Bylaws of The Association of Canadian Jewish Studies / Association d’études juives canadiennes

  1. NAME

The name of the association shall be the Association for Canadian Jewish Studies/Association d’études juives canadiennes, hereafter referred to as “the association.”

  1. PURPOSE

The Association for Canadian Jewish Studies/Association d’études juives canadiennes is a national organization established to enable and facilitate the pursuit of the study of the Canadian Jewish experience in all its aspects.

OBJECTS
a) Objects of the association are the promotion and encouragement of scholarly research and study in Canadian Jewish history, literature, sociology and in other academic disciplines insofar as they relate to Jewish life and culture in Canada.

b) The association supports the collection, preservation, publication and popularization of materials that relate to the settlement, history, experience and culture of the Jewish people in Canada.

c) The association will work toward the foregoing aims by assisting and participating in related programs with other existing organizations, institutions and universities, and by initiating new programs as deemed necessary.

d) The association will act,whenappropriate, in consultation with regional and local Jewish historical societies, archival and academic

  1. MEMBERS

Any individual, organization, academic or community institution, and any local or regional Jewish Historical Society or archival institution subscribing to the objects of the Society shall be eligible for membership and may become a member upon payment of the prescribed membership fee.
Membership categories shall include the following:
a) individuals;
b) affiliated regional and local Jewish historical societies and archival institutions;
c) academic and community institutions.
Fees for the various categories of membership shall be set by the association. Any member may resign by giving written notice to the Association by supplying such notice to the secretary of the association. Any member whose fees have remained unpaid for one year may be suspended from membership in the association.

4.5A. GENERAL ASSEMBLY

The general assembly shall consist of the following individuals:
a) Individual members
b) Accredited members: accredited representatives from affiliated regional and local Jewish historical societies and archival institutions
c) Accredited representatives from affiliated academic and community institutions.

Membership in the general assembly is contingent on payment of the appropriate dues for the current membership year.

4.5B. THE ASSOCIATION HAS THE FOLLOWING STANDING REPRESENTATIVES IN:

Membership, finance, conference, journal, newsletter, archives, treasurer.

  1. COMMITTEE OF OFFICERS

Officers of the association shall be the president, the immediate-past-president, the president-elect, the secretary, and the treasurer. Their seniority shall be according to this sequence.

  1. EXECUTIVE COMMITTEE

The executive committee shall consist of the officers plus the following standing representatives: (a) membership, (b) finance, (c) conference, (d) journal, (e) newsletter, (f) archives, (g) web site, plus such other chairpersons as may be appointed by the president in consultation with the officers. The journal and newsletter representatives shall serve as the respective editors.

6-a. All terms of office are for one year unless otherwise agreed to by the representative.

6-b. Board of directors

The property and business of the association shall be managed by the executive and representatives named above.

  1. ELECTIONS AND APPOINTMENTS

The officers of the association shall be elected annually by members in attendance at the annual meeting. Eligible for election are those general assembly members in good standing. Other members of the executive may also be elected or appointed later by the president in consultation with the officers.

The composition of and the electoral procedures for the board of directors are governed by the addendum to these by-laws.

  1. DUTIES

Officers and representatives shall carry out the duties as assigned to them by the president and the other officers in accordance with these by-laws (including the addenda) and established practices of the association.

  1. VACANCIES

A vacancy on the executive or board exists when
a) A position has remained unfilled as of the last membership meeting.
B) A member of such body has submitted his/her resignation in writing.
C) A member of such body has been dismissed by a 2/3 majority vote among the other members of that body.
Any vacancy occurring among the officers, chairpersons or members of the board may be filled by the president in consultation with the officers.

  1. MEETINGS

The annual meeting shall be held each year, in conjunction with the annual conference, during the months May, June, July or August, and not two years in a row in the same municipality, with at least 60 days written notice to the members. This meeting shall constitute the annual meeting of the society. The annual meeting shall receive reports from the executive committee and the representatives, hold elections, and conduct all business as may serve the association.

The officers and executive committee shall meet at the call of the president. Such meetings may occur in-person or virtually.

  1. NOMINATING COMMITTEE

The president, in consultation with the officers, shall appoint the nominations chair at least 90 days before each annual meeting. The nominations chair shall prepare a slate for all positions to be filled at the next annual meeting. The chair shall strive for a balanced distribution within the elected bodies in terms of gender, geography, discipline, and type of membership. Members shall vote to accept the slate at the next annual meeting.

  1. FISCAL YEAR

The fiscal year of the society shall be the calendar year. Membership fees shall be due and payable annually.

  1. AMENDMENTS

The bylaws may be amended by a vote of at least 2/3 of the members present at any duly constituted meeting, where 30 days’ notice of amendment has been given.

