Table of Contents. Term of Office, Duties of Executive Officers - Past President.. Page 2. Second Vice-President, Recording Secretary Page 4

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2 Table of Contents Preamble, Branch Organization. Page 1 Term of Office, Duties of Executive Officers - Past President.. Page 2 President, First Vice-President Page 3 Second Vice-President, Recording Secretary Page 4 Treasurer Page 5 Insurance Convenor Page 6 Duties of Other Board Officers Honorary President, Membership Convenor... Page 7 Issues and Concerns Convenor, Goodwill Convenor.. Page 8 Archivist, Newsletter Convenor. Page 9 Website Convenor, Social Convenor Page 10 Voting Rights... Page 11 Delegates to A.G.M... Page 12 Cora Bailey Awards.. Page 13

3 Retired Women Teachers of Ontario Windsor-Essex Branch Guidelines 2015 The Windsor-Essex Branch of RWTO/OERO will be governed by the constitution and policies and procedures of RWTO/OERO. In addition, we will adhere to the following local guidelines. A copy of this document will be kept in the front of the Provincial Policies and Procedures Manual RWTO/OERO for future reference. In addition, a copy will be provided to the Board members of the Branch. Branch Organization 1) The Executive shall consist of the following: Past President, President, First Vice-President, Second Vice-President, Recording Secretary, Treasurer, and Insurance Convenor. 2) Other officers may include: Honorary President, Membership, Issues and Concerns, Goodwill, Archivist, Newsletter, Website, and Social Convenor. 3) The Board shall consist of the Executive and other officers. 4) Board members must be RWTO/OERO members in good standing, who pay their Provincial fees through their local Branch. 5) Branch officers shall be elected at the local Annual Meeting usually held in May. 1

4 Term of Office 1) The term of office for the President is one year. The term of President shall not exceed two consecutive years unless a candidate has not come forward at the end of that time. In that instance, the President could serve one additional term of one year. 2) The term of office for the First Vice-President is one year. It is understood that the First Vice-President shall move up to the office of President when the latter s term ends. 3) The term of office for the Second Vice-President is one year. It is understood that the Second Vice-President shall move up to the office of First Vice-President when the latter s term ends. 4) It is understood that the term of Past President, First Vice-President, and Second Vice-President shall correspond to the presiding President. 5) All other offices shall be for a term of one year, renewable on a yearly basis, unless an election held at the Spring Branch meeting (usually in May) results in a new holder of that position. 6) With the exception of the position of Past President and Honorary President, all offices are open for nominations at the Spring Branch meeting. Duties of Executive Officers Past President 2) Remains an active member of the Executive in an advisory role. 3) Conducts elections at the May meeting. 4) May participate in installing new Board members at the May meeting. 2

5 President 1) Participates in all Branch functions. 2) Is an ex-officio member of all committees. 3) Provides leadership and plans the agenda of each Executive meeting and/or luncheon. 4) Is responsible for communication between the Branch membership and the Provincial Executive. 5) Approves all information to the public prior to its dissemination. 6) Works in conjunction with the Board. 7) Supports committee initiatives and establishes task forces, if necessary. 8) Organizes and maintains a President s file that contains pertinent information and timelines so the following President has a guide to follow. 9) Maintains and updates the Branch copy of the Provincial Policy and Procedures Manual. 10) Is a signing officer for the Branch account. 11) Will review the Treasurer s books at the end of the fiscal year (as soon as possible after March 31) with the assistance of the First Vice- President. 12) Attends the Annual Provincial Meeting. 13) Invites the Provincial President to attend a general membership meeting. 14) Prepares a President s Message for each Branch newsletter. 15) Presents the Past President s pin at the Spring Luncheon. First Vice-President 2) Performs all the duties of the presidential office in the absence of the President. 3) In consultation with the Executive, is responsible for the luncheons i.e. selection of the final arrangements for the meeting places, planning of the non-business portion of the luncheon program. 4) Will review the Treasurer s books with the President (as soon as possible after March 31). 3

6 Second Vice-President 2) Assists the First Vice-President with the non-business portion of the luncheon program. 3) Is responsible for organizing the pick-up and delivery of the canned goods, toiletries, gifts and donations that are collected at each luncheon, while maintaining a record of the associations that receive these items. 4) Is responsible for purchasing Branch gifts as needed e.g. visiting Provincial President, Area director, guest speakers, and donations for Conventions. Cost of these gifts to be determined in consultation with the Board. Recording Secretary 2) Whenever possible, attends all Executive meetings and luncheons and records the minutes of each event. 3) Provides copies of the minutes of meetings to the Executive within 10 days. 4) Includes in the minutes the time and place of the current meeting as well as the time and place of next meeting a list of those present and regrets from those unable to attend should be included as well. 5) Keeps the minutes in a binder to be passed on to the next secretary the binder should also contain a yearly membership list names of deceased members in the current year and the date of their death should be recorded in a separate list. 6) Turns over the minutes to the Branch Archivist every 5 years. 4

