HomeMy WebLinkAboutX2023-023-014HANDBOOK
FOR THE USE OF THE
FEDERATED WOMEN'S INSTITUTES
OF ONTARIO
MISS ANNA P. LEWIS
Director, Women's Institute Branch
and Home Economics Service
PRINTED BY ORDER OF
COLONEL THE HONOURABLE T. L. KENNEDY
MINISTER OF AGRICULTURE
ONfARIO
1949
GOD SAVE THE KING
God save our gracious King,
Long live our noble King,
God save the King;
Send him victorious,
Happy and glorious,
HAND BOOK COMMITTEE
Long to reign over us,
God save the King.
Miss Anna P. Lewis, Chairman
Thy choicest gifts in store
On him be pleased to pour,
Director, Women's Institute Branch and Home Economics Service.
Long may he reign.
May he defend our laws,
Mrs. J. R. Futcher, R.R. 1, St. Thomas
And ever give us cause
President, Federated Women's Institutes of Ontario.
To sing with heart and voice
God save the King.
Mrs. Hugh Summers, R.R. 1, Fonthill
Past President, Federated Women's Institutes of Ontario.
Mrs. Clarence Holmes, R.R .3, Belleville
O CANADA
Past President, Federated Women's Institutes of Ontario.
O Canada! Our home and native land
Mrs. W. B. Leatherdale, Coldwater
True patriot love in all thy sons command.
Past Secretary -Treasurer, Federated Women's Institutes of Ontario.
With glowing hearts we see thee rise,
The True North strong and free;
Mrs. J. E. Houck, R.R. 6, Brampton
And stand on guard, O Canada,
Representing membership at large, Federated Women's Institutes of
We stand on guard for thee.
Chorus
Ontario.
O Canada! Glorious and free!
Miss Esther A. Slicter,
We stand on guard, We stand on guard for thee.
Representing staff, Women's Institute Branch and Home Economics
O Canada! We stand on guard, for thee.
Service.
O Canada! Where Pines and Maples grow,
Mrs. John H. McCulloch, R.R. 2, Brampton, Secretary.
Great prairies spread and lordly rivers flow.
How dear to us thy broad domain,
Secretary -Treasurer, Federated Women's Institutes of Ontario.
From East to Western sea,
Thou land of hope for all who toil,
Thou True North, strong and free!
O Canada! Beneath thy shining skies
May stalwart sons and gentle maidens rise;
To keep thee steadfast through the years
From East to Western sea,
Our Fatherland, our Motherland!
Our True North, strong and free!
0
OPENING ODE
(Tune —Auld Lang Sync.)
A goodly thing it is to meet
In Friendship's circle bright,
Where nothing stains the pleasure sweet
Nor dims the radiant light.
No unkind word our lips shall pass,
No envy sour the mind,
But each shall seek the common weal,
The good of all mankind.
MARY STEWART COLLECT
Keep us O Lord from pettiness; let us be
large in thought, in word and deed;
Let us be done with fault finding and leave off
self seeking;
May we put away all pretence and meet
each other face to face, without self pity and
without prejudice;
May we never be hasty in judgment and
always generous;
Teach us to put into action our better impulses
straightforward and unafraid;
Let us take time for all things; make us grow
calm, serene, gentle;
Grant that we may realize that it is the little things
that create differences; that in the
big things of life we are one
And may we strive to touch and know the
great human heart common to us all, and
O Lord God let us not forget to be kind.
I
CONTENTS
1. ORIGIN AND GROWTH OF WOMEN'S INSTITUTES
2. OBJECTIVES
3. THE WOMEN'S INSTITUTE ORGANIZATIONS AND THEIR RELATIONSHIPS
Motto
The Branch Women's Institute
The Junior Institute
The District Institute
The Convention Area
The Provincial Board of the Federated Women's Institutes
The Women's Institute Branch and Home Economics Service,
Ontario Department of Agriculture
Relationships
4. HOW TO ORGANIZE A WOMEN'S INSTITUTE
5. CONSTITUTION AND BY-LAWS
The Branch Women's Institute
The Junior Institute
The District Women's Institutes
The Federated Women's Institutes of Ontario and its Board
of Directors
6. CONVENTIONS
7. PROCEDURE FOR WOMEN'S INSTITUTE MEETINGS
Order of Business
Good Form in Procedure
on the part of the member
on the part of the president
on the part of the secretary
on the part of the treasurer
Introduction of Business -Motions
To Reconsider
To Rescind
To Adjourn or Close a Meeting
Resignations
Communications
Committees
of the whole
Standing Committees
Special Committees
Reports
1
2
4
4
4
4
5
5
5
6
7
8
14
19
25
31
33
33
34
35
35
36
37
37
37
37
37
37
37
38
38
38
8. WOMEN'S INSTITUTE STANDING COMMITTEES
Functions
Duties
Branch Convener
District Convener
Area Convener
Junior Convener —district, area
9. PROCEDURE FOR CONDUCT OF ELECTIONS
10. HOW TO DRAFT A RESOLUTION
IL INSTALLATION CEREMONY FOR USE AT BRANCH WOMEN'S
INSTITUTE ANNUAL MEETING
12. INFORMATION FOR WOMEN'S INSTITUTE
Co-operative Programme in Home Economics
Agricultural Services
Community Halls
Holding Property
Hospitals Tax
Travelling Libraries
Loan Library, Women's Institute Branch and Home
Economics Service
The O.A.C. Packet Loan Library
Women's Institute Badges
Supplies Available from the Women's Institute Branch and
Home Economics Service
Supplies Available from the Federated Women's Institutes
of Ontario Secretary -treasurer
13. ADVICE FOR WOMEN'S INSTITUTES
14. PROCEDURE FOR DISBANDING AN INSTITUTE
vi
39
40
41
41
41
43
45
46
48
48
48
48
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54
HAND BOOK
FOR USE OF THE
FEDERATED WOMEN'S INSTITUTES OF ONTARIO
This booklet is presented to the women of rural Ontario as a guide in
organizing Women's Institutes and carrying on their work in a businesslike
and effective manner. The directions, information and suggestions are based
upon an experience of many years on the part of the Women's Institutes of
the province.
ORIGIN AND GROWTH OF WOMEN'S INSTITUTES
Mr. F. W. Hodson, first superintendent of the Farmers' Institutes in
Ontario reported in 1895-6: "In addition to the meetings noted of Farmers'
Institutes, Miss Bessie Livingston and Miss Mary E. Miller, teachers in the
Ottawa School of Cookery, were employed to visit meetings in twenty coun-
ties of Ontario. Questions on domestic economy were discussed. These
were the first meetings held in Ontario under the auspices of the Farmers'
Institutes, or under any branch of the Agricultural Department, where trained
teachers were employed to deliver addresses. The venture was a pronounced
success and its continuance promises good results."
This interest was not recognized in organized form until February 19,
1897, when the first Women's Institute was established in Saltfleet Township,
Wentworth County, with the object of providing a means for farm and village
women to meet regularly to discuss problems and acquire information con-
cerning their responsibilities as homemakers and citizens. The charter
members of this first organization were encouraged and assisted by Mrs.
Adelaide Hoodless of Hamilton and Mr. Erland Lee. The branch is now
known as the Stoney Creek Women's Institute.
The purposes of the new organization were somewhat similar to those
of the Farmers' Institutes organized in Ontario in 1885. Many women had
attended meetings of Farmers' Institutes when subjects of interest to both
men and women were being discussed. The "Act respecting Agricultural
Societies" provided for the organization of Women's Institutes as well as
Farmers' Institutes.
In 1900, 33 Women's Institutes were functioning in the province. This
number has increased, until now branches may be found in every inhabited
section of Ontario.
2 HAND BOOK FOR FEDERATED
The following table shows the growth:
Year No. of Branches Membership Year No. of Branches Membership
1900 ........
33 ............
1,602
1930 ........
1,150 ............
40,000
1905 ........
208 ............
7,018
1935 ........
1,371 ............
42,000
1910 ........
612 ............
16,104
1940 ........
1,367 ............
40,220
1915 ........
892 ............
29,045
' 1945 .........
1,267 ............
35,000
1920 ........
925 ............
28,970
1948 ........
1,387 ............
44,148
1925 ........
1,001 ............
34,259
The Federated Women's Institutes of Ontario came into being on Feb-
ruary 7, 1919. Through the provincial board of the Federated Women's
Institutes of Ontario the work of the Women's Institutes of Ontario is
co-ordinated and so made more effective. The organization thus is able to
speak with one voice. This board outlines the policies of the Federated
Women's Institutes of Ontario and co-operates with the Women's Institute
Branch and Home Economics Service of the Ontario Department of Agri-
culture in developing a programme of work for Ontario Women's Institutes.
Women's Institutes or similar agencies are now organized in every
province in Canada. In February, 1919, the Federated Women's Institute
of Canada was organized to co-ordinate the various provincial units, to act
as a clearing house for their activities and to initiate a nation wide programme.
The Associated Country Women of the World, organized in 1933, is
the international organization of the Women's Institutes and other rural
women's organizations of similar aims and objectives. At the time of the
Amsterdam conference in 1947, 24 countries were represented with members
from 84 constituent societies. The total membership in the 84 constituent
societies from the 24 countries registered would total over 5,000,000 country
women.
A member of the branch Women's Institute who has paid her fees is
automatically a member of the Federated Women's Institutes of Ontario,
the Federated Women's Institutes of Canada and the Associated Country
Women of the World.
OBJECTIVES
Not only have the Institutes grown in numbers and membership but
their function has developed in line with the needs of the changing circum�
stances of living. With the steady progress of science and art, greater
returns are possible each year to the homemaker who is a member of the
Institute. The objectives outlined at the time of the inception of the Women's
Institutes can be met more adequately now than in 1897 but the statement
still covers a considerable part of the programme of the Women's Institutes
of today. "The objects of Women's Institutes shall be the dissemination of
knowledge relating to 'domestic economy, including household architecture
with special attention to home sanitation; a better understanding of the econ-
omic and hygienic value of foods, clothing and fuel, and the more scientific
WOMEN'S INSTITUTES OF ONTARIO
3
care and training of children with a view to raising the general standard of
health and morals of our people; and the consideration of any problem or
the carrying on of any line of work which has as its object the uplift of the
home or the betterment of conditions surrounding community life.
It is evident that learning is the motive and, therefore, if the objectives
were to be written today, "dissemination of knowledge" would not be the
only method mentioned. Today greater emphasis would be placed on the
understanding of human beings and their relationships, the artistry in housing,
foods and clothing and the social and economic factors harmonizing com-
munity and home life.
The objectives of the Women's Institutes may be summarized:
1. To help women acquire sound and approved practices for greater
home efficiency.
2. To discover, stimulate and train leadership.
3. To develop a more abundant life in our rural communities and a
deeper appreciation of the things near at hand.
4. To develop better, happier and more useful citizens.
THE WOMEN'S INSTITUTE ORGANIZATIONS AND
THEIR RELATIONSHIPS
Motto —For Home and Country
THE BRANCH WOMEN'S INSTITUTE —The branch is the first and
most important part of the whole Women's Institute organization. From it
has grown every part of the organization and to serve it all else exists.
Non -partisan, non-sectarian and non-racial, it is open to all women and
girls who are interested in the promotion of better living. The branch
Women's Institute is the local instrument responsible for establishing an
educational programme for the homemakers of the community. Its enterprises
should make the community a better place in which to live and promote a
happy, wholesome, social life.
THE JUNIOR INSTITUTE —The Junior Institute is a branch Institute
with the membership made up of young women sixteen to twenty-eight
years of age. It is organized primarily to assist young women in the field
of personal, home and family and community living and to give them an
opportunity to plan and work with others in purposeful activities for com-
munity betterment and intelligent citizenship.
The Junior Institute plans and carries through meetings with programmes
of particular interest to young women and as well its members promote
and give leadership to special projects as Homemaking Clubs, Short Courses
and other Junior activities. The Junior Institute co-operates with the Women's
Institute Branch and Home Economics Service, the Federated Women's
Institutes of Ontario and the Ontario Junior Farmer Association in spon-
soring programmes and undertakings of mutual interest to rural folk affect-
ing the farm, the home and the community.
Junior Institutes have membership in the district Institute and the con-
vention area. Two Junior Institute board directors, elected by Junior Institute
members at the annual meeting of the Junior Farmers' Association of Ontario,
represent Junior Institutes on the provincial board of the Federated Women's
Institutes of Ontario. Therefore Junior Institute delegates do not take part in
the election of federated representatives at the district annual meeting or in
the election of the board director at the convention.
THE DISTRICT INSTITUTE —The district Institute is an organization
of all the branch Women's Institutes in a county or part of a county. A
branch Women's Institute gains stimulation and help by knowing something
about the achievements of other branches. Delegates from each Institute
attend a district annual meeting, discuss reports, observe exhibits and make
plans for the programme of the coming year. The district Institute co-oper-
ates with the Women's Institute Branch and Home Economics Service of the
Department of Agriculture in organizing an educational service in home
economics and administrative leadership for the homemakers of their district
4
WOMEN'S INSTITUTES OF -ONTARIO 5
and is responsible for arousing interest in activities that will improve the
district as a whole.
THE CONVENTION AREA —Ontario is divided into 13 Women's
Institute Convention Areas which hold conventions each year at a central
place in the area. Each branch has the privilege of sending one official
delegate and each district may send two. A representative of the Women's,
Institute Branch and Home Economics Service, Department of Agriculture
and a representative of the provincial board of the Federated Women's Insti-
tutes of Ontario attend each convention. The convention area elects its own
officers and these are responsible for convention arrangements.
THE PROVINCIAL BOARD OF THE FEDERATED WOMEN'S
INSTITUTES OF ONTARIO—The provincial board is the governing body
of the Federated Women's Institutes of Ontario (F.W.I.O.). Board directors
are elected from the members by members themselves and represent the
various branches in the respective subdivisions. These elected representatives,
the provincial board directors, bring to the Board the problems, opinions,
requests and suggestions from their subdivision.
Thus the Board is able to act as a clearing house for all Institute prob-
lems and to legislate in the interest of the rank and file members.
The F.W.I.O. provincial directors elect the provincial president who
is therefore the elected head of the Federated Women's Institutes of Ontario.
The Federated Women's Institutes of Ontario is a constituent member
of the Federated Women's Institutes of Canada (F.W.I.C.) and the Associated
Country Women of the World (A.C.W.W.).
