CONSTITUTION AND BY-LAWS OF CANADIAN FEDERATION OF UNIVERSITY WOMEN, NORTH BAY
Article I The name of the organization shall be CANADIAN FEDERATION OF UNIVERSITY WOMEN NORTH BAY (CFUW North Bay) (hereinafter called the Club).
Article II The purpose of the Club shall be:
1. To encourage members to continue learning and to promote higher education for women.
2. To provide an opportunity for friendship and social activity among the membership.
3. To stimulate the interest of the membership in public affairs and to afford the opportunity for the expression of united opinion.
4. To promote the policies and programs of CFUW. The name CFUW shall not be used in speaking or writing on any matter contrary to established CFUW policy. 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 Ontario Council of CFUW.
5. To offer fellowships, scholarships, awards and grants for academic and creative achievement by raising funds.
Article III The Definition of Individual Membership
1. A woman is eligible for membership in a club if she supports the purposes of CFUW and has:
a. Earned a degree, diploma or equivalent qualification from an institution of higher education; or
b. Been accepted for a masters or doctoral program at a recognized tertiary institution; or
c. Earned a professional designation or equivalent that currently requires a degree, diploma or equivalent qualification
2. A woman who does not meet criteria 1(a), 1(b), or 1(c) but supports the purposes of CFUW is also eligible for membership in the club.
3. A student member is a woman who is a full-time student at an institution of higher education. Student members shall pay 50% of the CFUW per capita dues.
4. A member-at-large is a woman who qualifies for individual membership in a club but is not a member of an existing Club. She shall be assessed CFUW dues. She shall be a member of the Member-at-Large Club.
5. A member in good standing may transfer to any other CFUW Club without paying additional national dues for that year.
6. A woman who is a member of more than one CFUW club shall pay national dues to only one club.
7. A life membership in a club may be conferred on a Club member who has given outstanding service to the club. Such membership shall be conferred by the club based on a recommendation made by the Club’s Executive and having been approved by a special motion at a club annual meeting. A life member shall have voting privileges and may hold office.The Club is responsible for paying CFUW Dues for the life membership to CFUW National. Any right associated with a life membership are not transferable to another club.
8. An honorary membership in CFUW may be conferred on a woman who has made a significant contribution to CFUW or to the development of society in a manner consistent with the purposes of CFUW. Such membership shall be conferred based on a recommendation made by the CFUW Board and approved by a special motion at a CFUW annual meeting. Unless she is a member of a CFUW Club, she shall not have voting privileges or be able to hold office. She shall not be assessed CFUW dues.
9. Club membership is predominately graduate women (80%).
10. Membership in the club will consist of members who have paid the annual fee before October 31 of the current fiscal year.
11. New members. Application for membership shall be made to the Membership Chair on the approved form. Where the validity of information is in doubt, the decision of the CFUW VP Membership shall be final.
12. A member may resign from the Club at any time by giving oral or written notice to that effect to the Membership Chair.
13. Transfer to a Club in another community may be made by notifying the Membership Chair.
14. CFUW is a respectful organization and all members will follow the CFUW Administrative Policy and Procedure Book.
Article IV Fees
1. Each member shall pay the full annual fee (CFUW per capita dues, Ontario Council dues and Club dues). Fees to be fixed at the Club’s Annual Meeting.
2. A student member shall pay an annual fee (50% of the CFUW per capital dues, Ontario Council dues and Club dues). These dues are at the discretion of the Club membership.
3. All fees shall be payable by December 31. No member whose fees are in arrears after this date shall be considered a member in good standing.
4. All members of interest groups must be members in good standing.
5. New members who join on or after November 1 shall pay the full annual fee for the current fiscal year.
6. The fiscal year shall be May 1 to April 30.
1. The Officers of the Club shall be: President or Co-Presidents, Vice President or Co-Vice Presidents, Recording Secretary, Corresponding Secretary/Publicity, Treasurer, Membership Chair and CFUW Liaison. The Executive of any year shall have the power to create such additional officers and committees as, in the opinion of the majority of the Executive, are necessary.
2. The Executive Committee shall consist of the Officers of the Club, the immediate Past President and the convenors/chairs of the Standing and Special Committees. This Committee shall conduct the business of the Club between general meetings and will include fund raising.
3. The term of office shall be one year. No individual shall hold the same office for more than two consecutive terms unless the position remains vacant.
4. In the event of the resignation or death or removal from office of an officer during her term of office, a successor shall be appointed by the Executive.
1. The President or Co-Presidents shall preside at all meetings of the Club and the Executive. She/They shall be an Ex-Officio member of all committees except Nominating. She/They, if possible, be a representative of the Club at Ontario Council and National CFUW meetings.
2. The Vice President or Co-Vice Presidents shall perform the duties of the President or Co-Presidents when requested by her/them to do so, and shall be convenor of the interest groups and as such shall contact new members with information about these groups. She/They shall be a member of the Social Committee. In the event that there is no convenor of this Committee, she/they shall be responsible for calling the first meeting.
3. The Recording Secretary shall keep the minutes of all meetings of the Club and the Executive. She shall be responsible for the Constitution and By-Laws.
