Baseline Survey Two: Meetings & 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*

Email*

Membership

1. Are you a private or public organization?*

Public

Private (cannot have more than 50 shareholders/members, cannot sell shares/memberships to the public, restricts or forbids share/membership transfers)

Not Registered

2. What categories of membership for individuals do you have in your organization? (Select all that apply)*

Active Members

Affiliated Members

Associate Members

Full Members

Honorary Members

Junior Members

Life Members

Minors/Young Members

Non-Voting Members

Representative Members (e.g. Municipal Council Representative)

Senior Members

Sustaining Members

Other

3. Which of your individual members have voting rights? (Select all that apply)*

Active Members

Affiliated Members

Associate Members

Full Members

Honorary Members

Junior Members

Life Members

Minors/Young Members

Non-Voting Members

Representative Members (e.g. Municipal Council Representative)

Senior Members

Sustaining Members

Other

4. Are individual members required to pay a fee for membership in your organization? (Select all that apply)*

Active Members

Affiliated Members

Associate Members

Full Members

Honorary Members

Junior Members

Life Members

Minors/Young Members

Non-Voting Members

Representative Members (e.g. Municipal Council Representative)

Senior Members

Sustaining Members

Other

4.Other

5. Are other incorporated or unregistered organizations eligible for membership with your organization? (select all that apply)*

No, we only have individual members

Yes, other incorporated organizations can be members

Yes, other unregistered organizations can be members

6. Are incorporated or unregistered member organizations required to pay a fee for membership in your organization?*

Yes

Other

6.Other

7. What are the initial fees (membership costs) to join your organization?*

Free/no cost/ to $1.00

1 – 10 dollars

11– 25 dollars

26 – 50 dollars

51 – 100 dollars

101 – 150 dollars

151 – 200 dollars

201 + dollars

8. Are your organization’s membership fees renewable?*

Free/no cost/ to $1.00

One-time fee upon enrollment

Annually

Every two years

Every five years

9. What are the renewable membership fees to retain membership in your organization?*

Free/no cost to $1.00

1 – 10 dollars

11 – 25 dollars

26 – 50 dollars

51 – 100 dollars

101 – 150 dollars

151 – 200 dollars

201 + dollars

10. Does your organization’s membership eligibility requirement include Board of Director approval?*

Yes

11. Does your organization’s membership eligibility requirement include current members’ approval?*

Yes

12. Does your organization’s membership eligibility require sponsorship from a current member?*

Yes

13. Does your organization require membership for recipients/clients/users to access your services/activities?*

Yes

Board Composition

14. How are Board Members recruited for your organization? (Check all that apply)*

Advertising: Traditional/Social Media

Community Referral

Current Board Member Referral

Nominating Committee

Organizational Contacts

Representative Referral

Self-Referral

Social Media

Staff Referral

Word of Mouth

Other

14Other

15. Does your organization require Board Members to have specific board-level competencies, including diversity and sector-specific expertise?*

No, need to be committed and willing to be a Board Member

No, Board Members are appointed representatives of other organizations

Yes, incumbents to the board are selected based on a set of specific competencies

16. How are Board Members elected onto the Board of your organization? (select all that apply)*

By membership election at the Annual General Meeting

By appointment of the organization’s Board of Directors

By appointment of representative organizations e.g. Municipal Council Member

By membership election at a Special Meeting of the organization

Other

16. Other

17. How many directors/trustees serve on your organization’s board?*

3 – 5

6 – 9

10 – 15

15 +

18. Is the size of the Board adequate for the current workload and objectives of the organization?*

Yes

19. Is the size of the Board too large for the current workload and objectives of the organization?*

Yes

20. Does the composition of the Board reflect the diversity and inclusiveness of the community/demographic that the organization serves?*

Yes

21. What is your Board of Director’s ratio of male to female members?*

75/25

50/50

25/75

All men

All women

Other

21.Other

22. What is the age range of your Board of Directors? (select all that apply)*

iGen 15 – 26 Years

Millennials 27 – 36 Years

Gen X 37 – 56 Years

Baby Boomers 57 – 75 Years

Traditionalists 76 – 96 Years

23. What is the “average” age range of your Board of Directors?*

iGen 15 – 26 Years

Millennials 27 – 36 Years

Gen X 37 – 56 Years

Baby Boomers 57 – 75 Years

Traditionalists 76 – 96 Years

24. What is the length of term for a Board Member with your organization before re-election/re-appointment?*

One year

Two years

Three years

Four years

Five years

Five years +

25. How many consecutive terms can a Board Member serve with your organization?*

One

Two

Three

Four

Five

Indefinite

26. Does your organization appoint your Board Members to sit on other Boards that you affiliate with?*

Yes

Governance Model

27. Which Governance Framework best describes your Board of Directors?*

Operational: Doing day-to-day work of the organization with limited governance. Few or no staff.

