How To: Directors: Difference between revisions

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Protospace is an Alberta registered non-profit private corporation which means we are governed by the rules set forth in the [http://www.qp.alberta.ca/documents/Acts/c21.pdf Companies Act].
Protospace is an Alberta registered non-profit private corporation which means we are governed by the rules set forth in the [http://www.qp.alberta.ca/documents/Acts/c21.pdf Companies Act].


=Annual/Extraordinary General Meeting (AGM/EGM)=
=Ongoing Tasks=
==21 Days Before the Meeting==
==Banking==
===Post agenda===
===Proxy forms===


==At the Meeting==
*Collect membership dues
*Collect donations


==After the Meeting==
=Weekly Tasks=
 
*Check mail
*Run a quick members meeting at Tuesday night Meet & Geeks
 
=Monthly Tasks=
==Pay Bills==
 
=Yearly Tasks=
==Business Tax Exemption==
As a non-profit company we are exempt from having to pay municipal business taxes, however we are still required to resubmit the exemption form on a yearly basis
 
==Annual/Extraordinary General Meeting (AGM/EGM)==
===21 Days Before the Meeting===
====Post agenda====
====Proxy forms====
 
===At the Meeting===
====Volunteers====
=====Chairperson=====
A meeting requires one person to chair the meeting
The chairperson does not get to vote
=====Scrutineer=====
Two scrutineers are responsible for counting and confirming numbers on any voted item
 
===After the Meeting===
Depending on the outcome of the meeting and what was discussed one or more of the following forms may need to be submitted to Alberta Corporate Registries.
Depending on the outcome of the meeting and what was discussed one or more of the following forms may need to be submitted to Alberta Corporate Registries.


===Annual Return===
====Alberta Corporate Registries====
All filings with Corporate Registries should include a [http://www.servicealberta.gov.ab.ca/pdf/corp_reg/Service_Request_Form(4).pdf service request form] as a cover letter, including a request for a file stamped copy for our records in the special instructions section, and two copies of the paper work being filed.
 
=====Annual Return=====


===Change of Directors===
=====Change of Directors=====


===Special Resolution===
=====Special Resolution=====
To file a special resolution you can follow the [http://www.servicealberta.ca/pdf/corp_reg/Companies_Act_Resolution_Example_-_first_draft_2.pdf example provided by Service Alberta]
To file a special resolution you can follow the [http://www.servicealberta.ca/pdf/corp_reg/Companies_Act_Resolution_Example_-_first_draft_2.pdf example provided by Service Alberta]


====Insurance Company====
Notify the insurance company of any changes to the directors
=New Director Handoff Checklist=
==Day to Day==
*Bank signing authority
*Waste management
*Enmax (power + gas)
*Telus (internet)
==Web Presence==
*<s>Google Groups managers role (Admin + Discuss) deprecated</s>
*Lastpass shared credentials
*Spaceport administrator access / Director status.
*Discourse Forum director status (Automated addition to 'current directors' group by member portal)
*Google Apps admin account
*Wordpress administrators
*Wiki administrators
*Hosting-  Dreamhost
*Domain Registration?
==Social Media==
*Protospace Twitter feed
*Youtube account
*Facebook account


=Forms=
=Forms=
==Alberta Corporate Registries==
More forms from Corporate Registries can be found at the Service Alberta [http://www.servicealberta.gov.ab.ca/848.cfm Forms for Non-profit companies] website
*[http://www.servicealberta.gov.ab.ca/pdf/Forms/Corp_Reg_Serv_Req.pdf Service Request Form]
*[http://www.servicealberta.gov.ab.ca/pdf/Forms/REG3062.pdf Annual Return]
*[http://www.servicealberta.gov.ab.ca/pdf/Forms/REG3062.pdf Annual Return]
*[http://www.servicealberta.gov.ab.ca/pdf/Forms/REG3016.pdf Notice of Address or Notice of Change of Address]
*[http://www.servicealberta.gov.ab.ca/pdf/Forms/REG3016.pdf Notice of Address or Notice of Change of Address]
*[http://www.servicealberta.gov.ab.ca/pdf/Forms/REG3017.pdf Notice of Directors or Notice of Change of Directors]
*[http://www.servicealberta.gov.ab.ca/pdf/Forms/REG3017.pdf Notice of Directors or Notice of Change of Directors]
==City of Calgary==
More forms from the city of calgary can be found at [http://www.calgary.ca The City of Calgary] website
===Tax Exemption===
*[http://www.calgary.ca/PDA/Assessment/Pages/Publications-and-forms/Forms-exemption.aspx Tax Exemption Forms] (Protospace is in the "charitable and benevolent beneficiaries inside Calgary" class)

Latest revision as of 09:39, 21 October 2021

Protospace is an Alberta registered non-profit private corporation which means we are governed by the rules set forth in the Companies Act.

Ongoing Tasks

Banking

  • Collect membership dues
  • Collect donations

Weekly Tasks

  • Check mail
  • Run a quick members meeting at Tuesday night Meet & Geeks

Monthly Tasks

Pay Bills

Yearly Tasks

Business Tax Exemption

As a non-profit company we are exempt from having to pay municipal business taxes, however we are still required to resubmit the exemption form on a yearly basis

Annual/Extraordinary General Meeting (AGM/EGM)

21 Days Before the Meeting

Post agenda

Proxy forms

At the Meeting

Volunteers

Chairperson

A meeting requires one person to chair the meeting The chairperson does not get to vote

Scrutineer

Two scrutineers are responsible for counting and confirming numbers on any voted item

After the Meeting

Depending on the outcome of the meeting and what was discussed one or more of the following forms may need to be submitted to Alberta Corporate Registries.

Alberta Corporate Registries

All filings with Corporate Registries should include a service request form as a cover letter, including a request for a file stamped copy for our records in the special instructions section, and two copies of the paper work being filed.

Annual Return
Change of Directors
Special Resolution

To file a special resolution you can follow the example provided by Service Alberta

Insurance Company

Notify the insurance company of any changes to the directors

New Director Handoff Checklist

Day to Day

  • Bank signing authority
  • Waste management
  • Enmax (power + gas)
  • Telus (internet)

Web Presence

  • Google Groups managers role (Admin + Discuss) deprecated
  • Lastpass shared credentials
  • Spaceport administrator access / Director status.
  • Discourse Forum director status (Automated addition to 'current directors' group by member portal)
  • Google Apps admin account
  • Wordpress administrators
  • Wiki administrators
  • Hosting- Dreamhost
  • Domain Registration?

Social Media

  • Protospace Twitter feed
  • Youtube account
  • Facebook account

Forms

Alberta Corporate Registries

More forms from Corporate Registries can be found at the Service Alberta Forms for Non-profit companies website

City of Calgary

More forms from the city of calgary can be found at The City of Calgary website

Tax Exemption

  • Tax Exemption Forms (Protospace is in the "charitable and benevolent beneficiaries inside Calgary" class)
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