Minutes of a Board of Directors Meeting

Minutes of a Board of Directors Meeting Held on 30 Oct 2018 Prepared by Sandy McQuarrie, Association Secretary Reviewed by Jim Cox Chair of the Board

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The Association’s Board of Directors Table of Contents Item I. Opening of the Meeting ................................................................................................ 5 A. Call to Order ..................................................................................................................... 5 B. Roll Call ............................................................................................................................ 5 C. Established ....................................................................................................................... 5 D. Approval of the Agenda .................................................................................................... 5 E. Approval of Previous Minutes .......................................................................................... 5 Item II. Board Reports ............................................................................................................... 5 A. Financial Reports ............................................................................................................. 5 B. Membership Report ......................................................................................................... 6 C. Chair's Report .................................................................................................................. 6 D. Promoting a Unified Regimental Spirit ........................................................................... 6 E. History and Heritage ........................................................................................................ 6 F. Reports from Other Directors ...........................................................................................7 G. Executive Director's Report ............................................................................................. 8 Item III. Business Arising from Minutes and Old Business ........................................................ 8 Item IV. New Business ................................................................................................................ 8 A. Approvals ......................................................................................................................... 8 B. Consideration of Population and Consolidation of the Executive Secretariat................. 9 C. Consolidation of Association Financial Practices ............................................................ 9 D. Consideration of Board Guidance to the Chair of the Association's Position on REC and Senate Agenda Items .................................................................................................................. 9 E. Membership Cards ........................................................................................................... 9 F. Depositing Membership Dues in The RCR Trust ............................................................ 9 G. Consideration of Moving AGM Sponsorship Amongst the Branches .............................10 H. Promulgation of SOPs .....................................................................................................10 Item V. Adjournment and Next Meeting ..................................................................................10 Page 3 Minutes 30 October 2018

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The Association’s Board of Directors The RCR Association 1 Minutes of the Board of Directors Meeting 30 October 2018 Item I. Opening of the Meeting A. Call to Order 1. The Chair called the meeting to order at 1900 hours. B. Roll Call 2. The Secretary called the roll and established that 11 Directors were in attendance. 3. In attendance:  Jim Bruce;  Jim Cox;  Jim Davis;  Jim MacInnis;  Sandy McQuarrie;  Bob Near;  Rick Reid;  Don Riley;  Jim Simms;  Denis Thompson; and  Jim Thomson. 4. Absent: Iain MacLean. C. Established 5. The Chair declared that a quorum was present. D. Approval of the Agenda 6. The Chair asked if there were any omissions or additions to the agenda. It was moved by Jim MacInnis, seconded by Don Riley, that the agenda be approved. The motion carried by consensus. E. Approval of Previous Minutes 7. The Chair asked if there were any omissions or additions to the Minutes of the last Board meeting held on 4 August 18. It was moved by Rick Reid, seconded by Jim Simms, that the previous Minutes be approved. The motion carried by consensus. Item II. Board Reports A. Financial Reports 8. The Treasurer presented the following reports:  a Budget Report dated 29 October (attached as Annex A); and 1 This meeting was conducted by teleconference. Page 5 Minutes 30 October 2018

