Starter Kit Final2 -nc
THIRD AGE LEARNING STARTER KIT November 2014 Prepared by Austin Knowlton Third Age Burlington Director, TAN 1 TAN Third Age Learning Starter Kit INDEX Third Age Learning Phase 1 Page 3 Third Age Learning Phase 2 Pages 4, 5 Appendix 1: NUANS Corporate Name Search - example Appendix 2: Incorporation Documents - example Appendix 3: Incorporation By-Laws - sample Appendix 4: Director’s Guide - sample 6 Pages 6 Pages 3 Pages 9 Pages 2 TAN STARTER KIT PHASE ONE Concept A Third Age Learning Organization starts with a belief that such a concept will suit a particular community. It requires only a couple of people agreeing to the idea. Homework The interested (curious) people should start by attending one or more sessions of an adjacent affiliate. This will provide food for thought and discussion. Experience has shown that any affiliate involved with TAN will take the time to discuss and explain just how they proceed. Public interest and involvement Once the idea of a Third Age Learning affiliate gels, it is time to involve a much larger participation of the local population. Most communities have some sort of citizen’s community organization which is likely to be amenable to the idea of a Third Age Learning affiliate evolving within the community. A general meeting of interested folk should be announced with instructions to meet to listen to argument and discussion about the benefits of such a Learning organization. Suggested venues are the local community centre, the local Public Library may be pressed into service in the absence of a Community Centre. Alternately, a small group of interested individuals may meet, plan and move forward with the concept, testing the viability of the organization by offering one or two sessions to the community, establishing the level of interest and identifying others who may wish to work with the organizing group Initial public meeting If the former route is followed, a public meeting for general interest should be announced. General advertisement should be available through local papers which announce items of public interest and such. If a local Community Centre exists the initial meeting should be reasonably well attended but, if not, then more than one initial meeting may need to be called. If the latter route is followed, promotion of the “test” events should be similarly wide. Solicitation of interested volunteers. At the meeting there should be a call for volunteers to help get the new affiliate up-and-running. Experience has shown that about 10% of the attendees will sign up as volunteers to help get a Third Age Learning group started. Sadly, experience also shows that less than half of those who agree to volunteer will actually do anything concrete. A large percentage of those who do agree to be involved will reserve the right to help out after the concept evolves to something more than an idea. In general you will be lucky to get more than a half dozen folk willing to take on some aspect of the tasks at hand. Then as things evolve one or two of the half dozen will resign upon learning that some REAL WORK is actually involved. Next steps Having identified a half dozen volunteers you are ready to proceed to Phase two of the initiation. 3 TAN STARTER KIT PHASE TWO What is Third Age Learning? There are a number of formats which may be followed. (contact the Third Age Network for more information. Most often Third Age Learning offers in-depth learning via a series of 6 or 8-week lectures organized around themes. A theme might be the 1770’s for example, with up to 8 subject experts examining how science, art, banking, education, architecture, warfare, etc were developing in that decade. Another theme might be the global economic crisis, or the health care system, or the ethics of everyday life, or a history of jazz. The possibilities are literally endless, but the goal is to hear new ideas – and new perspectives on old ones – in a stimulating, challenging, and informative way. A second format is one in which a peer learning model is used. In this starter kit we deal primarily with the lecture format which is more common. For more information on peer learning contact the “Academy for Life Long Learning” http://www.allto.ca/ These are two formats, but it can happen in many different ways depending on your resources(space and human) and your philosophy. 1. It Takes Time Some recent groups did it in less than a year, but based on that experience we’d recommend 18 months. Many tasks need to be accomplished simultaneously - program development, incorporation, fund-raising, budgeting, and publicity, for example. They all take time. You will need:- a Board & various committees: program, website, finance, membership, facilities(including the AV team), and marketing committees at a minimum. 