7 Treasurer 2) Opens and maintains a bank account under the name RWTO/OERO WINDSOR-ESSEX BRANCH. 3) Arranges necessary signing authority at the banking institution i.e. President, Treasurer, and Assistant Treasurer, or one Executive member if there is no Assistant Treasurer. 4) Keeps an accurate record of all receipts, monies received and disbursed, and reports monthly to the Board. 5) Forwards Provincial fees to Provincial Office. 6) Prepares an Annual Financial Report for each fiscal year as designated by Provincial to be reviewed by the President and First Vice-President. 7) Prepares an Annual Income /Expense Statement to be forwarded to the Provincial Executive Secretary-Treasurer by early April, and presented at the May Luncheon. 8) Prepares an Annual Proposed Budget and presents it to the Board for discussion and approval in August, and then to the full membership at a following luncheon. 9) Collects luncheon and membership fees. 10) Prepares a financial statement after each luncheon and presents it to the Board. 11) Forwards a cheque to the selected charity from the Share the Wealth monies. 12) Communicates the final number of members and guests attending each luncheon to the First Vice-President. 13) Maintains an up-to-date membership list with the assistance of the Membership Convenor. (This information is to be used for RWTO/OERO purposes only.) 14) May select an Assistant Treasurer. 5

8 Insurance Convenor 2) Attends information meetings and training workshops organized by the Area Director and/or the Provincial Insurance Convenor whenever possible. 3) Promotes the RWTO/OERO Hospital and Home Care Plan and the Personal Accidental Death and Dismemberment Plan. 4) Informs members of current information regarding the RWTO/OERO Insurance Plan. 5) Informs newly retired members that it is in their best interest to join the Plan in the first year of their retirement or they may be requested to complete a medical questionnaire. 6) Provides highlights of the plans in the Branch newsletter and on the Branch website. 7) Serves as the initial contact person for members requiring information or assistance. 8) Provides feedback to the Provincial Insurance Convenor. 9) Presents an Insurance report at Board meetings. In her absence, she will her report to the President. 6

9 Duties of Other Board Officers Honorary President 1) Is the immediate Past President who moves to the position of Honorary President. 2) Participates as an active member of the Board in an advisory role. 3) Participates in all Branch functions and supports the President. 4) Welcomes new members of the Branch at luncheons. 5) May participate in installing the new Board members at the May meeting. Membership Convenor 2) Presents a committee report at Board meetings. 3) Receives membership information from the Treasurer and distributes membership cards to all members 4) Assembles a committee to carry out membership programs i.e. Contact by October 30 all former members who have not renewed their membership Inform Provincial Office of any change in a member s address or of the death of a member Compile and distribute to the Board by January a Directory of Membership and provide updates (This information is to be used for RWTO/OERO purposes only.) Submit for Board approval the names of potential Life members Contact and maintain a list of prospective members Ensure that local records match Provincial membership records Organize the name tags for each luncheon Present the name of nominated Cora Bailey award recipients to the Branch Board for approval, then forward the approved name to the Provincial Office who will send a certificate back to the Branch. This certificate will then be framed for presentation Arrange to have a Welcome card and a flower presented to any new retiree or first time attendee (must be a retired teacher) at a luncheon. 5) Selects a committee member to present a report in her absence or e- mails the report to the President. 7

10 Issues and Concerns Convenor 2) Identifies issues of concern to women in society particularly retired women teachers. 3) Suggests possible action for members. 4) Reports to the Board and seeks approval for the recommended action. 5) Collaborates with other local organizations re: working on issues involving women in society. 6) Prepares an article about issues and concerns for each Branch newsletter. 7) Selects a committee member to present a report in her absence or s the report to the President. Goodwill Convenor 2) Presents a committee report at Board meetings. (*The report should not disclose any private information about members or their families.) A written report should then be given to the Recording Secretary. 3) Assembles a committee to carry out the Goodwill program i.e. Arrange to have a Forever Young certificate and a gift presented to 90 year olds on their birthday at home/residence, or at luncheon Visit Life members and members in nursing and retirement homes Provide the Provincial Secretary-Treasurer with an updated list of 90+ members Send greeting cards Birthday cards to members 75+ during the year Get Well, Sympathy, and Thinking of You during the year Thinking of You, Valentine, Easter, and Christmas cards to members in nursing and retirement homes as well as Life members Christmas cards should also be sent to out-of-town members and former Honorary Presidents Encouragement and Support cards to members in need Arrange for a Branch service at the funeral home for deceased members contact the family and the funeral home for permission to hold a brief service arrange for three or four members to participate in the service present a Branch candle 8

