BY-LAWS of the ATLANTIC GEOSCIENCE SOCIETY
February 12, 2011
Revised February 10, 2018
- In these by-laws unless there be something in the subject or context inconsistent therewith:
(a) “Society” means Atlantic Geoscience Society.
(b) “Member” or “Member of the Society” is a subscriber to the Memorandum of Association and such others persons as shall be admitted to membership in accordance to these by-laws, and none other.
(c) “Registrar” means the Registrar for Joint Stock Companies appointed under the Nova Scotia Companies Act.
(d) “special resolution” means a resolution passed by not less than three-fourths of members present at any ordinary or extraordinary meeting for which notice specifying the intention to propose the resolution as a special resolution has been duly given.
(e) “Executive Council” means the Board of Directors as defined in the Societies Act.
- The names of the members shall be entered in the Register of Names.
- For the purposes of registration, the number of members of the Society is unlimited.
- Every member of the Society shall be entitled to attend any meeting of the Society and to vote at any meeting of the Society and to hold any office, but there shall be no proxy voting.
- Membership in the Society shall not be transferable.
- Any person interested in geoscience shall be admitted to membership in the Society.
- (a) No formal admission to membership other than an Annual Membership Fee shall be required and the entry in the Registry of Members by the Treasurer of the name and address of any organization or individual shall constitute an admission to membership in the Society.
(b) The Annual Membership Fee shall be set by the Executive Council.
(c) The membership year shall coincide with the calendar and fiscal year.
- Membership in the Society shall cease:
(a) upon the death of a member,
(b) if a member resigns his or her membership by notice in writing to the Society,
(c) if he or she is no longer qualified for membership in accordance with Article 6,
(d) if he or she has failed to pay membership fees as prescribed by Article 7, allowing that all members will maintain good standing up to 28 February of the subsequent calendar year,
(e) if, upon determination by the Executive Council established in response to a written complaint to the Society, a member has engaged in conduct that damages the reputation of the Society.
- The fiscal year of the Society shall be the period from 1 January in any year to 31 December in the same year.
- (a) The ordinary or annual general meeting of the Society shall be held within three months after the end of each fiscal year of the Society.
(b) An extraordinary general meeting of the Society may be called by the President or by the Executive at any time, and shall be called by the Executive if requisitioned in writing by at least twenty-five percentum (25%) in number of members of the Society.
- Three days notice of a general meeting, specifying the place, day and hour of the meeting and, in the case of special business, the nature of such business, shall be given to the members. Notice shall be given in writing, either by post or by electronic means. The non-receipt of any notice by any member shall not invalidate the proceedings at any general meeting.
- At each ordinary or annual general meeting of the Society, the following items of business shall be dealt with and shall be deemed to be business: minutes of the preceding general meeting; consideration of the annual report of the Executive; consideration of the financial statement, including balance sheet and operating statement and the report of the persons responsible for annual financial review in accordance with the Societies Act. All other business transacted at an ordinary or annual general meeting shall be deemed to be special business and all business shall be deemed special that is transacted at an extraordinary general meeting of the Society.
- No business shall be transacted at any meeting of the Society unless a quorum of members is present at the commencement of such business and such quorum shall consist of five members.
- If within one-half hour from the time appointed for the meeting, a quorum of members is not present, the meeting, if convened upon the requisition of the members, shall be dissolved. In any such case, it shall stand adjourned to such time and place as a majority of the members then present shall direct and if at such adjourned meeting a quorum of members is not present, it shall be adjourned without fixing a day for future action.
- (a) The President of the Society shall preside as chairperson at every general meeting of the Society.
(b) If there is no President or if at any meeting he or she is not present at the time of holding the same, the Vice-President shall preside as chairperson.
(c) If there is no President or Vice-President or Secretary or Treasurer or if at any meeting neither the President nor the Vice-President nor the Secretary nor the Treasurer is present at the holding of the same, or if the President has not appointed a chairperson, the members shall choose someone of their number to be chairperson.
- The chairperson shall have no vote except in the case of an equality of votes. In the case of an equality of she votes, he or shall have a casting vote.
- The chairperson may, with the consent of the meeting, adjourn any meeting from time to time and from place to place, but no business shall be transacted at any adjourned meeting, other than the business left unfinished at the meeting from which the adjournment took place, unless notice of such new business is given to the Executive or members.
