Purpose:

• To provide policy and procedure for CMMOTA Bylaw 7.4.2. which reads: “A member, in good standing, may inspect the books, records and documents of the Association at the Registered and Records Office, upon reasonable notice during regular business hours.”

Policy:

1. Any member who is in good standing with the Association has the right to request to inspect the books, records, and documents of the Association at the Registered and Records Office of the Association. This request must be made in writing delivered by email to info@cmmota.com, or by fax to (403)517-7675, or by regular post to the CMMOTA Office. This request must include:

a. The Full Name and Member Number of the member making the request; and,

b. A current email address and telephone number for the member making the request; and,

c. A list of the books, documents, and records which the member wishes to inspect.

2. Once a request has been received in writing to inspect the books, records, and documents of the Association, administration shall within 10 business days of receipt of the request contact the member to arrange a date and time during which the inspection of the books, records and documents of the Association may take place. This should take place within 30 days of the receipt of the request.

3. Inspection of the books, records, and documents is only to take place during the regular business hours of the Association.

4. Prior to the inspection of the books, records, and documents of the association, a member wishing to inspect such documents shall sign a CMMOTA Confidentiality Agreement (see Appendix 21 – CMMOTA Confidentiality Agreement).

5. During the inspection of the books, records, and documents of the association, a member of the administration team shall be present at all times with the member.

6. All books, records, and documents of the association which may be examined by a member are considered to be proprietary information, and may not be copied, or digitally recorded by a member.

7. Books, records, and documents provided for examination, may be redacted according to direction from the Board of Directors, and in accordance with FOIP and HIPPA legislation prior to their examination.

8. A member, while inspecting the books, documents and records requested, shall not be allowed to have a recording device present.

9. Paper copies may be requested and will be released to a member only by approval of the Board of Directors. Paper copies will be redacted according to direction from the Board of Directors, and in accordance with FOIP and HIPPA legislation. The cost for providing paper copies shall be set by the Board of Directors and shall be published in the fee schedule. A CMMOTA Confidentiality Agreement between the receiving member and the Association shall be required prior to the release of paper copies to the member.

10. Membership files, or disciplinary files, other than a file pertaining to the member requesting to examine them are not available for inspection.

11. Membership Files are considered to be confidential, and a member’s personal file may only be examined by the member. Under no circumstance may a member examine another member’s membership file.

Original Date of Policy Adoption: March 22, 2021

Date of Last Policy Revision: September 20, 2024

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