The Table - A Publication for Boards of Directors - May 2024

May 2024 issue 8

the table A Publication for Boards of Directors

In this Issue: Know Your SARC Board Rosa Smith

Your SARC Board at Work In Focus: January - May 2024

Collective Voice

Raising Awareness with the Legislative Assembly

Debunking AGM Myths: What are they for, and what is required?

Desiree Tirk

Join SARC and SARC’s Board of Directors as we provide updates on strategic initiatives, Board decisions, governance resources, and more.

Welcome to the SARC BOARD!

As a result of our Call for Nominations process, we are pleased to welcome Marnie Watkin-Pawelko from Regina Residential Resource Centre (Regina) as South Region Associate Board Representative to the SARC Board of Directors.

We are also very happy to welcome Leanne Kerr from Canadian Deafblind Association - SK Chapter (Saskatoon) into the position of North Region Associate Manager Representative.

Their terms will begin on June 26, 2024 in line with SARC’s AGM. We look forward to another exciting year ahead with new and familiar faces!

Know Your SARC BOARD! Rosa Smith - Vice President South Region Associate Manager Representative Regina, SK I was born and raised in Regina but spent much of my time in Strathmore, Alberta.

Regina is the home of Deadpool and the focus of a Jimmy Fallon parody. I come from a very close family. Growing up, almost half my family lived within blocks of each other and the others that lived in Alberta, we managed to see every month. I have two wonderful children, Chelsea and Camry, two beautiful border collies, Levi and Randy, and a fabulous husband, Andrew. We love live music and make sure to take in live music regularly. Most spring and summer days you can find Andrew, the dogs, and I outside camping, boating, kayaking, or hiking. I have a little home business that I do in my free time, which gives me a lot of joy. In the winter, besides watching a lot of Hockey (Go Knights!!!), I try to travel somewhere different. My husband and I love to travel and have made it a goal to go somewhere different every year and experience different cultures. We have been fortunate to have had the opportunity to travel to Thailand, Cambodia, Costa Rica, Turkey, Egypt, and Italy over that last 10 years. We’ve also snuck in a few warm holidays here and there.

My career started in the disability sector when I was 15 through volunteering.

Our high-school would do the swimming program with children’s classrooms at

St. Maria Faustina. Following high-school, I took a few years off to start my family but eventually returned to obtain my Bachelor of Social Work from the University of Regina. I spend a few years working with non-profits and at-risk youth before eventually moving to Medicine Hat. There I worked with Alberta Child and Family Services until our families returned a few years later.

In 2006, I started working with CLSD at the Ministry of Social Services. There I was able to get much experience in different roles. In my role as Community Intervention Worker, I was able to gain much experience working with people in crisis, people with complex needs, different agencies, different regions and collaborating with different Ministries. During this time, I was fortunate to be a sitting member of the Cognitive Disability Strategy in its infancy until my leave from the government in 2014. While at CLSD, I was able to be a part of many different pilots and projects including the new (2007) Respite program. This afforded me opportunities to meet, hear from and support families firsthand.

In 2014, I transitioned to the role of Executive Director of Clare Parker Homes. At that time, Clare Parker had 4 homes and 34 employees. Over the last 10 years, we have been able to increase capacity and deliver community services in 14 homes, 1 day time support program, and a SILP program. I am truly blessed to have a board that supports me in my goal of positively impacting my community and to be a SARC board member.

Being on the SARC Board is a great opportunity. Through this work, I have been able to get to know a wonderful group of people that have come together to move the environment and disability sector forward. Although the work is serious and has great and lasting impacts on people’s lives and our communities, we also have many opportunities to have fun and connect with each other. The SARC team supporting the board and the work we do, is phenomenal and ensures we are a happy, cohesive, and well-organized group. My husband and I look forward to the time we spend with the other board members and the SARC team.

I love to volunteer, serving beer and food for Cat and Dog rescues fundraisers around town…I am not picky - I will volunteer and donate to any animal rescue, usually all.

For many years and up until COVID, I served the Thursday meal at Souls Harbour Mission. I am a volunteer member of the Regina Branch Executive Committee for the Saskatchewan Association of Social Workers. Over the years, I have volunteered my time in many places.

Your SARC BOARD at work The SARC Board extended best wishes and said farewell to its Vice President, Stefan Thomas, upon his relocation to his home province of Ontario. Rosa Smith, who held the position of Secretary, was appointed to the position of Vice President. Board Director Cameron Nicolle was appointed to the position of Secretary.

SARC held its Annual Member Update Meetings on April 9 in Melfort, April 10 in North Battleford, April 22 in Weyburn, and April 23 in Swift Current. The SARC Board appreciated the opportunity to connect with and hear from board members and senior leaders associated with SARC Member organizations in attendance.

Personal and professional development remains a high priority of the SARC Board. In February, the SARC Board participated in a Lunch & Learn session which introduced the training program, Inspired: Leading Person-centred Support.

