Ottawa Naturists / Naturistes de l’Outaouais

Policies

Index of Policies

Policy No. 1 – Naturist Etiquette

Policy No. 2 – Responsibilities

Policy No. 3 – Authorities

Policy No. 4 – Privacy

Policy No. 5 – Sexual Harassment

Policy No. 6 – Photography

Policy No.7 – Complaints Resolution

Policy No. 8 – Fees

ON/NO Policy No. 1 – Naturist Etiquette

01.01 Policy

It is the policy of ON/NO to abide by the principals of naturist etiquette.

01.02 Background

It is impossible to put all the requirements of good naturist etiquette into this document, but members must take it upon themselves to learn what is acceptable and what is not and if in doubt, ask a member of the Board. Moreover, one should be aware that in the naturist world (not unlike in the clothed world) there is no universally agreed standard of etiquette and what is acceptable conduct for one naturist organization may not be acceptable for another. To become fully informed, talk to naturist friends and acquaintances, do some outside reading. Be open and above board with people when interacting in a naturist setting. But above all, if in doubt about proper behaviour in a situation, err on the side of
caution. The following items depict only the most important points.

01.03 Other Clubs and Beaches

Members must at all times respect the rules of other naturist clubs and beaches that they visit. Remember that the reputation of the Club depends on members’ behaviour, and if we lose our reputation, we will not be able to book facilities or landed clubs for our events.

01.04 Swimming Pool and Naturist Etiquette

New members have mentioned in the past that they are sometimes unsure about some areas of proper etiquette at an ON/NO swim. Most naturist etiquette is common sense and is in many ways similar to etiquette elsewhere but a reminder could save some embarrassing moments!

The Golden Rule is to always bring a personal towel and use it every time to sit down on chairs, in the sauna or wherever.

We are a naturist club and our events are naturist, and at those times being clothed is traditionally not optional. There are lots of other opportunities to wear a swimsuit at other pool times if desired.

Cameras of any sort, including video, cellphones and the like are not permitted. Please keep cell phones stored out of sight and do not use in the pool or change room areas.

Be responsible for the supervision and actions of children and guests.

We value our relationship with the pools and their lifeguards so don’t ask the lifeguards to join us. To do their important job, they must be easily identified and are not permitted to be out of uniform.

Some naturists may be reticent about disclosing details such as last names, occupation or place of residence. Please respect the privacy of others.

Aggressive or provocative behaviour, or overt sexual activity are unacceptable and will not be tolerated.

Erections may occur naturally, but are rare at naturist events. Proper etiquette is to cover up with a towel or turn over. If you don’t think about it, it will likely never be an issue.

Speak up for the etiquette standards. If someone may have overlooked something, a friendly reminder can avoid awkward situations.

Naturism can be life changing! Enjoy and have fun. If there are any questions, don’t be afraid to ask co-members for advice. In particular, Board members are available to assist and can be identified by the blue bracelets that they wear.

ON/NO Policy No. 2

02.01 Policy

It is the policy of ON/NO that the responsibilities of the Club Officers, Directors and Agents be as described in this document and in accordance with the Act.

All Directors and Officers are responsible for adhering to and enforcing the Club’s articles, by-laws and any policies in place.

02.02 Position Description of the Chair

• Preside at Board and Member’s meetings

02.03 Position Description of the President

Role Statement

The Chair of the Corporation also serves as its President and in this role shall be responsible for implementing the strategic plans and policies of the Corporation. The President shall, subject to the authority of the Board, have general supervision and administration of the affairs of the Corporation. Be the main spokesperson on behalf of the club

Responsibilities

Agendas

Establish agendas aligned with annual Board goals and disseminate the agendas in a timely manner. Ensure meetings are effective and efficient for the performance of governance work. Ensure that a schedule of Board meetings is prepared annually.

Representation

Represent ON/NO at FCN meetings and other association meetings as required.

Reporting

Report regularly to the Board on issues relevant to its governance responsibilities. Ensure annual reporting required by the Act is complete, copies maintained on file and submitted in a timely manner;

Prepare an Annual Budget

The President shall prepare an annual budget to ensure sound financial planning for the club. The proposed budget shall be presented to the Board for approval and the Board may make changes as necessary to the proposed budget.

