delegate’s handbook · the chf canada delegate: a year-round job 1 delegate job description 2 the...

DELEGATE’S HANDBOOK

The CHF Canada delegate: A year-round job 1

Delegate job description 2

The CHF Canada Annual General Meeting 3

What is the AGM? 3

Choosing your co-op’s delegate, alternate 4

Your first AGM? 4

Making the most of your Annual General Meeting 5

Before you get there 5

At the AGM 6

After the AGM 7

Some terms you might hear at the AGM 8

Keeping costs down and handling expenses 9

Keeping track of AGM events 10

INSIDE...

CHF CANADA | DELEGATE’S HANDBOOK 1

LEARN ABOUT CHF CANADA AND THE CANADIAN CO-OP HOUSING SECTOR

• You can do this by visiting our website at www.chfcanada.coop and subscribing to CHF Canada’s electronic newsletter, eNEWS. You can also stay informed and engaged through social media by following CHF Canada on Facebook and Twitter. And attend meetings in your region hosted by your local federation and CHF Canada.

KEEP YOUR FELLOW CO-OP MEMBERS INFORMED

• Share what you learn about CHF Canada services, training opportunities, publications and other activities with members of your co-op.

GIVE REPORTS AT MEMBER, COMMITTEE AND BOARD MEETINGS

• Submit CHF Canada articles, or write your own, for your co-op’s newsletter. Talk with your friends and neighbours about CHF Canada news, information and services.

REPRESENT YOUR CO-OP AT CHF CANADA’S ANNUAL GENERAL MEETING

• CHF Canada is a democratic organization. At the AGM, delegates vote on resolutions and elect people to the CHF Canada Board, the Ontario Council, and our Finance and Audit Committee. It’s your opportunity to have your say about issues that affect housing co-ops. Delegates’ decisions at the Business Meeting guide the future of CHF Canada.

IMPROVE YOUR CO-OP’S GOVERNANCE AND LEADERSHIP SKILLS

• The Member Education Forum, held every year at the AGM, is a great opportunity to get the very best in co-op training. You’ll find great workshops for co-op boards and members, to ensure your co-op has the tools for its success now and in the future.

SUPPORT AND PROMOTE THE CO-OPERATIVE PRINCIPLES

• We know there’s much more to co-ops than affordable housing. You and your co-op’s members are part of a worldwide movement of housing and other kinds of co-ops, all based on shared values and a commitment to the co-operative principles.

The CHF Canada delegate: A year-round job So... you’ve just been chosen your

co-op’s CHF Canada delegate? There’s more to being a delegate than attending the Annual General Meeting—

although that’s a big part of the job. CHF Canada works for your co-op all year long, and you can too!

Here’s what you can do:

2 CHF CANADA | DELEGATE’S HANDBOOK

1 Attend CHF Canada’s AGM.

2 Keep informed using CHF Canada’s electronic newsletter (eNEWS) and website (www.chfcanada.coop).

3 Develop and maintain links with other CHF Canada members.

5 Make regular reports to your co-op to keep members informed of CHF Canada activities and services.

6 Communicate the views of your member organization to CHF Canada.

Delegate Job Description The role of the delegate is to take part in the democratic functioning

of CHF Canada and to provide a link between CHF Canada and its members. The delegate must be a member,

director, employee or officer of a CHF Canada member. They are appointed by and report back to that member.

SPECIFIC RESPONSIBILITIES:

4 Advocate for your co-op and others. Participate in discussions and current issues by joining CHF Canada’s social media on Facebook and Twitter.


GET GOVERNANCE AND LEADERSHIP TRAINING

• At the Member Education Forum, aimed at co-op boards and members, you’ll learn lots of new information and valuable skills on good governance, principled leadership and long-term planning, from the very best of CHF Canada’s dynamic co-op educators.

TAKE CARE OF BUSINESS

• At the Business Meeting, you’ll represent your co-op by voting on resolutions about CHF Canada’s policies and programs—resolutions put forward by the Board and by members like you.

