Procedures

TABLE OF CONTENTS

1 Basic Concepts

1.1 Non-Partisanship

1.2 Definition of Procedures

1.3 Adoption, Amendment and Deletion of Procedures

1.4 BCRTA Relationships with Other Organizations – Dir., June 2015

1.4.1 Definitions

1.4.2 Proposals for Organizational Affiliations or Associations

1.4.3 BCRTA Liaison with Affiliate or Associate Organizations

1.4.4 Regular Review of Organizational Relationships

2 Administration

2.1 Privacy of Member Information Dir., March 2013

2.2 Picket Lines

2.3 The Executive Director (ED) Dir., June 2018

2.3.1 The Position

2.3.2 Job Description

2.4 The Office Administrator (OA)

2.4.1 The Position

2.4.2 Job Description

2.5 Directors and Office Staff Dir., Jan. 2012, Jan. 2014, June 2018

2.5.1 Working Relationships

2.5.2 Employment Terms and Conditions

2.5.3 Dispute Resolution

3 Association Finances

3.1 Annual Budget

3.2 Operating Fund

3.2.1 Purpose and Procedures

3.2.2 BCRTA Credit Card

3.2.3 Salary Advances

3.3 Branch Funds Dir., May 2015

3.3.1 Ownership

3.3.2 Financial Reporting Dir., June 2018

3.3.3 New Branches

3.4 Capital Fund

3.4.1 Purpose

3.4.2 Size of the Fund

3.4.3 Fund Usage Procedures

3.5 Contingency Fund

3.5.1 Purpose Dir., Mar. 2016

3.5.2 Size of the Fund Dir., Mar. 2016

3.5.3 Spending Authority

3.6 Expense Reimbursements

3.6.1 Expense Vouchers

3.6.2 Directors’ Expenses

3.6.3 Directors’ Branch Travel

3.7 Insurance Coverage While on BCRTA Business

3.7.1 Indemnification

3.7.2 Automobile Insurance

3.8 BCRTA Investments

3.8.1 Authority

3.8.2 Investment Funds Management

3.9 Sponsorships and Donations Dir., Sept. 2012

3.9.1 Definitions

3.9.2 Donations To or From the BCRTA Dir., Jan. 2013, Sept. 2017

3.9.3 Contributions To or From the BCRTA Dir., Sept. 2017

3.9.4 Conditions to be Met Dir., Sept. 2017

3.9.5 Written Agreement

3.10 Annual Audit Dir., Oct. 2013

3.10.1 Review of the Auditor’s Services

3.10.2 Selection of a New Auditor

3.10.3 Annual Financial Statements

4 BCRTA General Meetings

4.1 Authorization of Meeting Expenditures

4.2 Submission of Annual General Meeting (AGM) Agenda Items

4.3 Distribution of Printed Materials

4.3.1 Summary of Reports booklet

4.3.2 Registration Materials

4.4 Directors’ Electoral Regions

4.5 BCRTA Delegates to the BCTF AGM Pension Session

4.5.1 Eligibility Dir., Sept. 2017

4.6 Pre-AGM Nomination Procedures for AGM-Elected Positions

4.6.1 Nomination Forms

4.6.2 For Director

4.6.3 For BCRTA Delegate to the BCTF AGM

4.6.4 Composition of the Delegation to the BCTF AGM

4.6.5 Appointment of Life Member for Exceptional Service

4.7 Zone Meetings

5 Duties of Directors

5.1 All Directors

5.1.1 General Responsibilities

5.1.2 Representation

5.1.3 Setting Committees’ Annual Objectives

5.2 Table Officers and ACER-CART Representative

5.2.1 The Duties of the President are to:

5.2.2 The Duties of the First Vice-President are to:

5.2.3 The Duties of the Second Vice-President are to:

5.2.4 The Duties of the Immediate Past President are to:

5.2.5 The Duties of the Finance Committee Chair are to:

5.2.6 The Duties of the ACER-CART Representative are to:

6 BCRTA Communications

6.1 General

6.2 Paid Advertising

6.3 PostScript

6.4 BCRTA Connections

6.5 BCRTA Website

6.6 Social Media

7 All Committees

7.1 Establishment of Committees

7.1.1 Types of Committees

7.1.2 Request to Disband a Standing Committee

7.2 Committee Membership

7.2.1 Committee Chairs

7.2.2 Applications for Committee Membership

7.2.3 Committee Members’ Terms of Office Dir., Jun 2011, Dec. 2013, Jan. 2014

7.2.4 Selection of Committee Members

7.2.5 Size of Committees

7.3 Committee Responsibilities

7.3.1 Committees and the Office Administrator

7.3.2 Committee Meeting Times and Formats

7.3.3 First Meeting of the Year

7.3.4 Committee Budgets

7.3.5 Advisor, Consultant and Guest Expenses

7.3.6 Final Meeting of the Year

7.4 Committee Communications

7.4.1 Communication with “Outside” Parties

7.4.2 Communication with Members

8 Individual Committees

8.1 Finance Committee Dir., June 2017

8.1.1 Committee Composition

8.1.2 Responsibilities

8.2 Pensions & Benefits Committee Dir., June 2017

8.2.1 Composition and External Representation

8.2.2 Responsibilities

8.3 Membership Committee

8.3.1 Committee Composition

8.3.2 Responsibilities

8.3.3 Advantage Program Guidelines Dir., June 2015, June 2018

8.4 Heritage Committee

8.4.1 Committee Composition

8.4.2 Responsibilities

8.5 Excellence in Public Education Committee

8.5.1 Committee Composition

8.5.2 Responsibilities

8.6 Wellbeing Committee Dir., June 2017

8.6.1 Committee Composition

8.6.2 Responsibilities

8.6.3 Definition of “Wellbeing” Dir., Oct. 2017

8.7 Advocacy Committee

8.7.1 Committee Composition

8.7.2 Responsibilities

8.8 Personnel Committee

8.8.1 Committee Composition Dir., Jan. 2012

8.8.2 The Committee’s Responsibilities are to: Dir., Jan. 2014

8.9 Communications Committee

8.9.1 Committee Composition

8.9.2 The Committee’s Responsibilities are to:

8.9.3 Sub-Committee Responsibilities

1 Basic Concepts

1.1 Non-Partisanship

The BCRTA is a non-partisan organization and shall not join, affiliate with, or act on behalf of any political party whether municipal, provincial, federal or international.

  1. While acting in the name of or on behalf of the Association, members and employees will
  2. endeavour to avoid acting or appearing to act in a politically partisan manner.

1.2 Definition of Procedures

Procedures:

  1. are prescriptions of the ways in which the business of the Association shall be conducted;
  2. are adopted, amended or deleted from time to time by the BCRTA to regulate and guide the operations of the organization; and
  3. augment, but are subject to, BCRTA Bylaws and Rules of Order.

1.3 Adoption, Amendment and Deletion of Procedures

  1. Procedures may only be adopted, deleted or amended by resolution of a General Meeting or of a meeting of the Board of Directors.
  2. A Procedure established by a General Meeting may only be amended or deleted by a General Meeting, except where its observance would, in the judgment of 75% or more of the Directors, cause or be likely to cause harm to one or more members or to the Association. If the Directors suspend a rule for such a reason, it shall be reported to the next General Meeting, which shall decide whether or not any further action is required.
  3. The adoption or amendment of a Procedure shall be recorded in this Handbook, and the name of the body making the change and the date of its meeting shall be added as part of the record.
  4. Procedures remain in force until amended or deleted.

