RETIRED WOMEN TEACHERS OF ONTARIO RWTO/OERO

RETIRED WOMEN TEACHERS OF ONTARIO RWTO/OERO HAMILTON-WENTWORTH BRANCH CONSTITUTION Revised May 2015 1

Table of Contents Provincial Principles.... 3 Definition of Constitution........ 4 ARTICLE I: Name... 4 ARTICLE II: Vision Statement, Goals, Motto...,... 4 ARTICLE III: Membership..... 6 ARTICLE IV: Branch Organization...... 7 ARTICLE V: Provincial AGM Delegates....... 12 ARTICLE VI: Resolutions for the Provincial Convention..... 13 ARTICLE VII: Duties of the Table Officers.... 13 ARTICLE VIII: Duties of the Convenors and Other Executive Positions.... 16 ARTICLE IX: Amendments to the Constitution.... 21 ARTICLE X: Annual General Meeting... 22 ARTICLE XI: Rules of Order.. 22 2

Provincial Principles RWTO/OERO is the provincial organization for retired women teachers. MISSION STATEMENT We believe that RWTO/OERO is an organization which meets the interests and needs of retired women teachers. MOTTO: Caring and Sharing VISION STATEMENT 1. RWTO/OERO continually works to be a fully accessible organization to meet the unique needs of retired women teachers. 2. RWTO/OERO fosters and promotes interaction among retired women teachers to help members maintain and establish friendships with former colleagues. 3. RWTO/OERO provides interesting, stimulating and supportive programs for all members. 4. RWTO/OERO provides a wide range of opportunities for members to use their leadership, communication, and creative skills. 5. RWTO/OERO is socially conscious and works to establish a visible, outwardlooking presence among teachers in particular and the public in general to improve the lives of all women and children. GOALS 1. To provide a strong communication network and opportunities for social interaction among retired teachers at the branch level. 2. To provide interesting and challenging programs for intellectual stimulation, information about issues of particular interest to retired teachers, and opportunities for cultural enrichment. 3. To provide support for colleagues especially in times of illness, loneliness, stress and sorrow. 4. To provide a unique form of hospital and home care insurance exclusively for members and their spouses at a reasonable cost. 5. To formulate an organized plan to increase membership in RWTO/OERO. 6. To ensure that RWTO/OERO is a financially well-managed organization. 3

DEFINITION OF CONSTITUTION A Constitution consists of the fundamental laws and principles of a government, association or corporation. ARTICLE I: Name 1.1 The organization shall be called the Retired Women Teachers of Ontario/Organisation des Enseignantes Retraiteés de l Ontario Hamilton- Wentworth Branch, hereafter referred to as RWTO/OERO Hamilton-Wentworth. ARTICLE II: Vision Statement, Goals, Motto and Code of Ethics Section 1: Vision Statement 2.1.1 RWTO/OERO Hamilton-Wentworth defines its vision: (a) to continually work to be a fully accessible organization to meet the unique needs of retired women teachers; (b) to foster and promote interaction among retired women teachers to help members maintain and establish friendships with retired colleagues; (c) to provide interesting, stimulating and supportive programs for all members; (d) to provide a wide range of opportunities for members to use their leadership, communication, and creative skills; and, (e) to be a socially conscious organization that works to improve the lives of others in the community. Section 2: Goals 2.2.1 RWTO/OERO Hamilton-Wentworth defines its goals: (a) to provide a variety of events and activities which address various interests and needs of retired women teachers; (b) to promote the connection with retired colleagues and friends; (c) to provide opportunities to develop new friendships and interests; (d) to share individual talents with branch members; and, (e) to engage in community outreach initiatives. 4

