Cancellation of Membership Policy

Purpose:

• To establish clear guidelines for the cancellation of membership, including voluntary member-initiated withdrawal of membership, and cancellations resulting from disciplinary action.

Policy:

1. Member-Initiated Membership Cancellation

1.1. A Member may voluntarily choose to cancel their membership with CMMOTA for any reason.

1.2. Membership fees are non-refundable and are considered fulfilled on the first day of the membership period for which they were paid. Therefore, no refund will be provided if a membership is voluntarily cancelled by a member.

1.3. Membership cancellation must be submitted in writing using one of the following methods:

1.3.1. Submission of a completed Appendix 29 – Membership Cancellation Request Form via:

1.3.1.1. Physical mail to the CMMOTA Office; or

1.3.1.2. Fax to the CMMOTA Office; or

1.3.1.3. Email to info@cmmota.com

1.4. Voluntary withdrawal of membership does not exempt the member from fulfilling any outstanding membership requirements. Administration at the time of membership cancellation shall determine and document the following in the member’s paper file, which shall be used for membership reinstatement evaluation:

1.4.1. Outstanding fees, if any (e.g. AGM-in-lieu fees or Administration Fee for renewals past the deadline).

1.5. Members who voluntarily cancel their membership will not be required to pay a Membership Reinstatement Fee if they choose to reinstate their membership in the future.

1.6. If a disciplinary complaint is unresolved at the time of cancellation, or is filed against a member after cancellation, the person will be subject to completion of the disciplinary process outlined in the CMMOTA’s Discipline for Complaints Policy prior to consideration for membership reinstatement.

1.7. When a membership is cancelled voluntarily, no membership cancellation notice shall be sent.

2. Membership Cancellation Due to Disciplinary Action

2.1. Membership fees are non-refundable and are considered fulfilled on the first day of the membership period for which they were paid. Therefore, no refund will be provided if a membership is cancelled due to disciplinary action.

2.2. When a membership is cancelled because of disciplinary action, a membership cancellation notice shall be sent by Administration as follows:

2.2.1. Email Notification: Sent on the day of cancellation to the last known email address of the member. This notice shall include the following:

2.2.1.1. Effective date of cancellation; and

2.2.1.2. Reason(s) for cancellation; and

2.2.1.3. Outstanding requirements for reinstatement as outlined in the applicable disciplinary policy; and

2.2.1.4. Expiry date of current First Aid and Level C CPR certification; and

2.2.1.5. Notice that reinstatement will require a new Vulnerable Sector Check completed within 90 days of submission to the Association; and

2.2.1.6. List of unpaid outstanding fees; and

2.2.1.7. Additional reinstatement conditions resulting from disciplinary action by the Disciplinary Committee; and

2.2.1.8. Notice of whether a reinstatement fee would apply.

2.3. A copy of the membership cancellation notice will be stored in the former member’s file.

2.4. Administration shall notify all necessary third parties of the membership cancellation.

Original Date of Policy Adoption: May 6, 2025

Date of Last Policy Revision: September 24, 2025