Old Ottawa South

Approved: April 2008

To clarify the roles and responsibilities OSCA Board members and Committee Chairs with respect to the hiring of contractors and employees.

1. The terms and conditions under which all contractors and employees are engaged by OSCA are ultimately the responsibility of the OSCA Board.

2. The terms and conditions of the employment of the OSCA Executive Director shall be approved by the Board, as shall be the Executive Director’s annual appraisal and salary, both on the recommendation of the President. The search for, and hiring of, an Executive Director should be carried out by a search committee appointed by the Board and chaired by the President. The Executive Director serves the Board and is accountable to it through the President who acts as the executive director’s day-to-day supervisor.

3. As the publisher of OSCAR, the terms and condition of the contract engaging the services of the Editor of the OSCAR newspaper shall be approved by the Board. A search committee appointed by the Board, a minimum of two members of which must be Board members, will find a suitable contractor to provide editorial services. The terms and conditions of the contract for editorial services, the fees to be paid under the contract, including any performance payments, shall be recommended to the Board for approval by the search committee. Early termination, or the renewal of the editorial contract at the end of its term must be approved by the Board on the recommendation of the Executive Committee. The relationship between the Board as Publisher and the OSCAR Editor is set out in a separate Board approved policy directive. The Editor of OSCAR is responsible for engaging contractors to provide editing, production, distribution and advertising sales services and for contracting all other services and supplies consistent with the annual budget and plan approved by the Board.

4. The terms and conditions of all employment or service contracts for the Program Committee shall be the responsibility of OSCA Program Committee, consistent with the Board approved budget for that committee. Hiring of staff and awarding of contracts shall be the responsibility of the committee, or a City of Ottawa staff member designated and guided by the committee who supervisees programming at the Old Ottawa South Community Centre. Any issues respecting early termination or renewal of service contracts or of staff shall be approved by the committee. The committee may refer difficult issues with respect to contract terminations or renewals to the Executive Committee or to the Board.

5. The Finance Committee shall be responsible for the terms and conditions of the contract providing bookkeeping services for OSCA and OSCAR and determining the awarding, renewal or early termination of such a contract. The Finance Committee shall report on its decisions with regard to contracting book-keeping services to the Board, as expeditiously as possible.

1. Personal service contracts approved by the Board shall be signed by two signing officers of the Board. Personal service contracts duly authorized by committees should be signed by two committee members, one of whom shall be a Board member.