Within the framework of the BCRTA Constitution and Bylaws the following practices and policies have been developed. The statements in this bulletin have been prepared to serve as guidelines to assist incoming presidents and their executives.
All members will be provided with a current copy of the Policy and Procedures Statement.
The policies and procedures are open to revision.
A. EXECUTIVE:
a.
Composition:
The Executive shall be composed of the table officers, directors and committee chairpersons and any EVRTA member who is a member of the BCRTA Executive, and who is not otherwise a member of the EVRTA Executive, who will all be eligible to vote.
Four table officers assume the tasks of president, immediate past president, vice-president, and secretary-treasurer.
Director(s) at large who shall assume assigned responsibilities, such as social director.
Committee chairpersons who shall report to the executive on the activities of the committee.
b.
Terms of Office:
The immediate past president, if available, shall serve as a table officer.
Each of the remaining table officers and directors shall be elected at the AGM of the EVRTA for a one year term.
The President and the Vice President may be re-elected for a second term, but may not hold that office for more than two consecutive years.
c.
Committees:
In addition to the executive, many members work for the branch on various committees.
They shall not be voting members of the Executive.
The executive may appoint committees to further branch interests and each committee so established shall elect a chairperson each year who would then attend all executive meetings with voting rights.
If the chairperson of such a committee is unable to attend an executive meeting another committee member should do so.
Examples of committees that might operate are: sunshine; educational heritage; activities; membership; newsletter.
B.
NOMINATING COMMITTEE:
Composition:
The immediate past president shall be the nominating committee for executive elections.
The immediate past president may recruit up to two other members to assist him/her.
The nominating committee should strive to obtain more than one nominee for each position.
The nominating committee shall report the names of the members wiling to stand for office to the Executive meeting prior to the AGM.
The nominating committee shall prepare and post at the AGM a list of names of members willing to stand for election for the following positions: president, vice-president, secretary, treasurer and director(s). If possible, this list of candidates shall be published in the Newsletter issued just prior to the AGM.
The nominating chair shall run the elections at the AGM.
The nominating chair shall accept additional nominations for any position from the floor at the AGM.
Elections shall be by ballot by members present at the AGM.
C.
MEMBERSHIP:
Branch members must be members of the BCRTA.
D.
DUTIES OF OFFICERS:
a.
President:
The president shall oversee all aspects of the branch’s operation.
Specific tasks for the president include:
preparing agendas, calling and conducting all executive and general meetings.
preparing an annual report to be sent to the BCRTA to arrive no later than June 30. At that same time the AGM minutes, the names and addresses of the new executive, and the annual financial report will be forwarded to the BCRTA.
keeping members informed of EVRTA affairs.
attending the annual Presidents’ Conference and the AGM of the BCRTA and reporting back to the executive and membership.
sending a welcoming letter inviting new retirees (teachers and administrators) to attend general meetings and to join the EVRTA and BCRTA if they have not yet done so.
acting as an ex-officio member of all committees except the Nominating Committee.
maintaining a current list of the members of the branch and dealing with any business which affects branch membership.
b.
Vice-President:
Specific tasks for the vice-president include:
assuming all duties of the president during his/her absence.
attending the AGM of the BCRTA as an official delegate.
c.
Secretary-Treasurer:
Specific tasks for the secretary-treasurer include:
keeping minutes of all executive, annual general and general meetings. Minutes of executive meetings shall be distributed to all executive members. Copies of minutes of the AGM and general meetings shall be made available to members.
attending to all correspondence as directed by the executive.
forwarding to branch president by June 15 of each year a list of names and addresses of the executive for the coming year as well as a copy of the AGM minutes.
keeping an accurate record of all receipts and expenditures.
reporting to the executive and to general meetings at regular intervals.
preparing an annual financial report for the EVRTA.
preparing a proposed budget for the EVRTA for the year for consideration and final approval at the first executive meeting of the year.
submitting an annual financial report, on the form provided, to the BCRTA to the branch president before June 30 each year.
e.
Social Director:
Specific tasks for the social director include:
organizing telephone committees and distributing appropriate lists to each telephone committee member.
recommending and organizing meeting/luncheon sites.
distributing, in writing, to the members of the telephone committee, pertinent information regarding meetings and other functions, and ascertaining the number of members who will attend such events.
f.
Immediate Past President:
Specific tasks for the immediate past president include:
providing advice to the current executive
assuming the duties of membership secretary as determined by the executive from time to time.
chairing the nominating committee.
g.
Membership Director:
Specific tasks for the membership director include:
actively recruiting new and retaining current members.
participating fully in the business of the executive committee of the Association.
E.
FINANCES:
Cheques will be signed by any two of the treasurer, president or vice-president.
Signing authorities must be updated as soon as possible after July 1 each year.
Petty cash shall be limited to $20.00 at any time.
Extraordinary expenditures arising between executive meetings will require approval of the executive members. All available executive members must be polled.
The branch fee shall be determined each year at the AGM of the EVRTA. All branch members who are not required to pay full BCRTA fees will not be assessed our branch fee.
F.
MEETINGS:
There shall be at least four general meetings per year. Al these meetings the quorum shall be 18 members or 20% of the membership, whichever is greater. The Annual General Meeting shall be held at the April meeting.
A minimum of four executive meetings shall be held. Each executive meeting should be held at least two weeks prior to a general meeting.
Material printed for distribution shall be approved by the executive prior to the meeting.
Members’ guests are welcome to attend general meetings but may not speak or vote.
G. SOCIAL FUNCTIONS:
Luncheons will normally be arranged to coincide with the general meetings.
Other social functions, such as a year-end barbecue, may be organized.
Members’ gusts are welcome to attend social function.
H.
NEW ITEMS OR REQUESTS:
Any new items or requests to be considered that are not covered in the Policy and Procedures Statement should be referred to the executive for a decision.