The Constitution, By-Laws and Operations Manual
Constitution & By-Laws
PART A - THE CHARTER
PART B - GENERAL BY-LAWS OF THE ASSOCIATION
DATE MINISTERIAL APPROVAL GIVEN MINISTERIAL APPROVAL AS OF THE 25th of June 2010.
Under the indirect supervision of the National President of the Royal Canadian Mounted Police Veteran’s Association directs the operation of the National Office in Ottawa, Ontario in serving the 31 Divisions and over 16,000 pensioners including members of the Veterans’ Association across Canada.
|The National Office is made up of the Executive Director of the Association and an Administrative Assistant who is under the shared supervision of the Executive Director and the RCMP.|
|The following tasks are the responsibility of the Executive Director with direct support from the Administrative Assistant:|
|(a)||Directs and performs a leadership role to ensure a smooth and complete conduct of good business practices in providing services to 31 Divisions and over 16,000 pensioners including members of the Veterans’ Association by responding to mail, telephone, fax, e-mail, and personal inquiries received at the office.|
|(b)||Prepares correspondence to RCMP Divisional Presidents and Secretaries, to Senior Executives within the Force up to and including the Commissioner, executive personnel within the Veterans’ Association and to the Director of Honours and Recognition (RCMP) regarding presentation of medals and honours for former members of the Force.|
|(c)||Demonstrates a good knowledge of the RCMP policies as it pertains to veterans’ benefits such as medical, health benefits, insurance matters, dental care, and disability pensions from Veterans’ Affairs Canada, the Superannuation Act of the RCMP and the RCMP Pension Continuation Act.|
|(d)||Participates as an active member of the National RCMP Veterans’ Association Executive and Board of Directors.|
|(e)||Participates as a voting member of several committees involved in developing and regulatory changes in the critical areas of pensioners’ health and welfare.|
|(f)||Acts as a voting member of the Pensioners’ Dental Health Services Plan-an appointment from the President of the Treasury Board.|
|(g)||Maintains contacts within the RCMP, VAC, Royal Canadian Legion, Sun Life (Dental Plan).and of FSNA.|
|(h)||Serves on various ad-hoc committees to ensure that benefits which are entitlements of the RCMP Veteran membership are guaranteed.|
|(i)||Possesses knowledge on matters pertaining to Pension Act matters and responds to inquiries relevant to disability claims and provides advice and guidance on such matters.|
|(j)||Available for consultation purposes to the Editor and the Circulation Manager of the Quarterly magazine.|
|(k)||Serves as voting member of Quarterly magazine’s Editorial Management Board and the Board of Trustees.|
|(l)||Processes and records mail received at the office.|
|(m)||Creates, prepares, and applies the official seal to documents required for Life Members, Past Presidents, Honourary Life Members and other such documents as requested by the various divisions.|
|(n)||Maintains computerized records of all obituaries related to members of the Veterans’ Association, other retired members of the Force, regular serving members, civilian members and special constables. These records include names, ranks, dates of birth, dates of death, age and place of death. A complete list is prepared annually with sufficient copies to be distributed at the Annual General Meeting.|
|(o)||Creates and maintains filing systems for correspondence and memoranda in an orderly manner for quick easy reference.|
|(p)||Correlates and examines Per Capita Returns, Quarterly Returns, Annual Returns and maintains thorough records of the information.|
|(q)||Records information concerning new members of the Veterans’ Association as received from various divisions.|
|(r)||Reviews monthly divisional newsletters to extract pertinent information concerning activities within divisions which should be recorded.|
|(s)||Creates, prepares, maintains and updates Division and Executive Directories on the computer to reflect pertinent information of all those included in the Executive Positions of all 31 Divisions and those on the National Executive and the governors of the organization. These are forwarded to Divisions on a regular basis.|
|(t)||Encourages former members of the force to join the Veterans’ Association and responds to requests from individuals across the country who are interested in joining the Association by mailing out application forms.|
|(u)||Orders items such as, wedge caps, cap badges, belts, decals, and pins and maintains an inventory of such item.|
|(v)||Prepares invoices and mails out such items as requested, and ensures payment is received.|
