By - Laws
THE BY-LAWS OF THE
JAMAICAN (OTTAWA) COMMUNITY ASSOCIATION INC.
ARTICLE I – TITLE
The organisation shall be known as the “Jamaican (Ottawa) Community Association Incorporated”
hereafter and within these By-Laws referred to as the Association.
ARTICLE II – AIMS AND OBJECTIVES AS STATED IN THE LETTERS PATENT
a. To promote amity, unity and loyalty among Jamaicans in the Ottawa area and its environs, and
to develop and maintain closer relations between Jamaicans and other Canadians.
b. To establish and maintain official contacts with the Government of Jamaica through any of its
official agencies.
c. To better acquaint other nationalities with the Jamaican culture.
d. To be active as a group with an effective voice in the affairs of the community and to cooperate
with other national groups, and especially wit groups with whom we share similar ethnic and
cultural traditions, in pursuing common aims and objectives.
e. To establish and maintain official contacts with other Jamaican Associations, and other groups
with whom we share common objectives.
f. To establish a centre for social and cultural activities.
g. To give advisory assistance to Jamaican Immigrants, and to others we feel we are genuinely
able to help and to provide general information (written or otherwise) to the community within the
limit of this constitution.
h. To provide a forum for Jamaicans and others to participate in activities promoting the aims and
objectives of the Association.
ARTICLE III – MEMBERSHIP
1. Membership Eligibility and Classification shall be as follows:
(a) General
The general membership shall be open to
All Jamaicans and their families;
Members of a family where any one member is of Jamaican Parentage;
Any person who has expressed interest in supporting the aims and objectives of and undertake to
fully participate in all activities of the Association;
A person who is eligible for General Membership shall make application for such membership in
writing to the Executive, which must approve by simple majority, for successful application.
(b) Associate
Associate membership shall be open to:
The Executive on a simple majority may confer honorary membership upon any person whose
service to the Association merits such an honour.
(d) Life
Life membership may be awarded to any general member after fifteen (15) years of outstanding
service to the Association on the recommendation of the Executive and approval of a simple
majority of the general membership.
(e) For the sole purpose of membership dues in paragraph 4 of this Article, the General or
Associate memberships is each divided into the following classes:
(f) For the purpose of (e) above, and membership dues only,
Family membership is open only to general or associate member who is a mother or father (or
both) with a child or children under 18 years of age.
Senior membership shall be open to general or associate members who are 60 years of age and
over.
Student membership shall apply to any member who attends full time at any university, college, or
other educational institution.
Membership Rights and Obligations
(a) A general member in good standing shall be entitled to all the rights, obligations and
privileges which membership in the Association confers and implies, including:
(b) An associate member in good standing shall be entitled to all the rights and privileges of a
general member, except that he/she shall not hold executive office nor shall he/she vote in any
election for executive.
(c) An Honorary member shall not hold any office nor shall he/she vote on any matter.
(d) A General Member in good standing shall be entitled to one vote on each matter requiring a
vote of the membership.
(e) A General or Associate member who has the right to vote on a matter may cast only one vote
on the matter.
Application for Membership
The form and manner of the application for membership shall be as provided by the membership
committee and approved by the Executive.
Membership Dues
Membership dues shall be subject to annual review by the Executive who shall recommend any
proposed changes to a general meeting of the membership for its approval.
Annual membership dues become payable on or before the date of the Annual General Meeting
and shall be paid in full by 1st March of each year.
Any member who fails to pay membership dues as prescribed, ceases to be a member in good
standing.
Family membership shall apply only to a mother or father (or both) and children under 18 years of
age.
Senior citizen membership shall be open to members who are 60 years of age and over.
Student membership shall apply to any member who attends full time at any university, college, or
other educational institution.
Discipline
No member shall use funds or other property of the Association for the personal benefit of any
member.
Upon any allegation of any contravention of this provision the Executive shall appoint a Committee
of three other members who shall investigate the allegation to determine if in fact there was a
contravention.
In the event that the committee finds a contravention, the committee shall report it immediately to
the Executive.
The Executive shall request the member who contravened this provision to appear at a meeting to
explain his or her actions. If the member fails or refuses to appear at the meeting, the Executive
shall proceed with the meeting in the absence of the member. The member may submit a written
explanation of his or her action, which shall be considered by the Executive.
