term.

Responsibilities

• Bring local Association concerns forward to the Ontario 4-H Council Board of Directors
• Participate in Association Representative meetings (typically two & half (2.5) days at CAM, two (2) teleconferences and any other meetings as required)
• Prepare for meetings by reviewing all materials, agenda and reports, etc.
• Participate and vote at the Annual General Meeting (AGM) of the Ontario 4-H Council or provide a proxy
• Provide input from local 4-H Association to the questions from the Ontario 4-H Council Board of Directors liaison contacts.
• Act as a direct communication link to local 4-H Association, including receiving, reviewing and communicating information from Ontario 4-H Council to the local 4-H Association between meetings (monthly mailings, direct communication)
• Participate in the voting process to elect the President of the Ontario 4-H Council and Directors to the Board
• Share Association concerns and opinions during discussion relating to resolutions and issues on the table. Vote as a result of information received and shared during discussion and the input from the local 4-H Association.
• Respect and acknowledge the views and experience of the other Association Representatives (demonstrating behaviour in accordance with the 4-H Ontario Code of Conduct)
• Evaluate personal time and skill to consider running for seat on the Provincial Board of Directors

Date Passed, Amended or Reviewed:2012/ 2013/ 2014/ 2016 / 2017 / 2018/ 2021

(Reviewed: March 20, 2021)

The purpose of all Committees of the board is to research required information so the board can make an informed decision. Accordingly,

• Committee reports to the board will be in written form and provided to all board members at least 10 days prior to the board meeting at which related matters will be discussed.
• The reports will summarize the information researched by the committee. Where the committee considered various options, the report may indicate the pros and cons of each.

Finance Committee Terms of Reference
Responsible for working with the Treasurer (Manager, Finance) and the Executive Director to review budgets and quarterly financial statements in advance of the Board of Directors meetings.

Financial security is critical for not-for-profit organizations and 4-H Ontario is no exception. The role of the Finance Committee is to preserve and protect the financial health of the organization.

Chaired by the Vice President of the Ontario 4-H Council Board of Directors. The Committee is comprised of a minimum of four members from the Ontario 4-H Council Board of Directors including the President and Vice President. In addition, the Executive Director, Treasurer (Manager, Finance) and the Ontario 4-H Foundation Finance Committee Chair serve in an ex-officio capacity.

Responsibilities

• Assist with the preparation of the Ontario 4-H Councils annual operating budget to be ready for the October Ontario 4-H Council Board of Directors meeting
• Monitor and make inquiries about the Councils financial position.
  A written report outlining the committee findings is submitted and distributed 10 days in advance of each regularly scheduled meeting of the Ontario 4-H Council Board of Directors
• Ensure fundraising strategies and sponsorship arrangements are in place.
• Review financial policies and make concerns known to the Ontario 4-H Council Board of Directors
• To bring forward to Council a suggestion for annual membership fees.
  Recommend the appointment of the auditor and assist with the review of the auditing of the financial statements.
• Review the 4-H Association Financial Health reports and report to the Ontario 4-H Council Board of Directors and contact Associations as needed
• The Chair of the Finance Committee presents the financial report at the Ontario 4-H Council Annual General Meeting.
• The Committee chairperson shall attend Ontario 4-H Foundation Finance Committee meetings.
• A quorum shall consist of three-quarters of the Committee members.

Timelines:
Meet and review quarterly financial statements a minimum of 2 weeks in advance of each Ontario 4-H Council Board of Directors meeting

Jan to May Review the 4-H Association Financial Health reports and report to the Ontario 4-H Council Board of Directors and contact Associations as needed

Jan to March Assist with the review of the auditing of the financial statements

Sept to Oct Assist with the preparation of the Ontario 4-H Councils annual operating budget to be ready for the October Ontario 4-H Council Board of Directors meeting

Policy and Governance Committee Terms of Reference
The Policy and Governance Committee is responsible for ensuring that the Policies and Bylaws of 4-H Ontario are current and up to date, and that the Policies conform to the Bylaws. The Committee is comprised of a minimum of four members from the Ontario 4-H Council Board of Directors. In addition, the Executive Director, serves in an ex-officio capacity. The Committee Chair is elected by the Committee at the Inaugural Board Meeting.

Responsibilities:

• Review policies and bylaws to make sure that the policies conform to the bylaws
• On the direction of the Ontario 4-H Council Board of Directors, review specified policies and bylaws and provide recommendations for amendments
• Review all policies in the policy manual except for Ontario 4-H Foundation bylaws and policies and those policies deemed operational specifically with the designation of O-M (Member), O-HS (Health & Safety), O-L (Livestock), O-V (Volunteer), O-W (website)every years to ensure that all policies except Ontario 4-H Foundation bylaws and polices and those polices deemed operational specifically with the designation of O-M (Member), O-HS (Health and Safety), O-L (Livestock), O-V (Volunteer), O-W (website).
• Submit a written report, two weeks in advance of each Ontario 4-H Council Board of Directors Meeting.
• The Chair of the Policy and Governance Committee chairs the Bylaw Amendment portion of the Ontario 4-H Council Annual General Meeting.
• Ensures all new Board Directors receive orientation.
• Proposes, as appropriate, changes in board structure, roles, responsibilities and over-all board effectiveness.
• Regularly reviews the Boards practices regarding member participation, conflict of interest, confidentiality, etc. , and suggests improvements as needed.

Grievance Committee Terms of Reference
From time to time incidents may occur or problems develop with 4-H members, leaders, volunteers or Associations that impact the daily operation of the 4-H program.

Chaired by the 4-H Ontario Executive Director, the Committee is comprised of a minimum of three members from the Ontario 4-H Council Board of Directors. Committee Membership is confidential.

Responsibilities

• Working with the 4-H Ontario Executive Director to review and investigate submissions and make rulings based upon their findings.
• The decision of the Grievance Committee is communicated by the 4-H Ontario Executive Director promptly to the person who had submitted the appeal.
• A short written report is submitted two weeks in advance of each Ontario 4-H Council Board of Directors meeting outlining any grievances submitted and the decision of the committee.

Timelines:
Meet as required.

Nominating Committee Terms of Reference
The Nominating Committee performs a vital role for the Ontario 4-H Council ensuring continuity of leadership and further development of Association Representatives through the recruitment of volunteers to take on a leadership role with the Ontario 4-H Council Board of Directors.

The Nominating Committee is chaired by the Past President of the Ontario 4-H Council Board of Directors. The Committee is comprised of a minimum of three members from the Ontario 4-H Council Board of Directors. These members cannot be running for re-election at the next Ontario 4-H Council Annual General Meeting.

Responsibilities

• Soliciting nominations for the Ontario 4-H Council Director positions.
• Processing the applications for Director – Youth, Ontario Youth representative to the Canadian 4-H Council Youth Advisory Committee, and Director-Community.
• Conducting the interviews with the applicants for the positions of Director- Youth and Ontario Youth representative for Canadian 4-H Council Youth Advisory Committee.
• Submitting a short written report two weeks in advance of each Ontario 4-H Council Board of Directors meeting.

Committee Timelines:
Suggested Timeline (Council Director):

September  Submit information and promote for upcoming Association Representative/President/Vice President teleconferences.

November  Submit information for website

January  Confirm current Director continuance intention for upcoming year, have current Directors complete a skills matrix.

February  Nominating Committee teleconference, contact ARs.
Ensure Director candidate biographies are included in the AGM delegate packages

March  The Ontario 4-H Council Board of Directors votes to elect/acclaim the President at the inaugural meeting following the Ontario 4-H Council AGM.

