Minutes of the 22 Nov 17 BoD Meeting

Minutes of a Board of Directors Meeting Held on 22 November 2017 in the Conference Room of RHQ and by Teleconference Prepared by Sandy McQuarrie, Association Secretary Page 1 Minutes 6 September 2017

Table of Contents 1 Opening of the Meeting........................................................................................................... 3 1.1 Call to Order and Roll Call ............................................................................................... 3 1.2 Agenda.............................................................................................................................. 3 2 Approval of Previous Minutes ................................................................................................. 4 3 Business Arising From the Minutes and Old Business ........................................................... 4 3.1 Calendar of Events ........................................................................................................... 4 3.2 Reunion Progress Report. ................................................................................................ 4 3.3 Virtual Memorial Project ................................................................................................. 4 3.4 A Report on the Status of The RCR Website.................................................................... 4 3.5 Use of the Website as the Primary Means of Communications....................................... 5 3.5.1 Update of Fool’s Guide for Member 365 .............................................................................5 3.5.2 Update on the Association’s Recruiting Brochure...............................................................5 3.6 Update on the Procurement of an RCR App.................................................................... 5 3.7 Update on the Afghanistan Memorial Project ................................................................. 5 4 Reports .................................................................................................................................... 5 4.1 Association Status ............................................................................................................ 5 4.2 Service and Assistance Fund............................................................................................ 6 4.3 Nominating Committee.................................................................................................... 6 4.3.1 Request for Nominations for Executive Positions..............................................................6 4.4 Honours and Awards Committee..................................................................................... 6 4.5 Bursary Committee .......................................................................................................... 6 4.6 Financial Status................................................................................................................ 6 4.7 Communications Report.................................................................................................. 6 4.8 Membership Report ..........................................................................................................7 4.9 Strategic Review Phase 1 Progress Report........................................................................7 4.10 Governance and By-Laws Committee Report...................................................................7 5 New Business............................................................................................................................7 5.1 Branch Presidents’ Summit Conference Report ...............................................................7 5.2 Administrative Support for The RCR Website................................................................. 8 6 Points from The Directors....................................................................................................... 8 7 Adjounment and Next Meeting ............................................................................................... 8 7.1 Adjournment.................................................................................................................... 8 7.2 Next Meeting.................................................................................................................... 8 Attachments Nil Page 2 Minutes 6 September 2017

The RCR Association Minutes of the Board of Directors Meeting 6 Sep 2017 Attendees Name Appointment Attended In By Conf Person Call Ross Appleton Director No Jeff Burke 4 RCR Rep / Director No Andrew Butters Director No John Copeland 1 RCR Rep / Director Yes √ Jim Cox Director Yes √ Jack Durnford 3 RCR Rep / Director No Geordie Elms Director Yes √ Al Fowler Director Yes √ Jackie Girouard Spousal Rep / Director Yes √ Randy Kemp Director No Jim MacInnis Chairman Yes √ Iain MacLean Director Yes √ Kim McAndrew Director Yes √ Immediate Past Bob McBride Yes √ Chairman / Treasurer Don McKelvay Director Yes √ Sandy McQuarrie Secretary / Director Yes √ Mark Miller Vice President Yes √ Terry Seaver Director Yes √ Kevin Venus 2 RCR Rep / Director No Shawn Neville Regimental Adjutant Yes √ 1 OPENING OF THE MEETING 1.1 Call to Order and Roll Call 1. The Chairman called the meeting to order at 1900 hours. 2. The Chairman read a list of those Royal Canadians who had passed since the Annual General Meeting. A minute’s silence was observed. 1.2 Agenda 3. The agenda was tabled and requests for any additions or deletions were sought. As there were no amendments, the meeting commenced. Page 3 Minutes 6 September 2017

