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CANADIAN FEDERATION OF UNIVERSITY WOMEN


PDF Version of Constitution, By-Laws and Standing Rules

 

Constitution, By-Laws And Standing Rules

CONSTITUTION

ARTICLE I - NAME

The name of this organization shall be CANADIAN FEDERATION OF UNIVERSITY WOMEN.

ARTICLE II - PURPOSE

  1. To assist in developing a sound concept of educational values and in maintaining high standards of public education in Canada; to encourage advanced study and research by women university graduates.
  2. To arouse and sustain among members an intelligent interest in all aspects of public affairs in the political, social, cultural and scientific fields; to encourage an active participation in such affairs by qualified women; and to provide an opportunity for effectual concerted action.
  3. To foster a sense of responsibility and encourage women university graduates to place their education and professional training at the service of the community in local, national and international fields; to be concerned with human rights and at the same time to safeguard and improve the economic, legal and professional status of Canadian women.
  4. To take action in concert with the International Federation of University Women, of which the Canadian Federation of University Women is a member, to effect change at the international level; to encourage friendship, cooperation and understanding among women university graduates worldwide.

BY-LAWS

The By-Laws define the Canadian Federation of University Women in terms of:

I Language
II Membership
III Dues
IV Fiscal Year
V CFUW National Office
VI Governing Bodies of CFUW
VII Duties of the Governing Bodies
VIII Standing Committees
IX Special Committees
X Regional Directors
XI Archivist
XII Assistant Treasurer
XIII Meetings
XIV Voting Bodies
XV Quorum
XVI Elections
XVII Membership in the International Federation of University Women
XVIII Appointment of Auditors
XIX Amendments
XX Club Name and Use of Name
XXI Indemnity - Directors and Others
XXII Dissolution

BY-LAW I - LANGUAGE

The two official languages of this organization shall be English and French.

BY-LAW II - MEMBERSHIP

  1. The Canadian Federation of University Women (hereinafter called CFUW) shall consist of:
    1. University Women's Clubs (hereinafter called Clubs),
    2. University Alumnae Associations,
    3. Members-at-Large.
  2. Individuals' Eligibility

    Eligibility for membership in CFUW shall be decided by the Club Membership Chair. In cases where an applicant's eligibility may be in doubt, the decision of the Director of Membership shall be final.
    Specifically, a woman shall be eligible who:
    1. Specifically a woman is eligible who is a resident of Canada and who has:
      1. Earned a degree, diploma or equivalent qualification from an institution of higher education, or
      2. Been accepted for a masters or doctoral program at a recognised tertiary institution; or
      3. Earned a professional designation or qualification that currently requires a degree, diploma or equivalent qualification.
    2. Is living outside Canada, but has received a degree from a recognized Canadian university or college; or
    3. Was a member of CFUW in good standing having joined under the provisions of By-Law II.2, 1 or 2 and who wishes to maintain her CFUW membership although no longer resident in Canada. She shall forfeit her membership privileges if her membership is allowed to lapse.
    4. Eligibility for Student Membership:
      1. A woman is eligible for CFUW Student Membership if she is:
        1. A full-time university or college student
        2. Enrolled in a degree, diploma, or equivalent program that could lead to graduate studies; and
        3. A resident of Canada.
      2. A student member is entitled to all the privileges and responsibilities of CFUW.
      3. Student members pay 50 percent of the CFUW per capita dues.
    5. A CFUW Dual Member holds membership in more than one CFUW Club. She pays her national per capita dues to only one CFUW Club.
      1. A CFUW Dual Member may cast votes on national matters only in the CFUW Club where she pays her CFUW per capita dues.
  3. A Club to be eligible for membership in CFUW must have a membership of ten women university graduates (see By-Law II 2) when granted its charter. Such a Club must undertake to cooperate with the purposes, policies and projects of CFUW as indicated in CFUW's Constitution and By-Laws.
  4. Provincial or Regional Councils may be formed in any Province or Region at the discretion of the Clubs in that Province or Region to deal with matters within their own jurisdiction. Such Councils shall act in a way that is consistent with the purposes and policies set out in the CFUW Constitution, By-Laws and Standing Rules and Policy Book.
  5. A Club member or a Member-at-Large in good standing shall be permitted to transfer to any CFUW Club without again paying CFUW per capita dues for the current CFUW year to the Club to which she is transferring.
  6. An Associate Member is a woman who does not qualify for regular membership as stated in By-Law ll.1.1; ll.1.2; ll.1.3:
    1. Associate members shall support the objectives and purpose of CFUW.
    2. Associate members are entitled to all the privileges and responsibilities of membership in CFUW.
    3. Associate Members shall pay full CFUW per capita dues.
    4. Associate members shall not exceed twenty-five per cent of the total number of members for whom the Club has paid CFUW per capita dues as recorded in the most recent Club Annual Report to National Office, that is regular CFUW members 80 per cent, Associate members 20 per cent.
  7. Alumnae Associations of Universities which are members of AUCC, to be eligible for membership in CFUW, must have a minimum of ten eligible members (see By-Law II 2).
  8. When it is not feasible to join a Club, any woman who qualifies for regular membership under By-Law II. 2, may, on application to the CFUW Director of Membership, and with payment of the annual per capita dues, join CFUW as a Member-at-Large without voting privileges or entitlement to hold a National position.
  9. An Honorary Membership within CFUW may only be conferred only on a woman who is not a CFUW member, but who has made a significant contribution to CFUW, to the local Club or to the development of society in ways consistent with the purposes of CFUW.  She need not hold a university degree to be appointed an Honorary Member.  She shall not hold office or have voting privileges.  There shall be two categories of Honorary Membership.   
    9.1    National Honorary Member   
    9.1.1    A recommendation shall be made by the CFUW Board of Directors, and the appointment ratified by the Voting Body at an AGM.   
    9.1.2    No dues of any kind are liable for a National Honorary Member.  
    9.2    Local Honorary Member   
    9.2.1    A Local Club may name a Local Honorary Member.   
    9.2.2    A Local Honorary Membership is not transferable to another Club.   
    9.2.3    No dues of any kind are liable for a Local Honorary Member.
  10. A Life Membership in CFUW may be conferred on a member of a Club or Alumnae Association or a Member-at-Large who has given outstanding service to CFUW.  A Life Member shall have voting privileges and may hold office.  There shall be two categories of Life Member:
    10.1    National Life Member   
    10.1.1    A recommendation shall be made by the CFUW Board of Directors and the appointment ratified by the Voting Body at an Annual General Meeting.   
    10.1.2    A National Life Member shall not be assessed annual CFUW per capita dues through her Club or Alumnae Association or as a Member-at-Large.   
    10.2    Local Life Member   
    10.2.1    Criteria for Local Life Member shall be determined by the local Club, taking into consideration the criteria for National Life Membership.   
    10.2.2    CFUW per capita dues for a Local Life Member shall be paid by the Local Club.   
    10.2.3    A Local Life Membership is not transferable to another Club.
  11. Clubs, Alumnae Associations and Members-at-Large may withdraw their membership in CFUW upon written notification to the Chair, Director of Membership.  Clubs and Alumnae Associations shall return their charters to National Office at that time.  They shall also be considered to have withdrawn their membership if dues are not received within 90 days of the billing date.  Questions of reinstatement shall be decided by the Board of Directors on a case-by-case basis.

BY-LAW III - DUES

  1. On behalf of CFUW, each Club shall collect and forward to CFUW annual per capita dues calculated on the basis of CFUW Club members in good standing during the Club's previous fiscal year
  2. Each Alumnae Association shall pay annual CFUW per capita dues for a minimum of ten members.
  3. CFUW Members-at-Large shall pay current Member-at-Large annual dues.
  4. Annual CFUW per capita dues shall be set at the Annual General Meeting. Written notice outlining any proposed increase shall be sent to all Clubs and Alumnae Associations at least four months before the Annual General Meeting except when an unexpected increase in IFUW dues makes such notice impossible.
  5. Following a change in dues made at an Annual General Meeting, the dues shall be payable to CFUW at the revised rate in the CFUW fiscal year following the CFUW fiscal year in which they were approved
  6. A woman who belongs to more than one Club shall pay annual CFUW per capita dues only once each year, to the Club of her choice.
  7. Annual CFUW per capita dues shall be payable by Clubs, Alumnae Associations and Members-at-Large to the Treasurer of CFUW when billed.
  8. Any Club or Alumnae Association or Member-at-Large who fails to pay the annual CFUW per capita dues within 90 days of being billed shall cease to hold membership in CFUW. Financial arrangements for reinstatement shall be decided by the Board of Directors.

