Minutes of a Board of Directors Meeting Held on 26 September 2020 Prepared by Mark Connolly, Acting Recording Secretary Approved by Sandy McQuarrie, Chair, The RCR Association
Board of Directors Meeting Minutes 26 September 2020 This page deliberately left blank 2
Board of Directors Meeting Minutes 26 September 2020 MINUTES OF A MEETING OF THE BOARD Held by Webinar (Zoom) at 0945 hours on Saturday 26 September 2020 ATTENDING Leo Boyd (AM Session) Anthony Jones Eric Christensen Sandy McQuarrie Mark Connolly Bob Near Jim Davis Rick Reid Don Denne Jim Simms Geordie Elms Denis Thompson Also Attending Maj Jeff Lloyd NCR Rep (AM Session) OPENING OF THE MEETING Call to Order 1. The Chair, Sandy McQuarrie called the meeting to order at 0945 hrs EST. Roll Call 2. At Roll Call, twelve directors were present. Establish Quorum 3. The Chair declared a quorum for the meeting. Purpose of the Meeting 4. The main purpose of the meeting was the annual planning session. The topics included: • Approval of new SOP’s • Board Structure; • Initiating the recommendations of the strategic plan; and • Membership fees including the status of the serving members participating in the voluntary contribution programme. STANDING ITEMS Review Agenda 5. The Agenda was approved by consensus. Approve Minutes of Last Meeting 6. The minutes of the meeting held on 28 April 2020 were approved by consensus. 3
Board of Directors Meeting Minutes 26 September 2020 Financial Report 7. The financial report (Appendix 1) after an adjustment to line 144 page 8 (classified under the wrong category) was approved by consensus. Membership Report 8. A brief update on the membership status and new members was given by the Membership Secretary Rick Reid. The current membership statistics were tabled: Active 9. The Active membership numbers are: • . Honorary……………………………1 • Life ........................................... 14 • Regular(A) .............................. 126 • Regular(P)............................... 404 • Total Membership……………...545 Branch Membership 10. Current Branch strengths registered on Member365 are: • Windsor Essex ........................... 9 • CWO Bobby Girouard ............... 20 • Nova Scotia .............................. 17 • 1000 Islands .............................. 6 • Kingston ................................... 30 • Home Station London ............... 86 • Newfoundland ............................ 6 • Toronto (GTA) ........................... 20 • Ottawa and District .................. 58 New Members 11. The Board approved membership for the following Royal Canadians: • Russel Smye ................. Regular(A); • Jay Tarzwell ................ Regular(A); • Roland Walsh .............. Regular(A); • Jeff Wannaker ............. Regular(A); • Philp Bury ................... Regular(P); 4
Board of Directors Meeting Minutes 26 September 2020 • David Colpitts ............. Regular(P); • Joseph Lewis ............... Regular(P); • Jody Mitic ................... Regular(P); • Steve Robinson ............ Regular(P); • Ray Silvius .................. Regular(P); • Tobin Simcox .............. Regular(P). 12. More detailed discussion on membership fees and the VCP was deferred to the Item 3 b., New Business. OLD BUSINESS Association SOPs 13. A new set of SOPs was tabled by the Chair for discussion and approval. It was agreed by consensus that the SOP’s be adopted subject to adjustment as the result of future decisions on membership fees. 14. The Chair mentioned that the SOP on the Bursaries required an update. NEW BUSINESS Board Structure 15. A presentation was made by Bob Near on the Governance Structure and proposals to reorganize the BOD, Standing Committees and Branches and the allocation of work. A “Food for Thought Paper,” prepared by Bob Near with a proposed new organization along with written comments prepared by members of the BOD was reviewed and discussed in detail. The focus of the discussion centered on governance concepts such as: the current organizational structure; the number of committees; current workload; and, communications between Branches, BOD and RHQ, and a new organizational model prepared by Bob Near. This model included the reduction of the Association Executive to seven members and the introduction of a Council of Branches to represent Branch interests. In addition, the model recommended that a Regimental Warrant Officer to represent the interest of serving soldiers and be the liaison with RHQ sit on the BOD. 16. There was consensus among BOD members on the need to keep the management structure lean, reallocate workload where possible, and increase involvement of Branch Presidents. 