SIERRA CLUB OF CANADA

1. SIERRA CLUB OF CANADA New Board member orientation 2009

2. Overview • Introductions • SCC – History & Mission • SC (US) • SCC Finances • SCC Structure • Board – Role, Policies, Committees, etc • SCC Communications • Current Topics Note – Ask questions or make comments throughout!

3. ABOUT SIERRA CLUB CANADA

4. OUR HISTORY 1892: Sierra Club established in United States 1954: Pacific Northwest Chapter includes BC and Alberta in boundaries 1969: Incorporation of Sierra Club of British Columbia (in 1985 the name became the SC Foundation of Western Canada, and in 1999 the Sierra Club of British Columbia Foundation) 1970: Sierra Club of Ontario incorporated 1971: Sierra Club of Ontario Foundation incorporated (which was renamed in 1994 to become the Sierra Club of Canada Foundation) By 1974, The Sierra Club of Alberta, The Sierra Club of British Columbia, The Sierra Club of Ontario, The Sierra Club of Saskatchewan and The Sierra Club of Ontario Foundation were all separately incorporated in respective provinces 1974: Sierra Club entities in Canada propose 2 chapters: Eastern and Western Canada (in 1978 the Sierra Club of Western Canada incorporates federally) 1982: Sierra Club (US) Board approves first agreement with all Canadian entities to establish a Canadian National Committee, and in 1986 approved this be renamed the Sierra Club of Canada. This Committee, made up of Chapter reps. was the first national Board of Directors

5. OUR HISTORY 1989: Elizabeth May hired as Executive Director and opens Ottawa office 1992: Incorporation of Sierra Club of Canada under Canada Corporations Act. Updated 1982 agreement with SC (US) to allow SCC to oversee Canadian Chapters (which each gave up their incorporation) 1995-2000: Prairie Chapter (1995), Sierra Youth Coalition (1996), and Atlantic Canada Chapter (2000) established 2002: SCC adopts new bylaws resulting in an elected national Board. Also, Sierra Club du Canada is added to the corporate name 2003: New Licensing and operating agreements signed between SC-US and SCC. Canadians are now only members of SCC unless they join SC-US separately 2005: Quebec Chapter established 2005: First formal meeting between SC-US and SCC Boards 2006: Elizabeth May leaves Sierra Club of Canada. Stephen Hazell becomes Executive Director of the national office 2007: SCC and SC-US update the Licensing and Operating agreements 2009: SCC adopts updated bylaws and SC-US approves the updates (pending approval)

6. OUR MISSION • The SCC is a member-based organization that empowers people to protect, restore and enjoy a healthy and safe planet. • Le SCC est une organisation composée de membres qui soutient les citoyens dans leurs efforts pour protéger, restaurer et profiter d'un environnement sain et sécuritaire.

7. Sierra Club (United States) • Established in 1892 by John Muir • Head office in San Francisco, legislative offices in Washington, D.C. • Slogan: Explore, Enjoy and Protect the Planet • Mission (from web site): To explore, enjoy, and protect the wild places of the earth; to practice and promote the responsible use of the earth's ecosystems and resources; to educate and enlist humanity to protect and restore the quality of the natural and human environment; and to use all lawful means to carry out these objectives. • Over 1.3 million members / supporters • Executive Director: Carl Pope • President: Allison Chin • Liaison to the SCC Board: David Karpf

8. SCC and SC-US • Relationship is governed by Operating and Licensing Agreements (Note, the SCC Foundation and the SC-BC Foundation each have their own Licensing Agreement with the SC-US) • Each Board appoints a volunteer liaison to the other (SCC’s is Board President) • SCC reports to SC-US at least once a year (generally November) • There are two joint SC-US/SCC committees which report to both Boards: The U.S./Canada International Committee exists to oversee joint campaigns and cross-border issues. Any international positions (i.e. not intended to influence domestic governments) must be approved by this committee. This committee has two members from SC-US and two from SCC. It has sub-committees, including the Great Lakes Committee and Global Warming Committee. The U.S./Canada Oversight Committee considers organizational issues between the Sierra Club (US) and the SCC.  It is composed of representatives from both organizations, the chair rotating between the two organizations.

