Paul Nicholas verbally promised me a copy. When I followed up with a visit to his office, he told me Sonya Gagnier had the only copy readily available; he said his copy was somewhere in a some box. On another visit to follow-up, I was told that Ms. Gagnier had forgotten it but not to worry.
On another visit, I was told to see Patrick Gelinas. He told me all old documents had been put into boxes after the band council moved from its offices in the village of Oka. Mr. Gelinas said I might find the document in one of the many file boxes stacked in the Maintenance Shed. Sheesh!
After six months of trying to get this one document, I wrote a letter to find out what other documents the band council didn't want me or anyone else from the community to read.
I asked for the Operational Protocol for Council and a list of all the "protocols, policies and procedures" that had been passed by the Kanehsatake band council or were pending approval. After two more letter, and two more months, I began to send emails to Paul Nicholas with CC:'s to the Access to Information agent at Indian Affairs in Ottawa. The INAC guy said, in essence, "too bad, so sad, f**k off. Try my counterpart in Montreal. But go back to the band council."
I replied something like: "thanks much, you useless twit. The band council is stupid and unwilling to give me these public documents. You can go back to sleep in your nice job."
But I did what he said. I sent emails asking for this policy and a list of Kanehsatake's band council policies from INAC's Access to Information Officer in Montreal. He told me essentially the same thing as that other twit in Ottawa. They both told me to go to the band council. To which I replied something like: "thanks much, you useless twit. The band council is stupid and unwilling to give me these public documents. You can go back to sleep in your nice job."
But something happened. I got a call and with much fanfare and excuses from Sonya Gagnier, along the lines of "well, you know, the chief never returns phone calls or answers letters. It's a big problem around here." Then I finally got the "Operational Protocols for Council" - but still no damn list.
I had to get that leaked to me from some nice person. So "thanks much, you useless twits at the band council. You're all stupid and unwilling to give me public documents as per my rights. You can go back to sleep in your nice jobs."
(correction: I should have written "useless twits ON the band council" as I didn't want to slag the employees there)
Index of MCK Protocols, Policies & Procedures (2001)
25 – administrative policies / forms / guidelines / procedures
21 – employee regulations and conduct
11 – band council authority & guidelines for budgeting, spending, contracting, as protocols
01 – govern councillors conduct (i.e., ethical conduct / conflict of interest, declarations, pay, required qualifications, discipline / penalties,
02 - uncategorized
Document Title | Nature of Document | Completion Date | Date of Approval | |
1 | Time sheet | Administrative Instrument for payroll and for controlling use of benefits. | Completed and Revised | Completed 1997, Revised 1999, Revised 2000 |
2 | Guidelines for Timesheets | Guidelines document to explain the use of and how to fill in each area of the time sheet. | Completed. To be revised to reflect changes in timesheets | March 1997. |
3 | Hiring Slip | Administrative document to provide payroll and personnel information to concerned departments following the hiring of new staff. | Completed | Approved May 9, 2000 |
4 | Interim Salary Scales | Salary tables that provide entry and qualified levels across an array of job types and experience steps. | Completed. Revised to include entry levels. | Approved March 1999. Revision approved by Council May 2000. |
5 | Salary Data Forms | Catalogue of specific prerequisites and requirements for all job types within five categories of employment under the MCK | Completed Subject to revision to include new job types and updated prerequisites, language and training requirements. | Approved February 1999. |
6 | Salary Classification Form | Administrative instrument used to classify a new employee according to the Data Forms for placement on the Salary Scales for payroll. | Completed | Approved February 1999. |
7 | Tendering Policy | Policy document that covers the required procedures to be followed to call for a tender for services, depending on the cost of the project to be undertaken. | Approved by Council. Modified following review by DIAND. | Approved April 1998. Revised version Approved March 2000. |
8 | Call for Tender Documents | Three types of "Call for Tenders" Documents, depending on the nature of the service required, that could be used as templates to prepare tende rs. | Completed | Approved March 2000. |
9 | Travel Policy | A policy that regulates and standardizes expenditures and circumstances for travel. | Completed | Approved January 26, 1999. |
10 | Travel Expense Form | An administrative tool to regulate the filing of the reimbursement of expenses, or the processing of a travel advance. | Completed. Revised as a stand-alone document (not requiring a requisition for payment), and incorporated into the register of commitment. | Approved January 26, 1999. Approved April 2000. |
11 | Travel Logging Form | An administrative tool to be used for logging approved travel within the community for reimbursement within a prescribed period of time. | Completed | Approved January 26, 1999. |
