GVIAS is committed to a policy of open dialogue and collaboration. Being transparent involves providing clear and honest disclosure of the motives, operations, policy and results of decisions. The BOD has the responsibility to run the Society within the interests of the Societies purpose, constitution and mission.
In the interests of transparency and accountability to the membership the BOD adheres to the following:
Information Available to Members:
- Meeting minutes of all BOD and committees.
- Policy documents.
- Financial reports.
All other documents, such as, committee reports, insurance policies, and permit applications remain internal. These documents are held by the Society and accessible to the BOD and committees working on those documents. These can be released to the membership at the BOD’s discretion.
Membership involvement in the operations of the Society.
The 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 and the budget for the coming year are presented.
New board of directors nominations and appointment by the membership.
Bylaw changes may also be presented and voted on. These must be presented to the membership 14 days prior to the AGM.
Other business may be presented by the Board.
2. Extraordinary 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.
3. Committee’s Salons
Occasionally committees will hold membership meetings to gather specific information and input.
4. Committee Membership
Any member is welcome to apply to join a committee by sending letter or email of intent to the BOD. Please see Committee Policy for more information regarding joining a committee and what’s involved.
All decisions of expenditure are recorded in the minutes of BOD meetings.
Financial reports for all events are completed within 60 days of an event and posted on
Yearly financial report 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.
- Motions for discussion and results.
- All decisions recorded including decisions made outside meetings.
- Details of discussion are not recorded.
- Action items as a result of discussion.
- Conflict of interest issues as per the Conflict of Interest Policy.
Something is deemed confidential if the broad dissemination of the information would harm the Society, compromise strategic plans, or disclose personal information unnecessarily.
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 and passed on to the incoming Board of Directors.
- Attendees and those who read the minutes are deemed to have agreed to maintain the confidentiality of the session.
- Any decisions taken in camera must be reported when the normal meeting reconvenes.
- All other processes and procedures are those of regular meetings.