Annual Report 2012/2013 - Pincher Creek Women · Pincher Creek Women’s Emergency Shelter...

Annual Report 2012/2013

Pincher Creek Women’s Emergency Shelter Association

PincherCreekWomen’sEmergencyShelterAssociationAnnualGeneralMeeting2012/2013

TableofContents

Vision Statement, Mission Statement, and Beliefs ........................................ 1

PCWESA 2012/2013 Board of Directors ........................................................ 2

PCWESA Employee List .................................................................................. 3

PCWESA AGM June 2013 Agenda .................................................................. 4

PCWESA AGM June 2012 Minutes ................................................................. 5

Report of the President – Pat Lowell ............................................................. 8

Report of the Executive Assistant – Rose Murfin .......................................... 9

Report of the Executive Director – Julie Coleman ....................................... 10

Thanks to Businesses, Groups, and Individuals ........................................... 13

Audited Financial Statements – Young Parkyn McNab LLP

Pincher Creek Women’s Emergency Shelter Association AGM 2012/13 1


Our Vision

Our vision is for all people in Southwestern Alberta to be safe in their homes and safe in their communities.

Our Mission Statement

The Pincher Creek Women’s Emergency Shelter Association will, in collaboration with other agencies, provide free safe shelter and support services for women and children

who are fleeing from domestic violence.

Our Beliefs

We believe in providing a safe place for women and children who are fleeing violence.

We believe that education of society is a key aspect

of breaking the cycle of violence.

We believe in the preservation of the family when possible.

We believe in upholding human dignity.

We believe that there is hope and that the cycle of violence can be broken.

We believe that refuge, support and counseling should be available to all women and

children who are fleeing from domestic violence.


2012/2013 Board of Directors

President – Pat Lowell

Vice President – Clara Yagos

Secretary – Joslin Smith

Treasurer – Tammy Jack

Director – Charlotte Rockwell

Director – Joe Brown

Director – Inez Hendrickson

Executive Director – Julie Coleman



Employee List

Executive Director – Julie Coleman

Executive Assistant – Rose Murfin

Child Support Worker – Mildred Crow Eagle

Outreach Workers – Lori Vanee, Stacey Grier

Crisis Intervention Workers –

Fulltime:

Elaine Potts Dana Bruised Head Nicole Weasel Bear

Part-time:

Daphne Stephens

Casual: Chantel Bastien-Provost Mallory Decock Jolene Hindes Angel Knowlton Janet Potts Roseanne Smith Terry Snider Carolyn Soop Gayle Strikes with a Gun Lynne Teneycke Tressa Yellow Horn



Annual General Meeting 2012/2013

June 04th, 2013 @ 6:00 p.m. Location: Ramada Inn

Agenda

1. Welcome

2. Review and accept the Agenda

3. Review accept the Minutes of the 2011/2012 PCWESA AGM

4. Reports

4.1 Report of the President – Pat Lowell 4.2 Report of the Executive Assistant – Rose Murfin 4.3 Report of the Executive Director – Julie Coleman 4.4 Report on Research Project: Julie Coleman & Doris Sweetgrass 4.5 Motion to approve the reports as presented

4.6 Report on Annual Audited Financial Statements – YPM 4.6.a Motion to approve Audited Financial Statements and Report 4.6.b Motion to appoint Young, Parkyn & McNab as auditors for the 2013/2014 fiscal year

5. Nominations of the PCWESA Board 2013/2014 5.1 Elections of Directors 5.2 Elections of Officers

6. Special Resolution: Change of By‐Laws 7. Motion to adjourn 8. Guest Speaker: Dr. Sybille Manneschmidt


Pincher Creek Women’s Emergency Shelter Association Annual General Meeting

June 18, 2012

Held at the Ramada Inn, Pincher Creek

25 people in attendance per sign up sheet.

1. Welcome by President – Pat Lowell Pat introduced past and present Board Members in Attendance.

2. Review and Accept the Agenda Motion to accept the Agenda as presented, made by Clara Yagos/seconded by Sybille Manneschmidt. Motion carried.

3. Review & Accept the Minutes of the 2010/2011 PCWESA AGM Motion to accept the Minutes of May 30, 2011 AGM Meeting made by Joyce Ostby/seconded by Clara Yagos. Motion carried.

4. Reports 4.1 Report of the President – Pat Lowell presented her report verbally and well as in the

AGM information package. Pat thanked Joyce for 4 years of service on the Board of PCWESA and welcomed new Board Members Joslin Smith & Charlotte Rockwell. Pat indicated that PCWESA is also looking for a couple more Board Members to complete the Board and application forms were on hand.

4.2 Report of the Executive Director – Julie Coleman presented her report as documented in

the AGM information package.

4.3 Report of the Executive Assistant – Rose Murfin also presented her report as documented in the AGM information package.

4.4 Program Reports – PCWESA Staff members Stacey Grier & Carla Danielson showed a

Power Point presentation highlighting some of the Successes and Challenges of working at the shelter.


