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Policies and procedures are developed by majority vote of the Board. They are recorded here to provide
consistent management of the Club. These policies and procedures are supplementary to the Constitution and
Bylaw and should be read in conjunction with the Constitution and Bylaw. They do not negate or contravene
the Constitution and Bylaw of the Club. The items follow the numbering of the Articles and Sections of the
Bylaw.
ARTICLE 1 - NAME AND TERRITORIAL LIMITS
1.2 - In general "vicinity" will be considered to mean within a reasonable
distance from Guelph such that the person can be expected to attend meetings on a regular basis.
ARTICLE 2 - OBJECTIVES
2.1 - The Club is not a service club and does not engage in fund-raising in support of community projects.
The Club may occasionally contribute to the community through discretionary donations to worthy causes
utilizing funds surplus to the cost of the Club's core operations.
ARTICLE 4 - MEMBERSHIP
It is an objective of the Club to have wide involvement of members in the operation of the Club. Members
are encouraged to volunteer and are expected to accept invitations to serve on committees.
4.2 - Active
The Club is seeking new members. At some time in the future it may be necessary to limit the number of
Active members in the Club.
Members are encouraged to invite potential members to attend up to three regular meetings as guests.
Guests will be required to apply for membership following their third meeting.
A member who has resigned and wishes to rejoin the Club is not required to pay the initiation fee. However,
if the fee had been increased from that he originally paid, he will be required to pay the difference.
The Membership Committee Chair shall monitor sponsorship of new members.
4.3 - Associate
Associate members are expected to revert to Active membership if they attend 6 or more Regular meetings
per year.
Associate members who wish to revert to Active membership are not required to again pay the initiation fee.
Associate members are sent the newsletter and have access to the Club website. The fee established for
Associate members shall reflect these costs. The Board reviews this fee annually as part of the
budgeting process.
4.4 - Life
Life membership may be bestowed when a member has demonstrated exceptional service to the membership.
It is a singular honour that will rarely be bestowed.
The Nominations Committee will recommend to the Board the names of members who should be considered for
election to Life Membership.
4.7 - Suspension and Reinstatement
- Following approval of the Budget for the next fiscal year, the President announces to members attending meetings in March,
April and May that fees are due. (President).
- The Membership Chair and Communications Chair collaborate in crafting a message to be included in the
April and May Newsletters that fees are due and that failure to pay will result in suspension and
termination of membership. Refer members to the Policy and Procedures Manual on the website.
- On June 1st the Treasurer prepares a statement containing a Final Past-Due notice for each member in
arrears, for distribution by the Membership Chair. Fees payment status is reviewed by the Board at its
June meeting and arrangements are made to phone all members still in arrears to find out their intentions
and offer appropriate options: Pay fees, Associate Membership, Resignation. (Membership Chair, Treasurer,
Board members)
- Fees payment status is reviewed by the Board at its July meeting, and the memberships of those
members still in arrears are suspended. The secretary advises these members by letter that their membership
has been suspended and that they have 30 days to make payment. Failure to pay will result in termination
of membership. (Membership Chair, Treasurer, Secretary)
- Fees payment status is reviewed by the Board at its August meeting. The Board terminates the
memberships of those members who failed to make payment during the 30 day suspension period. The
secretary sends a letter to these individuals advising that their membership has been terminated.
(Membership Chair, Treasurer, Secretary)
ARTICLE 5 - ADMINISTRATION AND MANAGEMENT
5.1 - Board
5.1.8 - The Board must seek prior approval from members for any non-budgeted expenditure in excess of $1,500.00.
5.2 - Succession
Officers may be nominated from current Directors and the general membership.
Directors elected to a one-year term during start-up of the Club are eligible to be nominated for one consecutive term.
5.3 - Duties of the Officers
The President should send a letter of condolence to the family of each deceased member.
In May the Secretary and Vice-president shall develop a Schedule of Dates for the following Club year to
be distributed at the first meeting of the new Board.
5.4 - Standing Committees
The chairman of each Standing Committee is chosen and appointed by the President. Standing Committee Chairs
will be chosen from existing Board members. The chairman chooses the members of his committee.
In making appointments to Standing Committees, provision shall be made for continuity of experience by
appointing one or more members for a second term.
Each Standing Committee shall have a statement of its responsibilities, objectives and modus operandi.
Copies of these statements shall be kept by the Secretary and given to each incoming chairman. The
statements should be reviewed each year and updated as necessary.
5.5 - Duties of Standing Committees
Programme Committee
Programming should be responsive to members' interests.
The Programme Committee should ensure that one or two members are available to speak should a scheduled
speaker fail to arrive for a meeting.
Scheduled speakers are to be informed that they should not solicit funds, business, or votes in their talks.
In those exceptional cases where the Club has agreed to pay an honorarium or expenses, the Club will respect
the wishes of speakers who volunteer to direct the honorariun/expenses to a local charity.