Section 3: Motto 2.3.1 RWTO/OERO Hamilton-Wentworth defines its motto as Caring and Sharing. Section 4: Code of Ethics This Code of Ethics expresses the principles of RWTO/OERO Hamilton- Wentworth and serves as a guide for the conduct of its members. 2.4.1 ACCOUNTABILITY A RWTO/OERO member: demonstrates integrity when acting on behalf of RWTO/OERO; models the principles of equity, trust, fairness, and respect; and, respects the time, energy, and effort of the many volunteers who work on behalf of the organization. 2.4.2 GOVERNANCE A RWTO/OERO member: supports the provincial organizational structure, policies and procedures; follows RWTO/OERO Hamilton-Wentworth branch Constitution and policies and procedures; and, manages time, expectations, expenditures and resources responsibly when acting on behalf of RWTO/OERO Hamilton-Wentworth. 2.4.3 COMMUNICATION A RWTO/OERO member: demonstrates open and honest communication with all members; shares information regarding RWTO/OERO matters in a timely manner; maintains a professional approach when discussing RWTO/OERO matters with fellow members; and, refers concerns, suggestions, and comments related to branch matters to the appropriate members of the executive. 5

ARTICLE III: Membership Section 1. Regular Members Any qualified woman teacher who is retired is eligible to be a member of RWTO/OERO Hamilton-Wentworth whether or not she is receiving a teacher s pension. Section 2. Life Members (a) A Life Member is one who is unable to manage details of her personal affairs; OR who is no longer attending meetings due to chronic ill health, physical impairment, mobility or age. She shall pay no membership fees. (b) A member who reaches the age of 100 shall become a Life Member and shall no longer be required to pay membership fees as of the September following her one hundredth birthday. (c) Nominees for this status must first be approved by the Branch Executive, and their names forwarded to the Provincial Office. Section 3. Interim Members (a) An Interim Member shall be a woman teacher who is currently on Long Term Disability (LTD). (b) An Interim Member shall be nominated for this status by a member in good standing, shall be approved by the Branch Executive, shall provide verification of LTD from her school board, and shall pay the regular yearly membership fee. (c) An Interim Member shall not hold a Provincial or Branch Executive position, be a delegate at the Annual General Meeting (hereafter referred to as the AGM), or be eligible for Insurance plans of RWTO/OERO. (d) If an Interim Member does return to teaching, her membership ceases to be valid. Section 4: Fees (a) The membership year shall be from September 1 of a given year to August 31 of the following year. (b) There shall be an annual flat fee for membership of $50.00. This is comprised of $40.00 provincial membership fee and $10.00 branch fee. (c) For members who retired on or before August 31, 1980 the fee shall be frozen in perpetuity at a flat fee of $15.00 (fifteen dollars) for the provincial fee and an additional $10.00 branch fee. 6

(d) Membership fees are to be paid to the Membership Convenor and notification is made to the Branch Treasurer. (e) Annual renewal membership fees are due September 1 each year. They should be forwarded by the Branch Treasurer to the Provincial Office by October 15. (f) New members names and fees will be submitted to Provincial when received. (g) New members who join after April 1 do not pay a renewal membership fee until one year from the following August 31. (h) Only members who have paid their annual fees, prior to or on November 30, will be counted in determining the number of delegates to the AGM for that year. ARTICLE IV: Branch Organization Section 1: Annual Structure 4.1.1 The membership year is September 1 August 31. 4.1.2 The fiscal year is April 1 March 31. 4.1.3 The Executive year is May May. Section 2: Executive 4.2.1 The Executive is comprised of the Table Officers and the Convenors. All members of the Executive must be members in good standing of RWTO/OERO Hamilton-Wentworth. Table Officers are elected by the membership. Convenors and other Executive Positions are appointed by the Executive. The Executive shall approve all activities of the branch and shall be responsible for submitting membership lists and fees to the provincial office. Each Table Officer, each Convenor and each other Executive Position shall have one vote at executive meetings. Should there be Co-Convenors, there is only one vote. 4.2.2 Members of the Executive shall: (a) attend all meetings as called by the President; (b) prepare and approve a budget for each fiscal year; (c) establish the annual program; 7

