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Policies and Procedures

Decision Making
Bylaw Amendment
Banking Membership Hours
Store Opening and Security
Election to the Board of Directors
Director Resignation
Director's Budget
Petty Cash
Discounts - Special Circumstances
New Product Approval Process
Product Refunds

Decision Making

If new business arises regarding a Major Decision, the item cannot be proposed, discussed and voted on at a single meeting.

"Major decision" defined as one:

  • costing more than $250
  • involving significant change to the functioning of the organization
  • other criteria as determined by membership

A proposal involving a Major Decision may not be introduced and voted on at the same meeting, Emergency Decisions exempted.

All relevant information must be made available to all members (via e-mail distribution and clearly posted in the store and market stall) for a minimum period of three weeks. It will be discussed and voted on at the next general meeting.

In addition, decision-making should not be prolonged longer than necessary. (Taken from General members meeting minutes - January and February 2004)

Passed: February 16, 2004 (general members meeting) Amended: An emergency constitutes any action that, if no action was taken immediately, would lead to a loss of stock, property damage or a security issue. When an emergency arises, a director has several options including: calling a special meeting and/or communicating with the other directors and/or making a short term solution to stabilize the situation until the next meeting. (Taken from Director's meeting minutes - March 2, 2004)

Bylaw Amendment

In order to amend the by-laws a special resolution must be passed. All members must be made aware of the proposed changes, and all relevant information must be available to members (via e-mail distribution and clearly posted in the store and market stall) at least three weeks prior to voting on the decision. The intent of the proposal must be clearly outlined on all meeting notices.

By-law amendments may be discussed and voted on at a Special Meeting called for that purpose, or at the next General Members Meeting following the three week period. In order for a by-law change to be approved, it must have the support of a minimum of 50% of the membership. If 50% of members are not in attendance at the meeting, members will be contacted in order to conduct a vote. This may be accomplished by telephone and/or e-mail and/or a ballot box placed in the store.

Additionally, the Inspector of Co-operatives must be given notice of the special resolution within 15 days of its approval. A Secretaries Certificate form must be submitted, by the Communication or Membership Director. (Nova ScotiaCo-operative Associations Act) Passed August 2004

Banking Membership Hours

1st Motion: We will integrate an hour banking system into our current system accumulating membership hours in order to assist members who are unable to work eight hours in a particular month.

Members who have logged a total of eight hours at the end of a given month will automatically be included on the discount list for the next month. Those with extra (or too few) hours at the end of the month will retain them to count towards a total of eight hours in a future month.

If a member has a total of eight hours at the end of a month, but does not want to be included on the discount list for the next month (for example, a student who is leaving for the summer), they can note this request in the logbook.

This proposal is intended to both encourage members to work more than eight hours when then can, and to increase membership by allowing more flexibility. This proposal will be amended and/or ratified at the next member's meeting and revisited in future months to assess its effectiveness. (Taken from: General Member's Meeting minutes - January 18th, 2004)

2nd Motion: Revisit the issue at the September member's general meeting to decidewhether it is working: if needed, the issue can be revisited sooner if any member(s) feel that it is not working. (Taken from: General Member's Meeting minutes - February 16th, 2004)

Both Passed: February 16th, 2004 (general meeting)

Store Opening and Security

If a store shift is filled by only one member, the store will remain open at the members' discretion. The member may phone other members to try to fill the shift or stay in the store and work at bagging or other tasks, with the door locked. Passed: October 25th, 2003 (General meeting)

Election to the Board of Directors

Members not present at an election meeting, cannot be elected to the Board of Directors.

Passed: February 13th, 2002 (General meeting)

Director Resignation

If a Grainery Director decides that he/she can no longer fulfill his/her duty as a director, the policy is as follows:

  1. He/She must give one month's notice.
  2. Resignation Notice should be given at a Director's Meeting.
  3. Immediately following the meeting, notices advertising the need to fill a director's position should be posted at the store, at the market stall, and to the listserv.
  4. At the next General Meeting, an election for the position will be held.*
  5. The outgoing director will be available to train the incoming director for at least the next two weeks and should provide detailed documentation as to the current state of that area.
  6. Exceptions to the one-month-notice-rule will be made in extenuating circumstances, i.e. illness.

Passed: May General Members Meeting, 2004

Director's Budget

Directors can spend up to $100 on an item that is required to keep the Grainery open and working in good order. Examples are postage, photocopies, plumbing, light bulbs, freezer and fridge maintenance, etc. Anything that isn't an emergency and costs more than $100 will have to be decided on by the membership.

Passed: January 4th, 2004 (Director's meeting)

Petty Cash

If you need petty cash to perform your duties, please make it known so you can be properly equipped.

Passed: February 2nd, 2004 (Director's meeting)

Discounts - Special Circumstances

Directors have the power to give discounts in special circumstances, such as humanitarian relief if someone needs food (idea being that no member shall go hungry). Passed: February 2nd, 2004 (Director's meeting)

New Product Approval Process

Product Committee must bring each new product idea to a general meeting for approval by membership The Grainery is not to purchase new stock unless six members are present and it is passed.

Passed: December 5th, 2001 (General meeting)

Product Refunds

Refunds for defective products will not be issued unless accompanied by the defective product.

Amendment: If a product is defective, then an exchange can be made immediately. However, cash refund requests must be made in writing and submitted to the board of directors with their name and phone number.

If someone insists or has a bizarre request... they can make a written submission to the board of directors for consideration (Include return contact info).

Passed: February 13th, 2002 (General meeting) Amendment: February 13th, 2008. (Director's meeting)

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