Parksville Qualicum Retired Teachers’ Association

POLICIES & PROCEDURES (Adopted Oct, 2007)

 

TABLE OF CONTENTS

Subject

 

Part 1:

General

Part 2:

Scholarships and Bursaries

Part 3:

Privacy of Member Information

3.1:

Notices for Members

Part 4:

Retiring Officers

Part 5:

PQRTA Functions

5.1:

Attendance At and Payment for PQRTA Events

5.1.1:

Notification of Attendance    

5.1.2:

Member’s Liability to Pay for an Event

5.2:

Requests for Fund Raising at PQRTA Functions

5.3:

Guest Speaker(s): Complimentary Meal(s) at PQRTA Meetings

Part 6:

Senior Recognition and Appreciation

6.1

Senior Recognition at First Regular General Meeting of the Year

6.2:

Christmas Gifts to Senior Members

6.3:

Christmas Luncheon Fee for Seniors Under 90 Years of Age

6.4:

Christmas Luncheon Fee for Seniors 90 or More Years of Age

Part 7:  

Duties of Committee Chairperson(s)

 

Communications      

 

Heritage

 

Historian

 

Membership

 

Programmes

 

Sunshine

 

 

Parksville Qualicum Retired Teachers’ Association

POLICIES & PROCEDURES (Adopted Oct, 2007)

 

PART 1    GENERAL

     1.1 These Policies and Procedures shall guide the conduct of PQRTA affairs, in particular the work of the branch’s officers, and any member(s) acting on behalf of or in the service of the branch or association.

1.2 Additions, deletions and/or amendments to these policies and procedures may be made by resolution of the Executive Committee or a General Meeting.

1.3 Definitions:

Senior: For the purposes of these Policies and Procedures, “senior” refers to a life member; a life member is a person who has been an Active or Affiliate Member in good standing for at least 10 years, and who has reached the age of 85.

 

PART 2    Scholarships and bursaries

 

     2.1  The PQRTA shall provide one scholarship annually to an African student through the Canadian Harambe Education Society (CHES), and, at an appropriate time each year, the Treasurer shall place before the membership a motion setting the amount of this scholarship.

     2.2  The PQRTA shall provide one scholarship annually to an African student through the African Canadian Continuing Education Society (ACCES), and, at an appropriate time each year, the Treasurer shall place before the membership a motion setting the amount of this scholarship.

     2.3  The PQRTA may, after considering advice from the Treasurer, provide an annual Oceanside Graduate Bursary, designed to assist with a successful applicant’s

undergraduate or graduate studies in Education in pursuit of a teaching career in BC public schools.

          a)   The Treasurer shall advise a general meeting in the fall or winter regarding the financial ability of the branch to offer this bursary;

          b)   In the event that a bursary can be offered, the Treasurer shall recommend an appropriate amount, if possible not less than $750;

          c)    The Vice-President shall have charge of the administration of this bursary, guided by the following:

                ~  Submit advertisements to the local newspapers by February 15th;

                ~  Send information and applications to Kwalikum, Ballenas and PASS/Woodwinds Secondary Schools, and to Vancouver Island University and the

University of Victoria;

                ~  Convene a selection committee of at least three members to choose a recipient;

                ~  The deadline for receipt of applications will be set at April 15th.

 

PART 3    PRIVACY OF MEMBER INFORMATION

Information about a member shall be used for internal communication purposes only, by PQRTA officers, and by BCRTA officers and staff; and shall not be made available in any form to any other person or organization without the member’s explicit authorization.

3.1: Notices for Members:

Notices shall only be sent out, to PQRTA membership, regarding PQRTA/BCRTA business, bereavement or serious illness of fellow members.

 

PART 4    RETIRING OFFICERS

     Retiring officers will receive a card of thanks.

 

PART 5       PQRTA FUNCTIONS

 

5.1: Attendance at and Payment for PQRTA Events:

5.1.1: Notification of Attendance:

PQRTA members must contact the Programme Chairpersons no later than one (1) week before a PQRTA meeting to advise that they would like to attend and/or bring a guest to the meeting.

