CANADIAN FEDERATION OF UNIVERSITY WOMEN

NORTH TORONTO

CONSTITUTION AND BY-LAWS

Revised, March 2009

CONSTITUTION

ARTICLE I: NAME

The name of the organization shall be CFUW North Toronto.

ARTICLE II: PURPOSE

The purpose of the organization shall be:

a)to facilitate fellowship and co-operation among university women;

b) to stimulate intellectual activity;

c)to arouse and sustain the interest of university women in public affairs and to encourage them to place their education and training at the service of the community;

d) to promote high standards of public education and to encourage advanced studies and research;

e)to afford an opportunity for the expression of united opinion.

BY-LAWS

ARTICLE I: MEMBERSHIP

Section 1

(a) Membership shall be open to any woman who has a university degree or equivalent from an accredited university anywhere in the world or who has earned professional qualifications that currently require a university or college degree.

(b) Student Membership shall be open to the following if she is:

A full time university or college student;

Enrolled in a degree, diploma, or equivalent program that could lead to graduate studies; and

A resident of Canada.

A student member is entitled to all the privileges and responsibilities of the Canadian Federation of University Women (henceforth to be written as CFUW). Student members pay 50 percent of the CFUW per capita national dues.

A woman who does not meet the criteria of membership as outlined in Section (a) but who:

Has made a contribution which supports the goals of CFUW through her career, political activity or volunteer work; and

Is committed to the goals of CFUW North Toronto.

Associate members do not vote on matters affecting any national CFUW/FCDU policies and may not hold any CFUW/FCDU office.

Associate members may not hold the position of President or Vice President in CFUW North Toronto.

Associate memberships may not exceed 20% of the total membership of the club.

Section 2

A woman who wishes to become a club member shall submit a signed application for membership in the CFUW on the form provided by CFUW, together with payment for the current club fees. Membership shall be approved by the Executive Committee.

Section 3

A member who does not pay the current club fee by October 15 shall cease to be a member. However, upon payment of her club debts, she will be reinstated as a member in good standing.

Section 4

A member in good standing may transfer to another club without again paying CFUW per capita fee.

ARTICLE II: FEES

Section 1

Members shall pay an annual club fee, which shall include the CFUW per capita fee. Any change to the annual fee shall be determined and approved prior to the end of the fiscal year. Approval shall require a two-thirds majority at a general meeting, and the proposed fee change shall have had a one-month's notice of motion.

Section 2

Members who belong to more than one club and have paid their CFUW fee for the current year shall have this amount deducted from this club's annual fee.

Section 3

Members who have transferred from other clubs, or members of the International Federation of University Women (IFUW) who are visiting Canada shall not pay club fees for the remainder of the current year.

Section 4

New members joining after the February general meeting shall pay the current CFUW fees plus one-half the remaining club fee.

ARTICLE III: EXECUTIVE COMMITTEE

Section 1

The Executive Committee shall consist of: a) officers of the club; b) convenors of standing committees.

Section 2

The Officers of the club shall be: a) President; b) Vice-President; c) Secretary;

d) Treasurer; e) immediate Past-President.

Section 3

The convenors of the standing committees may include: a) Programme; b) Membership; c) Hospitality; d) Newsletter; e) Publicity.

Section 4

The Chair of the Scholarship Committee shall be an ex-officio member of the Executive Committee, but shall hold no vote.

ARTICLE IV: TERMS OF OFFICE

Section 1

The term of office for a member of the Executive Committee is one year.

Section 2

A member of the Executive Committee shall hold the same office for no longer than two consecutive years.

Section 3

No one shall be a member of the Executive Committee for more than four consecutive years, except when proceeding to the office of the President.

Section 4

In the event of a vacancy on the Executive, a successor shall be appointed by the Executive Committee to complete the term of office. A member of the executive Committee shall hold the same office for two years with a possible extension to three where (1) no suitable candidate for the job has been identified and (2) the incumbent is willing and able to continue for an additional one-year term.

ARTICLE V: DUTIES OF THE EXECUTIVE COMMITTEE

Section 1

The Executive Committee shall conduct the affairs of the club for the fiscal year, subject to the direction of the general membership.

Section 2

The Executive Committee may appoint special committees to undertake a particular activity. The terms of reference for such committees shall be determined by the Executive Committee. After discharging their duties, such committees shall present a written report to the Executive Committee.

