​ Association Membership Information 

Membership/User Fees for 2023 / 2024 - - $123.00

Regular Membership - Must be 55 years or older. One must be a member to participate in the programs offered.

Honorary Membership - Must be a member in good standing and in the person's 90th year. (Membership/User fees waived)

Associate Membership - An Associate Member may be less than 55 years of age, provided the spouse or partner is a Regular Member of the Association in good standing and will have all the privileges of a Regular Member, after the user fee has been paid, except the right to vote at meetings.

ONE Month Guest Pass is available for visitors from out of town.  Maximum of three months at $25 per month - available in September.

Trial Pass - for those wanting to try the Centre before joining - $25 for one month - non renewable - available in September.

Seniors experiencing financial difficulty may apply to the L.I.F.E. Program.  Proof of total household income and residence in the supporting municipalities ( View Royal, Colwood, Langford, Metchosin and Highlands) are required upon application. If eligible, WSPR may waive ½ of the annual fee. This is at the sole discretion of WSPR and is kept confidential.  

Address:   1767 Island Highway, Building #3, Victoria, 
BC V9B 1J1  Phone: 250-474-8618

Hours of Operation:  Monday-Friday         
8:30 AM to 3:30 PM

 Executive for 2022/23
President: Pat Ford    jdfpresident@gmail.com
​1st Vice President:  Evelyn Schumacher
  2nd Vice President:  Margaret Mercer
Secretary: Donna Selbee
Treasurer: Darlene Wright

    Society Act:  The Juan de Fuca Senior Citizens Association Constitution
                                                                       1767 Island Highway Bldg 3, Victoria, BC V9B 1J1
Rewritten 1998
1999 Revision 1
2007 Revision 2
2019 Revision 3

1. Purposes:  The purposes of the Society Shall be to foster and promote activities at the 55+ Activity Centre to enhance the lives of persons age 55 or older and for the raising of funds for the operation of the Centre by means of dances, craft sales, bingo, raffles and casino’s, while not being limited to these fund raising activities and by entering into a partnership agreement with the West Shore Parks and Recreation Society for the joint operation of the Juan de Fuca 55 Plus Activity Centre, located at 1767 Island Highway Bldg 3,
Victoria, B.C. V9B 1J1. This clause is alterable. Juan de Fuca Senior Citizens Association

By – Laws:
​
                    Part 1 - Interpretation:
1. In these by-laws unless the context otherwise requires:
Association – means the Juan de Fuca Senior Citizens Association 
Audit - means a financial review
Centre - means the Juan de Fuca 55+ Activity Centre
Recreation - means the West Shore Parks and Recreation Society
Constitution - the Constitution established for the Juan de Fuca Senior Citizens Association
Director - means a member of the Board of Directors of the Society for the time being, whether elected at a General Meeting or Appointed by the Executive Committee as detailed in these by-laws. The Program Director will automatically be a member of the Board of Directors.
Member - means an applicant for the incorporation of a society who has not ceased to be a member
Mortgage - means a secured debt obligation
Ordinary - means a resolution in a general meeting by the members by a simple resolution majority of the votes cast in person
Registrar - means the Registrar of Companies
Senior Citizen - means a person 55 years of age or older
Society - means a society incorporated under this act, and includes an existing Society
Society Act – means the Society Act of the Province of British Columbia from time to time in force and all the amendments to the Act
Special Resolution - means a resolution passed in a General Meeting by the majority Resolutions of not less than 75% of the votes of those members of the Society who, being entitled to do so, vote in person
      a. of which not less than 14 days notice, specifying the intention to propose the resolution as a Special Resolution has been given, or,
      b. if every Member entitled to attend and vote at the meeting agrees, at a meeting of which less than 14 days notice has been given

2. The definitions in the Society Act on the date these by-laws become effective, applies to these by-laws.

3. Words importing the singular included the plural and vice versa and words importing a male person include a female person and a corporation.

                    Part 2 - Membership
1. To be eligible for ordinary membership, a person must reach the age of 55 years before the end of December of the year in which they  apply.
2. The applicant must complete an application form stating age, address, telephone number and other information required from time to time and must pay a user fee as set out by the Recreation Society.
3. A person may apply for membership in the association and on acceptance, by the Directors, is a Member once the applicable fee has been paid.
4. Membership in the association will be on a yearly basis from September 1st to August 31st of the following year.
5. Classes of Membership – there shall be three classes of membership as follows:
     a. An “Ordinary Member” is a person 55 years of older who has paid the Commission “User Fee” for the 55+Activity Centre.
     b. An “Associate Member” may be less than 55 years of age, provided the spouse or partner is an Ordinary Member of the Association in good standing and will have all the privileges of an Ordinary Member, after the user fee has been paid, except the right to vote at meetings.
     c. An “Honorary Member” is a member who will reach the age of 90 years, while in good standing and in the current and ensuing years will no longer be required to pay the “user fee” and will have all the privileges of an Ordinary Member, including the right to vote at meetings.
6. The annual user fee paid for membership in the Association, shall be set annually by the Recreation Society.
7. All Members are in good standing who have paid the “user fee” and have not allowed their membership to lapse, except a Member who has failed to pay a debt owed by him to the Association for a period of time to be established by the Board of Directors and is not in good standing so long as the debt remains unpaid.
8. A person shall cease to be a Member of the Association: 
     a. by delivering his or her resignation in writing to the Secretary of the Association and by mailing or delivering it to the Registered address of the Association.
     b. on his or her death. 
     c. on being expelled or,
     d. on not having renewed his or her membership within thirty days after the “user fee” expiry date.
9. A Member may be expelled by special resolution of the Membership passed at a General Meeting, after allowing the Executive and 
Board of Directors to review the case, and the member to be heard in camera.
     a. The notice of special resolution for expulsion must be accompanied by a brief statement of the reasons for the proposed expulsion.
     b. The person who is the subject of proposed expulsion must be given an opportunity to be heard at a General Meeting before the special resolution is put to a vote.
10. Every Member must uphold the Constitution and comply with the By-Laws of the Association.
11. A Member of the Association is not, in the Members individual capacity, liable for a debt or liability of the Association.

                    Part 3 - Contracts
1. Contracts on behalf of the Association may be made as follows:
   a. A Contract that if made between natural persons, would be, by law, required to be in writing and under seal, may be made on behalf of the Association in writing under the seal of the Association, and may be varied or discharged in the same manner.
   b. A Contract that, if made between natural persons, would be, by law, required to be in writing, signed by the person to be charged, may be made on behalf of the Society in writing signed by a person acting under its authority, express or implied, and may be varied or discharged in the same manner.

                      Part 4 - Meeting of Members
1. A General Meeting (monthly business meeting) will usually be held on the first Thursday of each month except in March, where this meeting is to be designated as an Annual General Meeting. No meetings to be held in July and August.
2. The Directors may, when they think fit, convene an Extraordinary General Meeting.
3. Notice of an Extraordinary General Meeting must specify the place, the day and hour of the meeting and in case of Special Business, must state the general nature of the Business and give 14 days notice by printing in the Expressions or by posting on the Association Bulletin Board.
4. Notice as set out in Part 4 - 3 is deemed to be proper notice to every member entitled to receive such notice.

                    Part 5 - Proceedings at General Meetings
1. Business, other than the election of a Chair and the adjournment of a meeting must not be conducted at a General Meeting at a time when a quorum is not present.
2. If at any time during a General Meeting there ceases to be a quorum present, business then in progress must be suspended until there is a quorum present or until the meeting is adjourned or terminated.
3. A quorum for a General Meeting is 30 members.
4. If within 30 minutes from the time appointed for a General Meeting a quorum is not present the meeting, if convened on the requisition of members, must be terminated, but in any other case, it must stand adjourned to the same day next week, at the same time and place, and it, at the adjourned meeting, a quorum is not present within 30 minutes from the time appointed for the meeting, the members present constitute a quorum.
5. The President, or the first or second Vice President, or in their absence, one of the other Directors present must preside as Chair of a General Meeting.
6. A resolution proposed at a meeting must be seconded and the Chair of a meeting may move or propose a resolution.
7. The Chair does not have the right to vote on a proposed resolution, but does have the right to cast the deciding vote in case of a tie.
8. A Member in good standing, present at a meeting of members is entitled to one vote.
9. Voting is by a show of hands except where a secret ballot is called for by the majority of the voters or for the election of officers.
10. Voting by proxy is not permitted.
11. In situations not covered by these by-laws, Robert’s Rules of Order shall apply.
​
                    Part 6 - Directors and Officers
1. The Executive may exercise all the powers and do all the acts and things that the Association may exercise and do, and which are not by these By-Laws or by statute or otherwise lawfully directed or required to be exercised or done by the Association in a General Meeting, but subject, nevertheless, to:
   a. all laws affecting the Association
   b. these By-Laws, and
   c. rules, being consistent with these By-Laws, which are made from time to time by the Association in a General Meeting.
2. The President, 1st Vice President, 2nd Vice President, Secretary, Treasurer are the Executive and are also Directors of the Association. The Past President shall remain a member of the Executive in an Ex Officio capacity only.
3. The Directors will be appointed annually by the Executive, not to be any less than five.
4. All Members of the Executive and other Directors must retire from office at each Annual General Meeting when
a new Executive will be elected.
5. Separate elections must be held for each office to be filled.
6. An election may be by acclamation, otherwise it must be by secret ballot.
7. No member shall be eligible to run for election of President of the Association until after serving at least one year as a member of the Executive and/or the Board of Directors.
8. The Executive may at any time and from time to time appoint a member as a Director to fill a vacancy in the Directorship.
9. A Director so appointed holds office until the next Annual General Meeting.
10. If a Director resigns his office or otherwise ceases to hold office, the Executive may appoint a member
to take the place of the former Director.
11. No act or proceeding of the Directors is invalid only by reason of there being less than the prescribed number of Directors in office.
12. The Members may by special resolution remove a director before the expiration of his term of office, and may appoint a successor to complete the term of office.
13. A Director must not be remunerated for being or acting as a Director but a Director must be reimbursed for all expenses necessary and reasonably incurred by him or her while engaged in the affairs of the Association.

