The Retired Teachers of Ontario/ les enseignantes et enseignants retraités de l Ontario (RTO/ERO) DISTRICT 23, NORTH YORK CONSTITUTION LOGO As amended at the May 2012 Annual General Meeting Policies and Job Descriptions as amended since the 2010 AGM to the end of 02.12 CONSTITUTION OF RTO/ERO DISTRICT 23 NORTH YORK The geographical area of RTO/ERO District 23- North York is defined by the boundaries of the former City of North York. PREAMBLE Whereas it is the mandate and the objective of both the Provincial and District Organizations to represent the interests of retired teachers of and from Ontario, members of RTO/ERO at both these levels shall pursue the following Objectives:
Objectives 1. To promote the interests of persons receiving pensions under the Teachers Pension Act. 2. To endeavour to have all retired members and their survivors receive the maximum benefits that are rightfully theirs under the terms of the Teachers Pension Act; 3. To support or seek support for those members who may be in financial or personal need; 4. To encourage Full and Associate members to participate fully in all benefits the organization offers. 5. To increase membership by actively campaigning at the District level to sign up non-members and to reach potential members among active teachers both by personal contact and designing programs to meet their special needs; 6. To use a variety of media resources to publicize and promote District activities and accomplishments to its members, to retired teachers who are not members, and to active teachers; 7. To develop closer relationships with local teachers organizations in order to explain the RTO/ERO objectives and to offer assistance in educating active teachers to plan ahead for retirement; 8. To provide leadership and guidance to provincial representatives who attend the Senate Meetings of RTO/ERO. 9. To work collaboratively with the other three Districts in Toronto through the Toronto Districts Council. Article 1 DISTRICT MEMBERSHIP 1.01 The word District hereinafter shall refer to RTO/ERO District 23, North York. The word Executive hereinafter shall refer to the Executive of RTO/ERO District 23, North York. 1.02 All persons who are members of the Provincial organization are automatically affiliated to the local RTO/ERO District of their choice. 1.03 Rights and privileges of Membership are outlined in Article 5 of the Provincial Constitution.
1.04 Corresponding Membership A member of RTO/ERO and of another District may become a Corresponding Member of the District upon payment of an annual fee as established by the Executive. Such member has the right to attend District functions and receive Stony Bridges, but does not have a vote. Article 2- DISTRICT EXECUTIVE 2.01 The Executive shall consist of President, Past President, First and Second Vice Presidents, Secretary, Treasurer, Assistant Treasurer, Conveners of Standing Committees, and Assistant Conveners as approved by the Executive or the Annual General Meeting and up to 2 Members-at-Large. (Amended 05.12) 2.02 The Executive shall meet up to 10 times per year or at the call of the President or at the request of any other four members of the Executive. A quorum shall be a simple majority. Duties of the District Executive 2.03 To determine its constitution with due regard for the Constitution, Bylaws and Policies of RTO/ERO and shall file a copy with the Provincial Office. 2.04 To hold at least one meeting of members before the end of June per year which shall be the Annual General Meeting at which the Executive shall be elected. 2.05 To elect at a meeting of the District or appoint by the Executive, two Senators who, at provincial organization expense, will represent the District at Senate Meetings that are called by the President of the provincial organization. These are the Past-President and President or their appointed replacements. 2.06 To send District Observers to Senate meetings at District expense. 2.07 To establish special committees, to appoint their chairs, and for all committees, to ratify their terms of reference, and to require a financial statement from a committee chair whose committee is receiving or spending money on behalf of the District. 2.08 To send to the provincial Executive Director the Annual District Financial Statement. 2.09 To send to the provincial Executive Director resolutions which have been passed at a general meeting of the District or of the Executive for Senate consideration. 2.10 To apply to the Provincial Executive for additional special grants to promote special District programs that will strengthen or enhance the effectiveness of the District Organization.
