Board+Handbook

Saskatchewan Outdoor and Environmental Education Association (SOEEA) Active participants in change

"The Way We Work!" Board Handbook (Revised June 2009)

www.soeea.sk.ca

People of Saskatchewan are environmentally responsible, valuing diverse and interdependent systems, working together to learn and practice ecological sustainability and healthy living for all beings.

Executive Assistant: Tina Krupski 26 Corkery Way, Regina, SK, S4T 7K6 soeea.sk@gmail.ca

Table of Contents

About the Saskatchewan Outdoor and Environmental Education Association SOEEA Description Vision of SOEEA Mission of SOEEA Guiding Principles/Values of SOEEA Goals of SOEEA SOEEA “Times gone by…” (Written by Kyle Lichtenwald May 2009)

SOEEA Board of Directors Position Terms Roles and Responsibilities President Past-President Vice-President Treasurer Program Director Working Group leaders Communications Decision Makers Partners Public and Families Education Annual General Meeting (AGM) Full Board Meetings Executive Meetings Working Group Meetings SOEEA Constitution Board Induction Process Board Strategic Planning Process SOEEA Five Year Strategic Plan

SOEEA Members New Member Process Member Benefits Membership Rates New Member Package Membership Renew Process

SOEEA Operations SOEEA Annual Timeline Events - things we participate in... Incorporation Renewal Process SOEEA Financial Processes SOEEA Banking Use of SOEEA Logo Executive Assistant Duties Selection Process Duties of the Executive Assistant include: Administrative: Maintain SOEEA Membership: Financial Management $upport Grant Management: SOEEA Program Management: Communication Support: Other: Other SOEEA Employees Envisage Editor Envisage protocols Archives protocols Ecotour protocols Melanson Award Protocol Saskatchewan Science Fair Regional Prize - The Environmental Award SOEEA Outdoor and Environmental Training SOEEA Biennial Conference Planning

SOEEA Financials Guidelines for Grants The Program Director’s duties are to work with the Executive Assistant to: Funding Special Projects Through SOEEA SOEEA Expenses

SOEEA Description SOEEA is a dynamic association that supports educators (formal (Schools), in-formal (public awareness), and non-formal (training)) in environmental and outdoor education and all people to recreate in and around Saskatchewan. As a membership association SOEEA has responsibilities to be active in pursuing the vision, mission, and guiding principles of the organization (see below). The SOEEA Board of Directors is responsible for the management of the goals of the association (see below) on behalf of the membership. SOEEA pays attention to other associations and political entities in the environmental/sustainability spheres locally, provincially, nationally, and internationally, while negotiating appropriate partnerships (with a special focus on education and public and families).

SOEEA operates across Saskatchewan and within the larger context of Canadian and North American Environmental and Outdoor Education. SOEEA is formally linked with Environmental Education and Communication Network (EECOM) a Canadian network and the North American Association for Environmental Education (NAAEE). SOEEA has informal ties with many other provincial environmental and outdoor education associations and organisations including the RCE Saskatchewan and the Saskatchewan ESD Network (Inc.).

SOEEA is a Non-Profit Corporation registered with Saskatchewan Corporations Branch (SOEEA is not a registered Charity). The Incorporation Number is 203137.

SOEEA - active participants in change

Vision of SOEEA People of Saskatchewan are environmentally responsible, valuing diverse and interdependent systems, working together to learn and practice ecological sustainability and healthy living for all beings.

Mission of SOEEA Saskatchewan Outdoor and Environmental Education Association (SOEEA) encourages educators and people who participate in outdoor recreation to practice and teach environmental responsibility.

Guiding Principles of SOEEA The Saskatchewan Outdoor and Environmental Education Association (SOEEA) values the following as guiding principles: 1: Supporting education (formal, non-formal, and informal). 2: Valuing and coming to know our own place (Saskatchewan). 3: Environmental responsibility. 4: Working cooperatively and strategically.

Goals of SOEEA 1: Support educators to practice outdoor and environmental education. 2: Encourage outdoor recreation, exploration of Saskatchewan, development of outdoor and environmental skills and practices, and the development of a sense of place. 3: Actively connect diverse members and support environmental decision making encouraging ecological responsibility. 4: Be a happy and healthy organization (leadership, communication, partnerships, networks, members, and membership benefits).

SOEEA “Times gone by…” (Written by Kyle Lichtenwald May 2009) 40 years ago a group of passionate educators came together to create an organization that we have come to know as the Saskatchewan Outdoor & Environmental Education Association (SOEEA). In the beginning outdoor education was emphasized and the environmental awareness aspect had not yet been realized; the group was then known as S.O.E.A. - Saskatchewan Outdoor Education Association. Our pioneers came together to promote the importance of learning in and about our natural world within Saskatchewan education systems. As one of the original members, Jack Mackenzie, put it in a recent interview, “The goal was to blow fresh air into the school system”. From the beginning, an interdisciplinary approach was utilized. Early leaders came together from many subject areas including Science, Physical Education, Arts Education, Social Studies, Math and History; as well as from various sectors including youth agencies, Saskatchewan universities, and various School Boards. It was recognized that much of curricular content could be applied and taught in outdoor environments.

Through the early years S.O.E.A. offered a number of conferences, workshops and then in 1973 the first issue of our newsletter, Envisage, was published. In 1974, S.O.E.A. assisted the Ministry of Education with preparing and publishing ‘Out to Learn: Guidelines and Standards Manual for Outdoor Environmental Education’. This was a provincial education document that was designed to assist teachers in developing safe and well-organized outdoor education programs. Out to Learn was more recently revised and republished in collaboration with Saskatchewan Education in 1991. These publishing efforts and five successful conferences led to the broadening of S.O.E.A.’s reputation as a model association that was quickly becoming recognized by educators across Canada. In 1975 S.O.E.A. hosted Canada’s second National Outdoor Education Conference "Challenge for Education - Hope for Environment”. This renowned event was held during four warm autumn days and hosted at Fort San near Fort Qu’Appelle, Saskatchewan. This conference brought over 400 people together to work towards our common goal of infusing effective outdoor education practices. The keynote speaker was the sought after Dr. Julian Smith, a professor from Michigan State University who had mentored many Canadians interested in the area of outdoor education. Dr. Smith had long seen outdoor education as a means for curriculum enrichment. In his work he noted that our natural environment provides a learning climate which allows students direct and authentic experiences¹.

¹SchoolYard Enhanced Learning: Using the Outdoors as an Instructional Tool, K-8. By Herbert Broda 2007

Environmental concerns began to enter Saskatchewan’s collective conscious in the late 70’s and in 1978 the association’s name was changed to Saskatchewan Outdoor & Environmental Education Association under Chairman Barry Mitschke’s direction. The name change, as well as a revamped mission and vision, came as a result of shifting societal concerns. Another milestone at this time was the awarding of the first Melanson award to Jack McKenzie for his long term commitment to outdoor and environmental education in Saskatchewan. Since then, 19 other notable Saskatchewan educators have received this award for innovative teaching techniques, demonstrating knowledge of natural environments and taking a holistic approach to outdoor education. To these recognized individuals we gratefully pass on a heart-felt thanks for their continued efforts.

Also of note in the 1970s was the successful application for Saskatchewan Lotteries funds under the Recreation division. Thanks to these annual grants, SOEEA has been able to accomplish much more and we would like to recognize Saskatchewan Lotteries Trust Fund as our major funder.

Throughout the 1980’s SOEEA volunteers continued to host numerous conferences and workshops. During this time, members visited destinations of Candle Lake, Cypress Hills, Saskatoon, Lumsden, Waskesiu, Moose Jaw, Fort Qu’appelle and Moose Mountain Provincial Park. Numerous articles and resources continued to be shared through the Envisage newsletter. Long time SOEEA chair person and Melanson Award recipient, Barry Mitschke, wrote “The Status of Formal and Informal Outdoor/Environmental Education in Saskatchewan: 1986 A SOEEA Research paper”. This involved a province wide survey of educators on the status of Outdoor and Environmental Education. In addition, SOEEA worked with Saskatchewan Parks and Recreation to launch the still popular Project Wild program. It was and is common for SOEEA to send members to national and international conferences yearly. A highlight from 1987 involved six SOEEA delegates attending the NAAEE (North American Association of Environmental Education) conference in Quebec City to learn from and collaborate with leaders in the field.

