Constitution and Bylaws

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CANADIAN FEDERATION OF UNIVERSITY WOMEN EDMONTON

The name of this organization shall be Canadian Federation of University Women Edmonton (CFUW Edmonton).

Purpose

The purpose of this organization shall be to promote educational interests, especially those of women in the Province of Alberta; to encourage students in university studies by granting academic awards; to provide an opportunity for social contacts; to stimulate the interest of university women in public affairs and to afford an opportunity for the expression of united opinion; to promote understanding among university women through cooperation with the Canadian Federation of University Women (CFUW) and Graduate Women International (GWI); and to be concerned with human rights and to safeguard and improve the economic, legal and professional status of women.

BYLAWS

ARTICLE I. Members and Dues

Section 1. (a) A woman is eligible for membership if she supports the Purpose of CFUW Edmonton and has:

(i) earned a degree, diploma or equivalent qualification from an institution of higher education; or
(ii) been accepted for a masters or doctoral program at a recognized tertiary institution; or
(iii) earned a professional designation or equivalent qualification that currently requires a degree, diploma or equivalent qualification ;

(b) A woman is eligible for membership who does not meet criteria in1(a) but supports the Purpose of CFUW Edmonton;

(c) A woman is eligible for student membership who is a full-time student at an institute of higher education.

(d) Eighty percent of the total membership shall consist of members eligible under Section 1(a).

Section 2. Any woman who qualifies for membership under Section 1 may apply to the  Membership Chair for an application form. Upon recommendation of the Membership Chair, the Executive Committee (after consultation, if necessary, with the CFUW Membership Chair) and upon payment of dues, the applicant shall become a member. CFUW Edmonton may accept new members at any time.

Section 3. Any member wishing to withdraw from membership may do so upon a notice in writing to the Executive Committee through its Secretary.

Section 4. Members shall pay annual dues. Dues paid by student members may be different from those of other members but shall include the national student member dues. The CFUW and Alberta Provincial Council dues shall be paid from the annual dues; a portion (not less than ten per cent) of the annual dues of each new member and of each reapplying member (one who has not been a member for at least one year and who has reapplied for membership) shall be paid to the Academic Awards Fund. The remainder of the annual dues shall be used as the organization decides. The dues for the following year shall be stated at the annual general meeting. The annual dues may be changed only at a general meeting by a three-quarters vote, with notice having been given in writing, by postal or electronic mail or by fax, at least one month previously. 

Section 5. Dues for renewing members are payable by September 30. Members whose outstanding dues are not paid by September 30 are presumed to have withdrawn. Former members may be reinstated by the Executive Committee upon full payment of current dues.

Section 6. Any member upon a majority vote of all members of the organization in good standing may be expelled from membership for any cause which the organization may deem reasonable.

ARTICLE II. Fiscal Year
The fiscal year of the organization shall close on June 30.

ARTICLE III. Auditing
Section 1. The books, accounts and records of the Secretary and Treasurer shall be audited at least once each year by a duly qualified accountant or by a member of the organization appointed for that purpose at the annual general meeting. A complete and proper statement of the standing of the books for the previous year shall be submitted by such auditor at the first general meeting in the next fiscal year.

Section 2. The books and records of the organization may be inspected by any member of the organization at any time upon giving reasonable notice and arranging a time satisfactory to the officer or officers having charge of same. Each member of the Executive Committee shall at all times have access to such books and records.

ARTICLE IV. Executive Committee
Section 1.The Executive Committee, in the Eirst year of a President’s term, shall consist of the following officers: President, Past-President, Secretary, Treasurer; and the following chairs: Program,Social, Membership, Communications, Interest Groups, Academic Awards. The Executive Committee, in the second year of a President’s term, shall consist of the following officers: President, President-Elect, Secretary, Treasurer, and the following chairs: Program, Social, Membership, Communications, Interest Groups, Academic Awards. The members of the Executive Committee shall perform the duties prescribed by these bylaws and by the parliamentary authority adopted by the organization.

Section 2. All members of the Executive Committee, with the exception of the President and the Past-President, shall be elected for a one-year term. The President shall be the President-Elect of the previous year and shall serve for two years; the Past-President shall be a member of the Executive Committee for the year immediately following her presidency.

