Transparency Policy

Transparency Policy

Transparency and Accountability Policy GVIAS

GVIAS is committed to a policy of open dialogue and collaboration wherever possible. The BOD is given the authority by the membership to run the Society as they see fit in the interests of the Societies purpose, constitution and mission.  In the interests of transparency and accountability to insure the membership has access to information the BOD follows a code of conduct (see code of conduct policy) and adheres to the following:

Information Available to Members

Minutes of all BOD and Committees meetings.
Policy documents posted in member area on the website.
Financial reports.
Event information.
Committees purpose, function and membership.

Membership involvement in the operations of the Society.

Annual General Meeting

The Annual General Meeting (AGM) is an opportunity for the membership to review the BOD and Committees achievements over the previous year and agree to the plans for the coming year.  It is an opportunity for the membership to ask questions and understand any reasoning behind decisions made.

Yearly financials are presented and budget for the coming year agreed on by the membership.

New board of directors nominations and appointment by the membership.

Any by-law changes may also be presented and voted on.  These have to be presented to the membership 14 days prior to the AGM.

General Meetings

The society aims to hold a general meeting once a year midway between each AGM.  At this meeting the focus will likely be on policy developments, motions and by-law changes from the BOD and membership.  It is also an opportunity to have more in depth discussions, not possible at an AGM.

Any member can present a requisition of 10% of the membership for the board to call a general meeting.  The board is then required to call a general meeting.

Committees Salons

Occasionally committees will hold membership meetings to gather specific information and input.

Committee Membership.

The Society can not run without members volunteering their time to do committee work. Any member is welcome to apply to join a committee by sending letter of intent to the BOD. Please see Committee Policy for more information regarding joining a committee and what’s involved.

Financial Transparency

All decisions of expenditure are recorded in the minutes of BOD meetings.
Financials for all events are completed within 60 days of an event and posted on 
   the website.
Yearly financials presented at the AGM.
Expenditure over $5,000 for any single expenditure is to be decided at a General 
   Meeting by the membership.

Recorded in the Minutes

Acceptance of the agenda and those present.
All decisions and votes recorded.
Items and proposals that are discussed. Details of discussion is not recorded.
Action items as a result of discussion.
Conflict of interest issues as per the Conflict of Interest Policy.

Confidentiality

Something is confidential if the broad dissemination of the information would harm the Society, compromise strategic plans, or disclose personal information.

In camera sessions

In camera sessions may be called in response to sensitive and confidential material.

Process for In Camera sessions.

Guests and other non-board members must leave.
The minutes of the in camera session are only made available to persons eligible 
   to attend the meeting; however, they are retained by the secretary or other
   designated individual.
Attendees and those who read the minutes are deemed to have agreed to
   maintain the confidentiality of the session.
Any actions taken in camera must be reported when the normal meeting
   reconvenes.
All other processes and procedures are those of regular meetings.