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CONSTITUTION AND BY-LAWS - ARTICLE IX
Standing Committees
Chairs of Standing Committees other than the Editor shall be appointed by the President in consultation with other Executive Officers. Unless otherwise specified, these committees shall be composed of a Chair and at least two other members appointed by her, and shall serve for a period of two years.
Section - 1 Editorial
IIt shall be the duty of the Editor to:
Website
a) Review and edit the website content on a monthly basis to ensure the information is current. Where required follow-up with club contacts, should information be missing or outdated.
b) Receive recommended changes and/or submissions from clubs, edit for grammar, spelling, accuracy and adherence to mandate and forward to Web Manager for posting on a monthly basis.
c) Ensure that the changes to the website are posted in a timely manner.
Ontario Messenger
a) Solicit and receive articles, pictures, files,reports and submissions from members and from the board of directors
b) Edit the submissions for grammar, spelling, accuracy, mandate alignment and visual appeal or presentation.
c) Work with the President to compile and issue the Ontario Messenger to the membership twice a year
(Approved June 2007)
Section 2 - Public Affairs
When and where possible, this committee shall be comprised of at least six members: initially two appointed for a three-year term; two appointed for a two-year term; two appointed for a one-year term. Thereafter, two of the six members to be replaced annually, to serve for a three-year term.
It shall be the duty of this committee:
(a) To collect information and study employment conditions and legislative matters that are within the scope of our Aim and Objectives; and to advise the Board of Directors and the Clubs of such matters.
(b) To act as a sub-committee of the Canadian Federation, when requested.
(c) i) To present workshops, at each Provincial Conference, to introduce, explain and discuss subjects that will form the basis for the Resolutions at the next Conference.
ii) To provide reference or resource material, or advice of sources where this material may be obtained, to enable Clubs to study and become informed about the subjects during the Club year and prepare Resolutions for the next Conference.
(d) To ensure that all material from sub-committees in conjunction with Public Affairs is returned to the outgoing Chair at the completion of her term of office.
(e) Appoint a member of the Club to be responsible for reporting to the Provincial Executive any areas of concerns to fulfilling the Club mandate as documented in the Ontario Gazette which publishes draft of Bills in the Legislative Assembly.
Section 3 - Budgets and Finance
It shall be the duty of this committee:
(a) To prepare and submit to the Board of Directors and the Conference an annual budget for the Organization, with recommendations for maintaining a sound financial position. The Treasurer shall be a member of this committee.
(b) To furnish advice on club budgets to the clubs that requests it.
(c) To administer the Travel Pool for the Annual Provincial Conference.
i) To prepare a Travel Pool assessment notice for each Club, based on the Club's membership at December 31st of the preceding year. The assessment shall be four dollars ($4.00) per member. The assessment is payable by November 1st of the current year and is to be sent directly to the Provincial Treasurer.
ii) To distribute to each Club with a Delegate attending the Annual Conference, the Travel Pool assessment notice for the next Conference. For those Clubs that do not have a Delegate in attendance, the assessment notice shall be mailed after the Conference. The "Hostess" Club(s) shall not be exempt from the Travel Pool assessment.
iii) To confirm with each Club, the number of kilometres to be travelled by their Delegate(s) to the Conference location.
iv) To calculate the amount of reimbursement for each Club on a rate per kilometre determined at the prior Provincial Conference for the kilometres travelled by their Delegate(s) to the Conference location, the total payments not to exceed the maximum of the travel Pool Account.
v) To arrange that the reimbursement cheques shall be available at the Conference, the cheques to be made payable to the Clubs.
vi) To advise any Club that is in arrears of the amount owed for the Travel Pool
Section 4 - Resolutions and Rules of Procedure
It shall be the duty of this committee:
(a) To issue the Call for Resolutions and Amendments to the Rules of Procedure, stating that the deadline date for return is January 31st, and have it enclosed in the September Mailings and posted on the website. (amended 2000)
(b) I) To study, clarify and edit all such Resolutions and proposed Amendments to the Rules of Procedure, in consultation with the Club(s) who submitted them.
