Minutes of the 2020 Annual General Meeting

Minutes of the 2020 Annual General Meeting Conducted online via Member 365 1-30 June 2020 Prepared by Jim Cox Chair, Board of Directors Version 1.0 30 June 2020

Minutes of the 2020 Annual General Meeting This page deliberately left blank Page 1 of 31 Version 1.0

Minutes of the 2020 Annual General Meeting Table of Contents CONVENING THE MEETING ....................................................................................... 3 TRIBUTE TO DEPARTED COMRADES ........................................................................ 3 MEETING PROTOCOL ................................................................................................. 4 Approval of Agenda ............................................................................................... 4 OLD BUSINESS .......................................................................................................... 4 Approval of Previous Minutes ................................................................................ 4 Treasurer's Report ................................................................................................ 4 NEW BUSINESS .......................................................................................................... 5 Strategic Plan ....................................................................................................... 5 Election of Directors ............................................................................................. 5 ADJOURNMENT ......................................................................................................... 5 ATTACHMENTS Annex A – Voting Results from Member 365 Vote Annex B – 2019 End Year Financial Statements Annex B – 2019 Audit Committee Report Annex D – 2020 Year to Date (1 May 2020) Financial Statement Annex E – The RCR Association 2021 Budget Annex F – The RCR Association 2021-2024 Strategic Plan Page 2 of 31 Version 1.0

Minutes of the 2020 Annual General Meeting CONVENING THE MEETING 1. Due to restrictions and constraints on physical gatherings and travel imposed by government as a result of the COVID-19 pandemic, innovative measures were required to conduct AGM 2020 and address mandatory business items. The Board of Directors decided to conduct a virtual AGM 2020 using the Member 365 capability on the regimental website. Accordingly, as approved by the Board of Directors, the initial notice for a virtual AGM 2020 was disseminated to all members on 24 March 2020. On 6 May 2020, AGM 2020 general instructions were posted on the regimental website, defining essential business items to be addressed and identifying the voting period from 1-30 June 2020. By 15 May 2020 all necessary background information was made available on the regimental website, for study by members. Voting was conducted as planned, from 1-30 June 2020, using the Member 365 voting application, hard-copy proxy vote forms and voting ballots. TRIBUTE TO DEPARTED COMRADES 2. In all we do, the Association recognizes and commemorates the life and service of departed comrades. Since our last AGM on 22 June 2019, we remember these departed Royal Canadians. Arthur Wayne Abbott Richard (Dick) Bailey Tim Baker Gerald (Gerry) Reidy Lawrence (Larry) Bowen Matthew Crocker- Bowen Fitzpatrick John Cruse George Alton Stanford Don Cyr Daye Terrence (Terry) Marsdon Daniel John (Bud) Dion Ronald Dunham Dexter Pat Embree Henry Ernest (Ernie) Garry Guitard Fletcher John James Hampsey Daniel Hank Thurston (Tud) J. Kaulbach Irving Kerr Alan Douglas King John Landon Ralph Mayville Daniel (Dan) Roy Richard (Dick) McDonald McDermott James E. McMorran Charles Gordon Owen Kyle James Isaac Parker James Pevere Doug Pollock Gerald (Gerry) Peter Robicheau Murdock (Nick) Ross Russell Robert (Bob) Gerald (Gerry) Philips Semple Steacy Page 3 of 31 Version 1.0

Minutes of the 2020 Annual General Meeting Kenneth Albert Tanswell Clyde Theodore Tasco Robert (Bob) L. Walton Eric Curtis Warren Matthew Whelan MEETING PROTOCOL Quorum 3. There were 126 votes cast electronically via Member 365. The results are graphically presented at Annex A. 4. There were two (2) proxy votes allocated to Jim Cox and an additional two (2) proxy votes allocated to Rick Reid. All four proxy votes were cast in favour of all resolutions. Hard copy proxy vote forms are included in the Minute Book. 5. There were ten (10) hard copy voting ballots received during the voting period. All voted in favour of all resolutions. The hard copy voting ballots are also included in the Minute Book. 6. Given the total number of votes cast, the Chair can declare that a quorum participated in the voting. Approval of Agenda 7. Since the issue of the initial AGM 2020 notice in March 2020 and subsequent definition of resolutions to be addressed, there were no objections raised by members. Consequently, tabling the identified resolutions was approved by consensus. OLD BUSINESS Approval of Previous Minutes 8. The AGM 2019 minutes have been posted on the regimental website since July 2019. It was moved by Jim Cox, seconded by Sandy McQuarrie that the AGM 2019 minutes be approved. Carried. Treasurer's Report 9. The Treasurer posted a series of reports on the regimental website, including: • The 2019 End Year Financial Statement; • The 2019 Standing Audit Committee Report; • The 2020 Year to Date (As of 1 May 2020) Financial Statement; and • The 2021 Budget. 10. The 2019 Financial Statement is attached as Annex B. It was moved by Sandy McQuarrie, seconded by Jim Davis that the 2019 End Year Financial Statement be approved. Carried. 11. The 2019 Financial Review is attached as Annex C. It was moved by Denis Thompson, seconded by Jim MacInnis that the 2019 Financial Review be approved. Carried. 12. The 2020 Year to Date Financial Statement (to 1 May 2020) is attached as Annex D. It was moved Sandy McQuarrie and seconded by Anthony Jones that the 2020 Year to Date Financial Statement (to 1 May 2020) be approved. Carried. 13. The 2021 Budget is attached as Annex E. It was moved by Sandy McQuarrie and seconded by Geordie Elms that the 2021 Budget be approved. Carried. Page 4 of 31 Version 1.0

