Policies
Please click on the green underlined links to access the information in the various sections.
1.1 Board of Directors, Board, BOD, or Directors
1.2 Officers
1.3 Association
2.1 Purpose
3.1 Annual General Meeting
3.2 Scheduling
3.3 Style
3.4 Voting
3.5 Attendance
3.6 Minutes
4.1 Duties and Responsibilities
4.2 Conduct and Accountability
4.3 Inactive
4.4 Out-going
4.5 Reports of Misconduct
4.6 Removal
4.7 Insurance
5.0 COMMITTEES or OFF-BOARD REPRESENTATIVES
5.1 General
5.2 Appointments
5.3 Duties and Responsibilities
5.4 Conduct and Accountability
5.5 Inactive
5.6 Out-going
5.7 Reports of Misconduct
5.8 Removal
6.1 Duties and Responsibilities
6.2 Reports of Misconduct
6.3 Monitoring Performance & Contract
6.4 Communication & Counsel to the Board
7.1 Exam Coordinator
7.2 Rewrites
7.3 National Registration Exam
7.3.1 National Registration Exam – Reinstatement of Membership
7.4 Board of Directors Interview
7.5 Fees for Board of Directors Interview and Restoration of Membership
7.6 Membership
7.6.1 Temporary Membership
7.7 Membership Lists
7.8 Continuing Education Credits
7.9 Animal Health Technology / Veterinary Technology Programs
8.1 Reports of Misconduct
8.2 Composition
8.3 Selection
8.4 Timelines and Budget
8.5 Loss of Membership
9.1 Financial Planning/Budgeting
9.2 Financial Management
9.3 Audit/Review
10.0 EXPENSES & REIMBURSEMENTS:
10.1 Reimbursement
10.2 Lost Wages / Per Diem
10.3 Board of Directors and Staff
10.4 Committees, Off-Board Representatives
11.1 SIAST, Kelsey / Lakeland College 2nd year VT Student Bursary
11.2 Award of Merit
11.3 Appreciation Award 13 11.4 25 Year Watch
12.1 Logo
12.2 Web Site
1.1 Board of Directors, Board, BOD, or Directors - the elected or appointed Board of Directors
1.2 Officers – The members of the Board of Directors including ex-officio members
1.3 Association – The Saskatchewan Association of Veterinary Technologists Inc.
2.1 Purpose
SAVT will:
• govern through one voice;
• conduct business on behalf of its members;
• conduct business that fulfills its Objectives, Mission Statement and Vision Statement.
3.1 Annual General Meeting – the agenda will be set as per By-law 8.3.2
The order of business for the Annual General Meeting of the Association shall include, but not be limited to the following:
(a) Meeting called to order.
(b) Approval of agenda.
(c) Approval of last AGM minutes.
(d) President's report.
(e) Treasurer’s report.
(f) Election of Director(s).
(g) Old Business.
(h) New Business.
(i) Adjournment.
Include under treasurer’s report a motion that covers the vote on audit:
At a meeting on ____________________, the members unanimously voted not to appoint an auditor for the fiscal year ending _____________.
**Have two active members sign the annual budget as their approval. Attach the signed sheet to the financial records for that year.**
Also vote on the charity to give $100.00 to.
3.2 Scheduling
The SAVT;
• must hold an Annual General Meeting (Non-Profit Corporations Act), as per By-law;
• Board will pre-determine the need and number of general meetings that will be held;
• Members must be notified of a meeting at least twenty-one (21) days in advance, as per By-law;
• must hold as many Board of Directors meetings as are necessary to fulfil the business of the SAVT;
• will give notice as per By-law, of a Directors' meeting at least one (1) week prior to the date of the meeting, provided however, that the Directors may meet on regular dates without notice or may by unanimous consent, meet at any time or place without notice.
3.3 Style
SAVT meetings will be organized so they will be:
• a forum for discussion, sharing and conducting the business of SAVT;
• conducted according to a predetermined agenda;
The Chair will insure that:
• discussion during the meeting will be pertinent, effective and reasonable in length;
• motions must entertain a first, then a second, then discussion as per Robert’s Rules;
• the speaker will be acknowledged before discussion or motions.