Section 3

Each member of the Executive Committee shall perform such duties as pertain to her office, or as may be assigned to her by the Executive.

a) The President shall preside at all meetings of the club and the Executive Committee. She shall submit an annual report to the annual meeting. She shall be the administrative head of the club and shall be ex-officio member of all committees except the Nominating Committee. She shall work with the Treasurer in the preparation of the annual budget.

b) The Past-President shall be Chair of the Nominating Committee.

c) The Vice-President shall be the CFUW liaison and the IFUW and shall attend to all club matters pertaining to same including Chair of the resolutions committee. She shall assist the President in the performance of her duties and shall perform the duties of the President in her absence. The Vice-President shall help with any fund-raising undertaken by the club during her term of office and represent the Club on the Scholarship Committee.

d) The Secretary shall record minutes of all meetings of the club and the Executive Committee. She shall be responsible for all official correspondence in the name of the club, under the direction of the Executive. She shall keep on file letters received and copies of all letters written. She shall be the keep of all club records. She shall be the club archivist.

e) The Treasurer shall: i) be responsible for the collection of fees, be custodian of all club funds, and pay all accounts. ii) keep proper accounting books, submit a financial statement when requested at any club meeting and submit an annual report at the end of the fiscal year. iii) be Chair of the Finance Committee if such a committee is required, and iv) be responsible with President for the preparation of the annual budget.

f) Duties of the Convenors of the standing committees shall be as set out in the Club Guidelines.

ARTICLE VI: FINANCE

Section 1

The fiscal year of the club shall begin on the first day of July in each year and end on the last day of June of the following year.

Section 2

Proposed disbursements in amounts exceeding ten times the amount of an individual annual membership fee shall require the approval of a two-thirds majority at a general meeting.

Section 3

Signing officers shall be President, Secretary, and the Treasurer. All cheques must be signed by the Treasurer and either the President or Secretary.

Section 4

If a finance committee is deemed necessary by Executive Committee to advise on financial policy, budget, and setting of the annual fee, it shall be appointed by the Executive Committee.

Section 5

The Executive Committee shall annually appoint one impartial person who is not on the Executive Committee, who shall examine all accounting books and submit her report in writing to the general membership.

Section 6

If the Scholarship Fund is dissolved by a club decision, all monies remaining in the Fund shall be dispersed according to the object of the Fund.

Section 7

In the event of the dissolution of the CFUW North Toronto for any reason whatsoever, any funds remaining in the club's account after payment of all debts and liabilities including current CFUW dues, may be transferred to the CFUW North Toronto Scholarship Fund.

ARTICLE VII: MEETINGS

Section 1

There shall be a minimum of eight general meetings of the club per year. Adequate advance notice of date and place of meeting shall be given.

Section 2

Meetings of the Executive Committee shall be determined by the President.

Section 3

Special meetings may be called at any time by the President, or at the written request of ten members. Adequate notice of special meetings must be given.

Section 4

The annual meeting shall be held each May.

Section 5

a) 20% of the club membership shall be the quorum for a general meeting.

b) A majority of the membership of the Executive shall be the quorum for an executive meeting.

ARTICLE VIII: NOMINATIONS AND ELECTIONS

Section 1

At the January Executive meeting, the Past-President shall present a Nominating Committee consisting of at least two members, including the Vice-President, plus herself, for the approval of the Executive Committee. A single slate of candidates for the Executive Committee and for the Scholarship Committee (if applicable) shall be presented by the Nominating Committee to the second to last general meeting before the annual meeting.

Section 2

Additional nominations may be made from the floor when the slate is presented.

Section 3

Candidates nominated either by the Nominating Committee or from the floor shall have given prior consent to such a nomination.

Section 4

Officers and Committee Convenors shall be elected at the general meeting prior to the annual meeting, and take office during the annual meeting, and shall hold office until the following annual meeting.

Section 5

Whenever two or more persons are nominated for an office, voting shall be by ballot and supervised by scrutinizers appointed by the President.

ARTICLE IX: MONITORS AND RESOLUTIONS

Section1

A motion committing the club to any course of action or a resolution expressing the opinion of the club on questions of public interest, must be confirmed at a general meeting by a majority of the voting body present. Any member or group of members who wish to present such a motion or resolution shall submit a written copy with supporting material to a regular executive meeting for approval. The motions and resolutions passed by the club membership in the above manner shall be considered as policy decisions.

Section 2

The CFUW name shall not be used in speaking or writing on any matter contrary to established CFUW policy. Where there is no established policy, the CFUW North Toronto name may be used in speaking or writing on matters of local concern provided these are in accordance with the aims of CFUW and not contrary to any policy adopted by CFUW or Ontario Council.