4. The Corresponding Secretary/Publicity shall carry out correspondence of the Club including notices of meeting and Club publicity.
5. The Treasurer shall have the care and custody of the funds of the Club and shall deposit all money received in the account in the name of CFUW North Bay. All cheques issued shall be signed by the Treasurer and countersigned by the President or her alternate, but the Treasurer alone may endorse cheques for deposit. The Executive Committee shall appoint the alternate signing authority to the President at the beginning of each fiscal year. She shall keep proper books of account and shall make routine disbursements as directed by the Executive Committee. Receipts for incidental expenditures are given to the Treasurer for reimbursement. She shall make extraordinary disbursements only when authorized to do so by a general meeting. She shall be responsible for notifying the Membership Chair of those members who have failed to pay their annual fees. She shall present a budget and a financial statement to April 30 at the Annual Meeting.
6. The Membership Chair shall investigate all questions pertaining to membership. She shall keep up-to-date records of the names and addresses of the members, together with their degrees and experiences. She shall provide each member with a membership list. The Membership Chair shall note in her records the membership categories.
7. The CFUW Liaison shall handle all business connected with the Canadian and International Federations. She shall, if possible, be the representative of the Club at Ontario Council and Annual General Meetings of CFUW. She may hold an additional office.
Article VII Standing Committees
1. Issues/Advocacy Committee: The Issues/Advocacy Chair or Co-Chairs shall be responsible for the research and communication of local, national and international issues relating to CFUW policy and concerns. She/They are responsible for keeping the President or Co-Presidents informed.
2. Program Committee: The Program Chair shall, if necessary, choose some of her own committee, and be responsible for the arranging of programs for the general meeting and the hospitality of speakers.
3. Social Committee: The Social Convenor shall, if necessary, choose her own committee.
4. Interest Group Committee: The Interest Group Convenor (Vice President or Co-Vice Presidents) shall be responsible for the organization of interest groups and for the appointment of a chair for each group.
5. Archival Committee: The Historian shall, if necessary, choose some of her own committee and shall be responsible for the Club’s historical records.
Terms of Reference of Chair/Convenors
a. Each chair/convenor shall present a report at each executive Meeting and as needed at general Meeting. A written report is prepared for the Annual Meeting.
b. No individual shall convene the same standing committee for more than two consecutive years unless the position remains vacant.
c. In the event of the resignation or death or removal from office of a convenor, during her term of office, a successor shall be appointed by the Executive Committee.
Special Committees may be appointed at a general meeting by the Executive Committee. The Chairs/Convenors shall observe the same general regulations as those laid down for the Standing Committee Chair/Convenors
There shall be a Nominations Committee as set out in Article X.
Article IX Meetings
1. The Annual Meeting shall be held in May (if possible).
2. One meeting shall be held on the third Wednesday of each month, September to June inclusive, except when such a date falls on a legal holiday or when special circumstances arise, in which case the Executive Committee shall decide the day of meeting and give due notice of the change.
3. Guests may be welcomed, at the place of meeting.
a. The Voting Body of the Club shall consist of members in good standing who are present.
b. One quarter of the total membership shall constitute a quorum for any general meeting of the Club.
c. One half of the membership of the Executive Committee shall constitute a quorum for any Executive meeting.
d.Voting by electronic means is acceptable when needed.
e.Proxy Voting is acceptable at the Annual General Meeting and when special voting is needed.
1. A Nominating Committee, consisting of a Chair and two members, shall be appointed by the President or Co-Presidents. This committee shall recommend the names of suitable candidates, whose consent has been obtained, and shall present the report at the Annual Meeting.
2. Additional nominations may be made from the floor after the Nominating Committee has made its report, the consent of the nominee having been obtained.
Article XI Elections
1. Officers of the Club and Chairs/Convenors of Committees shall be elected by the membership at the Annual Meeting. Further nominations can be accepted from the floor.
2. When a ballot is to be taken, two or more scrutineers shall be appointed by the President or Co-Presidents.
3. The term of office shall be for one year following the Annual Meeting.
Article XII Motions and Amendments
1. A motion to be carried shall be supported by the majority of members present.2. The Constitution and By-Laws may be amended or altered at the Annual Meeting
a. A proposer must submit the amendment in written form by February 1.
b. The President will submit a notice of motion and a notice of meeting to all the members of the Club two months prior to the Annual Meeting at which such motion will be discussed.
c. A vote of two-thirds of the voting body present at the next Meeting shall be sufficient to alter or amend these articles.
3. Notification of financial recommendations to be given two months prior to the Annual Meeting.
Article XIII Dissolution
In the event of the dissolution of the Club for any reason whatsoever, any funds remaining in the Club’s account after payment of all debts and liabilities including current CFUW and OC dues will be transferred to the CFUW Charitable Trust Fund, with the approval of the membership.
Questions of Procedure not covered by this Constitution shall be determined by Roberts’ Rules of Order Newly Revised and the Constitution of the Canadian Federation of University Women.
Revision 1993 Fifth
Revision 2001 Sixth
Revision 2007 Seventh
Revision 2010 Eighth
Revision 2013 Ninth
Revision 2021-2022 Tenth