4.5 Report on Proposed Research Project – PCWESA Staff Kalila Sheldan‐Pitt and Daphne

Stephens explained the Proposed Research Project, asking the question “What would effective services in the field of domestic violence look like from the perspective of rural aboriginal women?”

4.6 Motion to Approve the Reports Motion to approve reports as presented moved by Wendy Ryan/seconded by Tammy

Jack. Motion Carried. 4.7 Report on Annual Audited Financial Statements – YPM

Jim Monteith presented the Financial Statements on behalf of Young Parkyn McNab for the year ending March 31, 2012. He reviewed page 1 of the Auditor’s Report and explained that Qualified Opinion common for many Charitable Organizations. Jim also explained that Deferred Revenue, per note 6, is Revenue that has been received and will be recognized when it is spent. We have a Surplus Retention Reserve of $90,410 which can only be used with Government approval. $173,333 is the balance of our Long Term Debt for the building. Deferred Capital is the portion of the building that is depreciated.

Jim explained that the Unrestricted Net Assets is at (18,775) as a result of $90,410 being transferred to the Surplus Retention Reserve. In Note 11 the Economic Dependence on the Ministry was explained.

Motion to approve the Pincher Creek Women’s Emergency Shelter Association

Audited Financial Statements for the year ended March 31, 2012 made by Tammy Jack/seconded by Charlotte Rockwell. Motion Carried.

Motion to appoint Young Parkyn McNab as auditors for the 2012/2013 fiscal year

made by Joyce Ostby/seconded by Wendy Ryan. Motion Carried.

5. Nominations of the PCWESA Board 2012/2013 Clara Yagos, Vice President advised that our bylaws indicate that The Board of Directors

shall consist of seven directors and that the term of office for all Board Members shall be 2 years for not more than 2 consecutive terms in the same position. Last year Pat Lowell, Clara Yagos and Tammy Jack (Jensen) were elected for another 2 year term and therefore are not up for re‐election. We have two members willing to run for office. Clara called for nominations for the position of Secretary. Joslin Smith accepted the nomination and Clara called for other nominations three times. She then declared nominations closed and Joslin Smith was elected as Secretary by acclamation.

Charlotte Rockwell agreed to let her name stand as a Director and Clara called for

other nominations three times. She then declared nominations closed and Charlotte Rockwell was elected as Director by acclamation.



The Board officers include Pat Lowell – President, Clara Yagos – Vice President, Tammy

Jack – Treasurer, Joslin Smith – Secretary, Charlotte Rockwell – Director.

6. Motion for Signing Authority Motion by Clara/seconded by Charlotte Rockwell – That Julie Coleman, Pat Lowell,

Clara Yagos, Tammy Jack & Joslin Smith all have Signing Authority for the Pincher Creek Women’s Emergency Shelter Association. Motion carried.

7. Motion to Adjourn That the meeting Adjourn at 7:40 p.m. moved by Tammy Jack/seconded by Joyce

Ostby. Motion carried.

8. Guest Speaker: Dr. Leslie Tutty


Report of the President of the Board of Directors for 2012‐2013

On behalf of the Board of Director’s, I would like to extend thanks to and acknowledge the hard work, expertise and focus of our Executive Director, Julie Coleman and her team of dedicated staff. They not only provide a high quality of service in meeting the needs of women and children fleeing violence but are dedicated to building and maintaining a productive, healthy learning environment. The Board conducted a staff survey this year and are very pleased with the excellent results and feedback demonstrating a connected and supportive staff collective inspired by Julie’s leadership. A major achievement to be highlighted is the Participatory Action Research Project begun last year aimed at determining and filling service gaps for rural, aboriginal women. The launch of the Threading, Stitching and Storytelling project occurred in two sites and is producing helpful and telling information, supportive relationships, and beautiful shawls. A project team made up of staff and participants will be presenting preliminary findings at a Winnipeg Conference in July. The Board is proud of and fully supportive of this endeavor and recognize the incredible amount of work this requires across the entire organization.

The Board of Director’s have seen progress this past year with the final completion of a Board Procedural Manual and the creation of a new board Policy Review Committee dedicated to reviewing and updating policy. We’ve reviewed and updated our by‐laws for presentation and approval at this Annual General meeting. We completed a new 3 year Strategic Plan for 2013‐2016. Over the past year, we saw some changes to our board membership by welcoming new board members, Joe Brown and Inez Hendrickson‐‐‐we appreciate their willingness and interest in joining the board and by the imminent departure of Director Charlotte Rockwell‐‐‐we offer thanks and appreciation for her work and contribution to the board and the organization. Thanks to returning board members, Clara Yagos, Tammy Jack and Joslin Smith for their continued commitment. Focus over the next year will be in areas of board development and strategic direction.