BY-LAW IV - FISCAL YEAR

The fiscal year of CFUW shall close on the thirtieth of April of each year.

BY-LAW V - CFUW NATIONAL OFFICE

  1. The CFUW National Office shall be located in the National Capital Region.
  2. There shall be a salaried Executive Director, responsible to the President and Board of Directors for the administration of the CFUW National Office.

BY-LAW VI - GOVERNING BODIES OF CFUW

The Governing Bodies of CFUW are the Board of Directors and the CFUW Voting Body.

BY-LAW VII - DUTIES OF THE GOVERNING BODIES

  1. Duties of Directors
    1. The Board of Directors of CFUW shall be responsible for the program development and implementation of all policies adopted by the Voting Body. It shall administer the affairs of CFUW other than those specifically delegated to the National Office Staff. It shall consider matters of delinquent dues, appointments of qualified members to external bodies as CFUW representatives. It shall meet as required by By-Law XIII.1 and act without remuneration. When it is required that the Board of Directors vote without a meeting being held the Directors may vote by mail, fax, or electronic mail.
    2. The Board of Directors shall be responsible for all matters concerning the employment of the Executive Director. It shall appoint the Trustees of the Canadian Federation of University Women Charitable Trust, the Chair of the Nominations Committee and the Chair and Members of the Constitution, By-Laws and Standing Rules Committee. When necessary it shall appoint a Recording Secretary.
    3. In the event of exceptional business arising, the Board of Directors shall obtain the approval of the CFUW voting body by a written vote such as mail, fax or electronic mail before committing CFUW to any course of action. A two-thirds affirmative vote of the Voting Body shall be required for such approval. A report of such action taken shall be verified and made part of the minutes of the next meeting of the Board of Directors.
    4. Procedures for Changes in Board Personnel
      1. If a Vice-President changes her residence to a place outside her area of jurisdiction, her position of Vice-President shall automatically become vacant and the Board of Directors shall then appoint a successor to complete her term of office.
      2. In the event of the resignation or death or removal from office of a member of the Board of Directors, or of a Regional Director, or of the Chair of the Fellowships, or of the Chair of the Libraries and Creative Arts Committee, the Board of Directors shall appoint a successor to complete her term of office.
      3. At the Post AGM Board Meeting, following the election of a new Board of Directors, one Vice-President shall be appointed by the Board of Directors to assume the duties of President, automatically, should the President become unable to carry out her duties.
    5. Responsibilities of Board Members
      1. The President shall provide leadership for CFUW and preside at all meetings of the Board of Directors, and at the Annual General Meetings. She shall be the administrative head of CFUW and shall be an ex-officio member of all committees except the Nominations Committee. She shall be an ex-officio, non-voting member of all Provincial and Regional Council executives. She shall head all CFUW delegations or designate her representative except at IFUW Council meetings, where the Coordinator for International Relations or her designate shall represent CFUW.
      2. Each Vice-President shall assist the President in carrying on the work of CFUW and provide leadership for her Provincial or Regional Councils and cooperate with her Regional Directors and Clubs in their areas to further the policies and programs of CFUW.
        Each Vice-President shall in her absence designate one of her Regional Directors to attend Board meeting as an observer as per Canada Corporations Act subsection 155.
      3. The Director of Finance shall serve as the Treasurer, as Chair of the Finance Committee and Chair of the CFUW Charitable Trust. The Treasurer shall be responsible for the supervision of the financial affairs of CFUW. She shall see that full and accurate accounts are kept of all receipts and disbursements, and all monies are deposited in the name and to the credit of CFUW.
        The Treasurer shall be responsible for CFUW's securities and valuable effects, and direct the investment or reinvestment of any funds of CFUW in Trustee Investments. Cheques shall be signed by any one of the following: the Treasurer, the President, a Vice-President, or the Executive Director.
        The Treasurer shall be responsible for an annual report from the auditors being submitted to the Board of Directors. The Treasurer, before assuming her duties, shall furnish a bond, at the expense of CFUW, the amount of such bond to be approved by the Board of Directors.
        The Treasurer shall make extraordinary disbursements only when authorized to do so by the Voting Body at an Annual General Meeting or by approval of the CFUW Voting Body by a mail vote. A two-thirds affirmative vote of the Voting Body shall be required for such approval.
      4. The Director of Strategic Planning shall be the Corporate Secretary. The Corporate Secretary shall be custodian of the corporate seal, which shall be kept at National Office.
      5. The eight Directors shall work to facilitate the interaction of all areas of CFUW activity.
  2. Duties of the CFUW Voting Body
    1. At the Annual General Meeting the CFUW Voting Body shall meet to receive reports, to consider and act on resolutions, to hold general discussions of the affairs of CFUW, to appoint auditors and to advise the Board of Directors on the conduct of the business of CFUW.
    2. Commencing in 1988 and in every even year thereafter, the newly elected Board of Directors shall be installed by the CFUW Voting Body at the Annual General Meeting. The period between installations shall be known as the Biennium.

BY-LAW VIII STANDING COMMITTEES

  1. The ten Standing Committees of CFUW shall be: Education, Fellowships, Finance, International Relations, Legislation, Libraries and Creative Arts, Membership, Resolutions, Strategic Planning, and Status of Women and Human Rights.
    1. Eight Standing Committees shall be chaired by Directors (see By-Law VI 1.1) within the Board of Directors. They shall be Education, Finance, International Relations, Legislation, Membership, Resolutions, Strategic Planning, and Status of Women and Human Rights.
    2. Two Standing Committees whose Chairs shall have access to the Board of Directors through Directors shall be the Fellowships Committee, which shall have access to the Board of Directors through the Director of Finance and the Libraries and Creative Arts Committee, which shall have access to the Board of Directors through the Director of Educational Affairs.
      1. These two Chairs shall be nominated by the Clubs, elected by the CFUW Voting Body for a two-year period, take office at the time of the next Annual General Meeting, and shall serve without remuneration. They shall not hold the same position for more than two consecutive biennial periods. They may be removed from office for just cause on the affirmative vote of not less than two-thirds of the Voting Body of CFUW, such vote to be by ballot.
  2. The Chairs of the Standing Committees shall further the policies and programs of CFUW in the areas assigned to Committees. The specific duties of the Committees as determined by the Board of Directors are set forth assigned to Committees. The specific duties of the Committees as determined by the Board of Directors are set forth in the Standing Rules (see By-Law XIX). Members of a Standing Committee are chosen by its Chair, in consultation with the Board of Directors, except in the case of the four members of the Finance Committee, and the eight members of the Fellowships Committee, who shall be appointed by the Board of Directors.
    1. Committee members shall serve for a two-year period without remuneration. Committee members may be replaced for just cause at the discretion of the Chair, except in the case of the Finance Committee and the Fellowships Committee, whose members may be replaced for just cause at the discretion of the Board of Directors.
  3. Chairs of all Standing Committees shall report annually in writing directly to the Voting Body.
  4. Subcommittees
    1. Subcommittees may be established by the Board of Directors for specific concerns.
    2. Terms of reference for each Subcommittee shall be determined by the Board of Directors (see SR D.2).
    3. Subcommittee Chairs shall be appointed by the Board of Directors, and they shall not hold the same position for more than two consecutive biennial periods.
    4. Subcommittee Chairs shall report to the Board of Directors through a designated Standing Committee Chair.
    5. The Standing Committee Chair to whom the Subcommittee reports shall approve the Subcommittee Chair's proposed members.
    6. All Subcommittee members shall serve without remuneration and may be replaced for just cause at the discretion of the Board of Directors.

