5th Meeting of the Executive Committee (Brno, Czech Republic, March 1-2, 2007)

Executive Committee of the CEACS/AECEC

Fifth Meeting

Brno, Czech Republic

1-2 March 2007

Minutes

Present:

Executive Committee

Janos Kenyeres (JK) – President

Diana Yankova (Bulgaria) – Vice-President

Don Sparling (DS) – Treasurer

Jason Blake (JB) – Secretary

Katalin Kurtosi (KK) – Editor-in-Chief, Central European Journal of Canadian Studies

1. Opening

The meeting was opened at 7:05 p.m.

2. Adoption of agenda

The agenda was passed.

3. Approval of report

The report was approved. It can be found on the CEACS website.

4. Canadian Studies internationally: Extension of the Canadian Studies Program

JK noted that, after some concern about Ottawa’s continued support, Canadian government funds have been ‘re-opened.’ JK reminded us of the May 2007 ICCS meeting in Edmonton, which he will attend as President; DS also said he will pay his own way to attend the meeting.

JK noted the importance of information flow in Canadian studies: i.e. Ottawa should be aware of what we do. In this regard, all present noted the importance of informing local Embassies about our activities (including Country Reports). The importance of annual meetings with the local Embassy was also pointed out; as well, the Embassies should be provided with a ‘media list’ of experts from our organization who can be contacted by journalists with regard to Canadian issues.

5.  Status of CEACS’s application to become a full member association of the

ICCS

JK read an e-mail from Guy LeClair at ICCS, who stated that our application is “satisfactory” and must only be voted on at the ICCS meeting in May in Edmonton. JK noted advantages of being a full member: as full members have voting rights within ICCS, our voice is better heard.

6.  Overview of the new division of duties within the Executive Committee members,

improvement of information-flow

JK expressed concerns about information flow, as he has not always been au courant with our activities (grant applications, etc.). Executive Committee members should copy him on e-mails, especially regarding problems contacting members.

The next round of FRP/FEP grants will be organized by JB (though grants are otherwise the jurisdiction of DY). This means JB puts the adjudication committee together and sends reports to Ottawa. For reasons of continuity, and to ensure a smooth process, DS will be one of the readers. After some discussion about whether those who write letters of recommendation should also be allowed to adjudicate (though they cannot rank those for whom they have written a letter of support), we decided this was acceptable. The need for transparency in selecting the adjudicators was stressed.

DY noted that strict announcement dates for grants are required. Also, those who apply should receive a confirm within one week of sending electronic information. If no confirmation is received, it is to be assumed that the grant application was not received.

7. Grants and awards – the recent past and future procedures (application + evaluation)

Evaluation guidelines for all grants should be placed on the CEACS website. DY said she will also circulate such guidelines through e-mail. It was noted that, since the requirements for various grants differ, there are no universal standards for grant applications.

7.1   CEACS conference grants (including Grainau), Class-set grants,

Brno research grants

It was recommended that the deadlines for conference grants generally be moved forward, and that they be added to the CEACS website. JK recommended that the wording regarding what constitutes a ‘fiscal year’ be clarified. DS pointed out that there has been a general decline in Brno grants; although the reasons for this are unclear, it is possible that the temporary closing of the library was a factor. This particular grant has been extended to teachers, and not just students.

7.2   ICCS /Government of Canada grants and awards: FEP and FRP grants, Graduate Student Scholarships, Best Doctoral Thesis Award

It was decided that those chosen to adjudicate the FEP/FRP grants should be informed well ahead of time. As JB (Slovenia) is establishing the committee this year, it is not yet clear where the meeting will take place (since there is no Canadian Embassy in Slovenia, and Embassy representation at the meeting is a requirement – i.e. someone from the Budapest Embassy must attend).

7.3   CEACS Certificate of Merit

KK recommended that the Certificate of Merit be awarded in various categories (i.e. research, teaching, translation, etc.). Each Country Representative may nominate, at their discretion, one candidate for this award. The deadline for nominations will be set at a later date. The Certificate(s) will be awarded at the 2009 CEACS conference in Bulgaria.

