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Ottawa Highland Dancing Association

OHDA Constitution

  • Nominating Committee
  • Auditors
  • Observance of the Rules
  • Fiscal year & Records
  • Seal
  • Altering or Amending By-laws
  • Terms of Reference of Committee

    • October 12, 2005
    (Reprinted September 2000)

    The Ottawa Highland Dancing Association (OHDA) was formed November 13, 1951 to promote the knowledge and love of Highland Dancing, through supporting dancers in the greater Ottawa region, Ontario and Canada in organized competitive events and other events for the greater furtherance of the Scots culture, such as workshops, demonstrations and displays as well as individual learning and development, including through the awarding of scholarships.

    The fiscal year of the OHDA runs October 1st through September 30.

    CONSTITUTION, NAME AND SEAL OF THE ASSOCIATION:

    1. The Association shall be called "Ottawa Highland Dancing Association".
    2. The Association shall have a common seal, which shall have engraved thereon the Motto "Ottawa Highland Dancing Association".
    3. The OHDA shall be carried on without purpose of gain for its members and any profits or other gains to the Organization shall be used in promoting its objects.

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    AIMS OF THE ASSOCIATION:

    1. The Association aims to stimulate knowledge and love of Canada's Scots heritage, and in particular the Highland Dance heritage, and ensure that it is passed from generation to generation. As well, the Association aims to create a wider interest in our cultural diversity via the promotion of Highland Dancing and linkages with multicultural events and organizations.
    2. The Association aims to provide dancers of all ages the venues and means to learn and experience Highland Dancing in a structured environment. This is particularly focused on but not limited to the greater Ottawa area. Dancers from all across Ontario, as well as other parts of Canada, and other countries, are encouraged to participate in the events and activities organized and sponsored by the Association.

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    LAWS

    ARTICLE I

    MEMBERSHIP:


    1. The members of the Association shall consist of members in good standing in the books of the Ottawa Highland Dancing Association.
    2. A member in good standing is one whose fees are paid up for the current Association, year, or a Life Member.
    3. Adults and professional teachers of Highland Dancing shall be eligible for member ship in the Association.
    4. Anyone wishing to be an ORDINARY MEMBER must complete a membership application form and forward it with the membership fee to the Treasurer.
      1. An ORDINARY MEMBERSHIP (with dancer(s) under 18 years of ages) shall be open to any person or family interested in the aims and objectives of the Association. An ORDINARY MEMBER must complete a membership application and forward it with the membership fee to the Treasurer. An ORDINARY MEMBERSHIP shall include all children less than 18 years of age on the first day of the Association's fiscal year.
      2. An ORDINARY FAMILY MEMBERSHIP (without competing dancer(s) shall be open to any individual(s)/family interested in the aims and objectives of the OHDA.
      3. A TEACHING MEMBERSHIP is open to any member of a dance teacher association or society. A TEACHER MEMBER must complete a membership application certifying that he/she is a member of a dance teachers' association or society, and forward it with the membership fee to the Treasurer. Except as provided for in Article V, paragraph 6, a TEACHING MEMBER shall have all the rights and privileges of an Ordinary Member. Where a teacher has a "non-active" status, he/she may be eligible to be Officer of the Executive Committee or Convenor.
      4. Any member, for valuable services, may be elected a "LIFE MEMBER" with all the rights and privileges of an Ordinary Member.
      5. Any prominent person interested in promoting the aims of the Association may be elected an"HONOURARY MEMBER" with all the rights and privileges of an Ordinary Member save those of voting, of holding Office or of having any interest in the property of the Association.
      6. Individuals proposed for Life or Honourary Membership must be elected at the Annual General Meeting of the Association and notice of such a proposed nomination must appear in the Notice of the Annual General Meeting as provided for in Article II, paragraph 3.
      7. Members elected to Life or Honourary Membership must receive a favourable vote at the Annual General Meeting.
      8. A member who proposes a nomination for Life or Honourary Membership will:
        1. submit the nomination in writing to the Recording Secretary on or before the 1st of October preceding the Annual General Meeting;
        2. submit a written resumé of the nominee's association with his/her contribution to Highland Dancing;
        3. should the nominee be elected, the Association shall inform the nominee that he/she has been elected, making reference to the nominator.
    6. The membership fees of the Association shall be payable at the beginning of each fiscal year and shall be at the amount that is determined annually by the Executive.
    7. Any Member may resign his membership by giving written notice thereof to the Treasurer.