The Association’s Board of Directors  an Income Statement dated 29 October (attached as Annex B). 9. The Treasurer also stated that the balance of funds in the bank was $12,730.02. B. Membership Report 10. The Secretary stated that the Member365 application shows that the number of active members totals 492. The breakdown is:  Life Members ............... 299; and  Regular Members ........ 193. 11. He also reported that efforts are underway to encourage former PUMs \"missing in action\" to sign up. An initial email (text of email attached as Annex C) was sent to 487 known email addresses last Thursday and by Sunday, about 20 more Association members had joined. C. Chair's Report 12. The Chair reported that he had distributed an email with his report prior to the meeting. The summary of his report included his efforts to brief senior appointments that included;  the CoTR;  Joe Aitchison, the Chair of the Honorary Advisory Council; and  John Vass, the Chair of the REC. 13. He stated that he would seek to provide the same brief to the Senior Serving Royal Canadian and to other senior regimental officers. 14. He also identified the following dates for key regimental events:  26 Nov – REC Meeting in Petawawa;  29 Nov – Trust Meeting in Kingston; and  13 Dec – Senate Meeting in Petawawa. 15. A copy of his report is attached as Annex D. D. Promoting a Unified Regimental Spirit 16. Rick Reid, the Director overseeing this strategic program reported that he had:  contacted the Branches to get the names and contact details of the Branch executives;  requested a list of ERE Mentors so that he can advise the Branches of their names; and  initiated efforts to form a Standing Outreach Committee, so far with Hardy Wheeler as one member. 17. A copy of his report is attached as Annex E. E. History and Heritage 18. Jim MacInnis, the Director overseeing this strategic program, submitted a report which is attached as Annex F. His remarks focussed on four key points:  Efforts to establish a Standing History and Heritage committee;  Preservation of the Regimental Memorial;  Acquiring an Afghanistan memorial; and Page 6 Minutes 30 October 2018

The Association’s Board of Directors  Archeological concerns over the digging up of Officers' Square in Fredericton. 19. Don Riley asked if the Association was helping with fund-raising for \"Frog's Hollow\" in front of Wolseley Hall. Jim MacInnis explained that it was a Museum initiative and that we should respect that effort. 20. Jim Bruce raised the problem of The RCR Gate in Halifax. Jim MacInnis stated that he would add it to his project list. 21. Denis Thompson questioned the public commitment to maintain these items and ask if DND had been approached. (Secretarial response: DND has not been approached, but will be, in due course as the projects are pursued.) F. Reports from Other Directors 1. Jim Simms 22. Jim Simms, the Director overseeing stewardship and strategic planning, stated that his intention was to focus on the effort necessary to update the Strategic Plan and that he would be in contact with the Executive Director early in November. 2. Jim Davis 23. Jim Davis, President of the Kingston Branch, reported that the Op Husky 75 events had been a great success, especially with the installation and dedication of a large marble slab commemorating LCol Crow and Maj Pope. He indicated that Op Husky 80 is in the initial planning stages and that he wanted to make sure that the occasion would be considered in the Association's planning. 3. Denis Thompson 24. Denis informed the Board that he had visited the Last 100 Days Exhibition in the Canadian War Museum and encouraged all to visit. He added that he felt the exploits of The RCR during the campaign had not been sufficiently portrayed. 4. Bob Near 25. Bob Near, President of the Ottawa Branch, stated that the Ottawa Branch had:  conducted a successful AGM at which a new set of by-laws that complied with the national by-law had been approved; and  advertised the date for the regimental birthday dinner as Friday, 7 Dec in the WOs and Sgts Mess in Ottawa. 5. Don Riley 26. Don Riley, President of the Home Station and London Branch, reported that 57 members of the Home Station Branch had attended the Kowan San celebration. 6. Jim Thomson 27. Jim Thomson, President of the CWO Bobby Girouard (Alberta) Branch, indicated that he was preparing for the trip to Belgium as a representative of the Association on the Veterans Affairs Canada delegation participating in events to commemorate the end of the First World War. He also noted that a special branch meeting had been held to introduce the members to their new Branch Parton, Lieutenant Colonel Damon Dyer. Page 7 Minutes 30 October 2018