Section 3. No Executive Committee member shall hold the same office for more than three consecutive terms.

Section 4. No one shall be an elected member of the Executive Committee for more than five consecutive years.

Section 5. In the event that an office or chair is or becomes vacant between elections, a successor to complete that term of office shall be appointed by the Executive Committee.

Section 6. Any member of the Executive Committee may be removed from office by a three-quarters vote at any general meeting with notice having been given in writing by postal or electronic mail or by fax at least one month previously.

ARTICLE V. Duties of the Executive Committee
Section 1. The Executive Committee shall direct the activities of the organization subject to the approval of the members; meet at the call of the President; have power to transact the business of the organization in the interim of its meetings; exercise borrowing powers when authorized by a three- quarters vote at any general meeting with notice having been given in writing by postal or electronic mail or by fax at least one month previously; appoint a financial advisory committee when deemed necessary; appoint an alternate delegate to the CFUW annual general meeting who will act if the President is unable to attend the CFUW annual general meeting; and appoint a second delegate to attend the Provincial Council meeting when deemed desirable.

Section 2. The Executive Committee shall within three months following the annual general meeting appoint the chairs of standing committees and representatives to groups with which the organization is affiliated.

Section 3. Signing officers shall be the President, President-Elect or Past-President, Secretary, Treasurer, any two of whom may act.

Section 4. Officers or chairs, except the Academic Awards Chair, may ask any members to assist with their duties, but individual officers or chairs shall be held responsible for carrying out the duties of their positions including voting at Executive Committee meetings.

ARTICLE VI. Duties of Members of the Executive Committee
Section 1. The President shall preside at all meetings of the organization and of the Executive Committee. She is a member ex officio of all committees except the Nominations Committee. She shall be a member of the Academic Awards Fund Executive Committee as stated in the bylaws of that fund. She shall be a delegate to the Provincial Council meetings. She shall be the delegate to the CFUW annual general meeting unless she is unable to attend, in which case the alternate delegate appointed by the Executive Committee in accordance with ARTICLE V, Section 1, shall act in her place.

Section 2. The Past-President shall during the year following her term of office as President be an active voting member of the Executive Committee. The Past-President shall assist the President in the performance of her duties and, in the event of the Presidentʼs inability to act, serve in her place. She shall be the CFUW Liaison and report to the organization on CFUW and GWI matters and report to CFUW on the affairs of the organization. She may represent the President at meetings of the Academic Awards Fund Executive Committee.

Section 3. The President-Elect shall assist the President in the performance of her duties and, in the event of the President’s inability to act, serve in her place. She shall be the CFUW Liaison and report to the organization on CFUW and GWI matters and report to CFUW on the affairs of the organization. She may represent the President at meetings of the Academic Awards Fund Executive Committee.

Section 4. The Secretary shall keep minutes of all meetings of the organization and the Executive Committee, and carry out the official correspondence of the organization including preparing the annual report to CFUW with the assistance of the Executive Committee. She shall be responsible for the organization’s records. Note: CFUW Edmonton does not have a Seal. She shall send the annual financial statement and the list of incoming officers to the Office of the Registrar of Corporations.

Section 5. The Treasurer shall have charge of the funds of the organization and keep account of receipts and disbursements; report monthly and annually to the Executive Committee and to the organization; submit for audit, after the fiscal year end, all books of account belonging to the organization; and prepare the annual budget with the aid of the Executive Committee and submit it to the membership for approval.

Section 6. The Program Chair shall be responsible for arranging the program for general meetings and other functions of the organization. She shall submit the program to the Executive Committee for approval.

Section 7. The Social Chair shall arrange the place of the general meetings and have charge of all social arrangements. She shall submit her arrangements to the Executive Committee for approval.

Section 8. The Membership Chair shall receive applications for membership; determine the eligibility of each applicant; receive membership dues and prepare receipts for the Treasurer’s signature; maintain a file of membership cards; prepare and distribute a membership list to members; and prepare the annual membership report to the CFUW Membership Secretary.