THE WOMEN'S INSTITUTE BRANCH AND HOME ECONOMICS
SERVICE, ONTARIO DEPARTMENT OF AGRICULTURE —The pur-
pose of this Branch of the Department of Agriculture is to assist the Women's
Institutes through the branches, districts, convention areas and the provincial
board to carry out the aims and objectives of the organization and to put
into effect the policies of the Federated Women's Institutes of Ontario.
Under the Women's Institute Branch and Home Economics Service an
educational extension service in home economics and administrative leader-
ship is made available to all rural women and girls of the province. A loan
library on Women's Institute work is maintained and Women's Institute
supplies, bulletins and other materials are made available to the rural home-
maker.
The Director, Women's Institute Branch and Home Economics Service
is a member of the provincial board of the Federated Women's Institutes of
Ontario, acts as adviser and counsellor to the Federated Women's Institute
of Ontario and its board of directors and as liaison between the Federated
Women's Institutes of Ontario and the Department of Agriculture.
() HAND BOOK FOR FEDERATED
RELATIONSHIPS
All Women's Institutes in the province are federated to form the Feder-
ated Women's Institutes of Ontario.
The branch Women's Institute is linked with the district Institute by
having a representative called a district director on the district board.
Each branch Women's Institute shall send one voting delegate to the
convention of the area in which it is situated. Members and friends are
cordially welcome.
Each district Institute in the convention area shall send two voting
representatives to the convention, one of these is the district delegate and
the other is the federation representative.
The federation representative is the link between the provincial board
of directors and the district.
For each subdivision in the province a board director is elected from
among the federation representatives for that subdivision. This election
takes place at the area conventions (see Hand Book, pages 22 and 26).
The provincial directors of the Federated Women's Institutes of Ontario
elect the provincial president who is therefore the elected head of the Feder-
ated Women's Institutes of Ontario.
The Federated Women's Institutes of Ontario, F.W.I.O., as a con-
stituent society in the Federated Women's Institutes of Canada, F.W.I.C.,
is entitled to 2 voting directors on the F.W.I.C. board. These directors are
appointed by the provincial directors at the annual Federated Women's
Institute of Ontario board meeting. The directors on the federal board
(F.W.I.C.) elect the national president. The Director, Women's Institute
Branch and Home Economics Service is a counsellor on the F.W.I.C. board.
The Federated Women's Institutes of Ontario as a constituent society
irq the Associated Country Women of the World is entitled to 5 votes at the
Associated Country Women of the World conference at which conference
world international policies are decided upon and the Associated Country
Women of the World president elected.
Thus by voicing her opinion and by carrying a vote in the branch
Women's Institute, the district and the convention area, the individual mem-
ber in the organization is wielding her influence and helping to shape the
policy of the Women's Institute organization as a whole in the local com-
munity as well as in the provincial, national and international spheres.
The Women's Institute organization is democracy at work.
WOMEN'S INSTITUTES OF ONTARIO
HOW TO ORGANIZE A WOMEN'S INSTITUTE
1. A branch Women's Institute may be organized in any locality where
a sufficient number of girls and women will hold monthly meetings to pro-
vide educational and social opportunities for homemakers and carry on
enterprises for the benefit of the community.
2. A 10 days' notice shall be given for a special meeting called for the
purpose of organizing a Women's Institute.
3. Such a meeting shall be attended by at least 15 persons (10 in
Northern Ontario) eligible to become members or vouched for as members.
The report of organization form sent to the Women's Institute Branch and
Home Economics Service of the Department of Agriculture shall be accom-
panied by a certified list of at least 10 paid members.
4. The newly organized branch shall adopt an appropriate name which
shall be submitted to the Department for approval.
5. If a branch Women's Institute is situated within four, miles of the
place where the new Institute is proposed, an agreement shall be made
between such Institutes in regard to the territory to be covered by the new
branch.
6. The group wishing to organize a Women's Institute shall get in
touch with the district president, district secretary, member of the provincial
board or representative of the Women's Institute Branch and Home Econ-
omics Service and at least one such person shall be in attendance at the
organization meeting. In organizing a Junior Institute the county Home
Economist shall also be in attendance. These persons shall explain the
objectives of the Women's Institute and preside at the election of officers.
Report of Organization forms are available from the Women's Institute
Branch and Home Economics Service.
CONSTITUTION AND BY-LAWS OF THE
BRANCH WOMEN'S INSTITUTE
A newly organized branch Women's Institute automatically
adopts the following constitution and by-laws. Each Institute
must select the regulation it wishes to follow wherever alternatives
are permitted. By-laws may be added as required if they are not
in conflict with the intent of the following:
ARTICLE 1—NAME
This organization shall be known as the....................................Branch
Women's Institute of the District of ................................................
ARTICLE 2—OBJECTIVES
The objectives of this organization shall be:
1. To help women acquire sound and approved practices for greater
home efficiency.
2. To discover, stimulate and train leaders.
3. To develop a more abundant. life in our rural communities and a
deeper appreciation of the things near at hand.
4. To develop better, happier and more useful citizens.
ARTICLE 3—MOTTO
The motto of this organization shall be: "For Home and Country."
ARTICLE 4—BADGE
The badge of this organization shall be a pierced oval with O.W.I. in
gold letters interwoven in the centre of the oval, a gold maple leaf at either
side and around the outer portion of the oval shall appear in gold letters on
blue enamel the motto "For Home and Country." (The printed crest on
the cover of this Hand Book is a facsimile of the badge).
The life member badge shall be the F.W.I.O. badge with blue enamel
bar bearing the words "Life Member" in gold letters.
ARTICLE 5—COLOURS
The colours of this organization shall be royal blue and gold.
ARTICLE 6—REQUIREMENT
This organization shall be non -partisan, non-sectarian and non-racial.
ARTICLE 7—MEMBERSHIP
Women and girls (16 years of age or over) shall be eligible for mem-
bership on payment of the annual fee. A person may be a member of more
than one Institute but may vote and hold office in one Institute only. A
member in good standing is one who has paid her fees.
Life membership may be granted to an active member if she has been
a member in good standing in any branch Institute in Ontario for at least
10 consecutive years. Life membership must be approved by the branch
Women's Institute board of directors. (See Hand Book, page 11).
WOMEN'S INSTITUTES OF ONTARIO 9
ARTICLE 8—OFFICERS AND DIRECTORS
The executive officers shall be a president, one or more vice-presidents,
a secretary -treasurer and the district director.
The board of directors shall consist of the executive officers and three
other directors with an additional director for each 25 members above 50.
The branch shall have the right to pass a by-law making the immediate
past president a member of the executive (with or without voting power).
Two auditors, not members of the board of directors but preferably
members of the Institute, shall be appointed.
ARTICLE 9—COMMITTEES
This organization shall appoint such standing committees as will be
useful in carrying on an effective programme in the community. These com-
mittees shall be in line with the standing committees functioning in the
district, convention area and province. Each standing committee shall be
headed by a convener. For functions of standing committees and duties of
standing committee conveners see Hand Book, page 39.
Committees shall be appointed as required to take charge of such
administrative duties as membership, finances, entertainment, programmes,
study courses, etc.
ARTICLE 10—ANNUAL MEETING
The annual meeting shall be held in April. It shall be held at least 10
days before the annual meeting of the district in which the Institute is
situated. The term of officers shall be for the fiscal year. No person may
hold the same office for more than 6 consecutive years.
Minutes of the annual meeting shall be read and approved at the next
regular Institute meeting but may be re -read for reference at the next
annual meeting.
BY-LAWS
BY-LAW `]—DUTIES AND PRIVILEGES OF OFFICERS AND
MEMBERS —It shall be the duty of the officers to carry out the general
responsibilities outlined in the section "Procedure for Women's Institute
Meetings" of this Hand Book. A person shall not be elected or appointed
to any office for more than 6 consecutive years.
The President —For duties of president see "Procedure for Women's
Institute Meetings," (Hand Book, page 34.)
The Secretary -treasurer shall:
1. Keep a record of the members of the Institute in the minute book
supplied by the Department.
2. Notify the district secretary and the Department of any change of
officers.
3. Keep an exact record of receipts and expenditures.
4. Send an audited financial statement to the district secretary at least
10 days before the district annual meeting.
10 HAND BOOK FOR FEDERATED I WOMEN'S INSTITUTES OF ONTARIO I L
5. Send the following fees to the district secretary before February 1st:
(a) The Federated Women's Institutes of Ontario (F.W.I.O.)
fee of 15 cents per member.
(b) The Federated Women's Institutes of Canada (F.W.I.C.)
fee of 5 cents per member.
(c) The Associated Country Women of the World (A.C.W.W.)
fee of 1 English penny (2 cents) per member.
(d) The district fee. (This varies per district).
(e) The convention area fee. (This varies per convention area).
(For non -transferable life members' fees see "Life Membership" below).
6. Be ready to make a financial statement at any regular Institute
meeting.
7. Present a written annual report at the annual meeting.
8. Send the annual financial statement (Form E) and Report of Meeting
form duly filled in to the district secretary immediately after the Insti-
tute annual meeting or at least 10 days before the district annual
meeting.
9. Hand on to her successor in office all records and papers in her
possession when her term of office is complete.
The secretary -treasurer is advised to notify members in arrears. No
membership fee for the current fiscal year shall be accepted by the branch
Institute secretary -treasurer after the January meeting. Members joining
after February 1st shall be considered members for the coming year and not
members for the current year.
The Executive Officers shall carry into effect the business of the
Institute as specified by the membership or board of directors. Matters
of an unusual character shall be referred to the board of directors or to a
regular or special meeting of the membership.
The Branch Directors shall assist the officers in planning and car-
rying on the work of the Institute. They shall appoint an officer, a director,
or a member to act as a publicity agent.
The District Director is the liaison between the branch Women's
Institute and the district. She shall attend all Women's Institute executive
meetings and all district board of directors meetings. She is responsible
for reporting to her branch the complete list of district officers, with full
names and addresses, as elected at the district annual meeting.
The Auditors shall examine the books and vouchers of the secretary -
treasurer and present a written report at the annual meeting. They shall
sign the financial report sent to the district secretary.
Each Convener of a Standing Committee shall prepare a report of
the year's work of her committee and read this report at the branch Insti-
tute annual meeting. She shall send a copy of her report to the district
convener immediately after the branch Institute annual meeting. A retir-
ing convener shall include with her report the full name and address of her
successor. (For Functions of Standing Committees and Duties see Hand
Book, page 39.)
LIFE MEMBERSHIP may be granted to an active member if she has
been a member in good standing in any branch Institute in Ontario for at
least 10 consecutive years. This life membership must be approved by the
branch Women's Institute board of directors and a fee of $5.00 paid to the
Federated Women's Institutes of Ontario treasurer. A candidate for life
membership who has moved from one Institute to another must present
her credentials from the former Institute or Institutes to the new branch Insti-
tute secretary -treasurer. Life Membership relieves the life member from
future payment of the annual fee to the branch Women's Institute and it
relieves the branch Women's Institute from future payment of the Federated
Women's Institutes of Ontario, Federated Women's Institutes of Canada and
Associated Country Women of the World fees for this member.
Life membership shall entitle the holder to voting power in one
branch Women's Institute only.
The above life membership is transferable to any branch Women's Insti-
tute within the province.
Branch Women's Institutes having life members registered prior to
May 1, 1946, may have their membership made transferable by payment of
$2.50 to the Federated Women's Institutes of Ontario treasurer. Otherwise
the yearly Federated Women's Institutes of Ontario fee of 15 cents per
member, the Federated Women's Institutes of Canada fee of 5 cents per
member and the Associated Country Women of the World fee of 1 English
penny (2 cents) per member must be paid by the Institute for each life
member each year.
Application forms for life membership shall be forwarded on request
by the Federated Women's Institutes of Ontario treasurer.
For cost of the life membership badge see "Information for Women's
Institutes" (Hand Book, page 51.) This badge may be purchased through
the Federated Women's Institutes of Ontario treasurer.
BY-LAW 2—DELEGATES—At the annual meeting delegates shall be
elected to attend the annual meeting of the district, three delegates for a
membership of 25 or less, four delegates for membership of 26-50, five for
51-75, six for 76-100 and seven for over 100 members. The number of
delegates shall be based upon the membership of the past year. The newly
elected president and newly elected district director shall by virtue of their
office be two of the delegates to the district annual.
The branch Institute shall elect one delegate to attend the annual con-
vention of the area in which the branch Institute is located.
Expenses of delegates to the district annual and convention shall be
paid by the branch Women's Institute. Delegates whose expenses are paid
shall attend all sessions.
BY-LAW 3—ELECTION OF OFFICERS —A method of electing
officers shall be chosen from methods outlined in this Hand Book under
the section "Procedures for Women's Institute Meetings" and shall constitute
by-law 3 of the branch Institute concerned.
Officers shall be elected to serve for a term of one year. An officer
12 HAND BOOK FOR FEDERATED
shall not be elected to the same office for more than six years in succession.
BY-LAW 4—FUNCTIONS OF STANDING COMMITTEES —The
convener and the members of her committee shall prepare a plan of work
and carry it into effect. The convener shall keep in touch with the district
convener of the committee on which she is working. (See Functions of
Standing Committees and Duties of Conveners, (page 39, Hand Book.)
BY-LAW 5—DUES AND FINANCES —The fiscal year shall be from
April 1 to March 31. The membership dues shall be 50 cents a year. The
following fees: 15 cents per member Federated Women's Institutes of Ontario;
5 cents per member Federated Women's Institutes of Canada; 1 English
penny (2 cents) per member Associated Country Women of the World and
in addition any district or convention area fees shall be sent to the district
secretary by February 1.
Members whose dues are not paid for the coming year shall not have
the privilege of voting at the annual meeting.
Delegates from branches whose fees have not been forwarded to the
district secretary shall not have the right to vote at the district annual meeting.
For Life members' dues see "Life Membership" above.
All expenditures other than postage and stationery shall be approved
by the president on the authority of the board of directors or the regular
meeting. Receipts shall be secured for all expenditures of $1.00 or over
and for smaller items if convenient.
The funds of the Institute shall be deposited in a chartered bank and
withdrawn only on the signature of both the secretary -treasurer and president.
BY-LAW 6—LEGISLATIVE GRANT TO BRANCH INSTITUTES
—A branch Institute shall have the right to apply to the Women's Institute
Branch and Home Economics Service, Department of Agriculture for a Legis-
lative Grant of $3.00 upon the following conditions:
1. That it has a paid membership of at least 15 (10 in Northern
Ontario) if organized during the preceding calendar year or for a longer
period; or a membership of 10, if organized during the current calendar
year.