(d) produce an annual program brochure which describes the theevents/activities for the year and provides contact information; (e) carry out the business as expected by the membership; (f) appoint convenors and sub-committees as required; (g) approve expenses and honoraria for programs; (h) approve miscellaneous incidental expenses of members; (i) act as welcoming committee for events/activities; and, (j) propose provincial resolutions. 4.2.3 Standing Committees include Awards, Nominations, Constitution/Policy and Procedures, Program, Public Relations, Special Outreach, Entertainment and Budget. Ad Hoc Committees can be formed to address one-time issues and needs. These Committees are chaired by members of the Executive and may include branch members at the discretion of the committee chairperson. Section 3: Table Officers 4.3.1 Table Officers, with the exception of the Past-President, are elected by the membership. The Table Officers are: President, Past-President, First Vice- President, Second Vice-President, Secretary, and Treasurer. The position of Second Vice-President will be eliminated effective 2017-2018. 4.3.2 Table Officers shall: a. have representation on each Standing and Ad Hoc committee b. set direction for the executive c. carry out any other necessary business d. approve executive meeting agendas. Section 4: Convenors and other Executive Positions 4.4.1 Convenors are appointed by the Executive. The term for a Convenor is three years with the possibility of renewal for another three years. The Convenor may chair a committee as required and may invite the broader membership to join the committee according to needs and interests. Each convenor should be cognizant of the relevant sections of RWTO /OERO Hamilton-Wentworth Policy and Procedures. 8

4.5.2 Other Executive Positions include the Member at Large and Events Payment Person. These positions are appointed by the Executive. The Member at Large is a one year appointment with the possibility of extension to a second year. Should two persons wish to fill this position, the Member at Large has one vote. The Events Payment Person position is a three-year term with the possibility of renewal for another three years. This position has one vote on the Executive. Section 5: Terms of Office 5.1. The length of the terms of Table Officers are: President two years Past-President two years First Vice-President - two years Second Vice-President two years Note: This position will be eliminated effective 2017-2018 Secretary three years Treasurer - three years 5.2 Upon the expiry of the President s term, the First Vice-President will assume the position of President. Upon the expiry of the First Vice-President s term, the Second Vice-President will assume the position of First Vice-President until 2017-2018 when the position of Second Vice-President will be eliminated. 5.3 Resignations 5.3.1 Should any of the Table Officer positions become vacant during the year the Executive will appoint an interim person to complete the term of office. 5.3.2 Should the President resign, the First Vice-President will become Interim President for the remainder of the term and will also continue as First Vice- President. At the end of the Executive year, the Interim President will be given the option to continue as President the following year provided she has served as Interim President for a minimum of six months. If the Interim President has served less than six months, usual circumstances would mean that she would naturally 9

assume the duties of President the following year. The Past-President would be asked to remain as Past-President for an additional year. If the Past-President decides not to continue, the position of Past-President will be filled by a former Past-President to be approved by the Executive. 5.3.3 Should the President resign at the end of her term of office, the position of Past-President will be filled by a former Past-President. The Executive will approve the appointment of a Past- President. 5.3.4 A person resigning from an elected Executive position must notify, in writing, the chair of the Nominations Committee. Resignation is effective upon receipt of notice. The form found in the Branch Policy and Procedures, Appendix B is to be used when submitting a resignation. 5.4 When a convenor s or other Executive member s position becomes vacant, members of the particular committee will be invited to fill the vacant position. If the position remains vacant, the broader membership will be invited to apply to fill the position. 5.5. There will be an annual election for the position of Second Vice-President until 2017 when the position is eliminated. Section 6: Nominations 4.6.1 A Nomination Committee is established at the beginning of each membership year (September). It is chaired by the First Vice-President. Nominations are sought from the membership for Table Officers. 4.6.2 Nominations should be received in writing, using the nomination form in the Appendix of the Branch Policy and Procedures, six weeks prior to the annual general meeting in May. 4.6.3 Available positions are advertised in the branch newsletters. Members should be encouraged to apply themselves or to nominate another person upon that person s agreement. 10

