Job Descriptions for Executive Positions (Revised in 2018)


Position Title/Description:    President 

Essential Duties and Responsibilities:

  • Preside at executive and general meetings.
  • Prepare an agenda. Email agenda and previous minutes to members
  • Meet with the current and incoming executive members in June to identify roles and responsibilities. Provide each new executive member with a folder with the club's constitution and by-laws, position description, list of executive members and contact information, list of dates and locations for executive and general meetings
  • Keep up to date with the responsibilities of the executive and of all committees and be aware that these responsibilities are being carried out.
  • Mentor and advise executive members. 
  • Ensure necessary information is passed to anyone who was absent from an executive meeting.
  • At general meetings hang banner. 
  • Become knowledgeable of the club's constitution and by-laws, CFUW Constitution, President's Manual, Membership Manual, Advocacy Process and Manuals, CFUW Policy Book, CFUW Policies e.g. Privacy/Confidentiality, Respectful Treatment.
  • Assist in preparation of newsletter items, writing president's message and any other CFUW and club news items.
  • Collect and read mail regularly. Deal with all correspondence promptly and keep executive and members informed and up to date. Undertake or oversee any action or correspondence generated by the regular meetings.
  • Assist CFUW National Office by meeting requests; refer to CFUW directory for list of CFUW deadlines, which contains important dates, for example, the submission dates for the club Information forms, payment of club dues and resolutions.
  • Be aware of the activities of the Issues/Advocacy Committee, their committee meetings and issues to be discussed, arrangements to meet with local officials. This committee will forward copies of letters with the club president’s signature written to National President, Ontario Council President, Regional Director, National Office and any other provincial and national chair where applicable.
  • Review any policy relating to advocacy to be sure that statements made are in accord with CFUW policy.
  • In consultation with Executive and members prepare a strategic plan for membership.
  • Ensure that a Motion book that records all motions made at both the Executive and General meeting is kept up to date.
  • Inform National Office, National President, OC President and the CFUW Director of Communication/ Chair of Membership Services of any special events, club anniversaries, special member achievements, etc, for recognition to be made.
  • Attend regional, provincial and national meetings where possible for example, Fall Gatherings, OC AGMs, OC Standing Committee Meetings, and National AGMs.
  • At the beginning of the term of office in June, advise all necessary of the new executive: CFUW National, Ontario Council, Nipissing University and the local funeral homes, and the bank.
  • Be a member of the budget committee.  Ensure that all required committee and executive member budgets are submitted to the treasurer.
  • Be a member of other committees as required (e.g. scholarship, program).
  • Notify members about new members added after the roster has been published. 
  • As part of the executive, be familiar with the club constitution and by-laws that govern the club.


Position Title/Description:     Vice-president

Essential duties and Responsibilities:

  • Attend all executive and general meetings.
  • Assist the president in carrying out the administration of the club and in furthering its policies and programs. 
  • Perform all the duties pertaining to the office of president in the absence of the president. 
  • In case of a vacancy in the office of president, the executive committee appoint the vice-president to the office until the next annual general meeting.
  • Chair the scholarship committee. The committee needs to meet after the May AGM to see if there is extra money in the account to give additional scholarships.
  • Be a member of the Program Committee.
  • Be a member of the Social Committee
  • Be a member of the Budget Committee
  • Co-ordinate the convenors of the interests groups for the September meeting
  • Be informed of CFUW provincially, nationally and internationally by reading all communications. 
  • Be encouraged to attend Standing Committee Meetings for Ontario Council, Fall Gatherings and Provincial and National AGMs where possible.
  • As a member of the executive, be familiar with the club constitution and by-laws that govern the club and other CFUW policies (e.g. Privacy/Confidentiality, Respectful).


Position Title/Description:  Past President

Essential Duties and Responsibilities:

  • Attend all executive and general meetings.
  • Mentor and advise members of the executive as needed.
  • Be a member of the scholarship committee.
  • As a member of the executive, be familiar with the North Bay club’s constitution and by-lays that govern the club.