Sggested Timeline (Director Youth and Ontario Youth Representative to Canadian 4-H Council ( YAC):

October  Reappoint current youth to these positions (can serve 3 terms maximum) OR advertise position(s) open for applications; Review applications and distribute/post on website if necessary

November  Prepare questions for interviews

December  Application deadline

January  Interview applicants ;Include all applications received in Board Meeting package.; Report on applicant interviews at Board Meeting

February 1st Inform successful applicant and invite to Ontario 4-H Council AGM

Suggested Timeline (Director-Community):
March  With the entry of new board members after Ontario 4-H Annual General Meeting, review skill set available around the board table

May or before  If no Director-Community in place – initiate discussion of direction of 4-H and the skill set needed

October  Reappoint current Director-Community OR advertise position open for applications ;Review application and distribute/post on website

January  All applications received included in Board Meeting package

Suggested Timeline (President):

March The Ontario 4-H Council votes to elect (or acclaim) the President at the inaugural meeting following the Ontario 4-H Council AGM.

Resolution Committee Terms of Reference
Resolutions are an important vehicle for local 4-H Associations to make recommendations to the Ontario 4-H Council of their concerns and suggestions for improving the 4-H program and policies in Ontario. Resolutions can be submitted at any time; however resolutions that are to be discussed at the Annual General Meeting must be submitted 120 days prior to the Annual General Meeting (based on policy 4.1.2. Board Operations, Policy B-BO-14 Resolutions from Association). A resolution generally starts with discussion at the local level, resolution form submitted to the Resolution Committee then Governance resolutions being distributed to all local Associations for discussion, then discussed & voted at the Annual General Meeting followed by discussion and decision/direction of the resolution at the first full Ontario 4-H Council Board of Directors meeting following the Annual General Meeting. Submitted resolutions deemed operational are passed to the 4-H Ontario Executive Director where a progress report will be provided to the Ontario 4-H Council Board of Directors.

The Resolution Committee is chaired by the Director at Large of the Ontario 4-H Council Board of Directors. The Committee is comprised of a minimum of three members from the Ontario 4-H Council Board of Directors.

Responsibilities

• Working with 4-H Ontario staff to promote the development of resolutions by local 4-H Associations.
• Working with 4-H Ontario staff to educate local 4-H Associations on the resolution process.
• Submitting a written report two weeks in advance of each Ontario 4-H Council Board of Directors meeting.
• Reviewing resolution submissions and assigning responsibility for submissions (i. e. operational versus governance). Submitted resolutions deemed operational are passed to the 4-H Ontario Executive Director. Submitted resolutions deemed governance are reviewed for clarity then distributed to all local Associations for discussion to allow the Association Representative an opportunity to obtain direction from their local Association for voting purposes at the Ontario 4-H Council Annual General Meeting.
• Requesting a progress report on the operational resolutions from the 4-H Ontario Executive Director.
• The Chair of the Resolution Committee chairs the Resolution portion of the Ontario 4-H Council Annual General Meeting. The Chair is also responsible for working with 4-H Ontario staff to send letters to the submitting Associations acknowledging submitted resolutions, and after the first full Board meeting following the Annual General Meeting stating the decision or direction of the resolution submitted.

Resolutions that have been received for discussion at the Annual General Meeting and the decision or direction from the first full board meeting following the Annual General Meeting will be communicated to all Associations.

Timelines
July/August: Include in monthly mailings invitations for submitting resolutions, education about the resolution formatting and submission process, and communicate deadlines.

September: Further education in the monthly mailings

November: Submission deadline based on 4.1.2 Board Operations policy B-BO-14 Resolutions from Association (120 days in advance of the Annual General Meeting) and the actual date of Annual General Meeting

November/December: Email acknowledgement of resolutions submitted;
Determines operational versus governance based Resolutions and forwards those deemed operational to 4-H Ontario Executive Director; Committee reviews submissions and works with Associations for clarification if necessary

January: (minimum 75 days prior to Annual General Meeting) – Resolutions are distributed to local Association Representatives and Presidents

March: (Annual General Meeting) – Chair of Resolutions Committee leads discussion and voting on resolutions with the assistance of the Parliamentarian.
4-H Ontario Executive Director reports on progress with the resolutions that had been deemed operational

May/June: Resolutions from the Annual General Meeting are discussed and voted on by the Ontario 4-H Council Board of Directors. Letters are sent to the submitting local 4-H Associations notifying them of the decision/direction and communicating the decision/direction to 4-H Associations.

Board Evaluation Committee Terms of Reference

The Board Evaluation Committee is responsible for creating and reporting on 4-H Council Board Evaluation. The Committee is comprised of a minimum of three members from the Ontario 4- H Council Board of Directors. The Committee Chair is elected by the Committee at the Inaugural Board Meeting.

Responsibilities

• To create an evaluation for the board governance training
• To create a Board evaluation for each 4-H Council Board of Directors meeting
• To send the evaluation to the Executive Assistant to prepare for distribution, at least 2 weeks prior to meeting.
• Ensure Executive Assistant sends the evaluation out to all Directors following each meeting
• Discuss results from each evaluation with the committee and submit a written report two weeks in advance of each Ontario 4-H Council Board of Directors meetings.
• To create a yearly Board evaluation for the Ontario 4-H Council Board of Directors
• The Committee will recommend topics for Board Education that the Executive Committee can select from as they deem necessary or appropriate”.
• Evaluation Committee will search out and recruit an individual to summarize the Board year end evaluation and provide an executive summary prior to March Meeting.

Timelines

• Following each Ontario 4-H Council Board of Directors meetings a Board
• Evaluation will be sent out by the Executive Assistant to all Board members by email.
• Evaluations need to be completed and submitted one week from the meeting date
• Discussion of results from the evaluations with the Committee and submit a written report two weeks in advance of the next Ontario 4-H Council Board of Directors meeting.
• Send out a yearly Board evaluation following the January Ontario 4-H Council Board of Directors meeting and discuss results with Committee and submit a written report two weeks in advance of the March Ontario 4-H Council Board of Directors meetings.

Date Passed, Amended or Reviewed:2000/ 2005/ 2010/ 2012/ 2013/ 2014/ 2018/ 2019/ 2021

(Amended: September 15, 2020)

Board Directors are also required to adhere to all volunteer code of conducts within 4-H Ontario. Board directors will function in an ethical manner, contribute to the work of the board, support the decisions of the board, and respect the confidentiality of privileged information. Accordingly:

• the board will speak with one voice. All board directors will support all board decisions outside of the room.
• board directors will endeavour to attend all meetings
• board directors will not reveal to anyone, not normally present at board meetings, any confidential information, which they become aware of during the performance of their duties.

Breach of these expectations will result in a review by the Board, which may result in dismissal from the Board by a 2/3 majority vote of the Board directors (excluding the Board Director (s) in question), with the decision of the Board being final.

Date Passed, Amended or Reviewed:2000/ 2005/ 2007/ 2009/ 2011/ 2015/ 2019/ 2020/2023

(Reviewed: June 12, 2021)

Directors shall not be involved in discussions or decisions where a conflict of interest exists or appears to exist at Board Meetings. Directors are expected to disclose a conflict of interest at the earliest possible time.

A conflict of interest exists if an individual (Director, staff, executive) is directly involved in a matter being discussed where said individual has a duty to more than one organization, but cannot do justice to the actual or potentially adverse interests of both parties. (i. e. , A Director who is employed by a funding partner or sponsor may not be involved in discussions or make decisions on matters where the funding partner or sponsor is the donor. )

The Directors or Executive Director may ask a Director or staff member to leave a discussion or decision where they feel a conflict of interest is present.
Directors and staff members shall conduct themselves in a manner, which would bear public scrutiny while conducting 4-H Ontario business.

