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FAQ

Welcome to the online resource for constituency board members.

Please note, this page will be password protected in early 2016. To make sure you still have access, you will need control panel access. See question "What form do I fill out for database access?"

Table of Contents


Database Training
    What form do I fill out for database access?
    Is there a Training Manual?
    Why can't I get in NationBuilder?
    How do I pull a membership list?
    How do I pull a volunteer list?
    How do I edit my MLA website?
    How do I edit my CA website?
    How do I send an email blast?

Phone Numbers
    How do I find and access my CA phone number?

Constituency Association Annual General Meetings
    What steps are needed to call an AGM?
    How much notice do we have to give to the members?
    How do I send notice to the members?
    What information should we include in the AGM notice?
    When do we have to hold our AGM?
    What is quorum for an AGM?
    None of our positions are contested. Do we still have to have a ballot vote?
    Who can be our returning officer?
    We are unable to find a space in our riding for the AGM. What do we do?
    We will not be able to hold an AGM this calendar year. What do we do?
    What happens if we do not hold an AGM in a calendar year?

Constituency Association Support
    How do I get a copy of the CA Bylaws?
    Can we add new people to our board outside of an AGM?
    A non-board member wants to fill an officer position. What is the process?
    Our President or CFO has stepped down. What do we do?
    Someone stepped down from the board. What do we do?

Documents, Forms, and Presentations
    CA Bylaws
    Nationbuilder Training Manual
    CA Strategicl Plan
    2015 AGM Slide Decks
    Annual Returns Presentation
    Database Confidentiality Form

Manuals
    Nationbuilder Manual
    Presidents Manual
    AGM Manual
    Fundraising Manual

CFO Assistance
    How do I do my CA's annual filings?

Presentations
    Calgary Members Assembly
    Northern Members Assembly
    2015 AGM

Database Training

Question: What form do I fill out for database access?

Answer:

Attached file below last changed November 5th, 2015

Question: Is there a Training Manual?

Answer:

The training manual is available in PDF form here. You can print this if you like, however as Nationbuilder does go through changes in appearance and procedure, we recommend using this digital copy which will be updated as changes arise. 

Question: Why can't I get in NationBuilder?

Answer:

There are a few different reasons you may not be able to sign in. Please see the attached guide for a full explanation.

Question: How do I pull a membership list?

Question: How do I pull a volunteer list?

Answer:

In the attached file there are 2 different methods. The simple method, and using paths. The simple method contains out-dated historical data from our previous database. Paths will contain recent information. Both cases may be useful depending on the situation.

Question: How do I edit my MLA website?

Answer:

MLA websites are currently being built. They look like this once finished: www.prasadpanda.ca

To have yours completed please get in touch with the head office and we will let you know what else we require.

Question: How do I edit my CA website?

Answer:

MLA websites are being completed first, once all 22 MLA websites are finished, CA sites will be completed in order of request.

Question: How do I send an email blast?

Answer:

The database permissions and guides are not available yet, this will be the next release of our database plan. Until then, please contact casupport@wildrose.ca with your email blast content, and intended recipients.

Phone Numbers

Question: How do I find and access my CA phone number?

Answer:

First, to find your CA phone number, visit: http://www.wildrose.ca/constituency_associations

Once you know your phone number, the page to change the settings is: http://voicemail.2call.ca

If you don't have, or forgot your password please contact casupport@wildrose.ca

Constituency Association Annual General Meetings

Question: What steps are needed to call an AGM?

Answer:

1. Call a meeting of your CA Board with proper notification

2. A board member must make a motion to call an AGM and the motion be voted on.

3. A board member must make a motion to strike a three person nominating committee, at least one of whom sits on the current board. The other two in the committee must be members but there are no further restrictions.

4. Someone must be appointed to organize the AGM. Duties include finding a location, liaising with head office regarding all communications, finding a returning officer and all additional details.

5. A copy of the minutes for this meeting should be completed the following day and sent to CA Support and your appointed Provincial Director. CA Support will contact you regarding any questions and to schedule your notice.