1.4 BCRTA relationships with other organizations Dir., June 2015

1.4.1 Definitions

  1. Affiliate Organization – an organization whose membership includes all BCRTA members, and to which the BCRTA pays annual dues based on BCRTA membership numbers. Payment of these dues will be recorded in specifically named lines in the BCRTA Operating Budget.
  2. Associate Organization – an organization with which the BCRTA works collaboratively from time-to-time in matters of common interest, and to which the BCRTA pays a regular annual fee. Payment of such fees will be recorded in specifically named lines in the BCRTA Operating Budget.
  3. Other Organization – an organization to which the BCRTA may make one-time or occasional contributions in support of projects or campaigns that align with the purposes of the BCRTA. Payment of such contributions will be recorded as charges to the Contingency Fund.

1.4.2 Proposals for Organizational Affiliations or Associations

  1. When a relationship between the BCRTA and another organization is proposed, unless there are urgent and pressing reasons to do otherwise, the matter shall be referred to a BCRTA Standing or Ad Hoc Committee in order for due diligence to be done.
  2. The purposes for which the other organization exists shall be examined, looking for congruence between those purposes and those of the BCRTA.
  3. The possible advantages of a relationship shall be considered, for the BCRTA and its members, and any possible disadvantages shall also be noted.
  4. The immediate and long-term costs of the relationship shall be estimated, in terms of fees and/or financial contributions, and of sending delegates, representatives and/or observers to meetings of the proposed related organization.

1.4.3 BCRTA Liaison with Affiliate or Associate Organizations

The BCRTA Board shall appoint one or more members, as required or appropriate, to liaise between the BCRTA and each related organization. The appointee(s) will be expected to attend regular meetings of the organization, and to provide regular written reports to the Board (preferably in advance of Directors’ meetings) on those plans and activities of the organization that align with the BCRTA’s purposes and interests.

The BCRTA Board will make appointments after considering the following:

  1. Should a representative be a currently serving Director, a BCRTA committee member, or a BCRTA member at large?
  2. Should a BCRTA appointee be a representative to more than one related organization?
  3. Representatives should not be limited to residents of the Lower Mainland.

1.4.4 Regular Review of Organizational Relationships

BCRTA committees whose responsibilities are related to the purposes and activities of the related organizations shall annually report to the Board on the advisability and/or desirability of maintaining the relationships. If there is no suitable committee, the report shall be prepared for the Board by the appointed representative(s), or by the Table Officers.

2 Administration

2.1 Privacy of Member Information Dir., March 2013

The BCRTA gathers and stores personal information in accordance with applicable federal and/or provincial legislation.

  1. General
    1. The BCRTA shall respect the privacy of its members. Members’ personal information will be held in the strictest confidence and appropriate safeguards will be maintained by the BCRTA in order to keep it secure.
    2. Except where the law requires otherwise, the BCRTA will not share a member’s information with other persons or organizations without the consent of the member.
  2. Collection, use and disclosure of information
    1. The BCRTA will collect, use and disclose personal information only for the purposes of maintaining accurate membership records, and for communications between the Association and its members.
    2. The BCRTA will keep that information only for as long as it is needed to fulfill the purposes for which it was collected and to meet any legal requirements.
    3. Member information collected by the BCRTA may include but not be limited to: name, address, telephone/fax numbers, email address, date of birth, date of retirement and BC Teachers’ Pension Plan Person Identification Number to deduct the annual membership fee at source. Dir., Oct 2019
  3. Accessing personal information
    Individual BCRTA members shall have the right to access their own personal information and may, at any time, withdraw consent to the collection, use or disclosure of personal information. At such time the BCRTA will explain the implications of withdrawing such consent, as it may hamper or prevent the provision of services.
  4. Contact for further information
    1. As required by law, the BCRTA shall name a Privacy Officer who will ensure that the BCRTA remains in compliance with all aspects of the legislation.
    2. Individual members may contact the BCRTA to: ask questions about, access, correct or update personal information, withdraw consent for the use of personal information, or file a complaint regarding its use.
  5. Questions, concerns or complaints
    Questions, concerns or complaints should be directed to the BCRTA Privacy Officer.

2.2 Picket Lines

Directors and employees of the Association are expected to honour any picket lines set up by employees of the BC Teachers’ Federation, and of any other business or organization whose premises are being utilized by the BCRTA.

2.3 The Executive Director (ED) Dir., June 2018

2.3.1 The Position

The ED is the Association’s chief operating officer, and is accountable to, and reports through the President to the Board of Directors.

2.3.2 Job Description

The job description of the ED is as described in Schedule 1 to the ED’s contract and is subject to amendment from time to time as the needs of the organization change.

2.4 The Office Administrator (OA)

2.4.1 The Position

The OA receives direction from the ED, establishing and implementing efficient administrative practices and routines.

2.4.2 Job Description

The job description of the OA is as described in Schedule 1 to the OA’s contract and is subject to amendment from time to time as the needs of the organization change.

2.5 Directors and Office Staff – Dir., Jan. 2012, Jan. 2014, June 2018

2.5.1 Working Relationships

  1. Directors are expected to:
  2. understand and observe the distinction between their responsibilities and the management responsibilities of the ED and the OA;
  3. be knowledgeable and respectful of the extent of the ED’s, OA’s and other staff members’ responsibilities;
  4. maintain open communication with the ED, the OA and other staff members, as appropriate, in all matters and affairs of the Association; and
  5. refer concerns about staff to the Personnel Committee.

2.5.2 Employment Terms and Conditions

The Directors, advised by the Personnel Committee, shall establish with the ED

  1. clear expectations and definitions of the general administrative responsibilities of all staff;
  2. a process for conducting reviews of the remuneration and terms and conditions of employment of all employees of the BCRTA.

2.5.3 Dispute Resolution

A dispute resolution procedure satisfactory to the Board and its employees shall be incorporated into staff employment contracts.

3 Association Finances

3.1 Annual Budget

  1. An annual operating budget shall be adopted to record in advance the estimated revenues and authorized expenditures for each BCRTA fiscal year. The budget shall:
    1. be developed by the Finance Committee at its final meeting of the year in consultation with the OA and ED; and recommended to the Directors;
    2. be considered by the Directors at their pre-AGM meeting; and recommended, with amendments if necessary, to the Annual General Meeting; and
    3. be adopted, with or without amendment, by the AGM.
  2. Amendments to the budget once adopted shall then require the assent of at least two-thirds of Directors present at a Board meeting.

3.2 Operating Fund

3.2.1 Purpose and Procedures

  1. The Operating Fund is the Fund into which income is deposited, and from which the day-to-day expenses of the BCRTA are paid.
  2. Expenditures will be recorded against the appropriate budget lines, and Committee Chairs will be advised from time to time of the status of their Committees’ budgets.
  3. A Director requesting a variance to the budget or additional funds for any unbudgeted expense will: Dir., May 2018
    1. submit a proposal to the Finance Committee including:
      • rationale
      • suggested source of the funding
      • time line
      • benefit to membership
    2. have the proposal reviewed at the next Finance Committee meeting;
    3. bring the proposal to the next Board meeting with a recommendation from the Finance Committee; and
    4. accept the Board decision. (See also 7.3.4(c), below.)

