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HSAS Constitution & Bylaws

ARTICLE 16 -­ FINANCIAL AFFAIRS

 

16.01   Accounts and Records

The Executive Council shall cause to be kept the proper records and accounts of all transactions of the Association.

16.02   Budget

(a)   Before the end of each Fiscal Year, the Finance Committee shall provide to the Executive Council a proposed Association budget for the next Fiscal Year.

(b)   At its last meeting in each Fiscal Year, the Executive Council will consider the Finance Committee’s proposed budget for  the next Fiscal Year and, by at least a Simple Majority of those present and voting, will also:

(i)   approve it;

(ii)   approve it with amendments; or

(ii)   reject it and request the Finance Committee to prepare a new proposed budget.

(c)   After the Executive Council approves a proposed budget, or a proposed budget with amendments, it will forward it to the Board of Governors for its consideration.

(d)   The Board of Governors will consider the Executive Council’s proposed budget and, by a least a Simple Majority of those present and voting at a Board of Governors meeting, will also:

(i)   approve it;

(ii)   approve it with amendments; or

(iii)   reject it.

16.03   Special Appropriations

(a)   The Finance Committee shall submit to the Executive Council all proposed special appropriations exceeding the provisions of the approved budget for a Fiscal Year.

(b)   The Executive Council will consider the Finance Committee’s proposed special appropriations and, by at least a Simple Majority of those present and voting at a meeting called to consider them, will also:

(i)   approve them;

(ii)   approve them with amendments; or

(iii)   reject them, or any of them, and request the Finance Committee to prepare a new request for the special appropriations that were rejected.

(c)   After the Executive Council approves one or more special appropriations, or approves special appropriations with amendments, it will forward them to the Board of Governors for its consideration.

(d)   The Board of Governors will consider the Executive Council’s proposed special appropriations or special appropriations with amendments and, by at least a Simple Majority of those present and voting at a meeting called to consider them, will also:

(i)   approve them;

(ii)   approve them with amendments; or

(iii)   reject them, or any of them.

16.04   Joint Meeting to Resolve Issues

(a)   If the Board of Governors rejects the proposed budget or the special appropriations or any of them, then the Board of Governors and the Executive Council shall hold a joint meeting to resolve the issues.

(b)   If the Board of Governors and the Executive Council, meeting jointly, cannot resolve the issues relating to the proposed budget or the special appropriations, the President shall call a Special Meeting or include the matter on the agenda for the next Annual Meeting, whichever would occur first, for a resolution by at least a Simple Majority of the Delegates present and voting at that meeting.

16.05   Financial Statements

(a)   The Executive Council, by at least a Simple Majority, shall, approve the quarterly unaudited and annual audited financial statement of the Association.

(b)   The  Treasurer or her designate shall present to the Delegates at every Annual Meeting:

(i)   the financial statements for the most recent Fiscal Year ended before that Annual Meeting;

(ii)   the report of the auditor on the financial statements for the most recent Fiscal Year ended before that Annual Meeting; and

(iii)   any further information respecting the financial affairs of the Association.

(c)   The Delegates at the Annual Meeting, by at least a Simple Majority of those present and voting, shall receive  the annual audited financial statements of the Assocation.

(d)   Following the Annual Meeting, any Member may request and the Association will deliver to that Member a copy of the Association’s most recently approved annual audited financial statements and the report of the auditor.

16.06   Auditor

The Delegates shall appoint the auditor by at least a Simple Majority of the Delegates present and voting at the Annual Meeting.

16.07   Expense Guidelines

(a)   The Finance Committee, from time to time, will submit to the Executive Council expense guideline recommendations relating to reimbursement of members’ expenses, including the cost of travel, meals, and accommodations.

(b)   The Executive Council, from time to time, after considering but not necessarily being bound by the Finance Committee’s expense guideline recommendations, shall approve expense guidelines relating to the reimbursement of Members’ expenses, including the cost of travel, meals, and accommodations.

16.08   Member Expense Reimbursement

(a)   A Member who has incurred expenses while engaged in the business of the Association (as approved by the Executive Council), including loss of wages while on Association business, may submit to the Treasurer a claim for reimbursement of those expenses, and shall include all receipts required according to the current approved expense guidelines.

(b)   If the Executive Council determines that the expenses a Member submits for reimbursement are legitimate, the Executive Council will approve them according to the current approved expense guidelines.

16.09   Executive Council Remuneration and Expense Reimbursement

(a)   Except as provided in subsection 16.09(b), each member of Executive Council shall serve in that capacity without remuneration.

(b)   A member of the Executive Council may be reimbursed according to the approved expense guidelines for expenses incurred in the course of carrying out her duties, and may be remunerated for services performed for or on behalf of the Association in the manner and in the amount approved by the Executive Council.

16.10   Authorization of Funds

(a)   The Association shall transact its financial business, or any part of it, with banks, trust companies, credit unions, or other bodies corporate or organizations that the Executive Council designates from time to time.

(b)   The Treasurer shall specify the signing officers who will be authorized to transact its financial business, or any part of it, including the power to sign cheques.

16.11   Borrowing Powers

The Association, by resolution approved by at least a Simple Majority of the Delegates present and voting at an Association Meeting or by a resolution of the Executive Council, approved by at least a Simple Majority of the members of the Executive Council present and voting, may borrow money necessary for the conduct of the affairs of the Association and may give security that may be necessary to secure the borrowing.

16.12   Liquidation and Dissolution

(a)   Except as provided in paragragh 2.04 (c) (vi), upon the liquidation and dissolution of the Association, the remaining property of the Association shall be distributed in equal shares to the individuals who are Members on the date of the liquidation and dissolution.

(b)   Except for the general direction given in subsection 16.12(a), all details of the liquidation and dissolution will be handled in the manner determined by the Executive Council.


 

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