ELECT YOUR REPRESENTATIVES

• At the AGM, delegates elect CHF Canada’s national Board of Directors, our Finance and Audit Committee, and the Ontario Council.

SET NATIONAL POLICIES

• Have your say in the planning sessions that help set the direction for CHF Canada’s future.

LEARN ABOUT CHF CANADA AND THE CO-OPERATIVE MOVEMENT

• Find out about CHF Canada’s finances, programs and services designed to serve you and your co-op and learn about the national and global co-operative movement—the Canadian Co-operative Association, Co-ops and Mutuals Canada, Co-op Housing International, the International Co-operative Alliance and Rooftops Canada (CHF Canada’s international development program).

MEET OTHER HOUSING CO-OP MEMBERS

• Share the energy and enthusiasm of co-op members from all over Canada, and learn how we are all working together to build strong, caring communities. The social events are a great way to meet new people from across Canada, and talk with them about our goals and our vision.

LEARN ABOUT DIVERSITY AND INCLUSION

• CHF Canada is committed to providing members with opportunities to learn about relevant topics on diversity and inclusion. Check out the diversity table in the display area and look out for the Healthy Communities topics when choosing your workshops.

The CHF Canada Annual General Meeting What is the AGM? Every year about

750 people from housing co-ops and other CHF Canada members across Canada gather to learn from

each other, and to look after the business of Canada’s co-operative housing sector.


Choosing your co-op’s delegate and alternateCo-ops choose their delegate in different ways. Some co-ops also send an alternate delegate to the meeting.

The co-op’s representative can be:

• elected by the members at a members’ meeting or the co-op’s Annual General Meeting, or

• appointed by the Board (some co-ops ask their members to write a letter applying for the “job,” saying why they would like to serve their co-op as the CHF Canada delegate).

Some co-ops have the same member serve as the delegate for both CHF Canada and the local federation.

Many co-ops use a system where the person serving as the alternate becomes their delegate the following year.

CHF Canada’s members have made sure that young co-operators get an opportunity to learn about the co-operative housing movement. Check the AGM information on the website or in the AGM information package for how to register a young person from your co-op at a reduced cost.

Your first AGM? Here are some tips…Don’t be shy—about half the people attending the AGM are first-timers just like you.

Talk with everyone you meet—in your workshops, during breaks, in the elevator, in the lobby of your hotel. CHF Canada delegates are friendly, and easy to recognize.

Attend the orientation session for new delegates, called Orientation workshop for new participants.

Ask questions. Unsure about something? Check in with the volunteers at the registration desk or at the Conference Office.

Review information on the AGM website, your registration confirmation email (including your workshop selections) and AGM Advance newsletter. And download the AGM app.

Use the AGM materials that CHF Canada has prepared, like the Conference at a Glance. You’ll find it in your delegate kit.

Bring clothing and footwear that work for meetings, for walking tours, and for the social events (people like to dress up for the closing dinner). Dress in layers for comfort.


Making the most of your Annual General Meeting Before you get there…

TALK ABOUT RESOLUTIONS WITH YOUR CO-OP BOARD

• Resolutions are circulated before the AGM so you can discuss them with your board. Before making your decisions as a delegate, it’s important to know what your board thinks about the resolutions. It’s also important to listen to and consider the debate at the AGM when making your decisions.

CHOOSE THE WORKSHOPS THAT ARE MOST VALUABLE TO YOU AND YOUR CO-OP

• Does your co-op want to improve their meetings, engage members in governance, increase their financial understanding or develop long-term plans? Make sure to consider your co-op’s needs when choosing your workshop topics. What will benefit your co-op the most? Many AGM activities will compete for your time and attention. Take the time to make the choices that best suit you and your co-op.

MAKE A COMMITMENT TO YOUR BOARD AND CO-OP MEMBERS

• Plan on sharing what you have learned by reporting back to your co-op at a meeting, in your newsletter or on your co-op website. Make sure to write down new ideas and actions that you want to share back at your co-op.

