CANADIAN FEDERATION OF UNIVERSITY WOMEN (CFUW) PERTH & DISTRICT CONSTITUTION, BYLAWS, AND STANDING RULES

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1 CANADIAN FEDERATION OF UNIVERSITY WOMEN (CFUW) PERTH & DISTRICT CONSTITUTION, BYLAWS, AND STANDING RULES May 2012 CFUW History: The remarkable industrial expansion that occurred after the beginning of the First World War opened up many opportunities for women. The increase of urban populations with its consequent industrial growth, led to opportunities for women in industry and in social work. At this time women were already well established in the teaching profession and entering medicine, law, journalism, nursing and social work in larger numbers. Some of the leaders among university women in Canada had long dreamt of a national federation, but the effective impulse to found it came from Great Britain. Early in 1919, Dr. Winifred Cullis of Britain, who had spent time in Canada during the war years lecturing at Toronto University suggested that women in Canada might wish to organize a national federation so that Canada might become one of the first countries to join in the emerging International Federation of University Women. A similar suggestion came from Virginia Gildersleeve of the American Association of University Women to the effect that, while she hoped the Canadians would form their own federation, but that they might if they preferred, be allied with the American Association. Canada s response was immediate. In March 1919 at a conference of four of the leaders in university organizations Mrs. J.A. Cooper, President of the Toronto Club, Mrs. R.F. McWilliams, President of the Winnipeg Club; Miss May Skinner, then representing Canada on the American Association s committee on International Affairs; and Miss Laila Scott in Toronto it was decided to create the Canadian Federation of University Women... CFUW Perth and District was formed in 1970

2 Table of Contents: ARTICLES... 3 ARTICLE I - Name... 3 ARTICLE II - Purpose... 3 CONSTITUTION, BYLAWS, AND STANDING RULES... 4 By-Law I - Language... 4 By-Law II - Membership - Eligibility of Individuals... 4 By-Law III Finance/Dues... 5 By-Law IV Governing Body... 6 By-Law V Duties of Officers... 6 By-Law VI Standing Committees and their Duties... 6 By-Law VII Other Committees... 7 By-Law VIII Archivist... 7 By-Law IX Meetings... 8 By-Law X Elections... 8 By-Law XI Voting body... 8 By-Law XII Quorum... 9 BY-LAW XIII Membership in CFUW National... 9 BY-LAW XIV Membership in the CFUW Ontario Council... 9 BY-LAW XV - Membership in Other Organizations... 9 BY-LAW XVI - Additions and Amendments... 9 BY-LAW XVII Dissolution APPENDIX A ARTICLE I - DUTIES OF OFFICERS President: Vice-President: Past President: Treasurer: General Secretary: Membership Secretary: Communications Secretary: ARTICLE II - DUTIES OF STANDING COMMITTEES Environment: Hospitality: Advocacy (Human Rights): Program: Study and Interest Groups: Fund Raising: ARTICLE III - DUTIES OF OTHER COMMITTEES Nominating Committee: Educational Awards Committee: Resolutions Committee: Special Committees: Roberts Rules of Order (as a reference)

3 Approval of the revised CFUW Perth and District Constitution signed by: President Vice President Treasurer Secretary Dated: ARTICLES ARTICLE I - Name The name of this organization shall be Canadian Federation of University Women Perth and District, hereinafter referred to as CFUW Perth and District. ARTICLE II - Purpose 1. Promote high standards of public education, advanced study and research by women, and a sound concept of lifelong learning locally and nationally. 2. Advocate for the advancement of the status of women, human rights and the common good locally, nationally and internationally. 3. Promote cooperation, networking, support and understanding among women. 4. Encourage and enable women to apply their knowledge and skills in leadership and decision-making in all aspects of the political, social, cultural, educational and scientific fields. 3

