Resource Book
Posted on April 1, 2015. V.H.
CANADIAN FEDERATION OF UNIVERSITY WOMEN, HALIFAX
CONSTITUTION
(Revised April 2013)
ARTICLE I – Name
The name of the organization shall be Canadian Federation of University Women, Halifax (referred to subsequently as CFUW Halifax or the Club).
The name 'CFUW' shall not be used in speaking or writing on any matter contrary to established CFUW policy.
ARTICLE II – Purposes
To promote lifelong learning.
To advocate for the advancement of the status of women, human rights, and the common good locally, nationally, and internationally.
To participate in the work of the Canadian Federation of University Women and the International Federation of University Women.
To promote understanding, networking support, and cooperation among women.
To promote high standards of public education and participation of women in research and advanced study, and to encourage this participation by the awarding of a scholarship to qualified women.
ARTICLE III – Membership in Canadian Federation of University Women (CFUW)
1. CFUW Halifax shall be a member of CFUW.
ARTICLE IV – Non-Profit Status
1. The income and property of CFUW Halifax shall be applied solely towards the objectives of CFUW and no portion thereof transferred directly or indirectly to the members.
BYLAWS
(2013 Amendment)
BYLAW I – Membership
1. Membership shall be in accordance with CFUW’s Articles and Bylaws, Schedule 1 – Definitions of Individual Membership. This schedule is attached to this document for reference.
BYLAW II – Membership Dues
6. New members who join the Club after January 31 shall pay only the local part of the dues structure and shall pay full membership in the next fiscal year, by the October meeting of that same year.
BYLAW III – Finance
1. Annual membership dues consist of amounts required for affiliation with CFUW and CFUW Atlantic Regional Council and an amount required for club requirements.
2. Dues are payable on or before the October meeting of each year.
3. Membership dues shall be reviewed annually by the Executive Committee; changes must be approved by Club membership.
4. Members transferring from another CFUW club who have already paid their current CFUW dues pay only the local dues for the rest of the Club fiscal year.
5. Student members shall pay 50% of membership dues.
1. The fiscal year of CFUW Halifax shall be May 1 to April 30.
2. The Treasurer shall receive, record and deposit all funds of the Club in a financial institution approved by the Executive Committee. The signing officers are any two of the following: Treasurer (General Account) or Treasurer (Scholarship Fund), and any two club members in good standing.
3. The Treasurer shall make extraordinary disbursements only when authorized to do so by the Executive Committee. An extraordinary disbursement is defined as any disbursement not already allocated in the annual budget. Extraordinary expenditures will be reported to the membership by the Treasurer at the next regular meeting.
4. The Club financial records shall be reviewed annually by an external agency or individual.
2. Standing Committees shall consist of:
a. Scholarship
b. Archives
c. Membership
d. Issues and Advocacy
e. Communications
BYLAW V – Elections
1. The Nominations Committee shall consist of the Past President and two additional members. The Club President may not serve on the Club Nominations Committee.
2. The Committee's duties shall be:
a. To receive nominations for officers and committee chairs from any member in good standing;
b. To draw up a slate of officers, committee chairs and alternate delegates from members who are eligible and willing to be nominated; and
c. To submit a slate of officers, committee chairs and alternate delegates at the Annual General Meeting.
3. The term of office shall be for two years but may be extended at the discretion of the Club membership.
BY-LAW VI – Duties of the Committee Members
1. The Executive Committee shall direct the activities of the Club subject to the CFUW Halifax Constitution and Bylaws.
2. Duties of individual Executive members shall normally include:
a. The Past President shall:
Act as advisor to the President and to the Executive Committee.
Chair the Nominating Committee.
Be responsible for disseminating CFUW national communications to the membership.
In consultation with the President respond to requests and enquiries from the National Office of CFUW.
b. The President shall:
Guide the work of the Executive and the Club in accordance with CFUW and the CFUW Halifax Constitution and Bylaws.
Preside at all general meetings of the Club and of the Executive Committee.
Be an ex-officio member of all Committees except the Nominating Committee.
