220230813_AGM Minutes 2023 (Approved)

Minutes of the 2023 Annual General Meeting London, Ontario, 05 August 2023 Prepared by Mark Connolly, Recording Secretary Approved by Sandy McQuarrie, Chair, The RCR Association

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Annual General Meeting Minutes – 05 August 2023 MINUTES OF THE ANNUAL GENERAL MEETING Held in person at Fanshawe College, London, Ontario at 1000 hours on Saturday, 05 August 2023 OPENING OF THE MEETING 1. The 2023 Annual General Meeting was conducted on Saturday 05 August 2023 at Fanshawe College, London, Ontario during the Reunion of the 140th Anniversary of the Royal Canadian Regiment. 2. A link was provided to register online for the Reunion, in the February 2023 Newsletter and registrations closed on July 8, 2023. AGM documents were posted to the website on July 26, 2023. 3. Prior to the AGM, members had been provided the opportunity to take a survey online and cast votes on the resolutions that had been posted on the Association website. Six members had submitted Proxy votes and all other 31 votes submitted on line had voted yes in support of the resolutions. WELCOME 4. The Patron of the Association, Jim Cox briefly welcomed all those attending the AGM, acknowledged some familiar faces in attendance and offered thanks to the Chair and all those who had a hand in organizing the 140th reunion. 5. Peter Devlin welcomed all the members to Fanshawe College on the 140th Anniversary of the Regiment. He offered his thanks to the Association for choosing Fanshawe College and noted the hard work that went into organizing the event. CALL TO ORDER 6. The Chair, Sandy McQuarrie, called the AGM to order at 1000 hrs EDST. REGIMENTAL PRAYER 7. Bishop Nigel Shaw led us in the Regimental Prayer. TRIBUTE TO DEPARTED MEMBERS 8. The Chair indicated many Royal Canadians had passed away since the last AGM in 2022. The Chair displayed a list of names of the departed for 2022 and commented there were a number of familiar names on the list 9. He asked for a moment of silence in memory of those we lost and that we reflect on their service to Canada and the Regiment. OLD BUSINESS Approve Agenda 10. A motion by Rick Reid, seconded by Jim Thomsen, to approve the Agenda for the 2023 AGM was approved by consensus. Approval of the 2022 AGM Minutes 11. Mike Stapleton moved, seconded by John Pickett, that the minutes of the 2022 3

Annual General Meeting Minutes – 05 August 2023 AGM be approved. The minutes were approved by consensus. Membership Report 12. The Chair tabled the Membership Report for 2022. He noted that membership continues to grow and he indicated the number of members had increased from 1429 to 1549 during the past year and the number of members affiliated with a branch had increased slightly from 429 to 461. (See Membership Report in AGM Presentation). A motion by Ron Lindsay and seconded by Joe Hartson to adopt the Membership Report was approved by consensus. Financial Reports 13. An overview of the Statement of Financial Operations (SOFO) for 2022, the second quarter 2023 SOFO along with the Association’s 2022 Budget Report, as posted on the website, were tabled by the Chair and Treasurer for review and approval (See Financial Statements in AGM Presentation). 14. As there were no questions or objections, it was moved by Eric Christensen and seconded by Ron Bertin to approve the SOFO and Budget Report for 2022 as well as the Association financial statement as of June 1, 2023 as presented. The motion carried by consensus. 15. The Chair tabled the Audit Report for 2022 for approval. The audit was conducted by Joe McNulty on June 23, 2023. He reported all income and expenditures to be accounted for properly. No errors or omissions were found and the year-end financial statement to be a true and accurate representation of the associations financial situation. 16. A motion by Rick Reid seconded by Mark Campbell to accept the Audit Report as tabled was approved by consensus. NEW BUSINESS Budget 2024 17. A Draft Budget for 2024 was tabled and reviewed. There were no objections or adjustments from the membership. A motion by Bob Near and seconded by Leo Boyd that the Budget for 2024 be adopted was approved by consensus Moncton Branch 18. A proposal to establish a new Branch in New Brunswick was tabled by Eric Christensen. The potential new Branch has approximately 28 Royal Canadians who are interested and have been meeting informally in Moncton at the Airforce Club. Eric advised the AGM that the proposed name when approved would be the Moncton – Shediac Branch and the potential President is Mike Nicholson. 19. The Chair explained the process for establishing a new Branch. 20. A motion to establish a Branch in Moncton subject to the requirements being met and final BOD approval was made by Len Wood and seconded by Terry Scott was approved by consensus. 4