2.11 To appoint a person to perform an annual audit/review engagement. Election of the District Executive 2.12 The Executive shall be elected annually at the Annual General Meeting. If a vacancy occurs on the Executive, it shall be filled by the Executive following recommendations by the Nominating Committee. The persons holding the positions of President, First and Second Vice-Presidents and Past President shall normally hold those positions for one year except under extraordinary conditions as reported by the Nominations Committee and approved by the executive. 2.13 Procedures Nominations: (a) (b) (c) (d) (e) (f) (g) The Nominating Committee shall be chaired by the District Past President with at least two other Executive Members as part of the Committee. The Chair of the Nominating Committee shall submit nominations for the elective offices of the Executive to the Annual General Meeting. Additional nominations for the elective offices may be made from the floor by District members in attendance at the Annual General Meeting. If more than one candidate is nominated for any of the District elective offices, a vote by secret ballot shall be held. The conducting of the election shall be the responsibility of the Past President, or the Chair of the meeting in accordance with the procedures established by the Provincial (RTO/ERO) Constitution and Bylaws. (Amended 06/09) The President or chair of the meeting shall appoint scrutineers to distribute and count the ballots. Election of a candidate shall be by a simple majority of the votes cast by qualified District members present. In the case of more than two candidates for any one of the elected offices, and failing a majority vote for any one candidate on the first ballot, the candidate with the lowest number of votes shall be dropped from the succeeding ballots until a majority is reached. ` (h) In the event there are more than two candidates for an elected position, and a tie vote results in their being two or more candidates dropped from the ballot at the same time, the following shall occur:
(i) The vote results for all candidates except those in the tie shall stand and be held in abeyance. (ii) The members shall then vote to break the tie. (iii) The result of this vote shall establish the roster for the next vote. (iv) The members will then resume the voting process on the roster including the winner of the vote to break the tie that had been held in abeyance. (j) In the event of a tie vote when there are only two candidates, there shall be a further ballot, and if the tie persists, there shall be a further ballot, and if the vote is still tied, the winning candidate will be chosen by a flip of a coin by the Chair of the Nominating Committee. 2.14 Vacancies on the Executive (a) (b) (c) (d) Any member of the Executive may resign from office upon giving a written resignation, and such resignation becomes effective when received by the Executive or at a time specified in the resignation, whichever is the later. Any member of the Executive may be removed from office only by resolution passed by at least two-thirds of those voting at a District meeting, providing that notice specifying the intention to vote upon such a resolution has been given at least thirty days in advance to the District. Any member of the Executive may request a temporary leave of absence. Should a vacancy in any office occur (for any reason) at any time, such vacancy shall be filled forthwith by resolution of the Executive or by appointment of a substitute for such period of time as may be appropriate under the circumstances {as per 2.14 (a) or 2.14 (c)}. Specific Duties of Executive Members: (In addition to the following, see Job Descriptions in Appendix). This Appendix may be amended by the Executive. 2.15 Duties of the President: (See Appendix also) (i) To convene and chair regular and special meetings of the District Executive. (ii) To act as Chair for the District Membership Meetings. (iii)to be an ex-officio member of all District standing and special committees. (iv) To have a general responsibility for all activities of the District organization. (v) To act a liaison to the Provincial Executive.
2.16 Duties of the Past President and Vice Presidents: (See Appendix also) (a) The Past President shall chair the Nominating Committee. (b) The duties of the Vice-Presidents are: (i) To perform the duties of the President when the President is unable to carry out such duties. (ii) To chair the Resolutions Committee. (iii) To chair the Awards Committee. 2.17 The duties of the Secretary and Treasurer (See Appendix also) (a) The duties of the Secretary are: (i) To prepare and present the minutes of the Executive and Membership Meetings, and of any special meeting called by the President. (ii) To carry on the correspondence that is required to conduct the business of the District Executive and its membership. (iii) To send notices of Executive, Membership, and special meetings at the direction of the President and Executive. (b) The duties of the Treasurer are: (i) To maintain in a separate account in an accredited financial institution, all monies accruing to the District. (ii) To receive the annual rebate of monies from the RTO/ERO Provincial ` Office. (iii) To receive and deposit monies generated by District activities. (iv) To pay all invoices as directed by the Executive. (v) To receive a copy of the Provincial membership list of the Full and Associate members from the Membership Chair or Secretary. (vi) To receive a financial statement for the fiscal year from the chair of a standing or special committee that is handling District money. (vii) To present to the Executive at least one month prior to the Annual General Meeting an Annual District Financial Statement for the previous year, which has been reviewed by at least one District member appointed by the Executive who is not a member of the Executive, and has an accountancy background. (Amended 06/09) (VII) To send the Annual District Financial Statement to the Provincial Executive Director. ix) To liaise with the Assistant Treasurer. 