2. That at least six meetings have been held during the 12 months
ending March 31. Institutes organized in the current calendar year must
have held at least three meetings by October 1 to be entitled to a grant on
account of the current year. The Department must also be assured by the
district secretary or the secretary or president of the Institute concerned
that plans have been made to continue to hold meetings.
3. That a satisfactory financial statement has been furnished for the
previous fiscal year.
4..That a list of the officers for the current year has been furnished.
5. That all additional reports requested by the Department have been
furnished.
This grant shall be used for educational purposes.
Note: It is recommended that Institutes with adequate financial resources
should not request the grant.
WOMEN'S INSTITUTES OF ONTARIO 13
The Lieutenant -Governor in Council may, upon recommendation of
the Minister of Agriculture, fix or amend the conditions upon which grants
are to be paid.
BY-LAW 7—MEETINGS—The regular meetings of the ........................
Women's Institute shall be held the........................................of each month,
unless otherwise ordered by the board of directors by a two-thirds vote.
The order of business outlined in the section "Procedure for Women's
Institute Meetings" in this Hand Book on page 33 shall be used. This may
be suspended by a two-thirds vote of the members.
At least six meetings of the membership shall be held each year with
a programme conforming to the objectives of the Federated Women's Insti-
tutes of Ontario.
The president may direct the secretary to call special meetings. The
secretary or president is under obligation to call a special meeting upon the
the application of the majority of the board of directors or one -quarter of
the membership.
The following is a suggested order of business for a branch Women's
Institute annual meeting:
Call to order. Roll call. Reading of minutes. Report of secretary -
treasurer. Financial statement. Report of auditors. Report of president.
Unfinished business. Report of standing committees. Report of special
committees. Choice of co-operative programme for the coming year —
branch and district (if not done before). Election of officers. New business.
Special programme (if any). Social hour. Adjournment.
BY-LAW 8—QUORUM—A quorum of a monthly, annual or special
meeting of a branch Women's Institute shall consist of one-third of the
membership, or such a number as may be decided at an annual meeting.
A quorum for meetings of the executive or the board of directors shall
be one-half of the members of the executive or the board. When the full
number is odd, a quorum shall be as indicated: 5-3, 7-4, etc.
BY-LAW 9—PARLIAMENTARY LA W—Bourinot's "Rules of
Order" shall be the authority in all questions of Parliamentary Law not
covered by the Women's Institute Hand Book.
BRANCH BY -LAWS —Any branch Institute may at a regular or at a
special general meeting called for that purpose make by-laws and regulations,
not inconsistent with the Women's Institute constitution, for its general man-
agement provided a month's notice respecting these proposed by-laws or
regulations is given prior to such meeting. A vote of two-thirds of the mem-
bers present is required. No business can be transacted unless a quorum is
present.
If the Institute, at some later date, should wish to change one of these
by-laws or regulations, the procedure is as the foregoing. The notice must
state the wish to amend the by-law and give the proposed change.
CONSTITUTION AND BY-LAWS OF THE
JUNIOR INSTITUTE
A newly organized branch Junior Institute automatically
adopts the following constitution and by-laws. Each branch
Junior Institute shall select the regulation it wishes to follow
wherever alternatives are permitted. By-laws may be added as
required if they are not in conflict with the intent of the following:
ARTICLE 1--NAME
This organization shall be known as the.....
Institute of the District of .....................................
Junior
ARTICLE 2—OBJECTIVES
The objectives of this organization shall be:
1. To assist young women in their personal growth and development.
2. To promote approved practices in homemaking and a better under-
standing of the ideals and standards contributing to successful home life.
3. To discover, stimulate and train leadership.
4. To assist and encourage young women to become intelligent and
responsible citizens.
ARTICLE 3—MOTTO
The motto of this organization shall be "For Home and Country".
ARTICLE 4—BADGE
The badge of this organization shall be a pierced oval with O.W.I. in
gold letters interwoven in the centre of the oval, a gold maple leaf at either
side and around the outer portion of the oval shall appear in gold letters on
blue enamel the motto "For Home and Country". (The printed crest on
the cover of this Hand Book is a facsimile of the badge).
ARTICLE 5--COLOURS
The colours of this organization shall be royal blue and gold.
ARTICLE 6—REQUIREMENT
This organization shall be non -partisan, non-sectarian and non-racial.
ARTICLE 7—MEMBERSHIP
Any young woman sixteen to twenty-eight years of age shall be eligible
for membership in the Junior Institute on payment of annual fee. A person
may be a member of more than one Institute but may vote and hold office in
one Institute only. A member in good standing is one who has paid her fees.
ARTICLE 8—OFFICERS AND DIRECTORS
The executive officers shall be a president, one or more vice-presidents,
a secretary -treasurer and the district director.
The board of directors shall consist of the executive officers and three
other directors with an additional director for each 25 members above 50.
14
WOMEN'S INSTITUTES of ONTARIO 15
The branch shall have the right to pass a by-law making the immediate
past president a member of the executive (with or without voting power).
Two auditors, not members of the board of directors but preferably
members of the Institute, shall be appointed.
ARTICLE 9—COMMITTEES
This organization shall appoint such committees as will be useful in
carrying on an effective programme. Each committee shall be headed by a
convener.
ARTICLE 10—ANNEAL MEETING
The annual meeting shall be held in March or April. It shall be held
at least ten days before the annual meeting of the district in which the Institute
is situated. The term of officers shall be for the fiscal year. No person may
hold the same office for more than 6 consecutive years.
Minutes of the annual meeting shall be read and approved at the next
regular Institute meeting but may be re -read for reference at the next annual
meeting.
BY-LAWS
BY-LAW 1—DUTIES AND PRIVILEGES OF OFFICERS AND
MEMBERS —It shall be the duty of the officers to carry out the general
responsibilities outlined in the section "Procedure for Women's Institute
Meetings" of this Hand Book. A person shall not be elected or appointed
to any office for more than 6 consecutive years.
The President —For duties of president see "Procedure for Women's
Institute Meetings" in this Hand Book page .......
The Secretary -treasurer shall:
1. Keep a record of the members of the Institute in the minute book
supplied by the Department.
2. Notify the district secretary and the Department of any change of
officers.
3. Keep an exact record of receipts and expenditures.
4. Send an audited financial statement to the district secretary at least
10 days before the district annual meeting.
5. Send the following fees to the district secretary before February 1st:
(a) The Federated Women's Institutes of Canada (F.W.I.C.)
fee of 5 cents per member.
(b) The Associated Country Women of the World (A.C.W.W.)
fee of 1 English penny (2 cents) per member.
(c) The district fee. (This varies per district).
(d) The convention area fee. (This varies per convention area).
6. Send to the secretary -treasurer of the County Junior Farmers' Associ-
ation or the Agricultural Representative where there is no County
Association the stipulated membership fee. This should be accom-
panied by a list of members with their addresses. This list and fees
should be submitted by February 1 st in order that it may be forwarded
16 HAND BOOK FOR FEDERATED
to the provincial secretary of the Junior Farmers' Association prior to
the annual meeting in April.
7. Be ready to make a financial statement at any regular Institute
meeting.
8. Present a written annual report at the annual meeting.
9. Send the annual financial statement (Form E) and Report of Meeting
form duly filled in to the district secretary immediately after the Insti-
tute annual meeting or at least 10 days before the district annual
meeting.
10. Hand on to her successor in office all records and papers in her
possession when her term of office is complete.
The secretary -treasurer is advised to notify members in arrears. No
membership fee for the current fiscal year shall be accepted by the branch
Institute secretary -treasurer after the January meeting. Members joining
after February 1st shall be considered members for the coming year and not
members for the current year.
The Executive Officers shall carry into effect the business of the Institute
as specified by the membership or board of directors. Matters of an unusual
character shall be referred to the board of directors or to a regular or special
meeting of the membership.
The Directors shall assist the officers in planning and carrying on the
work of the Institute. They shall appoint an officer, a director, or a member
to act as a publicity agent.
The District Director is the liaison between the Junior Institute and the
district. She shall attend all Junior Institute executive meetings and all
district board of directors meetings.
She shall compile a report of the activities of the Junior Institute for
the year and forward it to the district Junior Institute Activities Convener
immediately after the annual meeting.
She is responsible for reporting to her branch the complete list of district
officers with full names and addresses as elected at the district annual meeting.
The Auditors shall examine the books and vouchers of the secretary -
treasurer and present a written report at the annual meeting. They shall sign
the financial report sent to the district secretary.
BY-LAW 2—DELEGATES—At the annual meeting delegates shall be
elected to attend the annual meeting of the district, three delegates for a
membership of 25 or less, four delegates for membership of 26-50, five for 51-
75, six for 76-100 and seven for over 100 members. The number of delegates
shall be based upon the membership of the past year. The newly elected
president and newly elected district director shall by virtue of their office
be two of the delegates to the district annual.
The Institute shall elect one delegate to attend the annual convention
of the area in which the Institute is located.
It is recommended that the branch Institute assume the responsibility
WOMEN'S INSTITUTES OF ONTARIO
17
for expenses of delegates. Delegates whose expenses are paid shall attend all
sessions.
BY-LAW 3—ELECTION OF OFFICERS —A method of electing
officers shall be chosen from methods outlined in this Hand Book under the
section "Procedures for Women's Institute Meetings" and shall constitute
by-law 3 of the branch Institute concerned.
Officers shall be elected to serve for a term of one year. An officer
shall not be elected to the same office for more than six years in succession.
BY-LAW 4—FUNCTIONS OF COMMITTEES —The convener and
the members of her committee shall prepare a plan of work and carry it into
effect.
BY-LAW 5—DUES AND FINANCES —The fiscal year shall be from
April 1 to March 31 or if the Junior Institute is held in conjunction with a
Junior Farmers' Organization the fiscal year shall be from March 1 to
February 28 or April 1 to March 31. The members' dues shall be 50 cents
a year.
Members whose dues are not paid for the coming year shall not have
the privilege of voting at the annual meeting.
No membership fee for the current fiscal year shall be accepted by the
branch Institute secretary -treasurer after the January meeting. Members
joining after February 1 will be considered members for the coming year and
not members for the current year.
Delegates from branches whose fees have not been forwarded to tho
district secretary shall not have the right to vote at the district annual meeting.
The funds of the Institute shall be deposited in a chartered bank and
withdrawn only on the signature of both the secretary -treasurer and the
president.
All expenditures other than postage and stationery shall be approved by the
president on the authority of the board of directors, or the regular meeting.
Receipts shall be secured for all expenditures of $1.00 or over and for
smaller items if convenient.
BY-LAW 6—LEGISLATIVE GRANT TO BRANCH INSTITUTES
—See constitution and by-laws of the Branch Women's Institute, By-law 6.
( Hand Book page 12.)
BY-LAW 7—MEETINGS—The regular meetings of the ........................
Junior Institute shall be held the....................................of each month unless
otherwise ordered by the board of directors by a two-thirds vote.
The order of business outlined in the section "Procedure for Women's
Institute Meetings" in this Hand Book shall be used unless a special order of
business is established by a two-thirds vote.
At least six meetings of the membership shall be held each year with a
programme conforming to the objectives of the Federated Women's Institutes
of Ontario.
The president may direct the secretary to call special meetings. The
18 HAND BOOK FOR FEDERATED
secretary or president is under obligation to call a special meeting upon the
application of the majority of the board of directors or one -quarter of the
membership.
BY-LAW 8—QUORUM—A quorum of a monthly, annual, or special
meeting of a Junior Institute shall consist of one-third of the membership,
or such a number as may be decided at an annual meeting.
A quorum for meetings of the executive or the board of directors shall
be one-half of the members of the executive or the board. When the full
number is odd, a quorum shall be as indicated 5-3, 7-4, etc.
BY-LAW 9—PARLIAMENTARY LAW — Bourinot's "Rules of
Order" shall be the authority in all questions of Parliamentary Law not
covered by the Women's Institute Hand Book.
BRANCH BY -LAWS —Any branch Institute may at a regular or at a
special general meeting called for that purpose make by-laws and regulations,
not inconsistent with the Women's Institute constitution, for its general man-
agement provided a month's notice respecting these proposed by-laws or
regulations is given prior to such meeting. A vote of two-thirds of the mem-
bers present is required. No business can be transacted unless a quorum is
present.
If the Institute, at some later date, should wish to change one of these
by-laws or regulations, the procedure is as the foregoing. The notice must
state the wish to amend the by-law and give the proposed change.
CONSTITUTION AND BY-LAWS OF THE
DISTRICT WOMEN'S INSTITUTE
The formation of a district Institute shall be permitted on
the approval of the Women's Institute Branch and Home Econo-
mics Service, Ontario Department of Agriculture and the Feder-
ated Women's Institutes of Ontario.
ARTICLE 1—NAME
This organization shall be known as the....................................District
Institute.
ARTICLE 2—OBJECTIVES
The objectives of this organization shall be to promote the welfare, supple-
ment the efforts, increase the usefulness of the Women's Institutes within
the district, extend the work to new centres, arrange for district meetings
and establish a co-operative educational programme for the district.
ARTICLE 3—MOTTO
The motto of this organization shall be: "For Home and Country".
ARTICLE 4—BADGE
The badge of this organization shall be a pierced oval with O.W.I. in
gold letters interwoven in the centre of the oval, a gold maple leaf at either
side and around the outer portion of the oval shall appear in gold letters
on blue enamel the motto "For Home and Country".
The district Institute life member badge shall be the branch life member
badge with bar bearing the words "District".
ARTICLE 5—COLOURS
The colours of this organization shall be royal blue and gold.
ARTICLE 6—REQUIREMENT
This organization shall be non -partisan, non-sectarian and non-racial.
ARTICLE 7—MEMBERSHIP
Each branch Women's Institute and Junior Institute shall be a con-
stituent part of the district Institute.
ARTICLE 8=OFFICERS AND DIRECTORS
The executive officers shall consist of a president, vice-presidents (two
or more), federation representative and a secretary -treasurer.
The board of directors shall consist of the executive officers and the
district director from each Institute. A district director may be chosen as
a vice-president, secretary -treasurer or federation representative.
The district shall have the right to pass a by-law making the immediate
past president a member of the executive (with or without voting power).
