- Bylaws (Constitution) and Resolutions
Canadian Association of Student Activity Advisors CASAA
Association Canadienne des Conseillers à la Vie Étudiante ACCVE
Adopted October 1988 in Lower Sackville, NS
Last Amended October 2002 in Saskatoon, SK
Printed in October 2003
Bylaws updated Jan 2004, Updated November 2007, Updated October 2008, Updated June 2009, Updated May 2010
Article I. Name
The name of this organization shall be the Canadian Association of Student Activity Advisors (CASAA).
Article II. Objects of the Association
The objects of the Association shall be:
- To promote education and the development of citizenship, employability, and leadership skills among students within Canadian schools.
- To facilitate the professional development of Student Activity Advisors by helping to equip them with the resources, ideas, and support to become effective trainers of student leaders.
- To encourage among Canadian schools the sharing and exchange of ideas pertaining to student leadership, education, and activities.
- To support the organization and growth of provincial associations for Student Activity Advisors.
- To encourage, foster and develop among its members, a recognition of the importance of student activities in national life, and all directly related objects.
Article III. Membership
Section 1. Eligibility
- Upon payment of the annual fee, membership shall be open to Individuals, Middle and Secondary schools, Baords of School Jurisdictions, Post Secondary Organizations and Corporations sharing common goals and values.
- The CASAA membership year shall be July 1 to June 30.
- Any member wishing to withdraw from membership may do so upon a notice in writing to the Board through its Executive Director.
- If any member is in arrears for fees or assessments for any year, such member shall be automatically suspended at the expiration of six months from the date such fees were due, and thereafter shall be entitled to no membership privileges or powers in the Association until reinstated.
- Upon a majority vote of all members of the Board of Directors in good standing, any member may be expelled from membership for any cause, which the Board may deem reasonable.
Section 2. Honorary Memberships
- An honorary Life Membership may be conferred on individuals at the Annual General Meeting by a majority vote of the members present.
- Honorary Life Memberships shall be conferred upon all former members of the CASAA Board of Directors.
Article IV. CASAA Board of Directors
Section 1. Composition
- The Board of Directors shall consist of an 8-member Executive and Directors from each province/territory to a maximum of 21 persons, and subject to the Bylaws, the Board of Directors shall have full control and management of the affairs of the Association.
The Executive members of the Board shall be:
- President
- Past President
- Vice President
- Executive Director
- Publications/Communications Director
- 2 Canadian Student Leadership Conference (CSLC) Directors
- Francophone Director
C. The additional members of the Board shall include:
- 13 Provincial/Territorial Directors
Section 2. Eligibility
- Members of the Board of Directors shall be CASAA members. Board members must maintain their membership throughout the term of office or the position shall be forfeited.
- The Board shall appoint the Publications/Communications Director and Executive Director from the membership.
- The Board shall appoint each CSLC Director the year prior to hosting the Canadian Student Leadership Conference.
- The francophone advisors attending CSLC may elect one Francophone Director, otherwise the position shall be filled by an appointment of the Board.
- Provincial/Territorial associations may each appoint one Director.
- Any member of the Executive may serve as a Provincial/Territorial Director.
Section 3. Term of Office
- A. The term of office for the President, the Past President, and the Vice President shall be two years commencing at the Annual General Meeting.
- B. The Board of Directors shall elect the Vice President at the CSLC Board meeting with the format of such election as determined by the President.
- C. At the end of the term of office, the Vice President shall be appointed President and then Past President in sequential terms.
- D. The term of office for the Executive Director, the Publications/Communications Director, the CSLC Directors, and the Francophone Director shall be two years commencing at the Annual General Meeting.
- E. The term of office for the Provincial and Territorial Directors shall be two years. The term for half of the provinces shall begin in the even years and the other half shall begin in the odd years. (See Resolution 02 for Rotation Schedule)
Section 4. Termination of Service
- A. Any member of the Board of Directors may execute the termination of service by writing a letter of resignation to the President at any time.
- B. An appointee of the Board shall fill any vacancy in the Executive of the CASAA Board of Directors until the next meeting of the Board.
- C. The Provincial/Territorial associations shall fill any vacancy of the Provincial/ Territorial Directors.
Section 5. Meetings
- A. The Annual General Meeting of the membership shall be held annually to coincide with the annual Canadian Student Leadership Conference. Any member who has not withdrawn from membership nor has been suspended nor expelled, shall have the right to vote at any Annual General or other General Meeting of the Association. Such votes must be made in person and not by proxy or otherwise.
- B. A meeting of the Board of Directors shall be held at each Canadian Student Leadership Conference.
- C. Meetings of the Board require a quorum of 10 members, 3 of whom are Executive members, to transact business on behalf of the Board.
- D. Additional meetings shall be held at the discretion of the Executive.
