Mabuhay and welcome to the Ottawa Valley Filipino Canadian Senior Citizens Association (OVFCSCA).
We extend our warmest greetings to every member, volunteer, officer, and supporter who walks through our doors or joins us in spirit. OVFCSCA is more than an organization, it is a living testament to the strength, resilience, and grace of the Filipino Canadian senior community. Here, we honor not only the wisdom of our elders but the cultural legacy they carry, the stories they tell, and the values they pass on.
Our community is built on the pillars of unity, respect, and shared purpose. Whether you are here to serve, to learn, or to connect, you are part of a family that celebrates heritage while embracing the future. We believe that aging should never mean isolation—it should mean deeper connection, continued growth, and joyful participation in life.
As leaders, we are committed to fostering an environment where every senior feels seen, heard, and valued. We welcome you with open arms and open hearts. Together, let us continue to build a community that reflects the best of who we are, Filipino in spirit, Canadian in citizenship, and compassionate in action.
Maraming salamat po, and welcome home.
OVFCSCA Board of Directors
About OVFCSCA
The Ottawa Valley Filipino Canadian Senior Citizens Association (OVFCSCA) is a community-based, non-profit organization devoted to enriching the lives of Filipino Canadian seniors across the Ottawa Valley. Founded on the principles of cultural pride, mutual support, and active aging, OVFCSCA serves as a vital hub where tradition meets empowerment.
Our mission is to enhance the well-being, dignity, and quality of life of Filipino Canadian seniors through a wide range of programs that reflect their needs and honor their heritage. These include:
• Social gatherings that foster friendship and belonging
• Cultural events that celebrate Filipino identity and traditions
• Educational workshops that promote lifelong learning
• Health and wellness initiatives that support physical and emotional vitality
• Advocacy efforts that ensure seniors’ voices are heard and respected
OVFCSCA is guided by a dedicated Board of Directors, supported by passionate volunteers, and sustained by the active participation of its members. We believe that every senior deserves to age with dignity, surrounded by community, and uplifted by culture.
Through every activity, every conversation, and every shared meal, OVFCSCA continues to be a place where Filipino Canadian seniors have not only cared for but celebrated.
II. Mission
To promote the welfare, dignity, and active participation of Filipino Canadian seniors in community life.
This mission speaks to the core purpose of OVFCSCA: to ensure that Filipino Canadian seniors are not only cared for but empowered. Welfare means addressing their physical, emotional, and social needs. Dignity means honoring their life experiences, wisdom, and cultural identity. Active participation means creating opportunities for seniors to engage meaningfully in community activities, decision-making, and cultural expression so they remain vibrant contributors, not passive observers.
Vision
A vibrant, inclusive, and supportive community where Filipino Canadian seniors thrive with pride and purpose.
This vision paints a picture of the future OVFCSCA is working toward, a community that is alive with energy, diversity, and mutual care. “Vibrant” reflects the joy and richness of Filipino culture. “Inclusive” ensures that every senior, regardless of background or ability, feels welcomed and valued. “Supportive” means that no one is left behind. And to “thrive with pride and purpose” is to live with confidence in one’s heritage and a sense of meaning in one’s daily life.
Core Values
Value Explanation
Respect and Dignity
Unity and Cooperation
Service and compassion
Cultural Preservation and Integration
We honor the lived experiences, wisdom, and individuality of every senior.
We foster a spirit of togetherness, teamwork, and shared responsibility.
We serve with empathy, kindness, and a genuine desire to uplift others.
We celebrate Filipino traditions while embracing the multicultural fabric of Canada.
These values are the guiding principles behind every decision, program, and interaction within OVFCSCA. They ensure that the organization remains grounded in its cultural roots while evolving to meet the needs of a diverse and changing community. .
III. Membership
• Three categories: Regular, Associate, Honorary
• Voting rights reserved for Regular Members
• Responsibilities include dues, participation, and policy adherence
• Consists of a fair process for suspension or removal
1. Regular Member
Eligibility: Filipino Canadian seniors aged 55 and above
Rights: Full voting privileges and eligibility to hold office
Core Role: These members form the backbone of the association and drive its direction
2. Associate Member (Auxiliary Members)
Eligibility: Individuals who support OVFSCA’s mission but don’t meet Regular Member criteria (e.g., younger adults, non-Filipino spouses)
Rights: No voting rights or eligibility to hold office
Participation: Can join activities and volunteer
Purpose: To foster inclusivity and community support beyond the senior demographic
3. Honorary Member
Eligibility: Individuals recognized for outstanding service or contributions to OVFSCA
Granted By: Board of Directors through formal resolution
Rights: No voting rights or office eligibility
Role: Symbolic and celebratory, honoring those who uplift the community
IV. Programs and Services
Social & Cultural Activities
• Cultural Celebrations
o Organize annual events: Barrio Fiesta, Santacruzan, holiday gatherings
o Preserve and promote Filipino heritage
o Strengthen family and community bonds
Music and Dance Gatherings
o Hold regular social dances and choir practices
o Form rondalla and cultural dance troupes
o Engage members and pass traditions to younger generations
Community Integration
• Partner with other cultural organizations in Ottawa
• Promote multicultural awareness and inclusivity
• Encourage participation in Canadian community activities (e.g., SPCO events)
• Support integration into Canadian society while preserving Filipino identity
Health & Wellness
• Fitness Programs: Weekly or monthly group exercise sessions (e.g., Zumba, tai chi, yoga, mall walk and Filipino folk games) tailored for seniors’ physical health and mobility.
