the ALBERTA ESTONIAN HERITAGE SOCIETY

Study scholarships for students of Estonian heritage living outside Estonia
provided by the Ministry of Education of Estonia, Council of the Compatriots Program 2010
See conditions below: briefly, the studies are to be taken in the Estonian language; intensive pre-qualifying language programs are available within the scope of the scholarships.

STUDY SCHOLARSHIP ESTABLISHED UNDER THE COMPATRIOTS PROGRAMME
GENERAL REQUIREMENTS
The aim of the scholarships offered by the Compatriots Programme is to support the studies of young expatriate Estonians in Estonia’s public universities, national institutions of applied higher education and vocational education centres. Applications for scholarships are invited from young expatriate Estonians who have not resided in Estonia on a permanent basis at least during the last 10 years and who possess a secondary or higher education. Those students, who have studied in Estonia for less than 1 year and meet other requirements, can apply for scholarship in exclusive cases.

The programme will support successful applicants who wish to enroll for curricula taught in the Estonian language. If an applicant’s command of the Estonian language is insufficient to successfully cope with learning in that language, the applicant can request a grant to support his/her participation in an intensive Estonian language course prior to engaging in substantive studies under the curriculum chosen. The Compatriots Programme cannot support studies in languages other than Estonian.

The Statute of Scholarships of the Compatriots Programme has been adopted by the Council of the Compatriots Programme, which has been appointed by the Cabinet of Ministers of the Republic of Estonia. The Council is entitled to amend the Statute as and when necessary. The Archimedes Foundation has been selected as the administrative and advisory body to implement the programme. Funds for scholarships to successful applicants will be allocated from the budget of the Ministry of Education and Research. The Ministry of Education and Research has the right to make decisions in current questions (for example to take academic leave, to prolong the nominal term of study and etc) in case the financial obligations caused by decisions do not exceed 50 000 Estonian kroons.
SCHOLARSHIP
Successful applicants will be awarded a scholarship until the completion of the selected programme of studies in the chosen specialty. The scholarship includes tuition fees, a residence and subsistence allowance, a travel allowance, health insurance premiums and the stamp duty payable on the recipient’s residence permit. To remain eligible for the scholarship, the recipient must actively pursue his/her studies and must have completed at least 75% of the coursework required by the curriculum by the end of each year of studies. The scholarship will not cover any periods of academic leave or extension of studies.

The monthly residence and subsistence allowance allocated to scholarship recipients pursuing vocational or higher vocational studies is 3500 Estonian kroons, to Bachelor’s students 4000 kroons and to Master’s students 4500 kroons. In general, the scholarship will be paid out in two installments, each covering a period of 5 months. The first five-month installment will be paid to recipients in September and the second in February, after the recipient presents a transcript of his/her academic record for the autumn semester. The Foundation will only proceed to pay out the second installment if the recipient has fulfilled his/her duties (submitted the required reports, shown due progress in his/her studies, etc.). In order for scholarship funds to be released, the recipient must conclude a scholarship agreement with the receiving educational institution and the Foundation. The scholarship is exempt from income tax under Estonian legislation.

In addition to their initial residence and subsistence allowance, first-year scholarship recipients will also receive a 2000 kroon settling-in allowance paid out in cash upon their arrival. The settling-in allowance will help recipients cover incidental costs incurred in moving to their place of residence in Estonia (deposits towards accommodation at a student residence, application fees for a student card, a library card and an ID card, etc.) and to cope with basic everyday needs during their first weeks in Estonia until scholarship funds are transferred to their bank account. The settling-in allowance is also intended to provide a cushion against the extra costs inevitably involved in moving residence.

The scholarship recipients are entitled to a travel allowance that covers up to two return trips home per year. The travel allowance will be paid out in the amount established in the scholarship agreement regardless of the actual cost of travel. The allowance will generally be paid to the scholarship recipient when he/she has actually travelled home and returned. In order to prove having made the trip the recipient must submit to the receiving educational institution the original travel tickets. Where necessary, the scholarship will also cover the cost of the recipient’s health insurance and the stamp duty on the residence permit.