|(w)||Reviews and prepares Division By-Laws, applying the official seal and forwarding them to the President for his/her signature and approval.|
|(x)||Responds to request from Veterans, retired members of the Force and often the general public, to locate individuals that may have retired from the force or may have had an association with the force.|
|1.||With respect to the use of the Association’s Badge, Section 104.3, of the Constitution as found under Part 1 of this Manual reads as follows:|
|The Corporate Name of the Association, or any abbreviation thereof, or its Ensign Armorial, or both, shall not be used outside the affairs of the Association without the authority of the Board of Directors of the Association whose consent must be specific in nature.|
|2.||Anytime a Division contemplates the use of the badge for anything other than the normal affairs of the Association, the following procedures should be followed:|
|(a)||prepare a report outlining the proposed use of the badge and submit it to the National Secretary of the Association.|
|(b)||the National Secretary should review the submission and if it is considered to be sufficiently complete, place it on the agenda of the National Operations Committee (NOC) for discussion. The NOC should|
|(c)||examine the proposal and refer it to the Board of Directors with a recommendation. If the proposed use of the badge implicates either directly or indirectly the administration and/or operation of the RCMP, then the NOC should|
|(d)||refer the proposal to the Commissioner of the RCMP for review and decision.|
|(e)||after all the issues relating to the proposed use of the badge have been thoroughly examined, the Board of Directors should inform the Division in question regarding its decision.|
|3.1||Per Capita Dues Assessments|
|3.3||Financial Assistance to Send Delegate to an AGM|
|1.||The National Treasurer shall table a resolution at the Association’s Annual General Meeting setting out the per capita assessment to be paid by each Active Member, effective of January 1st of the following year.|
|2.||Divisions shall collect the dues from all Active Members in the division by April 1st and shall submit the appropriate amount of per capita assessment to the National Office.|
|3.||Persons becoming a member of a division after April 1st will pay capita assessment based on the following rate: April 1st to June 30th - 75% , July 1st to September 30th - 50%, and if a member joins between October 1st to December 31st , no per capita dues will be assessed.|
|4.||Active Members not in good standing may become Active Members in good standing by paying the full amount of the dues for the current fiscal year.|
|5.||Former Active Members may be reinstated in the Association by payment of the per capita assessment for the current year and one previous year and payment of any dues assessed by the division.|
|6.||When a division submits dues, collected under paragraphs 3, 4 or 5, an explanation shall be provided with the assessment submitted.|
|7.||Divisions shall submit per capita assessments received after April 1st with the Membership Status Report on July 1st and October 1st.|
|1.||The Association’s National Office will purchase and pay for Officers & Directors Liability Insurance for the Association and its divisions. A copy of the policy or policies will be retained at the National Office.|
|2.||The Treasurer will invoice each division for its portion of the insurance coverage based on the following formula:|
|(a)||The insurance premium divided by the total number of Active Members in good standing and Life Members in the Association on the previous December 31st will give a cost per member.|
|(b)||Each division’s share of the premium will be the total number of Active Members in good standing and Life Members in the division on the previous December 31st times the cost per member.|
|3.||A summary of the coverage provided by the policy will be included with the invoices.|
Most events that are undertaken within the divisions are automatically covered by our Commercial General Liability policy. There are, however, certain events that are not. For example, events such as the Annual General Meeting and large golf tournaments, where there are large numbers of people in attendance, food and /or liquor involved, vehicles being required for transportation purposes, etc then the Insurance Company needs to be informed so they can assess the additional risks involved. Usually our insurance provides adequate coverage for such events but in instances where the Insurance Company perceives abnormal risks, then they will provide special event coverage at a cost of approximately $150.00.