Board Conduct

Set a high standard for Board conduct and enforce policies and By-laws concerning Director and member conduct. Serve as a mentor to other Directors. Ensure that all Directors contribute fully. Address issues associated with underperformance of individual Directors.

Succession Planning

Ensure succession planning occurs for Directors.

Committee Membership

Serve as ex-officio member on any Board committees.

02.04 Position Description of the Vice President

Role Statement

Perform the duties of the President if the President is absent or is unable to do so.

Act as the Corporation’s Privacy Officer; and

Assist the President as requested.

02.05 Position Description of the Treasurer

Role Statement

The treasurer works collaboratively with the president to support the Board in achieving its fiduciary responsibilities.

Responsibilities

Responsibility for Funds

The treasurer shall have responsibility for the funds and securities of the Corporation and shall keep full and accurate accounts of all assets, liabilities, receipts and disbursements of the Corporation in the books belonging to the Corporation and shall deposit all monies and other
valuable effects in the name and to the credit of the Corporation in such chartered bank or trust company as may be designated by the Board from time to time.

The treasurer shall disburse the funds of the Corporation as may be directed by proper authority taking proper vouchers for such disbursements, and shall render to the President and directors at the regular meeting of the Board, or whenever they may require it, an accounting of all the transactions and a statement of the financial position, of the Corporation. The Treasurer shall work with the person who conducts the annual Fiscal review to provide all necessary documents for the annual reporting. The Treasurer shall assist the President in preparation of the annual
budget by providing any necessary financial reports. The treasurer shall also perform such other duties as may from time to time be directed by the Board.

Board Conduct

Maintain a high standard for Board conduct and uphold policies and By-laws regarding Directors’ conduct, with particular emphasis on fiduciary responsibilities.

Reporting

Report to the Board or the members at regular meetings any significant financial transactions, as well as the overall financial situation of the Club.

Financial Statement

Present to the Members at the annual meeting as part of the annual report, the financial statement of the Corporation approved by the Board together with the report of the person who has conducted the review engagement.

02.06 Position Description of the Secretary

Role Statement

The secretary works collaboratively with the President to support the Board in fulfilling its responsibilities.

Responsibilities

Document Management

• Ensure the proper recording and maintenance of minutes of all meetings of the Corporation and the Board.
• Attend to correspondence on behalf of the Board.
• Have custody of all minute books, documents, registers and any seal of the Corporation and ensure that they are maintained as required by law.
• Ensure that all reports are prepared and filed as required by law or requested by the Board.

Meetings

Give such notice as required by the Act and By-Law of all meetings of the Corporation, the Board and Board committees. Attend all meetings of the Corporation and the Board.

02.07 Other Management Roles and Responsibilities

These roles and responsibilities may be assigned and delegated to Directors, Agents, or committees when and as required by the Board.

02.07.01 Communications

• Work with the President, act as main media contact for Public Relations;
• review, redirect and respond to incoming e mail; and
• manage advertising campaigns approved by the Board.

02.07.02 Membership

• Keep an up to date list of the names and contact information of the Members;
• receive and process all applications for membership;
• issue provisional, new or renewal membership cards to members; and
• forward all monies and cheques received to the Treasurer.

02.07.03 Outaouais

• Maintain a bilingual capability;
• be available to answer questions of concern from the French speaking members;
• act as liaison between these members and ON/NO Board of Directors; and
• act as primary contact with the FQN.

02.07.04 Pool Liaison / Co ordination

• Administer all pool events;
• ensure the activities operate as established by the Board;
• submit each session’s statistics to the Board;
• forward all admission fees to the Treasurer;
• subject to Board approval, optionally delegate various tasks and duties necessary for the proper management and supervision of pool activities;
• locate and negotiate for new pool locations as needed;
• make pool reservations and negotiate rental fees, subject to the Board’s direction; and
• as approved by the Board, sign the pool contracts on behalf of ON/NO.

02.07.05 Social Convenor

• Administer or, subject to Board approval, delegate the administration of preparation and clean up for social and recreational activities at all Club events;
• solicit and co ordinate volunteers for preparation and clean up for social and recreational activities at all Club events; and
• solicit ideas, and generate proposals and plans for new types of Club events and activities.