Before debate or decisions are made, the Board of Directors will first determine if the issue is pertinent and bears in mind SAVT policy.
3.4 Voting
Decisions must be made with quorum, as per Bylaw.
Voting will be done by a show of hands or by ballot, as per Bylaw.
Decisions will be made by majority vote.
3.5 Attendance
The SAVT President must receive acknowledgment of attendance at a Board of Director’s meeting at least 5 days in advance of the meeting.
Directors of the Board must attend 75% of all scheduled meetings within a (12) month period unless excused for reasonable cause. Failure to comply will result in automatic removal from office. If extensive illness hinders a director to the point that they cannot complete their duties of office, they will resign.
3.6 Minutes
The Secretary will produce the minutes no more than two (2) weeks after every meeting.
Minutes;
• will be sent after any meeting of the Board electronically;
• Annual or General will be firstly approved by the Board; then included in the next newsletter.
4.1 Duties and Responsibilities
It is the collective responsibility of the Directors to carry out the duties of the Association with due diligence by:
• following the job description and related Standard Operating Procedures;
• acting honestly and in good faith and in the best interests of SAVT;
• exercising care, diligence and skill of a reasonably prudent person in exercising their powers and performing their duties;
• acting with practicality by proceeding cautiously and anticipating any probable consequences of any course of action SAVT may choose to undertake;
• reviewing the agenda and supporting material in advance of each meeting;
• attending meetings of the Board;
• being prepared to discuss the business before the meeting;
• voting when required;
• submitting reports to the Secretary for the minutes;
• sending copies of any documents generated to the Office Administrator.
4.2 Conduct and Accountability
The Directors are to:
• manage, evaluate and adjust as necessary their own performance through a process of regularly scheduled self-evaluation;
• see to its own continuity and renewal, by wisely selecting, orientating and training new candidates or positions on the Board of Directors as vacancies occur;
• communicate information to outside parties only if it has been printed in meeting minutes;
• speak on behalf of SAVT on Board approved issues;
• notify the Board of Directors of any concerns with a Director, Committee Member or staff;
• respect and publicly support SAVT Board decisions. Personal views and opinions on a matter that may differ from the SAVT Board position are not to be publicly communicated;
• hold in trust all information that is of a confidential nature.
No individual Director has authority over any Committee Member, Off-Board Representative or Staff.
4.3 Inactive
If the Board determines a Board of Director is not fulfilling their obligations, they will be removed from office, as per By-law.
4.4 Out-Going
Directors are to pass on all pertinent information and SAVT property to the incumbent for that Board position or to the Office Administrator.
4.5 Reports of Misconduct
If the Office Administrator or any Director becomes aware of an alleged violation of the Board’s Code of Conduct, he/she may bring it to the attention of the President.
The following steps will be taken:
• the President will investigate and if there is deemed a valid reason to proceed with a full Board inquiry;
• a meeting of the Board of Directors will be arranged;
• the person in question will be asked to give their opinion and or explanation regarding the report;
• the person is innocent until a full investigation is made and at the next meeting the investigation and reports will be discussed;
• a decision will be made on whether the allegations are valid and what action will be taken;
• the Director will be contacted as to the outcome of the investigation;
• complete confidentiality will be used at all times.
4.6 Removal
Following the investigation:
• if the Board of Directors determined that the Director needs to be removed from the Board, a motion will be made at the investigatory meeting to that effect;
• the person in question will be informed of the Board of Director’s findings and decisions;
• complete confidentiality will be used at all times;
• the decision of the Board shall be final and binding.
4.6 Insurance
Directors and Officers Liability insurance will be budgeted and paid for by the association annually. The insurance must cover any “wrongful acts” defined as “any actual or alleged negligent act, error, omission, misstatement, misleading statement, neglect or breach of duty by the Directors and Officers, individually or collectively, in the discharge of their legal duties solely in their capacity as Directors and Officers of the Corporation, or claimed against them solely by reason of their being Directors and Officers.” It must also cover misappropriation of funds made by the Office Administrator, Directors or Officers.
