Old Ottawa South Community Association

Policies

Rules governing OSCA, decided by the board

AGM Minutes Policy

The draft OSCA AGM minutes will be circulated to the Board within two weeks of the AGM, then posted on the OSCA website. The minutes must clearly indicate that they are draft minutes, and subject to revision and approval by the next AGM.

Approved 2009-02-17

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Buy Local Policy

In the interest of supporting local businesses and initiatives the OSCA Board will institute a buy local policy for OSCA events and programs where feasible and fiscally responsible.

Approved: 2008-01-15

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Conflict of Interest

To clarify the Association's position on conflicts of interest as they apply to members of the Association's Board, or any other decision-making body of the organization and OSCA employees while carrying out their duties for the association.
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Financial Policies

OSCA Community Reserve Policy

That the purpose of the Community Reserve Fund be based on the following three main principles:

  • That the fund be used for legacy capital investments in public amenities on public property in Old Ottawa South. 
  • That operational partners in the public sector be sought (e.g. the City of Ottawa) in order to lever the funds.
  • That the public amenities chosen will bring benefits to OSCA and its members by, for example, by offering opportunities to expand OSCA’s programming.

Date: March, 2013

Policy on Investments

Approved: November 15, 2005

Policy concerning the investment of OSCA assets:

An amount representing approximately two pay cycles (four weeks) expenses be maintained as 'cash' in the association's main chequing account.

  • Funds designated for the use of OSWATCH, ECOS, OSCAR or any other committee or special purpose as the board of directors may designate, be held in money market or treasury bill mutual funds that may be cashed without penalty at any time.

  • Funds designated for longer term purposes (currently referred to as "Community Reserves") be hald in one-year guaranteed investment certificates (GICs). The board of directors will authorize each annual renewal and any withdawal of amounts from these GICs.

  • The withdrawal of funds from the association's chequing account and money market/treasury bill mutual funds be authorized by two members of the OSCA executive.

  • The treasurer of OSCA be granted trading authority (but not authority to withdraw funds) for the mutual fund(s) in order to enable the appropriate movement of funds between accounts.

Policy on Financial Support/Fundraising for Non-OSCA Community Projects

Revised Draft: February 1, 2000

Purpose:

To provide the OSCA Board with policy guidance when assessing requests assistance for community based projects.

Scope:

All requests submitted to the Board by groups or individuals from Old Ottawa South for financial support that were not included in any operating budget approved by the Board.

Criteria for Approval:

1. The project or service supported shall be of a non-profit character and no individual involved with it should obtain a personal financial benefit.

2. The project or service to be supported would in some way improve the social, environmental or physical well-being of the Old Ottawa South community.

3. Initiatives supported should have significant benefits for individuals, groups or families in the community beyond those directly involved in running the initiative.

4. Preference will be given to projects demonstrating a significant level of community support as evidenced by financial contributions and/or the contribution of voluntary labour.

5. In all cases, funding should be limited to not more than half of the total resources required. The remaining resources should be raised from within the community or from outside sources.

6. Except in unusual circumstances, funding will be provided for one year. Projects requiring funding beyond one year should be considered as part of OSCA's annual budgetary process, or should be of a self-sustaining character, once launched.

Charitable Contributions

1. At the request of outside groups or individuals, the Board may consider on an exceptional basis, providing contributions for charitable purposes.

2. These contributions shall be on a one time only basis and shall not exceed one thousand dollars ($1,000).

Procedures

1. At the start of each financial year the OSCA Board will establish a fund for requests of this type.

2. Groups or individuals wishing to access the fund should make a written submission to the Finance Committee who will evaluate it and make a recommendation to the Board for final approval.

3. The application should provide the names and address of the applicants (and in the case of a group its principal officers, number of members and mandate), fully describe the proposed project and demonstrate how it meets the six criteria for approval outlined above.

4. Board members who are members of groups applying for funding should indicate their connection with the application and abstain from voting on it.

5. The existence of the fund will be advertised in OSCAR annually and at the end of each financial year a report shall be published on what projects were funded, for what amount and with what results.

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Mandate of the OSCA Executive Committee

MANDATE OF THE OSCA EXECUTIVE COMMITTEE

February 19, 2013-Approved

Purpose: The purpose of this policy document is to define the mandate of the Executive Committee.

Background: The Association’s By Laws say this about the Executive Committee:

The day to day affairs of the Association shall be governed by an Executive Committee consisting of the Officers of the Association, the immediate past President of the Association and such other Directors as the Board may from time to time appoint for that purpose. The expenditure initiation authority of the Executive Committee for unbudgeted items, in the absence of a decision of the Board of Directors, is limited to $2000. Any exercise of such authority must be recorded and reported at the subsequent meeting of the Board.