                    Part 7 - Proceedings of the Executive
1.  a. The Executive may delegate any, but not all, of their powers to Committees consisting of a Director or Directors as they see fit.
      b. A Committee so formed in the exercise of the powers so delegated must conform to any rules imposed on it by the Executive, and must report every act or thing done in exercise of those powers in the earliest meeting of the Executive held after the act or thing has been done.
2. The President may appoint a Chair of a Committee, and if one is not appointed, the Committee must elect a Chair for it’s meeting, but if no Chair is elected, or if a meeting a Chair is not present within 30 minutes after the time appointed for holding the meeting, the Executive present who are members of the Committee must choose one of their number to be the Chair of the meeting.
3. The members of the Committee may meet and adjourn as they think proper.
4. For a first meeting of the Board of Directors held immediately following the appointment or election of an Executive, or for a meeting of the Board of Directors at which an Executive is appointed to fill a vacancy in the Executive, it is not necessary to give notice of the meeting to the newly appointed Directors for the meeting to be constituted, if a quorum of the Executive is present.
5  a. Questions arising at an Executive meeting or a Committee meeting shall be decided by a majority of votes.
     b. In the case of a tie vote, the Chairman shall cast a deciding vote.
6. A resolution proposed at a Board of Directors meeting or Executive Committee be seconded and the meeting Chair may move or propose a resolution.
7. A resolution in writing, signed by the entire Executive and placed with the minutes of the Executive is as valid and effective as if regularly passed at an Executive meeting.
8 a. The Executive may exercise all such powers as fall within the scope of the Association Charter under the Society Act.  Provided however, that the Executive shall not make decisions that affect the member's rights.  All business is then taken to the next General Meeting for approval, except where the privacy of a member is in question.  Limitations may be imposed on the Executive from time to time by the majority of the members at a duly called meeting for that purpose.
    b. The Executive Committee may not make a decision to spend more than $1000.00 (one thousand dollars)  on any one item.

                  Part 8 - Duties of Officers
1. The President must do the following:
   a. The President presides at all meetings of the Association and of the Directors.
   b. The President is the Chief Executive Officer of the Association and must supervise the other officers in the execution of their duties.
2. The 1st Vice President must do the following:
   a. Carry out the duties of the President in the President’s absence.
   b. Conduct an annual review of policies and procedures
   c. Perform additional tasks assigned by the President
3. The 2nd Vice President must do the following:
   a. Carry out the duties of the President and 1st Vice President in their absence.
   b. Maintain a Membership Register in compliance with the Society Act, Part 6 Section 70.
   c. Supervise the work of the Membership Committee.
4. The Secretary must do the following:
   a. Conduct the correspondence of the Association.
   b. Issue notices of meeting of the Association and Directors.
   c. Keep minutes of all meeting of the Association and Directors.
   d. Have custody of all records and documents of the Association except those required to be kept by the Treasurer.
   e. Have custody of the Common Seal of the Association.
   f. Within 30 days of the Annual General Meeting a Form 11 (Companies Act) must be filed with the Registrar of Companies including an Audited Statement.
   g. In the absence of the Secretary from a meeting, the Chair shall appoint another person to act as Secretary at the meeting.
5. The Treasurer must do the following:
   a. Keep the financial records, including books of account, necessary to comply with the Society Act.
   b. Render Financial Statements to the Directors, Members and other when required.
6. The Past President must do the following:
   a. Perform the duties of the Election Committee Chairperson.
   b. Assume the duties of President at an Annual General Meeting until such a time as a new Executive is proclaimed
by acclamation or vote.
   c. In the event the Past President is unable to perform the duties of the Election Committee Chairperson a Director will be appointed to fulfill the duties.

                    Part 9 - Seal
1. The Directors may provide a common seal for the Association and may destroy a seal and substitute a new seal in its place.
2. The common seal must be affixed only when authorized by a resolution of the Directors and then only in the presence of the person prescribed in the resolution, or if no person are prescribed, in the presence of the President and Secretary.

                    Part 10 - Indemnification of the Executive
1. Subject to the Society Act, no Executive or Officer of the Association shall be held liable for the acts of omissions of any other Executive or Officer except to the extent required by law. Nor shall any Director or Executive Officer be responsible for any losses or liabilities incurred by the Association in the conduct of normal business activities, except to the extent such loss or liability is caused by his wrongful or neglectful actions.
2. Every Director or Executive Officer or other person who has undertaken any liability on behalf of the Association, shall be indemnified and saved harmless out of the funds of the Association, against all costs, charges and damages brought against him except such that may be brought about through his own neglectful actions.

                    Part 11 - Auditor
1. The Juan de Fuca Senior Citizens’ Association is a non reporting society.
2. At each Annual General Meeting the Association must appoint an auditor to hold office until the next Annual General Meeting.
3. To be appointed Auditor the person must have an established financial background.
4. The Auditor shall conduct an annual financial review in accordance with the best practices of the province of British Columbia.
5. The Auditor may recommend to the Executive that other financial examinations or processes be conducted.
6. An Auditor may be removed by ordinary resolution.
7. An Auditor must be promptly informed in writing of appointment removal.
8. A Director or employee of the Association must not be its Auditor.
9. The Auditor may attend General Meetings.
10. All reports of the Auditor shall be presented at the Annual General Meeting.

                    Part 12 - Notice to Members
1. Notice of the next General Meeting date will be given at each General Meeting prior to adjournment.
2. A notice of Meeting will be published in the Association Newsletter (The Expressions) and posted on the Bulletin Board.

                    Part 13 - By-Laws
1. On being admitted to Membership, each Member is entitled to, and the Association must give the Member without charge, a copy of the Constitution and By-Laws of the Association.
2. These By-Laws must not be altered or added to except by Special Resolution.

                    Part 14 - Borrowing
1. The Association shall not exercise borrowing powers.



Policies and Procedures
Amended March 2021
GENERAL: The purposes of the Society Shall be to foster and promote activities at the 55+ Activity Centre to enhance the lives of persons age 55 or older and for the raising of funds for the operation of the Centre by means of dances, craft sales, bingo, raffles and casino’s.
Our program and services provide opportunities for social engagement, learning, skill development, physical fitness, personal fulfilment and fun for seniors in our community.

MEMBERSHIP:   In order to be eligible for membership, a person must attain 55 years of age within the current membership year.  A spouse of a person who qualifies for membership and who is not 55 years of age may join the Association and participate in all activities other than voting on issues at General Meetings.
 
Membership fees are required to be paid by all persons using the resources available at the Centre, i.e. classes, most entertainment, use of equipment, and by those in volunteer positions.  Exceptions to this Policy may be approved by the Executive as necessary.  Such exceptions could include instances where there are an insufficient number of volunteers for certain positions.  At that time, other remedies may be introduced in order to continue the efficient operation of the Centre, and these will be reviewed on a yearly basis by the Executive.  Persons who are not members of the Association and who have been approved by the Executive to either volunteer or provide their services in a specific role at the Centre must not take part in other classes or activities, and may work in one area only. 

No non-member will be in a position to authorize the expenditure of any funds belonging to the Association. 

The Association’s membership year runs from September 01 to August 31 of each year.  Yearly membership fees are determined by WSPR (WestShore Parks & Recreation).  Regular membership fees are due on a yearly basis or the March 1 to August 31st half-year basis and are not pro-rated. 