Non-members who are not scheduled to speak to the Club shall not be given the privilege of addressing the Club.
With the permission of the President, a Club member may briefly speak for an organization or cause in
which he has an interest.
The Programme Committee is responsible for programming for the period September through August of the next
year.
House Committee
The House Committee is responsible for acquiring and providing:
- A place to conduct club meetings, an off-site location and facilities for
the Christmas luncheon and other special events.
- Refreshments for club meetings ie. Coffee, tea, cookies (and wash up cups and utensils
afterward)
- Physical assets for club use: eg. Laptop computer, electronic projector, cables, power
cord.
- Services for speaker support: eg. Laptop computer, a sound system, power cord, projector,
screen, lectern.
The House Committee shall make an inventory of the physical assets of the Club in May and give it to the
Treasurer for valuing and filing.
The House Committee shall advise the Board on the acquisition of audio-visual equipment and other items
used in the operation of the Club and develop a replacement schedule for existing equipment.
Membership Committee
The Membership Committee is responsible for:
- Designing for Board approval a membership application and application approval process, and implementing the approved process.
- Maintaining a Roster of Club members,
- Designing and implementing an effective Health of Members process, and
- Ensuring that membership data is not inadvertently lost through failure of electronic storage media, computer malfunction, etc.,
- Providing a membership badge for each member which will be available and worn at meetings.
The Health of Members process includes sending/delivering get-well and condolence cards to members, their spouses and children, as appropriate.
The Membership Chair and the Treasurer will monitor the payment of annual membership fees and keep the Board informed.
A donation of $50.00 will be made to a designated charity in memory of a deceased member.
This item will be debited from the restricted fund account.
Activities Committee
The Activities Committee is responsible for:
- Organizing the following Annual Social Events of the Royal City Men's Club:
a) Anniversary Celebrations of the founding of the RCMC on or about April 1
b) Summer Picnic\BBQ (with a companion) near the middle of August
c) Christmas Luncheon (with a companion) on or about December 1
- Determining the preferences of the membership as to social events and activities. The Committee will
organize, promote, foster, sponsor and encourage activities throughout the year as appropriate.
- Developing, maintaining and distributing a current schedule of Program Activities
There shall be an on-going Club event file created and maintained by the Activities Committee Chair for
each Social, Sporting and Special event.
The purpose of a Club event file is to assist the Activities Committee with preparations for similar events
in the future. The file contains reports by previous Events Committees, including a budget, financial
statements, notes on organizational problems and successes, and recommendations.
A copy of the budget and financial statement should also be given to the Treasurer for his records.
In general, payents for tickets purchased for Club events shall not be refunded after a deadline previously
established and announced.
Widows of former members are eligible to attend social events.
- Subsidies for Activities and Events
All Club activities are expected to be financially self-supporting.
The Club encourages the formation of groups of members with shared interests. These groups are self-governing
within the bounds of Club by-laws, policies and procedures. Group activities are co-ordinated through the
Activities Committee Chair who represents groups at the Board level.
Finance Committee
In general, the membership fee, exclusive of the initiation fee, shall be set at a level to cover the operating expenses plus a reasonable margin to allow for unanticipated costs and accumulation of a reserve fund.
The Club books must be audited at least once a year. The books may be audited in mid-term upon a change of Treasurer.
Suggestions for donations should be directed to the Treasurer. The Finance Committee makes recommendations to the Board within guidelines set by the Board. Any donations deemed worthy and feasible by the Board will be brought to members for consideration at a regular meeting.
Donations may be made to single agencies and causes on several occasions, and even regularly. However, the
Club does not enter into commitments to provide ongoing or multi-period support.
Any donations being considered should support local organizations, groups, and individuals that are the
ultimate users of the funds.
Communications Committee
The newsletter is used to communicate to the members information about the speakers programme, Club
activities, social, sporting, and special events, and Board decisions. This is supported by announcements
and reports at regular meetings.
The Club's external relationships and communications are the responsibility of the President and the Secretary.
A club member, who is proficient in HTML, will be responsible for the design and maintenance of the club
website, but as it is a vehicle of communication, the President and Secretary will be responsible for
monitoring the accuracy of its content and that it reflects the vision of the Club that they wish to portray.
The chairmen of the various committees whose mandates correspond to the sections of the website: ie.
Membership, Activities (activities, events), Programmes (meetings), and Communications (newsletter) are
responsible for providing timely and accurate input to ensure that the website is a reliable source of
up-to-date information.
A Certificate of Appreciation may be presented to anyone who has rendered notable service to the Club.
The Membership Committee collects, stores and makes available for Club use personal information from members. In this context and
in compliance with the Personal Information Protection and Electronic Documents Act, the RCMC has adopted the following
privacy policy:
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Our Commitment
The officers and directors of the RCMC value the trust of members and others with whom we deal from time to time.
