Rules governing OSCA, decided by the board
The Association’s position on representations made by Board members before tribunals or bodies conducting hearings of an official character
Draft: January 11, 2001
To clarify the Association’s position on representations made by Board members before tribunals or bodies conducting hearings of an official character (e.g. bylaw and zoning applications, liquor licensing applications, traffic management or transport infrastructure proposals).
- Members of the Association’s Board making presentations or representations before tribunals and other public hearings on behalf of the Association should only do so after the full Board has discussed the issue and approved a policy position by way of resolution at one of its regular meetings, or as a result of a resolution of a duly appointed Board committee with a mandate to make such representations on behalf of the Board.
- Board members participating in public hearings are expected to support Board approved positions at those hearings.
- Opposing an approved policy position at a public hearing shall be deemed as conduct unbecoming a Board member and shall be dealt with according to Section 5 (iii) of the Association’s Bylaws.
a) If a Board member feels he/she cannot support a Board or committee position to be taken before an official hearing, and feels that they must make such opposition known publically at the hearing, they should resign from the Board and when giving evidence indicate clearly that they no longer serve on the Board.
b) If the dissenting Board member does not follow the procedure outlined in section “a)” above, a motion shall be brought at the next meeting of the Board for the removal of the Board member in according to the procedure outlined in Section 5 of the Association’s Bylaws.
Last modified on Thursday, 13 July 2017 15:21
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.
Approved: June 20, 2000
This policy statement is designed 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.
- OSCA is a community-based organization and it encourages the full participation of all members of the community in its activities and governing bodies.
- As such, OSCA appreciates that the relatively small size of the community may give rise to situations where officers or members of the Association are involved in making decisions that may affect their own personal interests or the interests of organizations or business to which they belong.
When a Board member, or an employee of the Association, is making a decision, or in the case of an employee taking a discretionary action on behalf of the Association, he or she must not do so in such “way that a financial benefit from the Association would come to themselves, any member of their immediate family, a business they own or are an employee of, or an organization of which they are a member.
Where there is a potential conflict of interest as outlined above, individuals must:
- state clearly when a decision is being taken that it could benefit them financially, those of their immediate families, or organizations or businesses of which they are a part; and
- refrain from participating in a vote or a decision.
Last modified on Thursday, 13 July 2017 15:24
A policy with respect to community residents petitioning the OSCA Board on issues which require the Board to make representations or recommendations to other bodies (such as the City of Ottawa)
To outline a policy with respect to community residents petitioning the OSCA Board on issues which require the Board to make representations or recommendations to other bodies (such as the City of Ottawa).
In general when the Board makes its representations to outside organizations on the basis of issues brought to it by residents it needs to be assured of the following:
- that the facts presented are sound and fairly represent the situation;
- that a reasonable attempt has been made to canvass all affected parties and that the impacts on all affected parties are clearly and fairly presented;
- that the community consultation process has been transparent and accessible.
In order to meet the above objectives, it is proposed that the following procedures be followed:
- Individuals or groups will in the first instance be asked to take the matter up with the appropriate OSCA Committee and the committee will work with the group/individual to help resolve the issue and if necessary report any recommendations to the Board.
- If it is still necessary for the group to approach the Board, the president will arrange for a specific place on the board’s agenda at its next meeting. The Board will then hear the group and consider whatever recommendations have been made by the OSCA committee. The chair of the relevant OSCA committee that worked with the group will be asked to comment on the proposal at the Board meeting.
- In cases where the issue may have significant impacts on a number of residents, it is the expectation that the group will hold a public meeting, properly advertised, where it is clear all affected parties have been invited to attend and provided with sufficient opportunity to do so.
- At such a public meeting it is to be hoped that all views can be canvassed and a consensus developed or resolution passed. The chair of the relevant OSCA committee, or at least one member of the Board if there is no appropriate committee involved, should be present at the meeting to hear the discussion and provide appropriate technical advice as necessary.