2.18: The duties of a Member-at-Large are: The duties of a Member-at-Large are: To carry out or assist with matters as assigned by the President/Executive. These will be positions available annually and will be elected. They will have a vote. They will assist as needed. (Approved 05.12)
Article 3 COMMITTEES: EXECUTIVE AND STANDING 3.01 The Executive Committees are: (a) Awards Committee: (i) The Awards Committee shall be chaired by the Second Vice-President who has the power to add two or more members from the Executive. (Amended May, 2012) (b) Constitution Committee: (i) The committee shall be composed of the President, the Past President who shall be the Chair, the First Vice-President and two other members of the Executive. (ii) The committee will make recommendations to the Executive for changes in the District constitution. iii) The committee will be activated by the Executive as required. iv) The Chair will become familiar with the Provincial Constitution and Bylaws so that the Chair can be a resource to the Executive in the interpretation of this document, and be able to make recommendations for changes.. c) Editorial Advisory Committee: (i) The Editorial Advisory Committee will be composed of at least two members of the Executive appointed annually by the Executive. (ii) The members will work with the Newsletter Convener to review the content of each newsletter, to proofread it, and make recommendations to the Newsletter Convener. (d) Nominating Committee: (i) The Nominating Committee, chaired by the District Past President, shall be composed of at least two other Executive members.
(ii) The Chair of the Nominating Committee shall submit nominations for the elected officers of the District Executive to the Annual General Meeting. (e) Resolutions Committee: (i) The Resolutions Committee, chaired by the First Vice-President, shall be composed of the President and the chair of the Constitution Committee. (ii) The Resolutions Committee shall prepare resolutions or recommendations for the Executive, or for the Annual District Meeting, which should be forwarded to the RTO/ERO Executive Director for consideration by the Provincial Executive, or the Senate. (iii) The Resolutions Committee will be activated by the Executive, will be informed of the matters to be considered and will present any resolution(s) developed for consideration to the Executive. 3.02 Standing Committees: (See Job Descriptions in Appendix.) The Appendix may be amended by the Executive. The Standing Committees are: (a) Archivist Committee: (i) To retain, store and catalogue past copies of Minutes, Newsletters, Constitutions, and other historical data of the District and Provincial RTO/ERO and so maintain a complete historical record of the organization. (b) Book Club Committee: (i) To be responsible for coordinating the activities of the Book Club Program. (c) Bridge Committee: (i) To be responsible for coordinating the Bridge Program. d) Communications Committee (i) To continue the organization and operation of the e-mail fan out service to members. (Approved 05.12) (e) Goodwill Committee: (i) To communicate with District members and other family members (not newreworded)
- who are hospitalized - who are bereaved - who are celebrating special days (ii) To serve as liaison between a District member and the Provincial Member Services Committee when there is a need for emergency assistance, if requested. (Amended 06/09) (f) Health Services and Insurance Committee: (i) To assist the membership of the District with information regarding the RTO/ERO Group Benefits Program ii) To study and advise the Executive of proposals on health, home, car and other insurance, as it may affect or be of interest to District members. iii) To communicate with the Provincial Health Services and Insurance Committee through the Committee liaison person. (Amended 06/09) (g) Membership Committee: (i) To receive membership lists from the Provincial Office and reconcile the provincial list with the District membership list. (ii) To communicate with new members. (iii) To support the recruitment efforts of the Recruitment Committee. (h) Needlework and Crafts Committee; (i) Responsible for the co-ordinating of approved needlework and craft initiatives. (i) Newsletter and Newsletter Distribution Committees: (i) (ii) (iii) (iv) To prepare and distribute a newsletter to the District membership at least 3 times per year and at such other times as the Executive deems it necessary. To work with the Website Committee to ensure that there is a copy of the newsletter on our website, and to ensure that those District members who wish to receive a copy of the newsletter by e-mail, will receive it in this manner. To communicate with the Provincial Communications Committee through the Committee liaison person. (Amended 06/09) The Conveners are the Editor, the Associate Editor and the Newsletter Distribution Convener. (Amended 06/09)
