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CONSTITUTION AND BY-LAWS - ARTICLE X
Ad Hoc Committees
Section 1 - Publicity and Public Relations
It shall be the duty of this committee:
(a) To issue advance news releases on the Annual Conference and Interim Board Meeting, and on newsworthy matters referred to the Chair by members of the Board of Directors or Committee Committee Chairs.
Section 2 - Nominations Committee
(a) A Nominations Committee of three club members, none of whom is a Director, shall be appointed by the President at least six (6) months prior to the date fixed for that Conference which precedes a Biennial Convention of the Canadian Federation of Business and Professional Women's Clubs. Such Committee shall hold office until the close of such Conference.
(b) It shall be the duty of the Nominations Committee:
i) To notify each club that its nominations for First Vice-President, Two Vice-Presidents, Treasurer, and Editor shall be in the hands of the Committee at least ninety (90) days before the forthcoming Conference, and shall be accompanied by a brief statement of the experience and qualifications of its nominees.
ii) To ensure that any nominee who accepts the nomination for First Vice-President understands that she will automatically assume the office of President at the expiration of her term as First Vice-President.
iii) To obtain in writing the consent of all such nominees to stand for office.
iv) To forward to each club a complete list of all eligible nominees who have consented to stand for office, together with a brief statement of the experience and qualifications of each, at least sixty (60) days before the forthcoming Conference.
v) To forward the list of eligible nominees with their experience and qualifications to the Editor for publication on the website prior to conference. (amended 2000)
vi) To post the complete list of nominees in the Conference hall on the first day of the Conference
(vii) In the event that the First Vice President is unable, ineligable or unwilling to assume the office of President and it therefore becomes necessary to elect a President, and that no eligable nominee for the position of President has been identified by the deadline for such nominations, to approach eligible members and nominate at least one suitable candidate who agrees to stand for election.
Section 3 - Conference Committee
(a) A Conference Chair shall be appointed by the club or clubs in the city in which the next Conference is to be held and the club or clubs so appointing shall immediately advise the Honourary Secretary of the appointment.
(b) It shall be the duty of the Conference Chair
i) In consultation with the Hostess Club, to select the personnel of the Conference Committee.
ii) To prepare a budget for submission to the Interim Meeting of the Board of Directors.
iii) To undertake all arrangements with the exception of the agenda and the programme, which will be the responsibility of the President in consultation with her executive.
iv) To prepare sufficient copies of the Conference financial statement in order to provide:
2 copies for Honourary Secretary,
1 copy for Honourary Treasurer,
2 copies for the Conference file.
N.B. Refer to "Conference Manual" - Appendix
Section 4 - Historian
(a) This committee shall consist of the Chairman and other appointee(s).
(b) It shall be the duty of this committee to prepare and present to the Board of Directors:
i) A complete history to date of the Business and Professional Women's Clubs of Ontario; and thereafter
ii) A record of the events and activities of the Organization's history to be used in updating the formal history.
(c) It shall further be the responsibility of this Committee, upon approval of the Board of Directors, to forward to The Canadian Federation of Business and Professional Women's Clubs for their permanent file, copies of the Organization's History or updated History.
(d) Every five years, forward minutes of District Meetings and outdated Provincial minute books to the Provincial Archives, properly marked.
(e) File updated club histories, received from individual clubs as they become available, at least every three years.
(f) Forward material to the Archives of Ontario to be stored according to their terms of reference.
(g) Supply a copy of the Provincial Roster to the Archives of Ontario on an annual basis.
Section 5 - Programs and Projects
It shall be the duty of this committee:
(a) To advise clubs about the planning of Programs for club meetings which will stimulate the interest of members in our purposes and objects, and will encourage them to increase their activities in club affairs, and their interest in other levels of the Organization by attending District Meetings, Provincial Conferences, National Conventions, and International Congresses.
(b) To promote collaboration with other Club Committee Committee Chairs in arranging Programs that will bring the work of the various committees before the membership; e.g. Together with the Public Affairs Committee, present a programme on some subject being studied/undertaken by either the Provincial Organization or the Canadian Federation.
(c) To suggest Programs featuring workshops, panel discussions, and study groups, especially those involving members.
(d) To promote the suggested topics as prepared by the National Chairman of Programs and Projects, whenever possible.
(e) To promote and advise on planning, if possible for the whole year, or at least, several months in advance.
(f) To initiate a speakers' bureau to promote the above ideas.
Section 6 - International Affairs
It shall be the duty of this committee:
(a) To liaise with the International Affairs Chairman of the Canadian Federation of Business and Professional Women's Clubs.
(b) To promote the International Federation of Business and Professional Women and appropriate agencies of the United Nations Organization among the members of the Business and Professional Women's Clubs of Ontario by promoting awareness in Ontario as appropriate events and concerns of the International Federation of Business and Professional Women are reported in communications from the International Affairs Chairman, the International Federation of Business and Professional Women's magazine, "Widening Horizons", and in reports concerning activities of the United Nations and its agencies.
Section 7 - Health
It shall be the duty of this committee to:
(a) Form/work through partnerships with existing health groups in Ontario.
(b) Study health care in the province with the purpose of becoming well informed and keeping members in Ontario informed about issues vital to the health care system in Ontario.
(c) Monitor changes in the health care system in Ontario.
(d) Report findings and make recommendations to the BPW Canada ad hoc committee.
(e) Report findings and make recommendations to the annual provincial conference.
(f) Encourage Clubs in Ontario to set up local or district ad hoc health committees to:
i) Form/work through partnerships with local existing health groups.
ii) Study health care locally.
iii) Monitor changes locally.
iv) Report findings and make recommendations to the BPW Ontario and/or BPW Canada ad hoc committee(s).
v) Research and formulate resolutions to go forward to provincial conferences and/or national conventions.
Section 8 - Strategic Planning
It shall be the duty of this committee to:
(a) Develop, monitor implementation, evaluate and recommend modifications to one, two and three year strategic plans for BPW Ontario.
(b) Make presentations and recommendations annually to the November Board Meeting and to the provincial conference.
(c) Assist District representatives with development of District strategic plans.
(d) Assist Club representatives with development of Club strategic plans.
Section 9 - Annual Report
It shall be the duty of this committee to:
(a) Co-ordinate annual board and club reports, financial statements, resolutions passed at conference, summaries of briefs and papers presented, photographs, and other items for preparation of the annual report.
(b) Arrange typesetting and layout.
(c) Arrange proofreading by several members.
(d) Provide copy of final document to President for approval.
(e) Arrange printing and collating.
(f) Work within the dollar amounts allocated in the budget approved by members at conference.
(g) Co-ordinate delivery to District Directors in time for distribution to Club Presidents at the District Annual General Meetings in September/October.
(h) Contact the District Directors who are then responsible for contacting the Clubs to obtain the sponsorships and advertising.
Section 10 - Fundraising
It shall be the duty of this committee to:
(a) Work toward achievement of annual fundraising goals set at the provincial conference as part of the budget approval process.
(b) Solicit fundraising ideas to increase revenue to be used at the discretion of BPW Ontario.
(c) Co-ordinate, monitor, track and facilitate the carrying out of the various fundraising activities throughout the province to ensure annual goals are achieved.
(d) Provide a written report of activities and achievements annually to the November provincial board meeting and provincial conference.
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