12 | Procurement Management System | An administrative system of purchase orders, service orders, and requisitions for the management of expenditures by departments. | Completed Revised to reflect new chart of accounts, departmental changes and further refinements. | Approved March 1998. Approved March 2000. |
13 | Register of Commitment | Decentralized database system for the management of expenditures by departments. | Completed and decentralized to each department April 1999. Revised March 2000. | Approved March 1998. Approved March 2000. |
14 | Guide for Procurement Management System | Manual to explain how the database system works, and what the user has to send to finance. | Working document. Current revision in place. | Subject to approval on completion. |
15 | Budgeting System | Computerized budgeting methodology using departments, pre-assigned function codes, etc. for the preparation and maintenance of a budget for each MCK program or service. | Completed Revised March 2000. | August, 1997 March 2000. |
16 | Budgeting Guidelines | Guidelines from Finance department that itemize the steps to be followed for annual budget preparation, | Completed Subject to revision and incorporation into Financial Planning | March 1999. |
17 | Budget Preparation Forms with diskettes | Grid on Excel for the preparation of the Annual Departmental Budgets | Completed Revised March 2000 | Approved March, 2000 Revised for January 2001 |
18 | Attendance Control Program with monthly report to Directors | Computerized Database program for the management of employee attendance, and benefit days. | Completed | Approved |
19 | Lay Off Data Form | An administrative instrument to provide the necessary data to Finance and Personnel to prepare an accurate Record of Employment. | Completed | Approved May 9, 2000. |
20 | Salary Adjustment Form | An administrative form to be completed for any salary change due to step increase, change of position, change of job title, etc. | Completed | Approved May 9, 2000. |
21 | Organizational Chart | An overlay of schematics that explain the lines of authority of the MCK operations at different organizational levels. | Drafts completed. Final documents to be completed on approval of drafts. | Awaiting Council approval. |
22 | MCK Protocol for Annual Expenditure Planning and Budgeting | Protocol to be developed which will outline how financial planning should become integrated into MCK Operations | In process of completion. | |
23 | Service Management Policies | A Management Policy for each Service or Program under the MCK which will provide mission statement, goals and objectives, range and scope of services, client eligibility, record keeping and redress procedures. | Format of Guidelines completed. Individual departments to be completed for January 2001. | |
24 | Data and File Management Policy | A standardized process for the management of all MCK file and data records. | To be completed | |
25 | Protocol for Management of Band Moneys | A Protocol that will detail how the differing band revenues, and capital monies should be managed. | To be completed for August 30, 2000 | |
26 | Protocol for the Delegation of Authority | A Protocol that explains the details of the delegation of authority to administrators, boards, committees, etc., and the limitations thereof. | Initial draft completed, awaiting feedback on protocol documents. | |
27 | Lump Sum Payment Form | An administrative form to be completed for the payment of entitlements such as study incentives, language bonuses, under the regular payroll. | Completed subject to revision. | |
28 | Individual Employee Attendance Control Report | Individual report to each employee indicating the annual balance of his or her benefit days. | Completed | Approved |
29 | Job Descriptions Manual | Job descriptions and pre- requisites for all positions under the Mohawk Council. | Completed To be revised to include new job descriptions. To be standardized for common jobs between services. | Approved June 1998. |
30 | Terms of Reference for Grievance Committee | A document that explains the mandate, operation and limitations of the Grievance Committee. | Completed | Awaiting Council Approval. Approved by MCK, February 20, 2001 |
31 | Leave of Absence Policy | Human Resource Management document describing employee entitlement to personal leaves and vacation benefits. | Completed but subject to future revision. Revised March 2001 | Approved Revision July 21, 1998. Revised edition awaiting council approval. Reviewed by council July 25, 2006 Approved July 25, 2006. |
32 | Hiring Policy | Human Resource Management document to provide fairness and uniformity to the process of hiring. | Completed and approved. Revised to reflect changes in organization. | Approved July 21, 1998. Amended May 9, 2000. |
33 | Grievance and Discipline Policy | Human Resource Management Policy to provide an equitable and consistent approach to disciplinary measures, and a process of redress. | Completed. Presently revised, second edition subject to legal review before approval by council. | Approved first edition November 1996. Approved after legal review March 2001 |
34 | Employee Conduct | Demeanor for Employees contained in Disciplinary Policy | Completed under revision of Grievance and Discipline | After legal review, amended February 20, 2001. |
35 | Remuneration policy | Financial and Personnel Policy that justifies administrative procedures related to the payment of salary and benefits. | Completed. Amendments required reflecting changes in other policies. | May 9, 2000 Amendment 1 - approved March 2001. |