• Health Education: Invite health professionals for seminars on chronic illness management, nutrition, and preventive care.
• Mental Wellness Workshops: Offer sessions on stress management, grief support, and resilience-building, in alignment with OVFCSCA’s mandate to protect members’ wellbeing.
• Healthcare Partnerships: Collaborate with local health agencies to provide screenings, vaccinations, and health fairs.
Education & Advocacy
• Information Sessions: Regularly provide updated workshops on seniors’ rights, retirement benefits, pensions, and legal protections under Canadian and Ontario law.
• Government Benefits: Educate members about eligibility and application for Old Age Security (OAS), Canada Pension Plan (CPP), Guaranteed Income Supplement (GIS), and other senior supports.
• Community Resources: Share information about housing, transportation, food programs, and volunteer services available in Ottawa.
• Advocacy Role: Represent members’ voices in municipal and federal consultations, ensuring that policies reflect the needs of Filipino Canadian seniors.
V. Governance and Structure
1. Board of Directors
a. The Board of Directors shall be composed of not fewer than nine (9) and not more than fifteen (15) members.
b. Directors shall be elected by the General Membership at the Annual General Meeting (AGM).
c. Each Director shall serve a term of two (2) years and may be re-elected for consecutive terms.
d. The Board of Directors shall be collectively responsible for:
o Providing strategic oversight and guidance to the organization.
o Ensuring financial accountability and sound fiscal management.
o Maintaining compliance with all applicable charitable and non-profit regulations under federal and provincial law.
o Approving policies, programs, and major initiatives that advance the objectives of the Association.
2. Officers
a. The Officers of the Association shall be elected by and from among the members of the Board at its first organizational meeting following the AGM.
b. The Officers shall consist of:
o President
o Vice-President
o Secretary
o Treasurer
o Communications Officer
o Auditor
o Sergeant-at-Arms
c. Officers shall perform the duties customarily assigned to their respective offices, as well as additional duties delegated by the Board.
d. Vacancy of Office
• An Officer may vacate their position due to resignation, incapacity, removal, or death.
• Resignation:
o An Officer who wishes to resign must submit a written notice to the Secretary (or to the President if the Secretary resigns).
o The resignation becomes effective upon acceptance by the Board.
• Removal (Firing):
o An Officer may be removed from office for cause (e.g., neglect of duties, violation of the Code of Conduct, or actions detrimental to OVFCSCA).
o Removal requires a two-thirds (2/3) majority vote of the Board of Directors.
• Filling Vacancies:
o If the President vacates office, the Vice-President shall assume the role until the next election.
o If another Officer vacates office, the Board shall appoint a replacement from among its members by majority vote.
o Appointed Officers shall serve until the next AGM, at which time a regular election shall be held if the term has not expired.
3. Committees
a. The Association shall maintain the following Standing Committees, which shall support the work of the Board:
o Membership Committee
o Social & Cultural Affairs Committee
o Health & Wellness Committee
o Fundraising & Finance Committee
b. Each Officer shall chair one Standing Committee and shall appoint members from the general membership to serve on said committee.
c. Committees shall meet regularly, carry out projects aligned with the objectives of the Association, and submit reports to the Board of Directors at scheduled meetings.
d. The Board may create Ad Hoc Committees as necessary to address specific tasks or initiatives.
Duties of Officers
1. President
a. The President shall be the Chief Executive Officer of the Association.
b. The President shall preside at all meetings of the Board of Directors and of the General Membership.
c. The President shall provide leadership in carrying out the objectives of the Association.
d. The President shall be the official spokesperson and representative of the Association in all external affairs.
e. The President shall appoint committee members (with Board approval) and ensure effective coordination among committees.
f. The President shall sign all official documents and agreements duly authorized by the Board.
2. Vice-President
a. The Vice-President shall assist the President in the performance of duties.
b. In the absence, incapacity, or resignation of the President, the Vice-President shall assume the duties and responsibilities of the President.
c. The Vice-President shall oversee special projects and programs as delegated by the Board.
3. Secretary
a. The Secretary shall maintain accurate records of all meetings of the Board and the General Membership.
b. The Secretary shall handle all official correspondence of the Association.
c. The Secretary shall maintain custody of the Association’s records, including minutes, membership lists, and governing documents.
d. The Secretary shall provide notices of meetings as required by the Constitution and Bylaws.