ARTICLE X: AMENDMENTS

The constitution and these by-laws may be amended at any general meeting or special meeting by a two-thirds majority of the member present, provided that a notice of motion for such an amendment shall have been submitted to a previous general meeting.

ARTICLE XI:

The rules and principals of parliamentary procedure as stated in Robert's Rules of Order, Newly Revised shall govern CFUW North Toronto in all instances which are not covered by these by-laws.

GUIDELINES

CANADIAN FEDERATION OF UNIVERSITY WOMEN

NORTH TORONTO

Revised February 1997

A. GENERAL INFORMATION

No club member may belong to a study group if she has not paid her fees.
Club members are free to bring guests to general meetings.
If the Executive Committee wishes standing committees may be headed by co-convenors and the duties divided between the two. Only one of the co-convenors will have a vote at the Executive meeting and the voting privilege is shared.
Standing committee convenors may form committees to assist them. Members of such committees will not have a vote at Executive meetings.
The President will keep a calendar of events and will keep the Vice-President up-to-date on matters pertaining to the Club. She will see that representatives are appointed to each of the Ontario Council Standing Committees. She will oversee the selection of a meeting in September to which to invite members from other clubs and a joint Executive Committee meeting shortly after the annual meeting in order to hand over the files to the incoming Executive.
The Past-President as Nominating Convenor is responsible for ensuring that the person accepting the office of Vice-President is aware that she is expected to assume the office of President the following year. The Past-President is responsible for ensuring that study groups within the Club have leaders, for the formation of new study groups, and for seeing that Newsletter Convenor has this information for the August newsletter. She will see that study group leaders report to the Treasurer group members who have not paid club fees.
All Executive Committee members are responsible to the Treasurer for funds allocated and must keep financial records of all expenditures.
The Secretary, with the assistance of Membership, will make an approximate count of members and guests for the record. She will see that copies of the minutes of the previous general meeting are available for posting and signing.
Copies of the Constitution and Guidelines will go to each new member who requests one as well as to members of the Executive Committee.
All members of the Executive Committee will keep a timetable and file to pass on to their successors.

CFUW North Toronto

Job Description: President

1. Chairs executive and general meetings.

2. Member of the Core Executive Committee and an ex-officio member of all other committees, except the Nominating Committee.

3. Requests continuation for year’s meetings at Glenview Presbyterian Church in January.

4. Makes arrangements for individual meetings at the beginning of the year, (overhead projector, screen, microphone, etc. tables) in August, and brings club banner and materials for display on bulletin board.

5. New Members’ Dinner: Works with the Membership and Hospitality convenors.

6. Membership: works with convenor regarding stability and sustainability of membership.

7. Newsletter:

§ Submits “President’s Message”, club announcements, Ontario Council, CFUW and community announcements to newsletter convenor.

8. Liaison with the National and Provincial offices of CFUW:

§ Receives and distributes all information (mail and publications) from National Office either by e-mail or at monthly general meetings as appropriate.

§ Reports IFUW & CFUW news to general meetings and executive meetings and submits items of interest to the newsletter.

9. National CFUW and Ontario Council Meetings: Attends National and Ontario Council AGM as voting delegate. Brings club banner to National meeting.

§ Supplies registration information for club members attending Ontario Council Standing Committee meetings.

§ Attends Ontario Council AGM and Standing Committee Meetings.

§ Attends Toronto Caucus meetings.

CFUW - North Toronto:

Job Description: Past President

1. Interest Groups:

June - Contact each interest group leader and ensure there is a leader for the next year. Usually the group itself finds a leader from within its ranks. If a new group is forming, then the Past-President assists in find a leader - probably from within the interested new members. If there is no one interested in leading the group, then it will have to disband or not form.

July - The Past-President submits the list of groups and leaders (and phone numbers) to the program convenor who is responsible for printing the program.

September - Before the first general meeting, remind the leaders of each interest group that they should set up a sign-up table, etc., and be prepared to verbally promote their group at this meeting.

November - After the membership list is printed, remind all group leaders/facilitators that members of the group must be fully paid members of CFUW - North Toronto.

2. Nominations Committee:

January - Select one person and one Vice-President to be on her nominating

committee and begin working.

February - Report nominating success - submit slate "to date" to newsletter to be

published in March copy.

March - Announce slate to the club. Give any updates to newsletter for the

April/May copy.

April - Announce slate to the club, ask if there are nominations from the floor,

and make a motion slate be approved.

3. President's pin for the outgoing President:

The national office of CFUW has several versions of the president’s pin which should be ordered at least a month in advance of the Annual Meeting on May. Traditionally, the president’s pin for North Toronto has been gold with blue trim.