- When the issue is presented to the Board by the group or individual, the Board representative or committee chair that participated in the public meeting will be asked to comment on the process and provide background information on the consultation process to the best of his/her knowledge.
Last modified on Thursday, 13 July 2017 15:21
The following Policy is approved by the OSCA Board for the use of the Fitness Room at the Ottawa South Community Centre.
- Only those individuals who have paid a program fee for the use of the Fitness Room are entitled to use it.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
Last modified on Tuesday, 17 January 2023 14:02
Whether to approve an OSCA policy on supporting events and fundraising initiatives organized by informal and local community groups in Old Ottawa South.
In addition to Special Events that are organized and managed by OSCA staff and volunteers, OSCA has traditionally supported a limited number of events through the years that are self-organized and managed by informal groups of residents in the community.
Typically, these are annual events such as a block party or similar social or participative activity (e. g. the Brighton Beach Clam Bake, or the Bellwood Avenue Ball Hockey Tournament). By formally acknowledging the event through a declaration of support, the event organizers can use OSCA’s communications channels to publicize the event and have the event covered by OSCA’s liability insurance which OSCA obtains through participating in the City of Ottawa’s Community Partners’ Insurance Program (CPIP). Our current CPIP insurance with the City covers us for events on City property (the Firehall and City parks), Hopewell Public School and Southminster United Church where we currently run, or have run, programs.
Further, on several occasions in the past local residents have also engaged in fundraising campaigns to assist local residents in need. For example, residents of local homes or rooming houses whose residences were destroyed by fire and were left homeless with no belongings and no personal effects insurance.
In the past, there was no policy governing which events or fundraising activities qualified for OSCA support, nor an established process for obtaining support. Supported events were usually approved by the Board on an ad hoc basis. This has led to uncertainty amongst staff and Board members concerning which groups qualify for support and how such applications need to be managed and assessed. The proposed policy and process for handling applications will assist staff in processing and assessing applications in a transparent and orderly fashion. If is recommended that the policy be posted in an easily identifiable place on the OSCA website so it is easily available to residents in OOS.
Proposed Policy Statement and Approach for Managing Applications for Supported Events or Activities:
OSCA supports and encourages locally organized community groups that engage local residents in collective social or recreational events of benefit to Old Ottawa South residents, or fundraising activities designed to benefit local resident(s) in need.
In order to manage the applications submitted by groups and ensure a consistent and organized approach to approving supported events or activities, a proposed Approach for Managing and Approving Applications for OSCA Supported Events or Activities has been drafted for the Board’s approval.
That the OSCA Board approve the policy statement outlined above and the attached document entitled Approach for Managing and Approving Applications for OSCA Supported Events or Activities. Further, the Board delegates to the Managing Director responsibility for implementing the assessment and approval of specific applications.”
OSCA Operations Committee
Approved by the OSCA Board on 15 November 2022.
Approach for Managing and Approving Applications for OSCA Supported Events or Activities
The following procedures and assessment criteria have been approved by the OSCA Board to assist the Managing Director and staff in managing, assessing and approving applications from groups within the Old Ottawa South Community that apply for OSCA support.
What Qualifies as a Supported Event or Activity?
The supported event or activity must meet the following qualifying criteria approved by the OSCA Board:
- engages local residents in a collective social or recreational event of benefit to Old Ottawa South residents, or a fundraising activity designed to benefit local resident(s) in need;
- if an event, be held in Old Ottawa South in a public place that is covered by OSCA CPIP coverage;
- be organized and managed by a local group of Old Ottawa South residents who are OSCA members and who have formally constituted an organizing committee, one of whose members serves as the event coordinator;
- any costs to hold the event or conduct the fund-raising campaign are raised by the organizing committee; and
- any revenues from the event do not go to a for profit entity.
How Do Groups Apply for a Supported Event?