4 CONSTITUTION, BYLAWS, AND STANDING RULES Statutory Basis CFUW Perth and District is part of the National CFUW which is a notfor-profit corporation incorporated under the Canada Not-for-profit Corporations Act S.C. 2009, c.23, enacts the following general bylaws governing CFUW, its management and its operations, in accordance with the provisions of the Act and any regulations made there under. The Bylaws bind CFUW National and all present and future Clubs to the same extent as if each had agreed to be bound by these Bylaws and all acts, decisions, proceedings and things done and taken under these Bylaws. By-Law I - Language Meetings of the Perth and District CFUW will be conducted in English. By-Law II - Membership - Eligibility of Individuals There shall be one class of member in CFUW. CFUW membership is open to Canadian women interested in furthering the purposes of CFUW, who are predominantly graduate women, and who have applied for and been accepted for membership by the Membership Chair of the club. A graduate woman means a woman who has studied at an institution of higher education followed by the award of a degree, diploma or equivalent qualification. A CFUW member in good standing shall be permitted to transfer to any CFUW club without again paying CFUW dues for the current CFUW year to the club to which she is transferring. An Honorary Membership within CFUW may only be conferred on a woman who: Is not a CFUW member, but who has made significant contribution to CFUW, to the local club, or to the development of society in ways consistent with the purpose of the CFUW. She need not hold a university degree and she shall not hold office. A Local Honorary Membership is not transferable to another club. No dues are liable. This membership is at the discretion of the executive for a period of one year. This could be a good visibility exercise. A Life Membership in CFUW may be conferred on a member of a club who has given outstanding service to CFUW. A Life Member shall have voting privileges and may hold office. The CFUW dues for a Life Member shall be paid by the club. A Life Membership is not transferable to another club. 4

5 By-Law III Finance/Dues I. Each member of the club shall pay the annual fee fixed by the Executive Committee, based upon the per capita dues set by the CFUW. The club fee shall consist of the current CFUW and Ontario Council fees, plus a club fee approved at the AGM. I All membership fees are due by the end of November. Any renewing member failing to pay her annual dues by the November meeting shall not have her name included in the membership list, and shall not be eligible for participation in any club activity. New members shall be accepted at any time of the year, but those joining after January 15 th or later shall pay half the current fee. The treasurer will be authorized to invest any funds that are not required for the normal operations of the club, including fund-raising activities and special events, at the most advantageous interest rate available for a term, not to exceed one year. The interest earned on these investments would be paid into the general fund. Such investments will be made with the concurrence of the Executive Committee. V. Disbursements up to and including $ shall be approved by the Treasurer and may be paid in cash supported by a receipted invoice or an invoice accompanied by a written receipt or paid by cheque supported by an invoice. VI. V VI IX. Disbursements from $ to $ inclusive, excluding expenditures for fund raising and special events, shall be approved by the executive and must be paid by cheque supported by an invoice or, in the case of an outreach expenditure, supported by a remittance letter signed by the President. Disbursements in excess of $ excluding expenditures for fund raising and special events, shall be approved by a majority of the voting members present at the General Meeting of the club, after notice of the motion has been given in the newsletter or agenda. It must be paid by cheque supported by an invoice or, in the case of outreach expenditure, supported by a letter signed by the President. Disbursements exceeding $ for fund-raising purposes and special events shall be approved by the Treasurer and paid by cheque supported by an invoice. Cheques shall require the signatures of any two of the following officers: President, Vice-President, Past-President, or Treasurer. X. The fiscal year shall terminate on April 30. The preparation of the financial statements shall be completed by and presented at the AGM in May. The financial review shall be completed as soon as possible. The transfer of the books shall be made after the review and before the first meeting of the new executive committee. The reviewed financial statements shall be presented to the new executive committee and copies made available to members at the September meeting. 5