(j) Political Advocacy Committee: (i) (ii) (iii) (iv) To raise and examine matters of concern to District members. To spearhead political action on behalf of seniors and retired educators in particular in anticipation of federal and provincial government initiatives. To liaise with other organizations which express an interest in pursuing political action at the provincial and federal levels for seniors and retired educators. To communicate with the Provincial Political Advocacy Committee through the Committee liaison person. (Amended 05/10) (k) Recruitment Committee: (i) To investigate and recommend to the Executive ways and means of increasing provincial and District membership for both soon-to-retire active teachers and for those retired teachers who are not members of RTO/ERO. (l) Service to Others Committee: (1) Coordinate the Service to Others process, prepare the application from the District to RTO/ERO, oversee the project, and submit a final report as required to RTO/ERO. (Approved 05.12) (m) Social Committee: (1) To be responsible for all of the arrangements for the general membership meetings, and to plan such other events as the newly retired teachers reception and membership luncheons. Arrangements include such details as, but not limited to, confirming location, food and other refreshments. (n) Strollers Committee: (i) To be responsible for coordinating the activities of the Strollers Program. (o) Trips Committee: (i) To plan trips and excursions for District members to places of interest. There are 2 Conveners for this program. (Amended 06/09)
(p) Website Committee: (i) To develop and maintain a District website in conjunction with the RTO/ERO website and the Toronto Districts Website. (ii) To work with the Newsletter and Newsletter Distribution Committees to ensure that there is a copy of the newsletter posted on the District website. (iii) To work with the Newsletter and Newsletter Distribution Committees to ensure that those District members wishing to receive an electronic copy of the newsletter will do so. Article 4 BANKING AND FINANCE 4.01 The fiscal year shall commence on January 1 and shall terminate on December 31 of each year. 4.02 The President or Treasurer shall deposit or cause to be deposited all funds accruing to the District, in an accredited financial institution in the name of the District. 4.03 All accounts payable and other disbursements made by the District shall be made by cheque, signed by two signing officers. 4.04 The signing officers shall be: The Treasurer, the Secretary and the Assistant Treasurer Article 5 CONSTITUTIONAL SAFEGUARDS 5.01 Amendments to the Constitution (a) Any proposed amendment to the Constitution by a member shall be received in writing by the Secretary at least 60 days before the Annual General Meeting. (b) Any proposed amendment to the Constitution by a member of the Executive shall be introduced in writing, as notice, at least one Executive meeting preceding the Executive meeting at which it will be considered. (c) This Constitution may be amended by the consent of two-thirds of the eligible District members voting at the Annual District Meeting provided that a Notice of Motion has been sent to the members prior to the meeting; or, by a 90% vote of the eligible District members voting at the Annual District Meeting, previous notice not having been given. Note: The Executive has the authority to establish and amend Policies and the Appendix.
5.02 Interpretation Nothing in this District Constitution shall be interpreted in a manner or in terms inconsistent with the Provincial Constitution, Bylaws, and Policies of the Retired Teachers of Ontario nor in a manner nor in terms prejudicial to the best interests of RTO/ERO. 5.03 Meeting Procedures The current edition of the Sturgis Standard Code of Parliamentary Procedure shall be the parliamentary authority used in the conduct of all meetings of RTO/ERO and its committees. DISTRICT JOB DESCRIPTIONS APPENDIX In addition to the Duties of the members of the Executive as delineated in Article 2 and Article 3 of the Constitution, the following duties are to be performed by the members of the Executive and the Conveners. (Does not form part of the Constitution.) PRESIDENT. Preside over Executive meetings. Preside over the Annual General Meeting and luncheons. Preside at the meeting for the reception of new retirees. Preside over any regular meetings, which she/he may attend. Submit a list of the dates of the District events taking place at Willowdale United Church or another location for the next calendar year, to the church secretary and sign the contract where applicable. Act as Senator at the two yearly Provincial Senate meetings. Be prepared to speak to any resolutions put forth to the Senate by the District. Contribute to the District Newsletter. Represent the District by attending meetings of the Toronto Districts Council. PAST PRESIDENT Attend Executive meetings and provide for coffee Chair the Nominating Committee. Act as Senator at the two yearly Provincial Senate meetings. Be prepared to speak to any resolution put forth to the senate by the District.