5.0 COMMITTEES or OFF-BOARD REPRESENTATIVES
5.1 General
From time-to-time, CAAHTT may appoint a Committee Member or Off-Board Representative.
Allotment of funds or staff time may be given on approval of the Board.
A full job description and outline of expectations will be given when the committee is struck and appointments are finalized.
5.2 Appointments
The Board may call for nominations to fill positions on committees.
Positions may be appointed, or filled by a call for nomination following proper voting process.
Positions may be filled by SAVT members only.
Maximum term for committee members appointed by SAVT is three (3) – two (2) year terms.
5.3 Duties and Responsibilities
It is the collective responsibility of any Committee Members or Off-Board Representatives to carry out the duties of the corporation with due diligence by:
• following the job description and related Standard Operating Procedures;
• acting honestly and in good faith and in the best interests of the committee they are appointed to and to SAVT;
• exercising care, diligence and skill of a reasonably prudent person in exercising her powers and performing her duties;
• acting with practicality by proceeding cautiously and anticipating any probable consequences of any course of action their committee may choose to undertake;
• reviewing the agenda and supporting material in advance of each meeting;
• attending meetings of the Committees appointed to;
• being prepared to discuss the business before the meeting;
• voting when required;
• submitting reports to the Board of Directors when requested;
• sending copies of any documents generated to the Office Administrator.
5.4 Conduct and Accountability
Committee Members or Off-Board Representatives are to:
• reply promptly to all correspondence from SAVT;
• do the work as outlined in the committee’s policy statements;
• present major changes or deviations of the committee work to the Board for approval;
• maintain confidentiality of the SAVT Board discussions;
• communicate information to outside parties only if it has been printed in meeting minutes;
• notify the Board of Directors of any concerns with a Director, Committee Member or staff;
• respect and publicly support SAVT Board decisions. Personal views and opinions on a matter that may differ from the SAVT Board position are not to be publicly communicated.
No Committee Member has authority over any Director or Staff.
5.5 Inactive
If the Board or Committee Chair determines a member is not fulfilling their obligations, they will be removed from office, as per By-law.
5.6 Out-Going
All pertinent information and SAVT property must be passed on to the incumbent for the position or to the Office Administrator.
5.7 Reports of Misconduct
If the Office Administrator or any Board member becomes aware of an alleged violation of the Board’s Code of Conduct, he/she may bring it to the attention of the President.
The following steps will be taken:
• the President will investigate and if there is deemed a valid reason to proceed with a full Board inquiry; a meeting of the Board will be arranged;
• the person in question will be asked to give their opinion and or explanation regarding the report;
• the person is innocent until a full investigation is made and at the next meeting the investigation and reports will be discussed;
• a decision will be made on whether the allegations are valid and what action will be taken;
• the Committee Member or Off-Board Representative will be contacted as to the outcome of the investigation;
• complete confidentiality will be used at all times.
5.8 Removal
Following the investigation:
• if the Board determines that the individual needs to be removed from their position, a motion will be made at the investigatory meeting to that effect;
• the person in question will be informed of the Board’s findings and decisions;
• complete confidentiality will be used at all times;
• the decision of the Board shall be final and binding.
6.1 Duties and Responsibilities
(a) It is understood that the Office Administrator is an independent contractor with respect to SAVT and not an employee of SAVT. The OA will provide the SAVT with services as outlined in the Green Book.
(b) The Office Administrator is responsible to fulfill the job description in a professional manner, within the Association’s values, normal business practice and to organize the operation within the boundaries of prudence and ethics established in SAVT policies.
(c) All authority and accountability of the association is considered to be the authority and accountability of the Office Administrator.
(d) The Board of Directors will respect and support the Office Administrator’s choices, but may at any time obtain information in the delegated areas.
(e) The Office Administrator should expect support from the Board while working within the job description limits. Changes to the job description are on approval by the Board.