Over the years, SOEEA collected membership dues and received minor grants for initiatives in addition to the support funding from Saskatchewan Lotteries, and continue to rely heavily on the work done by strong collective efforts of a dedicated group of volunteers. In 1994 SOEEA developed a number of new programs to involve increasing numbers of our members and to attract new members as well as to support educators, youth and communities. The two new programs were “Environmental Action Projects” and “Outdoor Education Experience” support. This support helped teachers and students get outside, promote active healthy lifestyles, appreciate the natural environment, challenge participants’ thinking and encourage long-term changes in behaviour. Many Saskatchewan students and teachers have benefited from these two programs over the years.

By 1995, SOEEA’s mission had shifted from being focused on outdoor learning and pursuit, towards a much stronger emphasis on environmental concerns. SOEEA’s eligibility as a recreation association had come under question from the SPRA funder and work was undertaken to review SOEEA’s mission and goals. Through this process SOEEA refocused on the importance of becoming active within the environment and getting outside again. It was at this time that SOEEA introduced the first Ecotour to the newly established Grasslands National Park, in south-west Saskatchewan. These tours continue to attract many interested participants and help folks gain awareness of our different eco-regions. Through these trips, many gained an appreciation for the importance of outdoor education and are inspired to bring their students and families to the areas visited. This year SOEEA is hosting its 15th Ecotour to the Boreal Learning Centre in Ness Creek, Saskatchewan.

We have again reviewed our strategic planning in recent years and re-configured our structure to include collaborative working groups. Our mission and goals have been re-vamped to clarify our current vision and lead us onward towards our quest for interdisciplinary, progressive education within our province. We strive to assist in the creation, co-ordination and delivery of integrated high quality outdoor and environmental education programs. Saskatchewan students deserve an education that takes them outside and offers first hand experiences. SOEEA labours to support Saskatchewan educators in the development of appropriate and responsible endeavours to meet these needs of our students. Going forward, we are moving to offer certification programs in the areas of outdoor and environmental education, including bringing a new program to Saskatchewan, “Flying Wild”. It is our hope that through these programs Saskatchewan educators will be empowered to explore new techniques, develop local programs, and assist their colleagues in the development of projects and programs.

As we look back and celebrate our past at this time, our future still plays prominently. Our board understands that we need to continue to push ourselves beyond the classroom walls, to build connections & partnerships, support each other, and to come together in a community of activism in pursuit of sustainability goals. We will be able to sustain ourselves and our efforts through our connections with one another

SOEEA Board of Directors The SOEEA Board of Directors consists of the following positions: Executive: Working Group Leaders:
 * President
 * Past President
 * Vice President
 * Treasurer
 * Program Director
 * Communications
 * Decision-Makers
 * Partnerships
 * Education
 * Public and Families

Board members of SOEEA 1969: 1970: 1971: 1972: 1973: 1974: 1975: 1976: 1977: 1978: 1979: 1980: 1981: 1982: 1983: 1984: 1985: 1986: 1987: 1988: 1989: 1990: 1991: 1992: 1993: 1994: 1995: 1996: 1997: 1998: 1999: 2000: 2001: 2002: 2003: 2004: 2005: 2006: 2007: 2008: 2009:

Selection to the Board of Directors occurs at the yearly Annual General Meeting (AGM). Experience in and passion for the field of outdoor and environmental education is an asset for any current SOEEA member who wishes to be on the Board of Directors, but this is not a prerequisite. A Board member must be a financial member of SOEEA.

Position Terms President: This is a three year term as it is required to rotate through three positions (one per year). The successful individual will begin as the Vice President, then take on the role of President, and then Past President, each for one year.

All other positions are for a two year term only. The Treasurer (only) may opt to remain in their position for one additional term.

Roles and Responsibilities To fulfill the vision, mission, guiding principles, and goals of SOEEA the following is expected of each member of the Board of Directors: • Promote the vision, mission, guiding principles, and goals of SOEEA. • Attend and participate in all Board meetings (Full, Executive, Working Group). • Actively participate in Board recruitment as the need arises. • Contribute or solicit items regularly to SOEEA’s newsletter Envisage. • Act as a SOEEA liaison to related organizations. • Assist with the professional development of members. • Actively seek opportunities to offer programs and events that support SOEEA’s vision, mission, guiding principles/values, and goals. • Actively work towards increasing SOEEA membership participation via the working group programs. • Consult with SOEEA members on issues of importance.

President The president is responsible for the smooth management of SOEEA’s activities during term of office. This position oversees all other roles in the Board and ensures that Board members are carrying out activities to facilitate SOEEA’s vision, mission, guiding principles, and goals. Meetings: • Prepare Full Board and Executive meeting agendas and present to all Board members (one week in advance). • Chair Full Board and Executive meetings. • Ensure that the annual general meeting (AGM) is held in December and open/advertised to all members in advance. • Ensure that the Board members’ reports at the AGM are concise and include only official SOEEA initiatives and that the reports are available to members. General Management • Sign official correspondence or delegate such authority. • Represent SOEEA at official events when necessary. • Ensure professional and orderly conduct of SOEEA’s affairs. • Act as an ex officio member on all committees. • Ensure all Board positions are filled and the duties of the position are being carried out. • Conduct regular and on going performance and review with Executive Assistant. • Ensure that official SOEEA files (minutes and financial records) are being adequately maintained (including back up copies) by Executive Assistant. • Monitor the financial operations to make sure bills are paid, records are kept, grants are administered and/or applied for and followed-up. • Facilitate the publication of Envisage four times a year. For each issue, the President should: 1. Write a “President’s Message” highlighting major activities and decisions, and 2. Pass along pertinent information to the newsletter editor for possible inclusion as excerpts or articles. • Promote professional development and program opportunities for Board and other members. Financial • Be prepared to sign cheques as necessary (with signing authority shared between President, Treasurer, and another member of the Executive) • Review the annual grant proposal with Program Director and Vice-President prior to its presentation to the rest of the Executive at an August or September meeting (which is just prior to the deadline for the grant application to Saskatchewan Lotteries). • Sign the grant application as prepared by Executive Assistant and Program Director before the deadline (October 15). Optional • Attend the NAAEE (North American Association for Environmental Education) annual conference and Affiliates Workshop as a SOEEA delegate, or delegate this responsibility. • Attend the Canadian Network of Environmental Education and Communication (EECOM) annual conference and Associates Meetings as a SOEEA delegate, or delegate this responsibility. • Inquire (early in fall) at Environment Canada regarding Environment Week, i.e. themes, dates (usually first week in June), possible activities, and information about funding (criteria and amount).

Past-President • Assist the new President, as possible. • Assist Board members in any required capacity. • Take responsibility for training new Board members (including ensuring all Board members have a financial package (claim forms, financial codes) and communication tools (business cards)). • Establish and maintain the Archives section of the website and paper storage of SOEEA documents (filing cainets – usually stored with Executive Assistant). • Cooperate with the Decision Makers Working Group to coordinate the writing and presentation of any briefs as they relate to SOEEA’s Vision, Mission, Principles, and Goals.

Vice-President • Assist the President as required. • Chair Full Board and Executive meetings when the President is not able to attend. • Assist other committees as requested. • Solicit nominations for the Bernie Melanson Award using various methods such as networking, word-of-mouth, through Envisage, and other outdoor and environmental publications, manage the preparation of the award and the ceremony.