We are committed to the protection of privacy relating to any personal information collected in the operations of the Club.
Membership Information
The RCMC collects information about its members through its membership application form and through updates provided
by the members as personal circumstances change. The information obtained includes the member's name, residence address,
phone/fax numbers and e-mail address. This information is published in the club roster and is used solely for communications
by Club officers and directors and by individual members in order to fulfill the RCMC mandate of fellowship and life-long learning.
This information will not be used for commercial purposes under any circumstance.
Unless an expressed objection is received from a member, the submission of a membership application and the subsequent
delivery of update information by a member shall constitute approval by the member of the personal information appearing in the
club roster. This consent will include the use and disclosure of the information for the purposes and in the manner set out above.
Retention of Information
The RCMC shall retain personal information provided by members only for so long as it is required for the purposes enumerated
above. Once the information is no longer required for the stated purposes, or at the request of or a resignation of a member, the
information shall be eliminated in a secure manner.
A member's name will be removed from the Club Roster when they resign from the Club or do not renew their membership. If a
member dies his name will be added to to the "In Memoriam" screen of Membership.
Accuracy
The RCMC Club shall take all reasonable steps to maintain the accuracy of the personal information collected and retained.
Security
The RCMC shall take all reasonable steps to ensure that the information provided is not used for purposes other than those for
which the information was obtained.
Openness
The RCMC shall provide, upon request, information about its policies and practices respecting the management of personal
information.
Access
Upon request, any member shall be informed of the existence, use and disclosure of his/her personal information and shall be
given access to that information. A member shall be able to challenge the accuracy and completeness of the information and have
it amended or deleted as appropriate.
Compliance
The Secretary shall be the Privacy Compliance Officer of the Royal City Men's Club.
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Archive and History
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The Club appoints an Archivist to maintain in perpetuity the following information pertaining to the RCMC:
a. The President's Annual Report to Members, which will include a photograph of Board Members for the current year,
b. Minutes of RCMC Board Meetings,
c. Notes from General Meetings, including the AGM,
d. A list of members (name, badge number, date joined, current status) compiled each March by the Membership Chair,
e. A copy of the original and most current Constitution and Bylaw,
f. A copy of each issue of the RCMC newsletter, and
g. Other
- The Archivist will be responsible for obtaining these documents from the appropriate Board members. The Secretary will be
the liaison for communications between the Archivist and the Board.
- The Archivist will maintain all documents in a paper format.
- Document retention will be reviewed by the Board and Archivist every three years.
- Access to archival information is at the pleasure of the Board.
5.7 - Signing Officers
All cheques must bear the signature of two authorized signing officers. Signing officers shall be the President, Vice-president, Secretary, Treasurer and one other member appointed by the Board. The Treasurer is responsible for keeping signing officer authorizations up-to-date with the financial institution chosen as the depository for the Club's funds.
ARTICLE 6 - MEETINGS
6.1 - Regular
Regular meetings shall be held every other Thursday between 9:30 a.m. and 11 a.m.
A moment of silence will be observed at the first regular meeting following the death of a member.
Reporters from the media must request, and with the concurrence of the speaker, may be granted permission by the President to attend and to report on Club meetings.
Solicitation for funds or sales of products or other items for non-club events at Club meetings must have prior approval of the President.
ARTICLE 7 - NOMINATIONS COMMITTEE & ELECTIONS
7.1 The Nominations Committee should strive for continuity in the operation of the Club and balance within the Board based on the origin or work experience of candidates.
The Nominations Committee should request suggestions for its slate in the April Newsletter. The President should also make announcements as necessary at Regular meetings beginning in April.
ARTICLE 8 - FINANCE
8.1 - Membership Fees
The annual membership fee for new members shall be reduced during the last half of the year to encourage new members and provide for equity. The following schedule is currently in effect (January 18, 2007) and remains in effect until amended by the Board.
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Date New Member Joins
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Membership Fee
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Initiation Fee
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Total Fee
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April 1 to September 30
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$80
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$50
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$130
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October 1 to December 31
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$60
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$50
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$110
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January 1 to March 31
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$40
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$50
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$90
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The Board may waive or return the membership fee of any member where circumstances warrant.
ARTICLE 12 - PROTECTION OF MEMBERS, OFFICERS AND DIRECTORS
Adequate insurance shall be carried to cover the Club and the members of the Board of
Directors, individually and severally, against claims by a member or a third party as
a result of injury, damage, or loss arising from the Club's activities or decisions,
and the actions of individual Officers and Directors and of the Board as a whole.
Effective Date
The Policies and Procedures documented in this Manual are in effect as of November 10, 2011 as resolved
by the RCMC Board of Directors. The Policies and Procedures shall be reviewed from time to time and
revised as required.
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