Traditionally, the role of an Executive Committee was to act on behalf of the Board during the interim between Board Meetings. As such, the Executive Committee was traditionally comprised of the Board officers and Committee Chairs. In OSCAs case, the Executive Committee is currently made up of the Officers and the Programme Chair.

These days, with easy access to email and conference calls, there is no longer a need for an Executive Committee to act on behalf of the Board between meetings. As the primary role of the Executive Committee is no longer necessary, it may make sense to explore what role the Executive Committee could, and should, have. As such, the current Executive Committee met and we discussed this and agreed to present a new and different role to the Board for discussion. What we are proposing is in keeping with our objective of improving the effectiveness and efficiency of OSCAs Board.

Primary Role: The Executive Committee’s primary function will be to ensure that the Board has everything it needs to do its job. As such, this Committee will be charged with actively advocating for the Board’s needs, to make the Board as effective as possible in leading OSCA to create great community results.

Specifically, the Executive Committee:

  • Will ensure that all Committee & Board members are given the opportunity to be fully engaged in the Board’s leadership role – with an initial Board Orientation Session and other educational opportunities that may be deemed valuable from time to time;
  • Will ensure that OSCA has a Strategic Framework (Vision, Mission, Goals & Priorities) to guide our organization towards our desired future;
  • Within the context of the Strategic Framework, will facilitate an annual Planning & Budgeting process that will provide clear direction to all committees and staff;
  • As part of this annual Planning & Budgeting Process will review and assess the previous year’s activities and progress towards the established goals and priorities;
  • Will work in partnership with the Executive Director to ensure that she/he has the guidance and support to manage the operations of OSCA – effectively translating strategy to action;
  • Will strive to continually improve the way our Board carries out its role and responsibilities – essentially the orderly management of its business and its priorities;
  • Will ensure that OSCA has in place a communications/marketing strategy to proactively inform the community of any activities and/or matters of interest;
  • Will create a Succession Plan to ensure the strength of OSCA going forward;
  • Will ensure that the Board is fulfilling its responsibilities for legal and operational oversight; and
  • Will deal with any other matters assigned to it by the Board.
  • The Executive Committee shall consist of the President (Chair), Vice-President, Secretary, Treasurer and the Chair of the Programme Committee;
  • The Executive Committee shall meet monthly between Board meetings;
  • Quorum for a meeting shall be half its members plus one; and
  • The Executive Director shall serve as recording secretary to the Executive Committee.

 

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OSCA Policy on Board Meetings

Objective:       This policy statement is designed to outline procedures for the management of Board meetings to ensure that Board business is conducted in an efficient manner; that discussions are focused and backed up with the appropriate background material; and that decisions are taken in a timely and accountable manner.

By-laws:          OSCA’s by laws are the Association’s “constitution”. They outline rules governing the Board’s role and mandate. None of the following OSCA Policies shall conflict with the By-laws, but should be seen as supplemental to them. To the extent that there is a conflict between the OSCA by laws and policies, the OSCA by laws shall be paramount to the OSCA policies.

Principles:       Board meetings should be structured in such a way so as to make effective and efficient use of Board members’ time.

Board procedures and agendas should ensure that Board members are informed of the organization’s activities in a timely and strategic fashion, and that decisions to be taken by the Board are taken in an informed and expeditious fashion.

                        When asked to make a decision, Board members should benefit from clear and complete documentation that states what the decision is, the rationale for the decision and its implications.  Any written documentation supporting the Motion should be provided to Board members sufficiently in advance of the meeting to allow full consideration of the issue.

                        Board meetings are public and unless for legal or protection of personal privacy (including staff and personnel matters), agenda items are discussed in public and Board agendas and minutes (once approved) are posted on the Association’s web site. All issues involving solicitor-client privilege, litigation privilege, and/or issues of personal privacy shall be discussed by the Board in camera.

                        The Board accepts to hear delegations from the community, especially residents of the community. Consistent with other Board policies, delegations dealing with issues which are the responsibility of a Board committee would normally be expected to have discussed their issue with the appropriate Board committee (e.g. OSWATCH) first and the Board would have received any relevant advice from the committee involved before hearing the delegation. 

In situations where the issue is not the responsibility of an OSCA Committee, the Board would receive a delegation directly.  Delegations are expected to provide advance notice of their desire to present. Delegations will accept reasonable time limits placed by the Board on their presentations in order to allow for the effective management of Board time.  On joining, new members shall be appropriately briefed on the Board’s role, the association’s mandate, by laws, strategic objectives, and procedures to be followed at Board meetings.

Procedures:

1.      The Board agenda will be structured in the following manner: approval of agenda; approval of the minutes of the previous meeting; President’s opening remarks; Councilor’s report; decision items; information items; committee reports; and, any other business.  Public delegations will present their business for the Board immediately after the Councilor’s remarks and before the consideration of decision items or information items.

