Constitution, Rules, Regulations and Bylaws
CONSTITUTION, RULES, REGULATIONS AND BYLAWS
GOVERNING THE ONTARIO REGIMENT ASSOCATION
WHEREAS prosperity and good management of our Society. The Ontario Regiment Association in contingent upon concerted interest and decorum by all its adherents, a maxim is deemed expedient... so be it that our membership has set forth the ensuring tenets.
This association was granted its Provincial Charter on the 15th day of June 1965
Revision 00 ........2001
THE ONTARIO REGIMENT ASSOCIATION CONSTITUTION
The Organization shall hereinafter be designed as the "The Ontario Regiment Association" (The Ont
2. AIMS AND OBJECTIVES
a) To unite fraternally and promote the mutual interests of its members in
b) Upholding the honour of THE ONTARIO REGIMENT; to encourage cordial and co-operative
communication between the ASSOCIATION and the ONTARIO REGIMENT, and to provide
assistance in accordance with the by-laws of the ASSOCIATION to any member and their
c) To act in harmony with administrators of the Ontario Regiment in seeking the greatest
measure of confidence and understanding between the REGIMENT and the ASSOCIATION
and for the elevation of the standards, social behavior and dignity of each.
The established place of business shall be recognized as The Col R.S. McLaughlin Armoury, 53
Simcoe Street North, Oshawa, Ontario L1G 4R9.
4. RULES AND REGULATIONS
The Association by-laws shall lay out all rules and regulations necessary to govern the Association.
The by-laws will also govern the control of these rules and regulations
The Association Constitution may be amended at any time during the year. All members in good
standing will be sent a copy of the revised constitution by email to review and will be notified no
less than 30 days prior to the next General Meeting when the amended Constitution will be voted
on for approval. Members should be at this meeting to advise of any concerns they wish to raise, if
they are not able to attend, concerns can be submitted by email, no less than 10 days prior to the
General Meeting. A vote of no less than two-third of the active members’ present is required for an
amendment to carry.
6. EXECUTIVE OF THE ASSOCATION
The Executive of the Association shall be an administered by 6 members in good standing, in
accordance with the Association by-laws.
e) Membership Chairperson
7. DUTIES OF OFFICERS
Shall be as stipulated within the by-laws of this Association
8. DUTIES OF THE EXECUTIVE OFFICERS
Shall be as stipulated within the by-laws of this Association
9. COMMITTEE AND DELEGATIONS
Committee and/or delegates or delegations may be appointed at an Executive meeting of the
Association when deemed to be needed or desired for fulfilling of any special duty as required, in
accordance with the Association by-laws.
a) Cats Tales
b) Sick and Visiting
d) Ways and Means
e) Cadet Liaison
General meetings shall be held monthly or bi-monthly, at a time, date and place set by the
Executives shall be in accordance with the by-laws of this Association, Order of Business at General
Meeting shall be as follows:
i.Calling the meeting to order and ensure that all attendees have signed in;
ii.One-minute silence in honour of Fallen Comrades;
iii.Application(s) for membership and Initiations;
iv.Reading of the minutes of the last General Meeting;
v.Reading of the minutes of the last Executive Meeting;
vi.Business arising out of the minutes;
ix.Membership Chairperson Report;
xiii.Nomination, Election and Installation of Officers (November & January)
11. SPECIAL GENERAL MEETING
The Executive may call a special General Meeting as provided for in the by-laws.
12. NOMINATION OF OFFICERS
a) Nominations for office shall be held at the November General Meeting;
b) Additional nominations and/or declinations may be received prior to the elections at the
December General Meeting;
c) Election of Officers shall be held at the December General Meeting;
d) Elections of Officers shall be by secret ballot;
e) Written confirmation of acceptance of a nomination may be sent to the Association prior
to the election being held.
13. INSTALLATION OF OFFICERS
a) Installation of Officers shall be conducted at the first General Meeting in the New Year:
b) The procedure for the installation of officers shall be as provided for in the bylaws of the
c) An appointed auditor shall audit financial statements in accordance with the Association by-laws.
a) A quorum at a General Meeting shall be in accordance with the Association bylaws.
b) A quorum at Executive Meeting shall be in accordance with the Association bylaws.
a) At all meetings of the Association, every member shall be entitled to one vote.
b) The President or presiding officer shall have one vote, which shall only be cast in event of a tie.
Membership of the ASSOCIATION shall be classified as Active, Associate, Social, Life and
a) ACTIVE membership is open to all members and ex-members of the Ontario Regiment (RCAC)
and attached personnel.
b) ASSOCIATE membership is open to all former members of H.M. Forces who have received
an Honourable Discharge upon completion of their term of service. An Active Member in
good standing must sponsor him/her and he/she shall be entitled to all privileges of the
ASSOCIATION and he/she shall be allowed to vote and may hold office.
c) SOCIAL membership shall be open to any individual of good character and standing, he/she
shall be allowed to vote, and may hold office.
d) HONOURARY membership shall be members nominated by the Executive Committee and
approved by a two-thirds vote of the members present at a General Meeting and in
accordance with the bylaws.
e) LIFE membership shall be open to any member of the Association, who has been nominated
by the executive and approved by the General Meeting
16A. APPLICATION FOR MEMBERSHIP
An application for membership shall be completed in accordance with the Association by-laws.