9. SCC FINANCE • Fiscal year is January to December • SCC is funded by foundations, individuals, and some corporations • No core funding from government, but various levels of government sometimes fund programs • Annual budget for whole club is $2.5 to $3 million • SCC (Club-wide) results: 2008: $30,000 deficit (?) 2007: $171,000 deficit 2006: $58,000 surplus 2005: $137,000 surplus 2004: $54,000 deficit 2003: $75,000 deficit 2002: $76,000 surplus

10. SCC FINANCE 2009 budget for whole club is about $3 million: • BC Chapter: $823,000 (Actual 2007 - $1,071,000) • National office: $797,000 (Actual 2007 - $1,235,000) • Sierra Youth Coalition: $488,000 (Actual 2007 - $337,000) • Ontario Chapter: $449,000 (Actual 2007 - $140,000) • Prairie Chapter: $255,000 (Actual 2007 - $170,000) • Atlantic Can. Chapter: $224,000 (Actual 2007 - $192,000) • Quebec Chapter: $37,000 (Actual 2007 - $12,000)

11. NUMBER OF SUPPORTERS

12. ORGANIZATIONAL STRUCTURE Sierra Club Canada Board Committees National Board Sierra Club of Canada Foundation Board British Columbia Executive Committee Prairie Executive Committee Ontario Executive Committee Quebec Executive Committee Atlantic Executive Committee Sierra Youth Coalition Executive Committee Chapter Director Chapter Director Chapter Director Chapter Director Chapter Director Chapter Director Chapter Staff Chapter Staff Chapter Staff Chapter Staff Chapter Staff Chapter Staff National Office Executive Director Sierra Club BC Foundation Board National Office Staff

13. NATIONAL OFFICE PERSONNEL Executive Director – Stephen Hazell Campaigns: • Senior Campaigns Advisor – Jean Langlois (contract) • National Water Campaigner – Celeste Côté • Alberta Wilderness Director – Dianne Pachal (Alberta based) • Action Grizzly Bear Campaigner – Carl Morrison (Alberta based) • Climate Change Campaigner – Mike Buckthought (contract?) • Waste Diversion Campaigner – Rod Muir (part time - contract) Administrative / Communications / Fundraising: • Communications Director – Katie Albright • Chief Financial Officer – Anowara Baqi • Office Manager – Martha Beckett • Development Director – Tania Beriau • SCAN Editor – Cendrine Huemer (part time – contract?) • Web Development – Alan Dixon (part time - contract)

14. CHAPTER PERSONNEL • BC Chapter (Victoria) – George Heyman, Director; Jamie Biggar, Chair • Prairie Chapter (Edmonton) – Lindsay Telfer, Director; Josephine Baran, Chair • Ontario Chapter (Toronto) – Dan McDermott, Director; Robert Ouellette, Chair • Quebec Chapter (Montreal) – Erin Watson, Fundraising Coordinator; Marielle Savard, Chair • Atlantic Chapter (Halifax) – Gretchen Fitzgerald, Director; Fred Winsor, Chair • Sierra Youth Coalition – Youri Cormier, Director; Adam MacIsaac, rotating Chair

15. SCC GROUPS (Groups are Approved by Chapters) British Columbia Victoria Quadra Island Haida Gwaii Lower Mainland Malaspina Ontario Toronto Ottawa Peel Prairie Edmonton Chinook South Saskatchewan Winnipeg and Red Deer Atlantic Mud Creek Cumberland Halifax Northeast Avalon Cape Breton Note – last updated in 2008

16. THE NATIONAL BOARD

17. BOARD COMPOSITION 9 elected members on Board • At least two youth representatives • Ex officios permitted for ED, Secretary, Treasurer, and Past President. • Term of office – 3 years, staggered terms • Second term may be sought through election • After two terms, Board members must step down for minimum one year

18. 2009/2010 BOARD MEMBERS • Jeca Glor Bell, President (British Columbia) • Paula Boutis, Vice President (Ontario) • Will Amos, Outgoing Secretary (Quebec) • Gaile Whelan-Enns – Acting VP Sept – Dec 2008 (Prairie) • Mélanie McDonald (Quebec and youth representative) • Zoë Caron (Atlantic and youth representative) • Joseph Mayer (Ontario) • Johanne Roberge (Quebec) • Brian Pinch (British Columbia) Ex officio: • Amelia Clarke, Past President (Atlantic  Ontario) • Meena Peruvemba, Outgoing Treasurer (Ontario) • Gordon Mair, Incoming Treasurer (Ontario) • Stephen Hazell, Executive Director