BY-LAW IX - SPECIAL COMMITTEES

  1. Nominations Committee
    1. The Nominations Committee consists of a Chair and seven other members.
      1. The President appoints the Chair of the Nominations Committee
      2. The Board of Directors ratifies the appointment at the Board meeting immediately following the President`s installation:
      3. The Chair selects and recommends the members of the nominations committee with the advice and assistance of the Board of Directors.
      4. She ensures national representation.
      5. The Chair and all members of the Committee shall serve without remuneration from the time of their appointment to the end of the Biennium. The Chair or any Committee member may be replaced for just cause at the discretion of the Board of Directors.
    2. The Nominations Committee receives nominations for all nationally elected positions; help to find candidates for all positions; and nominates members for unfilled positions. At the appropriate time it shall notify the voting body of the names of all candidates wishing to stand for election together with the office for which each shall have been nominated (see By-Law XVI). Further duties of this Committee are set forth in the Standing Rules.
  2. Constitution, By-Laws and Standing Rules Committee
    1. There shall be a Constitution, By-Laws and Standing Rules Committee consisting of a Chair and at least three other members. They shall be appointed by the newly installed Board of Directors and shall serve until the end of the Biennium. The Chair and all members of the Committee shall serve without remuneration from the time of their appointment to the end of the Biennium. The Chair or any Committee member may be replaced for just cause at the discretion of the Board of Directors.
    2. The Constitution, By-Laws and Standing Rules Committee shall be responsible for receiving and drafting amendments as outlined in By-Law XIX and for preparation of the amended Constitution, By-Laws and Standing Rules as passed by the CFUW Voting Body. Further duties of the committee are set forth in the Standing Rules.
    3. Within each Biennium, the Board of Directors may establish special committees for specific tasks, their terms of reference and period of office to be determined by the Board of Directors, but the term of office to be only until the end of the Biennium. The Chairs of such Committees are to be appointed by the President and the Committee members are to be chosen by their Chair. The Chair and all Committee members shall serve without remuneration, and they may be replaced for just cause at the discretion of the Board of Directors.

BY-LAW X - REGIONAL DIRECTORS

  1. The seventeen Regional Directors shall be: one from each of the provinces of Alberta, Saskatchewan, Manitoba, New Brunswick, Prince Edward Island, Nova Scotia, and Newfoundland and Labrador; two from the province of Quebec; three from the province of British Columbia; and five from the province of Ontario. Clubs in Yukon, Northwest Territories and Nunavut may be assigned to the appropriate Regional Director by the Board of Directors.
    1. Regional Directors shall be nominated and elected by the CFUW Voting Body in their region for a two-year period, take office at the time of the next Annual General Meeting, and serve without remuneration. If a Regional Director changes her residence to a place outside of her area of jurisdiction, her position as Regional Director shall automatically become vacant, and the Board of Directors shall then appoint a successor to complete her term of office. Regional Directors shall not hold the same position for more than two consecutive biennial periods. They may be removed from office for just cause on the affirmative vote of not less than two-thirds of the CFUW Voting Body in their region, such vote to be by ballot.
  2. Regional Directors shall serve in their respective areas to further the policies and programs of CFUW, consulting with the Presidents of the Clubs therein. They shall deal with matters of which jurisdiction is regional. They shall have access to the Board of Directors through their area Vice-Presidents. The specific duties of the Regional Directors as determined by the Board of Directors are set forth in the Standing Rules (see By-Law XIX).

BY-LAW XI - ARCHIVIST

There shall be an Archivist responsible for maintaining CFUW documents and material of a historical nature. On the recommendation of the President, she shall be appointed by the Board of Directors. She shall serve without remuneration and may be replaced for just cause at the discretion of the Board of Directors. She shall have access to the Board of Directors through the President, and shall report annually in writing to the Voting Body.

BY-LAW XII - ASSISTANT TREASURER

There may be an Assistant Treasurer appointed by the President in consultation with the Board of Directors. During her term of office she shall assist the Treasurer in the performance of her duties. Such Assistant Treasurer, if appointed, shall furnish a bond, at the expense of CFUW, before assuming her duties.

BY-LAW XIII - MEETINGS

  1. Meetings of the Board of Directors shall be held immediately before and after each Annual General Meeting, with one mid-year meeting and, in addition if necessary, with the consent of the Board of Directors, with teleconferences. Special meetings of the Board of Directors may be held at the call of the President. Notice of date and place of such meetings shall be sent to members of the Board of Directors at least fourteen days prior to such regular or special meetings of the Board.
  2. An Annual General Meeting shall be held at such time and place as the Board of Directors may determine. Notice of each meeting, a provisional agenda and a reminder of the right to use a proxy shall be sent to the CFUW Voting Body (as defined in By-Law VI. 2) at least three months before the date fixed for the meeting.
  3. The member Clubs and the Alumnae Associations have the right to requisition a special meeting of voting members. Notice of special meetings shall contain enough information to allow members to make a reasoned decision. A minimum of 10 per cent of the member Clubs and Alumnae Associations representing at least three provinces is required to requisition such a meeting.

BY- LAW XIV - VOTING BODIES

  1. The Voting Body of CFUW at Annual General Meetings shall be the members of the Board of Directors, Regional Directors, Past National Presidents and the Voting Delegates of the member Clubs and Alumnae Associations.
    1. Voting Delegates: A Club or Alumnae Association President shall be the Voting Delegate for her Club or Alumnae Association unless an alternate is appointed in accordance with the Club or Alumnae Association Constitution and By-Laws.
    2. Votes:
      1. Each Club and Alumnae Association shall be allocated votes on the basis of the number of members paying the CFUW per capita dues to each Club and Alumnae Association as reported for the previous year, in the following proportion: one vote for every twenty-five members, or major fraction thereof, for the first two hundred members, and subsequently one vote for every additional fifty members or major fraction thereof. Clubs and Alumnae Associations having fewer than twenty-five members shall nevertheless be entitled to one vote; new Clubs and Alumnae Associations during their first fiscal year of existence shall be entitled to one vote.
      2. Clubs and Alumnae Associations entitled to more than one vote shall tender those votes as a block.
      3. Each member of the Board of Directors, each Regional Director, and each Past National President will be allocated one vote.
    3. Credentials: Voting Delegates to Annual General Meetings shall be provided with Credentials by their Clubs.
    4. Proxies: If a Club or Alumnae Association is unable to send a Voting Delegate, its members shall, nevertheless, be entitled to exercise its full voting power through a proxy.
      1. Only CFUW Clubs and Alumnae Associations may vote by proxy.
      2. A Regional Director, a Provincial or Regional Vice-President, or the Voting Delegate of a
        neighbouring Club, may carry, in addition to her own vote, the votes of any Club in her area, using the appropriate Proxy Vote Card available through National Office.
      3. No person shall cast a proxy vote on any subject without prior instruction.
  2. CFUW Clubs and Alumnae Associations, members of the Board of Directors, CFUW Past Presidents and Regional Directors attending Annual General Meetings shall have voting privileges.
    1. No error or omission in giving notice of any Annual General Meeting of the members of CFUW shall invalidate such meeting or make void any proceedings taken thereat. For the purpose of sending notice to any member Club/Alumnae Association, CFUW Director, Regional Director, Past President or Member-at-Large for any meeting or otherwise, the address of the member Club/Alumnae Association, or CFUW Director, Past President or Member-at-Large shall be the last address recorded on the books of the CFUW.

BY-LAW XV - QUORUM

  1. For Board of Directors' meetings, a majority of the members shall constitute a quorum.
  2. For Annual General Meetings, twenty per cent of the voting body as established in By-Law XIV 1.1 and XIV 2 shall constitute a quorum.

BY-LAW XVI - ELECTIONS

  1. An election shall be held when there is more than one candidate for a position on the Board of Directors, for a Regional Director, or for the Chairs of the Fellowships, and the Libraries and Creative Arts Committees, the Voting Body to consist of the CFUW Voting Body as established in By-Law VI 2, except in the cases of the Vice-Presidents and Regional Directors, when the Voting Body shall be from the candidates' own region only. A plurality vote shall elect.
  2. Elections shall be conducted by a mail ballot, ballots to be forwarded to Clubs, Regional Directors and members of the Board of Directors at least four months prior to the Annual General Meeting at which the Board of Directors is to be installed as established in By-Law VI 1.2.
  3. Elections for the office of President shall be conducted by a mail ballot, ballots to be forwarded to the Clubs, Regional Directors, and members of the Board of Directors at least four months prior to the Annual General Meeting at which the Board of Directors is to be installed as established in By-Law VI 1.2. The candidate elected shall become the President-elect. Persons nominated for the office of President shall have served previously on the Board of Directors.
  4. A neutral body qualified to process the elections shall be appointed by the Board of Directors to act as Returning Officer.
  5. Voting procedures shall be set forth in the Standing Rules (see By-Law XIX 3).
  6. Special situations
    1. The Executive Director shall not be entitled to vote on any matter before the CFUW Governing Bodies.
    2. National Board members, Regional Directors and Past National Presidents have the right to one vote only regardless of how many positions with voting entitlement they hold.
    3. Members who belong to more than one Club are entitled to vote only once on a national issue. They shall vote at the Club to which they pay their CFUW dues.