- At any general meeting, unless a poll is demanded by at least three members, a declaration by the chairperson that a resolution has been carried and an entry to that effect in the book of the proceedings of the Society shall be sufficient evidence to the fact, without proof of the number or proportion of the members recorded in favour of or against such resolution.
- If a poll is demanded in manner aforesaid, the same shall be taken in such manner as the chairperson may prescribe and the result of such poll shall be deemed to be the resolution of the Society in general meeting.
VOTES OF MEMBERS
- Every member shall have one vote and no more.
- Unless otherwise determined by ordinary business, the number of Executive Officers and Councillors shall not be less than five or more than twenty-two. The subscribers to the Memorandum of Association of the Society shall be the first Executive Officers of the Society.
- (a) Any member of the Society shall be eligible to be elected an Executive Officer or Councillor of the Society.
(b) The President upon retiring from office shall automatically become a member of the Executive Council and hold office of immediate Past President for a term of one year.
- The Executive Officers and Councillors shall be elected by the members at each ordinary or annual general meeting of the Society.
- (a) The Past President shall be ex officio chairperson of the Nominations Committee.
(b) Additional members of the Nominations Committee shall be appointed by the Executive Council.
c) The Nominations Committee shall prepare a slate of candidates for approval by the Executive Council, for election at the annual general meeting.
(d) Nominations for Executive Officers and Councillors may be made by members at the annual general meeting.
- At the first ordinary or annual general meeting, all the Executive Officers and Councillors shall retire from office but shall hold office until the dissolution of the meeting at which their successors are elected. Retiring Executive Officers and Councillors shall be eligible for re-election to Council.
- In the event that an Executive Officer or Councillor resigns his office or ceases to be a member of the Society, whereupon his office as an Executive Officer or Councillor shall ipso facto be vacated, the vacancy thereby created may be filled for the unexpired portion of the term by the Executive Council from among the members of the Society.
- The Society may, by special resolution, remove any Executive Officer or Councillor before the expiration of the period of office and appoint another person in his or her stead. The person so appointed shall hold office during such time only as the Executive Officer or Councillor in whose place he is appointed would have held office if he had not been removed.
- Meetings of the Executive Council shall be held as often as the business of the Society may require and shall be called by the President. A meeting of Executive Officers and Councillors may be held at the close of every ordinary or annual general meeting of the Society without notice. Notice of all other meetings, specifying the time and place thereof, shall be given either orally or by letter or by e-mail to each Executive Officer and Councillor within a reasonable time before the meeting is to take place, but non-receipt of such notice by an Executive Officer or Councillor shall not invalidate the proceedings at any meeting of the Executive Council.
If an Executive Officer or Council member anticipates being absent from a meeting, the individual will contact the President and/or Secretary preceding the meeting to provide advance notification of his or her absence. If an Executive Officer or Councilor is absent from three consecutive meetings, the member will be deemed to have resigned and the position declared vacant unless the Executive makes exception.
- No business shall be transacted at any meeting of the Executive and Council unless at least five people in number of the Executive Officers and Councillors are present at the commencement of such business.
- The President or, in his or her absence, the Vice-President or, in the absence of both of them, any Executive Officer or Councillor appointed from among those Executive Officers or Councillors present shall preside as chairperson at meetings of the Executive Council.
- The chairperson shall be entitled to vote as an Executive Officer or Councillor and, in the case of an equality of votes, he shall have a casting vote in addition to the vote to which he is entitled as an Executive Officer or Councillor.
POWERS OF THE EXECUTIVE COUNCIL
- The management of the activities of the Society shall be vested in Executive Council who, in addition to the powers and authorities by these by-laws or otherwise expressly conferred upon them, may exercise all such powers and do all such acts and things as may be exercised or done by the Society and are not hereby or by Statute expressly directed or required to be exercised or done by the Society in general meeting. In particular, the Executive Council shall have power to engage a coordinator and to determine his or her duties and responsibilities and his or her remuneration. The Executive Council may appoint an executive committee, consisting of the officers and other such persons as the Executive Council decide.
- The elected officers of the Society shall be a President, a Vice-President, a Treasurer and a Secretary.
- The President shall have general supervision of the activities of the Society and shall perform such duties as may be assigned to him or her by the Executive Council from time to time.