2. Grow a Good Team A core team of 8 people should be sufficient for starters. The core should have backgrounds in big business and small business, in education, science, engineering, finance, health care, website design, and various sorts of management and marketing. Your team will have a different mix of skills but when you’ve done a good job of team-building you’ll have two important advantages: • • You can do more than you think possible People will rise to the occasion because they’re committed to the goal Attracting people who are already active in your community is also important. They’ll have networks you can work with. 3. Develop a shared Philosophy of Life Long Learning This is important to ensure that everyone understands what you mean by learning and often determines how you will go about making decisions about program, how they are delivered, and what topics are learning versus recreation. It is also helpful to have enough dialogue about this so that participants understand the full scope of learning......it happens in many different ways, not only as a student in a class. 4 4. Fund-Raising There are two primary sources of funds: government and private funding agencies. New Horizons for Seniors (NHS) is a federal program with a country-wide mandate to fund activities by and for seniors: http://www.hrsdc.gc.ca/eng/community_partnerships/seniors/index.shtml • Ontario also has the Ontario Trillium Foundation (OTF) , whose mandate is funding non-profit programs for all community sectors: http://www.trilliumfoundation.org/?menuid=57 There will be something similar in your province or territory. • Most communities have some sort of Community Foundation. All the big banks have community funding arms, as do many large corporations. • Charity Village has an excellent database of funding organizations country-wide: http://www.charityvillage.com/cv/ires/fund.asp Most granting organizations have a set application procedure – you apply, a committee evaluates, and sends your application to a final review board for a grant/don’t grant decision. That takes time. At NHS, for example, the process takes a minimum of 5 months. • There is a great demand for funds. NHS and OTF typically fund about 50% of the applications they receive and rarely grant the full amount applied for, so be focused and diligent. However, consider private sources, e.g. the Third Age Learning York Region obtained some start up funds from Magna Corporation which is located in their community. 5. Build a Website A website gives you credibility and visibility. How often have you heard about a new program or organization and immediately looked for their website? A well-designed website provides: • • • • • The opportunity to educate your community to Third Age Learning The ability to create a database of your members and communicate with them Online registration capability A private section where committee minutes, by-laws, practice manuals can be posted The ability to post speaker notes, slide shows, further reading and information (remember to ask speaker’s permission to post his/her notes). Some typical Websites are:- www.3alb.org , http://llir.ca/ & http://www.gtlli.ca/ 6. Allocate Resources Wisely Since resources are always limited, this is important. Let’s take programming as an example. Your lecture series is the heart of your 3AL organization. The Program is also your public face - and Program is a resource hog! Start programming early and be prepared to spend the time. Programming will involve program researching each topic or section and sourcing speakers for each section. Development and coordination will take an inordinate amount of time. 5 7. Become Incorporated If you can find a legal firm willing to prepare your incorporation on a pro bono basis, do it! If not, it is not difficult to do it yourself following directions that you find on line. Incorporation gives you credibility. Incorporation isn’t necessary; but it is advisable. OTF, for example, doesn’t accept grant applications from unincorporated organizations. 6 APPENDIX 1 NAME SEARCH NAME OF ORGANIZATION Preliminary steps leading to Incorporation Assuming your group decide that they want to Incorporate the first step is to figure out a name for your particular Affiliate. Once a name has been selected a Corporate Name Search (NUANS) is required by the Province of Ontario and by the Federal Government. NUANS Corporate Name Search A NUANS corporate name search report is required by the federal and most provincial / territorial governments when granting new corporate names for use. The reports list similar existing corporate names and trademarks; they are used to determine the availability of a new proposed name. Ensuring that new corporate names do not create confusion with others is intended to protect Canadian businesses and consumers. What is NUANS? NUANS is a computerized search system that compares a proposed corporate name or Trademark with databases of existing corporate bodies and Trade-marks. This comparison determines the similarity that exists between the proposed name or mark and existing names in the database, and produces a listing of names that are found to be most similar. NUANS is a registered Trade-mark of the government of Canada. The software and the data is the property of Industry Canada. The NUANS goals include: • • • • Quality - Cite all names that conflict with the proposed name in a concise, easily readable report format; Economy - Minimize the