  1. AUDITORS

Auditors shall be appointed for auditing the financial books and records and for reporting on same to the next annual meeting.

  1. REGISTERED OFFICE

The Registered Office of the Society shall be located in Canada. The Corporate Seal shall be retained at the Registered Office, in the custody of the President or designate.

  1. INDEMNITIES

Every member of the executive committee or employee of the association and his/her heirs, executors and administrators, and estate and effects, shall be indemnified and saved harmless out of the funds of the association from and against:

  1. A) All costs, charges and expenses whatever that he/she sustains or incurs in or about any action, suit or proceedings that is brought, commenced or prosecuted against him/her, for or in respect of any act, deed, matter or thing whatever, made, done or permitted by him/her, in or about the execution of the duties of his/her office; and
  2. B) all other costs, charges and expenses that he/she sustains, or incurs, in or about or in relation to the affairs thereof, except such costs, charges or expenses as are occasioned by his/her own wilful neglect or default.

17. INTEREST AND DISSOLUTION

It is the unalterable provision of these bylaws that members of this association shall have no interest in the property and assets of the association, and that, upon dissolution or winding up of the association, any funds and assets of the association remaining after satisfaction of its debts and liabilities, shall be distributed to the recognizable charitable organizations in a field of activity, whose objectives most closely accord with those of this association, as determined by its members at dissolution.

  1. RULES AND REGULATIONS

The general assembly and the executive committee may establish such rules, regulations, procedures, and amendments thereto, not inconsistent with these by-laws relating to the management and operation of the association as they deem expedient.

  1. OFFICIAL LANGUAGES

The official languages of the association shall be English and French. Members of the association may use English or French, and all official documents shall be in English or French.

  1. CANADIAN JEWISH STUDIES DISTINGUISHED SERVICE AWARD

(a) Annually or from time to time, as may be appropriate, the Association shall present an award honouring an individual who has made significant contributions to Canadian Jewish Studies in one or more fields.

(b) At the Board meeting following each year’s AGM, the President appoints a member of the Board to serve as Nominations representative. That representative will select two other members to serve on the committee.

(c) Once constituted, the committee invites names for the award to be suggested by the general membership through announcements posted on the Association’s listserve and in newsletter, website, and other venues. Names should be accompanied by a nominating letter, and a CV outlining the individual’s background and justifying the suggestion.

(d) The Committee will discuss the names suggested, privately, and submit one name as its nomination (together with documentation) via the representative. It is not necessary to issue the award every year.

(e) Once a name has been accepted by the Executive Committee, the chair of the Awards Committee then has the responsibility to arrange for the event at which the Award will be presented, including the ordering of an appropriately worded commemorative plaque (or similar item), which is presented to the honouree by the President (or designate) at the annual conference (or another event, if that is not possible). The chair works with the Conference Program Chair to ensure an effective presentation venue.

ADDENDUM TO THE ASSOCIATION BYLAWS

  1. The president shall be responsible for conducting the daily affairs of the association in association with the other officers. S/he is an ex-officio member of all committees. The president along with one of the other officers shall be responsible for the execution of any contract, agreement or other document on behalf of the association. The president will oversee or assign another member to maintain an up-to-date website for the association.
  2. The immediate-past-president may be assigned such duties as seem appropriate. S/he carries out the duties of the president whenever the latter is unable to do so.
  3. The president-elect shall assist the president as required and shall be prepared to succeed to the presidency.
  4. The secretary shall keep the minutes and carry on correspondence of the association in association with the president.
  5. The treasurer shall prepare an annual budget, administer the association’s accounts regarding income and expenditures, prepare financial reports for submission to the auditor, and perform other related duties.
  6. A membership representative shall be responsible for arranging the annual appeal to members, in association with the president, the treasurer and other officers, for supervising the membership records and for initiating and organising membership recruitment. A membership co-chairperson may also be appointed.
  7. The conference representative(s) shall be responsible for planning the annual conference with the assistance of committee members.
  8. The journal editor shall be responsible for the association’s journal, named Canadian Jewish Studies/Études juives canadiennes, in association with an editorial board.
  9. The newsletter editor shall be responsible for the Association’s newsletter under the direction of the executive. A bulletin may be an additional venue for updating members.
  10. The nominations representative shall be responsible for soliciting nominations for the board and for positions as officers and chairpersons and for receiving other nominations. The nominations representative need not be a member of the current executive committee.
  11. An honourary counsel, if appointed, shall be responsible for reviewing the bylaws and suggesting changes from time to time; and shall prepare articles of incorporation and undertake responsibility for other legal duties as may be required.
  12. The executive shall be authorized to hire staff, administrative help and an executive secretary, or to make alternative arrangements for secretarial or administrative help as may be reasonably undertaken with available funds.