3.2.2 BCRTA Credit Card

The OA shall:

  1. be issued a credit card in the name of the Association,
    1. the credit card to have a spending limit of $5,000, and
    2. to be kept secured in the office when not in use; Dir., Sept. 2015
  2. keep an itemized account of expenditures made with the card for the purpose of making regular reports to the Finance Committee; and
  3. ensure that balances on the card are paid off monthly in order to avoid incurring interest charges. Dir., Nov. 2012

3.2.3 Salary Advances:

An employee who seeks an advance shall submit the request in writing to the Finance Committee Chair along with a detailed repayment schedule. Dir., Nov. 2011

3.3 Branch Funds – Dir., May 2015

3.3.1 Ownership

Branch funds are generally for use by the branches at their discretion, subject to annual reporting to the BCRTA on their use; and are subject to random audit by the BCRTA auditor. In the event of a branch’s dissolution, any fund balances are to be remitted to the BCRTA.

3.3.2 Financial Reporting Dir., June 2018

The Branch Treasurer shall submit a financial report for the fiscal period ending June 30th to the Association by July 31st of each year.

3.3.3 New Branches

  1. The BCRTA shall provide a grant of $300 to a newly formed branch, and $5.00 per member attending the inaugural branch meeting.
  2. A branch that resumes operation after being out of existence for a period of more than twelve months shall also be provided with the above grants.

3.4 Capital Fund

3.4.1 Purpose

These funds shall be expended at the discretion of the Directors for equipment, fixtures and furniture as required.

3.4.2 Size of the Fund

The Capital Fund shall be set to begin each financial year at an amount that does not exceed $50,000. Dir., Oct. 2014

3.4.3 Fund Usage Procedures

  1. Any equipment, fixture or furniture that has a life expectancy of three or more years and a capital value in excess of $500 shall be purchased from the Capital Fund.
  2. A request for capital expenditures shall be presented, in writing, to the Finance Committee for consideration.
  3. The Finance Committee shall present its recommendations to the Directors.
  4. On approval by the Directors, the OA shall seek three competitive bids, and shall then purchase the item(s) from the supplier who can most closely match the Association’s needs at the most reasonable price.
  5. Emergency requests shall be made to the BCRTA Table Officers through the Chair of the Finance Committee for immediate approval.
  6. Emergency approvals shall be presented to the next Directors’ meeting for endorsement.

3.5 Contingency Fund

3.5.1 Purpose – Dir., Mar. 2016

The purpose of the Contingency Fund is to meet expenditures that were not, and could not reasonably have been foreseen when the annual operating budget was approved. Such unforeseen expenditures may include:

  1. Relocation contingency – unexpected changes in the Association’s address or location costs, involving property and/or equipment purchase, rental or other expenses in excess of those normally provided for in the Association’s annual Operating and Capital budgets;
  2. Legal defense contingency – unforeseen legal costs;
  3. Budget overruns/new activities – the funding of budget overruns and/or projects or activities undertaken in response to unexpected events or situations;
  4. New affiliations: fees/dues – the payment of the first annual membership fee or dues upon becoming affiliated with a like-minded organization partway through the BCRTA year;
  5. Unbudgeted co-sponsored events – the BCRTA share of the costs of non-recurring workshops, seminars and/or conferences being co-sponsored with like-minded organizations;
  6. Employee severance payments – severance payments upon employee resignation or dismissal, as specified in employee contracts; and
  7. Growth and expansion. Dir., Oct. 2016

3.5.2 Size of the Fund – Dir., Mar. 2016

The minimum size of the Contingency Fund to be set for the beginning of each financial year shall be calculated by adding together allowances in each of the categories in 3.5.1 above.

3.5.3 Spending Authority

Expenditures from the Contingency Fund shall be authorized either by:

  1. a General Meeting; or
  2. a minimum 75% affirmative vote at a Directors’ Meeting.

3.6 Expense Reimbursements

3.6.1 Expense Vouchers

  1. BCRTA members may apply on a BCRTA expense voucher for reimbursement of approved costs incurred while on BCRTA business.
  2. In no case shall reimbursement be made for an expense that cannot reasonably be shown to have been actually and necessarily incurred to enable a member’s participation in a BCRTA event or BCRTA approved event. Dir., Mar. 2018
  3. BCRTA business includes attending delegate meetings of other organizations as an elected or appointed BCRTA representative. Unless the Board agrees otherwise, it does not include attendance at other organizations’ executive or other committee meetings.
  4. Travel and/or accommodation requests that fall outside of existing policy must have prior approval of the Finance Committee Chairperson
  5. No reimbursement will be made for any unauthorized expenses until authorization has been obtained.
  6. Hotel accommodation for Metro area members will be provided if they live further than the Langley/Surrey border.
  7. In the event a BCRTA Committee member or Director is required to attend multi-day meetings, then he/she may obtain overnight accommodation to facilitate attendance at these meetings.
  8. Reimbursement will generally be at BCTF rates, and the expenses that may be claimed shall be limited to: transportation (the cost of the most economical mode), accommodation, meals, telephone, mailing, and outlays for materials needed in connection with authorized reports, displays or presentations made to or on behalf of the BCRTA. In no case shall anyone be entitled to any personal gain or profit arising out of the use of an automobile on BCRTA business.
  9. Should another person accompany the staff person or member, but not for official BCRTA business reasons, reimbursement for expenses will be limited to the expense that would have been incurred if the staff person or member had travelled alone. Dir., Jan. 2018, Mar. 2018
  10. Should a meal be provided by the BCRTA then no claim can be made if a meal is eaten elsewhere. Dir., Jan. 2018
  11. Expense vouchers shall be processed by the OA. Dir., Dec. 2013
    1. lf an expense is in question, the OA will request further explanation from the claimant submitting the expense voucher.
    2. If an agreement cannot be reached with the OA, the claimant may refer the matter to the Finance Committee Chair within 30 days for a ruling.
    3. lf the claimant submitting the expense voucher disputes the Finance Committee Chair’s ruling, the Finance Committee Chair shall notify the President who will then appoint a Review Committee to make the final decision within 30 days.
    4. The Review Committee shall consist of a Table Officer other than the Finance Committee Chair, a non-Table Officer member of the Finance Committee, and a Director who is neither a Table Officer nor a member of the Finance Committee. Dir., Sept. 2017
  12. Expense vouchers should be submitted within six weeks of the event, EXCEPT for June expenses, which must be submitted by June 30th of the same fiscal year.

3.6.2 Directors’ Expenses

Each Director is entitled to claim:

  1. the cost of purchasing and, from time-to-time upgrading, the latest version of Microsoft Office; Dir., May 2018
  2. annually, the cost of a 500-sheet package of printer paper; and
  3. annually up to $100 for printer supplies. Dir., June 2011

3.6.3 Directors’ Branch Travel

Whenever possible, when the President, or a Director or committee chair is invited to travel to a branch, other branches in that zone be asked to host similar meetings on dates as consecutive as possible with the date of the initiating branch’s meeting date, in order to minimize overall travel costs to the BCRTA. Dir., Oct. 2014

3.7 Insurance Coverage While on BCRTA Business

3.7.1 Indemnification

Either directly, or through a policy of insurance, the Association will defend and indemnify all Branches, all members and all employees against any corporate or individual liability arising from approved activities of the Association or its Branches.

