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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]. | ||
= | =Ongoing Tasks= | ||
== | ==Banking== | ||
*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. | ||
===Alberta Corporate Registries=== | ====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. | 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==== | =====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== | ==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 | 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/ | |||
*[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) | |||