02.07.06 Web Administrator / Tech Manager

• Design and maintain ON/NO’s web page;
• manage and maintain ON/NO social media accounts;
• update events page and forward all email queries to the appropriate individuals;
• manage all aspects of technology, licences, and related for telecommunications access to Board and Member meetings.

02.07.07 Newsletter Editor

• Produce, edit, arrange translation, and distribute the regularly scheduled bilingual newsletter; and
• subject to Board approval, optionally delegate the proof reading, production and distribution of the newsletter.

02.07.08 Translation

• Translate, review, manage translation of Club documents and newsletters as required between English and French.

ON/NO Policy No. 3 – Authorities

03.01 Policy

It is the policy of ON/NO that the Club be managed in accordance with any legislation, the Club Articles, By-law and policies and with the details in this document regarding the management authorities of the various elements of ON/NO. While there may be other legislation that impacts the Club, the main one for regular activity is the Ontario Not-For-Profit Corporations Act C15 2010 (The Act).

03.02 Board of Directors

• Assign Roles from the Responsibilities Policy to Directors, Members or Agents as required;
• conduct the day-to-day operation of the Club;
• direct the organization of Club events and meetings;
• appoint and replace Officers or committees to organize events and conduct other business;
• authorize expenditures to a limit established by a vote of the members to cover social events and other expenses per the By-law;
• restrict or expand the authority of individual Directors and Officers; and
• make changes to the By-law, Policies and rules as necessary and in compliance with the Act.

Note: Expenditure authorization limits proposed by the Board for the Board and for individual Directors must be approved by a majority vote of the Members.

03.03 Any two of the President, Vice President, Secretary or Treasurer

Conditional on the two individuals not being in a personal or business relationship and provided they are of legal age:

• sign cheques on behalf of ON/NO; or
• sign contracts and other documents on behalf of ON/NO.

03.04 Individual Directors

• Authorize expenditures to a limit established by a vote of the members per the By-law.

03.05 Members at any members’ meeting

• Authorize, by a majority vote, expenditures in excess of the Board limit and the individual Director limit.

03.06 Members at the Annual Meeting

• elect Directors; and
• make ultimate decisions within the Club, by majority, in regard to By-law, Policies and rules and orientation of ON/NO as well as its method of operation.

03.07 Authorization limits

As of the implementation date of this Policy, the approved spending limits as approved by members at the 22 October 2015 AGM are:

• Individual Directors- $250
• The Board as a whole – $600
• The Pool Co-ordinator is delegated authority for expenditures up to $4,000 per contract.

ON/NO Policy No. 4 – Privacy

04.01 Policy

As a not-for-profit corporation ON/NO is not normally subject to the provisions of the Personal Information Protection and Electronic Documents Acts (PIPEDA). It is, however, the policy of ON/NO that the privacy of personal information be protected in accordance with the act and the provisions of this document.

04.02 Purpose of Information Collection

For purposes of ON/NO operations and to provide members with information on ON/NO business and activities, ON/NO requires certain limited information from its members. Specific examples of such purposes include managing admission to events and the sending of membership renewal notices, announcements for events, notices and voting for Members’ meetings, ON/NO information and newsletters.

By signing the membership form, members agree to the collection of this information for ON/NO use.

04.03 Security and Safeguards

The information provided will be used solely for the purposes of ON/NO operations and to provide members with information on ON/NO business and activities. It will be available only to ON/NO Directors and Agents as required to fulfill ON/NO functions.

Details of membership will not be shared either to other ON/NO members or outside ON/NO. From time to time ON/NO is asked by Naturists Associations such as the Federation of Canadian Naturists (FCN) to confirm ON/NO membership of a person/s applying for association membership. These questions are answered by just ‘Yes’ or ‘No’, no other details will normally be released.

This clause shall be interpreted in conjunction with the provisions of the Policy on Complaints Resolution as amended from time to time.

04.04 Consent and Withdrawal Thereof

Consent for ON/NO to keep personal information of members will be renewed each year on the membership renewal form. Consent may be withdrawn at any time and that will also be the termination of membership. Lapsed membership constitutes implied withdrawal of Consent. All lapsed information will be moved to “Inactive Status” and separated from active records. After six (6) years, outdated personal information will be purged from the records of ON/NO.