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    ARTICLE II

    MEETINGS:

    1. The ANNUAL GENERAL MEETING shall be held prior to the last day in October each year on a date specified by the Executive Committee.
    2. The business of the Annual General Meeting shall be to receive and consider the accounts and balance sheet of the Association for the fiscal year ending the 30 the day of September immediately preceding, and to elect the Officers and Convenors for the ensuing year, and to transact any other business which ought to be transacted at an Annual General Meeting.
    3. The Meeting shall be held in a place decided upon by the Executive Committee and written notice thereof shall be given by the Recording Secretary at least two weeks in advance.
    4. Fifteen (15) members shall constitute a quorum. The requirements for a quorum shall be such as to require attendance by 15 Memberships, either family or other.
    5. At an Annual General Meeting and any Special Meeting, all members except Honourary Members and all Officers except the Chair, shall have a vote. The Chair shall have a vote in case of a tie. Each parent of a family holding a valid family membership, shall be entitled to one vote at the Annual general Meeting. All other persons holding an Ordinary Membership, Teacher or Life Membership shall be entitled to a single vote.
    6. The President, or in the event of his/her absence through illness or any other cause, the Vice-President, shall at the written request of five (5) memberships, which states a reason therefore, call a SPECIAL MEETING of the Association. The notice of such a meeting shall state the special business for which the meeting is called, and no other business shall be transacted. Two weeks notice of such a meeting shall be given.

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    ARTICLE III

    CONDUCT OF MEETINGS:

    1. At the Annual General Meeting and at Special Meetings, any member making a motion shall, at the request of the Chair, put the motion in writing, and it shall be read by the Secretary and seconded before discussion.
    2. No person shall speak more than once upon any subject, except the person posing any resolution, who shall have the right to reply and close the debate.
    3. The Chair shall decide all questions or order, and if any member be dissatisfied therewith, he/she shall have the right to appeal to the meeting.
    4. No member shall be allowed to use discourteous language or reflect on another while in debate.
    5. For matters of procedure, the latest edition of "Robert's Rules of Order" will be used.

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    ARTICLE IV

    THE EXECUTIVE COMMITTEE:

    1. The affairs of the Association shall be operated and directed by an Executive Committee, consisting of the Officers of the Association.
    2. No business of the Association shall be transacted by the Executive Committee except at a meeting of the Executive Committee at which a quorum of the Committee is present Seven (7) Members will constitute a quorum.
    3. Once the Executive Committee has taken a specific decision on a specific issue at a regularly convened meeting consisting of a quorum, the same issue may not be raised in the same fiscal year without the written consent of four members of the Executive.

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    ARTICLE V

    OFFICERS AND CONVENORS:

    1. The Executive Officers of the Association shall be:
      • Immediate Past President;
      • President;
      • Vice-President;
      • Recording Secretary;
      • Corresponding Secretary;
      • Treasurer;
      • Games Chair;
      • Quartermaster;
      • Chair of the Ways & Means Committee;
      • Social Convenor;
      • Trophy Convenor;
      • Publicity Convenor;
      • Chief Scrutineer and
      • Teachers' Representative.
      1. The above Officers (except the Immediate Past President) and Convenors shall be elected at the Annual General Meeting. Except as provided for in sub-paragraph (b), a majority vote shall elect. In the event of a tie, the Chair shall cast the deciding vote, or he/she may call for a further ballot.
      2. The Teacher Representative shall be elected at the Annual General Meeting for a term of two years by the Teaching Members of the Association holding valid Teaching Memberships. Each member holding a valid Teacher Membership shall have one vote. In the event of a tie, the Chair shall cast the deciding vote or he/she may call for a further ballot.
      3. Where there are Committes in existence, should the incumbent not be able to attend an Executive Meeting, then a person on the Committee will be delegated and eligible to attend on his/her behalf and have the right to vote. IN OTHER WORDS, the position, not the person shall have the right to vote. This is done to ensure quorums.
    3. An Officer may resign from his Office by giving to the Secretary of the Association thirty (30) days written notice of his intention to do so, and such resignation shall take effect upon the expiration of such time or at the time of the acceptance of such resignation by a General Meeting of the Association, whichever shall be earlier.
    4. Retiring Officers shall be eligible for re-election.
    5. Subject to the provisions hereof, the Officers and Convenors elected at each Annual General Meeting shall hold office until the next Annual General Meeting, and no remuneration shall be paid to them for acting as Officers and Convenors.
    6. Active dancing teachers are not eligible to be Officers or Convenors of the Association, except as provided for in Paragraph 2.(b) and Article VI, 11.
    7. In the event that one or more of the Officers of the Association shall become vacant, the Executive Committee shall appoint an Officer or Officers to fill the vacant offices for the unexpired term thereof.
    8. In order to ensure a reasonable changeover of the members of the Executive Committee, the normal maximum continuous period that may be served by an individual on the Executive shall be three years from election to office.
    9. The Vice-President shall normally succeed the President and occupy the position of Vice-President for one year and President the next year. Such arrangement will ensure than continuity exists within the Executive Committee and will give more purpose to the position of Vice-President. Should the Vice-President be unable to complete a term of office as the President, the normal procedure for appointing an officer to occupy the vacant position shall prevail.