Annual General Meeting Minutes – 05 August 2023 The Board 21. The Chair noted that he was resigning at the end of the AGM and a new chair would need to be elected by the BOD. He noted that there were 12 directors on the Board, five of which were reserved for Branch Presidents; 3 had one year left in their term and 3 of the current directors were seeking re-election. He also noted 1 director position was open as a result of his departure. Directors, Anthony Jones, Eric Christensen. Mark Connolly was seeking re-election and Acton Kilby was seeking election for two year terms. No additional nominees were proposed by the membership. 22. A motion by Bill Sutherland and seconded by Rick Hatton that it be resolved to elect to the BOD as presented was approved by consensus. 23. Thanks and a standing ovation was given to Sandy McQuarrie for his excellent leadership and dedicated service to the Association during his tenure as the Chair. Chair’s Remarks 24. The Chair spoke briefly to the budget and disbursements to support the work of the Association. He noted the $10 per member disbursements to the Branches, the increase in bursary allotments to 10 from 6, as well as the increased demands for Service and Assistance funds. 25. He noted the work to complete the Afghanistan Memorial and hoped everyone would avail themselves of the opportunity to see it at the museum. 26. He indicated the Association is growing and during his tenure it has gone from just under 500 to 1560 members. It is financially stable, and has expanded communicates with members that includes monthly newsletters, communiques and emails as required as well as information on the Association’s Facebook page. 27. There has been an increase in requests for the issuance of SAF grants to those in need. Last year (2022) eight grants of $2000 were issued. SAF grants are available to members of the regimental family and the Association believes it is a great way to show support for those in need. Although the amount exceeded our forecast, the Trust indicates the money can be found if the request is a reasonable case. No funds are allocated without the BOD approval. 28. The Chair and Patron spoke briefly to the review being undertaken regarding the governance the Regimental Structure. Jim noted the review is focussed on the four elements of the Regiment: the Serving Component; the Association; the Museum; and the Trust and their activities. OPEN DISCUSSION The RCR Trust 29. A presentation was made by Norris Pettis, Chair of the Board of Trustees, on the RCR Trust and its support of Regimental activities. There are currently 9 trustees (5 elected, 4 appointed).He indicated that the Trust was in very good shape and he money was invested in the Canadian Central Fund at a rate of 3%.He indicated that the current contract is in force until April 2024 at which time they are hoping for a better rate, Last year the Trust increased the allocations to the Units and as to the Association for bursaries and SAF grants 5

Annual General Meeting Minutes – 05 August 2023 30. Norris briefly spoke to the initiative “Homes For Heroes,” which was developed in response to the growing number of military veterans who are facing a crisis as they return to civilian life and find themselves on the path to homelessness. The $9M project provides a place where veterans can stay until they are back on their feet. The Trust does not have any involvement in the initiative other than it made a donation of $100K. It was acknowledged by a round of applause that John Barnes had donated the proceeds of his book to this initiative. The RCR Museum 31. John Mombourquette, Chair of the RCR Museum, gave an update on current initiatives and the collection at the museum and he thanked the Trust for its major funding. 32. John noted the museum’s relationship with the City of London and the significant role they play in promoting outreach that tells the Regimental story in a systematic and historic way. The museum has become a National Historic site for Canada’s role in the South African war. 33. The museum has changed significantly and could be considered to have all the components of a National Museum. He encouraged the members to visit the museum during the reunion for the unveiling of Volume III of the History of the RCR to view the new Afghanistan Memorial. 34. The communication outreach is significant with an updated web-site, digital newsletter and a RCRM Speakers Series podcast on Apple, Google and Spotify led by Dr. Georgina Stanchiu, Executive Director and Curator of the RCR Museum. The Regiment 35. CWO Anthony Jones, RSM, Infantry School, Combat Training Centre provided an update on the status of the Regiment, including deployments of crucial personnel, training commitments and overseas operations for 2023-2024. 36. He indicated that the Regiment is doing well with 1 x LGen, 3 x MGen, 2 x BGen, 15 Cols, 22 x LCols, 23 x CWO, with 8 Command teams across the CAF. 1RCR – CO - LCol D. Vincent, RSM - CWO P. Lemieux 37. 1RCR is current deployed to the Enhanced Forward Presence Battle Group (EFP BG) in Latvia, with the rear party wrapping up leave and doing continuation training. 2RCR – CO - LCol J. Cox, RSM - CWO T. Lavelle 38. 2RCR is currently on summer leave, once return they will continue with training for their deployment to Latvia to replace 1RCR around the Christmas time period. 3RCR – CO - LCol B. Rogerson, RSM - CWO G. Seeloch 39. 3RCR is also very busy with troops task to the Non-Combants Evacuation Operations (NEO). They also hove troops deployed to Op Unifier in Poland and the UK training Ukrainian soldiers. They are also wrapping up summer leave. 4RCR - C- LCol B Griffith, RSM - CWO Morris 40. 4RCR continues to train soldiers to support the army's priorities. They are currently on summer stand down and will be sending around 70 personnel to the 6