time and effort required by searching staff in performing the name check function and optimize the use of computer resources required in a name search; Consistency - Produce reports, upon which name granting decisions can be made, that are of equal high quality for all names searched without the dangers of human subjectivity; Flexibility - Be flexible enough to accommodate the various differences between jurisdictions in legislation concerning the name checking and name granting process. NUANS is currently in use in jurisdictions where name searching is totally privatized, partially privatized or still totally under control of the corporate administrator NUANS stands for:- Newly Updated Automated Name Search The next two pages illustrate the caution with which NUANS approaches a search. Pages 1 & 2 And, the following pages show part of a NUANS report (in PDF Format) Pages 3 - 5 APPENDIX 2 INCORPORATION APPENDIX 3 Sample By-Laws By-Law Number 1 being the General By-Law of THIRD AGE LEARNlNG – XYZ Inc. (hereinafter referred to as the “Corporation”) A by-law relating generally to the transaction of the affairs of the Corporation without share capital incorporated under the Ontario Corporations Act, hereinafter referred to as the “Act” (Ontario Corporation Number 1857724). By-law Number 1 was passed May 17, 2012, and signed by the officers of the Corporation. Head Office 1. The head office of the Corporation shall be in the City of xxxxxxxx, in the Province of Ontario. The directors may, from time to time, determine the specific location of the head office. Fiscal Year 2. The fiscal year of the Corporation shall begin on the 1st day of May of each year and end on the 30th of April of the following year. Execution of instruments 3. Deeds, transfers, assignments, contracts, obligations and other instruments in writing requiring the signature of the Corporation may be signed on behalf of the Corporation by any two of the Chair, Vice-Chair, Secretary, Program Chair, or Treasurer. Notwithstanding any provisions to the contrary contained in the by-laws of the Corporation, the directors may at any time and from time to time by resolution direct the manner in which, and the person or persons by whom any particular deed, transfer, contract, obligation or other instrument in writing, any class of deeds, transfers, contracts, obligations or other instruments in writing requiring signature by the Corporation may or shall be signed. Members 4. 5. 6. 7. 8. 9. The following persons shall be eligible for membership in the Corporation: individuals who support the objects and activities of the Corporation and who apply to the directors for admission and who pay the membership fee. Annual membership fees are set at $20.00 for individual members. The duration of membership will be for one year commencing on the date that payment is received. The directors may, from time to time, set another amount. The purchase of lecture series tickets during the course of the year by individuals automatically includes the annual membership fee for those individuals. Every member in good standing and who has paid the applicable annual membership fee for that year is entitled to: a) attend any general meeting of the Corporation; b) vote at any general meeting of the Corporation; c) hold any office of the Corporation; and d) nominate a person to stand for office in the Corporation, A member may vote at a meeting by proxy in writing delivered to the Secretary no later than forty-eight (48) hours prior to the meeting. Each member is entitled to one vote. The Chair of the meeting will cast a vote only in the case of a tie. Membership shall cease if the membership has been terminated by a vote of at least two-thirds (2/3) of the members at a general meeting duly called for that purpose. Notice of the meeting shall be served upon the member and shall set out grounds for the proposed termination of his or her membership. 7 Meetings 10. The annual general meeting of the Corporation shall be held no later than eighteen (I8) months after the incorporation and no later than fifteen (15) months after the last annual general meeting in subsequent years. The following business shall be conducted at the annual general meeting: a) reading of financial reports; b) election of directors; c) appointment of an Audit Committee, which shall consist of:- the Chair, the Treasurer and an independent Director at large. d) any other business that may properly be brought before the meeting. 11. The directors may, from time to time, call a general meeting of the Corporation. 12. The directors shall call a general meeting of the Corporation if at least ten percent (10%) of the members of the Corporation request that a general meeting be called. 13. Notice of the annual general meeting or of a general meeting shall be given to the members by the Secretary at least seven (7) days before the date of the meeting. 14. Quorum for the annual general meeting or for a general meeting of the Corporation shall be a majority of the members of the Corporation present in person or by proxy. 