Ontario Geocaching Association Bylaws

(updated March 2013)

 

1. Official Name

The name of the organization shall be the Ontario Geocaching Association (OGA) and will be recognized as such on all correspondence.

2. Mission Statement

OGA – Providing fun, information, education and support to the Ontario geocaching community.

3. Objectives

  • To promote geocaching and its benefits.
  • To provide additional support for geocachers of Ontario.
  • To provide an entertaining outlet for geocachers to announce events and other social gatherings.
  • To be available to landowners and government agencies as a liaison for setting
    safe geocaching policies and guidelines in Ontario.
  • To assist in educating all groups, as required, about geocaching. These include
    new geocachers, landowners and government agencies on the guidelines, recreational
    benefits, generated tourism, and environmentally friendly objectives of geocaching.
  • To host, support and promote OGA related events including,
    but not limited to, annual OGA Day Events.

4. Executive Member Positions (elected)

The OGA Executive shall be made up of the following positions:

  • President
  • Vice-president
  • Secretary
  • Treasurer
  • Webmaster
  • Executive Officers (5 – one from each OGA region)

Executive members must be a resident of the Province of Ontario and are required to be an approved member of the OGA for at least thirty (30) days prior to filling a position of the OGA Executive.

An OGA Executive member shall not be an executive member of any other Ontario-wide geocaching organization.

All OGA Executive members shall act in good faith on behalf of the OGA and the organization’s members.

In addition to the OGA Executive, at least 2 Regional Representatives from each of the OGA Regions (Central, Eastern, Golden Horseshoe, Northern and Southwestern) shall be chosen by the OGA Executive Officers of their respective region and agreed upon by the OGA Executive. The Regional Representatives are not considered OGA Executive.

5. Executive Members Election Process

Election of OGA Executive shall follow this process:

  • Only members of OGA are qualified to participate in the voting process.
  • Notification for election of the OGA Executive positions shall be posted on the OGA website main page and emailed to all OGA members by November 1.
  • The deadline for submitting nomination shall be January 1.
  • All nominations shall be posted on the OGA website main page and emailed to all OGA members by January 8.
  • Voting for positions with two or more nominees will be done electronically on the website or by submitting votes through the OGA election email address.
  • If only one OGA member is nominated for a position, this member shall be considered acclaimed to the position to which they were nominated.
  • Deadline for voting shall be January 25.
  • Notifications shall be sent to the elected members by January 30.
  • Notification of the newly elected OGA Executive shall be posted on the OGA website home page and emailed to all OGA members.
  • Once the new OGA executive is determined, the transition process will commence to replace the previous OGA Executive with the newly elected/acclaimed OGA Executive, with the new OGA Executive being in place before or by February 1.
  • If any Executive position is left vacant the Executive members shall cover the position(s) until filled.

Term of Office – Executive Members

The term of office shall be 2 years. A member may be re-elected/re-appointed. The term begins February 1 and ends on or prior to January 31 two years later.

Vacancies – Executive Members

A vacancy shall be filled by appointment or by existing executive members until the position is filled.

6. Duties of the Executive Members

The following duties may be expanded upon and new ones added with the approval of the majority membership at the next scheduled OGA meeting.

All Executives shall:

  • be a member of geocaching.com and a member of OGA;
  • attend monthly and special OGA meetings as scheduled;
  • be willing to help new geocachers learn the hobby and answer hobby-related questions of all geocachers, if requested;
  • be willing to act on behalf of the OGA and promote the OGA whenever possible.

The President shall:

  • direct and execute the day-to-day operation of the OGA;
  • organize and coordinate the Executive team;
  • arrange for meetings, prepare agendas and conduct meetings;
  • act as a financial signing officer;
  • responding to inquiries on various issues, conducting and attending meetings or providing presentations with land management groups and other organizations; and
  • lead the developing of new ideas and direction for the OGA to pursue.

The Vice-president shall:

  • assist and support the OGA President in the performance of his/her duties as delegated but could include responding to inquiries on various issues, conducting and attending meetings with land management groups and other organizations, help guide and direct other Executives and other duties as they may arise;
  • act as a financial signing officer;
  • assume the OGA President’s responsibilities in his/her absence; and
  • maintain effective communication with the OGA President.

The Secretary shall:

  • keep an accurate record of all proceedings and decisions at monthly meetings;
  • give notices, as required to members and the Executive members;
  • assist in maintaining content on the OGA website;
  • assist with the running of OGA contests;
  • respond to membership applications and maintain records;
  • organize, maintain and run the OGA Store;
  • carry out other duties as delegated by the OGA President; and
  • maintain effective communication with the OGA President.

The Treasurer shall:

  • act as a financial signing officer;
  • handle the receipt and disbursement of the OGA monies and maintain a record and report to the OGA Executive at monthly meetings;
  • shall prepare an annual financial report and have the books examined annually by someone with bookkeeping experience that is not an OGA Executive member;
  • shall prepare, coordinate and monitor the budget; and
  • maintain effective communication with the OGA President.

All members who are responsible for receipt or disbursement of monies shall prepare financial statements as directed by the Treasurer.

The Treasurer shall be a member of the OGA for one year prior to holding the position of Treasurer or have prior experience of maintaining financial records for a group or organization.

The Webmaster shall:

  • maintain and update content on the OGA website;
  • reviews and uploads all web content in a timely manner;
  • liaise with the Internet Service Provider;
  • maintains ontgeocaching.com domain name;
  • adds functionality to the OGA website;
  • creates and maintains membership user accounts;
  • creates any required content;
  • maintains, and communicates on, the OGA forum;
  • accepts and reviews content from OGA Executive and, at times, OGA members;
  • carry out other duties as delegated by the OGA President; and
  • maintain effective communication with the OGA President.