Those groups wishing to apply for OSCA Sponsorship should:
- write to the OSCA Managing Director requesting their event be designed as one supported by OSCA;
- the request should outline the following:
- the name and contact information of the event or fundraising co-ordinator;
- a list of the names and addresses of the organizing committee;
- the date and place of the event, or time period of the fundraising activity; and
- a brief description of the nature of the event and the approximate expected number of participants, or in the case of a fund-raising activity the reason for the activity, how funds will be raised, the beneficiaries and the manner that the funds will be distributed at the end of the fundraising period;
- list in the letter of application the necessary permissions the committee will obtain from the City of Ottawa (e. g. park rental, street closure permissions, fire or other permits), or the Ottawa Carleton District Public School Board.
What Is the Organizing Committee Responsible for?
The organizing Committee will ensure that:
- the event meets OSCA criteria for a supported event;
- all permissions and permits are obtained and all City or school board regulations are followed with respect to the conduct of the event;
- any site cleanup and equipment removal will take place immediately after the event;
- if fund raising for the benefit of specific individuals in need is involved, the committee will keep a record of all funds raised, the names of all donors and expenses incurred and be prepared to release to OSCA a statement of account for the fundraising campaign;
- all members of the organizing committee must be OSCA members; and
- acknowledge in any publicity that the event is supported by OSCA, and where appropriate, use the OSCA logo.
What Will OSCA Be responsible for?
- The OSCA Managing Director will, once they are satisfied that the event qualifies for support, that the application is complete, and that the organizing committee has demonstrated that it will meet its responsibilities, issue a letter to the coordinator of the organizing committee granting support status and confirming that the event is covered for liability under the CPIP.
- The OSCA communications coordinator will reach out to the event or fund-raising coordinator to provide any assistance appropriate so that the activity can be communicated to the community through OSCA’s communications channels.
- In the case of a fundraising event/campaign OSCA can provide a “safekeeping role” and receive and hold donations until the end of the campaign and pay out the funds raised for the beneficiaries, if the organizers request such an arrangement. If this is the case, the beneficiaries and the distribution of the donations to them, must be determined in advance by the fundraising committee and communicated to OSCA for approval.
Approved by the OSCA Board on 15 November 2022.
To outline the procedures to be followed by the OSCA Board when it is deemed necessary to conduct a vote by email or other similar process outside the context of a regular in person meeting of the Board.
- From time to time it may be necessary for the Board to hold a vote outside the context of its regular monthly meeting. Such votes should normally be restricted to situations where there is urgency in obtaining a Board decision on an item before its next in-person meeting.
- Voting by electronic means, when conducted by the procedure outlined below, shall have the same standing and shall be considered as authoritative as a vote conducted at a regular in-person meeting.
- Given the limitations that accompany email voting procedures, for example, the diminished capacity to have a free flowing debate and potential misunderstandings of technical material, Board members should, where possible, phrase their motions in as clear and concise a manner as possible and provide as much background material as possible to reduce the need for lengthy rounds of email questions.
- For the purposes email votes, and to be consistent with the Association’s by-laws, those members participating in the vote shall be counted for the purposes of having a quorum to hold the vote. Other OSCA by-laws shall apply for the purposes of determining the outcomes of votes
- Any Board member can move an email motion to be voted on by Board members. The member must have obtained the consent of another Board member to second the motion in advance of it being circulated to Board members.
- The Board member proposing the motion is responsible for circulating the text of the motion, the name of the seconder and any explanatory information they may deem appropriate to assist Board members in making a considered decision to all Board members with a copy of the material to the Executive Director (firstname.lastname@example.org).
- The Board member circulating the motion must clearly indicate in their motion the date and time by which a vote must be cast. In no case can this deadline be less than five days (5) after circulating the original motion.
- During the voting period Board members may communicate with one another to discuss the motion.
- When voting, Board members must reply to all Board members with their decision with a copy to the Executive Director (email above). Votes may be in the affirmative, negative or abstention; Board members may include an explanation of the reasons for their vote if they wish in their response.
- The Executive Director shall be responsible for tallying the votes immediately after the deadline for voting has expired and shall inform all Board members of the outcome forthwith.