Date Passed, Amended or Reviewed:1996/ 2000/ 2005/ 2009/ 2012/ 2014/ 2018/ 2021

(Amended: March 23, 2018)
Directors will understand and conduct themselves in legal and ethical ways.

Date Passed, Amended or Reviewed:2000/ 2005/2009/ 2014/ 2018, 2021

(Amended: October 26, 2019)

Preapproved or policy bound expenses incurred while on Council business may be reimbursed at the approved Council rates. Expense forms are to be submitted along with the original receipts where applicable, within 30 days of the event. Expense forms not submitted within the 30 days will not be paid.

Directors/Association Representatives may choose to donate all or part of their expenses by either a cheque swap (exchange of cheques) or as a gift in kind (no exchange of cheques) to receive income tax receipt for donation.  Director / Association Representative must provide written direction on the Expense form if they would like their expenses to be treated as a gift in kind.  Acceptable wording for the gift in kind is “I_________ direct that the funds to which I am entitled by way of reimbursement for ___________ and would otherwise be forwarded to me by cash or cheque be transferred to ____________as my gift.

Date Passed, Amended or Reviewed:1994/ 2000/ 2006/ 2009/ 2014/ 2015/ 2019/2022

(Reviewed: Mach 23, 2018)

4-H Ontario supports learning and development of skills for the Board of Directors. The cost of opportunities of a professional development nature deemed advantageous by the Board or the Executive Director may be covered by the Ontario 4-H Council. Written request for expense coverage must be submitted to the Board President or Executive Director prior to the event or opportunity. The Director will be responsible for the initial expenses. Council may reimburse the agreed upon portion of expenses upon attendance, receipt of a written report and any other agreed upon requirements within one month following the event.

Date Passed, Amended or Reviewed:2000/ 2004/ 2006/ 2009/ 2014/ 2018

(Reviewed: March 23, 2018)

Resolutions will be accepted from the membership for discussion at the Annual Meeting or any other general meeting of the Ontario 4-H Council provided that they are typed and received no later than 120 days prior to the Annual or general meeting. Associations will be notified of the intent to discuss resolution(s) received no later than 75 days prior to the Annual General Meeting.

Date Passed, Amended or Reviewed:2001/ 2008/2010/ 2011/2013/ 2014/ 2018, 2021

(Amended: January 18, 2020)

Board Directors must receive information and training, at least once per year, and as required, to fulfill their governance roles and responsibilities and to comply with the organizations principle of effective governance.

Board Training:  Board Members must receive information and training, at least once per year, and as required, to fulfill their governance roles and responsibilities and to comply with the organization’s principle of effective governance

Date Passed, Amended or Reviewed:2003/ 2008/ 2010/ 2012/ 2015/ 2020/2023

(Updated: October 26, 2019)

The Ontario 4-H Council and the activities of Ontario 4-H Foundation respects the privacy of its members, volunteers, donors, sponsors, staff and stakeholders and adheres to all legislative requirements with respect to privacy. 4-H Ontarios Privacy Officer is committed to ensuring that appropriate measures and safeguards are in place to protect specific information that is held for the purpose of the program.

The Privacy Officer will use the privacy principals outlined in the Federal Personal Information Protection and Electronic Documents Act (January 2004) as guidelines for best practices.

Personal information is collected only for the following reasons:

• To establish and maintain a responsible relationship and provide ongoing service and support.
• To maintain, develop, enhance and market 4-H programs and opportunities to be consistent with the programs mandate.
• To be compliant with 4-H Ontarios screening policy to meet program requirements.

4-H Ontario does not rent, sell or trade mailing lists held by the organization.

Date Passed, Amended or Reviewed:2003/ 2011/ 2015/ 2019

(Amended: March 23, 2018)

The Ontario 4-H Council supports the maintenance of a Contingency Reserve Fund. This fund should be a minimum of three months operating budget, to a maximum of six months operating budget. At the discretion of the Executive Director with appropriate staff and Executive Committee consultation, at the end of each year net income in excess of $30,000 will be transferred to the Contingency Reserve Fund and/or other specific investment/purpose. The Contingency Reserve Fund will be reviewed yearly.

For additional details see Section 5 – Appendix B: Ontario 4-H Council Board Procedures

Date Passed, Amended or Reviewed:2004/ 2005/ 2008/ 2014/ 2018/2021

(Reviewed: October 26, 2019)

Minutes shall be kept of every meeting, and the secretary will electronically distribute a draft of the Minutes to the Ontario 4-H Council Board of Directors for review. Directors will have (7) days after electronic distribution of the draft Minutes to propose corrections, clarifications, other revisions, or log an objection to the approval of Minutes. Clerical revisions will be taken under consideration by the Secretary.

After seven (7) days, a teleconference call will be scheduled to discuss any corrections, clarifications or revisions and to approve the Minutes. The Minutes will then be available to post to the public side of the 4-H Ontario website.

Date Passed, Amended or Reviewed:2016/ 2019/2021

(Updated: June 12, 2021)

In order for 4-H Associations to be in Good Standing with the Ontario 4-H Council, they will need to meet the following requirements: Function within a structure that supports the delivery of programs in a positive youth development philosophy. That is: 4-H youth ( Cloverbuds and members )supported by 4-H volunteer in completion of skill development projects by Learning To Do By Doing within the provincial age range.

FINANCIAL VIABILITY
Complete an annual filing of an approved financial statement (including income statement and balance sheet) and include motion (mover and seconder) approving the year end financials to 4-H Ontario Director, Professional Practice

• If Association AGM occurs prior to March 1st, financial reports are due March 15th to avoid suspension of voting privileges at next 4-H Ontario AGM.
• If Association AGM occurs after March 1st, financial reports are due April 30th to avoid suspension of voting privileges at the next 4-H Ontario AGM.
• No financial reports for the previous fiscal year will be accepted after April 30th of the current fiscal year without suspension of voting privileges. (Even if voting privileges are suspended, financial reports still need to be submitted).

Adhere to accounting practices which meet 4-H Ontario provincial standards in format and content.

LOCAL ASSOCIATION BOARD PRACTICES

• Review Association Constitution / Bylaws and Policies on a regular basis
• Seek out and follow 4-H Ontario policies
• Use parliamentary procedure at all Association Meetings
• Forward Association Meeting Minutes to 4-H Ontario regional 4-H Ontario staff, in a timely manner
• Hold an Association Annual General Meeting that is publicly advertised to all stakeholders and of which 4-H Ontario is made aware of at least 90 days in advance

• Lead by example with full respect to the 4-H in Canada Code of Conduct in an inclusive, transparent, and 4-H values based manner
• At least one representative (Association Representative) from a local Association attend the Annual General Meeting of the Ontario 4-H Council
• Active participation in 4-H Ontario teleconferences for volunteers in specific roles (i. e. , Presidents, Vice Presidents, etc. )
• Ensure regional 4-H Ontario Staff are included on all Association email / mail information blasts

LOCAL ASSOCIATION EVENTS

• Encourage youth programming that teaches the core competencies of 4-H: judging and critical thinking, parliamentary procedure, communication and public speaking, hands on skill development and community contribution
• Associations will strive to hold youth events that highlight youth knowledge and achievement such as: Awards Night(s) to honour youth and volunteer achievement (ensuring 4-H Ontario is aware of the date 90 days in advance);  Family fun/rally/sign up type event to assist in marketing the opportunities and recruiting new volunteers and youth members; An Association level judging event (inclusive of agriculture and life skills), and/or supporting participation in a Regional Judging Competition; An Association level Go For The Gold event, and/or supporting participation within Regional and Provincial Go For The Gold Competitions.