Be the Club's official spokesperson or appoint a designate in her place.
Be the Club's Voting Delegate at the CFUW National AGM and Atlantic Regional Council meetings or appoint a designate in her place.
Be responsible for communications to and from the VP Atlantic and other clubs in the Atlantic Region as required.
c. The First Vice-President shall:
Perform the duties of the President when the President is absent or unable to act.
Chair the Program Committee including being responsible for guest speakers at general meetings.
d. The Second Vice-President shall:
Assist the President and 1st Vice-President.
Conduct the correspondence of the Club.
Produce the annual general report of the Club.
Be responsible for the social activities and set-up of monthly meetings.
e. The Treasurer (General Account) shall:
Keep a record and manage the Club's financial affairs, excluding Scholarship Funds.
Prepare monthly and year end reports.
Prepare a budget for the following year in consultation with the Executive Committee.
Upon payment of annual dues, issue annual membership cards.
Make required payment of dues to CFUW National and to CFUW Atlantic Regional Council.
f. The Treasurer (Scholarship Fund) shall:
Keep a record and manage the Scholarship Fund financial affairs.
File an annual report under the requirements of the Registered Charities Act.
Write up T5 slips for scholarship recipients.
Produce receipts for Income Tax purposes for those making donations to the Memorial Scholarship Fund.
Provide monthly and annually reports on the Memorial Scholarship Fund.
g. The Recording Secretary shall:
Keep the minutes of all general and Executive Committee meetings.
Ensure all amendments are incorporated into minutes.
3. Duties of individual committee Chairs:
a. The Scholarship Chair shall:
Manage all activities pertaining to the awarding of a scholarship.
Chair the Memorial Scholarship selection Committee.
b. The Archives Chair shall:
Keep a record of all matters pertaining to the history of the Club.
Provide non-current Club records to the Public Archives of Nova Scotia for safekeeping and for reference material availability.
c. The Membership Chair shall:
Keep current member records and membership lists.
Compile, print and distribute the membership directory.
Coordinate interest groups.
With assistance from the Treasurer, submit membership numbers to CFUW National Office.
Distribute annual membership cards to Club members.
Co-ordinate distribution and collection of the Membership Information Form.
d. The Issues and Advocacy Chair shall:
Review resolutions originating from CFUW.
Chair resolution presentation meeting.
Assist President in communicating CFUW Policy and issues of our members concern to local Councillors, MPs and MPPs.
e. The Communications Chair shall:
BYLAW IV – Committees
1. The Executive Committee shall consist of:
a. Past President
b. President
c. First Vice-President
d. Second Vice-President
e. Treasurer (General Account)
f. Treasurer (Scholarship Fund)
g. Recording Secretary
Publicize the Club's activities internally, in the local community, and in any CFUW and CFUW Atlantic Regional Council publications.
Maintain the Club web site.
Produce and distribute a newsletter for members as required.
4. Members of the Executive and Committee Chairs may be assisted in performing their duties by other members as may be agreed between them.
BYLAW VII – Meetings
BYLAW VIII – Fundraising
1. The Executive Committee shall be responsible for the fund-raising activities of the Club.
2. Fundraising activities in the name of CFUW Halifax must be consistent with CFUW purposes and be in accordance with CFUW Halifax's Constitution, Bylaws and Policies and be approved by the Club membership.
BYLAW IX – Project Proposals
1. The Executive Committee shall be responsible for the project proposals of the Club. Such project proposals must have the approval of the general membership after notice of motion has been given.
BYLAW X – Interest Groups
1. Interest Groups may be formed with the approval of the Executive Committee and shall be co-ordinated by the Membership Chair. Only members in good standing are eligible for membership in the groups. Interest group expenses shall be met by the group concerned.
BYLAW XI – Amendments
1. The articles of this constitution and the bylaws and policies may be amended at any general meeting of the Club by a two-thirds vote of the voting body present at such a meeting, provided that notice has been given to the members either at the previous general meeting or in writing at least two weeks prior to the amending meeting.
