Royal Canadian Mounted Police
Veterans' Association

BOARD OF DIRECTORS MEETING #5
TUESDAY APRIL 28TH 2009
12:00 NOON (Ottawa time)

The following members were present:

National President                 Larry Power
Vice President                        Tim Hoban
Treasurer                               John Religa
Secretary                                Bill Maxwell                         
Directors:                               Cal Small
                                                Nick Shaigec
                                                Jim Forsyth
                                                Dave LeBlanc
Immediate Past President     Rick Morris

Veterans’ Advocate               Dale Lively
Executive Director                Bill Gidley

Guest: Wayne Burry NL Division President
             Bryan Neville, Webmaster
                                            
1.  CALL TO ORDER

President Larry Power called the meeting to order at 12:00h.

2.  OPENING REMARKS BY THE PRESIDENT:

President Power welcomed everyone.  He requested that everyone adhere to the agenda and keep their remarks short and to the point in order to get through all of the items.

3.  CONFIRMATION OF MINUTES BOD#4:    

Moved/Seconded: Maxwell/Shaigec as amended APPROVED

4. APPROVAL OF AGENDA
 
Moved/Seconded: Maxwell/Hoban APPROVED

5.  TREASURER’S REPORT

Report submitted and discussed by the National Treasurer. 
Moved/Seconded: Religa/Morris APPROVED

The Treasurer will be preparing a short summary report for distribution at the AGM and the full report has been distributed to Divisions.

6.EXECUTIVE DIRECTOR

President Power advised the BOD had received an updated report for Executive Director activities for March and an update on Committees.  Mr. Gidley provided an update on meetings he attended recently including meetings of the PS Dental Board, VIP, Quarterly and a Veterans’ Charter Group Meeting.  Gidley advised there is an upswing on searches for members, health and pension matters as well.  President Power enquired about the Committee on Pensions (Morneau/Sobeco letters) that Gidley and Director Small were tasked with.  Gidley advised that Michael Cappe will be arranging a meeting in the near future.
 
7.REPORT ON THE QUARTERLY

On 17 APR, Cal Small and Bill Maxwell met with Bryan Neville, our Webmaster to discuss enhancements of the website and in particular in application to the Quarterly.  Small met with the Canadian Heritage Department to discuss financial assistance for translation costs for the Quarterly, which is $25,000 annually and only 300 subscribers for the French language version.
Heritage Canada has a program “Support for Editorial Content”.  The meeting was quite encouraging and there is a possibility of financial assistance in addition to the existing program support for postage (mailing out costs).  An application has to be submitted by end July.
There was a meeting of the Quarterly and they are working on various ideas including a proposal that if someone takes a three year subscription, they will receive the book “Behind the Badge”.
Nick Shaigec asked whether there has been an increase in subscriptions since the Cadet program started.  Small advised that the numbers are holding their own.  There has been some interest in these new subscriptions from the Cadets.  There is also some suggestion to have the Sergeant-Major at Depot to sit on the Quarterly Board.  The participation by the Commanding Officer, Depot was also discussed but it was felt that it would be more appropriate to request the Sergeant-Major.   

8.  REPORT  FROM ADVOCATE

Dale Lively advised he is working on establishing divisional representatives as a crucial link in veterans’ services.  Hopefully he will have a list as soon as possible.  He also stated that once his system is up and running, he and his network will be able to handle many calls that are now being handled in the National Office by the Executive Director.  Lively wants to put a lot of information on the National Website to assist the membership (such as contact numbers for Morneau-Sobeco) as well and directly linked to the Advocate.  Larry Power also asked Lively about the response rate for the survey on disability cases referred to Divisions.  Lively advised that there was a very poor response rate and most of them felt that it was encroaching on privacy issues.  Power said he was only after numbers, not names, however if the Divisions would not cooperate, then there is nothing could be done.  Power may explain further in Whitehorse as to what the objective of the survey was.  Rick Morris said this has been his experience in his five years on the Board with very little participation from Divisions.  General discussion followed   
Lively also advised he had to cancel a meeting with the Minister of Veterans’ Affairs and wondered if he should follow up if another opportunity occurs.  Larry Power advised that it would be beneficial and that every little bit helps. 
  
9.  CORPORATE GOVERNANCE
 

1. Report from the Committee Chair.

John Religa advised that the final comments were made on the Constitution and By-laws and that work was continuing on updating the Administration Manual.  This would continue after the Annual General Meeting and updated on the website.  Each chapter should ask how, what, where, why and how. 