Persons who find themselves financially unable to pay the full yearly membership fee can apply for the L.I.F.E. Program offered through WSPR.   Leisure Involvement For Everyone (LIFE) assists individuals and families with low incomes to access recreation services and programs at all municipal recreation centres in Greater Victoria.

Renewing members and new members joining after March 1 of each membership year can purchase a half year membership from March 1 to August 31 and will pay half of the fee for that membership year.

Requests for refunds of membership fees will be dealt with by the Executive on an individual basis.

A guest pass is available for persons visiting from out of town and is issued on a monthly basis to a maximum of three months.  Guest pass fees will be determined yearly by the Executive.

Upon request, replacement membership cards with be issued at a nominal fee to be determined by the Executive.  Membership cards are a record of a member to be used solely for administration needs.

Persons who volunteer in a specific role for the good of the Association and are under the age of 55 years, will be welcomed, but are not invited to take part in other classes or activities that they do not lead or teach.

ELECTIONS:     Elections for the Executive, and subsequent appointments of members of the Board of Directors, are held yearly in accordance with the By-laws.

The position of President will be for no more than three one year consecutive terms unless no qualified candidate comes forward.

BOARD OF DIRECTORS: The Board of Directors is the sole authority for making policy decisions that govern the Society.  The Board of Directors is comprised of the Executive and those members appointed by the Executive to be Directors.

MEETINGS:  Executive meetings will usually be held once a month prior to Board meetings.

Board Meetings will usually be held on the Monday prior to the General Meeting each month from September to June of each year.  If that day is a holiday, the President will set an alternate date prior to the General Meeting.

Impromptu meetings of either the Executive or the Board may be called at any time when necessary.

The Executive and Board may approve motions by email between meetings if it is deemed necessary for the Centre.

General Meetings will usually be held the first Thursday of the month from September to June of each year, with the March General Meeting being the final meeting of the year.  It will immediately be followed by an Annual General Meeting and the elections for the new Executive for the following year.  A quorum of 30 members must be met before the General Meeting can be held, pursuant to  Part 5 S. 3, of the Association's Bylaws. 

All decisions affecting the Association and/or membership made by the Board of Directors are to be brought to the next General Meeting, except where they concern an issue with an individual member's conduct.

Purchases over $1000 must be approved at the General Meeting by a majority of the members in attendance.  At the General Meeting, for information purposes only, the members will be advised of purchases not exceeding $1000 and approved by the Board.  Emergency costs incurred between General Meetings that exceed the cost that the Board can approve can be approved by the Board and presented at the next General Meeting.

RECEPTION:  A Reception Manager will be appointed by Executive to manage all aspects of the day to day operations of reception.

The Reception Manager is responsible to coordinate the annual review and update of the Reception Manual and will ensure the Manual is updated upon receiving more current/accurate information from a Leader/Coordinator.

Only one copy of the Reception Manual will be in existence and will be kept in the front office/reception area.

All keys to Centre rooms and storage areas must be signed out before being provided to those authorized to use the keys.

Keys cannot be signed out before 8:30 a.m. and, except for classes occurring after reception is closed, must be returned by 3:30 p.m.

Class leaders and class participants can have class materials copied for no charge.

Members having personal information copied will be charged a reasonable fee per page copied.

Reception hours will be 8:30 a.m. - 3:30 p.m. weekdays, and, as posted, in the evening.

The keys for all rooms not opened by maintenance will be signed out from the reception.  No key will be signed out before 8:30 a.m.  Keys should be returned before Reception closes whenever possible.  A key box will be provided when the office is closed.

Only authorized persons will be permitted in the reception and office areas.  All office equipment and computers are for the use of authorized members only.


SAFETY

MEDICAL EMERGENCIES (INJURY OR ILLNESS)

If a member becomes injured or ill and requires medical attention
If there is a Centre phone in the room dial 9 - 911 and request an ambulance to Building #3, 1767 Island Highway, also specify the room number.  These phones are programmed to identify to the 911 operator where the call is originating from.
If using a cell phone, dial 911 to request an ambulance to Building #3, 1767 Island Highway, also specify the room number.
The person making the phone call to the ambulance should remain with the patient to answer questions from ambulance attendants.
Notify Reception of the emergency and that an ambulance has been requested.

Members with First Aid knowledge, skill and ability can provide medical attention to an ill or injured member.  You are protected under the Good Samaritan Act, unless grossly negligent.
- - Ask any unnecessary onlookers to vacate the immediate area.
- - A First Aid Kit is available in the cabinet outside the washroom by the back office.  A key to the cabinet is on top of the cabinet,  a spare key is also held at Reception.  If a key is not available, then break the perforated plexiglass to gain entry.
Smaller First Aid Kits are also available in the Woodwork Shop and the Kitchen, but these spaces may be locked and inaccessible.
- - A defibrillator is attached to the wall beside the cabinet outside the washroom by the back office.  It contains instruction for use.
- - There is a couch with pillows and blankets in the area of the cabinet by the back office if the patient is mobile.
There is a wheelchair in the cloakroom and one outside the men's downstairs washroom.
- - DO NOT MOVE A PATIENT WHO IS ON THE FLOOR, EXCEPT FOR LIFE SAFETY, OR TO RENDER LIFESAVING FIRST AID

Reception Staff    
- - Pull the patient's membership card and provide a copy to the paramedics from the ambulance.
- - Meet the ambulance and direct attendants to the patient if nobody else is availabale.
- - Call WSPR by dialing '0' to advise them that an ambulance has been called to the Centre in case they go to another building.
- - If required, make an announcement over the Centre public address system requesting anyone with first aid training to report to the Reception area and direct them to the patient.
- - From the membership card, notify the emergency contact if the patient is going to hospital or needs a ride home.
- - The Centre is responsible to provide an incident report to WSPR.
 
First Aid Responder

 - - Calling an ambulance is the first action that should be taken in the case of a serious incident.
- - First  qualified on the scene assumes the duties of primary first aid provider.
- - Initiates the internal accident/illness report.  Discuss what happened with any witnesses, request and record names and member numbers and have them sign the report.   If possible, have the patient sign the report.
- - Provide the paramedics with a history of the accident or illness, and treatment provided. 
- - If members have provided first aid, obtain, and record their name and member number in the accident/illness report.

FIRE PROCEDURES
​If you locate a fire:
- - Immediately activate the Centre's fire alarm system
- - Have somebody call the fire department.  If calling from a phone belonging to the Centre call 9 - 999, if using a cell phone call 911, report there is a fire at the Seniors Centre 1767 Island Highway.
- - Do not attempt to fight the fire unless you know how to use a fire extinguisher.

Evacuation     
- - When you hear the Centre's fire alarm, ALL PERSONS MUST IMMEDIATELY EVACULATE THE BUILDING BY THE CLOSEST EXIT
- - Do not take time to gather personal belongings, leave them behind - your well being is more important.
- - Ensure that all equipment and machinery is shut off.
- - If you are on the lower floor exit by the doors on that floor, DO NOT go up to the main floor to exit, assemble with your class in the parking lot at the Annex end of the building.
- - If you are on the upper floor, assemble with your class in the parking lot at the Annex end of the building.  Do not cross the driveway because of incoming emergency vehicles.
- - The last person exiting a room should close the door.
- - Group leaders must take the class attendance folder with them and conduct a roll call.  Members should not leave their group until the roll call is completed.
- - Do not re-enter the Centre until authorized to do so by Weshshore Recreation staff or the Fire Department.

EARTHQUAKE PROCEDURES: 
When you feel an earthquake immediately DROP, COVER AND HOLD ON to protect yourself against falling debris or being thrown to the floor.  Do not attempt to run outside as you may be thrown to the floor or hit by falling debris.
- - If there is nothing to cover yourself with, go into the COVER position close to a wall or corner, stay away from windows or other glass.
- - It is most important to protect your head and neck.
- - Remain in the COVER position until the shaking stops
- - If you use a wheelchair or have other mobility impairments and cannot Drop, Cover, and Hold On, protect your head and neck with a pillow or your arms, and bend over to protect yourself if you are able.

After the Shaking Stops
- - When the shaking stops count out loud to 60 to allow time for immediate aftershocks and possible falling debris, look around as you count for hazards such as electrical wires, broken glass or water lines and fallen debris that may hamper your evacuation.
- - Check to see if anybody is trapped or injured, render any assistance that you can.
- - Evacuate the building and assemble with other members of your group in the parking lot at the Annex end of the Centre.  Do not cross the driveway to the main parking lot.
- - Do not take time to gather personal possessions.
- - Group leaders must take the class folder with them and conduct a roll call to ensure everybody is accounted for.  Report anybody that is missing or trapped to WSPR staff or the Fire Department.  Do not leave your group until the roll call is conducted.
- - Do not re-enter the Centre until authorized by a WSPR or Fire Department.