BY-LAW XVII - MEMBERSHIP IN THE INTERNATIONAL FEDERATION OF UNIVERSITY WOMEN

  1. CFUW shall be a member of the International Federation of University Women and shall pay annual dues to IFUW.
  2. The voting delegates and their alternates whom CFUW is entitled to send to the Conference meetings of IFUW shall be selected by the Board of Directors in consultation with the Committee on International Relations.
  3. In her capacity as Coordinator for International Relations (CIR), the Director for International Relations shall represent CFUW on the Council of IFUW, and at the annual meeting of the United Nations Committee on the Status of Women. If she is unable to attend either meeting, she shall recommend a replacement to be appointed by the CFUW Board of Directors.

BY-LAW XVIII - APPOINTMENT OF AUDITORS

The CFUW Voting Body shall at each annual meeting appoint an auditor to audit the accounts of CFUW to hold office until the next annual meeting provided that the Board of Directors may fill any casual vacancy in the office of auditor. An audited financial statement shall be prepared for presentation to the CFUW Voting Body at the Annual General Meeting.

BY-LAW XIX - AMENDMENTS

  1. Amendments to this Constitution and these By-Laws may be proposed by Clubs and/or Alumnae Associations, Provincial or Regional Councils, the Board of Directors of CFUW. CFUW Standing and Special Committees may submit amendments through the Board of Directors.
    1. Proposed amendments, accompanied by a rationale for such amendments, shall be sent to the Chair of the Constitution, By-Laws and Standing Rules Committee. After examination to ensure conformity with existing By-Laws, they shall be sent to the CFUW Voting Body least five months before an Annual General Meeting.
    2. This Constitution and these By-Laws may be amended by a two-thirds vote of the votes cast at an Annual General Meeting. Such amendments as require Ministerial approval shall not come into effect until receipt of Ministerial approval.
    3. In case of an emergency these By-Laws may be amended by a two-thirds affirmative vote by post or facsimile, unless the appropriate federal authority requires a meeting. Where a signature is required, electronic mail will not be accepted. Such procedure shall have been approved by a two-thirds vote of the Board of Directors. Details shall be forwarded to the CFUW Voting Body along with rationale, ballot and the date for receipt of votes at CFUW National Office.
    4. Further rules and procedures for dealing with amendments shall be set forth in the Standing Rules (see S.R. F.2).
  2. This Constitution and these By-Laws as a whole may be revised at an Annual General Meeting only after authorization at a previous Annual General Meeting, the procedure to be followed to be decided by the Annual General Meeting at the time of authorization.
    1. Amendments to the Standing Rules may be proposed by Clubs and or Alumnae Associations, Provincial or Regional Councils, the Board of Directors and Standing and Special Committees. Such amendments shall be sent to the Chair of the Constitution and By-Laws Committee at least seven months before the Annual General Meeting and shall be forwarded to the CFUW Voting Body at least five months before the Annual General Meeting.
  3. In the event that the Board of Directors shall deem it necessary, they may amend the Standing Rules between Annual General Meetings provided that such amendments shall have force and effect only until they have been submitted for confirmation at the next Annual General Meeting following their adoption or implementation; and, in default of confirmation at such meetings, shall at and from that time cease to have force and effect.

BY-LAW XX - CLUB NAME AND USE OF CLUB AND CFUW NAME AND LOGO

  1. New Clubs shall be designated "Canadian Federation of University Women (geographic location)".  Existing Clubs shall be encouraged to change their name to "Canadian Federation of University Women (geographic location)" as and when the Club deems it appropriate.  Such names shall be approved by the Director of Membership and ratified by the Board of Directors before taking effect.
  2. Use of the Club and the CFUW Name and Logo shall be as set out in the Standing Rules

BY-LAW XXI - INDEMNITY - DIRECTORS AND OTHERS

  1. Every Director or Officer of the corporation or other person who has undertaken or who is about to undertake any liability on behalf of the corporation or any company controlled by it and their heirs, executors and administrators, and estate and effects, respectively, shall from time to time and at all times be indemnified and saved harmless out of the funds of the corporation from and against:
  2. All costs, charges and expenses whatsoever which such Director, Officer or other person sustains or incurs in or about any action, suit or proceedings which is brought, commenced or prosecuted against her, or in respect of any act, deed, matter or thing whatsoever, done or permitted by her, in or about the execution of the duties of her office or in respect of any such liability.
  3. All other costs, charges, and expenses which she sustains or incurs in or about or in relation to the affairs thereof except such costs charges or expenses as are occasioned by her own wilful neglect or default.

BY-LAW XXII Parliamentary Authority

The rules contained in the current edition of Roberts Rules of Order Newly Revised current edition shall govern CFUW in all cases to which they are applicable, and in which they are not inconsistent with the By-Laws or Standing Rules.

BY-LAW XXIII - DISSOLUTION

  1. In the event of the Dissolution of CFUW, all its assets remaining after payment of its liabilities shall be distributed to any scholarship or bursary endowment fund held by any one or more of those Canadian universities or colleges which are members in good standing of AUCC.
  2. The Board of Directors shall alone, and in its entire discretion, make such distribution.

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STANDING RULES

  1. The Standing Rules are related to the administration of the Canadian Federation of University Women. It is their purpose to:
    1. Supplement the provisions of any of the By-Laws whenever such Standing Rules may be deemed advisable to give effect to the clear intent of the By-Law;
    2. Establish the duties of the Governing Bodies and the general duties of the members thereof;
    3. Establish the duties of the members of the CFUW staff;
    4. Establish the duties of Standing Committees;
    5. Establish the duties of the Special Committee on Nominations and the additional procedures regarding nominations and elections;
    6. Establish the duties of the Special Committee on the Constitution, By-Laws, and Rules and the additiona procedures regarding amendments; and
    7. Govern matters of procedure and policy.

SUPPLEMENTARY PROVISIONS

Rule A.1 Membership (By-Law II)

Additional Provisions for Membership in a Club (By-Law II)

  1. Eligibility for membership
    1. A woman shall be eligible who has received a degree from a university or college which thereafter loses its membership in AUCC, providing that the qualifying degree was received at or before the fall of convocation immediately following the academic year during which the membership was lost.
    2. A woman shall be eligible who has received a degree from a Canadian university or college prior to the date on which that university or college became a member of AUCC, provided that the CFUW Director of Membership shall be satisfied that the degree is acceptable to a Canadian university or college which is a member of AUCC as the equivalent of a bachelor's degree granted by that university or college.
  2. Admission of New Club
  3. The Board of Directors of CFUW shall give formal recognition and issue a charter to a new Club seeking membership in CFUW when the CFUW Director of Membership is satisfied that the conditions of the By-Law II 2 have been met, upon the receipt and acceptance of its constitution and by-laws and a list of paid-up charter members, including names, degrees, universities, and year obtained.
    1. Withdrawal of Clubs or Alumnae Associations
  4. The CFUW charter of a Club or Alumnae Association which withdraws from CFUW shall be returned to CFUW National Office for safekeeping. The Director of Membership shall request the return of the charter.
    1. Transfer of membership privileges from other National Federations and Associations
      1. Life Memberships of other national federations or associations shall not be considered transferable to CFUW. Such Life Members may proceed to become regular members of a Club upon meeting the requirements of By-Law II 2.
      2. In accordance with the IFUW Constitution and By-Laws, members of other national federations or associations of university women holding membership in IFUW who are visiting Canada (a) may attend CFUW meetings but may not vote, and (b) shall be entitled for one year to attend meetings and enjoy all privileges of membership, except the privilege of voting in matters affecting CFUW, in any Club in CFUW. Such "visiting members" shall, if deemed necessary by a Club, be charged a Club fee but no CFUW per capita dues