The Board of Director’s would like to thank all the individuals and groups within the community for their support and contributions to the important work of the Pincher Creek Women’s Emergency Shelter.

Sincerely,

Pat Lowell, President, Board of Directors Pincher Creek Women’s Emergency Shelter Assoc.


Executive Assistant – Report AGM 2013 Hello everyone, for those that don’t know me, I’m Rose Murfin and have been with PC WESA since September 2010, as Executive Assistant. I will tell you a bit about the financial end of the business. Our core funder is the Ministry of Human Services, formerly Children & Youth Services. We are very fortunate to still receive this funding but it does not cover all our expenses. In the 2012/13 year we received a Community Spirit Grant in the amount of $1772.55, which funded our client software as well as food for Christmas hampers. We applied for this grant again this year and were approved, but the grant will then be discontinued. We received a donation from the Canadian Women’s Foundation for $1216.00 and other donations totaling $4216.00. We have used Casino funds for facility upgrades and maintenance. Our next Casino is in 2014. Thanks so much to the following businesses for partnering with us for the Angel Trees and helping to provide needy children with Christmas Gifts – Walmart, Royal Bank, Sears, Creekside Chiropractic. Throughout the year Walmart also provides us with clothing and other useful items for our clients. We appreciate this Community support. Thank you to our Snow Angels Harry Taylor, Cal Olsen and Rocky Mountain Bobcat who all help with clearing snow in the winter. Hygiene Packs have been provided by the PC Roaring Lions Club and Beta Sigma Phi Group from the Crowsnest Pass. Your thoughtfulness is greatly appreciated. At Christmas many groups and schools help to provide hampers for clients. We also need to thank the Community Members who regularly contribute food, and household items. The Rockyview Mennonite sewing group provide blankets & pajamas for our clients. Sharol Mottl crochets quilts with wool supplied by the United Church Thrift Shop. The Town of Pincher Creek provides swimming passes for our clients and Celestial Sweets donates delicious baked goods and bread. The Prince of Wales Hotel again donated food inventory at the end of their season. As you can tell we are very fortunate to live and work in a caring community. When people ask what a difference a donation can make, we reply that a donation to PC WESA can transform lives. Women get a chance to view life differently a chance to heal and offer their children a better life. They learn coping skills, safety tips, parenting skills and most of all they learn that someone cares. There is a lot of goodness in the world, which they may not have seen. Thank you all for your kindness and generosity. Rose Murfin Executive Assistant Pincher Creek Women’s Emergency Shelter Assoc.



Pincher Creek Women’s Emergency Shelter Association 2013 Report of the Executive Director

Julie K. Coleman

Welcome to all PCWESA Members, Board of Directors, staff, professional partners, community members and our guest speaker and friend, Dr. Sybille Manneschmidt. This has been another productive year full of challenges and opportunities. Our annual staff retreat in November picked up where we left off the previous year with our learning organization theme, focused on a review of what we have learned individually and collectively, set goals for continuing to work toward building a learning organization and reviewed best practice. Staff participated in several training opportunities throughout the year including a women’s wellness conference, two workshops on the effects of colonization and assimilation on Aboriginal populations, a National Women’s Shelter conference, a seminar on establishing working relations with Aboriginal communities, a Domestic Violence networking conference, and Participatory Appraisal facilitator training. I would again like to take the opportunity to acknowledge all the staff for their hard work and dedication to their team and the women and children we serve, and this year I would like to offer what I see on a daily basis in our organization: Crisis Intervention In the crisis intervention program, workers screen calls for space, complete intakes, conduct ongoing assessments and set goals with women and children in shelter. They complete danger assessments, safety plans, connect with external resources, provide counseling as needed and assisting women to achieve goals they have set.

In addition, Crisis Intervention (Residential) Workers also: • Sit with clients sometimes into the wee hours of the morning providing comfort

and support and a listening ear. • Help mom’s deal with sick infants and children. • Organize and participate in games and activities with mom’s and kids

especially on weekends. • Ensure all the women and kids have adequate clothing and exactly what

they need to feel comfortable. • Cook and teach cooking skills. • Help clients learn healthy eating habits for themselves and their children. • Help with bedtime routines. • Administer medication as required. • Clean and sanitize the entire shelter every shift including 5 bathrooms and a

shower room. • Take out garbage. • Clean the grounds outside the facility. • Sort through donations. • Clean out rooms including washing all bedding at every discharge. • Participate in awareness raising events and annual campaigns. • Fix plumbing and minor facility repairs as required.


Child Support The child support program assists mom’s to recognize and address the impacts of domestic violence on her children. Workers help mom to identify areas they or their children may need additional supports and will make referrals as required.

Child Support (Residential) Workers also: • Create activities for children/youth at every developmental level. • Rock babies to sleep, help distressed mom’s calm distressed children. • Find the strengths in every child and remain determined to look for ways to

work with kids of all ages no matter how much they may be struggling. • Prepare for groups including shopping for materials, practicing with staff and

preparing snacks. • Sanitize toys every other day. • Sanitize and clean playground. • Inventory and order resources for children and youth. • Sort through donations for children’s program. • Participate in awareness raising events and annual campaigns. • Fix plumbing and minor facility repairs as required.

