Our Constitution

Revised June 12, 2018

  1. The association shall be known as the Ottawa Art Association, hereinafter referred to as the Association.
  2. The purposes of the ASSOCIATION shall be:
    1. To operate as a non-profit organization; any profits or accretions to OAA shall be used solely in the promotion of its aims;
    2. To encourage the appreciation of art in the community; and
    3. To encourage members in the practice of original fine art (i.e., oil, watercolour, acrylic, pastel, mixed media and other original art that can be displayed on walls.)
  3. The management of all the affairs of the Association shall be vested in an Executive Committee, one of whom shall be PRESIDENT, with two VICE PRESIDENTS, who shall undertake whatever duties may best serve the interests of the Association, in addition to being prepared to act as Chairman in the absence of the President. One TREASURER shall be responsible for the receipts and payments of the funds of the ASSOCIATION. One RECORDING SECRETARY shall be responsible for the recording of the minutes of all meetings. The Executive shall also include MEMBERSHIP COORDINATOR, GALLERY COORDINATOR, SOCIAL COORDINATOR, PROGRAMME COORDINATOR and NEWSLETTER EDITOR. The Executive may appoint such additional Coordinators as necessary to fill other positions. The immediate PAST PRESIDENT shall be an advisory member of the Executive Committee. If for any reason a member of the Executive Committee is unable to complete the year, the remaining members may make an acting replacement from the general membership to serve at the pleasure of the Executive. A PRESIDENT SHOULD HAVE SERVED TWO YEARS ON THE EXECUTIVE IN SOME CAPACITY before assuming the role of President.

    The affairs of the Association shall be managed by an Executive Committee comprised of the following officers.

    • President, who shall:
      1. Preside as Chair at all meetings of the Association, unless otherwise provided.
      2. Carry out assignments and instructions given by the Executive Committee and/or the Association.
      3. Perform such other duties as customarily pertain to the office of the President.
    • Two Vice-Presidents who shall:
      1. Be an aide to the President
      2. Carry out such duties as may be assigned by the President and/or the Executive Committee.
      3. In the absence or disability of the President temporarily assume the duties of the President.
    • Treasurer who shall:
      1. Be responsible for the receipts and payments of the funds and financial records of the Association.
      2. Manage the Association’s finances in accordance with the requirements outlined in Article 12 below.
    • Secretary who shall:
      1. Be responsible for recording and distributing the minutes of Executive Committee meetings and Annual General Meetings.
      2. Assist the President in the drawing and distribution of Agendas for Executive Committee meetings and the Annual General Meeting.
      3. Send e-mail notifications to the membership at large, as required by the President and/or the Executive Committee.
    • Membership Coordinator who shall:
      1. Receive membership payments and transfer moneys to the Treasurer for deposit.
      2. Issue receipts and provide membership materials to new and renewing members.
      3. Maintain an up-to-date list of members and provide list to Executive officers who require it for the execution of their functions.
    • Gallery Coordinator who shall:
      1. Oversee the setting up of exhibitions at the Ottawa Little Theatre.
      2. Report to the Executive Committee on matters requiring attention.
    • Social Coordinator who shall:
      1. Work with the President to organize and manage special events, i.e. awards nights
      2. Bring coffee, tea, treats for break during presentations.
    • Newsletter Editor who shall:
      1. Collate articles to be included in the Newsletter.
      2. Prepare the newsletter, load it onto the website and dispatch it to all members via email or by regular mail.
      3. When required, send notices to the membership at large.
    • Web Master who shall:
      1. Be responsible for maintaining the OAA website and implementing structural, technological and design changes as directed by the Executive.
      2. Identify the necessary resources and technologies needed to support the OAA’s objectives.
      3. Delegate, supervise and direct others who are assigned tasks associated with duties of the OAA Web Master.

    The Executive may appoint such additional Coordinators or assistants as necessary to fill other positions. The immediate Past-President shall provide guidance to the President and be an advisory member of the Executive Committee. If for any reason a member of the Executive Committee is unable to complete the year, the remaining members may make an acting replacement from the general membership to serve at the pleasure of the Executive.