Rule A.2 Dues (By-Law III) - Additional General Rules Regarding Dues

  1. A new Club or Alumnae Association shall pay CFUW per capita dues at the end of the fiscal year in which they receive charter. CFUW will return to the new Club per capita dues for the first ten members to assist with development costs already incurred.
  2. A new Member-at-Large shall pay annual CFUW Member-at-Large dues when her application for membership is approved.
  3. It shall be the responsibility of member Clubs of CFUW to pay CFUW dues based on the membership at the end of each fiscal year of the Club. Persons joining CFUW at any time during the year shall be expected to pay full CFUW dues for that year.
  4. Motions affecting dues shall be considered to have been passed in August of the calendar year in which the AGM takes place

Rule A.3 Canadian Federation of University Women Charitable Trust (By-Law VII 1.2)

  1. The Board of Directors shall, when necessary, appoint Trustees of the CFUW Charitable Trust, in accordance with the provisions of the Trust Agreement dated July 27, 1976, and with the provisions below.
  2. There shall be at least three and not more than six Trustees.
  3. The Treasurer of CFUW shall be the Chair of the Charitable Trust.
  4. At least one Trustee shall have been a Trustee during the previous Biennium.
  5. The Board of Directors shall designate one Trustee as Treasurer of the Charitable Trust.

B. DUTIES OF THE GOVERNING BODIES (By-Law VII)

Rule B.1 Board of Directors

  1. Initiate AGMs (location, agenda, program, etc.) in consultation with the host Clubs.
  2. Appoint legal advisors or other professionals.
  3. Recommend the appointment of qualified members to external bodies as CFUW representatives.
  4. Review disputed membership applications in consultation with Director of Membership and make decisions concerning eligibility.
  5. Consider matters of delinquent dues.
  6. Consider action plans, annual reports, and interim reports from the Standing Committees and other Board members at each meeting.
  7. Provide support for the President in such areas as future directions and strategies.
  8. Assist in developing and implementing the policies and programs of CFUW.
  9. Approve the action plans of CFUW.
  10. Supervise and review the financial policies and affairs of CFUW in conjunction with Finance Committee and submit an audited financial statement to the AGM.
  11. Recommend the appointment of an Auditor to the AGM.
  12. Administer the affairs of CFUW other than those specifically delegated to National Office.
  13. Appoint someone to replace a member of the Board of Directors who is no longer able to carry out her duties.
  14. Consider and recommend policy direction and initiatives to AGMs, general membership and/or Provincial or Regional Councils.
  15. Appoint Trustees to the CFUW Charitable Trust.
  16. Ratify the appointment of the Chair of the Credentials Committee at the Board Meeting immediately following the AGM and prior to one at which she is to assume her duties. If possible, she shall come from the area in which the AGM is held.
  17. Approve and recommend the financial terms of the Fellowships Program in consultation with the Fellowships and Finance Committees and Charitable Trust Trustees.
  18. Delegate additional duties to appropriate members of the Board as and when the need arises.
  19. Hire/replace the Executive Director.
  20. Appoint a Recording Secretary to function at AGMs and the Board of Directors meetings held in conjunction with the AGM and at mid-year Board meetings.
  21. Appoint Chairs of all Subcommittees, Special and Ad Hoc Committees.
  22. Govern with a united voice.

Rule B.2 The Individual Members of the Board of Directors

  1. Attend all meetings of the Board of Directors and AGMs.
  2. Represent the President at meetings, functions and hearings when requested.
  3. Attend meetings/conferences on behalf of CFUW when requested and report on same to the Board of Directors.
  4. Administer her budget allocations and forward expense claims to National Office at least quarterly. A Regional Director shall forward her budget through her Vice President.
  5. Keep a personal record of expenses.
  6. Submit proposals for the spending of money to the Finance Committee with proposed budget and supporting details at least one month before the Finance Committee meeting.
  7. Assure that their external correspondence and the President or her designate approves briefs relating to CFUW policy matters.
  8. Send copies of all important CFUW correspondence, notices, minutes, briefs and newsletters to National Office.
  9. Submit interim reports and action plans as requested as well as a written annual report.
  10. Encourage capable members to assume leadership positions in CFUW.
  11. Encourage qualified CFUW women to serve on boards, commissions, etc.
  12. Prepare articles for CFUW publications when appropriate.
  13. Develop and maintain a procedures manual, logbook and reference file for her successor. This shall include keeping the CFUW Policy Book up-to-date and passing it on to her successor.
  14. Network and participate with other groups and organizations on matters of mutual concern as per CFUW Policy.
  15. Whenever practical be prepared to give or assist with workshops and presentations on request
  16. Advise the Board of possible sources of funding programs.
  17. Be prepared to undertake any additional duties and responsibilities, if requested.

Rule B.3 The President

  1. Be the Chief Executive Officer of CFUW.
  2. Preside at, or designate an alternate for, all meetings of the Board of Directors and AGMs.
  3. Be an ex-officio member of all Standing, Special or Ad Hoc Committees, except the Nominations Committee.
  4. Be an ex-officio member of all Provincial/Regional Council Executives.
  5. Be the official spokesperson and/or representative for CFUW except at IFUW Council meetings where the CIR shall be the representative of CFUW.
  6. Manage the affairs of CFUW in a manner that ensures that the aims and policies of CFUW are carried into effect.

Rule B.4 The Vice Presidents

  1. Assist the President in all facets of the organization of CFUW.
  2. Represent the President at meetings of CFUW and with other organizations upon her request.
  3. Review and/or present resolutions and/or briefs prepared for presentation to Provincial Governments and other government bodies within her area of responsibility.
  4. Assist the President in implementing policies.

Rule B.5 The Regional Directors

  1. Promote the welfare and strength of existing Clubs, the organization and the development of new Clubs, and the participation of members of Clubs and Alumnae Associations in Provincial and Regional meetings.
  2. Plan Provincial or Regional meetings in co-operation with the Vice-President(s) of the region and, if applicable, the other Regional Directors.
  3. Present resolutions passed at Annual General Meetings and Provincial/Regional meetings to the appropriate bodies.
  4. Forward budget requests and all approved expenses for payment through her Vice President.

C. DUTIES OF MEMBERS OF CFUW STAFF (BY-LAW V)

Rule C.1 The Executive Director shall

  1. Report to the President and Board of Directors on all matters pertaining to the administration of the National Office, including recommendations of staff appointments and dismissals.
  2. Oversee the coordination and production of National Office publications.
  3. Maintain regular liaison with the President.
  4. Not hold office in a CFUW Club, nor be entitled to vote on any matter before the CFUW Governing Bodies.
  5. Be responsible for the day-to-day operations of CFUW at the direction of the President and within the policies approved by the CFUW Voting Body.
  6. Perform such other duties as may be required of her by the President or Board of Directors.
  7. Be responsible, at the direction of the President, for circulating to all members of the Board of Directors, Regional Directors, Clubs, Alumnae Associations, and Past Presidents of CFUW, notices and minutes of Annual General Meetings, reports, newsletters and other necessary information and questionnaires. She shall send notice of AGMs and such other material as the Board of Directors shall direct to Members-at-Large and see that CFUW Publications are sent to them.

D. ADDITIONAL GENERAL RULES GOVERNING ALL STANDING COMMITTEES (BY-LAWS VIII.1)

Rule D.1 General

  1. Each Chair (except the Chairs of the Finance and Fellowships Committees) shall name her Committee, taking into consideration geographical representation, Provincial or Regional Council representation, and the list of qualified members submitted by the Clubs to the Nominations Committee. The Committees shall consist of not fewer than five and not more than twelve members. The number of members for the Finance Committee and the Fellowships Committee is defined in BY-LAW VIII 2.1. A Member-at-Large may be a member of a Standing Committee.
  2. Each Chair (except the Chairs of the Finance and Fellowships Committee) shall select an assistant, and, where deemed necessary, a local working committee in addition to corresponding members.
  3. Each Chair shall report the names of her assistant and the local working committee members at the Board meeting immediately after the AGM at which she took office.
  4. Each Chair shall report the names of the corresponding members of her committee, if any, and a tentative program of work to the President for her ratification not more than two months after the AGM at which she took office.
  5. Each Chair shall organize and chair meetings of her committee and arrange for minutes to be taken and circulated. If possible, she shall arrange a meeting held in conjunction with the AGM.
  6. Each Chair shall maintain regular contact with her committee by appropriate communication methods (i.e. mail, phone, newsletter, fax, e-mail, etc.).
  7. Each Chair shall work with her committee to initiate resolutions and/or recommendations for consideration at AGMs.
  8. All Chairs where applicable, and especially Education, International Relations, Legislation, Resolutions and Status of Women and Human Rights, shall ensure that the CFUW Membership Brochure inserts are kept up to date.