Treasurer • Be prepared to sign cheques as necessary (with signing authority shared between President, Treasurer, and another member of the Executive) • Work with Executive Assistant to complete month end reconciliation statements for presentation at Board and Executive meetings. • Ensure there is appropriate distribution of money in accounts to maximize expected returns at reasonable risk levels. • Prepare the proposed yearly budget with the advice of the President, Program Director, and Vice-President and offer proposed budget for member approval at the AGM. • Prepare an annual financial statement for the fiscal year beginning January 1 and ending December 31 and ensure report and all necessary documentation is submitted to the Auditor in time for the Audit to be conducted prior to the year end AGM. • Present Auditors report at the AGM. • Propose an auditor for the following budget year at the AGM. • Manage a review of membership rates at the AGM. • Ensure that the appropriate claim forms are completed for records. • Maintain a close working relationship with the Program Director for accurate record keeping and anticipated preparation of the proposed annual budget. • Help finalize workshop and conference financial statements. • Complete the Annual return documentation that lists the current year’s Board of Directors and includes a copy of the audit, for the Corporations Branch of Saskatchewan Consumer and corporate affairs. An annual fee must also be paid. • On an on-going basis, ask Board members and grant receivers, where possible, to send in Actual (original) receipts showing any GST paid. Every one or two years, submit a return to Inland revenue to get back half of the total GST paid (two forms have to be completed for each fiscal year).

Program Director • Be familiar with the rules and regulations for the granting organizations, specifically Saskatchewan Lotteries, Saskatchewan Parks and Recreation Association (SPRA), and Sask Trust which provide SOEEA with annual funding through a formal application process. • Coordinate, plan and propose a budget with the President, Vice-President and Treasurer to present to the executive prior to the annual general meeting. • If possible, attend (along with the Vice-President) SPRA’s annual general meeting (AGM) which is usually held in February. • Work closely with the Treasurer to maintain accurate records of expenses. • Receive funding requests by August for review and possible inclusion in the proposed budget (work with Treasurer to include them) • Actively seek other funding sources so that SOEEA does not rely on one source for an operating budget. Polish and submit grant applications to the grant-sponsoring organization(s).

Working Group Leaders Five SOEEA Working Groups have been established to facilitate advancement of SOEEA’s vision, mission, guiding principles, and goals as identified at the August 2007 Strategic Planning Meeting in Watrous, with Working Groups established as a part of the adjustments in Board structure made at the SOEEA Board meeting in January 2008.

Each Working Group Leader will make connections and establish a working group of SOEEA members and partnership organizations to facilitate the development of programs and initiatives in their area of focus.

The Leader and members will determine the specific direction of each Working Group. The following summaries are provided as broad direction, but the specific actions of the working group are expected to be much more substantial as appropriate projects are identified and developed.

Communications Leader • Manage promotion plans for all SOEEA events (or work with the project leader). Focus on the AGM, conference, and SOEEA-sponsored activities/events. Offer an annual promotion plan to be approved by the board along with a proposed budget in January (the budget is required for the AGM in December). • Coordinate the publication of SOEEA’s quarterly newsletter, Envisage. (four issues are issued yearly). Including recruiting a newsletter editor if desired. Provide a plan for the January meeting including an outline of the year’s newsletters with possible themes and topics on issues that could be covered in each issue. • Contribute at least four articles in a publication other than Envisage (for example, Recreation Saskatchewan, EECOM, or the NAAEE Communicator). • List and budget for advertisements in periodicals and special advertising in the STF Bulletin. • Coordinate the storage, distribution, use, and maintenance of the SOEEA display (including the panels, panel boards, materials for sale, SOEEA information and membership brochure). This includes regular updating of the SOEEA publications and materials. • Facilitate communication for SOEEA Board members, general membership and potential members using the SOEEA website and Board member wiki. • Publish conference proceedings as deemed desirable by the Executive in cooperation with the Program Coordinator. • Develop, plan, coordinate, promote, and evaluate communication activities for SOEEA members. • Maintain the Communications page on the SOEEA Website. • Prepare and deliver a Communications report for the AGM in December of each year.

SOEEA Partners Leader • Develop, plan, coordinate, promote, and evaluate partnership activities for SOEEA members. • Maintain a current list of related organizations and their addresses and contact people. • Act as SOEEA’s representative and ambassador to partner organization meetings and functions when appropriate. • Provide a plan for the January meeting including an outline of the year’s partnership activities and foci. • Maintain an up-to-date list of groups and agencies to receive a complimentary copy of Envisage. • Explore opportunities to develop partnerships with organisations and associations that further SOEEA’s interests. • Coordinate and/or facilitate the events at the Biennial Conference. • Prepare and/or facilitate articles for each editions of Envisage. • Maintain the Communications page on the SOEEA Website. • Prepare and deliver a Communications report for the AGM in December of each year.

Decision Makers Leader • Develop, plan, coordinate, promote, and evaluate decision making activities for SOEEA members. • Cooperate with the Past President to coordinate the writing and presentation of any briefs as they relate to SOEEA’s vision, mission, principles/values, and goals. • Provide a plan for the January meeting including an outline of the year’s partnership activities and foci. • Contact and maintain a liaison with other related organizations (EECOM Associates Network and NAAEE Affiliates Network) • Act as SOEEA’s representative and ambassador to partner organization meetings and functions when appropriate, especially the RCE Saskatchewan and SK ESD Network (Inc.). • Coordinate and/or facilitate the events at the Biennial Conference. • Prepare and/or facilitate articles for each editions of Envisage. • Maintain the Decision Makers page on the SOEEA Website. • Prepare and deliver a Decision Makers report for the AGM in December of each year.

Public and Families Leader • Develop, plan, coordinate, promote, and evaluate public and family activities for SOEEA members. • Coordinate and/or facilitate the AGM activities, the Fall Ecotour, and activities and events at the Biennial Conference. • Prepare and/or facilitate articles for each editions of Envisage. • Maintain the Public and Familes page on the SOEEA Website. • Prepare and deliver a Public and Families report for the AGM in December of each year.

Education Leader • Develop, plan, coordinate, promote, and evaluate education activities for SOEEA members. • Work with the Communications Working Group to advertise opportunities available for members to attend professional development workshops, conferences, and other activities. • Coordinate and/or facilitate the events at the Biennial Conference. • Prepare and/or facilitate articles for each editions of Envisage (in addition to the inclusion of educational strategies and instructional methods information). • Maintain the Education page on the SOEEA Website. • Prepare and deliver an Education report for the AGM in December of each year.

Board Meeting Process Annual General Meeting (AGM) Things to remember: AGM Agenda Welcome and attendance Introductions AGM Minutes from May 2009 (accept and business) Executive Reports 1. Presidents Report, offer report on SOEEA's activities for 2009 2. Treasurers Report, offer Audited financial report Submit next years budget for approval Submit name for next years Audit Review membership rates Working Group Leader Reports Executive Assistant Report Slate of Officers Other Business
 * Invite SPRA, Melanson award winners and other special guests (40th Birthday)
 * Invite members (advertise 2 months before date - in Envisage and STF)
 * Need to advertise widely if we are changing the constitution
 * Advertise in Summer and Fall Envisage
 * Check Board positions and prepare Slate of Officers
 * Book venue and catering
 * Car Pool if possible
 * Quorum is ten members
 * Past President
 * President
 * Vice President
 * Program Director
 * Treasurer
 * Working Group Leader - Communications
 * Working Group Leader - Education
 * Working Group Leader - Public and Families
 * Working Group Leader - SOEEA Partners
 * Working Group Leader - Decision Makers

Full Board Meetings The SOEEA Board of Directors meet six times a year inclusive of two face to face meetings, usually a strategic/grant planning meeting (September) and the AGM (December). Costs incurred by attending these two face to face meeting can be claimed (only two meetings per year). Costs include travel (at the SOEEA rate), food and accommodation however, these must be approved as expenses in advance of the meeting. Recoup of costs will be provided upon submission of receipts and the SOEEA Expense form to the Treasurer. All other meetings may be conducted via telephone or internet conferencing. Meeting dates will be set at the first board meting of the year (usually at the conclusion of the AGM). The same day of the week and week of the month is usually selected for meetings. The Agenda is prepared by the President and offered to the Board one week in advance of the meeting. Included in this detailed agenda are reports from each position of the Board (a call for thee reports will be sent out two weeks in advance of the meeting). Meeting minutes are taken but he Executive Assistant and checked by the President prior to distribution one week post meeting. The SOEEA Wiki has been useful for the setting of the agenda and minute distribution. A quorum for a Full Board Meeting is a majority of directors – (with all ten positions filled this is six).