If Consent is specifically withdrawn by written notice, personal information will be purged without delay from ON/NO records, except for cases where the club has terminated membership for cause and the member’s name shall be retained on the Blacklist.

04.05 Individual Access

The Board of Directors of ON/NO will provide individuals with access to their personal records within thirty (30) days of receipt of a written request.

04.06 Complaints

One Director will be assigned the role of Privacy Manager. Any and all complaints will be dealt with promptly and in strict confidence by The Board.

ON/NO Policy No. 5 – Sexual Harassment

05.01 Policy

It is the Policy of Ottawa Naturists/Naturistes de l’Outaouais ON/NO that Sexual harassment has no place in naturism and is not tolerated at ON/NO events.

05.02 Background

ON/NO does not presume to prohibit mutually accepted, affectionate gestures in public nor to govern the acts of consenting adults in private.

However. peace of mind and body for men, women, and (especially) children is most important in a clothes-free environment. Naturism should be an enjoyable experience for everyone. ON/NO expects its members and guests to treat each another with dignity and respect.

Sexual harassment, as defined below, can result in expulsion, revocation of membership and, where warranted, could lead to criminal prosecution.

05.03 Unacceptable Behaviour

The following are considered to be unacceptable behaviour in general and particularly at ON/NO events:

• persistent staring, stalking, or following
• voyeuristic positioning
• crowding of personal space
• masturbation or other sexual acts or displays
• any aggressive acts or threatening body language
• unauthorised photography / videography.

05.04 Unwelcome Communications

• any unwanted advances, remarks, suggestions, solicitations, propositions, gestures, threats, ridicule, innuendo or comments of a crude, racial or sexual nature (especially when directed toward obviously unwilling or underage persons)
• persistent attempts to engage another person in clearly undesired conversation
• unsolicited comments about a person’s body or genitalia.
• continued communications after expressions of unease by the other person

05.05 Unpermitted Touching

• any presumptuous touching of another person’s body without their consent (including hugs, massages or other familiarities)
• any intentional touching of a minor, other than in a situation that is to mitigate a safety risk for the minor, without parental consent
• ANY public fondling of a sexual nature.

05.06 How to Deal with an Incident

ON/NO members and guests are urged to help maintain our relaxed, family, atmosphere by reacting, in a timely manner, to any situation they feel is unacceptable by the above definitions.

The appropriate procedures for dealing with an incident are described in the Complaints Resolution Policy.

Complaints are responded to and investigated without delay. Confidentiality is always respected.

ON/NO Policy No. 6 – Photography

06.01 Policy

In order to respect everyone’s privacy and comfort, it is the Policy of ON/NO that the use of cameras and video recorders is not permitted at any ON/NO nude functions and activities unless approved in advance.

06.02 Requirements

This Policy applies at any of:

• Closed event – an event organized and supervised by ON/NO in which ON/NO has total control (i.e., rents the facility and only ON/NO members and their guests are present).
• Open event – an event organized and supervised by ON/NO and held at a venue where ON/NO members are not the only persons present.
• Member initiated event – an event organized by a member and held at a private residence or public space (hike, group visit to a nude beach). Such events are not supervised by ON/NO Board Members as would be the case with “closed” and “open” events.

06.03 Photography at Closed Events

All photos require permission by at least three (3) members of the Board, and a Board member must accompany the photographer. Consent must be provided by anyone to be photographed before the photo is taken.

If officially sanctioned photos are needed, an official photographer will be assigned by the Board and will be accompanied by a Board member. Each situation, if possible, shall be well publicized prior to the event, with a time frame being specified. In all cases of private or officially sanctioned photography, a loud and clear verbal warning shall be given immediately prior to the photo session. To ensure communication for group photos, a show of hands shall be used to indicate the subjects’ approval. This will ensure that no one is photographed without his or her knowledge and consent. The Club shall strictly uphold the principle that no photos will ever be shared outside the Club without the subjects’ permission.

In the case of officially sanctioned photography by a non member, for example a naturist press or general press photographer, the Board shall obtain a written agreement between the Club and the photographer prior to the event, specifying the permitted uses of the photos.