A division hosting the AGM, should, a couple of months prior to the event date provide the following information to the Executive Director for transmission to our insurance broker:
|-||nature of the event and the date(s) involved.|
|-||name of city where event is taking place.|
|-||identity of venue(s) where event is being held.|
|-||approximate number of people that will be in attendance, whether food and/or liquor is being served.|
|-||transportation issues, e.g. number of vehicles being used, distances involved and who will drive them, (identified as retired member volunteers, for example).|
|-||any other information that may be pertinent.|
|5.||The Commercial General Liability Insurance Policy with limits of $2,000,000 per loss, insures the Board of Directors, Division Executives, members and volunteers for liability due to a negligent act resulting in bodily injury or physical damage to a third party. Our policy covers:|
|-||acts of officers, employees, volunteers, and members, on an occurrence basis:|
|-||premises and operations owned or leased property and land.|
|-||participant injury, club and sports related activities.|
|-||contractual indemnity provisions of leases and contracts.|
|-||personal injury, libel, slander, false arrest and discrimination.|
|-||advertising and publishing activities.|
|-||tenants legal liability.|
|1.||A Division may be unable to pay the registration and travel expenses for a delegate to attend the Annual General Meeting. In such a case, financial assistance may be available from the Association’s General Operating fund or the Reserve Fund.|
|2.||To apply for financial assistance, submit a written request to the National Office before January 31 of the year of the meetings and provide the following:|
|(a)||A copy of the Division’s Balance Sheet and Income Statement as of the previous December 31, including a list of any investments that are held outside the Balance Sheet for any reason.|
|(b)||The name of the Active Member in good standing or Life Member who will be the Division’s delegate and have authority to vote on behalf of the Division, indicate if the member holds a position on the Division Executive.|
|3.||The BOD will review the request and may pay all or part of the delegate’s expenses.|
|Organizing and Hosting an AGM|
|Division Procedures / Guidelines|
|Submission of a Resolution to Host an AGM|
|The Association is federally incorporated under the Canada Corporations Act. It is required to operate according to the requirements of that Act, which stipulates that every federally incorporated entity shall hold a general meeting of its members annually. Annual general meetings shall not be separated by more than fifteen months.|
|In the Association’s early days, annual general meetings were simply an annual meeting of the Board of Directors, convened in the city where the Association’s Headquarters was located. In time, divisions were given the opportunity to host these meetings, to which the general membership was subsequently invited to attend. These meetings then took another dimension, whereby social events were introduced and the meetings started to be hosted by the different divisions.|
|When your division has received approval to host an AGM, appoint a member of your division as the AGM Chairperson. Although the incumbent of this position may change over the intervening years, someone has to prepare an action plan and time line of activities to ensure crucial milestones will be met.|
|Use Appendix 1, Parts 1 and 2 and Appendix 2 and Appendix 3 as guides in carrying out your role.|
|Develop an overall action plan and time line of critical activities and milestones|
|Appendix 2 and Appendix 3, up to date seating arrangements.|
|Sequence of Events:|
|-||Arrival of the National Council (includes BOD, Division Presidents/delegates), Governors, spouses or companions.|
|-||Arrange for the organizing committee and the BOD to meet to review proceedings for the AGM and resolve issues that might arise or have arisen.|
|Your Division may decide to host a Division President’s Reception, e.g., wine and cheese, cocktail hour, etc. for the National Council, Governors the Organizing Committee and their spouses or companions. Although such a function is not necessary, they have proved beneficial in the past. The decision should be left up to the Organizing Committee.|
|-||The National Council meeting takes place during the morning and afternoon and is open to all registered members. A luncheon is arranged by the host committee for the National Council.|
|-||The National President’s reception is organized for the evening period.|
|-||The Annual General Meeting, open to all registered members and invited guests takes place during the morning and afternoon. A luncheon will be available for all attendees with the exception of those attending spousal program.|
|-||The AGM Dinner/Dance is held in the evening. Dress is Formal or Semi-formal as decided by the host Division or Organizing Committee. This event is usually open to all registered attendees and guests.|
|-||Church Service and/or parade is usually arranged for Sunday morning.|
|-||Sunday afternoon, is usually reserved for social activities, e.g. .Barbecue, Lobster Boil, Corn Boil, etc., with entertainment of some type.|
|Comments on planning and organizing|
|The Division President, who will be an ex-officio member of all Committees, should select an AGM Chairperson who is a good organizer and motivator.|
