OVASA Constitution

Name and Area of Operation

  1. The name of the club shall be The Ottawa Valley All-Setter Association
  2. The club shall operate within the geographic Ottawa Valley and in an area not in excess of 150 miles (240 km) from the Peace Tower of the Canadian Parliament Buildings; extending to, but not beyond the Canadian/USA border.

Breeds

  1. The Club’s activities shall be in support of the canine breed types know as the ‘English, Gordon, Irish, and Irish Red and White Setters’ and recognized as breeds by the Canadian Kennel Club (CKC)

Objectives of the Club

    The objectives of the club shall be the following:
  1. To encourage and promote the breeding of purebred setters and to do all possible to bring their natural qualities to perfection;
  2. To urge members and breeders to accept the standards for the breeds as approved by the CKC as the standard of excellence by which the setters shall be judged
  3. To do all in its power to advance the interests of purebred setters and to encourage a respectful environment at dog shows, performance events (obedience trials, rally trials, agility trials, field trials and field tests, etc)
  4. To conduct Specialty Shows, Field Trials, Field Tests, Performance Events, and Sanction Matches under the rules of the CKC
  5. To undertake educational and/or community-based activities that support and encourage the proper raising of setters and other dogs and their positive role in the community.
  6. To endorse the setter breeds in all ways possible through promotion and education with a desire to fortify the status of setters and purebred dogs within the fancy and to the public. 
  7. To celebrate our common purpose through informal and formal club activities.

Revision of the Constitution

    This constitution may be amended by 2/3-majority vote of eligible members present at:
    a) The Annual General Meeting (AGM);
    A special meeting called for this purpose
    b) Mail-in/email Ballots will be accepted
  1. Proxies are not permitted.
  2. Amendments may be proposed by the Board or petitioned by the members.
  3. Notice of such proposed amendments must be mailed/emailed to all Club members at least 30 days prior to such meetings.

The Ottawa Valley All-Setter Association By-Laws

Area of Operation

  1. The club shall operate within the geographic Ottawa Valley and in an area not in excess of 150 miles (240 km) from the Peace Tower of the Canadian Parliament Buildings; extending to, but not beyond the Canada/USA border.

Objectives

The objectives of the club shall be as follows:
  1. To encourage and promote the breeding of purebred setters and to do all possible to bring their natural qualities to perfection;
  2. To urge members and breeders to accept the standards for the breeds as approved by the CKC as the standard of excellence by which the setters shall be judged;
  3. To do all in its power to advance the interests of pure bred setters and to encourage a respectful environment at dog shows, Performance Events (obedience/rally/agility, etc trials), field trials and field tests.
  4. To conduct Specialty Shows, Performance Events (obedience/rally/agility, etc), Field Trials, Field Tests and Sanction Matches under the rules of the CKC
  5. To undertake educational and/or community-based activities that support and encourage the proper raising of setters, other dogs and their positive role in the community.
  6. To endorse the setter breeds in all ways possible through promotion, protection and education for the purpose of fortifying the status of setters and purebred dogs within the fancy and to the public.
  7. To celebrate our common purpose through informal and formal club activities.

Membership

  1. Membership year shall be based on the calendar year
  2. Eligibility – Membership shall be open to all persons 18 years of age or older who subscribe to the objectives of the club.
  3. Types of membership - There is only one type of Membership, namely Regular Member
  4. Dues – Membership dues shall be payable on the 1st day of each calendar year
  5. Application for membership – Each applicant for membership shall apply on a form as approved by the Board of Directors, and which shall provided that the applicant agrees to abide by the Constitution and By-laws of the club
  6. Approval of membership – Any applicant will be elected by a simple majority of the general membership
  7. Rejection of membership – Any applicant, who has been rejected, must be provided with a reason for such a rejection in writing
  8. Termination of Membership – membership shall be terminated for the following reasons:
    1. Resignation – resignation must be submitted in writing
    2. Lapsing – the member’s dues remain unpaid 30 days after they are due
    3. Expulsion – A member may be expelled for cause under these By-Laws as per 11.4
    4. Voting privileges – An individual must be a Club member for 6 months prior to being granted voting privileges.

General Meeting

  1. The Annual General Meeting (AGM) will be held in November at a location and time elected by the Board of Directors. The quorum for the AGM shall be 30% of the membership in good standing
  2. Board Meetings – The first meeting of the Board shall be within the two calendar months following their election. Other meetings of the Board shall be set at the closure of the previous meeting. The secretary shall advise Board members of the agenda within seven days prior to the meeting. The meeting may be in person, by conference call, or by other electronic means. Quorum is a simple majority presence.
  3. Special Meetings – Special meetings to discuss a unique topic may be called by an individual or group or the Board. Thirty days notice is required and the topic for discussion communicate to the membership by the Secretary