Executive Meetings The SOEEA Executive will meet an additional six times a year (and may be conducted via telephone or internet conferencing). The Agenda is prepared by the President and offered to the Executive one week in advance of the meeting. Included in this detailed agenda are reports from each of the Executive members (a call for thee reports will be sent out two weeks in advance of the meeting). Meeting minutes are taken but he Executive Assistant and checked by the President prior to distribution one week post meeting. The SOEEA Wiki has been useful for the setting of the agenda and minute distribution. A quorum for a Full Board Meeting is a majority of directors – (with all five positions filled this is three).

Working Group Meetings SOEEA Working Groups will meet as directed by the Leader as required to facilitate development of projects and delivery of programs (it is expected that this will be every second month in rotation to the Full Board Meetings).

Constitution of the Saskatchewan Outdoor and Environmental Education Association Article I – Restrictions 1. The activities of the association are restricted to fostering the growth of outdoor recreation and environmental education in Saskatchewan by providing and facilitating learning opportunities involving the natural and built environments. 2. The articles/bylaws may be amended only in the manner provided in the Societies Act. 3. Members shall be notified of any proposed amendments to the constitution, as recommended by the director, at least one month prior to the annual general meeting (AGM). Article II – Membership 1. Any person may become a member of the association upon application for membership and payment of the prescribed membership fee. 2. Any member may withdraw from the association at anytime, but shall not be entitled to a refund of any portion of the fees paid. 3. Each member of the association is entitled to one vote at the AGM. 4. Only members can become directors of the association. Article III – Membership Fees 1. The membership fee shall be prescribed by the members at the AGM. Article IV – Directors 1. The directors shall consist of the President and three members or such other number as may be determined from time to time by the association in general meeting. In addition, the immediate Past President shall be a director ex officio. 2. Directors retiring from office shall be deemed to hold office until the conclusion of the meeting at which they retire. 3. A retiring director shall be eligible for re-election. 4. The association may, by special resolution, remove any director before the expiration of a term of office and may appoint another person to fill the vacancy and to complete the term in office. 5. The directors may meet for the dispatch of business, adjourn, and otherwise regulate their meetings as they may determine. 6. Notice of a directors’ meeting shall be given at least one week prior to the date of the meeting, provided however, that the directors may meet at regular dates without notice or may, by unanimous consent, meet at any time or place without notice. 7. A majority of directors personally present shall constitute a quorum for the purpose of a meeting of the directors. Article V – Officers 1. The President shall preside at all general meetings of the association and at all directors’ meetings and shall be an ex officio member of all committees. 2. One of the directors, as designated by the President, shall perform the duties of the President if absent or unable to act. 3. The directors may appoint other officers as may be required and shall assign duties to them. Article VI – Reimbursement 1. Directors shall serve without remuneration, except for the Treasurer and Grants positions, which shall each receive an honorarium set by the AGM to be reviewed as needed. No director shall make any profits from a position, but may be paid reasonable expenses incurred in the performance of duties. Article VII – General Meetings 1. The AGM of the association shall be held on a date to be fixed by the directors. 2. Notice of a general meeting shall be given to the members by means of posters, advertisements or individual notices, as may be decided by the association in general meeting, or by the directors. 3. Ten members personally present, or available by distance means (e.g. teleconference), shall constitute a quorum at any general meeting of the association. 4. Voting shall be by ballot in the case of election of officers and by show of hands in other cases, except where a ballot is requested by at least three members. Article VIII – Custody and Use of Seal 1. The seal of the association shall be in the custody of the secretary or such other person as may be designated by the directors and all papers or documents required to be sealed on behalf of the association shall be sealed in the presence of the President and the secretary or of such other persons as may be designated by resolution of the directors. Article IX – Winding Up 1. Subject of Section 47 of the Societies act, in the event of dissolution of the association, its property and assets shall, after payment of all liabilities, be donated to one or more recognized charitable organizations in Canada, as may be decided by the association in general meeting. As amended in 1998.

Board Recruitment Process
 * Board members are to take responsibility to recruit their own replacement
 * Board Recruitment Event/Meeting to facilitate SOEEA Board information to be held July of each year
 * Recruits are to shadow Board member for the next six months (attending SOEEA events as possible (Ecotour etc))
 * AGM in December
 * New Board Member Induction (introduction to the Board Handbook and walking through it, managed by the Past-President)

Board Induction Process Managed by the Past-President, each new board members is presented with a (revised) copy of SOEEA’s Board of Directors Handbook following their election at the annual general meeting. The Handbook describes the mandate, the position duties, and the constitution, among other items. The Past President is responsible for ensuring the delivery and induction of the handbook and any specific training required.

Business cards are created for new Board members asap. The Communications Leader manages the collection of the new board members details, obtains the file/template from the Executive Assistant, and arranges the printing and distribution of these in a timely manner.

Board Strategic Planning Process o What does SOEEA mean to you? o What can SOEEA do for you? o Programs o Special Projects o Major Projects o Budget plan
 * Strategic Planning focus to solicit programming ideas (July - September)
 * Grant planning meeting/event (late September)
 * Submit SPRA Grant due early October
 * AGM December to wrap up previous years Grant (including audited financials)
 * Submit SPRA Final Report due early January (Report, AGM minutes, Audited Statement)

SOEEA Five Year Strategic Plan Goals 1: Support educators to practice outdoor and environmental education. 2: Encourage outdoor recreation, exploration of Saskatchewan, development of outdoor and environmental skills and practices, and the development of a sense of place. 3: Actively connect diverse members and support environmental decision making encouraging ecological responsibility. 4: Be a happy and healthy organization (leadership, communication, partnerships, networks, members, and membership benefits).

Five Year Foci (2009 – 2014) 1: Build membership (communicate, member benefits, opportunities to participate, certification, SOEEA “Chamions”) and Board succession (establish and implement a year long process supporting members to consider taking on a board position, welcome interested members to an information session (July), shadow current board members, Have a suitable and thorough Board induction process) 2: Working Group action (develop the process of the working group and ensure they are effective in operation) 3: Communications (Evaluate all communication tools {Envisage, website, display, merchandise, membership brochure, writing articles for publication in other venues} including internal communications (with members and Board members), articulate corporate memory. 4: SOEEA will fill a niche in Saskatchewan in delivering and facilitating training in outdoor and environmental education. Delivery focuses on Flying WILD, Canoeing Accreditation, Leave No Trace.

Plus activities and indicators based on goals (under development).

SOEEA Members SOEEA is a member Association and as such the SOEEA Board of Directors must be a representation of the members, consider the provincial operations of SOEEA and consider the membership in its entirety.

SOEEA Member Benefits Below are a series of benefits available to SOEEA members:
 * Reduced rate for Green Teacher (and one free electronic copy upon joining)
 * Reduced rate for EECOM (EECOM is normally $40 as a member of SOEEA it becomes $10)
 * NAAEE Affiliate member benefits
 * Reduced rates at SOEEA events
 * SOEEA merchandise (hats, vests, pencils, stickers, magnets)
 * Networking with national and international organizations and people
 * $upport (PD, EEO, EAP, Major Projects, Special Projects)
 * Resources (web links, activities)
 * Certification (information about and access to a variety of environmental and outdoor education training opportunities)
 * "Champions" - leadership opportunities

Membership Rates (to be reviewed annually – at the AGM) Regular 1 year $25, 2 years $45, 3 years $60 Student 1 year $10, 2 years $18, 3 years $25 Lifetime $250 Institution/School $50 annually Membership is managed from the date joined.