(f) The Office Administrator may neither cause nor allow any practices or circumstances that violate commonly accepted business and professional ethics or common business prudence.
(g) The Office Administrator may not treat any volunteer in a way that constitutes a breach of the association’s values.
(h) The Office Administrator is responsible for the actions and direction of any staff under his/her employment.
6.2 Reports of Misconduct
If any Director becomes aware of an alleged violation of the Office Administrator’s Contract, they may bring it to the attention of the President, who will determine a course of action.
The following steps will be taken:
• the President will investigate and if there is deemed a valid reason to proceed with a full Board inquiry;
• a meeting of the Board will be arranged;
• the Office Administrator will be asked to give their opinion and or explanation regarding the report;
• the Office Administrator is innocent until a full investigation is made and at the next meeting the investigation and reports will be discussed;
• a decision will be made on whether the allegations are valid and what action will be taken;
• complete confidentiality will be used at all times.
6.3 Monitoring Performance and Contract
A performance review will be completed prior to the AGM.
Time will be allowed for an overview of the evaluation and any concerns that arise may be addressed.
The President will amend the contract if necessary and it will be signed by the appropriate parties.
6.4 Communication and Counsel to the Board
The Office Administrator must:
• inform the Board if he/she is aware of any fact, trend, changes in law, or information that is pertinent to the Board of Directors;
• present information in proper form as per the job description;
• assemble all pertinent points of view, from inside and outside the organization that relate to any issues before the Board;
• advise the Board if he/she is aware when SAVT is not in compliance with its own Policies, Bylaws or any agreement.
7.1 Exam Coordinator
The exam coordinator will be appointed by the Board of Directors. The exam coordinator will give direction and information for exam sittings. All other information will be handled by the AAVSB.
7.2 Rewrites
The candidate will have three (3) attempts at writing the exam. Exceptions will be made to
serious illnesses (doctors note will be required), serious weather as confirmed by the exam proctor
and bereavement (funeral note will be requested). After 3 consecutive VTNE fails an additional
sitting may be approved if further attempts/efforts for continuing education (ie: job shadowing,
letter from tutor) in areas of struggle are provided/attempted.
7.3 National Registration Exam
The national registration exam must be written in order to gain Active membership. The SAVT currently uses the Veterinary Technician National Exam of the Professional Examination Service owned by the American Association of Veterinary State Boards.
7.3.1 National Registration Exam – reinstatement of membership
Any former Active member is required to write the national registration exam in order to regain Active Membership if they:
• are not eligible for Transfer of Professional Status as per By-law
• resigned or was struck from membership in excess of three years *
* If an active member resigns, is “lost” and is struck from the membership for non-payment of dues, has failed to notify SAVT of a change of address, or failed to respond to communications from SAVT and then applies to be re-instated as an Active Member:
- within 0 – 3 years of loss of Active Membership, a Board of Directors interview and/or examination may be granted with the completion of the application and the payment of the annual dues and an interview fee.
7.4 Board of Directors Interview
A Board of Directors Evaluation Interview for membership or re-instatement of membership may be granted in the following situations if the applicant has written the competency examination (National Registration Exam) within two to four years of application for an evaluation interview.
(a) The applicant has failed to complete the membership application procedure within six months of writing the examination as per By-law.
(b) The applicant agrees to pay any fines levied against them by the Board of Directors prior to re-instatement.(c) If Active membership is temporarily suspended by the Ethics Committee
The granting of a Board of Directors Evaluation Interview is at the discretion of the Board of Directors. It is a privilege and not the applicant’s right.
7.5 Fees for Board of Directors Interview and Restoration of Membership
• All fees will be determined by the Board of Directors on an annual basis
• There will be a fee for a Board of Directors Interview
• Membership Fees are non-refundable if member is struck for any reason.
• Disclaimer on NSF cheques based on actual bank rate plus an administration fee.
• A late fee will be added to all membership dues postmarked sixty (60) days after the deadline (January 1st).
• Members financially unable to make full payments are allowed the opportunity for partial payments under the discretion of the Board of Directors but must be paid in full by the time the next year’s fees are due.
