General PERC Policy with Proposed Amendments from August 2009

General PERC POLICY

Proposed Amendments (yet to be approved) by the PERC Board of Directors at its regular meeting, 19 August 2009

Principal activity

The principal activity of the Centre is the publication and distribution of the Peace and Environment News, and at least 75 per cent of all Centre funds are used for this activity.

Restriction on activities

In accordance with Revenue Canada guidelines on registered charities, individuals will not engage in politically directed activities (e.g. lobbying or civil disobedience) in the name of PERC.

Governing body and its function (ref. Bylaws)

The Board of Directors is responsible for determining policy, except such policy as the Board delegates to staff committees, for providing for implementation of policy, and for evaluating this implementation. The Board will review and approve the annual budget. The Board may employ a Coordinator and other staff as necessary.

Paid Staff

Coordinator

The Coordinator is responsible for carrying out the mandate of the PERC and implementing Board policy. Areas of responsibility include but are not limited to administration, fundraising, volunteer management, outreach programs, resource centre, and distribution of the Peace and Environment News.

The Coordinator is an ex-officio, non-voting member of the Board. As an ex-officio member of the Board, the Coordinator may make motions at Board meetings. (NOTE: �ex-officio� means �by virtue of office or position.�) The Coordinator is responsible to the Board as a whole.

In the event that there is no coordinator, the board will determine how to redistribute responsibilities to other staff and volunteers.

Editor

The Editor of the Peace and Environment News is an ex-officio, non-voting member of the Board.

The board can determine at their discretion other program or administrative positions required to fulfill the mandate of PERC.

Board responsibilities

The President, Secretary, Treasurer, and Coordinator have access to safety deposit box keys.

The Chair will prepare the agenda for meetings of the Board of Directors and the Annual General Meeting, with input from other Board members (including ex-officio members). The Secretary will notify Board members by whatever means of the time and date of the next Board meeting.

Board officers may serve no more than two consecutive one-year terms as officers unless otherwise agreed upon by the Board. Officers will appoint other members of the Board to act on their behalf when necessary.

Meetings of the Board

Individual Board members will advise the chair of their absence. It is preferrd that agendas list all PERC business first and then allocate space for additional items.

Board decisions are made by majority vote.

Board members submitting proposals affecting policy are asked to do so one month in advance of a board meeting. Such proposals will be in writing with copies provided for a) Board members, b) staff management committee and c) the Coordinator. Staff Management Committee members affected by any given proposal will be advised of the proposal by the appropriate Board Liaison and given the opportunity to present to the Board any views relative to the proposal. Board decisions on policy will take into account views expressed by the Coordinator and staff committees.

Discussion at Board meetings will take place where individuals speak in turn, or by speakers� list. Oral presentations are normally limited to five minutes, and if appropriate, written documentation should accompany the presentation.

Observers at Board meetings who wish to participate will ask in advance for placement on the agenda, or may speak at the discretion of the Board. Committee chairs have a standing invitation to attend board meetings.

Board standing and ad hoc committees will normally report at every meeting of the Board.

Planning & Board evaluation

The Board with the Coordinator and staff committee chairs will hold an annual long-range planning session to determine the agenda for the coming year(s).

The Board is encouraged to do a self-evaluation at annual planning sessions, with an eye to planning for coming years. This should be a collective exercise and include everyone taking part at the planning session. The evaluation should look at Board performance and the performance of the organization. Annual General Meeting (see also By-laws)

Prior-year AGM minutes will be delivered to Board members before the current-year AGM. Notification of availability of prior-year AGM minutes and of any changes to By-laws will be sent to members through the PEN mailing.

Finance

Expenditures in excess of $500.00 require authorization by the Treasurer and must be in line with budget. Signing officers for the Centre include at least the Chair, Treasurer, Secretary, and Coordinator, at least two of whom must sign financial documents.

Membership within PERC

Membership does not confer special privileges except, all members will receive the PEN by mail and will have borrowing privileges from the library. Each member has one vote at the AGM.

Donors who request special donations be applied towards membership renewal will be accommodated. The Centre will administer a fundraising appeal at least twice throughout any given year.

PERC's membership list will not be traded, sold or loaned to other groups. Groups requesting the list may be asked instead to submit an ad, story or other suitable request for support. At the editor's discretion, the ad or story may be placed in the PEN for readers to decide if they want to become further involved. At the Board�s discretion, printed mailing labels may be made available on a one-time basis to be affixed under the supervision of the PERC Coordinator or his/her designate.

Organizational Structure

The core organizational structure consists of at least the following committees - in the event that the board takes on new responsibilities, new committees will be determined at that time. The bare minimum are three committees: Program, PEN and admin/management committees. In terms of our policy, these committees report directly to the coordinator or responsible staff person. In the event that there is no responsible staff person, the committee will report directly to the board.