17. NOTICE OF MOTION
If a substantial issue is to be raised affecting the constitution, policy, and procedures or by-laws the
Association it shall be in the form of a Notice of Motion in accordance with the by-laws.
18. DEATH OF A MEMBER
A donation shall be made in accordance with the wishes of the deceased members family in
accordance with the Association by-laws. A card of condolence will be sent to the family of the
19. OBLIGATIONS, SUSPENSIONS AND EXPULSIONS
Acceptance of Membership in the Association shall bind the member to the provision of the
Constitution and By-laws of the Association.
20. REVENUE AND EXPENDITURES
Moneys from all whatever source shall be deposited to the ASSOCIATION'S account subject to
the provisions of the by-laws.
21. DONATION AND REQUEST
All Donation and request will be in accordance with the Association by-laws.
22. INSPECTION BY MEMBERS
The books of the Treasury, Minutes and whatever books of the ASSOCIATION business shall be
subject to inspection or examination by individual members in good standing at any reasonable time
upon request. However, such inspection or examination shall be the right of the individual or
collective members when authorization is granted by the Executive Committee or by a resolution
passed by members in General assembly.
23. RULES OF ORDER AND PROCEDURES
Shall be in accordance with the Canadian Parliamentary procedure based on
"Bourinot's Rules of Order"
24 CEREMONIES AND RITUALS
The Ceremonies and Rituals of the Association shall be conducted in accordance with the
procedures as laid down in the By-laws.
Ontario Regiment Association BY-LAWS
1. APPLICATIONS FOR MEMBERSHIP
a. An application for membership shall be completed on the approved form and forwarded to
the Membership Chairperson
b. Applications shall be made in writing and endorsed by a member in good standing and
transmitted to the Membership Chairperson along with the requisite fee.
c. The application will be brought before the Executive at its next meeting
d. Subject to the executive's approval, the application shall be presented to the general
membership for disposition
e. Subject to approval by the general membership, the applicant will be notified of acceptance.
2. DUES & INITIATION FEES
a. The membership year shall be the calendar year: and the annual membership fee for the
ensuing year shall be set at the Annual General Meeting.
b. The initiation fee shall be $ 30.00 payable to the Treasurer with application.
c. The $25.00 for initiation fee is for membership and Association lapel pin
d. The Annual membership dues shall be $30.00 per calendar year effective 1st day of the year.
a. General Meetings shall be held on the second MONDAY of month their monthly or bimonthly
or at such times as may be set by the EXECUTIVE. Meetings will be suspended for
July and August.
b. Place of meetings shall be designated by the EXECUTIVE. All meetings will start promptly at
7:30 PM (1930 hours).
c. Order of business at GENERAL MEETINGS shall be as follows:
i.Calling the meeting to order and ensure that all attendees have signed in.
ii.One-minute silence in honour of Fallen Comrades.
iii.Application(s) for Membership and Initiations.
iv.Reading of the minutes of the last General Meeting.
v.Reading of the minutes of the last Executive Meeting.
vi.Business arising out of the minutes.
ix.Membership Chairperson Report.
xiii.Nomination, election and Installation of Officers (Nov, Dec & Jan Meetings)
4. DUTIES OF OFFICERS AND COMMITTEE PERSONS
a. PRESIDENT - He/She preside at all General Meetings of the ASSOCIATION and perform all
duties incidental of his/her office; be ex-officio member of all Committees be co-signer with
the Treasurer of all orders on the Treasurer and of all cheque drawn on the ASSOCIATION
BANK ACCOUNT. It shall also be his/her duty to see that all other Officers perform their
duties in accordance with the Constitution and By-laws of the ASSOCIATION.
b. VICE-PRESIDENT - He/She shall in the absence of or in the event of the President's
inability to act, perform all duties pertaining to the office of President.
c. SECRETARY - The Secretary shall have charge of the minute books and all other books
incidental to his office.
d. TREASURER - The Treasurer shall have charge of all books pertaining to the financial
business of the ASSOCIATION and all other books incidental to his office,
e. MEMBERSHIP CHAIRPERSON - The Membership Chairperson shall be responsible to the
President. He/She will keep a list of all membership person paid or not.
f. SERGEANT-AT-ARMS - He/She shall be responsible for the order at all ASSOCIATION
and Executive meetings. He/She shall see to it that all members and Officers of the
ASSOCIATION sign the register and shall be responsible for the conduct of all members at
all meetings and prepare meeting room.