- The Vice-President shall, at the request of the Executive Council and subject to its directions, perform the duties of the President during the absence, illness, or incapacity of the President, or during such period as the President may request him or her to do so.
- (a) There shall be a Secretary of the Society who shall be responsible for the preparation of minutes, custody of the books and records, and custody of the minutes of all the meetings of the Society and of the Executive Council and shall perform such other duties as may be assigned to him or her by the Executive Council.
(b) The Executive Council may appoint a temporary substitute for the Secretary who shall, for the purpose of these by-laws, be deemed to be the Secretary.
- There shall be a Treasurer of the Society to prepare financial reports as required by law, and to carry out such duties as the Executive Council may assign.
AUDIT OF ACCOUNTS
- The persons responsible for the financial review of accounts of the Society shall be appointed annually by the members of the Society at the ordinary or annual general meeting and, on failure of the members to appoint such persons, the Executive Council may do so.
- The Society shall make a written report to the members as to the financial position of the Society and the report shall contain a balance sheet and operating account. The financial reviewers shall make a written report to the members upon the balance sheet and operating account and, in every such report, they shall state whether, in their opinion, the balance sheet is a full and fair balance sheet containing the particulars required by the Society and properly drawn up as to exhibit a true and correct view of the Society’s affairs, and such report shall be read at the annual meeting. A copy of the balance sheet, showing the general particulars of its liabilities and assets and a statement of its income and expenditures in the preceding year, signed by two of the Councillors and the financial reviewers, shall be filed with the Registrar within fourteen days after the annual meeting in each year, as required by law.
REPEAL AND AMENDMENT OF BY-LAWS
- The Society has power to repeal or amend any of these by-laws by a special resolution passed in the manner prescribed by law.
- The Society, in addition to the Nominations Committee (see by-law 24), shall have standing committees on the following matters:
- Nova Scotia EdGEO
All standing committees shall consist entirely of members in good standing with the Society. Standing committees shall be able to form ad-hoc sub-committees that report to the standing committee. Sub-committees may contain a minority of persons who are not members of the Society.
The Products Committee evaluates proposals for grant or loan-based funding from the Publications, Video, Education, and EdGeo Committees, and from those outside the AGS, by vetting the proposals and making recommendations to AGS Council regarding the value of such proposals, whether they should be funded, and how much should be awarded for the project proposed; AGS Council then approves or rejects these funding recommendations.
- The composition, structure and reporting requirements of the standing committees shall be established by Executive Council and amended by them from time to time; these requirements are described in the “Duties of Officers and Standing Committees”.
AWARDS AND GRANTS
- The Society has three awards, for which nominations are assessed by the Awards Committee on an annual basis under the terms outlined in the Appendix, “Duties of Officers and Standing Committees”. These awards are the Distinguished Scientist Award (Gesner Medal), the Distinguished Service Award (Laing Ferguson Award) and the Nelly Koziel Award.
- a) Loans and/or grants requested of the Society must be in accordance with the laws regulating charitable organizations. All requests shall be in the form of a Proposal for Funding that acknowledges this by-law (44) of the Society as part of any agreement to release Society funds. Requests shall be addressed to the President who, if the request applies to funding for print or electronic publications, will forward it to the Products Committee for review under the terms outlined in the Appendix, “Duties of Officers and Standing Committees”.
b) All proposals require final approval by the Executive Council. Any Council Member who, in any capacity, is involved with a Proposal, shall not take part in the final approval process. At least five members of Council shall vote upon the final approval.
c) Taking into account any contingencies tied to the approval, the loan or grant must be used for the purpose outlined in the Proposal and must be used within a period not exceeding eighteen months. Proposer(s) must notify the President of any change to an item included in the proposal that is not covered by approval contingencies. Upon submission of such notification, no further expenses shall be claimed against released funds until the notification has been reviewed and accepted by Council.
- Atlantic Geoscience is the official journal of the Atlantic Geoscience Society. The editors of Atlantic Geoscience are appointed by AGS Council. The number of editors and their terms of office are not fixed. The editors are volunteers, and are responsible for all aspects of managing and producing the journal. At their discretion the editors may appoint a board of associate editors to assist with the reviewing process and to solicit manuscripts in their areas of expertise and/or places of work.