11 and card to the family after the service inform the Branch Treasurer and Membership Convenor of the member s death arrange for a children s book to be given to a local library in her memory maintain a record of deceased members Arrange for a memorial service at the May luncheon. 4) Prepares a Goodwill article for each Branch newsletter. 5) Selects a committee member to present a report in her absence or s the report to the President. Archivist 1) Participates in all Branch activities and supports the President. 2) Collects, files, and preserves historical material relevant to the Branch. 3) Maintains a scrapbook of photos/articles/etc. concerning Branch member activities to be displayed at all luncheons. 4) Maintains a record of certificates and awards presented to Branch members. 5) Is official photographer for all Branch events or designates someone in her place. 6) Collects obituary notices and records a tribute and picture if available in The Memorial Book. 7) Presents a report or s a report to the President in her absence. Newsletter Convenor 2) Presents a committee report at Board meetings. 3) Arranges with committee members to set timelines and to collect and organize newsletter articles. 4) Arranges for a hard copy of the newsletter to be produced by a commercial printing business. 5) Mails newsletters to the membership three times a year. 6) Selects a committee member to present a report in her absence or e- mails the report to the President. 9

12 Website Convenor 2) Presents a committee report at Board meetings. 3) Communicates with the Provincial Communications Convenor to update the Branch website. 4) Informs members who have computer access by providing updated information on the Branch website. 5) Selects a committee member to prepare a report in her absence or e- mails the report to the President. Social Convenor 2) Presents a committee report at Board meetings. 3) Assembles a committee to plan and arrange activities of interest to the members. 4) Provides the Board, in advance, with information on an event and then publicizes the event, when possible, in the newsletter and on the website. 5) Manages a separate bank account, reporting the balance including receipts and expenditures to the Board at every meeting. 6) Provides the Branch Treasurer with an annual Social Account report by the end of February. 7) Plans the June 80+ Tea Party. 8) Maintains a Travel Club for interested members. 9) Selects a committee member to present a report in her absence or s the report to the President. 10

13 Voting Rights 1) Voting privileges are reserved for the Executive positions and Committee Convenors the following shall have the right to vote on motions at Board meetings: Past President, First and Second Vice- President, Recording Secretary, Treasurer, Insurance Convenor, Membership Convenor, Issues and Concerns Convenor, Goodwill Convenor, Archivist, Newsletter/Website Convenor, and Social Convenor. 2) Committee members and the Honorary President can express an opinion but may not have a vote. 3) The President has the right to vote only to break a tie. 11

14 Delegates to A.G.M. 1) Shall be Branch members in good standing i.e. Provincial membership fees paid for current year through the Windsor-Essex Branch. 2) Whenever possible, the President should be a delegate as well as the Treasurer. 3) Prior to the Annual General Meeting, delegates should meet to discuss the resolutions being presented at the Annual Meeting General members should be encouraged to inform delegates of their views so delegates can represent Branch interests. 4) Delegates must attend all business meetings of the annual meeting. 5) Whenever possible, the Provincial delegate should be someone who has not been so named previously. Her expenses shall be paid by Provincial. 6) The local Provincial delegate shall prepare an article about the Convention for the Branch September newsletter. 7) As long as funding permits, Branch delegates expenses shall be fully covered. Delegates must fill out a Branch expense report to be reimbursed. To keep mileage expenses reasonable, carpooling is encouraged. 8) If there are more volunteers than places for delegates, the priority should be President, First Vice-President, Second Vice-President, Treasurer, Recording Secretary, Insurance Convenor, and then other convenors. 9) Should a vacancy still exist, a volunteer should be sought from the general membership. 12

15 Cora Bailey Awards 1) The award is presented for outstanding service to the Branch. 2) Branches are limited to three Cora Bailey awards per year. One recipient shall be the immediate Past President who shall receive her award at the Fall Luncheon. 3) Nominations from any member shall be submitted to the Membership Convenor. 4) Awards shall be presented at general membership meetings. 5) A record of the award citation for each recipient shall be kept by the Archivist. 6) The President shall send to the Area Director as soon as possible after the award presentation, a photo and summary of the recipient s accomplishments. 13