15. Any meeting of the Corporation may be adjourned at any time. No notice shall be required for any adjournment. An adjournment may be made with or without a quorum being present. Notice 16. Any notice required to be given under the Act, the Letters Patent, and the by-laws or otherwise by a member, director, officer or auditor shall be deemed to have been given if it is: a) delivered personally to the addressee; b) delivered to the person’s address or email address as recorded in the Corporation’s records; c) mailed to the person’s address as recorded in the Corporation’s records by prepaid ordinary mail; or d) sent to the person’s address as recorded in the Corporation’s records by any means of prepaid transmittal, delivery or recorded communication. A notice shall be deemed to have been given when it is delivered personally or to the person’ s address or to a person’s email address, or three (3) days after it was mailed or transmitted. 17. The notice shall specify the business to be attended to at the meeting. Board of Directors 18. A board of at least six (6) directors shall manage the affairs of the Corporation. 19. The board of directors shall appoint from among themselves a President (Chair), Vice-Chair, Secretary, and Treasurer who shall serve until the next annual general meeting. The board may appoint other positions where the directors consider it appropriate. 20. The directors may, on behalf of the Corporation, exercise all the powers that the Corporation may legally exercise under the Act, the Letters Patent or otherwise, unless the directors are restricted by law or by the members from exercising those powers. These powers include, but are not limited to: a) enter into contracts or agreements; b) make banking and financial arrangements; c) execute documents; d) direct the manner in which any other person or persons may enter into contracts or agreements on behalf of the Corporation; e) purchase, lease or otherwise acquire, sell, exchange or otherwise dispose of real or personal property, securities or any rights or interests for such consideration and upon such terms and conditions as the directors may consider advisable; f) borrow on the credit of the Corporation for the purposes of operating expenses, or on the security of the Corporation’s real or personal property; and g) purchase insurance to protect the property, rights and interests of the Corporation and to indemnify the Corporation, its members, directors and officers from any claims, damages, losses or costs arising from or related to the affairs of the Corporation. 21. The Board will ensure the Corporation's insurance is kept in force at all times. 22. Each director shall be a member of the Corporation at the time of their election or appointment, or within ten (10) days of election or appointment and shall remain a member throughout their term of office. A director shall be at least fifty-five (55) years of age. A director may neither be an undischarged bankrupt nor a mentally incompetent person. 23. Each director shall be elected to hold office until the third annual general meeting after he or she was elected or until his or her successor shall have been duly elected. Membership on the Board of Directors is limited to two three-year terms of elected service in succession. Additional terms may be served provided that there is a one year interval between any two consecutive three-year terms of elected service and future service. 24. The directors may appoint a director to fill a vacancy, provided that a quorum of directors remains in office. If there is no quorum of directors, the remaining directors shall call a general meeting of the Corporation to fill the vacancies. 25. The members of the Corporation may elect a director or directors, as the case may be, by a show of hands or by ballot if requested by a member. 26. The members of the Corporation may remove a director by a resolution passed by at least two-thirds (2/3) of the votes cast at a general meeting for which notice was given and, may by a majority of votes cast, elect at that general meeting any person who is qualified to be a director in his or her stead for the duration of the term. 8 Meetings of Directors 27. A quorum for a meeting of the board of directors shall be a majority of directors 28. The Chair, the Vice-Chair, the Secretary or any two members of the Board may call a meeting of the Board. 29. No formal notice of any meeting of the board shall be necessary if all the elected directors are present or if those absent have indicated their consent to the meeting being held in their absence. 30. The board may appoint a day or days in any month or months for a regular meeting at an hour to be named. If regular meetings are scheduled no additional notice is required. A meeting of directors may also take place without notice immediately after an annual general meeting or a general meeting to transact any business. 31. No error or omission with respect to notice for a meeting of the board shall invalidate the meeting or invalidate or make void any proceedings taken or made at the meeting. 