Annual General Meeting Minutes – 05 August 2023 Reserve Summer training culmination exercise know as Arrowhead Guardian. POINTS FROM THE FLOOR 41. A point from the floor regarding the replenishment of stock in the Kit Shop was raised by John Pickett. He indicated that currently the availability of items was limited and had been for some time. The Chair responded that the possibility of offering items for sale on the Association's website was being explored.\" ADJOURNMENT 42. The Chair thanked Peter Devlin and Fanshawe College for hosting the AGM and the 140th Anniversary Reunion He also expressed his appreciation to all the members who participated in the AGM and had assisted him during his time as Chair. 43. A motion for adjournment by Roger Alexander and seconded by Phil Bury was approved by consensus at 10:30 EST. Prepared by Approved by M. Connolly A.D. (Sandy) McQuarrie Recording Secretary Chair LIST OF ATTACHMENTS Annex A - 2022 Financial Statement (SOFO) Annex B - 2023 Budget Annex C – 2024 Budget Annex D - AGM Presentation 7

Annual General Meeting Minutes – 05 August 2023 Annex A to 2023 AGM Minutes 2022 Financial Statement (SOFO) Statement of Financial Operations Year 2022 Correct as of December 31, 2022 Bank Balance as of 1 Jan 2021 $16,563.78 Item Amount Explanation Restricted Contributions INCOME RCR Association Education Bursary $20,000.00 Service and Assistance Fund $16,000.00 Grants $0.00 RCR Association Operations Support Fund Fees and Donations Donations $9,141.17 Bank Fees Rebate $58.60 Total Income $45,199.77 EXPENSES Promoting a Unified Regimental Spirit ROIC and RSNCOIC Support $0.00 Facilitate and Support Branch Activities $2,970.00 $10 per registered member Branch Membership Rebates $0.00 Branch Activities Support Contribute to Regt Comms and Infrastructure Software License Fees $2,020.44 Conduct Quinquennial Reunions Committee Travel and Support $1,089.55 Reunion Planning Sessions Connect With All Royal Canadians A1

Annual General Meeting Minutes – 05 August 2023 Item Amount Explanation Posters and Advertisements $0.00 Assist Royal Canadians in Need Adjudicate and Administer Association Bursary Program Bursary Grants $20,000.00 Increase from 6 to 10 Adjudicate and Administer the Service and Assistance Fund Service and Assistance Fund Grants $16,000.00 Establish and Maintain Liaison with Legitimate Veterans' Organizations Travel and Communications $0.00 Contribute to the Perpetuation of Regimental History, Heritage, Traditions and Values Celebrate Regimental Historic Events and Accomplishments Wreaths, Posters and Advertisements $0.00 Sustainment of the Regimental Museum $0.00 Exercise Institutional Leadership Contribute to Regimental Governance and Management Mandated Travel to Attend Senate $0.00 Meetings Mandated Travel to Attend REC Meetings $0.00 Mandated Travel to Attend RCR Trust $0.00 Meetings $0.00 Mandated Travel to Attend RCR Museum Meetings Branch Visits Travel $1,204.01 Afghanistan Memorial Presentation Elect and Sustain an Effective Board of Directors Travel Expenses for Conduct AGM $5,541.36 Directors Conduct Honorary Advisory Council $0.00 Meeting $0.00 Conduct Board of Directors Meetings Directors' Insurance $0.00 Establish and Sustain an Effective Secretariat Bank Fees $66.10 A2

