OLDER ADULTS IN ACTION

(O.A.I.A.)

 

22 Water Street

 

Markham

 

 

 

 

 

 

 

 

 

POLICIES AND PROCEDURES

 

February 2004
TABLE OF CONTENTS

Page

General Remarks

            Purpose/Authority/Changes & Additions/Distribution                                     3

 

Defined:

            Activity                                                                                                                 4

            Alcohol Permit                                                                                                    

            Bazaar                                                                                                                

            Budget                                                                                                                     

           

Cash Floats                                                                                                        5

            Changes to Events

            Code of Conduct                                                                                                   

 

            Coffee                                                                                                                              6

            Computers

            Convenors                                                                                                    

Directors’ Responsibilities                                                                            

            Disposal of Assets                                                                                            

 

            Donations                                                                                                             7

            Elections

            Food Policy                                                                                            

Guests                                                                                                                        

            Inventory                                                                                                              

            Lunch Tickets                                                                                                     

            Members Lists                                                                                                   

Mileage                                                                                                                8

            Name Tags                                                                                                   

            Notice Boards                                                                                                    

Planning Committee                                                                                                             Prizes                                                                                                                  

 

Raffle License                                                                                                     9          

            Registering                                                                                                         

            Suggestions                                                                                                     

            Ticket Payment                                                                                                  

            Use of Club Equipment                                                                                      

 

Christmas Meals                                                                                               10                                                                                                                                                         


General Remarks

 

 

Purpose:

 

To provide a reference document outlining the current policies and procedures in use, for the efficient management of the Older Adults in Action.

 

Authority:

 

The Board of Directors, elected by the Club Membership, have the authority to review and approve current or new policies and procedures, necessary.

 

Changes/Additions:

 

Policies and procedures are reviewed annually, to maintain relevancy, and may be reviewed more often, in the best interest of Club Membership.  Members may submit written suggestions to the board for consideration.

 

Distribution:

 

Formal distribution of this document will be to all Convenors and Directors, including the Seniors Coordinator on site.  Club Members have access to the copy kept in the Library.

 

 

 

Defined

 

 

Activity

 

  • Is any regularly scheduled program or event organized for Club  Members
  • All programs/special events will be coordinated by a Convenor
  • A nominal fee shall be charged for each activity, in addition, fees  charged by hired instructors (non-Members) must be covered by the fee set by the program Convenor
  • No special event shall run at a deficit, unless approved by the Board prior to the event
  • Off-site activities must be self-funded.

 

Alcohol Permit

 

  • To serve alcohol at an event requires a Special Occasion Permit issued by the LCBO
  • Application forms are available from the LCBO issuing stores
  • Town policy letters are available from the Coordinator’s office
  • It is the responsibility of either the Bar Convenor, or Club President or.  The Bar Convenor shall also be responsible for purchasing, monitoring the serving of the alcohol and maintaining records.

 

Bazaar

 

  • A Convenor shall be appointed by the Board.  The Convenor shall be responsible for any purchases prior to the opening of the bazaar.

 

Budget

 

·        Once each year, Convenors will prepare a budget (projected income and expenses), and submit it to the Treasurer.

  • The Finance Committee collates a total Club budget for presentation to the Board of Directors.
  • Once the budget is approved, budget forms are returned to the Convenors.
  • Any single budget item, which exceeds the amount stated in By-Law 8f ($3000.00), requires the approval of the Club Membership.
  • Items not covered in the budget require detailed submission to    the Board for approval; response will be in writing.
  • Convenors must submit ‘request for payment’ forms to the Treasurer to receive payment for approved expenses.
  • The Club fiscal year runs from Sept 1 to Aug 31, the audited annual statement is presented at the Annual General Meeting.
  • The Budget is a working document for the Board and does not require approval by Membership, except as outlined in By-Law 8f.

 

 

Cash Float

 

  • Convenors who work with floats are asked to reconcile with the treasurer on the last Wednesday of each month to ensure that statements are available for the monthly board meeting.

 

Changes to Events

 

  • Convenors are required to submit a request for change to the Board for approval through their liaison Director.
  • From time to time, changes in the scheduled activities/programs may be necessary.  The proposed changes will be discussed with the Convenors and the appropriate Director prior to implementation.
  • All changes will be posted.

 

 

Code of Conduct

 

 

  • The purpose of this policy is to promote an atmosphere of friendliness and tranquility within the club.  It is meant to cover unacceptable behaviour.

 

  • Unacceptable behaviour includes the following:

v     Loud verbal assaults

v     Threats and/or attempts to intimidate

v     Aggressive approaches to another individual or group

v     Physically striking another individual

v     Racial or ethnic slurs

v     Abusive language

v     Damage to property

 

  • The consequences for any of these incidents can be any of the following:

 

v     Letter of reprimand from the Board of Directors

v     Suspension from the club for a period determined by the Board

v     Repeat offences will be dealt with more severely and may result in the revoking of club membership.

 

Coffee

 

·        Volunteers are entitled to free coffee or tea, while on duty; other Members are required to pay a nominal charge

·        All Members are required to clean up their dishes.  Convenors    will monitor this after an activity.

 

Computers

 

·        Three computers are available in the Library for members use

·        Games have been programmed.

·        Additional uses may be offered, with Board approval.