Minutes of the 2020 Annual General Meeting NEW BUSINESS Strategic Plan 14. On 11 May 2020, the Board of Directors approved the Association’s 2021-2024 Strategic Plan and its presentation for membership approval at AGM 2020. It has been available on the regimental website since 12 May 2020 and is attached as Annex F. It was moved by Jim Simms and seconded by Denis Thompson that the 2021-2024 Strategic Plan be approved. Carried. Election of Directors 15. On 28 April 2020, the Board of Directors approved a list of nominations to stand for election as Directors, presented by the Standing Nominating Committee, and its presentation for membership approval at AGM 2020. The list has been available on the regimental website since 15 May 2020. 16. A special resolution was moved by Denis Thompson and seconded by Leo Boyd that Eric Christensen, Mark Connolly, Rick Reid, Jim Simms, and Denis Thompson be elected as Directors until completion of the 2022 AGM. Carried. 17. A special resolution was moved by Denis Thompson and seconded by Rick Reid that Leo Boyd, Jim Davis, Geordie Elms, Bob Near and Don Denne be elected from among serving Branch Presidents, to be a Director until completion of the 2021 AGM. Note from the Chair 18. I want to take this opportunity to thank all members for their support during my two-year tenure as Chair of the Board of Directors. I owe particular thanks to all Directors on the Board, for their work in helping to rejuvenate and modernize the Association. The new Directors you have elected to the Board have a superb range of experience and talent that can continue to make The RCR Association a vital and influential component of The Royal Canadian Regiment. I wish all of you all the very best of good fortune in the future. Pro Patria. ADJOURNMENT 19. The voting period, and AGM 2020, concluded at 11:59 p.m. (EST) on 30 June 2020. Prepared by Jim Cox Chair, Board of Directors Page 5 of 31 Version 1.0

Minutes of the 2020 Annual General Meeting Annex A to the 2020 AGM Minutes dated 30 June 2020 AGM 2020 Voting Results Page A1 Version 1.0

Minutes of the 2020 Annual General Meeting Annex B to the 2020AGM Minutes dated 30 June 2020 2019 End Year Financial Reports Balance Sheet ASSETS Bank account balance $12,601.80 Accounts receivable Memberships in arrears $250.00 Assets Total $12,851.80 LIABILITIES AND NET ASSETS Current liabilities Afghanistan Memorial donations $2,323.25 (December 2019) Net assets Net bank account balance $10,278.55 Net memberships payable $250.00 Liabilities and Net Assets Total $12,851.80 Jim Cox Chair, Board of Directors The RCR Association 19 January 2020 Page B1 Version 1.0

Minutes of the 2020 Annual General Meeting Statement of Financial Operations REVENUE Restricted grant from The RCR Trust (Bursaries) $12,000.00 Restricted grant from The RCR Trust (Pro Patria) $6,313.75 Unrestricted grant from The RCR Trust $8,000.00 Memberships and Afghanistan Memorial and other $33,090.36 donations Monthly bank fee rebate $14.85 TOTAL REVENUE $59,418.96 EXPENDITURES Promoting a unified regimental spirit Support to Regimental SNCO Indoctrination Course $500.00 Branch rebates $1,630.00 Sub-total $2,130.00 Assisting Royal Canadians in need The RCR Association Education Bursaries $12,000.00 Sub-total $12,000.00 Contribute to Regimental history and heritage Contributions to Afghanistan Memorial $21,565.66 Sub-total $21,565.66 Exercise institutional leadership Contribute to Regimental Governance and Management $11,700.00 Conduct AGM (22 June 2019) $894.26 Conduct Board Workshop (30 Oct 2019) $1,526.86 Secretariat operations Bank fees $93.90 Bookkeeping services $2,768.50 Life membership engraving $45.20 Office supplies $391.74 Pro Patria mailing $6,313.75 Regimental website $148.68 Zoom (1 year) $200.00 Travel $3,693.16 Sub-total Executive Secretariat Operations $27,776.05 TOTAL EXPENDITURES $63,471.71 BALANCE -$4,052.75 Bank account closing balance 31 Dec $12,601.80 19 Bank account opening balance 1 Jan $16,654.55 19 Page B2 Version 1.0

