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Policies & Procedures
1. GOALS OF THE CCYA
a.) To establish a National
Board to unite youth across Canada
b.) To encourage the interests of youth
in breeding, raising, and promoting
Charolais
cattle
c.) To
meet annually at the Canadian Charolais Youth Association Conference
and Show
for fellowship, educational activities and competitions
d.) To encourage youth members to take an
active role in organizing and operating
a National
Conference and Show
2. MEMBERSHIP
Youth members are individuals who are 21 years of age or younger
as of January 1st of the current year, whom apply for a youth
membership in the Canadian Charolais Association, and pay
a prescribed admission fee set out by the Canadian Charolais
Association. The age divisions for the conference are as follows
(as of January 1st of the conference year):
Junior 12 years and under
Intermediate 13 – 16 years
Senior 17-21 years
3. MEETINGS
The Canadian Charolais Youth Association (CCYA) holds one
general meeting each year at the conference. National Board
meetings shall be held twice annually, once at a location
to be chosen by the National Board during the course of the
year, and once at the annual general meeting. Expenses shall
not be paid for those attending the annual general meeting,
but will be paid for from the CCYA National Board Account
for the meeting being held at a location chosen by the board.
Expenses for this meeting will not exceed 2/3 of the monies
received from the previous year's conference, and should they,
expenses shall be paid out as a percentage of each individuals
total expenses related to the meeting. National Board representatives
and Adult Advisors are
responsible for the balance of their expenses should there
be any, and it is recommended that they find sponsorship for
any additional expenses. Should the meeting location and time
coincide with an event that the National Board member(s) will
be in attendance at for personal reasons no expenses shall
be paid. Conference calls shall be held periodically during
the year to organize the general business of the Canadian
Charolais Youth Association. At the general meeting, the National
Board members will survey youth members that are attending
the conference - this will
provide:
a.) The opportunity to let the general
membership know of the activities of the
National
Board over the past year.
b.) The opportunity for amendments to the
Policies and Procedures of the
association
put forth and voted on by the general youth membership.
c.) The opportunity for general
discussion about the activities and programs of the
association.
Executive meetings of the Conference and Show Organizing
Committee
will be held periodically during the year to organize the Conference
and Show.
Members should participate in planning, and support ongoing
programs by
providing feedback to the conference and show using one of the
following
methods:
a survey handed out at the beginning of the conference
a report by regional representatives
a wrap-up meeting
a survey mailed through the fall newsletter
4. BOARD OF DIRECTORS
The business of the Canadian Charolais Youth Association National
Board shall be conducted by the board members, consisting
of director(s) from each participating region and shall consist
of one President, Vice-President, secretary and treasurer,
and the immediate past president serving as ex-officio. In
the case that the immediate past president is unable to take
on the duties of exofficio, or they are returning to the board
for another term, the position may be held by the past vice-president,
secretary or treasurer. The business of the Canadian Charolais
Youth Association Conference and Show Organizing Committee
shall be conducted by the executive, consisting of
one Chair, Vice-Chair, secretary, and treasurer. The business
of the Canadian Charolais Youth Association Conference and
Show Organizing Committee shall be conducted by the executive,
consisting of one Chair, Vice-Chair, secretary, and treasurer.
a.) Any member of the Conference
and Show Organizing Committee or National Board
may resign at any time by giving written notice thereof to
the remaining members
of the Conference and Show Organizing Committee or National
Board. Such
resignation shall take effect at the time specified therein,
and, unless otherwise
specified.
b.) Any member of the Conference and Show
Organizing Committee or National
Board so
elected can be removed at any time with two-thirds majority of votes
cast by the
members present at any regular meeting or special meeting called
for that
purpose, at which a quorum is present, provided that such removal shall
be without
prejudice to the contact rights, if any, of the person removed.
c) Vacancies of:
I.
Conference and Show Organizing Committee executive resulting from any
cause,
may be filled by a succeeding director, or the membership at large
at
any regular meeting. A majority vote of votes cast is required to
confirm
the
position.
II.
The National Board executive resulting from any cause may be filled by
a
succeeding
current director. If the executive officer who vacated their
position
is no longer able to hold even a director position or a director
vacates
their position, the vacant director position will be filled by the
alternate
from their region. If an alternate from that region is unavailable
the
vacant position may be filled by an alternate from one of the other
regions,
as chosen by a majority vote of the remaining board members.
c.) National Board members are required
to attend a minimum of one meeting
during the
course of their term. Any National Board member who is absent at
two
consecutive meetings may be removed from office by two-thirds majority
vote of
votes cast by the remaining members of the National Board. Any
Conference
and Show Organizing Committee member who is absent at any two
consecutive
meetings may be removed from office by two-thirds majority vote
of votes
cast by the remaining members of the Conference and Show Organizing
Committee,
if they find that such absences were without plausible reason or
excuse.
d.) The Conference and Show
Organizing Committee and National Board shall
conduct
themselves in a business like manner at all Charolais functions. The
CCA
YouthCoordinator has the power and duty to issue warnings to Conference
and Show
Organizing Committee and National Board members when needed.
