TERRACE BAY SUPERIOR SENIORS’ CLUB

CONSTITUTION 2018 (with revisions / amendments November 8, 2018)

NAME —the name of the club shall be known and registered as the Terrace Bay Superior Seniors’ Club (hereafter referred to as the Club)

ROBERTS’ RULES OF ORDER — All business and meetings shall be conducted in accordance with Roberts Rules of Order

ARTICLE I – PURPOSE OF THE ORGANIZATION

The purpose of the organization is to:

• Focus on the social, recreational, and educational needs of the older adult population of the Terrace Bay area through activities, information, opportunities, and support that will encourage growth, independence, and interaction.
• To unite to provide a unified voice to approach government bodies at all levels.

ARTICLE Il – MEMBERSHIP

• Membership is open to all residents of the Terrace Bay area who are of age 50 and older irrespective of sex, colour, creed, or social status.
• Spouses or partners of members under 50 years of age may become an associate member upon payment of annual dues but may not vote or hold office.
• Each person must pay the annual membership dues to be entitled to the rights and privileges of the Club.
• The membership fees/dues shall be recommended by the Executive and approved by the Club at the Annual General Meeting (AGM).
• The Executive may remove from the role of members the names of any member who fails to pay annual dues within three (3) months of the date they fall due (January 1). Upon such action by the Executive, all privileges of membership shall be forfeited.
• Persons who have distinguished themselves may be declared ‘Honourary Members’ by a majority vote of the Club at the AGM. (NOTE: The criteria for this designation will have to be developed by committee and approved by the Club).
• ‘Life Memberships’ will be conferred upon those members who have reached the age of eighty years.

ARTICLE – MEETINGS

• There shall be an Annual General Meeting (AGM) held on the second Thursday of November at which time elections for vacant Executive positions will be held and annual committee reports will be given.
• The monthly General Meetings will be discontinued and replaced by a Semi-Annual General Meeting on the second Thursday of April and the Annual General Meeting on the second Thursday of November. The meetings shall deal with all matters laid out by an agenda prepared by the President. Prior notification must be given to the President for items to be included on the agenda.
• A Special General Meeting can be called by the President or a majority of the Executive for any urgent business. All members of the Club shall be notified and informed of the business to be discussed at this meeting.
• All Executive Meetings are to be held on the first Thursday of the month with July and August at the discretion of the Executive.
• A Special Executive Meeting may be called by any member of the Executive through the President. Only the business for which the meeting was called can be discussed and acted upon.
• QUORUMS: At the Annual and General Meetings of the Club, ten per cent (10%) of the members must be present to constitute a quorum for the transaction of business.
• The time of the Executive Meetings will be decided by the current Executive members and not last longer than two (2) hours. The Semi-Annual and Annual General Meetings will begin at 10:30 AM and not last longer than one and a half hours (1 hour and 30 minutes). These time frames may be changed by a majority vote of the members present at the meetings.

ARTICLE IV – EXECUTIVE

• The Officers and Directors shall be known as the Club Executive (b) The Officers of the Club shall consist of the following:

Past-President

President

Vice-President

Secretary

Treasurer

• There will be six (6) Directors who shall sit as Chairpersons on a Standing Committee.
• The Standing Committees are:

Membership                             Publicity

Maintenance                            Kitchen

Programming                            Wellness

• All elected persons must be in good standing in the Club.

ARTICLE V- EXECUTIVE TERMS OF OFFICE (BOARD OF DIRECTORS)

• The out-going President of the Club will become the Past President who will continue to serve the Executive and the Club as a person of resource.
• The term of office for the Directors will be for two (2) years.
• As of 2010, five (5) Directors will be elected on alternate years to ensure a yearly transition of the Executive. (NOTE: This procedure began in 2008 with the election of Directors to two year and one-year terms.)
• At the conclusion of the AGM and the election of a revised Board, the Members of the Board will meet in camera to determine their respective positions on the Board (eg. President, Vice-President etc.)
• If at the AGM an insufficient number of candidates for nomination cannot be found, the fore-going clause (c) may be waived by a vote of two-thirds majority following a motion from the floor (motion that nominations be closed).
• Vacancies on the Board may be filled by appointment or through bye-election. Appointments must be ratified by both the Board and the Club.
• Yearly terms of office shall be from January 1^st to December 31^st.

