Baseline Survey Three: Governance

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Your organization operates/provides services one or more of these geographical areas:*

Birch Hills County

City of Grande Prairie

Clear Hills County

County of Grande Prairie

County of Northern Lights

Municipal District of Fairview

Municipal District of Greenview

Municipal District of Peace #135

Municipal District of Smoky River

Municipal District of Spirit River # 133

Saddle Hills County

Yes

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Entry Form

Name of Organization*

Address*

Street Address City Province Postal Code

Phone*

Governance Part Two

1. Who in your organization can call for a regular meeting of the Board? (Check all that apply.)*

President/Chair only

Any board member

Executive Director

Two or more board members

Other

1. Other

2. How are board members notified for regular meetings?*

Telephone

Mail Post

Electronic Text

Social Media

Annual Schedule

3. How many board members must be present at a regular board meeting in order for a vote to take place (quorum)?*

Less than 50%

50%

50% plus 1

51% to 75%

76% to 99%

100%

4. In the absence of a board member, does your organization allow for the use of proxy votes at a regular board meeting?*

Yes

5. What physical settings are used for regular meetings of your Board of Directors?*

Only in-person

Only electronic (e.g. ZOOM, Google Team)

Hybrid meetings (combination of in-person & electronic)

Email meetings

Other

5. other

6. Does your organization’s Board of Directors make decisions that are relevant and realistic to the organization’s mission and goals?*

Yes

Not Applicable

7. Are Board decisions implemented on a timely basis?*

100% of the time

75% to 99% of the time

50% to 74% of the time

under 50% of the time

Are rarely implemented

8. What are your organizations qualifications for registered membership (check all that apply)?*

Age

Residing in a defined geographical area

Commitment to volunteer designated number of hours

Paid membership dues

Common interest

Profession

Client/user group

Annual income

Employee of the organization

Non-employee of the organization

Ethnicity

Family Structure

Reputable Background

Sponsorship

Other

8. other

9. Does your organization have the ability to revoke a registered member’s membership?*

Yes

Yes with quorum of the board

No, must be done by membership at special meeting

10. Who in your organization can call for a special meeting? (Check all that apply.)*

President/Chair only

Any board member

Executive Director

Two or more board members

Any registered member of the organization

Two or more registered members of the organization

Other

10. other

11. How are members notified for AGM or Special Meetings of your organization? (Check all that apply.)*

Telephone

Mail Post

Electronic Text

Social Media

Annual Schedule

12. How many registered members of your organization must be present for an AGM or Special Meeting to take place (quorum)?*

Less than 50%

50%

50% plus 1

51% to 75%

76% to 99%

100%

13. Does your organization allow for the use of proxy votes at an AGM or Special Meeting?*

Yes

14. What physical settings are used for AGMs or Special Meetings of your registered members?*

Only in-person

Only electronic (e.g. ZOOM, Google Team)

Hybrid meetings (combination of in-person & electronic)

Email meetings for voting

Mail-Ins

Not Applicable

15. What are the election/appointment options for board members to your organization?*

Staggered Terms (replacing only part of the board at each AGM)

New Board Voted on at each AGM

Retain appointment for duration of membership with organization

16. Do your governing documents (e.g. bylaws) allow for the removal of board members from the Board of Directors before their terms are over?*

Yes

Not Applicable

17. In the event a board member resigns or is removed prior to the end of their term, how will they be replaced? (Check all that apply.)*

Special election to finish term

Board appoints interim replacement

Succession plan replacement for position

Not replaced

Other

17. other

18. What roles on your executive committee of the board does the organization have? (check all that apply)*

President

Vice President

Treasurer

Secretary

Secretary/Treasurer

Other

18. other

19. How are members of the executive committee selected? (Check all that apply.)*

Elected/Appointed by the Board of Directors as a whole

Succession Planning ratified by Board of Directors

Elected by Membership at AGM/Special Meeting

Succession Planning ratified by membership

Volunteer for the position

20. How long can a board member retain their position on the executive committee?*

Must be reinstated at each AGM

Duration of their elected term on the Board

Staggered term of office

Retain position for duration of membership with the organization

21. Does your Board of Directors have the ability to remove a member from the executive committee before their term is finished?*

