(not part of by-laws)
1. BOARD OF DIRECTORS’ TRAVEL
a) Board members are eligible for inter-city travel costs to Board meetings.
b) Directors are expected to use the most-inexpensive method of travel possible to attend meetings. Costs for travel, including getting to and from airports, are reimbursable when authorized by the treasurer. If applicable, mileage will be at CRA approved rates.
c) If a chapter representative on the board cannot attend a board meeting, a substitute can be sent once per year. Airfare paid will be equivalent to the distance required for the absent board member. National and regional board representatives do not have the option to appoint a substitute.
d) Board meeting expenses are limited to travel costs, with accommodation subsidized by the CAJ at a rate authorized by the treasurer; a maximum meal per diem per day of $50 and a maximum taxi/parking subsidy of $50 per meeting. Board members Board members are encouraged to share accommodations to save the organization money.
e) The president and treasurer’s travel and accommodation costs to attend the national conference and annual meeting shall be covered by the CAJ. Funds for this are to be budgeted from the same budget line as board meetings. Other board members’ costs may be covered on recommendation of the executive and board approval
2. REGIONAL CHAPTERS
Objects of policy:
a) That chapters be managed in such a way that a report on regional activity and finances can be presented to each AGM.
b) That the CAJ and the chapter recognize the assets of the chapter form part of the assets of the corporation, as do any liabilities incurred on behalf of the CAJ by the chapter.
i) As a chapter becomes established, it can request a seed fund. The approval of seed funding and the amount is to be approved by the CAJ board of directors. At the end of each year, the chapter announces its bank balance. Should the chapter have enough assets to do so, the CAJ board may request the repayment of the seed funding.
ii) If there is a deficit, a plan to make it up (more money from Ottawa, local fundraising) or to dismantle the chapter is put in place.
iii) If there is no one willing to take on responsibility, account(s) must be closed and funds returned to the CAJ.
3. FEES AT CHAPTER EVENTS
Chapters are encouraged to structure their event fees to recognize existing members and encourage membership growth within the chapter area.
4. OFF-THE-RECORD POLICY
No events or activities sponsored in whole or in part by the CAJ shall be off-the-record except with the prior approval of the president.
5. MEDIA POLICY
a) Media is a publication of the Canadian Association of Journalists. The board of directors of the CAJ is ultimately responsible as Media’s publisher.
b) The board of directors appoints the Media directors. Members of this board will be reviewed every three years, however, members may be removed by the board at any time.
c) It is the policy of the CAJ board to guarantee editorial freedom for the editor or editors. This means the CAJ board does not intervene in decisions on content, presentation, style, design or the use of funds within the normal Media budget. It also means any opinions expressed in Media are not required to be consistent with CAJ practice or decisions of the CAJ board of directors.
6. FEES FOR INVITED JOURNALISTS AND OTHER PRESENTERS AT CAJ EVENTS
a) The CAJ does not pay speakers’ fees for its events, except with the approval of the board of directors.
b) Invited workshop leaders, keynote speakers and the awards night MC are to be asked if their employer would cover travel and accommodation costs to present at a CAJ event. If the invited person’s employer will not do so, the CAJ may cover eligible travel and accommodation costs, provided those expenses do not exceed the conference travel and accommodation budget set by the CAJ treasurer and president. CAJ events will budget for travel and accommodation out of event revenue to cover these costs. Travel and accommodation for these persons are to be either booked by the CAJ directly or reimbursed by the CAJ provided the CAJ has approved the amount to be reimbursed prior to booking.
c) Panelists’ travel and accommodation costs are not eligible, unless individual exceptions are approved by the CAJ treasurer and president.
d) Per diems (meals, taxis, etc.) for all presenters at CAJ events are not eligible for reimbursement, unless individual exceptions are authorized by the CAJ treasurer and president.
6.1 FEES AND EXPENSES FOR CAJ EVENT VOLUNTEERS
a) Travel and accommodation costs for key event volunteers shall be covered by the CAJ. The costs for these volunteers shall automatically be included in event budgets, or another budget line at the recommendation of the treasurer. For the national conference, the following will have these expenses covered:
i) National conference chair / co-chairs
ii) CAJ community manager
iii) Any other event volunteer, on recommendation of the events committee
b) Any member of the organizing committee for the national conference shall be offered a complimentary banquet ticket.
7. MEMBERSHIP LIST
a) The CAJ membership list shall reside within an online database approved by the board of directors. Only CAJ staff members and members of the board’s executive members are to have full access to members’ information included in the list. From time-to-time relevant portions of the list can be shared with regional directors, chapter directors and chapter presidents on request.
b) The CAJ president is responsible for ensuring a secure offline backup of the membership list is maintained and updated on a quarterly basis.
c) The CAJ board is responsible for ensuring its members’ information is safeguarded consistent with the provisions of all federal legislation. However, the CAJ may enlist the service of an outside agency to process mailings and therefore, the CAJ Mailing List may be sent out in electronic form or as labels to such an agency for this specific purpose.
d) Information in the CAJ membership list shall not be offered or sold to any person, group or organization.
8. HIRING POLICY
The following policy has been developed with the principles of fairness, evenness and avoidance of conflict of interest in mind. It will allow equal access to everyone interested in gaining employment and the terms of condition of such employment with the Canadian Association of Journalists.
a) The board of directors shall have sole responsibility for the hiring, firing and assessment of the association’s executive director or, if there is no executive director, any contracted worker.
b) The board may, at its discretion, strike up a sub-committee of the board aided by expert outsiders, if deemed necessary, when the hiring process for a new executive director begins.
c) The outgoing executive director may submit in writing and or part of an interview his/her thoughts on the qualifications and skills needed by a new executive director. He or she may advise the CAJ board during the hiring and interview process but shall not be involved nor have a vote.
d) The executive director shall have the authority to hire part-time staff ensuring such hirings meet the association’s budget as approved by the CAJ board.
e) CAJ contracts over the value of $5000 will be publicized and board members and their families may apply with full disclosure according to Section 39 of the CAJ bylaws.
f) All part-time job descriptions may be drafted by the executive director who can call upon outside help if needed. Such descriptions must receive final approval by the board before being put in place.
g) All contracts shall have a starting and terminating date. They also should include salary level, salary progression if any, lines of authority, responsibilities, reporting relationships, benefits, work hours.
Approved by the CAJ board of directors – March 30, 2012
Amended by the CAJ board of directors – June 20-21, 2015 and Sept. 26, 2015
Adopted at the 2012 annual meeting – April 29, 2012