2. Constitution & By-Laws Rewrite for AGM

Bill Maxwell advised that the final draft has been circulated to National Council and Board of Governors.  That draft version has also been translated. It was proposed that all amendments would be gathered and a final version presented to the AGM.  However, it was suggested that the version that had been sent to Divisions could not be changed prior to the AGM except for minor editorial changes.  President Power suggested that no changes be done except as above. Rick Morris and other members of the Board agreed with that process.

10.  COMMUNICATIONS COMMITTEE:
 

1. Report from the Committee Chair: 

Dave LeBlanc advised that there had been an attempt to schedule some videoconferences but without success. He had looked at Transitional Membership but will wait until after the Annual General Meeting and the decision on the resolution to cancel Transitional Membership.  LeBlanc also wants to work on getting out the recruiting information on a national basis and to ensure the RCMP is on side if possible in all regions across Canada.  LeBlanc also advised that at the next Board of Directors meeting on 1 JUN in Whitehorse, he will propose that the Communications Committee and the Membership Committee be combined in one committee. 
         
2. Website Update including presentation by B. Neville: 

Bill Maxwell introduced Bryan Neville and stated that he had asked Neville to come to the Board meeting to provide Board Members with an overview of the website.  Cal Small provided the highlights of Mr. Neville’s background and stated that Bryan Neville was very cooperative in anything we wanted added to the website. Cal Small and Bill Maxwell met with Neville and Small stated that the Association was looking at an active data base and an archival program.  Larry Power thanked Neville for his efforts in maintaining the National Website.  Neville stated that we are about one year into the website and it is very much a work in progress, still growing and changing.  For under $100 yearly, we are getting the web name and web hosting with enough space to cover the entire country.  If there are any Divisions not able to fund their sites, they should consider being supported by the national server at no cost.  Neville is continuing to improve the site and recently added an enhanced Quarterly section along with other improvements to assist the membership such as historical stories, lists of past executives, updates on Beechwood Cemetery and other items of interest.   Neville would also like to have links with other Association sites and the present National Website provides links to all Divisions across Canada.  He would like to see greater input and content from Divisions and as mentioned above, have the national server support used to support Divisions but having the Divisions maintaining their own sites (author rights).  The Divisions could do whatever they wanted with their own sites, the national server would only host them at no cost.  This will be discussed at the AGM in Whitehorse and Neville suggested a pilot project with a few Divisions coming on stream and see how it works.  He welcomed any suggestions and would like to see an active database of members.  Each Division would have a list of its members and this would be accessed by others. He would also see a “blog” where members could comment on various initiatives such as VIP, etc. 

Bill Maxwell thanked Neville for his presentation and advised the Board that Bryan was undertaking a bike ride across Canada, leaving from Victoria on June 4th and ending up in St. John’s in mid-August.  Jim Forsyth advised that his VetsNet has a members listing and offered his expertise in assisting Neville to set up such a listing.  Rick Morris asked if it were possible to  set up an area on the site directing members to those organizations offering discounts,etc.  Morris also suggested that all rosters be standardized so that the sites would look the same.

President Power thanked Neville for his presentation and for his efforts in maintaining the website. 

3.  Newsletter:     

Rick Morris advised that he wanted to get the next edition of the BOD newsletter out as soon as possible before the AGM.   He asked Bill Maxwell whether the Newsletter was sent electronically to all National Council Members as well as posted on the website.  Maxwell stated that if it wasn’t being distributed to Divisions, then it would be in future.  Morris will include the website address on the newsletter to encourage additional coverage.  Morris will also consider additional newsletters as warranted. Jim Forsyth also requested the newsletter be sent to him for posting on the VetsNet.

11.  BENEFITS COMMITTEE:

1. Report on Insurance Committee:

Cal Small advised that at meetings of the Insurance Committee and of the Insurance Working Group, the following documents were presented for information, review and discussion including a Statement of Work, Contract Consolidation, Roles and Responsibilities, Insurance Committee terms of reference and Operational Plans.  The Statement of Work is a very comprehensive document that has been prepared to invite tendering for a Third Party Insurance Plans Administrator.  This work is currently being carried out by Morneau-Sobeco.  The Contract Consolidation Document is concerned with amendments, working, formatting, etc., necessary in order that the Basic, Optional Life, Dependent Optional Life and the Accidental Death and Dismemberment Plans are replaced with one plan entitled Life and Accident Insurance Plan.  The document also refers to terminology/language related to the Disability Insurance Plan and the Senior Executive Plan. 

The Roles and Responsibilities document defines such for Treasury Board as the policy holder; the RCMP as Administrator and National Compensation Services role within the RCMP; the Third-party Insurance Plans Administrator, currently Morneau-Sobeco; that of the Insurer and Underwriter, currently Great West Life; the Office of Superintendent of Financial Institutions (OSFI); Public Works and Government Services Canada (PWGSC); Pension Administration Services Provider; Plan Participants and finally, the Insurance Committee.