ARTICLE VI – RESPONSIBILITIES OF THE EXECUTIVE (BOARD)

• The Executive must approve all expenditures greater than $100 and less than $1000. All expenses exceeding $1000 must be approved by the Club at a General Membership Meeting, except for the Elderly Persons Centre (EPC) Special Grant and the annual operating budget items.

• The Executive shall appoint an Auditor to do an annual audit of the financial books at the end of each fiscal year. The fiscal year shall be January 1^st to December 31^st.
• Any member of the Executive who misses three (3) consecutive meetings of the Board without prior notice to the president shall lose their position for the balance of their term of office. Replacement to this vacancy may be made by:
  • appointment of the runner-up from the last general election or
  • if there is no runner-up then by appointment by the Executive.
• Any member of the Executive/ Board has the right to resign by giving written notice to the President.

ARTICLE – DUTIES OF THE EXECUTIVE

PAST PRESIDENT shall act as a resource person to the Executive/Club shall assist with or direct a special assignment if requested to do so by the Executive/Board

PRESIDENT  shall provide leadership and act as spokesperson for the Club

–  shall act as Chairperson at all Executive and General meetings

– shall be responsible for setting the agenda for all Executive and General Meetings

–  shall be responsible for keeping the meetings to the Order of Business as per the agenda

–  shall see that members understand any questions/issues raised

–  shall see that all members at meetings have the opportunity to speak if they so desire

–   shall see that a motion is in order, has a seconder, and there is a 50% plus 1 majority in order for the motion to pass.

–   shall not vote unless there is a tie vote

–   shall be ex-officio at all committees

VICE-PRESIDENT  shall assume the responsibilities of the President in his/her absence

SECRETARY  shall take all minutes of the Executive and General Meetings which should give a concise account of what occurs including persons who moved and seconded each motion and its exact wording

TREASURER    shall be responsible for all the monies of the Club

shall keep an accurate record of all receipts and disbursements

shall give a financial report at each meeting of the Club and the Executive

• shall assist in preparing the annual Club budget

shall ensure that all cheques are signed by two (2) elected officers of the Club whose names shall be registered at the bank holding the Club’s accounts

DIRECTORS (6)           the duties of each Director shall be set in the Club’s Policies and Procedures and shall be reviewed periodically for any changes required

each Director appoints their committees as required from the membership

ARTICLE             – AMENDMENTS

• Amendments to the Constitution may be proposed to the Executive through the president by any member of the Club
• The members of the Club must be given at least thirty (30) days notice of any proposed amendments to the Constitution by a Motion for Amendment prior to the Annual General Meeting

AMENDMENTS TO CONSTITUTION

November 14, 2013

Four amendments to the constitution were presented and passed

• That the Executive meetings will start at 10:15 and the monthly General meetings will start at 10:30 Article Ill g
• To replace membership from 55 years of age with 50 years of age Article Il a
• To remove section (B) in Article Il — Membership in its entirety (associate membership) Article Il b
• Duties of the President —to remove “shall not express his or her opinion or take part in any discussion unless asked to do so by any member Article Vll

November 12, 2015

Amendments to the constitution were presented and passed as follows:

• Article Ill (b) That the monthly general meeting be discontinued and replaced by a Semi-Annual General Meeting on the second Thursday of April and the Annual General Meeting on the second Thursday of November. The balance of section (b) related to the agenda of such meetings remains as written.
• Article VI If above is accepted remove the words “or three consecutive monthly meetings.”
• Article Vll — Duties of the Past President, add a second item “May assist with or direct a special assignment if requested to do so by the Executive/Board”.

November 10, 2016

Amendments to the constitution were presented and passed as follows:

Article Ill Meetings:

(d) All Executive Meetings are to be held on the first Thursday of the month with July and August at the discretion of the Executive.

(g) The time of the Executive Meetings will be decided by the current Executive members and not last longer than two (2) hours. The Semi-Annual and Annual General Meetings will begin at 10:30 AM and not last longer than one and a half hours (1 hour and 30 minutes). These time frames may be changed by a majority vote of the members present at the meetings.

November 9, 2017

One amendment to the Constitution Article VI (a) was presented and passed as follows:

• The Executive must approve all expenditures greater than $100 and less than $1000. All expenses exceeding $1000 must be approved by the Club at a General Membership Meeting, except for the Elderly Persons Centre (EPC) Special Grant and the annual operating budget items.

