Administration

The Ottawa Division Veterans’ Association (ODVA) holds a monthly Regular General Meeting (RGM), that serves as a platform for governance, compliance, and member engagement. The RGM is important for fostering transparency, accountability, and community among the association’s members. Members are also given the opportunity to vote on key issues and provide feedback. The RGM provides the opportunity to discuss topics such as finances, board elections, events and other matters that affect the overall management of the Association.

The RGM also invites Guest Speakers to speak of their expertise or interest on a specific subject of interest to the Association members. The monthly RGM is usually scheduled on the 2nd Tuesday of each month, in accordance with our Association’s policies and procedures, except for January, July and August. A record of the RGM is taken and includes all discussions, decisions and resolutions, and is maintained to ensure compliance and due diligence. These are included in the attached tabs.

Under the authority of the Ottawa Division Veterans’ Association (ODVA) Executive and managed by the ODVA Treasurer as part of that executive, our financial year is from January 1st to December 31st and aligns with the RCMPVA Association’s budget and audit processes. Our commitment to financial transparency has our budget managed by our Division Executive on behalf of the membership. The membership is updated through on our finances at each RGM. The annual planning for our budget forecast begins in the Fall of each year, and ODVA executive shares the forecast with the membership in November. The forecasted budget is then voted on at the AGM in December of each year.

Our financials are similar to all other organizations; we have revenue and expenditures. The revenue for the ODVA is comprised of membership dues, sponsorship, donations and monthly interest on our bank accounts.

Our expenditures are in three primary areas:

1. Creating social opportunities for our membership such as:
   1. Regular General Meetings and Annual General Meeting
   2. Annual events (BBQ, Christmas, Golf Tournament…)
2. Communications – Creating a network of information sharing opportunities through:
   1. The Website
   2. The Spirit
3. Investment in our community in areas such as:
   1. Member Services
   2. Education Awards
   3. Christmas Hamper Program
   4. Beechwood Cemetery Project Legacy Pathway
   5. Various charities

The enactment of the Canada Not-for-Profit Corporations Act passed on 23 June, 2009 required the implementation of Association revised By-Laws which were successfully filed with Corporations Canada along with the Articles of Continuance. The Association successfully achieved all of the transitional requirements of the legislation and on June 27, 2014, was issued with a Certificate of Continuance by the Government of Canada, under corporate number 058721-4. The Association By-Laws were amended and approved by the Board of Directors in February of 2022 and, by ordinary resolution, approved by the membership effective June 3rd, 2022.

The Association’s By-Laws (Part 9 at 9.02(i)) gives Ottawa Division the authority to establish an Ottawa Division Procedures Manual that has the approval of the Division membership and the concurrence of the Association Board of Directors. This manual is intended to provide a Division membership perspective with a practical interpretation and application of the revised Association By-Laws held at the Association Office. This Division Procedures Manual is designed to complement the Association Manual. Effort has been made not to repeat elements already found in the Association Manual and By-Laws and to make certain that no contradictions in policy exist between the Association Manual and the Division Procedures Manual. In cases where conflict may occur, the direction found in the Association Manual will apply.

Of historical note, the first recorded meeting of ex-members of the NWMP (North-West Mounted Police) took place in Calgary on April 16th, 1886, at a town hall with twenty-four ex-members attending. The first recorded dinner of ex-members took place at the Royal Hotel, Calgary, on November 4th, 1886. After some setbacks, the NWMP Veterans’ Association, as it was known then, began to grow and spread to other cities across Canada. The Association name was changed to the RCMP Veterans’ Association in 1954. Calgary was the Association Headquarters for many years. In 1965 the Association Headquarters was moved to Ottawa and co-located with RCMP National Headquarters.

The Association has been growing ever since. On June 3rd, 1947, Ottawa Division was established, receiving its charter from the Association. Originally known as “C” Division, the Division later became known as Ottawa Division of the Royal Canadian Mounted Police Veteran’s Association (Ottawa Division).