The retiring district director shall remain on the district board of
directors until ratification of the newly -elected district director at the district
19
20 HAND BOOK FOR FEDERATED
annual meeting and expenses of this retiring officer to the district annual shall
be paid from district funds.
The retiring provincial board director shall be a member (with or
without voting power) of the district board of directors for two years im-
mediately following the completion of her term of office on the provincial
board.
One or two auditors, not members of the board of directors, shall be
appointed.
ARTICLE 9—COMMITTEES
A district convener shall be elected or appointed for each one of the
following standing committees: Agriculture and Canadian Industries, Citizen-
ship and Education, Community Activities and Public Relations, Historical
Research and Current Events, Home Economics and Health, Resolutions
and Junior Institute Activities.
For functions of standing committees and duties see Hand Book page 39.
ARTICLE 10—ANNUAL MEETING
The annual meeting shall be held in May or June and the fiscal year
shall be from May 1 to April 30. The date shall be fixed by the Women's
Institute Branch and Home Economics Service, Department of Agriculture
in co-operation with the district executive officers.
The delegates entitled to vote shall occupy a reserved section of the
hall.
While only a delegate may vote, any member shall be entitled to make a
nomination, motion or speak to a question.
BY-LAWS
BY-LAW 1—DUTIES AND PRIVILEGES OF OFFICERS —The general
regulations given under "Procedure for Women's Institute Meetings" in this
Hand Book shall govern the activities of the officers.
A person shall not be elected or appointed to one office for more than
six consecutive years. The term of officers shall be for one year.
The President shall be a person experienced in Women's Institute work
and preferably one who has held other offices in the district. She should
endeavour to extend the Institute to new centres in the district and co-operate
with the board of directors in maintaining a district programme. The
president should try to visit each Institute within the district once a year, or
arrange for a vice-president to do so.
The Secretary -treasurer shall keep full records of the proceedings of the
district in a standard minute book supplied by the Department.
She shall submit an annual report to the district annual meeting giving
a statistical summary of the activities of the Institutes, an explanation of the
district programme and a summary of the financial transactions.
She shall receive the annual reports (from the minute book and the
Form E) of the branch Institutes and compile the required annual statement
for the Department (using forms A, A„ B and C in the district minute book).
WOMEN'S INSTITUTES OF ONTARIO 21
She shall receive the annual Report of Meetings Form and the Form E
from each branch Institute in the district, record the important information
and forward the reports to the Department.
She shall be responsible for the correspondence necessary in organizing
the district co-operative programme in home economics.
She shall keep a complete record of the financial transactions of the
district and have her books audited previous to the district annual meeting.
She shall receive the Federated Women's Institutes of Ontario fee of
15 cents per member, the Federated Women's Institutes of Canada fee of
5 cents per member and the Associated Country Women of the World fee
of 1 English penny (2 cents) per member from the Institute secretaries by
February 1 and forward same to the Federated Women's Institutes of
Ontario treasurer as soon as possible after receipt but not later than April I
These fees are to be accompanied by a list of the number of members per
Institute and the amount of each fee from each Institute. A separate list
of transferable life members shall be submitted each year by each Institute
secretary -treasurer, this list to be forwarded to the Federated Women's In-
stitutes of Ontario treasurer.
The district secretary shall notify both the Department and the Federated
Women's Institutes of Ontario secretary -treasurer when a new Institute is
organized in the district or when an Institute wishes to change its name or be
disbanded (To disband a Women's Institute see Hand Book page .....)
The retiring secretary -treasurer shall deliver to the newly elected secre-
tary -treasurer all records, supplies and correspondence, at the conclusion of
the annual meeting or within 10 days thereafter.
The Federation Representative shall be one who has held any of the
following offices for at least one year: district president or district secretary -
treasurer or one who has held any one of the following offices for .at least
two years: branch Women's Institute president or branch Women's Institute
secretary -treasurer and who in addition has been a member of the district
board of directors.
The federation representative is the liaison between the provincial
board of the Federated Women's Institute of Ontario and the district. She
is eligible to be elected as a board director.
She shall take back from the convention to the district secretary -treasurer
the full names and addresses of the convention area officers.
Each Convener of a Standing Committee shall receive the reports from
Institute conveners, compile a report before the district annual meeting,
present this report at the district annual and forward a copy of same to the
convention area convener of her committee immediately after the district
annual meeting (see Functions of Standing Committees and Duties of Con-
veners, Hand Book, page 39) .
The Executive Officers shall be responsible for carrying into effect the
programme of work decided upon at the district annual meeting. The travelling
expenses of the members of executive committee shall be paid from the
district funds.
22 HAND BOOK FOR FEDERATED
The Board of Directors has the right to add the conveners of standing
committees to the directorate as non -voting members. The expenses of the
board of directors incurred in attending any meeting called for promotion
of the work in the district shall be financed by district funds.
Each Institute shall be responsible for the expenses of its newly elected
district director to the district annual meeting.
District Life Membership may be granted to a branch Women's Institute
life member upon the payment of $10.00 to the district funds.
The Auditors shall examine annually the financial records of the district
secretary -treasurer, verify the balance, sign the statement and present a
written report.
BY-LAW 2—DISTRICT DELEGATES —The district Institute shall
elect one delegate to attend the convention of the area in which the district
is situated and shall be responsible for her expenses.
Business affecting district work brought up at the area convention shall
be reported to the district by the district delegate.
The federation representative shall also be considered a voting delegate
to the convention and shall have her travelling expenses paid by the Federated
Women's Institutes of Ontario and her living expenses shall be paid by the
district. Receipts or vouchers must be submitted with accounts.
All delegates whose expenses are paid shall attend all sessions.
BY-LAW 3—ELECTION OF OFFICERS —The district Institute shall
decide upon one of the methods of election outlined in this Hand Book in
the section "Procedure for Women's Institute Meetings". The executive
officers shall be elected by the delegates at the annual meeting and may be
chosen from among the membership at large.
Officers shall be elected to serve for a term of one year. An officer
shall not be elected to the same office for more than six years in succession.
An officer of an Institute may also act as a district officer.
The newly elected district officers shall assume office at the conclusion
of the annual meeting, and should be fully informed at once by the retiring
officers regarding any work which has not been completed.
Each district director, one from each Institute, shall be elected by the
Institute concerned. Their names shall be formally ratified at the opening
of the district annual meeting.
Two auditors, who are not district directors, shall be elected at the
district annual.
To qualify as a federation representative a candidate shall be (a) One
who has held any of the following offices for at least one year: district
president or district secretary -treasurer or one who has held any one of
the following offices for at least two years: branch Women's Institute presi-
dent or branch Women's Institute secretary -treasurer and who in addition
has been a member of the district board of directors. (b) She must be a
member in good standing at the time of election. (c) She must not have
served a term on the Federated Women's Institutes of Ontario board.
An alternate to the federation representative shall also be elected to
WOMEN'S INSTITUTES OF ONTARIO 23
act as a substitute, should the occasion arise. She must have the same
qualifications as are required for the federation representative.
Credential forms, supplied by the Federated Women's Institutes of
Ontario board director at the time of the district annual, shall be filled in by
both the federation representative and her alternate and be certified by the
district secretary. These credentials of the federation representative or any
alternate attending the area convention must be presented at the time of the
election of board director at the area convention.
BY-LAW 4—FUNCTIONS OF' STANDING COMMITTEES —The
convener and the members of her committee, the branch conveners, shall
prepare a plan of work and carry it into effect. The convener shall keep in
touch with the convention area convener of the committee on which she is
working. (See Functions of Standing Committees and Duties of Conveners,
page 39, Hand Book.)
BY-LAW 5—DUES AND FINANCF,S—The fiscal year of the district
Institute shall be from May 1 to April 30. The district Institute may be
financed in the following ways:
1. Contributions from the branch Women's Institutes.
2. Contributions from individuals and organizations.
3. Grant from County Council. If thought advisable, it shall be the duty
of district executive and members of the directorate of the district
board to wait upon the County Council for grants.
4. Grant from the Women's Institute Branch and Home Economics
Service, Department of Agriculture.
District funds shall be used to further the work throughout the territory.
All expenditures with the exception of postage and stationery must be author-
ized by the board of directors:
Each district shall make regulations in regard to:
1. Payment of expenses incurred by the president when visiting In-
stitutes.
2. Payment of expenses incurred by conveners of standing committees.
3. Honorarium for secretary -treasurer.
The district funds shall be deposited in a chartered bank and shall be
withdrawn only upon the signatures of both the secretary -treasurer and the
president.
Federated Women's Institutes of Ontario board directors' expenses to
district annuals —Travelling expenses of board directors shall be paid by the
Federated Women's Institutes of Ontario. Living expenses shall be pooled
and an equal share paid by each district in the subdivision.
BY-LAW 6—LEGISLATIVE GRANT —Regularly organized Women's
Institute districts shall receive an annual legislative grant of $10.00, plus
$3.00 for each of five Institutes and $1.50 for each additional Institute
entitled to the grant. (See Hand Book, page 12).
24 HAND BOOK FOR FEDERATED
In Northern Ontario a grant of $3.00 is allowed for each Institute en-
titled to same.
The Lieutenant -Governor in Council may, upon the recommendation of
the Minister of Agriculture, make rules and regulations fixing the legislative
grants and the conditions upon which grants will be paid.
BY-LAW 7—MEETINGS—The following is a suggested order of
business for a district annual meeting:
Call to order.
Roll Call.
Reading of minutes of previous annual meeting.
Announcement of district directors and formal ratification.
Report of secretary -treasurer.
Financial statement.
Report of auditors.
Report of president.
Unfinished business.
Report of standing committees.
Report of Federated Women's Institutes of Ontario Board Director.
Discussion of co-operative programme for coming year.
Report of special committees.
Departmental speaker (Representative, Women's Institute Branch and
Home Economics Service) .
Election of officers.
New business.
Special programme (if any).
Adjournment.
BY-LAW 8—QUORUM—A quorum for a district annual meeting shall
be one-third of the delegates appointed by the branch Institutes. A quorum
for the district executive shall be one-half of the members. When the full
executive is an odd number, a quorum shall be as follows: 5-3, 7-4, etc.
BY-LAW 9—PARLIAMENTARY LA W—Bourinot's "Rules of
Order" shall be the authority in all questions of Parliamentary Law not
covered by the Women's Institute Hand Book.
DISTRICT BY -LAWS —Any district Institute may at an annual meet-
ing make by-laws and regulations not inconsistent with the Women's Institute
constitution for its general management, provided a two months' notice res-
pecting these proposed by-laws or regulations is given prior to this meeting.
A two-thirds vote of the delegates is required. No business can be transacted
unless a quorum is present.
If the district Institute, at some later date, should wish to change one
of these by-laws or regulations the procedure is as the foregoing. The notice
shall state the wish to amend the by-law and shall give the proposed change.
CONSTITUTION AND BY-LAWS OF THE
FEDERATED WOMEN'S INSTITUTES OF ONTARIO
AND ITS BOARD OF DIRECTORS
ARTICLE 1—NAME
This organization shall be called the Federated Women's Institutes of
Ontario. The governing body of this organization shall be the Federated
Women's Institutes of Ontario (F.W.I.O.) Board of Directors.
ARTICLE 2—OBJECTIVES
The Federated Women's Institutes of Ontario shall be the provincial
organization representing the branch Institutes. The objectives of this Feder-
ation shall be:
(a) To co-ordinate the work and plans of the branch Institutes.
(b) To unite the province and provide official representation in the
Federated Women's Institutes of Canada, the Associated Country Women
of the World and other organizations.
(c) To express the views of the branch Institutes on all matters of
provincial or national importance within the scope of Institute work and
responsibility.
(d) To co-operate with the Ontario Department of Agriculture to
improve educational, social and economic conditions in the province.
ARTICLE 3—MOTTO
The motto of this organization shall be "For Home and Country".
ARTICLE 4—BADGE
The badge of this organization shall be a pierced oval with O.W.I. in
gold letters interwoven in the centre of the oval, a gold maple leaf at either
side and around the outer portion of the oval shall appear in gold lettering
on blue enamel the motto "For Home and Country". (The Institute crest,
a facsimile of this badge, is shown on the cover of the Hand Book).
The badge of the Federated Women's Institutes of Ontario board
member shall be the Federated Women's Institutes of Ontario badge with gold
bar attached.
ARTICLE 5—COLOURS
The colours of this organization shall be royal blue and gold.
ARTICLE 6—REQUIREMENTS
This organization shall be strictly non -partisan, non-sectarian and non-
racial in every phase of its work and no Institute shall be operated in the
interests of any party, sect or class, but for the equal good of all citizens.
Any Institute violating this ruling shall forfeit its right to belong to this
organization.
The governing body of this organization shall be the Federated Women's
Institute of Ontario Board of Directors.
ARTICLE 7—MEMBERSHIP
A branch Institute which has a membership of at least 10 during the
first year and 15 during succeeding years, (fewer in exceptional cases) and
25
26 HAND BOOK FOR FEDERATED
which holds at least six meetings during the year, shall be eligible for mem-
bership in this Federation.
At its annual meeting each district Institute shall elect a federation
representative who is qualified to become an F.W.I.O. board director.
No Institute shall take part in the election of a federation representative
unless all federation fees have been paid for the previous year.
At the area convention all delegates from a subdivision shall meet to
elect the F.W.I.O. board director and her alternate from that district whose
turn it is to be represented on the F.W.I.O. board.
Board directors shall be elected from each district in the subdivision by
turn. All federation representatives from the district whose turn it is are
eligible for nomination if they have held the position of federation represent-
ative any time since that district was last represented on the F.W.I.O. board.
A federation representative must be one who has held any of the
following offices for at least one year: district president or district secretary -
treasurer OR one who has held any one of the following offices for at least
two years: branch Women's Institute president or branch Women's Institute
secretary -treasurer and who in addition has been a member of the district
board of directors. She must be a member in good standing at the time of
election. She must not have served a term on the F.W.I.O. board.
An alternate to the board director shall also be elected to act as a
substitute should the occasion arise.
At the time of the election of board director each federation represent-
ative or past federation representative eligible to become an F.W.I.O. board
director must present written credentials signed by the district secretary
stating (a) that all federation fees have been sent to the F.W.I.O., secretary -
treasurer and (b) that the federation representative (or past federation
representative) has all the necessary qualifications to act.
Only federation representatives for the current year shall have their
travelling expenses to the convention paid by the F.W.I.O.