19. JOB DESCRIPTION – BOARD MEMBERS • General description: Board members collectively and individually are responsible to the membership of Sierra Club Canada to oversee the business of the organization in an effective manner. The Sierra Club Board of Directors is accountable for the performance of National office, as well as the overall strategies, policies and performance of the regional organizations that make up the Club. Full job description can be found on SCC Extranet.

20. ACCOUNTABILITY AND DECISION-MAKING • The Board is legally accountable for the entire club – this includes legal issues, financial accountability, policy setting, compliance with bylaws and laws of the land • The Board has the following reporting obligations: To the membership (annual general meeting) To the membership (audited financial statements) • The Board is also the ‘ExComm’ for the national office • Board decisions are made by consensus. Where consensus cannot be achieved, decisions go to majority vote

21. BYLAWS, POLICIES AND RULES • Bylaws override policies and rules – The national Board has its own bylaws, and approves bylaws for each Chapter (including SYC). Chapters approve bylaws for Groups. • Standing rules govern practices in governance, financial controls, areas of jurisdiction, etc. • Policies govern practices by staff and volunteers

22. STANDING RULES Standing Rule 1 (updated 2005): Preparation for National Board Meeting • Scheduling meetings; Standing agenda items; Process for developing agenda; and Follow-up process for minutes and action tracking Standing Rule 2 (updated 2005): Authority to Transact Business • Authority of ED and Chapter Directors to conduct business (financial items which require Board or ExComm consultation); Authorization of signing officers; Limitations (items which require Board approval); Litigation (all litigation must go through Litigation Committee and Board); Relationship between SCC and SCC Foundation; and Relationship between SCC and SC BC Foundation. Note, these are available on the extranet

23. STANDING RULES Standing Rule 3 (updated 2005): Scheduling and Internal Accounting Practices • Scheduling (fiscal year, that the AGM is supposed to be between May and August each year, Board meeting schedule); Accounting Practices (entities sending the Board (etc.) specific financial information on a quarterly basis, and their own book-keeping requirements); Budgets and Budget Approval (what deviation invokes new approvals); and Annual Audits and Financial Statements. • Standing Rule 4 (updated 2005):Jurisdiction of Chapters, Groups, and the National Office; and Use of the Sierra Club Name • General (who can represent SCC); Cooperation Among SCC Entities (communication requirements); Jurisdiction of the Board; of the National Conservation Program; of SYC; of Chapters; and of Groups Note, these are available on the extranet

24. POLICIES Conservation policies: • Numerous topics including Water Privatization Policy, Seal Hunt Position Statement & Population Policy • Policy on Political Non-Partisanship Marketing and communication related policies: • Acknowledgement of Corporations and Businesses in Communications • Policy on use of logo and product endorsements • Internet Policy • Privacy Policy • Consent Form for Privacy Policy Funding and fundraising related policies • Corporate Screening Policy • Financial Support to Chapters Policy Board governance related policies: • In Camera Policy - Board • Conflict of Interest Policy Human resource management (staff and volunteers) related policies: • Personnel Policy • Equity Policy Other: • Outings Policy Note, these are available on the extranet

25. Board of Directors Litigation BOARD COMMITTEES(Board members are expected to serve on at least one Board committee) National Conservation Restructuring Committee (Sept 08 – Apr 09) Executive Board Development/ Nominating / Elections National Development & Marketing SCC Braden Proposal Development (Jan – Feb 09) Human Resources Committee (March 09 – present) National Fundraising Coordinating (1-year trial with staff chair, Dec 15, 08) Cultural Sensitivity Active Strategic Planning Dormant Ad Hoc + two SC-US / SCC joint committees