New Member Enrollment Process SOEEA maintains a membership brochure (Communications Working Group Leaders responsibility) and these are returned to the SOEEA Executive Assistant with the membership fee (cheque). The Executive Assistant much record the membership in the Access database, bank and record the cheque, send the new member a package (see below), and inform the following:
 * Send new members “interests” to Working Group Leaders each month
 * Send lists of new members to Green Teacher each month so that the member can access their free online Green Teacher.
 * Send lists of new members to Envisage editor for publication each quarter.

Package for new members
 * Letter (thank you for joining, can we publish your name in Envisage, website, how they can be involved, up and coming events)
 * newsletter (latest edition)
 * SOEEA pin
 * Old Field Guide booklet (make sure a note is included in the letter)

Membership Renew Process Send personal letter/email to members whose membership is coming up for renewal. Executive Assistant manages this process.

SOEEA Operations SOEEA Annual Timeline January • Strategic Planning (set timeline for annual grant expenditure) • New Board Member Induction (Past President) • SPRA Final Report due (include auditors report, AGM minutes, and final report) • Saskatchewan Science Fairs (11 regions @$50 each ($550) and 2 certificates each region) • Renew NAAEE membership (update Affiliates contact information) • Renew EECOM membership (update Associates information) • Renew SEN membership • Set conference attendance and remuneration for the year (PD Grant)

February • SPRA AGM (Program Director and Vice President) March • $upport Grants due • Envisage

April • Earth Day May

June • Corporations Branch registration • Envisage • Environment Week

July • Board Recruitment Event/Meeting to facilitate SOEEA Board information to be held July of each year • Recruits are to shadow Board member for the next six months (attending SOEEA events as possible (Ecotour etc)) • Grant ideas submitted by working group leaders to Executive

August • Ecotour

September • Strategic Planning (Grant planning) • Call for Melanson Award nominees • Envisage

October • $upport Grants due • SPRA Grant due • $upport Grants due • NAAEE Conference

November • Expend all grant moneys • Audit financials

December • Annual General Meeting • Ecotour Environmental days, weeks, years and decades will have to be taken into consideration

Events - things we participate in... • Envisage: a newsletter published quarterly • Fall Ecotours (specifically facilitating awareness of special environments in and around Saskatchewan) • Occasionally Spring Ecotours • Continue to recognise the leaders in the field by awarding the Melanson Award (and lifetime membership) • Annual General Meetings • Full Board Meetings (every two months) • Executive meetings (every other two months) • Working Groups (with Board members acting as Leaders) that encourage SOEEA members to be active • Special events in partnership with other Saskatchewan environmental organisations • Sponsor SOEEA’s participation in provincial, national, and international conferences annually • Maintain a list of Resource Personnel and the Speaker bureau • Offer professional development opportunities through seminars, workshops, field trips • Encourage participation in Environment Week, Earth Day and other specific environmental events • Facilitate the development and sharing of resources for environmental and outdoor education • To actively support affiliated organisations (EECOM, and NAAEE) • Maintain a profile with Saskatchewan Parks and Recreation Association (SPRA) supporting their annual general meeting and conferences, newsletters and other as appropriate • Carefully and accurately manage SOEEA’s financial situation with a focus on creating resources that will support the continued development of SOEEA activities • Manage the SOEEA archives • Promote educational grants (Action Projects, Outdoor Experiences and Professional Development) • Manage membership (with the aim of having more than 100 active and paid members) • Evaluate activities - develop process/protocols

Incorporation Renewal Process Each year (June) SOEEA is required to complete renewal forms and send with $$ to (address and telephone #). Additionally SOEEA is required to send an Auditors Report with this renewal form.

SOEEA Financial Processes o recoup expenses (forms - see appendix ??) description of why, when and how o SOEEA budget reconciliation o audit (contact details of Auditor) o Grant to SPRA due dates o Final Report due dates
 * Monthly processes
 * Yearly processes
 * Grant Aplication and Final report Process

SOEEA Banking TD Bank 77428 004 0758 0809085, South Albert, Regina

Use of SOEEA Logo Important: When placing a SOEEA logo on any printed matter, website or documentation the Saskatchewan Lotteries logo must also be present. See SOEEA Wiki for the logo options (files).

Old Logo (till 2009) New Summer Logo (June 2009) New winter Logo (June 2009)

Logo explanation

SOEEA Archives As is possible, archived documents (scans or electronic versions of the original) will be added to a section of the website. This purpose of this section is to maintain some aspects of SOEEA’s corporate memory. The paper document storage is in a filing cabinet (usually housed with the Executive Assistant). Two half filing cabinets comprise this storage facility.

Executive Assistant SOEEA will employ an Executive Assistant to assist the Board of Directors and SOEEA members in achieving SOEEA’s mission and goals. The Executive Assistant reports directly to the President and will participate in a monthly review process. The amount of funding available will determine how many hours the Executive Assistant will work.

Selection Process Conduct a review of SOEEA needs determining the duties, time (moneys for payment) available, and location of employee. Set selection criteria, advertise widely, and have person managing the process (receiving applications and communicating with applicants). Once applications are submitted review with a committee of SOEEA Board members making a short list for interview. Contact all applicants thanking them and inviting the short listed applicants for an interview at their convenience with selected dates/times. Have questions prepared and all Board members on selection committee present. Rate interviewees and make selection. Contact selected candidate and wait for acceptance before informing all.

Position Advertisement We currently have an opportunity to hire an Executive Assistant to join this dynamic organization. The purpose of the Saskatchewan Outdoor and Environmental Education Association is to foster the growth of outdoor recreation and environmental education by providing and facilitating learning opportunities involving the natural and built environments. The successful applicant will posses most or all of the following criteria: ·passion for and experience in environmental and outdoor education that is in agreement with SOEEA’s philosophy, principles, mission and goals ·superior customer service skills ·budgeting and financial experience ·grant writing experience ·experience in working with non-government organizations Duties include: ·general administrative and office support ·administrative support for board meetings (including setting up meetings and taking minutes) ·management of a variety of grants and grant writing ·management of the SOEEA membership ·management of aspects of SOEEA’s finances ·supporting communication initiatives (for example: website, blog and newsletters) ·actioning tasks from Board meetings including coordination of many smaller projects and events ·developing and utilising networks in outdoor and environmental education ·reporting directly to the SOEEA president for regular performance management This position includes: ·flexible hours and self management of time (our meetings are usually in the evenings) ·SOEEA pays $20 per hour and we have at least 465 hours work for 2008 ·The successful applicant will be able to increase these hours by sourcing additional funding Please submit a letter of introduction addressing each of the above criteria and CV to the SOEEA President (name and contact email) by the (date). To find out more about SOEEA or this position please visit our website www.soeea.sk.ca.