CFUW North Toronto

Job Description: Vice-President

Attends CFUW AGM (summer) and Ontario Council meetings (spring & fall), reports to the Executive and General Meetings, and submits reports to the Newsletter Convenor.
Fills in for President when necessary, serves as President the following year and as Past President the year after
Acts as the Resolutions Convenor and attends the Current Issues Committee meeting in March and chairs the Resolutions General meeting in April. Working with the convenor of the Current Issues Group, recruits members who will present a summary for the resolutions chosen by CFUW to the General North Toronto Club meeting in April. Sends any amendments to the National Office of CFUW within the timelines requested. (Usually by May 1.)

Regarding the Resolutions Responsibility, the Vice-Chair shall:

1. Receive the material on proposed resolutions from CFUW national office via the President.

2. Publish these proposals in the newsletter for perusal by the general membership, if the arrival of the resolutions coincides with the publishing of the newsletter.

3. Recruit members to review background material and do further research necessary.

4. Attend the Current Issues Meeting in March to review and discuss the proposed resolutions.

5. Chair the General Resolutions Meeting in April and report the results to the report to the National Resolutions Chair on the decisions reached and any suggested amendments.

6. Publish a report to the general membership in the subsequent newsletter.

CFUW North Toronto

Job Description – Secretary

The secretary ensures that all business of the club is recorded in a manner that ensures accuracy, and continuity.

The secretary is an integral part of the Core Executive Committee, and is responsible to that committee.

Duties of the position include:

Attendance at all General Meetings of the organization and at all executive committee meetings.

The recording of the minutes of the proceedings, with special attention to the word for word recording of motions.

The distribution of the minutes in a timely fashion to all those present, or entitled to be present, at the meeting. In the case of the “Core” Executive Meetings, the minutes are distributed to the entire executive committee even though only the core executive has been in attendance. This ensures that all members of the Executive are kept informed of the proceedings, and of the decisions taken.

The notification of members of the executive as to the time and place of meetings. It is recognized that this notification may appear in writing in the minutes of the previous meeting. She will ensure that anyone, who has not received the minutes of the previous meeting, is notified by telephone or e-mail.

Ensuring that the minutes are scrutinized by someone who was at the meeting and who is prepared to certify that the minutes are correct. The Secretary forwards the minutes of the general meeting to the Web Spinner for posting on the Web Page and to the archivist for our records. As well, she posts a hard copy on the bulletin board at the following General meeting for those not able to access a computer. The Secretary moves the adoption of the minutes and the selected individual, as noted above, seconds the motion.

Issuing written invitations when required.

Ensuring that motions that include policy changes are highlighted.
CFUW North Toronto

Job Description: Treasurer

The treasurer ensures that CFUW North Toronto is on a sound financial footing.

To accomplish this, the Treasurer will:

Make deposits and record all receipts in a ledger.

Prepare cheques and record all disbursements in a ledger.

3. Establish bank accounts in the club’s name and ensure that signatures of designated

Signing Officers are on record at the bank.

Instruct executive members, and/or anyone who is claiming reimbursement of expenses incurred as to the appropriate documentation.

Prepare, in consultation with designated officer(s), a budget that she will maintain and report on at executive and General Meetings.

Keep track of membership, and the status of each member as to whether or not she has joint membership with another club. These figures will be used when reporting to ON Council and to CFUW National Office. They will be the basis on which our dues to these two bodies are calculated. Further, she will submit, on the days designated, cheques in the appropriate amounts to these two bodies. Regular comparison with membership documents will be made.

Deliver records, at the end of the fiscal year, to an auditor who has been

approved by the club executive, and will ensure that said auditor has all the documentation required to certify the accuracy of the club’s financial status.

CFUW North Toronto

Job Description: Program Convenor

The Program Convenor(s) ensures that there is a varied and interesting program that will bring existing members out to general meetings and will attract new members to the organization.

1. She will ensure that a full slate of speakers is in place in time for the publication of the Program. She will take advantage of the diverse experiences of the membership by soliciting input from as broad a base as possible.

2. She will ensure that each speaker is on time, is introduced, thanked and presented with the customary honorarium.

3. She will keep an up-to-date file including particulars of individuals who were approached to speak but declined, citing their reasons. This would be of enormous assistance to future executive members.

4. She would be member of the full executive committee and ensure that either she or her co-convenor attend the meetings of that committee, which are held every other month.

5. During the course of the year she would report to the President and Executive if there were to be a change in the published speaker and/or topic.