The Association’s Board of Directors G. Executive Director's Report 28. The Executive Director reported that the priorities being followed included:  sorting out the finances of the Association by;  seeking a proposal and annual cost for bookkeeping services,  conducting discussions with the Treasurer of the Trust on gaining additional support for the operations of the Association,  investigating the possibility of changing the Association's bank account to remove the requirement for \"double authorization\" on expenditures and cheques, and  developing a refinement to the approved budget for 2019.  enhancing the membership tracking and reporting possibilities with the developers of the Member365 application;  refining The RCR website to include a sophisticated List of Fallen Comrades dating back to 2012; and  attempting to identify volunteers to man the Secretariat. 29. Bob Near expressed his concern over the removal of the \"double authorization\" process. The Chair explained that any results of that study would be brought before the Board before any change might be made. 30. A copy of the report is attached as Annex G. Item III. Business Arising from Minutes and Old Business 31. There were no other issues arising from the Minutes or Old Business. Item IV. New Business A. Approvals 1. Election of a Director 32. It was moved by Bob Near, seconded by Denis Thompson that Jim Davis, in his capacity as the new President of the Kingston Branch, be appointed to the Board of Directors until the completion of AGM 2019. The motion was carried by consensus. 2. Disbandment of a Committee 33. It was moved by Jim MacInnis, seconded by Don Riley that the Standing Governance and By-law Review Committee be disbanded. The motion was carried by consensus. 3. Election of Committee Chairs 34. It was moved by Jim Bruce, seconded by Rick Reid, that Denis Thompson be appointed Chair of the Standing Nominating Committee. The motion was carried by consensus. 35. It was moved by Bob Near, seconded by Don Riley that Rick Reid be appointed Chair of the Life Membership and Awards Committee. The motion was carried by consensus. Page 8 Minutes 30 October 2018

The Association’s Board of Directors B. Consideration of Population and Consolidation of the Executive Secretariat 36. The Chair open the discussion by stating that the manning of the Executive Secretariat had so far been unsuccessful. A number of people had been approached but they all declined. He emphasized that a lack of volunteers for the Secretariat would impact on our ability to conduct business. 37. Jim MacInnis stated that he would ask an associate if he was interested in becoming the Association's Treasurer. C. Consolidation of Association Financial Practices 38. The Treasurer presented a paper (attached as Annex H) on consolidation of the Association's accounts in the Trust Fund. He reported that a fruitful discussion with the Trust's Chair and Treasurer had taken place and that the Trust would consider the suggestion that the two accounts – The RCR Association Fund and The RCR Association Communications Fund - be combined into a single fund. 39. Jim MacInnis stated that he fully supported the idea but asked if the members needed to be consulted. The Chair replied that the management of Trust accounts was the responsibility of the Trustees. Should any restructuring of Trust accounts be required to be placed before the Senate, the Chair indicated the Association would support the Trust in this initiative. D. Consideration of Board Guidance to the Chair of the Association's Position on REC and Senate Agenda Items 40. The Chair stated that he would share his thoughts in the next few days on agenda items to be raised by the Association at the upcoming REC and Senate meetings. He sought input from the Directors. Suggestions presented by Rick Reid and Jim Bruce included:  the next regimental reunion; and  the need for support at the Branches by serving members. E. Membership Cards 41. The Executive Director reported that some members have inquired about membership cards and certificates. He explained that he had samples of previously issued cards. He further added that a feature in Member365 was available that would permit members to print their own cards. 42. Jim MacInnis recommended using the Member365 feature and Don Riley stated that his members had recently voted to do away with membership cards. 43. After some discussion, this matter was put aside for further research. F. Depositing Membership Dues in The RCR Trust 44. The Executive Director explained that previous Boards had approved the deposit of a portion of the PUM fee ($100) into the RCR Association Fund held by the Trust. He suggested that the Board consider depositing all membership fees into the same account. This would provide members with the benefit of a tax receipt, from the Trust, for the full amount. There was general consensus that this was a good idea. 45. The Chair indicated that he would discuss this matter with the Chair of the Trust. Page 9 Minutes 30 October 2018

The Association’s Board of Directors G. Consideration of Moving AGM Sponsorship Amongst the Branches 46. The Chair raised the possibility that future AGMs could be conducted in different locations, hosted by a local branch, in conjunction with a meeting of the Honorary Advisory Council and a small social event. He also asked if there were any objections to varying the locations amongst the Branches. 47. Bob Near stated that the Ottawa Branch would be receptive to a request to host the 2019 AGM. H. Promulgation of SOPs 48. The Chair explained that, to complement By-law No. 1 – Constitution, there is a need to develop subordinate procedural SOPs to cover such items as the awarding of bursaries and SAF grants. He further stated that he will be reaching out to Directors to seek their assistance. Item V. Adjournment and Next Meeting 49. There being no further business, the Chair adjourned the meeting. 50. The next meeting is set for 10 January 2019. Submitted by: Sandy McQuarrie Secretary Reviewed by: Jim Cox Chair Page 10 Minutes 30 October 2018

