Young Professionals of Campbell River Policies
The name of this organization shall herein be called the Young Professionals of Campbell River and shall herein be referred to as ‘YPCR’.
To bring the talent of our members together by collaborating and connectingthrough business networking, social interaction, community involvement andprofessional development.
We operate under 4 pillars: Business Networking, Social Interaction, Community
Involvement, Professional Development
YPCR memberships will be granted to applicants whoa) have paid their dues in full;
b) are individuals between the ages of 19 and 45; and
c) live, work or otherwise contribute to the Campbell River business community.
b. Honorary Members
The Board may, at its discretion, grant Honorary Member status to any individual who the Board deem to be worthy of membership but is otherwise ineligible for membership.Honorary Members are entitled to participate in all club activities at member prices, but are not eligible to hold office or vote.
Membership in YPCR may be terminated at the discretion of the Board. Membership dues will not be returned to expelled members of the YPCR.
d. Consent to Media
All YPCR members give permission to the YPCR, and/or parties designated by the YPCR to photograph/video them and use such photograph(s)/video(s) in all forms of media, for any and all promotional purposes including advertising, display, audiovisual, exhibition or editorial use.
YPCR members further consent to the use of their name in connection with the photograph(s)/video(s) if needed by the YPCR and/or parties designated by the YPCR.
YPCR members will not receive any payment for time or expenses or any royalty for the publication of the photograph(s)/video(s) or the use of their name and release the YPCR and/or any parties designated by the YPCR from any such claims.
a. Membership Dues
The Board shall set annual dues to be paid by all Members except Honourary Members.A proposed increase in membership dues of more than 5% in any given year must be approved by a majority of Members at a duly called general meeting.
b. Payment of Dues
Members shall be notified at least 30 days prior to annual dues being payable. Failureto pay annual dues shall result in termination of the Members membership effective thedate on which dues are due. Notwithstanding the foregoing, the Board may extendmembership if a Member pays their dues within a reasonable period of time of thembecoming due.
6. General Body
a. The General Body is all Members in good standing. All Members are entitled toone vote at general meetings.
b. The Annual General Meeting of the YPCR will be held in the first week ofOctober for the purpose of receiving the annual reports and the election of new Boardmembers.
c. Special General Meetings will held as requested by at least 5% of the Membersor as required by the Board.
d. Notice of all General Meetings will be provided at least 21 days prior to theGeneral Meeting. The location and times of the meetings will be at the sole discretion ofthe Board.
e. Quorum shall be no less than 25% of the Members of the General Body. Noaction requiring the approval of the General Body can be completed or take effect unlessa quorum is present.
f. Members who are not in good standing shall not be eligible to vote at General
Meetings and shall not count towards the determination of Quorum.
7. Board of Directors
a. The Board of Directors (“Board”) will be the chief policy making body for the YPCR.
b. To be eligible to run as a member of the Board an individual must be a Memberin good standing of YPCR.
c. The Board will consist of 10 Directors.
d. No person may hold more than one position on the Board at any time.
e. The term of office for all Directors shall be one year running from November 1until October 31.
f. There are no restrictions on the number of terms a Member may serve on theBoard. A Director may hold a given position on the Board for a maximum of 3consecutive terms, unless there are no other Directors who want to hold that position.
g. In the event of a vacancy on the Board for any reason the remaining Directorsmay appoint an interim Director to hold the vacant position until the next election. TheTerm of every Director will expire on October 31, regardless of the commencement date.
h. The Board shall meet as necessary to conduct the business of YPCR.
i. Half of the Directors of the Board constitutes quorum for the purposes of carryingon business at Board meetings. Directors may attend meetings in person or bytelephone.
8. Board Positions
a. The Board Positions of the YPCR shall be President, Vice President, Secretary,Treasurer, Communications Director, and Directors at Large.
b. The Responsibilities of each Board Position shall be as follows:
Be the chief executive officer of the YPCR with all powers necessary andproper which are not prohibited by the Constitution or another governing document orassigned to another Board Member;
Chair all meetings of the Board and General Body;
Have the power to set normal meetings of the Board and General Body and call specialmeetings of the Board;
Have the power to create standing and ad hoc committees upon approval of the Board;
Secondary liaison with all media contacts; and
Ensure direction in line of constitutional goals
Assume the office of the President in the event of a vacancy in that office;Assume the duties of the President in his/her absence;
Perform such duties as assigned by the President of the YPCR Board; and
Assist the President in his/her duties.