|The AGM Chairperson should then select a Secretary and a Treasurer.|
|Committee Chairpersons should then be selected or recruited for those functions listed below. Committees may be added or dropped, as the President/Chairperson deems necessary.|
|-||Finance (includes Treasurer)|
|-||Entertainment (Includes Dinner/Dance)|
|When the main committees are in place a business plan should be prepared. This effort can be helped by reviewing the experience and results of earlier AGM’s. Committee heads should select members to assist and establish sub-committees if thought to be necessary.|
|-||Arrange for Host Hotel and venues for meetings, luncheons, dinner/dance, etc. as soon as possible. Often convention centres and hotels are booked years in advance.|
|-||Arrange early, for entertainment such as a band for the dinner/dance, entertainment for the President’s reception, Sunday afternoon social, etc. Good entertainers usually have busy schedules and are booked up well in advance.|
|-||Meet on a regular basis and make changes where necessary. Meet more frequently as the AGM nears.|
|-||Have Committees’ Chairpersons supply a budget ASAP to the Finance Committee so they can set an overall budget. Remember better to budget high rather than under budget.|
|-||Identify sources of revenue, e.g. Division, private business, sponsors, corporate support, etc.|
|-||Get as many members of the Division and Ladies Auxiliary (spouses) involved as soon as possible.|
|-||open a separate AGM bank account.|
|-||arrange signing authorities including at least one other.|
|-||receive, deposit, and account for all monies received or spent.|
|-||receive copies of budgets from all other Committees|
|-||develop an AGM budget, review and reset as required.|
|-||supply current financial reports at committee meetings.|
|-||based on anticipated expenses and revenue determine a registration charge per person, at least two years in advance of the AGM.|
|-||compile a final financial statement for the AGM.|
|Fund Raising Committee|
|Fund raising is a Division responsibility. Be cognizant of the AGM budget and try to raise funds accordingly. Without limiting your imagination and ingenuity, the following are some suggestions:|
|-||hold fund raising events such as auctions, dinner/dances, in house lotteries or casinos (beware of Provincial Legislation restrictions), sales of goods, card games, sale of canteen items, etc.|
|-||solicit support from the private and public sectors, either financial or in kind, i.e. donated vans or buses for transportation, free printing, free publicity, etc.|
|-||try to obtain major sponsors.|
|-||in later years Host Divisions have been obtaining financial assistance from other Divisions on a pro-rated basis where refunds were made or profits shared.|
|Registration Committee should:|
|-||develop a Registration form.|
|-||be responsible for receiving and recording all registration applications.|
|-||producing I.D. cards for all attendees. (Use large print).|
|-||keeping an updated list of registrants with appropriate contacting information.|
|-||make up registration kits including local information for travel, restaurants, souvenir shops, malls, etc. (Try to include discount slips for local stores, gift shops, restaurants, etc.).|
|-||set up and staff a registration and information desk.|
|-||determine the arrival times of attendees from the Transportation Committee.|
|Transportation Committee should:|
|-||arrange for a Host AGM Airline, hopefully with a reduced rate and free airline tickets to use as prizes, etc.|
|-||arrange for all forms of transportation, i.e. cars/vans to transport attendees between the airport and the hotel(s), buses for special trips such as the Sunday program, Spousal program and any other programs not being held on the Host Hotel premises|
|-||arrange to meet all attendees at the airport and to return them to the airport following the AGM. It is important to be courteous as this will be the first contact attendees will have with the Host Division.|
|Accommodations Committee should:|
|-||determine where the AGM will be held. Ensure that the convention centre or hotel is large enough to accommodate the prospective number of attendees and has sufficient and adequate space to accommodate board meetings, the AGM, dinner/dance, President’s reception, etc.|
|-||allot space for the Registration/Information desk|
|-||provide space for a table or area to sell memorabilia if the AGM Organizing Committee wishes to do so.|
|-||arrange for all meals, including the National Council luncheon, AGM luncheon and the dinner/dance.|
|Entertainment Committee should:|
|-||arrange for music for the dinner/dance.|
|-||arrange entertainment for the National President’s reception.|
|-||arrange entertainment for the Sunday afternoon social activities.|
|-||supply and staff a hospitality suite if the AGM Organizing Committee wishes to have one|
|-||arrange the Sunday morning church service, if one is planned for.|
|Remember to make all your bookings as early as possible as good orchestras, local bands and suppliers are often in high demand.|
|This program is usually hosted and arranged by the wives of the Division members or Ladies Auxiliary. The following represent typical activities associated with the program.|
|-||Shopping trips to local malls, shops, visiting places of interest, etc.|
