The Sudbury Executive Committee
CFUW Sudbury is guided by an executive committee comprised of five officers and twelve convenors. Each position is filled by a club member who has volunteered for the role. The term for each position is two years and this can be renewed once by all positions except President.
The officer positions include: President, Past President, Vice-President, Treasurer, and Recording Secretary. The twelve convenor postions include: Archivist, Awards, Corresponding Secretary, Interest Groups , Membership, Mentors, Newsletter, Program, Publicity, Social, and Webmaster.
Positions on the Executive can be shared. To be effective, Officers and Convenors of the Executive must work together as a team - achieving strategic plan goals and making recommendations for the future. The members of the Executive meet approximately every two months from August to June. Each position is asked to submit a year-end report before the Annual General Meeting. The Executive meeting in June welcomes the incoming officers and convenors and the outgoing membeers are able to pass on information to those new in their role.
President
The President provides leadership and direction to the Club. She presides over General and Executive meetings. In consultation with the Executive, she develops and distributes agendas for the General and Executive meetings as well as being an “ex officio” member of all committees except the Nominating Committee. She . She writes a monthly message for the newsletter as well as an annual report with input from the Executive for the AGM. She liaises with Ontario North Presidents, the Regional Director, Ontario Council and National. She attends the CFUW National and Ontario Council AGMs or appoints a delegate(s).
Past President
The role of the Past President is to support the Executive and to chair the Nominating Committee. She recruits members to serve on the Executive and presents the slate of the incoming Executive at the AGM.
Vice-President
The Vice-President chairs the Issues and Resolutions Committee. This committee reviews and evaluates CFUW National and Provincial resolutions, presents recommendations to the club and submits results of the vote to National and Provincial. The Vice-President is also responsible for bringing the Club banner to each meeting and event. The Vice-President is encouraged to attend Ontario Council and National Meetings whenever possible, and to communicate relevant information about CFUW issues to the membership. This position is a preparatory one as the Vice-President will be the next President.
Treasurer
The primary duty is to account for revenues and disbursements of the club’s general bank account. This includes drafting an annual budget based on input from the Executive, making bank deposits, issuing cheques and occasionally investing surplus through our bank. The Treasurer also issues tax receipts for donations to the CFUW-Sudbury Charitable Trust. The annual financial statement or our charitable tax return is handled by another member or an outside person.
Recording Secretary
The Recording Secretary position is the key one for communication with members. This position is often shared by two members. The Recording Secretary is responsible for taking o Minutes at Executive and General meetings which are then sent to the President for review and distribution.
Awards
The Awards Convenor and Committee are responsible for overseeing that the CFUW Scholarships and Bursaries are awarded to deserving recipients. This involves liaising with educational institutions to facilitate establishment and distribution of awards. One of the nicest parts of this role is attending the award ceremonies at Laurentian University, Cambrian College and the secondary school of the recipient of the Doris Thompson Lane Memorial Scholarship.
Corresponding Secretary
This is a great introduction to Executive. The Corresponding Secretary sends cards (congratulations, get well, thinking of you, sympathy) to members as well as copies of monthly newsletters and membership lists to those members who do not have computers.
Interest Groups
This is a pivotal role because the convenor supports the CFUW Sudbury Interest Groups. Our interest groups attract members, both new and seasoned, to try new things. During the summer, the convenor confirms with current Interest Group facilitators their willingness to continue, or if not, whether a new facilitator has been confirmed. Interest Groups are introduced and sign-up sheets are available at the September and October General Meetings. An online registrations system is also available to members. The Convenor ensures that all Interest Groups have a facilitator and provides a list of group members with contact information to each facilitator. She also liaises with Membership to ensure that all interest group members are current CFUW Sudbury members.
Membership
The lady or ladies fullfilling this role are in charge of maintaining our membership list. They manage the online registration form and liaise with the Treasurer to track paid/unpaid dues. The convenor(s) bring name tags to in-person meetings and encourages members to wear them. General promotion of membership is an additional responsibility. The major portion of the work is done in the autumn.
Mentors
This is usually a shared position. The mentors welcome and support new members. They communicate with new members regarding meeting dates, events and answer any questions that a new member may have. They ensure that new members have a name tag, and that they receive the monthly newsletter and club emails. Their primary duty is to host a new member reception in October or November to welcome new members to CFUW .
Newsletter
The Newsletter convenor prepares the monthly newsletters from September to May (excluding December) and arranges for it to be sent by email to members and others as per the Newsletter contact list. The Newsletter Editor has access to the cfuwsudbury@gmail.com account in order to recieve news and send out the newsletters.
Program
This is an important job as it requires choosing seven interesting speakers for our monthly meetings. Most of the planning is done during the summer. The Program convenors advise, introduce, and thank speakers, also providing a gratuity for presenters. Presentations can also take the form of a tour, a demonstration, an interview, or an activity-based event. A file is maintained of possible presenters and ideas.
Publicity
The role of the Convenor is to publicize Club activities and events to local media, social media, post secondary institutions and other appropriate organizations. This involves writing and distributing press releases. The Convenor liaises with Officers and Convenors about other news and events that need promotion (winners of scholarships, fundraising events etc.)
Social
The convenor(s) are responsible for the venue and refreshments at in-person general meetings.This includes booking the venue, compiling a list of members to provide treats, purchase tea, coffee, cream/milk and sugar for the meetings, make the tea and coffee and ensure the kitchen is cleaned after each meeting. The convenors are also responsible for the December and June Dinners. This is usually a shared position and can involve a team of volunteers.
Archivist
The archivist compiles relevant documents such as photographs, brochures, etc. as well as documents pertaining to fundraising events and social events. She is responsible for electronic storage of files (including minutes, membership lists etc.), posting Google Drive storage files as well as the paper archives at Laurentian University.
