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REDCROSS + R[PEKA WHERO AOTEAROA New Zealand Red Cross Policies

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REDCROSS + R[PEKA WHERO AOTEAROA New Zealand Red Cross Policies NEW ZEALAND REDCROSS + R[PEKA WHERO AOTEAROA New Zealand Red Cross Policies The following are policies of New Zealand Red Cross and may be of interest to Members. They are combined into one document in this PDF, but can be accessed individually on request. FN03 Handling Cash and Donations at Branches Page 2-4 FNOS Delegated Financial Authorities Policy Page 5-18 FN06 Fraud, Corruption & Dishonesty Policy Page 19-27 FN08 Procurement Policy Page 28-46 PC07 Code of Conduct Page 47-50 PC01 Health Safety & Wellbeing Management System Framework Page 51-69 PC04 Background Check Policy Page 70-71 PC15 Problem Resolution, Bullying & Harassment Policy Page 72-87 PC22 Motor Vehicle Policy Page 88-99 Driving for New Zealand Red Cross Standards Page 100-104 PC24 Privacy Policy Page 105-113 FC0l Media Communications Policy Page 114-121 FC03 Social Media Policy Page 122-132 FC04 Ethical Fundraising Policy Page 133-139 FCOS Community Partnerships Policy Page 140-148 FC06 Special Appeals Policy Page 149-153 G0l Members' Handbook Separate File G02 Board Charter Page 154-161 G03 People & Remuneration Committee Terms of Reference Page 162-163 G04 International Committee Terms of Reference Page 164 GOS Audit & Risk Committee Terms of Reference Page 165-166 G06 Honours & Awards Committee Terms of Reference Page 167 GO7 National Youth Panel Terms of Reference Page 168-171 G09 Migration Committee Terms of Reference Page 172-173 GlO Maori Advisory Group Memorandum of Understanding To be approved Gll Pasifika Advisory Group Terms of Reference To be approved HD01 Child Protection Policy Page 174-196 ORO! Business Continuity Plan To be approved OR02 Emblem Policy Page 197-212 OR03 Advocacy Policy Page 213-223 OR04 Youth Participation Policy Page 224-235 DR01 Event First Aid & Standard Operating Procedures Page 236-252 For a full list of policies, please refer to the New Zealand Red Cross Members' Handbook. All policies are available through New Zealand Red Cross National Office and service centres and are reviewed and updated periodically. 1 Handling Cash and Donations at Red Cross Branches This document serves as a guide for all members and officers of New Zealand Red Cross. It is set up to protect not only Red Cross but also any volunteers to ensure that correct processes are followed with regards to cash and donations. It is also useful as a guide for other in-kind donations. Wherever possible the rules are: All monies and donations should ALWAYS be counted by two Red Cross representatives, if possible office bearers. All monies and donations should be deposited as soon as is possible after receipt and counting of monies. If this is not possible, the money should be kept in a locked safe or locked office. If it is not possible to put the money into a safe, or kept in a locked office, then once counted it should be put into a container that has a seal on it. If this is not possible then the monies that have been counted, should be counted on their return, or should match deposit if directly put into the bank. Fundraising proceeds Collection of monies at fundraising events shall be collected using official Red Cross Collection buckets, bags or boxes. Each bucket or bag requires a seal that has the date and event details. These seals need to be inspected by the event manager before being handed over to appropriate people for counting. A record of how many buckets and any way to identify each bucket is to be created before each event. Proceeds of fundraising events, e.g. stalls, dinners, craft sales, etc shall be counted by the Treasurer and one other person, preferably another Office Bearer. In the event that it is not an office bearer, a separate record needs to be kept about who the counter was and this should be registered with someone on the Committee. Counting should take place in an agreed to secure facility – such as the local Branch office or Service Center. A receipt shall be recorded and made out to the fundraising event (e.g. ‘October Stall’) and signed and dated by both counters. Usual banking procedure to occur, such as being held in a secure location and deposited as soon as possible after the event. What to do if another organisation hands over money.? Annual Appeal specific activities All ASB branches nationwide have committed to supporting Red Cross’s Annual Appeal. Red Cross plastic collection bags will not be counted by ASB staff. This means that all contents from Red Cross plastic bags must be transferred into the ASB bank bags. Envelopes in the bags need to be sent directly to National Office to be processed at the end of March and April. A report will go to each service centre with donor details in service centre areas. 