MFRC Board Chair and the MFRC Executive Director MOU 6.3.11 MFRC conducts Community Assessment (CNA) at least every three years. Review Community Needs Assessment completed within the last 36 months. Should reflect assessment principles as per 2012 Tool Kit Onsite MOU 6.3.12 MFRC clearly identifies the Military Family Services Program (MFSP) logo on all printed material, signs, website, advertising and promotional material intended to promote the programs and services that fall under the purview of the MFSP. Revision of at least six promotional pieces, that are in accordance with the MFSP National Graphics Standards Manual (Version July 2011) . Onsite MOU 6.3.13 Privacy Code and Privacy MFRC ensures that formalized procedures are in place to manage personal information as recommended in the MFSP Privacy Code and Base/Wing regulation as applicable. Recommendations from the Commissioner of Canada are also reliable business practices. Verify that Procedures to protect and manage personal information exist Procedures to manage complaints and enquires adherence to the Code exist Procedures to communicate and train the staff about privacy principle and accompanying procedures exist Onsite (physical filing and storing of information) Official language Act and MFSP Parameters for Practice, Sect 3. MFRC provides services in both official languages in accordance with Department of National Defence (DND) standards and the principles of family support Revision of at least six communications pieces that reflect that services are provided in both official languages. Onsite
MOU 7.3.3 Follow generally accepted accounting principles and practices, as well as the Canadian Institute of Chartered Accountants guidelines for Not for Profit accounting. Verify by reviewing annual financial audit conducted by Public Accountant. Verify by reviewing management letter that accompanies financial The reviewer will meet with the accountant in person or via phone and discuss the annual audit process with questions such as: did the auditor meet with the ED, Board Chair and Treasurer, who provided all of the documents the auditor required, was the audit done on the premises or completely in the auditor’s own office? Post audit, before the production of final audited statements – did the auditor debrief with the ED, Board Chair and Treasurer? Did the auditor present the financial statements at the AGM? How many years did this company audit the MFRC? Onsite MOU 7.3.3 Adequate segregation of duties. Management should follow acceptable guidelines for segregation of duties to prevent and detect both intentional and unintentional errors. separation of the custody of assets from accounting; separation of the authorization of transactions from the custody of related assets; Verify that the following practices are in place and the following duties are segregated: cheques must be signed by two authorized signing officers; source documents must be attached to or presented with cheques at the time of signature, initialed by those signing the cheques and stamped “paid" to prevent double payment; bank reconciliations must be completed by the Treasurer or third party and must be approved by the ED; Onsite