Rule D.2 Subcommittees of Standing Committees

  1. The Health Subcommittee shall function within the Status of Women and Human Rights Committee and report to that Committee's Chair.
  2. The Policy Book Subcommittee shall function within the Resolutions Committee and report to the Director of Resolutions. The duties of the Subcommittee shall be to provide information to update the Policy Book.

Rule D.3 Director of Membership

  1. It shall be the duty of this Director to:
    1. Serve as Chair of Membership Committee. It shall be the duty of this committee to:
      1. Encourage the development of new Clubs, working closely with the Regional Directors.
      2. Recommend to the Board the admission of new Clubs, after checking the eligibility and approving the Clubs Constitutions.
      3. Develop strategies to attract new members and retain present ones.
    2. Provide the IFUW Membership Committee with information on any changes in status of degrees that are awarded by Canadian colleges and universities

Rule D.4 Director of Strategic Planning

It shall be the duty of this Director to:

  1. Be responsible for the "building" aspects of CFUW.
  2. Develop a process for, and maintain ongoing evaluation of, CFUW structure and direction.
  3. Fulfill all requirements of the Corporate Secretary.
  4. Serve as Chair of Strategic Planning Committee. It shall be the duty of this committee to develop a Strategic Plan for CFUW in consultation with the Board of Directors, Provincial/Regional Councils, Regional Directors, Clubs, Alumnae Associations and Members-at-Large.
  5. Ensure that an updated copy of the CFUW Strategic Plan be made available to the Clubs annually.

Rule D.5 Director of Educational Affairs

It shall be the duty of this Director to:

  1. Chair the Education Committee. In that capacity she shall:
    1. Consider questions affecting education in Canada.
    2. Co-ordinate educational initiatives at a national level.
    3. Encourage studies among Clubs and Alumnae Associations on educational matters.
    4. Recommend to CFUW such actions and activities relating to education as may be advisable
  2. Maintain regular liaison with the Chair of the Libraries and Creative Arts Committee
  3. Represent CFUW on the Canadian Subcommittee to UNESCO.

Rule D.6 Fellowships Committee

  1. The Fellowships Committee shall report to the Board of Directors through the Director of Finance.
  2. It shall be the duty of the Fellowships Committee to:
    1. Publicize all available CFUW and IFUW awards through the Clubs and Alumnae Associations.
    2. Make CFUW awards to the candidates best qualified.
    3. Make recommendations to CFUW on all matters pertaining to the CFUW Fellowships and Awards.
    4. Determine, in consultation with the Finance Committee and with the Trustees of the Charitable Trust, the financial terms of the Fellowships program at least two years prior to the date of awards for the approval of the Board of Directors.
    5. This Committee shall meet at National Office not later than April 15 to make final decision on awards.
  3. The clerical work of this Committee shall be carried out by a CFUW staff member specifically assigned for this purpose.

Rule D.7 Libraries and Creative Arts Committee

  1. The Libraries and Creative Arts Committee shall report to the Board of Directors through the Director of Educational Affairs.
  2. It shall be the duty of the Libraries and Creative Arts Committee to:
    1. Be responsible for having the Public Library Grant and the Creative Music Award presented.
    2. Consider questions concerning libraries and the creative arts in Canada and foster an informed and liberal attitude toward them.
    3. Encourage and correlate studies and activities among the Clubs and Alumnae Associations in the fields of libraries and creative arts.

Rule D.8 Director of Finance

  1. The Director of Finance (Treasurer) shall chair the Finance Committee. In that capacity, she shall:
    1. Prepare and present annually a budget and a recommendation on Financial Policies for the approval of the CFUW Board of Directors, and the CFUW Voting Body.
    2. Supervise all expenditures of CFUW.
    3. Advise on investments, the financing of CFUW and the expenses of the members of the Board of Directors.
    4. Recommend to the Board of Directors, in consultation with the Fellowships Committee and with Trustees of the CFUW Charitable Trust, the financial terms of the Fellowships program at least two years prior to the date of the awards.
  2. As Chair of the CFUW Charitable Trust she shall:
    1. Receive reports from the Trustees of the CFUW Charitable Trust.
    2. Serve as an ex-officio non-voting member of the Fellowships Committee.

Rule D.9 Director of and Coordinator for International Relations

  1. The Director of and Coordinator for International Relations shall chair the International Relations Committee. In that capacity she shall
    1. Keep the membership informed of the aims and activities of IFUW.
    2. Stimulate interest in international issues and promote international friendship and understanding.
    3. Recommend to CFUW such study and action as may be advisable on international relations.
  2. In her capacity as Coordinator for International Relations (CIR) on the Council of IFUW, she shall:
    1. Cooperate with other federations and associations.
    2. Fulfill the assignments described in By-Law XVII.3

Rule D.10 Director of Legislation

The Director of Legislation shall chair the Legislation Committee. In that capacity, she shall:

  1. Keep the Board of Directors, Provincial/Regional Councils, Regional Directors and Clubs informed of significant federal and provincial legislative developments pertaining to matters of interest to CFUW, and to propose to CFUW needed changes in legislation. It shall be particularly aware of the legal, economic, and professional status of women.
  2. Compile relevant reference material, which shall be available to the Board of Directors, Regional Directors, Clubs and Alumnae Associations.
  3. Initiate research and assist in the preparation of briefs concerning CFUW interests.
  4. Initiate research and assist in the presenting of briefs and resolutions to the appropriate federal and provincial authorities.
  5. Recommend research into and action on provincial/federal issues that may not be of immediate CFUW concern, but which may evolve into CFUW issues.
  6. Ensure that the Legislation Committee has one member in each province in addition to the core committee.