The Association’s Board of Directors Annex A to BOD Minutes dated 30 Oct 18 Budget Report Page A1 Minutes 30 October 2018

The Association’s Board of Directors Annex B to BOD Minutes dated 30 Oct 18 Income Statement Page B1 Minutes 30 October 2018

The Association’s Board of Directors Annex C to BOD Minutes dated 30 Oct 18 \"Missing in Action\" Email Text The RCR Association is reaching out to you as we believe that you are either a serving or a former serving member of the regiment! One of our major concerns is that we have you listed as \"Missing in Action\" and would like to get you back. Two years ago, we launched a new regimental website that included a \"Members Only\" portion based on a membership management application called Member365. It is a modern software package that includes many different features to assist the Association's purpose – Preserving the Bonds of Comradeship. Perhaps the key features are a member's contact information, their membership category and a record of membership fee payments. Currently, this site has a membership list of 287 Life Members (formerly called Paid Up Members) and 186 Regular Members. We have an older list that exceeds 1000 members which means that we are missing contact information on about more than 500 members (of which we know about). We encouraged you to help us bring you back to brotherhood! You can do this in one of two ways:  Go to a page on the website at http://thercr.ca/the-association/join-or-renew- membership-in-the-association and scroll down to the bottom of the page. There you will see on the right side two different means of registering. If you are already registered as a PUM, there is no additional fee. Fees for Regular Members are $25 per year, and if you want to become a new Life Member there is a one-time fee of $225. You can pay by credit card if desired.  If you need help, send an email to the Secretary at [email protected] and include your phone number. We will reach out to assist in entering your information. If you are no longer interested in coming back in, please let us know by email at the one listed above. Copyright © 2018 The RCR Association, All rights reserved. You are receiving this email because you opted in via our website. Our mailing address is: The RCR Association RHQ, The Royal Canadian Regiment Victoria Barracks, Building Y-101 PO Box 9999, Station Main Petawawa, On K8H 2X3 Page C1 Minutes 30 October 2018

The Association’s Board of Directors Annex D to BOD Minutes dated 30 Oct 18 Chair's Report I am awaiting formal word on the final, formal government decision on transition of the Association to federal level status as a not-for-profit corporation. We are now at the later stages of the time frame I was given back in August, so hopefully word will arrive soon. In the past few weeks I have met with:  COTR, who agreed-in-principle to attend our AGM on Saturday 22 Jun 19;  Joe Aitchison, who as a former COTR agreed to chair our re-vamped Honorary Advisory Council, to be activate in the weeks ahead;  Colonel John Bass, Chair REC, who agreed to our proposal to have Jim Simms represent the Association at REC, supported by Sandy McQuarrie; Despite efforts, I have not met with:  MGen Lavoie, Senate Chair, although he and I have had ‘drive-by’ discussion at a couple of social events. He is onside and supports our programs.  Colonel Rob McBride, the new Regimental Colonel. I attended the Regimental Retirement Dinner on Saturday 27 Oct 18 and was pleased to be called upon, as Association Chair, to offer a toast to fallen comrades and offer a few words of congratulations to retiring officers on behalf of the Association. Jim Thomson, President of the CWO Bobby Girouard (Alberta) Branch will represent our Association as part of Veterans Affairs Canada commemorative events, remembering the end of the First World War, in Belgium from 7-12 November. Bruce King, President of the Newfoundland and Labrador Branch and his group have done a great job in gripping local commemorative events in St. Vincent’s, honouring RCR Private Kevin Kennedy, killed in Afghanistan, who is buried there. Don Riley, Jim MacInnis and Sandy McQuarrie will be attending the Regimental Weekend in London from 9-11 November. Bob Near, President of the Ottawa Branch and his members will hold a Regimental Birthday dinner on 7 Dec. Upcoming regimental meetings include: Museum 21 Nov; REC 26 Nov; RCR Trust 29 Nov; Senate 13 Dec. Petawawa-based units are sponsoring a Regimental Birthday Dinner on 13 Dec. Page D1 Minutes 30 October 2018

