Jane-
Terms of Reference
Mission Statement:
Jane-
Overview
Group actions are governed by respect for members, and flexibility to meet the needs and requirements of members. All rules, requirements, objectives, and definitions can be modified in decisions made by majority vote.
Section 1: Membership
Membership is open to anyone with an attachment to the Jane-
There is a minimum age limit of fifteen years, and no maximum.
Membership process: a potential member must attend three meetings consecutively, unless there is good cause. A potential member can be nominated by any group member at a general meeting prior to the potential member being allowed to attend meetings. See “Section 3: Meetings”. Potential members are not entitled to collect honorariums or TTC tokens. See “Section 3: Meetings”. After three meetings, members will vote on awarding membership, with a simple majority being needed to pass the motion.
All Members must sign the JFOTM Membership Agreement Form. Signing the Membership Agreement Form is confirmation that the member understands all material contained within this "Terms of Reference" document, and is willing to abide by all the principals as set out in the Mission Statement as well as the adopted City of Toronto Declaration of a Non-
Revocation of Membership: Memberships can be revoked by a majority vote. Grounds for immediate dismissal include physical harm to another member, blatant discrimination or hatred, bullying members, and libel or slander. An ex-
Contact Information: Members’ contact information is confidential between them and the Chair and Vice-
Section 2: Membership Responsibilities
Members are expected to participate to the best of their abilities. Attending group meetings is a basic way to participate. Given that circumstances may not allow a member to attend meetings, they must find a way to remain in contact with the group. At a minimum, they must keep in contact with the Chair. This can be done by replying to email messages. As well, members can participate in group activities outside of meetings that better fit their circumstances.
Conflict of Interest: members have to declare any conflict of interest, real or perceived.
Disputes: If there is an issue with another member, the member should contact the Chair before taking any other action. If the issue is with the Chair, the member should contact the Vice-
Section 3: Meetings
In order to make decisions, a General Meeting must have quorum of fifty percent members plus one. Members will vote, with a majority needed to pass.
Only members are allowed to attend meetings, with the exception being potential members and members’ children. All guests, including members of other organizations, must be cleared by members at a prior meeting. In the case of an emergency, the Chair will contact as many members as possible.
Meetings are governed by Robert’s Rules Of Order
Honorariums: Members who attend general meetings are entitled to receive an honorarium and TTC tokens. The amount is subject to the group’s approval. See “Section 5: Financials”
The Chair has the right to end a meeting
Section 4: Group Positions
At this time, there are only two positions. If other official positions are required, members can create them as required through a majority vote at a General Meeting. The new positions will be added to an updated Terms as soon as possible.
These positions are chosen in an election with written ballots. The process will be overseen by two members. Elections will be held every two years.
Chair
Responsibilities of the Chair:
- Keep order at meetings
- Ensure the following are done: meeting minutes, prepare required reports, prepare funding proposals, secure a meeting place, obtain child care (as required), keep copies of receipts (in keeping with our Trustee Agreement), tracking sheets (for meetings and work sessions), safeguard TTC tokens and cash for honorariums
- All the above duties can be delegated by the Chair if required, but the ultimate responsibility for completing the above duties still lies with the Chair. (Note: none of these duties can be delegated to non-
members without group consent) - Signing authority on all documents
- Finances and spending. See “Financials”
- Maintaining dialogue with the Trustee and keeping members up to date as required
Removal of Chair: if members are not pleased with the Chair’s performance, any member can raise a motion to remove the Chair. This motion will be voted upon at a meeting attended by at least ninety percent of membership. The Chair can not be present in the room during the vote, which requires a simple majority.
Vice-
Responsibilities of the Vice-
- Contact members
- Fill in when Chair is absent or removed
- Secondary signing authority
The Chair is the only member authorized to spend money on the group’s behalf. However, all spending decisions must be voted upon at a General Meeting. The group can give a blanket approval; for example, giving the Chair discretion to buy supplies and refreshments as required, but Chair must keep all receipts.