3.7.2 Automobile Insurance

Staff persons and members must carry their own automobile insurance for passenger hazard, third party-liability, collision, etc. The BCRTA will not reimburse anyone for losses incurred from accidents, parking or traffic violations. Dir., Jan. 2018

[Note: The BCRTA has been advised by ICBC that members who travel on unpaid BCRTA business (e.g., to Board, Executive or committee meetings) remain eligible for seniors’ insurance rates if otherwise qualified.]

3.8 BCRTA Investments

3.8.1 Authority

The Board of Directors may authorize the Finance Committee Chair to invest funds surplus to the Association’s immediate or near-term requirements into income earning instruments, subject to the requirements of the Bylaws and the following:

  1. At least 50% of the funds shall be invested in guaranteed fixed income instruments such as Guaranteed Investment Certificates, Term Deposits and Treasury Bills.
  2. The remainder of the funds may be invested in non-fixed income instruments that would qualify as RRSP investments.
  3. Management of the investment accounts must comply with requirements of the BC Trustee Act, the BC Societies Act, other applicable legislation and regulations, and other rules adopted from time to time by the BCRTA.

3.8.2 Investment Funds Management

  1. The Finance Committee Chair shall be guided by advice from the Finance Committee and, to assist the Finance Committee Chair, the Directors may establish an Investment Sub-committee of the Finance Committee, comprised of the Finance Committee Chair and two other Directors who are members of the Finance Committee, recommended by the Finance Committee Chair and appointed by the Board.
  2. The Directors may require that some or all investments be pre-approved by the Board and, in any case, the Finance Committee Chair shall report on all investments made, and on their performance, at every Finance Committee meeting, and at every regular meeting of the Board.
  3. Upon the recommendation of the Finance Committee, the Board may approve the retention of an external investment manager; and in such a case the Finance Committee Chair shall meet regularly with the investment manager to review the investment manager’s performance and the performance of the accounts under her or his administration and make reports on these meetings to the Finance Committee and to the Board.

3.9 Sponsorships and Donations – Dir., Sept. 2012

3.9.1 Definitions

  1. A donation is the provision by an individual, group or organization of cash, products or services without expectation or requirement of a reciprocal benefit. Dir., Sept. 2017
  2. A contribution is a grant of money or in-kind assistance to an organization, given to assist the recipient organization to offer a product or service that the contributor believes will or could be of benefit to the contributor, or to the members of the contributor’s organization. Dir., Sept. 2017
  3. A sponsorship is the provision of funds, products and/or services by an individual, group or organization, accepted by the BCRTA to assist it in enhancing awareness of its existence and reputation, and/or in the carrying out of its operations and activities. In return for such sponsorship, the Association provides opportunities for the sponsor to be recognized and acknowledged in a tasteful and discreet manner, agreed-to in advance by the Association, and not extending beyond the term of the sponsorship agreement. Tax receipts are not issued for funds, products or services provided to the Association in the form of sponsorships.

3.9.2 Donations To or From the BCRTA – Dir., Jan. 2013, Sept. 2017

The BCRTA is not a charity and does not make donations to, or accept donations from, individuals or other organizations. The Association may, by Board or general meeting resolution, provide financial or other kinds of assistance to BCRTA members affected by fire, flood or some other catastrophic event. Dir., Sept. 2017

3.9.3 Contributions To or From the BCRTA – Dir., Sept. 2017

The BCRTA may make contributions to, or accept contributions from, like-minded organizations to assist in the offering of a product or service that will or could be of benefit to BCRTA members.

3.9.4 Conditions to be Met – Dir., Sept. 2017

The BCRTA welcomes participation by external individuals, groups or organizations in the provision by the Association of its programs and services, provided that any contribution or sponsorship:

  1. is in accord with the Association’s Bylaws, Procedures and Policies;
  2. does not associate the BCRTA’s name with illegal or harmful activities, products or services;
  3. does not subject the Association to any financial or legal liability related to the contribution or sponsorship; and
  4. is provided in accordance with an agreement between the individual, group or organization and the BCRTA Board.

3.9.5 Written Agreement

Proposals for sponsorship arrangements may originate with BCRTA members or external individuals, groups or organizations. Sponsorship agreements shall be written and may not be entered into without Board consideration and approval.

  1. The Board may refer the proposal to a BCRTA committee for study and recommendation(s).
  2. An agreement between the parties will be written up and presented to the Board and the sponsor for approval prior to signing. The agreement will detail the:
    1. funds, products and/or services to be provided by the sponsor;
    2. form(s) of recognition and/or acknowledgement agreed to by the parties;
    3. manner in which the funds, produces and/or services will be provided, and any conditions attached to same;
    4. term of the agreement; and
    5. circumstances under which the agreement may be terminated by either party.
  3. The BCRTA President shall sign the Board-approved agreement on behalf of the BCRTA.

3.10 Annual Audit – Dir., Oct. 2013

3.10.1 Review of the Auditor’s Services

  1. The Finance Committee shall annually consider the advisability of changing or retaining the services of the current auditor and shall report its recommendation regarding this matter to the Board of Directors.
  2. The Board of Directors shall consider the Finance Committee’s recommendation in formulating a recommendation on this matter to present to the Annual General Meeting.

3.10.2 Selection of a New Auditor

ln the event that the Board of Directors decides to recommend to the AGM that it consider a change in auditor, the Finance Committee, with the assistance of staff:

  1. shall invite proposals from several reputable companies, including-if deemed advisable-the current auditor, capable of providing audit services to the BCRTA; and
  2. shall choose one from among the proposals to recommend to the Board for subsequent recommendation to the AGM.

3.10.3 Annual Financial Statements

  1. The Finance Committee, working with the OA shall ensure that the auditor is provided with all the information and documentation legally required for the conduct of the audit and for the preparation of the Annual Financial Statements.
  2. Upon receipt from the auditor of the completed Financial Statements, and being satisfied that the statements accurately reflect the financial situation of the BCRTA, the Finance Committee shall recommend to the Board that it, in turn, recommend the statements to the AGM for acceptance.

4 BCRTA General Meetings

4.1 Authorization of Meeting Expenditures

Discretionary expenses for a BCRTA Conference and General Meeting will be set by the Finance Committee through the budget setting process.

4.2 Submission of Annual General Meeting (AGM) Agenda Items

  1. The President, in consultation with the Directors and Office Staff, shall prepare a Draft Agenda for the AGM.
  2. An item considered by a member or a Branch to be of interest to the general membership and germane to the purposes of the Association may, by May 31st, be presented for consideration by the Directors for inclusion in the AGM Agenda.
  3. The Directors shall not disallow the addition of such submitted items except for reasons of illegality, impropriety, or violation of the rules of the Association.
  4. In the event of an adverse decision, the member or Branch shall be referred to the sections of the BCRTA Rules of Order for adopting and amending the Agenda.

4.3 Distribution of Printed Materials

4.3.1 Summary of Reports booklet

Prior to an AGM, the BCRTA Office Staff shall compile and distribute to the membership a Summary of Reports booklet containing the Annual Reports of the President and BCRTA Committees, Financial Reports, the Draft Agenda for the AGM, and any special resolutions intended for the Meeting’s consideration.

