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Board Briefings Jamil-13,1999 The restructured Board ol the Federated Women’s Institutes of Ontario (FWlO) met at the Provrncial Oftice in mid-January tor their that meeting of 1999. Anhena Hacker. FWIO Presrdent. thanked Board Directors lor braving the weather. She noted that the extensrve agenda requrred “lots of discus- ston, input and decisions to be made." The Communications Link Between Board Directors and Between Board Directors and the Provincial Office The communications link or llow ol interma- hon between Board Directors. as welt as between Board Directors and the Provincial Oftice. lS critical. Because most at the cur- rent Board Direclors do not have computers or access to email. they decided that the least expensrve and qutckest way to com- municate is by tax. Since no word has been received about the uSed computers avail- able to Non-Govemmenlal Organizations (NGOsJ. Board decrded to reallocate the money to purchase live fax machines Ad- ditional lax machines can be budgeted tor in the iuture Between Board Directors and Provincial Advisory Council (PAC) Members Board is to assure PAC members that they will receive the necessary intormatlon lrorn the provincial level in a consistent manner via regular Board Director contact, Board Bnelings and the Home & Country. As well. Board should remind PAC that they are the critical link between the provincial level and the grassroots ot the organization. Between PAC and Branch Members When attending Subdivision and District meetings. PAC should request that mem- bers bring their Home E Country so inlomialion can be easily referred to and reviewed. It is important that PAC report what is happening - via personal contact wim their Board Director. Board Briefings and the Home 15 Country - in a consistent manner. 4 Home It Country, Spring I999 Reports: Standardized reporting procedures are also expected to help improve the communica- tions link between the Board of Directors and the live Coordinators. Reports from Coordinators are to be submitted to the Provrncial Cities 30 days prior to each Board meeting A Report Form lor use by Coordinators wrll include the followtng questions - Which committees have reported to you7 > - Which committees have you communi- cated wrlh” - Give a bnet description at committee protects/subjects - What challenges have committees en- countered? - How have the committees and Coordi- nators resolved these challenges? - Is a response andlor assrslance lrom Board required7 It yes. specily. Letters: All correspondence written by Board Direc- tors or Coordinators on FWlO letterhead should be copied to the Provrncral Ollice, ln-house mail should go outon photocopied letterhead. Ilwas suggested thata standard lormat tor writing letters be adopted throughout the organization. FWIO Provincial Board The key role ol the FWIO Provrncial Board is to direct and protect the organization. With this In l'lttl’td. what does the Board want to accomplish in 19997 They listed the lot» lowing as their priorities tor the upcoming yean - to establish a sound linancial looting - to select. prioritize and toltow through on programming lor 1993. 2000 and 2001 - to complete the constitution (reprinting ol the Handbook) v to plan tor a provrncial conlerence and regional/Area workshops - to continue to set policies and evaluate the new structure (including commit- tees) in January. 2000 ongoing goals or priorities Include: - improvrng communications - working together as a team - providing clear direction to the member- ship lnformation Items Life Memberships The consensus at Board was that members would not be reimbursed the $14. me cest of a tile membership badge. it they had a badge handed down to them. The $75 Lita Membership tee is a package - the Lite Membership status. certificate and badge. International Year of Older Persons Look tor programming ideas loithe Interna- tional Year at Older Persons on page 8 ct this issue of the Home 3 Country. Phone Busters It is estimated that consumers in Ontario lose approximately $80 million a year to lraudulent telemarketers. All age groups are targeted. However. the older citizen is especrally vulnerable. The FWIO Board has passed a motion to partner wrth Phone Busters The proposal is to organize reâ€" gional workshops to train one or two members lrom each DlSlllCl. who in turn train other members who would phone members making them aware ol telemar- keting traud These workshops will enable members to know how to recognize and react to lraudulent calls. The inlormalion has been directed to the Education Coordi- nator and the Program/Protect Committee tor development Details are lorthcoming. Ideas Wanted Any member wtlh ideas or suggestions tor provincial workshops. conferences or dis» plays tie. the Royal Agricultural Winter Fair Booth display). please send them vra your PAC member and Board Director to the provincial level ACWW 2001 Board brainstormed on how to enthuse members about the upcoming Associated Country Women ol the World (ACWW) Conference in 2001. A number of ideas were discussed on how to advertise the event and how to involve the membership: - promote ACWW 2001 as a chance to be pan ot a rare opportunity v issue an enthusiastic letter to all who attended Convention '97 - promote via regular notices and articles and front page coverage in the Home & Country newsletter - send a mailing to the Branches, once more programming and other interma- lion is known ‘ - advertise the world conlerence at Area Conventions 0 encourage Public Relations Ollicers at Branch. District and Area events to set up displays - get Branches, Districts and Areas in- volved wrth specific items for the Conference (ie. making napkin holders. etc.) - write an article inthe newsletteron “How to Organize a Bus Trip" 0 have local Branches or Districts organ- ize events so conlerence delegates can meet the members (as opposed to tradi~ tional bus tours) Other suggestions are welcome! Please send them to the Provincial Ollice via your Provincial Advisory Council Member and Board Director. News from Your International Convenur FWIO International Convener. Marg Harris, distributed an article to Board entitled “Not My Daughter: Banishing a Brutal Rite Passage." The anicte‘s description or ancient ritual of len'iale genital mutilation or FGM and its medical and psychological eta lects on young girls is horrilying. Ask your PAC member for a copy of this article lor discussion at the Branch level. Or copy it yoursell lrom the November/December 1998 edit tort of the Homemakers Magazine at your local library. Branches wishing to donate to trinherrng the ed ucation. awareness and prevention ol FGM can send their contribution. payable to the Female Genital Mutilation Fund. to the Female Genital Mutilation Fund. cfo Molly Melching, Homemakers Magazine, PO, Box 714. Markham Station. Markham ON LGB 154. Board Director Candidates Board recommended that all applications for Provincial Board Director be sent to the Area level lirst so the Area is made aware ol potential Board Director candidates. All applications can then be lorwarded to the Provincial Ottice immediately alter Area Conventions. Policy re: Issuing invitations A great deal at discussion ensued around the issue at issuing invitations to host pro- vincial. national and international conlerences, conventions and meeting. (etc). Everyone agreed that all invitation lorsuch events must be issued by the FWIO Provincial Board With a 2/3 majority vote. and that an invrtation cannot be issued by an individual WI member. The lollowing procedures were outlined tor issuing invrtations: - procedures are not to contravene Pro- vincial Policies or By-Laws - a Recommendation Form lrom the Pro- vincial Office must be completed. to include: - criteria or requirements attire organi- zation or event to be hosted - supporting budgeted linancial state ments - projected volunteer hours - it the recommendation to host with an event is approved: - courtesy letters from Board should be sent to the other provtnces and appropri- ate levels - Board may request a personal presen- tation it deemed necessary Justifiable Expenses After much discussion a clearerdelinition ol justifiable expenses evolved. and a policy was written and approved. This information will be mailed to Provincial Advisory Council members; copies can also be obtainedlrom the Provincial OHice. .