Records

Policy:
1. Galiano Club’s records may be kept both electronically and in hard copy in a format compliant with BC Societies Act and with the requirements of the Canada Revenue Agency

Procedures:
Minutes
1. Minutes of monthly Board of Directors (Board) meetings will be reviewed by the Board and approved or revised at the following Board meeting.
2. Once approved by the Board, Board minutes are available to be reviewed by members upon request.
3. Also, upon request, copies of the minutes will be made available to a member by electronically sending a copy to their email address.

In Camera Minutes
4. Minutes of in camera meetings will be maintained by the Secretary and held separately from other minutes in a separate folder. In the event of a member request to review the in-camera minutes, the current Secretary and current Chair of the Board, at the time of the request is received, will determine if the inspection
would be harmful to the society or to the interests of one or more of its members, or its employees. The Chair and Secretary will make a recommendation to the Board. The Board will then decide whether to restrict access to these minutes.

Minutes of Membership meetings (Annual General Meetings and Extraordinary Meetings)
5. Minutes of Membership Meetings will be made available to the membership prior to approval at an Annual General Meeting and, once approved, will be posted on the website.
6. Once approved by the membership, Minutes of Membership meetings are available to be reviewed by members upon request.
7. Minutes of the Board meetings, in camera Minutes and Minutes of Membership meetings will be kept indefinitely, as long as the Galiano Club remains a charity, as per the requirements of the Canada Revenue Agency and if required by the BC Societies Act

Annual Financial Statements
8. Copies of the annual Financial Statements will be made available to the membership at an AGM once approved by the Board.
9. Once approved by the membership, the annual Financial Statements are available to the public for review.
10. Annual Financial Statements, approved by the membership at an Annual General Meeting will be kept indefinitely, as long as the Galiano Club remains a charity, as per the requirements of the Canada Revenue Agency and if required by the BC Societies Act.

Copies of Donation Receipts
11. Duplicate copies of donation receipts will be kept for two years following the tax year to which they apply.

Day to Day Financial Records and Monthly Statements
12. Day to Day Financial Records and Monthly Statements will be kept for six years after the tax year to which they apply.
13. Day to Day Financial Records, Monthly Statements, membership lists, correspondence and other records will be available for review upon request, as outlined in the BC Societies Act.

Human Resource Records
14. Human Resource records are held by the Executive Director and are not available for review by the membership. The Human Resource records of the Executive Director will be held by the Chair of the Board.
15. Human Resource record(s) will be kept for five years beyond the time that an individual ceases to be an employee.

Complaints Records
16. See Conflict Resolution/Complaints policy.

General
17. Records will be kept in a complete state, avoiding falsification of entries, with every effort to avoid loss, destruction or damage.
18. At the discretion of the Board, all records not specified may be destroyed if they meet the criteria set out in Section 21 of the BC Societies Act (no longer relevant or 10 years have passed), so long as the destruction is also allowed by Canada Revenue Agency rules for charities.

Approved: October 30, 2024