26. BOARD COMMITTEE CHAIRS Active Committees: • Board Development Committee (Chair – Amelia Clarke) - Nominating Sub-Committee (Chair – François Bregha) • Elections Committee (Appointed annually) • Executive Committee (Chair – Jeca Glor-Bell) • Human Resource Committee (Chair – Paula Boutis) • Litigation Committee (Chair – Paula Boutis? Will Amos?) • National Development and Marketing Committee (Chair – Joseph Mayer) • National Fundraising Coordinating Committee (Susan Hickman; one-year trial with a staff chair) • Strategic Planning (Chair – Mélanie McDonald) Dormant Committees: • Cultural Sensitivity Committee (last Chair – Zoë Caron) • National Conservation Committee (last Chair – Will Amos)

27. BOARD MEETINGS • Face-to-face weekend meetings in April/May and November (Chapter staff or chairs also attend these meetings when funding allows) • Conference call meetings in between (January, March, July, September, and/or as needed) • Annual general meeting at April/May meeting (unless Board decides otherwise) • In camera meetings scheduled as part of every Board meeting

28. BOARD CALENDAR November meeting (generally in Ottawa): approval of annual plans and budgets for next year (national and chapters); conservation progress reports (national and chapters); election of Board officers; approval of committee chairs and members; review of strategic plan progress; ED evaluation May meeting (location changes annually): approval of audited financial statements; AGM; conservation progress reports (national and chapters); SCC awards (at AGM) Mid-July – Board elections completed At least twice a year – Year-to-date financials from national and chapters, generally with projections to year end. People and the Planet conference or planning ‘circus’ every second year (2004, 2006, 2008, etc.)

29. SCC FOUNDATION

30. SCC FOUNDATION • The mission of the Sierra Club of Canada Foundation is to advance the preservation and protection of the natural environment with its charitable resources. • The Foundation is registered with the Canada Revenue Agency as a charitable foundation. Our registered charitable number is 11914 9789 RR0001. • Foundation funds are used for education and information. Only 10% of Foundation’s total annual budget may be used to support advocacy. • The Foundation offices are co-located with Sierra Club national in Ottawa. But it operates as an arm’s length organization. It has its own Board. SCC Board officially appoints members to the SCC Foundation Board; though they generally do their own recruitment. • BC Chapter has its own Foundation.

31. FOUNDATION PERSONNEL Board D’Arcy Thorpe, President Valerie Carey, TreasurerSusan (Tudy) McLaine, Secretary Tom Burrow, Director Rick Bercuvitz, Director Richard Remillard, Past President Staff Stephen Hazell, Executive DirectorSusan Hickman, Administrator To be determined, Development Director

32. COMMUNICATIONS

33. INTERNAL EMAIL COMMUNICATIONS • Discussion list for Board members only incamera@sierraclub.ca • Discussion list for Board and senior national office staff: scc-bod@list.sierraclub.ca • Discussion list for Club Leaders (staff and volunteers) scc-circle@list.sierraclub.ca • Discussion list for all volunteers and staff scc-one-club@list.sierraclub.ca

34. INTERNAL WEBSITES Extranet for approved documents (accessible by all Club leaders): http://extranet.sierraclub.ca Login: sccextranet password: oneclub Board Website for working documents http://sites.google.com/site/sierraclubcanada/ Login: to be created (we each have our own)

35. Sections include: Board page Chapter pages Committees Communications and marketing Conservation Contacts Finance Foundation Fund raising/membership Legal documents National Planning Policies and guidelines Sierra Club U.S. WHAT’S ON THE EXTRANET?

36. EXTERNAL COMMUNICATIONS • SCC Websites • SCAN – National print newsletter • SierrAction – National e-newsletter (be sure to sign-up if you are not subscribed now) • Chapter e-newsletters (I recommend subscribing to your home Chapter’s e-list, and Quebec and BC Chapters’ e-newsletters) • Facebook (Be sure to join the SCC group, your home Chapter’s group, and any others you wish; also SCC as a cause and SYC as a page) • Media releases (see www.sierraclub.ca for a full list) • Tabling, presentations, etc.

37. BOARD MEETING PREPARATION

38. CURRENT TOPICS • Finances of national office • Fundraising by Board members • Changes in national office services (with reduced finances & staffing) • National office restructuring / One-Club restructuring; including the future role of the Executive Director • Relationship with BC Chapter / Foundation and National Office (member / donor name sharing) • Strategic planning for next cycle • One-Club initiatives (such as Cool Cities and attempted joint fundraising)