Twice a year the Foundation will make direct payments to the scholarship recipient’s educational institution to cover his/her tuition fees. Tuition fees to higher education institutions will be paid pursuant to the Cabinet of Ministers Regulations regarding the base cost of state-funded student places as multiplied by the corrective coefficients applicable in relevant fields of study. Tuition fees to vocational education institutions will be paid pursuant to the Cabinet of Ministers Regulations regarding the cost of student places at vocational education institutions as multiplied by the corrective coefficients applicable in relevant fields of study and to relevant types of study. Any payments due from the recipient to the educational institution will be made by the Foundation Archimedes.

Scholarship recipients who enroll for the one-year intensive course of Estonian prior to commencing their desired programme of studies will receive a scholarship on the same basis as they would during those studies.
DEADLINE
The Council of the Compatriots Programme considers applications for scholarships once a year. The applications must be received at the Foundation Archimedes by April 1 at the latest. The Council will not consider any applications received after this deadline.
APPLICATION PROCESS
Applicants must submit to the Council the following documents (either in Estonian, English or Russian):

the application (application form);
a curriculum vitae;
a copy of the document certifying the applicant’s completion of a secondary education, or where this is not available, a transcript of scholarly record for the final year of secondary school and a copy of the report for the preceding year. Candidates wishing to enroll for Master’s studies must submit a copy of the document certifying completion of a higher education (diploma) and transcripts of records;
a copy of the passport page stating the applicant’s personal particulars;
a copy of the applicant’s birth certificate;
1 photo (4x5 cm);
2 letters of reference (where possible, these should be from the local association of Estonians, members of the local Estonian community, the applicant’s teacher of Estonian or of some other subject).

The scholarship application must be posted to the following address:

Scholarships of the Compatriots Programme
Foundation Archimedes
Centre for Higher Education development
13 A, Koidula St
Tallinn 10125
Estonia

The Council advises applicants who need to obtain a passport in their home country in order to travel to Estonia to start their studies to file a passport application at the same time that they submit their application for the scholarship. Otherwise the applicant may not be able to obtain the passport and the residence permit by the time the academic year commences.

The Council has the right to disqualify applicants whose documents do not meet the requirements, include false information or arrive after the established deadline. Application documents will not be returned to applicants.
ADMISSION
The Council’s decision to award a scholarship to an applicant does not automatically secure that applicant a place at the educational institution of his/her choice. Once the scholarship has been awarded, the applicant must submit further documents to the Foundation Archimedes, to be examined by the Academic Recognition Information Centre and the admission boards of the relevant educational institution. The applicant must pass admission examinations or an admission audition (or other form of assessment of his/her creative work) or Estonian language exam, if the educational institution so requires. If admission examinations are not passed, the scholarship recipient loses the scholarship.
Applicants must, in any event, pass regular admission exams or auditions for studies pursuant to the following curricula:

- Tallinn University: Estonian Philology, English Philology, Public Administration, Recreation Management;
- University of Tartu: Medicine, Dentistry, Pharmacy;
- Estonian Academy of Arts: all curricula;
- Estonian Academy of Music and Theatre: all curricula.

If the applicant meets the admission requirements established by the educational institution, he/she will be matriculated to an independently funded student place. Once the educational institution has matriculated the applicant and assigned him/her to a curriculum, the applicant may not transfer to another curriculum.

Scholarship recipients are entitled to apply for a follow-up scholarship for Bachelor’s or Master’s studies. Recipients seeking a follow-up scholarship must submit a corresponding application to the Foundation Archimedes according to established procedures and by the relevant deadline.
PRINCIPLES OF SELECTION
Scholarship awards are decided by the Council of the Programme, which is chaired by the Minister of Education and Research of the Republic of Estonia. In deciding awards of scholarships, regard shall be had to:

the motivation of the applicant;
the applicant’s scholarly record in his/her previous studies;
the Estonian language proficiency of the applicant;
the applicant’s civic involvement;
the distribution of scholarships among applicants from different geographical areas;
the cost of a student place.