- The finances of the journal are managed by the editors, who determine subscription rates. The journal has a Production Manager, selected by the editors subject to AGS Council approval. The Production Manager assists the editors with maintaining subscription and financial records, and preparing manuscripts for publication. The Production Manager is paid by the journal at a rate determined from time to time by the editors and AGS council. It is the responsibility of the Production Manager, in consultation with the editors, to produce an annual financial report for the AGS treasurer. The financial records are checked by an individual AGS member not closely connected to the journal and appointed by AGS at its annual business meeting.
- The editors submit reports on journal status upon request to AGS Council, and also report annually at the AGS business meeting.
- The books and records of the Society may be inspected by any member at any reasonable time within two days prior to the annual general meeting at the registered office of the Society.
- Contracts, deeds, bills of exchange and other instruments and documents may be executed on behalf of the Society by the President or the Vice-President and the Secretary, or otherwise as prescribed by resolution of the Executive Council.
- The borrowing powers of the Society may be exercised by special resolution of the members.
- The Society shall file with the Registrar with its Annual Statement a list of its Executive Officers and Councillors with their addresses, occupations and dates of appointment or election, and within fourteen days of a change of Executive Council, notify the Registrar of the change.
- The Society shall file with the Registrar a copy in duplicate of every special resolution within fourteen days after the resolution is passed.
- The seal of the Society shall be in the custody of the Secretary and may be affixed to any document upon resolution of the Executive Council.
February 6, 2010
Amendments to the above By-Laws were approved at the Annual General Meeting of the Society, which was held February 6, 2010 in Wolfville, Nova Scotia.
DUTIES OF OFFICERS AND STANDING COMMITTEES OF THE AGS
Note: This Appendix is not part of the By-Laws, but is designed as a quick reference for AGS officers and committees. The relevant By-Law section(s) is shown in brackets where applicable.
A) At General (Ordinary) Meetings:
- Presides as Chairperson every general meeting (AGM)(15a).
- Submits an annual report at the AGM.
- Has no vote, other than as a tie-breaker (16).
- May adjourn AGM with majority consent (17).
- Decides whether a resolution has been carried (18).
N.B. – At each annual general meeting of the AGS, the following items of business shall be dealt with and shall be deemed to be ordinary business:
- Minutes of the preceding general meeting.
- Consideration of the annual report of the President.
- Consideration of the financial statement, including the balance sheet and operating statement and the report of the Financial Reviewers in accordance with the Societies Act.
- Election of the Executive for the ensuing year.
- Appointment of the two Financial Reviewers for the ensuing year.
- All other business transacted at an ordinary or annual general meeting shall be deemed to be special business and all business shall be deemed special that is transacted at an extraordinary general meeting of the AGS.
B) At Executive Council* (Special) meetings:
- Calls meetings of the Executive Council as required (28).
- Presides as Chairman of the Executive Council (30).
- Entitled to vote on all questions (31).
* Henceforth referred to as Council
C) General duties:
- General supervision of the activities of the AGS and such duties as assigned by Council (34).
- Executes deeds, contracts, etc. on behalf of the AGS (49).
- Becomes Past-President upon retiring.
- Announces, or appoints someone else to announce AGS awards at AUGC.
- Perform the duties of the President:
a) As requested by the President.
b) As requested by the Executive Council during absence, illness or incapacity of the President (35).
- Presides at meetings in the absence of the President (15b, 30).
- Chairs the Awards Committee, receives nominations for AGS awards, and appoints a panel of judges to evaluate the nominees (43).
- Chairs the Nominations Committee and submits a slate of candidates to Council for approval prior to the AGM ( 24a). This slate will be voted upon at the AGM following a call for additional nominations from the floor.
- Puts names forward for the positions of Website Manager, Newsletter Editor, Publicity Coordinator and Registrar, for approval by Council prior to the AGM.
- Provides advice and continuity to the current Council.
- Shall keep the minutes of the meetings of Council and the AGM (36a).
- Shall file with the Registrar of Joint Stock Companies of Nova Scotia, within 14 days of the AGM*:
a) Annual statement of the AGS, including a balance sheet indicating liabilities and assets, statements of income and expenses, and a note signed by two Financial Reviewers and two Councillors that the financial statement is a full and fair representation (39).
b) List of Executive Officers and Councillors (51).
c) Notification of any By-Law amendments passed at the AGM.