The Executive may accept the explanation of the member or the Executive may reject the
explanation and uphold the finding.
If the Executive finds a contravention, it shall demand that the member:
The Executive shall set the date by which the property must be returned or the funds repaid, as the
case may be. The member shall hold no office in the Association for five (5) years from the date of
the finding of the contravention by the Executive.
All dues, fees assessments, penalties or other monies owing, due and payable to the Association
under any By-Law or resolution shall be paid in accordance with the By-Laws and in default of
payment may be recovered by action or suit, in the name of such officer as the Executive may
determine, in any court of competent jurisdiction.
Termination of Membership
Membership shall be terminated upon:
(a) A member in writing notifies the Association of his or her resignation;
(b) A seventy-five (75%) vote of the members present and voting at an annual meeting or a
special meeting called for the purpose of considering a gross misconduct of a member whose
actions are contrary to the aims and objectives of the Association.
ARTICLE IV – EXECUTIVE
The Executive shall manage the affairs of the Association and shall consist of the following eight
positions:
Duties of the Executive
President
The President shall:
Vice Presidents
The First Vice-President shall:
The Secretary shall:
Assistant Secretary
The Assistant Secretary shall:
Treasurer
The Treasurer shall:
Vacancies
No officer, executive member or member of any committee of the Association, shall be entitled to
any remuneration.
ARTICLE V – DUTIES AND POWER OF THE EXECUTIVE
In addition to those duties and powers expressed and implied as set forth elsewhere in these By-
Laws the Executive shall:
ARTICLE VI – ELECTION OF THE EXECUTIVE
The officers of the Executive, with the exception of the immediate Past President shall be elected in
the following manner:
ARTICLE VII – MEETINGS
1. Executive Meetings
Meetings of the Executive shall be:
President. Notice of such meeting shall be given at least 14 days prior to the date of meeting.
Special meetings shall be held at such time and place as may be determine by the President or at
the request of any five (5) members of the Executive. Notice of such meeting shall be given at least
14 days prior to the date of meeting. Each Executive shall be entitled to one vote.
2. General Meetings
Meetings of the Association shall be:
Quorum
ARTICLE VIII – COMMITTEES
A. Appointment of Committees
The President in consultation with the Executive shall appoint Committees as deemed necessary.
B. Chairperson of Committees
Each Committee shall elect its Chairperson.
C. Ex-Officio Member of Committee
The President shall be an ex-officio member of each committee.
D. Committee Reports
Each Committee shall through its Chairperson or designate report to the Executive as required.
E. Duties and Responsibilities of Committees
The Executive shall determine the duties and responsibilities of committees of the Association
from time to time.
F. Termination of Committee and Removal of Member
The life of a committee shall terminate with the presentation of its final report or at the Annual
General Meeting. The President in consultation with the Executive may remove any member.
ARTICLE IX – FINANCE
A. Limit of Expenditure
1. The President may spend or commit the Association to spend up to $100.00 per occasion
without prior approval of the Association with a limit of three (3) occasions during one financial year.
2. The Executive may spend or authorise the expenditure of, or commit the Association to spend
up to $250.00 per occasion without the approval of the Association with a limit of two (2) occasions
during any one financial year.
3. There shall be three designated Signing Officers of the Association: President, Treasurer, and
the Secretary.
B. Petty Cash
The Secretary may retain a sum of no more than $50.00 (in cash) to be used for out of pocket
expenses or for purchases of small items for the Association.
C. Ratification
The Executive shall consider for ratification by the Association any legitimate expenditure incurred
by any member while that member is engaged in any activity on behalf of the Association.
The Financial Year of the Association shall be 1st January to 31st December of each year.
E. Auditors
At the Annual General Meeting three (3) members shall be elected as auditors who shall audit the
books and records of finances of the Association as well as verify the Treasurer’s Report to the
Annual General Meeting and report to the members.
ARTICLE X – AMENDMENTS TO THESE BY-LAWS
(a) Amendments to these By-Laws require a two-thirds (2/3) majority vote by the members
present and voting at any General Meeting or Special Meeting called for the purpose.
(b) The Constitution Committee before submission to a General Meeting shall first consider any
proposal for an amendment.