Scholarships will be awarded to at least five new recipients. Subject to budgetary constraints, the Council has the right to increase the number of scholarships. In the case that there are no applicants who meet the requirements the Council may refuse to award any scholarships. The language skills could be checked in interview with the applicant.
OBLIGATIONS OF SCHOLARSHIP RECIPIENT
By the established date the scholarship recipient must by e-mail or letter confirm his/her intention to come to study in Estonia. In the case that the recipient has not confirmed the intention to study in Estonia by the established deadline, the scholarship will be reassigned to the next-ranking applicant.

As a rule, the scholarship recipient must arrive in Estonia by the beginning of the academic year, but no later than October 1. Should the recipient not arrive by the established deadline, the Council has the right to reconsider the award of the scholarship.

By accepting the scholarship the recipient assumes the responsibility to begin and complete the course of studies in his/her chosen specialty at a chosen educational institution within the standard period of study. If the recipient breaks off his/her studies or is removed from the roll of regular students for a reason other than completion of the curriculum or health, personal or other circumstances beyond his/her control, the Council has the right to require the recipient to repay a part or all of the residence and subsistence allowances as well as of tuition fees paid by the Foundation Archimedes to or on behalf of that recipient over the period of studies.

The scholarship recipient must at the end of each semester submit to the Foundation a transcript of his/her academic record. If the recipient’s academic progress is poor, the Council is entitled to terminate payment of scholarship funds and to stop funding the recipient’s student place. The recipient must notify the Foundation of taking an academic leave, of breaking off studies and of other circumstances preventing the completion of studies within the standard period of studies. In the case that a scholarship recipient has received scholarship payments in respect of a period of time during which he/she did not do any coursework, the recipient must return those payments.

In the relevant documents and speeches, scholarship recipients are required to refer to the Ministry of Education and Research and the Foundation Archimedes as the sponsors of their studies.
REPORTING
Scholarship recipients will submit to the Foundation a transcript of their academic record by deadlines of each year. For reimbursement of travel, residence permit, health insurance and other expenses, the recipients must submit the following documents:
- a report (form);
- original travel tickets and (where necessary) the relevant invoices;
- original invoices for other expenses (residence permit, health insurance policy, etc.).
In order to receive an advance payment (for travel, residence permit, health insurance), a corresponding application must be submitted.
CONTACT
The contact person in relation to the scholarships of the Compatriots Programme at the Foundation Archimedes is Ms Julia Duh (julia.duh@archimedes.ee, phone +372 699 6496).
TRANSLATE OF THE STATUTE OF THE STUDY SCHOLARSHIP ESTABLISHED UNDER THE COMPATRIOTS PROGRAMME

http://www.archimedes.ee/amk/index.php?leht=10

Alberta Estonian Heritage Society
Annual Administrative D R A F T events summary
This is a D R A F T copy of the administrative activities which normally take place each year. It is intended as a guide to current and new executive / board members. Page 1 has the Annual administrative summary; details follow chronologically and in Appendices A, B, C, D    Input is most welcome!        Helgi                 Leesment@telus.net

January 1                      Start of AEHS membership year

February 28 or 29         End of AEHS fiscal year

March                           Treasurer prepares annual report
                                    AGM date & location is set
                                    Various preparations are made for AGM involving many Board members
                                    Quarterly inventory report due to Treasurer

April or May                   AGM
                                    Non-renewed memberships expire, access to website for non-renewed
                                    people expires.
                                    Any changes in executive reported within 30 days to Alberta Registries

April 25, 2005                Founding date of AEHS

May 15                         Approximate date of Jaanipäev mailout, if held that year

May / June                    Issue of AjaKaja
June                             Quarterly inventory report due to Treasurer