Potential Interview Questions These questions will be emailed to the interviewees 1: SOEEA is an active organization: we continually manage membership, information, events and planning for the future. We have been without an Executive Assistant for just over a month. We are eager to put someone in place as soon as possible. Are you are able to support us in our need for immediate assistance? How do you plan to manage the 465 hours you currently have? If you were offered this position can you indicate how long your commitment might be (for example 1, 3, or 5 years)? 2: SOEEA is deeply concerned with its sustainable practice and consequently we are always re/considering our actions. We are moving towards the use of technology, especially in our communication. Describe the technology skills and practices do you have that can support us in our desire to reduce our carbon footprint? 3: If you did not have particular skills that SOEEA requires (or that would be beneficial/useful) would you access training in your own time and cover these expenses yourself? For example web design and database management. 4: Describe when and how you have perceived an opportunity/need to fund a particular project, source a potential funder and written the grant application. 5: Provide an example of how you have been financially responsible for either a project or an organisation and indicate the processes you utilised to ensure good management of the financial system including budget, and record system. 6: The SOEEA Executive Assistant position provides you with an exciting opportunity as it has considerable flexibility and potential for growth. Describe how you might take this opportunity and develop this position and SOEEA further. 7: The SOEEA Executive Assistant will have many duties to perform. Time management, task prioritising and efficient work will be essential. Explain how you have effectively managed your time in past situations so that we can see that you will be able to manage the many and varied and time sensitive tasks of this position. 8: SOEEA offers the Executive Assistant considerable flexibility in how the tasks are achieved (in terms of time and process). We do have a specific staff management policy and protocol. Explain what you would like to experience in term of this management process and why you believe this is important for an organization such as SOEEA to implement such a policy. Please also describe how you would offer advice back to SOEEA regarding this policy and protocols. 9: In the role of Executive Assistant you will be required to be the public face of SOEEA, dealing directly with our members, the general public and our partners. It is also likely that you will have many Board members making time constrained requests of your time and energy. Describe previous experiences that demonstrate how you will deal with such situations. 10: Describe an environmental/outdoor education event/project that you have been involved with/responsible for and provide details about your management style, people skills, negotiation skills, and task management. These questions will be asked on the day…. 1: What does S.O.E.E.A. stand for and detail SOEEA's mission and principles and describe how these are in line with your own ecological ethic. 2: SOEEA is an organization that is active and passionate about the environment. Describe your passion and how you feel that you could best support SOEEA in its mission. 3: Do you have any questions?

Executive Assistant Contract Contract #002 (#2 was used in 2008 for Tina Krupski) This Agreement Between: (Employee name and address)

(hereinafter called the “Contractor”) and Saskatchewan Outdoor and Environment Education Association (SOEEA) (President name and address)

(hereinafter called the “Client”) Witness here that the Contractor and the Client, in consideration of the premises and of the covenants and stipulations hereinafter mutually promise, covenant and agree one with the other as follows: 1. The Work The Contractor will be the Administrative Assistant to the SOEEA Board and will execute administrative tasks. Tasks will be assigned by the Client to the Contractor on an ongoing basis. The Contractor will be responsible for keeping a record of hours worked and the work accomplished, and submitting it to the Client at the end of each month. 2. Agreed Contract Price The Client agrees to pay the contractor at the rate of $20 per hour worked up to a maximum of 465 hrs per year – Client will pay the Contractor on the basis of the hours worked each month as agreed between the parties on the basis of the monthly invoice submitted by the Contractor for payment. The Client agrees to reimburse the Contractor for all reasonable expenses incurred by the Contractor on submission of all receipts. The Contractor will be paid an allowance of 38 cents/km if she uses her own vehicle while executing designated duties. 3. Commencement and Completion The contract is open-ended starting from commencement on 28th January 2008 and can be cancelled by either party giving 21 days notice in writing to the other.

In Witness Whereof the parties hereto have hereunto set their hands and seal the day and year written below. Signed, Sealed and Delivered in the presence of:

-- - Contractor Witness Date: D/M/Y

On behalf of the SOEEA Board

-- - Client Witness Date: D/M/Y

Duties of the Executive Assistant include: Administrative: • Record and distribute minutes from all Board and Executive meetings promptly after the meeting. • Facilitate agenda planning in conjunction with the President and Treasurer and ensure it is distributed one week prior to the meeting. • Manage and report the SOEEA mail and email communications. • Update website and send SPRA (and other organizations as required) the current list of the Board of Directors as soon as the officers are elected after the AGM. • Maintain the SOEEA filing and archiving with all past newsletters and publications. Maintain SOEEA Membership: • Receive membership applications and annotate and bank payment. Acknowledge application via sending receipt and new members package. (Package includes: most recent copy of Envisage, SOEEA pin, additional copies of the membership brochure and a letter of welcome describing SOEEA including the website address). • Maintain records of members’ addresses, phone numbers, email address, and additional information • Establish a reminder process for membership fees (membership date coincides with the AGM). • Arrange for the delivery of Envisage and other mailed items via an updated membership address list. • Maintain the list of the Honorary Life time Members (Bernie Melanson Award recipients). Financial Management • Maintain a financial ledger using the Simply Accounting computer program. • Work closely with the Treasurer to ensure that SOEEA’s accounts are accurate and timely and are reported on at each Board Meeting and Executive Meeting. • Prepare for the year end audit (to be conducted in December). $upport Grant Management: • Receive and compile grant applications for SOEEA’s Outdoor Experience, Environmental Action Project and Professional Development Grants to present to Board members for approval at Board meetings (Grants are due on the 15th October and 15th April). • Communicate directly with grant applicants regarding the success (or not) of their application (include partial payment of grant via Treasurer). • Maintain records and ensure follow-up reports are submitted and final cheque is paid. SOEEA Program Management: • Work with the Program Director to complete the applications procedures for SOEEA’s annual grants from SaskLotteries, SPRA and SaskTrust. • Act as a liaison between SOEEA and SPRA by receiving correspondence and attending SPRA’s annual general meeting. • Seek out and complete additional applications (in consultation with the President) on SOEEA’s behalf to enhance SOEEA’s Program offerings. Communication Support: • Assist the Envisage Editor to prepare and distribute the newsletter to members and partner organizations. • Maintain and update SOEEA website as required. Other: • Any other duties as required assisting Executive Board members and Working Group Leaders. • Assist in coordination for SOEEA’s biannual conference, and events as directed.

Other SOEEA Employees Envisage (newsletter) Editor This position is designed to support the SOEEA Board of Directors to produce Envisage. This newsletter is produced quarterly. A fixed amount will be offered for each newsletter.

Envisage protocols A quarterly newsletter that offers articles relating to SOEEA’s recent and future activities. All $upport recipients (Action Grants, Outdoor Experiences, and Professional Development grants) are expected to offer an article.

Archives protocols The Archive process is managed by the Past President. Paper documents are stored in filing cabinets (usually managed by the Executive Assistant). Electronic documents are managed and backed up on an external hard drive (held by the Past President). Special documents are scanned and included in the Archives section of the website.

Ecotour protocols Offered each fall the ecotour is an opportunity for SOEEA members to explore a specific environment within Saskatchewan. The event can take any appropriate format however a two night one and a half day is common.

Melanson Award Protocol Nomination process is managed by the Vice-President.

Saskatchewan Science Fair Regional Prize - The Environmental Award Each year SOEEA offers $50 for each School Division to go towards the prize for a SOEEA Environmental Award. Every science fair project with an environmental flavour is eligible. The winner receives a cheque for $50 and a certificate. SOEEA is usually contacted in January and the cheque (11 school division, $50 per division = $550) is sent with 2 certificates per division. Certificates have been kept small and fancy for the last two years (See Executive Assistant for template).

The school divisions are: Prince Albert and N.E. Sask., South-East Saskatchewan, Regina, Expo-sciences fransaskoise, Northern Saskatchewan, Saskatchewan Chinook, Parkland, Saskatoon, Qu'Appelle Valley, North-West Saskatchewan, Carlton Trail.

SOEEA Outdoor and Environmental Training SOEEA negotiated an MOU with the Centre for Environmental Education (Texas, USA) in June 2009 so that we could deliver the Flying WILD Teacher Resource materials. Please see MOU documents for how this is to be conducted (See Appendix 1). SOEEA has members who are accredited to deliver Flying WILD Teacher education courses. Members include: • Sara Smith • Peta White • SOEEA has members who are accredited to deliver Canoe Accreditation courses. Members include: • Wes Deptuch •

SOEEA has members who are able to deliver Leave No Trace Training. Members include: • Sara Smith • Peta White • Jessica Latshaw •

SOEEA Biennial Conference Planning When planning a SOEEA conference environmental practices must be considered (these include: central venue with transport options, local seasonal foods, no excess materials, leave no trace practices, local speakers and presenters.