For a proposed format of the Board agenda, see Annex 1.  Board meetings should be managed so as not to last longer than 2 hours.

2.      Board members will be canvassed on the Monday of the week preceding the Board  meeting by the Secretary or the Executive Director on items (information or decision) they wish to have on the agenda.

3.      The President, in consultation with the Secretary or the Executive Director, will decide on the order of the agenda items and their timing, subject to item 1 above.

4.      The agenda and minutes of the last meeting will be circulated on the Thursday prior to the Tuesday Board meeting, along with any reports, information or notice of decision items and their supporting documentation.

5.      Discussion of decision items will involve a short presentation (5 minutes) by the proponent based on the summary documentation circulated in advance (see Annex 2, attached), followed by a Board discussion and decision. Decision items will normally not be considered in the absence of a properly circulated decision document (see Procedure 4, above).

6.      If a Delegation or Board member has failed to circulate the requisite information or give notice of a decision item, as per Procedure 4 above, the Chair will determine whether there exists extenuating circumstances that warrant the matter being considered by the Board in the absence of proper notice having been given.  In the absence of extenuating circumstances as to be determined by the Chair, the matter will be addressed by the Board at the following Board meeting.

7.      Information items, including committee reports, will follow decision items and will normally not be presented orally unless a decision is required by the Board or the matter of a significant nature. The Chair will ask if there is any discussion or questions about each information item on the agenda.  In exceptional cases where a presentation is required to explain a complex or important issue it will be no more than 5 minutes. Any such presentations will summarize the documentation circulated in advance of the Board meeting (see Annex 3 for the format for information documentation to be circulated to the Board).

Date Adopted: December 18, 2012


Annex 1

OSCA Board Agenda

OSCA Board Meeting – Tuesday_____________

7:30 pm to 9:30 pm @ the Firehall

AGENDA

1.       Approval of Agenda (7:30pm);

2.       Approval of Minutes of _________ (7:30-7:40pm)

3.       President’s Opening Remarks (7:40-7:50pm)

4.       Councilor’s Report (7:50-8:05pm)

5.       Public Delegations (8:05-8:20pm)

6.       Decision Items (8:20-8:45pm)

7.       Information Items (8:45-8:55pm)

8.       Committee Reports (8:55-9:10pm)

a.       Executive Committee

b.      Finance

c.       ECOS

d.      OSWatch

e.      Program

f.        Special Events

g.       Web/IT

h.      OSCAR

i.         FCA

9.       Other Business (9:10-9:30pm)

10.   Adjournment

Next Board Meeting – Tuesday _______, 7:30pm @ the Firehall

Dates  to remember:______________________________________

 


Annex 2

 

DECISION ITEM TEMPLATE

 

ITEM TITLE (IN BOLD CAPS)

Note:  Decision documents are to be no more than 2 pages (additional supporting materials may be annexed, but should be no more than 3 pages).

SUMMARY: 

Short summary statement (1-2 sentences) on the decision the Board is being asked to make and why it needs to be made at this time (e.g.  ”The Board is being asked to approve funding to help establish a community garden. The organizing committee needs to start work on constructing the garden by early spring so funding needs to be in place by March 31.”)

BACKGROUND:

A short bullet format summary of the nature of the issue/problem being addressed, what has been done to date to solve the issue, why the problem remains unresolved and why Board action is critical to the solution.

PROPOSAL:

This section would outline (again in bullets) what would be the proposed solution, how it would be implemented, how it would solve the problem, and what actions by the Board are essential to implementing the solution.  If the action proposed requires financial support by the Board a full budget should be appended, and a rationale provided about why OSCA is the proposed funder and what alternative sources of funding were sought.

TEXT OF MOTION:

The motion should clearly state, in summary form, the problem to be addressed, and outline specifically what action the Board would take if it approved the motion.

 

Name (of individual, group or committee requesting the decision)

Date


Annex 3

INFORMATION ITEM TEMPLATE

 

(For Committee Reports and other Updates for the Board)

Note: This document shall normally be one page, annexes may be submitted, such as financial reports, but should be no longer than 3 pages.

TITLE (e.g. Report from Programme Committee)

SUMMARY:

In bullet format, summarize the key points to be conveyed to the Board, so they understand what has transpired, and explain its impact on the Board, on OSCA and on the community.

NEXT STEPS:

In bullet format, outline what key initiatives may be taken between now and the next Board meeting which many be of interest to the Board. You should flag any issues on which the Board may have to make a decision in the near term.

 

Date

 

 

 

 

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OSCA Policy on Use of the Fitness Room

OSCA Policy on Use of the Fitness Room


The following Policy is approved by the OSCA Board for the use of the Fitness Room at the Ottawa South Community Centre.