7.6 Membership
The Office Administrator/Registrar may approve/disapprove membership without Board of Director’s approval as long as the SAVT Bylaw per membership is followed and all requirements are met. Any questionable memberships will be brought to the attention of the Board.
7.6.1 Active Membership: Short Term
SAVT will provide short term active membership to an RVT who will be in the province less than or equal to 3 months at no fee, provided that they are a registered Active member in another province and meet the Active membership requirement. This will be administered by the Office Administrator without Board of Director’s approval.
Short term active members shall not be entitled to the newsletter or the right to vote in any
proceedings of the Association or to hold office in the Association.
7.7 Membership Lists
Membership lists are to be used for Association business only and not for commercial use as per Privacy Act.
7.8 Continuing Education Credits
To maintain active membership, a member must accumulate a minimum of 20, continuing education
credits every two (2) years, beginning January 1, of the year following date of registration, as per Bylaw.
Up to ten CE credits in excess of the required twenty credits may be carried over into the next two year term.
Continuing Education credits will follow the guidelines set by the Board of Directors (SOP #2).
7.9 Animal Health Technology / Veterinary Technology Programs
Authenticity and validation of programs in Saskatchewan will be supervised by the association and/or by the Canadian Veterinary Medical Association (CVMA) AHTVT Program Accreditation Committee (PAC)
• CAAHTT policy states that they will recognize such programs only upon recommendation from the Provincial Association in which the program resides or by the CVMA. CAAHTT requires an official letter of recommendation from the Provincial Association before recognizing a new program
SAVT will recognize the AHT/VT programs that CAAHTT has listed on the ‘AHT/VT Program Recognized List’, American Veterinary Medical Association Accredited programs and anyone who is a full member of the British Veterinary Nurses Association.
7.9.1 NAIT AHT Equivalency Assessment Service
Individuals that are eligible to take this assessment course are veterinarians or veterinary technicians/ technologists that have graduated from a program outside of North America. After receiving their certificate of completion graduates gain eligibility to write the Veterinary Technician National Exam, in order to obtain active membership with the association.
8.1 Reports of Misconduct
If the Board of Directors becomes aware of an alleged violation that a member is engaged in conduct
which is injurious to the Objects, Bylaws or the Code of Ethics of the Association, the following steps
will be taken:
• the President will investigate and if there is deemed a valid reason to proceed with a full Board inquiry; a meeting of the Board of Directors will be arranged;
• the person in question will be asked to give their opinion and or explanation regarding the report;
• the person is innocent until a full investigation is made;
• a decision will be made on whether the allegations are valid and what action will be taken;
• the Member will be contacted as to the outcome of the initial investigation;
• dismissal of the charges, appointment of an Ethics Committee or referral to the SVMA
• complete confidentiality will be used at all times.
8.1 Composition
The committee will be chaired by the President of the Association who will appoint two other active members approved by the Board.
8.2 Selection
The committee will be neutral and not be in a conflict of interest with the person being investigated.
8.3 Timelines and Budget
The committee will work so as to resolve the issue as quickly as possible and within the expense guidelines contained in these policies.
8.4 Loss of Membership
Loss of Active Membership may occur as a result of an Ethics Hearing as provided for in our Bylaws, due to misconduct, breach of the Code of Ethics, violation of the Provincial Veterinarians Act or conduct unbecoming a member. If the member wishes to resume their membership, a Board of Directors hearing may be granted. Each case will be dealt with on an individual basis involving all parties.
9.1 Financial Planning/Budgeting
Budgeting and financial planning for any period must not deviate substantially from the Board’s priorities as indicated in the annual budget, or fail to provide for the sound administration of the organization, its program and facilities. Financial reports will supply detail required by auditors.
Monthly financial reports will be reviewed by the Financial Officer. Quarterly financial reports will be sent to the Board of Directors.
Accordingly, financial planning practices and reporting will include:
(a) a statement of financial position
(b) a statement of changes in net assets
(c) a statement of operations; and
(d) a statement of cash flows.