SOEEA Financials Guidelines for Grants SOEEA is dependent upon outside sources of funding to successfully carry out its mandate. The Program Director plays an important role on the SOEEA Executive in this regard. Outlined below are specific duties of the Program Director as they relate to Saskatchewan Lotteries’ requirements. SOEEA receives funding through SPRA. Saskatchewan Lotteries Trust Fund for Sport, Culture, and Recreation.

The Program Director’s duties are to work with the Executive Assistant to: 1. Coordinate, plan and propose a budget early in the calendar year with the aid of the President, Vice-President and Treasurer to be presented to the Executive for ratification prior to the annual general meeting (AGM). 2. Solicit, receive, and select with the President, Vice-President and other executive members, proposals for projects, conferences, publications, etc. for which SOEEA may apply to Saskatchewan Trust for funding in the categories established by Trust and set out by the annual budget process. 3. Prepare and submit the annual Funding Proposal for Sask Trust by October 15 each year (for the upcoming fiscal year January 1 to December 31). This is submitted to the contact person at the Saskatchewan Parks and Recreation Association (SPRA), Regina. This involves completing/providing: 1) Provincial Recreation Associations Annual Funding Application Form 2) Provincial Recreation Associations Annual Funding Spending Plan summary Form (with appendices describing the programs) 3) Annual Funding Working Papers Form 4) Provincial Recreation Associations, Profile Saskatchewan Lotteries Trust Fund for Sport, Culture and Recreation Form 5) Cover letter explaining the request, and 6) Required number of copies to SPRA. 4. Coordinate, plan and prepare submissions for the Special Projects Grant, Research Grant, and Membership Development Projects when applicable. (The usual deadline is October 15). 5. In conjunction with the President, request, by letter to SPRA, any changes to the approved spending plan prior to spending. If approved, to revise the Spending Plan Summary Report for use in the follow-up. 6. Prepare and submit the Yearly Follow-up submission to SPRA and Sask Trust by March 31 of the year following the previous fiscal year. This involves completing the: A. Final column “Current Year’s Actual Expenditures” of the Provincial Recreation Associations Annual Funding spending Plan Summary Form. B. Provincial Recreation Associations Follow-up Report Form. C. ** A short report detailing the status of expenditures/revenues for the fiscal year. D. A copy of SOEEA’s audited Statement for the follow-up fiscal year.

Any changes in use of Trust funds must be approved by the Executive and SPRA before the expenditure occurs.

Liaise among SPRA, Sask Trust, and SOEEA. This involves attending SPRA’s AGM, responding to communications from SPRA and Sask Trust, and updating the grant guidelines. Also, to be familiar with the guidelines of the organizations, specifically Saskatchewan Lotteries, Sask Trust, and SPRA, which provide SOEEA with annual funding through the formal application process.

Funding Special Projects Through SOEEA One of SOEEA’s goals is to develop and promote outdoor and environmental resources. To do this, we encourage individuals and groups with projects that fit our mandate to apply to us for their acceptance by our main funding agency, Saskatchewan Lotteries Trust fund for Sport, Culture and Recreation. Some grants are approved outright by SOEEA; we may be able to fund them from our revenues.

Upon final approval of a grant by SOEEA, the individual’s or group’s project must meet specific criteria to receive the funding. The Program Coordinator, Treasurer, or a Member-at-large will be available to the applicant to answer questions related to the criteria required for funding. All projects must acknowledge the assistance of SOEEA and the support we receive from Sask Lotteries through the use of our names and logos. Individuals and groups that receive funding through SOEEA must document their use of the funds and submit that documentation to their liaison person within 30 days of the project’s completion.

Various online application forms have been developed to facilitate procedures.

Saskatchewan Lotteries describe the following as ineligible expenses 1) "Capital expenditures - No support is available for construction, renovations, or upgrading of facilities." 2) alcoholic beverages 3) Cash prizes (which is why we say we fund the Science Fair prizes with our own SOEEA funds ... 4) Off-continent travel 5) "other" deemed inappropriate by SPRA / SK Lotteries 6) Banquets and dinners.

Whichever Board member is responsible for the Environmental Action Project support needs to be very familiar with the capital expenditures ineligibility as well. Gerald M & Geoff B would confer and sometimes "cross the line" a little but they were careful. They tried always to fund the non-capital items in preference over the others. (not usually a problem as our SOEEA funds are usually only a small part of their overall funds). However as it really refers to "building" and "construction" here, I think that smaller purchased items are ok.

SOEEA Expenses Expenses are paid for approved SOEEA activities. These include two full Board of Director Meetings (travel and accommodation), approved events (conferences, workshops, teacher/leader in-services), and activities associated with duties and delegated tasks of executive positions, operating expenses (postage, telephone calls, faxes, etc.). Directors attending any SOEEA function at a removed location may claim a maximum of two nights hotel accommodation each year in those circumstances where they would not otherwise receive that benefit. Note: the current kilometre rate is $0.38 @ km.

Appendix 1: SOEEA / CEE Flying WILD MOU MEMORANDUM OF UNDERSTANDING between the COUNCIL FOR ENVIRONMENTAL EDUCATION and the SASKATCHEWAN OUTDOOR AND ENVIRONMENTAL EDUCATION ASSOCIATION PURPOSE The purpose of the Memorandum of Understanding (MOU) is to establish the Saskatchewan Outdoor and Environmental Education Association as a Partner for Flying WILD, a national bird education program, and assign responsibilities between the Council for Environmental Education (CEE) and Saskatchewan Outdoor and Environmental Education Association with regard to Flying WILD. This partnership, as documented by this MOU, enables Saskatchewan Outdoor and Environmental Education Association (SOEEA) to provide training in the use of Flying WILD materials and to distribute Flying WILD Materials in the Saskatchewan province.

This MOU also functions to preserve, protect and promote the educational integrity of Flying WILD. Through this agreement, Flying WILD will be maintained as a foundational program for bird education. CEE, Flying WILD City Partners, the Flying WILD Planning Committee (a program advisory group), CEE Board of Directors and CEE staff are dedicated to achieving and maintaining the highest possible standards of professional quality, factual accuracy and objectivity in all programs, activities and materials bearing the Flying WILD name. This agreement provides a framework for accomplishing this goal.

DESCRIPTION OF PARTNERING ORGANIZATIONS Council for Environmental Education History Since its beginning in 1970, the Council for Environmental Education (CEE) has been a nationally recognized leader in environmental education, providing programs and services that promote responsible stewardship of natural resources. CEE's programs operate actively in 47 states and in six countries including Canada, Czech Republic, India, Iceland, Japan and Sweden. CEE is a 501(c) 3 non-profit educational organization. CEE’s mission is to provide environmental education programs and services that promote stewardship of the environment and further the capacity of learners to make informed decisions. To accomplish its mission, CEE supports programs and partnerships for environmental education.

Flying WILD Flying WILD, a new program of the Council for Environmental Education, introduces middle school students to bird conservation through standards-based classroom activities and environmental stewardship projects. Flying WILD encourages schools to work closely with conservation organizations, community groups, and businesses involved with birds to implement school bird festivals/events in which students take a leading role in teaching their classmates and community about migratory birds. A national network of urban-based City Partners will provide educators with Flying WILD training and materials, including the program guide, Flying WILD: An Educator's Guide to Celebrating Birds. CEE operates the National Office for Flying WILD in Houston, Texas.

Saskatchewan Outdoor and Environmental Education Association Vision: People of Saskatchewan are environmentally responsible, valuing diverse and interdependent systems, working together to learn and practice ecological sustainability and healthy living for all beings. Mission: Saskatchewan Outdoor and Environmental Education Association (SOEEA) encourages educators and people who participate in outdoor recreation to practice and teach environmental responsibility. SOEEA is a non-profit organization that will focus on offering Flying WILD to educators across the Saskatchewan Province.