June 21 or closest available date            Jaanipäev, if organized that year

July                              Alberta Registries sends out re-registration form

August 9, 2005            Date of AEHS incorporation, i.e. “anniversary” date for Alberta Registries
                                    purposes

September 15                Deadline to submit completed Alberta Registries form
September                    Quarterly inventory report due to Treasurer

September / October Alberta Registries responds re: submitted form, may require revision

October                         Update AEHS listing & activities in Eesti Elu directory
                                    Design new membership form for next year

November                      Thank-you letters are sent to current year’s donors
                                    Current year’s membership info & statistics compiled

November / December            Issue of AjaKaja
                                    Membership renewal forms sent out

December 31                 End of AEHS membership year
                                    Quarterly inventory report due to Treasurer

Annual activities of the AEHS

Board meetings -   to be called by President, or by any two members as specified in By-laws. “Meetings of the Board shall be called by 10 days notice in writing mailed to each member or by three days notice by fax or telephone.   Any four members shall constitute a quorum…”    Quote from By-laws

Technically there is supposed to be an executive or board meeting at least once every three months.   Some day the AEHS may wish to amend its By-laws on this point, or at least be aware of this part…

January 1             -   Beginning of new AEHS membership year. Membership renewal grace period extends to the AGM

February 28 or 29 -   Fiscal year end for AEHS

March -   Treasurer prepares annual financial report.     See details in Appendix B.
            -    Once Treasurer has financial report ready, he/she arranges for the auditors to examine the financial records and prepare a formal signed, dated statement in the format required by Alberta Registries.   The auditors must have been formally approved at the previous AGM
            -   According to the formal By-laws, the auditors are also supposed to audit the Secretary’s records. Perhaps receiving electronic minutes of all meetings held in previous year, satisfies this requirement.

March -    Decide location for AGM and book room. Consider having Board meeting same day.
-          Lunch considerations
-          Consideration of some additional program to attract more members to the meeting.
-          Executive and board members each prepare a written or oral report for AGM, as relevant. Even if the person is resigning, a report is still needed for the AGM. Someone on the executive needs to be designated to make this request individually to each person concerned.
-          Secretary prepares minutes of previous AGM for distribution/availability to members.

March 31   or within 10 days, all members who have an inventory stock of AEHS items on hand for selling, report the numbers to the Treasurer. This applies to DVDs and pins currently, could apply to other materials in future.   See sample form as Appendix D.

March / April
-          Past President, nomination committee or appointed search committee enquires as to which executive and board members are willing to stand for re-election at the forthcoming AGM, and finds new candidates as needed.
-          If resigning officers /board members or new candidates know they will not be able to attend AGM, we need their written resignation or written consent to run for office to have on hand at AGM.
-          If President knows he/she will be absent from AGM, a chairperson needs to be determined

March 1 through May 31 - time frame for date of AGM, based on By-laws

April 25, 2005   -   Founding date of AEHS

April or early May - AGM notices to be mailed out

            - Note: “Notice in writing to the last known address of each member shall be delivered in the mail 21 days prior to the date of the meeting.” Quote from our By-laws.    It is customary at many organizations to include the minutes of the previous AGM as part of the notice, or to make printed copies of those minutes available at the AGM or in some other fashion, i.e. on the Society’s website.
            -   Include AGM agenda with mailout & ask each person to bring that Agenda with them to the meeting
            -    If any fundamental issues, such as By-laws or Membership fee, are up for tentative change, the membership needs 21 days advance notice of the particulars in the meeting notice.
            - Memberships lapse at the AGM for those who have not renewed for the current calendar year. Their access to the membership website also lapses.   The AGM is the end of the “grace period” allowed for membership renewal.
            -   Hard-copy snailmail notice should back up any email notices.

May 15   - Approximate date of Jaanipäev mailout if there is to be such a celebration that year

May 31   -   deadline for Annual General Meeting, based on By-laws requirement.