Warnings
may be issued 1) when a Conference and Show Organizing Committee
or National
Board member is not willing to perform assigned task(s) without
good
reason, 2) for general lack of cooperation by a board member. When a
member
receives two warnings, it is grounds for removal from the respective
executive.
Removal requires discussion and a two-thirds majority vote of votes
cast at a
regular meeting, or special meeting called for that purpose.
5. NATIONAL BOARD
a) The Canadian Charolais Youth
Association National Board shall be comprised of
a
director(s) from each of the participating regions. The regions shall
be defined
as follows:
1.
British Columbia/Alberta
2.
Saskatchewan
3.
Manitoba
4.
Ontario/Quebec/Maritimes
Each
region shall elect one director for the first 25 members and
one additional director
if the provincial membership exceeds 25 (with a maximum of
two directors
per province), and one alternate director. National Board
members shall
be elected by their regional membership during the regional
meetings held in
conjunction with the CCYA Conference and Show and their names
forwarded by their
provincial association to the Youth Coordinator or National
Board to be announced
at the annual general meeting which will be held in conjunction
with the
CCYA Conference and Show. Elected directors’ term shall
commence at the conclusion
of the annual general meeting and shall run to the following
AGM. In the
case that an elected director is unable to assume their role
on the board the chosen
alternate will assume the position. If there is no alternate
director available
from the region in question, or in the case that a region
does not have youth
members available to fill their director position(s), the
alternates from the other
regions will have the opportunity to compete for the open
Director position. The
successful candidate will be chosen by a majority vote of
the existing board members;
that person will then be responsible for representing the
region they were
elected to, rather than their home region. The National Board
Youth executive
shall be comprised of a president, a vice-president, a secretary,
a treasurer
and an ex-officio, and will be elected by the National directors
at the conclusion
of the AGM. National Board members must be a minimum of 15
years of
age as of January 1st of the year that their term begins.
b.) Any changes to the Competition Rules
and Regulations, the Rules and
Regulations
of the Conference and Show, and the Canadian Charolais Youth
Association
Programs can be made by the National Board at any point during the
year at any
regular National Board director meeting.
6. DUTIES OF NATIONAL BOARD MEMBERS
a.) Act as a representative
of their regional youth association
7. DUTIES OF THE NATIONAL BOARD PRESIDENT
a.) General supervision over the affairs
of the National Board and the Canadian
Charolais
Youth Association
b.) Set out objectives of the
National Board
c.) Prepare agenda and chair
National Board meetings
d.) Act as a representative of the
organization to outside persons and other
organizations
e.) Make sure facts are presented clearly
to those in attendance and restrict
discussions
of a meeting to the subject under considerations
f.) Obtain input from the National
Board, the CCYA Conference and Show Organizing
Committee,
CCA Youth Coordinator, Adult Advisors and other sources
g.) Help distribute work among
members and committees
8. DUTIES OF THE NATIONAL BOARD VICE-PRESIDENT
a.) Assume the chair when the
president is unavailable
b.) Have an active role in planning
committees, responsibilities and duties of the
National
Board.
9. DUTIES OF THE NATIONAL BOARD TREASURER
a.) The treasurer receives monies of the
organization and disburses it upon orders
of
authorized officers
b.) The CCA Youth Coordinator and
treasurer are co-signers of the monies
c.) Facilitate financial transactions
and present regular reports/budgets at meetings
d.) File receipts, keep accurate
records
e.) Maintain an account at a financial
institution in the name of the CCYA National
Board.
f.) Pass on a complete set of financial
records to the next National Board, CCA Youth
Coordinator, and the CCA Membership committee for the year
showing invoices,
receipts, expenditures and a complete financial report for
review.