(c) The Executive shall thereafter call a meeting to consider the proposal within three (3) Months
of the date of the proposal.
(d) Copies of the proposal shall be sent to each member at least two (2) weeks before the date
set for the meeting.
(e) An amendment duly approved in accordance with this Article shall not be enforced or acted
upon until approval of the Minister of Consumer and Corporate Affairs has been obtained.
ARTICLE XI – RULES OF PROCEDURE AT MEETINGS
All questions or Order of Procedure with respect to any meeting or action of this Association, the
Executive or any Committee except as otherwise specifically provided for in these By-Laws, shall
be in accordance with ROBERT RULES OF ORDER (Revised).
ARTICLE XII – SEAL OF THE ASSOCIATION
1. The Seal of the Association shall be, and remain in the custody of the Secretary of the
Association.
2. The President and one other of the designated signing officers on behalf of the Association
shall sign execution of documents, deeds, transfers, licences, contracts, and other documents
other than cheques for the Association.
THE BY-LAWS OF THE
JAMAICAN (OTTAWA) COMMUNITY ASSOCIATION INC.
ARTICLE I – TITLE
The organisation shall be known as the “Jamaican (Ottawa) Community Association Incorporated”
hereafter and within these By-Laws referred to as the Association.
ARTICLE II – AIMS AND OBJECTIVES AS STATED IN THE LETTERS PATENT
a. To promote amity, unity and loyalty among Jamaicans in the Ottawa area and its environs, and
to develop and maintain closer relations between Jamaicans and other Canadians.
b. To establish and maintain official contacts with the Government of Jamaica through any of its
official agencies.
c. To better acquaint other nationalities with the Jamaican culture.
d. To be active as a group with an effective voice in the affairs of the community and to cooperate
with other national groups, and especially wit groups with whom we share similar ethnic and
cultural traditions, in pursuing common aims and objectives.
e. To establish and maintain official contacts with other Jamaican Associations, and other groups
with whom we share common objectives.
f. To establish a centre for social and cultural activities.
g. To give advisory assistance to Jamaican Immigrants, and to others we feel we are genuinely
able to help and to provide general information (written or otherwise) to the community within the
limit of this constitution.
h. To provide a forum for Jamaicans and others to participate in activities promoting the aims and
objectives of the Association.
ARTICLE III – MEMBERSHIP
1. Membership Eligibility and Classification shall be as follows:
(a) General
The general membership shall be open to
All Jamaicans and their families;
Members of a family where any one member is of Jamaican Parentage;
Any person who has expressed interest in supporting the aims and objectives of and undertake to
fully participate in all activities of the Association;
A person who is eligible for General Membership shall make application for such membership in
writing to the Executive, which must approve by simple majority, for successful application.
(b) Associate
Associate membership shall be open to:
- I. Any person who has expressed interest in supporting the aims and objectives of the
Association, but does not fully participate in the activities of the Association, and
II. Such person shall be sponsored by a General Member, and the application for
membership shall be made in writing to the Executive, which must approve by a simple
majority for successful application.
The Executive on a simple majority may confer honorary membership upon any person whose
service to the Association merits such an honour.
(d) Life
Life membership may be awarded to any general member after fifteen (15) years of outstanding
service to the Association on the recommendation of the Executive and approval of a simple
majority of the general membership.
(e) For the sole purpose of membership dues in paragraph 4 of this Article, the General or
Associate memberships is each divided into the following classes:
- i) Family Membership
ii) Senior Membership
iii) Student Membership
iv) Life Membership
(f) For the purpose of (e) above, and membership dues only,
Family membership is open only to general or associate member who is a mother or father (or
both) with a child or children under 18 years of age.
Senior membership shall be open to general or associate members who are 60 years of age and
over.
Student membership shall apply to any member who attends full time at any university, college, or
other educational institution.
Membership Rights and Obligations
(a) A general member in good standing shall be entitled to all the rights, obligations and
privileges which membership in the Association confers and implies, including:
- i) Eligibility to seek any office in the Association,
ii) The right to vote on all matters requiring a vote of the membership and, subject to the
obligations, including:
iii) Regular attendance at meetings,
iv) Prompt payment of dues
v) Participation in any activities of the Association, and
vi) Conduct reflecting a favourable image of the Association.