4. Treasurer
a. The Treasurer shall have custody of all funds of the Association and shall deposit them in a recognized financial institution designated by the Board.
b. The Treasurer shall maintain accurate books of account and provide financial reports at each regular meeting of the Board.
c. The Treasurer shall prepare an annual financial statement to be presented to the membership at the AGM.
d. The Treasurer shall ensure compliance with government reporting requirements for charitable organizations.
e. All disbursements shall be made only with the approval of the Board and in accordance with financial policies.
f.
5. Communications Officer
a. The Communications Officer shall manage internal and external communications of the Association.
b. The Officer shall oversee newsletters, announcements, social media, and publicity materials.
c. The Officer shall promote events, programs, and initiatives of the Association to members and the wider community.
6. Auditor
a. The Auditor shall examine the financial records of the Association at least once per year.
b. The Auditor shall submit a written report to the Board and to the membership at the AGM.
c. The Auditor shall ensure financial accountability, transparency, and adherence to proper procedures.
7. Sergeant-at-Arms
a. The Sergeant-at-Arms shall maintain order and decorum at meetings and official functions of the Association.
b. The Sergeant-at-Arms shall ensure that members follow the rules of order and parliamentary procedures.
c. The Sergeant-at-Arms shall assist in the security and organization of events and gatherings.
Duties of Standing Committees
1. Membership Committee
a. The Membership Committee shall be responsible for recruiting, admitting, and retaining members of the Association.
b. The Committee shall maintain an up-to-date membership registry.
c. The Committee shall orient new members about the Constitution, Bylaws, and objectives of the Association.
d. The Committee shall recommend policies for membership categories, dues, and privileges.
e. The Committee shall foster active participation and engagement among members.
2. Social & Cultural Affairs Committee
a. The Social & Cultural Affairs Committee shall organize events and activities that preserve, promote, and celebrate Filipino culture, heritage, and traditions.
b. The Committee shall plan cultural presentations, social gatherings, and collaborative events with other cultural organizations in Ottawa.
c. The Committee shall encourage intergenerational involvement by promoting Filipino arts, music, dance, and traditions to youth and the wider community.
d. The Committee shall work with the Communications Officer to promote and publicize events.
3. Health & Wellness Committee
a. The Health & Wellness Committee shall organize programs that enhance the physical, mental, and emotional wellbeing of members.
b. The Committee shall coordinate fitness activities (e.g., Zumba, tai chi, mall walk yoga) suitable for seniors and adults.
c. The Committee shall invite resource speakers and professionals to provide seminars on nutrition, chronic illness management, mental health, and preventive care.
d. The Committee shall partner with healthcare providers, agencies, and community organizations to provide health screenings, wellness fairs, and education campaigns.
e. The Committee shall advocate for the health needs of seniors and promote access to available services.
4. Fundraising & Finance Committee
a. The Fundraising & Finance Committee shall develop and implement strategies to generate funds for the Association’s programs and activities.
b. The Committee shall plan fundraising events, campaigns, and sponsorship drives.
c. The Committee shall assist the Treasurer in ensuring that funds are raised and managed in accordance with financial policies and regulations.
d. The Committee shall recommend budgets for programs and monitor their financial performance.
e. The Committee shall ensure transparency and accountability in the use of funds and shall submit regular reports to the Board.
5. Reporting
a. Each Standing Committee shall submit a written or verbal report to the Board of Directors at scheduled meetings.
b. Each Committee shall present an annual report of its activities and accomplishments at the Annual General Meeting.
c. Committees may establish subcommittees as necessary, subject to approval of the Board.
VI. Code of Conduct
1. Purpose
The Code of Conduct establishes the principles, values, and standards of behavior expected of all members, officers, and directors of the Ottawa Valley Filipino Canadian Seniors and Cultural Association (OVFCSCA). It ensures that the Association operates with integrity, respect, and in accordance with its mission and governing documents.
2. General Principles
All members, officers, and directors shall:
a. Respect and Dignity – Treat all individuals with courtesy, fairness, and dignity, regardless of age, gender, background, or beliefs.
b. Integrity – Conduct themselves honestly and ethically in all dealings on behalf of the Association.
c. Accountability – Accept responsibility for their actions and decisions and act in the best interest of the Association.
d. Service Orientation – Place the welfare of seniors, members, and the community above personal gain or interests.
e. Compliance – Abide by the Constitution, Bylaws, policies, and applicable laws governing charitable organizations in Ontario and Canada.
3. Conduct in Meetings and Events
a. Members shall respect the rules of order and the authority of the presiding officer.
b. Members shall not disrupt, intimidate, or engage in disrespectful speech or behavior during meetings or events.
c. Members shall maintain confidentiality of discussions, documents, and matters deemed sensitive by the Board.
d. Members shall promote inclusivity, participation, and cooperation during all activities.
4. Conflict of Interest
a. No member, officer, or director shall use their position for personal or financial gain.
b. Any conflict of interest, whether actual or perceived, must be declared to the Board of Directors.
c. Members with a conflict of interest shall abstain from discussion and voting on related matters.
5. Financial Responsibility
a. Members entrusted with funds or resources of the Association shall use them solely for authorized purposes.
b. Misuse, mismanagement, or misappropriation of funds will result in disciplinary action, including removal from office or membership.
c. All financial transactions shall be transparent, documented, and open to audit.