Section 9. The Communications Chair shall work in consultation with the Executive Committee. She shall be responsible for:

(a) promoting the organization‘s activities in order both to inform the general public and to attract new members;
(b) the production and distribution of the program brochure;
(c) the production and distribution of the newsletter;                                                                (d) maintaining the organization’s website.

Section 10. The Interest Groups Chair shall act as liaison between the Executive Committee and the conveners of study or social groups. She shall receive the membership lists and annual reports of the groups. It shall be her duty to facilitate interest group activities. She shall be an ex officio member of all interest groups.

Section 11. The Academic Awards Chair shall carry out her duties as set forth in the bylaws of the Academic Awards Fund. She shall serve as liaison between CFUW Edmonton and the Academic Awards Fund.

ARTICLE VII. Standing Committees and Their Duties
Section 1. The Standing Committees of the organization shall be Archives, Resolutions, Bylaws.

(a) The Archives Committee shall be responsible for the records pertaining to the history of the organization and keep an index of such material. Records should be regularly transferred to the Provincial Archives of Alberta for safekeeping.

(b) The Resolutions Committee shall, upon the request of the Executive Committee, assist the proposing member or group in the preparation of resolutions to go forward to CFUW. The committee shall consider all resolutions to be presented to the organization and make recommendations thereon to the organization. The committee shall provide, by a method approved by the organization, opportunity to the members for discussion and vote on the resolutions, such vote to be given, for their guidance, to the organization’s delegates to the CFUW annual general meeting.

(c) The Bylaws Committee shall, upon request of the Executive Committee or the organization, propose amendments to the bylaws and advise the Executive Committee or the organization concerning the bylaws. It shall propose revision of the Name, Purpose and Bylaws at the request of the organization.

Section 2. Duties of the Chair of each standing committee shall include appointing the members of the committee and reporting their names to the Secretary; conducting the correspondence of the committee; holding a meeting of the committee at least once a year; attending meetings of the Executive Committee when invited; presenting an annual report of the work of the committee to the Secretary.

ARTICLE VIII. Special Committees
Special committees may be appointed for specific tasks by the Executive Committee or the organization; their terms of reference and their period in office shall be determined by the appointing body.

ARTICLE IX. Use of Name
Section 1. No member of the organization shall use the name “Canadian Federation of University Women” in speaking or writing in opposition to, or disagreement with, any established CFUW or CFUW Edmonton policy.

Section 2. Any member of the organization when speaking or writing, or appearing to speak or write, on behalf of CFUW or CFUW Edmonton shall make statements based only on established CFUW or CFUW Edmonton policy; representations based on policy must follow the intent of the original policy source.

Section 3. Any member of the organization when speaking or writing, or appearing to speak or write, on behalf of CFUW Edmonton, where there is no established policy, must receive prior approval from CFUW Edmonton Executive Committee.

ARTICLE X. Meetings
Section 1. The general meetings of the organization shall be held between September and May inclusive. Members shall receive written notice of meeting dates and times by postal or electronic mail or by fax a minimum of 8 days before the September general meeting. These notices will be sent by postal or electronic mail or by fax to the last known address of each member.

Section 2. The annual general meeting shall be the general meeting held in April, and shall be for the purpose of electing the Executive Committee, except the Academic Awards Chair, receiving reports of committees and officers and for any other business that may arise.

Section 3. Special meetings of the organization, at which only the designated business shall be considered, may be called

(a) by a motion passed at a general meeting; or
(b) by the Executive Committee or President; or
(c) by a petition in writing by postal or electronic mail or by fax, signed by no fewer than five members, to the Executive Committee, who must then call such a meeting within two weeks.

Notice of a special meeting shall be sent by letter, by postal or electronic mail or by fax, to the last known address of each member, delivered eight days prior to the meeting.

Section 4. Ten percent of the membership shall constitute a quorum for a general meeting or a special meeting of the organization.

Section 5. Executive Committee meetings shall be called by the President, normally once each month, with a minimum of five meetings per year.

Section 6. The quorum for a meeting of the Executive Committee is 50 percent of its members.