(b) An associate member in good standing shall be entitled to all the rights and privileges of a
general member, except that he/she shall not hold executive office nor shall he/she vote in any
election for executive.
(c) An Honorary member shall not hold any office nor shall he/she vote on any matter.
(d) A General Member in good standing shall be entitled to one vote on each matter requiring a
vote of the membership.
(e) A General or Associate member who has the right to vote on a matter may cast only one vote
on the matter.
Application for Membership
The form and manner of the application for membership shall be as provided by the membership
committee and approved by the Executive.
Membership Dues
- (a) General $20.00 per year
(b) Senior Citizen $15.00 per year
(c) Student $10.00 per year
(d) Family $40.00 per year
(e) Associate $10.00 per year
(f) Honorary & Life $ Nil
Membership dues shall be subject to annual review by the Executive who shall recommend any
proposed changes to a general meeting of the membership for its approval.
Annual membership dues become payable on or before the date of the Annual General Meeting
and shall be paid in full by 1st March of each year.
Any member who fails to pay membership dues as prescribed, ceases to be a member in good
standing.
Family membership shall apply only to a mother or father (or both) and children under 18 years of
age.
Senior citizen membership shall be open to members who are 60 years of age and over.
Student membership shall apply to any member who attends full time at any university, college, or
other educational institution.
Discipline
No member shall use funds or other property of the Association for the personal benefit of any
member.
Upon any allegation of any contravention of this provision the Executive shall appoint a Committee
of three other members who shall investigate the allegation to determine if in fact there was a
contravention.
In the event that the committee finds a contravention, the committee shall report it immediately to
the Executive.
The Executive shall request the member who contravened this provision to appear at a meeting to
explain his or her actions. If the member fails or refuses to appear at the meeting, the Executive
shall proceed with the meeting in the absence of the member. The member may submit a written
explanation of his or her action, which shall be considered by the Executive.
The Executive may accept the explanation of the member or the Executive may reject the
explanation and uphold the finding.
If the Executive finds a contravention, it shall demand that the member:
- (a) Reimburse the Association for any funds used or return any property taken or make
replacement of the value thereof; and
(b) To pay the Association all gains or profits which the member derived from the use of
the property or funds of the Association
The Executive shall set the date by which the property must be returned or the funds repaid, as the
case may be. The member shall hold no office in the Association for five (5) years from the date of
the finding of the contravention by the Executive.
All dues, fees assessments, penalties or other monies owing, due and payable to the Association
under any By-Law or resolution shall be paid in accordance with the By-Laws and in default of
payment may be recovered by action or suit, in the name of such officer as the Executive may
determine, in any court of competent jurisdiction.
Termination of Membership
Membership shall be terminated upon:
(a) A member in writing notifies the Association of his or her resignation;
(b) A seventy-five (75%) vote of the members present and voting at an annual meeting or a
special meeting called for the purpose of considering a gross misconduct of a member whose
actions are contrary to the aims and objectives of the Association.
ARTICLE IV – EXECUTIVE
The Executive shall manage the affairs of the Association and shall consist of the following eight
positions:
- 1. President
2. First Vice-President
3. Second Vice-President
4. Third Vice-President
5. Secretary
6. Assistant Secretary
7. Treasurer
8. Immediate Past President
Duties of the Executive
President
The President shall:
- (a) Be the chief executive office of the Association;
(b) Preside at or provide for chairmanship of all meetings of the Association
(c) Issue the call for regular and special meetings of the Executive and the Association;
(d) In consultation with the Executive appoint the Standing and Special Committees of the
Association;
(e) Ensure regular functioning and reporting of the committees in (d) through cooperation
with committee chairpersons;
(f) Be an ex-officio member of all committees;
(g) Perform such other duties as are necessary to the proper performance of the office of
the presidency; and
(h) Be the chief signing officer for the Association.
Vice Presidents
The First Vice-President shall:
- (a) In the absence of the President occupy the position of the President and perform the
duties of the President with all presidential authority if the President, for any reason is
unable to perform his/her duties.
(b) In the absence of the President and the First Vice-President, the Second Vice-
President shall assume the duties as set out in (a) above.
(c) In the absence of the President and the First and Second Vice-Presidents, the Third
Vice-President shall assume the duties as set out in (a) above.
