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U L T I M A T E H A P P E N I N G S
Issue 225 - August 30, 2002
******************* 2966 players served ********************
OCUA - The largest ultimate league in the world!
(300 teams and 3700 members in 2001)
http://www.ocua.ca/
"I find that the harder I work, the more luck I seem to
have." - Thomas Jefferson (1743-1826)
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CONTENTS:
- OCUA Elections: What To Expect As A Board Member
- PROUF Phaul Leeg 2002
- OCUA Time Cap Announcement
- Looking For OCUA Members Who Live In Kanata
- The Hills Are Alive!
- Rental Accommodations
- From The Desk Of Steph Suys - OCUA Elections Officer
- Calendar Of Events
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OCUA ELECTIONS: WHAT TO EXPECT AS A BOARD MEMBER
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August 30th is the deadline for nominations for this year's
elections to the board, and I've had some people ask for
more information on what to expect if you become a board
member. So while I realize this is a little bit last minute
(nationals had me VERY busy), I figured better late than
never.
First off, let's talk about time commitments. There is no
denying that being an effective member of the board takes
time, and plenty of it. However, it's not something that
can't be managed. Currently, the board meets approximately
every two weeks, although we are looking at changing that to
monthly with a number of smaller team meetings in between.
In addition, there are a fair number of emails that come
your way, and there will be times when you will need to
address them quickly.
In terms of what to expect this year, I think I can assure
you that it will be a very busy term. We will have a number
of focuses this year, with the primary one being
restructuring of the organization. Currently the board
members spend a lot of time doing volunteer tasks, which
restricts the amount of time that can be spent defining
policy and direction. That is something we want to change.
This means a lot of work will have to take place in the
off season. We want to more clearly define the roles of our
board members and officers, as well as the general manager,
and how they interact. We have a large number of policies
that need to be refined and/or created, from dangerous play
to elections to defaults (and the list goes on). All this
should help to allow individuals to operate with more
efficiency and autonomy, yet still as part of the greater
organization.
In addition, we want to address the quality of product
offered to our members. That includes things like rules and
skills clinics, which will tie in with forming a stronger,
more formalized relationship with our competitive club
teams. And of course, there is always the issue of fields,
both in terms of availability and quality. This translates
to a lot of work with the city, as well as financial
planning to prepare for potential field projects.
So, as you can see, there is a lot to work on in a number of
diverse areas. If you are interested, enthused, and think
you have skills that you can bring to the table, we'd love
to see you run. Our organization is at a crossroads, and
with the right people, I think we can do something great.
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PROUF Phaul Leeg 2002
PROUF Phaul Leeg 2002 is now taking applications for it's up
coming season. There are still some spots left on all nights
for all divisions.( A=Competitive, C=rec.)
Monday: B & C divisions
Tuesday: B & C divisions
Wednesday: A & B divisions
Thursday: C Divisions
Sunday: All teams play on Sunday 11am, 1pm, 3pm
League starts mid-September (right after summer league ends)
If interested please e-mail to me the night and division
that you would like and the preferred time you would like to
play on Sunday.
668prouf@sympatico.ca
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OCUA TIME CAP ANNOUNCEMENT
For next week (Sept 2nd) time cap will be 7:50pm, and for
the next week (Sept 9) time cap is 7:40pm.
Out of town games will start at 6:30pm for these two weeks
only and that captains are encourage to work together to get
the games started even earlier if they can arrange it.
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LOOKING FOR OCUA MEMBERS WHO LIVE IN KANATA
Please contact Nick Roberts at gm@ocua.ca. Thank-you!
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THE HILLS ARE ALIVE!
Help us keep them that way.
The Canadian Ski Patrol System is recruiting new members
for the upcoming ski season in the Ottawa/Gatineau region.
The Canadian Ski Patrol System is looking for new
volunteers. Become part of a not-for- profit organization
consisting of more than 6000 volunteers across Canada. In
the Ottawa/Gatineau region, we have more than 400 members
servicing nine ski areas.
You probably know us by our trademark yellow and blue
jackets, sporting a yellow cross on a blue stylized maple
leaf on the back. We are students, professionals, retirees
and everything in between! We are enthusiastic outdoors-men
and -women over the age of 18 who promote safe skiing and
boarding, and provide top-quality first aid services to
injured skiers and boarders. And it doesn't stop there - we
provide first aid services at community events all year
round.
Information and registration sessions will take place at
7:00 p.m. on Tuesday Sept. 3rd and Thursday September 5th,
at the RA Centre on Riverside Drive.
Come find out what we are all about! Where we ski, what we
do, and how you can become part of it all.
For more information, contact:
Glenda Taylor
V.P. Marketing & Communications
Canadian Ski Patrol System, Gatineau Zone
613-992-3422
gtaylor@nrcan.gc.ca
Visit us at: www.csps-gat.org
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RENTAL ACCOMMODATIONS
---
NEED A PLACE TO LIVE? - Share an apt in the Glebe!