Update the Executive in January of each year in regard to the rate that RTO/ERO pays per kilometre. Any change in mid-year shall be announced at the following Executive meeting. Chair the Newsletter Liaison Committee FIRST VICE-PRESIDENT Attend Executive meetings. Reserve a location for Executive meetings, which are usually held on the second Wednesday morning of the month from September to June. Be responsible, with the Second Vice President, for the Speaker s Bureau Program and for a speaker at the Annual General Meeting. Arrange for introductions and Thank You s. Prepare a brief summary on the speaker and/or topic for inclusion in the newsletter. Attend as many District events as possible to host speakers, guests, and members who attend. Perform the duties of the President when the President is unable to carry out such duties. Attend meetings of the Toronto Districts Council Notify the church Secretary of any changes in dates or additional dates to the calendar year plan submitted by the President. Be prepared to attend Senate as a District Observer. SECOND VICE-PRESIDENT SECRETARY: Attend Executive meetings. Be responsible, with the First Vice President, for the Speaker s Bureau Program and for a speaker at the Annual General Meeting. Arrange for introductions and Thank Yous. Prepare a brief summary on the speaker and/or topic for inclusion in the newsletter. Attend as many District events as possible to host speakers, guests, and members who attend. Be prepared to attend Senate as a District Observer. Attend meetings of the Toronto Districts Council. Attend Executive meetings. Prepare the agenda for each meeting in consultation with the President. Record the attendance of Executive members for each meeting. Record Minutes of meetings. Only pertinent information need be recorded. All motions must be recorded with mover, seconder and results. Collect reports of Executive, committees, treasurer- and special reports, given at each meeting. These reports should be kept with the Minutes of the relevant meeting.
Have copies of the Agenda and the Minutes of the previous meetings made for each Executive member and a copy for the Archivist for the Archives. One copy should be kept on disk and a hard copy on file. Remaining copies should be shredded or destroyed. Record Minutes of the Annual Meeting. All signed Executive and Committee reports should be submitted to the Secretary at the beginning of the Annual Meeting. Type up list of new Executive after the Annual Meeting and distribute copies at the next Executive Meeting Fill out any forms sent to the Secretary from RTO/ERO Office and submit by the deadline. Report any correspondence of literature received at the next Executive Meeting. Write thank you notes as required by the President. Submit the usual Disbursement Voucher for expenses for stationery, stamps, supplies, etc., to the Treasurer for reimbursement. Submit a copy of the Minutes of the previous meeting to the President as least three days before the next Executive Meeting. Assist the President and the Executive in whatever capacity required for the efficient functioning of the organization. Maintain a binder/record book, which contains the Minutes for each Executive Meeting and Annual General Meeting. Additional reports should be filed with the relevant set of Minutes. TREASURER Attend or be represented at all Executive meetings. Receive funds collected by the Conveners or from other sources (e.g. Provincial RTO/ERO) and deposit these funds in a suitable bank or credit union accounts. Invest any reserve funds in order to realize maximum interest earnings. Pay all expenditures as authorized by requiring a proper invoice and/or a completed form entitled Disbursement Voucher along with, receipts, invoices, and/ or necessary explanations. Keep accounts of the District in a suitable ledger and in cheque book records. Be a signing officer on cheques presented for payments of accounts payable with the Secretary and the Assistant Treasurer, also being one of the two signatories for each cheque. Present the current financial standing in a report at each meeting of the Executive or as required. Complete such records or statements as are required by the Provincial RTO/ERO Keep all financial records to facilitate an annual audit. Recommend an auditor/ review engagement person to the Executive. Present the annual audited financial statement and a current financial statement to the Annual General Meeting.