(d) Each Vice-President shall under the direction of the Executive oversee the functioning
of such committees of the Association, as the Executive shall designate.
The Secretary shall:
- (a) Have custody of, and keep and maintain all general records and property of the
Association including but not limited to records of minutes of the Association, attendance,
committee appointments, elections, addresses, and telephone numbers of members and
the Seal of the Association; and
(b) Receive and record all membership fees and thereafter deliver them to the Treasurer.
Assistant Secretary
The Assistant Secretary shall:
- (a) Assume the duties of the Secretary if the Secretary is absent or for any reason the
Secretary is unable to perform his or her duties;
(b) Assist in the performance of the duties of the office of the Secretary as designated by
the Executive.
Treasurer
The Treasurer shall:
- (a) Receive all cash and cheques payable to the Association;
(b) Deposit all such cash and cheques in a Bank or other Financial Institution as
approved by the Executive;
(c) Disburse funds on behalf of the Association as authorized by the Executive;
(d) Maintain all financial records of the Association in accordance with generally accepted
accounting principles;
(e) Be responsible for the presentation of a budget to the Association within sixty (60) days
of the Annual General Meeting;
(f) Upon request, present interim financial statements at General Meetings of the
Association;
(g) Present an Annual Financial Statement, approved by the Auditor, at the Annual General
Meeting;
(h) Be an ex-Officio member of the Finance Committee; and
(i) Sign all cheques for payment by the Association and ensure that all such cheques are
also signed by one other of the designated officers.
Vacancies
- (a) In the event vacancies shall be if such a number as to reduce the number of the
Executive to less than the number required for a quorum, the membership of the
Association shall have power to fill such vacancies by an election held at any regular
meeting of the Association upon fourteen (14) days prior notice, setting forth the purpose,
time and place for such a meeting.
(b) In the event that any Executive member –elect within thirty (30) days of his her election
to office is unable or refuses for any reason, to serve therein, the Executive shall call a
Special nomination and election meeting to elect a replacement for such Executive
member-elect in the manner outlined in paragraph 6 above.
No officer, executive member or member of any committee of the Association, shall be entitled to
any remuneration.
ARTICLE V – DUTIES AND POWER OF THE EXECUTIVE
In addition to those duties and powers expressed and implied as set forth elsewhere in these By-
Laws the Executive shall:
- (a) Consider and formulate all matters of policy of the Association for presentation to, and
for approval by the general membership of the Association at a regular or special meeting;
(b) Authorise all expenditures of the Association for purposes consistent with the aims
and objectives of the Association, but shall not create any indebtedness in excess of the
income of the Association;
(c) Have the book and accounts of the Association audited annually, or in its discretion,
more frequently as the case may be; and
(d) The outgoing Executive shall transfer all assets of the Association to the incoming
Executive within thirty (30) days of the Election.
ARTICLE VI – ELECTION OF THE EXECUTIVE
The officers of the Executive, with the exception of the immediate Past President shall be elected in
the following manner:
- (a) The Executive shall appoint a nominating Committee, which shall submit the names of
candidates for the various offices to the membership at the Annual General Meeting. At this
meeting, nominations for all offices may also be made from the floor.
(b) An election meeting shall be held in January of each year or as soon as possible
thereafter at a time and place to be decided by the Executive. Notice of such meeting shall
be in writing and shall be at least fourteen (14) days.
(c) Voting
Voting shall be by ballot by those General Members present and eligible to vote. For each
position the person getting the majority vote wins.
(d) All members of the Executive of the Association are eligible for re-election provided the
member is in good standing or the membership has not been terminated.
(e) All members of the Executive shall be elected annually. They shall hold office for one
(1) year from the date of election, or until their successors shall have been elected, subject
to paragraph (f) below.
(f) Removal from Office
Any member of the Executive may be removed from office for cause by two-thirds (2/3) vote
of members present at a regular meeting.
ARTICLE VII – MEETINGS
1. Executive Meetings
Meetings of the Executive shall be:
- (a) Regular, and
(b) Special
President. Notice of such meeting shall be given at least 14 days prior to the date of meeting.
Special meetings shall be held at such time and place as may be determine by the President or at
the request of any five (5) members of the Executive. Notice of such meeting shall be given at least
14 days prior to the date of meeting. Each Executive shall be entitled to one vote.