Web Editor’s Note: Executive Director (ED) is not on the “Board in camera” email alias, which is where the discussion and vote should take place; remember to add ED email (email@example.com) to the receiving list (private) when voting. Note added Nov. 18, 2011.
Last modified on Thursday, 13 July 2017 16:07
Approved: May 16, 2000
- It is felt that the OSCA Program Committee (OPC) is an important organization within the Association; and
- That the OPC’s activities make a significant contribution to OSCA’s ability to serve the Old Ottawa South community and its financial operations;
Be it resolved that:
In accordance with article 11 of the Association’s by-laws, the Board hereby deems that one of the Directors of the Board who may serve on the Executive Committee shall be the Chair of the OPC, or where the chair is not a member of the Board, some other member of the OPC who is a Board member.
Last modified on Thursday, 13 July 2017 15:23
Record Retention and Disposal Schedule
The OSCA Secretary being “the custodian of the seal of the association and of all books, papers, records, correspondence, contracts or other documents belonging to the Association” shall follow the OSCA Record Retention and Disposal Schedule.
|Accounting Records||Retention Period|
|Accounts payable||7 years|
|Accounts receivable||7 years|
|Chart of accounts||Permanent|
|Expense records||7 years|
|Financial statements (annual)||Permanent|
|Fixed asset purchases||Permanent|
|Inventory records||7 years|
|Loan payment schedules||7 years|
|Bank Records||Retention Period|
|Bank reconciliations||2 years|
|Bank statements||7 years|
|Cancelled checks||7 years|
|Electronic payment records||7 years|
|Corporate Records||Retention Period|
|Contracts – major||Permanent|
|Contracts – minor||Life + 4 years|
|Insurance policies||Life + 4 years|
|Employee Records||Retention Period|
|Employee files (ex-employees)||7 years|
|Employment applications||3 years|
|Employment taxes||7 years|
|Payroll records||7 years|
Last modified on Thursday, 13 July 2017 16:10
Delegated Authorities to the OSCA Executive Director
The purpose of this document is to define the authorities delegated to the OSCA Executive Director (ED) by the Board such that the delegation is clear, unambiguous and empowering. The primary purpose of these delegations is to allow the ED to effectively and efficiently manage the day-to-day operations of OSCA, especially as they related to the management and delivery of OSCA programming and services and the efficient administration of the organization.
It is the responsibility of the ED to identify and bring issues related to the exercise of their delegated authorities to the attention of the Board and to report to the Board, as appropriate, on the significant exercise of their authorities on a timely basis. The ED will consult, as appropriate, within the organization seeking advice from those impacted by the exercise of their delegated authorities before exercising such authorities.
Any changes to this delegation of authority must be approved by the Board.
The OSCA Board delegates the following authority to the ED:
|Authority||Limitations (if any)|
|1. All decisions related to day to day management of OSCA, including Program volunteers, contractors and staff, operations, finances and relevant external relationships||In accordance with the ED Job Description and Board approved policies, strategic plans, business plans, and budgets as outlined below. Deviations from these documents are not allowed except within the limits outlined below.|
|2. Decisions to define and implement operational policies and procedures.||As long as the policies and procedures do not interfere with or contradict any Board approved policies or procedures or contract terms. The Board recognizes that there is a need to ensure that such policies and procedures need to be consolidated in one place and be easily accessible.|
|3. All decisions related to ensuring the health and safety of program participants, staff and volunteers.||Decisions must meet or exceed any Board approved policies and legal requirements.|
|4. Decisions on mitigation of operational risks to the organization.||The ED has the authority to take whatever action is necessary to ensure the safety and security of the staff, volunteers, contractors, clients and youth participating in OSCA Programs or in/about the OSCA facility. The ED has authority to decide on mitigation actions to reduce risks to the health, safety, reputation or financial wellbeing of the organization in accordance with the Board approved budget and the ED authority in spending described below. The Board should immediately be informed of any identified risks where that risk represents a potential significant physical injury, financial loss or damage to reputation.|