EVACUATION PROCEDURES:
In the event of an evacuation, everyone is required to leave the building immediately by way of the nearest exit.  Go to the designated parking lot or safe place away from the building.  Leaders are required to take the class list (file) for a roll call when assembled in the parking lot and report to the fire marshal that all accounted for or missing.

NON-EMERGENCY PROCEDURES: When an incident other than a medical emergency occurs, an Incident Report must be completed and filed with Reception. An incident could include any of the situations listed under “Inappropriate Behaviour” in these Policies or any other unusual situation where it is deemed action must be taken and a report filed. 

VIDEO SURVEILLANCE: The surveillance is necessary for legitimate reason. e.g. loss prevention, safety and security risks.  Information collected is necessary to achieve the intended purpose.  The scope of surveillance will be restricted to what is necessary for achieving the expressed purpose.
Surveillance is in areas of productivity such as Reception, Games Room, Entrance/Exit areas, Woodwork Shop and Kitchen. Signs should be posted on main doors to indicate video surveillance is in effect.
Cameras will be in operation at all times.  Reception Centre Volunteers are to check the monitor in the Reception Centre to determine that the cameras are operating and report any problems to a member of the Board. 

UNFORSEEN BUILDING CLOSURES:   In the event of adverse weather such as snow, ice, wind, members should listen to CFAX Radio 1070 check their website or call them at 250-386-1070 or call the Centre at 250-474-8618 for an updated recording advising  if the Centre is closed.  Closures are also listed in the Centre's website at http://jdfseniors.weebly.com 

GENERAL SAFETY ITEMS
- - Restrooms are public washrooms.
- - To accommodate members who have allergies to certain scents, the Centre is designated a "scent-free zone".
- - The Association cannot be responsible for a member who no longer can care for his/herself.  Members who require personal assistants must provide their own caregiver.
- - Personal items brought to the Centre for any reason are left at the risk of the owner.
- - For safety purposes, no member of the Association should be in the building alone, at any time


CLASSES AND ACTIVITIES: 
Classes and activities are open to members only.  The exception are:  Concerts, Variety Shows, Open Houses,  Art Shows,  Bingo,  Card Tournaments,  Drama Productions,  Craft Sales,  Do You Want to Dance,  Thursday Afternoon Entertainment

PASSES:
There are passes for drop-in classes under the following conditions:
- - Out of Town: Available to people who live outside of the Southern Vancouver Island area.  Passes for one month at a time and may be purchased for up to three months in one year.  The three month limit is available each year for out of towners.
- - Trial Passes: Available for local people who would like to try out the Centre.  These are only available to a person once and may not be renewed.
Passholders may be able to attend classes, for the duration of their pass ONLY.

MEMBERSHIP & WAITING LISTS
Leaders may limit the number of participants in any one class.  If this is exceeded, a waiting list may be established.  Those on the waiting lists will be notified by the Leader if a space becomes available.
A current membership card must be shown to a Leader before a person can attend a class for the first time or at the beginning of a new term.
Class lists must have member's name, membership number and phone number clearly indicated.

In compliance with Fire Regulations, attendance must be recorded at every class.  In case of an emergency requiring evacuation, Leaders must take lists with them to ensure everyone in attendance has cleared the building.

It is the responsibility of the class to maintain their allocated storage area and keep the working area clean and safe.

LEADERS
Leaders will not be paid. 

Class and activity participants will be required to pay for course materials, but WILL NOT PAY A TUITION FEE. 

Class and activity participants may make a voluntary donation to the Improvement Fund.  All monies collected as a donation to the Improvement Fund in a class or activity is the property of the Association.
 
Class and Activity leaders of age 55 years or older are to be members unless special dispensation is received from the Board of Directors.

Payments for services rendered will only be paid to specialist brought in to teach special skills on approval by the Executive and/or the Board of Directors.    Payment to these specialists will be by the attending members. 

Persons who volunteer as teachers or class assistants who are under the age of 55 years, will be welcomed, but are not invited to take part in other classes or activities that they do not lead or teach. 

Leaders should not offer classes and activities of a sequential learning nature in a season in which they expect to be absent for a substantial period of time (three consecutive lessons or more) unless they can obtain a suitable substitute to lead the class while they are away.

ROOM SETUPS
Anyone requiring set-ups for a special class, event or meeting which are in addition to regular classes and meeting space already allocated, must provide the maintenance person and the space allocation persons with the appropriate information at least 48 hours before the event.

GENERAL INFORMATION ABOUT CLASSES:

Members should not sign up for a squuential class/activity within a season in which they expect to be away for a period exceeding three consecutive lessons.

It is suggested that, after the completion of a “Beginners Class”, members move into an ongoing, advanced or drop-in class to enable other members to join a Beginners Class.
   
All members participating in a class shall dress appropriately for that class and must follow safety guidelines for that class. 
 
Classes in session are not to be disrupted by other members entering the room or making disruptive noises outside the classroom.  Incoming classes should wait for the proceeding class to clear the room before entering.

Available class and meeting space will be assigned by the Space Allocation Committee.

Classes and meetings may be interrupted or cancelled without notice if deemed necessary by the Leader, the space allocation committee, or a member of the Board of Directors.


LIBRARY:  
The Library is for the use of members only and is operated on the “honour system”.

Members may borrow up to 5 books at a time.   It is expected that all books borrowed be returned to the library. 

Donated books must be clean, complete, not moldy, musty or mutilated. 


PUBLICITY AND POSTINGS:

Postings on the bulletin board are at the discretion of the volunteer responsible for publicity. 

Postings must be dated, and posted for only a two week period.   

Advertising of a commercial nature will not be displayed in the building except where such advertising is of benefit to our members and at the discretion of the volunteer in charge of publicity and postings.

Advertising of a commercial nature in the Expressions or on our website is solely for informational purposes of our members.

The use of the Centre and its membership for the promotion of partisan politics is not permitted. 


EQUIPMENT IN BUILDING:   

SHOP EQUIPMENT
Keys for the woodwork shop are to be signed out only by members designated by the Woodwork Shop Leader, a list of whom is kept in Reception.

If any power tools are to be used, two members must be in attendance at all times.

Machinery, such as power equipment and tools located in the workshop, is not to be operated by anyone who is found by the leader to be unfamiliar with its safe use nor is the machinery ever to be operated by a person who is alone in the shop. 


ASSOCIATION  OWNED  EQUIPMENT
The equipment and facilities of the Centre are not to be used for personal gain or business ventures. 

Equipment at the Centre is not to be taken from the Centre without the knowledge and permission a member of the Board.  Such loan of equipment is to be recorded in “Equipment borrowed” book in Reception outlining date out and expected date of return.  Actual date of return must be recorded in this book when equipment is returned.  

Centre equipment is not to be used by other than Centre members, whether at the Centre or not at the Centre.

Equipment that is jointly owned by WSPR and the Association will not be removed from the Centre by anyone other than authorized WSPR  staff.


PHOTOCOPIER
Photocopier is to be operated only by  Reception personnel, Executive and Board members or members of the Expressions team.  Material for in-house classes will be copied free of charge.  A fee will be changed for personal copies . When multiple copies are necessary, Reception personnel must be given sufficient time to produce them.

LIGHT & SOUND
The light and sound crew requires at least a 2 week notice from groups requiring their services, expertise, or equipment.

There is always a microphone and small sound system available for use in the lounge without prior notice.


MAINTENANCE:
Anyone requiring set-ups for a special class, event or meeting which are in addition to regular classes and meeting space already allocated, must provide the maintenance person and the space allocation persons with the appropriate information at least 48 hours before the event .

Non-emergency repair problems should be recorded in the maintenance book at Reception.


GOVERNMENT REQUIREMENTS:

KITCHEN
Every operator (i.e., the kitchen Leader of the day) of a food service establishment must hold a certificate, issued by a health official, for the successful completion of the food handler-training program known as "FOODSAFE" or its equivalent to government regulations.

Every operator of a food service establishment must ensure that while the operator is absent from the food service establishment, at least one person present in the establishment holds the certificate referred to above.

BAR
All volunteers working the bar and serving alcohol must hold a "SERVING IT RIGHT' certificate according to government regulations.  Certificate requirements costs will be paid by the Association.

No volunteer or member shall be given a free alcoholic beverage.

ANIMALS
No animals are permitted to enter the Centre other than certified guide or service animals as defined below. 

Public Health Act      FOOD PREMISES REGULATION 
Division 7 — Miscellaneous (Current)
 
Animals 25  (1) Subject to subsection (2), an operator of food premises must not permit live animals to be on the premises.
 