ASSISTANT TREASURER Attend or be represented at the Executive meetings. Work with the Trip Convener(s) to receive all monies paid by those who wish to participate in trips during the year. Deposit these funds in the District account. Keep up-to-date lists of participants and the amounts paid by each after the deposit has been made. Give an accurate count of paid-up participants to the appropriate Convener(s) at the cut -off date for each trip or event. Present lists of participants to the appropriate Convener(s) to a trip or event to facilitate the preparation of nametags. Be one of the signing officers of the Association if asked by the Executive. Along with the Treasurer, receive money from Conveners activities and ensure these monies are deposited to the District s bank account. ARCHIVIST CONVENER: Attend Executive meetings. Add to the Pictorial History of the District by working with the Photographer. File the Minutes of Executive Meetings in folder in District storage cupboard. File Newsletters in storage cupboard. Keep a record of members for the last three years in storage cupboard. Keep an inventory of District articles purchased for the group, i.e., lens, camera, photographic equipment, coffee maker, creamer set, table, chairs, etc. Keep a list of deceased up-to-date in Pictorial History. Keep an up-to-date RTO/ERO Constitution on file Wrap mug for speakers when needed and give to member in charge of meeting. Keep list of Executive Members who have served three years and reward them with a mug. AWARDS COMMITTEE Be in charge of obtaining and presenting a pin to incoming President and also for obtaining and presenting an appropriate gift for the outgoing President to be presented at the AGM. (06.11) Be in charge of recognizing retiring Executive members and Executive members who have been on the Executive for 10 years to be presented at the AGM. A token of appreciation can be at a cost of up to $25. (12. 11) Be in charge of recognizing members at the AGM who have been members of the District for 25, 30, & 35 years. (12. 11)
Recommend nominees to the Executive for RTO/ERO and other awards. (Dec. 2011) Arrange annually for business cards for those on the Executive who wish them and for name plates for new Executive members. (12.11) BOOK CLUB CONVENER Attend Executive Meetings Be responsible for coordinating dates, location, time, and organization of monthly meetings. Be responsible for the selection of book titles for monthly meetings. Provide the above information for publication in Stony Bridges in a timely manner. BRIDGE CONVENER Attend Executive meetings. Have tables set up ready for play at 1 :00 p.m. on Bridge days. Obtain tickets, playing cards, scorecards, and pencils from the locker in the Church basement.. Distribute cards, scorecards, and pencils to each table. Put away all tables and chairs. Return all materials to the basement lockers after Bridge. Ensure that each participant pays an entry fee of $2.00 and submit net proceeds to the Treasurer. Provide for name tags as appropriate. COMMUNICATIONS CONVENER - details to be developed GOODWILL CONVENER Oversee the sub-committees below and work with each Assistant Convener ( moved) Attend Executive meetings Direct appropriate sub-committee reports of members who are ill, bereaved, shut-in, celebrating a special event (e.g. 90 th birthday, 50 th anniversary, etc.) Keep an account of the money received from the Treasurer for the purchase of various items and submit the usual completed Disbursement Voucher form to account for such expenses. Allocate money to and receive receipts from the Card Committee and reimburse the Visiting Committee for any expenses.
Report on the work of the committee at Executive meetings. Present recommendations in regard to Service to Others and monitor District Service to Others grants. (a) ASSISTANT GOODWILL CONVENER: Works closely with the Convener. Performs the duties of the Convener when requested. (b) GOODWILL AD HOC COMMITTEES: Card Committee: - Sends notes and cards to District members, as required. Telephone Committee: - Calls the members in Nursing homes, Senior Residences, Hospitals, Shut-ins Visiting Committee: - Visits the members mentioned under the Telephone Committee HEALTH SERVICES AND INSURANCE CONVENER Attend Executive meetings Become thoroughly familiar with all Health and Insurance Plans available through RTO/ERO. Take periodic opportunities to make full or brief presentations on one or more of the Plans to District members. These should be informative in nature rather than providing personal advice. Publish important information regarding any plans in the Newsletter. Present major concerns of District members to the Provincial Health and Insurance Committee and the Executive. Maintain liaison with the Provincial Health Services and Insurance Committee regarding any aspect of the various insurance plans. MEMBERSHIP CONVENER Attend Executive meetings and attend RTO/ERO workshops on membership and member services.. Assist RTO/ERO in keeping the District membership list of RTO/ERO Full and Associate Members current and accurate and provide updates on membership data and changes to the Executive. Initiate a program to contact each new District Member to welcome him/her to the District, answer any questions, and encourage participation. Make recommendations to the Executive regarding new services that might be provided to the members.