The Terms of Reference for the Insurance Committee covers purpose of the committee, authorities, responsibilities, claims review, composition of the committee, chairperson, tenure of members, etc.

The Operational Plan covers how the plans are to be administered and by whom and covers such topics as plan design, financial arrangements, and plan delivery.

In the “Operational Plan for the Governance of the RCMP Life and Disability Insurance Plans” there are a couple of inclusions that are particularly relevant to our recent requests for enhancements to tow of our policies.  Under Operational Objectives is the statement “Strike a fair balance between various stakeholders interest (e.g. active/retired members).  Otherwise any changes to the plans must take into consideration the interests of all stakeholders.  The second statement of interest and appearing under “Controls/Monitoring Mechanisms” is “Annually, survey plan participants to assess adequacy of benefits and to obtain suggestions for change”.  Small stated that it seems to him that through this process, our two requests for enhancements to the Basic and Dependent Optional Policies would be considered.  Both these policies are, of course, being replaced by the new policy entitled Life and Accidental Death Policy, mentioned above.

Although Treasury Board is the Policyholder, effective 2009.04.01 as planned, there is much work to be done before the process is complete.  General discussion followed.

1.  Benefit Trust Fund:

Tim Hoban advised that the BTF work was continuing and that he would be raising the issue of funding at the next BOD meeting in Whitehorse. 

1. MARKETING COMMITTEE:

1. Report from the Chair:

Rick Morris advised he is continuing to approach industries that express an interest in assisting the Association in providing discounts to our members.   To this point, he has signed Avis, Budget (and link to our website and letters to our members).  He is working on Apple Auto Glass as they are looking at ways to increase their sales.  General discussion on various opportunities including Tip Top Tailors and Moores were suggested.  Morris will also be talking to Holland America at the AGM.  He is sounding out these companies to support some of our activities at an AGM to help defray costs and there has been an expression of interest which he will continue to explore.  If anyone has any suggestion as to a company to approach, kindly let him know. 

1. RCMP Foundation

Rick Morris attended the opening of the rebuilt, rejuvenated RCMP Store at the Headquarters Building in Ottawa as did the Executive Director, Mr. Gidley.  The Store is another way to gather money for the Foundation.  Since the last meeting the RCMP Store has been opened in Chilliwack at the Pacific Training Centre and it is doing a good business.  The Foundation is planning another gala in Toronto in October.  Everything is falling into place and the Foundation is pleased to be considered a partner with the Association.
                       

1. MEMBERSHIP:

1. Report from the Chair

Dave LeBlanc advised that he was working on various links including our website to enhance member information.  There will be more developments after the AGM.  LeBlanc advised that we will be looking at a Membership Award and will be seeking input on this in the near future.
 
 14.  OLD BUSINESS:

1. Confirmation of Vote re RCMP Heritage Centre:

 The National Secretary confirmed that the vote to donate $500 to the RCMP Heritage Centre was unanimous.  John Religa will prepare the cheque and forward the contribution to the Centre.

1. AGM 2009 Whitehorse

There was general discussion on the order of dress during the National Council meeting. 
A motion was put forward that the order of dress would be business casual (no jeans)  and that the Annual General Meeting will be red/blue blazer as will the Saturday evening dinner.  Moved/Seconded Maxwell/Hoban APPROVED
President Power also requested John Religa to ensure the rewrite of the Administration Manual include the order of dress for National Council meetings.  Rick Morris stated that the Manual instructions should reflect the order of dress is based on a decision by the Board of Directors and can be amended accordingly by a subsequent Board of Directors.
It was also agreed that the Board of Directors would wear red blazer (formal dress) at the Dinner.

1. National Council Meeting Whitehorse Proposed Agenda

The National Secretary reviewed the proposed agenda and requested Board members to bring forward any agenda items they would like discussed and also for the Board of Directors Meeting on 1 JUN. 