ii) To verify that the originating Club has passed the Resolutions and proposed Amendments that are being submitted for presentation to a Conference and has sent copies to both the President and the Resolutions Chair.
iii) To contact the Clubs who submit Resolutions on the same subject, to arrange a joint submission.
iv) To forward the Resolutions and proposed Amendments to the Clubs and to the Editor for publication on the website prior to the conference. (amended 2000)
v) To return to the originating Club, with an explanatory letter, any Resolution determined to be outside the Objectives or jurisdiction of this Organization, or dealing with matters stated in the Rules of Procedure.
vi) To present the Resolutions and proposed Amendments at the Annual Conference.
vii) To send a copy of the approved Resolutions from the Annual Provincial Conference to the HeadOffice of the Canadian Federation of Business and Professional Women's Clubs (CFBPWC).
(c) To review the Rules of Procedure annually and to approve and present to the Board of Directors such amendments as may seem advisable and to keep document updated with changes made at the Annual Conference each year.
(d) The members of the Provincial Board and its Committees may propose resolutions and amendments to the Rules of Procedure, to the Board of Directors for discussion and voting at the Annual Conference.
(e) To update the Provincial Index of Resolutions and Resolutions Handbook during each biennium (each Chair's term of office).
(f) i) To prepare a Brief embodying Resolutions which have been passed at a Provincial Conference and which require government action.
ii) To present a Brief to the Government of Ontario, the leaders of all opposition parties and the Minister Responsible for Women's Issues at least once during the term of office of each President. When a Resolution is to be included in the Brief for the Government, the originating Club(s) will be invited to work with the Resolutions Committee in preparing the Brief.
iii) To send copies of all correspondence, briefs, and communiqués to the originating club(s).
iv) To send a copy of the executive summary of all briefs to all member clubs.
v) To send a copy of all Briefs to the Head Office of the Canadian Federation of Business and Professional Women's Clubs (CFBPWC).
(g) To ensure that the Club submitting a Resolution is aware that its Delegate must speak to the Resolution when presenting it to the Conference. The club shall provide references/sources for their resolution for conference discussion and provide updated materials for government lobbying.
(h) i) To review and edit any Emergency Resolution submitted by Clubs after the deadline date and present to the Board of Directors at the pre-conference Board meeting.
ii) To inform the submitting Clubs of the decisions made by the Board and to arrange that sufficient copies of the accepted Emergency Resolution will be provided for distribution to the delegates.
iii) To present the accepted Emergency Resolution to the Annual Conference. (An Emergency Resolution is one where the subject is either an urgent matter or of current concern and, in order that the impact of the Resolution will not be lost, immediate action is deemed to be required.)
iv) (a) The pertinent facts in issue, related to the Emergency Resolution, must be supported by defensible data and not by generalities, suppositions or opinions.
iv) (b) Topics related to pending legislation must attach copies of that pending legislation as provided by the Queen's Printer or the Ontario Gazette.
Section 5 - Federation Promotion (and Sub-Committee Emblems)
The Immediate Past President, the First Vice-President, the District Directors, and Assistant District Directors and the Publicity and Public Relations Chair shall be members of this committee. It shall be the duty of the committee:
(a) To assist in maintaining and increasing club membership.
(b) To consider assisting the clubs with less than fifteen members and larger clubs with static and declining membership.
(c) To promote the formation of additional clubs.
(d) To receive and consider the reports of any Provincial Field Secretary serving from time to time.
(e) To promote interest in the Emblem among the clubs, and the sale of Emblem Supplies to the club members.
The Chair of the committee shall present the Club Membership Trophy at the annual provincial conference as directed by the Board of Directors." The membership trophy shall be presented to the club which has had the largest percentage increase in membership over its previous year. The calculation of membership totals shall be based on the membership year figures.