Keep the Membership current on who the District s new Members are through STONY. Work closely with the Recruitment Convener. NEEDLEWORK AND CRAFTS CONVENER Liaise with the Executive and appropriate Conveners depending on the project/event (05.11) Assist and be part of the Service to Others Project when appropriate. (01.11) Attend Executive Meetings. Liaise with Executive and appropriate Conveners depending on the project/event. (05.11) NEWSLETTER DISTRIBUTION CONVENER: Attend Executive meetings. Keep a list of Corresponding Members, addresses, phone numbers, e-mail addresses where feasible, and paid memberships up-to-date and send members a reminder when fee is due. Give received membership fees to Treasurer ($10.00 per member) Send Stony Bridges three times per year- February, June, and November to all District and Corresponding Members who do not want to receive their copy of Stony Bridges via the Internet. Work with the Webmaster to ensure those members wishing to receive their copy of the Newsletter via the Internet, are able to do so via the Member Stony Online program. Keep extra Newsletters on hand for distribution to new members at the Champagne Breakfast and Christmas luncheon. Deliver a copy of the newsletter to the secretary at Willowdale United Church. Keep extra copies for Executive members and other requests. Submit a report at the meeting following a newsletter distribution. Submit the purchase receipts for expenses for stamps, stationery and supplies to the Treasurer. Submit an Annual Report in September for the Annual General meeting. Order extra copies of the Newsletter as requested by the Membership and Recruitment Conveners and the Executive. Procedures For Mailing: Call RTO/ERO office at 416-962-9463 for a computer disk of all District members to be sent to the mailing service (Perkins). Post those sent to Corresponding Members by first class mail. Have post office weigh and price nail before sending.
Order the required number of Newsletters for members and extras. Arrange a delivery date with the printer and mailing service. Submit the numbers to the printer (Ink City). Have the mailing service pick them up leaving a pre-determined number of Newsletters for pick-up by the Convener. NEWSLETTER EDITOR CONVENER: Attend Executive meetings. Produce three issues of STONY BRIDGES per year as directed by the Executive. Liaise with the Photographer, writers, artists, the Newsletter Liaison Committee and the Editorial Advisory Committee. Solicit articles. Set time lines and due dates. Type and edit stories; plan and execute layout and design. Produce and deliver originals to the printer with printing instructions after review by the Editorial Advisory Committee. Evaluate each publication and plan for changes. Editorial Policies: No commercial advertising is to be included, but brief announcements of particular interest to members may be included. No payment is made for work done by District members, but reimbursement is provided for supplies such as film, paper, ink cartridges, etc. The Editor, in conjunction with the President, reserves the right to edit, condense or reject letters or submissions. Publication Dates and Deadlines: Newsletters: To Printer By: To Members By: November End of October Mid- November March End of February Mid-March (Amended 5.10) August End of July Mid-August (Amended 05/08) Mission of Stony Bridges and Contents (Amended 05.10) 1) Mission Statement for Stony Bridges: To communicate to the members of District 23, North York, the activities, opportunities, news and relevant information regularly. 2) Actvities focus on key initiatives of the District enhance long term interaction and planning invite feedback, participation, and submissions from the membership invite Conveners and Table Officers to make periodic submissions
Additional Guidelines for the Editor: (Amended 05.10) 3 or 2 columns on each page (generally) point size 11 81/2x 11 page size 28 to 32 pages advertisements for activities to be ½ page (generally) tear-offs to be at the end of the newsletter along with the waiver pictures of individuals on the Executive to accompany submissions avoid hyphenization at the end of a line encourage member submissions with the name of the author included cover should reflect more of District. 23 events and members whenever possible have 3 editions annually change the February edition to March deadlines for submissions to the Editor with copy to the Associate Editor: the Executive meetings of February, June, and October- submissions must be on time. encourage a submission in the political realm for each edition conveners to be encouraged to prepare a submission at least once per year include each year s current budget in the issue following the AGM or in the March issue PENSION AND RETIREMENT CONCERNS CONVENER Attend Executive meetings Bring information to the Executive that has been received from RTO/ERO Pension and Retirement Concerns Committee and related information. POLITICAL ADVOCACY CONVENER: Maintain a balanced point of view. Take firm positions on issues where appropriate following Executive approval. Encourage and foster a positive attitude toward teachers and retired teachers. Attend Executive Meetings. Research and build files of materials of interest to the membership. Publish the results of this research in the regular Newsletters of STONY Bridges Meet regularly to discuss, prepare and organize issues for presentation to the membership. Communicate with and encourage the membership to take action on issues of interest to them. Organize action on important issues wherever possible and appropriate. Make every attempt to publicize the activities and contributions of District 23 and RTO/ERO. Maintain communication with the RTO/ERO Political Advocacy Committee.
