2. Responsibilites of officers in a local WMS group

Most groups elect a President, Vice President, Secretary, Treasurer or Secretary-Treasurer.  All officers are elected annually.  Often the group sets a maximum term of office.

If a group decides to function in a very informal way, they may appoint an executive committee which would carry the responsibilities for those offices.  In such a case one person should be named as the contact person for the group to receive correspondence from Presbyterial, Synodical and Council.

PRESIDENT

• It is expected that the president will endeavor to be familiar with and be informed about the work for which the Society is responsible.
• At the meeting:
• create a happy and friendly atmosphere by welcoming everyone.
• preside at the meeting of the group or its executive except when the Vice President (or other person) is delegated to do so
• use correct business procedure

Between meetings:

• see that the executive meets to discuss and plan the business of the group.  A sub-executive or an executive committee may be appointed to assist the president in these matters
• attend any group committee meetings as an ex-officio member
• encourage and helps officers and conveners on the executive
• plan the agenda for each meeting with the secretary
• check with those responsible for the various parts of the upcoming program(s)
• establish and maintain contacts with other organizations in the congregation and encourages the group to cooperate with and support them
• attend Presbyterial Annual and Executive meetings or sees that a substitute is sent (as president is a member of Presbyterial Executive)

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VICE PRESIDENT

It is expected that the Vice President will endeavor to be familiar with and be informed about the work for which the Society is responsible and be willing to be nominated for President.

• assume specific responsibilities assigned by the President and/or Executive
• substitute for the President when necessary
• preside at group meetings when requested

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SECRETARY

At the meeting:

• record minutes of group and executive meetings

Note: Local Group minutes are read and approved at the local group meeting, Executive minutes at Executive meetings and so on.

 Between meetings:

• prepare agenda for meetings in consultation with the President, using minutes to discover unfinished business  (see agenda outline p. 12)
• prepare notices for meetings.
• care for correspondence:
  • report to the President immediately when letters are received
  • read relevant letters at meetings
  • reply to letters promptly in accordance with action taken at the meeting
  • write thank you letters
  • file correspondence - keep for at least one year
• keep minute book in a safe place
• keep the minute book and correspondence file in order at all times and at the end of term of office pass these on to successor
• in consultation with the Executive prepares the Annual Report of the group by December 31 for presentation to the group, the congregation and the presbyterial.  The presbyterial report is recorded on a blue form which the secretary will receive from the Presbyterial Secretary).

Recording and Writing Minutes of Meetings:

The minutes of a meeting provide the official and historical record of the discussions and decisions which took place at that meeting.  Therefore, they must be accurate, complete, and unbiased.  Quoted statements must be exact, as must transcriptions of all motions and resolutions.  However, minutes must also be succinct, eliminating all unnecessary details. Write them objectively, not subjectively.

Recording

• First familiarize yourself with previous minutes to see what information you may need to record
• During the meeting, keep a copy of the agenda in front of you
• Make an accurate list of everyone who is present
• It is best to take lots of notes during the meeting; you can eliminate unimportant things later
• Record the name of the person who introduces each topic, together with an outline of the main points and general comments in the discussion
• Important statements, motions, resolutions, amendments and decisions must be recorded verbatim.  If resolutions and motions are typed out beforehand and handed to you, number them for quick reference in your notes.
• Record the name of each speaker who proposes a new plan or action, or who states an important opinion
• If you miss something important, ask the president or the speaker to repeat the information

Writing

• Write out the minutes while the meeting is still fresh in your mind
• At the top of the first page, note the date and place of meeting, followed by the names of those present. If applicable, note the names of those who have sent regrets.
• Record the items in the order they were dealt with at the meeting
• Transcribe the exact words of motions, resolutions, etc. as they appear in your notes
• Edit your notes, leaving only enough details of discussions in the actual minutes as seem necessary to give the sense of the meeting
• Record the date of the next meeting at the end of the minutes
• As the recording secretary, you must sign the minutes.  The president will also sign the minutes after they have been approved at the next meeting.

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TREASURER

• keep a record of all money contributed and raised by the group
• disburse all money as authorized by the group
• keep before the group the importance of systematic giving
• keep the group informed about the Society’s financial objectives set by presbyterial.  Encourage them to meet and, if possible, exceeding the objective.
• encourage the use of envelopes; keep a careful record of each member’s contributions and give official receipts for income tax purposes.
  • NOTE:  A group issuing receipts for income tax purposes must register annually with Revenue Canada .  You must answer all the questions on the form.  If the question doesn’t apply put N/A for not-applicable.  If the task becomes difficult consult with your local Church Treasurer who fills out the same form. 
• forward monthly, the money for the work of the Women’s Missionary Society to the Treasurer of your presbyterial
• order certificates (from Presbyterial Treasurer) for Life Membership, In Memoriam Certificates, Honorary Memberships and/or Certificates of Recognition and process these as indicated on p. 16-17.
• ülose the books of the group not later than December 31 and forward the final remittance immediately to the Presbyterial Treasurer
• have the books audited annually by the Auditor appointed by the group

NOTE - specially designated gifts should be made payable to the Women’s Missionary Society and sent directly to:

            The Treasurer of WMS, 50 Wynford Dr. , Toronto , ON    M3C 1J7

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Registration For Charitable and Non-Profit Organizations

IMPORTANT INFORMATION!

Any group issuing receipts for income tax purposes must already be registered with Revenue Canada , Taxation and have a registration number.  This registration must be maintained each year within six months of the end of the fiscal year of the group, by completing form T3010 (a charitable public information return).

The procedure for registering is as follows:

Initial Registration (for new groups)

• Complete form T2050 “Application for Registration” and file with Revenue Canada .
• Obtain a certified statement of affiliation from the Program Secretary
  Women’s Missionary Society, 50 Wynford Dr. , Toronto , ON   M3C 1J7
• Send both to the address below.

Annual Renewal of Registration (for groups who already have a registered number)

• Complete form T3010 and file with Revenue Canada at address below.

This form normally will be sent to you annually by Revenue Canada . If you do not receive this form or if you require further information, contact the address below.

If you are having difficulty, please consult with the Treasurer of your church.

WARNING!

Such incidents can cause delays as well as much inconvenience and frustration.

Addresses for forms:    

Revenue Canada
Charities Division
400 Cumberland St. , 5th floor
Ottawa , ON  K1A 0L8
1-800-267-2384
WEB   www.ccra-adrc.gr.ca./tax/charities/forms/menu-e.html

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