Position Title/Description:   Recording Secretary

Essential Duties and Responsibilities:

  • Attend all executive and general meetings.
  • Designate another member as the alternate should the secretary be unable to attend either the general meeting or the executive meeting.
  • Be responsible for the recording and preservation of the minutes. The minutes are to include date, time and place of the meeting; attendees of the meeting (executive only); all motions made, including name of mover and seconder; results of votes; copies of reports submitted (i.e. treasurer's report); a brief summary of discussions; any commitments made by members of the club; and the time of adjournment. Minutes should be concise.
  • May request that executive members making reports at the meeting have a written summary to present or inclusion of any formal attachments.
  • Email executive minutes to the president for reading for errors/omissions, amend as necessary and file upon approval by Executive.  Follow the same procedure for the general meeting minutes.  The president then sends them out by email.
  • Keep all minutes as official recordings of the club in a binder.
  • Keep a motion book and ensure that it is kept up to date.
  • As a member of the executive, be familiar with the constitution and by-laws that govern the club.



Position Title/Description:     Treasurer 

Essential Duties and Responsibilities             


  • Attend all Executive and General Meetings.
  • Reconcile Club bank accounts at the end of each month.
  • Report on income and expenditures at each Executive and General meeting. Bring a copy of Treasurer's report to each meeting ensuring that the Recoding secretary has a copy for club files. 
  • Make routine disbursements by authority of the Executive.  Extraordinary disbursements must be authorized by the general membership. 
  • Co-sign cheques with President or alternate signing authority.
  • Issue receipts as members join for their membership dues.
  • Chair the Budget Committee. Prepare the annual with this committee and present to the Executive. 
  • At the AGM in May, present the new budget to the general membership.
  • Arrange for a review of the books and the financial statements at the end of the fiscal year April 30. 
  • For memorial donations made directly to the Club, send a card to the deceased's family indicating the name and address of the donor. If a member of the club dies, donate $25 from the Club to the scholarship fund and send a card to the family. 
  • Be on the Scholarship committee.
  • Be a trustee of the Charitable Trust Agreement. 
  • Issue receipts for all donations Trust Scholarship fund. 
  • Receipts must follow CRA format requirements. Receipts should be issued in a timely fashion. Donations made January I to May 31 should be mailed by June 15; donations made June 15 to December 3l should be mailed no later than the last day of February the following year. Receipts are private and should be delivered personally or mailed by the Treasurer.

 Be responsible for filing the Charitable Trust Return from CRA each year by November 30.  A statement of the Scholarship Fund's receipts and disbursements must accompany this report. 

  • As a member of the Executive, be familiar with the club's constitution and by-laws.


CALENDAR GUIDELINES FOR TREASURER

MAY/JUNE

  • Club books are closed April 30. The President, Vice President and current Treasurer review the books in early May. The new treasurer is responsible for the May month end reconciliation and reports.
  • Arrange to go into the Club's bank to update signing authority on both bank account
  • Update information at funeral homes to facilitate future memorial donations.


JULY/AUGUST

  • CRA report forms for Charitable Trust Scholarship will arrive in July to the address of the former Treasurer. Forms must be filed by November 30.
  • Ensure the Treasurer has enough receipts for the September general meeting.

SEPTEMBER/OCTOBER 

  • Deposit membership fees and scholarship donations and issue appropriate receipts. Reconcile deposits to membership records. 
  • Prepare scholarship cheques for Nipissing University and Canadore College.


NOVEMBER/DECEMBER 

  • Auction: Deposit proceeds in general account.  Transfer an amount to the scholarship account as directed by the club motion.
  • Charitable Trust Dinner: Pay for speaker's dinner, collect donation cheques made out to CFUW charitable Trust (directed to the Ecole Polyechnique Award)- Mail cheques with a covering letter to the Treasurer of the Charitable Trust Fund.  Report total collected to the Executive and members of the Club.


JANUARY/FEBRUARY 

  • Forward/Pay Ontario Council fees and Liability Insurance.