Note: The Terms for the Ontario Club Membership Trophy shall be attached to the by-laws as an appendix entitled "Procedures" (see the Club Membership Trophy terms of entry) (amended 2004)
Emblems Sub-Committee
(a) The Chair shall be responsible for the Provincial Emblem Display at the Provincial Conference.
(b) She shall be responsible for safekeeping of the Emblem Display at all times during her term of office.
Section 6 - Personal Development
It shall be the duty of this committee:
(a) To advise the Board of Directors and clubs of changing trends and new developments in the field of education in the Province of Ontario.
(b) To advise clubs of opportunities for post-secondary education and training, with particular reference to re-training and upgrading courses available to them.
(c) To encourage clubs to support members and other females, to take advantage of training facilities offered in a wide variety of occupations, and of the opportunities available for improving qualifications, or re-training for alternative employment.
(d) To encourage clubs to participate in projects and studies undertaken by the Personal Development Committee of C.F.B.F.W.C.
(e) To encourage clubs to promote self-development and leadership training among their members, and to participate in projects and studies which will provide self-development and leadership training, not only to club members, but to the community at large.
(f) To encourage clubs to provide studies on political awareness, addressing policies at the local, Provincial, national and international levels.
(g) To encourage clubs to develop the communication skills of their members in areas such as public speaking, organizing functions, conducting public and informal meetings, and preparing reports.
(h) To encourage clubs to provide throughout each year programs addressing at least two of the physical, cultural, mental, social, emotional and intellectual needs which are essential in the life of the business/Professional woman.
(i) To encourage clubs to officially recognize the achievements of individual members locally and through provincial communications through the President’s mailings. (amended 2000)
Section 7 - Young BPW (Young BPW) (Revised Oct 04)
It shall be the duty of this committee:
(a) To advocate within the club those issues of interest to young women. To work with the Programs and Personal Development Chairs to develop programs of interest to young women. To highlight and communicate
information from the Young BPW newsletter. To network with other Young BPW members provincially, nationally and internationally. To participate with other Young BPW members in recommendations and/or development of topics for provincial leadership development sessions, and workshop/speaker ideas for District AGMs, provincial conferences, national conventions and international congresses.
(b) To advocate within the community interfacing with young women in the local community (e.g. students). To encourage interest in the club. To provide names of potential members to the membership chair. To work with Personal Development and Program chairs to suggest topics and formats that would be of interest to young women. To work with Publicity chair to ensure that the club's news is getting to young women in the community.
(c) To communicate by keeping members and the club board informed of activities, committee meetings and recommendations through monthly reports to the board presentation of information at meetings of members, information in the club bulletin/newsletter. To encourage feedback and promote BPW mandate, aims and objectives. To read and act on Young BPW related communications from District, BPW Ontario, BPW Canada and BPW International.
(d) To carry out responsibilities with the scope of the BPW mandate, aims and objectives and in accordance with club, provincial and national by-laws and procedures. To prepare, present and achieve goals and plans
for the term. To arrange for a representative or provide a report to the President in advance, if unable to attend a meeting. To represent the club in the community as required. To keep a permanent record of work and turn
same over to successor upon completion of term.
(e) To be familiar with the BPW mandate, aims and objectives, club by-laws BPW Ontario Annual Report. To utilize resources available on the BPW Ontario, BPW Canada, and BPW International websites. To know and follow the basic parliamentary procedure. To attend District meetings, BPW Ontario conferences and leadership development seminars, BPW Canada conventions, and BPW International congresses whenever possible. To participate in club personal development activities. To encourage Young BPW committee members to develop in these areas and become familiar with the responsibilities of the chair position.
Section 8 - Parliamentarian
It shall be the duty of the Parliamentarian to:
(a) Attend all board meetings and conferences to ensure that the Rules of
Order (Bourinot) are observed and rule on any questions pertaining thereto;
(b) Be a resource for Clubs by providing them with interpretations of the
Rules of Order and mentoring clubs when requested to do so.
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