Minutes of the 2020 Annual General Meeting Balance -$4,052.75 Jim Cox Chair, Board of Directors The RCR Association 19 January 2020 Page B3 Version 1.0

Minutes of the 2020 Annual General Meeting Budget Status Report ACTIVITY 2019 4th BALANCE BUDGET QTR/YEAR better/(worse) REVENUE Restricted contributions RCR Association Education Bursary $10,000.00 $12,000.00 $2,000.00 Service and Assistance Fund $6,000.00 $0.00 -$6,000.00 Purchase and distribute Pro Patria (500 $3,600.00 $6,313.75 $2,713.75 @ $5 plus mailing) Website annual license fee $2,400.00 $0.00 -$2,400.00 Website support fee $500.00 $0.00 -$500.00 Restricted Contributions Sub-total $22,500.00 $18,313.75 -$4,186.25 Grants RCR Trust $16,865.00 $8,000.00 -$8,865.00 Grants Sub-total $16,865.00 $8,000.00 -$8,865.00 Fees and Donations Regular membership (A) (150@$25) $3,750.00 $0.00 Regular membership (P) (10@$225) $2,250.00 $0.00 Donations and other (Note 1) $500.00 $33,090.36 $32,590.36 Fees and Donations Sub-total $6,500.00 $33,090.36 $26,590.36 Bank fee rebate (Note 2) $0.00 $14.85 $14.85 REVENUE TOTAL $45,865.00 $59,418.96 $13,553.96 EXPENSES Restricted contribution expenditures RCR Association Education Bursary $10,000.00 $12,000.00 -$2,000.00 Service and Assistance Fund $6,000.00 $0.00 $6,000.00 Purchase and distribute Pro Patria (500 $3,600.00 $6,313.75 -$2,713.75 @ $5 plus mailing) Website annual license fee $2,400.00 $0.00 $2,400.00 Website support fee $500.00 $0.00 $500.00 Restricted Contributions $22,500.00 $18,313.75 $4,186.25 Expenditures Sub-total Promoting a Unified Regimental Spirit Mandated travel to branches $0.00 $0.00 $0.00 Branch membership rebates (150 @ $1,500.00 $1,630.00 -$130.00 $10) Page B4 Version 1.0

Minutes of the 2020 Annual General Meeting Support to ROIC and RSNCOIC $500.00 $500.00 $0.00 Branch activities support $3,000.00 $0.00 $3,000.00 Promoting a unified regimental spirit Sub-total $5,000.00 $2,130.00 $2,870.00 Assist Royal Canadians in Need Establish and maintain liaison with $500.00 $0.00 $500.00 legitimate veterans' organizations Assist Royal Canadians in Need Sub- $500.00 $0.00 $500.00 total Contribute to regimental history and heritage Celebrate regimental historic events $1,200.00 $0.00 $1,200.00 and accomplishments Recognize and remember our fallen $0.00 $0.00 $0.00 Contribute to the sustainment of the $1,000.00 $0.00 $1,000.00 Regimental Museum Afghanistan Memorial Project (Note 3) $0.00 $21,565.66 -$21,565.66 Contribute to Regimental History $2,200.00 $21,565.66 -$19,365.66 and Heritage Sub-total Exercise Institutional Stewardship Contribute to regimental governance and management Conduct AGM $2,000.00 $894.26 $1,105.74 Deposit membership fees in the Trust $6,000.00 $11,700.00 -$5,700.00 Mandated travel to attend Senate $300.00 $0.00 $300.00 meetings Mandated travel to attend REC $300.00 $0.00 $300.00 meetings Mandated travel to attend RCR Trust $200.00 $0.00 $200.00 meetings Mandated travel to attend RCR $400.00 $0.00 $400.00 Museum meetings Promulgate and comply with approved by-laws Legal fees and disbursements $1,500.00 $0.00 $1,500.00 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 Page B5 Version 1.0