17. The BOD agreed that the current governance structure is relatively new and subject to review in the last year of the current Strategic Plan. 18. Bob Near suggested that he would follow-up with RHQ to obtain their thoughts on strengthening liaison with the Association such as an RCWO on the Board. Instead, the Chair will approach the Senior-Serving Royal Canadian to solicit his opinion on the matter. 19. The BOD consensus was that decisions to introduce a new organizational model should be held in abeyance until reviewed in year 5 of the Strategic Plan. 5
Board of Directors Meeting Minutes 26 September 2020 Membership Fees 20. A discussion was led by Rick Reid on the need for membership fees, their impact on membership recruitment and the potential benefits or consequences of their elimination. A discussion paper prepared by Rick “Why Would I Want to Join,” as well as written comments prepared by BOD members added context to the discussion. 21. Salient points raised were: • The Association receives restricted and non–restricted grants from the RCR Trust. Membership Fees have been transferred to the Trust since 2018. It is not believed membership fees are required to sustain the daily operations of the Association as a grant is provided on an annual basis from Trust funds. • More Royal Canadians maintain contact through social media and the current requirement to sign up and pay as membership fee is seen as an impediment to attracting new members. • Issues in administering the collection, processing and follow-up of annual membership fees would be eliminated and membership categories would be simplified. • VCP are the largest contributors to the Trust and are considered automatic members with a 0% fee and efforts to attract participants from the VCP to sign up for membership should be increased. There is need to determine how far back VCP records go and work needs to be completed on outreach to present and past VCP members. • Reducing the membership fees to 0% for all members will eliminate the current transfer of a portion of the fees to the Branches. Alternative means of funding will have to be found (e.g., subsidy from operating funds) to finance current activities. • The cost and method of Pro Patria distribution could be impacted by the elimination of fees and will require further discussion with the Trust. 22. Rick Reid recommended that in accordance with Section 3.03, By-Law No. 1- Constitution that fees should be set at 0%. It was agreed that further discussion and a vote be taken once the appropriate wording for a resolution was formulated. Strategic Plan Activation 23. Jim Simms led the discussion on the Strategic Plan 2021-24 approved by the BOD and the AGM in June 2020. 24. Jim indicated a review of the plan with ties to performance measurement is to be undertaken in January 2021, which is year 3 of the 5-year 2020-24 plan. Performance, indicators and criteria will be developed, and the identified reoccurring activities will also be reviewed to confirm they are still valid. 25. The focus of year 2021 is addressed in Paragraph 18 of the Strategic Plan and a detailed discussion followed on how this could be accomplished. 6
Board of Directors Meeting Minutes 26 September 2020 26. There was broad consensus on what we are currently doing and a number of suggestions to more broadly connect with former serving Royal Canadians. This included: • Initiating outreach efforts in Gagetown and Petawawa where unit bases are but currently no branch exists; • Enhance roles of Branches on social media; • Make use of Membership 365 to ID members in areas without branches who would be willing to organize other alumni; and • Use virtual networks to create on-line groups. 27. In summary, a review of the 5-year plan is required in January 2021. The focus of the next six weeks is to identify and create an inventory of the items to be explored as well as identify the measurement criteria. Mark Connolly will join Jim Simms and Jim Davis on the review group. Points from the Directors Sandy McQuarrie 28. Sandy McQuarrie questioned whether the Association was to take on the unveiling of the Afghanistan Memorial. Denis Thompson stated that he will discuss the issue with the Senior-Serving Royal Canadian and report back. Don Denne 29. Don Denne reported that he was seeking help with Reunion 2023 in London Ontario. He indicated that he would need to step back from current activities for health reasons, but he would identify a replacement for his task as president. 