Program Convenor’s Calendar

May: Hold meeting to discuss possible speakers or topics that might be of interest. Potential participants in this activity could be previous Program Convenors, members who are part of other organizations that use speakers as part of their programs and or members with a high level of community involvement.

June: Confer with your alternate program convenor, as to an appropriate mix and begin making calls. Ensure that your plan has flexibility so that you can switch dates to meet speakers’ personal schedules. Send letters of confirmation to people who have agreed to speak.

July: Collect Curricula Vitae where available, or make arrangements for their delivery to you later, well ahead of the scheduled date of the meeting. Develop agenda for the year and deliver/e-mail to the publicity convenor who has the responsibility for producing the leaflet.

August: Newsletter convenor must have either the CV or a brief summary of it, by the due date for input to the September newsletter: and similarly, in advance of each issue of subsequent newsletters. Arrange for someone to introduce the speaker, for the September Meeting, ensuring that this person has a copy of the speaker’s CV, and, arrange as well for someone to thank the guest. Introducer should make contact with the speaker to introduce herself and explain where his/her talk fits into the evening.

September: Get cheque, from Treasurer, for the speaker’s honorarium Write thank-you letter to speaker and send after the meeting. Arrange to meet with the appropriate individual at the church to understand the operation of the audiovisual equipment, and to identify a procedure to be implemented when difficulties arise.

Line up members to introduce and thank the speakers as early in the year as possible – that way there’s no last minute rush.

GENERAL TIMELINES

Two weeks before meeting: Confirm: Members to introduce and thank the speaker; and any presentation aids that may be required (e.g. VCR, slide projector, computer etc.) Call church secretary (416-488-1156) to arrange for evening’s requirements.

Executive Meetings: Up-date on arrangements for general meeting, including names of those introducing and thanking the speaker. Report on equipment needs – VCR etc.

General Meetings: Ensure that the member expressing appreciation has the honorarium cheque in an envelope.

Greet the speaker and show him/her to a reserved chair.

Follow-up: A thank-you note to the speaker, following the meeting, is an appreciated gesture.

CFUW North Toronto

Job Description: Membership Convenor

The Membership Convenor ensures eligibility of prospective members and records their names and other relevant information, including degrees or certification, from recognized institutions of learning.

The membership convenor prepares and maintains an up to date membership list, establishes a date (usually the end of October) by which dues must be paid to ensure a member's name is included in each year's updated list, works closely with the Treasurer, to whom membership renewals are frequently forwarded, and ensures that relevant information regarding any new member is forwarded to the person responsible for issuing invitations to the New Members' party. Copies of renewals are maintained by Membership and used to keep records up to date. She should advise the newsletter editor of the last date for publication of the membership list, and, in a similar fashion, provide the editor with the pertinent information relative to late renewals, as the year progresses.

The Membership Convenor assumes responsibility for the nametags, preparing them for new members, replacing ones that have become illegible over time, and carrying them back and forth to each general meeting. It is desirable that some device be used to identify members of the executive, and new members. In the absence of both the Membership Convenors and her alternate, it is important that someone be delegated to welcome and record names of any guests.

Timeline:

October - Phone members who have not renewed, emphasizing the last date for inclusion on the membership list.

Prepare list and arrange for printing. E-mail works well for those who can receive it, but some membership lists will need to be printed for distribution at meetings.

November - Hand out lists at November meeting to those who did not receive it by

e-mail. Membership must remember that this is a private club and that care must be taken that there is one list per person.

Ensure that names of all new members have been forwarded to the individual issuing invitations to the New Members’ Party.

February - May - Any person joining the club from February 1 on, will pay reduced dues. The amount is determined based on the full year membership.

Membership introduces new members at the General Meeting following their joining the club and passes the information on to the Newsletter editor for inclusion in the following issue.

Membership maintains a Guest Book and asks visitors to sign it. Visitors’ names are given to the president who will welcome all visitors at the general meeting.

CFUW North Toronto

Job Description: Communications Convenor

Communications Convenor

1. Oversees the communications for the club.

Works with the person who is producing a newsletter in August, October-November, January-February, and March to see that the newsletter is assembled, printed and sent out according to the schedule approved by the executive.
Remind members of the Executive and Interest Group Convenors of timelines for submissions for the newsletter. Sees that the person producing the newsletter announces deadlines for submissions and the General meetings.
Forms a committee to mail out the newsletter and assist with club communications as needed.
Liaises with phone-around committee chair to see that members that do not have

e-mail receives important information between meetings and newsletter mailings.

Job Description: Webspinner

Over view

1. The Webspinner's main job is to maintain the CFUW-North Toronto website

and to check the e-mail on a regular basis for inquiries.