November 8, 2018

One amendment to the Constitution Article Il inserted as item (b) and re-lettering remaining items was presented and passed as follows:

• Spouses or partners of members under 50 years of age may become an associate member upon payment of annual dues but may not vote or hold office.

TERRACE BAY SENIORS ACTIVITY CENTRE

POLICIES and PROCEDURES*

GENERAL

PURPOSE

To establish, maintain, and operate a structured older adult centre.

To provide information, opportunities, and services for individuals / groups that will encourage independence, growth, learning, and participation in pre-retirement and retirement years.

CONSTITUTION

All policies, procedures, by-laws, and amendments contained in the Constitution of the Terrace Bay Superior Seniors’ Club apply to the operation of the Centre.

CENTRE POLICY

The Board of Directors encourages users to express their concerns and suggestions. These concerns and suggestions should be discussed with the committee chairperson responsible for the activity in question. If further discussion is necessary, the chairperson/convener will contact the president of the Board. Written or verbal suggestions are always welcomed by the Board members.

HOURS OF OPERATION

Monday to Friday: 10 a.m. to noon and 1 p.m. to 3 p.m.

If a request is made to use the Centre outside regular hours, this request must be communicated to the Executive of the Club. Members will be made aware of the activity.

CLOSURE OF THE CENTRE

The Centre will be closed on all weekends and statutory holidays. The Centre shall be closed as designated by the Club.

RENTAL OF THE DROP-IN AND CENTRE ROOMS

• Application for usage of the above by outside groups (both profit and non-profit) must be made through the Board of Directors in writing.
• Rental fees if any will be determined by the Executive.
• All bookings of the Auditorium and Kitchen must be made through the town. These should be communicated to the executive.
• A written rental agreement between the user group and the Club should be signed if necessary.

ENFORCEMENT OF POLICIES

It is expected that all people will respect the policies and understand that they are written in order to enhance the operation of the Centre and the enjoyment of the Centre’s participants.

FIRE SAFETY AND CENTRE EVACUATION

See attached ‘Fire Safety Plan’ prepared by the Terrace Bay Volunteer Fire Department.

ALCOHOL POLICY

The usage, sale, and consumption of alcoholic beverages in the Centre is governed by the ‘Township of Terrace Bay Municipal Alcohol Policy.

PURCHASING

All purchases must be pre-approved.

A ‘Purchase Requisition Form’ should be completed and authorized (if necessary) before purchase of any materials or supplies is made.

Purchase orders may be authorized by any two officers of the Executive (President, Vice-President, Treasurer, and Secretary).

Purchase orders of less than $100 can be authorized by the above officers.

Purchase orders of between $100 and less than $1000 must be approved by the Board of Directors.

Purchases in excess of $1000 must be approved by the Club at a General Membership Meeting, except for the Elderly Persons Centre (EPC) Special Grant and the annual operating budget items.

CENTRE EQUIPMENT AND MATERIALS

All equipment and materials (games, kitchen, craft, drop-in etc.) are for the use of the members only.

Any exception to the foregoing must be approved by the Board.

BORROWING OF CENTRE EQUIPMENT AND MATERIALS

No equipment and or materials are to be removed from the Centre without the express permission of the Board.

A ‘Loan Agreement’ must be signed by the approved borrower.

DAMAGE TO EQUIPMENT/MATERIALS

Members and user groups are solely responsible for any and all damages to the Centre’s equipment/materials if the damage is due to negligent behavior. This liability will extend to repair and or replacement of such items.

UNACCEPTABLE CONDUCT

The Committee chairperson will bring to the person’s attention how his/her behavior is impacting others.

If no change results, the President, Vice-President will be asked to help. The President, Vice-President will meet with the individual(s).

The situation and recommendations will be documented.

If the behavior still occurs the President, Vice-President will bring it to the attention of the Board. And a formal letter will be sent to the individual(s) involved. This letter will constitute a final warning to the individual(s) to comply with accepted behavior or face possible penalties of restricted access or banishment from the Centre.

An appeal to the Board may be made in writing.

All discussions and actions will remain confidential.

SOLICITING (DIRECT) *added sept 2 2015

The Club and Centre opposes any form of direct soliciting of our members by any person or group, member or non-member. This is when pressure is placed on members to support a cause where their free will is being reduced. This does not include the posting of announcements, selling of lottery tickets, etc. where the person’s freedom of choice is not eroded.

