Policies & Bylaws

Definitions

Key terms used throughout the BCA Bylaws.

Membership

Rules governing BCA membership types, fees, voting rights, and lapsing.

Board of Directors

Composition, quorum, authority and conduct of the Board of Directors.

Responsibilities & Duties of Directors

Specific roles and duties for each Board position.

Executive Committee & Standing Committees

Structure and mandate of the Executive Committee and Standing Committees.

Finance, Accounts & Audit

Financial management, signing authority, and audit requirements per the Bylaws.

Meetings & Elections

Requirements for AGMs, Special Meetings, quorum, and election procedures.

Dispute Resolution & Dissolution

How conflicts are resolved and what happens upon dissolution of the Association.

Property & Equipment

The association values assets at cost and amortizes property and equipment in accordance with Canadian GAAP.

Authority

The board of directors is ultimately responsible for financial management. No one position has total authority.

Annual Budgeting & Monitoring

The board plans, approves, monitors and revises both an annual and capital budget.

Contracting & Procurement

The association contracts in a professional manner with individuals and organizations to provide service to the association.

Diversified Funding Base

The organization generates enough revenue through a diversified funding base to support administration, programs and life cycling of the community's assets.

Financial Data & Reporting

All financial data is kept up to date and is in accordance with CPA Canada Handbook Part III — Accounting Standards for Non-Profit Organizations.

Financial Filings

The organization develops and monitors a reporting system to ensure they file all the appropriate legal and financial documents as required by law or by agreements.

Insurance

Reasonable, adequate insurance coverage will be maintained to safeguard the assets of the organization.

Cash Handling & Disbursements

To reduce the risk of theft and/or fraud the organization has adequate cash handling procedures and controls in place that are reviewed annually.

Investment of Funds

The assets of the organization will be invested for maximum income with full protection of the investment principal.

Conflict of Interest

The Conflict of Interest policy applies legally to employees, directors and other volunteers of the Bearspaw Community Association.

Staff Respect for the Board of Directors

All staff and volunteers must treat the Board of Directors with respect, follow the chain of authority, and maintain professionalism in all interactions with Board members.

Board Member Respect & Conduct

Board members are held to the highest standard of respectful, professional conduct in all governance, meetings, and interactions.

Code of Conduct & Confidentiality

The Code of Conduct and Confidentiality Policy applies legally to employees and directors of the Bearspaw Community Association.

Website & System Usage Policy

All staff are required to use the BCA website as the primary operational system for all registrations, memberships, bookings, and communications.

Overtime

No overtime shall be worked without prior authorization from the General Manager, or in the GM's absence, the Board Chair.

Time in Lieu

Time in lieu must be approved in advance before being accrued. No time in lieu will be granted retroactively.

Event Attendance & Staff Responsibilities

All staff are expected to attend and support BCA events, programs, and community activities as part of their employment responsibilities.

Dress Code & Professional Appearance

All staff are expected to present a smart, professional appearance at all times, particularly when representing BCA at events or interacting with the public.

Working Hours & Attendance

Staff are expected to work their scheduled hours, arrive on time, and maintain reliable attendance.

Professional Communication & Conduct

All staff must communicate professionally and respectfully at all times when representing BCA.

Facility Keys & Security

Keys and access codes to BCA facilities must be secured and returned upon departure.

Expense Reimbursement

Staff may be reimbursed for pre-approved business expenses incurred on behalf of BCA.