2. The website is on Geocities with the name:

www.geocities.com/cfuwnortor

3.To work on the website, one goes to geocities.com and signs in as:

username: cfuwnortor

password: cfuwnt

To check the email, ones goes to yahoo.com and signs in as:

username: cfuwnortor

password: cfuwnt

4. When working on the website, one works on a page at a time, saves and views the work as you go along. Things that are added to the site, such as Minutes from the General Meeting are uploaded onto the site first by going to the File Manager and uploading the document. Word documents and PDF files can be uploaded easily by following the instructions. After the files are uploaded, one goes to the link icon and selects the document from file. (Establishing communication with the Secretary and programme people at the June meeting for the monthly minutes and programme brochure is essential in making sure you have the documents or information on hand to download at the proper time.)

5. When checking the email, responses can be made to people who inquire. Brochures can be sent, directions to the church given, or I have often made it a point to welcome the person by saying I would greet them if they asked for me. This helps to make it easier for complete strangers to feel at ease in coming in for the first time.

Details

June -- At the joint meeting remind secretary and programme people (or inform them if people are new to position) to make sure that you receive the programme brochure by late August before the brochures are mailed out to the club and that the minutes of each general meeting need to be sent to you before the next meeting.

Late August or early September -- When the club brochures are ready at the end of August make sure that the programme people have gotten one to you before they are mailed to the club members. At this time you would go to the web site to update the year's programme with the speakers and the dates and to change the index page for the September meeting.

September – At the first meeting remind the Secretary to send the minutes to you before the October meeting.

Monthly – every month, make sure the Secretary has sent you a copy of the General Meeting Minutes. You want to have them up on the site at least a week or more before the next meeting.

Occasionally during the year – Check with newsletter, Ontario Council's Newsletter (Dates and Data) and the CFUW newsletters to add items of interest throughout the year (i.e. Ontario Council's Standing committee meetings, club fundraisers, or items that are of great interest to club members pertaining to CFUW. Also check occasionally when updating to make sure links are still viable, i.e. CFUW, IFUW, Ontario Council, etc.

End of the Year (May) – change the index page to inform people about the summer off and to keep posted on the next year's programme. Take off or modify anything that has transpired, except for the programme page with last year’s speakers.

To take over this position, one should feel comfortable with using a computer, but not necessarily be at expert computer user, just one who doesn't mind making mistakes or floundering occasionally!

CFUW North Toronto

Job Description: Publicity Convenor

1. The Publicity Convenor submits meeting notices to publications and community service announcements serving North Toronto.

2. The program brochure is updated yearly.

3. Additional proposals for publicity strategies suggested are subject to the approval of the Executive Committee.

4. She prepares the program brochure and gets it printed for the August newsletter mail-out.

CFUW North Toronto

Job Description: Fund Raising Convenor

1. Presents the fundraising proposals to the full executive at the June Turn-Around Executive meeting.

2. Plans and organizes the fundraising activities for the coming year which will be presented at the September meeting as information items.

3. Prepares a write-up for the August newsletter.

4. Remind members at the general meetings of upcoming fundraising activities.

CFUW North Toronto

Job Description: Hospitality Convenor

1. The Hospitality Convenor facilitates the enjoyment of our Meetings and social events by organizing appropriate refreshments.

2. The Hospitality Convenor becomes a member of the Full Executive that meets every other month. It is not imperative that the hospitality convenor and her alternate attend every meeting as long as one of them is present.

3. At the beginning of the year, the Hospitality convenor recruits volunteer interest groups, each one of whom takes on the responsibility for one meeting:

· An Interest Group Leader selects a meeting to provide refreshments and relays this information to the Hospitality Coordinator

· The Hospitality coordinator creates a list of the Interest Groups that will be providing refreshments for the year.

· The Interest Group leader or designate polls the members and asks for at least 3 people to provide sweet refreshment or an hors d’oeuvre.

· Another member will provide a quart of 2% milk and a container of cranberry juice.

· Members of the Interest Group will assist in setting up and clearing up on the evening that they host the general meeting. The Hospitality Coordinator will be at the first meeting to show members where the tea, sugar, napkins and coffee are stored and make the tea and coffee (All beverages are decaffeinated). She will also help the interest groups members locate the cups and saucers, etc.

· A demonstration of the use of the dishwasher may be needed or cups may be washed by hand and returned to the cupboards. One member from the Interest Group will assist the next Interest group in locating dishes, etc and in making tea and coffee.