Present to the RTO/ERO Political Advocacy Committee issues of interest of the District. Work with the Toronto Districts Council in developing a co-ordinated political advocacy program. RECRUITMENT CONVENER Attend Executive meetings. Attend RTO/ERO workshops on recruitment. Attend Toronto Districts Council meetings concerning joint recruitment endeavours and encourage and participate in collaborative activities. Develop an annual District recruitment program for the approval of the Executive and provide timely updates. Be involved with and participate in the newly retired teachers reception. Plan and organize the sending of information packages during the school year to potential retirees/members Work closely with the Membership Convener. RESOLUTIONS COMMITTEE: The purpose of this Committee is to prepare and present resolutions to the District general or Executive meetings prior to their being forwarded to the RTO/ERO Provincial office. Such approved resolutions would then be expected to be presented for discussion at either the Spring or Fall Provincial Senate Meeting. Any District Member with a concern that she/he feels might affect all retired teachers should express such a matter to a member of the Executive. If the Executive feels that a resolution is required, the Resolutions Committee may be asked to convene and prepare a resolution for the consideration of members of the Executive. SERVICE TO OTHERS CONVENER SOCIAL CONVENER - (Details to be developed) Attend Executive meetings. Be responsible for the Fall luncheon, the Spring Luncheon, and arrangements for the Reception for the new retirees and for the Annual General Meeting. Obtain a written contract (or similar paper) well in advance of the luncheons. The contract (or similar paper) will include all applicable ancillary costs, e.g. taxes, gratuities, entertainment fees (projected), number of non-paying guests, etc. Consult with the Treasurer and establish an appropriate cost per person. In the event of any difficulty/concern, the President will become involved. Present and report at the next Executive meeting and request approval of the recommended cost per person.
Allow sufficient time for the details to be posted in the District Newsletter. Prepare pertinent information and a companion tear-off sheet for inclusion in the Newsletter. Attend to the following for the luncheons: - Select a place and choose the menu. - Choose and book the entertainment - Prepare a financial statement of costs for the Executive. -Prepare a notice of the activities (to include date, time, place, menu, etc.) for the Newsletter Editor. - Arrange head table, number of guests, table arrangements, door prizes, flowers, P.A., archives, vases for individual tables, and a piano, if necessary. - Select people for introduction and thank you speeches. - Ask the Secretary to send official thank you notes - Arrange for the Photographer Receive all monies paid by those who wish to participate in these events and arrange for deposits of said monies. Give all monies received to the Treasurer, for deposit. Present up-to-date lists of participants and the amount paid by each, to the Treasurer after the deposit has been made. STROLLERS CONVENER Attend Executive Meetings Be responsible for coordinating the dates, locations, times, and organization of the monthly walks. Provide the above information for publication in Stony Bridges in a timely manner. TRIPS CONVENERS Attend Executive Meetings Make arrangements for group tours -January to December. Contact travel agent or box office. Obtain a written contract (or similar paper) well in advance of the event. Establish an appropriate 'cost per person'. Present the report to the next Executive Meeting and requests approval of the recommended 'cost per person'. There will be a motion passed by the Executive approving each trip. Prepare information for Newsletter STONY Bridges. -List all pertinent information and a companion tear-off sheet for inclusion. Attend to the distribution of tickets. Prepare name tags and arrange for their distribution at the event. Prepare a calendar of critical dates for appropriate members.
- Cut-off date: the last date on which members can book, preferably a few days before the agent must be notified. - Notification date: the date on which the travel agent/box office must be notified of the actual numbers attending. - Payment date: the date by which the Treasurer must present payment for the event. - Date of the event. Notify the Church Secretary in regard to specific needs for parking. Work closely with the Assistant Treasurer. WEBMASTER CONVENER Attend Executive meetings. Liaise with Toronto Districts Council (TDC) Webmaster on behalf of the Executive. Co-operate with (TDC) Webmaster in the postings for the District. Ensure that articles and other items are posted to TDC and District 23- North York Website on behalf of the District. Maintain and update the District link on the TDC Website as needed. Answer requests for information posted on the TDC Website District's link. Check the TDC on a regular basis as to accessibility and relevance of articles. Attend on behalf of the District such seminars on website maintenance as deemed necessary by the Executive. Maintain a current electronic copy of Stony Bridges on the website and administer the Member Stony On-line program. Work with the Newsletter Distribution Convener to expedite this. ********************