Annual General Meeting Minutes – 05 August 2023 Item Amount Explanation Hardware Purchase Transfer Donations to The Trust $0.00 Other Donations Office Administration $4,775.00 Gregg Film Documentary Printing Office Supplies, Stamps, Etc. $25.00 NSF Cheque Contingency $399.55 $603.45 $0.00 Promulgate and Implement a Fully Resourced 5-Year Strategic Plan Conduct Board Strategic Planning Meeting $0.00 Engage in Forward-Looking Development Planning Conduct Executive Planning Session $0.00 Total Expenses $54,694.46 SURPLUS/DEFICIT -$9,494.69 Current Bank Balance $7,069.09 A3

Annual General Meeting Minutes – 05 August 2023 Annex B to 2023 AGM Minutes 2022 Budget ANNUAL BUDGET Correct as of 31 December 2022 Item Budget Year to Over/Under RESTRICTED CONTRIBUTIONS INCOME Date RCR Association Education Bursary $20,000.00 $20,000.00 $0.00 Service and Assistance Fund $8,000.00 $16,000.00 -$8,000.00 Restricted Contributions Total $28,000.00 $36,000.00 GRANTS RCR Association Support Fund $28,000.00 $0.00 $28,000.00 RCR Association Support Fund Total $28,000.00 $0.00 FEES AND DONATIONS Donations and other $500.00 $9,141.17 -$8,641.17 Bank Fees Rebate $60.00 $58.60 $1.40 Fees and Donations Total $560.00 $9,199.77 INCOME TOTAL $56,560.00 $45,199.77 EXPENSES RESTRICTED CONTRIBUTIONS EXPENDITURES RCR Association Education Bursary $12,000.00 $20,000.00 -$8,000.00 Service and Assistance Fund $8,000.00 $16,000.00 -$8,000.00 Restricted Contributions Expenditures Total $20,000.00 $36,000.00 PROMOTING A UNIFIED REGIMENTAL SPIRIT Posters and Advertisements $2,000.00 $0.00 $2,000.00 Mandated travel to branches $1,500.00 $1,204.01 $295.99 Branch membership rebates (400 @ $10) $4,000.00 $2,970.00 $1,030.00 Support to ROIC and RSNCOIC $1,000.00 $0.00 $1,000.00 B1

Annual General Meeting Minutes – 05 August 2023 Item Budget Year to Over/Under Promoting a Unified Regimental Spirit Total $8,500.00 Date $4,174.01 ASSIST ROYAL CANADIANS IN NEED $500.00 $0.00 $500.00 $500.00 $25.00 $475.00 Establish and maintain liaison with legitimate veterans' organizations Other Donations Assist Royal Canadians in Need Total $1,000.00 $25.00 CONTRIBUTE TO THE PERPETUATION OF REGIMENTAL HISTORY, HERITAGE, TRADITIONS AND VALUES Distribute Pro Patria $6,000.00 $0.00 $6,000.00 Celebrate regimental historic events and $100.00 $0.00 $100.00 accomplishments Recognize and remember our fallen $75.00 $0.00 $75.00 Contribute to the sustainment of the Regimental $1,000.00 $0.00 $1,000.00 Museum $7,175.00 $0.00 Contribute to the Perpetuation of Regimental History, Heritage, Traditions and Values Total EXERCISE INSTITUTIONAL LEADERSHIP Contribute to Regimental Governance and Management Conduct AGM $2,500.00 $5,541.36 -$3,041.36 Mandated travel to attend Senate meetings $150.00 $0.00 $150.00 Mandated travel to attend REC meetings $300.00 $0.00 $300.00 Mandated travel to attend RCR Trust meetings $300.00 $0.00 $300.00 Mandated travel to attend RCR Museum meetings $100.00 $0.00 $100.00 Promulgate and Comply with Approved By-Laws Legal fees and disbursements $0.00 $0.00 $0.00 Elect and Sustain an Effective Board of Directors Conduct Board of Directors meetings $500.00 $0.00 $500.00 Directors' insurance $750.00 $0.00 $750.00 Establish and Sustain an Effective Executive Secretariat Software License Fees $2,250.00 $2,020.44 $229.56 Deposit donations in the Trust $500.00 $4,775.00 -$4,275.00 B2