(*These requirements may be undertaken by the treasurer, in consultation with the Secretary).
- Keeps the seal of the AGS (53).
- Has custody of the minutes of meetings and other records of the AGS (36a).
- Distributes minutes of meetings.
- Prepares and distributes agendas for meetings, in conjunction with the President.
- Prepares financial reports as required by law (37).
- Submits balance sheets and operating accounts to Financial Reviewers prior to AGM (at least two weeks prior to AGM recommended) and same to members at AGM (39).
- Holds records of investments and manages the investment portfolio of the Society.
- With Council’s approval, may appoint an assistant on a temporary or on-going basis.
- Attend meetings of Council (29).
- Represent their constituencies in AGS matters.
- Post notices about talks and meetings as received.
- Promote AGS in their constituencies and badgers people into renewing their memberships.
- Two members shall be student members; one a graduate student, one an undergraduate student from the university that will next host the AUGC.
- Makes written report to AGM, stating whether or not they believe the balance sheet and operating account submitted by the Treasurer is full and fair; such report to be read at AGM (39).
- Sends to Secretary a copy of the balance sheet, showing liabilities and assets, and statement of income and expenditures, signed by two Reviewers and two Councillors, within 10 days of AGM (39).
- Maintains and updates the register of members, and their postal and e-mail addresses.
Newsletter Editor (Historical)
- Prepares and distributes the newsletter, describing the activities of the AGS and including any other newsworthy items in the Atlantic Provinces that may be of interest to AGS members. Normally, there are four issues per year, September, December, March, and June.
- The newsletter has not been published for many years, its role being taken over by the website for public information.
- Maintains the Society’s website.
- Is appointed by Council, and need not be a member of Council.
- Prepares and keeps current an AGS display suitable for use at conferences or annual meetings of AGS, GAC-MAC, GSA, provincial government Open Houses, etc.
- Responsible for getting display to venue and arranging for it to be set up and staffed.
- Prepares publicity/information material on AGS for promotional or fund-raising purposes.
- Prepares media releases on the activities (including meetings, awards, and grants) and forwards such documents to relevant media outlets and to the website manager.
Student Liaison Officer
- Attends, or ensures that another representative from AGS attends the annual AUGC conference for the purpose of awarding AGS certificates and/or prizes that may from time to time be authorized by Council, to student presenters.
- Circulates promotional materials to Atlantic region earth science departments and/or their student clubs in order to inform students of AGS activities, encourage them to take out AGS memberships and to participate at the annual Colloquium.
- Solicits input from students and /or student clubs at Atlantic region earth science departments, to determine ways in which AGS can better serve students’ needs.
- Legitimate expenses, supported by receipts, incurred by the SLC on behalf of AGS may be reimbursed by the Treasurer.
Awards Committee (formerly By-Law 50)
- The Awards Committee shall consist of the Vice-President (non-voting chairperson) and a panel of not less than five judges, who will evaluate, on an annual basis, all valid nominations for the Society’s awards ( 41, 42, 43).
- Each year, the Vice-President shall appoint a panel of not less than five judges to evaluate the nominees. In appointing the panel, the Vice-President shall, confidentially, ask each potential judge if she/he can impartially judge all the candidates for both awards and, if he/she cannot, to decline the appointment.
- The panel should be selected to incorporate a diversity of members (e.g. gender, age, geographic location, industry/academia/government). No person shall be a judge in consecutive years.
- Judges shall rank in order of preference only candidates they consider suitable, and convey their rankings to the Vice-President. The latter shall determine the average ranking of each candidate, and the candidate with the highest ranking shall receive the award.
- In the event of a tied highest ranking for an award, the Vice-President shall appoint an impartial arbitrator to cast a deciding vote.
- Nominations that are unsuccessful will be retained by the Vice-President. They become eligible for re-evaluation in the following year, provided a 3-year term of eligibility is not exceeded (Initial evaluation + 2 re-evaluations = 3-year term of eligibility).
- Nomination papers given to the judges shall be returned to the Vice-President after the ranking and kept for three years from the date of their first evaluation, after which time the documents will be destroyed. All files and nominations are confidential.