4.3.2 Registration Materials

The Office Staff shall assemble a folder of Registration Materials for distribution to Directors and Delegates following their arrival for a General Meeting. The folder shall contain only materials approved by the President or a Committee Chair.

4.4 Directors’ Electoral Regions

  1. The Greater Vancouver Region includes the areas of Sunshine Coast, West Vancouver, North Vancouver, Port Moody, Vancouver, Burnaby, New Westminster, Richmond, Delta, Surrey, White Rock, Coquitlam, Port Coquitlam, Pitt Meadows, Maple Ridge and Langley.
  2. The Fraser Valley Region includes the areas of Mission, Abbotsford, Chilliwack, Kent, Agassiz and Hope.
  3. The Outside the Lower Mainland Region includes all areas of the province not included in parts (a) and (b), above.

4.5 BCRTA Non-delegate Members and Guests to the BCRTA Conference/AGM

4.5.1 Rights of Active and Life Members – Dir., Jan 2019

Non-delegate active and life members and guests may attend the Annual General Meeting. All meals are ticketed. Subject to availability guests’ meals may be purchased at the members expense.

4.6 Pre-AGM Nomination Procedures for AGM-Elected Positions

4.6.1 Nomination Forms

Nominations submitted prior to the AGM shall be on the prescribed forms, and be signed by two BCRTA members in good standing.

4.6.2 For Director

  1. A call for nominations for Director positions, along with the appropriate forms, shall be published in the Summer issue of PostScript, in an issue of BCRTA Connections, and on the BCRTA website by April 30th.
  2. Nominees wishing their curriculum vitae to be published in the Summary of Reports booklet shall submit their nomination forms and curriculum vitae to the BCRTA office by July 15th. Dir., May 2014
  3. Persons nominated after the July 15th deadline may prepare curriculum vitae for distribution at the AGM, prior to the elections. Dir., May 2014
  4. Nominees submitting their forms after July 15th shall have their names added to the printed ballots if they are in the hands of BCRTA Staff by 5:00 pm on the day before the AGM.
  5. A nomination from the floor requires a mover and seconder. Dir., Mar 2015
  6. There shall be no candidate speeches except that, if there are nominations from the floor, all candidates for that particular position shall be granted two minutes in which to introduce themselves. Dir., Mar 2015

4.6.3 For BCRTA Delegate to the BCTF AGM

  1. A call for nominations for the position of BCRTA Delegate to the BCTF AGM, along with the appropriate form, shall be published in the Summary of Reports booklet and on the BCRTA website. Dir., May 2013
  2. A further call for nominations for these positions shall be included in AGM delegates’ Registration folders.
  3. Candidates’ names from these forms will appear on the printed ballot if they are in the hands of BCRTA Staff by 5:00 pm on the evening before the AGM.
  4. Additional nominations may be made from the floor of the AGM.
  5. To become a BCRTA delegate to the BCTF AGM, a person must be a voting member of a BCRTA Branch and an Active or Honorary Associate Member of the BCTF. Dir., Sept. 2017

4.6.4 Composition of the Delegation to the in-committee portion of the BCTF AGM AGMs 2008, 2011, 2017

          The BCRTA delegation shall have up to 21 members, including the following:

  1. the BCRTA Directors;
  2. BCRTA voting members elected by the AGM from a slate of candidates comprising:
    1. members who have submitted nomination forms prior to the AGM; and
    2. members nominated from the floor of the AGM.

4.6.5 Appointment of Life Membership for exceptional service

  1. Nominations for Life Membership shall be submitted to the President or First Vice President by June 1.
  2. Nominations will be considered by the Board and any recommendations for the appointment of Life Membership shall be prepared and presented at the following Annual General Meeting. Dir., Jan 2019

4.7 Zone Meetings

  1. The BCRTA shall annually fund in each of seven zones, a meeting of Branch Presidents or their designates and one other representative from each branch, to discuss BCRTA and branch business and concerns. AGM 2014
  2. Each meeting shall be held at a designated place in each zone, except that zones in which the majority of branch representatives must travel more than 150 km to attend a meeting at a common location within the zone, may organize a zone meeting in conjunction with the BCRTA ACM. AGMs 2008, 2010
  3. One or more BCRTA Directors shall be assigned to each zone, to work with one of the Branch Presidents to coordinate planning for the meeting, and to attend each meeting as the representative(s) of the Board of Directors.
  4. Meeting, travel, accommodation and meal expenses shall be reimbursed by the BCRTA.AGM 2008
  5. Zones may also utilize Virtual Meeting formats such as email, or tele-and video conferencing, and other forms of electronic communication that become available and feasible from time to time.

5 Duties of Directors

5.1 All Directors

5.1.1 General Responsibilities

The Directors are responsible for carrying out the directions of General Meetings and for taking the initiative in furthering the aims of the association, acting always in accordance with the BCRTA’s Bylaws, Procedures, Policies and Rules of Order.

5.1.2 Representation

Irrespective of the specific position held on the Board, or of the region from which she or he has been elected, each Director is representative of all members of the Association, and the concern of any member or any Branch shall be the concern of every Director.

5.1.3 Setting Committees’ Annual Objectives

The Directors shall annually review the responsibilities of each Committee, and

  1. after considering any recommendations brought forward by the Committees, set each Committee’s specific objectives for the year; and
  2. at or near the end of each year, receive a report from each Committee detailing the extent to which it has been able to attain its objectives.

5.2 Table Officers and ACER-CART Representative

5.2.1 The Duties of the President are to:

  1. be the official spokesperson for the BCRTA;
  2. be an ex-officio member of all BCRTA Committees;
  3. prepare, in consultation with the ED, OA, Table Officers and Committee Chairs, a draft agenda for all Directors’ and General meetings;
  4. chair all Directors’ meetings in accordance with the provisions of Bylaw 6.10(c), and ensure that arrangements are made for the chairing of General meetings, in accordance with the provisions of Bylaw 5.7; Dir., Sept. 2017
  5. work with the ED and OA to ensure the smooth and efficient management of the Association office;
  6. ensure that appropriate actions are taken to follow up on motions and resolutions passed at Directors’ and General Meetings;
  7. be aware of the work of the Directors and Committees;
  8. travel to regional or Branch meetings when requested; and
  9. ensure effective communication within the Association, and with organizations with similar interests.

5.2.2 The Duties of the First Vice-President are to:

  1. assist the President in the performance of her/his duties;
  2. carry out the duties of the President in the President’s absence;
  3. be aware of the work of the Directors and Committees;
  4. travel to regional or Branch meetings when requested by the President; and
  5. supervise the use and operation of the BCRTA website.

5.2.3 The Duties of the Second Vice-President are to:

  1. carry out duties assigned by the President;
  2. in consultation with the ED, OA, Table Officers, Committee Chairs and Branch Presidents, prepare for Board consideration a draft program for the BCRTA Annual Conference, to take place on the day prior to the AGM;
  3. chair the BCRTA Annual Conference; and
  4. have oversight of the planning for and operation of BCRTA Zone Meetings. Dir., June 2010

5.2.4 The Duties of the Immediate Past President are to:

  1. offer assistance and provide counsel when requested by the President;
  2. be the Nominations Chair for BCRTA elections; assisted, if necessary, by a Nominations Committee consisting of members recommended by the Chair and approved by the Directors; and to
    1. notify the membership of the vacancies to be filled by election at the AGM, and of the dates by which nomination forms and curriculum vitae must be received in the BCRTA office;
    2. prepare for presentation to the AGM a full slate of candidates for the positions to be filled by election;
    3. chair the elections at the AGM; and
    4. supervise balloting in accordance with Rules of Order, Parts 8.4 and 8.5.