6 By-Law IV Governing Body I. The officers of this club shall be a President, Vice-President(s), Past President, Treasurer, General Secretary, Membership Secretary and Communications Secretary. The Executive Committee shall consist of: The Officers of the club. The Chairperson of Standing Committees. The Chairperson of Special Committees. I Members of the Executive Committee shall be elected at the Annual General Meeting, and shall serve for a minimum of two years. If possible, some members should be elected in one year and the remainder in the next. If a vacancy should occur on the Executive Committee, a replacement shall be appointed by the Executive Committee to serve until the following AGM. V. In the event that a position as an Officer or a Chairperson of a Standing Committee is not filled at the AGM; it shall be at the discretion of the President to divide the duties of that position between other members of the Executive Committee. By-Law V Duties of Officers The duties of the Officers are outlined in Appendix A, Article I By-Law VI Standing Committees and their Duties Standing Committee means a committee that performs a continuing function. Term means a period of two (2) years unless otherwise stated herein. I. Each Committee shall consist of the elected Chairperson and sufficient members to fulfill the responsibilities of the Committee. Members shall be appointed by the Chairperson. I Each Chairperson shall report regularly, to the President, on the activities of her committee. Each Chairperson shall prepare a brief report of her Committee s achievements at the year end, i.e. Annual Report. Any or all of the following shall be the Standing Committees of the club Advocacy, Fund Raising, Hospitality, Environment, Newsletter, Study and Interest Groups, and Education/Literacy/Arts. The duties of the Standing Committees are outlined in Appendix A, Article 6

7 By-Law VII Other Committees Nominating Committee: I. This Committee shall consist of at least three members under the Chairperson of the immediate Past-President, or, in the event she is unable to serve, a former Past President or a member selected by the President with executive experience. The three members shall be: The chair, an executive member & a general member. I At its January meeting, the Officers shall recommend members for the committee, and it shall be the duty of the Chairperson to ascertain their willingness to serve. The Committee shall be selected in February, further nominations being accepted from the floor. The duties are outlined in Appendix A, Article III, Section I Educational Awards Committee: This committee shall consist of the Vice-President as Chairperson and up to (4) 2 former committee members, 2 new members appointed by her and approved by the Officers at the November meeting. This committee is responsible for reviewing the education criteria yearly, forwarding changes for approval, and also choosing the recipients for educational awards. Funds raised for educational purposes will be allocated by the executive. Resolutions Committee: This committee shall consist of the Vice-President as Chairperson and members appointed by her and approved by the executive at their January meeting. Special Committee: The executive may establish special committees for special tasks; develop terms of reference and time frames for existence (not to extend beyond the next Annual General Meeting.) Each Chairperson of a Special Committee shall be an executive member, but the members may be from the general membership. Reports must be submitted by the Chairperson to the executive. When the task of such a committee is completed, the Chairperson shall present a report, in writing, to the executive. By-Law VIII Archivist There shall be an Archivist responsible for maintaining club documents and material of a historical nature. She shall be appointed by the executive. She shall forward a report to the Annual General Meeting. 7

8 By-Law IX Meetings Constitution, By-Laws and Standing Rules CFUW Perth and District Parliamentary Authority: The rules contained in the current edition of Robert s Rules of Order (Newly Revised) shall govern CFUW meetings. I. Officers Meetings, including executive members with agenda items, shall be held at such time and place as the President/Executive determines. It should be held at least two weeks before the next General Meeting. This allows any important matters arising to be brought to the membership attention prior to the next general meeting. I Regular meetings shall be held on the third Monday of each month from September through April unless otherwise specified. Special meetings shall be called at any time by the President or, upon written request to the executive by twenty percent of the club membership. Committees, Interest Groups and issues meetings shall be held as determined by their Chairperson. V. Annual meetings shall be held on the 3 rd or 4 th Monday of May to receive and approve the written annual reports of the executive and committee chairpersons. At this meeting, executive officers and chairpersons shall be elected, the proposed budget received, the club fee set for the next year and the announcement of the auditor/financial reviewer. VI. The newly elected executive shall hold an annual formation/transition meeting within 30 days of the Annual General Meeting. This meeting should include both out-going and in-coming executive to allow for a turnover of roles and responsibilities, duties and information. This meeting should be called by the President. By-Law X Elections I. The Nominating Committee s proposed slate of officers and chairpersons of Standing Committees shall be shared with the membership in the May newsletter or no later than seven days before the Annual General Meeting. I The slate shall be presented to the membership at the Annual General Meeting, when nominations from the floor will be accepted, provided that consent has been received from the nominee. Each office shall be considered separately and, where there is more than one nomination for an office, voting shall be by secret ballot. By-Law XI Voting body 8