Board of Directors

  1. The Board of Directors (BOD) shall be comprised of the Officers (President, Vice-President, Secretary and Treasurer) and two – four Directors. They shall be elected for a two-year term. General management of the Affairs of the Club shall be entrusted to the BOD). All members of the BOD must be regular members in good standing of the CKC and residents of Canada
  2. Officers of the Club – The officers shall be the President, Vice-President, Secretary and Treasurer. All must be residents of Canada and members in good standing of the CKC
  3. The President shall chair all Board and General meetings of the Club and shall have such duties and responsibilities as specified in these by-laws.
  4. The Vice-President shall assume the duties and responsibilities of the President upon direction from the President, or if the President is unable to complete his or her term.
  5. The Secretary shall keep a record of all proceedings and deal promptly with all correspondence for the Executive. The Secretary (or designate) shall also prepare, the membership at large a newsletter of the club’s proceedings, future events and any other item deemed to be of interest
  6. Treasurer shall record and bank monies received and shall pay all bills promptly; shall present a monthly report and annual financial statement.
  7. Directors shall fill specific duties and responsibilities as agreed to by the BOD, including, but not restricted to, having a representative role with respect to either the eastern or western area of the Club’s geographical area. The BOD is responsible for Club activities and reporting in areas concerning Conformation, Field, Performance, Social activities, etc.
  8. Vacancy- should a vacancy occur on the Board, the Board may appoint a member of the Club fill the vacancy. Should the vacancy occur in the office of President, the Vice-President shall fill the vacancy automatically. The resulting vacancy of the Vice President shall be filled by a majority vote of the Board.

Club Year

  1. The Club’s fiscal year shall begin the 1st day of January and end on the 31st day of December each year.

Finances

  1. The Treasurer will establish a separate and independent bank account in the name of the club and the treasurer and the secretary must sign all cheques drawn from the club account. In the event that either of the signing offices is unavailable, the President will have signing authority for that person until such a time that he/she becomes available

Committee Appointment & Termination

  1. The board may appoint committees as required.
  2. The chair of the any committee established in accordance with section 8.1 shall be appointed by the Board and will be subject to the terms established by the Board. The Chair of such committees shall select the members of the committee
  3. The Board may terminate committees and their appointees.

Voting

  1. At an AGM or special meeting of the Club, voting shall be limited to those members in attendance who are in good standing
  2. Voting by proxy is not permitted.

Elections

  1. The election of Officers and Directors shall be by secret ballot.
  2. Nominations for positions on the BOD are open to all members in good standing and may be submitted in writing 30 days prior to the AGM or at the AGM. The nominee must accept the nomination prior to any vote.

Discipline Complaints, Board Hearing and Expulsion

  1. Any member suspended, debarred, expelled or deprived of privileges of the CKC will be suspended from the Club for the same period.
  2. Any member laying a complaint against a club member for alleged misconduct must file in duplicate with the Secretary, together with a non-refundable deposit of $50.00. The Secretary upon receiving such a complaint, within 30 days will forward a copy of the complaint to each member of the Board. A hearing date shall be set no later than 90 days from the date of receipt of the complaint. When the Board holds the hearing, a minimum of four (4) members of the Board must be present.
  3. Hearing – The Board shall ensure that both the Complainant and Defendant are treated fairly and in accordance with the rules of natural justice. Should the complaint be sustained after hearing all of the evidence and testimony presented by the complainant and defendant, the Board of Committee may, by a majority vote of those present, impose an appropriately penalty. The Secretary shall notify each of the parties of the decision within 30 days of the decision.
  4. Expulsion – expulsion of a member from the Club shall be carried out at an AGM of the Club following a proper hearing and upon the recommendation of the Board. The President shall read the complaint and report from the findings and recommendation of the Board and shall invite the defendant, if present, to speak on his/her own behalf. The membership shall then vote, by secret ballot on the proposed expulsion. A 2/3 vote of those present shall be necessary for expulsion. At the discretion of the Board, expulsion may also take place by mail-in/email vote, consisting of a 2/3 majority of all eligible voting members in favour of expulsion. Proxy voting is not permitted.

Revision of the By-Laws

  1. Amendments may only be passed by a 2/3-majority vote of all eligible voting members of the club at an AGM, a special meeting called for this purpose, or by mail-in/email ballots. Proxies are note permitted.
  2. Notice of such proposed amendments must be mailed/emailed to all club members at least 30 days prior to such meetings.
  3. Amendments to the Constitution and By-Laws must have 2/3-majority vote of all eligible club members at the above noted meeting or by mail-in/email ballots.
  4. Amendments may be proposed by the Board or petitioned by the members.

Order of Business

  1. Meeting Called to Order
  2. Roll Call of Officers and Directors
  3. Reading and adoption of previous minutes
  4. Matters arising from the minutes
  5. Report of officers
  6. Unfinished business
  7. New business
  8. Adjournment

Dissolution

  1. The Club may be dissolved at any time by notifying the CKC in writing. The written documentation must be signed by 2/3 of the members of the Club. Proxies are not permitted.
  2. In the event of the dissolution of the Club, other than for purposes of reorganization, whether voluntary or involuntary or by operation of law, none of the property of neither the Club, nor any proceeds thereof, nor any assets of the Club shall be distributed to any members of the Club. After payment of debts of the Club, its property and assets shall be given to a charitable organization for the benefit of dogs as selected by the Board of Directors.
  3. The CKC shall be notified of such a cessation.
  4. May 2005
  5. Revised January 2011
  6. Revised November 7, 2015

OVASA Website original design Susan Howe and Mike Rimmer (Updated July 9th, 2019)