- Regardless of the number of nominations received no award need necessarily be given in any one year; those nominations can be set aside for the following year. A candidate’s 3-year term of eligibility shall be part of this year of no award.
- Award winners shall be advised in advance of the annual meeting, so that arrangements may be made for acceptance of the award.
- In addition to the award presentation, the winners’ names and the year in which they won the award shall be placed on plaques for display at the annual Colloquium, or at other conferences and events as deemed appropriate. The Vice-President shall be responsible for having the plaques engraved, and ensuring that they are returned to the annual Colloquium for display and presentation. Award recipients will receive a ‘keeper plaque’, to be arranged by an awards coordinator.
- The criteria for the Distinguished Scientist Award (Gesner Medal) are as follows:
a) the award is made to a person who has, through her/his own efforts (maps, publications, memoirs, etc.) developed and promoted the advancement of geoscience in the Atlantic region in any field of geology;
b) the contribution of the person should be of large enough scope to have made an impact beyond the immediate Atlantic region;
c) the person does not have to reside in the Atlantic region or be a member of the Atlantic Geoscience Society;
d) the person must still be alive.
- The Distinguished Service Award (Laing Ferguson Award) shall be given in recognition of exceptional and altruistic contributions to the Atlantic Geoscience Society and/or to foster public appreciation of Atlantic geoscience over a long period of time. (Revised Feb 2013)
- The Nelly Koziel Award is given to a person who recently has made a significant contribution to geoscience, beyond the call of duty, in the Atlantic Provinces. The award may be made to any member or friend of the Society.
- Nomination Procedure:
(i) Nominations (see section iii, iv) for the Gesner Medal, the Laing Ferguson Award and the Nelly Koziel Award may be forwarded, at any time, to the Vice-President.
(ii) On an annual basis, the Awards Committee will assess all valid nominations received before January 1st of any given year.
(iii) A valid nomination for the Gesner Medal and the Laing Ferguson Award shall include a statement of between 500-1000 words succinctly explaining how the candidate meets the selection criteria and supporting documentation from the nominator and a letter of support from the seconder. For the Nelly Koziel Award, a valid nomination shall include a statement between 200 and 500 words that succinctly explains how the candidate meets the selection criteria. If possible, nominations, supporting letters and all documentation should be submitted electronically to allow easy transmission to judges.
The supporting documentation could include items such as:
a) selected bibliography (required for the Gesner Medal, optional for the Laing Ferguson Distinguished Service Award, must consist of no more than 20 key references; a complete bibliography including abstracts is not needed)(not required for the Nelly Koziel Award);
b) documentation of impact of work; and
c) supporting letters from referees other than the nominator and the seconder.
(iv) A valid nomination requires that the nominator and seconder be members in good standing of the Atlantic Geoscience Society at the time of nomination.
- The Awards Committee, i.e., the Vice-President or his/her designate, shall be responsible for ensuring that the plaques for the Rupert MacNeill Award, the Sandra Barr Award, the Rob Raeside Award and the Graham Williams Award are returned to the annual Colloquium by contacting the appropriate faculty members at the universities attended by the previous year’s winners. The Rupert MacNeill Award is given for the best oral presentation on undergraduate research, the Sandra Barr Award is given for the best oral presentation on graduate research, the Rob Raeside Award is given for the best poster presentation on undergraduate research and the Graham Williams Award is given for the best poster presentation on graduate research. Work presented must be in progress or have been completed within the six months prior to the colloquium.
- The Education Committee shall comprise three or more members of the Society. The purpose of the committee is to initiate, oversee, and deliver projects pertaining to the dissemination of geoscience knowledge to members of the society and to the public of the Atlantic region. (41, 42).
- At least two members of the committee shall be members of Council, one of whom shall report directly to meetings of Council to inform them of all meetings and business undertaken by the Education Committee ( 42).
- Sales of Education Committee products are managed by the Education Committee, who shall submit reports of expenditures and revenues to Council.
- The Products Committee shall comprise three or more members of the Society to review every Proposal for Funding of loans and/or grants, requested of the Society that relates to the production of a physical entity (as opposed to production of, for example, an event). (41, 42).
- A majority of the committee shall be members of Council, one of whom shall report directly to meetings of Council to inform them of all meetings, recommendations, and other business undertaken by the Products Committee (42).