PROMOTION PRACTICES

• Promote the 4-H program to the general public
• Support and encourage youth members and volunteers to participate in Regional, Provincial, and National 4-H opportunities, including camps, conferences and competitions
• Leverage the Associations webpage on 4-H Ontario’s website to promote active clubs, events and key contacts and/or utilize other forms of social media promotion (i. e. Facebook, Twitter, Instagram) to promote Local Association activities.
• Follow 4-H Canada brand standards as outlined in the 4-H Canada Brand Standards found in the Appendix section of the 4-H Ontario policy manual.
• Associations standing will be reviewed annually to ensure requirements are met. If there is evidence of a requirement that is not being met, the Ontario 4-H Council will review the status of the Association with the provincial body in order to rectify the situation. Membership privileges may be suspended if the Ontario 4-H Council is not satisfied with remedial actions.

Effective January 1, 2017, If an Association has not met the requirements as described above, the following measures will be implemented:

1. 4-H Ontario funding opportunities that flow through the provincial office will be suspended with no compensation for any missed funding once the Association has complied.

2. Secure 4-H Ontario website access is suspended to entire Association, including youth members and volunteers.

3. Youth members and volunteers will NOT be eligible to participate in any 4-H Ontario event/activities. 4. All volunteer training opportunities will be suspended.

5. Suspended Voting Rights for Associations at the Ontario 4-H Council Annual General Meeting. 4-H Ontario staff will support the Association in obtaining proper documentation in order to regain their good standing status. An Association will regain their good standing status after they have complied to the satisfaction of the 4-H Ontario Staff.

Date Passed, Amended or Reviewed:2016/ 2019/ 2021/2023

Active Association Parameters: An active 4-H Association in Ontario is responsible and accountable for the delivery of the local 4-H program. To effectively manage the operations of an active 4-H Association, the following minimum activities/structure must be in place:

• Core Board Executive Association Representative, President & Vice President, Secretary, Treasurer and Membership Coordinator
• Minimum of four (4) quarterly Board meetings (either in person or using available technology), documenting and maintaining records of meeting.
• Bank account with a credited Canadian financial institution and provide regular financial reporting to the 4-H Association Board as noted in the 4-H Association Board minutes. (suggestion to remove because it is not current practice and may be difficult to satisfy for some Associations).
• One (1) active 4-H club compliant with the Rule of Two (minimum of two Volunteers in Good Standing) as per 4-H Canadas Supervision Policy with, at minimum, two (2) screened and trained volunteers who are not spouses.

Date Passed, Amended or Reviewed:2016/ 2020/2021

(Amended: January 18, 2020)

Parents entrust their children with 4-H volunteers who are responsible for the supervision and safety of 4-H youth. As a youth serving organization, 4-H Ontario demonstrates its Duty of Care through its policies and the steps we all take to show reasonable care has been taken to avoid harm. Three examples of Duty of Care in 4-H are:

• Policies surrounding screening of Volunteers,
• Volunteers thinking about supervision and safety first,
• Using tools such as contact information and an Incident Report in case of emergency.

Youth cannot be responsible for their own safety. As Volunteers, our role is to protect them from all harm (from themselves, each other and adults). Supervision is key to the safety of all 4-H youth. Volunteers who are in regular contact with youth, such as Club Volunteers and chaperones, are in Volunteer positions that require the most trust and are taking on a high level of risk. Therefore, 4-H Ontario insists that every Club Leadership consists of at least 2 Volunteers in good standing. If there are not at least two (2) Volunteers in Good Standing as Leaders for a Club, the project will not be accepted as an official Club and Members will not receive credit.

4-H Ontario is committed to ensuring all 4-H youth have a quality and healthy experience, and Volunteers have adequate training and support to keep all Club participants safe. Parents of our 4-H youth expect that we will ensure the safety of youth by ensuring our volunteers are in good standing.

Club Volunteers should plan programming with safety as the priority. Programs should be planned in such ways that eliminate situations where there would be access to a 4-H Youth in private by an adult. This includes ensuring that Volunteers are never alone when transporting youth to events. In this way, you are limiting the risk of harm by an adult to a child and avoiding false allegations. Another important strategy to ensure safety is to be sure to welcome parents to drop by anytime unannounced so that you create an open atmosphere.

If you are sitting on a board of directors, you must lead by example and complete the engagement learning process. You are the leadership of the local 4-H Association and therefore share the responsibility with 4-H Ontario to ensure screening and training is completed by Volunteers and making sure our youth are protected from harm.

Everyone has a role to play in ensuring 4-H is a community of caring for each other (youth and Volunteers); all protecting and supporting each other to ensure all Youth and Volunteers are safe and healthy.

Date Passed, Amended or Reviewed:2019/2020/2023

(Established: June 22, 2019)

As a staff member or a volunteer in a youth organization, your responsibility is to be aware of and alert to signs of child abuse and inappropriate conduct and to report those concerns.

Recognizing Child Abuse and Neglect

Physical abuse is any deliberate physical force or action, by a parent or caregiver, which results, or could result, in the injury to a child. It can include bruising, cuts, punching, slapping, beating, shaking, burning, biting or throwing a child. Using belts, sticks or other objects to punish a child can cause serious harm and is also considered abuse.

Neglect occurs when a caregiver fails to provide basic needs such as adequate food, sleep, protection from risks, education, clothing or medical treatment. It also includes leaving a child alone or failing to provide adequate supervision. If the caregiver is unable to provide the child with basic needs due to financial inability, it is not considered neglect, unless relief has been offered and refused.

Emotional abuse is a pattern of behaviour that attacks a child’s emotional development and sense of self-worth. It includes excessive, aggressive or unreasonable demands that place expectations on a child beyond his or her capacity. Emotional abuse includes constantly criticizing, teasing, belittling, insulting, rejecting, ignoring or isolating the child. It may also include exposure to domestic violence.

Sexual abuse occurs when a child is used for the sexual gratification of an adult or an older child. The child may co-operate because he or she wants to please the adult or out of fear. It includes sexual intercourse, exposing a child’s private areas, indecent phone calls, fondling for sexual purposes, watching a child undress for sexual pleasure, and allowing/forcing a child to look at or perform in pornographic pictures or videos or engage in prostitution.

Grooming is usually a slow, gradual and escalating process of building trust and comfort with a child. A child sex offender can use a variety of subtle, manipulative techniques to gain access to a child and increase the chances that the child will agree to his/her sexual advances. Child sex offenders build rapport with the adults around the child so that his/her involvement with the child is welcomed and encouraged. Grooming typically moves to test the child’s boundaries (and the child’s ability to protect him/herself) through the telling of sexual jokes, engaging in roughhousing, backrubs, sexual games, etc. , in an attempt to see if s/he is at risk to tell someone. Grooming typically progresses from nonsexual touching to ‘accidental’ sexual touching. This usually occurs during play, so the child may not identify it as purposeful, inappropriate touching.

What to Watch For
As a volunteer or staff providing services to youth, you need to watch for signs of possible child abuse or neglect. There are two main types of signs: indicators and disclosures.

Indicators

Many indicators – especially those of a behavioural nature, such as anxiety or developmental lags – may be signs of other problems. However, a series of indicators observed over a period may be a youth’s reaction to abuse or neglect and may appear as dramatic changes from the child’s or youth’s normal behaviour. Volunteers or staff may also observe patterns of conduct that are consistent with indicators of grooming. Indicators alone do not prove child abuse or neglect; however, they signal a need for your applicable child welfare organization or police to learn more about the youths circumstances. That is why indicators must be reported to your applicable child welfare organization or the police, as well as your provincial 4-H office.