Rule D.11 Director of Resolutions

  1. It shall be the duty of this Director to:
    1. Receive and present to CFUW all resolutions submitted for CFUW consideration originating with Clubs, Provincial or Regional Councils, the Board of Directors, CFUW Standing and Special Committees.
    2. Advise the CFUW Board of Directors, Regional Directors and the Clubs each year of the resolutions procedures.
    3. Provide guidelines for those preparing resolutions
    4. Maintain and update annually the Policy Book established in Standing Rules G 2.6.
  2. The Director of Resolutions shall chair the Resolutions Committee. In that capacity, she shall have the power to:
    1. Return to the sponsoring body, or its representatives any resolution that is not national in scope, or that contravenes the Constitution and By-Laws or Standing Rules.
    2. Put the resolutions into their proper form, in consultation with the sponsoring bodies or their representatives.
    3. Consolidate similar resolutions in consultation with the sponsoring body or its representative.
    4. Return a resolution which is based on patently incorrect information to the sponsoring body or its representative.
  3. The Chair of the Resolutions Committee, or her designate, shall report to the Board of Directors and the AGM all CFUW resolutions referred to it (subject to Standing Rule D11.2.4), all proposed amendments received, and the recommendations of the Resolutions Committee. The Resolutions Committee may recommend the adoption of a resolution, its rejection, or the adoption of a resolution as amended by the incorporation of some or all of the proposed amendments received; or the Resolutions Committee may make no recommendations.
  4. Amendments made by the CFUW Voting Body to a resolution put forward by the Resolutions Committee shall be the proposed amendments already received and distributed, or the withdrawal of such proposed amendments. Amendments to the proposed amendments shall be acceptable, if they are made by adding, striking out, inserting or striking out and inserting a word or words or substance.
  5. The Resolutions Committee shall be governed by the following timetable in preparing and presenting CFUW Resolutions:
    1. November 1st: The sponsoring body shall be required to give notice of the intention to submit a resolution by this date. From time to time issues appear which need policy drafted outside normal time lines. In such cases the sponsoring body shall contact the Resolutions Committee immediately.
    2. November 15th: All resolutions must be received by the Chair of the Resolutions Committee by this date. The sponsoring body shall, at the same time, send copies of such resolutions to the Chair of any relevant Standing or Special Committees.
    3. February 5th: The resolutions in their proper form shall be sent from National Office to Clubs, Regional Directors and the members of the Board of Directors for study and evaluation.
    4. May 1st: Any amendments to the resolutions must be received by the Chair of the Resolutions Committee by this date. The sponsoring body shall, at the same time, send copies of such amendments to the Chair of any relevant Standing or Special Committees.
    5. As soon as possible after May 10th, copies of all proposed amendments received, and the recommendations of the Resolutions Committee, shall be sent to the sponsoring bodies that may then submit amended or substitute resolutions, action plans and lists of amendments, to be accepted or rejected, to the Resolutions Committee by May 31st. Such resolutions, amendments, accepted and rejected, and action plans shall be sent to the Clubs and members of the Board of Directors before the AGM. If it is not possible such material shall be distributed to members of the voting body on arrival at the AGM.
  6. Emergency Resolutions may be called up by a four-fifths affirmative vote of the votes cast at an AGM, provided that the proposed resolutions have been received and announced by the Chair at least twenty-four hours before taking such a vote. They shall require a two-thirds affirmative vote of the votes cast at an AGM for adoption. If time does not allow for discussion and vote on such resolutions, a majority affirmative vote of the votes cast may order them acted upon by a vote by mail, the vote to be by the CFUW Voting Body following the procedures laid down in By-Laws XIV 1.1, XIX 1.4 of the CFUW Constitution and By-Laws.
    1. If possible, Emergency Resolutions should be mailed out before the AGM.
  7. Urgent Resolutions, deemed by a two-thirds affirmative vote of the Resolutions Committee and a majority vote of the Board of Directors to require action before an AGM may be voted on by mail by members of the CFUW Voting Body. A majority vote of the CFUW Voting Body shall be required for the adoption of such an urgent resolution.
  8. The procedure for presentation of public policy of other organizations for consideration at a CFUW AGM, and adoption as CFUW policy shall be as follows:
    1. Such public policies, together with supporting documentation, shall be sent to the appropriate CFUW Standing Committee for study. After consideration, they shall make a recommendation to the Resolutions Committee by December 31st.
    2. On the recommendation of the Standing Committee and subject to the powers outlined in 11.2, the Resolutions Committee shall include it with the CFUW proposed resolutions, to be forwarded by the Resolutions Committee to the Clubs, Regional Directors and members of the Board of Directors by February 15th.
    3. No amendments shall be permitted to such established, public policies of the organization.
    4. Such policy shall be presented to the CFUW Voting Body at an AGM following debate and voting on the regularly proposed and emergency resolutions.
  9. A resolution shall be adopted if it receives a two-thirds vote of those present and voting at the AGM.
  10. Resolutions adopted by the CFUW Voting Body that ask for action shall be carried forward as follows:
    1. If addressed to the federal government or any national or international body, by the President of CFUW.
    2. If addressed to provincial governments or any provincial body, by the Regional Director; or in the case of Quebec, Ontario or British Columbia, by the regional Vice-President.
    3. If addressed to municipal governments or any local body, by the Presidents of Clubs. When a brief to accompany a resolution is desirable, it shall be drafted by the body sponsoring the resolution, who may ask the assistance of the CFUW Legislation Committee. Briefs shall not include any policy statements not based on established CFUW policy, according to Standing Rule G.2. Resolutions that are adopted by the CFUW Voting Body that do not ask for immediate action but are policy statements of belief shall be recorded in the Policy Book established in Standing Rule G.2 and shall henceforth govern CFUW's conduct.
  11. Not withstanding the above, members of CFUW and of CFUW Clubs are expected to participate in furthering the intent of resolutions through their own briefs, representations or other actions.

Rule D.12 Director of Status of Women and Human Rights

The Director of Status of Women and Human Rights shall chair the Status of Women and Human Rights Committee. In that capacity she shall:

  1. Consider questions concerning the legal, economic, social and professional status of women.
  2. Consider questions concerning the human rights of groups and individuals.
  3. Encourage studies among the Clubs and Alumnae Associations in matters concerning the status of women and human rights.
  4. Recommend to CFUW such action and activities in these areas as may be advisable.
  5. Maintain liaison with the Chair of the Health Subcommittee.

NOMINATIONS AND ELECTIONS: DUTIES OF THE SPECIAL COMMITTEE ON NOMINATIONS (BY-LAW IX 1) AND ADDITIONAL PROCEDURES REGARDING NOMINATIONS AND ELECTIONS (BY-LAWS XIV, XVI)

Rule E.1 Nominations for the President

  1. The Chair of the Nominations Committee shall notify each Club of the "Call for Nominations for the Office of President" prior to the first Annual General Meeting of the Biennium, and ensure that the CFUW Nominations Forms are available.
  2. A candidate for President must have served on the Board of Directors.
  3. A President may not serve for two consecutive terms.
    1. A Club must nominate the candidate for President. The nomination must have the approval of the Club and be signed by any two (2) of the Club`s Table Officers
    2. The Chair of the Nominations Committee and the National Office must receive the nominations papers by September 30.
    3. The nominee may authorize the nomination form from only one Club.
    4. The Nominations Committee has the power to nominate a candidate for the office of President.

Rule E.2 Election of the President

  1. By the end of the first week of October following the deadline, CFUW National Office shall send to the CFUW Voting Body (as defined in By-Law VI. 2) a ballot and a voting package.
  2. Each ballot shall show support for one candidate
  3. The Club must submit the ballot to the Returning Officer who shall receive the ballots no later than December 31.
  4. The Returning Officer shall report the results, as quickly as possible, to the President and the Chair of the Nominations Committee.
  5. The President shall notify all candidates by phone of the name of the elected candidate
  6. President shall advise the Board of Directors, as soon as possible after the nominations deadline (E.2) Other CFUW members will be informed at the earliest possible date following the Board`s notification.
  7. The successful candidate shall be called the President-elect and shall attend all meetings of the Finance Committee and Board of Directors.

Rule E.3 Nominations for all Elected CFUW National Positions other than that of President

  1. The Chair of the Nominations Committee shall notify the CFUW Clubs and Alumnae Associations prior to the AGM in the first year of the Biennium of the "Call for Nominations" for all elected CFUW National positions other than that of President and distribute the CFUW Nominations Forms from the Nominations Committee.
    1. All Nomination Forms must be approved by the Nominating Club or Alumnae Association and be signed by the Nominee and by the President and Secretary of the Nominating Club or Alumnae Association.
  2. Special requirements for nominees
    1. Nominations for Vice-President and Regional Director shall be accepted only from the region concerned.
    2. Nominees for Director and Co-ordinator for International Relations shall have served on the Board of Directors.
    3. Nominees for the office of Chair of the Fellowship Committee shall be, or shall have been, a member of the Fellowship Committee.
    4. Nominees for the position of Director of Finance, Treasurer, and Chair of the Finance Committee shall have been a member of the Finance Committee.
    5. Nominees may be nominated for more than one office but may not hold more than one office.
    6. No member may hold the same office for more than two consecutive terms.
  3. The Chair of Nominations Committee shall stress to the Clubs, and Alumnae associations, the desirability of attracting some members who have not already served on the Board of Directors so as to avoid rotating offices.
    1. Nominations shall be received by the Nominations Chair no later than February 15 or business day prior, using the CFUW Nominations Form from the Nominations Committee, including the signature of both the President and Secretary of the Nominating Club or Alumnae Association and that of the nominee.
    2. The nominee will authorize the nominating form from only one Club or Alumnae Association.
    3. The Nominations Chair, at the same time as she requests nominations from the Clubs and Alumnae Associations, shall also solicit from them names of specially qualified members interested in serving on CFUW committees. These names shall be given to the incoming Chairs of the various committees as a possible source of committee members.
    4. The Nominations Committee shall have the power to nominate a candidate for any of the offices indicated in Section 3.1, e.g. where there has been no nomination, or to obtain a suitable geographical distribution of candidates, or a candidate with special qualifications for a particular office.
    5. The Nominations Committee shall compile a list of duly nominated candidates for CFUW National Office to send to the Board of Directors, Regional Directors, Clubs and Alumnae Associations, together with the ballots for contested positions (see Rule E.4.1 below).