(2) An operator of food premises may permit the following animals on the premises: 
(a) a guide dog or a service dog, as defined in the Guide Dog and Service Dog Act, but not in any area of the premises  in which food is prepared, processed or stored; 

RIGHTS WITH A GUIDE ANIMAL: 
Guide Dog and Service Dog Act, 

Definitions 1  In this Act:
"guide dog" means a dog that   (a) is trained as a guide for a blind person, and   (b) is certified as a guide dog; 

"service dog" means a dog that   (a) is trained to perform specific tasks to assist a person with a disability, and 
(b) is certified as a service dog; 

"dog in training" means a dog that (a) is being trained by a dog trainer to become a guide dog or service dog, and (b) is certified as a dog-in-training;

2. (1) A guide dog team, service dog team or dog-in-training team may, in the same manner as would an individual who is not a member of any of those teams, enter and use any place, accommodation, building or conveyance to which the public is invited or has access, provided that the individual who is a member of the team ensures the dog that is a member of the team (a) does not occupy a seat in a public conveyance or a place where food is served or dispensed to the public, as the case may be, and (b) is held by a leash or harness.
 
This section applies despite any enactment enacted before or after the enactment of this Act.

NOTE:  These regulations apply to the Centre.  Any certified guide or service animal allowed to enter the Centre must be equipped with a harness. 


FINANCIAL POLICIES
 
All donations to the Association are the property of the Association.

Monies needed for events or activities in which members wish to participate and which take place outside the building, are the responsibility of those who attend. (e.g., competitions).

The Association shall reveive 10% of the sale price for all items sold through the showcase.  All items in the showcase are to be made by members.

Members who sell items made at the Centre are required to pay the Association 10% of the sale price.

Sale of Raffle Tickets for other than Association promotions is prohibited unless approved by the Board.

Members who volunteer their services will not be compensated with monies from the General Fund for services rendered.


THE COSTING OF ACTIVITIES:  
All Activities/Events/Functions or Sponsored Events, by any group or committee in the Centre will be planned and operated on a Cost Recovery plus basis.  As the costing of Activities must recover all expenses incurred and include a contingency, ticket prices may vary.  Each committee must also operate under the Guidelines set out for that committee.

Costing of events coordinated by the Board of Directors, such as Newcomers Teas and Volunteer Appreciation Teas, where no tickets are sold and no revenue is generated, will be paid for out of General Funds.

The Board of Directors can authorize activity and entertainment costs be subsidized, with such costs being paid out of General Funds. 


CLASS LEADERS 

Section I.      Purpose of a Class Leader
1.  To lead a group of Juan de Fuca Senior Citizens Association participants in a Learning or Activity Session beneficial to members with a current membership.
2.  Class and Activity Leaders are to be members unless special dispensation is received from the Board of Directors.  With special dispensation, these non-member volunteers will be welcomed as a Class Leader but are not invited to take part in other classes or in functions that are not open to the public.
3.  When you agree to be a Volunteer Leader you are making a commitment:
     a) To arrive on time for your class
     b) To dress appropriately for your role
     c) To be professional.  When you volunteer for an organization, you are its representative.
     d) To follow through on your commitment.  Do the task you say you are going to do, and
     e) To be familiar with and follow all relevant Bylaws.

Section II.      General
1.  Leaders may limit the number of participants in any one class based on space available and/or time required to properly instruct participants.  If a class is full a waiting list is to be maintained by the Class Leader.  The front office is to be made aware if a Class is full.

2.  For requests, compliments, or complaints, the Leader should maintain contact with the Liaison Director that is assigned to your Class.  The name of your Liaison Director and contact information can be found in Expressions newsletter or obtained from Reception.

3.  Leaders are to ensure the Reception binder on Classes & Activities has a copy of current guidelines for your Class.  If your Class requires a Policy this must be approved by the Board of Directors before coming into effect.

4.  Leaders are encouraged to make submissions regarding your class in the Expressions newsletter.  As Leader, you may wish to write a short report from time to time to have your Liaison Director read at Board meetings.

5.  All requests for Executive and Board consideration must go through the assigned Liaison Director for your area.

6.  Annual Membership Fee is set by WSPR.  The entire Membership Fee is turned over to WSPR to contribute to upkeep and maintenance of the Centre.  Attendance at all classes is free for paid up members.  As Leader, encourage your class to make voluntary donations to the Improvement Fund.  The Improvement Fund pays for upkeep of Centre assets (tables, chairs, and such) within the Centre.  Please put money collected into the small envelope provided by Reception, indicating the Class name and amount of money enclosed.

7.  Ensure your class starts and finishes on time. Please respect the classes happening before and after you.  It is the responsibility of your class, not WSPR maintenance staff, to leave the space neat, tidy and sanitized.

8.  Classes may be cancelled by the Board due to a special function approved by the Board.  The Liaison Board member will endeavour to give at least two weeks advance notice to the Class Leader and to reception.  It is the responsibility of the Class Leader to inform class members of the cancellation.

9.  Classroom setup and take down is done by WSPR maintenance staff based on the Maintenance Setup binder found in each space.  Before your first class in September each year, verify the setup is what works best for your class.  If the Leader requires a change to what will be the regular setup talk to WSPR Mainentance person to clarify setup requirements and then submit a new setup sheet through Space Allocation.  

10.  Respect the policies around confidentiality, health and safety, non-discrimination, and inappropriate behaviour.  Share your concerns; "If you see something inappropriate, say something."  Your Liaison Director is there to help you and will pass on your concerns to the Executive.

11.  Every Leader is required to have a designated 'back-up' person for unexpected times that the Leader is not available (e.g., sick) that they can contact to lead the class.  Your 'back-up' person or persons should be noted on your class list and announced from time to time during your class so your students know who will assist them if you are not there.  Contact information for the Class Leader and their back up is to be kept current by contacting the Space Allocation person or completing a form to be submitted to the Space Allocation. The Space Allocation name is listed  in the Centre  Expressions newsletter.

12.  If you are sick and unavailable for your class, please contact your back up a.s.a.p.  If your back up is also not available, please contact Reception so a notice can be posted to inform participants of a cancelled class.  In addition, if your group is small enough it is also advisable to notify individuals by phone or email of cancellation.

13.  If you are cancelling a Class, please inform Space Allocation so the WSPR Maintenance does not unnecessarily change a room setup and the space can be made available to others on a one-time basis.

14.  Leaders or their back-up are required to attend the annual Leaders meeting (usually late September).  Leaders or their delegate are encouraged to attend the Association's Annual General Meeting held the first Thursday of March.  Leaders are expected to encourage their class participants to attend at least one General Meeting per year, held at 1:00 pm on the first Thursday of each month (except July and August) in the auditorium.  The Centre is a volunteer run organization and a little bit of participation by all keeps us operating.

Section III.      Safety

1.  For safety reasons there are to be a at least two people in a class. (This in no way limits a Class Leader from setting a higher minimum number).

2,  Leaders are to be familiar with and ensure the participants in their class are aware of the contents of the Safety Bulletin Board found in each classroom.  These Boards are for safety information only and are not to be used for general information.

3.  It is the responsibility of the class to maintain allocated storage areas and to keep working areas clean and safe.  Leaders are to ensure all equipment and materials are put away or taken with the Leader or class participants at the end of each class.

4.  It is the Leader's responsibility to brief their class on a regular basis on actions to be taken in the event of a fire, earthquake, or other emergency.  This includes the primary and the secondary way of exiting the classroom, and where the muster area is.

5.  If First Aid is required, WSPR (West Shore Parks & Recreation) Maintenance is to be called 250-474-8660 (local 8660). If someone is available, they will respond.  When First Aid or an ambulance is called someone is to be sent to reception to direct the First Aider or Emergency Responder to the scene of the injury.  The Wood Working shop and Kitchen have dedicated First Aid Kits designed to deal with injuries that could likely occur in that area; all other areas can make use of the First Aid kit found outside the back office.

6.  All shops have waivers in the Shops to be signed by members using the Shops.  Leaders are to ensure waivers are signed by all their class attendees.

Section IV.      Attendance

1.  Attendance must be taken at each class using sheets provided from reception.  These sheets are referred to as Class Lists or as Attendance Records.  Class lists must have the member's name, membership number, and phone number clearly indicated.  It is the leader's responsiblity to ensure attendees are paid up members.  There are three options; a current regular membership, a valid Trial Pass, or a valid Guest Pass, all acquired from Reception.  Each September the Class Leader will verify participants have a membership card with the current year's sticker.  New attendee's valid membership is to be verified on an ongoing basis.

2.  In the event of an emergency (earthquake, fire drill, etc.) the Leader will take the Attendance Record out of the building with all class participants and check that all are accounted for prior to dismissing their class.  Once complete, report to the WSPR or Fire Department person in charge if anyone is missing or trapped.