4.6.4 Nominations should be submitted to the chair of the Nominations Committee (First Vice-President). A list of those nominated will be published in the newsletter. Section 7: Elections 4.7.1 An active member in good standing may be nominated to stand for an elected office. 4.7.2 The chair of the Nominations Committee shall submit to the membership at the AGM the names of nominees for Table Officer positions. Nominations from the floor at the AGM require one nominator, one seconder, and consent of the nominee. The chair of the Nominations Committee will have forms available for completion at the AGM. 4.7.3 Each candidate shall have the opportunity to address the members at the AGM before the election for a maximum of three minutes. The order of speaking shall be by lot. 4.7.4 The vote for an elected office shall be by secret ballot. The President at the AGM shall select, from members present, a minimum of three persons to: (a) determine the number of eligible voters present; (b) distribute, collect, and count the ballots; (c) return the results of the secret ballot to the President. 4.7.5 Candidates are invited to appoint a personal scrutineer to be present when the votes are counted. 4.7.6 Elections shall require a majority of the votes cast. Should a tie occur, the candidates will be invited to readdress the membership for a maximum of one minute. Order of speaking is by lot, and another ballot shall follow. Balloting must continue until a candidate receives a majority. It is not proper to drop a candidate receiving the lowest vote totals from a ballot unless the person withdraws voluntarily. (See Bourinot s Rules of Order) 4.7.7 Should there be only one nominee for a given position, that person shall be acclaimed. 11

ARTICLE V: Provincial AGM Delegates Section 1: Allocation of Delegates Branches are entitled to send delegates to the Provincial Annual General Meeting (Convention) according to the following formula: Members Delegates 50 or less One provincial delegate and one alternate delegate 51-100 One provincial delegate and one branch delegate 101-150 One provincial delegate and two branch delegates 151-200 One provincial delegate and three branch delegates 201-250 One provincial delegate and four branch delegates 251-300 One provincial delegate and five branch delegates 300 + One provincial delegate and six branch delegates Section 2: Determination of Delegates 5.2.1 The provincial delegate is the Branch President at the time of convention registration, i.e. April 30. 5.2.2 The branch delegates are determined in the following sequence of priority depending on the number of delegates designated by the provincial formula: 1. The First Vice-President 2. The Second Vice-President (until 2017 when this positions is eliminated) 3. Secretary or Treasurer alternating annually 4. Executive member new to the Executive in the current year and continuing on the Executive in the following year. 5. Should the branch be allowed additional delegates, the delegates should be Executive members new to the Executive in the current year and continuing on the Executive in the following year OR, if there are no new Executive members, other members of the Executive who have indicated an interest in attending are selected by means of a lottery. 6. If the number of eligible delegates has not been realized through the above process, volunteers will be solicited from the membership and the vacancy/vacancies filled by a lottery. 12

5.2.3 Provincial guidelines outline the coverage of convention expenses for the provincial delegate and first branch delegate. Other expenses and those for additional branch delegates are the responsibility of the branch. 5.2.4 Any member may go to the Provincial Annual General Meeting (Convention) as a visitor, provided that she is willing to pay her own Convention Registration fee and expenses for accommodation, meals, travel etc. Visitors are not eligible to vote. ARTICLE VI: Resolutions for the Provincial Convention Resolutions can be submitted for consideration at the Provincial Convention. They should be submitted to the President and presented to the Executive at the September meeting. Executive approves the resolutions and presents them to the general membership. Supported resolutions must be submitted by the President to the provincial office by November 15. Provincial resolutions will be presented to the membership at the Branch AGM by one of the table officers. Members will vote on each resolution by a show of hands. This will provide guidance for the branch delegates at the Provincial Convention. ARTICLE VII: Duties of the Table Officers Section 1: Past President (a) Advises the Executive as necessary (b) Attends Table Officer meetings Section 2: President (a) Convenes and presides over all meetings (b) Provides the names, addresses, phone numbers and e-mails of the new branch Executive to the Provincial Office after the branch AGM (c) Reports to the Executive and the membership (d) Is an ex-officio member of all committees 13