10. DUTIES OF THE NATIONAL BOARD SECRETARY
a.) Record minutes and assist president
by taking notes at meetings
b.) Conducts most of the correspondence
of the National Board
c.) File papers and documents related
to the National Board
d.) Read minutes of previous meeting
11. DUTIES OF NATIONAL BOARD ADULT ADVISORS
a.) 1 adult advisor per region voted on
by the regional membership during the
regional caucus
meetings held in conjunction with the CCYA Conference and
Show.
b.) Adult advisors should act in
an advisory role to the National Board and shall not
have a vote
12. DUTIES OF CONFERENCE AND SHOW ORGANIZING COMMITTEE
a.) The Organizing Committee of the
Canadian Charolais Youth Association will have
direct
control over the Canadian Charolais Youth Association Conference
and Show
that commences every summer
13. DUTIES OF THE CONFERENCE AND SHOW ORGANIZNG
COMMITTEE CHAIR
a.) General supervision over the affairs
of the CCYA Conference and Show
Organizing
Committee
b.) Set out objectives of the
executive
c.) Prepare agenda and chair
executive meetings
d.) Act as a representative of the
organization to outside persons and other
organizations
e.) Make sure facts are presented clearly
to those in attendance and restrict
discussion
of a meeting to the subject under considerations
f.) Obtain input from executive
and other sources
g.) Help to distribute work
among members/officers and committees
14. DUTIES OF THE CONFERENCE AND SHOW ORGANIZING
COMMITTEE VICE-CHAIR
a.) Assume the chair when the
Chairperson is unavailable
b.) Have an active role in planning
committees, responsibilities and duties of the
Conference
and Show Organizing Committee
15. DUTIES OF THE CONFERENCE AND SHOW ORGANIZING
COMMITTEE TREASURER
a.) The treasurer receives monies of the
organization and disburses it upon orders
of
authorized officers
b.) The chair and treasurer
are co-signers of the monies
c.) Facilitate financial transactions
and present regular reports/budgets at meetings
d.) File receipts, keep accurate
records
e.) Maintain an account at a
suitable location in the CCYA name
f.) Pass on a complete set of financial
records to the next CCYA Conference and
Show
Organizing Committee, the National Board, CCA Youth Coordinator,
provincial
Charolais Association and the CCA Membership committee for the
year
showing invoices, receipts, expenditures and a complete financial
report for
review.
g.) Pass on a complete set of financial
records including receipts, returned cheques
and
invoices for review by the CCA and the accountant employed by the CCA.
16. DUTIES OF THE CONFERENCE AND SHOW ORGANIZING
COMMITTEE SECRETARY
a.) Record minutes and assist
chair by taking notes at meetings
b.) Conducts most of the correspondence
of the Conference and Show Organizing
Committee
c.) File papers and documents related to
the Conference and Show Organizing
Committee
d.) Read minutes of previous
meeting
e.) Get written confirmation
of everything (including, but not limited to: hotel rooms,
guests,
speakers, judges, caterers, and facilities)
f.) Keep in touch periodically with
judges, and speakers about conference plans and
times
g.) Pass along a complete record of all
files from the activities, functions and
business,
including minutes, to the next Conference and Show Organizing
Committee,
CCA Youth Coordinator and CCA membership committee, as well
as on the
computer laptop to the next CCYA organizing committee.
17. DUTIES OF THE CONFERENCE AND SHOW ORGANIZING
COMMITTEE ADULT ADVISOR
a.) 1-4 adult advisors are selected
to work with the CCYA Conference and Show
Organizing
Committee depending on where the conference is held
b.) The adults selected should include
adult advisors that can be actively involved in
working
with the youth in organizing the conference
c.) Adult advisors should act
in an advisory role and shall not have a vote
18. DUTIES OF YOUTH COORDINATOR
a.) This person oversees the CCYA
National Board and the CCYA Conference and
Show
Organizing Committee
b.) The CCYA Youth Coordinator is
responsible for communicating and reporting the
youth
interests and concerns to the CCA National Board and CCA Membership
Committee
c.) He/she can also provide ideas or
advice to the CCYA Conference and Show
Organizing
Committee
d.)
Shall be present and provide their assistance at each CCYA National
Board
meeting,
CCYA Conference and Show and Canadian and Charolais Youth
Association
event.
19. FUNDRAISING GUIDELINES CONFERENCE AND SHOW
ORGANIZING COMMITTEE
a.) All Organizing Committee members
should be active in fundraising with one
committee
member overseeing/chairing this fundraising committee
b.) Keep good records with relevant
data and transactions
c.) Make sponsorship packages
look professional, precise and clear
d.) Start fundraising early
in the term
e.) Be sure to send thank you
cards to sponsors in a timely fashion
f.) Recognize sponsors in as
many ways as you can
20. MONIES
The existing CCYA Conference and Show Organizing Committee
is fiscally responsible for all costs incurred during the
time they are organizing a CCYA conference: All liabilities
and costs are to be paid by the Conference and Show Organizing
Committee’s treasurer from a CCYA account set up by
them in a suitable location. All income received by the CCYA
Conference and Show Organizing Committee is to be used for
CCYA conference costs. There are existing startup monies in
the amount of $3,000. Those monies will be held in the hosting
regions CCYA account. These funds will be treated like an
expense and they will be passed on after the conference is
over to the next hosting Organizing Committee members. This
will enable the new
Conference and Show Organizing Committee to have funds until
their own fundraising monies become available. Any profit
left after all expenses are paid, will be split equally.