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    ARTICLE VI

    DUTIES OF OFFICERS:

    1. PRESIDENT:

      The President shall preside at meetings of the Association and of the Executive Committee to preserve order and to enforce the rules, present all questions and declare the decisions, and generally perform such duties as are enjoined by the By-Laws of the Association. The President shall be a member of all Committees.

    2. VICE-PRESIDENT:

      The duties of the Vice-President shall be to act in the place of the President when he is absent. In the absence of the President and the Vice-President, a Chair may be elected by the meeting from the members present. The Vice-President shall prepare a newsletter for each competition and distribute it to each member, including Honorary and Life Members, either at the competition or following the competition.

    3. RECORDING SECRETARY:

      The Recording Secretary shall record the proceedings of the Association and the Executive Committee. He/she shall maintain the official list of members (including mailing labels), copies of which are to be made available to the Treasurer, Vice-President and the Chair of the Games Committee and other members of the Executive, and shall keep a correct list of its members. He/she shall, on the expiration of his/her term of office, deliver over all property of the Association in his/her possession to his/her successor. He/she shall give written notice to all members of the Annual General Meeting at least two weeks in advance. The Recording Secretary will also be the custodian of the historical records of the Association.

    4. CORRESPONDING SECRETARY:

      The Corresponding Secretary shall conduct correspondence on behalf of the Association as required. He/she will be responsible for engaging judges, booking their accommodation and assisting with travel arrangements, booking pipers, and reserving facilities for competitions and other events. He/she will also be responsible for liaising with other similar Associations to coordinate activities and timing of events.

    5. TREASURER:

      The Treasurer shall have the custody of the Seal and of all money and other properties or securities belonging to the Association. He/she shall keep regular accounts of his/her receipts and disbursements in suitable books provided for that purpose. He/she shall receive all fees, including entry fees from the Games Chair and Member fees from the Recording Secretary. He/she shall deposit all money handed to him/her without delay, in one of the chartered banks in the Regional Municipality of Ottawa-Carleton, on account of and for the use of the Association. He/she shall not pay out any money on account of the Association except by cheque. He/she shall, at each meeting of the Association, present an abstract of his/her accounts stating the sums received and disbursed since the previous meeting, and, in addition, at the Annual General Meeting, present a financial statement of the affairs for the Association since the last Annual General Meeting. He/she shall, at the expiration of his/her term of office, hand over to his/her successor the cash balance, and all books, papers and property of the Association. All cheques must be signed by the Treasurer and countersigned by the President or other officer duly authorized by the Executive Committee.

    6. GAMES COMMITTEE CHAIR:

      The Games Committee Chair shall be responsible for all activities associated with the running of the competitive events, including but not limited to: receipt and recording of entries to ensure adherence to the principle of "first to enter, last to dance"; creation of class sizes based on category and age, with advice from the Teachers' Representative(s); preparation and photocopying of programs and result sheets; and the verification of scrutineering. Any disagreement between the Teachers' Representative(s) and the Games Committee Chair will be resolved by vote by the Games Chair, the Teachers' Representative(s) (one vote only) and the Chief Scrutineer.

    7. WAYS AND MEANS COMMITTEE CHAIR:

      The Ways and Means Committee Chair shall preside over meetings of the Ways and Means Committee and be responsible for fund raising and related events.

    8. SOCIAL CONVENOR:

      The Social Convenor shall be responsible for the organization of the sale of refreshments at all of the Association's competitions, and liaison with vendors (dance supplies, kilts, related items) who might wish to be present at the competitions. The Social Convenor shall be responsible for refreshments and lunches for the Judges and Pipers, including water for the Pipers.

    9. TROPHY CONVENOR:

      The Trophy Convenor will be custodian of all trophies, miniatures, medals, ribbons and certificates. He/she is responsible for ordering medals, trophies and other awards, after consultation with the Games Chair, and for their management and distribution at events as well as their storage between events. He/she will retain and maintain an accurate record of the holders of the trophies which are the property of the Association and will be responsible for the return of such trophies prior to the competitions at which they will be competed. He/she will provide the Treasurer with an accurate record of usage at each competition, immediately following the competition, and with a year-end inventory of medals and trophies.

    10. PUBLICITY CONVENOR:

      The Publicity Convenor will be responsible for raising awareness of the Association's activities among members and in the community, including contacting the news media to obtain publicity for the Association's competitions and activities. He/she will also be responsible for managing the Association's web site.

    11. CHIEF SCRUTINEER:

      He/she will be responsible for arranging and supervising volunteers for scrutineering and marshalling at the Competitions, for verifying that the scrutineering has been done properly and for providing the Games Chair with the results. He/she will also be responsible for maintaining a record of competition results. It is recommended that a professional teacher holds this position.