Annual General Meeting Minutes – 05 August 2023 Item Budget Year to Over/Under $60.00 Date Bank Fees $66.10 -$6.10 Hardware purchases $150.00 $0.00 $150.00 Printing $1,500.00 $399.55 $1,100.45 Office Supplies, Stamps, etc. $500.00 $603.45 -$103.45 Executive Secretariat contingency $200.00 $0.00 $200.00 Develop and maintain Association's communications infrastructure Promulgate and Implement a Fully resourced 5-Year Strategic Plan Conduct planning session $500.00 $0.00 $500.00 Engage in Forward-looking Development Planning Conduct Honorary Advisory Council Meeting $500.00 $0.00 $500.00 Exercise Institutional Leadership Total $10,760.00 $13,405.90 TOTAL EXPENDITURES $47,435.00 $53,604.91 -$6,169.91 B3

Annual General Meeting Minutes – 05 August 2023 Annex C to 2023 AGM Minutes 2024 Budget Item Budget Year to Date Over/Under INCOME RESTRICTED CONTRIBUTIONS RCR Association Education Bursary $20,000.00 $20,000.00 Service and Assistance Fund (Note 1) $8,000.00 $8,000.00 Restricted Contributions Total $28,000.00 $28,000.00 GRANTS RCR Association Support Fund $18,000.00 $18,000.00 RCR Association Support Fund Total $18,000.00 $18,000.00 DONATIONS Donations and other $10,000.00 $10,000.00 Donations Total $10,000.00 $10,000.00 INCOME TOTAL $56,000.00 $56,000.00 EXPENSES RESTRICTED CONTRIBUTIONS EXPENDITURES RCR Association Education Bursary $20,000.00 $20,000.00 Service and Assistance Fund $12,000.00 $12,000.00 Restricted Contributions Expenditures Total $32,000.00 $32,000.00 PROMOTING A UNIFIED REGIMENTAL SPIRIT Posters and Advertisements $500.00 $500.00 Mandated travel to branches $2,500.00 $2,500.00 Branch membership rebates (800 @ $10) $8,000.00 $8,000.00 Support to ROIC and RSNCOIC $500.00 $500.00 Promoting a Unified Regimental Spirit Total $11,500.00 $11,500.00 ASSIST ROYAL CANADIANS IN NEED Establish and maintain liaison with legitimate $200.00 $200.00 veterans' organizations $1,000.00 $1,000.00 Other Donations C1

Annual General Meeting Minutes – 05 August 2023 Item Budget Year to Date Over/Under Assist Royal Canadians in Need Total $1,200.00 $1,200.00 CONTRIBUTE TO THE PERPETUATION OF REGIMENTAL HISTORY, HERITAGE, TRADITIONS AND VALUES Celebrate regimental historic events and $100.00 $100.00 accomplishments Recognize and remember our fallen $75.00 $75.00 Contribute to the sustainment of the RCR $1,000.00 $0.00 $1,000.00 Museum $1,175.00 $0.00 $1,175.00 Contribute to the Perpetuation of Regimental History, Heritage, Traditions and Values Total EXERCISE INSTITUTIONAL LEADERSHIP Contribute to Regimental Governance and Management Conduct AGM $2,500.00 $2,500.00 Mandated travel to attend Senate meetings $150.00 $150.00 Mandated travel to attend REC meetings $375.00 $375.00 Mandated travel to attend RCR Trust meetings $300.00 $300.00 Mandated travel to attend RCR Museum $100.00 $100.00 meetings Promulgate and comply with approved by-laws Legal fees and disbursements $0.00 $0.00 Elect and sustain an effective Board of Directors Conduct Board of Directors meetings (Note 2) $500.00 $500.00 Directors' insurance $750.00 $750.00 Establish and Sustain an Effective Executive Secretariat Software License Fees $2,250.00 $2,250.00 Bank Fees $100.00 $100.00 Equipment rental $500.00 $500.00 Printing $1,500.00 $1,500.00 Office Supplies, Stamps, etc. $500.00 $500.00 Promulgate and implement a fully resourced 5-year strategic plan Conduct planning session $500.00 $500.00 Engage in forward-looking development planning Conduct Honorary Advisory Council Meeting $100.00 $100.00 C2

Annual General Meeting Minutes – 05 August 2023 Item Budget Year to Date Over/Under Exercise Institutional Leadership Total $10,125.00 $10,125.00 TOTAL EXPENDITURES $56,000.00 $0.00 $56,000.00 Notes: 1. The SAF Grant can change depending on the number of requests 2. Where possible, these meetings will be conducted using electronic means C3

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