9 The voting body of the club shall consist of the entire membership. Issues concerning the IFUW and CFUW National will be determined by the President. By-Law XII Quorum I. Twenty percent (20%) of the voting body shall constitute a quorum for a regular or Annual General Meeting. I Proxy votes may be registered with any executive member. A majority (51%) of the executive shall constitute a quorum for an executive decision. BY-LAW XIII Membership in CFUW National I. The Club shall be a member of the Canadian Federation of University Women and shall pay dues according to the By-Laws of that body. I The voting delegate(s) whom the Club is entitled to send to Annual General Meetings of CFUW shall be selected by the Executive Committee. The Club shall pay the registration fee for the official club delegate attending CFUW meetings, and shall contribute towards associated expenses. (Minimum $500 - maximum $2000 expenses depending on meeting and location and on the financial ability of the club). BY-LAW XIV Membership in the CFUW Ontario Council I. The Club shall be a member of the Ontario Council of University Women and shall pay dues according to the By-Laws of that body. I The voting delegate whom the Club is entitled to send to meetings of the Council shall be the President or a club member selected by the Executive Committee. The Club shall pay the registration of the voting delegate to the provincial conference. Other expenses shall be negotiated. BY-LAW XV - Membership in Other Organizations It shall be at the discretion of the Executive Committee to appoint delegates, when required, to other organizations. i.e. Chamber of Commerce BY-LAW XVI - Additions and Amendments I. The articles of this Constitution and their By-Laws may be altered or amended by a two-thirds vote of the membership, providing that notice of such proposed addition or 9

10 amendment has been given to the members in writing at least one month before the meeting at which it is to be voted upon. I These By-Laws may also be amended without previous notice by the unanimous vote of the membership present at a regular meeting, if a quorum is present. The Executive Committee may prescribe and amend Rules and Regulations relating to the management and operation of the Club (Appendix A) as it deems expedient. Such changes shall be submitted for confirmation at the next Annual General Meeting. Default of confirmation at such a meeting shall cause such changes to cease to have force and effect from that time. BY-LAW XVII Dissolution I. In the event of the dissolution of the Club, all its assets remaining after payment of its liabilities shall be distributed as an educational award. The Executive Committee will alone, and in its entire discretion, makes such an award. 10

11 APPENDIX A Rules and Regulations Governing the Duties of Executive Offices and Committees of CFUW Perth and District. ARTICLE I - DUTIES OF OFFICERS President: I. Shall preside at the Annual and all General Meetings of the club and the Executive Committee, and shall draw up an agenda for each meeting; I Shall represent the club at meetings of CFUW and the Ontario Council; if unable to attend, she may propose delegates to represent her who must be approved by the Executive Committee; Shall be the administrative head of the club and shall be ex-officio members of all committees except the Nominating Committee; Shall be responsible for the preparation of the club newsletter; she may appoint a Newsletter Editor if she wishes; any motion concerning matters requiring a vote of the membership shall be presented in the newsletter prior to the next general meeting; V. Shall be responsible for the preparation of the Annual Report. Vice-President: I. Shall assist the President in the administration of the club; in the absence of the President or in the case of her inability to act, the Vice-President shall perform the duties of the President; I Shall be the Federation Representative, acting as liaison between the club and the National Office of CFUW, reporting our activities to CFUW and CFUW s activities to the club; Shall be the Chairperson of the Educational Awards Committee (see By-Law VII); Shall be the Chairperson of the Resolutions Committee (see By-Law VII); V. Shall present a written report to the Annual General Meeting of the club for each committee she chairs. 11