6. Representation and Communication
a. Only authorized officers or delegates may represent the Association in public, media, or official communications.
b. Members shall not make public statements on behalf of the Association without prior Board approval.
c. The Communications Officer shall ensure that all communications reflect the values and objectives of OVFCSCA.
7. Harassment and Discrimination
a. The Association has a zero-tolerance policy for harassment, bullying, or discrimination of any kind.
b. Complaints of harassment or discrimination shall be investigated confidentially and promptly.
c. Proven violations shall result in disciplinary action, including suspension or termination of membership.
8. Confidentiality
a. Members shall respect the privacy of others and the confidentiality of sensitive information, including personal, financial, and legal matters.
b. Information acquired through involvement in OVFCSCA shall not be used for personal, political, or commercial purposes.
9. Disciplinary Actions
a. Any violation of this Code of Conduct shall be subject to review by the Board of Directors.
b. Possible sanctions include:
o Verbal or written warning
o Suspension from committee or Board duties
o Temporary suspension of membership rights
o Expulsion from membership in severe cases
c. The accused member shall have the right to be heard before disciplinary action is imposed.
10. Acknowledgment
a. All officers, directors, and committee members shall sign a written acknowledgment agreeing to abide by this Code of Conduct upon assuming their roles.
b. The Code of Conduct shall be reviewed periodically and reaffirmed at the Annual General Meeting.
VII. Conflict Resolution & Grievance Procedure
1. Purpose
This procedure establishes a fair and transparent process for resolving conflicts, addressing grievances, and ensuring that disputes among members, officers, and directors of OVFCSCA are handled respectfully and constructively.
2. Guiding Principles
a. Fairness – All parties shall be given an equal opportunity to present their concerns.
b. Confidentiality – All proceedings shall be kept confidential to protect the dignity of the parties involved.
c. Respect – Discussions and hearings shall be conducted respectfully, without personal attacks or intimidation.
d. Resolution-Oriented – The primary goal shall be reconciliation, understanding, and restoration of harmony within the Association.
3. Informal Resolution
a. Members are encouraged to resolve disputes directly and informally through respectful dialogue before escalating them.
b. A neutral third party (such as the Sergeant-at-Arms or an uninvolved Board member) may facilitate informal mediation if both parties agree.
4. Formal Grievance Submission
a. If informal resolution fails, a grievance must be submitted in writing to the Secretary of the Association.
b. The written grievance must include:
o Name of the complainant.
o Description of the incident or issue.
o Date(s) and persons involved.
o Desired resolution.
c. The Secretary shall acknowledge receipt within ten (10) business days and forward the grievance to the Board.
5. Board Review
a. The Board of Directors shall review the grievance at its next scheduled meeting or at a special meeting called for this purpose.
b. Both the complainant and the respondent shall be given the opportunity to present their statements.
c. The Board may appoint a Grievance Committee of at least three (3) neutral members to investigate and make recommendations.
d. The Board shall deliberate and issue a written decision within thirty (30) days of receiving the grievance.
6. Possible Outcomes
The Board may decide on one or more of the following:
a. Dismissal of the grievance if found to be unsubstantiated.
b. Mediation between the parties to reach a mutually agreeable solution.
c. Corrective action, such as an apology, restitution, or participation in reconciliation activities.
d. Disciplinary action in accordance with Article VIII (Code of Conduct), including warnings, suspension, or expulsion.
7. Appeals
a. A member may appeal the decision of the Board within fifteen (15) days of notification.
b. Appeals must be submitted in writing to the Secretary and will be reviewed at the next General Membership meeting.
c. The decision of the General Membership, by majority vote, shall be final and binding.
8. Protection from Retaliation
a. No member shall be penalized, harassed, or retaliated against for filing a grievance in good faith.
b. Retaliation itself shall be considered a serious violation of the Code of Conduct and subject to disciplinary action. This procedure establishes a fair and transparent process for resolving conflicts, addressing grievances, and ensuring that disputes among members, officers, and directors of OVFCSCA are handled respectfully and constructively.
2. Guiding Principles
a. Fairness – All parties shall be given an equal opportunity to present their concerns.
b. Confidentiality – All proceedings shall be kept confidential to protect the dignity of the parties involved.
c. Respect – Discussions and hearings shall be conducted respectfully, without personal attacks or intimidation.
d. Resolution-Oriented – The primary goal shall be reconciliation, understanding, and restoration of harmony within the Association.
3. Informal Resolution
a. Members are encouraged to resolve disputes directly and informally through respectful dialogue before escalating them.
b. A neutral third party (such as the Sergeant-at-Arms or an uninvolved Board member) may facilitate informal mediation if both parties agree.
4. Formal Grievance Submission
a. If informal resolution fails, a grievance must be submitted in writing to the Secretary of the Association.
b. The written grievance must include:
o Name of the complainant.
o Description of the incident or issue.
o Date(s) and persons involved.
o Desired resolution.
c. The Secretary shall acknowledge receipt within ten (10) business days and forward the grievance to the Board.