Minutes of the 2020 Annual General Meeting Executive Secretariat operations $300.00 $300.00 Bookkeeping services $65.00 $2,768.50 -$2,703.50 Bambora Service fees (Note 4) $0.00 $0.00 $0.00 Bank fees $300.00 $93.90 $206.10 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. $350.00 $391.74 -$41.74 Travel (Note 5) $0.00 $3,693.16 -$3,693.16 Life Membership Engraving $0.00 $45.20 -$45.20 Regimental website $0.00 $148.68 -$148.68 Zoom (1 year) $0.00 $200.00 -$200.00 Executive Secretariat contingency $300.00 $0.00 $300.00 Develop and maintain Associations communications infrastructure Promulgate and implement a fully resourced 5-year strategic plan Conduct planning session $1,000.00 $1,526.86 -$526.86 Engage in forward-looking development planning Conduct Honorary Advisory Council $300.00 $0.00 $300.00 Meeting Exercise Institutional Stewardship Sub-total $15,665.00 $21,462.30 -$5,797.30 EXPENDITURES TOTAL $45,865.00 $63,471.71 -$17,606.71 BALANCE (Note 5) $0.00 -$4,052.75 Notes: 1. Memberships and Afghanistan Memorial donations combined 2. Unbudgeted item in approved version 3. Unbudgeted in approved version 4. Calculated separately ($648.49 in 2019). Bambora charges do not 'land' in our bank account 5. This report is adjusted to reflect observations by the Standing Audit Committee Jim Cox Chair, Board of Directors The RCR Association Page B6 Version 1.0

Minutes of the 2020 Annual General Meeting Annex C to the 2020 AGM Minutes dated 30 June 2020 2019 Audit Committee Report INTRODUCTION The Standing Audit Committee has reviewed the 2019 end-year financial reports. The committee consists of myself and two independent persons (i.e. non-members of The RCR Association). The two independent members were: • Mr. Marc Perron – former VP of Pepsico France and currently a CFP with Peak Financial; and • Col (ret’d) Dave Erickson – former Army Finance Officer with extensive experience in public and non-public funds. These two gentlemen were given the following background and instructions in order to launch their review. GUIDANCE The RCR Association is considered one of four components of the Regiment. Each component is governed by different legal frameworks as follows: • The serving component (currently enrolled members of The RCR) is subject to the NDA; • The RCR Museum (located in London, ON) is subject to federal, provincial and municipal regulations; • The RCR Trust (approximately $7M+ in assets) is a registered charity; and • The RCR Association (500+ mostly retired Royal Canadians) is registered as a Federally incorporated Non-Profit Organization (NPO) The focus of the Board’s Audit Committee is to review the finances of The RCR Association, which has a strategic plan with the purpose of “preserving the bonds of comradeship among Royal Canadians” along four lines of operation: • Promote a unified regimental spirit • Assist Royal Canadians in need • Contribute to Regimental history and heritage • Exercise institutional stewardship Thus, our task on the Audit Committee is to review the 2019 End Year Financial Report composed of: • 2019 Statement of Financial Position; • 2019 Statement of Financial Operations; and • 2019 End-Year Budget Status. Your review is understood to offer no assurance to the Association other than an independent set of eyes that has reviewed the Treasurer’s work. Neither of you are liable for offering your opinion, however, as you are independent there is an element of Page C1 Version 1.0

Minutes of the 2020 Annual General Meeting assurance to the members of the Association that the work has been completed and determined to be believable and plausible. RESULTS After the Committee’s review, they found that the reports link together properly from one statement to the other. Some minor adjustments in nomenclature were suggested and incorporated. After a second quick look by this pair, they found the compilation to believable and plausible. For future reference, the Treasurer has put together The RCR Association Financial Management App, which uses the reporting mechanism with which our two independent reviewers are both comfortable. For consideration by the membership at the AGM. Denis Thompson Vice-Chair, The RCR Association Page C2 Version 1.0

Annex D to the 2020 AGM Minutes dated 30 June 2020 2020 Year to Date (1 May 2020) Financial Statement Introduction 1. This report, prepared for the 2020 AGM and submitted on 1 May, provides the required details necessary to permit members of the Association to understand the state of the Association’s finances. The report includes three parts: • Report of Financial Position; • Statement of Financial Operations; and • Year-to-Date Budget. 2. The details provided are for the period from 1 January to 30 April 2020. Background 3. For many years, the Association has struggled to provide financial reporting in a myriad of ways, supported by a variety of tracking means. These means varied between a less than ideal set of Excel workbooks/spreadsheets, a small commercial accounting package, and lately, a professional bookkeeping firm. None of these provided precisely the reports that were required. 4. During the same time, the Chair and the then Executive Director, developed and revised, the content and style of the reports yearly as they refined the requirements and the process. Current Methodology 5. A smart excel-based application is used to both manage and report on the Association’s financial affairs. This app uses a form with selected data titles designed to reduce potential mistakes during data entry to the supporting database and the associated reports. 6. The database automatically completes both the Statement of Financial Operations and the Year-to-Date Budget. Regrettably, the contents of the budget report have changed over the last few years in line with changes to the Association’s Strategic Plan, so it will be necessary to adapt this part of the app to the different budget layouts approved at the previous AGMs for the next few years. Page D1 Version 1.0