  4. The members of the Executive Committee shall be elected by a majority vote at the Annual General Meeting (AGM) for a term of one/two years and eligible for reelection at the end of that term.
  5. A Nominating Committee of no less than three members, chaired by a Vice-President, shall be appointed by the Executive Committee at least six weeks before the Annual General Meeting each year, for the purpose of drawing up a list of nominations for the Executive Committee for the ensuing year. The Secretary shall include the names of the members nominated with the notice calling the Annual General Meeting, at which alternative nominations may be made.
  6. The President may call a meeting of the Executive Committee at any time. Five (5) officers, including the President, or five (5), including a Vice-President (in the President’s absence), shall constitute a quorum.
  7. The Annual General Meeting shall be held before the 15th of June each year.
  8. The fiscal year of the Association shall close at August 31st each calendar year.
  9. Membership fees shall be prescribed by the Executive Committee and voted on at the Annual General Meeting and shall cover membership for the upcoming fiscal year. Membership fees are due and payable after the Annual General Meeting. Membership fees paid in advance of the Annual General Meeting shall be honoured through the upcoming fiscal year(s), depending on the prepayment term of duration, one year or two years
  10. Membership in the Ottawa Art Association is open to anyone interested in art.
  11. A General Meeting may be called at any time by the President or at the written request of no less than eight members, which shall be addressed to the President, giving reasons for the calling of the meeting.
  12. The ordinary funds of the Association shall be kept by the Treasurer in the bank of the Treasurer’s choice. All money received for the Association shall be deposited intact in the Association’s account and disbursements shall be made only by cheques signed by two signatories, one of the Treasurer (or in the Treasurer’s absence, the Assistant Treasurer) and one of the President or (in the President’s absence) by one of the Vice-Presidents. Reimbursement of any expenditure in excess of $100 by the President or an Executive Committee member must be approved by the Executive Committee. Reimbursement will be given for authorized purchases when receipts and a duly completed requisition form are received by the Treasurer. Requisition forms must also be completed for advances of funds for awards night events. All funds not needed for ongoing operations as determined by the Treasurer reports presented at Executive meetings shall be invested in interest bearing GICs as directed by the President. The Executive will be consulted on significant investment strategy changes or on liquidation of investments.
  13. In the event that the Association is dissolved, deferred membership fees shall be reimbursed in accordance with current membership lists and all unencumbered remaining funds will be equally divided between fully paid up members at the time of dissolution.
  14. An annual financial audit shall be conducted by a person not involved with the financial record keeping of the Association and who is qualified by education and experience to conduct a financial audit on the accuracy and completeness of the accounting records, Statement of Financial Position (Balance Sheet) and Statement of Operations (Income Statement) based on compliance to Canadian generally accepted accounting principles. The audit report summarizing findings and observations will be used for fulfilling internal financial stewardship responsibilities of the Executive and for reporting to members. At the Annual General Meeting the Treasurer shall provide a verbal summary report to the members on the audit findings and make copies of the auditor’s written report available to members.
  15. Executive Committee members are indemnified against any liability, cost, charge or expense incurred by them in the execution of their duties, provided that they act honestly and in good faith and exercise the care, diligence, and skill that a reasonably prudent person would exercise in comparable circumstances.
  16. There shall be two ANNUAL EXHIBITIONS of member’s original works for awards: one a JURIED (3 JUDGES) SPRING SHOW and one MEMBERSHIP JUDGED SHOW in the fall. In addition, the EXECUTIVE COMMITTEE may arrange such other exhibitions as may interest or benefit the members of the ASSOCIATION. Appointment of judges for all exhibitions shall be the responsibility of the PRESIDENT.

    There shall be two annual exhibitions of members’ original works for awards:

    • A Spring Award Show juried by up to three jurors, and
    • A Members’ Choice Award Show in the Fall.

    In addition, the Executive Committee may arrange such other exhibitions as may interest or benefit the members of the Association. The appointment of jurors for all juried exhibitions shall be the responsibility of the President.

  17. The Executive Committee may, at their discretion, invite distinguished persons to become Patron, Honorary President or Honorary Members of the Association with the approval of the membership at a General Meeting.
  18. The Constitution may be updated as required, annually.