a) CAT TALES - The Cat Tales Editor shall be responsible to the President and report all
printing matter and get approval prior to publication.
b) SICK & VISITING - He/She shall be responsible to the President for the visiting of the sick
and give their report to at the General Meeting
c) PROPERTY - He/She is responsible to the President to keep a list and control of all furniture
and effect own by the ASSOCIATION
d) WAYS & MEANS - He/She is responsible to the President and will conduct their duties as
requested by the President of the Association
e) CADET LIAISON (4 Ont Regt Army Cadets Corp) - He/She shall report to the President of
the Association on the status of the Army Cadet Corps. He/She will visit each Army Cadet
Corp when required and submit a report.
a. A quorum at a general meeting shall consist of a minimum ten (10) members.
b. A quorum at an executive meeting shall consist of a minimum of three (3) executive
6. REPRESENTATIVES TO SOCIAL FUNCTIONS
This Association shall endeavor to send a representative (President, Vice-President or
representative) to all social functions to which it received invitations to attend. The President shall
dispose of these invitations as he/she sees fit. The representative for each Social Function shall be
reimbursed for cost of function fees if applicable.
7. COMMITTEES AND DELEGATIONS
a. Committees and/or Delegates or Delegations may be appointed at Executive Meetings of
the association when deem to be needed or desired for the fulfilling of any special duty.
When so designated they shall have authority to discharge all such duties as are assigned by
b. Any such committee or delegate(s) shall be responsible to the Executive Meeting as directed
by the Executive.
a. At all meetings of the Association whether Annual, General, Executive or Committee
every Member present shall have one vote and such vote shall be given personally and
not by proxy
b. Questions arising at any meeting shall be decided by a majority of votes the Chairperson
will have a casing vote but otherwise shall not vote.
9. REVENUE AND EXPENDITURES
a. Moneys from all whatever sources shall be deposited to the ONTARIO REGIMENT
ASSOCIATION account at the designated bank.
b. All expenditures shall be made by cheque signed by two out of three signing authority
c. The three signing authority members are:
d. No such payment shall be made except upon authority of the Executive Committee first
10. DEATH OF A MEMBER
a. A donation shall be made in accordance with the wishes of the deceased members family.
b. A card shall be forward to the family of the deceased member.
At the end of the fiscal year and at such other times as the Executive Committee may
determine, the books and accounts of the ASSOCIATION shall be audited by Auditors appointed
at a General Meeting of the Association.
12. DONATION REQUEST
The Members at the Association meeting shall approve approval of all requested donations.
13. AMEMDMENT BY-LAWS
The Association BY-LAWS may be amended at any time during the year by the Executive.
These changes will be approved at a general meeting with a minimum of ten members.
15. LIFE MEMBERS
Life Membership must meet the following criteria and must be approved by the Association
members at the General Meeting.
a) In good standing
b) Widow or Widower of a member
c) Upon recommendation by the Executive
d) Approval of the Association Members
a) Opening - Immediately upon the hour of meeting a quorum being present the President will
then call the members to order and one-minute silence shall be held in the memory of Fallen
Comrades. President (three raps of the gavel) Members we are about to open this meeting
of the Ontario Regiment Association for the purpose of considering such measures as will
tend perpetuate our Association, spread its principles and advance our interests individually
and collectively. All who are not members please retire. If any officers are absent the
President will make such appointment pro tern as may be necessary. President: "Sergeant-
At-Arms guard well our meeting room and allow none to enter or retire without sanction from
the chair or the Vice-President. I now declare this meeting of the Ontario Regiment
Association open for transaction of such business as may legally come before it (two raps of
the gavel). The Executive member presiding over the meeting will ask those present to rise
as they are able and to have the opening ceremony played. A prayer from our Padre
can be included in the opening ceremony.
b) CLOSING - President: There being no further business this meeting is being adjourned. All
stand, playing of the last part of John Peel.
INSTALLTION OF OFFICERS Chapter IV
President (or installing officer) (three raps of the gavel) Comrade raise your right hands and repeat
after me the following obligation: I ..................... do most sincerely promise upon my sacred
honour that I will truly and faithfully to the best of my ability perform all the duties of my office for the
ensuring term as prescribed in the Constitution and By-laws of this Association and as an officer of
the ASSOCIATION I will at all times endeavor both by council and example to promote the harmony
and preserve the dignity of its sessions. I further promise that at the close of official term I will
promptly deliver any monies, book, papers or other properly of this ASSOCIATION in my
possession to my successor in office. President or Installing officer (two raps of the gravel) Officers
elect you will now proceed to your respective stations and administer the duties of your offices.
This Constitution and By-Laws is produced for The Ontario Regiment Association Oshawa Chapter
pending the approval and adoption at a General Meeting.
This Constitution and By-Laws Revised as of June 2018