Executive Committee: Duties & Bylaws (as a complement to the Constitution)
Last revised: September 11, 2018 with the Approval of the May 28, 2018 AGM (Regina, SK)
The Executive Committee has the following responsibilities:
- To authorize any expenditures necessary to the running of the Association.
- To establish ad hoc committees to facilitate and further the activities of the Association.
- To recommend membership rates to be set by the Annual General Meeting of the Association.
- To appoint a liaison person to handle the local arrangements at conferences.
- To decide on all questions touching on the interpretation of this Constitution.
Further responsibilities include:
Availability: All executive members are expected to be available to conduct CACLALS business over the course of their tenure and throughout the year (fall, winter and spring/summer terms). If a member foresees being, or proves to be, unavailable for more than four months (the equivalent of one academic term), the member will be expected to withdraw from the position, so a new election can be held within a timely period.
Additional annual duties for “regional” representatives might include:
Managing the updates and approved revisions to the CACLALS website (note: the President and Treasurer will be responsible for administering the website “account”); managing a social media presence (twitter); proposing ways to build and maintain membership; proposing and helping to launch new initiatives relevant to the association; serving as a primary liaison with member branches to apprise them of CACLALS-related activities and to keep CACLALS abreast of branch-related activities; providing an annual update on job market trends in the represented region for graduates in the field; sharing relevant job adverts and CFPs from their specific fields of specialization.
Additional conference-related duties for “all” executive members might include:
Providing input on the Conference CFP once the President notifies the executive of the Congress theme; disseminating the CFP in formats other than the association website and membership list; vetting proposals; assisting the President with drafting grant proposals for CACLALS, as required; serving on the graduate student prize panel; taking an active role in assisting with conference needs on the ground, as required.
Additional annual duties for “graduate student” representatives might include:
Proposing and helping to launch new initiatives relevant to graduate-student members of the association; organizing one graduate-run student panel to be held at the annual conference at CACLALS related to professionalization, the job market or developments in the field.
Travel Reimbursement for President, Secretary-Treasurer and Graduate Representatives:
The President and Treasurer will each be reimbursed for travel (flight and accommodation) up to the amount of $1500 for travel to Congress within Canada during their tenure; the President will additionally be reimbursed $2500 for travel to the international triennial ACLALS conference during his/her tenure. The Graduate student representatives will also each be reimbursed up to $500 for travel to Congress within Canada during their tenure. These amounts should be revisited every three years to reflect inflation and budgetary measures. Note: Reimbursement shall only be granted when considered against the health of the CACLALS budget and general affordability depending on revenue in any given year. Reimbursement is not guaranteed by the bylaws.
All of these duties should be revisited every three years to address and best reflect any changes made to the Association.