The Association’s Board of Directors Annex E to BOD Minutes dated 30 Oct 18 Promoting a Unified Regimental Spirit Report My report tomorrow evening from the program line Promote a Unified Regimental Spirit includes the following items.  I have requested an updated RCR Mentor's list with contact information. I will use this list to reach out to Royal Canadians on ERE and as a means of connecting Branches and ERE personnel.  I have sent an email to all Branch Secretaries , CC Branch Presidents, attempting to establish an ongoing general communications link with each. Response to date has been limited but positive, and I have asked for a response by 15 November, 2018. There are a number of Branches for which we have no up to date contact information on Branch Executive members.  I have received two very positive responses to my request for Members to participate in an Ad Hoc committee to look at and report back to the Board on ways ahead to more effectively Promote a Unified Regimental Spirit. Ken Butterworth from Halifax Branch representing the Maritimes region and Hardy Wheeler representing Ontario were quick to respond. I am still looking for a representative from the Prairies and perhaps even BC, and when I have at least one more volunteer I will seek Board approval to stand up the committee. Page E1 Minutes 30 October 2018

The Association’s Board of Directors Annex F to BOD Minutes dated 30 Oct 18 History and Heritage Committee Report I have four subjects to report, and these are:  The stand-up of the History and Heritage Committee;  The Royal Canadian Regiment Cenotaph;  The Afghanistan Memorial; and  Officer's Square, Fredericton NB. To date, I have two volunteers for the History & Heritage Committee and these are Denis Thompson and Ross Appleton. I am waiting for confirmation of a third volunteer out of London. Having a person located in London is essential, as I want someone co- located with our cenotaph, The Royal Canadian Regiment Memorial. This person would be responsible for monitoring the condition of the cenotaph and liaising as may be required with the local DND staff at Wolseley Barracks. I have a potential volunteer and I hope to receive confirmation from the London Branch within a week. At that point, I will raise a resolution to our Chair for the formation of the Committee. Within this report I have no resolutions to make; however, I will seek consensus on some minor issues. The Royal Canadian Regiment Memorial was financed and constructed by the Association in 1958. At its unveiling, the cenotaph was gifted to DND who have undertaken its upkeep. Weathering and nearby road traffic had caused significant cracks to the edifice, and during my tenure as RM, DCC repaired it and moved it to its current location. The cenotaph is made of limestone, which wears down and cracks with weathering and limestone does not last. At the time of the cenotaph's re- consecration in 2011, I was advised by the project manager that within 15 to 25 years, the cenotaph would need to be taken down as Its obelisk design will eventually cause it to be deemed a safety hazard. Issues are as follows:  An immediate matter is that the monument does not recognise the Afghanistan War, and I seek consensus approval to approach the RM on this matter to have Afghanistan emblazoned upon it. This is an issue that should be undertaken by DND with public funds.  We have approximately 10 years to develop a plan to replace the structure. I believe we should replicate the current design; however, a new structure should be made of granite. With the Board's consensus, I would like to proceed with obtaining a cost estimate of such a concept and that we use the estimate plus a forecast for inflation using trends obtained from the national consumer price index to determine a fundraising benchmark.  I recommend that any fundraising be conducted under the auspices of The RCR Trust. In this regard, the Association should act as an agent of the Trust and that we should be able to provide tax receipts accordingly. I think we should take advantage of using the internet to fundraise and that our website provide a link/app where donations can be made. Ideally, such an app should provide the donor with an electronic copy of the receipt. I ask that our Executive Director further explore the matter and approach the Trust to determine whether these ideas are possible. Page F1 Minutes 30 October 2018