Please refer to this document for a detailed outline of the forms of abuse and possible physical and behavioural indicators to watch for:

https: //www2. gov. bc. ca/assets/gov/public-safety-and-emergency-services/public-safety/protecting-children/childabusepreventionhandbook_generalpublicbooklet. pdf

Disclosure

A youth may tell you directly that they are being abused or neglected. Disclosure might begin with one example to see how you react. In other cases, youth do not disclose directly but communicate what they have experienced indirectly through their behavourious, emotions, art, writing, appearance, inquiries or discussions about fears, concerns or relationships. Youth also divulge information through indirect statements, statements with conditions (eg. promise to not tell) or third-party statements (eg. my friends parent is hurting her).

Please refer to the Commit to Kids training handbook for detailed information on responding to and supporting a youth who may be disclosing abuse or neglect to you.

4-h-canada. ca/sites/default/files/risk-management/csa_preventiontraining_handout_en. pdf

Recognizing Inappropriate Conduct

Within the 4-H in Canada Code of Conduct there is an outline of the expectations and guidelines for everyone involved in 4-H activities. Conduct that conflicts with the 4-H Code of Conduct or other 4-H policies may not be against the law in other contexts, but it is still considered inappropriate and must be appropriately reported. For example:

• a violation of a youths privacy or personal boundaries
• unauthorized contact with a child
• the use of drugs or alcohol during a 4-H event
• bullying behaviour, verbal or physical
• or other behaviours in conflict with the Code of Conducts or Two Leader Rule.

Please note that misconduct may be carried out by a youth member, for example, cyberbullying or drug use, and it must be reported as well.

Your Responsibilities

To report suspicion of abuse or neglect

If you have reason to believe that a youth is experiencing child abuse or neglect, then you are legally required to report your concern to the appropriate local child protection agency or police. You do not need to be certain. It is the agencys job to determine whether abuse or neglect has occurred or is likely to occur. 4-H Canada also requires you to report your concern to your provincial 4-H office.

To report suspicion of inappropriate conduct

Conduct not relating to child abuse or neglect, but which is inappropriate or in conflict with 4-H policies, must be reported to your provincial 4-H office.

To keep information strictly confidential

Keep all information in strictest confidence, including the name of youth and those accused, and the nature and details of the allegation. Do not discuss the matter with anyone other than the appropriate authorities and your provincial 4-H office for reporting purposes.

Guidelines for Reporting Abuse or Misconduct
4-H Canada is following the best practices for reporting developed by the Canadian Center for Child Protection. Below are the specific details.

Making your report of abuse

• Report immediately to local child protection agency or police service
• After reporting to officials, report to your local provincial 4-H office
• Maintain strict confidentiality
• Do not conduct any investigation to substantiate allegations. This is the role of child protection agencies and police.

Making your report of inappropriate conduct

• Report immediately to your provincial 4-H office
• Maintain strict confidentiality.
• The provincial office is responsible for notifying the person against whom an allegation is made of the procedures for addressing the allegation and the provincial office will determine if that person should be suspended during the investigation.
• Do not conduct any investigation to substantiate allegations. The provincial office will conduct and document the investigation.

Please see Appendix H for the 4-H Ontario Steps for Reporting Child Abuse

Date Passed, Amended or Reviewed:2019

(Established: September 15, 2020)

Safety Assessment and Management Policy

1. 4-H Staff and volunteers are responsible for conducting program safety assessments and implementing preventative procedures that follow all policies and guidelines. This includes:
   Submitting an activity plan that includes an emergency response plan
   4-H Ontario will review the plan and provide confirmation
   Share the plan with all youth, leaders, and families in advance of the activity
2. Only activities that abide by all policies are sanctioned 4-H events that have insurance coverage for youth, volunteers, staff, and guests.
3.  Staff and volunteers are responsible for coordinating the management of participants health during 4-H activities. This includes:A participant form must be completed annually by all youth and leaders to indicate membership with 4-H Ontario and permission to attend activities kept up to date, and on hand for all youth and adult participants at all activities. Leaders must review the form and discuss respectfully and in confidence any health issues with youth and parent/guardians to develop a plan to manage care as required.Maintain the strict confidentiality of personal, health, or incident information, Information must only be discussed with those who are providing direct supervision, are responsible for administering first aid, or are providing care.
   Notify 4-H Ontario of minor or serious incidents related to illness, injury, accidents, or safety concerns.

Guidelines for Incident Reporting
Staff and volunteers must document all incidents, whether minor or serious, that occur during a 4-H sanctioned activity. The purpose of the Incident Report is to ensure 4-H has details of the incident should questions arise and to ensure measures are taken to prevent future incidents. It is a tool to protect and support the youth, staff, leaders, and the organization. A paper copy of the incident report should be on hand during any 4-H activities so that it is easy to take notes before entering the incident details into the online form.

Non reportable incidents: can be resolved quickly and are unlikely to have future repercussions. For example:

• basic first aid treatment (scrapes, cuts)
• property damage (that can be quickly remedied)
• behavior and discipline issues

Incidents that must be reported include:

A minor incident is a regular occurrence or near miss. These incidents must be documented in an incident report so they can be reviewed to determine any preventive measures or mitigation or may have insurance implications. For example:

• Illness or injury requiring first aid
• Property damage that cant be quickly repaired
• Ongoing or serious discipline issues / conflicts

A serious incident involves any of the following and requires detailed documentation in the incident report:

• Assistance from authorities (fire, police, ambulance, etc. )
• Participants who are emotionally or psychologically distressed
• Widespread illness of many participants (e. g. at a large event/camp)
• A stay in a hospital
• Life-threatening illness
• Has future health care repercussions
• Poses a serious or significant negative impact on the 4-H organization
• Future insurance implications
• Interest from the media
• Future negligence and/or criminal repercussions

For serious incidents, include the following with the incident report: the activity plan, notes/statements related to the incident, copies of any applicable permission forms, release of liability, or waivers.

Incidents must be reported electronically using the on line 4-H Canada Incident Reporting form on the 4-H Ontario website.

Date Passed, Amended or Reviewed:2020

(Established: September 15, 2020)

Misconduct Reporting and Appeals

1. 4-H has an open-door policy for reporting concerns of misconduct, harassment, or abuse, and takes these claims very seriously. A confidential report may be made by a youth member, leader, staff, parent, participant, or the public using our online reporting system. Reports will go directly to the provincial organization.

2. It is the responsibility of staff and volunteers:
o to document any concern about the emotional or physical safety of a youth, an incident that puts participant at risk, or a violation of 4-H in Canada Code of Conduct
o send a confidential incident report to the provincial organization

3. It is the responsibility of the provincial organization to:
o communicate with involved parties and notify 4-H Canada for serious incidents
o conduct investigations
o make determinations on suspension, consequences, and terminations
o manage appeals

4. As a youth serving organization, we are committed to ensuring youth and leader safety and to educating and developing the skills of our youth and leaders to prevent repeat incidents. 4-H will strive for an outcome involving coaching and mentoring before considering strict consequences

5. Grounds for suspension or termination include:
a. Involved party is the subject of an investigation of a:
i. Criminal offence
ii. Child protection report
iii. Other statutory offence
b. Involved party is under review for committing a serious, or repeated, breach of the 4-H in Canada Code of Conduct or Youth Safety policies
c. Involved party fails to comply with government statutes or regulations, putting 4-H in Canada, participants, or partners at risk of harm
d. Involved parties presence at a 4-H event is believed to pose a risk to others
6. 4-H will act promptly and will ensures the process of responding to allegations against any staff, leader, volunteer or youth is fair to all parties concerned.