Article V. Duties of Members of the Board of Directors
Section 1. The President shall:
- Call and preside at all meetings of the Board of Directors and the Annual General Meeting.
- Serve as the official representative of the Association.
- Coordinate the fiscal management program and the promotions program.
- Supervise the business of the Association and all activities of the Board members.
Section 2. The Past President shall:
- Attend all meetings of the Board of Directors and the Annual General Meeting.
- Preside at meetings in the absence of the President.
- Provide counsel to the Board of Directors.
- Maintain a current set of bylaws and resolutions for the Association and supervise the amendment process.
Section 3. The Vice President shall:
- Attend all meetings of the Board of Directors and the Annual General Meeting.
- Preside at meetings in the absence of the President and Past President.
- Maintain a current CSLC handbook for the Association.
- Serve as a liaison for the CSLC Directors.
Section 4. The Executive Director shall:
- Attend all meetings of the Board of Directors and the Annual General Meeting.
- Administer the day-to-day affairs of the Association including all finances.
- Present an audited financial statement and budget for approval at the Annual General Meeting.
- Other duties as agreed upon.
Section 5. The Publications/Communications Director shall:
- Attend all meetings of the Board of Directors and the Annual General Meeting.
- Coordinate the publication and distribution of an Association newsletter.
- Serve as a liaison to all international publications.
- Supervise the media relations program and all communications between the Association and all other agencies.
- Other duties as agreed upon.
Section 6. The CSLC Directors shall:
- Attend all meetings of the Board of Directors and the Annual General Meeting.
- Complete the planning and presentation of the annual Canadian Student Leadership Conference (CSLC).
- Advise the Board on all matters pertaining to CSLC.
Section 7. The Francophone Director shall:
- Attend all meetings of the Board of Directors and the Annual General Meeting.
- Supervise the translation of all Association publications.
- Advise the Board of Directors on all issues pertaining to language.
Section 8. The Provincial/Territorial Directors shall:
- Attend all meetings of the Board of Directors and the Annual General Meeting.
- Report the activities of their associations to the Board of Directors.
- Advise the Board of Directors on all issues pertaining student activities as representatives of their associations.
Article VI. Powers of Directors
Section 1. Administer Affairs
The Board of Directors of the Association shall administer the affairs of the Association in all things and make or cause to be made for the Association, in its name, any kind of contract which the Association may lawfully enter into and, save as hereinafter provided, may exercise all such other powers and do all such other acts and things as the Association is authorized to exercise and do.
Section 2. Expenditures
The Board of Directors shall have power to authorize expenditures on behalf of the Association from time to time and may delegate, by resolution to an officer or officers of the Association, the right to employ and pay salaries to employees. The Board of Directors shall have the power to make expenditures for the purpose of furthering the objects of the Association.
Section 3. Borrowing Power
The Board of Directors of the Association may from time to time:
- Borrow money on the credit of the Association;
- Issue, sell or pledge debt obligations (including bonds, debentures, debenture stock, notes or other like liabilities whether secured or unsecured) of the Association;
- Charge, mortgage, hypothecate or pledge all or any currently owned or subsequently acquired real or personal, moveable or immovable property of the Association, including book debts, rights, powers, franchises and undertakings, to secure any debt obligations or any money borrowed, or other debt or liability of the Association; and
- Delegate the powers conferred on the Board of Directors under this paragraph to such officer or officers of the Association and to such extent and in such manner as the directors shall determine.
The powers hereby conferred shall be deemed to be supplemental to, and not in substitution of any powers to borrow money for the purposes of the Association possessed by its directors or officers independently of this Bylaw.
Section 4. Fund Raising
The Board of Directors shall take such steps as they may deem requisite to enable the Association to acquire, accept, solicit or receive legacies, gifts, grants, settlements, bequests, endowments and donations of any kind whatsoever for the purpose of furthering the objects of the Association.
Section 5. Agents and Employees
The Board of Directors may appoint such agents and engage such employees as it shall deem necessary from time to time and such persons shall have such authority and shall perform such duties as shall be prescribed by the Board of Directors at the time of such appointment.
Section 6. Remuneration of Agents and Employees
The remuneration of agents, employees and committee members shall, subject to the other provisions of this Bylaw, be fixed by the Board of Directors by resolution.
Article VII. For the Protection of Directors and Officers
Except as otherwise provided in the Act, no director or officer for the time being of the Association shall be liable for the acts, neglects or defaults of any other director or officer or employee or for any loss, damage or expense happening to the Association through the insufficiency or deficiency of title to any property acquired by the Association or for or on behalf of the Association or for the insufficiency or deficiency of any security in or upon which any of the moneys of or belonging to the Association shall be placed out or invested or for any loss or damage arising from the bankruptcy, insolvency or tortuous act of any person including any person with whom any moneys, securities or effects shall be lodged or deposited or for any loss, conversion, misapplication or misappropriation of or any damage resulting from any dealings with any moneys, securities or other assets belonging to the Association or for any other loss, damage or misfortune whatever which may happen in the execution of the duties of the director's or officer's respective office or trust or in relation thereto unless the same shall happen by or through the director's or officer's own willful neglect or default.