5.2.5 The Duties of the Finance Committee Chair are to:

  1. arrange and chair meetings of the Finance Committee; Dir., Sept. 2017
  2. be knowledgeable about the day-to-day financial operations of the Association, and to make regular reports to the Finance Committee and Directors regarding the income and expenditures of the Association;
  3. visit the office as needed to discuss with the OA the financial operations of the Association; Dir., Sept. 2017
  4. recommend to the Directors, in consultation with the Finance Committee, the ED and the OA, policies and practices intended to ensure sound management of the Association’s finances.

5.2.6 The Duties of the ACER-CART Representative are to:

  1. participate as a prudent and responsible representative of the BCRTA at national meetings;
  2. keep other ACER-CART member organizations informed about the operations and activities of the BCRTA;
  3. report to BCRTA meetings on the operations and activities of ACER-CART and its member associations;
  4. convey in ACER-CART any requests from the BCRTA regarding actions that might be undertaken by the national body to further the interests of BCRTA members; and
  5. explain to Directors any actions being requested of the BCRTA in pursuit of ACER-CART objectives.

6 BCRTA Communications – Dir., June 2017, March 2019

6.1 General

BCRTA communications in all media shall align with the Association’s constitutionally stated purposes, and shall be composed and distributed in a politically non-partisan manner with the ultimate aim of assisting the Association to operate efficiently and effectively for the benefit of all of its members.

6.2 Paid Advertising:

  1. BCRTA communications media may include paid advertising in order to offset costs.
  2. Businesses participating in the BCRTA’s Advantage Program may be provided with advertising space in BCRTA communications media.
  3. BCRTA media that include paid advertising shall include disclaimer statements informing members that the BCRTA does not necessarily endorse the products and services offered by advertisers.
  4. Branch newsletters may also include paid advertising and branches may set their own rates. All advertising must be congruent with BCRTA policies and may not violate our contracts with BCRTA Advantage products.

6.3 PostScript:

The PostScript magazine shall:

  1. provide members with news and information as mandated by the Board and approved by the President, and shall include articles that highlight BCRTA programs and activities, and that reflect the priorities and interests of BCRTA members;
  2. contain materials selected by the editor, reviewed and edited in the interests of suitability, fairness, brevity, clarity, legality and good taste; and reviewed by the Communications Committee Chair and approved by the President;
  3. publish reports and updates on pension and benefit matters, and on the plans and activities of BCRTA Directors and Committees;
  4. provide a forum for the exchange of members’ views;
  5. provide members opportunities to have their articles of interest published;
  6. be posted to the BCRTA website;
  7. have the Summary of Reports booklet distributed with the Fall issue;
  8. be published quarterly, observing the following deadlines:
    1. October 31st for the Winter issue, distributed a the end of November
    2. January 31st for the Spring issue, distributed at the end of February
    3. April 30th for the Summer issue, distributed at the end of May
    4. July 15th for the Fall issue, distributed at the end of August

6.4 BCRTA Connections

The BCRTA Connections newsletter shall:

  1. provide members with timely news and information about BCRTA programs, plans and activities, and particularly about issues and other matters being addressed by BCRTA committees;
  2. normally be published following each Board meeting and additionally as needed;
  3. be compiled by the BCRTA Connections editor with assistance and advice from the BCRTA Connections Sub-Committee;
  4. contain materials reviewed and edited in the interests of suitability, fairness, brevity, clarity, legality and good taste; reviewed by the Chair of the Communications Committee and approved by the President;
  5. be distributed by staff electronically to all members for whom the BCRTA has email addresses, with hard copies to BCRTA branch presidents; and
  6. be posted to the BCRTA website.

6.5 BCRTA Website

The BCRTA website shall:

  1. provide members and visitors to the site with up-to-date information and appropriately archived material that highlight BCRTA programs and activities, and that reflect the priorities and interests of BCRTA members;
  2. provide material to facilitate administrative processes and communication with members;
  3. make the website’s content available in formats suitable for access by computers, tablets and smart phones;

6.6 Social Media

The Facebook and Twitter accounts shall:

  1. provide members and visitors to the site with up-to-date information and appropriately archived material that highlight BCRTA programs and activities, and that reflect the priorities and interests of BCRTA members;
  2. contain materials reviewed and edited in the interests of suitability, fairness, brevity, clarity, legality and good taste; reviewed by the Chair of the Communications Committee and approved by the President;
  3. be managed by staff.

7 All Committees

7.1 Establishment of Committees

7.1.1 Types of Committees

The Association may establish

  1. relatively permanent Standing Committees to assist in the ongoing work of the Association; and
  2. temporarily existing Ad Hoc Committees to accomplish relatively short-term goals.

7.1.2 Request to Disband a Standing Committee

  1. A Director or member who feels that the responsibilities of a Standing Committee no longer substantively support the goals of the Association may request through the President that the Committee be disbanded.
  2. The request must be made in writing and must, in making the case, specifically refer to the responsibilities of that Committee as listed elsewhere in these Procedures.
  3. The President shall take the request to the Directors, who will decide a course of action to be followed in each case.

7.2 Committee Membership

7.2.1 Committee Chairs

  1. The Chair of each committee shall be a Director appointed by the President in consultation with the Table Officers.
  2. Notwithstanding the foregoing, the President may appoint a member who is not a Director to chair a committee, where the member’s particular expertise makes this desirable.

7.2.2 Applications for Committee Membership

  1. A call for applications for committee membership, along with an application form, shall be published in the Summer issue of PostScript, the Summary of Reports booklet, and on the BCRTA website. Dir., Jan. 2012, May 2013 and Dec. 2013
  2. Completed application forms must be received by BCRTA staff on or before the date of the AGM. Dir., May 2013

7.2.3 Committee Members’ Terms of Office – Dir., Jun 2011, Dec. 2013, Jan. 2014

  1. A Standing Committee chairperson’s term of office is one year. Dir., Jan. 2016
  2. A Standing Committee member’s term of office shall normally be two years.
  3. Appointments shall be made in such a way that approximately half of the terms expire each year. One-year appointments may be made in order to keep this balance.
  4. With the exception of the Advocacy, Finance and Personnel Committees, and of all committee chairs, a member may serve a maximum of four consecutive years on any one committee. The Board may, in its discretion, waive this rule in the case of a member
    who has particular expertise of use to a committee or in the case of the appointment of Board members to a committee. Dir., May 2014, Jan. 2016, Sept. 2017, Jan 2019
  5. Appointments shall normally be made by the Board at its post-AGM meeting. Dir., Jan. 2016
  6. All applicants shall be informed in a timely manner of the success or otherwise of their applications. New appointees shall be advised of the time and place of their first meetings, of BCRTA travel, accommodation and expense protocols, and of the responsibilities and operation of those committees.
  7. When a member of a committee misses, or will miss three consecutive meetings the Board may, at its discretion, terminate the member’s appointment. Dir., Jan. 2016
  8. When a committee member does not complete a term the Board may, at its discretion, make an appointment to fill the unexpired portion of that term.