Statement of Financial Position As of 30 April, 2020 ASSETS Bank Account Balance $12,887.68 Accounts Receivable Membership in Arrears $25.00 Assets Total $12,912.68 LIABILITIES AND NET ASSETS Current Liabilities Afghanistan Memorial Donations (Mar 2020) $145.67 Membership Rebates to Branches $3,100.00 Net Assets Net Bank Account Balance $9,667.01 Net Memberships Payable $25.00 Liabilities and Net Assets Total $12,912.68 Page D2 Version 1.0

Statement of Financial Operations As of April 30, 2020 Bank Balance as of 1 Jan 2020 $12,601.80 Item Amount INCOME Restricted Contributions RCR Association Education Bursary $0.00 Service and Assistance Fund $2,000.00 Grants RCR Association Operations Support Fund $15,000.00 Fees and Donations Regular(A) Fees $990.28 Regular(P) Fees $443.17 Donations $292.47 Bank Fees Rebate $19.80 Total Income $18,745.72 EXPENSES Promoting a Unified Regimental Spirit ROIC and RSNCOIC Support $0.00 Facilitate and Support Branch Activities Branch Membership Rebates $0.00 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 Page D3 Version 1.0

Item Amount 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 $0.00 Adjudicate and Administer the Service and Assistance Fund Service and Assistance Fund Grants $2,000.00 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 Directors Conduct Annual General Meeting $0.00 Page D4 Version 1.0

Conduct Honorary Advisory Council Meeting $0.00 Directors' Insurance $0.00 Establish and Sustain an Effective Secretariat Bambora Service Fees (1) $0.00 Bank Fees $27.30 Transfer Membership Fees to The Trust $11,530.83 Office Administration Printing $0.00 Office Supplies, Stamps, Etc. $23.47 Contingency (Legal fees of $559.59 and final payment to the $1,407.09 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 Conduct Executive Planning Session $0.00 Total Expenses $18,459.84 SURPLUS/DEFICIT $285.88 Current Bank Balance $12,887.68 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. Actual fees collected to 30 April are $44.88 and are shown in the YTD Budget. Page D5 Version 1.0

Year-to-Date Budget As of April 30, 2020 Year to Item Budget Over/Under Date REVENUE RESTRICTED CONTRIBUTIONS RCR Association Education Bursary $10,000.00 $0.00 $10,000.00 Service and Assistance Fund $8,000.00 $2,000.00 $6,000.00 Purchase and distribute Pro Patria (500 @ $5 $4,500.00 $0.00 $4,500.00 plus mailing) Website annual license fee $2,400.00 $0.00 $2,400.00 Website support fee $500.00 $0.00 $500.00 Restricted Contributions Total $25,400.00 $2,000.00 $23,400.00 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 $990.28 $5,259.72 Regular membership (P) (10@$225) $2,250.00 $443.17 $1,806.83 Donations and other $500.00 $292.47 $207.53 Fees and Donations Total $9,000.00 $1,725.92 $7,274.08 REVENUE TOTAL $55,000.00 $18,725.92 $36,274.08 EXPENDITURES RESTRICTED CONTRIBUTIONS EXPENDITURES RCR Association Education Bursary $10,000.00 $0.00 $10,000.00 Service and Assistance Fund $8,000.00 $2,000.00 $6,000.00 Purchase and distribute Pro Patria (500 @ $5 plus mailing) $4,500.00 $0.00 $4,500.00 Website annual license fee $2,400.00 $2,359.44 $40.56 Website support fee $500.00 $0.00 $500.00 Page D6 Version 1.0

Year to Item Budget Over/Under Date Restricted Contributions Expenditures Total $25,400.00 $4,359.44 $21,040.56 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 $0.00 $3,000.00 Support to ROIC and RSNCOIC $1,000.00 $0.00 $1,000.00 Promoting a Unified Regimental Spirit Total $5,000.00 $1,111.71 $3,888.29 ASSIST ROYAL CANADIANS IN NEED Establish and maintain liaison with $500.00 $0.00 $500.00 legitimate veterans' organizations Assist Royal Canadians in Need Total $500.00 $0.00 $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 $1,000.00 $0.00 $1,000.00 Regimental Museum Contribute to the perpetuation of regimental $3,000.00 $0.00 $3,000.00 history, heritage, traditions and values Total 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 $11,530.83 -$3,030.83 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 $300.00 $0.00 $300.00 meetings Mandated travel to attend RCR Museum $400.00 $0.00 $400.00 meetings Promulgate and comply with approved by- laws Page D7 Version 1.0