(e) Calls and attends all Executive meetings (f) Prepares and distributes agendas for Executive meetings, Table Officer meetings and general meetings (g) Acts as one of the persons with signing authority on the bank account (h) Regularly reviews financial statements (i) Passes on pertinent information received from the Provincial Office (j) Extends an invitation to the Provincial President and the Area Director to attend a branch meeting or event once a year (k) With the Budget Committee, drafts a budget for approval by the Executive and then for approval by the membership in the fall (l) Appoints two auditors who are not members of the Executive, to review the yearend financial statement (m) Receives resolution(s) for the provincial AGM and forwards them to the Area Director (n) Attends the provincial AGM as Provincial Delegate at the end of her presidential year (o) Using the provincial form, prepares and submits an Annual Report to the Provincial Office with a copy of the report to the Archivist (p) Attends RTO District 13 Executive meetings or sends a designate (q) Acts as MC at major events (r) Proofreads minutes of meetings before distribution to the Executive (s) Presents issues and concerns communicated by members to the Executive (t) Presents RWTO pins to new members Section 3: First Vice-President (a) Attends Table Officer meetings (b) Assists the President in her duties (c) Performs the duties of President in her absence (d) Acts as chair of the Awards Committee a. Feather in the Hat (see Provincial Policy and Procedures, Article XIII, p. 3) i. Solicits nominees (if any) from the Executive and other members ii. Meets with the committee to recommend recipient iii. Submits name(s) of recipient(s) to Executive for approval iv. Submits nomination to provincial office for consideration after January 1 and before March 1 b. Cora Bailey Award (see Provincial Policy and Procedures, Article XIII, p. 1) i. Requests nominations ii. Meets with the committee to recommend recipient(s) 14

iii. Submits name(s) of recipient(s) to Executive for approval iv. Obtains certificate from the Provincial Executive Secretary- Treasurer v. Presents the award at the Branch AGM (e) Acts as chair of the Nominations Committee Section 4: Second Vice-President (until 2017 when this position is eliminated) (a) Sits on the Outreach Committee and assists the Outreach convenor (b) Performs other duties as requested by the President (c) Attends Table Officer meetings (d) Chairs Special Events Committees as requested Section 5: Secretary (a) Records minutes of each meeting and reports them at the next meeting noting: i. Starting time of the meeting ii. Type of meeting (e.g. Executive, Table Officers, Annual General) iii. Location iv. Date v. List of members present vi. Details of agenda items vii. Motions viii. Adjournment time ix. Action/Status Report (b) Sends minutes of each meeting to the President for approval and then forwards them to the Executive within two weeks after the meeting (c) Maintains an archive of minutes from Executive meetings and the Annual General Meeting and submits them to the Archivist at the end of the year (d) Maintains a record of all motions presented and the outcomes (e) Provides the Treasurer with a copy of all motions with financial implications (f) Attends Table Officer meetings 15