2 APPROVAL OF PREVIOUS MINUTES 4. The Chairman tabled the Minutes of the previous Board Meeting and asked if there were any omissions or additions required. A motion to accept the Minutes as tabled was moved by Mark Miller, seconded by Jim Cox. The motion was approved. 3 BUSINESS ARISING FROM THE MINUTES AND OLD BUSINESS 3.1 Calendar of Events 5. The Chairman tabled a list of events provided by some of the Branches and directed that the list was to be posted to the website. 6. A copy of the list of events has been posted to The RCR website. See http://thercr.ca/the-rcr-association/upcoming-events for the list. 3.2 Reunion Progress Report. 7. Rusty Bassarab, the President the Kingston Branch reported that:  preparations are going well;  registration is slow but all means to advertise the reunion are being used; o Facebook, o Information in three magazines; and  a big push for registrations will be made in January 2018. 3.3 Virtual Memorial Project 8. Mike O'Leary and the Museum Executive Director met with the contractor in October. The contractor was confirming the suitability of a couple of display hardware options, with the option of a free-standing touch screen panel being the preferred solution. This would provide more flexibility of placement over a fixed screen mounted to the wall. (The original design preference of a custom built kiosk was eliminated by the placement of the Colours display case that now occupies the centre of the Quiet Room in the Museum, so a solution that takes up less floor space was sought.) The free-standing panel could be moved as needed, and also offers the most flexible option for potential future replication for placement in battalion lines. 9. Mike also expects to be seeking a digital mock-up of the display and search options and, once reviewed, they will go to the contractor’s graphic designer for the final design stage. 10. Bob McBride (Treasurer) stated that he understood that there was a delayed completion date and that the funds ($5k) allocated by The RCR Trust needed to be expended before the end of the year. 11. The Chairman agreed that he would discuss completion dates with Mike O’Leary and would make suitable arrangements with The RCR Trust. 3.4 A Report on the Status of The RCR Website 12. Bob McBride (Treasurer) stated that he needed to be provided with the invoice for annual license and website hosting so that it could be paid by the end of the year. Sandy McQuarrie agreed to ask Pixelera to provide the invoice. 13. Secretarial Note: The invoice for the Annual License and website hosting has Page 4 Minutes 6 September 2017

been received from Pixelera and has been sent to the Treasurer for payment. 3.5 Use of the Website as the Primary Means of Communications 14. The Chairman indicated that it was desired that the intent to use the website as the principle means of communications be in place by 1 June 2018. 3.5.1 Update of Fool’s Guide for Member 365 15. Sandy McQuarrie (Secretary) reported that production was delayed but would be started shortly. 3.5.2 Update on the Association’s Recruiting Brochure 16. The task to confirm the status of the brochure remains with RHQ. 17. Bob McBride (Treasurer) recommended that the update of the brochure be delayed. Geordie Elms suggested that a simple business card be used instead of an expensive brochure. He agreed to investigate a design and to get a cost for a suitable number of cards. 3.6 Update on the Procurement of an RCR App 18. Sandy McQuarrie (Secretary) stated that he had discussed the matter with Pixelera and they had suggested that a list of requirements should be developed. The effort is pending dependent upon the development of the requirement. 19. Geordie Elms suggested that the CF app might be used as a sample and also added that the design should be based on one click to a topic of interest. 3.7 Update on the Afghanistan Memorial Project 20. Sandy McQuarrie (Secretary) tabled a discussion paper on the project that has been placed on the Board of Directors’ workspace. 21. The Chairman indicated that he would discuss the matter with the executive of The RCR Trust. 4 REPORTS 4.1 Association Status 22. The Chairman stated that:  the effort by the Governance and By-Laws was excellent and was producing some thought provoking Think Pieces. He encouraged everyone to visit the website's BoD workspace, read the documents, think critically and provide feedback;  the Branch Presidents’ Summit Conference held on 25 Oct provided a much clearer perspective of where we are. About half of our branches have responded to the Summit, and it's made me realize that we have some branches that are extremely active and organized while others are simply a loose connection of old friends, and it is likely that more than a few are dormant;  he believes the internet has overtaken us and we are competing with social media for our existence as a legal functional institution. We will embrace this Page 5 Minutes 6 September 2017