Collective: Operations plus collective stakeholder decision-making. Single cause, or very small, no or few paid staff.

Management: Management of operations and governance. Board work aligned with operational functions. Generally small, no or few paid staff

Representative: Balance constituent interests with organization’s interests: ranges from governance to a mix of policy governance, management and operational functions. Publicly elected bodies (e.g. school boards) federations, or associations, with a paid CEO/Ed. May or may not be well staffed.

Traditional: Oversee operations through CEO/ED. Extensive use of standing and ad hoc board committees, aligned with management functions. Often have an executive committee of the board. Well established. May or may not be well staffed.

Policy Governance – Carver Model: Establish policies and monitor CEO/Ed on compliance with policies. Set the ends and executive limitations and leave the means to the CEO/ED. Well-established, well-staffed, often larger organization

Results-Based: Set organization’s direction/goals and monitor progress and risks to their achievement. Board committees aligned with board responsibilities. Well-established and well staffed.

Fundraising: Raise funds, invest and disburse funds. Limited staff.

Advisory: Provide advice and contacts. No governance or operational responsibilities. Handpicked by CEO/ED for his/her guidance. Organizations wanting input from specific community groups or constituencies.

Emergent Cellular: Monitor the environment, challenge assumptions and act as a catalyst for change. Diffused decision-making responsibility. Used by some advocacy organizations. Rare in practice.

28. Does your Board of Directors understand the Objective (reason for existing) of your organization?*

Yes

29. Does the Board of Directors and Management have a clear separation of roles and responsibilities?*

Yes

No Management Staff

30. Does your organization have formal documentation that speaks to the separation of roles and responsibilities between Board and Management?*

Yes

No Management Staff

31. Does your organization have processes in place to ensure the Board of Directors has sufficient operational information from Management to fully exercise the Board’s oversight duties?*

Yes

Non-Applicable

32. Does your organization have/utilize Board Standing (permanent) Committees? (Select all that apply)*

Audit

Board Development

Events

Facilities & Building

Finance

Fundraising

Governance

Marketing and Communication

Nominating

Outreach/Membership

Personnel

Policy & Bylaw

Projects

Strategic Planning

Other

32.other

33. Does your organization have terms of reference for each Board Standing Committee?*

Yes

Not Applicable

34. Does your organization have/utilize Board Ad Hoc (temporary) Committees? (Select all that apply)*

Audit

Board Development

Events

Facilities & Building

Finance

Fundraising

Governance

Marketing and Communication

Nominating

Outreach/Membership

Personnel

Policy & Bylaw

Projects

Strategic Planning

No, we do not have Ad Hoc Committees

Other

34.other

35. Does your organization develop terms of reference for each Ad Hoc Committee?*

Yes

Not Applicable

36. If your organization conducts board training/development, what types have you conducted in the last five years? (Select all that apply)*

Board Roles and Responsibilities

Financial/Fiscal Responsibilities

Fundraising

Bylaws/Agency Policies

Agency Programs

Strategic Planning

Advocacy

No Board Development Training

Meetings

37. How often does the Board of Directors for your organization meet?*

Weekly

Monthly

Bi-Monthly

Quarterly

Only when required

38. How often does the Board Standing Committees for your organization meet?*

Weekly

Monthly

Bi-Monthly

Quarterly

Only when required

Not Applicable

39. How often does the Ad Hoc Committees for your organization hold regular meetings?*

Weekly

Monthly

Bi-Monthly

Quarterly

Only when required

Not Applicable

40. When was the last Annual General Meeting for your organization?*

Within the past year

Within the past two years

Within the past five years

We have not had an Annual General Meeting

41. Do your Board Members utilize proxy voting for AGMs or Special Meetings?*

Yes

42. Does your Board have an established Agenda for Meetings?*

Standing Agenda (template)

Consent Agenda (routine items grouped under one vote)

Free Agenda (agenda developed at beginning of each meeting)

43. Does your Board have a designated timeframe for meetings?*

Yes (start and end times are followed)

44. Does your Board have a designated minute taker?*

Yes: Board Member (e.g. Secretary/Treasurer)

Yes: Executive Director

Yes: Staff Member

45. Are agenda’s, previous minutes, correspondence and reports sent to your Board Members prior to meetings?*

No: Distributed at meeting

Yes: 3 to 10 days in advance

Yes: 14 to 30 days in advance

Name

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

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