Section 6: Treasurer Maintains a separate bank account under the name of RWTO/OERO Hamilton- Wentworth (a) Keeps a record of all monies received and disbursed (b) Acts as one of the persons with signing authority on the bank account (c) Pays all legitimate bills presented (d) Prepares and presents a Treasurer s Report at each Executive meeting (e) Retains a list, as provided by the Membership Convenor, of all members, noting their current addresses, phone numbers, and available e-mail addresses (f) Receives a package of supplies for the branch distributed by the Provincial Executive Secretary-Treasurer (g) Attends training workshops organized by the Area Director (h) Prepares a Financial Statement at the end of the fiscal year (i) Provides the Financial Statement and all records to the auditors for review (j) Submits the audited, approved Financial Statement to the Provincial Office by April 30 (k) Presents the audited Financial Statement at the Annual General Meeting (l) Chairs the Budget Committee (m) In consultation with the Budget Committee, prepares a proposed annual budget for approval by the Executive at the beginning of the fiscal year (n) Reviews the proposed budget with the new Executive, and if necessary makes revisions (o) Presents the budget to the membership in the fall (p) Attends Table Officer meetings ARTICLE VIII: Duties of the Convenors and other Executive Positions Section 1: Archivist The Archivist: (a) collects, files, and preserves materials relevant to the history of RWTO/OERO Hamilton-Wentworth; (b) maintains a list of charities, with relevant contact information, to whom donations have been made; and, (c) maintains a binder with printed copies of the monthly newsletters. 16

Section 2: Communications/Publications Convenor The Communications/Publications Convenor: (a) designs, prints, and distributes an annual program brochure; (b) designs, prints, and distributes monthly newsletters; (c) arranges for digital photos to be taken at events and activities for inclusion in branch publications and the archives; (d) creates and arranges printing of the invitations for the new retirees; (e) works with Membership Convenor to send out a membership renewal form; (f) assists with computer-related tasks as required (e.g. Interest Group brochure); and, (g) acts as a link between members with queries and the appropriate member of the Executive. Section 3: Events Convenor The Events Convenor: (a) chairs the Events Committee; (b) organizes Events and Branch Meetings established by the Executive as part of the annual program; (c) acts as the coordinator or arranges an alternate coordinator for each event/branch meeting; (d) for each event/meeting including Executive meetings, with the Events Committee, i. books and provides liaison with the appropriate venue; ii. arranges for meals/refreshments; iii. decorates for the event, as appropriate; iv. determines whether presenter requires a complimentary meal; v. with the Treasurer and Events Payment Person maintains a financial summary of the event (excluding Outreach component) and provides the summary to the Executive; vi. arranges for payment to the venue; vii. arranges for evaluation of the event by the members and provides a summary to the executive; viii. arranges for door prizes, as appropriate; ix. arranges for O Canada and Grace before meals; x. makes nametags and distributes to attendees, as appropriate; xi. provides those wearing RWTO/OERO pins with a complimentary raffle ticket, as appropriate. 17

Section 4: Goodwill Convenor The Goodwill Convenor: (a) communicates with the Membership Convenor to update changes in membership status (e.g. long-term illness, deceased members, members 90 years of age and older, Life Members); (b) arranges for and delivers gifts to members 90 years of age and older; (c) sends cards when appropriate (e.g. Get Well, Thinking of You, Sympathy); (d) plans and conducts the In Memoriam service at the Annual General Meeting; (e) makes gift bags for shut-ins, members 90 years of age and older, and Life Members to be delivered at Christmas and in the spring; and, (f) keeps lists of current of members who are confined to their own homes, who are residing in nursing homes, who are residing in retirement homes, who are over 90 years of age. Note: The Goodwill Committee of the Branch does not provide individual support to members in need of services from community agencies. Section 5: Insurance Convenor The Insurance Convenor: (a) attends information meetings and training workshops; (b) informs members of current information regarding RWTO/OERO Insurance Plan; (c) provides updates in the newsletters; (d) provides print material for members and encourages members to be informed; (e) provides information to new members and encourages them to enroll in the RWTO/OERO Insurance Plans; and, (f) serves as a contact person for members requiring information or assistance regarding RWTO/OERO insurance. 18