|-||Attending the President’s reception during the evening.|
|-||Participating in tours of interest, such as sight-seeing, historical locations, etc., with a luncheon in route. (Plan return to hotel(s) in time to permit preparations for the dinner/dance.)|
|-||Activities during Sunday will follow the AGM schedule of events.|
|Planning of the AGM further points:|
|-||publicity and promotion of the AGM, i.e. handing out flyers at earlier AGMs, article in the Quarterly, articles in the newsletters of other divisions.|
|-||printing requirements will be significant, i.e. information pamphlets, registration forms, stationery, etc. Your Provincial and/or Municipal Tourism Departments may be of assistance here.|
|-||sale of goods, such as caps, t-shirts, pins, other memorabilia, etc. should be considered to raise funds for the AGM Committee.|
|-||organizers of previous AGM’s have done it before and had to overcome many of the challenges you face, use their experience and solicit their advice, they will be happy to share their experiences with you.|
It is most important that the BOD members have an opportunity to meet with the Host Division President and the AGM Chair and key Organizing Committee/Division members on Thursday at a time and place mutually convenient for all concerned. The purpose of this meeting is two-fold.
First, it allows the Host Division Organizing Committee to brief the National President and the BOD on the Division’s readiness to host the AGM.
Secondly, it will be an opportunity to meet the Sgt-at-arms and the Credentials Committee and brief them on their duties. The Division should obtain the use of a room for about an hour or so and large enough to accommodate about 20 people.
The National Council Meeting and the Annual General Meeting
It is important that all concerned keep in mind that the actual conduct of these two business meetings is, in the final analysis, within the purview of the National President, who will consider any logistical circumstances that might dictate that things be done differently than prescribed hereunder. It is therefore important that Divisions not make any unilateral decisions to do things differently than prescribed hereunder without first consulting with the National President. The importance of the Host Division, the National Office, and the National President all working together to ensure the success of these meetings cannot be over stressed. To that end, it is essential that good two-way communications be undertaken in an effective, timely, and constructive way.
|National Office Responsibilities|
|The Executive Director is responsible for ensuring the following items are available to the AGM and where pertinent, returned to the National Office:|
|-||the Association Guidon and pole.|
|-||sufficient copies of the AGM agenda, the proposed budget, and a listing of members deceased since the previous AGM, to allow distribution to each member attending the Annual General Meeting.|
|-||the Memorial Page for posting near the entrance to the venue for the AGM.|
|-||the pall or shroud used to drape over the Memorial Page table.|
|-||the gavel for the National President’s use when chairing the National Council and Annual General Meetings, and|
|-||ballots, in the event an election should be necessary.|
The Tipstaff and Name Plates
At the end of the AGM, the designated Host Division for the next AGM takes possession of the Tipstaff and the Name Plates used for seating the members of the National Council and Governors and is responsible for them being available prior to the commencement of both the next National Council and Annual General Meetings. The Host Division is to arrange for a small table to be located at floor level immediately in front of the National President. The Sgt-at-Arms is to arrange for the cradle on which the tipstaff is to rest, to be placed on that table prior to the starting time of each meeting. The Host Division is responsible for the safe custody of the tipstaff overnight after the adjournment of the National Council Meeting, and ensuring it is available in sufficient time for the opening of the Annual General Meeting the following day. At the conclusion of the Annual General Meeting, the tipstaff is presented by the Sgt-at- Arms to the delegate of the Division hosting the next AGM, and that person in turn then assumes responsibility for its transportation to his/her Home Division, and its safe custody until the following AGM. At this time possession will be also taken of the name plates
The only banners required to be displayed at the National Council and Annual General Meetings are the Association Guidon and the Canadian Flag, mounted and centrally located on the dais immediately behind the National President. From time to time host Divisions have, in addition, also opted to display provincial and territorial flags mounted in a balanced fashion on either side of the Guidon and the Canadian Flag. It will be left to the host Division’s discretion, without reference to the National President, whether it wants to go to that extent/expense. Usually at large venues where our meetings are held the proprietor of the accommodation has a supply of provincial/territorial flags, which may be made available at no cost. Whatever is decided upon, the final result should be in good taste, and not take away from the ambiance of our meetings or become a distraction.