    12. QUARTERMASTER:

      The QuarterMaster will be responsible for the Association's equipment (sound equipment, computer, swords, lost and found, etc): its acquisition, maintenance, disposal, storage and set-up at events. He/she shall be responsible for preparing and installing signage for the competition (change rooms, order of dance, practice areas, etc.) and shall support the Chief Scrutineer and Games Chair in ensuring that physical arrangements are in order.

    13. TEACHERS' REPRESENTATIVE:

      The Teachers' Representative(s) shall be responsible for providing the Executive with professional teaching/judging advice on the organization and management of the Association's events, including liaison with professional organizations such as ScotDance Canada and the Scottish Official Board of Highland Dancing. (Note that the Association will also have other linkages with these organizations, via other Executive members in the execution of their responsibilities.)

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    ARTICLE VII

    THE NOMINATING COMMITTEE

    1. At least two months prior to the AGM, the Executive Committee shall appoint a Nominating Committee, which shall be responsible for the presentation of nominations for the election of officers and convenors at the Annual General Meeting.
    2. Additional nominations may be made from the floor of the AGM. Such nominations must be seconded and have the prior approval of the nominee to act if elected, such approval to be in writing, signed by the nominee, if the nominee is not present at the AGM which nominated him/her.

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    ARTICLE VIII

    AUDITORS:

    1. Two members of the Association, not being elected officers, shall be appointed at the AGM as auditors for the ensuing fiscal year, to examine the records of the Treasurer, and to report thereon to the AGM. The report of the auditors for the preceding year shall be available to the membership at each AGM.

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    ARTICLE IX

    OBSERVANCE OF THE RULES OF THE ASSOCIATION:

    1. The members of the Association shall faithfully observe and conform to the rules and regulations set forth in these By-Laws and the Rules to Govern Dancing Competitions on penalty of being suspended from the privileges of the Association or having their names erased from the list of members.
    2. Should there be brought against any member a charge of misconduct of such a nature as may be deemed inimicable to the good order, peace or interests of the Association, it shall be referred to the Executive Committee, who, after giving the member an opportunity to be heard, may suspend or expel the member or refer the matter to a Special Meeting of the Association, at which the member may be expelled by a majority vote by ballot.
    3. Dancing technique and steps will be judged under SOBHD regulations with Judges' decision being final.
    4. SOBHD Regulations pertaining to operation of competitions and scrutineering will be strictly adhered to.
    5. The following practices are considered unethical:
      1. A request by a contestant, teacher or parent to the piper to change his pace.
      2. Verbal complaints to judges, pipers or Games Committee by parents, teachers, or contestants.
      3. In the conduct of a competition or any other activity any unwarranted interference by a member or spectator will not be tolerated.

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    ARTICLE X

    FISCAL YEAR AND RECORDS:

      1. The fiscal year of the Association shall end on the thirtieth day of September each year.
      2. The period October 1st to September 30th inclusive shall be one fiscal year.
    2. All books and records of the Association shall be open for inspection by any member upon request to the officer who is in charge of the same, or as arranged by the Executive Committee.

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    ARTICLE XI

    SEAL:

    1. The Seal of the Association shall be affixed to all official documents, receipts, etc. by the Treasurer.

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    ARTICLE XII

    ALTERING OR AMENDING THE BY-LAWS:

    1. The By-Laws of the Association may be altered or amended or added to at the Annual General Meeting, or at a Special Meeting convened for the purpose, provided that notice of the proposal for such amendment or amendments has been given with the notice calling the meeting.
    2. Two thirds of the members present must vote in favour of any motion to alter or amend the By-Laws for such motion to carry.

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    ARTICLE X111

    TERMS OF REFERENCE OF COMMITTEE:

    1. The terms of reference of committees may be amended by the Executive Committee as required, from time to time.
    2. The terms of reference of committees are published for information as appendices to these By-Laws, but do not constitute a part of them.

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    ENACTED by the Executive Committee the 24th day of April 1967.

    CONFIRMED by the Members of the Ottawa Highland Dancing Association at the Annual General Meeting, the 24th day of May, 1967.

    AMENDED by the Members of Ottawa Highland Dancing Association at the Annual General Meetings of:

    May 31, 1971, May 29, 1972, May 21, 1974, May 26, 1975, February 12, 1979, February 12, 1980, November 15, 1982, October 28, 1990 (special meeting), October 6, 1991, October 21, 1992, October 1, 1995, September 24, 2000, April 7, 2001 (special meeting), October 12, 2005 (special meeting)

    Ottawa Highland Dancing Association (OHDA)
    Web site: www.ohda.ca
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