7. Information is held in strict confidence, including the name of youth and those accused, and the nature and details of the allegation.

Recognizing Inappropriate Behavior and Misconduct
Within the 4-H in Canada Code of Conduct there is an outline of the expectations and guidelines for everyone involved in 4-H activities. Conduct that conflicts with the 4-H Code of Conduct or other 4-H policies may not be against the law in other contexts, but it is still considered inappropriate and must be reported. For example but not limited to:

• a violation of someones privacy or personal boundaries
• unauthorized contact with a child
• disrespectful or discriminatory remarks with the intent to offend whether in person; by phone, electronic means or social media
• the use of drugs or alcohol during a 4-H youth event
• bullying behaviour, verbal or physical that compromises the safety or well-being of another
• sexual behaviour (inappropriate touching, intercourse) with anyone regardless of gender, age or consent at a 4-H event
• suspicion of theft of funds
• actions that jeopardize safety or result in serious injury
• or other behaviours in conflict with the 4-H in Canada Code of Conduct.

Minor Incidents
For minor breaches of the 4-H in Canada Code of Conduct, a review and discussion will be completed at the local level.

Serious Incidents
After receiving an incident report, 4-H Ontario may suspend a volunteer, or youth. This allows time for: review of the incident, verification of facts of the allegations, and a decision of consequences, which may include termination.

Appeals:
Appeals must be made in writing within 30 days of a decision. For volunteers, If the dismissal is related to criminal charges, this period will be extended to 30 days beyond the final ruling of the court.

• Appeals are submitted to 4-H Ontario and are considered by the Ontario 4-H Council Grievance Committee.
• Appeals are to be accompanied by supporting documentation with respect to the initial decision or dismissal and as to the present and recent past good behaviour of the subject, and any other information to justify a request for the reinstatement as a youth participant or volunteer.
• It is at the discretion of the Grievance Committee to seek additional information and/or documentation from the subject in appropriate circumstances; however, shall be under no obligation to do so.
• The Grievance Committee needs to demonstrate fair and consistent review of both sides
• Appeal decisions will be made within six weeks of receipt of appeal.
• Appeal decisions made by the Grievance committee are final and will be communicated to the subject in writing.

Date Passed, Amended or Reviewed:2020

(Established October 2021)

1. Upon a decision, by majority secret ballot vote, of the members of the local 4-H Association, to dissolve the 4-H Association:

a. All physical assets of the 4-H Association shall be distributed as most appropriate, at the direction of 4-H Ontario:
Restricted assets of the 4-H Association be distributed in accordance with the stipulations of those assets i. e. a local endowment funds gifted through a will.
Transferred to another 4-H Association, Museum, or non-profit group, on such terms as 4-H Ontario directs; and/or
Held by a designated person or organization for a specified period of time (for those items personal to the club i. e. club banners), after which 4-H Ontario may give further direction with respect to the storage, distribution or transfer of such assets.

b. All Association accounts including petty cash will be closed with funds being sent to the Ontario 4-H Council (unless otherwise stated in the 4-H Association Constitution). Such funds shall be held with a view to the following: :
In the event that the 4-H Association re-forms within 3 years, 4-H Council may transfer such funds to the re-formed 4-H Association for use in local activities, on such terms as the 4-H Council directs and with regard in particular to 4-H Councils obligations as a registered charity to maintain direction and control over such funds; In the event that the 4-H Association has not re-formed within 3 years, the funds will then be transferred to the Ontario 4-H Council to be used to support youth related programming.

c. The Association records (historical, financial including inventory of assets) will be treated in the same manner as the Associations account. Ontario Council may maintain copies of these records.

2. If the Association is dissolved through a lack of membership or leadership, the previous years Association executive, in consultation with 4-H Ontario Coordinator, Volunteer Support, shall have the power to dispose of Association assets, in accordance with stipulations noted in 1a.

Date Passed, Amended or Reviewed:2021

Definition: Directors with up-to-date volunteer screening requirements and have signed and agreed to adhere to the Code of Conduct included in the Volunteer Participant Form and signed Consent to Act shall receive Director in Good Standing status.

A director must be a Director in Good Standing in order to be granted access to the Ontario 4-H Council Page on the Portal side of the website.

Directors have 30 days from time of election/appointment to be in compliance as Directors in Good Standing.

Date Passed, Amended or Reviewed:2022/2023

In accordance with the 4-H Ontario Council by-laws elections when necessary shall be conducted as follows
1. The election of President, Vice-President, Director at Large in accordance with by law 3.12 will be elected by a majority of votes. The directors will use an alternative preference ballot (ranked) through an instant runoff voting system. Candidates with the fewest number of votes will be eliminated, and their votes recalculated among the remaining candidates until the successful candidate receives 50% + 1 of the vote.
2. The election of directors at the annual general meeting in accordance with by-law 7.11 will be elected by a majority of the votes. The voting members will use a runoff voting system. Electors will vote for each open director position available.
3. In the event that there is a one (1) year director position available in addition to the five two (2)
year positions and there are 6 candidates the candidate with the fewest votes will receive the one (1) year director position. In the event that there is a one (1) year director position and more than six (6) candidates, a second election will occur following the election of the five two (2) year director positions. Candidates defeated in the two (2) year director election are eligible to run in the one (1) year director election.
4. A copy of this policy shall be included in the AGM package for Association Representatives.

Date Passed, Amended or Reviewed: January 2023

The Ontario 4-H Council will ensure sound management of investment funds as outlined in the Investment Guideline (see Section 5 – Appendices)

Date Passed, Amended or Reviewed:2023

If a company or organization requests a mailing be directly mailed or included in a 4-H newsletter, the company will be required to provide sufficient copies of their advertisement and/or cover the cost of mailing or advertisement space.  The company will complete an agreement regarding the financial return to Council and any other parties.

Ontario 4-H Council accepts donations in accordance with Canada Revenue Agency Policies as referenced in the Appendix

When the Ontario 4-H Council informs 4-H clubs and 4-H Associations of the availability of fundraising ideas no endorsement of products is suggested.

Date Passed/Amended/Reviewed: 2023

Gifts Requiring Board Approval

Certain types of gifts must be reviewed prior to acceptance due to the special liabilities they may pose for Ontario 4-H Council. Examples of gifts which will be subject to review include gifts of real property, gifts of personal property, and gifts of securities. Appraisals shall be provided by the donor for each type of special gift with Council reserving the right to obtain its own appraisal before accepting a gift and providing a charitable tax receipt.

Gifts Not Accepted

The Ontario 4-H Council reserves the right to decline a gift that could easily compromise 4-H’s public image, charitable status, reputation or commitment to its mission, vision and values. Gifts deemed to be too restrictive or resulting in a conflict of interest will also be declined.

Should the Ontario 4-H Council cease to exist or become incapable of administering a gift, Council will make its best efforts to ensure the gift(s) is used for the purpose it was intended.

Date Passed/Amended/Reviewed: 2023

(Reviewed: June 13, 2020)

The Executive Director is responsible:
• To achieve the organization’s corporate ends policies,
• To follow the policies on board / staff relations and reporting, and
• To adhere to the policies on staff limitations.