Compulsory topics to include on AGM Agenda:
-          Appointment of scrutineers to count members for quorum
-          Statement re: quorum “Nine members in good standing shall constitute a quorum at any meeting”   Quote from By-laws.
-          Appointment of scrutineers to count votes in case of close results
-          Reports by various officers and directors as previously requested, see above.
-          Financial Report must be presented along with the auditors’ signed and dated statement. Minutes of the AGM must include a statement as to whether members accepted or rejected the financial report.
-          Appointment of auditors for next year’s financial statement.   Quote from the standard By-Laws adopted by AEHS “The books, accounts and records of the Secretary and Treasurer shall be audited at least once each year by a duly qualified accountant or by two members of the society elected for that purpose at the Annual Meeting. A complete and proper statement of the standing of the books for the previous year shall be submitted by such auditor at the Annual Meeting of the society.”
-          Election of officers and directors “Any vacancy occurring during the year shall be filled at the next meeting, provided it is so stated in the notice calling such a meeting. Any member in good standing shall be eligible to any office in the society.”   Quote from By-laws.
-          Minutes of previous AGM plus a vote on their approval/rejection

Suggested additional items re: AGM
-          Membership convener prepares and brings an up to date membership to the meeting to determine who may speak and vote at AGM.   Appoint someone to be in charge of this function.   Quorum and voting is dependent on this list.
-          Have current year membership forms available & someone designated to accept payment
-          Vote as to year and date of next Jaanipäev celebration
-          include in AGM reports a list of published articles about AEHS or Alberta Estos in the past year
-          Have extra copies of Agenda on hand
-          Pass around a form for attendees to sign as having been present

After AGM
-          If elections brought any new persons onto the executive, the revised list of executive members must be reported within 30 days to Alberta Registries at
                              Alberta Registries
                              PO Box 1007, Stn. Main
                              Edmonton, AB   T5J 4W6

This reporting is a legal requirement stated in the Societies Act, Paragraph 26(3).
Note: Any changes any time in name, address or occupation of an officer or director, must also be reported to Alberta Registries within 30 days of that change, Societies Act Par 26(3).

Any change in the official address of the society must be reported to Alberta Registries within 14 days of that change, Societies Act Par. 24(2) also RSA 1980 cS-18 s21.

May / June - First yearly issue of AjaKaja published. Sometimes the editors have it available for pickup at either the AGM or Jaanipäev.   Distribution is based on the current month’s membership list so as to include those who renewed at the AGM or just prior.   Those who have not renewed membership by the date of the AGM, do not receive this issue or further issues of AjaKaja.

-          Note: Decided at July 2008 executive meeting: Anyone joining the AEHS after the distribution of the AjaKaja summer issue, is not entitled to that issue. He/she pays full year membership but receives only the December AjaKaja issue.   The main reason is that it is impossible otherwise to know how many Summer issues to print.

June 21 or closest convenient weekend    -    date of Jaanipäev, if it is to be held

June 30 or within 10 days, all members who have an inventory stock of AEHS items on hand for selling, report the numbers to the Treasurer. This applies to DVDs and pins currently, could apply to other materials in future.   See sample form as Appendix D.

July      -    The Alberta government Registries department snailmails a formal re-registration package to the official address of the AEHS. As of 2005, that address is c/o Helgi Leesment, AEHS Vice-president, 20 Gladstone Gdns SW, Calgary, AB T3E 7E4.

August 9, 2005     - AEHS Date of Incorporation with Alberta Registries.

