CDDA · Public information
Governance, conflicts & financial controls
Proposed accountability rules, with current corporate authority distinguished.
Published for organizational and legal review. This draft does not certify compliance or establish that its proposed procedures are already operating.
Published 18 September 2026 · Version 2026-09-18.201Current authority and future model
CDDA currently operates through the registered Ontario corporation identified in the legal notice. Proposed councils, commissions, congress seats and member votes do not automatically replace corporate powers. Any transition must document which decisions members control, which remain corporate responsibilities and how the two are reconciled.
02Delegation and records
Define each office's mandate, term, spending authority, reporting duty and removal process in writing. Keep decision minutes, reasons, attendance and conflict declarations. A committee recommends unless a valid delegation gives it a specific power. Proposed representative elections require published eligibility, nomination, quorum, voting and appeal rules before use.
03Committees and member assemblies
Every committee requires a written purpose, federal or provincial/territorial scope, named appointments and recorded status. Member assemblies and committee meetings must publish their date, format, agenda summary and quorum target before deliberation. Agenda items may link to reviewed member proposals. After consideration, the outcome and a reason or next step must be recorded; publication of an agenda does not itself confer decision-making authority.
04Consultative member ballots
Until formally adopted governing rules delegate a defined decision to members, portal ballots are consultative: they inform leadership but are not represented as legally binding corporate decisions. Each ballot must state its question, options, opening and closing time, quorum target, authority and publication status before members participate.
05Ballot privacy and publication
One active, current and voting-eligible member may participate once. The system stores the eligibility record separately from the choice record; the choice contains no name, email, member number or member ID. This is a privacy separation, not a claim of cryptographic anonymity. Individual choices are never published. Final totals may be published after closing, while province and membership-tier groups below the ballot’s privacy threshold—never less than five—must be withheld.
06Quorum, abstentions and corrections
A ballot may include an explicit abstention option. Published results must show turnout, whether the stated quorum was met, all option totals and the publication date. A material configuration or counting concern must be documented, reviewed by someone independent of ballot administration where practicable, and corrected through a visible notice rather than silently rewriting a result.
07Conflicts of interest
Declare relevant financial interests, relationships and outside roles before participating in an affected decision. Record the disclosure and recusal; use an unconflicted decision-maker. Do not use CDDA opportunities, private information or funds for personal advantage. Disclosure alone does not cure every conflict.
08Financial controls
Use an organizational account, approved budget and written spending limits. Separate initiation, approval and reconciliation where practical; require two-person approval for material payments and access changes. Keep receipts, restrictions and approval evidence. Set numerical approval thresholds before payments begin rather than inventing them after a transaction.
09Reporting and review
Publish aggregate financial summaries and material governance decisions after appropriate privacy review. Record restricted contributions separately. Arrange independent review by someone without payment authority, and disclose material limitations. Quarterly reporting is a proposed commitment, not a claim that reports or an independent audit already exist.
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