Outreach Outreach works with women who are in shelter as they are transitioning out, and also with women who do not become residential clients. They conduct thorough needs assessments and set goals with clients to assist in finding independence and a healthier lifestyle. Outreach (Residential and in home supports) Workers also:

• Attend interagency meetings and public presentations. • Coordinate donations of furniture and appliances based on needs of their

clients. • Drive children to school. • Lift and move furniture for clients. • Grocery shop for the shelter. • Put food hampers together and deliver to families in need. • Provide current lists of available accommodation and viewing potential

homes with clients. • Drive clients to appointments. Travel this fiscal year included Crownest Pass,

Brocket, Lethbridge, Taber, Medicine Hat, High River, Calgary, Red Deer, Cardston, Standoff, and Montana.

• Attend all appointments with clients including Alberta Works, doctors and specialists, counselors, Children’s Services, legal aid and mental health.

• Coordinate client services with external resources. • Attend court appearances with clients. • Provide domestic violence workshops to Victim’s Services (Crown Prosecutor)

clients who are requesting to drop no contact and restraining orders. • Participate in awareness raising events and annual campaigns. • Make sure the shelter van is running, filled up and cleaned. • Fix Plumbing and make minor facility repairs. • Trouble shoot electronics including security cameras.


Administration Administration coordinates the overall operation of the organization, contract negotiations and reporting to funders, applications for grants, budgeting and financial tracking, personnel duties (supervision, evaluation and staff training), and reporting to the Board of Directors. Admin workers also:

• Shovel snow • Keep grounds clean including weeding and pruning • Clean offices, meeting rooms and bathrooms on admin floor of shelter. • Organizing schedules to ensure shelter has 24/7 coverage. • Make Weekly trips to banks and daily trips to post office. • Set up Angel trees in local businesses for Christmas hamper campaign and

gathering the gifts. • Organize awareness raising events and annual campaigns. • Sell a used dumpster when required. • Coordinate recycling including trips to bins. • Coordinate cake making for staff birthdays. • Coordinate staff gifts and goodbye parties. • Coordinate meals for board and staff meetings. • Order and deliver flowers for staff members who have experienced a loss or

are sick. • Ensure everyone has everything they need to do their jobs effectively and

keep the organization running smoothly. • Fix plumbing and make minor facility repairs as required.

I would like to applaud all of our staff for another job well done! One of the significant highlights this year was research project we have been conducting in partnership with Kainai Women’s Wellness Lodge. Thank you to Doris Sweet Grass, Shannon Soop, Nina Buckskin, Dorothy Weasel Fat and Connie Sweet Grass for working with us to create something so meaningful and powerful. A special thank you to Dr. Sybille Manneschmidt for her patient mentorship, and gentle but direct challenge to all of us to examine assumptions we have about ourselves, each other and our practice. Thanks to the Pincher Creek Women’s Shelter Board of Directors for their ongoing support, encouragement and leadership this year, and for the tireless hours creating and working toward a vision for our organization. I would like to acknowledge the Alberta Council of Women’s Shelters for their continuing advocacy on behalf of all shelter services in Alberta, and we remain grateful to the Ministry of Alberta Human Services (Office of Prevention of Family Violence and Bullying) for our core funding, and financial support to roll out our research project. Thank you to all of PCWESA’s many professional allies for your efforts to work with us to assist the women and children we all serve, and finally, our heartfelt gratitude goes out to our many community supporters who have once again been so generous throughout this year. Sincerely, Julie K. Coleman Executive Director PCWESA

The Pincher Creek Women’s Emergency Shelter Association would like to express our Sincere Appreciation to the following Businesses and Organizations

for their support throughout the year:

Alberta Health Services Government of Alberta Human Services Children & Family Services in Blairmore Alberta Council of Women’s Shelters

Alberta Culture & Community Services Alberta Justice and local courts

Alberta Lottery Fund Alberta Mental Health Association

All 4 Women Society Alta Gas – CEP Local 1947 Associate Medical Clinic

Beta Sigma Phi Blood Tribe Counselling Services

Blood Tribe Police Boyd’s Wellsite Supervision Ltd.