30. Some suggestions on potential candidates to chair the reunion committee were provided by a few board members. The Chair stated that he would undertake to identify an individual. 31. Don also there had been a number of Royal Canadians pass away during the COVID outbreak and the pandemic was impacting Branch celebrations and get- togethers. Denis Thompson 32. Denis Thompson advised the BOD that the Afghan Memorial would be finished by the end of November 2020. He indicated it would be taken on the road and unveiled in Petawawa, Gagetown, and London etc. He will be in touch with Steve Whalen to sort out the unveiling of the Memorial. 33. Regarding Reunion 2023, Denis suggested there was no reason we couldn’t hire someone (professional) to run the reunion as well as others who have volunteered. Jim Davis 34. Jim Davis asked what the Association could do to assist and support transitioning soldiers from the regular force to civilian life. The Chair requested that Jim place it as a discussion topic on the BOD worksite on Member365. 7
Board of Directors Meeting Minutes 26 September 2020 Bob Near 35. Bob Near stated that the COVID-19 pandemic was affecting the Branch get- togethers. He indicated that the Branch was offering help to older royals during these critical times with getting groceries, running errands etc. Anthony Jones 36. Anthony Jones suggested there was a need to review the process for applications for bursaries as well as look at increasing the number of bursaries allocated. Eric Christensen 37. Eric Christensen requested a list of all members from New Brunswick who had joined Membership365. Jim Simms 38. Jim Simms indicated that he had recorded all points regarding the plan and would now get to work with Jim Davis and Mark Connolly. Rick Reid 39. Rick Reid noted that one-on-one recruiting of members will be most successful. He also observed that we will always have a limited group from which to draw volunteers. NEXT MEETING 40. Tuesday 19 January 2021 at 1900 hrs EST by Zoom ADJOURNMENT 41. Approved by consensus. Prepared by Approved by M. Connolly A.D. (Sandy) McQuarrie Acting Recording Secretary Chair Attachments Annex A - 3 Quarter Financial Report (Amended) rd Annex B – Presentations 8
Board of Directors Meeting Minutes 26 September 2020 Annex A To BOD Minutes 26 September 2020 rd 3 Quarter Financial Statement Statement of Financial Operations Correct as of September 30, 2020 Bank Balance as of 1 Jan 2020 $12,601.80 Item Amount Notes INCOME Restricted Contributions RCR Association Education Bursary $12,000.00 Service and Assistance Fund $6,000.00 Grants RCR Association Operations Support Fund $15,000.00 Fees and Donations Regular(A) Fees $1,862.02 Regular(P) Fees $1,540.85 Donations $7,287.53 Bank Fees Rebate $34.65 Total Income $43,725.05 Page A2
Board of Directors Meeting Minutes 26 September 2020 Correct as of September 30, 2020 Bank Balance as of 1 Jan 2020 $12,601.80 Item Amount Notes EXPENSES Promoting a Unified Regimental Spirit ROIC and RSNCOIC Support $0.00 Facilitate and Support Branch Activities Branch Membership Rebates $2,170.00 Branch Activities Support $0.00 Contribute to Regt Comms and Infrastructure Purchase and Distribute Pro Patria $0.00 Website License Fees $2,359.44 Zoom Meetings Annual Fee $0.00 Conduct Quinquennial Reunions Committee Travel and Support $0.00 Connect With All Royal Canadians Posters and Advertisements $0.00 Assist Royal Canadians in Need Adjudicate and Administer Association Bursary Program. Bursary Grants $10,000.00 Page A2
Board of Directors Meeting Minutes 26 September 2020 Correct as of September 30, 2020 Bank Balance as of 1 Jan 2020 $12,601.80 Item Amount Notes Other Donations $6,745.06 Adjudicate and Administer the Service and Assistance Fund Service and Assistance Fund Grants $6,000.00 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 Exercise Institutional Leadership Contribute to Regimental Governance and Management Mandated Travel to Attend Senate Meetings $0.00 Mandated Travel to Attend REC Meetings $0.00 Mandated Travel to Attend RCR Trust Meetings $0.00 Mandated Travel to Attend RCR Museum Meetings $0.00 Branch Visits Travel $1,111.71 Elect and Sustain an Effective Board of Page A2