5. Board Review
a. The Board of Directors shall review the grievance at its next scheduled meeting or at a special meeting called for this purpose.
b. Both the complainant and the respondent shall be given the opportunity to present their statements.
c. The Board may appoint a Grievance Committee of at least three (3) neutral members to investigate and make recommendations.
d. The Board shall deliberate and issue a written decision within thirty (30) days of receiving the grievance.
6. Possible Outcomes
The Board may decide on one or more of the following:
a. Dismissal of the grievance if found to be unsubstantiated.
b. Mediation between the parties to reach a mutually agreeable solution.
c. Corrective action, such as an apology, restitution, or participation in reconciliation activities.
d. Disciplinary action in accordance with Article VIII (Code of Conduct), including warnings, suspension, or expulsion.
7. Appeals
a. A member may appeal the decision of the Board within fifteen (15) days of notification.
b. Appeals must be submitted in writing to the Secretary and will be reviewed at the next General Membership meeting.
c. The decision of the General Membership, by majority vote, shall be final and binding.
8. Protection from Retaliation
a. No member shall be penalized, harassed, or retaliated against for filing a grievance in good faith.
b. Retaliation itself shall be considered a serious violation of the Code of Conduct and subject to disciplinary action.
VIII. Policies
1. Attendance & Participation
a.
Member Attendance
o Members are encouraged to attend General Membership Meetings, cultural events, and community programs regularly.
o A member who misses three (3) consecutive General Membership Meetings without valid reason may be contacted by the Membership Committee to reengage their participation.
b.
Board of Directors Attendance
o Directors are expected to attend at least seventy-five percent (75%) of Board meetings annually.
o A Director who fails to attend three (3) consecutive meetings without valid reason may be subject to review by the Board, which may result in removal or replacement in accordance with the Bylaws.
c. Committee Participation
o Members serving on Committees are expected to actively contribute to meetings, projects, and events.
o Committee Chairs shall report participation levels to the Board and recommend recognition or reassignment when necessary.
2. Financial Management
a. Transparency & Accountability
o All funds of the Association shall be deposited in a recognized financial institution approved by the Board.
o No funds shall be withdrawn without the signatures of at least two (2) authorized Officers, one of whom must be the Treasurer or President.
b. Budget & Reporting
o The Treasurer, with the Fundraising & Finance Committee, shall prepare an annual budget for approval by the Board and presentation to the membership at the Annual General Meeting (AGM).
o Quarterly financial reports shall be presented to the Board for review and to the General Membership as required.
o An annual audit shall be conducted by the Auditor and presented at the AGM.
c. Use of Funds
o Association funds shall only be used to support its programs, activities, and operational expenses as approved by the Board.
o Personal use of funds or unauthorized expenditures is strictly prohibited and subject to disciplinary action.
3. Volunteerism
a. Role of Volunteers
o Volunteers are the backbone of the Association and play a vital role in carrying out its mission and activities.
o All volunteers shall conduct themselves in accordance with the Code of Conduct and uphold the values of OVFCSCA.
b. Expectations
o Volunteers shall perform assigned duties responsibly, respectfully, and in a timely manner.
o Volunteers shall respect confidentiality, especially when handling sensitive information.
o Volunteers shall attend orientation and training sessions when offered.
c.
Recognition of Service
o The Association shall recognize and honor outstanding volunteer contributions annually at a designated event (e.g., Volunteer Appreciation Day).
o Certificates, awards, or tokens of appreciation may be presented to volunteers who have demonstrated exceptional dedication and service.
o Long-serving volunteers may be recommended for special recognition by the Board of Directors.
4. Partnerships & Collaboration
1. Purpose of Partnerships
o The Association may establish partnerships with cultural, community, government, and private organizations to advance its mission and objectives.
o Partnerships shall be consistent with the values, vision, and bylaws of OVFCSCA and shall benefit the Filipino Canadian community in Ottawa.
2. Approval of Partnerships
o All formal collaborations, sponsorships, or agreements must be approved by the Board of Directors.
o The President, or a designated Officer, shall sign all partnership agreements on behalf of the Association.
3. Guiding Principles
o Mutual Respect: Partnerships shall be based on respect, shared goals, and equality.
o Transparency: All terms of collaboration, including financial or in-kind contributions, must be documented in writing.
o Non-Partisanship: OVFCSCA shall remain politically neutral and shall not endorse any political party or candidate through its partnerships.
o Community Impact: Collaborations must contribute to the cultural, social, educational, or wellness objectives of the Association.
4. Sponsorships & Donations
o The Association may accept sponsorships or donations from individuals, businesses, or institutions, provided such support does not compromise its integrity or independence.
o The Fundraising & Finance Committee shall review all sponsorships and donations before recommending acceptance to the Board.
5. Joint Programs & Events
o Collaborative programs (e.g., cultural festivals, educational workshops, or health fairs) shall be coplanned with partners to ensure alignment with OVFCSCA’s mission.
o Proper acknowledgment of partners shall be made in event materials, media releases, and reports.