7.2.4 Selection of Committee Members

In selecting committee members, a Chair shall consider:

  1. the interests and expertise of other Directors;
  2. the particular backgrounds and interests of applicants;
  3. a balance of gender, geographic origin and other attributes in the committee’s composition; and
  4. the training possibilities of committee membership for potential future Directors.

7.2.5 Size of Committees

  1. The Committee Chair shall recommend to the Directors a slate of 2, 4 or 6 additional Committee members.
  2. Notwithstanding the foregoing, in extraordinary circumstances the Board may authorize a larger number of members for a committee.

7.3 Committee Responsibilities

7.3.1 Committees and the Office Administrator

lf, in the Chair’s opinion, a Committee needs the assistance of the OA to advise on established procedures, the history of the Committee, and/or to provide office support for a particular project, the Chair shall invite the OA to attend an appropriate Committee meeting.

7.3.2 Committee Meeting Times and Formats

  1. Committees will normally meet on one of the two days preceding the regular Directors’ Meetings.
  2. If the timing of external events makes it necessary, a Committee may meet at other times as required.
  3. Committees may also utilize Virtual Meeting formats such as email, or tele- and videoconferencing, and other forms of electronic communication that become available and feasible from time-to-time.

7.3.3 First Meeting of the Year

At its first meeting of the year a Committee will:

  1. review its responsibilities as set forth elsewhere in these Procedures;
  2. review any objectives already set for the Committee by the Board;
  3. consider any further Committee objectives for the year that it wishes to recommend to the Board;
  4. develop the outline of an Action Plan for the year by which to attempt to achieve its objectives;
  5. review current expense claim procedures, and estimate the costs of Committee members’ expense claims for the coming year;
  6. prepare a working budget which combines the Committee’s anticipated expense claim costs with an estimate of the costs of implementing the Committee’s Action Plan; and
  7. present its Action Plan to the Board for its approval.

7.3.4 Committee Budgets

  1. Prior to the end of each fiscal year, the OA will obtain from each Committee Chair a budget request, with rationale, for the following year.
  2. The Chair of each Committee is expected to work with the Finance Committee Chair and the OA to monitor the expenditure of the budgeted monies.
  3. If at any time a Committee’s expenditures exceed, or are anticipated to exceed, the AGM approved amount by more than 10%, the Chair must seek approval from the Board to increase the budgeted amount. The budget amendment will require 2/3 majority consent from the Directors. (See also 3.2.1 (c), above.)
  4. If a committee member is asked to help out at the BCRTA Annual Conference, s/he will be invited to attend the AGM at BCRTA expense. If the assistance is related to a Committee display or presentation, the committee member’s expenses will be charged to the committee’s budget line.
  5. ‘When a committee member receives a monetary honorarium for facilitating a workshop related to the work of her/his Committee, it shall be credited to the budget of the member’s Committee.

7.3.5 Advisor, Consultant and Guest Expenses

When a Committee Chair wishes to invite a consultant, advisor or special guest to attend a meeting, the Chair shall consult with the President regarding any issues around appropriateness and expenses. Dir., Oct. 2014

7.3.6 Final Meeting of the Year

At its final meeting of the year each Committee shall prepare for the Board a report describing the extent to which its objectives have or have not been met, along with recommendations regarding the further pursuit, if any, of unfinished business.

7.4 Committee Communications

7.4.1 Communication with “Outside” Parties

  1. Committee Chairs and members are not dissuaded from communicating independently with “outside” parties, but do not have the authority to do so in the name of the BCRTA.
  2. If a Committee wishes to communicate with an “outside” party in the name of the BCRTA, the substance and intent of the communication must be submitted for approval by the Directors; and if it is approved, it must go forward over the signature of, or with the express approval of the President.
  3. If a Committee wishes to have the President write a formal letter to another party, the Committee Chair shall provide for the President the factual content to be embedded in the communication, as well as the name and address of the recipient. Dir., Jan. 2012

7.4.2 Communication with Members

  1. Committees may exchange material of an informational nature with Branch Presidents and Branch Contacts, but requests for participation by Presidents, Contacts or Branches in BCRTA projects or events must first be submitted to the Board for approval;
  2. Communications for general distribution to members or Branches require the approval of the Directors, and shall then, if approved, be disseminated by the BCRTA Office Staff.
  3. Committee Chairs may request priority consideration from the Editor of PostScript and/or BCRTA Connections for the inclusion of material that is of such significance that all members should receive it; but the Committee Chair must give timely notice to the Editor(s) and observe PostScript and/or BCRTA Connections editorial policy and procedures. Dir., Sept. 2017

8 Individual Committees

8.1 Finance Committee – Dir., June 2017

8.1.1 Committee Composition

The Finance Committee shall consist of the Chair and six other Directors recommended by the Chair and agreed to by the Board. Dir., Nov. 2017

8.1.2 Responsibilities

The responsibilities of the Finance Committee include:

  1. be knowledgeable about the day-to-day financial operations of the Association, and to make regular reports to the Directors regarding the income and expenditures of the Association;
  2. at the last regularly scheduled Board meeting prior to the AGM, to present to the Directors an Annual Financial Report, and a draft Annual Budget for the forthcoming year;
  3. to recommend to the AGM the draft Annual Budget as adopted by the Directors, and to offer advice during the AGM debate on adoption;
  4. recommend to the Directors, in consultation with the OA policies and practices intended to ensure sound management of the Association’s finances.
  5. to review the investment of monies that are surplus to immediate requirements, and to advise the Directors regarding the disposition of those monies; and
  6. to advise the Directors regarding changes made to, or being proposed for, the budget, and their implications for the financial health of the Association.
  7. The Chair of the Finance Committee shall:
    1. ensure that the financial records comply with the Societies Act; and
    2. render financial statements to the Directors, members, and others as directed.

8.2 Pensions & Benefits Committee – Dir., June 2017

8.2.1 Composition and External Representation

  1. The Committee shall consist of a Chair, and up to eight other members recommended by the Chair and agreed to by the Board. A background of experience in dealing with pension and benefit matters is desirable in members of this Committee. Some
    committee members must be available to attend a minimum of twenty hours of training held throughout the year.
  2. Advised by the Pensions & Benefits Committee, the Directors shall appoint two members of that Committee to each of the BCTF Pensions Committee and the Teachers’ Pension Plan Advisory Committee (TPPAC).

8.2.2 Responsibilities

The Committee’s responsibilities are to:

  1. monitor the operation of the Teachers’ Pension Plan, and insurance and other benefit plans currently offered to BCRTA members, and to make regular reports on the status of these plans, and on any proposed changes to them, to the Directors and members;
  2. research and report to the Directors regarding other benefit and insurance programs that might be offered to BCRTA members, should there be sufficient member interest;
  3. monitor and advise the Directors regarding government policies respecting pension and other income for seniors, taxation policies affecting BCRTA members, and the implications of any changes being proposed for them;
  4. advise the Directors and BCRTA General Meetings regarding the implications of motions or resolutions put before them, proposing changes to pension or other plans or programs currently benefitting or available to BCRTA members;
  5. advise the BCRTA Delegates to the BCTF AGM regarding the meaning and implications of the pension recommendations and/or resolutions going before that AGM;
  6. identify pension and benefit issues that impact the wellbeing of members, to be investigated, and upon approval by the Board, to be pursued with government or other bodies;
  7. prepare and arrange for the delivery of pre- and post-retirement workshops; and
  8. establish ad hoc working groups, as necessary, to implement the programs of the committee.

