Survey on Human Resources Policies of Charitable Agencies in Kitchener-Waterloo

Date: January 2, 2009

To: Participants in the Child Witness Centre Survey

From: Jack Reynolds

Subject: Child Witness Centre 2009 Survey on Salaries, Benefits, Governance, Investments, Outcome Measurement, and Inclusivity

Thank you to the following 21 organizations for participating in the survey. I hope you find the results useful.

1.  Aids Committee of Cambridge, Kitchener, Waterloo and Area

2.  Cambridge Food Bank

3.  Canadian Mental Health Association Grand River Branch

4.  Child Witness Centre

5.  Christopher Champlain/Southwood Community Centres

6.  Community Care Concepts

7.  Community Justice Initiatives of Waterloo Region

8.  Family Counselling Centre of Cambridge and North Dumfries

9.  House of Friendship

10.  Interfaith Community Counselling Centre

11.  KW Multicultural Centre

12.  Langs Farm Village Association

13.  Learning Disabilities Association of Kitchener-Waterloo

14.  Literacy Group of Waterloo Region

15.  Lutherwood

16.  Parents For Community Living

17.  ROOF

18.  Shalom Counselling Services

19.  Volunteer Action Centre

20.  Woolwich Community Services

21.  YWCA Kitchener-Waterloo

Fourteen of the 21 listed here were amongst the 24 who participated in the 2007 Child Witness Centre Survey. Because of the differing participation, 2009 results are not directly comparable to those for 2007. However, it is nevertheless interesting to note some of the changes from the 2007 data:

·  78% reported 10+ statutory holidays in 2009 vs 68% in 2007, no doubt reflecting the addition of Family Day

·  Vacation entitlements are very similar to those reported in 2007

·  50% reported zero personal emergency days in 2009 and 15% said they were ‘flexible depending on circumstances’ whereas the 2007 survey showed 9% with zero personal emergency days, 27% allowed staff to draw from sick leave, and 36% said they were ‘flexible’

·  56% reported a 35-hour work week, with 28% at 37.5 hrs/wk, compared with 62% and 33% respectively in 2007. Flextime in one form or another appears to be almost universal.

·  There was no significant change from 2007 in the % having group insurance and group pension plans or a group RRSP.

With respect to new topics added to the survey:

·  No. of directors ranges widely, from 5-17, with 75% having 8-12 directors.

·  Most have 10 board meetings per year, but it ranges from 4-12.

·  Director terms of office are predominantly 2 or 3 years, usually with a maximum of 2 or 3 terms. Only four had no maximum.

·  76% reported that their external auditor does meet annually with their Board or Finance Committee.

·  Approximately 66% reported having HR, Finance, Fundraising/Development, and Nominating Committees of the Board. Only 14% reported having a Risk Management Committee, and 38% have a Governance Committee.

·  53% reported using both guaranteed interest and market based investments; with 47% using only guaranteed interest investments.

·  75% reported having a logic model.

·  A range of ideas were reported with respect to being inclusive in terms of access to, and delivery of, services to a diverse community. However, few have formal policy statements.

With respect to salaries:

·  24% haven’t yet resolved 2009 salary increases. Of those that have resolved 2009 salaries, 29% report that 2008 salaries will apply through 2009, i.e., a freeze; 47% report increases ranging from 2 – 2.5%; and 12% report increases ranging from 3 – 3.5%.

·  The rates provided by each organization were divided by that organization’s hours of work to determine an hourly rate that could be compared with others.

·  Because not all organizations have fiscal years starting on January 1 and haven’t yet determined 2009 salaries, some reported 2008 salaries, some 2009, and some provided figures for both years. As a result, the summary shows 2008 and 2009 data separately, with medians which in some case do not show the natural progression between 2008 and 2009 that you might expect. At the risk of making things confusing for you, I included a second median for each job in the 2009 column. The medians in red represent the median of 2009 rates plus 2008 rates for those who didn’t yet have a 2009 figure to report. So...the figures in red understate what the true 2009 median will be if we were to ask for this data in mid-2009, but for me it nevertheless provides a more accurate picture of the market (i.e., the 21 participating organizations).

·  There weren’t enough participants to warrant calculating Q1 and Q3 hourly rates, and because the highest and lowest rates are often so divergent from those of other organizations as to be not meaningful to others, I opted instead to show the second lowest and second highest rate, along with the median, for each job.

If you have questions about the summary, feel free to email me at .

SALARY INCREASES FOR 2009

Of the 17 organizations reporting their % increase in salaries for 2009, 29% have frozen salaries; 47% ranged from 2 – 2.5%; and 12% ranged from 3 – 3.5%.

SALARIES

(See Appendix A for job descriptions.)

Executive Director

2008 2009

SALARIES (continued)

Other Positions

2008 2009

*With only 3 and 2 jobs reported respectively for the positions asterisked, these are the lowest and highest rates, not the 2nd lowest and 2nd highest as for all other jobs.

BENEFITS

No of Paid Statutory Holidays (including floaters)

Length of Service Required for the Following Vacation Entitlements

o  3 weeks

o  4 weeks

o  5 weeks

o  6 weeks

No. of Days of Sick Leave Per Year

Two organizations reported that they allow accumulation of unused sick leave, one to a maximum of 15 days and the other to a maximum of 65 days.

Personal Emergency Days Per Year

Reimbursement per km for Travel

Group insurance Plan

% of Group Insurance Premium Paid by the Employee

Group Pension Plan or Group RRSP

% of Salary Contributed by the Agency

Hours of Work

Provide Flextime

GOVERNANCE

No. of Directors

No. of Board Meetings Per Year

Normal Term of Officer for a Director

Maximum No. of Terms a Director May Serve

Two organizations don’t exercise the maximum if the person is serving as an Executive Officer of the Board.

Does External Auditor Meet Annually With the Board or Finance Committee

Board Committees

Other Board Committees mentioned included: Executive Committee, Facility Committee, Program Services Committee, and Quality Assurance Committee.

INVESTMENTS

No. using only guaranteed interest accounts - 9

No. using both guaranteed interest accounts and market based investments - 10

OUTCOME MEASUREMENT

No. using a logic model Yes – 15 No – 5

No. using the following to measure the impact of services:

·  Client feedback questionnaires 19

·  Focus groups 15

·  Trend data 14

·  Other mentioned

o  Daily/monthly stats

o  Data for govt reporting

INCLUSIVITY

Steps Taken to Deliver Culturally Sensitive Services in the Community

1.  Held staff sessions on cultural differences within the community.

2.  We have support programs and services for ethno-culturally diverse clients and participate in provincial work being done related to our field and newcomer inclusion.

3.  We have diverse staff and have taken training specific to cultural awareness. (2)

4.  In our statement of values, we speak about valuing diversity and we expect all programs to be sensitive to diversity issues.

5.  Many of our programs partner with members of the community to ensure services are delivered in a culturally sensitive manner and in a fashion that meets the needs of the community.

6.  We have met with the multi-faith community.

7.  We have had a diversity training for staff.

8.  We use translator services when needed. (2)

9.  Developed policies and procedures regarding this.

10.  Part of staff orientation.

11.  Code of ethics policy; equal opportunity employer; accessibility assessments.

12.  Ongoing staff training and education on anti-oppression, anti-racism, diversity, harassment and discrimination in the workplace, cultural and spiritual practices, religious holidays, gender identity, conflict resolution and mental health.

13.  Have some written resources related to mental health and mental health issues available in languages other than English.