MARCH/APRIL

  • Forward/Pay CFUW fees.
  • Organize and chair a Budget Committee to prepare the next year’s budget.
  • Close Club books for fiscal year April 30.


MAY

  • Review financial records with President and Vice President in early May.
  • Prepare Annual Report for Club AGM.
  • Close Scholarship Fund Books May 31.



Position Title/Description:  Membership Chair

Essential Duties and Responsibilities:


  • As member of the executive, be familiar with the club constitution and by-laws that govern the club.
  • Be familiar with the Membership binder containing Membership Manual with Strategic Plan for   recruiting new members and CFUW North Bay “Registration” forms.
  • Attend all executive and general meetings.  Suggest co-chairs share duties and provide coverage for all meetings.
  • Prepare name tags and membership cards for new members and have them available at each general meeting.
  • Have appropriate forms for member registration.  Ensure members are on the telephone grid to be contacted by callers.
  • Communicate member information to executive members, club member preparing the roster, and newsletter convenor.
  • Ensure the roster is updated as needed.
  • Access CFUW National website by January 31 every year to input number of paid club members. Follow instruction in the Membership Manual.
  • Ensure that the tracking record of the members from initial registration to the present is updated.  This information is to be provided to the membership Chair to identify members who would receive national certificates to celebrate their years of membership. Then update the President.
  • Order these recognition certificates from CFUW national office by May 1, so they may be presented at the June general meeting. Follow instruction in the Membership Manual binder.
  • Send an email to recipients of certificates inviting them to the June meeting.
  • Advertise CFUW through publicity convenor, posters, letters, and other strategic planning steps identified in the Membership Manual.
  • With the assistance of the executive, host a new members welcome evening at a suitable time to welcome new members.
  • Prepare a budget and submit it to the budget committee in April.  Adhere to budget throughout the fiscal year.  Submit bills to the treasurer in a timely manner.

CFUW NORTH BAY CALENDAR GUIDELINES FOR MEMBERSHIP CHAIR

AUGUST

  • Prepare a membership report for the September newsletter, listing the fees. etc. 

These are set at the May meeting. 

  • Create the updated registration form and have enough copies printed for use by members.
  • Set a deadline for dues so that the membership list (Roster) can be prepared by December.
  • Assist with creating the Programme Brochure.

SEPTEMBER - EACH MONTH

  • Arrive early for the meetings, 
  • Have CFUW membership cards signed and ready. 
  • The Treasurer will issue receipts as members join.
  • Club forms are available for all members.
  • Inquire about further degrees or changes in information.
  • Update information as needed. Include e-mail address.

OCTOBER

  • Membership Fees are paid by October 31.  After this date, names should not be going into the roster so that the roster can be created,
  • Keep a list of members and fees paid.
  • Have name tags made for all new members (no charge) by “The Engraving Shop” on Janice Street. They have the Template, and request magnetic clips.  Members who require a new name tag may pay for a new name tag as well.  Submit receipts to the Treasurer to be reimbursed.

NOVEMBER

  • The roster is prepared.


DECEMBER

  • Distribute rosters at interest groups and general meetings.

JANUARY

  • All rosters, brochures, and receipts should be mailed to members if they are not distributed at the December meeting. CFUW North Bay pays for postage and stationary supplies.
  • Members joining after the membership fees have been sent to Ontario Council and CFUW    National pay the same amount for membership. The registration and fee will be kept and submitted the following year giving the new member as extended membership
  • Host new members gathering (this can be held in any convenient month) with help of the executive.

APRIL

  • The Annual Membership Report is prepared for inclusion in the Club's Annual report in May.

MAY

  • Order certificates from CFUW National

June

  • Send an email to recipients of certificates inviting them to the June meeting.
  • Book Library showcase for September of the following year.



Position Title/Description:    COMMUNICATIONS

Essential Duties and Responsibilities:

  • Club Newsletters are sent out monthly from September to June.
  • Club website is frequently updated to keep it current. Club information on membership, programme, activities, events (club and community), and photos are posted.
  • Permission forms for names and photos are kept on file.
  • Privacy and Confidentiality CFUW policies are available and followed.
  • As a member of the executive, be familiar with the club's constitution and by-laws that govern the club.