Rule E.4 Election of all other Members of the Board of Directors, Regional Directors and elected Committee Chairs

  1. After February 15, CFUW National Office shall send a ballot package to the CFUW Voting Body as defined in By-Law VI 2.
  2. Ballots for Vice-President and Regional Director shall be sent only to and only accepted from Clubs, Alumnae Associations, Regional Directors and Members of the Board of Directors located within their own regions.
  3. Ballots shall be received by the Returning Officer no later than April 15th. Ballots from each Club and Alumnae Association shall show support for only one candidate for each office.
  4. Election results shall be reported to the President and Chair of the Nominations Committee by the Returning Officer as quickly as possible after April 15th.
  5. The President shall notify all candidates by telephone of the names of the candidates elected and shall advise the Board of Directors, Regional Directors, Clubs, Alumnae Associations and Members-at-Large by mail of the names of the candidates elected to the offices, whether by acclamation or as a result of an election. The notification is to be completed by May 31st.

Rule E.5 Term of Office for President, other Members of the Board of Directors, Regional Directors and Elected Committee Chairs.

The successful candidates shall be installed and assume office at the close of the AGM of the year in which they were elected and shall hold office until the close of the AGM at which a new Board of Directors is to be installed.

Rule E.6 Vacancies in Offices.

If any office remains vacant, the Board of Directors shall appoint a member to that office after consultation with Provincial / Regional Councils and Clubs.

Rule F. DUTIES OF THE SPECIAL COMMITTEE ON THE CONSTITUTION, BY-LAWS AND STANDING RULES AND ADDITIONAL PROCEDURES REGARDING AMENDMENT OF THE CONSTITUTION, BY-LAWS AND STANDING RULES

Rule F.1 The Constitution, By-Laws, and Standing Rules Committee (By-Law IX.2)

  1. Advise the Board of Directors, Regional Directors and the Clubs and Alumnae Associations on matters concerning the Constitution, By-Laws and Standing Rules.
  2. Receive and deal with proposed amendments to the Constitution and By-Laws according to the provisions By-Law XIX and Rule F.2 below.
  3. Assist the Board of Directors with amendments to the Standing Rules (By-Law XIX 1.5) and put amendments to the Standing Rules that have been approved in principle or in draft by the Board of Directors into proper form.

Rule F.2 Amendments to the Constitution, By-Laws or Standing Rules (By-Law XIX)

  1. Any sponsoring body must submit proposed amendments to the Chair of the Constitution, By-Laws and Rules Committee at least seven months prior to the AGM at which they are to be considered.
  2. The Chair of the Constitution, By-Laws and Standing Rules Committee shall send the proposed amendments to the CFUW Voting Body (as defined in By-Law VI 2) at least five months prior to the CFUW AGM.
  3. Proposed amendments to the amendments shall be sent to the Chair of the Constitution, By-Laws and Standing Rules Committee at least four months before an AGM.
  4. The Constitution, By-Laws and Standing Rules Committee shall correlate all the proposed amendments and send them to the Clubs, Alumnae Associations, Regional Directors and members of the Board of Directors three months before the AGM which is to consider them.

G. PROCEDURE AND POLICY

Rule G.1 Policy

  1. Policy is any governing principle, plan or course of action. It may establish a specific course of action; or it may be broad, philosophically based declaration of intent, a generalized statement which is goal oriented, establishing the direction for future discretionary action.
  2. CFUW policy on public matters must be within the limits expressed in Article II, Purpose, of the Constitution, and must not in any way supersede or contravene the Constitution or By-Laws. CFUW policy shall be established in any or all of the following ways.
    1. Resolutions adopted by the CFUW Voting Body including emergency or urgent resolutions.
    2. Motions and recommendations in reports or other documents adopted by the CFUW Voting Body.
    3. Resolutions adopted by the IFUW
  3. Any individual, Club, or Committee member speaking or writing, or appearing to speak or write, on behalf of CFUW, shall make statements based only on established CFUW policy; representations based on policy must follow the intent of the original policy source.
    1. No individual, Club member of any Standing or Special Committee shall use the name "Canadian Federation of University of Women" in speaking or writing in opposition to, or disagreement with, any established CFUW policy.
    2. Individual members of CFUW Clubs may join with other organizations on a short term, ad hoc basis to cooperate on matters of common concern. Such associations in no way commit CFUW to adhere to either current or future policies of the organization(s) with which they are cooperating.
    3. When appropriate, CFUW members may represent CFUW at meetings of other organizations in order to present CFUW policy on the specific issues under discussion.
    4. Any references by an individual member to CFUW shall be interpreted as use of the name outlined in Standing Rule G.2.3 and G.2.3.1.
  4. Procedures as established in By-Laws and Standing Rules shall be used to formulate or amend CFUW policies.
  5. The name "CFUW" shall not be used in speaking or writing matter on which there is no established CFUW policy except in:
    1. Resolutions, briefs and policy statements adopted by the voting body of any club provided that such policy is in accordance with any policy adopted by the CFUW Voting Body and provided that the area covered by the policy is primarily of provincial jurisdiction.
    2. Resolutions, briefs and policy statements adopted by the voting body of any club provided that such policy is in accordance with any policy adopted by the CFUW Voting Body or the voting body of the Provincial Council in the province in which the club is situated and provided that the area covered by the policy is primarily of municipal jurisdiction.
  6. CFUW shall have a Policy Book. The Resolutions Committee shall be responsible for maintaining and updating annually the Policy Book*. A copy of the Policy Book shall be sent to Clubs, Regional Directors, Board of Directors and Alumnae Associations who shall maintain it. Updates will be sent to Clubs, Regional Directors, Board of Directors and Alumnae Associations following the adoption of new or amended policies.
  7. The CFUW Directory or database may be used only for CFUW business and not for commercial purposes.

Rule G. 2 Affiliation

With the exception of IFUW, of which CFUW is an integral member, CFUW may not affiliate with any other organization

Rule G. 3 Partnerships/ Coalitions

CFUW may enter into a coalition/alliance with organizations whose purpose and policies are compatible with those of CFUW. Periodic review of this compatibility is required.

Rule G. 4 Dues

Annual Dues shall be paid by each Club on June 1st of each calendar year based on that Club's membership at its most recent fiscal Club year-end prior to that June 1st date except for those Clubs where the year-end falls between June 1st and August 31st who shall use the number of members who paid dues by June 1st of that year.

Rule G. 5 Delegate Selection

Any CFUW member registering for an IFUW Triennial Meeting may apply for delegate status by filing an "IFUW Delegate Profile Form" with National Office by January 30th, or a date designated by the Board, of the year in which the IFUW Triennial is to be held.

Rule H. BOARD ALUMNAE

  1. Membership in the Board Alumnae (formerly Resource Network) shall be open to:
    1. Former members of the National Board, National Committee members and Regional Directors.
    2. Former executive members of Provincial or Regional Councils.
  2. The Chair of the Board Alumnae shall be chosen by its members at a time, place and method of their choice.
  3. The Chair shall serve for the Biennium in which she was appointed and shall not serve more than 2 Biennial terms.
  4. The Chair of the Board Alumnae shall report to the Board of Directors through the Vice President in whose region/province she resides.
  5. It shall be the responsibility of members of the Board Alumnae to act as a source of information concerning CFUW history and policies for current CFUW members at National, Regional and Club levels.

1. To assist in developing a sound concept of educational values and in maintaining high standards of public education in Canada; to encourage advanced study and research by women university graduates.

2. To arouse and sustain among members an intelligent interest in all aspects of public affairs in the political, social, cultural and scientific fields; to encourage an active participation in such affairs by qualified women; and to provide an opportunity for effectual concerted action.

 

3. To foster a sense of responsibility and encourage women university graduates to place their education and professional training at the service of the community in local, national and international fields; to be concerned with human rights and at the same time to safeguard and improve the economic, legal and professional status of Canadian women.

 

4. To take action in concert with the International Federation of University Women, of which the Canadian Federation of University Women is a member, to effect change at the international level; to encourage friendship, cooperation and understanding among women university graduates worldwide.
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