2. General Meetings
Meetings of the Association shall be:
- (a) Annual General Meeting:
The Annual General Meeting shall be held in the City of Ottawa on the second Sunday in
January, unless the Executive determines some other date or location in Canada. At this
meeting, the Executive for the coming year shall be elected. Notice of such meeting shall
be in writing and shall be at least 14 days prior to the meeting.
(b) Regular Meetings:
The Association shall hold regular meetings on the first Sunday of each month, unless
otherwise determined by the Executive. Notice of any change shall be given to the
members at least 14 days prior to the meeting.
(c) Special Meetings:
Special meetings of the Association may be called by the President at his or her discretion,
and shall be called by the President when requested by the Executive, or ten (10) members
of the Association in good Standing. Notice of such special meeting stating the purpose,
including all information relevant to matter to allow the member to form a reasoned
judgement. The time and place of the meetings shall be given to each member of the
Association at least fourteen (14) days prior to the date of the meeting.
- No business other than that for which the meeting was called, shall be introduced at a
special meeting.
Quorum
- (a) A simple majority shall constitute a quorum for the Executive meeting;
(b) Twenty (20) members shall constitute a quorum for Annual, Regular, and Special
Meetings.
ARTICLE VIII – COMMITTEES
A. Appointment of Committees
The President in consultation with the Executive shall appoint Committees as deemed necessary.
B. Chairperson of Committees
Each Committee shall elect its Chairperson.
C. Ex-Officio Member of Committee
The President shall be an ex-officio member of each committee.
D. Committee Reports
Each Committee shall through its Chairperson or designate report to the Executive as required.
E. Duties and Responsibilities of Committees
The Executive shall determine the duties and responsibilities of committees of the Association
from time to time.
F. Termination of Committee and Removal of Member
The life of a committee shall terminate with the presentation of its final report or at the Annual
General Meeting. The President in consultation with the Executive may remove any member.
ARTICLE IX – FINANCE
A. Limit of Expenditure
1. The President may spend or commit the Association to spend up to $100.00 per occasion
without prior approval of the Association with a limit of three (3) occasions during one financial year.
2. The Executive may spend or authorise the expenditure of, or commit the Association to spend
up to $250.00 per occasion without the approval of the Association with a limit of two (2) occasions
during any one financial year.
3. There shall be three designated Signing Officers of the Association: President, Treasurer, and
the Secretary.
B. Petty Cash
The Secretary may retain a sum of no more than $50.00 (in cash) to be used for out of pocket
expenses or for purchases of small items for the Association.
C. Ratification
The Executive shall consider for ratification by the Association any legitimate expenditure incurred
by any member while that member is engaged in any activity on behalf of the Association.
The Financial Year of the Association shall be 1st January to 31st December of each year.
E. Auditors
At the Annual General Meeting three (3) members shall be elected as auditors who shall audit the
books and records of finances of the Association as well as verify the Treasurer’s Report to the
Annual General Meeting and report to the members.
ARTICLE X – AMENDMENTS TO THESE BY-LAWS
(a) Amendments to these By-Laws require a two-thirds (2/3) majority vote by the members
present and voting at any General Meeting or Special Meeting called for the purpose.
(b) The Constitution Committee before submission to a General Meeting shall first consider any
proposal for an amendment.
(c) The Executive shall thereafter call a meeting to consider the proposal within three (3) Months
of the date of the proposal.
(d) Copies of the proposal shall be sent to each member at least two (2) weeks before the date
set for the meeting.
(e) An amendment duly approved in accordance with this Article shall not be enforced or acted
upon until approval of the Minister of Consumer and Corporate Affairs has been obtained.
ARTICLE XI – RULES OF PROCEDURE AT MEETINGS
All questions or Order of Procedure with respect to any meeting or action of this Association, the
Executive or any Committee except as otherwise specifically provided for in these By-Laws, shall
be in accordance with ROBERT RULES OF ORDER (Revised).
ARTICLE XII – SEAL OF THE ASSOCIATION
1. The Seal of the Association shall be, and remain in the custody of the Secretary of the
Association.
2. The President and one other of the designated signing officers on behalf of the Association
shall sign execution of documents, deeds, transfers, licences, contracts, and other documents
other than cheques for the Association.
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