- Any member who, in any capacity, is involved with a Proposal under review, shall not take part in that review process. The review process shall ensure that the Proposals for Funding includes all relevant items. At least two members shall vote upon a recommendation of acceptance or rejection of a Proposal. The recommendation shall be forwarded to Council where a final decision is then made.
- A Proposal for Funding must include a balanced budget indicating expected expenditures and income, and the names and addresses of any other funding bodies. A proposal should also include relevant items pertaining to product planning, copyright, royalties, financing, marketing, sales, distribution, and storage of material, as appropriate. (44)
- The Publication Committee shall comprise three or more members of good standing, and is charged with maintaining and marketing publications of the Society (41, 42).
- At least two members of the committee shall be members of Council, one of whom shall report directly to meetings of Council to inform them of all meetings and business undertaken by the Publications Committee. (42)
- The Video Committee shall comprise three or more members of the Society. The purpose of the committee is to initiate, oversee, and deliver projects pertaining to the video productions. (41, 42).
- At least two members of the committee shall be members of Council, one of whom shall report directly to meetings of Council to inform them of all meetings and business undertaken by the Video Committee.
- Sales of Video Committee products are managed by the Video Committee, who shall submit reports of expenditures and revenues to Council.
Nova Scotia EdGeo Workshop Committee
- The Nova Scotia EdGeo Workshop Committee is established as a Standing Committee with all the rights and responsibilities afforded to a Standing Committee. (41, 42).
AGS Guidelines for Travel and Expense Reimbursement
For any travel related to AGS business (meetings, traveling speaker tours etc.), a proposed, itemized budget is to be submitted to the AGS treasurer who will bring it forward for approval by the AGS council prior to the travel. If travel is unexpected or short notice, the expense claim can be submitted to the treasurer afterwards for approval by council. Note that at no time will travel/accommodation reimbursements be granted for the annual colloquium or for travel to and from the Nova Scotia Gem and Mineral Show. Receipts are required for the reimbursement of all incurred expenses. Receipts for approved travel are to be submitted to the AGS treasurer following completion of the travel (scanned copies are permitted). If additional expenses are incurred that were not originally identified in the proposed budget, these can be submitted afterwards to the treasurer for reimbursement but are subject to the approval of the AGS council.
Commercial transportation: Commercial transportation includes such items as bus, train, or airplane tickets. The cheapest and most practical method of transportation must be chosen. The method of transportation, the point of origin and destination, as well as the estimated cost is to be included in the proposed budget submitted to the AGS treasurer for council approval. Please also include checked baggage fees in the estimate if required. Based on the submitted information, the council will approve the amount or determine an appropriate cap on the reimbursement for the expense. Receipts for the purchase of the ticket(s) as well as any other associated costs (e.g. checked baggage) must be submitted for reimbursement to the treasurer.
Taxis: An estimate of taxi expenses is to be included in the approved budget if a taxi is required for AGS approved business. Alternative ride sharing companies such as Uber or Lift are also eligible for reimbursement. Receipts from the taxi or ride-share program must be submitted for reimbursement to the treasurer.
Personal mileage: An estimate for mileage using a personal vehicle is to be included in the proposed budget. When using a personal vehicle for AGS approved travel, a rate of 40 cents/km will be used for reimbursement. This rate will cover associated fuel costs and as such, fuel receipts are not required. Starting and end locations must be provided to the treasurer when submitting for reimbursement as these will be inputted into Google maps (best route depending on local conditions such as traffic, weather, construction etc.) to determine mileage.
Hotels: If an overnight stay in a hotel is required for AGS approved business, this must be submitted to the treasurer as a budget item for approval with an estimate of cost. Please also provide details regarding the choice of hotel, rationale, and nightly rate in the proposal. AGS council will either approve the amount or determine an appropriate cap on the costs depending on the city.
Meals: Anticipated meal requirements are to be identified in the proposed budget.
Meals will be reimbursed by receipt only up to a maximum of $50 (total) a day. Alcoholic beverages are not reimbursed; receipts are required.
Miscellaneous expenses: For any other fees related to approved AGS travel, these should be included in the proposed budget submitted to the treasurer and receipts must be submitted (also to the treasurer) for reimbursement if approved by council. These expenses may include such items as parking, tolls, or ferry fees.