06.04 Photography at Open Events

In the case of open events, private photography is permitted in accordance with the rules of the landed club or other venue, but you must first obtain permission of anyone being photographed.

06.05 Photography at Member Initiated Events

In the case of member initiated events, private photography is permitted at the discretion of the event organizer. Before taking photos, attendees must obtain the permission of the event organizer as well as anyone being photographed.

06.06 Use of Photographs

If pictures are taken at an ON/NO nude function or activity, before publishing them or using them outside the Club, a signed written model release must be obtained from the subject(s) that spells out what uses are allowed with the pictures. If the subject is a minor, the release has to be signed by a parent or guardian, or by the child with an attached permission signed by the parent. And it is the photographer’s responsibility to ensure that all activities are within the law.

Even in the case of non nude ON/NO functions and events, the privacy of those who do not wish to be photographed, and those who do not want their photograph used outside of ON/NO must be respected.

For further clarity, distribution or sharing on any social media platform is prohibited without specific written consent by the subject(s).

ON/NO Policy No.7 – Complaints Resolution

07.01 Policy

It is the policy of ON/NO that complaints of inappropriate behaviour in violation of Policy shall be managed and resolved in a structured and formal process as described below.

07.02 For an incident at an event

Any club member who finds another club member’s conduct offensive should first talk with that other club member if they are comfortable doing so and ask that the behaviour stop. Any club member who has a concern should also notify a Board member immediately.

The Board member will contact at least one other Board member, ideally the President, and attempt to confirm what occurred.

The two Board members, will speak with the identified offender privately.

If the incident cannot be confirmed, the Board members will notify the possible offender that they will be monitored and monitoring will be done by all Board members present at any event. The person who identified the incident will be informed.

If the incident is confirmed, the Board members will take one of the following actions and notify the offender: warn the offender that he/she has done something inappropriate, or evict the offender from the current event and note they are warned against further incidents, or permanently remove the member and black list them from future membership. The person who identified the incident will be informed.

07.03 Member under possible legal investigation

Any club member who has good reason to believe another club member is under legal investigation, for anything of a sexual nature should notify a Board member immediately.

The Board member shall report the concern to the Board and the President or delegate will privately contact the possible offender preferably by phone or by mail if necessary.

The possible offender will be notified of the concern and will be required to provide a clear Vulnerable Sector police report before they can attend any further events.

If the identified club member provides a clear police report, they will be allowed to resume attending events and the club will reimburse the cost of having the police report done. The intent is that if the club suspicion was unfounded and the identified club member is cleared by police, that person should not be out of pocket for having been accused in error. The identified club member will be notified.

If the identified club member provides a police report that is not clear, they will be blacklisted and be notified that their membership is cancelled. 

07.04 Records

Records will be maintained of procedures carried out and results.

There will be 3 lists maintained permanently:

1. an Investigative suspension list including the outcome of the investigation;
2. a Blacklist; and
3. (for prospective members rejected during the membership application process) a Rejected applicant list stating why the application was rejected.

The names of Club Members or rejected applicants who are on any list shall be kept confidential within the Board and be available only to those Board members who have access to the membership list.

07.05 Requests for information

If another club indicates it has received an application from someone on the ONNO blacklist or rejection list, it will be indicated to that club that the person has been blacklisted or rejected and that the information is to be kept confidential.

ON/NO Policy No. 8 – Fees

08.01 Policy

It is the policy of ON/NO that membership fees and admission fees at events be administered in accordance with the following provisions.

08.02 Membership fees

• The annual membership fee is as determined by Board and member resolution, and is subject to the following special provisions which apply to new memberships and the reactivation of lapsed memberships:
• Prior to February 1: Full annual membership fee
• On or after February 1: Half price
• On or after April 1: Purchase a membership for the following year and receive a membership for the balance of the current year free

A day fee (in addition to the event fee) of $5 per event is payable by guests after the first visit and holders of lapsed ON/NO memberships.

Members are granted a two-month grace period (until October 31) to renew their memberships after which their membership lapses and becomes inactive. Inactive members may attend events only by payment of the day fee or by reactivation of their membership through payment of the applicable membership fee. Board members and curtain volunteers pay the regular ON/NO admission fee.

Membership fees were confirmed by members at the 24 Oct, 2013 AGM.