SOLICITING * added                       7, 2017

There is to be no soliciting of local businesses by the Club or Club members for donations of prizes for Club activities or events.

EVERGREEN (FUNERAL) SERVICE * added 2 2015

The Club will offer to the family of a deceased member (active, life, former) and their spouse or companion the Evergreen Service. Persons performing the service should be but do not have to be members of the Club. If there are any questions or issues with this service they should be directed to the President or Vice-President.

COMMITTEE POLICIES

PUBLICITY

The purpose is to attract and make the older adults of Terrace Bay and area aware of the facilities and programs available at the Centre and to provide the general membership with information about happenings and upcoming events.

This will achieved through the use of Club newsletters, posters/signs, local radio and T.V. ads, and mailings.

Members are encouraged to contribute and assist with any of the foregoing.

KITCHEN

The purpose is to assist the Terrace Bay Seniors’ Centre and its programs by providing a safe and efficient kitchen facility according to government regulations.

Committee members should be trained in safe food handling.

Committee members will provide education to anyone using the kitchen facilities if requested. The committee will provide ongoing maintenance checks on all appliances to ensure a safe working environment.

The committee will ensure that an adequate inventory of supplies is maintained.

WELLNESS

The committee will assist seniors in maintaining a healthy lifestyle by providing and maintaining a wellness room for the purpose of (a) blood pressure testing, (b) blood sugar testing, and (c) pulse checks.

They will also provide educational pamphlets and information.

MAINTENANCE

The purpose is to ensure that the maintenance of the Centre is carried out in a safe and timely manner by the appropriate personnel and to provide and maintain an adequate inventory of supplies and equipment to ensure the safe and efficient operation of the Centre.

PROGRAMMING

GENERAL

Programming is intended to provide a social atmosphere and opportunities for learning for all members of the Club.

Programs are coordinated by the Program Director and Conveners.

Any person participating in a Centre program must be a member of the Terrace Bay Superior Seniors’ Club. Deviations from this requirement must be presented and approved by the Board.

Program fees/costs are set by the Board and collected by the program convener A trial session for any program can be offered. Fees (if any) will be determined.

If a member or members wish to use the Centre outside regular hours of operation, it must be approved by the Executive. If approved, Club members will be made aware. Program suggestions from members should be encouraged.

PROGRAMS AND ACTIVITIES (to date)

GAMES ROOM – BILLIARDS and DARTS

Members using the Games Room for either activity will pay a fee per session. There are three sessions daily (morning, afternoon. and evening).

The fee is to be deposited in the locked money box.

Users are required to cover the pool tables and put away equipment on completion of their activities,

Food and drink should not be consumed around the pool tables. A table and chairs are provided for this purpose.

Pool tables are to be brushed and maintained as required.

Children under twelve are not permitted in the games room unless supervised by a member.

CARPET BOWLING

Rules and Regulations for carpet bowling will be outlined to the participants by the carpet bowling convener when this activity occurs.

CRAFTS

Notices for crafting activities will be announced to the membership.

Each activity will have its own convener.

Equipment and materials are not to be removed from the craft room without the express permission of the activity convener/coordinator.

CARDS

Cards are currently being played in the Drop-ln on both a casual and scheduled basis.

Members should check the Program Schedule/ Conveners for times and dates. A fee is to be paid when playing.

Competitive cards (tournaments) may be arranged by the Program Director or the Conveners.

Card players are required to pay a set fee at each session.

Players are required to put away cards etc. in their appropriate places upon conclusion of the game. Tables and chairs are to be left as found.

OTHER ACTIVITIES

Members are encouraged to participate in any activities not stated above such as horseshoes, shuffleboard, WII, bocce, etc. when they become available.

It is hoped that a convener for these activities can be found.

When the activity begins instructions and regulations will be outlined.

Members are also encouraged to offer new activities of both a long and short term basis.

MEMBERSHIP

This committee is responsible for maintaining an up to date membership list for the Club. Membership dues set by the Executive will be paid to this committee and receipts and membership cards issued.

The membership year will be from January to December of each calendar year.

Membership is available to all residents of Terrace Bay and area who are fifty (50) years and older.

Former residents are also eligible.

Paid members are eligible to vote and hold office.