Brighter Futures Cameron Services

Canadian Auto Workers Union Canadian Mortgage and Housing Canadian Women’s Foundation

Canyon School Canyon School Kindergarten Class

Carney Catering Celestial Sweets Chinook Lanes

Chinook Lodge in Cardston Community Foundation of Lethbridge &

South Western Alberta Chris Lawson, Family Court Counselor

Christ Church Fort Macleod Creekside Chiropractic & Massage

Crestview Lodge Crowsnest Pass Victim Services

Family Resource Society Foothills United Church Women Fort Macleod Anglican Church

Group Group Youth Hillspring Relief Society

Kainai Women’s Wellness Lodge Knights of Columbus

Lethbridge Community College Livingstone Ladies Social Club

Livingstone School Livingstone Range School Division

Knit Wits from Ft. Macleod Matthew Halton High School

NAPI Friendship Centre Piikani Child and Family Services

Piikani Early Childhood Dev. Program Piikani Elders Council

Piikani Employment Services Piikani Health Centre

Piikani Prevention Counselling Services Pincher Creek Co-operative Association

Pincher Creek Elks Pincher Creek Roaring Lions Pincher Creek Health Centre

Prince of Wales Hotel Ramada Inn & Suites

Ranchland Victim’s Services RCMP Detachments in Pincher Creek,

Brocket, CNP, Fort Macleod, and Cardston RESOLVE

Rocky Mountain Bobcat Rocky View Mennonite Sewing Circle

Royal Bank & Staff Royal Cdn Legion

Sears Canada Springridge Church Women

St. John’s ACW St. Michael’s School & Students Council

St. Michael`s Church Synergy Land Services Town of Pincher Creek

United Church Thift Shop Walmart Canada Corp Young Parkyn McNab

Thank you also to the many individuals who have made donations (financial or in-kind) or

volunteered their time.


If we missed mentioning anyone we apologize and thank you for your contribution

PCWESA BYLAWS REVIEW: CURRENT/PROPOSED COMPARISON

CURRENT PROPOSED Article 1 ‐ Preamble 1.1 The name of the Society is the Pincher Creek Women’s Emergency

Shelter Association or PCWESA 1.2 This document is the general bylaws of PCWESA. These bylaws

regulate the transaction of business and affairs of PCWESA.

Article 2 – Defining and Interpreting the Bylaws 2.1 Definitions

In these Bylaws, the following words have these meaning. 2.1.1 AGM means the Annual General Meeting described in Article 4.1 2.1.2 Board means the Board of Directors of this Society 2.1.3 Bylaws means the Bylaws of this Society as amended 2.1.4 Director means any person elected or appointed to the Board. This includes the President 2.1.5 Executive Committee means the President, Vice President, Secretary and Treasurer of the Board of Directors 2.1.6 General Meeting means the Annual General Meeting and Special General Meeting 2.1.7 Member means Member of the Society 2.1.8 Officer means any Officer listed in Article 5.2 2.1.8 Registered Office means the registered office for the Society – this could be a physical or electronic site 2.1.10 Register of members means the register maintained the Board of Directors containing the names of the Members of the Society 2.1.11Society means the Emergency Shelter Association. 2.1.12 Special Meeting means the special general meeting described in Article 4.2 2.1.13 Special Resolution means: a) a resolution passed at a General Meeting of the membership of

this Society. There must be twenty‐one (21) days’ notice for this meeting and approval by a majority vote of the Members who vote in person

1


b) a resolution proposed and passed as a Special Resolution at a General Meeting less than twenty‐one (21) days’ notice. All the Voting Member eligible to attend and vote must agree; or c) a resolution agreed to in writing by all the Voting Members who

are eligible to vote on the resolution in person at a General Meeting

2.1.14 Voting Member means a Member entitled to vote at the meetings of the Society. 2.2 Interpretation The following rules of interpretation must be applied in interpreting these Bylaws. 2.2.1 Singular and Plural: words indicating the singular number also include the plural, and vice‐versa. 2.2.2 Headings are for convenience only. They do not affect the interpretation of these Bylaws. 2.2.3 Liberal interpretation: these Bylaws must be interpreted broadly and generously.

I. MEMBERSHIP Article 3 Membership 1. The Board may establish membership fees as required. Membership and the rights attached thereto are as follows: a) General Membership - Anyone who is a resident of Alberta, 18 years of age and believes in the objects of the Society. 2. Any member wishing to withdraw from membership may do so upon a notice in writing to the Board through its Secretary. Any member, upon a majority vote of all members of the society in good standing, may be expelled from membership for any cause, which the Society may deem reasonable. Membership fees and assessments paid, if any, are not refundable under any Circumstances whatsoever.

3.1 Classification of Membership Membership is open to interested citizens with the exception of paid staff and their spouses. 3.1.2 Full Members: to become a Full Member, an individual shall: a. be eighteen years of age or older b. pay the annual membership fee as determined by the Board of Directors c. contribute to the Society in a positive and meaningful way. 3.2 Membership Fees 3.2.1 The membership year is from Annual General Meeting to June

30th of following year. 3.2.2 The Board of Directors decides the annual membership fees. 3.2.3 Membership lists shall be updated each year prior to the Annual