September 15     SEE DETAILS IN APPENDIX “B”
-          Recommended date by which to submit AEHS “Society Annual Return” form to Alberta provincial government.   The actual deadline is September 30, but it is best to aim for September 15. That allows time for Registries office to return the document for revision, if needed, and for the revised document to be submitted by September 30.
-          Address:
                  Alberta Registries
                  PO Box 1007, Stn. Main
                  Edmonton, AB T5J 4W6
-          The purpose of the document is to maintain AEHS official registration status with the provincial government.
-          Document must include 4 elements:
            1) Form supplied by government, which already has on it the name & other basic info
            2) Listing of all officers and directors showing last name, first name, complete mailing address, including postal code and position held by each.
            3) Signature of a Director or Authorized officer of the Society, i.e. usually president
            4) Annual Financial Report including three aspects:
                                    4a) Statement of Financial position
                                    4b) Statement of Operations
                                    4c) Original (not photocopied) dated & signed statement by the auditors
                                                who were appointed and approved at the previous AGM

-          One copy of the complete application form is to be placed into the “AEHS Official Forms” binder.

September 30            - Deadline by which the “Society Annual Return” or its revision (if revision is required) must be received at the office of Alberta Registries in Edmonton. See above for details. It is wise to submit the return by September 15 so that, in case of rejection, the revised & corrected form can still be filed by September 30th.

September 30    or within 10 days, all members who have an inventory stock of AEHS items on hand for selling, report the numbers to the Treasurer. This applies to DVDs and pins currently, could apply to other materials in future.   See sample form as Appendix D.

September or October -    Alberta Registries snailmails “Proof of Filing” document to the AEHS registered address. This indicates that Alberta Registries is satisfied with our submitted document. The recipient needs to photocopy the document and distribute copies:
                  - AEHS “Official Forms” binder (as of 2008-04 kept by Vice-president)
                  - President

                  - Vice-President
                  - Secretary
                  - Treasurer

October - Update executive and contact info for the Eesti Elu (Toronto Estonian newspaper) calendar for the forthcoming calendar year.
            This book form publication is mailed to all those who subscribe to Eesti Elu and lists all Estonian organizations in Canada and the world, Estonian embassies and consulates in the world plus other info. It also has an events calendar section, focused on Toronto, but if the AEHS has solid dates for any events in the next calendar year, these may also be submitted.
            Eesti Elu does not contact organizations for listing updates, each organization is responsible for sending in the appropriate changes by the end of October each year.

October -   Design new membership form for next calendar year. Incorporate any changes needed to make the handling of memberships more functional.

November - Membership convener
         - compiles & places into storage complete list of current year’s members, for future reference
         - compiles statistics re current year’s membership

November / December   -   Second and last yearly issue of AjaKaja published and mailed to AEHS members. Copies are distributed using the current month membership list so as to be sure to include those who paid new membership or renewals since the distribution of the Summer issue.

November/December -   Membership renewal forms sent to members, usually included inside the front cover of AjaKaja.
-          Sometimes a general mailout is made to others on the AEHS mailing list, targeting potential new members.
-          Membership convener begins new list /updated list of members for next year as response arrives

November/December - Membership chairperson prepares list of all persons who made financial donations to AEHS during the current calendar year, amounts and addresses. Thank you letters are mailed out.   President signs letters, if possible.

December 31    or within 10 days, all members who have an inventory stock of AEHS items on hand for selling, report the numbers to the Treasurer. This applies to DVDs and pins currently, could apply to other materials in future.   See sample form as Appendix D.

December 31 -   End of AEHS membership year.

Appendix   A                  AEHS AGM agenda guide

Before meeting - appointment of scrutineer to count members present for Quorum

Welcome by Chairperson (usually President)

Quorum

Approval of Agenda

Appointment of scrutineers to count votes

Minutes of previous year’s AGM, approval

Reports:
               President’s review of previous year’s activities
               Financial report
                           Audited Financial Statement
                           Voting re: approval of report
                           Appointment of auditor(s) for next year’s AGM
               Membership report
               Secretary’s report i.e. correspondence, anything special or unusual
               Vice-President’s or Designate report - provincial registration status
               AEHS member website report
               Publication AjaKaja report
               AlbertaSource Historical Estonian website report
               Regional reports, if active
                           i.e. local activities in the various regions, if active
               Various committee reports, if active
               Special projects reports, if active

Election of officers
               Nomination and election of officers for year beginning day after AGM
               Nomination and election/appointment of Board & Committee members

Activities
               Jaanipäev
               West Coast Estonian Days
               Local
               projects
               other

New Business

Next meeting

Adjournment

Appendix B      Society Annual Return to Alberta Registries

We are required to submit our audited, signed financial report by September 30th to the Alberta Registries. In mid-July, we receive the official form, to which we are to attach the current list of directors/executive, the auditors, and the financial report.

