Constitution and By-Laws
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Amendments
Note that some elements of the By-laws are awaiting amendment. You can see the proposed changes here.
MAY 0 7 1998
CANADIAN FEDERATION OF UNIVERSITY WOMEN/KANATA
CONSTITUTION AND BY-LAWS
CONSTITUTION
ARTICLE I - Name
The name of this organization shall be the Canadian Federation of University Women/Kanata.ARTICLE II - Purpose
The purposes of this Club shall be:
1. To assist in developing a sound concept of educational values and in maintaining high standards of public education; to encourage further study and research; to award scholarships.
2. To arouse and sustain among members an informed interest in public affairs in the political, social, cultural and scientific fields; to encourage participation in such affairs by qualified women and to provide an opportunity for effectual concerted action.
3. To encourage women university graduates to place their educational and professional training at the service of local, provincial, national and international communities.
4. To safeguard and improve human rights and, in particular, to enhance the economic, legal and professional status of Canadian women.
5. To facilitate understanding, friendship and co-operation among university women, irrespective of race, religion or political opinion; and to participate in the work of the Canadian Federation of University Women (CFUW) and the International Federation of University Women (IFUW).
BY-LAWS
By-Law I - Membership
1. Membership in the Canadian Federation of University Women/Kanata (hereinafter called the Club) shall consist of the following categories:
a) Full Members
b) Associate Members
2. Full membership shall be open to women who are in agreement with the purposes of the Canadian Federation of University Women, who pay the prescribed dues and who meet one of the following criteria:
a) A woman graduate holding an approved degree (including an honorary degree) from a college or university which, at the time the degree was granted, was a member of the Association of Universities and Colleges of Canada.
b) A woman holding a degree from an institution approved by the International Federation of University Women.
3. Associate membership shall be available to persons who do not meet the criteria for full membership but support the objectives of the Canadian Federation of University Women. An associate member must be approved for membership by the Executive Committee of the Club. An associate member shall pay the prescribed fee, may vote on Club business but not CFUW business, and may serve as convenor of a study or interest group but may not serve on the Executive Committee. Associate members shall not exceed twenty-five percent of the total number of Club members paying the CFUW per capita dues.
4. Any member or prospective member may be required to provide proof of qualifications to the Membership Secretary, who will be guided in approving the membership by referring to the relevant sections of the CFUW By-Laws and Standing Rules.
By-Law II - Dues
1. The annual dues, which shall comprise the Club dues and the CFUW and Ontario Council per capita assessment, shall be set at a general meeting after giving written or other notice to the membership at least 15 days prior to the date of the general meeting.
2. Members of CFUW who become members of CFUW/Kanata shall pay the membership dues less any CFUW and/or Ontario Council dues already paid by them in the current year.
By-Law III - Club Year
1. The Club year and fiscal year shall commence on the first day of June and shall end on the following 31st day of May.
By-Law IV - Executive Committee
1. The members of the Executive Committee of the Club shall be full members of the Club. It shall be composed of the President, Vice-President, Past-President, Secretary, Treasurer, Membership Secretary, Programme Convenor, Public Relations Director and Interest Group Convenor. The functions of any two positions, except for the positions of President and Past-President, may be combined and carried out by a single Executive Member.
2. The Executive Committee shall be responsible for conducting the routine business of the Club, approving the annual programme, recommending an annual budget, approving new associate members, approving the establishment of new study and interest groups, and make any appointments.
3. Members of the Executive Committee shall hold office until their successors are elected. If a vacancy occurs during the year, the Executive Committee shall appoint a full member to complete the unexpired term. Any member of the Executive Committee may be removed from office for just cause on the affirmative vote of not less than two-thirds of the membership, such vote to be by secret ballot.
By-Law V - Duties of the Members of the Executive Committee
1. The President shall be the Administrative head of the Club and preside at all meetings of the Club. She shall be an ex-officio member of all committees except the Nominating Committee. She, or her designate, shall head all Club delegations.
2. The Vice-President shall assist the President in carrying out the administration of the Club and in furthering its policies and programmes. She shall perform all the duties of the office of President in the absence of the President, upon her request, or in the case of her inability to act. In the case of a vacancy in the office of President she shall assume that office until the next Annual Meeting. The Vice-President shall be the Club's Federation Representative.
3. The Past-President shall assist the President in an advisory capacity.
4. The Secretary shall keep the minutes of the business part of all Club meetings and Executive Committee meetings. At the request of the President, she shall conduct the correspondence of the Club, keeping a record of all letters received and sent by her. She shall maintain the Club records.
5. The Treasurer shall have custody of the funds of the Club, depositing same in a financial institution secured by Canada deposit insurance. She shall cause and see that full and accurate accounts are kept of all receipts and disbursements and that all monies are deposited in the name and to the credit of the Club. She shall make routine disbursements by authority of the Executive Committee, but extraordinary disbursements only when authorized to do so by a general meeting. She shall prepare the annual budget and present a financial statement at the Annual General Meeting which shall be reviewed by a competent person or persons.
6. The Membership Secretary shall keep up-to-date membership records including an inventory of the skills, interests and achievements of members and make these records available for Club purposes. She shall maintain current mailing lists and prepare the Club Directory and any other reports pertaining to membership as required.
7. The Programme Convenor shall arrange the programme for meetings of the Club. She shall be responsible for obtaining meeting places and guest speakers.