1. Tipstaff/Mace:   

Nick Shaigec prepared a briefing note to all Directors.  He provided an overview of the Mace/Tipstaff and the situation regarding an observation by a member of Ottawa Division (Bas Adam) concerning the adoption of the tipstaff and the retiring of the Mace at the Winnipeg AGM.  Bill Maxwell advised the Mace was not present at the BOD in Kelowna but was in place at the AGM meeting the next day.  The Mace was present in Winnipeg for both the BOD and the AGM meeting until retired at the end of the AGM meeting and replaced by the tipstaff.  Maxwell agreed that the issue had to be resolved to ensure all decisions made at the AGM in Whitehorse are intact.  Rick Morris agreed and stated that anything that was discussed in Kelowna at the BOD meeting was formally voted on at the AGM meeting the next day.  LeBlanc advised that the Tipstaff would be present in Whitehorse.  There was general consensus that this issue is taking too much time and attention and that the Board had in fact ensured proper process in both Kelowna and Winnipeg.  Maxwell repeated that the Board must ensure that the process followed in Whitehorse is proper.  President Power said he is not concerned with what happened in the past year but is concerned about the appropriateness of replacing the Mace with the Tipstaff in Whitehorse until the new draft Constitution and Bylaws are approved at the AGM.  Maxwell advised he has made arrangements to have the Mace sent to Whitehorse.  President Power stated the Mace should be in place until the new Constitution & Bylaws are approved and then present the Tipstaff.  It was generally agreed that the Mace and/or the Tipstaff is only a ceremonial and ornamental symbol of the authority of the President to conduct a meeting.  The power rests with the President and the Board of Directors to run a meeting, the Mace/Tipstaff only a symbol. 

A motion was made to have the Mace paraded in and be present at the AGM in Whitehorse until such time as the revised Constitution & By-laws are passed.  The Mace will be then be retired and returned to the Heritage Centre in Regina.  The Tipstaff will then be paraded in and subsequently paraded out at the conclusion of the AGM meeting.   Moved/Seconded LeBlanc/Maxwell APPROVED

1. Status of NWT Division/Medicine Hat (Cypress Hills Division):

           
Nick Shaigec advised that the NWT contact has been transferred to Vancouver Island.  Shaigec said the restructuring and recruitment of that Division is at a standstill.  He is monitoring the situation and he can see a possible dissolution of that Division and members becoming part of Yukon Division or a division of their choice. 

Concerning the establishment of Medicine Hat (Cypress Hills Division), arrangements are moving along.  Mike Duffy is leading the project and they have signed 20 members with a further 6 in May.  They have a tentative executive in place and are anxious to formalize the establishment of the Division.

Shaigec put forwarded a motion to accept the application of Cypress Hills Division.
Moved/Seconded Shaigec/Hoban ACCEPTED

Rick Morris asked how many members would come from existing division.  Shaigec advised there is one from Lethbridge who will transfer his membership to Cypress Hills.  There are other individuals who are/were members of Calgary or Red Deer Divisions. President Power pointed out that existing divisions must be given a period of six months from the date the Board has approved the provisional establishment of a new Division, after which there will be formal approval and issuance of a Charter.  Shaigec advised that Mike Duffy has been advised of the Annual General Meeting in Whitehorse. 

15. NEW BUSINESS:

1. Presentation by Bob Slipp, RCMP Senior Compensation Analyst, National Compensation

Cal Small introduced Bob Slipp who made a presentation on various pension programs, benefits and entitlements.  Copy of Presentation made by Slipp will form part of these minutes.  During/after his presentation there was considerable discussion and general agreement that the presentation was most beneficial to the Board.  President Power thanked Bob S 

16:  GOOD OF THE ASSOCIATION:

1. Correspondence to the Commissioner

Larry Power advised that he prepared correspondence to Commissioner Elliott in support of the Commissioner and to clarify a recent CBC program where a former NCO and others on the program suggested that the RCMP Veterans’ have lost the confidence of the Commissioner of the RCMP.  The correspondence clarified that these individuals do not speak for the RCMP Veterans’ Association and that the Association will continue to work with the Commissioner and the RCMP. 

1. World Police & Fire Games

John Religa advised there was a request from a hockey team in Ottawa to attend the WPF Games in Vancouver.  Moved/Seconded Religa/Forsyth that $500 be donated to the team.
There was general discussion on the merits of this request and consensus this request be declined.  DEFEATED National Secretary will advise Cpl. Plomp of the decision of the Board.

1. Ride For Dad

Jim Forsyth suggested the Board consider a donation to this very worthy cause in support of prostate cancer. General discussion followed and there was consensus that this type of request should be handled at the Division level.  Bill Maxwell advised that this issue will be discussed at the National Council meeting with the discussion being as to what is national vs divisional.    DECLINED.

1. Appreciation

Dale Lively expressed his appreciation for the recognition from the Board on his recovery.  It was greatly appreciated. 

17:  NEXT MEETING:
 
June 1st, 2009, Whitehorse YT 08:30 (BOD#6)

18:CLOSING REMARKS:   

President Power declared the meeting adjourned and will see the Board at the end of May.
 
 W.E. Maxwell
 National Secretary
 Ottawa
bmaxwell@trytel.net