2


General Meeting. 3.3 Rights and Privileges of Members 3.3.1 Any Member in good standing is entitled to: a. receive notice of meeting of the Society b. attend general meetings of the Society c. speak at general meetings of the Society d. one (1) vote at a meeting of the Society e. exercise other rights and privileges given to Members in these bylaws 3.3.2 A Member is in Good Standing when: a. the Member has paid membership fees or other required fees to the Society; and b. the Member is not suspended as a Member as provided for under Article 3.4. 3.4 Suspension of Membership 3.4.1 Decision to Suspend

The Board at a Special Meeting called for that purpose, may suspend a Member’s membership, for one or more of the following reasons: a. if the Member has failed to abide by the Bylaws; b. if the Member has disrupted meetings or functions of the

Society; or c. if the Member’s actions are judged to be harmful to the

Society. 3.4.2 Notice to Members 3.4.2.1 The affected Member will receive written notice of the Board’s intention to deal with whether that Member should be suspended or not. The Member will receive at least two (2) weeks notice before the Special Meeting. 3.4.2.2 The notice will be sent by single registered mail to the last known address of the Member shown in the record of the Society. The notice

3


may also be delivered by an Officer of the Board. 3.4.2.3 The notice will state the reasons why suspension is being considered. 3.4.3 Decision of the Board 3.4.3.1 The Member will have an opportunity to appear before the Board to address the matter. The Board may allow another person to accompany the Member. 3.4.3.2The Board will determine how the matter will be dealt with, and may limit the time given the Member to address the Board. 3.4.3.3 The Board may exclude the Member from its discussion of the matter, including the deciding vote. 3.4.3.4 The decision of the Board is final. 3.5 Expulsion 3.5.1 The Society may, by Special Resolution at a Special General meeting called for such a purpose, expel a Member by reason of undertaking activities that are not consistent with the values, goals and objectives of the Society. 3.5.2 This decision is final.

V. MEETING OF MEMBERSHIP VI. VOTING

Article 4 Meetings of the Society

1. This Society shall hold an Annual General Meeting on or before May 31 each year, of which notice in writing to the last known address of each member shall be delivered in the mail fourteen (14) days prior to the date of the meeting. 2. At this meeting there shall be elected four (4) or three (3) directors in accordance with Article II Board of Directors. 3. General meetings of the Society may be called at any time by the Secretary upon the instruction of the President or the Board by notice in writing to the last known address of each member, delivered by mail eight days prior, or bye-mail, telephone, fax or in person, three days prior, to the date of such meeting. A special meeting

4.1 The Annual General Meeting 4.1.1 The Society holds its Annual General Meeting no later than June 30 of each calendar year. The Board sets the place, day and time of the meeting. 4.1.2 The members will receive a written notification of the Annual General Meeting twenty‐one days prior to the meeting taking place. This notice states the place, date and time of the Annual General Meeting, and any business requiring a Special Resolution. 4.1.3 Agenda for the Meeting The Annual General Meeting deals with the following matters:

a. adopting the agenda;

4


may be called on the instructions of any two members thereof provided they request in writing that the President call such meeting, and state the business to be brought before the meeting. Members shall be notified of a special meeting by telephone, e-mail, fax or in person, three days prior to the date of such meetings. 4. Fifty percent plus one of those members in attendance in good standing shall constitute a quorum at any general/special meeting. VI. VOTING 1. Any member who has not withdrawn from membership and is a ? Member in good standing shall have the right to vote at any meeting of the Society. Such votes must be made in person and not by proxy or otherwise. All voting will be by way of show of hands unless the chairman of the meeting deems it appropriate to vote by way of secret ballot.

b. adopting the minutes of the last Annual General Meeting; c. considering the President’s report; d. reviewing the financial statements setting out the Society’s

income, disbursements, assets and liabilities and the auditor’s report;

e. appointing the auditors; f. electing the President; g. electing the Members of the Board; h. considering matters specified in the meeting notice.

4.1.4 Quorum Attendance by 20% of the Members at the Annual General Meeting is a quorum. 4.2 Special General Meeting of the Society 4.2.1 A Special General Meeting maybe called at any time: a. by a resolution of the Board of Directors to that effect; or b. by a written request of a quorum of the Directors. The request must state the reason for the Special General Meeting and the motion(s) intended to be submitted at the Special General Meeting. 4.2.2 Notice of the Special General Meeting must be provided five days prior to the meeting to all the Board Members stating the place, date, time and purpose of the Special General Meeting. 4.2.3 Only the matter(s) set out in the notice for the Special General Meeting are considered at the Special General Meeting. 4.3 General Meetings of the Society are open to the public. A majority of the Members present may ask any persons who are not Members to leave. 4.4 All meetings of the Society shall follow Robert’s Rules of Order.