If the federation representative is not present at the time of election of
the F.W.I.O. board director her account for travelling expenses will not
be honoured.
If a district does not re-elect a federation representative who has served
her first or second year on the provincial board, that district automatically
loses its opportunity for representation on the provincial board for the
following year and until it is that district's turn to have a board director again.
If an F.W.I.O. board director who has served one or two years on the
provincial board is not re-elected to the board the following year, her term
of office will be considered complete and she will not be eligible for election
as federation representative at a later date.
Once an F.W.I.O. board director has served a term on the Board she
may not return, even though she change her place of abode and propose to
represent another subdivision. No board director who has served a term on
the F.W.I.O. board is eligible to be elected as federation representative again.
There shall be elected annually from the Junior Institutes in convention
two Junior F.W.I.O. board directors. The Junior F.W.I.O. board directors
WOMEN'S INSTITUTES OF ONTARIO 27
shall have the same authority on the provincial board as any other director.
No Junior director shall be eligible after the 2 year term for re-election as a
Junior board director but may be re-elected as a senior F.W.I.O. board
director.
The Director, Women's Institute Branch and Home Economics Service,
the past provincial president, F.W.I.O., the F.W.I.O. standing committee
conveners and the F.W.I.O. secretary -treasurer shall be members of the
provincial board, F.W.I.O. without voting power.
ARTICLE 7—PROVINCIAL
BOARD OF DIRECTORS,
COMMITTEES AND OFFICERS
An F.W.I.O. board director shall be elected from each of the 27 sub-
divisions of the province by the voting delegates of the respective subdivisions.
This election shall take place at the area convention. In addition 2 Junior
Institute board directors shall be elected by Junior Institute voting delegates
at the Ontario Junior
Farmer annual conference, Guelph.
The subdivisions
are as follows:
Subdivision No.
1—Dundas, Glengarry, Prescott, Russell, Stormont.
Subdivision No.
2—Carleton, Grenville.
Subdivision No.
3—Lanark, Renfrew.
Subdivision No.
4—Addington, Frontenac, Leeds, Lennox.
Subdivision No.
5—Hastings, Northumberland, Prince Edward.
Subdivision No.
6—Durham, Ontario North, Peterboro, Victoria.
Subdivision No.
7—Ontario South, York.
Subdivision No.
8—Dufferin, Peel.
Subdivision No.
9—Grey North, Grey East, Grey West.
Subdivision No.
10—Halton, Waterloo, Wellington South.
Subdivision No.
11—Grey South, Perth North, Perth Centre, Welling-
ton Centre, Wellington North.
Subdivision No.
12—Bruce, Huron East.
Subdivision No.
13—Simcoe.
Subdivision No.
14—Lincoln, Wentworth.
Subdivision No.
15—Haldimand, Welland.
Subdivision No.
16—Brant, Norfolk.
Subdivision No.
17—Middlesex East, North, West.
Subdivision No.
18—Elgin, Oxford South.
Subdivision No.
19—Huron South, Huron West, Oxford North, Perth
South.
Subdivision No.
20—Essex, Kent.
Subdivision No.
21—Lambton.
Subdivision No.
22—Cochrane, Temiskaming.
Subdivision No.
23—Manitoulin, Sudbury.
Subdivision No.
24--Algoma, St. Joseph's Island.
Subdivision No.
25—Muskoka, Nipissing, Parry Sound.
Subdivision No.
26—Thunder Bay.
Subdivision No.
27—Kenora, Rainy River.
28 HAND BOOK FOR FEDERATED
The above subdivisions, comprising the entire province, are grouped into
4 divisions namely:
EAST —Subdivisions 1 to 4 inclusive
CENTRE —Subdivisions 5 to 14 inclusive
WEST —Subdivisions 15 to 21 inclusive
NORTH —Subdivisions 22 to 27 inclusive
From the above grouping the provincial board shall elect the president
and three vice-presidents, one from each group; also five directors, one from
each group except Centre which shall have two. These shall comprise the
executive officers.
Should the need arise the constituent districts in the subdivisions may be
re -organized at an annual meeting of the provincial board.
An F.W.I.O. board director shall not serve more than three years.
Approximately one third of the board directors shall retire each year.
A president shall be elected by all Federated Women's Institutes of
Ontario board directors who have served as directors on the provincial board
at any time during the previous three years. The candidate for president
must have been a voting member of the provincial board and served a term
on the board some time during the previous three years. A president shall
not serve more than three years.
The Director, Women's Institute Branch and Home Economics Service
is a member of the provincial board, Federated Women's Institutes of
Ontario. She acts as adviser and counsellor to the provincial board and the
Federated Women's Institutes of Ontario and is the -liaison between the
Federated Women's Institutes of Ontario and the Department of Agriculture.
By virtue of her office she is appointed by the board as an honorary president.
The past president shall, by virtue of her office, be appointed as an
honorary president of the Federated Women's Institutes of Ontario board
and shall continue in this office during the time her successor is president.
The honorary presidents and secretary -treasurer shall be appointed by
the provincial board and shall be members of the executive and board without
the right to vote.
The sub -executive shall be the president, 3 vice-presidents, secretary -
treasurer and director, Women's Institute Branch and Home Economics
Service.
The provincial board shall have the power to appoint provincial con-
veners to such standing committees as they may establish. The said con-
veners shall be members of the provincial board without the right to vote.
Provincial conveners of standing committees shall be selected from out-
standing area or district conveners. Conveners may make recommendations,
speak to motions and take part in discussion.
ARTICLE 8—ANNUAL MEETING
The annual meeting of the Provincial Board of the Federated Women's
Institutes of Ontario shall be held during November or December. A regular
meeting of the provincial board is also held each spring.
WOMEN'S INSTITUTES OF ONTARIO 29
BY-LAWS
BY-LAW 1—DUTIES AND PRIVILEGES OF OFFICERS AND
DIRECTORS —The general regulations outlined in this Hand Book under
"Procedure for Women's Institute Meetings" shall guide the officers of this
organization.
A person shall not be elected or appointed to an office for more than
6 consecutive years (exception, honorary presidents and secretary -treasurer).
The provincial president, F.W.I.O. and the director, Women's Institute
Branch and Home Economics Service are members, ex-officio, of all com-
mittees named by the F.W.I.O. If so designated the above mentioned may be
active voting members.
The executive committee shall consist of the president, three vice-
presidents and five directors (i.e. the executive officers) . The director,
Women's Institute Branch and Home Economics Service, the past president,
F.W.I.O. and the secretary -treasurer, F.W.I.O. shall be members of the
executive committee without the right to vote.
This committee shall carry out the policies of the provincial board as
determined at the annual or special meetings of the board and shall have
the power to act on matters arising between meetings. The executive may
meet upon the call of the president and shall have the power to appoint
special committees.
The Sub -Executive Committee: The president shall have power, in case
of emergency to call a sub -executive meeting instead of a full executive
meeting. At such meetings the president shall have power to vote. The
sub -executive is the president, the past president, three vice-presidents, the
secretary -treasurer and the director, Women's Institute Branch and Home
Economics Service.
The sub -executive shall act as the finance committee.
The officers and provincial directors or their appointees shall be the
official representatives of the Women's Institutes for co-operation with other
organizations or agencies.
The secretary -treasurer shall receive and keep an accurate account of
all moneys of the Federation and pay all accounts when they have been
authorized by the executive and initialled by the president. She shall give a
bond subject to the approval of the executive committee for the faithful
performance of her duties, and shall make such reports to the directors as
may, from time to time, be requested by the president or any three members
of the executive committee. She may hold office for as long a time as the
board directors sees fit. She shall within two months after the appointment
of her successor, deliver to such successor all moneys, vouchers, books, etc.
of the Federation.
Each director shall attend the district annual meetings in her subdivision
and present a survey of Women's Institute activities and deliberations of the
provincial board. Each director or her alternate shall attend all sessions of
the meetings held by the provincial board.
The provincial board is empowered to grant a provincial life member-
30 HAND BOOK FOR FEDERATED
ship certificate to a district life member upon the payment of $10.00 to the
F.W.I.O. funds.
BY-LAW 2—ELECTION OF OFFICERS —The board of directors
shall, previous to each election of officers, choose one of the methods for
elections outlined in this Hand Book under "Procedure for Women's Institute
Meetings".
Officers shall be elected or appointed to serve for a term of one year.
An officer shall not be elected or appointed to the same office for more than
six years in succession (exception, honorary presidents and secretary -
treasurer).
BY-LAW 3—RESOLUTIONS—The provincial board shall consider
resolutions submitted by convention areas and if endorsed shall present the
same to the proper authorities. The board may also consider resolutions of
an emergent nature sent to them by branch Women's Institutes or district
Institutes. Regularly, resolutions are submitted by a branch Women's In-
stitute to a district annual and if endorsed by the district they are submitted
to the area convention. ( See Hand Book page 45) .
BY-LAW 4—FINANCES—The fiscal year .of this organization shall be
October 1 to September 30.
The executive committee shall have the power to determine and pay
the salary of the secretary -treasurer.
This organization shall pay the travelling and living expenses of the
directors and officers of the provincial board when they attend meetings of
the board of directors, the executive committee or when they attend in an
official capacity, meetings of special committees.
This organization shall pay the travelling expenses of the F.W.I.O.
board directors attending district annuals. It is the duty of the district within
the board director's sub -division to pay her living expenses. These living
expenses shall be pooled and an equal share paid by each district in the
sub -division. The directors must submit a statement of expenses incurred
in connection with attending district annuals to the F.W.I.O. secretary -
treasurer before the following September 1, and the expenses in connection
with attending conventions and the annual board meeting before the follow-
ing January 1.
The provincial board will consider special requests for assistance in
the north because of distance.
This organization shall pay the travelling expenses of the district feder-
ation representative to the convention of the area in which the district is
situated.
BY-LAW 5—MEETINGS—At least two weeks' notice shall be given
in writing of a meeting of the provincial board, except in the case of the
meeting held immediately after the conventions. At least 10 days' notice
shall be given in writing of a meeting of the executive committee.
BY-LAW 6—QUORUM—Fifteen voting and two non -voting members
shall form a quorum for a meeting of the board of directors. Four voting
and two non -voting members shall form a quorum for a meeting of the
executive committee.
WOMEN'S INSTITUTES OF ONTARIO 31
BY-LAW 7—PARLIAMENTARY LAW—Bourinot's "Rules of
Order" shall be the authority in all questions of Parliamentary Law not
covered by this Hand Book.
TO AMEND THE CONSTITUTION —No amendment to this consti-
tution shall be made unless passed at a regular meeting of a branch Institute
by a two-thirds vote of the members present. No business can be transacted
without a quorum. A month's notice of the proposed amendment must be
given. If carried by the branch Institute it must receive the endorsation of the
following district annual meeting and the following convention. If accepted it
is sent at once to the director of the Women's Institute Branch and Home
Economics Service and to the secretary of the Provincial Board to be pre-
sented at the next regular meeting of the F.W.I.O. board as a notice of
motion to be voted on at the following regular meeting of the F.W.I.O. board.
A two-thirds vote is required to carry the amendment.
OR any member of the board may present a notice of motion at a
regular F.W.I.O. board meeting to be voted on at the next regular meeting.
This requires a two-thirds vote.
Such amendments should become operative immediately after the close
of the F.W.I.O. board meeting at which they are adopted, unless otherwise
stated.
CONVENTIONS
A convention committee, consisting of a chairman, vice-chairman,
secretary and at least two additional members, shall be elected by the official
delegates to take charge of the convention arrangements for the ensuing year.
This committee should also include directors of the provincial board within
the convention and should seek advice from the Women's Institute Branch
and Home Economics Service of the Department of Agriculture. This com-
mittee has the power to appoint the sub -committees necessary to make
adequate arrangements for the conventions.
Copies of all by-laws for the convention area, other than those covered
in the Hand Book shall be sent to the director of the Women's Institute
Branch and Home Economics Service and the Federated Women's Institutes
of Ontario secretary -treasurer.
The official delegates attending the convention shall have the power to
elect or appoint conveners of standing committees for the convention area
concerned and shall pay travelling expenses for conveners.
Only the official delegates shall vote on resolutions and motions regulat-
ing the administration and policy of the convention but any member is
entitled to make a nomination, motion or speak to a question.
No person shall be elected to the same office for more than six years
in succession.
Each convention area shall keep its important records complete and
keep an up-to-date codification of all resolutions and motions of a regulatory
nature.
Each standing committee convener shall receive, from the district con-
veners, reports of the work of her committee and compile a report of the area
32 HAND BOOK FOR FEDERATED
before the convention is held. Four copies of this report shall be made.
One copy shall be sent to the provincial convener by October 1, one copy
kept for the convener's file, one copy for the convention area secretary -
treasurer to be used also by the press and one copy for the Director, Women's
Institute Branch and Home Economics Service. (See Functions of Standing
Committees, Conveners and Duties, Hand Book page 39).
The travelling expenses of the retiring F.W.I.O. board director shall be
paid by the convention area since she is a member of the convention com-
mittee.
CONVENTION GRANT —Convention areas requiring financial assist-
ance may apply to the Women's Institutes Branch and Home Economics
Service. The audited financial statement submitted to the Department must
show a definite need for this assistance.
Grants shall be available as follows:
$35. for a one day convention.
$45. for a two day convention.
$50. for a three day convention.
PREPARATION FOR CONVENTIONS
The convention committee shall hold at least one meeting to make plans
for the convention. Make arrangements for special speakers a long time in
advance. Tell them what you wish to have them emphasize and the exact
amount of time at their disposal. Give them definite information in regard
to the place of meeting and the hour they will be expected to speak. Make
arrangements for their courteous welcome.
Have a good leader for assembly singing and a good pianist.
Try to build a programme that has some continuity. It may be built
around a different feature of Institute interest each year. Do not overcrowd
the programme. Allow time for discussions. Avoid monotony.
Appoint an interested publicity chairman who will contact the press and
arrange to give the reporters copies of all reports and summaries of important
addresses. Arrange for suitable table accommodation near the platform for
representatives of the press.
If the convention is to be in a large centre, have a list of good restaurants
and hotels posted in a conspicuous place.
Remember, a smoothly running convention programme means that
adequate planning has been done.
The convention does not exist only as a complimentary agency for
past accomplishments but should open new visions of greater achievement.