reality, we will communicate virtually and in many respects we will become social media. In 2019, we will be better and more relevant in the eyes of retiring RCR; and  He is in the process of preparing our newsletter and will be attending a Trust meeting later this month, and the ROIC, REC and Senate meetings in December. 4.2 Service and Assistance Fund 23. No requests have been received. 4.3 Nominating Committee. 4.3.1 Request for Nominations for Executive Positions 24. Jim Cox was nominated for the position of President by Sandy McQuarrie, seconded by Iain MacLean. There being no other nominations, Jim was appointed by acclamation (with one Director abstaining). 25. Randy Kemp was nominated for the position of Vice-President by Dan McKelvay, seconded by Al Fowler. There being no other nominations, Randy was appointed by acclamation. 4.4 Honours and Awards Committee 26. The Chairman stated that The RCR Senate will bestow an award to a member of the Association. Details will be announced at a later date. 4.5 Bursary Committee 27. Mark Miller (Bursary Committee Chair) reported that the number of applications was lower this year. 28. The need for a publication that describes the process of selecting the Bursary recipients was raised. Mark was requested to provide a draft and Don McKelvay was asked to review the draft. 4.6 Financial Status 29. Bob McBride tabled and reviewed the latest financial statements. He stated that income from membership fees was higher than expected and that he anticipated a surplus of $2500. He sought direction on what to do with the surplus. The Chairman stated that he would deal with this matter secretarially. 30. The matter of an outstanding Bursary Award was raised. Iain Maclean was asked to resolve the matter. 31. Moved by Mark Miller and seconded by Jackie Girouard that the financial statements tabled by the treasurer be accepted. The motion was approved by a voice vote of the Directors. 4.7 Communications Report 32. No update was provided. Page 6 Minutes 6 September 2017

4.8 Membership Report 33. Sandy McQuarrie submitted list of the members of the Association taken from the data provided by the Member365 application. The list includes the details of 194 Paid Up Members and 110 Ordinary members. He also tabled a chart that displays the locations of these members. 34. Details are available to the members of the Board on the workspace. 4.9 Strategic Review Phase 1 Progress Report 35. The Chairman stated that the Association’s newsletter was be produced as an electronic copy only as a means of reducing mailing costs. 36. He also stated that the London Branch had agreed to provide a Museum Support Officer. 4.10 Governance and By-Laws Committee Report 37. Jim Cox (Chair of the Governance and By-Laws Committee) reported that:  the paper on governance ideas for the future had been completed and distributed for comments; and  a draft of the new by-Laws would be produced in early January 18 and the schedule was for Board approval in April and member approval at the AGM scheduled for early Aug 18. 5 NEW BUSINESS 5.1 Branch Presidents’ Summit Conference Report 38. The chairman stated that:  The branches, either through receipt of minutes, e-mail request, and attendance of the Summit, are aware of the need for members to join via Member 365. It was passed on that routine communications will convert to website usage as of 1 Jun 18. By 1 Jan 18, the branches are expected to provide data on; o confirmation on which branches have received an RCR Association charter, o ident of branch Association memberships and spouses, o identification of branch executive members and their appointments, o list of WW2 veterans, o list of Korea veterans, and o list of names of persons wishing to receive the newsletter in hardcopy via Canada Post; 39. The Chairman added that he think the meeting was fruitful. We need to continue this, as dialogue with the Branches keeps us out of the chateau and in sync with the facts at the tactical level. Page 7 Minutes 6 September 2017

5.2 Administrative Support for The RCR Website 40. Sandy McQuarrie (Secretary) raised the problem of maintenance of the website. He indicated that signing a contract to have Pixelera responsible for maintenance was preferable (and more effective) than a single volunteer. 41. The preferred option was to contract Pixelera to maintain the website on an hourly basis at a cost of $90/hour for a total of 25 hours (for a total of $2250) with the understanding that there was no expiry date but that the contract would need to be renewed once the hours were expended. 42. It was agreed that the amount required was within the annual, authorized grant provided by The RCR Trust and that the Chairman would sign the contract to have Pixelera assume responsibility for the maintenance of The RCR website. 43. Secretarial Note: The contract has been signed by the Chairman. The contract will be in place once the payment has been received by Pixelera. 6 POINTS FROM THE DIRECTORS 44. Geordie Elms reported that he had attended a meeting of the National Association of Veterans and that they would be producing a legislative agenda. 45. Bob McBride reminded the Board that The RCR Association was not a lobby group. 7 ADJOUNMENT AND NEXT MEETING 7.1 Adjournment 46. A motion to adjourn the meeting was moved by Al Fowler and seconded by Iain Maclean. Motion approved. 7.2 Next Meeting 47. It was agreed that the next meeting would be held on Wednesday 21 February 2018 commencing at 1900 hours. Submitted By: A.D. McQuarrie Secretary Page 8 Minutes 6 September 2017