3.  The Attendance Record will be stored in Reception and will be available to the Board and Executive.  Reception staff will have the Leaders' folder out on the reception counter to be picked up before class begins.  The Leader's folder will contain the Class List and may contain memos from the Membership Committee, or Space Allocation, or Executive.  The Membership Committee will arrange for printing of new attendance sheets on request.  A request can be left with Reception.

Section V.      References

1.  Class Leaders are required to make themselves familiar with the following JDF Senior Citizens Association Policy & Procedures sections:
a.  Medical Emergencies
b.  Fire Procedures
c.  Earthquake Procedures
d.  Evacuation Procedures
e.  Non-emergency Procedures
f.  General Safety Items
g.  Inappropriate Behaviour

2.  Class Leaders are required to be familiar with the JDF Senior Citizens Association Bylaws Part 2 paragraph 5, Classes of Membership.

3.  Copies of the Policies & Procedures as well as Constitution and Bylaws are on the Centre's website  http//jdfseniors.weebly.com or available on request at Reception.


SPACE ALLOCATION 

Section I.  General  Purpose is:
- - Accomodate ALL classes based on their size and function, as well as try to minimize maintenance set-up time and take down of the room
- - Accommodate Requests for a Room for a Meeting or a Special Funcation.  The size of the meeting will determine the room and availability.
- - Accomodate space requests for NEW classes wishing to start to the best of  the Space Allocation Committee and with the Leaders co-operation.
- - Stay current on the Leaders and their back-up person for their phone numbers and the number of students in their class.
- - Keep the Activity & Class List up to date with the current Leaders and current classes.
- - Keep the Activity Board up to date.  This also helps the Maintenance Person.
- - Provide a monthly report for Reception (and Maintenance), advising of current activities, including WSPR events, cancellation and moves of classes.
- - MOVE classes or cancel a class when a Special Function (has been requested and approved) will take place in their regular space/room.  Notify all classes that are involved with the change and try to give them two weeks' notice to allow the Leaders time to tell the class.
- - Resolve issues between classes regarding start and end times (Class should start on time and finish on time and vacate the room; respect the class before and after you.
- - In the spring send out to ALL Leaders a Form requesting Class information to update our files regarding the Contact person and phone number, class size, the date they plan on stopping for the summer, or not, the date they plan on returning/starting in the Fall, as well as any concerns they may have.
- - From the information received from the Leaders on the above form, create Lists for the Front Reception area and Maintenance Person, advising them of Classes that will be continuing during Summer as well as End and Start dates of the balance of the classes.
- - Advise and forward requests for equipment or storage and complaints to the appropriate Board member or Liaison person.

Section II.  Keys
- - Keep a list of all keys that require to be signed out (lists are posted on cupboards in Reception).
- - Keep updated on Keys required for storage cupboards, storage areas and rooms.
- - Keep track of keys
- - Insure there is a duplicate key in case of a lost key.
​
Section III.  Storage
- - Try to accommodate requests for storage space for classes and social functions.
- - Some Leaders require storage space for equipment for their class functions; (storage is not provided for members personal equipment or supplies).
- - Storage is required for social events; (i.e. Bingo) and for the decorations for the Auditorium and the Centre.
- - Monitor the storage issues to ensure it is being used or needed.
- - Arrange or request changes in designated areas, so that storage can be made available (build cupboards to create more storage); as well as space for games for games day.
- - Encourage classes to keep their storage areas neat and tidy and store only the important items, do not store unnecessary items (junk)
- - Storage in Annex & Room 23
- - Centralize storage for Special Functions/Events (i.e. Xmas, Casino Night, High Tea, Craft Fair, Kitchen Kapers, JDF Players, etc) events that happen once a year.

Section IV.  Picture Hanging
- - Hang pictures on the wall in the LOUNGES (small and large) and LOBBY during summer OR times when our ART GROUP are not displaying their artwork.
- - Artwork on Fireplace remain up permanently, except at Christmas time.
- - Store pictures when not in use in Room 23.
- - Rotate donated pictures when hanging in the lounges.
- - Keep track of donated pictures.

Section V.  Display Cabinet for Members
- - Provide an opportunity for class members to display their work.
- - Contact the Leaders of the classes to encourage members to display their artwork.
- - Create a list of classes that are willing to display their work and arrange dates and put it on a calendar, so the members know when to have their pieces of work ready.
- - Allow 3 weeks for each class to display their work.
- - Try to arrange the dates according to their class day.
- - Try to give everyone an opportunity to display their work and then everyone gets to see how talented our members are, PLUS, there will then always be something in the display cabinet.

Section VI.  Individual requests   for Space/Room outside of the normal class week
- - Submit a separate Request form to WSPR (Bookings) for each event, in accordance with the Partnership Agreement.
- - When a request is received from a Class Leader or the Kitchen Crew or someone needing entry into our Centre on weekends or Stat Holidays or off hours, a Request Form must be submitted to WSPR
- - On occasions: A request is received to use certain areas of the Centre for an Activity for our Members  - - example: the Quilters come in and quilt all Saturday for a Charity Project; or the Decorating Crew come in to decorate for Christmas or an upcoming Event; or the Kitchen Crew are catering a Birthday Celebration for a Member; Bridge Tournaments.
- - The procedure is the same: a request must be submitted to WSPR, providing all the required information; from this Request it is added to the Rental Contract Report and when it is time, it will be included in the weekly Facility Report which provides the needed information for the maintenance crew to do their job.

Section VII.  Entertainment Committee Request
- - submit a separate Request form to WSPR (Bookings) for each event, in accordance with the Partnership Agreement.
- - At the entertainment meetings, dates, times, and functions are discussed and when agreed upon by the Committee, a request must be submitted to WSPR (Bookings).
a) the request must indicate the date, time of the actual function; the name/reason for the event; time required for entry (time needed for set-up or time for kitchen volunteers to come in) and also the time the function is anticipated to end.  The rooms we are requesting (kitchen, lounges and auditorium etc.) plus a set-up diagram for maintenance.
b) If there are any changes, for example in time, or cancellations etc., an amendment request must be submitted.
c) On a weekly basis a Facility Report is received from WSPR.  This report is for when WSPR are using our facility and when we have booked an event during that week.  This report indicates the date, time, room etc that will be occupied during the week and the times maintenance will be setting up and taking down those rooms and information on the duties required for the maintenance crew.
d) Space Allocation  receives a Rental Contract from WSPR (Bookings).  The report shows the rooms, date, times of every event we have requested during the current year.
e) If  Space Allocation adds or changes a request, an updated Rental Contract is obtained.

SPACE ALLOCATION REQUEST FORM
DATE REQUIRED________________________________________________
TIME REQUIRED________________________________________________
PURPOSE OF FUNCTION______________________________________
APPROX NUMBER OF PEOPLE ATTENDING________________________________
SET UP REQUIRED_________________________
NAME OF MEMBER __________________________________TELEPHONE NUMBER___________________
DATE SUBMITTED_________________________________________


A REQUEST TO CHANGE INFORMATION
EFFECTIVE DATE________________________________________________________
NAME OF CLASS ________________________________________________________
CURRENT DAY AND TIME OF CLASS _________________________________
REQUEST TO CHANGE THE NAME OF LEADER______________________
NEW LEADER'S PHONE NUMBER _______________________________________
REQUEST TO CHANGE CURRENT LEADER'S PHONE NUMBER____________
REQUEST TO ADD AN ALTERNATE:  NAME _______________________________
PHONE NUMBER  ____________________________________________________________

NAME OF MEMBER   ______________________________      TELEPHONE NUMBER  ______________________
DATE SUBMITTED  ________________________________

CLASS LEADERS Please complete the following and hand into the Office. PLEASE DO NOT LEAVE THIS FORM IN YOUR CLASS FOLDER
The information will be kept in the Space Allocation folder.  PLEASE return this information by (date required).  Thank you.
CLASS NAME_________________________________________________
CLASS SIZE___________________________________________________
CLASS time & day__________________________________________
CURRENT  class Leader & their phone number________________________________________
NEW Class or alternate Leader & their phone number ___________________________
The closing date for your class: April/May/June (year) ________________________________________
The starting date for your class in September / October (year)________________________________
Any concerns:___________________________________________________________________________________
This information will help manage the JDF 55+  Centre's Allocated Space during the summer.


INVENTORY ASSET POLICIES
Copies of payment documents for new equipment will be provided to the Board Liaison when the invoice is paid.  This will include payments from any of the Centre accounts.

Inventory asset counts will be completed in June of each year.

Kitchen inventory will include all the utensils and equipment in the kitchen but none of the food products.

Class Leaders will submit their asset list to their Board Liaison

A volunteer committee will be formed in June of each year, under the direction of the Board Liaison to count common and kitchen assets.