Yes with quorum

No, must be done by membership at special meeting

22. In the event a member of the executive committee resigns or is removed prior to the end of their term, how will they be replaced?*

Special election to finish term

Board appoints interim replacement

Succession plan replacement for position

Not replaced

Other

18. other

23. Are new board members oriented to the unique aspects of your organization including its mission, bylaws, policies and programs?*

Yes

Not Applicable

24. Does each board member have a Board operation manual and is aware of its contents?*

Yes

Not Applicable

25. Does your organization cover costs for board member expenses (e.g. travel/meals)?*

Yes

Not Applicable

26. Does your organization provide a regular honorarium to its board members?*

Yes

Not Applicable

27. Does your organization provide honoraria to board members for work they may provide outside of the normal course of business?*

Yes

Not Applicable

28. Does your organization have a formal recognition/appreciation program for its board members?*

Yes

Not Applicable

29. On average, approximately how many hours did each of your board members contribute to the organization last year?*

9 hours or less

10 – 39 hours

40 - 99 hours

100+ hours

30. Does your organization have a written succession plan to replace retiring/leaving board members?*

Yes

Not Applicable

31. Are current board members who are not on the executive committee expected to move into positions on the executive committee as part of the succession plan?*

Yes

Not Applicable

32. Are current executive committee members expected to move positions on the committee as part of the succession plan (e.g. Vice-president to President)?*

Yes

Not Applicable

33. Are potential new board members identified during the year as part of the Board's succession planning?*

Yes

Not Applicable

34. Are potential new board members invited to attend a regular meeting of your organization’s board prior to letting their name stand for election/appointment?*

Yes

Not Applicable

35. Does your organization utilize a nominating process that ensures the board becomes/remains appropriately diverse with respect to representation of programs, gender, ethnicity, culture, economic status, disabilities, skills and/or expertise?*

Yes

In Progress

Not Applicable

36. Does your organization ensure all board members receive training about their legal roles and responsibilities?*

Yes

In Progress

Not Applicable

37. Does your organization’s Board of Directors set expectations for board members to actively and consistently participate in board activities?*

Yes

In Progress

Not Applicable

38. Does your organization’s Board of Directors set priorities for the Board to address over the fiscal year?*

Yes

In Progress

Not Applicable

39. Are any of your organization’s board members related by (marriage/family) to each other?*

Yes

40. Has any board member of your organization gained preferential treatment/service as a result of being a member of the Board of Directors?*

Yes in the past 6 months

Yes in the past year

Yes in the past 2 years

41. Has any family member of your organization’s Board of Directors gained preferential treatment/service as a result of being related to a board member?*

Yes in the past 6 months

Yes in the past year

Yes in the past 2 years

42. Has any board member of your organization gained a financial benefit as a result of being a member of the Board of Directors?*

Yes in the past 6 months

Yes in the past year

Yes in the past 2 years

43. Has any family member of your organization’s Board of Directors gained a financial benefit as a result of being related to a board member?*

Yes in the past 6 months

Yes in the past year

Yes in the past 2 years

44. Does your organization’s Board of Directors address internal conflicts in a timely and effective manner?*

Yes

45. Has internal conflict between board members impacted on your organization’s operations?*

Yes in the past 6 months

Yes in the past year

Yes in the past 2 years

46. Has your organization lost board members due to personality conflicts between members of the Board of Directors?*

Yes in the past 6 months

Yes in the past year

Yes in the past 2 years

47. Has your organization lost clients/program participants/user groups due to personality conflicts between members of the Board of Directors?*

Yes in the past 6 months

Yes in the past year

Yes in the past 2 years

48. Has your organization lost funding or other financial opportunities due to personality conflicts between members of the Board of Directors?*

Yes in the past 6 months

Yes in the past year

Yes in the past 2 years

49. Does your organization have difficulties recruiting board members as a direct result of ‘reputation’?*

Yes in the past 6 months

Yes in the past year

Yes in the past 2 years

Name

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(780) 538-2727 | info@volunteergrandeprairie.com

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Governance Part Two

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