Board of Directors Remuneration and Expense Reimbursement Policy

Policy Statement:

• Directors shall receive remuneration and reimbursement for appropriate expenses while undertaking their roles as elected/appointed representatives for the Canadian Massage and Manual Osteopathic Therapists Association in accordance with CMMOTA Bylaw 4.6.1.

Purpose:

• To establish policy surrounding repayment of allowable expenses, basic annual honorarium rates, and per diem compensation for the Board of Directors in recognition of the time contributions made in attending meetings, functions, and for required travel, and to ensure that remuneration to Directors is fair, equitable, and consistent. This compensation is in addition to the 6 Continuing Education credits granted to Board Members for each year or portion of a year of service.

Policy:

1. Remuneration of Directors must be justifiable to both the Board of Directors, and the membership of the Association.

2. Directors shall be accountable to the Board of Directors and the membership of the Association for the expenses they incur.

3. Expenses incurred by a Director in the fulfillment of their duties as a Director which are contemplated in Appendix 2: Board of Directors Remuneration and Expense Reimbursement Schedule may be reimbursed upon submission to the Executive Director.

4. Expenses incurred by a Director in the fulfillment of their duties as a Director which are not contemplated in Appendix 2: Board of Directors Remuneration and Expense Reimbursement Schedule, but fall within a budgeted expense must:

a. For Board Expenses, be approved by the Board.

b. For any other expense, be approved by the Executive Director.

5. Expenses which are not contemplated in Appendix 2: Board of Directors Remuneration and Expense Reimbursement Schedule, and do not fall within a budgeted expense must receive approval from the Board prior to the expenditure being made.

6. Expenses claimed must be submitted within 60 days from date incurred.

7. Expenses shall be reimbursed in accordance with the Appendix 2: Board of Directors Remuneration and Expense Reimbursement Schedule which was in place at the time the expense occurred.

8. The Board of Directors shall on an annual basis, prior to the Annual General Meeting, set the rates of remuneration as described in Appendix 2: Board of Directors Remuneration and Expense Reimbursement Schedule. These rates shall come into effect on the first day following the Annual General Meeting. The purpose in doing this is to avoid a conflict of interest, as the Board is setting the rates for the next Board, rather than for themselves.

9. Mileage rates as described in Appendix 2: Board of Directors Remuneration and Expense Reimbursement Schedule shall reflect the reasonable per kilometer allowance set by the Canada Revenue Agency and will be adjusted in accordance with any rate changes set forth under that Canada Revenue Agency guidance.

a. Where possible Directors should ride share. Where ride share is available, but not participated in, the expense cannot be claimed.

10. A Director shall be entitled to receive per diem compensation, as outlined in Appendix 2: Board of Directors Remuneration and Expense Reimbursement Schedule, for the following:

a. Attendance at Board Meetings

i. These include regular meetings, special meetings of the board, board orientation, board retreat, and strategic planning meetings.

b. Attendance at the Annual General Meeting

c. Attendance at a Special Meeting

d. Attendance at External Committee Meetings, when appointed by the Board of Directors

e. Attendance at Internal Committee Meetings, when appointed by the Board of Directors

f. Attendance at an Association function when formally representing the Board of Directors when approved by motion of the Board of Directors before the function occurs.

g. Attendance at a function when formally representing the Board of Directors and/or the Association when approved by motion of the Board of Directors before the function occurs.

h. For Travel when:

i. Travel to and from a meeting/function exceeds a cumulative of 20 kms and travel is undertaken the same day as the meeting; or

ii. Travel to and from a meeting/function exceeds a cumulative of 350 kms and travel is undertaken before or after the date of the meeting.

11. Total per diem claims shall not exceed one and one half per diems per day.

12. Time calculated for per diem shall include travel time to and from the meeting/function. If travel does not take place on the day of the meeting/function, then it shall be calculated under the regular per diem rate as described in Appendix 2: Board of Directors Remuneration and Expense Reimbursement Schedule.

13. Per diem claims must be submitted within 60 days of the meeting/function.

14. A Director shall not be entitled to receive per diem compensation for:

a. Attendance at a meeting which lasts less than 2 hours including travel time.

b. Meeting preparation, including reading of meeting packages

c. Completion of Action Items

d. Completion of duties specific to an executive position (president, vice-president, secretary, treasurer)

15. In recognition of additional workloads which director and executive positions require, a basic annual rate shall be paid annually in June, as outlined in Appendix 2: Board of Directors Remuneration and Expense Reimbursement Schedule provided that:

a. The Director has attended all meetings of the Board over the course of the year (herein defined as Annual General Meeting to Annual General Meeting) not withstanding excused absences; and

b. The Director has completed a full year of service (herein defined as date of election or appointment to Annual General Meeting) to the Association; and

c. In the opinion of the Board, has fulfilled all their specific duties required by their position as described in the Board of Directors Responsibilities Policy

i. The opinion of the Board is provided by private confidential evaluation as outlined in Appendix 37: Annual Board Evaluation and is submitted by each Director to the Executive Director.

ii. When submitting Appendix 37: Annual Board Evaluation to the Executive Director, the Director shall also include an evaluation of their own performance.

iii. In order for a Director to be eligible to receive the basic annual rate, they must receive a minimum of 66% approval from their fellow Directors on the submitted Appendix 37: Annual Board Evaluation.

16. Directors who resign prior to a year of completed service to the Association are not eligible to receive the basic annual rate.

Original Date of Policy Adoption: May 8, 2023

Date of Last Policy Revision: May 2, 2024