6. Conflict of Interest
o Any Director, Officer, or member involved in partnership negotiations shall declare potential conflicts of interest as per Article VIII (Code of Conduct).
o No partnership shall proceed if it disproportionately benefits a member or undermines the Association’s credibility.
IV. Partnerships & Community Engagement
1. Purpose
o The Association recognizes the importance of building strong partnerships and engaging with the wider community to fulfill its cultural, social, and charitable mission.
o Partnerships and community engagement efforts shall strengthen Filipino Canadian identity while fostering inclusivity, collaboration, and mutual support.
2. Partnership Principles
o Alignment with Mission: All partnerships must reflect and support OVFCSCA’s objectives in culture, health, wellness, education, and advocacy.
o Mutual Respect & Reciprocity: Partnerships shall be built on shared goals, mutual respect, and balanced contributions.
o Transparency: Agreements, sponsorships, or collaborations must be documented and approved by the Board.
o Non-Partisanship: The Association shall remain nonpolitical and non-sectarian, refraining from endorsements of parties, candidates, or religious divisions.
3. Community Engagement Activities
o Cultural Exchange: Collaborate with multicultural associations, schools, and civic institutions to showcase Filipino heritage and promote intercultural dialogue.
o Health & Wellness: Partner with healthcare providers, community health centers, and wellness organizations to expand services to seniors and families.
o Education & Advocacy: Work with government agencies, advocacy groups, and nonprofits to ensure Filipino seniors have access to information on rights, benefits, and resources.
o Volunteer Development: Encourage members to engage in community service, outreach programs, and local civic activities that enhance the Association’s visibility and impact.
4. Sponsorships & Donations
o The Association may receive sponsorships, grants, and donations, provided they do not compromise its independence or reputation.
o Sponsorship agreements must be reviewed by the Fundraising & Finance Committee and approved by the Board.
o All sponsors and donors shall be properly acknowledged in reports, events, and communication materials.
5. Engagement Guidelines
o The Communications Officer shall oversee public relations and ensure all messaging reflects OVFCSCA’s mission and values.
o Members representing the Association in external events must uphold the Code of Conduct and present themselves as ambassadors of OVFCSCA.
o Collaborative community programs shall always highlight the contribution and leadership of Filipino Canadian seniors.
6. Conflict of Interest
o Members involved in partnership negotiations shall declare any conflict of interest in accordance with Article VIII (Code of Conduct).
o Partnerships that may unfairly benefit an individual or group at the expense of the Association shall not be pursued.
XI. Communication
1. Purpose
o The Association shall maintain clear, transparent, and timely communication with its members, partners, and the community.
o Communication shall strengthen engagement, promote programs, and safeguard the integrity of OVFCSCA’s message.
2. Official Communication Channels
o Newsletter: A periodic newsletter shall be issued to members containing updates on events, programs, financial reports, and community news.
o Email: The official OVFCSCA email account(s) shall be used for direct communication with members, partners, and stakeholders.
o Social Media: The Association shall maintain social media platforms (e.g., Facebook, Instagram, or other channels approved by the Board) to promote activities and engage the public.
o Website: If applicable, the Association’s website shall serve as a central source of official information, documents, and announcements.
3. Procedures for Announcements & Updates
o All official announcements must be approved by the President or the Communications Officer before release.
o Notices of General Membership Meetings shall be distributed at least fourteen (14) days prior via email, newsletter, and/or social media.
o Urgent updates (e.g., event changes, cancellations) shall be communicated immediately through email and social media.
o The Secretary shall ensure that meeting agendas, minutes, and key decisions are made available to members in a timely manner.
4. Responsibilities
o The Communications Officer shall coordinate internal and external communications, ensuring accuracy, professionalism, and alignment with OVFCSCA’s mission.
o Committee Chairs shall provide regular updates of their activities to the Communications Officer for dissemination.
o Only authorized officers may issue official statements on behalf of the Association.
5. Confidentiality & Privacy
o Personal data of members (e.g., contact information) shall be protected in accordance with Canadian privacy laws and shall not be shared without consent.
o Communications must respect confidentiality of sensitive matters, including financial and legal issues.
X. Appendices
1. Purpose
The Appendices form an integral part of the Constitution & Bylaws of OVFCSCA by providing supporting documents, charts, and references that illustrate the governance and operations of the Association. Appendices may be updated by the Board of Directors without requiring a constitutional amendment, provided the updates do not alter the fundamental governance structure.
I confirm that the above-named student has completed the listed volunteer hours in accordance with OVFSCA’s mission and values. The activities performed were eligible under the Ontario Ministry of Education’s community involvement guidelines.
I certify that I completed the hours listed above as part of my community involvement requirement. I understand that falsifying this form may result in disciplinary action by my school.
• Follow instructions from OVFSCA officers and committee chairs
• Refrain from any behavior that may harm the reputation or operations of OVFSCA
• Report any concerns or incidents to the Board of Directors
2. Liability Waiver
I understand that while volunteering, I am not covered by OVFSCA’s insurance for personal injury or property loss. I voluntarily assume all risks associated with my participation and release OVFSCA, its officers, and members from any liability.