TASKS AND RESPONSIBILITIES UNDER THIS AGREEMENT This MOU is entered into by and between CEE and SOEEA. WHEREAS, CEE is the 501(c)(3) legal entity through which the Flying WILD program is administered at the national level. WHEREAS, SOEEA is a non-profit legal entity that supports activities in the Saskatchewan province that promote the conservation and appreciation of birds and wildlife habitat. WHEREAS, it is the mutual desire of CEE and SOEEA to work together on the further development and implementation of a bird education program known as Flying WILD. NOW THEREFORE, in consideration of the above premises, the parties hereto agree as follows:

A. CEE shall: 1. Maintain a national office for Flying WILD through which it will: a) Conduct communications among sponsors, contributors, and other partners b) Coordinate periodic meetings of Flying WILD City Partners c) Update and print Flying WILD materials as needed d) Provide the City Partner an opportunity to purchase Flying WILD materials at least once per year e) Provide for the ongoing evaluation of the Flying WILD program f) Provide for a program advisory group, currently named the Flying WILD Planning Committee g) Handle fiscal activities, program activities, contractual agreements, and legal activities associated with Flying WILD h) Protect the Flying WILD trademark and CEE copyrighted works associated with Flying WILD. 2. Dedicate a seat on the Flying WILD Planning Committee to one representative of Flying WILD City Partners to be appointed by CEE. 3. Process requests for city-wide, regional, national and international partnerships related to Flying WILD. 4. Provide SOEEA and other City Partners with the opportunity to review and comment on all new educational materials bearing the Flying WILD name prior to publication. 5. Process all reprint and adaptation requests for Flying WILD materials according to policy developed by CEE to assure the content and integrity of the materials is maintained: a) Flying WILD City Partners may reprint or adapt a total of any three Flying WILD activities without Flying WILD National Office (CEE) permission for their use at no charge. Note: Flying WILD City Partners may grant reprints for their facilitators to copy up to three total activities from Flying WILD materials. b) All adaptation requests that exceed simple substitutions and request substantial changes that alter the original activity will be discouraged. c) All reprint or adaptation requests for more than three activities and from persons or groups other than City Partners will be submitted to CEE for consideration. CEE reserves sole discretion to control all reproduction, modification, and distribution of Flying WILD materials.

B. Saskatchewan Outdoor and Environmental Education Association shall: l. Provide a designated Flying WILD Coordinator. 2. Protect the CEE copyright to the Flying WILD program guide, Flying WILD: An Educator’s Guide to Celebrating Birds. 3. Protect the CEE trademark (logo) associated with Flying WILD. 4. Provide a budget to successfully operate the Flying WILD program for a three-year period in the Saskatchewan province, including the purchase of at least 100 copies per year of Flying WILD: An Educator s Guide to Celebrating Birds for Flying WILD training participants, with a minimum of 100 guides per order for each order placed to CEE. 5. Actively pursue the widest possible distribution of Flying WILD training and materials in the Saskatchewan province. 6. Conduct Flying WILD training for at least 100 educators and three Flying WILD Facilitators each year (300 educators and nine facilitators over a three-year period) in the Saskatchewan area. This includes both formal and non-formal educators. As part of conducting training, Saskatchewan Outdoor and Environmental Education Association shall: a) Select appropriate sites for training. b) Advertise training events. c) Provide the necessary logistical support for the training. d) Provide a copy of Flying WILD: An Educator’s Guide to Celebrating Birds to each participant of the Flying WILD Educator Training. As of the date of this MOU, CEE will sell the guide to City Partners for $10.00 per copy. Minimal guide price increases may be implemented in subsequent years based on printing costs and annual operational costs for Flying WILD. e) Keep workshop fees affordable for educators so that the fee does not create a barrier to participation. The goal is to not exceed a fee of $35.00 per workshop per educator for the years 2009-2011. f) Ask each training participant to complete the Flying WILD Educator Training Form and, if applicable, the Flying WILD Facilitator Training Evaluation Form, as well as a Flying WILD Participant Information Form (electronic copies available from CEE). Submit summaries of these forms to CEE with an Annual Summary Report (see item B-9 below). 7. Agree that all editorial control, including reprinting, of Flying WILD materials remains with CEE.(Editorial and distribution issues will be brought before the Flying WILD Planning Committee by written request. The Planning Committee will subsequently prepare a recommendation to the CEE Board of Directors.) 8. Follow Flying WILD policy guidelines set forth by CEE and provide input on the policy and program direction to the Flying WILD Planning Committee. 9. Submit an annual report of Flying WILD program activities to CEE in a format agreed to by the Flying WILD Planning Committee. 10. Distribute current editions of Flying WILD: An Educator’s Guide to Celebrating Birds through training workshops at no cost or at a minimal cost to participants (see Letter B, number 6-d above). 11. Agree that under no circumstances shall Flying WILD: An Educator’s Guide to Celebrating Birds be sold by Flying WILD City Partners. 12. Refrain from entering into any contracts or verbal agreements that would obligate CEE for any activity without written permission from CEE. 13. SOEEA will help recruit a co-partnering organization for Flying WILD in Saskatchewan by: a. contacting and inviting potential co-partnering organizations to participate as a co-partner. b. explaining to potential co-partners SOEEA’s role and responsibilities as a Flying WILD City Parnter, and that this role and these responsibilities would be shared between SOEAA and the co-partnering organization c. periodically advise CEE on outreach efforts to potential co-partners.

C. It is mutually agreed and understood by and between the parties: 1. Not to sell or otherwise allow the copyright for Flying WILD materials to be diminished. 2. To protect the name, trademark, and copyright associated with Flying WILD as outlined in the Flying WILD Reprint Policy. (The name Flying WILD with the accompanying logo is registered as a trademark for protection by CEE. Materials developed by CEE for Flying WILD are copyrighted for protection by CEE.) 3. The principal contacts for this instrument are:

Saskatchewan Outdoor and Environmental Education Association Peta White, President University of Regina, Faculty of Education 3737 Wascana Parkway, Regina Saskatchewan, Canada, S4S 0A2 Ph: +1 306 585 4541, Fx: +1 306 585 4880 white20p@uregina.ca

Council for Environmental Education Josetta Hawthorne, Director 5555 Morningside Drive, Suite 212 Houston, Texas 77005 Phone: 713-520-1936 E-Mail: JosettaH@aol.com

4. This instrument constitutes the entire agreement between the parties and supersedes and replaces all prior agreements. 5. This contract shall terminate upon: a) completion of all specified tasks, or three years from signing of this agreement, whichever is sooner, OR b) until altered through amendment by consenting parties, OR c) the request of either party for any reason. 6. This agreement or any interest therein shall not be assignable by either party. In the event of termination of the agreement by either party, CEE reserves the right to assign Sponsorship of Flying WILD to another entity within the Saskatchewan province. 7. Amendments to this agreement consistent with its purpose and within its general scope may be accomplished in writing by mutual consent between the parties. The Amendment may only be finalized by signature of CEE’s Executive Director, CEE’s President, and the Director of the Flying WILD City Partner. 8. Nothing in this agreement shall be construed as limiting the ability of the Flying WILD City Partner or CEE to partner with other private, government, professional or non-profit organizations or associations. 9. This agreement shall begin upon the execution date and may be terminated by either party for any reason upon sixty (60) days advance written notice to the other party. The notice shall specify the date of termination and shall be sent by registered mail. 10. In the event of termination, the Flying WILD City Partner shall forfeit all rights associated with Flying WILD partnership including but not limited to the right to distribute Flying WILD materials. CEE will forfeit the right to name the City Partner in print or electronic formats as a Flying WILD City Partner. 11. During the term of this agreement, the addition of a second Saskatchewan Flying WILD City Partner, as a co-partner to SOEAA, will be established through an amendment to this MOU.

IN WITNESS THEREOF, the parties have executed this agreement as of the last date written below. COUNCIL FOR ENVIRONMENTAL EDUCATION _ _ __Date Barbara Price, CEE President__ _ __Date Josetta Hawthorne, CEE Executive Director

SASKATCHEWAN OUTDOOR AND ENVIRONMENTAL EDUCATION ASSOCIATION__ _ ___ Date Peta White, President