CONVENTION BY -LAWS —Any Convention Area may at any annual
meeting make by-laws and regulations, not inconsistent with the Women's
Institute constitution, for its general management provided that a two -months
notice respecting those proposed by-laws and regulations is given to each
branch Institute prior to the convention. A two-thirds vote of the delegates
is required. No business can be transacted unless a quorum is present.
If the Area Convention, at some later date, should wish to change one
of these by-laws or regulations the procedure is the same as above with the
notice stating the wish to amend the by-law and the proposed change.
PROCEDURE FOR WOMEN'S INSTITUTE
MEETINGS
"Parliamentary Law is the science relating to the govern-
ment of deliberative bodies. It embodies the rules of procedure
as they have been established -by usage. This usage is founded on
common sense and reason".
ORDER OF BUSINESS
Every Institute may adopt its own order of business which may be
suspended at any time by a two-thirds vote. The following order is desirable:
Call to order (Opening Ode and Mary Stewart collect).
v oll call..
and approval of minutes.
Statement of treasurer.
Communications and bills.
Report of standing committees.
Report of special committees.
Unfinished business.
New business.
Regular programme.
Social hour.
Adjournment (God Save the King).
All meetings should begin at the hour announced. Encourage prompt
dispatch of business and avoid lengthy meetings.
If the president should be absent, the first vice-president should
preside. If the president or vice-presidents should not be present, the
secretary should open the meeting and have those in attendance appoint a
chairman to carry on the meeting until the president or a vice-president
arrives.
In absence of the secretary, the president should appoint a secretary
pro tem.
GOOD FORM IN PROCEDURE
ON THE PART OF A MEMBER
In presenting matters, a member stands, addresses the chair and waits
for recognition.
A member is not permitted to speak twice to one motion but may ask
permission to explain a former statement.
A member should speak to the chair, consider the whole assembly and
speak loudly enough to be heard by all. Any discussion not recognized by
the chair is out of order and discourteous.
A member may appeal against the ruling of the chair, in which case,
the chairman asks, "Shall the decision of the chair stand?" and takes a vote
33
34 HAND BOOK FOR FEDERATED
of the members present. The chairman shall see that members in discussion
confine themselves to the subject under consideration.
If any member considers that a speaker is not confining herself to the
subject under discussion, she may rise and say, "Madam President, I rise
to a point of order" and then outline her objection. The chairman must
then decide if the point of order is well taken.
ON THE PART OF THE PRESIDENT
The president acts as presiding officer of all Institute meetings. She
stands, when opening and closing meetings and when stating questions.
The president speaks clearly, loud enough to be heard, maintains order
and sets the basis for a pleasant and enjoyable meeting.
The president, together with the secretary, makes out the order of
business for the meeting.
The president is an ex-officio member of all committees or if so
designated may be an active voting member.
The presiding officer does not show prejudice on questions. If she
wishes to take part in a discussion she must vacate the chair and ask the
vice-president or another person to preside temporarily.
It shall be the duty and privilege of the presiding officer to introduce all
speakers, or, if the presiding officer so desires she may delegate some other
member of the Institute to make this introduction.
Four things are necessary in a good introduction: where the speaker
is from, her title, her subject and the name of the speaker. If the speaker
has special experience to her credit, it should be mentioned in order to
establish cordial relationship between the speaker and audience.
The president makes use of her secretary by having her read com-
munications, examine minutes, etc.
The chairman or presiding officer, who is a member of the organization,
can have the casting vote. The universal rule is that when there is a tie vote,.
the motion is lost, unless the chair votes with the affirmatives, breaking the
tie and thereby adopting the question. If the chair is not in favour of the
motion, there would be no necessity for voting with the negatives as a tie
loses. The chair has a right to vote whenever her vote will affect the result.
She may vote with the negatives producing a tie and causing the question to
be lost.
If the president vacates the chair temporarily during a meeting and calls
someone else to the chair, that person is addressed as "Madam Chairman"
rather than "Madam President".
The presiding officer avoids taking negative votes on questions of con-
dolence, sympathy and courtesy.
After the minutes are read, the chair says: "You have hea�eadine
of th_�m_inULe�Are there any c4trectionc"'_'_She pauses and says: "If none
the minutes stand r ve " If corrections are made, the chair should say:
r re there any other corrections? If none, the minutes stand approved as
corrected".
WOMEN'S INSTITUTES OF ONTARIO 35
ON THE PART OF THE SECRETARY .
The secretary is seated at the right of the president and is ready to assist
the chair at all times.
All motions are written down as stated. Important motions should be
presented in writing. In case of disagreement, the secretary's notes when
approved are final authority.
The secretary is responsible for the minutes which should be a, clear
and concise record of proceedings.. They should be written legibly. The
record of each item of business should constitute a separate paragraph. In
recording a motion, the name of the mover should be given and the result
of the vote should be stated, —Moved by Mrs. E. Smith and seconded, that
......I.......................... Carried. Items or numbers on the programme should
be described briefly without voicing the secretary's opinion. Only a short
synopsis of a lecture or discussion should be included in the minutes. If it
is desirable to record a complete description of the topic on a programme, it
should not be included in the minutes but should follow after them as a
special report. Minutes should be signed by the secretary and, when con-
firmed by a meeting, they should be signed by the president. The minutes
are not called the report of the secretary. They are the recorded proceedings
of an organized group. The secretary should never sign the minutes "Res-
pectfully submitted". After the minutes are approved, she should sign as
follows: "Attest: Ella Smith, Secretary". This means that the secretary
certifies that the minutes are the record of the authentic action of the group.
The secretary conducts the correspondence and sends reports to the
district secretary and to the Department. On the request of the president
the secretary reads communications to the assembly.
The secretary, who is a member of the organization, has the right to
make a motion, speak and vote on all questions.
ON THE PART OF THE TREASURER
The treasurer keeps a record of cash transactions and gives a financial
statement to the assembly whenever requested. This statement is given at
each meeting for information.
The financial statement at the annual meeting, audited and certified, is
read by the treasurer.
The auditors submit their report to be read at the annual meeting. The
chair puts the question on adopting it which, if carried, has the effect of
approving the treasurer's report.
36 HAND BOOK FOR FEDERATED
INTRODUCTION OF BUSINESS
All business should be introduced to a meeting by a motion, a communi-
cation or a report of a committee.
MOTIONS
Every important item of business should be brought before the meeting
in the form of a motion which is a proposal for action to be taken later.
The steps of a motion are:
1. Moved by a member.
2. Seconded.
3. Stated by the presiding officer.
4. Discussed by the members.
5. "Put" to the meeting by the presiding officer (who states the question,
then asks, "Are you ready for the question?" She then takes the
affirmative and the negative vote). A negative vote is never taken
on motions of sympathy, congratulations or courtesy.
6. Result announced by the presiding officer.
The mover may need to give some explanation before she makes her
motion but the chairman should not permit this to continue unduly. She
must see that the members in their discussion confine themselves to the
motion under consideration.
A motion offered may not be entirely satisfactory to all members. An
amendment is then in order but not after the question is "put".
Amendments may propose to:
1. Insert or add words.
2. Leave out words.
3. Leave out words in order to insert words.
The word "not" as an amendment is out of order since a negative vote
gives the same effect. All amendments should be relevant to the motion.
Amendments follow the same steps as motions.
If an amendment is not satisfactory, a motion to amend the amendment
is in order. Only two amendments may be proposed at the same time. The
amendment to the amendment is voted on first, then the amendment as
amended, then the motion as amended.
Groups sometimes find amendments confusing. If so, the motion may be
withdrawn and a new one formed.
A motion which has been moved, seconded and stated can be withdrawn
only with the consent of the meeting. The mover of the motion, with the
consent of the seconder, asks permission to withdraw her motion. The
presiding officer then asks the question "Is it your pleasure that the motion
be withdrawn?" If there are no objectors she announces "The motion is
by leave withdrawn".
Should there by any objections to withdrawing the motion then it must
be moved, seconded and put to the members.
WOMEN'S INSTITUTES OF ONTARIO 37
Some ways of delaying action are a motion to:
1. Refer to a committee.
2. Postpone.
3. Lay on the table (not debatable, cannot be amended or reconsidered).
The question may be brought before the meeting again by a motion "to
take from the table". This may be done at the same meeting provided other
business has intervened or under the head of new business at the following
meeting.
TO RECONSIDER
If a motion has been passed, any member may at the same meeting
move for a reconsideration, to be discussed at the same meeting or at the
first meeting held thereafter, provided not more than a month has elapsed.
TO RESCIND
When it is too late to reconsider the vote, a motion to rescind may be
entertained. Such a motion may be stated "I move to rescind the vote by
which the motion was adopted".-'
TO ADJOURN OR CLOSE A MEETING
After the Order of Business has been properly attended to, the chair-
man may say, "Is there any further business to come before the meeting?"
If no one claims the floor, the chairman may declare adjournment or she may
say "A motion to adjourn is in order." If this motion is made and seconded
it is voted upon like any other motion. If no one responds to her call for
further business she may say, "We shall close the meeting with `The National
Anthem' " or some such statement.
RESIGNATIONS
A resignation is handled as a motion or referred to a committee in-
structed to confer with the writer to ask her to reconsider. If no motion is
made regarding the disposition of a resignation, the chair says: "The question
is on the acceptance of the resignation" and calls the vote.
COMMUNICATIONS
All communications pertaining to the work of the Women's Institute
should receive precedence.
The secretary reads the communications which should come before the
meeting. With the consent of the meeting the president directs what is to be
done with them, "I direct that this letter be filed" or "This letter is referred
to new business". When the time for new business arrives it is brought before
the meeting in the form of a motion.
COMMITTEES
If business is introduced by a committee report it should be brought
before the meeting in the form of a motion.
There are three types of committees namely —standing committees,
special committees and the committee of the whole.
COMMITTEE OF THE WHOLE
When by a motion of a member of the organization the members present
at the meeting become a committee of the whole, the president appoints a
38 HAND BOOK FOR FEDERATED
member to take her place and she leaves the chair. The president may then
take part in the discussion as do all other members.
SPECIAL COMMITTEES
These may be elected at a meeting of the Institute or by the board of
directors. Members of a special committee may be named by the president
or if the president wishes she may ask that a committee be elected.
If a chairman is not named when the special committee is set up the
first person named on the committee should act as a temporary convener
and should make arrangements for calling the first meeting. At the first
meeting a chairman and a secretary should be chosen from the members of
the committee.
Emphasis is placed on the fact that a committee has no power to
(1) add to its numbers or (2) take action, unless this authority has been
specifically assigned at the time the committee was constituted. The work
of a committee must be ratified by a meeting of the Institute before it is
legally binding. The chairman of a committee votes only to break a tie.
The president, by virtue of her office, is a member ex-officio of all committees.
If the president is appointed to a committee she then carries a vote.
STANDING COMMITTEES
Standing Committees are committees which function throughout the
year. The Federated Women's Institutes of Ontario have set up the following
Standing Committees: Agriculture and Canadian Industries, Citizenship and
Education, Community Activities and Public Relations, Historical Research
and Current Events, Home Economics and Health, Resolutions and Junior
Institute Activities. A convener for each standing committee shall be elected
or appointed at the annual meeting or may be appointed by the board of
directors at their first meeting following the annual meeting.
REPORTS OF COMMITTEES
Reports of committees are made at a meeting of the Institute by the
convener of the committee or, in her absence, by another member of the
committee. The report should be signed by all members of the committee
or by the convener who signs and also gives her title. A copy should be
given to the secretary.
In reporting to a meeting the convener would report thus: "Madam
President the committee on................................submits the following report".
There are three types of reports submitted by committees (1) summary
of work done (2) recommendations (3) work done and recommendations.
If a report is either (2) or (3) type the convener of the committee should
move its adoption after reading her report. Another member of the com-
mittee should second the motion. If the report embodies only a record of
work done without any recommendations, its acceptance should be moved
and seconded by members who are not on the committee.
When a report contains a series of recommendations each is dealt with
separately.
When the report of a committee is finally made and dealt with, the
president thanks the committee and dismisses it.
WOMEN'S INSTITUTE STANDING COMMITTEES
AND THEIR FUNCTIONS
AGRICULTURE AND CANADIAN INDUSTRIES: To study pro-
duction and marketing of agricultural products: to study scientific farming
methods including farm accounts; to study co-operative organization; to study
standards of quality and grading•, to co-operate with farm organizations to
promote rural welfare; to promote farm beautification and gardening.
To study production and marketing of products of other Canadian
industries.
To encourage purchase and use of Canadian goods.
CITIZENSHIP AND EDUCATION: To stimulate the members to
study forms of government and present day problems confronting their own
school sections, municipalities, province, dominion, British Commonwealth
and the world; to develop a broader understanding of the principles and
practices of democratic citizenship with emphasis on the obligations of the
individuals under responsible government; to help the New Canadian to
become a citizen; to study life in other lands in the interests of peace; to
study national literature, music, traditions; to encourage members to support
those adult educational programmes which will lead youth, men and women
to participate more intelligently in public affairs; to study existing laws and
to promote better legislation regarding care of the unfortunate and laws
pertaining to the welfare of women and children; to develop interest in the
local school in all its phrases.
COMMUNITY ACTIVITIES AND PUBLIC RELATIONS: To raise
the general standard of community life and to enrich its resources for better
living through the promotion of community activities; to promote such
projects as dramatics, music, public speaking and community beautification;
to co-operate in the establishing of community halls, libraries and recreational
facilities; to sponsor public forums and discussions relating to community
betterment.
To bring before the public the aims, ideals, programme activities and
achievements of the Women's Institute; to study and understand the Women's
Institute organization and use every means available to disseminate knowledge
of it and further its interest; to create friendly contacts and to co-operate with
other organizations; to study the art of reporting news and put it into effect.
HISTORICAL RESEARCH AND CURRENT EVENTS: To compile
Tweedsmuir History Books which will include the history of the branch
Institute local and township history of settling, pioneer families, industries,
buildings, public enterprises and important local current events; to make
collections of historical records and articles; to keep exhibits of antiques; to
co-operate in establishing local museums; to co-operate with the provincial
archivist; to co-operate with local newspapers regarding items of historical
interest; to study the events of today.