Inventory count day will be the Saturday immediately following the last day of operation before summer shut down.

Areas of the Centre will be asigned to teams of two (2) volunteers.  Each team will count and record the items on their list.

The information will be transferred to a master list under the control of the liaison.

A copy of the inventory will be held by the secretary and the treasurer for insurance purposes.


GRIEVANCE PROCEDURES

Grievances Between Members:
 - - All grievances will be directed to the Executive. 
- - Grievances must be submitted in writing and will be dealt with immediately at the first ensuing Executive meeting.
- - Grievances must indicate specific incidents, including approximate time, date and circumstance. 
​- - Verbal grievances, discussed with an Executive member will be recorded and filed in a confidential file and signed by the executive member.  The griever will be advised to submit their grievance in writing and it will be placed in a confidential file.
- - No member of the executive will deal with a grievance on their own. Two (or more)  members must meet with the grieved member, who will be invited to bring a supporting member to the meeting. 
- - At no time will the identity of the griever be made known to the grieved, unless the grievance goes to arbitration.
- - When the situation has been resolved, the Executive will report the results to the Board of Directors.

Grievances Against the Board of Directors:
- - All grievances against the Board of Directors shall be in writing and directed to the  Executive.
- - All grievances against the Board of Directors shall be dealt with at the first ensuing Executive meeting.   
- - Two independent members of the Executive will meet with the griever to ensure details are pertinent and correctly understood by both parties. 
- - Where the grievance is regarding a single board member and the grievance is pertinent to the function as a Board member, two independent members of the Executive will meet with that member to resolve the situation. 
- - Once the situation is resolved a report will be made to the Board of Directors at the next meeting. 
- - Where the grievance against a single board member is not regarding his or her function as a Board member, the grievance shall be dealt with as detailed in previous section titled “Grievances Between Members”.   

Unresolved Grievances:
- - Where the Executive is unable to reach a satisfactory resolution with the two parties, the situation will be brought before the Board of Directors. 
- - In situations such as described in the above paragraph, the Board of Directors may request the assistance of the Ombudsman, and both members may appoint a representative on their behalf.   
- - Where the situation warrants revoking of membership, a member will be given the opportunity to leave the membership voluntarily.  This shall be reported to the Board of Directors and not to the membership as a whole.

COMPLETE SECURE PAPER RECORDS MUST BE MAINTAINED FOR ALL GRIEVANCES.  ONLY THE EXECUTIVE WILL HAVE ACCESS TO THESE FILES. 

OMBUDSMAN
An Ombudsman is a designated neutral person who provides confidential and informal assistance in resolving concerns and disagreements.  Upon referral by the Board of Directors, an Ombudsman investigates complaints, reports findings, and mediates fair settlements between members of the Association when an issue cannot be resolved by other means.  As an independent, impartial, and confidential party, the Ombudsman serves as an alternate means of dispute resolution by which issues may be raised, considered, given appropriate referral, and/or resolved.  The recommendations of the Ombudsman are not binding but will be taken into consideration by the Board of Directors.  The Ombudsman for the Association is appointed by the Board of Directors for a term of one year.

INAPPROPRIATE  BEHAVIOUR
 
PRINCIPLE: It is incumbent on the Association to provide a comfortable and safe environment within our facilities for all members and on-site staff. 
POLICY:  Access to Centre or the Centres’ programs will be denied to our members or guests if they: 
1. Cause a disturbance or are abusive/disrespectful to other members or onsite staff   
2. Cause damage to the Centre or break a program rule   
3. Appear to be under the influence of alcohol or drugs     
4. Engage in inappropriate sexual conduct     
5. Commit a criminal offence   
 6. Inappropriate behavior outside our Centre on a Centre sponsored event, e.g. bus trips, Sunday dinner, Juan de Fuca Singers. 

PROCEDURES 
1. When any of the above behaviour is displayed two persons (members or on-site staff) will ask the individual or group of individuals to leave and escort them from the Centre. On-site maintenance staff may be reached by calling 8660.   
2. If the individual(s) is/are abusive or refuse to leave, Reception personnel are to call WSPR @8660 and, if necessary, the police or 911 requesting police assistance. 
3. An Incident Report must be completed by the persons involved in the situation or by Reception personnel if applicable.
                                                                                                                             
INFRACTION LEVELS AND SUSPENSION GUIDELINES
 
Level 1 Infractions: 
1. Cause  disturbance, or are abusive/disrespectful to other members or onsite staff-e.g. yelling, swearing, bullying or intimidation             
2.  Attending while under the influence of alcohol or drugs
3. Breaking an Association rule or regional bylaw e.g., smoking on Westshore property 
 

Guidelines: 
Request meeting with offender, a support person of their choice and two members of the Executive and/ or Board.  This meeting is to make them aware of the infraction, outlining the Association's policy and possible consequences of future infractions. 

An Incident Report must be completed by members in attendance and forwarded to the Executive and kept on file.  The Report must be dated and signed by those in attendance.   

 
Level 2 Infractions: 
1.  Any second occurrence of infractions (does not have to be the same infraction) 
2. Property damage under $500.00
 
Guidelines: 
Request a meeting with offender, a support person of their choice and two members of the Executive and/or Board.   At this meeting the offender would be presented with a “Letter of Expectations”.  (see sample letter) 
   
​
Level 3 Infractions 
1. Engage in inappropriate sexual conduct
2. Physical confrontation with other members or on-site staff 
3. Any third occurrence of infractions (does not have to be the same infraction)

Guidelines: 
Request a meeting with the offender, a support person of their choice, two members of the Executive and/or Board. If the Executive and Board are unable to resolve the issue the Ombudsman will be asked to intervene.  At this meeting their membership may be suspended for the remainder of the year.  See JDF NOTICE OF SUSPENSION.   (see sample letter)
 
Level 4 Dealing with the Offender the Following Year: 
Should the suspended member wish to renew their membership, the Executive and the Board of Directors may allow the offender to renew his/her membership or refer to the Association's and By-laws, Part 2,S.9 - Membership which states that:
- - A member may be expelled by a special resolution of the Membership passed at a General Meeting, after allowing the Executive and Board of Directors to review the case, and the member to be heard in camera. 
- - The notice of special resolution for expulsion must be accompanied by a brief statement of the reasons for the proposed expulsion.
- - The person who is the subject of proposed expulsion must be given an opportunity to be heard at a General Meeting before the special resolution is put to a vote. 

SAMPLE  LETTER
LETTER OF EXPECTATIONS    DATE: ______________ 
The Purpose of this letter is to communicate Juan De Fuca Senior Citizens’ Associations expectations with respect to responsibilities and rights of Juan De Fuca Senior Citizens’ Association’s members. 

All members are expected to conduct themselves in a responsible and respectful social manner. On (date) we spoke to you and/or support people (name) about your inappropriate actions while at Juan De Fuca Senior Citizens’ Association Centre function(s).  Because our efforts to make you aware of your unacceptable behavior did not bring about a change, we are now providing the details of our investigation in writing. 
1. On (date) it was witnessed your inappropriate behavior (state nature of behaviour-WHO/WHAT/WHERE/WHEN) and again on (date) it was witnessed your inappropriate behavior (state nature of behaviour WHO/WHAT/WHERE/WHEN).
2. On an immediate and sustained basis, Juan De Fuca Senior Citizens’ Association expect you to do the following:  Be cooperative, courteous and responsible for your actions.  Be respectful to your fellow members and the on-site staff.   Refrain from (whatever it is they have done. It is the expectation of the Juan De Fuca Senior Citizens’ Association that while at any of the Juan De Fuca Senior Citizens’ Association functions or activities, you conduct yourself in a respectful manner at all times. 
Future incidents of misconduct will be subject to disciplinary action, up to and including cancelling your membership for the remaining year without a refund. 
It is our hope that by bringing this matter to your attention, you will take the appropriate actions to rectify our concerns. 
Signatures of centre representatives (President and one other Executive or Board member) 
Signature of offender/support people
 
SAMPLE  LETTER   
NOTICE OF SUSPENSION OF ACCESS 
Under the authority of the Juan De Fuca Senior Citizens’ Association Inappropriate Guest Behaviour Policy, the following is an official notice the person mentioned below has been informed that they are not to be in the Centre, or in programs under the responsibility of the Juan De Fuca Senior Citizens’ Association for the remainder of the membership year. 
If the individual is found in or on the property during the period of suspension, and refuses to leave, they may be charged with the offence of Assault by Trespass under the Criminal Code. 
Name of Individual: _____________________________________________________________ 
Date of Birth/Age: ______________________________________________________________ 
Address: ______________________________________________________________________ 
Phone: ______________________________________________________________________ 
Date of Incident: _______________________________________________________________ 
Location of Incident: ____________________________________________________________ 
Reason for Suspension: ___________________________________________________________ 
Period of Suspension: ____________________________________________________________ 
Signature of acknowledgement and receipt of this letter: _____________________________ 
Notice issued by ______________________________________________________________ 
                              ______________________________________________________________ 

SPECIFIC GROUPS & CLUBS WITHIN THE ASSOCIATION

BINGO    Bingo sessions will run from 12:30 to 3:00 on Fridays with an approximate 10 minute break.
Numbered receipts are issued for purchase of regular game cards and must be displayed on the table at all times.  No payouts will be made without a receipt.
Prior to the start of games, 2 receipt numbers will be called.  One will be for a door prize, the other will be for someone to check to ensure all bingo balls are present.
All patterns required for a 'bingo' will be displayed on the screen and announced by the caller prior to start of game.

