Revised September 2025 · Updated 16 August 2026
Official Handbook
May 2025
This handbook is used as operational guidelines for all members and is a compilation of NOAA mandates and objectives, bylaws, executive and director responsibilities, convenor duties, club representative responsibilities, motions in effect, the Visiting Artist Program, and guidelines for the NOAA Annual Juried Exhibition.
Table of Contents
Section 1
Purpose of the Handbook
NOAA objectives, Articles of Incorporation, and mandate.
Section 2
Bylaw #1
Articles 1–11 covering membership, banking, executive structure, meetings, directors' tenure, fees, exhibitions, amendments, and the corporate seal.
Section 3
Executive, Directors & Convenors — General Info
Terms of office, the nominating committee, the Bulletin Featured Artist selection, and a list of all convenor positions.
Section 4
Executive & Director Duties
Detailed responsibilities for the President, Vice-President, Past President, Secretary, Treasurer (including accounting procedures, membership fees, insurance, and sponsorship packages), and Directors.
Section 5
Convenor Duties
Duties for the Host Awards Person, Bulletin Convenor, Cobalt Artist Colony Convenor, Grant Person, Handbook Convenor, Letters & Pins Convenor, Tour Scheduling Convenor, Website Convenor, Archive Person, and Facebook Person.
Section 6
Club Representative Duties
Juried exhibition coordination, sending entries, hosting the touring show, attending the AGM, maintaining membership lists, digital submission instructions, and crate shipping directions.
Section 7
Motions & Recommendations
All motions passed at the 69th AGM, Sudbury, 6 September 2025, including membership fee, entry fee, jurying format, and Featured Artist program changes.
Section 8
Professional Development
The Visiting Artist Program (VAP) — subsidy process, guidelines, and application; and the Featured Artist Program criteria and selection process.
Section 9
Annual Juried Exhibition Guidelines
Complete hosting guidelines: dates and times, budget, selecting jurors, forms preparation, securing awards, receiving entries via Google Drive, the jurying process, tour brochure, packing crates, painting sales, rules of entry, and artwork handling.
Section 1
Purpose & Objectives
On 19 October 2023 the new Ontario Not for Profit Corporation Act (ONCA) came into effect. Each not-for-profit corporation's bylaws must comply with the new rules. Letters Patent are now called Articles of Incorporation. CRA # 893418764 RR0001.
Articles of Incorporation — Objects
- To encourage original art and the appreciation of the work of artists
- To further art education in northern communities
- To purchase works of art
Section 2
Bylaw #1
As amended Sept. 18, 2004
Article 1
Membership
Members shall include all affiliated clubs in good standing, represented at meetings by a Club Rep.
Article 2
Banking
All funds kept in a Chartered Bank or Credit Union. Disbursements by cheque, signed by any two of: Treasurer, President, Secretary, or an approved NOAA member.
Article 3
Executive & Directors
Consists of the President, Vice-President, Past President, Secretary, Treasurer, and four elected Directors — collectively the Board of Directors.
Article 4
Duties
President presides at all meetings and casts the deciding vote in a tie. Vice-President presides in the President's absence. Secretary keeps accurate records. Treasurer maintains financial records, audited annually.
Article 5
Meetings
Annual General Meeting (AGM) in September. Quorum: one-third of members including the President and/or Vice-President. Notification must be sent at least one month prior.
Article 7
Directors' Tenure
Directors elected for a maximum of two consecutive four-year terms. Must have prior NOAA experience as a Club Rep or executive.
Article 8
Fees
Membership fees determined each year at the AGM. Club membership fee: $20.00 per member, due January 31.
Article 9
Exhibitions
At least one NOAA exhibition circulated each year, consisting of original works of art.
Article 10
Amendments
Bylaws may be amended at the AGM by two-thirds of voting members present, provided notice was given to each member club at least three months prior.
Section 7
Motions & Recommendations
69th AGM · Sudbury
6 September 2025
Motion 2
That the annual membership fee be raised to $20.00 per member starting for 31 January 2026.
Motion 3
That the NOAA Handbook Revised May 2025 be adopted as the Official Handbook of NOAA.
Motion 4
That the entry fee for the Annual Juried Show be raised to $30.00 effective for the 70th Annual Juried Show.
Motion 6
That going forward it will be the choice of the hosting club to decide whether jurying is in person or digital.
Motion 7
That the date for submissions for the Featured Artists be 30 November of each year and that there be two Featured Artists recognized each year.
Section 9
Rules of Entry
Annual Juried Exhibition
No Themes
There are no themes ever for NOAA exhibitions.
Eligible Media
Photography and sculptures are not accepted. Photographs used as part of a two-dimensional collage are accepted. Quilt scenes and fabric landscapes are accepted. Diptychs and triptychs are accepted as one work if joined together.
Time Frame
All work must have been done within the last three years, produced without the assistance of instruction.
Originality
Work must not be a copy in part or as a whole of another's drawing, painting, or photograph. Your own photographs may be used as reference. Manipulative photographic images in collage are accepted.
Size Limit
Paintings must not exceed 33" × 38" framed. Any painting exceeding this size will be withheld from the jurors.
Framing
Entries must be presented so the image, mat, and frame are a coherent, presentable unit. Framed pieces must have a hanging wire secured 1/3 of the way down. Stretched canvas may be submitted without extra framing if the edge forms an integral part of the painting.
Pricing & Commission
NOAA takes 10% commission on sales. The club or gallery exhibiting the piece at the time of sale may also take their standard commission. Minimum suggested price is $150. A painting marked for sale must remain at that price throughout the tour.
NOAA Labels
NOAA labels are available online and must be affixed to each submission, filled out completely and signed. Specify on the label if there is glass or plexiglass on the frame.
Entry Deadline
Entry fees ($30.00 per member) and Form 2 must be received by June 30. Membership fees ($20.00 per member) are due by January 31.
Section 9
AGM History
1990 – present
Questions about the handbook? Contact the NOAA executive at [email protected] or [email protected]