39
40 HAND BOOK FOR FEDERATED WOMEN'S INSTITUTES OF ONTARIO
HOME ECONOMICS AND HEALTH: To raise the standard of home-
making by study and application; to co-operate with the Women's Institute
Branch and Home Economics Service, Department of Agriculture to develop
work in (a) Clothing and Textiles— knowledge of textiles, wise buying,
construction of garments, remodelling, care; (b) Foods and Nutrition —
feeding the family for optimum health, choice, preparation and serving
of food; (c) Housing and Home Management — house planning and
furnishing, sanitation, organizing housework, care of furnishings; (d) Home
crafts; (e) Economics of the Home — account keeping, budgeting; (f)
Family Relationships — the family as a unit, the growth of the child from
infancy through adolescence, training to accept responsibility; (g) Health;
to study and take action to aid in the establishment of public health facilities,
preventive measures, medical and dental services, community sanitation
care of mothers and children, health units; to study existing laws and promote
better legislation respecting health.
RESOLUTIONS: To receive resolutions, edit them and present them to
the Branch, District, Convention Area and Board as the case may be.
JUNIOR INSTITUTE ACTIVITIES: To present activities of the Junior
Institutes. This committee will function in the district and convention area.
The Junior Institute F.W.I.O. board director will act as convener on the
provincial level.
STANDING COMMITTEE WORK OF THE
BRANCH INSTITUTE
Each Institute should appoint a convener for each standing committee.
(Exception: Junior Institutes.)
It is recommended that the standing committee conveners confer with,
or act as, members of the programme committee to decide the extent to which
each standing committee shall be featured in the year's programme. Special
emphasis should be placed on those committees which most adequately meet
local needs.
DUTIES OF THE BRANCH WOMEN'S INSTITUTE CONVENER
1. Understand the function of the committee she convenes.
2. Select her own committee. The local importance of the work will
determine the number of members required.
3. Prepare a plan of work. To do this, study the conditions of the
community and the resources of the Institute, then determine what
should be done and how it should be done.
4. Gather all available information pertaining to the work of the com-
mittee and keep the Institute well informed.
5. Prepare a report of the year's work. Send one copy to the district
convener at least 10 days before the district annual meeting and give
one copy to the Institute secretary. The report should include ( 1 )
41
the findings of the study of the community with reference to the
standing committee (2) outline of plan of work (a) educational
(b) practical (3) how the work has been carried on throughout the
year (4) results of the year's work (5) suggestions for future
activity.
STANDING COMMITTEE WORK OF THE DISTRICT
Each district should appoint a convener for each standing committee.
The Institute conveners of each standing committee will form the district
committee to work with the district convener.
DUTIES OF DISTRICT INSTITUTE CONVENER
1. Understand the function of the committee she convenes.
2. Keep in touch with work being carried on in the various Institutes
of the district.
3. Be acquainted with the work of the committees in other districts.
4. Be ready to help Institute conveners to understand and accomplish
their work.
5. Be prepared to locate information for Institute conveners.
6. Prepare a report for presentation at the district annual meeting,
which will include (a) a summary of the work done by the Institutes
as presented in the reports of the Institute conveners, and (b) a sug-
gested programme of study or activity based on the needs of the
district.
7. Send one copy of the report to the convention area convener immedi-
ately after the district annual meeting; give one copy to the district
secretary for the newly elected district convener.
STANDING COMMITTEE WORK OF THE
CONVENTION AREA
Each convention area should have a convener for each standing com-
mittee.
The district conveners of each standing committee will form the area
committee to work with the area convener.
DUTIES OF AREA CONVENER
1. Understand the function of the committee which she convenes.
2. Keep in touch with the district conveners throughout the convention
area.
3. Be familiar with the recommendations of the provincial convener.
4. Be prepared to guide the district conveners in setting up their pro-
grammes.
Where it is desirable, initiate a programme for the entire area.
5. Prepare a report for the convention, which will include (a) a sum-
42 HAND BOOK FOR FEDERATED
mary of the work done in the area as presented in the reports of the
district conveners, emphasizing the aims and how districts are work-
ing to accomplish these, and (b) a suggested programme of study or
activity in line with the provincial convener's plan of work and based
on the needs of the area.
6. Send one copy of the report to the provincial convener by October 1;
present one copy to the convention secretary; send one copy to the
Women's Institute Branch and Home Economics Service; keep one
copy for the coneveners' files.
STANDING COMMITTEE WORK OF THE
JUNIOR INSTITUTE
The district director in each Junior Institute, who is the Junior Institute
Activities Convener, prepares a report on the year's work, sends one copy to
the district Junior Convener at least ten days before the district annual meet-
ing and gives one copy to the Institute secretary.
Each district where there are Junior Institutes shall appoint a District
Junior Institute Activities Convener. That Junior Convener shall be a
member of a Junior Institute.
DUTIES OF DISTRICT JUNIOR INSTITUTE CONVENER
1. Keep in touch with the work of Junior Institutes.
2. Prepare a district report on activities of Junior Institutes from Branch
reports submitted by the district directors.
3. Present the report at the district annual meeting.
4. Send one copy of the report to the convention area convener im-
mediately after the district annual meeting.
5. Give one copy of the report to the district secretary for the newly
elected district convener.
Each convention area shall appoint a Convention Area Junior Convener.
That Junior Convener shall be a member of a Junior Institute.
DUTIES OF CONVENTION AREA JUNIOR INSTITUTE CONVENER
1. Keep in touch with the district conveners during the year.
2. Prepare a report for the convention area on activities of Junior In-
stitutes from district reports submitted by district Junior convener.
3. Present the report at the convention.
4. Send one copy of the report to the provincial convener by October 1;
present one copy to the Convention Secretary, and send one copy to
the Women's Institute Branch and Home Economics Service.
PROCEDURE FOR CONDUCT OF ELECTIONS
DUTIES OF THE ELECTION CHAIRMAN
1. Declares all offices vacant.
2. Calls for a motion for a secretary for the election. (This is .usually
the former secretary).
3. If not already done, places voting delegates together; ratifies the
delegates if it is a district annual election by having the secretary call
the name of each Institute with the number of voting delegates per-
mitted. The delegates stand when called.
4. Has the meeting decide the following:
(a) Method of voting — ballot, show of hands, standing.
(b) Plurality or majority vote — Plurality means the greatest number
of votes; majority, more than half the votes.
5. Appoints scrutineers if the delegates decided to vote by ballot. At
convention scrutineers will be necessary for all methods of voting.
6. Explains that —
(a) No one may hold office more than 6 consecutive years.
(b) Nominations should be made only if the person named is present
or has consented to have her name appear on the slate.
(c) All nominations should include the full names and addresses of
the persons nominated.
(d) The district director is responsible for taking the list of officers,
with full names and addresses, from the district annual meeting
back to the branch Institute.
(e) The federation representative is responsible for taking the list
of convention area officers, with full names and addresses, to the
district secretary.
7. Asks for the report of the nominating committee if there is one.
8. Calls for nominations from the floor for each office separately, after
she has named the nominee on the slate for that office, e.g., the
nominating committee have named Mrs. John Doe for president, are
there any nominations from the floor for president? When the elec-
tion for federation representative is under consideration her qualifi-
cations should be clarified. ( See Hand Book, page 22) .
q. Closes nominations by —
(a) Declaring nominations closed, or
(b) Asking for a motion from the floor — requires a seconder and
a vote.
10. Asks for the vote — as per method decided upon.
11. Asks for the count. The secretary or scrutineers will count depend-
ing on the voting method chosen.
12. Announces the result.
43
44 HAND BOOK FOR FEDERATED
13. Checks with the secretary to see that no officers or conveners have
been omitted.
14. Asks the secretary to read the full list of elected officers and con-
veners.
15. Asks the president to return to the chair.
DUTIES OF THE NOMINATING COMMITTEE
1. Make and receive nominations.
See that all nominees are willing to stand.
3. Prepare the slate for presentation at the annual meeting.
4. Present the slate at the annual meeting.
DUTIES OF SCRUTINEERS
1. Distribute the ballots — keep count.
2. Collect the ballots — check with 1.
3. Count the ballots.
4. Hand the result of the count to the chairman.
SUGGESTIONS
No seconder is necessary for a nomination from the floor or nominating
committee.
When only one candidate has been named the procedure is: Ask that
some one move that any time only one candidate is named the motion re
voting method be suspended for the time being. This needs a seconder and
,vote followed by the chairman declaring the candidate elected or, a motion
from the floor that the candidate be elected unanimously — this needs a
seconder and vote.
To speed up the election of conveners of standing committees, when
only one name is before the meeting for each convenership, the conveners
may be elected with one vote.
A small nominating committee of from 3 to 5 is better than a large one.
Good taste demands that no one intending to stand for office should accept a
place on the nominating committee or act as scrutineer.
HOW TO DRAFT A RESOLUTION
A formal resolution consists of two parts: a preamble, or introduction
which sets forth the reason for the resolution and the body which contains
the resolution proper.
A resolution is stated in the following manner:
whereas this community at present possesses no suitable hall in which
public meetings may be held; and,
Wherge�such a hall would be of great advantage to this community, not
only as a place for holding meetings but as a social centre for the community;
with library, reading rooms and facilities for recreation;
Therefore, be it resolved:
That a committee of five be named by the chairman to find out possible
sites for such a hall with the cost of the same and obtain plans for a building
to cost no more than $30,000.
Unless a resolution is related to a local problem it is better form to
omit the name of the branch Institute in the body of the resolution.
Resolutions dealing with general or national problems are intended to
crystallize public opinion and the mover of such a resolution should be careful
to include with it, all relevant material for the benefit of the district, area or
rovincial Resolutions Committee.
After a resolution has been passed by the branch Institute, the district
Institute, the area convention and the provincial board it becomes the respon-
sibility of each of these groups in the order named to keep an accurate record
of both the resolution and its origin, in order that it may be sent back for
revision or reference where necessary.
Each resolution forwarded to the district Institute from a branch
Institute must contain the signature of mover and seconder, the branch presi-
dent, the branch secretary and the date of endorsation. Resolutions sent
from the district Institute to the area convention and from the area conven-
tion to the provincial board must in turn bear the namgs of the district-presi- -
dent and secretary, the convention area chairman and secretary and date
o en orsation. - --
While it is impossible to deal with politically controversial subjects or
sectarian controversial subjects, the members of our organization should be
alert to express our joint opinion on matters of public good, in order that our
influence may be useful in promoting a worthy cause.
LOCAL RESOLUTIONS —
On matters of local interest, a branch Institute or group of Institutes is
allowed to present its own resolution to the proper authority. The provincial
board will consider resolutions of a local nature when they are concerned
45
46 HAND BOOK FOR FEDERATED
with a department of the Government. This is to prevent unwise or eccentric
resolutions.
EMERGENCY RESOLUTIONS —
An emergency resolution formulated because of unusual necessity or
urgency may be presented to a district or area convention.
An emergency resolution of provincial, national or international import-
ance: Such a resolution should be forwarded immediately to the provincial
president who will at once circularize the directors of the provincial board for
their opinion.
INSTALLATION CEREMONY FOR USE AT BRANCH
WOMEN'S INSTITUTE ANNUAL MEETING
The Institute shall stand and sing the first verse and chorus of O Canada.
This will be followed by the singing of the Ode.
During the singing of the Ode the newly -elected officers shall come to the
front. The one appointed to conduct the installation (A past president is
suggested) shall say: —
Leader: We stand at the threshold of a new year of work in the history
of the Women's Institute. It is fitting at this time
that we should examine and review the aims and objectives of
our organization, that the plans we make and the programme
we prepare may the more perfectly achieve the fulfilment of
its purposes.
While all remain standing, the objectives of the Women's Institute, as set
forth in the Hand book shall be read in unison.
Leader: Is it the desire of the membership that the Women's
Institute shall be an instrument in this community for the
accomplishment of these objectives?
Response: Such is our desire.
Leader: That we may all be mindful of the spirit which from the
beginning has animated the Women's Institute, let us repeat
in unison the Motto, and in a moment of silence following,
meditate upon its application to the work in hand.
Response: FOR HOME AND COUNTRY.
(A moment of silence.)
Leader: The ofI'ic rs shall remain standing while the members are
seatednd now in the name of Women's Institute
it Is my privilege to charge you with responsibility as the
newly -elected officers for the ensuing year, each to her
appointed task.
WOMEN'S INSTITUTES OF ONTARIO
47
The leader shall then name each officer, beginning with the President,
stating the office to which she has been elected as: —
Mrs. Henry Adams — Our President.
Mrs. John Freeman — Our First Vice -President, etc.
The Charge.
Leader: Are you ready and willing to accept the privileges and respon-
sibilities conferred upon you by the office to which you have
been elected and do you promise to fulfil your duties to the
best of your ability?
Response: (in unison) I do.
Leader: Do you promise that you will to the best of your ability sup-
port the work and further the interest of the Women's Insti-
tutes in the community?
Response: (in unison) I do.
Leader: Members will again stand, (to the members and officers)
Is it the desire of the membership that the Women's
Institute shall work as a unit in the community as well as in
the larger sphere of Institute activity, accepting such respon-
sibilities as come within its scope, in the district, area, pro-
vincial, national and international fields of endeavour?
Officers and members (in unison) : Such is our desire.
Leader: Please be seated. (To the membership) : You have chosen
your officers for the new year and they have accepted the
obligation laid upon them. They have their part, equally you
have yours. They are dependent upon your support, your
encouragement and your co-operation. The effective func-
tioning of the branch is assured only as every member gives
of her time, her energy and her ability. Will you in pledge of
your loyalty to your officers, and in pledge of your own per-
sonal support of the work in the coming year stand and say
"I do pledge my support."
All stand.
Response: (in unison) I do pledge my support.
Leader: Let us conclude this ceremony by repeating the Mary Stewart
Collect.
INFORMATION FOR WOMEN'S INSTITUTES
CO-OPERATIVE PROGRAMME IN HOME ECONOMICS
Early in each year an announcement of the services of the Women's
Institute Branch and Home Economics Service, Department of Agriculture,
will be sent to each branch secretary. This announcement should be attached
to the hand book and recognized as a fundamental part of Women's Institute
work.
AGRICULTURAL SERVICES
Literature —A list of available free agricultural bulletins may be obtained
by writing to the Publications Branch, Department of Agriculture, Parliament
Buildings, Toronto. If information upon a definite subject is required, liter-
ature bearing upon the same will be furnished, otherwise the Branch of the
Department concerned will answer the communication. Fruit Growing,
Vegetable Growing, Dairying, Poultry Raising, Egg Production, Bee Diseases,
Live Stock, Farm Crops, Soils and Fertilizers are dealt with in the literature
published.
Lectures —If an Institute wishes to secure a lecturer or demonstrator
along agricultural lines, they should apply to the Agricultural Representative
of the county.