ATTEND A PRE-AGM WEBINAR

• Join CHF Canada staff for a 30-minute webinar to get a sense of what to expect at this year’s meeting. We’ll discuss the schedule for each day, resolutions and who’s running for the Board and Ontario Council. You’ll have a chance to ask questions and get helpful hints to ensure your time at the AGM is a fun and rewarding experience.

DOWNLOAD WORKSHOP MATERIALS

• To enhance your learning, workshop materials are available to download one week before the Annual Meeting from the AGM website and on the AGM app. Make sure to share handouts with your co-op after the AGM.

USE THE AGM APP

• CHF Canada’s conference app is a quick and convenient way for you to access important information. You can find the AGM schedule and locations and personalize your itinerary. You will receive a link to the app in your registration information.

DOWNLOAD WORKSHOP MATERIALS

• You can better prepare for your sessions and bring learning back to your co-op by downloading presentations from the Member Education Forum and Co-operative Management Conference, generally available starting the week before the Annual Meeting. You can find the link to these resources on CHF Canada’s website and on the AGM app.


At the AGM… Remember, there’s a lot going on at the AGM. You can’t be everywhere and you’ll have

to make some choices about what’s best for you and your co-op.

ATTEND THE OPENING EVENT

• Get to know other AGM participants, find out about interesting things that co-ops are doing across the country and meet people like you who care about co-operative housing.

CHECK OUT THE DISPLAYS

• You’ll have a chance to see new products and services presented by companies that work with housing co-ops.

USE THE AGM REPORT FORM

• Write down what you did and what you learned—an easy way to keep track of things you might want to share with your co-op when you get back.

JOIN IN ON SOCIAL MEDIA!

• To get more out of your AGM experience, follow us on Facebook, Twitter and Instagram at @chfcanada. We also encourage you to share photos, highlights, and interesting things you’ve learned. Tag us, or use our conference hashtag so that we’ll be able to share your posts. We’ll also have social media walls at the meeting so you can see what fellow participants are talking about.

HAVE FUN

• It’s inspiring and fun to meet co-op housing members who share your commitment to co-operative housing. Join a group for lunch or dinner and share your ideas about our future.

ATTEND THE SOCIAL EVENTS

• Don’t know anyone? The social events are a great way to meet friendly housing co-op members from across Canada.


After the AGM, here are some things you could do:

WRITE AN ARTICLE FOR YOUR CO-OP’S NEWSLETTER OR WEBSITE

• Include highlights of the Business Meeting and workshops, and other great things you did and found out about.

TALK ABOUT THE AGM AND CHF CANADA

• Speak up at members’ meetings, committee meetings and board meetings. Invite your neighbours over to talk to them about the meeting and your workshops.

USE THE NEW SKILLS YOU LEARNED

• Try out suggestions and ideas at members’ meetings and committee meetings, and in your day-to-day involvement as co-op member.

SHARE THE EXCITEMENT

• Let your co-op know that the AGM is an exciting event—jam-packed with learning, hard work and inspiration. Talk about the opportunities members have to be involved in CHF Canada programs and activities.

KEEP GOOD RECORDS

• Put the AGM materials in a binder, so that workshop notes, handouts, and booklets can be kept where your co-op’s members can use them. Copy and distribute useful materials.

KEEP IN TOUCH

• Work with your local federation of housing co-ops to get people together from different co-ops in your area, to share information about the conference and build ideas into an action plan for your region. Keep in touch with people you met at the AGM.