8.3 Membership Committee

8.3.1 Committee Composition

The Committee shall consist of a Chair, and up to six other members recommended by the Chair and agreed to by the Board.

8.3.2 Responsibilities

The Committee’s responsibilities are to:

  1. encourage all persons eligible for membership in the BCRTA pursuant to the Bylaws to become members of the Association;
  2. prepare and distribute information showing the benefits of BCRTA membership;
  3. encourage and assist in the formation of new branches;
  4. encourage two-way communication between Directors and Branches in order to promote cooperative relationships;
  5. assist branches in recruiting and retaining their executive members; and
  6. advise Branches experiencing other operational difficulties, and to offer assistance where possible.

8.3.3 Advantage Program Guidelines – Dir., June 2015, June 2018

  1. There are to be no layout costs or fees incurred by the BCRTA in Members Advantage partnerships.
  2. No Advantage Partner shall have access to BCRTA membership lists.
  3. No unsolicited contact with BCRTA members (i.e. mass mailings of any kind).
  4. Offers to the BCRTA membership shall be presented in such a way that members respond through their own initiative with requests for further information or enrolment.
  5. Businesses belonging to BCRTA members may be considered for BCRTA Members Advantage promotion.
  6. Advantage business partnerships will be based, to some extent, on branch and member recommendations.
  7. The BCRTA will not enter Advantage Partnerships with financial institutions, financial services companies, or mortgage companies.
  8. Advantage Partnerships will be evaluated by the Membership Committee on the basis that they are services our members will use. Consideration of both service quality and cost will be priorities.
  9. BCRTA members are encouraged to exercise due diligence when entering into agreements with Members Advantage partners. The BCRTA is not responsible for individual dissatisfaction with any Members Advantage program. Issues are to be resolved directly between the member and the company in question.

8.4 Heritage Committee

8.4.1 Committee Composition

The Committee shall consist of a Chair, and up to six other members recommended by the Chair and agreed to by the Board.

8.4.2 Responsibilities

The Committee’s responsibilities are to:

  1. encourage the preservation of education heritage in BC;
  2. attempt to stimulate interest in developing local heritage projects;
  3. encourage Boards of Education to adopt heritage preservation policies;
  4. advise and assist Branches that are initiating heritage projects;
  5. maintain a registry of current heritage projects, publications and collection sites;
  6. attempt to establish a heritage contact in each branch; and
  7. adjudicate the BCRTA Heritage Grant Applications.

8.5 Excellence in Public Education Committee

8.5.1 Committee composition

The Committee shall consist of a Chair, and up to six other members recommended by the Chair and agreed to by the Board.

8.5.2 Responsibilities – Dir., Dec 2020

The Committee’s responsibilities are to:

  1. identify and publicize excellent educational practices and programs within the BC K-12 public education system;
  2. identify and recognize the activities of teachers, administrators and others who promote excellence in public education;
  3. encourage retired teachers to:
    1. continue to be involved in the K-12 public education system;
    2. share their expertise and knowledge for the benefit of the K-12 public education system;
    3. stay current in matters pertaining to public education;
    4. exercise their franchise in the best interests of public education; and
  4. supervise the operation of the intergenerational Golden Star Awards program.

8.6 Wellbeing Committee – Dir., June 2017

8.6.1 Committee Composition

The Committee shall consist of a Chair, and up to six other members recommended by the Chair and agreed to by the Board.

8.6.2 Responsibilities

The committee’s responsibilities are to:

  1. research issues affecting or potentially affecting the wellbeing of BCRTA members, both as retired teachers and as seniors;
  2. provide information and advice to the Board and other committees related to these issues;
  3. prepare information on issues related to seniors’ wellbeing for dissemination to the membership;
  4. encourage members at the Branch level to become involved in collecting information on issues affecting their members’ wellbeing, and to appoint Branch Wellbeing Contacts to facilitate back and forth communication regarding these issues with this Committee;
  5. assist, upon request by the Board, in the development of joint actions with organizations with similar goals to those of the BCRTA; and
  6. attempt to identify at least one issue per year to be investigated in depth and, upon approval by the Board, to be pursued with government as an advocacy project, with assistance, if required, from the Table Officers.

8.6.3 Definition of “Wellbeing” – Dir., Oct. 2017

Wellbeing is defined as the interconnectedness of the dimensions of the physical, mental, material, emotional, social and spiritual health of the members of the BCRTA; including awareness of developments and issues relating to the wellbeing of retired teachers and seniors in general.

8.7 Advocacy Committee

8.7.1 Committee Composition

The Committee shall consist of the Table Officers and be chaired by the President or designate.

8.7.2 Responsibilities

The Committee’s responsibilities are to:

  1. be an advisory committee to the Board, its committees and branches when advocacy projects are being considered or undertaken;
  2. become and remain knowledgeable about effective advocacy strategies and techniques, and to share this knowledge, as needed and/or requested, with other Directors and Committees, Branch representatives, and members;
  3. work with the Directors and other committees to help develop Board approved advocacy projects, which may include some or all of the following elements:
    1. seeking cooperation and support from, and working with, kindred organizations;
    2. identifying appropriate people in government to be approached;
    3. preparing clear statements of the problems and desired solutions; and
    4. preparing press releases and organizing press conferences.

8.8 Personnel Committee

8.8.1 Committee Composition – Dir., Jan. 2012

The Committee shall be comprised of the Past President, President, 1st Vice President, 2nd Vice President and the Finance Committee Chair.

8.8.2 The Committee’s Responsibilities are to: – Dir., Jan. 2014

  1. work with the ED and OA to recruit new employees, including placing advertisements, shortlisting and interviewing applicants, and making recommendations to the Board regarding appointments;
  2. review and when necessary recommend revisions to employee job descriptions and, upon approval by the Board, negotiate their implementation with the employees;
  3. act as agent for the Board in negotiating the renewal of employees’ contracts;
  4. generally, monitor the job performance of employees;
  5. provide advice to the President and/or Directors regarding the interpretation, application, or alleged violation of the terms of the employees’ contracts.

8.9 Communications Committee

8.9.1 Committee Composition

The Committee shall consist of a Chair, and up to six other members recommended by the Chair and agreed to by the Board.

The three sub-committees shall be:

  1. a PostScript sub-committee, consisting of three members and the PostScript editor, acting as an advisory board and developing content for PostScript,
  2. a BCRTA Connections sub-committee, consisting of three members plus the BCRTA Connections editor, acting as an advisory board and developing content for BCRTA Connections.
  3. an I.T. sub-committee, consisting of a committee-of-the-whole and the web master, acting as an advisory board and developing content for the website and other BCRTA social media.

Sub-committee members are recommended by the Chair and agreed to by the Board.

8.9.2 The Committee’s Responsibilities are to:

  1. review BCRTA communications processes and procedures and recommend improvements, as needed;
  2. review current and potential communications technologies related to keeping BCRTA members and other seniors informed; and
  3. provide information and recommendations to the Board and other committees with respect to BCRTA communications.