The Institute concerned will be expected to furnish a hall and thoroughly
advertise the meeting, inviting all in the community to take advantage of the
instruction given. It will also be expected to entertain the lecturer while at
the place of meeting.
Inquiries —Help may be obtained from the county Agricultural Repre-
sentative on special problems in agriculture.
COMMUNITY HALLS
The Ontario Community Centres Act, 1949:
By authority of this Act, grants may be paid on community halls, ath-
letic fields, and skating arenas or rinks. Grants are calculated at 25 per cent.
of cost, and $5,000 is a maximum grant on a hall, field or rink, but more
than one grant may be paid in a community. To qualify, a property must be
vested in the municipality, and managed by a Board of seven, including two
members of council, and five officers of interested organizations. Before
construction is commenced, plans should be sent for approval to the Director,
Agricultural and Horticultural Societies Branch, Department of Agriculture,
Toronto. It is suggested the first step should be to consult the Agricultural
Representative in the County.
HOLDING PROPERTY
Institutes proposing to own halls, rest rooms, libraries, parks, etc., are
advised to form what is known as a corporation without share capital, through
which representatives of the Institute may become legally qualified to hold
property in the name of the corporation formed. There is an initial charge
of $10.00 for the incorporation and a yearly fee of $1.00.
48
WOMEN'S INSTITUTES OF ONTARIO 49
The forms to be used in making application for incorporation may be
secured by writing to the Provincial Secretary, Parliament Buildings, Toronto,
HOSPITALS TAX
Religious, educational and charitable entertainments are exempt from
the hospitals tax levy without regard to the amount of the admission fee.
For information, address Assistant Director, Hospitals Tax Branch, Parlia-
ment Buildings, Toronto, Ontario.
TRAVELLING LIBRARIES
Where a public library exists, the Women's Institute should make every
use of it and co-operate in seeing that books which meet the tastes and needs
of the members are provided. Where a public library does not exist, advan-
tage should be taken of a travelling library, provided by the Public Libraries
Branch, Department of Education, 206 Huron Street, Toronto.
The Travelling Library book collection consists of adult and boys' and
girls' books including classical and current fiction and a wide selection of
non-fiction in practically every field of general public interest — science,
economics, gardening, farming, art, music, handicrafts, hobbies, sports,
household science, travel, biography, etc.
Requests for special titles or types of literature will be filled whenever
possible. Schools should always state grades or age -groups for which books,
are requested. Clubs and groups should state whether members are teen-age
or adult and the type of books required.
Occasionally requests are made for boxes entirely of fiction. Such
applications cannot be granted, since the libraries are chiefly for educational
purposes.
The regular period for a loan is four months, although boxes may be
returned as soon as books are read. Only one box may be procured at a
time.
There is no cost except transportation charges. The borrowing com-
munity is asked to pay the charges on arrival; the Department will pay for
the return. A case of books weighs approximately seventy-five pounds. The
case should be returned by the same mode of transportation used by the
Department.
LOAN LIBRARY, WOMEN'S INSTITUTE BRANCH AND HOME
ECONOMICS SERVICE
The Women's Institute Branch and Home Economics Service of the
Department of Agriculture has available, for loan, material dealing with
topics of special. interest to women and suitable for Institute meetings.
This material is in the form of papers, bulletins, clippings and magazine
articles. The object of the loan service is to assist the member who is
responsible for an address or paper on some definite subject, but who may
not have access to sources of authoritative information. The subject matter
is related to the work of the standing committees and Institute interests gen-
erally. Title lists are not available.
The materials borrowed are subject to the following regulations:
50 HAND BOOK FOR FEDERATED
Requests for material should be made at least ten days in advance of
the date on which it is required. Applicant should state the date of the
Institute meeting and list at least two choices, numbered in order of prefer-
ence. Give the phase of the subject which will most interest the group, for
example: "Subject — Agriculture — along the line of Farm Beautification."
Names should be signed legibly.
Packets should be returned in good condition within two weeks after the
date received.
Return the loan material in the unsealed envelope in which it was
received. Return postage is paid by the borrower.
Write "From" in front of your name and address envelope clearly to
Loan Library, Women's Institute Branch and Home Economics Service,
Department of Agriculture, Toronto 2, Ontario.
THE O.A.C. PACKET LOAN LIBRARY
The Packet Loan Library O.A.C., Guelph, has collections of articles,
bulletins and clippings from magazines and standard authorities on subjects
of special interest to Institutes. These are classified under definite headings,
and collections will be sent to the Institutes upon request. Individual mem-
bers or the officers may secure packets bearing upon the lines desired by
writing to the Packet Loan Library, Ontario Agricultural College, Guelph.
The package must be returned to the College in good condition at the end
of two weeks. A great variety of subjects are covered, some of the more
interesting materials being:
Country Life —Social Life, Farm House, Home Life,Country Life versus
City Life, Rural Churches, Rural Schools, the Vegetable Garden, the Com-
munity.
Art, Literature and Music —Canadian Art, Art Literature, Music, Public
Speaking and Debating, Literary Societies.
Canada —National Resources, Industries, Women in Agriculture, Immi-
gration, Canadian Women of Note, Canadian Men of Note, Government.
Miscellaneous —Public Health, Child Welfare, Entertainments, Sports,
Physical Training, Food Values, Diet, Housing, Clothing, Roads, Electricity,
Water Supply, Immigration.
WOMEN'S INSTITUTE BADGES
The following badges are purchased from the Women's Institute Branch
and Home Economics Service, Department of Agriculture, Parliament Build-
ings, Toronto, and may be worn by any Women's Institute member:
(1) The Federated Women's Institutes of Ontario badge, price, 55 cents.
(2) The Federated Women's Institutes of Canada badge, price, $1.40.
(3) The Associated Country Women of the World badge, price, 50 cents.
All above quotations are subject to change.
WOMEN'S INSTITUTES OF ONTARIO
51
The following badges are purchased through the Federated Women's
Institutes of Ontario secretary -treasurer and may be worn only by members
fulfilling the special qualification as indicated by the name of the badge:
(1) Branch life member badge, see Hand Book, page 8, price $2.00.
(2) District life member badge, see Hand Book, page 19.
(3) Federated Women's Institutes of Ontario board member badge,
see Hand Book, page 25.
(4) Federated Women's Institutes of Canada board member badge.
OTHER SUPPLIES AVAILABLE FROM THE WOMEN'S INSTITUTE
BRANCH AND HOME ECONOMICS SERVICE
(1) Minute books —District and branch minute books are sent out free
of charge. It is requested that each book be used at least three years before
another book is supplied. Additional forms and cash pages will be sent on
request.
(2) Cuts of the Women's Institute Crest —Size 1" x I/a", price $1.60.
Size 232.' x 1%" may be borrowed for a limited length of time.
Size 4" x 2,12" may be borrowed for a limited length of time.
OTHER SUPPLIES AVAILABLE FROM THE FEDERATED WOMEN'S
INSTITUTES OF ONTARIO SECRETARY -TREASURER
(1) Mrs. Adelaide Hoodless' photograph, price 60 cents.
(2) Prints of Lord and Lady Tweedsmuir, the Foreword and Mrs.
Adelaide Hoodless, price 3 for 10 cents or 5 cents each.
(3) Song Books.
(4) Hand Books.
All the above price quotations are subject to change.
ADVICE FOR WOMEN'S INSTITUTES
FILES
Files and records are essential for efficient Women's Institute work and
provide authentic information for future reference. These should be kept by
each officer and convener and passed on to her successor.
Home and Country is the official organ of the Federated Women's
Institutes of Ontario and contains information helpful to all officers. A
complete file should be kept by each officer for ready reference.
FINANCIAL RESPONSIBILITY
Institutes are reminded that they are primarily an educational, cultural
and service organization and are advised against attempting and carrying too
heavy a financial burden, which would tend to discourage membership.
NATIONAL AND INTERNATIONAL DAY
The study of our national organization, The Federated Women's Insti-
tutes of Canada (F.W.I.C.) and our international organization, The Associ-
ated Country Women of the World (A.C.W.W.) is advocated for the month
of February. It is suggested that at this time a specific study of a province
or a country within our membership might be a programme feature.
FOR THE NEW MEMBER
It is recommended that at the meeting immediately following the annual
meeting information on our Women's Institute organization be given by a
member well versed in Institute work.
TO AVOID A LENGTHY BUSINESS MEETING
Where the business section of the Institute meeting is lengthy, it is
advisable that the branch board of directors meet prior to the regular meeting.
Lengthy items of correspondence might be summarized. It is also advisable
that use be made of special committees. Items of programme should be
neither too numerous nor too lengthy to allow adjournment of the meeting at
a reasonable hour.
COUNTY CONFERENCE
Institutes in a county are advised to hold at least one county confer-
ence each year. This is a matter of local organization and should be done
at the discretion of the districts concerned.
AVOID USING ORGANIZATION AS ADVERTIZING MEDIUM
It is recommended that Women's Institutes avoid using our organization
as a medium for advertising. -
Women's Institute officers may give lists of officers or members to any
outside organization ONLY with the approval of the provincial board.
52
WOMEN'S INSTITUTES OF ONTARIO
53
RAFFLES AND BINGOS
The provincial board does not encourage nor commend holding raffles
or bingo parties to raise funds for Women's Institute work but the final
decision is left to the discretion of the branch Institute.
LETTERHEAD
Branches, districts and convention areas are encouraged to use appro-
priate letterhead.
TWEEDSMUIR HISTORY BOOKS
For information on how to compile, write to the provincial convener of
Historical Research or the Loan Library, Women's Institute Branch and
Home Economics Service. Material used in the Tweedsmuir History Book
may be published but the name "Tweedsmuir History," the Foreword and
the pictures of Lord and Lady Tweedsmuir must not appear in a publication
to be sold.
PRINTED PROGRAMMES
Branches are encouraged to print a yearly programme and distribute
same to all families in the community. Branch Institutes are advised to with-
hold the printing of yearly programmes until after the district annuals in order
that district officers' names may be included. It is also advised that the pro-
gramme cover the period from June meeting to June meeting.
TRIBUTE TO DECEASED
In the case of the death of an active and valued member, a period of
two minutes' silence is a fitting memorial.
CONTACT WITH THE PRESS
Executives of conventions and rallies are urged to promote cordial
relationship with the press by making it convenient for the press represen-
tative ; to take notes at the meetings. They should notify the press represen-
tatives in good time and complimentary tickets for banquets should be pro-
vided.
EXCHANGE ON CHEQUES
Secretaries are reminded that all cheques issued by a Women's Institute
must include exchange and stamp.
WOMEN'S INSTITUTES ORGANIZING AFTER SEPTEMBER 1
A Women's Institute organized after September 1st will be exempt from
forwarding fees to the district secretary for the current fiscal year. Delegates
from the newly organized Institutes shall have the right to vote at convention
and at the district annual meeting.
54 HAND BOOK FOR FEDERATED
PROCEDURE TO BE FOLLOWED BY A WOMEN'S INSTITUTE
CONSIDERING DISBANDING
1. Notice of motion shall be given at a regular meeting that
Women's Institute disband. This motion shall be voted upon at the next
regular meeting. A copy of the notice of motion to disband shall be sent to
members not present at the meeting at which notice was given.
Should this procedure not be possible a special meeting shall be called
for the purpose of discussing the advisability of disbanding. The announce-
ment for this meeting shall be sent to all members two weeks prior to the date
of meeting.
2. All assets shall be disposed of by a two-thirds vote of members
present.
3. No Women's Institute having disbanded shall re -organize within a
year.
4. The Women's Institute disbanding shall notify the district secretary
who, in turn, shall notify the Department and the Federated Women's Insti-
tutes of Ontario secretary -treasurer.
INDEX
Auditors 9, 10, 15, 16, 20, 22, 35
Annual Meeting 9, 15, 20, 28
Area By-laws, to make 32
Adjourn or close a meeting 37
Agricultural Services 48
Amendments 36
Branch Women's Institute
Constitution and By-laws
8
Functions
4
How to Organize
7
Relationships
6
Badge 8, 14, 19,
25, 50, 51
Board of Directors
9, 14, 19
Branch Bylaws, to make
13
Convention
31
Function
5
Grant
32
Relationship
6
Convention By-laws, to make
32
Colours 8, 14, 19, 25
Committees
Of the Whole
37
Standing
38
Special
38
Reports of
38
Communications
37
Co-operative Programme
48
Community Halls
48
Crest of Women's Institutes
8, 51
County Conference
52
Delegates 4, 5, 6, 11, 16, 22, 31
Dues and Finances 12, 17, 23, 30
District By-laws, to make
24
District Women's Institute
Constitution and By-laws
19
Function
4
Relationship
6
District By-laws, to make
24
Duties of
Auditors
10
Branch Director
10
Conveners of Standing Committees
10
District Director
10
Election Chairman
43
Nominating Committee
44
55
Presidents 20, 34
Scrutineers 44
Secretary -treasurer 9, 15, 20, 29
Executive Officers 9, 14, 19, 28, 29
Elections 43
Exchange on cheques 53
Ex ofiicio Officers 29, 34
Federated Women's Institutes
Constitution and By-laws 25
Function 5
Federation fees 21
Functions of Standing Committees 39
Fiscal year 12, 17, 23, 30
Federation Representative
Credentials 23
Qualifications 22
Good Form in Procedure
President 33
Secretary 35
Treasurer 35
How to Draft a Resolution 45
Holding Property 48
Hospitals Tax 49
Hand Book -where to secure 51
Installation Ceremony 46
Junior Institute
Constitution and By-laws
14
How to Organize
6
Function
4
Relationships
6
Junior Institute By-laws, to make
18
Life Members 11, 22, 29
Legislative Grant 12, 23
Loan Library, Women's Institute
Branch 49
Motto
8, 14, 19, 25
Membership
8, 14, 19
Minute Book
51
Motions
36
56
INDEX
National and International Day
52
Reconsider
37
Rescind
37
O.A.C. Packet Library
50
Resignations
37
Objectives 2, 8, 14, 19,
25
Raffles and Bingos
53
Origin and Growth
1
Subdivisions
27
Photograph of Mrs. Hoodless
51
Song Books
51
Prints —Lord and Lady Tweedsmuir,
Mrs. Hoodless the Foreword
51
To Amend Constitution
31
Travelling Libraries
49
Quorum 13, 18, 24,
30
Tribute to Deceased
53
0
X UZS - 023