Take minutes of all meetings of the Board and the General Body and records of YPCR
Organize all internal documents and communications in a centralized location.
Keep accurate records of YPCR finances;
Report on organization finances at Board meetings;Create annual YPCR budget;
Collect membership dues and sponsorship proceeds; and
Record if each member has paid his/her membership dues.
v. Communications Director:Maintain the YPCR web site;
Maintain communication with Members through electronic methods and/or newsletter;
Together with Events Director, promote upcoming YPCR events;Chair communications committee;
Manage and oversee the YPCR website, communications with the Members through electronic methods and/or newsletter; and
Work together with the Directors at Large to promote upcoming YPCR events, projectand news of YPCR to the members.
vi. Directors at Large
The Directors at large shall share responsibility for all other duties of directors. Incollaboration and cooperation with the other Directors, they shall organize intocommittees to best manage and administer these responsibilities. Committees mayinclude: Public Relations, Fundraising, Membership, Events and CommunityEngagement; Professional Development. Each Director at large must chair at least onecommittee. All directors may sit on multiple committees. Specific responsibilities of the Directors at Large include:
Recruiting new members;
Maintain the YPCR membership list, including the name, address, D.O.B., phonenumber and email address of the Members in accordance with privacy policies and all
Managing Member intake and retention;
Maintaining relationships with community organizations relevant to YPCR;Maintaining communications with local businesses and education institutions asnecessary;
Managing all fundraising for the organization, in cooperation with President;Liaising with all media contacts;
Creating annual YPCR event calendar;
Overseeing the planning and execution of the YPCR events;Ensuring YPCR events match organization mission and goals;
Leading the YPCR charity and community involvement initiatives;
Responsibility for coordinating activities and events for the professional development of
Inviting guest speakers to speak to our members about various aspects of professionaldevelopment.
9. Elections to the Board
Elections of Directors will be held at the Annual General Meeting each year. A call fornominations shall be made to the General Body at least 30 days before the elections areto take place.
b. Chief Elections Officer
90 days prior to the elections, Members will be asked to volunteer as the Chief ElectionOfficer. The Board will select a Chief Election Officer from those volunteers who will beresponsible for applications and elections of all Directors.
10. Removal from the Board
Directors may be subject to impeachment using the following procedure:
i. Failure to attend 3 Board meetings (in person or by phone) in a term withoutprior excuse from the President is grounds for immediate removal from theBoard if approved by at least 2/3 of the remaining Directors.
ii. Any complaints regarding the conduct of a Director shall be directed to the
President. In the event the complaint is about the President, the complaintshall be directed to the Vice-President.
iii. The complaint recipient shall, within 5 business days of receiving thecomplaint, contact the complainant to confirm receipt of same and clarify anyinformation necessary to follow up on the complaint.
iv. Within 7 business days of receiving the complaint, the complaint recipient shallprovide a written letter to the subject of the complaint (the “Individual”), outlining the details of the complaint and seeking a response within 10 business days.
v. The complaint recipient will strike a committee of at least 3 Directors (the“Committee”) to assess the validity of the complaint and any defense providedby the Individual.
vi. The Committee will report their findings to the Board as a whole.
vii. The Board will vote to determine whether the Individual should be removedfrom the Board. The Individual will be ineligible to vote.
viii. Removal from the Board must be approved by at least 2/3 of the voting
ix. All impeachment proceedings shall be held confidential and meeting minuteswhere impeachment is discussed shall be held in camera.
A Director may resign by providing written notice to
the President, or in the case of resignation by the President to the Vice-President.
a. The Board may create standing and ad hoc committees as necessary to conductthe business of YPCR. All standing and ad hoc committees must have an odd numberof members, including the Chairperson.
b. The Chairperson of all standing committees must be a Director.
c. Committees shall formulate procedures of matters not provided for in the Bylaws.
Such procedures must not be inconsistent with the Bylaws.