Board of Directors Meeting Minutes 26 September 2020 Correct as of September 30, 2020 Bank Balance as of 1 Jan 2020 $12,601.80 Item Amount Notes Directors Conduct Annual General Meeting $0.00 Conduct Honorary Advisory Council Meeting $0.00 Directors' Insurance $0.00 Establish and Sustain an Effective Secretariat Bambora Service Fees $0.00 See Note 1 Bank Fees $57.10 Transfer Membership Fees to The Trust $11,651.60 Office Administration Printing $0.00 Office Supplies, Stamps, Etc. $293.21 Contingency $1,407.09 Legal fees of $559.59 and final payment to the Bookkeeping Bureau of $847.50 Promulgate and Implement a Fully Resourced 5-Year Strategic Plan Conduct Board Strategic Planning Meeting $0.00 Engage in Forward-Looking Development Planning Page A2
Board of Directors Meeting Minutes 26 September 2020 Correct as of September 30, 2020 Bank Balance as of 1 Jan 2020 $12,601.80 Item Amount Notes Conduct Executive Planning Session $0.00 Total Expenses $41,795.21 SURPLUS/DEFICIT $1,929.84 Current Bank Balance $14,531.64 Notes 1, The Bambora fees are not include as they do not get entered in the bank account. To include these fees would skew the bank balances. Page A2
Board of Directors Meeting Minutes 26 September 2020 Annex B To BOD Minutes 26 September 2020 rd 3 Quarter Financial Statement Year-to-Date Budget Correct as of Sep 18, 2020 Year to Item Budget Over/Under Date INCOME RESTRICTED CONTRIBUTIONS RCR Association Education Bursary $10,000.00 $12,000.00 -$2,000.00 Service and Assistance Fund $8,000.00 $6,000.00 $2,000.00 Purchase and distribute Pro Patria (500 @ $5 plus mailing) $4,500.00 $0.00 $4,500.00 Website annual license fee $2,400.00 $0.00 $2,400.00 Website support fee $500.00 $0.00 $500.00 Restricted Contributions Total $25,400.00 $18,000.00 $7,400.00 GRANTS RCR Association Support Fund $20,600.00 $15,000.00 $5,600.00 RCR Association Support Fund Total $20,600.00 $15,000.00 $5,600.00 FEES AND DONATIONS Regular membership (A) (250@$25) $6,250.00 $1,862.02 $4,387.98 Regular membership (P) (10@$225) $2,250.00 $1,540.85 $709.15 Page A2
Board of Directors Meeting Minutes 26 September 2020 Correct as of Sep 18, 2020 Year to Item Budget Over/Under Date Donations and other $500.00 $7,287.53 -$6,787.53 Bank Fees Rebate $60.00 $34.65 $25.35 Fees and Donations Total $9,060.00 $10,725.05 -$1,690.40 REVENUE TOTAL $55,060.00 $43,725.05 $11,309.60 EXPENSES RESTRICTED CONTRIBUTIONS EXPENDITURES RCR Association Education Bursary $10,000.00 $10,000.00 $0.00 Service and Assistance Fund $8,000.00 $6,000.00 $2,000.00 Purchase and distribute Pro Patria (500 @ $5 $4,500.00 $0.00 $4,500.00 plus mailing) Website annual license fee $2,400.00 $2,359.44 $40.56 Website support fee $500.00 $0.00 $500.00 Restricted Contributions Expenditures Total $25,400.00 $18,359.44 $7,040.56 PROMOTING A UNIFIED REGIMENTAL SPIRIT Mandated travel to branches $1,000.00 $1,111.71 -$111.71 Branch membership rebates (300 @ $10) $3,000.00 $2,170.00 $830.00 Support to ROIC and RSNCOIC $1,000.00 $0.00 $1,000.00 Promoting a Unified Regimental Spirit Total $5,000.00 $3,281.71 $1,718.29 Page A2
Board of Directors Meeting Minutes 26 September 2020 Correct as of Sep 18, 2020 Year to Item Budget Over/Under Date ASSIST ROYAL CANADIANS IN NEED Establish and maintain liaison with legitimate veterans' organizations $500.00 $0.00 $500.00 Other Donations $0.00 $6,745.06 Assist Royal Canadians in Need Total $500.00 $500.00 CONTRIBUTE TO THE PERPETUATION OF REGIMENTAL HISTORY, HERITAGE, TRADITIONS AND VALUES Celebrate regimental historic events and $1,000.00 $0.00 $1,000.00 accomplishments Recognize and remember our fallen $1,000.00 $0.00 $1,000.00 Contribute to the sustainment of the Regimental $1,000.00 $0.00 $1,000.00 Museum Contribute to the perpetuation of regimental history, heritage, traditions and values Total $3,000.00 $0.00 $3,000.00 EXERCISE INSTITUTIONAL LEADERSHIP Contribute to regimental governance and management Conduct AGM $1,200.00 $0.00 $1,200.00 Deposit membership fees in the Trust $8,500.00 $11,651.60 -$3,151.60 Mandated travel to attend Senate meetings $230.00 $0.00 $230.00 Mandated travel to attend REC meetings $230.00 $0.00 $230.00 Mandated travel to attend RCR Trust meetings $300.00 $0.00 $300.00 Page A2