Memberships paid after October 31 ^st shall be considered paid for the following year. GUESTS Members may bring a guest(s) to functions. After one month these guests are expected to pay membership dues if they wish to continue to utilize the Centre’ facilities and activities.

LIFE MEMBERS Life memberships are conferred on those members who have attained the age of eighty (80). Dues are no longer necessary.

OTHER RESPONSIBILITIES/REQUIREMENTS of membership as outlined elsewhere in this document or in the Constitution of the Terrace Bay Superior Seniors Club apply to all members.

*up-dated and amended April 2024

Accessibility for Customer Service template pian

Becoming accessible means developing a plan on how your organization will provide service to customers with disabilities.

Below, you’ll find a sample plan to help guide you. it outlines your accessible customer service policies including practices and procedures.

Tip: remember the principles of Independence, dignity, integration and equal opportunity as you create your Plan.

Providing Goods and Services to People with Disabilities

(enter your organization) Terrace Bay Superior Seniors Cub is committed to excellence In serving all customers including people with disabilities.

Assistive devices

We will ensure that our staff are trained and familiar with various assistive devices we have on site or that we provide that may be used by customer’ with disabilities while accessing our goods or services.

Communication

We will communicate with people with disabilities in ways that take into account their disability.

Service animals

We welcome people with disabilities and their service animals. Service animals are allowed on the parts of our premises that are open to the public.

Support persons

A person with a disability who is accompanied by a support person will be allowed to have that person accompany them on our premises.

Fees will not be charged for support persons or

(enter the amount)                     will be charged to the support person for admission

‘s premises. to (enter your organization) Terrace Bay Superior Seniors Club

We Will notify customers of this through a notice posted on our premises and (enter any other means by which provider will notify customer of fee). This will be noted in the current schedule

Notice of temporary disruption

In the event of a planned or unexpected disruption to services or facilities for customers With disabilities (enter list of services/facilities) Seniors Drop In, Games Room, Meeting Room, Wellness

Room, Arts & Crafts Room, and Michael King Hall

(enter your organization) Terrace Bay Superior Seniors Cub will notify customers promptly. This clearly posted notice Will include Information about the reason for the disruption, its anticipated length of time, and description of alter native facilities or services, if available.

The notice will be placed at (list all locations where this notice Will be made available) the front and back doors of the Terrace Bay Cultural Centre at 13 Selkirk Ave., Terrace Bay.

Training

(enter your organization) Terrace Bay Superior Seniors Club will provide training to employees, volunteers and others who deal Within the public or other third parties on our behalf.

Individuals in the following positions Will be trained:

(enter list of positions that require training, for example, customer service representatives, sales associates, managers etc.)

Coordinator

One or more members of the elected Board of Directors

This training will be provided to staff (enter how long after hiring, training will be provided to staff) within ninety days after hiring/election.

Training will include:

• An overview of the Accessibility for Ontarians with Disabilities Act, 2005 and the requirements of the customer service standard

(enter your organization) _Terrace Bay Superior Seniors Club                               ‘s plan

related to the customer service standard.

• How to interact and communicate with people with various types of disabilities
• How to Interact with people with disabilities who use an assistive device or require the assistance of a service animal or a support person
• How to use the (enter name of equipment or devices e.g. PTY, wheelchair lifts, etc., available on-site or otherwise that may help with providing goods or services to people with disabilities)
• What to do if a person with a disability is having difficulty in accessing (enter your organization) Terrace Bay Superior Seniors Club’s goods and services

Staff will also be trained when changes were made to your plan.

Feedback process

Customers who wish to provide on the way ‘enter your organization)

Ten-ace Bay Superior Seniors Club provides goods and services to people with disabilities can (enter ways feedback can Je provided, for example, e-mail, verbally, suggestion box, feedback card. etc,) verbally to the President or the Coordinator of the Club, by email to seniors@terracebay.ca, or by mail to Superior Seniors, Box 1208, Terrace Bay, ON POT2W0. All feedback, Including complaints. will be (enter how you handle feedback, for example, directing it to a specific person) presented to the Board of Directors at their regularly scheduled monthly meeting for their review and decision for any required action.

Customers can expect to hear back in center number of days) 60

Modifications to this or other policies

Any policy of (enter your organization) Terrace Bay Superior Seniors Club that does not respect and promote the dignity and Independence of people with disabilities Wii) be modified or removed.

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