36 | Performance Evaluation Tool | Tool to be used for Employee Evaluations as per Performance Evaluation Policy. | Completed and Approved by Council. Revised March 2001 | Approved March 1999. Revised Awaiting Council approval |
37 | Summary Form of Employee Performance Evaluation | Confidential document to report completion of employee evaluation to Director of Personnel for files. | Completed | Approved March 1999 |
38 | Employee Performance Evaluation Policy | Policy to provide for the annual evaluation of all MCK employees that is tied to Step increase under Remuneration Policy. Document also provides for timely evaluations for probation, transfers, temporary replacements, etc. | Completed and Approved by Council Subject to future revision to reflect recommendations following implementation of annual evaluations. Revision completed March 2001. | Original Approved March 1999. Revised evaluation policy and workbook awaiting council approval. |
39 | Human Resource Training and Development Policy | Human Resource Management Policy to provide for the training of employees according to a predetermined MCK Human Resource Development Plan. | Completed. | Approved May 9, 2000. |
40 | Language Evaluation Tool | Tool for evaluating the level of Mohawk language proficiency. | Completed | Awaiting Council approval |
41 | Compensation Benefits Policy | A policy regarding the use, circumstance and payment of extra hours or other benefits for employees | Completed January, 2001 | Awaiting Council Approval |
42 | Workplace Intervention Policy | A policy document regarding various interventions that may be required in the workplace for sexual harassment, emotional or physical harassment, violence, conflict resolution, etc. | Tabled for now. | |
43 | Policy for Drug Testing | A policy regarding the use of drug testing and employee support programs. | Committee formed to follow-up presentation by CAN-AMM to the Directors Committee | |
44 | Employee Profile | Administrative Tool to profile the annual training objectives completed and planned for each employee. | Currently under development | |
45 | Training Evaluation | A standard evaluation form to be completed by each employee after receiving training or attending a workshop. | Currently under development | |
46 | MCK Protocol for Disclosure and Access to Information Guidelines | A Protocol that will detail which levels of information should be accessible to the general public, and the responsibilities of Council in that regard. | Protocol To be completed Access to Information Guidelines Completed January 2001 | Awaiting Council Approval |
47 | Terms of Reference for the Konwatsenhaien:ni Committee | A document that explains the operation, mandate and limitations of the Directors' Committee. | Completed | Approved in principle August 1999. |
48 | Terms of Reference for the Advisory Committee | A document that explains the operation, mandate and limitations of the Advisory Committee. | Completed | Approved on January 26, 1999 |
49 | Terms of Reference for Housing Committee | A document that explains the selection and mandate of the Housing Committee members. | Completed March 1999 | To be approved by MCK |
50 | Terms of Reference Kanesatake Mohawk Board of Education | Terms of Reference explaining the mandate for a transitional board of education to establish a permanent board. The local community parents will ratify the governance documents for the permanent board at the end of this mandate. | Completed and ratified by parent workshop in January 2001. 103 further household contacts in May 2001, before the election of the KMBE. | Approved by Council January 23, 2001. |
51 | Terms of Reference and Mandate for Early Childhood Center | A document that explains the operation, mandate and limitations of a parent committee for the Early Childhood Center. | Completed April 1998. | To be taken to parents for approval. |
52 | Policy for the Review of MCK Policies | A policy document that will provide for the periodic review and amendment of MCK policies. | To be completed | |
53 | Protocol for the Administration of Justice | To be elaborated as part of the overall Protocol Manual for Council. | To be completed | |
54 | Protocol for the Enactment of by-laws | To be elaborated as part of the overall Protocol Manual for Council. | To be completed | |
55 | Protocol for the Management of all Community Lands and Resources | To be elaborated | To be completed. | |
56 | Strategic Planning | A proposal to conduct a strategic planning session to develop a five- year plan with an accompanying Business Plan | Delayed Starting | |
57 | Kanesatake Charter | A key governance document that will establish the powers and authorities invested by the community for the administration of community matters. | To be completed. | |
58 | Operational Protocol for Council | Operational guidelines for all aspects of Council operations including meetings, roles and responsibilities, transparency, and conflict of interest. | Approval by Council on trial basis, and subject to Community Ratification | Approved April 1999 in principle. Awaiting further Council approval for community ratification process as governance document. |
59 | Electoral Code | A document that defines the process and procedures to be followed for the selection of community leadership. | Completed, to be revised | Adopted in principle in 1992 |
60 | Membership Code | Document that defines the eligibility requirements for community membership. | Completed, pending community ratification |