Question: How much notice do we have to give to the members?

Answer:

A CA needs to give between 21 and 30 days notice to the local membership regarding their AGM. If you miss the 21 day deadline, you must reschedule the AGM.

Question: How do I send notice to the members?

Answer:

There are two options for sending notice according to the CA Bylaws:

1. Two Emails (one at 21 days, one a week before) and a Robodial

2. Mailed Letter

You will need to email CA Support the relevant information. The party office sends out the emails and robodial free of charge. If you do a mailout, your CA will have to pay the cost of printing and postage. If you wish to advertise in the local newspaper(s) or have volunteers call the members you may do so in addition to the required notice, but neither of these methods constitutes proper notice.

We recommend sending the details of your AGM to the party around 20 days in advance of when it will have to go out. This is especially true if you use the party office facilities to do a mail out. The letters must all be delivered by the 21 day deadline, not mailed by that deadline.

Question: What information should we include in the AGM notice?

Answer:

Information that needs to be included in the notice is:

- Date and Time

- Location

- Membership renewal deadline

- Nominating committee contact information (must include all three committee members)

- President, CFO and VP Membership application deadline

- AGM Organizer/Point Person name and contact information

Other information you can include are any guest speakers you may have attending, however that is not required.

Question: When should we hold our AGM?

Answer:

A CA must hold an Annual General Meeting once every calendar year. There are no restrictions regarding how close to the previous AGM a CA can or cannot hold their next one.

Question: What is quorum for an AGM?

Answer:

As per CA Bylaws: 

Clause 9.9 - Subject to these Bylaws, the quorum for all General Meetings shall be the lesser of a majority or ten (10) Members. Non-Resident Board Members may not be counted toward quorum.

Clause 10.5 - If CA Board elections cannot proceed because an AGM cannot proceed due to an absence of quorum, the CA Board may call a second AGM on 14 days notice.

Any current resident member counts towards quorum, even if the membership is purchased at the meeting. However, if someone purchases their membership less than 14 days before the AGM they cannot run for a position or vote.

Question: None of our positions are contested. Do we still have to have a ballot vote?

Answer:

Regardless of whether you have contested positions or not, your vote must always be held on secret Yes/No Ballots as per section 10 of the CA Bylaws.

The reason you use secret Yes/No ballots is this allows voting members to choose not to elect someone to a position regardless of whether its contested. 

Question: Who can be our returning officer?

Answer:

You should find a member from out of riding, as well as at least one more out of riding member, to run the vote and count the ballots as Returning Officer. Ask Executive Committee members, Provincial Directors, party staff and board members from surrounding CAs to fill the role.

Question: We are unable to find a space in our riding for the AGM. What do we do?

Answer:

CA Bylaws do require you to hold your AGM in your riding. However, in the event that you have exhausted any options for local spaces, you can request a waiver through the VP Membership.

Question: We will not be able to hold an AGM this calendar year. What do we do?

Answer:

Section 9.5 of the CA Bylaws directly addresses this situation:

Clause 9.5 - An AGM shall be held at least once per calendar year at a time and place in the Constituency to be fixed by the CA Board.
Clause 9.5.1 - If special circumstances exist that will prevent a CA from holding an AGM in any calendar year or from holding it in the Constituency, the CA Board may apply to the Provincial Directors Committee to vary this requirement. Any such application shall be delivered in writing to the Party Vice-President Membership at least twenty (20) days prior to any default occurring.
Clause 9.5.2 - Any variance approved by the Provincial Directors Committee shall be in writing and state the date by which the CA must hold an AGM and/or the location outside the Constituency that has been approved as the location for the AGM.

Question: What happens if we do not hold an AGM in a calendar year?

Answer:

Should your CA fail to hold an AGM in a calendar year, your constituency association will be dissolved. Two people will be appointed by the party to become President and CFO and maintain the board's filings until such time as an AGM is organized and a new board elected.

Constituency Association Support

Question: How do I get a copy of the CA Bylaws?