3. Media Release
☐ I give permission for OVFSCA to use my photo or video image for promotional purposes.
☐ I do not give permission.
4. Agreement
I have read and understood the above waiver and code of conduct. I agree to abide by OVFSCA’s Constitution and Bylaws as they relate to volunteer conduct.
Signature: ___________________________
Date: _______________________________
Conflict
Resolution Protocol Form
1. General Information
• Date of Report: ______________________________________________
• Name of Person Submitting Report: _____________________________
• Position/Role:
• Contact Information:
2. Parties Involved
• Name(s):
• Committee/Group:
• Role(s) in Association:
3. Nature of Conflict
(Check all that apply)
☐ Interpersonal disagreement
☐ Miscommunication/misunderstanding
☐ Policy or procedural dispute
☐ Task or role-related conflict
☐ Other (please specify): _____________________________
Brief Description of the Conflict:
4. Incident Details
• Date(s) of Incident(s):
• Location:
• Summary of Events:
5. Impact of Conflict
(Describe how this conflict affects individuals, the committee, or the association.)
6. Steps Taken Toward Resolution
• Informal Discussion Held: ☐ Yes ☐ No
• Mediation Attempted: ☐ Yes ☐ No
• Facilitator/Neutral Party Involved: ☐ Yes ☐ No
• Actions Already Taken:
7. Proposed Resolution
(List suggested solutions, agreements, or next steps.)
8. Agreement Reached
• Resolution Achieved: ☐ Yes ☐ No
• Summary of Agreement (if applicable):
9. Follow-Up Plan
• Person Responsible for Monitoring:
• Follow-Up Date(s):
• Notes / Additional Comments:
10. Signatures
• Person Submitting Report: ___________________ Date: __________
• Other Party (if applicable): _________________ Date: __________
Ottawa Valley Filipino Canadian Senior Citizens Association (OVFCSCA)
Guest Waiver and Responsibility Agreement
As a member of the Ottawa Valley Filipino Canadian Senior Citizens Association (OVFCSCA), I acknowledge and understand the following terms and conditions when inviting a guest to any OVFCSCA event, activity, or gathering:
1. Guest Responsibility
I accept full responsibility for the safety, conduct, and well-being of any guest I bring to an OVFCSCA event. This includes ensuring that they are aware of and abide by the event guidelines and community values.
2. Food & Event Safety Disclaimer
I understand that many OVFCSCA events are volunteer-led, held outdoors, or hosted in noncommercial and non-licensed venues. Food served may be home-cooked and not prepared in a licensed kitchen. By bringing a guest, I acknowledge these conditions and accept that OVFCSCA cannot be held liable for any issues related to food safety, event setup, or guest experience.
3. Reporting of Concerns
Should any concern or issue arise before, during, or after the event, it is my responsibility to personally and respectfully contact one of the OVFCSCA leaders privately. All feedback, whether positive or negative, is welcome and will be treated with confidentiality and respect. We consider guest feedback to be an honor and an opportunity to grow as a community.
4. Contribution Requirements
Each member who invites a guest is responsible for either:
• Paying $10 per guest, or
• Bringing a reasonable food contribution to share with the group.
This helps support the sustainability and shared spirit of our community gatherings.
Exception: If a guest arrives unexpectedly or on the spot, we will graciously welcome and feed them, in keeping with our Filipino values of hospitality and inclusivity. However, we trust that members will do their best to inform the organizing team in advance whenever possible.
By signing below, I confirm that I have read, understood, and agree to the terms above. I take full responsibility for any guest I bring to an OVFCSCA event.
OTTAWA VALLEY FILIPINO CANADIAN SENIOR CITIZENS ASSOCIATION
Subject: $25 Membership Renewal Reminder
Dear
We hope this message finds you well.
www.ovfcsca.ca info@ovfcsca.ca 343 988 2217
This is a friendly reminder that your membership with OVFCSCA is due for renewal on . As a valued member of our community, your continued involvement plays a vital role in our mission to support and empower Filipino Canadian seniors and their families.
We are updating our membership records and would appreciate it if you could take a moment to confirm your intent regarding your membership status.
Please complete the following:
( ) Yes, I would like to remain an active member of OVFCSCA. ( ) No, I would like to cancel or not renew my membership.
Member Information (for verification):
• Full Name:
• Phone Number:
• Email Address:
• Address (if changed):
If you wish to remain a member, kindly confirm your continued interest and submit your membership dues by
You may submit this completed form via:
• Email: info@ovfcsca.ca
• In-person during our next meeting/event
• Mail to: 28 Stamford Private, Ottawa On. K1T3J4
And/ you can pay via:
E-transfer: payment@ovfcsca.ca
Cash Cheque address to: Ottawa Valley Filipino Canadian Senior Citizens Association (OVFCSCA)
If you have any questions or need assistance, please feel free to contact us at info@ovfcsca.ca or 343-288-2217 or 613-299-9948. To submit your mebership online, please visit our website at www.ovfcsca.ca
Thank you for being a part of OVFCSCA. We appreciate your involvement and support.