5.1.2 Member's Liability to Pay for an Event:

a) Once having indicated his or her intention to attend a PQRTA event, a member becomes liable to pay the announced cost of participation in that event, whether or not he or she actually attends. Failure to pay will render the member "not in good standing" until the debt is paid, and he or she may be denied access to future PQRTA events.

b) In the case of a member's defaulting guest(s), the guest(s) may be denied further access to PQRTA functions.

c)  A member (or guest) is relieved of the obligation to pay if he or she notifies the PQRTA of a change in plans not less than 5 days prior to the event.

d)  If at least two out of the President, Vice-President and Treasurer agree that circumstances warrant (such as bereavement or sudden medical emergency), a debt may be waived on compassionate grounds.

 

5.2: Requests for Fund Raising at PQRTA Functions:

Requests for fund raising at PQRTA functions, other than for PQRTA sponsored activities, shall be denied.

5.3: Guest Speaker(s): Complimentary Meal(s) at PQRTA Meetings

The PQRTA will cover the cost of the meal for the guest speaker(s) at PQRTA functions and the cost of the meal for PQRTA members will be adjusted to cover the cost of the meal(s) of the guest speaker(s).

 

PART 6  SENIOR RECOGNITION AND APPRECIATION

 

 

6.1: Senior Recognition at First Regular General Meeting of the Year:

With advice from the Treasurer, a small sleeve of flowers shall be purchased and delivered, by the Sunshine Committee, to each attending senior member, at the first regular general meeting of the year, in recognition of their standing within the PQRTA membership.

6.2: Christmas Gifts to Senior Members:

With advice from the Treasurer, a gift shall be purchased and delivered, by the Sunshine Committee and/or designate(s), to each PQRTA senior member at Christmas time.

6.3: Christmas Luncheon Fee for Seniors Under 90 Years of Age:

With advice from the Treasurer, each senior attending the PQRTA Christmas Luncheon shall be charged 50% of the cost of the lunch.

6.4: Christmas Luncheon Fee for Seniors 90 or More Years of Age:

With advice from the Treasurer that there are sufficient funds, each senior member, who is the age of 90 or more, attending the PQRTA Christmas Luncheon will receive his/her lunch, at no cost.

 

Part 7 Duties of Committee Chairperson(s)

(The following list of responsibilities is not exclusive to any additional duties which may arise either from the direction of the Executive and/or on the initiative of the specific committee.)

 

Communications:

- serve as a general means of communication liaison between the Executive Committee and the general membership, normally through the use of e-mail and/or telephone communication;

- ensure that members' contact data are as up to date, as possible;

- invite members to all program activities/luncheons, etc.;

- record a list of members attending each event, and provide this list to the Treasurer as a checklist for receiving payments from members at said event.

 

Heritage:

- collect, maintain and ensure safe housing of data relevant to the early days of French Creek Elementary School, as a representative school for education in School District #69;

- work with the Executive Committee to explore opportunities for collecting and showcasing other school-related records and artifacts of historical interest.

 

Historian:

- develop and/or maintain a portfolio of photographs of PQRTA events;

- make the portfolio(s) available at PQRTA general meetings for the membership to peruse and enjoy;

- include facts/figures re significant events, elected officers, etc.;

- maintain the branch's archived records, including minutes of meetings, records of campaigns, photo albums and digitized data collections.

Membership:

- maintain an accurate and up to date data base of members (list can be gotten from the BCRTA office);

- determine those who are newly retired, personally contact them (via e-mail/telephone) to invite and encourage them to attend the first general meeting of the year and if they do attend, introduce them to the meeting;

- purchase a door prize (check with the Treasurer for costing information) and bring to general meetings for a door prize draw;

 

Programmes:

- find and book suitable venue and meal arrangements for each meeting;

- develop and organize a programme of speakers/events for each PQRTA general membership meeting;

- ensure that notification of events is given to the Communications Committee in ample time for distribution to the membership;

- organize the “To Hell With The Bell Breakfast” and Annual General Meeting Barbeque.

 

Sunshine:

- send notes of cheer to members who need cheering up and a reminder that their PQRTA colleagues wish them all the best (It is important to note that the Sunshine Chairperson does not have to go out and “hunt” for members, who are in need of cheer, but can rely on notification, from the membership, of members in need of a caring gesture);

- contact life members (names can be gotten from the Membership Chairperson) about upcoming PQRTA general meetings;

- purchase and deliver poinsettias to life members at Christmas time.