BYLAW XII – Dissolution and Disbursement of Funds
1. In the event of the dissolution of the Club for any reason whatsoever the funds remaining in the Club's account after payment of all debts and liabilities, including CFUW levies, will be distributed as agreed upon by the membership and in accordance with the purpose of CFUW Halifax.
POLICIES
(2013 Amendment)
Policy 1 - Fund-Raising Guidelines
1. The following provides policy on the distribution of funds obtained through fundraising:
a. A deposit to the Memorial Scholarship Fund of 100% of funds raised through:
(1) Member donations designated for the Memorial Scholarship Fund, and
(2) Community donations designated for the Memorial Scholarship Fund.
b. A deposit to the Club’s General operating fund of 100% of funds raised through:
(1) Member donations designated for the Club operations;
(2) Community donations designated for Club operations; and
(3) Internally raised funds, e.g. funds generated at Club meetings, including coffee collection and book sales.
c. For external fundraising events to raise funds:
(1) A percentage of the net funds raised, after payment of direct expenses, may be allocated to the Club General Operating Account to cover administration and resources contributed to the event;
(2) A percentage may be allocated to the Memorial Scholarship Fund; and
(3) Percentage to be allocated to each account/fund will be approved by Club membership.
Policy 2 – Club Voting Delegate
1. Eight regular meetings shall normally be held, September to May.
2. The Annual General Meeting shall be held in May in conjunction with the regular meeting.
3. A special meeting may be called by the President or shall be called by the Secretary at the written request of any five members.
4. The new officers shall take over their duties at the close of the Annual General Meeting.
5. Executive Committee meetings are to be called at the discretion of the President. Standing Committee Chairs may attend Executive Committee Meetings.
6. The AGM and all formal business meetings of this organization shall be governed by the latest edition of "Robert's Rules of Order", except in cases where these conflict with provisions of the Constitution and Bylaws of the Club.
7. A quorum of an annual, regular or special meeting shall consist of thirty per cent of the Club membership. A quorum of the Executive Committee meeting shall consist of 4 members.
8. In the event that there is not a quorum at a regularly scheduled meeting, or at the discretion of the President at the meeting, the membership may be asked to vote on a motion by telephone or email.
1. If the Club President is unable to attend the CFUW National AGM or CFUW Atlantic Region Council AGM, in consultation with the Executive Committee, she shall appoint an alternate to be the delegate.
2. If neither the President nor the designate is able to attend the CFUW National AGM or CFUW Atlantic Region Council AGM a proxy shall be sent to the CFUW Atlantic Regional Director along with voting instructions.
Policy 3 – Privacy
1. CFUW Halifax shall take all reasonable steps to protect the privacy of the personal information retained by the Club in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA).
2. The Membership Chair and Interest Group Convenors shall be responsible for CFUW Halifax's compliance with PIPEDA in protecting member information that they collect on behalf of the Club.
Policy 4 – Memorial Scholarship Terms of Reference
1. The awards are open to female applicants who are Canadian citizens or Landed Immigrants, who have been residents of Canada for at least two years at the time of applying for the award.
2. Applicants must have been out of school or university for at least five years prior to embarking on present program of study.
3. Applicants must be presently working towards a degree at an accredited university.
4. Applicants must show potential for academic achievement based on past study, employment or community service.
5. Final selection will be based on the applicants’ ability, motivation and contribution to society.
6. Three letters of reference, including at least one from a professor, must be forwarded to the Chair.
7. The decisions of the Scholarship Committee of CFUW / Halifax will be final.
8. Scholarships are given in two equal installments – September and January – on confirmation of acceptance and attendance in an accredited university.
.Canadian Federation of University Women (CFUW) Articles and Bylaws, June 2012
Schedule 1 – Definitions 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 qualification that currently requires a degree, diploma or equivalent qualification.
2. Pursuant to Bylaw C, Item 8, 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 a 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 CFUW 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 her Club. Such membership shall be conferred by the Club based on a recommendation made by the Club’s Board and having been approved by a special motion at a Club annual general meeting. A life member shall have voting privileges and may hold office. The Club shall pay CFUW per capita dues on her behalf. A life membership is 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 general 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.