Position Title/Description:    PUBLICITY

Essential Duties and Responsibilities 

  • Each month, media are notified about upcoming CFUW North Bay meetings and special events. Emails for notice of meetings are sent out 2 weeks ahead of scheduled events to local radio stations, cable television, The Nugget, and Community Voices. Notices include time, meeting location, topic, and guest speakers. The CFUW website is also included. It is a vital resource for information on upcoming meetings and events. 
  • An invitation is always included to guests and anyone interested in finding out more about CFUW North Bay. 
  • Assist the other committees with publicity for their events as requested.
  • Media:  The Nugget(nbay@sunmedia.ca)

              Nipissing Reader (nipissingreader@cogeco.ca

             Contact: Frank Atwood—705-471-3939

             Cogeco PSA: go to “Post Community Event”

LOCAL RADIO STATIONS:

              CKAT, The Fox, Easy Rock:   lisa.laporte@rci.rogers.com

CBC RADIO SUDBURY : reception_sudbury@cbc.ca




Position Title/Description:    CLUB PROMOTION/MARKETING

Essential Duties and Responsibilities:

  • Be familiar with the local media contacts and networks.
  • Attend other community events to raiser the club’s profile and encourage other club members to do likewise.
  • Promote partnerships in the community in consultation with the executive.
  • Submit articles to the local media and CFUW publications after ensuring that written permission to use names and photos is obtained and article has been approved by the president.  
  • Develop permission form for names and photos outside our local club and keep on file.



Position Title/Description:    Program Chair

Essential Duties and Responsibilities:

  • Attend executive and general meetings.
  • Meet with the program committee (chair, vice-president, at least one other member) to plan the program for each month from September to June.
  • Collect program suggestions given by members at the May general meeting.
  • Work with Membership Chair to create the Programme Brochure.
  • Be responsible or assign responsibility regarding the program for each month.



    • Determine speaker and topic
    • Communicate invitation to speaker
    • Notify/confirm with speaker the meeting date/time, length of presentation, and location
    • Inquire about audio visual equipment needed
    • Arrange for introductions and thank you, thank you card and donation or gift.
  • Report on the program scheduled for the next month at the executive meeting.
  • Prepare a program report for the club's annual report at the May AGM.
  • Prepare a budget and submit it to the budget committee for consideration in April. Adhere to the budget during the year.  Submit bills to the treasurer in a timely manner.
  • May be a member of the budget committee.
  • As a member of the executive, be familiar with the club's constitution and by-laws that govern the club.


Position Title/Description    Chair Social Committee

Essential Duties and Responsibilities:

  • Attend executive and general meetings.
  • Once the program has been established by the program committee and the location specifications have been defined, set up the location(s). This is usually done and at the end of August or beginning of September.
  • Be the main contact to make arrangements for room set up.  Meet with custodian at venue for placement of tables, especially for the auction and resolutions nights or if there are any requests from the speakers.
  • Be responsible for particulars about access to the building (including picking up the key/fob if necessary and returning it.)
  • Ensure the building is secure upon leaving.
  • Greet members at General Meetings and assign greeters when needed.
  • Organize and set up refreshments and clean up at the venue.
  • Ask members to volunteer to take turns to provide food for the general meetings.  Auction and resolution meetings may need extra food and helpers. Contact the members who volunteered to make goodies for the upcoming meeting a week prior to the meeting as a reminder. Remind the volunteers who help to set up and clean up.
  • Purchase the beverages (juice, coffee, tea) milk, cream, sugar, napkins, and tablecloths.
  • Bring needed items to the meeting.
  • Prepare a budget and submit it to the budget committee for consideration in April.  Keep track of the budget during the year.  
  • Coordinate the phone team for special occasions and activate the phone team to contact all members for special needs or events to get an accurate count of participants. Communicate this information to the convenor of the event.
  • As a member of the executive, be familiar with the club's constitution and by-laws that govern the club.