Board of Directors Meeting Minutes 26 September 2020 Correct as of Sep 18, 2020 Year to Item Budget Over/Under Date Mandated travel to attend RCR Museum $400.00 $0.00 $400.00 meetings Promulgate and comply with approved by- laws Legal fees and disbursements $1,500.00 $559.59 $940.41 Elect and sustain an effective Board of Directors Conduct Board of Directors meetings $400.00 $0.00 $400.00 Directors' insurance $750.00 $0.00 $750.00 Establish and sustain an effective Executive Secretariat Executive Secretariat operations $300.00 $300.00 Bookkeeping services $4,000.00 $847.50 $3,152.50 Bank Fees $60.00 $57.10 Equipment rental $500.00 $0.00 $500.00 Hardware purchases $300.00 $0.00 $300.00 Printing $400.00 $0.00 $400.00 Office Supplies, Stamps, etc. $150.00 $293.21 -$143.21 Executive Secretariat contingency $300.00 $0.00 $300.00 Develop and maintain Association's communications infrastructure Promulgate and implement a fully resourced 5-year strategic plan Page A2
Board of Directors Meeting Minutes 26 September 2020 Correct as of Sep 18, 2020 Year to Item Budget Over/Under Date Conduct planning session $1,000.00 $0.00 $1,000.00 Engage in forward-looking development planning Conduct Honorary Advisory Council Meeting $300.00 $0.00 $300.00 Exercise Institutional Stewardship Total $20,820.00 $13,409.00 $7,408.10 TOTAL EXPENDITURES $35,050.15 $19,666.95 Page A2
Board of Directors Meeting Minutes 26 September 2020 Meeting Presentation 2020 Planning Session A Look to the Future • Governance Structure • Membership • Action Plan Agenda • SOPs • Directors’ Points 2 Governance Structure Lead – Bob Near 3 Page B2
Board of Directors Meeting Minutes 26 September 2020 Current Board Structure Executive Cttee Nominating Audit Cttee Outreach Cttee Cttee Life Member & History & Awards Cttee Heritage Cttee Bursary Awards Cttee 4 BoD Roles & Committee Assignments Name Exec Nominating Audit Outreach LM & Awards H & H Sandy McQ Chair & X X Treasurer Dennis T Vice Chair X X X Rick R Membership X X Secretary Eric C Trust Rep Jim S Planning Leo B President Jim D President Don D President X Bob N President X Geordie E President X Anthony J Bursaries Mark C 5 One Suggestion Board of Directors Council of Branch Presidents Branches Members 6 As per Bob’s Suggestion Page B2
Board of Directors Meeting Minutes 26 September 2020 BoD Recommendation Chair Vice Chair CoP Rep Treasurer Secretary Ops Offr RWO 7 As per Bob’s Suggestion Membership • VCP Status • Fees Lead – Rick Reid 8 When the VCP was introduced (in the early 80’s), Col Ed Quinn, then VCP Base Commander and Participants Chair of The REC, stated that all VCP participants would automatically become members of The RCR Association 9 Page B2
Board of Directors Meeting Minutes 26 September 2020 • When President of The RCR Association, LCol(Ret’d) Bob McBride, initiated a partial transfer of membership fees to an account in The RCR Trust Membership • In 2018, The RCR Trust Fees agreed to provide restricted and non- Background restricted funds to support the operations of The RCR Association from that account • Since 2018, all membership fees have been transferred to The RCR Trust 10 Fees Collected Last 3 Years 2020 fees are for period 1 Jan to 20 Aug 11 The RCR Association The RCR Trust Support Fund Disbursements • $40,000 to the Association in The Service and 2020 Assistance Fund • $8,000 $48,000 12 Page B2
Board of Directors Meeting Minutes 26 September 2020 Bursary Awards • $12,000 The RCR Pro Patria Publication Association Support Fund • $6,000 Communications $40,000 • $3,000 Association Operations • $19,000 13 Action Plan Lead – Jim Simms 14 The planned strategic effort for 2021 is to more broadly connect with former serving Royal Canadians. Activities associated with this objective could include: The 2021 • consolidating an Association teleconference and, if possible, a – 2024 video or web conferencing capability; Strategic • mobilizing Royal Canadians across selected provinces; and Plan • reinforcing existing Branches and incorporating new Branches into Association budget and planning machinery. 15 Page B2
Board of Directors Meeting Minutes 26 September 2020 Name Members The RCR Association 3,061 The RCR Collector Collective 647 RCR My Military The RCR 1,932 RCR United 2,054 Facebook RCR Brothers in Arms 1,422 Sites The Royal Canadian Regiment 596 The RCR Afghanistan War 109 Memorial This list does not include RF Units and Branches of the Association sites 16 STRENGTHS WEAKNESSES • Modern membership tracking • Lack of volunteers app • Low percentage of possible • Adequate financial strength members w ith robust reporting system • Antiquated structure SWOT ANALYSIS OPPORTUNITIES THREATS • Comms enhancements • Poor understanding of the value of the Association 17 Page B2
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