Overlooking scenic Patterson Creek on Glebe Avenue.
Hardwood floors, lots of character. Quiet building.
Great location, near bus routes & shopping on Bank St.
$640 + 1/2 elec + cable, available October 1st.
Please call John at 565-0283, or email at
john@frontierstrategies.com
---
Looking for a Female roommate, Young Professional or
Student, to share 2-floor condo in Orleans. Quiet
residential area. Close to amenities (grocery store,
pharmacy, park, bus express, videostore, bank, etc.).
Room Features: 16’X10’ with small balcony and large closet.
Shared bathroom. Condo Features: 2 floors, large balcony,
fireplace, laundry room, 2 bathrooms
Rent: $475 all inclusive (hydro/heat/basic cable/basic
phone/parking)
Available: Sept 1st Contact: 824-5899 / 229-4898
---
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FROM THE DESK OF STEPH SUYS - OCUA ELECTIONS OFFICER
*Editor's Note: moved this article down due to it's length!*
Ottawa Carleton Ultimate Association
Policy and Guidelines on Conflict of Interest and Standards
of Conduct
Directors and officers of The Ottawa Carleton Ultimate
Association are bound to act honestly, in good faith, and in
the best interests of the OCUA. Consistent with such
standards of conduct, conflicts of interest and the
appearance of conflicts of interest are to be avoided where
possible and acted upon openly and appropriately when
encountered.
A conflict of interest is a situation in which a Director or
Officer of the OCUA has, in relation to a matter coming
before the OCUA, a private or personal interest, sufficient
to influence or to appear to influence the objective, and
open-minded, loyal exercise of his or her function as a
Board member or officer.
The circumstance giving rise to the conflict of interest
need not be those of the individual Board member or Officer,
but may be the interest of a person having close family ties
to the Board member or Officer, or a friend, business
associate, or colleague of the Board member or Officer.
There are basically two situations giving rise to a conflict
of interest. One is that of financial interest, and the
other, sometimes not so obvious, is that of Director or
Officer who through an officer or director position, or on
account of some other significant involvement, in another
corporation or organization has an obligation of loyalty
that conflicts or appears to conflict with his or her
required loyalty to the OCUA.
Each Board member and Officer is under an obligation to
avoid, whenever reasonably possible, a conflict of interest.
On appointment or election to the Board of Directors or as
an Officer, and for a period of their elected/appointed
term, Directors and Officers should arrange their private
affairs in a matter that will prevent conflicts of interest
from arising.
However, conflicts of interest may nevertheless arise. In
such situations, the Director of Officer is required to
declare the conflict of interest, and refrain from voting on
the issue in question. She or he is also required by these
guidelines to absent herself or himself from the meeting at
any time there is discussion of the matter giving rise to
the conflict. In circumstances of conflict of interest,
besides declaring the conflict and absenting herself or
himself from the meeting and not voting on the issue, a
Director or Officer will be expected not to lobby or
otherwise participate in the decision-making process.
Attached are the relevant extracts from the Canada
Corporations Act that deal with the conflicts of interest
issue. Each Director and Officer is expected to have read
and to be familiar with the By-Law and legislative
requirements. It is important to note that section 98(2) of
the Canada Corporations Act requires disclosure of conflict
even when the conflict for the Director arises after the
contract or arrangement is made with the other company,
firm, or organization in which the Director now has an
interest or significant involvement. In this situation, the
Director is to declare his or her conflict at the first
meeting of the Directors held after the Director becomes
interested in the other company, firm, or organization. The
same is expected of Officers.
In order to provide some guidance regarding the application
of this Conflict of Interest Policy, certain Guidelines of
Conduct are set forth below which are not intended to be
exhaustive of all possible situations that may arise, but
are intended to assist the Board of Directors in the
avoidance of and in dealing with conflict of interest
situations.
The Guidelines of conduct are:
1. The activities of the OCUA, and those of its Board
members and Officers, shall be conducted in a manner
becoming the high ethical standard of business conduct
expected of the leaders of Ultimate in the Ottawa-
Carleton region.
2. No Director or Officer shall derive a personal profit
from the activities of the OCUA and the OCUA shall avoid,
wherever reasonably practicable, contracts or
arrangements with persons or entities that would result
in personal profit to persons having close family ties,
or those who are friends, business associates or
colleagues of Board members or officers.
3. Directors and Officers of the OCUA shall not exploit
their positions within the CSA to lever for themselves a
personal profit, advantage, or position of prestige.
4. Directors and Officers shall not allow their loyalty to
the OCUA to be compromised by their relationship to or
involvement in another organization or corporation.
5. No Director or Officer of the OCUA may accept any gift in
cash or in-kind from persons doing or seeking to do
business with the CSA, except as may be of a personal
nature and nominal value.