· Members of each interest group may identify themselves at the meeting with a hat, certain colour, etc. (See job description for Interest Group Leaders)

On the occasions when an individual assumes responsibility for a larger event such as the New Members’ Dinner or the Annual Meeting and Dinner, the Hospitality convenor consults and or helps out if requested.

Hospitality Timelines

May-June: Recruit interest groups for the coming year. Discuss the duties entailed and share the list of what needs to be done.

September: Prepare a schedule of the months that have been chosen by interest groups and ask for volunteer interest groups for any month where there is the need for a volunteer group. Announce this at first General Meeting

October: Consult with the volunteer who is convening the New Members’ Dinner, which is usually held on the 1st Tuesday in December

November Executive Meeting: Ask each executive member to identify what dish they will bring. Confirm in writing (email if available) what it is they have agreed to provide.

January: Consult with member who is convening the Annual meeting and Dinner that is held in May.

February: Consult with new president on the Turn-around meeting that is held in June.

General: Thank the snack contributors at each General meeting.

One week prior to each General Meeting, call the Interest Group leader to determine that plans are in order for the refreshments for the meeting.

Archivist

1. Maintains the archives of the North Toronto club in keeping with the procedures advised by the Archives of Ontario and in keeping with past practice of the CFUW North Toronto.

Liaison Positions- Members do not Attend Executive meetings. Members report to the membership at General Meetings and through the newsletter.

IFUW Liaison

1. Reports at general meetings on all relevant information related to IFUW meetings and issues.

Ontario Council Standing Committee Members: Education, Legislation and Status of Women

1. Attend all the Ontario Council Standing Committee meetings (3 times a year). Notices of meetings are posted on the CFUW Ontario Council Website

2. Report to the general membership at the subsequent general meeting of issues and relevant information.

3. Prepare a report for the newsletter following the Standing Committee meetings.

CFUW Liaison

The CFUW Liaison is responsible for broadening knowledge of CFUW at the national as well as at the Regional/Provincial level.

She shall:

Establish and maintain liaison with the Regional Director and use her as a

resource.

Act as CFUW, North Toronto’s liaison with the National/Provincial organizations, receiving, and communicating to Club members, information received from these bodies.
Work to promote advocacy within CFUW.

Duties may include any or all of the following, and from time to time, others, in consultation with the President:

1. Report at Club Meetings on:

a. general federation information (all year round)

b. information contained in the Communicator

c. CIR memos (year round)

d. CFUW fellowships Programme (Sept. or Oct., May)

e. CFUW Constitution and By-Laws Amendments (May)

f. Resolutions (early spring)

g. Deadlines (as appropriate)

h. Note: September is traditionally CFUW month: October is Women’s History month, etc.

i. The next IFUW meeting will be in Manchester, England, August 2007.

2. Ensure that all material reaches the individuals responsible, e.g. education information to the local education chair, etc.

3. Check CFUW website for announcements and other CFUW information for her club.

4. Other duties in consultation with the President.

Interest Group Leader

Coordinate the Interest Group Activities.

Submit a report of group activities to the newsletter coordinator. Newsletter co-coordinator will announce deadline for submissions at the general meetings.

Serve as main contact for the group in the Club annual program brochure.

Attend general meetings as spokesperson for group, in particular, the September and October meetings.

Coordinate serving refreshments when it is the group’s turn (every 2-3 years). See Hospitality Convenor Job Description.

Provide a list of the group members to the past president after the

October meeting. This is essential to ensure that all interest group members have remembered to pay their current dues.

CONSTITUTION-NORTH TORONTO

SCHOLARSHIP FUND (1997)

Article 1: Name

The name of the foundation shall be the CFUW – North Toronto Scholarship fund.

Article 2: Object

The object of the foundation shall be to advance and promote education by administering scholarship monies; these monies to be used to provide scholarships, bursaries and awards.

Article 3: Limitations

The Fund shall be carried on without purpose or gain for its members or for the Canadian Federation of University Women – North Toronto. Any profits or other accreditations shall be used solely for promoting the object of the Fund.

Article 4: Structure

(i)There will be three trustees of the Fund, all of whom shall be members of the Canadian Federation of University Women – North Toronto (hereinafter referred to as “the Club”):

(a) A Chair to be appointed by the Club Executive for a three-year term.

(b) A Secretary-Treasurer to be appointed by the Club Executive for a three-year term.

(ii) If a vacancy occurs among the trustees, a successor shall be appointed by the Club Executive to complete that term of office.