8. The Public Relations Director shall prepare and distribute the Club Newsletter and shall assume editorial control of information submitted for any Club publication. She shall keep the membership informed of news pertinent to CFUW and the community. She shall be responsible for public and media notices of Club activities. She shall maintain a press clipping file.
9. The Interest Group Convenor shall promote the formation of Interest Groups, co-ordinate their activities and collect their records for the Club's Annual Report. She shall keep the membership aware of new groups and provide an accurate list of Interest Groups and their leaders to the Executive for approval. Members of the Executive Committee may call upon the membership-for assistance in performing their duties.
By-Law VI - Committees
1. Standing, Special and Ad Hoc Committees may be established by the Executive Committee as required. They shall report to the Executive Committee.
2. There shall be the following Committees, appointed by the Executive Committee, and chaired as follows:
a) Budget Treasurer
b) Constitution and By-Laws Past-President
c) Nominations Past-President
d) Resolutions/Policy Vice-President
e) Archivist/Photography as appointed
f) Hospitality as appointed
By-Law VII - Meetings
1. The annual meeting shall normally be held in May to approve the minutes of the last Annual Meeting, receive reports, appoint a person to review the financial statement, elect an Executive Committee, review the Constitution and By-Laws and consider any other business that may properly be brought before the meeting.
2. There shall be a minimum of six (6) monthly general meetings of the Club each year. The membership shall be notified of the time and place of the meetings for any one club year at least two weeks prior to the first meeting for each year.
3. A special meeting may be called by the President or by the Recording Secretary at the written request of any ten members.
By-Law VIII - Interest Groups
1. Interest Groups may be formed with the consent of the Executive Committee.
2. Leaders of Interest Groups shall be approved by the Executive Committee. Not later than April 30th, established groups shall appoint their leaders for the ensuing year. Leaders may not hold office for more than two (2) consecutive years without the consent of the Executive Committee. Groups shall report to the Executive Committee through the Interest Group Convenor. The Leader shall furnish a list of members of their group to the Interest Group Convenor before November 1st.
3. Only members in good standing are eligible to join Interest Groups. To be in good standing dues must be paid by November 1st.
By-Law IX - Community Liaison
1. The Executive Committee may appoint representatives to other organizations. Representatives shall establish, monitor and maintain relationships within the community. Such representatives shall report to the-Executive Committee through the Vice-President. When instructed to do so, they shall vote in accordance with the direction of the Executive Committee.
By-Law X - Nominations
1. A Nominations Committee of at least three (3) members, convened by a Past-President and including a member of the previous year's Committee, shall be appointed by the Executive Committee by December 1st. The Nominations Committee shall submit a slate of nominations for the Executive Committee at the April meeting of the Club.
2. Additional nominations, signed by two (2) members of the Club, may be given to the Chair of the Nominations Committee before May 1st.
3. Each nominee must consent to her nomination.
By-Law XI - Elections
1. Election of members of the Executive Committee shall take place at the Annual Meeting.
2. Where there is only one nominee for a position, that nominee shall be declared elected. When more than one person is nominated for a position, voting shall be by ballot.
3. Members are elected for a term of one (1) year and may be elected for a second year for the same position.
4. Any member of the Executive Committee may be removed from office for just cause on the affirmative vote on not less than 2/3 of the full Executive Committee, by secret ballot.
By-Law XII - Parliamentary Authority
1. The rules of parliamentary procedure found in Robert's Rules of Order, Newly Revised, current edition shall govern the proceedings of the Club in all cases to which they are applicable and which are not inconsistent with the Club's By-Laws.By-Law XIII - Quorum
1. Ten per cent of the membership of the Club shall constitute a quorum at a General, Special or Annual General Meeting.
2. Fifty per cent of the Executive Committee shall constitute a quorum at an Executive Meeting.
By-Law XIV - Indemnity
1. Executive Committee Members of the Club or other persons who have undertaken or who are about to undertake any liability on behalf of the Club or any organization controlled by it and their heirs, executors and administrators, and estate and effects respectively, shall from time to time and at all times be indemnified and saved harmless out of the funds of the Club, from and against:
a) all costs, charges and expenses whatsoever which such Executive Committee members or other person sustain or incur in or about any action, suit or proceeding which is brought, commenced or prosecuted against her/him, or in respect of any act, deed, matter or thing whatsoever, done or permitted by her/him, in or about the execution of the duties of their office or in respect of any such liability.
b) all other costs, charges, and expenses which she/he sustains or incurs in or about or in relation to the affairs thereof except such cost, charge or expenses as are occasioned by her/his own willful neglect or default.
By-Law XV - Additions and Amendments
1. The Constitution may be amended or altered only at the Annual Meeting of the Club by a two-thirds vote of the members present and voting, provided that notice of amendments shall have been sent in writing to the Executive Committee and shall have been presented to the Club at at least one General Meeting previous to the Annual Meeting.
2. Additions or amendments to the By-Laws may be made at any General Meeting of the Club by a two-thirds vote of the members present and voting, provided that written notice of amendment shall have been given at the previous General Meeting.
By-Law XVI - Use of Name
1. The name "CFUW" shall not be used in speaking or writing on any matter contrary to established CFUW policy.
2. Where there is no established CFUW policy, the Club 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 by the Provincial Council of the province in which the Club is situated.
By-Law XVII - Dissolution of the Club
1. Upon dissolution of the Club for whatsoever reason, and after ensuring that all outstanding debt is satisfied from the Club's funds, the Executive Committee shall direct any surplus funds to the C.F.U.W. Charitable Trust.
June, 1995