Year to Item Budget Over/Under Date 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 Bambora Service fees $340.00 $44.88 $295.12 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 $23.47 $126.53 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 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 $21,100.00 $13,006.27 $8,093.73 TOTAL EXPENDITURES $55,000.00 $18,477.42 $36,522.58 Page D8 Version 1.0

Annex E to the 2020 AGM Minutes dated 30 June 2020 2021 Budget INCOME RESTRICTED CONTRIBUTIONS RCR Association Education Bursary $12,000.00 Service and Assistance Fund $6,000.00 Restricted Contributions Total $18,000.00 GRANTS RCR Association Support Fund $29,410.00 Grants Total $29,410.00 FEES AND DONATIONS Regular membership (A) (150@$25) (Note 1) $3,750.00 Regular membership (P) (10@$225) $2,250.00 Donations and other $200.00 Fees and Donations Total $6,200.00 INCOME TOTAL $53,610.00 EXPENSES PROMOTING A UNIFIED REGIMENTAL SPIRIT Facilitate and Support Branch Activities Branch membership rebates ($10 per registered member) $3,000.00 Branch activities support $1,000.00 Support to ROIC and RSNCOIC $1,000.00 Facilitate and Support Branch Activities Total $5,000.00 Contribute to Enhancement of Regimental Communications and Infrastructure Purchase and Distribute Pro Patria $6,500.00 Website License Fees $2,400.00 Contribute to Enhancement of Regimental Communications $8,900.00 and Infrastructure Total Conduct Quinquennial Reunions Committee Travel and Support $1,000.00 Conduct Quinquennial Reunions Total $1,000.00 Connect with all Royal Canadians Advertisement and Posters $1,000.00 Connect with all Royal Canadians Totals $1,000.00 Promoting a Unified Regimental Spirit Total $15,900.00 ASSIST ROYAL CANADIANS IN NEED Page E1 Version 1.0

Adjudicate and Administer the Association Bursary Program Bursary Grants $12,000.00 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 $500.00 Assist Royal Canadians in Need Total $18,500.00 CONTRIBUTE TO THE PERPETUATION OF REGIMENTAL HISTORY, HERITAGE, TRADITIONS AND VALUES Celebrate Regimental Historic Events and Accomplishments Wreaths, Posters and Advertisements $600.00 Contribute to the Sustainment of the Regimental Museum Annual Grant (Note 2) $1,000.00 Contribute to the Perpetuation of Regimental History, $1,600.00 Heritage, Traditions and Values Total EXERCISE INSTITUTIONAL LEADERSHIP Contribute to Regimental Governance and Management Mandated travel to attend Senate meetings $300.00 Mandated travel to attend REC meetings $300.00 Mandated travel to attend RCR Trust meetings $200.00 Mandated travel to attend RCR Museum meetings $400.00 Branch Visits Travel $600.00 Contribute to Regimental Governance and Management Total $1,800.00 Elect and Sustain an Effective Board of Directors Conduct Annual General Meeting (Note 3) $5,000.00 Conduct Honorary Advisory Council Meeting $300.00 Directors' Insurance $750.00 Zoom Meeting Annual Fee $200.00 Elect and Sustain an Effective Board of Directors Total $6,250.00 Establish and sustain an effective Executive Secretariat Fees Bambora Service Fees $600.00 Bank Fees $60.00 Transfer Membership Fees to The Trust Note 4) $6,000.00 Fees Total $6,660.00 Office Administration Printing $400.00 Office Supplies, Stamps, etc. (Note 5) $200.00 Contingency $300.00 Page E2 Version 1.0

Office Administration Total $900.00 Promulgate and implement a fully resourced 5-year strategic plan Conduct Board of Directors Strategic Planning Meeting (Note 6) $1,700.00 Engage in forward-looking development planning Conduct Executive Planning Session $300.00 Exercise Institutional Stewardship Total $17,610.00 EXPENDITURES TOTAL $53,610.00 BALANCE $0.00 Notes 1. Number of Regular(A) renewals reduce to 150 from 200 on advice of membership secretary 2. Grant to Museum to remain based on comments from John Momborquette 3. AGM allocation reduced by $1000 4. Transfer amount reduce to match expected membership revenue 5. Office supplies reduce from $350 6. Amount increased from $1,550 to $1,700 Page E3 Version 1.0

