Ottawa, 3 May 2019

In accordance with #31 of the CAAS bylaws requiring proposals to amend the bylaws to be submitted in writing fifteen (15) days before the date of the AGM, Meredith Terretta, President, Uwa Idemudia, Vice-President, and Marc Epprecht, Past President hereby propose to modify the CAAS bylaws as follows:

Existing bylaw:

7. The Board of Directors of CAAS shall consist of: the President, the Vice-President, the Past-President, the Secretary-Treasurer, the Members-at-Large, the Editors of CJAS, and the Organizers of the Annual CAAS Conference. The Managing Editor of CJAS serves in an advisory capacity to the Board of Directors.

Proposed modification:

7. The Board of Directors of CAAS shall consist of: the President, the Vice-President, the Past-President, the Secretary-Treasurer, four Members-at-Large one of whom is preferably a graduate student, the Editors of CJAS, and the Organizers of the Annual CAAS Conference. The Managing Editor of CJAS serves in an advisory capacity to the Board of Directors. The President serves as liaison with the Organizers of the Annual CAAS Conference and ex-officio member of the Finance Committee. The Past-President serves as CAAS-CJAS liaison. The Vice President serves on the Joel Gregory Prize committee.

The recommended duties of members-at-large include: assisting the CJAS editorial team as needed in the adjudication of prizes awarded; assisting to facilitate participation of delegates requiring visas; serving on the Finance Committee; and such other duties as the Board of Directors may assign.

Existing bylaw:

10. The Secretary-Treasurer shall maintain the records of CAAS, shall receive and have custody of the funds of CAAS, shall present an annual financial statement to the membership, and shall perform such other duties as the Board of Directors may assign.

Proposed modification:

10. The Secretary-Treasurer shall maintain the records of CAAS, shall receive and have custody of the funds of CAAS, shall present an annual financial statement to the membership at the AGM. It is necessary that the Secretary-Treasurer have experience supervising budgets of departments or organizations and preferable that s/he have one year experience as a member of the finance committee of the Association. The Secretary-Treasurer shall present a biannual financial statement to the board, one within thirty (30) days after the AGM, the second no later than sixty (60) days before the next AGM and shall perform such other duties as the Board of Directors may assign. The Secretary-Treasurer will sit on the CAAS Finance Committee.

       

Proposed addition:

10.1. A Finance Committee will be chaired by a board member and is comprised of the Secretary-Treasurer, and two other members of the Board, one of whom is a member of the CJAS editorial team. The CAAS President will serve as ex-officio member.  The Finance Committee will help the Secretary-Treasurer and President to oversee the finances of the association. The Committee reviews all financial statements and makes recommendations on the ways the association can economize, raise money, and strengthen its general financial position. It is preferable that the Chair of the Finance Committee have experience supervising budgets of departments or organizations and one year experience as a member of the finance committee of the Association. The Chair of the Finance committee shall normally be selected by the Board of Directors at the Executive Meeting held during the Annual Conference. The Chair of the Finance Committee shall normally serve for a term of two years and may serve longer at the request of the Board of Directors.

            At the final Annual Meeting of the outgoing Chair, the Secretary-Treasurer, the President, and the Vice-President will conduct a hand-over with the incoming Chair during which there will be a passing of relevant materials and discussion of the financial condition of the association.

            Within one month of the provision of financial reports from the Secretary-Treasurer, the Chair will discuss the implications of the statement with the Secretary-Treasurer, with the other members of the Finance Committee, and with the President. The Finance Committee will develop an annual budget for approval by the board in the Fall before the Call For Papers goes out. Board members review and approve budgets and verify adherence to them.

Existing bylaw:

11. Any four members of the Board of Directors shall constitute a quorum. The quorum must include two of the President, Vice-President, or Secretary-Treasurer of CAAS. 

Proposed modification:

11. Any four members of the Board of Directors shall constitute a quorum. The quorum must include two of the President, Vice-President, or Secretary-Treasurer of CAAS. Electronic votes by the board should be taken when it is impossible to wait for the next board meeting and there is a need to decide on issues that require full board input.

Existing bylaw:

15. The regular members shall elect the Vice-President, Secretary-Treasurer, and the Members-at-Large of CAAS. This election shall be conducted by secret ballot and, if the Board of Directors so determines, may be conducted by email. If the incumbent Vice-President is not able to serve as President, then an election shall be held for the position of President.

Proposed modification:

15. The regular members shall elect the Vice-President, Secretary-Treasurer, and the Members-at-Large of CAAS. Preferably, a francophone or fully English-French bilingual Vice-President will be elected if the President is anglophone and vice versa. This election shall be conducted by secret ballot and, if the Board of Directors so determines, may be conducted by email. If the incumbent Vice-President is not able to serve as President, then an election shall be held for the position of President.