32. The directors shall vote on any resolution arising at any meeting of the board. A majority of votes shall decide the resolution. Each member is entitled to one vote. The Chair of the meeting will cast a vote only in the case of a tie. 33. A declaration by the Secretary that a resolution has been carried and an entry to that effect in the minutes shall be admissible in evidence as prima facie proof of the fact without further proof of the number or proportion of the votes recorded in favour of or against any resolution. Officers 34. The officers of the Corporation shall have the following duties: a) Chair - chair all meetings of the Corporation and the Board, when present in person and able; have general supervision of the affairs of the Corporation; sign all by-laws and execute any documents with the Secretary; perform any other duties which the Board may, from time to time, assign. b) Vice-Chair - exercise any or all of the duties of the Chair in the absence of the Chair or if the Chair is unable for any reason to perform those duties; and perform any other duties which the Board may, from time to time, assign. c) Secretary - keep and maintain the records and books of the Corporation, including the registering of officers and directors, the registry of members, the minutes of the annual general meeting, general meetings and meetings of the board, the by-laws and resolutions; certify copies of any record, registry, by-law, resolution or minute; give any notice required for the annual general meeting, general meeting and meeting of the board of directors; and perform any other duties which the Board may, from time to time, assign. d) Treasurer – Prepare, keep and maintain the financial records and books of the Corporation; make all financial records of the Corporation available to the Audit Committee at their request; and perform any other duties which the Board may, from time to time, assign. Indemnification 35. The Corporation shall indemnify and save harmless the directors, their heirs, executors and administrators, and estates and effects, respectively from time to time and at all times from and against: a) all costs, charges and expenses whatsoever that he or she sustains or incurs in or about any action, suit or proceeding that is brought, commenced or prosecuted against him or her, for or in respect of any act, deed, matter or thing whatsoever made, done or permitted by him or her in the execution of the duties of his or her office. b) all other costs, charges and expenses that he or she sustains or incurs in or about or arising from or in relation to the affairs of the Corporation except costs, charges or expenses thereof as are occasioned by his or her own willful neglect or default. Amendments 36. By-laws of the Corporation may be enacted, repealed, amended, added to or re-enacted by the directors in accordance with the provisions of the Corporations Act. 9 APPENDIX 4 Sample Director’s Guide THIRD AGE LEARNING XYZ BOARD OF DIRECTORS GUIDE Prepared: Revised: January 2012 August 2013 10 Table of Contents Position and Committee Responsibilities Page Chair of the Board …………………………………………………………………………………... Vice-Chair of the Board …………………………………………………………………………….. Treasurer of the Board ……………………………………………………………………………… Secretary of the Board ……………………………………………………………………………… 3 3 3 4 Program Committee ………………………………………………………………………………… Marketing Committee ………………………………………………………………………………. Membership Committee ……………………………………………………………………………. Facilities Committee ………………………………………………………………………………… Website Committee …………………………………………………………………………………. Nominating Committee ……………………………………………………………………………… 4 5 5 5 6 6 Privacy Policy …………………………………………………………………………………………… 7 Financial Policies ………………………………………………………………………………………... Contingency Fund ………………………………………………………………………………. Program Series Fees and Daily Admissions …………………………………………………. Honorariums ……………………………………………………………………………………… Travel Expenses …………………………………………………………………………………. Reimbursements …………………………………………………………………………………. 7 7 7 7 7 7 Retention of Documents Policies ……………………………………………………………………… Minute Book ...................................................................................................................... Treasurer's Files ............................................................................................................... Destruction of Documents……………………………………………………………………….. Temporary Exceptions …………………………………………………………………………… 8 8 8 8 8 Cancellation of Presentation Policies ........................................................................................... 8 Guiding Principles ………………………………………………………………………………. 8 Cancellation Prior to Audience Arrival ................................................................................. 9 Presentation Delay .............................................................................................................. 9 Onset of Adverse Weather .................................................................................................. 