Standard Operating ProcedureSOP
BCGA Standard Operating Procedures
This document outlines the Standard Operating Procedures (SOPs) for the BCGA. It is maintained by the directors, as described in the BCGA Bylaws. In the case of any discrepancies between this document and the by-laws, the by-laws shall take precedent.
Section 1: Membership Application.
Who can be a member?
1. British Columbia Residents over the age of 16.
Any BC resident 16 years of age or older can become a member of the BCGA subject to the approval of the directors or a Membership Manager as appointed by the directors. BC Resident members are entitled to a vote in the organization as described in the by-laws.
2. Non-British Columbia Residents.
Non BC residents may have access to the BCGA services, on request and approval buy the directors. Non-residents are not however, entitled to a vote in the BCGA. Non-BC residents are not considered “members” of the BCGA. They have no rights within the organization. It is noteworthy that the Society Act of British Columbia prohibits a society form having more non-voting members than voting members. The management of this issue is alleviated by not allowing non-voting membership.
3. Persons not in good-standing with another organization.
Persons who are banned or considered “not in good-standing” with any geocaching organization will normally not be allowed membership in the BCGA. This will normally apply to members who are, or have been, banned from geocaching.com forums or website use. This may apply to members banished from other organizations also, at the discretion of the directors.
The Membership Application Process
4. Being a registered society, it is important that every member (voting member in the society) be a real person. There can be no sock puppets, no fake names nor addresses. As a registered society, the BCGA is required, to maintain a list of its members which includes names and contact information. To ensure the integrity of the membership list and ensure that there is only one vote per person, measures must be undertaken to ensure.
5. To join the BCGA, a BC resident must fill out an application form. Forms will be available on the BCGA website, and on occasion, in person from regional BCGA representatives. This form must be filled out with the full name, geocaching handle, address, e-mail and signature of the applicant. For security purposes, and due to the wide geographical nature of our membership, a “member identity verification” section must also be filled out. Member identity verification will take one of two forms:
a. photocopied driver’s licence or other government issued photo ID which includes current address. Applications with photocopied ID must be mailed or hand delivered to the BCGA or its representatives,
b. signed identity verification from a BCGA member in good standing.
6. Completed membership forms must be submitted to the BCGA, and a person becomes a member on approval of the directors. No person will normally be denied membership unless they fall into one of the non-eligible categories described in para 2 or 3. The directors will do their best to notify new members of acceptance by e-mail or regular mail at the soonest opportunity. Members will only be contacted by email if they have agreed to the use of email.
7. Please note:
Applications with photocopied ID will be destroyed (shredded) after membership has been verified. The member’s name and contact information will be stored electronically, kept secure, and made available to the directors only for BCGA administrative use. Members geocaching handles will however, be viewable to other members.
8. Membership Renewal
BCGA members sign up for a one year term of membership. Annual renewal is not automatic, but a member in good standing may renew their membership on line or by e-mail. They will receive a renewal reminder/request annually with confirmation of name, address etc. Failure to renew will result in deletion from the membership list. This will allow the BCGA to maintain an annually refreshed membership list.
9. Membership Cost
Membership in the BCGA is free. There are no fees associated with joining nor renewing membership in the BCGA. The BCGA is a donation-funded organization. Members are encouraged to support the BCGA and will be solicited for a donation once per year. There may also be, on occasion, fund-raising drives.
Section 2: Regional Representation
10. The BCGA will attempt to maintain representation in numerous regions throughout British Columbia. One person in each region identified by the BCGA directors will act, on a voluntary basis, to represent the BCGA in their region. This “local rep” will act as a go-to person for local geocachers, media etc for dissemination of information and BCGA applications. The rep’s will also be asked, on occasion, to set-up local events on behalf of the BCGA. These events will usually serve specific purposes (membership drives, geocaching promotion, information/meet-n-greet etc.) These events will receive BCGA support in the form of gifts, prizes and info packages.
Section 3: Meetings
11. Due to the geographic locations of the board members, Directors' meeting may be held by an electronic means such as MSN chat or Skype. Minutes of these meetings will be taken by the Secretary, or someone appointed to take minutes in the absence of the Secretary, as if the meeting was in person. Meetings need not be recorded.
12. Financial expenditures under $300 do not need prior approval of the Board at a meeting. The expenditures should be reported by the treasurer at either a Director's meeting or the AGM. Expenditures over $300 need to be approved with a motion at a meeting.