AGENCY • The Agency for Co-operative Housing

AGM • Annual General Meeting

CCA • Canadian Co-operative Association

CHIP • Co-op Housing Investment Pool

CMC • Co-operatives and Mutuals Canada

CMHC • Canada Mortgage and Housing Corporation

CQCH • Confédération québécoise des coopératives d’habitation (the Québec confederation of housing co-ops)

CHRA • Canadian Housing and Renewal Association

FCHP • Federal Co-operative Housing Program (1986–1992)

F/P PROGRAM • Federal/provincial program

ICA • International Co-operative Alliance

ILM • Index-linked mortgage

MIF • Mortgage Insurance Fund

MMAH • Ministry of Municipal Affairs and Housing (Ontario)

NHA • National Housing Act

ON CO-OP • Ontario Co-operative Association

ONPHA • Ontario Non-Profit Housing Association

ONTARIO REGION • CHF Canada’s Ontario Region, created by a merger with the Co-operative Housing Association of Ontario in 1996

RGI • Rent-geared-to-income

RUF • Risk Underwriting Fund

SAF • Special Assistance Fund

SECTION 95 • Federal program that ran from 1979 to 1985, creating about 39,000 co-op units

SHRA • Social Housing Reform Act (Ontario)

STAB FUND • Federal Co-operative Housing Stabilization Fund

Some terms you might hear at the AGM Some first-time AGM delegates tell us that there

is a lot of jargon to learn before they understand what others are talking about or feel comfortable speaking

up themselves. Here is a list of acronyms you might hear used at the AGM, and what they mean.


Keeping costs down and handling expenses You can reduce the cost of attending the

AGM by booking your travel early. If you are coming a long way, apply for a rebate from CHF Canada’s travel

pool. You can also take advantage of less expensive hotels, bed and breakfasts. Sharing a room with someone

can cut your costs too. But don’t forget, there are other costs like meals, taxis, etc. Many co-ops provide a

daily allowance to cover those costs.

Handling Expenses Co-ops usually choose between two systems for paying their delegates’ expenses at the AGM. We’ll call them: (1) the accountable advance, And (2) the per diem. Here’s how they work:

ACCOUNTABLE ADVANCE

ONE Estimate how much your delegate will need to spend at the AGM. Include everything like meals, taxi fare, hotel charges and any other expenses you’ve agreed the co-op will cover. Be reasonable in your estimates—sometimes costs are higher in some cities than others.

TWO Give your delegate a cheque for the amount of your estimate. It’s generally not a good idea to use cash for large amounts of money, but if you do get a signed receipt.

THREE Ask your delegate to submit an expense report after the AGM, with receipts for all expenses. If the total expenses are less than the advance, your delegate owes you the difference. If they’re more, you owe your delegate the difference. This system works best if you set limits in advance for meal and other allowances.

PER DIEM

The per diem system works like steps ONE and TWO in the accountable advance. It is a daily allowance intended to cover all eligible expenses. The difference comes in step THREE.

There is no report after the AGM. The delegate is expected to manage the per diem to cover all expenses.

Why do some co-ops prefer one system over another? The Accountable Advance gives the co-op more direct control over each individual expense.

Do you need that level of control? The per diem is easier to administer, both for the co-op and your delegate. Since most costs are known or can be predicted, the per diem system can save time and paper work after the AGM.


MEMBER EDUCATION FORUM WORKSHOPS

Keeping track of AGM events: Report formKeeping track: Reporting to your co-op about the AGM So much happens at the AGM that it can be hard to remember everything when you get back to your co-op. You can use this AGM report form to help you keep track as you attend events.

Workshop: Instructor:

Key points:

1


Key points:

2



Key points:

3


Key points:

4


MEET THE CANDIDATES CHF CANADA BOARD OF DIRECTORS AND FINANCE AND AUDIT COMMITTEE

Issues included:

ONTARIO COUNCIL CANDIDATES

Issues included:


ONTARIO MEMBERS MEETING The best way to keep track of the Ontario Members Meeting is to make notes in your meeting information book. But you may want to note a few highlights here.

Resolutions:

Elections:

Other business:

NATIONAL BUSINESS MEETING The best way to keep track of the National Business Meeting is to make notes in your meeting information book. But you may want to note a few highlights here.

Resolutions:

Elections:

Other business:

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delegate’s handbook · the chf canada delegate: a year-round job 1 delegate job description 2 the...

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