Half of the profit will stay in the hosting region in the
existing CCYA account to be used for furtherance of conferences.
The other half of the profit will go into the CCYA National
account to be held at the Canadian Charolais Association.
Then, based on recommendations of the CCYA National Board
and Youth members across Canada, the monies will be used in
areas such as:
a.) membership drives
b.) publicity and promotion
c.) newsletters or information
d.) other
Signing authority of monies in the CCYA National account will
be held by the National Board treasurer and the CCA Youth
Coordinator. If the conference loses money, both the hosting
CCYA Conference and Show Organizing Committee and the hosting
provincial Charolais association are responsible for raising
funds to cover all the conference outstanding expenses. The
CCYA organizing committee is responsible for passing on a
complete set of financial records to the National Board, CCA
Youth Coordinator, and the CCA Membership committee for the
year showing invoices, receipts, expenditures and a complete
financial report for review no later than January 31st of
the year following the conference. If the books are not completed
at this time, all documentation will be forwarded to the CCA
office for completion. Any expense
for the time of completion will be charged to the hosting
province. The CCYA organizing
committee is also responsible for passing on finalized financial
records including receipts, returned cheques and invoices
for review by the CCA and the accountant employed by the CCA.
The expenses associated with the financial review by the accountant
will be covered under the conference expenses. The CCYA National
Board is responsible for reporting all expenditures to the
general youth membership at the annual general meeting, as
well as to the CCA Membership Committee.
21. EDUCATIONAL AWARD MONIES
Educational award monies will be awarded on an overall point
basis at the conference. Proof of acceptance in a post-secondary
education program is required. In the case that the winner
of an educational award is still in high school, their educational
award will be held in trust for a period of two years following
the completion of their final high school diploma. If the
winner of the educational award shows no desire to continue
at a post-secondary institution, the funds may be used to
complete other educational courses subject to the approval
of the National Board. In the case that the winner had completed
their post-secondary education and wishes to complete other
educational courses they must take the course within one year
of receiving the educational award. In the case that the youth
wishes to take other educational courses the expenses incurred
to take the course up to and including the value of their
educational award may be reimbursed by the CCYA, in the case
that the full value of the educational award is not utilized
in taking the course the difference will return to the CCYA
National account. Should the winner of the educational award
be completed their post-secondary education, and not wish
to take other educational courses they shall be eligible,
subject to National Board approval, to receive their educational
award monies up to one year after completing their education.
It is recommended that the minimum educational award monies
that are available through the conference are $1,000 and the
maximum amount of monies is $2,500. The educational award
monies will be held in the CCYA National account until the
above proof is shown by the winner. The CCYA Conference and
Show Organizing Committee are responsible for sending the
monies to the CCYA National account for distribution. Any
educational award monies not claimed by the winner within
the given time line will remain within the National account,
and will not be awarded to the next place contestant.
22. CONFERENCE AND SHOW HONOUREE
The CCYA Conference and Show Honouree will be an individual
recognized for their overall contribution to the betterment
of Charolais Youth. Individuals nominated for the distinction
shall not be current youth members and shall be nominated
solely by participating youth members of the hosting province.
By May 1st, the hosting province will have submitted three
names as nominations for the honouree, to be taken into consideration
by the National Boardnprior to the CCYA Conference and Show.
The individual with the majority vote from the National Board
shall become the honouree for that year’s conference,
and shall be announced at the Opening ceremonies. A short
write-up on all three nominees should be included in the catalogue
for that year. A small token item to commemorate the achievement
of the honouree will be presented by the Conference and Show
Organizing Committee at the banquet.
23. OBJECTIVES OF THE CONFERENCE WEEKEND
a.) That it be educational
b.) An inexpensive weekend for
all family members to attend
c.) Have continuity as it moves
from province to province
24. HOW TO HOST A CONFERENCE
If a region wants to host a conference, a formal letter of
request and intentions is to be submitted to the current CCYA
National Board two years prior to the proposed Conference
and Show.
25. AMENDMENTS
The policies and procedures of the Canadian Charolais Youth
Association may be amended only by a majority vote of all
youth members present at the annual general meeting. Any proposed
amendments must be submitted in writing at the general caucus
meeting at the CCYA conference and show and may be voted upon
at the AGM held in conjunction with the CCYA Conference and
Show. Once amendments have been passed by the CCYA membership,
the new policies and procedures will be submitted to the Canadian
Charolais Youth Association National board for ratification.
Any changes to the Competition Rules and Regulations, the
Rules and Regulation of the Conference and Show and the Canadian
Charolais Youth Association Programs can be made by the national
board at any point during the year at any regular National
board of directors |