Article VIII. Inedemenities to Directors and Others
Every director or officer of the Association or other person who has undertaken or is about to undertake any matter or liability on behalf of the Association (or any corporation controlled by it) and their heirs, executors and administrators, and estate and effects, respectively, shall from time to time and at all times, be indemnified and saved harmless out of the funds and assets of the Association, from and against:
- all costs, charges and expenses whatsoever which such director, officer or other person sustains or incurs in or about any claim, demand, action, suit or proceeding that is brought, commenced or prosecuted against the director, officer or other person for or in respect of any act, deed matter or thing whatever, made, done, permitted or omitted by them, in or about the execution of the duties of such person or in respect of any such liability; and
- all other costs, charges and expenses which the director, officer or other person sustains or incurs in or about or in relation to the affairs thereof, except such costs, charges or expenses as are occasioned by their own willful neglect or default.
The Association shall also indemnify any such person in such other circumstances as the Act or law permit or requires. Nothing in this Bylaw shall limit the right of any person entitled to indemnity to claim indemnity apart from the provisions of this Bylaw to the extent permitted by the Act or law.
Article IX. Finances and Audit
The annual CASAA membership fee shall be payable by each member school, educational affiliate, or individual. The amount shall be established by the Board of Directors and approved at the Annual General Meeting.
The fee shall be payable at the time of registration for the CSLC or directly to CASAA.
The Executive Director shall present a printed financial statement and budget to the association for approval at the Annual General Meeting.
The Association in accordance with the budget and approved resolutions shall reimburse expenses incurred by the Board of Directors in the discharge of their duties.
A duly qualified accountant shall audit the books, accounts and records of the Association at least once each year. Such auditor at the Annual General Meeting shall submit a complete and proper statement of the standing of the books for the previous year.
The fiscal year of the Association shall be July 1 to June 30.
Article X. Books and Records
The books and records of the Association may be inspected by any member of the Association at the Annual General Meeting or at any time upon giving reasonable prior written notice and arranging a time satisfactory to the officer or officers having charge of same. Each member of the Board shall at all times have access to such books and records.
Article XI. Seal
The Board of Directors, by resolution shall direct the custody and use of the seal of the Association (if any).
Article XII. Bilingual Services
The association shall strive to ensure the provision of all activities and services in both of the official languages of Canada as advised by the Francophone Director.
Article XIII. Patrons
The Governor General of Canada shall be the Honorary Patron of the Association.
Article XIV. Amendments
Amendments to the Bylaws shall be recommended by the Board of Directors, distributed to the membership prior to the Annual General Meeting, and approved by a majority vote of the Association members present at the Annual General Meeting.
Resolutions
Resolution # 01 Net Surplus from the National Conference
It was agreed that....Schools or Regions wishing to host a CSLC would pay an administrative fee to CASAA of $10,000 to cover expenses. An revenues excess to needs would then be shared 50-50 between the host school(s) and CASAA. Any surplus funds to be used only to support student leadership initiatives as per CRA guidelines. January 2005
Resolution # 02 Provincial Representation to Board of Directors
Rotation of Directors shall be as follows:
Odd Year BC SK PEI NS NL YU Executive Director
Even Year AB MB ON QC NB NWT NU Francophone October 1991
Provincial Directors shall serve a maximum of three consecutive terms unless extended by a resolution of the board. October 2008
Resolution # 03 Board of Directors Meetings (winter and special)
CASAA will pay...AIRFARE, MILEAGE ($0.35/km), ACCOMODATION (double occupancy), and FOOD (to a maximum of $40/meeting day. Per diem breakdown, Breakfast $10, Lunch $10 and Dinner $20). All receipts must be kept...no reimbursement without receipts. Any other expenses will be considered on an individual basis and must include receipts. There is no guarantee that expenses in this category will be paid. January 2006
Resolution # 04 Executive Director
The term of office will be two years, renewable, and commence at the Winter Board meeting. All expenses will be paid by CASAA. April 1993
Resolution # 05 Conference Float
The Executive Director will, upon request by a CSLC planning committee, provide a $10,000 advance, up to two years prior to the start of the conference.