Accordingly, budget planning practices and reporting will include;
(a) an annual written budget, which must be in draft form before the end of the fiscal year;
(b) a reasonable and conservative forecast of expenditures and revenues for the upcoming fiscal year;
(c) a provision for resources for Board prerogatives such as fiscal audits, legal fees, meetings and any other projects undertaken to promote SAVT’s mission and objectives.
The budget and accompanying financial statements will be reviewed annually by the Board of Directors, then by the membership at the Annual General Meeting.
9.2 Financial Management
Assets should be protected and adequately maintained.
Accordingly:
(a) no individual will have complete control of financial transactions,
(b) the organization, its board or staff will not be exposed to claims of liability,
(c) the financial integrity of the association will be managed by the Office Administrator and Financial Officer, ensuring that major deviations from the proposed budget will not occur.
9.3 Audit/Review
Where revenues are between $25,000 and $250,000 in the previous fiscal year, the requirements for both an audit may be waived, however a ‘review’ is required; (Amendments to the Non-profit Corporations Act effective June 15, 2006)
(a) The resolution waiving the audit or review must be passed by 80% of the members voting on the resolution and the resolution is valid for only 1 year at a time.
(b) When an audit is done, the report must be completed by a qualified person (CA, CMA or CGA).
(c) A review may be completed by the above, or a person approved by the Board of Directors.
(d) The audited statements must be reviewed by the Board of Directors and be signed by the President indicating this was done.
10.0 EXPENSES & REIMBURSEMENTS
10.1 Reimbursements
Expenses will be reimbursed only with proof of receipt, with the exception of meal and mileage costs, which are at a set rate.
10.2 Lost Wage / Per Diem
If a circumstance arises that a representative requires a per diem, they may apply for a lost wage reimbursement in advance of the meeting.
Decisions will be made by the Board on a case-by-case basis and will consider circumstances that indicate beyond a reasonable doubt that hardships will be realized if a per diem payment is not made.
10.3 Board of Directors and Staff
SAVT is responsible for mileage for Directors and staff to attend SAVT Meetings.
SAVT is responsible for Board approved expenses that a Director incurs while conducting business on behalf of SAVT.
10.4 Committee and Off-Board Representatives
Committee and Off-Board Representatives may have expenses incurred while conducting SAVT business.
SAVT is responsible for Board approved expenses a Committee or Off-Board Representative incurs while conducting business on behalf of SAVT.
11.1 SIAST/Kelsey & Lakeland College - 2nd year VT Student Bursary
The successful candidate should be selected based on the following criteria:
• Be enrolled in the second year of study of the VT program
• Demonstrate an active interest in the field of Animal Health / Veterinary Technology
• Be an active and contributing citizen; involved in community activities, volunteer work or extra-curricular programs
• Show leadership
The teaching staff of the VT Program will choose a student as per guidelines set out in (SOP’s #6 & #6.1). They will submit the name to the Board of Directors for final approval.
11.2 Award of Merit
The successful nominee must meet the following criteria:
• be an active member of the SAVT
• be active in the field of Animal Health
• must have made a significant contribution to their profession through their outstanding performance and dedication
• must not be a current executive member of the SAVT
Guidelines are set out in (SOP#7).
The SVMA will keep on record, all application forms for three years. In the event that a nominee is not chosen, they may be considered for the next year. If they are not selected within the three years, the SVMA will contact the nominator and ask them if they would like to resubmit a nomination for that person.
11.3 Appreciation Award
The successful nominee must meet the following criteria:
• must have made a significant contribution to their profession through their outstanding performance and dedication
• could be a past member, industry, place of business, etc.
Guidelines are set out in (SOP#7.2).
11.4 25 Year Watches
A 25 year watch is awarded to any active member of the SAVT who has been in the profession for 25 years.
Guidelines are set out in (SOP#7.1)
12.1 SAVT Logo
The SAVT logo may only be used in its original/unaltered state.
12.2 Web Site
SAVT’s web designer will be chosen and supervised by the Office Administrator.