Webmaster
The Webmaster updates and maintains the CFUW Sudbury Website and Facebook page.
The officer positions include: President, Past President, Vice-President, Treasurer, and Recording Secretary. The twelve convenor postions include: Archivist, Awards, Corresponding Secretary, Interest Groups , Membership, Mentors, Newsletter, Program, Publicity, Social, and Webmaster.
Positions on the Executive can be shared. To be effective, Officers and Convenors of the Executive must work together as a team - achieving strategic plan goals and making recommendations for the future. The members of the Executive meet approximately every two months from August to June. Each position is asked to submit a year-end report before the Annual General Meeting. The Executive meeting in June welcomes the incoming officers and convenors and the outgoing membeers are able to pass on information to those new in their role.
President
The President provides leadership and direction to the Club. She presides over General and Executive meetings. In consultation with the Executive, she develops and distributes agendas for the General and Executive meetings as well as being an “ex officio” member of all committees except the Nominating Committee. She . She writes a monthly message for the newsletter as well as an annual report with input from the Executive for the AGM. She liaises with Ontario North Presidents, the Regional Director, Ontario Council and National. She attends the CFUW National and Ontario Council AGMs or appoints a delegate(s).
Past President
The role of the Past President is to support the Executive and to chair the Nominating Committee. She recruits members to serve on the Executive and presents the slate of the incoming Executive at the AGM.
Vice-President
The Vice-President chairs the Issues and Resolutions Committee. This committee reviews and evaluates CFUW National and Provincial resolutions, presents recommendations to the club and submits results of the vote to National and Provincial. The Vice-President is also responsible for bringing the Club banner to each meeting and event. The Vice-President is encouraged to attend Ontario Council and National Meetings whenever possible, and to communicate relevant information about CFUW issues to the membership. This position is a preparatory one as the Vice-President will be the next President.
Treasurer
The primary duty is to account for revenues and disbursements of the club’s general bank account. This includes drafting an annual budget based on input from the Executive, making bank deposits, issuing cheques and occasionally investing surplus through our bank. The Treasurer also issues tax receipts for donations to the CFUW-Sudbury Charitable Trust. The annual financial statement or our charitable tax return is handled by another member or an outside person.
Recording Secretary
The Recording Secretary position is the key one for communication with members. This position is often shared by two members. The Recording Secretary is responsible for taking o Minutes at Executive and General meetings which are then sent to the President for review and distribution.
Awards
The Awards Convenor and Committee are responsible for overseeing that the CFUW Scholarships and Bursaries are awarded to deserving recipients. This involves liaising with educational institutions to facilitate establishment and distribution of awards. One of the nicest parts of this role is attending the award ceremonies at Laurentian University, Cambrian College and the secondary school of the recipient of the Doris Thompson Lane Memorial Scholarship.
Corresponding Secretary
This is a great introduction to Executive. The Corresponding Secretary sends cards (congratulations, get well, thinking of you, sympathy) to members as well as copies of monthly newsletters and membership lists to those members who do not have computers.
Interest Groups
This is a pivotal role because the convenor supports the CFUW Sudbury Interest Groups. Our interest groups attract members, both new and seasoned, to try new things. During the summer, the convenor confirms with current Interest Group facilitators their willingness to continue, or if not, whether a new facilitator has been confirmed. Interest Groups are introduced and sign-up sheets are available at the September and October General Meetings. An online registrations system is also available to members. The Convenor ensures that all Interest Groups have a facilitator and provides a list of group members with contact information to each facilitator. She also liaises with Membership to ensure that all interest group members are current CFUW Sudbury members.
Membership
The lady or ladies fullfilling this role are in charge of maintaining our membership list. They manage the online registration form and liaise with the Treasurer to track paid/unpaid dues. The convenor(s) bring name tags to in-person meetings and encourages members to wear them. General promotion of membership is an additional responsibility. The major portion of the work is done in the autumn.
Mentors
This is usually a shared position. The mentors welcome and support new members. They communicate with new members regarding meeting dates, events and answer any questions that a new member may have. They ensure that new members have a name tag, and that they receive the monthly newsletter and club emails. Their primary duty is to host a new member reception in October or November to welcome new members to CFUW .
Newsletter
The Newsletter convenor prepares the monthly newsletters from September to May (excluding December) and arranges for it to be sent by email to members and others as per the Newsletter contact list. The Newsletter Editor has access to the cfuwsudbury@gmail.com account in order to recieve news and send out the newsletters.
Program
This is an important job as it requires choosing seven interesting speakers for our monthly meetings. Most of the planning is done during the summer. The Program convenors advise, introduce, and thank speakers, also providing a gratuity for presenters. Presentations can also take the form of a tour, a demonstration, an interview, or an activity-based event. A file is maintained of possible presenters and ideas.
Publicity
The role of the Convenor is to publicize Club activities and events to local media, social media, post secondary institutions and other appropriate organizations. This involves writing and distributing press releases. The Convenor liaises with Officers and Convenors about other news and events that need promotion (winners of scholarships, fundraising events etc.)
Social
The convenor(s) are responsible for the venue and refreshments at in-person general meetings.This includes booking the venue, compiling a list of members to provide treats, purchase tea, coffee, cream/milk and sugar for the meetings, make the tea and coffee and ensure the kitchen is cleaned after each meeting. The convenors are also responsible for the December and June Dinners. This is usually a shared position and can involve a team of volunteers.
Archivist
The archivist compiles relevant documents such as photographs, brochures, etc. as well as documents pertaining to fundraising events and social events. She is responsible for electronic storage of files (including minutes, membership lists etc.), posting Google Drive storage files as well as the paper archives at Laurentian University.
Webmaster
The Webmaster updates and maintains the CFUW Sudbury Website and Facebook page.