8.  New initiatives – proposals to the Executive Council

8.1  CEACS activities (and finances)

JK noted that we must be careful about the cost of meetings, i.e. getting Executive Committee members to meetings should not be too expensive. JB pointed out that, in the effort to keep travel costs low, CEACS should not become a local organization. Ideally, meetings should coincide with Canadian Studies conferences in the region.

8.2. CEACS webpage – introduction of new features and detailed information to

improve information-flow, upgrading of personal profiles

JK applauded the CEACS website, but noted improvements could be made. Linked to this is the need to keep e-mail addresses up-to-date. This is the responsibility of Country Representatives. Country Representatives should also encourage members to update their profiles on the CEACS website (perhaps adding links to their own webpages). The CEACS website should include full grant descriptions, including deadlines, for the Brno and CEACS travel grants.

8.3  ICCS activities/programs to be proposed at the ICCS annual meeting (May 2007)

-

8.4  Other

-

9.  Activities of the CE Canadian Studies Secretariat in Brno

DS said that there was nothing new to report; DS also asked us to be considerate of the fact that Petr Vurm, who takes care of the website, is finishing his PhD and that less urgent issues connected with his work will be postponed.

10.1  Membership and membership fees

10.1.2  Membership from outside the CEACS region

CEACS has added members from a university in Ukraine; these members have been added as ‘International Members.’

10.2  Country reports

-

10.3  New activities

10.3.1 Summer schools

Support for the idea of a summer school remains high, though logistically problems continue. DS noted that there is, in Brno, a conflict with a separate summer school offered at Masaryk University in conjunction with the University of Toronto.

10.3.2 Diaspora Project

(see Executive Council minutes)

10.3.3 Others

DS reported on the development of efforts by the European Network for Canadian Studies to promote CS in Europe. An earlier idea to create an MA in CS has been abandoned because of the current situation, with most countries being focused on the implementation of the Bologna process. Instead, the current proposal is for a concentrated series of Canadian Studies courses to be offered at Masaryk University during the fall semester 2008. This would be attractive for young Canadianists who might visit Masaryk through the Erasmus programme.

10.4. CEACS Constitution

JK noted that the rules governing the Constitution’s definition of quorum must be changed. At present, one-third attendance is required to change the constitution; since one-third of the members are rarely assembled in one place, this represents a vicious circle. The Executive Committee agreed on the idea of proposing to the Executive Council to vote on this issue via e-mail – i.e. having a virtual General Assembly.

10.5 Cooperation with the member countries, ENCS and PACS

DS said that cooperation with PACS was now reduced to a minimum – the reservation of one place at Grainau for a Polish Canadianist, and participation in the Central European Journal for Canadian Studies (one member on the Editorial Board, who will have to be chosen to replace Nancy Burke).

11. Publications – survey of current and future business

11.1 Debrecen conference proceedings

(see Executive Council minutes)

11.2  CE Journal of Canadian Studies

KK stated that she is concluding her editorship of the Journal after the next issue.

11.2.1  Vol 6

The Call for Papers for the 2008 edition will go out in October.

11.3  Proceedings of graduate seminars (York, Graz)

DS reported that the York proceedings should be out in about a month; the Graz people were working on their volume, and promised to have the MS to Brno in plenty of time for it be printed and distributed at the next seminar, to be held in St Petersburg in September 2007.

11.4  Distribution

See Executive Council minutes.

12. Financial report

12.1 Financial report to end of fiscal year 2006/2007

See Executive Council minutes.

12.2 Budget request for fiscal year 2007/2008

See Executive Council minutes.

12.3 Auditors

Maria Huttova and Karel Foustka were examining the books at the time of the Executive Committee meeting and were preparing a report to be delivered at the Executive Council meeting on 03.03.2007.

13.  Next meeting of Executive Committee

It was decided to meet once a year, in conjunction with the Executive Council meeting; a second Executive Committee meeting can take place if the need arises.

14.  AOB

There was no other business.

15.  Closing

The meeting was closed at 11:57 a.m.