The Regional Executive Officers (five positions – one from each OGA) shall:

  • handle OGA correspondence as directed by the President;
  • respond to inquiries;
  • answer questions, where applicable, on the OGA website;
  • meet with, or provide presentations to, land owners and organizations, upon request;
  • assist in maintaining content on the OGA website;
  • assist in the operation of the OGA;
  • be knowledgeable on the boundaries of their region;
  • ensure that at least 2 Regional Representatives are in place for their respective region;
  • assist the Regional Representatives whenever required; and
  • maintain effective communication with the OGA President.

7. Discharge of an OGA Executive Member

Any OGA Executive member may be discharged for the consistent failure to meet the responsibilities of the position held. A proposed discharge of an Executive member shall be decided by a majority vote of the OGA Executive. The decision shall be made at an OGA Executive monthly meeting where notification has been given at least seven days in advance.

7.1 Removal of an OGA Member

If any member of OGA (Executive, Premium Member or Free Member) is accused of any act involving moral or ethical issues under any law, or any act which casts an unfavorable light upon the association or the member is accused of performing or committing any act which would or could adversely impact the associations events, programs, services, or reputation, then the association executive members shall have the right to terminate the membership of that individual, by majority vote, upon fifteen (15) days written notice specifying the reason, within which period the member under review may cure such offense. The determination of whether and to what extent the offense is cured shall be made by the members of the executive.

8. Regional Representatives (appointed)

Regional Representatives (at least 2 from each of the 5 OGA Regions) are not considered OGA Executive and should:

  • be a member of geocaching.com and a member of OGA;
  • be willing to act on behalf of OGA and promote the OGA whenever possible;
  • be knowledgeable on the political boundaries of their region;
  • meet with, or provide presentations to, land owners and other organizations upon request of the OGA Executive;
  • be willing to help new geocachers learn the hobby and answer hobby-related questions of all geocachers, if requested;
  • act in good faith on behalf of the OGA; and
  • maintain effective communication with the Executive Officer of the OGA Region they represent.

Appointment of Regional Representatives shall be done using the following process:

  • The Executive members of each OGA Region shall contact the regional representatives of their respective region to inquire if they would be interested in continuing in the role. This communication should be done by February 14.
  • If a vacancy exists the Executive member shall search for an OGA member from their respective region who is interested in filling the position as soon as possible.
  • Contacting the local regional geocaching organization to seek interested representative members is recommended. An effort should be made to have at least one of the two regional representatives from the local regional geocaching organization.
  • Names and contact information should be forwarded to the OGA Executive and posted on the OGA website/forum.

Term of Office – Regional Representatives

The term of office shall be 2 years. A member may be re-appointed. The term begins February 15 and ends February 14 two years later.

Any OGA Regional Representative may be discharged from the position for consistent failure to meet the responsibilities of the position held. A proposed discharge of a Regional Representative shall be decided by a majority vote of the OGA Executive. The decision shall be made at an OGA Executive monthly meeting where notification has been given at least seven days in advance.

9. Meetings

The OGA shall hold monthly electronic meetings and others as required.

Every effort should be made to hold a yearly OGA Executive meeting where at least a majority of the Executive members physically meet in a location pre-determined by the OGA Executive.

A quorum for an OGA meeting shall consist of 50% plus 1 of the total current OGA Executive. If a quorum does not exist the meeting may still be held but no final decisions shall be made until the next quorum meeting.

The OGA secretary shall record notes at all OGA meetings. Within a reasonable amount of time prior to the next scheduled meeting, the current report shall be posted on the OGA Executive Forum.

Every effort should be made by the OGA to make decisions by consensus. If a vote is required, every member present at the meeting has one vote.

Anyone in attendance may be asked to leave an OGA meeting if their behaviour is disruptive or not in accordance with the roles and responsibilities of an OGA Executive member as outlined above.

10. Conflict of Interest

An OGA member shall declare at the beginning of each meeting if the agenda presents a conflict of interest for the member. The President will note the conflict and ensure the member does not participate in that agenda item discussion.

11. OGA Logo

Use of the OGA logo shall be for the sole purpose of the OGA.

Requests for the use of the OGA logo for other purposes shall be presented to the OGA President, if the use is acceptable, approval may be granted by the OGA Executive.

Alterations to the OGA logo shall only be done by the OGA Executive. Proposed alteration(s) to the OGA logo may be presented at an OGA Executive meeting. A consensus decision on the alteration(s) shall be made at the following OGA Executive meeting.

12. Amendments to the OGA Bylaws

Amendment(s) to the OGA Bylaws may be presented at any OGA meeting. A decision on the amendment(s) must be made at a subsequent OGA meeting.

OGA Bylaws shall be reviewed annually at the May OGA meeting for approval at the June OGA meeting.

Terms of Reference – Procedures of OGA Activities

OGA Newsletter

  • Shall be published by the first day of each month.
  • Sent by email to all OGA members.
  • Content should include the following topics: brief geocaching stories, OGA Executive contact list, useful links, Ontario regional geocaching organizations and their website links, and information on article submission.
  • Suggested topics include: latest information about OGA such as geocoin designs, events across the province, stories from regional groups, spotlight on geocaches, etc.

OGA Prize Donations and Event Sponsorship

  • Prize donations and event sponsorship from the OGA may be requested by an Ontario geocacher or organization for an event held in Ontario once per calendar year.
  • The prize donation shall be a Swag Sertificate ($10 off of a $20 order – OGA geocoins excluded). Number of Sertificates donated shall depend on the size of the event.
  • Event listing must include appropriate OGA support graphic
  • OGA President and/or Treasurer shall be the contact for Donation and Event Sponsorships.