Inspired is an online program intended to provide board directors and senior leadership with the knowledge and tools to strengthen their understanding of person-centred practice, excel as a leader in supporting people to live the lives of their choosing, and work with other organizational leaders to embed person-centred practice throughout the organization.

The SARC Board engaged in an active and meaningful discussion about the evolution of language in the Disability Service sector and the influence the spoken, written, or expressed word can have. The SARC Board examined how the use of person-centred language conveys respect and demonstrates that people experiencing disability are valued and equal members of communities.

In March, the SARC Board attended Lunch and Learn: Understanding SARC’s Investments, presented by TD Global Investment Solutions.

Also in March, the SARC Board approved the SARC Operating Budget, the SARCAN Capital Budget, and the SARCAN Operating Budget for the year ending March 31, 2025.

SARC reviews both its operational and governance policies as per its policy review cycle, which, depending on the policy, is every one, two, or three years. Fifteen policies were reviewed between January and April.

On January 1, 2024, Canada’s modern slavery

legislation, the Fighting Against Forced Labour and Child Labour in Supply Chains Act, came into force. The SARC Board has spent considerable time gaining an understanding about the importance of the Act and SARC’s reporting obligations.

The law is designed to protect human rights by requiring companies to report on the actions they have taken to identify and address potential risks in their supply chains associated with forced labour and child labour. The law is also consistent with international norms on business and human rights, including the United Nations Guiding Principles on Business and Human Rights. The Fighting Against Forced Labour and Child Labour in Supply Chains Act draws upon two human rights conventions defined by the International Labour Organization (ILO) and is part of a growing trend towards greater corporate responsibility for human rights in global supply chains. Several other countries, including Norway, France, and Germany, have also implemented similar laws in recent years.

SARC meets the criteria, and is therefore required to report, with the first report under the Act to be approved by the Board and filed by May 31, 2024. For more information on the Act and the obligations of reporting entities, visit: https://www. mltaikins.com/esg/canadian-guidance-released-on-modern-slavery-act-reporting/.

Collective Voice: Raising Awareness with the Legislative Assembly May has been a busy month for SARC’s Advocacy Committee and related activities.

On May 7, 2024, SARC and the Advocacy Committee hosted an MLA Reception at the Saskatchewan Legislative Building.

Sutherland, Alisha Moore, Van Miazga, Devon Birns, Eric James, Joyce Illah, Rhett Wallace, Wilda Wallace, Gordon Wallace, and Dawn Desautels.

It was evident that MLAs were eager to start up conversations with these wonderful sector ambassadors and that they were impacted by the discussions.

This event also set the stage for Disability Service Professionals (DSP) Week, May 13-17, which was once again proclaimed by the Government of Saskatchewan in order to recognize the great work done by DSPs every day in our province.

We were very pleased to have 33 MLAs join us and engage in conversations about the Disability Service sector and the essential services provided to the thousands of people experiencing intellectual disability supported by SARC Member organizations across Saskatchewan.

We would like to thank the Advocacy Committee for their time and effort in planning and attending this event. We would also like to give a special thank you to the following people who attended and shared their valuable perspectives on what services mean to them as either people receiving services, family members of those receiving services, or Direct Support Professionals: Jack Gude, Shauna Mlazgar, Tori

On May 13, SARC was happy to have Joyce Illah, Eric James, and Rosa Smith from Clare Parker Homes and Alisha Moore and Tori Sutherland of Citizens All Association introduced as guests

by The Honourable Gene Makowsky, Minister of Social Services, during Session.

The Minister’s introduction and the acknowledgement during Statements

by Members that followed served to recognize the dedication of service providers who work to ensure that people experiencing disability are valued, supported, and included members of their communities. You can read the official record of these statements here.

With these activities behind us, the Advocacy Committee will now turn its attention to strategizing for the upcoming provincial election, so stay tuned for further updates on how your organization can get involved.

Debunking AGM Myths: What are they for, and what is required?

by Desiree Tirk

Is your organization already preparing for the upcoming annual general meeting (AGM)? Whether or not hosting an AGM is new to you as an executive director or board member, you may have questions about what is required or may want to simply do a check-in on your current procedures. We hope this article will clarify the requirements, provide some resources, and clear up any misconceptions your organization’s leadership may have about AGMs. All incorporated nonprofit organizations in Saskatchewan are required to hold an annual general meeting (AGM). These meetings are considered a legal requirement for conducting business that provides relevant information to the membership, elects the leadership for the organization, and ensures the community is informed on what has happened in the past year as well as future plans and initiatives.

So, now that we know why we need to hold an AGM, let’s debunk a few myths about planning and preparing for your AGM. 1. Myth: AGMs are only formalities and don’t require much preparation or engagement.