9 11 Position and Committee Responsibilities The following list outlines the major responsibilities of officers and committees of XYZ. However, success will depend upon collaboration between and among groups to accomplish the objectives of the organization. The Board may periodically add additional duties and / or responsibilities as the need arises. Position Responsibilities Chair of the Board The Chair of the Board shall: § § § § § § Monitor all operations of XYZ Appoint Committee Chairs as per Board decisions Prepare agendas for Board, Executive Committee and General meetings Consult with and delegate responsibilities to Board members and / or Chairs of Committee Call Board meetings and Executive Committee meetings as necessary. Represent XYZ to other groups and organizations as required. Vice-Chair of the Board The Vice-Chair of the Board shall: § § Perform the above duties, in the absence of the Chair. Participate in one or more Committee(s). Treasurer of the Board The Treasurer of the Board shall: § Maintain all financial records and accounts for XYZ for the duration of the term § Receive and deposit all revenues for the organization § Make disbursements by cheque and maintain evidence of transactions § Prepare honorarium cheques and travel expense reimbursements to speakers § Consolidate budgets for all XYZ activities and programs as necessary in consultation with the Program Chair and present a total budget for each session § Prepare an annual budget for the approval of the Board § Submit a monthly financial report of expenses and revenues to the Board; including comparisons of actual expenses to approved budget § Prepare, in conjunction with the Audit Committee, the annual financial report for the Annual General meeting § Invest reserve funds in term deposits or other interest bearing bank funds NOTE: Bank signing authority shall be any two of the following - Chair, Vice-Chair, Treasurer or other designated Director(s); all of whom have deposit authority. 12 Secretary of the Board The Secretary of the Board shall: § Maintain all XYZ records for the duration of the term § Maintain correspondence on behalf of XYZ § Send notification of meetings to designated participants § Record the proceedings of Board meetings, Executive meetings, General meetings and the Annual General meeting § Distribute Minutes of meetings to Board Members and designated others by email within 10 days of the meeting § Maintain the Archives. Committee Responsibilities Each XYZ Committee shall: § § § § § Prepare an annual budget for submission to the Treasurer Prepare an annual report for the Board Document the proceedings of the Committee Execute individual Committee responsibilities outlined below Maintain records and submit them to secretary and webmaster for archives Program Committee: The Program Committee shall: § § § § § § § § § § § § Develop Program proposals and submit to Board Identify and contact potential speakers Arrange speaker dates and presentation Determine A/V needs for each speaker in consultation with the Facilities Committee Act as the XYZ liaison with speakers prior to sessions and on the day of the presentations Arrange transportation for speakers if required Arrange payment of speaker’s honorarium and travel expenses Arrange to introduce speakers on the day of the presentation Arrange to thank speakers at the end of the presentation Prepare and send a thank you note to speakers Develop surveys to determine member’s interests Investigate and develop program theme ideas for future series 13 Marketing Committee The Marketing Committee shall: § Develop a marketing plan for each series § Arrange for production of publicity materials and admission tickets § Distribute promotional material § Attend promotional events on behalf of XYZ § Liaise with media § Identify additional marketing opportunities Membership Committee The Membership Committee shall: § § § § § § § § § § § § Receive and process registrations Document receipt of payments Confirm participant’s registration Communicate with overbooked registrants Prepare bank deposits for Treasurer Update a contact list of potential members Maintain registration database in collaboration with Webmaster Explore methods to increase membership as necessary Issue numbers to potential day participants Monitor and determine the number of vacant spaces prior to presentation Collect admission fee for single session Communicate program cancellation to participants Facilities Committee The Facilities Committee shall: § Arrange and negotiate venue location § Arrange for refreshments § Liaise with venue representative – A/V & equipment needs, facility readiness, emergency procedures § Perform reception functions – greet participants, check passes, § Arrange equipment for question period – paper, pencils § Investigate potential sites for future series Website Committee The Website Committee shall: § Create and maintain a public website presenting general, program and future series information to the public. § Maintain and update on-line registration capabilities § Initiate and formulate bulk email communications § Formulate and maintain website alert capabilities § Create access links to relevant websites § Create and maintain a private, password accessible website for XYZ organizers to store, access and/ or archive; 14 o Provide support for Board and