The Association’s Board of Directors Last year, the Board committed itself to developing an Afghanistan Memorial similar to our table wear memorials that are on display in our Museum. Given that our battalions continue to have on strength significant numbers of Afghan veterans, such a memorial should be readily accessed by the battalions for display during regimental events, such as mess dinners. Therefore, I believe that an Afghanistan Memorial should be safely kept at Regimental Headquarters. There was consensus that a memorial would cost up to $40,000 and this sum should be used as our fundraising benchmark. It is my view that the entire Regiment should be involved in finding an appropriate design within prescribed parameters, and that a period of time, such as six months, is given for interested parties to put forward design proposals. I believe that any design needs to be within the same concept of previous war memorials and I put forward the following requirements:  the base should be finished dark wood and the figures upon it should be made of silver;  the figures may be allegorical, or of scenes specific to the theater, or have both;  scenes must be inclusive to the experiences of all three battalions;  the design must be accompanied with an explanation behind the design;  the design is to be sketched on paper, and include viewpoints showing:  a three dimensional concept; and  four additional separate drawings showing the front, rear and both sides of the design; and  the design should have a name. The History & Heritage Committee would be responsible for confirming that any design meets the above criteria, and acceptable designs should be submitted to the Board of Directors for the final selection. Fundraising should be similar in scope to the recommendations made above for the cenotaph. We've been approached be Mr. Jason Jeandron regarding his concerns pertaining to the City of Fredericton's upcoming landscaping of Officer's Square in Fredericton. Officer's Square is the land that lies between the former barracks and the Court House. The highlights of his concern include that the ground contains artefacts from the time of the military occupation of the land between the 18th and 20th centuries. He has been quoted in various media reports, and he has claimed that there are also artefacts lying there from previous Acadian and First Nations settlements from as far back as 8000 years ago. He has also expressed concern that the City intends on removing a historic fence that runs between the courthouse and the barracks. As well, Mr. Jeandron has stated that the City has begun to remove earth transferring it to a nearby landfill site without a proper archeological excavation. It should be noted that Mr. Jeandron is an archeologist. He has examined the landfill site and he has found a few artefacts that include broken pieces of china, a military button and a shard from a 100 year old beer bottle. Mr. Jeandron hopes that the Association will join write to the City expressing concern over the project. At present, the City has stayed further work on the site, as there has been much public opposition, particularly with regard to a plan to remove several old century trees from the area, and I feel that there is no need to pursue the matter at this time. I have done some research on line regarding the issue and I've found the following information:  the fence is not the original fence, as it was torn down and replaced with a facsimile in the 1980s; Page F2 Minutes 30 October 2018

The Association’s Board of Directors  the broken pieces of china likely came from an era when communities used local dump sites for refuse prior to the inception of a municipal trash removal program. This is further supported by the beer bottle shard. As far back as 100 years ago, deposits on reusable bottles were common place and it is likely that bottle was cast into a dump site because it had been broken. These things are certainly of interest to an archeologist; however, I don't believe they are of any real historic value and they would not have a place in a museum; and  there is no evidence to indicate that Acadians or First Nations had ever settled on the site. As work on the site has been suspended, there is no need for the Association to take action. I will continue to monitor the situation. Mr. Chair, I am prepared to move forward on the following:  putting forward a resolution to stand up my committee within a week;  approaching the RM to have Afghanistan emblazoned on our cenotaph;  developing a cost estimate of a new cenotaph;  drafting a call letter for designs of the Afghanistan Memorial; and  maintaining liaison and situational awareness on Officer's Square. This concludes my report; I am open to questions or concerns. Jim MacInnis Director Page F3 Minutes 30 October 2018

The Association’s Board of Directors Annex G to BOD Minutes dated 30 Oct 18 Executive Director's Report Page G1 Minutes 30 October 2018