Answer:

There is a copy available here. You can also request it from your Provincial Director, CA Support, or the Party Office. All board members, once elected, should receive and review an updated copy of the bylaws and complete and submit the Code of Conduct located at the back.

Attached File:

Question: Can we add new people to our board outside of an AGM?

Answer:

Yes, you can both vote in members to fill vacant Director-at-Large positions and vote in board members to fill vacant officer positions on the Executive. This cannot be done at a regular board meeting, but rather at a Special Meeting called specifically for this purpose (we recommend holding it right before your regular board meetings for simplicity).

Notice of a Special Meeting must be given a minimum of fourteen (14) days and a maximum of thirty-one (31) days beforehand to all sitting members of the board, with the purpose of the meeting expressed in the notice. Quorum must be met to proceed. 

Voting must happen with secret Yes/No ballots. Voting that occurs by hand count or verbal calls would make the results null and void.

Question: A non-board member wants to fill an officer position. What is the process?

Answer:

This will have to be done over two special meetings. The first will vote them on to the board as a Director-at-Large. The second will vote on whether they should fill the officer position. Again, both must be completed with a Yes/No ballot.

Question: Our President or CFO has stepped down. What do we do?

Answer:

Both the President and CFO positions must be filled. The next filled officer position will act as interim President or interim CFO. Order is:

- VP Membership

- VP Policy

- VP Fundraising

- VP Communications

- Secretary

 

The party must be notified of the resignation by sending an email to CArecords@wildrose.ca and the designated Provincial Director within ten (10) days of the occurrence. 

You can have an interim position for up to three (3) months. The board must call and hold a Special Meeting to elect a new President/CFO OR call and hold an AGM within the three (3) month time period. Election of the officer is conducted in the same manner as usual, with Yes/No ballots. Failure to do so may result in the dissolution of the board.

 

Please note that although people may hold multiple positions as required, the same person cannot hold the position of President and CFO.

Question: Someone stepped down from the board. What do we do?

Answer:

Submit the information to CArecords@wildrose.ca and your assigned Provincial Director within ten (10) days of the resignation. If they filled an officer position (other than President or CFO), you can call a Special Meeting at anytime to vote to fill the vacancy with a board member. If they were a Director-at-Large, the position remains unfilled until such time as you may hold a Special Meeting to vote a new person in to fill the position. 

Documents, Forms, and Presentations

Question: CA Bylaws

Attached File:

Question: Nationbuilder Training Manual

Question: CA Strategic Plan

Question: 2015 AGM Slide Decks

Answer:

The following were presentations at the 2015 Annual General Meeting: Why Data?, Election Readiness Starts Today, and Advanced Fundraising. You can download any of these presentations here. If you wish to print them off, we recommend you change the settings to be 3 to a Page.

Question: Annual Returns Presentation

Question: Database Confidentiality Form

Answer:

In order to access Nationbuilder, you must complete this form and have your President sign it before scanning and emailing it to it.support@wildrose.ca. 

Bear in mind that 2 people per CA should have access. If your CA would like additional people to have access, please put together a request and send to CASupport@wildrose.ca. Only those who require access on a frequent basis for editing and pulling information should have logins.

Manuals

Question: Nationbuilder Manual

Question: Presidents Manual

Attached File:

Question: AGM Manual

Answer:

To acquire templates you can edit, please email CASupport@wildrose.ca

Attached File:

Question: Fundraising Manual

Attached File:

CFO Assistance

Question: How do I do my CA's annual filings?

Answer:

The attached presentation largely covers the details of filing your annual returns. If you have any questions, you can contact our financial administrator Dustin Jussila at dustin.jussila@wildrose.ca or contact Elections Alberta directly.

If you are newer to filing, you can request to be paired with a "buddy" CFO to help walk you through the process. Contact CA Support at casupport@wildrose.ca to request assistance.

Presentations

Question: Calgary Members Assembly

Where can I get Presentations from the Assembly?

Answer:

Click the links below.

Question: Northern Members Assembly

Where can I get a copy of the Presentations from the Assembly?

Answer:

Click the links below

Question: 2015 AGM