Committee members using the private website o Generate internet based surveys in conjunction with the Program Committee o Prepare basic analysis of surveys o Maintain email facilities using the XYZ.org domain for Board members. Nominating Committee The Nominating Committee shall: § Recruit members to fill all Board and Committee chair vacancies § Provide and ensure Nomination Forms are completed by all nominees § Discuss and vote on nominees § Submit decisions to the Board one month prior to the Annual General Meeting NOTE: Nominating Committee shall be composed of retiring Board and Committee Chairs along with sitting members if required or requested. Personal Information - Privacy Protection Policy XYZ will adhere to the regulations of the Personal Information Protection and Electronic Documents Act (PIPEDA) of January 1, 2004. Financial Policies Contingency Fund A contingency fund will be maintained in an interest bearing account at a bank. The purpose of this fund is to act as a reserve to cover expenses should an operating shortfall occur at any time. Program Fees The Board at the Annual General Meeting will set the fee for the following year’s program series and the fee for daily admission for attendance at individual presentations. Membership fees are included in the purchase of one series ticket during the course of the year. The fees will be set in order to ensure that the expenses for the upcoming year are covered, and that the contingency fund is maintained Honorariums The Board will determine annually an appropriate amount for the honorarium to be presented to speakers who provide the lecturers for the following year. The Board may approve, at the recommendation of the Program Committee, increases to the Honorarium for speakers of special interest. 15 Travel Expenses Speakers travelling from outside xxxxxxxx will be reimbursed for reasonable travel costs based on the rates set by the Board. Reimbursements Reimbursements for approved expenses incurred on behalf of XYZ will be paid following the submission of signed statements listing expenses, with original receipts and invoices attached or submission of individual receipts or invoices signed by the submitter. Retention of Documents Policies Minute Book The Minute Book is the official record of XYZ, created yearly by the current Secretary. Two sets of Minute Books are kept; one electronically and the second in hard copy. The book contains minutes of meetings; budgets, financial statements and audit committee statements; reports and other documents submitted at meetings; changes to By-laws and resolutions. Treasurer’s Files Treasurer’s files will be kept in the Archives for a minimum of seven (7) years to satisfy Canada Revenue Agency requirements of six (6) years plus the current year. At the end of each program year the Treasurer will send a year end copy of the financial statements to the Secretary for inclusion in the Minute Book. Motions to Destroy Documents Motions to destroy proxies at General and Annual General Meetings are to be moved at the end of these meetings. Motions to destroy documents for which no further use can be determined are to be moved at Board meetings. Temporary Exceptions During periods of litigation, all directors and past directors serving during these periods must keep all XYZ documents in their possession, until the litigation is resolved. The Chair of the Board of Directors may direct that certain files or documents be kept intact, for a specific purpose and for a specific time period. Cancellation of Presentation Policies Decisions to cancel a presentation should apply the following guiding principles: • safety issues are of paramount concern • presentations should be held if reasonably possible • reasonable requests from the speaker to cancel lectures should be accepted 16 Decisions to cancel a presentation shall be made by the Board Chair, Vice-Chair or Program Chair in consultation with Board members, time permitting. Documentation of the decision, the circumstances and pertinent information shall be submitted to the Secretary. Cancellation Procedures 1. If cancellation is made prior to audience arrival: o Inform Membership Chair who will arrange to; § Create a phone message and send to all registrants without email addresses § In consultation with Webmaster, create an email message and blast to all registrants § In consultation with Webmaster, place cancellation message on the home page of the XYZ website o For members who do not receive notice of cancellation and arrive for the presentation § Inform members of the cancellation as they arrive § Provide a waiting area for those having to make transportation arrangements 2. If a delay is required when the audience has assembled § Announce the delay and move to a refreshment break § Determine if the presenter is delayed or unable to attend the presentation § Announce the outcome of the inquiry 3. If a storm begins during the presentation period § Warn the audience and determine if they wish to continue § Board members will remain to ensure that all members leave safely. 17
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