|5. Decisions on financial matters including the management of funds and authority to spend money, bind the organization and take on liabilities in accordance with the Board approved financial policies, procedures, business plan and Budget.||The ED is authorized to exceed the budget expenditures amounts by a total of $10,000 annually across all budget line items. The ED can reallocate funds between the following line items in the approved annual Budget by up to $50,000 in total, but must inform the Board highlighting changes at quarterly reporting. Changes greater than $50,000 will require Board approval prior to any decisions being taken in respect of the change.The line items that can be reallocated are:Program Supplies (equipment, apparel, snacks, guide, instructor fees);General and Administrative Expenses (office supplies, events, rent, repairs, website maintenance, admin, general, transportation, vehicle mileage)Authority to bind the organization on a single contract/expenditure is limited to $5,000. The Board should be informed of any contract/expenditure made at the next Board meeting.|
|6. Decisions to hire/engage, discipline and terminate individual employees, contractors and volunteers involved in OSCA programs and special events.||In accordance with the Board approved HR Policies, Organizational Structure and Budget envelope for staff salaries. The Board should be informed with respect to staff/volunteer changes on a monthly/quarterly basis depending on the operational impact to the organization.|
|7. Decisions regarding the nature of staff mentorship, training and support including appropriate monitoring, performance assessment and feedback.||In accordance with the Board approved HR Policies.|
|8. Decisions on the content of external communications related to day-to-day operations.||In accordance with the Board approved communication strategies and policies where the information being communicated relates directly to the authority delegated to the ED.|
|9. Decisions on the nature and selection of IT or other systems and infrastructure required to support the day-to-day operations||Within the financial limitations of the Board approved strategic plans, business plans and Budget, and within the terms outlined in section # 5 above.|
|10. Decisions on the selection, design, implementation and support of Programs including the evaluation, planning, oversight and management of the same.||The Programs must fit within the Board approved program structure which defines the nature of the services OSCA provides to the community.|
OSCA supports access to its recreation programs and activities by offering subsidies to eligible households and individuals.
The purpose of the subsidy policy is to reduce financial barriers for individuals and households in Ottawa who wish to participate in OSCA programs and activities. We are required under the terms of our Program Delivery Agreement with the City of Ottawa to have a subsidy program for program registrants.
MAXIMUM SUBSIDIES WITHIN PROGRAMS
The maximum Program Subsidy that will be provided is 40% of the cost of a program, up to a total of $800.00 annually in the case of a family, or a maximum of $500 annually in the case of an individual. Subsidies for the “After 4” program are set at a maximum of 40% of the costs of the program per child. There is no dollar limit, but After 4 subsidies are applicable for the 10 months of the program only.
Individuals applying for a subsidy need to do so before they register for any program.
The Managing Director may exercise discretion and waive these limits in exceptional circumstances, within the overall budgetary cap set by the Board in the annual OSCA Budget.
ACCOUNTING FOR SUBSIDY COSTS AND ALLOCATING SUBSIDIES AMONG PROGRAMMING CATEGORIES
The true costs to OSCA of offering a subsidy vary according to the type of program under consideration. Generally, for most of our programs, both for children and adults, providing a subsidy is equivalent to forgone revenue and needs to be accounted for by recording the amount of the subsidy within a set budget. This is because most of our programs have relatively small enrolments and to cover the fixed costs of the program (instructor and staff costs, supplies and materials) and the necessary contribution to our operating overheads, we need to have fairly high minimum levels of enrolments in order to justify offering them. As such, if we accept a subsidized program participant into the program, we must make up the lost revenue in the program. This is why we set a budgeted cash limit on program subsidy expenditures.
However, with some of our bigger programs, such as After 4 and summer camps, we hire large numbers of staff to supervise program participants which creates certain “economies of scale” in managing the staffing of these programs so that it is possible, in effect, to add a few additional participants at effectively very little cost (simply the additional costs food and supplies). In accounting for these subsidies, it is best to put a cap on the number of subsidized positions we would permit to control costs, particularly as these programs run for long periods.
