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CONSTITUTION AND BY-LAWS - ARTICLE XII
Meetings
Section 1 - Conference
(a) The Organization shall hold an Annual Conference in each calendar year at such time and place as shall be determined by the preceding Conference. The location of the Conference (beginning in 1988) shall be rotated by district and every second Conference held in South-Central Ontario, Districts 3 and 4. Such Conference shall be the Annual Meeting of the Organization for the year in which it occurs.
(b) The "Call to Conference" shall be issued by the President at least sixty (60) days prior to the date of the Conference.
(c) The President has the power to call meetings of the Organization from time to time, as she deems it advisable to do so.
(d) The Annual Conference shall receive the auditor's report, appoint auditors, ratify the election of District Directors and Assistant District Directors and transact such other business as may properly come before such Conference or Annual Meeting.
(e) The Annual Conference which next precedes a Biennial Convention of the Canadian Federation of Business and Professional Women's Clubs shall, in addition to the matters set down under (d) of this Section, elect a First Vice-President, two Vice-Presidents, Honourary Treasurer and Editor.
(f) At the Annual Conference referred to in Section 1(e) of this section, specific time shall be allocated for each nominee for office to present an address of not more than three (3) minutes to the Delegates and Observers.
(g) Specific time may be allocated for a workshop or similar educational activity.
(h) Fifty-one percent of the member clubs shall constitute a quorum.
Section 2 - Board of Directors
(a) At the call of the President, the Board of Directors shall meet immediately before and after a Conference. At the Post-Conference Board of Directors meeting following an election, the past Board members attend, as observers, in order to forward the pertinent information to the newly elected Board Members. In addition, there shall be an Interim Board meeting in the 1st and 2nd year of the Biennium. One Interim Board meeting shall provide In-service training for the Board members.
(b) Meetings may be held at such other times and places as may be determined by the President, or by a majority of the Board of Directors.
(c) Fifty-one percent of the members of the Board of Directors shall constitute a quorum. Voting members of the Board of Directors shall be President, Past President, 1st Vice President, Two Vice Presidents, Editor, Young BPW Vice President and Six District Directors.
(d) Ontario representatives on the Standing or Ad Hoc Committees of the Canadian Federation of Business and Professional Women's Clubs shall be permitted to attend all Meetings of the Board of Directors as observers, transportation and hotel expenses to be paid by them.
(Approved July 2007)
Section 3 - Executive Committee
(a) Meetings of the Executive Committee may be held at such times and places as may be determined by the President.
(b) Four members shall constitute a quorum at any meeting of the Executive Committee.
Section 4 - District Meetings
The Purpose of the District Meeting:
· For the election of officers - District Director and Assistant District Director
· To discuss issues and concerns specific to the District.
· To share and exchange ideas.
The format of these meetings is to be determined by the Clubs within each District.
(a) Each District shall hold an Annual Meeting at such time and place as shall be determined by the club delegates at the previous District Meeting.
(b) The "Notice of District Meeting", with the registration form attached shall be issued by the Hostess Club, after consultation with the District Director and/or Assistant District Director(s), and mailed to all clubs in the District at least six (6) weeks prior to the date of the District Meeting. Include the Minutes of the previous District Meeting and the reports of the Club Presidents.
(c) A Request for Nominations for the offices of District Director and Assistant District Director shall be sent to the clubs of the District at least one hundred and eighty (180) days before the date of the District Meeting at which the election of officers is to be held.
(d) All arrangements for the business sessions and programme of the District Meeting shall be the joint responsibility of the District Director and Assistant District Director(s).
(e) Each District shall be responsible for the registration fee, overnight accommodation, and any extra meals required for the following officers attending the Annual District Meeting:
(i) The District Director;
(ii) The Assistant District Director(s)
Section 5 - Installation Ceremony
_____, and ______, as District Director and Assistant District Director(s), you are charged with the duty of assisting in the furtherance of the aims and objectives of each Club in District .
________, you know that, as District Director you will be required to assume your place as an active member on the Provincial Board of this Organization. As District Director and Assistant District Director(s) you shall act in an advisory capacity to all Clubs in your District and as a liaison between them and the Provincial President without restricting the right of communication between the Clubs and the President.
In addition, you shall be required to visit each Club in your District at least once a year.
You know also that the Canadian and International Federations stand behind you to assist you in your duties in every way possible. Your Assistant(s),_______ ,along with the members of the _______Clubs in District _____ are with you as you prepare to undertake your mission of leadership and example. Of this I am sure you are fully aware.
I now challenge you,__________ , are you ready and willing to undertake your obligation as District Director of District .
(Answer: "I am")
Will the members please rise? Members of the Business and Professional Women's Clubs of District , I present you with your District Director and Assistant District Director(s) for this coming two-year term. You too have a responsibility.
These officers alone cannot make our clubs what they should be. Indeed, the strength of all our Clubs depends completely on the commitment of each member along with our combined commitment to the mandate of this Organization.
I would ask each of you, are you, as members of the Business and Professional Women's Clubs of Ontario willing to support your District officers in the performance of their duties?
(Answer: "I am")
Thank you, you may be seated. _____________ . Would you favour us with a few words?
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