The total monies advanced must be returned to CASAA immediately following said CSLC. January 2008
Resolution # 06 Territorial Representation
In order to reduce costs, the following provincial representatives will be responsible for communicating with the territories regarding the work of CASAA:
BC - Yukon, AB - NWT, MB - NU October 1999
Resolution # 07 Canadian Student Leadership Conference (CSLC)
The annual student leadership conference should commence some time during the last two weeks in September and be of five days duration. April 1994, January 2010
Resolution # 08 CASAA Rebate Program
A CSLC Planning Committee may claim as a conference expense, a sum not to exceed $30,000 for conference planning preparation. This may include the expenses associated with sending student and advisory committee members to a preceding conference, as well as expenses associated with special training events, guest trainers, etc. January 2010
Resolution # 09 CASAA Plaque to Host School
CASAA will present a plaque in recognition of hosting CSLC to the host school(s). In addition, the CSLC doves and a CASAA/CSLC banner will be passed from one host school to the next. In additioin, the conference may spend up to $5000.00 towards an approved CSLC Legacy Project. This project, if done, must be of enduring value. Approval for this project will be granted at the winter board meeting preceding the fall conference. January 2008
Resolution # 10 Supply Teacher Costs for Board Members
CASAA will pay the supply teacher costs for a Board member who may not otherwise be able to attend the Winter Meeting. The request for payment must be received from the member's Administration Office. January 1998
Resolution # 11 Membership Fee
The annual membership fees will be as follows:
- Individual $75
- Middle and Secondary Schools $90
- Post Secondary Organizations $125
- Corporations $200
Jurisdictional Boards/all schools Discounted rates apply (contact casaa@golden.net)
All schools/organizations attending CSLC will be CASAA members.
Schools will be eligible to name up to three advisors per membership, one of which is to be a member of the school's administrative team.
Post Secondary Organizationa and Member Corporations will be eligible to name up to four individuals.
All named advisors and individuals will receive designated mailings and e-letters. January 2009
Resolution # 12 CSLC Delegate Fee
The CSLC delegate fee for 2009 will be $350. To be reviewed annually at the AGM unless otherwise stipulated. October 2008
Resolution # 13 Duties of Provincial/Territorial Directors
The duties of a Provincial Director are to include:
- Annually presenting, at the Winter Board meeting, a provincial report.
- Representing CASAA, to the members, in their province.
- Bringing to CASAA, advisor concerns raised in their province.
- Marketing" memberships to potential schools/teachers in their province.
- Serving on standing or special committees as required.
- Maintaining the "Director Manual" and passing it on to their replacement when their term finishes.
- Coordinating the provincial delegation to CSLC each year. (This includes t-shirts as well as assuring proper supervision is maintained.)
- To act as mentor and evaluator to provincial advisors participating in the advisor certification program. January 2010
Resolution # 14 CASAA Support for CSLC Advisor Programs
CASAA will provide up to $3000 to support workshops for advisors. (Invoice(s) to be forwarded to the Executive Director for processing.) January 2004
Resolution # 15 CASAA Attendance at Provincial Leadership Conferences
Upon request by the hosting province, CASAA will send a representative to a Provincial Conference to speak and/or present workshops. CASAA will provide up to $1000 per conference for travel, food and accommodation. The Executive Director is to be provided with receipts to support reimbursement. January 2006
Resolution # 16 Translation Expenses
A budget line is to be created that would set aside $1000 for French Translation Services as well as the development of French CASAA resources. January 2007
Resolution #17 Management Group
A Management Group consisting of the President, Vice-President and Executive Director may be convened at the discretion of the President. As needed, other members of the Executive may be asked to attend. This group may convene a maximum of three times a year, in addition to regularly scheduled meetings. These additional meetings may occur face-to-face, via conference call or via video conferencing. October 2008
Resolution #18 CSLC Attendance
Attendance at a CSLC will be based on a Provincial Quota, based on CASAA membership numbers as well as prior attendance patterns. The home province of the CSLC for that year will be allowed 20% of the quota. Requests beyond the quota will be held on a waiting list until after June 1 when empty quota spots may be filled from the waiting list. January 2009
Resolution #19 Payment of Honouraria
The positions of Communications Director and Executive Director are to be offered a honouraria, based on the fiscal year, of $12,000 and $10,000 respectively. This is to be started for the 2008-2009 fiscal year. January 2009
Resolution #20 CSLC Support for Directors Retired from Teaching
CASAA will cover the reasonable costs of to attend a CSLC for those Directors retired and no longer associated with a school (transport, shared hotel and half registration). January 2009
Resolution #21 CASAA Code of Ethics
The Code of Ethics of the CASAA defines the guiding moral principles and values of Student Activity Advisors in Canada.
As Student Activity Advisors in Canada, we:
- behave in a professional and ethical manner when attending CASAA events such as CSLC
- consider first the well-being and leadership development of every student leader in our care
- are honest and conduct ourselves with integrity
- work cooperatively with other educators and associated professionals in education
- engage in and promote to our student leaders lifelong learning and global citizenship. January 2009
Resolution #22 CASAA Support for CSLC Committee Development
CASAA is authorized to spend up to $15,000 per year to develop, organize, and present special training sessions for conference committees. January 2010