Section 7. A CFUW-Edmonton Executive meeting may be held entirely by means of a telephonic, electronic or other communication facility that permits all participants to communicate adequately with each other during the meeting.

ARTICLE XI. Voting
Any member who has not withdrawn from membership or been expelled as herein provided shall have the right to vote at any meeting of the organization. Such votes must be made in person and not by proxy or otherwise.

Section 1. A CFUW-Edmonton vote may be held entirely by electronic means with provisions made for members that do not have internet access to cast their vote. Notice of a vote shall be given to membership with no less than 8 days notice, voting will be open for no less than 5 days. Call of a vote is at the direction of the executive.

ARTICLE XII. Nominations
Section 1. At its October meeting, the Executive Committee shall appoint a Nominations  Committee consisting of at least two and not more than five members.

Section 2. Nominations for the Academic Awards Chair of CFUW Edmonton, and nominations for the Secretary and the Treasurer of the Academic Awards Fund, shall be received by the Nominations Chair by November 15. The nominee(s) for Academic Awards Chair of CFUW Edmonton and for Treasurer of the Academic Awards Fund must have served at least one year on either the Scholarship or the Bursary Committee of the Academic Awards Fund.

Section 3. A list of candidates for Academic Awards Chair of CFUW Edmonton and for Secretary and Treasurer of the Academic Awards Fund shall be sent by postal or electronic mail or by fax to the membership no later than one week before the January general meeting. This list shall include the names of all those properly nominated according to Section 2 above. No further nominations shall be accepted.

Section 4. Nominations for CFUW Edmonton Executive Committee members, except the Academic Awards Chair, shall be received by the Nominations Chair by February 15. Nominations shall be in writing and signed and be accompanied by an agreement to stand signed by the nominee.

Section 5. A list of candidates for all Executive Committee positions except the Academic Awards Chair shall be sent by postal or electronic mail or by fax to the membership no later than one week prior to the annual general meeting. This list shall include the names of all those properly nominated according to Section 4 above. No further nominations shall be accepted.

ARTICLE XIII. Elections
Section 1. The Academic Awards Chair of CFUW Edmonton and the Secretary and Treasurer of the Academic Awards Fund shall be elected at the January general meeting of CFUW Edmonton and shall assume their responsibilities immediately.

Section 2. Members of the Executive Committee, except the Academic Awards Chair, shall be elected at the annual general meeting and shall assume their responsibilities upon adjournment of the general meeting in May.

Section 3. When there is more than one candidate for an office, the following procedure shall be followed: voting shall be by ballot and only members shall be entitled to vote; the President shall appoint scrutineers to supervise the election; the candidate who receives the most votes shall be declared elected.

ARTICLE XIV. Remuneration
Unless authorized at any meeting and after notice for same shall have been given by postal or electronic mail or by fax, no officer or member of the organization shall receive any remuneration for her services.

ARTICLE XV. Profit or Gain
This organization shall be carried on without purpose of gain for its members, and any profits or other accretions to the organization shall be used in promoting its purpose.

ARTICLE XVI. Dissolution
This organization may be dissolved by a special resolution of its members. All its remaining assets, after payment of liabilities, shall be distributed to one or more registered charitable organizations in Canada to be named in the resolution.

ARTICLE XVII. Amendments
Section 1. These bylaws may be amended by special resolution at any general meeting of the organization by a three-quarters vote, provided that the amendment has been submitted in writing by postal or electronic mail or by fax to the membership at least one month previously.

Section 2. The preparation of a revision of the Name, Purpose and Bylaws may only be authorized at a general meeting, with a monthʼs notice having been given in writing by postal or electronic mail or by fax; at that meeting the procedure to be followed will be decided. The Name, Purpose and Bylaws may only be revised by special resolution, at a general meeting, with a monthʼs notice having been given in writing by postal or electronic mail or by fax.

ARTICLE XVIII. Special Resolution
Special resolution means a special resolution as defined in the Societies Act (Alberta).

ARTICLE XIX. Parliamentary Authority
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the organization may adopt.

Revised 1993. Amended 1997, 2001, 2002, 2007, 2013, 2017.