Given the above, OSCA will allocate $3500.00 in 2022 to cover the potential demand for subsidies for regular programming for adults and children. In the case of summer camps and the After 4 program and the Breakfast Club, staff will limit the number of participants in the programs at the 40% subsidy level each year that can be accommodated without increasing budgeted staffing levels and cap them at 2 full-time equivalent participants in After 4, Breakfast Club and summer camps.
The subsidy cap will be adjusted as necessary in future years, based on staff assessment of demand for the subsidy, changed economic circumstances, and changes in program prices, through the regular annual budget setting process involving the Treasurer and Finance Committee.
OSCA Program Subsidy:
Information for Applicants
What is an OSCA Program Subsidy?
Subsidies are available to help pay for the costs of subscribing to a program run by the Old Ottawa South Community Association. They are designed to reduce the cost of a program but do not pay for the full cost of any program. They must be applied for in advance of registering for a program in any program season, or in the case of After 4 and the Breakfast Club, during September of the school year.
All applications are considered confidential.
If you are an individual or live in a household, that comes under the definition of low income as defined by Statistics Canada (see table at the end of this document), or receive any of the following benefits:
- in receipt of Ontario Works; or
- in receipt of a Child Care Subsidy; or
- in receipt of Essential Health and Social Supports; or
- in receipt of Ontario Disability Support Pension; or
- in receipt of Assistance for Children with Severe Disabilities (ACSD/MCSS); or
- in receipt of a Guaranteed Income Supplement (GIS); or
- in receipt of a student loan and of full-time student status; if the individual is applying for a subsidy for their child/children.
You can qualify for a program subsidy.
In addition, if you or your family, does not qualify under the above criteria, but are facing a temporary hardship such as loss of employment, serious family illness or other situation which places significant burdens on your personal financial circumstances, or those of your immediate family, you may also be considered for a subsidy by applying for special consideration.
You must also be an adult and a resident of the City of Ottawa. If you are an adult applying for a program subsidy for a child you must be that child’s parent or official guardian.
What is the amount of the subsidy?
Generally, those approved for a program subsidy receive a 40% reduction in the cost of the program, up to a limit of $500.00 in the case of one individual, or $800.00 in the case of a family, during any calendar year. In the case of the After 4 program or the Breakfast Club, there is no limit on the dollar value of the subsidy provided over the 10 months (school year) that the programs operate, either for a single child or a family. The program is capped at an annual amount in the OSCA budget; for 2022 that amount is $3,500. Applications for a subsidy are treated on a “first-come, first-served basis”, until the subsidy budget for the year is exhausted.
What supporting documentation do I have to submit?
Normally you do not have to provide supporting documentation on your initial application, but you may be asked to provide supporting documentation when your application is assessed.
If you are applying for a subsidy on the basis of living on a low income (see table below) you may be asked to submit, and for others in your household, your/their most recent Notice of Assessment from the Canada Revenue Agency stating your annual income, or a Child Tax Benefit Statement showing the family’s Net Income, or three (3) recent pay stubs from all those employed in the household.
If you are applying because you participate in any of the above programs listed (items 1. – vii.) you may be asked to provide documentary evidence you receive benefits from these programs or are enrolled as a full-time student and in receipt of a student loan.
If you are applying for special consideration, you are asked to either: a) attach a single-page written explanation of why you would request special consideration with your initial application. Staff assessing subsidy requests will contact you if they need additional information. Or, b) request an interview with the staff member administering the program to explain your circumstances.
How do I apply?
Alternatively, you can submit a paper copy in-person or by mail. Attach a one-page explanation, or request an interview, if you are applying for special consideration, submit it in a sealed envelope marked confidential and addressed to OSCA Managing Director and give it to one of the Customer Service Representatives at the Front Desk at the Firehall, or mail the application to:
OSCA Managing Director
260 Sunnyside Avenue
Ottawa ON K1S 0R7
How and when will I get a response?
You will be contacted by email no later than two weeks after applying for a subsidy with a decision on whether it is approved or not.
Last modified on Friday, 19 May 2023 10:17