The exact wording on the form regarding the financial statement:
"You must include a copy of the financial statement presented at the society's last annual general meeting. The financial statement must set out the society's income, disbursements, assets, and liabilities. The society's auditor(s) must state that the financial statement has been either audited/reviewed or approved, signed and dated. The persons assigned the audit responsibility are identified in your society's bylaws. (Failure to submit the financial statements with your annual return will result in your annual return being rejected and returned to you unfiled.)

The bold type is copied as it is in the original document I'm momentarily looking at.

Elsewhere the form states:
"An annual return and required attachments must be filed each year with the Registrar of Corporation. Failure to do so will result in the cancellation of your Society's registration."
and
"A society shall each year, on or before the last day of the month immediately following its anniversary month, make a return to the registrar."

Our "anniversary" is August 9, thus the end of September is our deadline.   However, it is best not to scramble at the last minute in case the return is rejected. Best to set a deadline date of September 15. This gives us time to produce a rectified report and re-submit it by September 30^th should Alberta Registries find fault.   When done, the president needs to sign it in person, no fax copies or rubber stamps accepted. We need the completed statement in time to get the signature and send the entire document to Edmonton before the September 30 deadline.

Societies Act and our By-laws re Auditing.
There is nothing in the Societies Act stating as to who may or may not be an auditor. The financial report must be audited, dated and signed BEFORE being presented to the Annual General Meeting.

At EACH AGM, we need to appoint/elect auditor(s) for the next year. This point has to go into our standard AGM Agenda.

Our bylaws state:
"The books, accounts and records of the Secretary and Treasurer shall be audited at least once a year by a duly qualified accountant or by two members of the society elected for that purpose at the Annual General Meeting. A complete and proper statement of the standing of the books for the previous year shall be submitted by such auditor at the Annual General Meeting of the Society. The fiscal year of the society in each year shall be the last day of February."

As I interpret the By-laws, a professional accountant can be a sole auditor, otherwise it takes TWO non-accountant members of the society to fill that role. The two duly elected non-accountant members are qualified by the Society and its Bylaws to inspect, report and sign the audit statement.

-                                        Document include 4 elements:
                     1) Form supplied by government, which already has on it:
                                 Society Name (Alberta Estonian Heritage Society)
                                             Address of Registered office of the Society (as of 2008 is
                                                          20 Gladstone Gdns SW, Calgary, AB T3E 7E4)
                                             Corporate Access Number (5011892618)
                                             Society’s Date of Incorporation (2005 Aug 09)
                                             Date of year ending covered by the return (2007 Aug 31)
                                 2) Listing of all officers and directors showing
                                             Last name followed by given name
                                             Complete mailing address, including postal code
                                             Position held by each (President, Vice-President, Secretary, Treasurer,
                                                         we list all others as “Directors” without further specification)
                                             This list can be on a separate page attached to the official form
                                 3) Signature of a Director or Authorized officer of the Society
                                             Date, Signature, business and home phone numbers
                                             We usually have the president sign, date & write phone numbers,                                             although the AEHS should have other pre-authorized officers who
                                             can legally sign, in case the president is unavailable
                                 4) Annual Financial Report including three aspects:
                                             4a) Statement of Financial position showing
                                                         Name of Society in full,
                                                         Dates covered by this report i.e. As of last day of February in the                                                       current calendar year
                                                         Assets
                                                         Liabilities & Net Assets
                                                         Net Assets
                                                         Treasurer’s Name in full
                                             4b) Statement of Operations
                                                         Name of Society in Full
                                                         Dates covered (i.e. AEHS financial year, which is from March 1                                                 last calendar year to the last day of February current
                                                                     calendar year
                                                         Revenues
                                                         Expenditures
                                                         Excess of Revenues over expenditures or vice versa
                                                         Treasurer’s name
                                             4c) Original (not photocopied) dated & signed statement by the auditors
                                                         who were appointed and approved at the previous AGM, include
                                                         telephone numbers for each