 

Convenors

 

·        Are responsible for weekly activities, collection of fees, maintenance of attendance records and annual budget input

·        All Convenors must have an assistant to cover holidays, illness, etc.

 

 

Directors’ Responsibilities

 

·        Directors should contact the Convenors of Club activities (outlined in the flow chart), to ensure that concerns are addressed, changes are explained, and reports are presented to the monthly Board meetings.

·        Directors are to make sure that the Convenors appoint an assistant to cover their activity.

·        Directors shall review the attendance logs of Convenors at least twice a year, to update stats needed for the Board to adequately plan times and spaces needed for Club activities.

 

 

Disposal of Assets

 

·        From time to time it may be appropriate for the club to dispose of some of its physical assets

·        The article should be described, reason for disposal, approximate value and submitted, in writing, to the Board

·        Options:

o       Offer to our own Members using a sealed bid process

o       Offer to other senior organizations for minimum payment

o       Offer for sale on the open market

o       Give away, if no sale possible

 

Donations

 

·        Donations to the Club may be received for general funds or for a specific activity or event.  A letter of appreciation will be sent by the Secretary.

 

 

Elections

 

·        Municipal, Provincial, or Federal electioneering will only be permitted through an ‘all candidates meeting’.

 

Food Policy

 

·        Any food leftover from a Club event shall be sold at a nominal price to members, which may offset cost to the Club.

 

Guests

 

·        Are allowed to attend regular activities and events except for those designated for Members only

·        A person may attend the Club, as a guest, two times per year   only and will sign in the Guest Book kept at the Reception Desk.  Date and name of sponsoring member is recorded.

·        These limitations are waived for out of town house guests

·        Guests do not have to meet age and residency requirements

·        Additional information in By-Law 2.2

 

 

Inventory

 

·        Inventory of Club assets should be done at least annually for evaluation, repairs if necessary, and record of any missing items.

·        Documented in the Inventory Book, kept by the Treasurer.

 

 

Lunch Tickets

 

  • May be available to staff. 
  • To be purchased by 4:00 pm Wednesday for the Friday lunches.

 

 

Members List

 

  • Kept at the Reception Desk and updated by the Membership Director
  • No information will be available to outside interests, or for any    commercial use

 

Mileage

 

  • Claim forms are available in the main office
  • Purpose of the trip(s) must be stated, date(s) and number of    kilometres (50 or more must be validated by a Convenor).
  • Rate of payment will be determined by the Board on an annual basis.
  • The Board may question the amount and/or frequency of any mileage claims.
  • Mileage will not be paid for Club supplies which can be purchased by phone and delivered by supplier.

 

Name Tags

 

Members must wear their name tags while on Club premises in order to:

 

·        identify a Member from a guest

·        help introduce new Members

·        confirm current Membership status

·        identify a Member, in cases of emergency (i.e. illness)

 

 

Notice Boards

 

  • Provide information pertaining to Club activities
  • Provide information of general interest for Club Members
  • Will be monitored by the Club President, Vice President or Secretary.
  • Doors/Walls/Windows are not to be used to post notices.

 

 

Planning Committee

 

  • Receives project ideas related to alterations and improvements of Club premises, the ideas submitted must include project description, reasons for the project and estimated costs.

·        Researches the viability of the project (detailed costs of implementation, liaison with Seniors Coordinator)

  • Presents finding with recommendations to the Board of Directors

·        When necessary approvals are in place, the project is placed on the Project Schedule Log

·        Monitors projects and provides progress reports to the Board on a monthly basis

·        If required, the Chair of the Committee may confer with the Executive Committee

 

Prizes

 

·        The cost of prizes related to activities or events should be covered by a supplementary charge in addition to the activity fee.

Raffle License

 

·        Approval from the Board is required

·        A license must be obtained, issued by the Town of Markham

·        Application forms are available from the Town offices at 101 Town Centre Blvd.

·        Separate raffles require separate licenses, and can’t be drawn on the same day.

 

 

Registering

 

  • Record book to be on visible display in Front Lobby
  • Members are requested to sign in when attending the Centre
  • Required to maintain statistics for Club use

 

 

Suggestions

 

  • The Board will accept only signed suggestions
  • Responses will be in writing

 

 

Ticket Payment

 

  • Payment for theatre, trips, meal tickets must be paid in full by cheque or cash at the time of registration.
  • It is the Member’s responsibility to arrange resale of the ticket if the Member cannot attend, as no refunds are possible.

 

Use of Club Equipment

 

  • Members may borrow Club equipment subject to availability.
  • The borrower must assume responsibility for any loss or damage.
  • May not be used by outside groups or persons without permission from the Board or Seniors Co-ordinator.
  • Woodworking Club tools may be lent only to their members on an overnight or week-end basis.
  • Item may not be removed from the premises without date, time, description of item, and signature of borrower, counter signed by either a Board Member or Seniors Co-ordinator entered in the ‘Sign-out’ book kept at the Reception Desk.
  • Date of return must also be entered.
  • This procedure applies for all Club Members.
  • This policy is stated in the ‘Sign-out’ book and all Volunteer Staff on the Reception Desk are to be informed.

 

Christmas Meals

 

  • Tickets will be for sale initially, to Club Members only.
  • Sale to guests will be offered if spaces are available
  • Meal costs are to be self-funded

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Q:\Recreation\AGREE\AGR038\POLICIES AND PROCEDURES Feb. 2004.doc