How To: Directors

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

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)

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.

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
• 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

• Service Request Form
• Annual Return
• Notice of Address or Notice of Change of Address
• Notice of Directors or Notice of Change of Directors

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)