Annex F to the 2020 AGM Minutes dated 30 June 2020 The RCR Association Strategic Plan 2021 to 2024 References: A. Justice Canada, Canada Not-for-profit Corporations Act S.C. 2009, c23, http://laws.justice.gc.ca/eng/acts/c-7.75/. B. The Royal Canadian Regiment Association By-law No. 1 – Constitution, Ver. 3.1, Approved at the 2018 AGM (4 August 2018). C. Regimental Standing Orders 2017. INTRODUCTION 1. This strategic plan presents an outline of intended Association activity during 2021 to 2024, with a glimpse beyond. It defines and prioritizes objectives and identifies the time frames in which they are to be achieved. 2. This is a ‘rolling’ plan, in which detail for the year ahead is relatively firm, but the information in later years is less so. The plan reflects a continuing a five-year planning cycle in which the first year (2018) focussed on consolidating and enhancing Association governance. The second year (2019) aimed to build and enhance branch structure and governance. Having worked the national and branch framework, the strategic effort in year three (2020) aims to strengthen and modernize the Association’s ability to communicate with all members. The fourth year (2021) goes a step further with the intended focus on expanding our outreach to mobilize more former serving Royal Canadians across Canada, in an effort to establish more active branches in provinces that currently do not have one. Year five (2022), features a structured and disciplined operational review of Association governance, structure and work since year one (2018) and a robust effort to set the conditions for a successful 140th Regimental Anniversary Reunion in 2023. 3. The cycle repeats itself, beginning again in the reunion year (year one of the next cycle) focussed on the successful conduct of the reunion and implementation of approved recommendations from the prior year five review. 4. Throughout the cycle, as time goes by, the next year operational level detail will be issued by the Board of Directors, thereby providing the recurring basis of planning for the next year’s budget. STRATEGIC PLANNING FRAMEWORK 5. This and future plans are based on the Association’s strategic planning framework, which provides a connection to Association by-laws and guides the subsequent development of Association plans and budgets. 6. The strategic planning framework reflects the Association’s purpose and four subordinate program lines of discrete activity aimed at meeting Association objectives. The four program lines are: a. promote a unified regimental spirit; b. assist Royal Canadians in need; Page F1 Version 1.0

c. contribute to the perpetuation of regimental history, heritage, tradition and values; and d. exercise institutional stewardship. 7. A graphical representation of the strategic planning framework is presented below, in Figure 1. Figure 1 - The Strategic Planning Framework THE ASSOCIATION TODAY 8. The Association is an integral part of the Regiment. Its members include serving and former serving Royal Canadians, supporters in the wider Regimental family and friends of the Regiment. The Association’s main office is located in the Regimental Headquarters of the Royal Canadian Regiment, in Garrison Petawawa, at Petawawa, Ontario. 9. In the first instance, the Association is an independent legal entity. Originally granted Supplementary Letters Patent in the province of Ontario, in 1970, the Association is now, as of 6 December 2019, federally incorporated as a not-for-profit organization in compliance with The Canada Not-for-profit Corporations Act. 10. The Association has a structured governance regime overseen by a Board of Directors elected by members at an Annual General Meeting. The Board is served by Page F2 Version 1.0

an Executive Secretariat responsible for the execution of day to day Association business. A number of committees also support the Board’s work. As well, designated members of the Board of Directors represent the Association on various Regimental governance bodies, such as the Regimental Senate, Regimental Executive Committee, The Royal Canadian Regiment Trust Fund and The Royal Canadian Regiment Museum. 11. There are nine active branches in the Association, including (East to West): a. Newfoundland Branch; b. Nova Scotia Branch; c. Ottawa and District Branch; d. Thousand Islands Branch; e. Kingston Branch; f. Greater Toronto Branch; g. Home Station and London District Branch; h. Windsor-Essex Branch; and i. CWO Bobby Girouard (Alberta) Branch. 12. Last year, in 2019, the strategic effort aimed to enhance and consolidate the branches. Branches complying with governance criteria in By-law No. 1 – Constitution were certified by the Board and thus became eligible for a membership rebate, based on the number of their members registered in the Association's online membership management program, Member 365. Subsequent results were mixed, with only five of nine active branches submitting certification documentation for certification in 2020, by the deadline of 1 April 2020. 13. However, other strides were made in 2019 and continue in 2020. The Association made an effort to enhance communications with members. More use was made of Member 365 and some social media (mainly RCR-oriented Facebook pages). Significant improvement was achieved in consolidating membership record-keeping, but there is more to do. Previous work to evolve governance practices and structure continued, in compliance with the Canada Not-for-profit Corporations Act and its related regulations. There was a noticeable lack of volunteers to take on the full range of work required. As a result, the Executive Secretariat, designed to run the day to day business of the Association remained vacant and primary duties were shared among three Directors. The inability to effectively populate the Executive Secretariat remains a significant obstacle to full, effective and modern management of Association business. 14. This year, the 2020 strategic effort aims to consolidate Association membership services, including online registration and modernized communications practices across the Association. 15. It was originally planned to conduct the 2020 AGM in Toronto, but the onset of the COVID-19 pandemic and associated government restrictions on gathering and travel demanded a change of tack. Accordingly, the 2020 AGM will be conducted as a virtual online meeting. Details will be issued separately but, in essence, necessary documentation will be posted on the regimental website in late May 2020, along with required resolutions to be voted on by Association members. A voting period of at least Page F3 Version 1.0