Reality: A properly conducted AGM is not only required to meet legislative requirements, but it demonstrates transparency, accountability, and ensures good governance. So, to ensure your AGM runs smoothly, preparation is essential. In fact, your organization should start planning well in advance to set a date that will ensure many of your members and stakeholders can attend, allow enough time to prepare reports, and create the agenda. To help you prepare for your organization’s AGM, download the AGM Prep Checklist and adjust it to meet your organization’s specific needs.

2. Myth: Nonprofits can host AGMs without documenting proceedings or outcomes.

Reality: The AGM minutes are documentation of the discussions that happen at the annual general meeting and are essential for legal compliance, transparency, and accountability. The AGM requires someone, usually the board secretary, to record the minutes. As motions are made and seconded, the names of those individuals who made the motions and seconded the motions, as well as any

decisions are recorded in the AGM minutes. The board secretary can follow the order of the agenda to ensure no items get missed. Once the items of business are completed, the meeting can be adjourned.

3. Myth: Only board members, the executive director, and senior staff should participate actively in AGMs. Reality: AGMs should involve active participation from all stakeholders, including members, funders, partners, and can be a great opportunity to invite any additional guests such as the mayor, MLAs, or other community members. Be sure to include those who are committed to supporting your organization and its mission.

4. Myth: AGMs are solely for reporting financial information and governance updates.

Reality: While financial reporting and governance updates are integral parts of AGMs, they can also serve broader purposes such as sharing progress on strategic initiatives, board director recognition, and celebrating achievements. According to SaskCulture, the AGM can be an opportunity to engage with your membership by sharing news, challenges, and successes, and hearing from members. “Boards should try to ensure there is opportunity for dialogue with their members at the AGM, particularly if they do not provide other opportunities throughout the year.”

According to MLT Aikins, there are three items of business that typically need to be addressed at the AGM: 1. Consideration of the financial statements – this includes the auditor’s report.

These do not need to be approved by the members; however, the board of directors must approve them in advance of being provided to the members. For more information on board approval of the financial statements, visit the Financial Responsibilities of the Board module in ELEVATE. 2. Appointing an auditor (if required) – this is done for the upcoming year. And, 3. Election of directors – where there is a vacancy on the board either through a resignation or the expiration of a term, the members should be given the opportunity to elect, or re-elect, directors at an annual meeting.

In addition to these legally required agenda items, an AGM can be used to amend bylaws or articles, and for the membership to debate and vote on any resolutions that have been submitted for consideration. Any agenda items that are discussed other than the items previously noted, are considered special business at an AGM. Examples of special business could include announcing a milestone or an update on a new building space.

Consider these tips for a seamless AGM experience.

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Use multiple communication channels – keep members informed about the AGM well before the meeting date by using multiple methods of communicating such as emails, social media, your organization’s website, or newsletters.

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Prepare scripts for the board chairperson and treasurer to make sure all points are covered. Try to anticipate questions that may be asked and attempt to address them ahead of time in the script.

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Follow proper voting procedures – ensure procedures are fair, transparent, and in accordance with your bylaws. Leverage technology to enhance the AGM experience such as using voting tools for elections or resolutions, provide virtual attendance options (if your bylaws allow it), and use PowerPoint or other media tools to make reports or presentations more engaging.

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Following the AGM, prepare and finalize minutes to be distributed to members.

Ensure the minutes are stored in an accessible location where directors can access them when needed (as outlined in the Nonprofit Corporations Act, 2022). For more post-AGM information, download the AGM Follow Up Checklist.

For more information on preparing for your AGM, conducting a productive AGM, and follow-up activities, we’ve dedicated an entire module in ELEVATE called Hosting the Annual General Meeting.

By following these tips, you can conduct a successful nonprofit AGM that engages members, promotes transparency, and supports the effective governance of your organization.

About Desiree Spending the past 25 years working in community development in the nonprofit and government sectors, Desiree brings a variety of experience with developing and facilitating workshops and has held positions as Program Manager, Facilitator, and Trainer. Desiree has over 20 years’ experience as co-owner of a business and holds a Bachelor of Indian Social Work and Bachelor of Arts in Native Studies.

To connect with Desiree Tirk and learn more about how strategic planning can help your organization, email her at dtirk@sarcan.sk.ca

SARC’s online leadership and professional development program Inspired: Leading Person-centred Support, is a user-friendly program specifically for boards of directors, executive directors, and senior leaders in the nonprofit sector that want to learn more about person-centred leadership.

Module 3: Embedding Person-centred Practice in Organizational Direction and Strategy - This module explores the process of embedding person-centred practice in the overall vision, mission, values, and strategic plan of the organization. This Model is the most applicable to Board of Directors and Executive Directors.

Inspired is a one-year subscription-based program – sign up as many leaders from your organization as you want for one low price.

BECAUSE YOUR ORGANIZATION, AS A REGULAR OR ASSOCIATE MEMBER, IS ELIGIBLE FOR SARC’S COMPASS TRAINING PACKAGE, INSPIRED IS AVAILABLE TO YOU AT NO COST

CLICK HERE TO LEARN MORE