Early Bird Games: There are 3 Early Bird (EB) games played on cards purchased separately. The payout amounts will be announced as soon as they are calculated. 

Regular Games: There are 16 regular games.  The payout amounts will be announced as soon as they are calculated.  If there is more than one winner, the payout mayy be rounded up or down and shall be divided equally by the number of winners.  Each player may win only once per game (no "bingo-bingos")

House Rules:  Nobody under the age of 19 allowed in the bingo hall.
When declaring bingo, it is the players responsibility to ensure they are heard or seen by the caller.
When a bingo is declared, the game will stop.  The caller will ask three times if there are any more bingos.  Once the caller has stated how many bingos are being checked there will be no more bingos accepted.
In the event of a system malfunction or bingo volunteer error, The Bingo Manager will make the final decision as to what will happen.
​In the event of a power outage, or need to evacuate the building, the final decision will be made by the Bingo Manager as to what will happen.


BUS OPERATION   The bus is to be used for the benefit of the members as set out in the schedule retained in Reception.  Said schedule is set up under the direction of the Bus Committee. Only a person holding a valid “class 4, 2 or 1 license” may operate the bus.  Expenses incurred by a driver for the mandatory medical report will be paid for by the Centre, as well as the cost of licence renewals.     All members using the bus will pay a fee as set by the Executive in conjunction with the Bus Committee.  Fees will be set to cover hostess and driver costs. Any member who has become unable to be completely independent, will be required to have a full time escort with them on all trips.  The escort will also be required to purchase a ticket. Bus maximum capacity is 25, including the driver.    Drivers follow a prescribed route for a trip and are not permitted to detour for personal home pick-up or drop off of members. The trip (Hostess) (trip leader) must carry the Centre’s cell phone on all bus trips, to be used in an emergency or as necessary.   Bus breakdown or accident:  Driver or Hostess is to assess situation, notify Centre President and follow instructions. Medical emergency:  assess situation, call 911 and notify Centre President, Bus Committee Chair or Driver Supervisor who will notify the Bus Coordinator. The front seats on the bus are to be reserved for passengers with mobility issues. 

LET’S-DO-IT TICKET SALES POLICY

WEDNESDAY LET’S-DO-IT PROGRAM: Any unsold tickets can be purchased by a member for a guest one week prior to the trip date. Tickets eligible for a refund must be returned to Reception to qualify for a refund.
 
SUNDAY DINNER: Bus tickets can be purchased from Reception.  These tickets are non-refundable.

OVERNIGHT TRIPS:  Unsold tickets can be purchased by a member for a guest one week after the first selling date. Tickets are non-refundable unless resold.   Ticket price is calculated on 80% occupancy.

CHEMAINUS THEATRE:   No refunds will be made for tickets returned after 14 full days before the day of the show unless the ticket is resold.
   
Trip Coordinator for extended trips:  Every passenger will provide the Coordinator with an emergency contact number.  Every traveller must carry a list of current medications and health concerns, including the name of their physician.  It is recommended that members carry a copy of their BC Health card for in province trips, and a copy of their travel insurance for international trips, such as the USA.   Bottled water, cups and motion sickness bags will be kept on the bus to meet overnight traveler’s need. 

ENTERTAINMENT COMMITTEE     The Entertainment Committee will meet monthly to plan weekend, evening and Thursday afternoon events.
- - Ticket Prices will be determined by the type of entertainment.
- - Tickets are initially available to members and one guest and are open to additional guests if insufficient tickets are sold two weeks before ticket sales close. 
- - In exceptional circumstances, tickets may be restricted to members only.  The Entertainment Committee will indicate whether an event is open to guests. 
- - Ticket sales will close Monday at 3:00 p.m. before a Saturday event, to allow the kitchen sufficient time to order food.  Exceptions may be made, at the discretion of the Entertainment Committee in conjunction with the kitchen.
- - Entertainers who are paid by the Association are not required to hold a ticket.  The definition of such Entertainers is to be determined on an individual event basis, to be determined by the Entertainment Committee in consultation with the Board of Directors.
- - Tickets will not be reserved
- - Tickets will not be sold prior to advertised date.
- - Tickets include both the food and the entertainment and are not divisible.  Seats, other than for entertainment, special guests and the Master of Ceremonies, may not be reserved in advance.
- - Maximum ticket sales must not exceed the Auditorium capacity, including the volunteers.
- - Setup and type of Entertainment designates the maximum number of tickets that can be sold at events as Fire Regulations permit.
- - Event Ticket Refund - To be eligible for a refund, tickets must be returned before 10:00 a.m. the last business day before the day of the event.
- - In the event of an illness, a refund can be made up to and including the day of the event.

JDF ORCHESTRA
- - All members of the JDF Orchestra must fill out a Member Information Card
- - Those who are 55+ are expected to join the JDF Seniors 55+ Centre to participate in the Orchestra and will therefore have already filled out the yellow Member Information Card.
- - Those members under the age of 55 will also be required to complete a Member Information Card, which will be a different colour from the regular Member's Card.  The member under 55 is not required to pay a Membership Fee.
- - The information on the membership card is necessary in the event that medical assistance is required.
- - These cards MUST BE COMPLETE with full name, birth date, address, and phone number.  An email must be provided from the Leader of the group, which can be added to the Member information card.
- - Those not wishing to provide the required information or pay for the JDF 55+ membership will not be permitted to attend any rehearsals/meetings/performances of the JDF Orchestra.
- - Membership dues expire August 31st and renewal is due starting September 1st each year.  Those who have not renewed by October 1st will not be permitted to attend.
- - The members of the Orchestra will provide their names and Membership number for the attendance sheet.  This sheet must be used each time the Orchestra gets together, to track the members in the building.  This information is required for fire safety.
- - The JDF Orchestra will provide two (2) concerts for the JDF Seniors 55+ Centre in lieu of membership dues for those members who are under the age of 55 years.  The profits from tickets sold for the concerts will go to the Centre.
- - Members of the Orchestra cannot use any other room, other than the one assigned to this group, without consulting with and obtaining approval from the Space Allocation Committee, as other rooms are often set up for the next day's use.
- - All Orchestra members must let maintenance staff know if they are remaining in the building after their assigned time.

NOTE: The option is available to rent the practice space from Westshore if the members choose not to renew their memberships or not to join the Centre.
Current fees are:  Non-profit groups $40.50 + GST per hour     Corporate rate: $50.00 + GST per hour
As these prices are subject to change, please consult with Westshore Parks & Recreation
Should the Orchestra choose to rent the space instead of opting for Membership, there will no longer be a JDF Orchestra.


 POLICIES   SUMMARY:
Restrooms are considered to be public washrooms.

To accommodate members who have allergies to certain scents, the Centre is designated a “scent-free zone”.
 
The Centre cannot be responsible for a member who no longer can care for his/herself.  Members who require personal assistants must provide their own care-giver. 

All donations to the Centre or classes at the Centre are the property of the Centre.

Monies needed for events or activities in which members wish to participate and which take place outside the building, are the responsibility of those who attend. (e.g. competitions). 

The Centre shall receive 10% of the sale price for all items sold through the showcase.   All items in the showcase are to be made by members.

Sale of items made at the Centre and sold by a member of the Centre requires that 10% of the sale price to be paid to the Centre.  Private sales of items made at the Centre using the Centre’s equipment are not permitted. 
 
Sale of Raffle Tickets for other than Centre promotions, is prohibited unless approved by the Board.
 
Leaders may bring in supplies for resale, provided no profit is made.

Personal items brought to the Centre for any reason are left at the risk of the owner.

The light and sound crew requires at least a 2 week notice from groups requiring their services, expertise or equipment.  A microphone and cord is available for use at all times without prior notice.

Persons who volunteer in a specific role for the good of the Centre and are under the age of 55 years, will be welcomed, but are not invited to take part in other classes or activities that they do not lead or teach. 

Members who volunteer their services will not be compensated with monies from the General Fund for services rendered.





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