12 Past President: Constitution, By-Laws and Standing Rules CFUW Perth and District Shall be available as a consultant to the executive for queries with regards to the Constitution and By-Laws, as required by the President. Treasurer: I. Shall keep books of account using recognized accounting procedures; I Shall be responsible for funds of the club; she shall deposit monies and make disbursements as directed by the Executive Committee; Shall close the books on April 30 th. Have a year-end financial statement and a proposed budget available to members at the Annual General Meeting. As soon as possible, following the year end, have the books reviewed by an approved auditor/financial reviewer(s) and presented to the membership no later than the September General Meeting. General Secretary: I. Shall be responsible for the minutes of all Executive Committee, General, and Annual meetings of the club, and their distribution as necessary; I Shall handle correspondence of the club not connected with specific committees; Shall be responsible for giving notice of meetings of the Executive Committee called by the President; Shall be responsible for maintaining files containing copies of all reports, briefs, press releases and correspondence written by members of the Executive Committee on matters of club policy; V. Shall present a written report to the Annual General Meeting of the club. Membership Secretary: I. Shall have charge of all business pertaining to membership in the club including collecting membership dues. After payment is recorded, cheques are forwarded to the treasurer for deposit; I Shall present to the Executive all applications for membership, if there are questions. Shall initiate discussion of any policy changes necessary in membership; Shall have responsibility for maintaining an up-to-date record of members, including their educational background, employment experience, and community involvement; 12

13 Shall be responsible for the preparation and distribution of the membership list to all members by December 1 st; V. Shall be responsible for giving to the President or the newsletter editor, the names of new members joining after December 1 st for inclusion in the next newsletter; VI. V Shall be responsible for supplying the names of new members to the New Member Liaison Chairman in order for her to arrange a social for new members. Also to send new member s names to Interest Group Coordinator; Shall present a written report to the Annual General Meeting of the club. Communications Secretary: I. Shall be responsible for publicity including press releases in newspaper and radio, TV, or other publicity in connection with meetings, projects and activities of the club; I Shall maintain a file of publications and press clippings involving the club; Shall be responsible for the club s website and links to other appropriate sites or appoint a delegate. ARTICLE II - DUTIES OF STANDING COMMITTEES All Standing Committee Chairs shall present a written report of their activities to the Annual General Meeting of the club. Environment: I. Shall be responsible for the preparation of written presentations in the name of the club involving the environment; I Shall bring to the notice of club members, Federal and Provincial legislative changes concerning the environment; Shall bring current international, national, and local concerns about the environment; Shall maintain liaison with other local groups concerned with environmental affairs. 13

14 Hospitality: I. Shall be in charge of refreshments at regular meetings and, in consultation with other Standing Committee Chairmen involved, at special events and meetings were refreshments are served; I Shall be responsible for obtaining the premises for all regular meetings of the club, but must obtain approval from the Executive Committee before making any financial commitment in the name of the club; Shall draw up a roster, at the beginning of the year, of members to provide the refreshments at individual meetings; when appropriate; Shall be responsible for all arrangements regarding the Annual General Meeting of the club; V. Sub-committees may be appointed. Advocacy (Human Rights): I. Shall be responsible for preparation of written presentations in the name of the club involving human rights; All correspondence must be signed by the president; I Maintain liaison with the CFUW Human Rights Committee and with outside organizations in matters of human rights; Bringing to the notice of club members infringements of human rights, changes in human rights legislation, or any other matters concerning human rights; Sub-committees may be appointed, i.e. Education, Literacy, Arts, Status of Women Program: I. Shall be responsible for organizing the program for regular meetings of the club; I Shall obtain members to introduce and thank the speakers; Shall request a small honorarium for guest speakers. Study and Interest Groups: I. Shall be responsible for organizing study and interest groups among the members, giving due consideration to ideas put forward by CFUW; Shall be responsible for verifying that, as of November 1st, all members of such groups are fully paid- up members of the club. 14