  1. Only those individuals who have paid a program fee for the use of the Fitness Room are entitled to use it.
  2. Only those individuals over the age of sixteen years may use the Fitness Room facilities. Those between sixteen and eighteen years of age must have their parent’s consent; parents must also sign the waiver mentioned in item 3.
  3. All those using the facility must have signed a waiver of liability, which will be retained by OSCA, the text of which has been approved by the City of Ottawa legal department, before they can use the facility.
  4. All those using the Fitness Room must, before using the facility, undergo a briefing by supervisory staff on the safe use of the equipment. If individuals have a pre-existing health condition which would expose them to risk in using the facility, they should obtain the advice of their physician before using the facility.
  5. All supervisory staff and instructors will be trained to administer First Aid, CPR and the Automated External Defibrillator equipment on site and will be fully briefed on how to obtain emergency medical services.
  6. The fitness room will only be open when: a) a fitness instructor is present; and/or a Customer Service Representative (CSR) employed either by the City of Ottawa or OSCA (i.e., a supervisory staff member) is present in the building.
  7. CSRs will monitor the room via the video link from the CSR station on the main floor on a regular basis and conduct regular in-person inspections of the room and occupants which shall be logged.
  8. A backup recording of the video monitoring of fitness room shall be made and retained within 24 hours of any incident reported in the room where there has been a complaint logged or an accident or health incident has taken place.

Approved by OSCA Board Sept. 20, 2011.

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OSCA Special Events Committee & Events Policy

Ottawa South Community Association (OSCA) Special Events Committee & Events Policy

Purpose: The purpose of the OSCA Special Events Committee is to foster community and culture between the bridges.

Mandate: The Special Events Committee will, consistent with the purpose outlined above, undertake the following:

  • Identify and organize events to foster community and culture in the Old Ottawa South Community which maximize the involvement of all members of that community;
  • Assist community groups in Old Ottawa South with the organization and implementation of events in keeping with the purpose of the Events Committee if a member of the community group is also an OSCA Board Member;
  • Foster liaisons, linkages and networks to assist community activities and clubs;
  • Foster public awareness, recognition and support for local talent.

Membership: The Committee is made up of to ten (10) volunteer members. The Chair of the Committee is generally an OSCA Board member, unless an exception is made and approved by the Board.

Terms: Members may serve for as long as they choose.

Meetings: The Committee will meet [bi-monthly] or as required to organize special events within the community. Quorum for decisions made by the committee is [50% +1].

OSCA Special Events Definition: OSCA events must be either initiated and organized by the OSCA Special Events Committee or, the organizing committee for the event must include an OSCA board member. All other events held at the Firehall are organized through the City of Ottawa [Contact Centre Director at 613-247-4946].

Budgetary Approval: Any events organized by or with the assistance of the OSCA Special Events Committee will require budgetary approval by the OSCA Board in advance of any promotions.

Fees & Registration: OSCA will collect 20% of all event revenues to cover costs such as HST, E-Registration, insurance and staff time.

Insurance & Liability: (Refer to specific insurance policy and any special requirements therein).

Health & Safety: (Refer to existing policy on Health & Safety and/or emergency plans).

Liquor Licences: Applications for liquor licences must be made by either the OSCA Executive Director or a member of the OSCA Board and must be displayed at the event.

Surplus Revenue: Any surplus revenue from events organized by the OSCA Special Events Committee will revert to the OSCA central budget.

Info Document: Attached is an information document created to simplify the process of using the Firehall for community events.

Policy on Insuring Community Events

Approved: Oct 17, 2007
Updated: January 2014

Background:
OSCA is sometimes approached by local groups (Brighton Beach Clambake, Hopewell Avenue Fire Fundraiser) to support their community endeavour. These activities are not officially OSCA events run under the Special Events Committee.

Policy:
The OSCA board agrees to consider including a community-wide event organized by Old Ottawa South residents under its liability insurance policy but permission has to be requested by the group annually in writing with a full description of the activities that will take place during the event. Each new proposed community-wide event run by residents of Old Ottawa South will be considered separately and a decision will be made by the OSCA Board. Additionally OSCA's liability insurance requires that a member of the OSCA Board attend all events supported by OSCA, therefore any event must also have a Board member in attendance.

 

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Policy on Environmental Practices

The Ottawa South Community Association is dedicated to being the environmentally conscious and supporting green initiatives. To achieve this, we will:

  • Support wherever possible community initiatives that improve/advocate for proper care of our natural spaces and/or reduce our impact on the environment,
  • Provide environmental education and advocacy to the community, where required,
  • Promote more sustainable development and transportation,
  • Be a strong vocal supporter of environmentally sustainable practices in government, and
  • Strive continually to improve our association's environmental performance.
Approved: May 2008
Updated: January 2014
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Contact us

613-247-4946