IV. Board of Directors Article 5 The Government of the Society

1. The Board shall subject to the bylaws or directions given it by 5.1The Board of Directors

5


majority vote at any meeting properly called and constituted, have full control and management of the affairs of the Society, and meetings of the Board shall be held as often as may be required, but at least four (4) times a year and shall be called by the President. A special meeting may be called on the instructions of any two members thereof provided they request in writing that the President call such meetings, and state the business to be brought before the meeting. Meetings of the Board shall be called by 10 days notice in writing, mailed to members or by three days notice bye-mail, telephone, fax or in person. Fifty percent plus one of the Board as elected at the Annual General Meeting shall constitute a quorum, and meetings shall be held without notice if a quorum of the Board is present, provided, however, that any business transacted at such meetings shall be ratified at the next regularly called meeting of the Board; otherwise they shall be null and void. c,.

2. The Board of Directors shall consist of seven (7) directors. The term of office for all Board Members shall be two years and members shall not serve more than two consecutive terms in the same position. For the first year of operation, under these bylaws, the Vice President, the Secretary, and one-half of the Directors shall have a term of one year only. 3. Any director, upon a majority vote of all members in good standing, may be removed from office for any cause that the Society may Deem reasonable. 4. A director will be replaced if less than six (6) months remain in a fiscal year should the director miss three (3) consecutive regular meetings without cause. Any seat on the Board which is occupied by an elected member of the Board of Directors which may be or become vacant after the Annual General Meeting, may be filled, at the discretion of the remaining members of the Board by any member in good standing, and subject only to paragraph Clause I Subsection (a) of these bylaws, until the next Annual General Meeting of the Society, at which time the appointee may stand for election to the Board, and the notice of the meeting shall so state.

The Board governs the Society and has the overall responsibility for the organization, its strategic direction and management. 5.2 Composition of the Board The Board consists of:

a. Minimum of five (5) to maximum of seven (7) Directors elected at the Annual General Meeting

5.2.1 The President and the Board of Directors shall be elected by the voting members for a two (2) year term at the Annual General Meeting. a. At the end of the two year term, a Director may let his/her name stand for another two year term. b. A member, in good standing, may be nominated in writing and in absentia with the written acceptance of the nominated member.

H. OFFICERS OF THE SOCIETY

6


1. PRESIDENT The President, shall, when present, preside at all meetings of the Society and of the Board. In his/her absence the Vice-President shall preside at any such meetings, and in the absence of both a chairman may be elected by the meeting to preside there at. The President shall be ex-officio a member of all Committees. 2. VICE PRESIDENT The Vice President shall chair the meetings in the absence "of the President. In the absence, inability or refusal to act of the President, the Vice President will have all the powers and perform all the duties of the President. He/she will assist the President in Coordinating the affairs of the Board and replaces the President at various functions when asked to do so by the President or the Board. He/she will assume responsibility for the nomination and election of the Board. 3. SECRETARY It shall be the duty of the secretary to attend all meetings of the Society and of the Board, and to keep or to appoint a suitable person to keep accurate minutes of the same. In case of the absence of the Secretary, such officer as may be appointed by the Board shall discharge his/her duties. The secretary shall have charge of all correspondence of the Board and may appoint a suitable person to oversee the keeping of the same, and shall be under the direction of the President of the Board. 4. TREASURER The treasurer shall ensure that the monthly balance sheet and income statement are a fair representation of the Pincher Creek Emergency Shelter Association's financial position. He/she shall submit to the Annual General Meeting a statement duly audited as hereinafter set forth of the financial position of the Society and submit a copy of the same to the Secretary for the records of the Society. One person may fill the office of the Secretary and Treasurer if any Annual Meeting for the election of officers so decides.

5.6 Duties of the Officers of the Society 5.6.1 The President:

• Supervises the affairs of the Board. • When present, chairs all meetings of the Society, the Board and

the Executive Committee. • Is an ex officio member of all Committee except the Nominating

Committee. • Acts as spokesperson for the Society. • Carries out other duties assigned by the Board.

5.6.2 The Vice President: • Presides at meetings in the President’s absence. If the Vice‐

President is absent, the Directors elect a Chairperson for the meeting.

• Replaces the President at various functions when asked to do so by the President or the Board.

• Carries out other duties assigned by the Board. 5.6.3 The Secretary:

• Attends all meetings of the Society, Board and Executive Committee and ensures that the minutes are accurately kept and maintained electronically.

• Keeps the Seal of the Society • Carries out other duties assigned by the Board.

5.6.4 The Treasurer: • Ensures that all financial transactions are in order. • Gives a detailed account of revenues and expenditures at each

Board meeting. • Makes sure an audited statement of the financial position of the

Society is prepared and presented to the Annual General Meeting

• Carries out other duties assigned by the Board.

5.7 Board Committees The Board may appoint committees to advise the Board. 5.7.1 A Board Member chairs each committee created by the Board.

7


5.7.2 The Committee records minutes of its meetings and provides reports to each Board meeting at the Board’s request. 5.8 Executive Director 5.8.1 The Board may hire an Executive Director to carry out assigned duties. 5.8.2 The Executive Director reports to and is responsible to the Board, and acts as an advisor to the Board and all Board Committees. The Executive Director does not vote at meetings.