6. Information of a confidential nature gained by a Director
or Officer from her or his OCUA involvement shall be kept
confidential and used only for the proper purposes of the
OCUA.
7. In the event a Director or Officer has a conflict of
interest in relation to a particular issue or matter of
discussion, it is expected that the individual will make
a brief but informative declaration of the conflict which
declaration will be recorded in the Minutes of the
relevant meeting. The individual will then absent herself
or himself from the meeting, while the topic is discussed
and such absence shall be recorded in the Minutes. It
does not matter whether the topic which involves the
individual in a conflict situation was formally on the
agenda or came up unexpectedly. As soon as the meeting
considers a matter or begins to discuss an issue which
puts an individual in a circumstance of conflict of
interest, she or he must interrupt and say,
"I am declaring my conflict as (here insert your
conflicting position or interest) and I am leaving the
meeting while this subject is under discussion" or words
to that effect. The Secretary of the meeting shall then
record this in the Minutes as follows:
Ms. A. having disclosed her conflict as a Director of XYZ
Organization (or whatever) was absent from the meeting
during discussion of (describe topic)."
A topic which involves a conflict for a Director of
Officer may come up in several meetings and the conflict
must be disclosed and the Director or Officer must absent
herself or himself from the meeting during discussion of
the topic at each of the meetings.
8. Directors or Officers who have any questions or concerns
regarding situations of conflict of interest or potential
or possibly perceived situations of conflict of interest
are asked to seek and obtain appropriate guidance and
counsel from the President.
I have read and understand the above policy and guidelines
on conflicts of interest and standards of conduct. I agree
with the policy guidelines and standards and promise to
always act in accordance with them.
______________________________________
Director/Executive Committee Member
____________________________________________________
Signature
____________________________________________________
Address
_____________________________________________________
Date
EXTRACT FROM THE CANADA CORPORATIONS ACT
(Read "the company" as the Ottawa Carleton Ultimate
Association and read "shareholders of the company" as
members of the Ottawa Carleton Ultimate Association.
SECTION 98
(1) Director interested in a contract with the company:
Subject to this section, it is the duty of a Director of
a company who is in any way, whether directly or
indirectly, interested in a contract or proposed
contract with the company to declare his/her interest at
a meeting of Directors of the company.
(2) At what meeting declaration to be made: In the case of a
proposed contract, the declaration required by this
section to be made by a Director shall be made at the
meeting of Directors at which the question of entering
into the contract is first taken into consideration, or,
if the Director is not at the date of that meeting
interested in the proposed contract, at the next meeting
of the Directors held after s/he becomes so interested,
and, in a case where the Director becomes interested in
a contract after it is made, the said declaration shall
be made at the first meeting of Directors held after the
Director becomes so interested.
(3) What is deemed sufficient declaration: For the purposes
of this section, a general notice given to the Directors
of a company by a Director to the effect that s/he is a
shareholder of or otherwise interested in any other
company or is a member of a specified firm and is to be
regarded as interested in any contract made with such
other company or firm shall be deemed to be a sufficient
declaration of interest in relation to any contract so
made.
(4) Director not to vote if interested: No Director shall
vote in respect of any contract or proposed contract in
which s/he is so interested as aforesaid and if s/he
does so vote his/her vote shall not be counted, but this
prohibition does not apply
(a) in the case of any contract by or on behalf of the
company to give to the Directors or any of them
security for advances by way of indemnity.
(b) in the case of a private company, where there is no
quorum of Directors in office who are not so
interested, or
(c) in the case of any contract between the company and
any other company where the interest of the Director
in the last mentioned company consists solely in
his/her being a Director or Officer of such last-
mentioned company, and the holder of not more than
the number of shares in such last-mentioned company
requisite to qualify him/her as a Director.
(5) When a Director not accountable: If a Director has made
a declaration of his interest in a contract or proposed
contract in compliance with this section and has not
voted in respect of such contract contrary to the
prohibition contained in subsection (4), if such
prohibition applies, is not accountable to the company
or any of its shareholders or creditors by reason only
of such Director holding that office or of the fiduciary
relationship thereby established for any profit realized
by such contract.
(6) "Contract" and "Meeting of Directors": For the purposes
of this section "contract" includes "arrangement" and
"meeting of Directors" includes a meeting of an
executive committee elected in accordance with Section
96.
(7) No liability when contract confirmed: Nothing in this
section imposes any liability upon a Director in respect
of the profit realized by any contract that has been
confirmed by the vote of shareholders of the company at
a special general meeting called for that purpose.
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CALENDAR OF EVENTS:
Sep. 7 : Monday League Playoffs
Sep. 8 : Wednesday League Playoffs
Sep. 14 : Tuesday League Playoffs
Sep. 14 : End-of-season Party
Sep. 15 : Thursday League Playoffs
Sep. 16 : OCUA Fall League begins
Sep. 22 : Friday League Playoffs
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