15 Fund Raising: Constitution, By-Laws and Standing Rules CFUW Perth and District I. Shall be responsible for fund-raising schemes/ideas and their execution; I Shall work in consultation with the Chairperson of other Standing Committees when their activities overlap; If there is no fund raising chair, ideas may be presented to Executive. ARTICLE III - DUTIES OF OTHER COMMITTEES Nominating Committee: It shall be the duty of this committee to recommend a slate of Officers and Chairperson of the Standing Committees. Each nominee must be a member in good standing and must signify her consent to stand for election. It shall be at the Committee s discretion to nominate more than one candidate for any office. The proposed slate will be presented to the membership in the May newsletter and the Chairperson shall conduct the election at the Annual Meeting, further nominations being accepted from the floor. An election, by secret ballot, shall be held when there is more than one candidate for a position. The candidate receiving the largest number of votes shall be declared elected. Educational Awards Committee: This committee shall be responsible for preparation of a list of criteria for the disbursement of the funds raised for educational purposes. The Committee shall choose the recipients for the awards. Resolutions Committee: The duties of this Committee are as in By-Law VII, Section 3 of the Constitution and By- Laws. Special Committees: The duties of such committees will be determined by the Executive Committee as deemed appropriate (See also By-Law VII). All executive members shall: a. act honestly and in good faith with a view to the best interests of CFUW, and b. exercise the care, due diligence and skill that a reasonably prudent person would exercise in comparable circumstances, having regard for her knowledge and expertise. 15

16 Roberts Rules of Order (as a reference) Point of Privilege: Pertains to noise, personal comfort, etc. - may interrupt only if necessary! Parliamentary Inquiry: Inquire as to the correct motion - to accomplish a desired result, or raise a point of order Point of Information: Generally applies to information desired from the speaker: "I should like to ask the (speaker) a question." Orders of the Day (Agenda): A call to adhere to the agenda (a deviation from the agenda requires Suspending the Rules) Point of Order: Infraction of the rules, or improper decorum in speaking. Must be raised immediately after the error is made Main Motion: Brings new business (the next item on the agenda) before the assembly Divide the Question: Divides a motion into two or more separate motions (must be able to stand on their own) Consider by Paragraph: Adoption of paper is held until all paragraphs are debated and amended and entire paper is satisfactory; after all paragraphs are considered, the entire paper is then open to amendment, and paragraphs may be further amended. Any Preamble cannot be considered until debate on the body of the paper has ceased. Amend: Inserting or striking out words or paragraphs, or substituting whole paragraphs or resolutions Withdraw/Modify Motion: Applies only after question is stated; mover can accept an amendment without obtaining the floor Commit /Refer/Recommit to Committee: State the committee to receive the question or resolution; if no committee exists include size of committee desired and method of selecting the members (election or appointment). Extend Debate: Applies only to the immediately pending question; extends until a certain time or for a certain period of time Limit Debate: Closing debate at a certain time, or limiting to a certain period of time Postpone to a Certain Time: State the time the motion or agenda item will be resumed Object to Consideration: Objection must be stated before discussion or another motion is stated Lay on the Table: Temporarily suspends further consideration/action on pending question; may be made after motion to close debate has carried or is pending Take from the Table: Resumes consideration of item previously "laid on the table" - state the motion to take from the table Reconsider: Can be made only by one on the prevailing side who has changed position or view Postpone Indefinitely: Kills the question/resolution for this session - exception: the motion to reconsider can be made this session Previous Question: Closes debate if successful - may be moved to "Close Debate" if preferred Informal Consideration: Move that the assembly go into "Committee of the Whole" - informal debate as if in committee; this committee may limit number or length of speeches or close debate by other means by a 2/3 vote. All votes, however, are formal. Appeal Decision of the Chair: Appeal for the assembly to decide - must be made before other business is resumed; NOT debatable if relates to decorum, violation of rules or order of business Suspend the Rules: Allows a violation of the assembly's own rules (except Constitution); the object of the suspension must be specified 16