Date Passed, Amended or Reviewed:2000/2010/2016/2020/2023

(Reviewed: June 13, 2020)

The Executive Director is responsible for, and accountable for, the complete operations of the organization. To effectively manage the operations of the Ontario 4-H Council, the Executive Director will:
• Foster and maintain a skilled, ethical, results-oriented staff; and
• Operate the organization in such a manner as to avoid undue risk.
To enable the Executive Director to effectively manage the operations of the Ontario 4-H Council, the Board will:
• Delegate all staff authority through the Executive Director; this means the Board will not direct, manage, hire, or fire any staff people other than the Executive Director; and,
• Accept any reasonable interpretation by the Executive Director of Board policies on Corporate Ends and Staff Operations.

Date Passed, Amended or Reviewed:2000/2007/2016

(Reviewed: June 13, 2020)

The Board will monitor the Executive Director’s performance by monitoring the performance of the organization.

Date Passed, Amended or Reviewed:2000/2007/2016/2020

(Amended: June 13, 2020)
The Executive Director Performance Review will be completed annually within 60 days of the END of the fiscal year (or – in February of each year), in person, by the President and Past President of Council and Foundation Chair using the ED work plan.
Before this review, the Council Executive will meet with the Foundation Chair, Vice Chair and Past Chair to review the ED Work Plan and identify points of discussion for the ED Performance Review.

Date Passed, Amended or Reviewed:2000/2007/2012/2015/2017/2018/2020

(Reviewed: April 4, 2020)

Staff: The Executive Director will solicit staff input to develop a complete and concise written report prior to each Board meeting noting accomplishments, current tasks, and next steps. This report should relate directly to the operational plan.

Financial: Prior to each Board meeting the Finance Committee will review and provide the previous financial quarter report detailing actual and budgeted line items.

Meeting: Record of Motions and Action Sheet will be presented as separate documents from the meeting minutes. All relevant meeting

Date Passed, Amended or Reviewed:2000/2006/2007/2012.2016/2020

(Reviewed: April 4, 2020)
The Executive Director shall contribute quality information to the board from which to make educated decisions.
Accordingly, the Executive Director will:
• inform the board of any information of consequence to the making of corporate policy decisions affecting the organization’s performance; and
• present information in formats that are not unnecessarily complex or lengthy.

Date Passed, Amended or Reviewed:2000/2008/2016/2020/2023

Staff will not place the organization in a position of undue financial risk.
Accordingly, staff will:
• make expenditures only within budget, unless revenues are adequate that the budget net income will still be achieved;
• only incur capital expenditures within the approved annual budget, unless being granted board approval;
• borrow funds on behalf of the organization only where its corporate credit limit allows; and
• shall attend to receivables and payables in a timely manner.

Date Passed, Amended or Reviewed: 2000/2008/2016/2019/2023

(Reviewed: September 15, 2020)

Removed October 2022

Date Passed, Amended or Reviewed:2000/2008/2014/2016/2020/2021

(Reviewed: September 15, 2020)

4-H Ontario recognizes the importance of protecting the business while preserving the rights of employees to participate as volunteers within the community.

The following guidelines set out expectations concerning an employee who volunteers with a 4-H Association, as they are affiliated and pursuing the same goals. As an employee, you are expected to act at all times in the business’ best interest and to exercise sound judgment unclouded by personal interests or divided loyalties. Employees should avoid both the perception of, and the reality of a conflict of interest in performing their duties at 4-H Ontario, as well as in volunteer activities with any organization.

A conflict of interest exists if your circumstances would lead a reasonable person to question whether your motivations are aligned with 4-H Ontario’s best interests. This might include holding exceptional influence within the organization, knowledge or disclosure of confidential or sensitive information, or other such questions of conflict.

Guidelines
1. Upon being hired as an employee by 4-H Ontario, any individual who is participating as a volunteer on an Association executive including but not limited to the following named roles, or in any role that has decision making and/or influence, is expected to resign their position within ninety (90) days from the employment start date.
• President
• Vice President
• Association Representative
• Screening Officer
• Membership Coordinator
• Livestock Coordinator
• Awards Coordinator

2. Employees of 4-H Ontario may volunteer within a 4-H Association as a volunteer-at-large, as a club leader or assisting at clubs and events.

3. 4-H Ontario property equipment and tools that are provided to the employee to complete their duties are not to be utilized for personal or volunteer purposes. This includes but is not limited to smartphone, computer, teleconference lines, email addresses, documents, meeting minutes and any pertinent information that is for business use only.

4. When the employee is conversing with another employee regarding their volunteer activity, they are to distinguish what the call information is being utilized for by stating clearly: “I am asking as a volunteer”, or some similar statement.

5. Supervisors and employees shall be responsible for identifying potential conflict of interest. The Executive Director is to be informed. Employees must consult with their supervisor prior to engaging in any activities that may be seen as conflict of interest.

6. Employees who fail to honour the provisions of this policy will be considered to be in breach of the employment contract with 4-H Ontario and may be subject to disciplinary action up to and including termination of employment.

7. 4-H Ontario strongly encourages that employees do not volunteer to take on any decision-making positions within a 4-H Association up to three months following their last day of employment with 4-H Ontario
The interests of 4-H Canada and 4-H Ontario are somewhat aligned, therefore acting jointly for both 4-H Ontario and 4-H Canada places an employee in a conflict of interest. As such, an employee of 4-H Ontario may not concurrently volunteer in a decision-making or influential position with 4-H Canada or serve on the 4-H Canada Council while in the employ of 4-H Ontario.

Date Passed, Amended or Reviewed:1996/2000/2009/2014/2016/2020

(Reviewed: January 19, 2019)

Any contract for services or offer or employment to external candidates, over $10,000, shall be made in a fair, competitive selection process.

Date Passed, Amended or Reviewed:2000/2010/2016/2019/2022

(Reviewed: April 4, 2020)

4-H Ontario will strive to provide fair and competitive wages based on industry standards for Not-for-Profit organizations in Ontario.

Date Passed, Amended or Reviewed:2000/2003/2014/2016/2020/2022

(Reviewed: January 18, 2020)

The Executive Director will not be absent from the work place without indicating a temporary replacement and providing the replacement with all information necessary to carry on his/her duties. This information may be provided directly or made accessible through other staff.

Date Passed, Amended or Reviewed:2000/2010/2016/2020

(Updated: June 22, 2019)

The Executive Director will not place the organization in a position of undue liability risk.
The Executive Director will notify the board immediately if the organization’s 3rd Party Liability and Directors and Officers Liability Insurance policies were going to lapse.
Staff and Directors are responsible for ensuring that all 4-H equipment (i.e. computers, printers, monitors) are covered under personal tenant or property owner insurance.

Date Passed, Amended or Reviewed:2000/2010/2016/2019/2022

(Passed: January 23, 2021)

Refunds for the Provincial Youth Participant Fee will be granted as follows:
• Full refund of provincial youth participant fee less $10.00 administration fee if written request is received by 4‐H Ontario within seven (7 days) of registration date.
• 50% refund of provincial youth participant fee if written request is received by 4‐H Ontario within 30 days of registration date and less than two (2) club meetings attended
• No refunds after 30 days of registration date.

Exceptions may be granted under extraordinary circumstances providing the request is submitted in writing to 4‐H Ontario and clearly identifies the reason for the exception.

Date Passed, Amended or Reviewed:2021

(Reviewed: April 4, 2020)

No participants (Cloverbuds, youth,  volunteers, chaperones, coaches, facilitators, staff, parents, friends of a youth) at a 4-H event shall be exempt from 4-H Ontario Policies.

