1. Purpose
The purpose of this policy is to provide additional context and direction around the Welcome Friend Association Membership Program. This policy will deal with both how the Membership Program is implemented as well as how the Board will interpret and implement the By-Laws relating to Membership.
2. Membership Philosophy
Welcome Friend will make every effort to interpret the By-laws and this policy to be as inclusive of the queer community as possible.
3. Classes of Membership
Adult membership shall consist of all individuals who meet eligibility requirements and are at least 18 years of age.
Youth membership shall consist of individuals who meet eligibility requirements and are at least 12 years of age, but not more than 17 years of age.
Transfer of membership shall be automatic if the youth turns 18 while they have a youth membership and are a member in good standing.
4. Membership
The membership of the Corporation shall consist of such individuals whose application for admission to the membership has received the approval of the Board of Directors, in its sole discretion, in each fiscal year.
Unless otherwise determined by the Board, the term of membership shall be for one calendar year beginning on January 1st and ending on December 31st.
Individuals shall be eligible for annual membership in the Corporation if they meet the all of the following criteria:
a) acknowledge in writing support for the objects and activities, including the “Mission, Vision and Values of the Corporation”, as amended from time to time;
b) be approved for membership by resolution of the Board; and
c) meet at least one of the following criteria:
i. contribute at least 8 hours of volunteer work to the Corporation (4 hours in the case of a youth);
ii. pay a membership fee of $10.00 ($5.00 in the case of a youth); or
iii. be nominated for membership by the Board.
Rights of Adult Members
Every adult member in good standing each year is entitled to:
a) hold an office of the Corporation in accordance with the By-laws;
b) receive notice, attend and vote in person or by proxy at Membership Meetings, in accordance with the By-laws and the Act;
c) all of the other rights and privileges afforded by the Act.
Member Registry
The name and contact information of each member shall be kept in a register at the Corporation’s head office or such other place in Ontario as may be designated by the Board from time to time.
Upon receipt of a notice in writing of any change of such address, the Secretary shall cause such change to be noted in the register.
Disciplinary Act or Termination of Membership
- Upon 15 days’ written notice to a Member, the Board may pass a resolution authorizing disciplinary action or the termination of membership for violating any provision of the articles, By-laws, or if the member takes any action which, in the sole discretion of the Board of Directors, is deemed contrary to the objects, activities or interests of the Corporation.
- The notice shall set out the reasons for the disciplinary action or termination of membership. The Member receiving the notice shall be entitled to give the Board a written submission opposing the disciplinary action or termination not less than 5 days before the end of the 15-day period. The Board shall consider the written submission of the Member before making a final decision regarding disciplinary action or termination of membership.
c. A membership in the Corporation is not transferable;
d. Membership ceases if the Member resigns;
e. Membership ceases upon death or incapacity of a Member;
Member Communication
Welcome Friend will notify all Members by email about, but not limited to, the following:
- Notices of Member’s Meetings – with all relevant materials
- Audited Financial Statements
- Annual Report
- Any Public Call Outs (i.e. artist applications, RFPs, job postings, board opportunities)
Privacy of Members Information
Welcome Friend will strive to maintain the confidentiality of all its Members, however other Members have the right to access the Membership list, in specific circumstances, as per the Ontario Not-for-Profit Corporations Act, 2010 section 96. Therefore Welcome Friend cannot guarantee full confidentiality of Member information. Youth birthdate information will be destroyed once they become an Adult Member or they cease to be a Member.
Members’ access to register of members
96. (1) A member or a member’s attorney or legal representative who wishes to examine the register of members of a corporation shall first make a request to the corporation or its agent accompanied by a statutory declaration described in subsection (3). As soon as is practical, the corporation or its agent shall allow the applicant access to the register during the corporation’s regular office hours and, on payment of a reasonable fee, provide the applicant with an extract from the register. 2010, c. 15, s. 96 (1).
Corporation to provide list of members
(2) Any person described in subsection (1), on payment of a reasonable fee and on giving a corporation or its agent the statutory declaration described in subsection (3), may on application require the corporation or its agent to give the person a current list of members setting out the names and addresses of each member and such additional information as is required by the by-laws as soon as is practical. 2010, c. 15, s. 96 (2).
Contents of statutory declaration
(3) The statutory declaration required under subsection (1) or (2) must,
(a) state the name and address of the applicant and, if the applicant is a body corporate, its address for service; and
(b) state that the list of members or the information contained in the register of members obtained under subsection (1) will not be used except as permitted under subsection (5). 2010, c. 15, s. 96 (3).
Same
(4) If the applicant is a body corporate, the statutory declaration must be made by a director or officer of the body corporate. 2010, c. 15, s. 96 (4).
Use of information or list
(5) A member or a member’s attorney or legal representative who obtains a list of members or information from a register of members under this section shall not use the list or information except in connection with,
(a) an effort to influence the voting of members;
(b) requisitioning a meeting of the members; or
(c) another matter relating to the affairs of the corporation. 2010, c. 15, s. 96 (5).[/vc_column_text][/vc_column][/vc_row]