Warm regards,
OVFCSCA Management
This letter bears the official seal of OVFCSCA as a mark of its authenticity.
OVFCSCA
– Feedback Form
www.ovfcsca.ca ll info@ovfcsca.ca ll 343 988 2217
This form allows members of the OVFCSCA community to submit feedback, complaints, concerns, or report issues confidentially. You may choose to remain anonymous. All submissions will be handled with respect and confidentiality.
1. Submitter Information (Optional – leave blank if submitting anonymously)
• Full Name:
• Email Address:
• Phone Number:
2. Type of Complaint / Issue (Check all that apply)
[ ] Harassment or Bullying
[ ] Discrimination
[ ] Misconduct by a Member or Officer
[ ] Financial Concern
[ ] Violation of Constitution/Bylaws
[ ] Conflict Between Members
[ ] Event-related Issue
[ ] Other:
4. Date of Incident / Concern: / /
5. Location of Incident / Concern (if applicable):
6. Names of Persons Involved (if known):
7. Detailed Description of Complaint / Issue:
www.ovfcsca.ca ll info@ovfcsca.ca ll 343 988 2217
(Please describe the issue in as much detail as possible. Include relevant dates, people involved, and any actions already taken.)
8. Desired Outcome or Resolution:
(What would you like to see happen as a result of this submission?)
9. Supporting Documents or Evidence (if any)
Please attach files or indicate if you are willing to provide them later:
[ ] Documents Attached
[ ] Will provide if requested
[ ] Not applicable
10. Confidentiality Agreement
Your identity (if provided) will remain confidential and only shared with authorized OVFCSCA officers handling the issue. If you choose to remain anonymous, please understand that it may limit the extent to which we can investigate or respond.
Submit this form to:
□ • info@ovfcsca.ca , in person to any duly authorized and trusted OVFCSCA officer,
Or drop off/mail at: 28 Stamford Private Ottawa, ON K1T3J4
To submit your response online, please visit our website at www.ovfcsca.ca.
Date:
Officer/Board Member’s Name: Position/Title:
Subject: Formal Reminder Regarding Board Responsibilities and Attendance
Warm greetings from the Ottawa Valley Filipino Canadian Senior Citizens Association (OVFCSCA).
We extend our sincere appreciation for your service and for accepting the responsibility entrusted to you as a board member/officer of OVFCSCA. Your commitment and leadership play an essential role in advancing our mission and supporting our senior Filipino Canadian community.
However, it has come to our attention that you have been absent from several board meetings and have not fulfilled some of your assigned responsibilities. As a member of the board, consistent participation is not only expected but required under our Constitution and Bylaws.
Please be reminded that, as per OVFCSCA policy, three (3) consecutive unexcused absences from board meetings or official functions constitute grounds for dismissal from your position. Absences without prior communication or valid explanation are automatically recorded as unexcused.
We understand that unforeseen circumstances may arise. If there are personal, health, or professional matters affecting your ability to continue in your role, we kindly ask that you notify the board directly. We are open to dialogue and support, should you need to temporarily or permanently step back from your duties.
This letter is not intended to offend or be taken personally, but rather to serve as a formal reminder of your obligations to the organization and our community. In the event that no communication is received and attendance issues continue, we will be required to proceed with an emergency vote to appoint a replacement who can continue the work and responsibilities of your position.
We remain grateful for the work you have contributed thus far and sincerely hope for your understanding. Your response and clarity on your status will be appreciated at your earliest convenience.
With respect and kind regards, OVFCSCA
Management
OVFCSCA Officer Evaluation Form
Empowering Seniors. Celebrating Heritage. Building Community.
Officer Being Evaluated: ___________________________ Position: ___________________________
• Medical conditions: _________________________________________________
• Current medications: _______________________________________________
• Physician’s name and contact info: ___________________________________
• Health insurance provider and policy number: __________________________
Refund Policy
• 100% Refund – if cancellation is made at least 3 weeks before the trip date, or if a valid reason (e.g., medical/family emergency) is provided with documentation.
• 50% Refund – if cancellation is made at least 2 weeks before the trip date, unless a valid reason is provided (then full refund may apply).
• No Refund – for cancellations made less than 2 weeks before the trip date without a valid reason.
• Approved refunds will be processed within 10–15 business days
Photo/Media Waiver
By signing this form, I acknowledge and agree that photographs and/or videos may be taken during the trip. I grant OVFCSCA full rights to use these images for marketing, promotional, or communication purposes in print, digital, or social media platforms. I understand that no compensation will be provided for the use of these materials.
Acknowledgement
I, the undersigned, acknowledge that I have read and understood the terms of payment, refund policy, liability waiver, photo/media waiver, and have provided accurate medical information.
Signature: ___________________________
Date: ________________
www.ovfcsca.ca info@ovfcsca.ca 343 988 2217
OVFCSCA – Meeting Agenda Date: Time: Location: Meeting Type: [Board Meeting / General Assembly / Special Meeting, other/s___________