Date Passed, Amended or Reviewed:1992/2000/2014/2016/2020/2023

(Reviewed: March 20, 2021)

B-BSR-16 – Club In Good Standing
(Revised October 15, 2022
4-H clubs in Ontario can complete projects on topics from two places:
1) 4-H Ontario provincial resource library (on the 4-H Ontario website), including:
a) Provincially developed projects or
b) Locally submitted and approved for provincial use or
2) Global resource library (on the 4-H LEARNS website).
Project Resource manuals that are local or global in nature must be provincially approved for use as a project in an Ontario 4-H Club.
In order for 4-H clubs to be deemed active:
1. The club must have a minimum of two (2) current 4-H Ontario Volunteers in Good Standing, who are not spouses, consistently engaged in club leadership and supervision of youth.
2. Within the youth industry, it is a recognized guideline that there must be a four (4) year age gap between the trained leader/screened volunteers and the participants to ensure they have the maturity and independence to be successful leaders and that they are not within the same peer group.
3. The club must be registered into the 4-H Ontario immediately following the second meeting (or 4 hours) of the club.
4. The club must have at least six (6) youth participants.
5. The club must have a minimum of twelve (12) “teachable” hours.
6. The club must plan and execute an Achievement program.
Note: In order to ensure the safety of 4-H participants and a quality program, only 4-H Ontario Volunteers or Participants in Good Standing may receive awards, have their 4-H club registered in the 4-H database and have their group or team receive recognition and participate in 4-H events. Only volunteers can have their clubs registered.

Date Passed, Amended or Reviewed:1993/2000/2014/2016/2018/2019/2020/2021/2022

(Removed: September 15, 2020)

Date Passed, Amended or Reviewed:1989/1993/2000/2013/2016/2018/2020

(Removed: January 23, 2021 Refer to B-CE-11 Inclusion)

Date Passed, Amended or Reviewed:2000/2011/2016/2020/2021

(Reviewed: August 17, 2019)

The Ontario 4-H Council will not endorse any products which are in contravention of its values.

Date Passed, Amended or Reviewed:1990/2000/2014/2016/2019/2023

(Reviewed: January 18, 2020)

Charitable donation receipts will not be issued in violation of Canada Revenue Agency guidelines.

Date Passed, Amended or Reviewed:2000/2003/2011/2016/2020

(Reviewed: October 17, 2020)

In order to act as 4-H club leaders, volunteers must be in good standing. Volunteers who are volunteering on their local Association’s board of directors must be in good standing within 90 days of the conclusion of their Association Annual General Meeting.
New Volunteer: In order to be officially accepted to be a new 4-H Volunteer, every individual must complete all the steps in the screening process to become a volunteer.
10. Application
11. Reference Checks
12. Interview with local Association
13. Complete a Vulnerable Sector check and submit to 4-H Ontario
14. Complete Child Protection Training (as identified by the 4-H in Canada Youth Safety Policies).
15. Complete a New Volunteer Orientation session
16. Be recommended by their local Association
17. Receive acceptance by 4-H Ontario
18. Complete and sign the Annual Volunteer Participation Form.
To remain a Volunteer in Good Standing:
6. Complete a re-engagement learning opportunity every three years.
7. Submit a Police Record Check (also referred to as Criminal Matters and Judicial Check) every three years.
8. Complete Child Protection Training (as identified by the 4-H in Canada Youth Safety Policies) every three years.
9. Complete and sign the Annual Volunteer Participation Form.
All Volunteers must complete steps as outlined in the 4-H in Canada Youth Safety Policy B-CE-10.

Date Passed, Amended or Reviewed:1993/2000/2008/2012/2014/2016/2018/2019/2020/2023

(Reviewed: April 15, 2016)

The 4-H name shall not be connected with any event that fails to meet the guidelines in the Memorandum of Understanding that outlines 4-H Ontario’s requirements for the event.

Date Passed, Amended or Reviewed:2000/2014/2016

(Reviewed: August 17, 2019)

No infringement of copyrighted material will be allowed within the Ontario 4-H program.

Date Passed, Amended or Reviewed:2000/2014/2016/2019/2023

(Updated: August 17, 2019)
4-H Canada Brand Standards will be followed as per Brand Stand Manual found in Appendix E.

Date Passed, Amended or Reviewed:1997/2000/2012/2016/2019/2023

(Removed: June 22, 2019)

See Policy B-BSR-13 Insurance

B-BSR-25 3rd Party Liability and Directors & Officers Liability InsuranceDate Passed, Amended or Reviewed:2000/2010/2016/2019

(Updated: October 26, 2019)

See Policy B-BO-16 Protection of Personal Information

Date Passed, Amended or Reviewed:2003/2014/2016/2019

(Updated: January 23, 2021)

Upon completion of the confidentiality waiver by a Local 4-H Association, the Privacy Officer or designate will provide access to information held within the 4-H Ontario database as necessary and available to Local 4-H Associations.

Date Passed, Amended or Reviewed:2004/2014/2016/2021

(Updated: January 18, 2020)

Adult to youth ratios will be reviewed regularly and are determined based on existing industry standard and established by 4-H Canada. Ratios are adjusted for the activity and level of supervision required based on the risks and the complexities of the activity/program.

Date Passed, Amended or Reviewed:2017/2020

(Reviewed: June 13, 2020)

The Executive Director Succession Action Plan fulfills the important task of ensuring there is a viable plan in place when the Executive Director’s position becomes vacant for any reason.

The Executive Director Succession Action Plan will be reviewed by the Ontario 4-H Council Executive Committee annually and will report to the Ontario 4-H Council Board of Directors after review.

Date Passed, Amended or Reviewed:2017/2020

(Passed: June 16, 2018)
(Reviewed January 22, 2022)

The following types of gifts must be reviewed and approved by the board of Directors:
• Gifts of personal property
• Gifts of property whose value is not readily ascertainable, such as securities
• Gifts of real estate
• Gifts of residuary interests
• Requests to return a gift

Before acceptance, relevant information about the gift shall be ascertained, including a copy of any appraisal secured by the donor. 4-H Ontario reserves the right to obtain its own appraisal for gifts. 4-H Ontario reserves the right to decline a gift based upon the following factors and any other factors determined by its governing boards from time to time.

The following types of gifts will not be accepted:
• In contradiction of 4-H Ontario ends statement/purpose/values
• Possible controversy into which 4-H Ontario may be drawn
• Costs of 4-H Ontario ownership for administration and management
• Compliance with laws
• Other gifts that contain identified risks to 4-H Ontario deemed by the Executive Director or board

Date Passed, Amended or Reviewed:2018/2022

(Passed: June 13, 2020)

In the event of a Provincial State of Emergency, 4-H Ontario club structure could possibly be modified to maintain/enhance participant experience. These modifications would depend on the Provincial State of Emergency regulations/restrictions. To seek approval, club/association/volunteers must email the 4-H Ontario  Manager, Youth Experience (or designate) and Director Professional Practice(or designate) at least three weeks prior to commencement of club activities with the information outlined below. All requests will be reviewed within 14 working days of being received. Not all requests can or will be accommodated.

In the submission for consideration, the following information must be included: Name of 4-H Club, 4-H Association club is being hosted in, names of club volunteers and their contact information, reason for the request, plan for member engagement and what steps were taken to adhere to current policy.

Date Passed, Amended or Reviewed:2022/2923

Should a situation arise that overlaps between operational and governance policies, the matter shall be handled as follows:

1. The board shall be notified of the situation.
2. The relevant 4-H Ontario staff and the Executive of the Ontario 4-H Council Board of Directors shall discuss (through the most convenient and inclusive means possible) how to best navigate the situation.

Date Passed, Amended or Reviewed: 2023