The National Office takes responsibility for bringing the Guidon and its staff to the meeting site and taking possession of it following the meetings. The host Division is to arrange for a proper stand in which to mount the staff.
This is a ceremonial position. It is requested that the host Division appoint a member in good standing who is well turned out and able to fulfil the duties of this position with an air of dignity. The member is expected to attend the opening and closing of both the National Council and Annual General Meetings, and will at the request of the National President Parade in and parade out the Association Tipstaff. The Sgt-at-Arms’ presence will not be required during the meetings. While there is no prescribed order of dress to be worn, our suggestion would be that the member wear the Associations’ order of dress, that is Blue Blazer at the National Council Meeting, and Red Blazer at the AGM. If both blazers are not available then it is quite acceptable that either be worn at both meetings.
At some past AGMs the Sgt-at-arms has dressed in a period uniform or the uniform of the present day Force.
Division Credentials Committee
The Host Division should select two members in good standing to serve in this committee and one replacement in the event either committee members is not available when required.
Their duties will be:
First to calculate the number of proxy votes each Division delegate is entitled to cast on behalf of their respective Division membership at the Annual General Meeting. On the Thursday before the National Council meeting, the National Treasurer will provide this Committee with information on the number of Active Members in good standing and Life Members entitled to vote for each division. This will be used as a basis for their calculations. The Committee will require the host Division to provide a list of Life Members and Active Members (by home Division) in good standing registered at the AGM to complete their calculations. They are then to prepare a report (by Division) containing the number of proxy votes to be exercised by delegates.
Secondly, they are to be in attendance throughout the Annual General Meeting to assist in counting votes, should the National President require a recorded vote to be taken, and to watch for and remove any persons not entitled to be there.
Thirdly, to avoid embarrassment on anyone’s part, the host Division is urged to make a conscious decision to either include the Committee Members in the CO’s luncheon on Friday (if one is scheduled), or advise them they are not included. This has not always been addressed in the past, and it has created an unnecessarily awkward situation when it came time to depart for the luncheon.
Microphone and audio recording of National Council and Annual General Meetings
Inadequate numbers and improper placement of microphones does not serve our best interests in terms of having effective and satisfying meetings, and in the end only leads to complaints from meeting participants. It is appreciated that a good and effective sound system is a “big ticket” expense, however, as most host Divisions have realized a substantial profit after all expenses are paid, Divisions are encouraged to provide at least the minimum requirement of microphones, as follows:
|-||One microphone dedicated to the exclusive use of the National President, with sufficient free cord that will allow the President to use it when standing and moving around to a limited degree to make presentations, etc. This applies to both meetings.|
|-||While one microphone to be shared by every two members of the BOD, Division Presidents/Delegates and Governors is preferable, you are discouraged from providing less than one for every three. This applies to both meetings.|
|-||Preferably two, but not less than one free standing microphone conveniently located so as to permit easy access by members at large attending the Annual General Meeting, and|
|-||One microphone with podium to allow the Commissioner, and other special guests to address the membership at the Annual General Meeting should that be scheduled.|
Ensure that the proceedings of both the National Council and the Annual General Meetings are recorded in their entirety. The recordings should be passed to the Secretary of the Association for his retention, immediately at the conclusion of each meeting.
The Memorial Page
Names of members deceased since the previous AGM are no longer read aloud at the Annual General Meeting. Rather a Memorial Page is posted were it can conveniently be viewed at the Annual General Meeting where members can conveniently view same. The Division is to arrange for an easel and a sheet of bristle board (black preferably) of sufficient size on which to mount the Memorial Page consisting of approximately 6 sheets of paper (8 ½ x 11).