Appendix C          Reviews for annual or periodic consideration
                                       at Board Meetings or AGM

Review / Review appointment of:

·         AjaKaja editors
·         AjaKaja editing assistants
·         AjaKaja production & mailing assistants
·         issues arising re: AjaKaja   i.e. copyright, etc.
·         topics to consider for future issues of AjaKaja
·         person in charge of AEHS member website
·         person to report on AlbertaSource Estonian Heritage website usage & other issues
·         person to be in charge of ongoing Alberta Registries requirements to maintain status Designation of a specific person to handle the Provincial Government registration update documentation (As of 2008-04 the Vice-President has been handling this aspect as her address is the official registered address of the Society & the annual form for completion is sent by the Government Registries to that address).
·         official address of AEHS -
Since April 2005, that address is c/o Helgi Leesment, AEHS Vice-president, 20 Gladstone Gdns SW, Calgary, AB T3E 7E4.
This is where official mail is sent by Alberta Government departments and agencies, it is the address usually indicated on grant applications and other official documents. Any other organizations that obtain current mailing lists from the government, also send their ads/announcements to this address. Should the federal government wish to communicate with ethnic organizations in Canada, this is the address where they send their announcements or whatever.   Generally, fewer than 10 items of mail are received during the year.   Any change in the official address of the society must be reported to Alberta Registries within 14 days of that change, legal requirement under the Alberta Societies Act Par. 24(2) also RSA 1980 cS-18 s21.
·         form of AEHS listing in Eesti Elu annual calendar, usually in October
·         person(s) in charge of AEHS pin sales
·         person(s) in charge of “Alberta’s Estonians” DVD sales
·         person to compile list of financial donors & arrange for annual thank you letters
·         organizations in which AEHS has membership i.e. whether to renew or not whenever the relevant notice is received:
Estonian League of the West Coast (ELWC) / Eesti Organisatsioonide Liit Läänerannikul (EOLL)
·         AEHS owned items, who maintains list, where is list kept, where are items located, which to keep, what to do with them, who is in charge
·         Which mailouts this year go to current members, which go to selected or all persons on the AEHS mailing list
·         Membership fees - maintain, lower, raise ??? for next year
·         Honorary members list - who are on it, why, anyone to be added?
-          exactly what services / benefits do they get?
-          how Membership Convener should handle the listing for statistical & mailing purposes

·         Review places where AEHS maintains its listing
            http://www.estosite.org/est/viitedam.htm

Appendix D       Sample form for quarterly inventory report

Note: This item is an .xls file, so it can be filled in on line and submitted as an attachment to the AEHS treasurer      Toomas Paasuke            tpaasuke@telusplanet.net

Ask the vice-president to email the .xls format sample to you.   i.e. Leesment@telus.net

Or, you may print this out, complete it with pen, then snailmail it to the AEHS treasurer

            Toomas Paasuke
            #9,   127 Carey
            Canmore, AB T1W 2R3


QUARTERLY INVENTORY REPORT TO AEHS

Submitted by:

Report Date
PINS BROUGHT FORWARD
PINS SOLD
PINS BALANCE
DVDs BROUGHT FORWARD

DVDs
SOLD
DVDs
BALANCE

sample
219
20
199
30
0
30

2008 Dec 31

2009 Mar 30

2009 Jun 30

2009 Sep 30

2009 Dec 30

2010 Mar 30

2010 Jun 30

2010 Sep 30

2010 Dec 30