2 When the contents of a Red Cross collection bag are emptied into an ASB bags, it is crucial the bags have matching numbers. This is for tracking purposes to report back to collectors. The ASB bags can then be deposited into your local ASB Branch, where they will count and deposit the money. If there are places in your area not covered by an ASB branch, it would be great if you could negotiate with other bank branches to count and deposit the money, fee free. Bank account for Annual Appeal: 123192 0018005 00. If using ASB charity bags from last year’s allocation, please ensure the white sticker on the bag with ASB’s information is the same as below. Please send ASB bag numbers to Gail Plamus to include on a spreadsheet for your area. ASB bag numbers are used for allocation of money banked to each service centre. Bag/bucket seals To seal the bags after collecting and to seal the buckets before collecting. This is very important from a security viewpoint. Collection bags For door to door collectors to use. Please make sure they are sealed after collection with a bag seal. Collection buckets To use at street collection sites. Please make sure they are sealed before collection with a bucket seal. Handling proceedures Cash – should be receipted and banked as soon as possible. Cash income from fundraising activities needs to be counted, preferably, by the Treasurer and another Office Bearer. Cheques – Cheques need to be made payable to New Zealand Red Cross. Cheques should not be made out to ‘cash’. Cheques should be banked as soon as possible after receipt. Credit cards – Do branches accept credit cards?? This would be a PCI compliance issue if so. Donations of Goods Any gifts of significant value can be logged. If anyone makes an arrangement to sell or purchase these goods, then a receipt needs to be printed detailing the goods in question, the details of the transaction and should be signed by two office bearers. Note: these office bearers cannot be one and 3 the same person who is receiving the goods as this is a conflict of interest. A second witness or office bearer will need to sign. 4 NEW ZEALAND RED CROSS RIPEKA WHERO AOTEAROA New Zealand Red Cross Delegated Financial Authorities Policy Version 1.3 April 2018 Responsibility for policy: General Manager, Corporate Services 5 6 7 8 - - - - - 9 10 11 12 13 14 15 16 * 17 18 19 20 21 22 23 24 • • • • • • • • • • • 25 • • • • • • • • • • • • • • • • 26 • • • 27 New Zealand Red Cross Procurement Policy Version 1.0 Effective from: July 2016 Responsibility for policy: GM, Corporate Services Procurement Policy 28 Version Date Author(s) Organisation Amendment 1 17/7/2016 Anne Smith Bruce Jones 29 Table of Contents Page No Policy Statement 4 Coverage 4 Principles 4 Policy 5 Related Policies, Systems, Legislation, etc. 9 Annex A: Provisions and Procedures 10 Appendices Appendix 1 Procurement Procedure 30 Procurement Policy Policy The purpose of this policy is prescribe policy and procedures for the Statement procurement of all goods and services required by the Red Cross from the identification of needs through to the end of the service contract. Coverage This policy applies to: NZRC Employees NZRC Contractors NZRC Board Members NZRC Members 31 Principles When procuring goods or services, Red Cross will follow effective, efficient, ethical procurement practices to ensure that: a) There is compliance with financial delegations b) Goods and services procured by Red Cross are the property of and for the benefit of Red Cross c) Reflect NZ best practice procurement procedures (useful reference is www.business.govt.nz/procurement) d) Any proposed departures from the Policy must be reviewed by the GM, Corporate Services and approved by the Secretary General or Board. This policy and procedures are based on the following five principles A. Plan and manage for great results This principle is about actively planning for a successful procurement outcome and recommends: a) Identifying what you need and then planning how to get it b) Establishing accountability for the procurement process- staff / consultant with the right mix of skills and experience c) Involving suppliers early – letting them know what you want and remaining engaged d) Taking the time to understand the market and your effect on it. Be open to new ideas and solutions. e) Choosing the right process - proportional to the size, complexity and any risks involved f) Encouraging e-business(for example tenders sent by email) B. Be fair to all suppliers This principle is about giving all suppliers a fair and equal chance to respond to the procurement process and recommends: a) Creating competition and encouraging capable suppliers to respond b) Treating all suppliers equally- we don’t discriminate c) Giving NZ suppliers a full and fair opportunity to compete d) Making it easy for all suppliers (small to large) to do business with Red Cross e) Being open to subcontracting opportunities in big projects eg Property projects f) Clearly explaining how Red Cross will assess supplier’s proposals - so they know what to focus on.
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