one week (probably late-June) will be identified, during which all members will be asked to cast their online votes for or against the resolutions. Conducting the 2020 AGM in this manner allows all members, no matter where they are in the world, to participate and cast their votes. THE ASSOCIATION TOMORROW Recurring Activity 16. The Association continues to work to achieve its purpose and objectives through periodic grants transfers from The RCR Trust. In return, all new membership fees are deposited in The RCR Trust, for which the Trust issues an income tax receipt to members through the Association. 17. Along each of the four program lines there are a number of recurring, routine activities that must be planned, costed and executed. They are: a. promote a unified regimental spirit; (1) promote, facilitate and support Branch activities, (2) contribute to the enhancement of Regimental communications and infrastructure, (3) conduct quinquennial reunions, (4) connect with all Royal Canadians, b. assist Royal Canadians in need; (1) adjudicate and administer the award of the annual RCR Association Education Bursary, (2) as required, adjudicate and administer the award of financial assistance provided by the Association Service and Assistance Fund, and (3) establish and maintain liaison with legitimate veterans’ organizations, c. contribute to the perpetuation of regimental history, heritage, traditions and values; (4) celebrate historic Regimental events and accomplishments, (5) contribute to the sustainment of the Regimental Museum, d. exercise institutional stewardship; (6) conduct an Annual General Meeting, usually in May or June of each year, to elect Directors, approve financial statements, review and approve any amendments to by-laws; approve business plans and budgets for the coming year; and conduct other business as may be necessary, (7) establish regular liaison with other components of the Regimental Council, specifically, with the Regimental Senate, Regimental Executive Committee, The RCR Trust, and The RCR Museum, (8) provide sustaining support to Board of Directors and Honorary Advisory Council activity and meetings, Page F4 Version 1.0

(9) establish and oversee the conduct of committees required to advise the Board on such matters as may be assigned to a committee, (10) provide sustaining support to the Executive Secretariat, (11) establish and maintain reliable contact and communications with all members and Branch executive committees, and (12) provide sustaining support to continuing development and strategic planning activity. Year 2021 18. The planned strategic effort for 2021 is to more broadly connect with former serving Royal Canadians. Activities associated with this objective could include: a. consolidating an Association teleconference and, if possible, a video or web conferencing capability; b. mobilizing Royal Canadians across selected provinces; and c. reinforcing existing Branches and incorporating new Branches into Association budget and planning machinery. Year 2022 19. The year 2022 is the last year of the initial five-year planning cycle. The proposed strategic effort for 2022 is to set conditions and prepare for the successful conduct of the 140th Anniversary Reunion in 2023, to be held in London, Ontario, and to conduct an operational review of Association development since 2018, Activities associated with this objective include: a. Review of the Association By-Law and governance structure, performance measurement, and business practices; a. supporting the Home Station and London Branch in the planning for and preparation of the reunion; Year 2023 20. This is the first year of a new planning cycle. The strategic effort for 2023 is to implement approved changes from the 2022 operational review while supporting the successful conduct of the 140th Anniversary Reunion. 2024 and Subsequent Years 21. In 2024, the planning process continues begins to repeat itself, in another five- year cycle. Strategic efforts will be: a. 2024 – enhance national governance and business practices; b. 2025 – enhance branch governance and business practices; c. 2026 - consolidate and expand membership services; d. 2027 – conduct operational review of Association development since 2023; e. 2028 – implement approved recommendations from the 2027 operational review and support the successful conduct of the 145th Regimental Anniversary Reunion. Page F5 Version 1.0

Conclusion 22. This strategic plan is intended to guide and stabilize Association long-term thinking and planning. It will be updated and promulgated annually by the Board of Directors, for membership approval at the Annual General Meeting. The strategic plan necessarily takes a high-level, general view of Association activity and, as written, it allows the Board adequate flexibility to manage the execution of approved activity. Along the way, it may require some amendment, but any amendment will not be implemented without careful consideration by the Board and approval of the membership. 23. Members are encouraged to review this strategic plan at their convenience. At any time, should any Member have a question about any aspect of the strategic plan, they are asked to contact any member of the Board of Directors for clarification or an explanation. Moreover, any Member wishing to contribute ideas for future plans are asked to forward their ideas through their Branch Executive or direct to any member of the Board of Directors. Pro Patria. Page F6 Version 1.0