Article 5: Duties of Trustees

A trustee shall administer the Fund by:

(i) recording all donations and keeping appropriate records of income in accordance with the Income Tax Act and Regulations of Canada relating to Registered Charities;

(ii) investing the monies in those investments in which a trustee is authorized to invest monies in accordance with the terms of the Trustees Act of Ontario or any successor or applicable statute;

(iii) advising the Club Membership of the planned disbursements;

(iv) disbursing all or any part of the income in accordance with the Funds object (Article 2);

(v) authorizing expenses for the administration of the Fund.

Article 6: Duties of the Chair

The chair shall:

(i) call and chair at least two meetings annually;

(ii) submit to the club an annual report of the Funds activities

Article 7: Duties of the Secretary-Treasurer

The Secretary Treasure shall:

(i) keep all financial records;

(ii) keep accurate minutes of all meetings;

(iii) issue receipts and keep records of donors;

(iv) prepare financial statements and file annual forms fulfilling all requirements of the Department of National Revenue

(v) (v) present a detailed report and financial statement to the trustees on an annual basis

Article 8: Quorum

All three trustees shall constitute a quorum.

Article 9: Signing Officers

The signing officers shall be the Secretary-Treasurer and the chair: Club Rep.

Article 10: Fiscal year

The fiscal year of the Fund shall begin on the first day of May in each year and end on the last day of April of the following year.

Article 11: Amendments

Amendments and alterations of this constitution may be presented by the trustees to the Club members by submitting notice of motion at a General Meeting or a Special meeting followed by a two thirds majority vote of members present at the subsequent General of Special meeting.

Article 12: Dissolution

If the Fund is dissolved by a club decision, all monies remaining in the Fund shall be dispersed according to the object of the Fund (Article 2).

Scholarship Fund Chair: Job Description

1. Finds members to present scholarships and awards as needed to local high schools and universities.

2. Manages the Charitable Trust in keeping with the requirements of the Income Tax Act and the Regulations of Revenue Canada relating to Registered Charities.

3. Works with the Club treasurer to invest the funds of the trust in terms of the Trustee Act of Ontario.

4. See that minutes of the meetings are kept.

5. Hold at least two and possibly more meetings throughout the year, as needed.

6. Report to the general membership at the beginning of each year and at the Annual Meeting and as required throughout the year.

7. Finds members to present scholarships and awards as needed to local high schools and universities.

Scholarship Fund: Secretary Treasurer

The Secretary Treasure shall:

keep all financial records;

keep accurate minutes of all meetings;

issue receipts and keep records of donors;

prepare financial statements and file annual forms fulfilling all requirements of the Department of National Revenue

present a detailed report and financial statement to the trustees on an annual basis.

CFUW North Toronto Club: Schedule of Activities

June - Joint Meeting old/new executive President

- CFUW annual report forms Past President

- CFUW fees due Treasurer

- Interest group leaders Past President

- Develop Program and give to Publicity and Webspinner Program

- Finalize fundraising details Fundraising

- Draft following years calendar Program

July - National CFUW AGM, Montreal, Quebec President

August - Revise program brochure, print and give to Publicity

Communications

- Mail newsletter with program brochure, Communic-

President's and Treasurer’s reports ations

- Advertise Fundraiser Fundraising

September - Organize greeters Membership

- Registration, fees payment Membership

- Interest Group sign-up Past President

- Promote Fundraiser(s) Fundraising

- Nominations for CFUW executive Past President

- Recruit donors of baking Hospitality

- Recruit introducers/thankers Program

- Promote Ontario Council Meeting President

October - Final date for dues (October 30) Membership

- Announce new members’ dinner Hospitality

- Develop plan for May annual meeting and dinner Hospitality

- Telephone tree Communic-

ations

- Fundraiser Fundraising

November - Report on Ontario Council Meeting President

- Distribute membership List Membership

- Details on New Members’ Dinner Hospitality

- Fundraiser(s) Fundraising

December - New members’ dinner Hospitality

- December 6 luncheon Liaison

January - Appoint Nominating Committee Past President

- Request accommodations for next year President

- Identify auditor for books President

- Final Membership List Membership

February - Dues decrease after February meeting Membership

- Establish Resolutions process (with Current Issues) Vice-President

March - Present slate of officers Past President

- Chair meeting of Resolutions Committee at Vice-President

Current Issues Meeting

April - Sale of Tickets to Annual Meeting Hospitality

- Election of Officers Past President

- Present report of Resolutions committee Vice-President

- Proposal for next year’s fundraiser(s) Fundraising

- Chair Review of Resolutions at General Meeting Vice-President

May - Annual Meeting/ President’s Report President

- Budget Pres/Treasurer

- Plan June executive changeover meeting Hospitality

- New Program convenor(s) meet Pres/Program