View and download Policies and Procedures
1. Goals of the CCYA
● To establish a National Board to unite youth across Canada
● To encourage the interests of youth in breeding, raising, and promoting Charolais
cattle
● To meet annually at the Canadian Charolais Youth Association Conference and Show
for fellowship, educational activities, and competitions
● 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):
● Little Chars 5-7 years
● Junior 8-12 years
● 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 individual’s
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 attend 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:
● The opportunity to let the general membership know of the activities of the National
Board over the past year.
● The opportunity for amendments to the Policies and Procedures of the association
put forth and voted on by the general youth membership.
● 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 ex-officio, 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.
4.1. 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.
4.2. 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.
4.3. National Board members are required to attend a minimum of one meeting during 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.
4.4. The Conference and Show Organizing Committee and National Board shall conduct
themselves in a business-like manner at all Charolais functions. The CCYA Youth
Coordinator 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.
4.5. 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.
5. National Board
● 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 president, vice-president,
secretary, treasurer and ex-officio, and will be elected by the National directors at the
conclusion of the AGM. National Board members must be a minimum of 16 years of age as of
January 1st of the year that their term begins.
● 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
● Act as a representative of their regional youth association
7. Duties of National Board President
● General supervision over the affairs of the National Board and the Canadian Charolais
Youth Association
● Set out objectives of the National Board
● Prepare agenda and chair National Board meetings
● Act as a representative of the organization to outside persons and other organizations
● Make sure facts are presented clearly to those in attendance and restrict discussions
of a meeting to the subject under considerations
● Obtain input from the National Board, the CCYA Conference and Show Organizing
Committee, CCA Youth Coordinator, Adult Advisors, and other sources
● Help distribute work among members and committees
8. Duties of National Board Vice-President
● Assume the chair when the president is unavailable
● Have an active role in planning committees, responsibilities, and duties of the
National Board.
9. Duties of the National Board Treasurer
● The treasurer receives monies of the organization and disburses it upon orders of
authorized officers
● The CCA Youth Coordinator and treasurer are co-signers of the monies
● Facilitate financial transactions and present regular reports/budgets at meetings
● File receipts, keep accurate records
● Maintain an account at a financial institution in the name of the CCYA National Board.
● 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 National Board Secretary
● Record minutes and assist president by taking notes at meetings
● Conducts most of the correspondence of the National Board
● File papers and documents related to the National Board
● Read minutes of previous meeting
11.Duties of National Board Advisors
● 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.
● 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
● 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 Organizing Committee Chair
● General supervision over the affairs of the CCYA Conference and Show Organizing
Committee
● Set out objectives of the executive
● Prepare agenda and chair executive meetings
● Act as a representative of the organization to outside persons and other organizations
● Make sure facts are presented clearly to those in attendance and restrict discussion
of a meeting to the subject under considerations
● Obtain input from executive and other sources
● Help to distribute work among members/officers and committees
14.Duties of the Conference and Show Organizing Committee Vice-Chair
● Assume the chair when the Chairperson is unavailable
● 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
● The treasurer receives monies of the organization and disburses it upon orders of
authorized officers
● The chair and treasurer are co-signers of the monies
● Facilitate financial transactions and present regular reports/budgets at meetings
● File receipts, keep accurate records
● Maintain an account at a suitable location in the CCYA name
● 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.
● 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
● Record minutes and assist chair by taking notes at meetings
● Conducts most of the correspondence of the Conference and Show Organizing
Committee
● File papers and documents related to the Conference and Show Organizing
Committee
● Read minutes of previous meeting
● Get written confirmation of everything (including, but not limited to hotel rooms,
guests, speakers, judges, caterers, and facilities)
● Keep in touch periodically with judges, and speakers about conference plans and
times
● 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
● 1-4 adult advisors are selected to work with the CCYA Conference and Show
Organizing Committee depending on where the conference is held
● The adults selected should include adult advisors that can be actively involved in
working with the youth in organizing the conference
● Adult advisors should act in an advisory role and shall not have a vote
18.Duties of Youth Coordinator
● This person oversees the CCYA National Board and the CCYA Conference and Show
Organizing Committee
● The CCYA Youth Coordinator is responsible for communicating and reporting the
youth interests and concerns to the CCA National Board and CCA Membership
Committee
● He/she can also provide ideas or advice to the CCYA Conference and Show Organizing
Committee
● 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
● All Organizing Committee members should be active in fundraising with one
committee member overseeing/chairing this fundraising committee
● Keep good records with relevant data and transactions
● Make sponsorship packages look professional, precise and clear
● Start fundraising early in the term
● Be sure to send thank you cards to sponsors in a timely fashion
● 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 start- up monies in the
amount of $3,000 available if the host province requests it from the National Board. Those
monies will be held in the National Board CCYA account. These funds will be treated like an
expense, and they will be returned to the National Board by the hosting Organizing Committee
members by January 1 of the hosting conference year. 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 kept by the hosting organizing committee. The
CCA annually sponsors the CCYA with $5000 and in return the CCA is to be recognized as a
platinum (or highest level) sponsor at the CCYA Conference and Show. (The CCA will continue to
sponsor the CCYA Conference & Show education awards ($1800).
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 timeline will remain within the National account and will not be
awarded to the next place contestant.
22.Conference and Show Honoree
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 Board
prior 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
● That it be educational
● An inexpensive weekend for all family members to attend
● 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.
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