III. AUDITING

Article 6 Finance and Other Management Matters

1. A duly qualified accountant shall audit the books, accounts and records of the Secretary and Treasurer at least once each year. A complete audit shall be conducted every five (5) years and a complete and proper statement of the standing of the books for the Previous year shall be submitted at the Annual General Meeting of The Society. The fiscal year of the Society in each year shall be April 1st to March 31st .

2. The books and records of the Society may be inspected by any member of the Society at the Annual General Meeting provided for herein or anytime upon giving reasonable notice and arranging a time satisfactory to the officer or officers having charge of the same. Each member of the Board shall at all times have access to such books and records.

6.1 The fiscal year of the Society ends on March 31st of each year. 6.2 There must be an audit of the books, accounts and records of the Society once each year prior to the Annual General Meeting. 6.2.1 The audit shall be done by a qualified accountant. 6.2.2 At each Annual General Meeting, the Auditor submits a complete statement of the books for the previous year. 6.3 Seal of the Society 6.3.1 The Board may adopt a seal as the Seal of the Society. 6.3.2 The Secretary has control and custody of the seal, unless the Board decides otherwise. 6.3.3 The Seal of the Society can only be used by Officers authorized by the Board. 6.4 Cheques and Contracts of the Society 6.4.1The designated Officers of the Board sign all cheques drawn on the monies of the Society. Two signatures are required on all cheques The Board may authorize the Executive Director to sign cheques. 6.4.2 All contracts of the Society must be signed by the Officers or other persons authorized to do so by resolution of the Board. 6.5 The Keeping and Inspection of the Book and Records of the Society

8


6.5.1 The Books and Records of the Society may be stored electronically. 6.5.2 All Board members shall have access to the books and records. 6.5.2 A signed copy of the original Minute Books must be kept and maintained by the Secretary at either the Registered Office of the Society or by electronic scanning of the signed documents. This record contains minutes from all meetings of the Society, the Board and the Executive Committee. 6.5.3 The Board keeps and files all necessary books and records of the Society as required by the Bylaws, the Societies Act and any other statute or law. 6.5.4 A Member wishing to inspect the books or records of the Society must give reasonable notice to the President or Secretary of his/her intention to do so. 6.5.5 Unless otherwise permitted by the Board, such inspection will take place only at the Registered Office, or other regular business premises operated by the Society, during normal business hours. 6.5.6 All financial records of the Society are open for such inspection by the Members. 6.5.7 Other records of the Society are also open for inspection, except for records that the Board designates as confidential.

VIII. BORROWING POWERS 6.6 Borrowing Power

I. For the purpose of carrying out its objectives, the Society shall not borrow or incur debt. VII. Remuneration 1. Unless authorized at any meeting and after notice for the same Shall have been given no officer or member of the Society shall receive any remuneration for his/her services as a member of the Society. Legitimate expenses may be covered by the approval of the Board of Directors. 2. Members of the Board of Directors who wish to provide goods or services to the Society in the course of carrying on a private business, or in circumstances where they have personal interests, must be declare said interest, submit a binding and competitive estimate, and where deemed necessary by the remaining board

6.6.1 The Society may not borrow or incur debt to meet its object and operations. 6.7 Payments 6.7.1 No Member, Director or Officer of the Society receives any payment for his/her services as a Member, Director or Officer. 6.7.2 Reasonable expenses incurred while carrying out duties of the Society may be reimbursed upon Board approval.

9


10

members, the acceptance of the offer of goods or services to be supplied where a Member of the Board has such an interest may be put to a vote of the general membership.X. BYLAWS Article 7 Amending the Bylaws

1. The bylaws may be rescinded, altered or added to by a "Special Resolution" .

7.1 These Bylaws may be cancelled, altered or added to by a Special Resolution at any Annual General Meeting or Special General Meeting of the Society. 7.2 The twenty‐one (21) days notice of the Annual General or special General meeting of the Society must include notice of the proposed resolution to change the Bylaws. 7.3 The amended bylaws take effect after approval of the Special Resolution at the Annual General Meeting or Special General Meeting and accepted by the Corporate Registry of Alberta.

IX. DISSOLUTION OF ASSETS Article 8 Distributing Assets and Dissolving the Society

1. Upon the dissolution of the Society, after paying its liabilities, its assets will be distributed to a charity registered by the Income Tax Act, which charity will be determined by the Board of Directors.

8.1 The Society does not pay any dividends or distribute its property among its Members. 8.2 If the Society is dissolved, any funds or assets remaining after paying all debt are paid to a registered and incorporated charitable organization. Members select this organization by Special Resolution. In no event do any Members receive any assets of the Society.

Annual Report 2012/2013 - Pincher Creek Women · Pincher Creek Women’s Emergency Shelter...

Documents

Transcript of Annual Report 2012/2013 - Pincher Creek Women · Pincher Creek Women’s Emergency Shelter...