Section 6: Interest Groups Convenor The Interest Group Convenor: (a) serves as a liaison between the Executive and leaders of the interest groups; (b) invites members to join groups; (c) assists in the formation of new groups; (d) provides information to the Communications Convenor for the program brochure and newsletters; and, (e) writes a year-end report and submits it to the President by March 1 for inclusion in the Annual Branch Report. Section 7: Membership Convenor The Membership Convenor: (a) chairs the Membership Committee; (b) receives and deposits membership fees; (c) distributes membership cards to members; (d) provides a record to the Treasurer of paid members and amount paid; (e) by October 15 sends a membership list and all required fees (cheque obtained from Treasurer) to Provincial Office; (f) maintains a current, accurate list of members throughout the year; (g) provides lists of members to the President, the Treasurer and the Goodwill Convenor with current addresses, telephone numbers and available e-mail addresses; (h) prepares an alphabetical master list of all members for the Events Committee to track members who attend events; (i) informs Provincial Office of any changes in addresses; (j) brings to the Executive for approval, names of members who should be made Life Members; (k) forwards names of approved Life Members to the Provincial Secretary-Treasurer; (l) maintains a list of Life Members; forwards the list to the Treasurer and Goodwill Convenor; (m) sends names of members celebrating a 90 th birthday to Goodwill Convenor and to the Provincial office; (n) provides a list of new members to the President so that RWTO/OERO pins can be presented; and, (o) ensures local records of membership match provincial records. 19

Section 8: Recruitment Convenor The Recruitment Convenor: (a) obtains lists, where possible, of women teachers who are retiring from elementary/secondary public and Catholic schools, private schools, local universities and colleges; (b) attends local retiree events to provide information about RWTO Hamilton- Wentworth; (c) invites new retirees to RSVP to a welcoming event and then notifies Events Convenor of number attending; and, (d) works with the Membership and Communications Convenors to contact all members who have not renewed by October 1 to determine if they wish to renew. Section 9: Outreach Convenor The Outreach Convenor: (a) at specified events arranges for a display and collects donations of goods; (b) arranges for pick-up of goods by representative of the designated charity; (c) places envelopes on the tables for monetary donations; (d) organizes and conducts fundraising initiatives at designated events; (e) receives a cheque from the Treasurer for monetary donations and proceeds from the fundraising initiative; (f) sends the cheque to the designated charity requesting a receipt; (g) forwards receipts to the Treasurer; (h) maintains a summary of Outreach proceeds and forwards it to the Treasurer for verification at the end of the fiscal year; and, (i) provides a summary of Outreach initiatives to the President and Archivist. 20

Section 10: Events Payment Person The Events Payment Person: (a) attends Executive meetings; (b) receives, records and deposits payments by members for events; (c) coordinates with the Treasurer to ensure accuracy in deposits; (d) coordinates with the Treasurer and Events Convenor to produce a Financial Statement for each event; (e) receives reservation requests, organizes table reservations, and produces signage for the Name Tag table. The term is 3 years renewable for an additional 3 years Section 11: Member-at Large This position is created to encourage members who may be interested in serving on the Executive and to become familiar with branch policies and procedures. This person attends Executive meetings and may participate in committees if she wishes. This position may be shared by two people but there is only one vote at Executive meetings. The term is one year, renewable for a second year. ARTICLE IX: Amendments to the Constitution 8.1 Proposed amendments to the Constitution must be submitted to the Executive 30 days prior to the AGM. 8.2 The Executive shall publish all proposed amendment to the membership 15 days prior to the AGM. 8.3 Amendments to the Constitution must be approved at the Annual General Meeting (AGM). Approval requires 66% majority vote by the members present at the AGM. 8.4 A committee appointed by the Executive shall review the Constitution every three years. 21

ARTICLE X: Annual General Meeting 10.1 The term annual general meeting refers to the official business meeting of the organization. 10.2 The annual general meeting shall: a. approve the audited financial statement b. approve changes to the constitution c. elect table officers as required d. receive the President s Annual Branch Report e. review provincial resolutions f. install new executive. ARTICLE XI: Rules of Order The rules found in Bourinot s Rules of Order by Geoffrey Stanford shall govern the Hamilton-Wentworth branch RWTO. 22