12. Expenditures,Purchases and Accounts Payable
a. The Treasurer will prepare an annual budget including all known expenditures (“Annual Budget”), which will be approved by the Board.
b. Prior to each event, the event coordinator shall prepare an estimated budget to be approved by the Board (“Event Budget”). Once the Event Budge thas been approved, the event coordinator shall have the discretion to spend the budget as necessary, without further approvals from the Board.
c. All proposed expenditures over $100 and not included in the annual budget or an Event Budget must be approved, in advance, by the Board.
a. Vendor Invoices will be paid within 30 days of being received by the Treasurer.
b. Payments will be processed using original invoices only.
c. Invoices that are to be paid by cash, where prior approval for the expenditure has not already been obtained, shall be approved by at least 2 Board members.
d. Invoices will be tracked in the accounting software as they are paid.
e. Invoices will be stored in an orderly fashion and kept by the treasurer.
a. The Treasurer will keep and maintain 2 locked, metal, petty cash boxes.
b. All petty cash receipts and payments will be tracked by the Treasurer and updated on at least a monthly basis.
15. Signing Authority
2 signing authorities will be required to sign all cheques.
16. Expense Report Processing
a. All expense reports shall be submitted to the Treasurer in writing with original receipts.
b. No Director is permitted to approve their own expense report.
17. Policy–Cash Receipts
a. The Treasurer is responsible for the timely processing of cash and cheques received.
b. All funds received by YPCR will be deposited regularly into bank accounts authorized by the board of directors.
18. Procedures–Cash Receipts
a. Cash and cheques received must be properly secured at all times.
b. Funds are to be deposited into authorized bank accounts in the name of YPCR on a regular basis.
c. Accounting system will be maintained on a cash basis then transferred to an accrual basis for purposes of the year end financial statements or audit in keeping with GAAP standards which require accrual for the audit.
d. Cheques shall be copied and copies stapled to any correspondence received with the cheque. The correspondence shall be stamped with the receipt date.
e. Deposit forms shall be prepared in duplicate as soon as possible after receipt of the mail and deposits taken to the bank before close of the business day and filed appropriately. If the deposit reflects agrant / contribution award, a copy of the deposit will be placed in the grant file as well as in the appropriate deposit file.
19. Deposit Posting
The Treasurer shall post receipts to the accounting software on a regular basis.
20. A/R Reports
Treasurer will run an accounts receivable report at the end of each month for Board review, ifapplicable.
21. Record Filing
The Treasurer will retain the deposit receipts with the supporting documentation attached.These copies will be filed by date.
a. It is the responsibility of Treasurer to reconcile the general ledger cash accounts at the end of each month.
b. The Treasurer will reconcile the Bank Statements monthly.
c. Bank fees and other items not posted else where should be posted from the bank statement.
d. Items outstanding for more than thirty days will be investigated.
e. All breaks in cheque number sequence shall be researched and understood.
f. A Director will review and approve the reconciliations.
Treasurer will produce the following reports for the Board quarterly:
i. General ledger;
ii. Aging Receivables(ifapplicable);
iii. Bank Reconciliation;
iv. Balance Sheet; and
v. Income Statement, YTD.
24. Capital Assets
a. All asset purchases with a value of $500 or more will be capitalized and classified as a Capital Asset. To determine whether an asset has a value of $500, all expenses needed to put the asset in its normal usable state should be combined to determine the total asset value.
b. Asset purchases of less than $500 will be expensed to the appropriate account.
c. Depreciation will be determined on an annual basis.
25. Meal and Travel Expenses
Travel or meal costs will not be paid by the YPCR unless approved in advance by the Board. All meal and travel expenses must comply with the following:
i. No reimbursement will be provided alcohol, entertainment or telephone calls;
ii. Original receipts must be provided;
iii. Mileage shall be paid at the maximum amount allowed to be claimed under the ITA;
iv. Airline reservations must be obtained at the best possible rate and for economy class or its equivalent;
v. Fees incurred by schedule changes, delays in booking or for cancellations will not be paid by YPCR;
vi. Meals will be reimbursed at the following rates: Breakfast $10.00
26. Parliamentary Procedure
The latest available version ofRobert’s Rules of Order,shall be the Parliamentaryauthority for all matters of procedure not specifically covered by the Bylaws or thespecific rules of procedure adopted by the group.
These Policies may be amended by a 2/3 vote of the Board. Amendments shall beeffective upon adjournment of the meeting at which they are adopted, unless otherwisespecified in the proposed amendment.
28. Adoption of Policies
These policies are adopted by the YPCR Board of 2012/2013 in unanimous vote.