The Association’s Board of Directors Page G2 Minutes 30 October 2018

The Association’s Board of Directors Page G3 Minutes 30 October 2018

The Association’s Board of Directors Page G4 Minutes 30 October 2018

The Association’s Board of Directors Page G5 Minutes 30 October 2018

The Association’s Board of Directors Annex H to BOD Minutes dated 30 Oct 18 Forging a New Relationship with The RCR Trust Background 1. In previous years, the Trust consolidated two Trust Funds, called Trust Fund A and Trust Fund B, into a single fund renamed The Royal Canadian Regiment Trust Fund. This consolidation was undertaken to reduce the impediments on allocating funds. Current State (as of 31 Dec 2017) 2. The RCR Trust Fund has different fund accounts that it manages. Currently they are (with the balance as shown on 31 Dec 2017): a. Battalion Activities Fund ................................................. $130,378.00; b. Academic Support Fund .................................................. $106,757.00; c. 4th Battalion Fund .......................................................... $170,179.00 d. The Association Communications Fund .......................... $158,143.00; e. Regimental Full Dress Fund ............................................ $213,245.00; f. Museum Endowment Fund .......................................... $2,194,922.00; g. Regimental Operations Support Fund .......................... $2,283,509.00; h. Regimental Growth Fund ................................................ $736,034.00; i. RCR Heritage Fund ........................................................... $85,510.00; j. RCR Association Fund ..................................................... $147,387.00; k. RCR Association Service & Assistance Fund.................... $208,483.00; and l. RCR Cpl B. Poland Children of the Fallen Fund .............. $475,066.00. 3. Items d., j., and k. are the sources of the funds allocated to the Association. 4. This year, the Association Communications Fund provided a budgeted amount of $7,000 to pay for the printing a copies of Pro Patria to be distributed to the members. An amount of $10,000 was allotted from the Regimental Operations Support Fund to permit the Association to award five bursaries of $2,000 each. Direct assistance to soldiers (The S&AF) was set at $8,000, and a sum of $5,000 was allotted for website maintenance from the Association Communications Fund. 5. Note that no amounts were received or taken from The RCR Association fund. The rational for this is that the previous Chairman's intent was to use this as a potential source of membership fees. It should also be understood that this fund was developed using a portion of the PUM fees. The 2019 Approved Budget 6. The budget for 2119 is attached as Annex A. Note that the revenue expected from the Trust (an amount of $21,000) is similar to that provided in previous years. Concerns 7. All funds allotted to the Association from the Trust are payable \"on as-needed basis\", but technically this should not be shown as \"revenue'' but as \"designated\". Page H1 Minutes 30 October 2018

The Association’s Board of Directors 8. The separation of funds allotted to the Association into two different categories – Association Communications and Association Fund – may have been of merit previously, but it has caused confusion and complexity that is no longer warranted. The S&A Fund is a necessary division and should remain. 9. Transfer of all membership fees, rather than a portion of the PUM fee, may raise concerns on the legitimacy of the intent. However, the Accountant for the Trust has stated that: ... membership dues qualify in full for a charitable donation receipt where there is no \"advantage\" bestowed upon the donor. An \"advantage\" would be considered any benefit that a donor (member) is entitled to receive in relation to their donation (membership dues). Or, where the advantage is not more than $75 or 10% of the amount paid for the membership fees (whichever is less), a receipt can be issued for the full amount. Where the advantage is more than $75 or 10%, the amount of the advantage must be deducted from the amount paid for the membership fees to determine the eligible amount of the receipt. Recommendations 10. The Association should request that the Trust combine the Association Communications Fund and the Association Fund into a single fund to be called the Association Support Fund and that an amount for the operations of the Association be allotted on an annual basis as determined by agreement between the Trust and The Association. 11. Funds for the bursaries and the direct assistance to soldiers should remain as currently practiced. 12. All membership fees should be transferred to the Trust for deposit into the new Association Support Fund and that the Trust will issue tax receipts for the full amount. 13. Payment for Pro Patria copies and distribution for members of the Association will no longer be split off from the Regimental Operations Support Fund to the Association but will be paid directly to the RHQ by the Trust. Page H2 Minutes 30 October 2018