Position Title/Description:   Issues and Advocacy Chair 

Essential Duties and Responsibilities:

  • Attend executive and general meetings. Reports to club president.
  • Encourage members to participate on the Issues/Advocacy Committee.
  • Arrange regular meetings on issues of concern with the members of the committee.
  • Follow advocacy process as outlined in CFUW manuals: CFUW Advocacy Toolkit,  Advocacy Primer (Ontario Council), Act on it Locally (Ontario Council), CFUW Policy Book and Ontario Council Policies
  • Be familiar with CFUW Local Issues of Concern, CFUW National Issues of Concern, Ontario Council Issues of Concern, GWI Issues
  • Arranges meetings with the local officials M.P., M.P.P., mayor, etc., to present concerns and make inquiries and informs the president of the time and date of these meetings.
  • Send copies of letters to the club president (for signature),  and forward letters to national president, OC president, regional director, national office and any other chair of the provincial or national position whose role would be supportive of that concern.
  • Study with committee members and become informed on proposed CFUW National Resolutions to present to the general membership at the March Resolutions meeting. The proposed resolutions are discussed and then voted on by a quorum for acceptance or rejection in order to provide direction for the voting delegate at the CFUW National AGM in the summer.  A vote is taken to allow the voting delegate to vote at her discretion.
  • Chair and committee members are encouraged to participate in policy making through the writing of a resolution. Chair should be knowledgeable about the resolution process.
  • Prepare a budget and submit it to the budget committee for consideration in April.  Adhere to the budget throughout the fiscal year.  Submit all bills to the treasurer in a timely manner.
  • As a member of the executive committee be familiar with CFUW North Bay constitution and by-laws that govern the club.


Position Title/Description:    CFUW Liaison 

Essential Duties and Responsibilities:

  • Attend executive and general meetings.
  • Handle all business connected with the Canadian and International Federations.
  • Send out correspondence via email and point out important or interesting articles for members: the Dates and Data from Ontario Council, CFUW News, Week in Review.
  • As member of the executive, be familiar with the club constitution and by-laws that govern the club.
  • May hold an additional office.
  • Be a representative if possible of the Club at the Ontario Council and Annual General Meetings of CFUW.


Position Title/Description:    Archivist

Essential Duties and Responsibilities:

  • Attend general meetings.  Attend executive meetings as needed.
  • Collect, organize, and maintain club material.
  • Provide information about the history of the club at general meetings and special events as required through displays, photos, posters, banner, etc.
  • Encourage membership to contribute material to the archives
  • Take material to the North Bay Public Library, the site for archival material.
  • Be responsible for turning over all club material to the incoming archivist at the end of the term.
  • As a member of the executive, be familiar with the club’s constitution and by-laws.
  • Organize the archival material into an archive record book (scrapbook) using the following guidelines:

    • Cover a two-year term (e.g. from September 2016 to June 2018).
    • Include as the first two pages the program and roster for that year.
    • Include information about general meetings followed by special events that occur that year (e.g.Gift of Reading).
    • Then include information about interest groups.
    • Include one page only for each general meeting, interest group, and event unless the event is special (e.g. our 75th anniversary celebrations).
    • Ensure that each page includes an explanation of the event and pertinent details, e.g. for general meetings, date, location, time, speaker, topic.
    • If there are photos of people, ensure that their names appear below the photo and that they have given permission for their photo to be used.
    • As a member of the executive, be familiar with the club’s constitution and by-laws.


Position Title/Description:   Member-at-Large

Essential Duties and Responsibilities: 2015

  • Assist with CFUW North Bay’s activities connected to the organizations in the community.  These currently include ACNBA (collection and delivery of items for their “Bathtub Project” and “Sock it to Us” campaign; NEWHA (attend meetings and assist with Women’s Day project).
  • Support new members through mentorship.
  • Carry out other duties mutually agreed upon and assigned by the executive