Order of dress for the National Council and Annual General Meetings
The National President establishes what the orders of dress will be for both meetings. If the local Commanding Officer (CO) of the Force will be hosting a noon luncheon for the National Council, Governors and others who may be invited, the requested order of dress is blue blazer, and regimental tie.
The BOD will be expected to wear the red blazer and regimental tie or tartan tie at the Annual General Meeting, and Division Delegates and Governors are encouraged to do likewise. If red blazers are unavailable, then blue blazers are the preferred alternative, and if they are unavailable then a conservative suit, dress shirt, and tie should be worn. It will be left to the discretion of the general membership attending the Annual General Meeting what dress they will wear. If the host Division contemplates dress arrangements other than that set out above, you should discuss your plans with the National President well beforehand to avoid any possible miss-communication, embarrassment, or confusion.
Division delegates, Governors and members of the BOD
It is fully realized/appreciated the importance of your knowing the number of seats and microphones required for Division Delegates, Governors and Executive Members attending the National Council and the Annual General Meeting. The Divisions will advise the National Office early of their delegate’s name, or confirm their decision not to send a delegate. In this regard please keep the following issues in mind:
that all Divisions could have delegates in attendance. Historically, however, not all Divisions will send a delegate. Therefore, there is a good likelihood of there being fewer than the maximum number of Division delegates in attendance. Twenty-six would be a realistic number. As soon as a complete list is available, the National Office will provide it to you.
likewise, we have no way of knowing how many Governors will be in attendance, simply because they make their own travel and registration arrangements. For planning purposes, you might reasonably expect six Governors to be in attendance at the Board and Annual General Meetings.
in the same vein, you might reasonably expect all or most of the nine members of the Board of Directors plus the Executive Director and the National Advocate to attend, for a total of eleven at the head table.
Seating arrangements for the National Council and Annual General Meetings
The suggested seating arrangement for both the National Council and Annual General Meetings should be in accordance with Appendix 2 and Appendix 3. It is further suggested, if possible, that the seating for the Board of Directors be on a raised dais/platform, not for reason of any special importance they may have, but rather to enable the National President and other officers of the Association to be easily seen, and for them to have an unobstructed view of others in attendance.
Included in the seating area for Division Delegates is to be adequate seating to accommodate up to six Governors.
If for logistical reasons, you are considering a seating arrangement that differs significantly from the attached examples, you should discuss your alternative plans with the National Secretary well in advance of making final arrangements/commitments.
It is our practice to recognize members 80 years of age and older in attendance at the Annual General Meeting. You should arrange for someone to be present at the conclusion of the AGM to take some photographs to record this significant milestone. While it would be a nice and appreciated gesture, it will be left to your discretion whether you wish to mail a complimentary photograph to each Octogenarian after the AGM. In any event, a copy should be forwarded to the National Office, either as part of or separate from an information article on the AGM prepared by a member of your Division for publication in the Quarterly.
The National President’s Reception
The National Office provides a grant of $1500 to help offset costs of the National President’s Reception. The Treasurer of the Association will forward a cheque in that amount to the Host Division prior to the AGM.
The decision whether or not to have a receiving line is at the discretion of the National President. In recent times, in consultation with the National President, decisions have been made not to have a receiving line and instead provide the National President a few moments during the evening’s proceedings to address members and guests in attendance. The Host Committee should undertake, at an early opportunity, to contact the National President to determine his wishes on having a receiving line.
Division President’s Reception
While there is no actual requirement for the host Division to provide a Division President’s Reception, such events have taken place from time to time in the past, and they have been found very useful.
Such an occasion should be informal, and most properly takes place on Thursday evening with Division delegates, Governors, and members of the National Executive Committee being invited to attend. The Division President is to decide which members of his/her Division are to attend; however, it is suggested that the host Division AGM Chair and his/her main aides be included.
This not only provides an opportunity for members of the National Council to get to meet each other and for them to meet their hosts, but it provides an opportunity for any required announcements with respect to the Council meeting on Friday, such as transportation arrangements, order of dress, starting time etc.
Consider inviting spouses as well, as they will most likely be strangers to each other, and it will give them a good opportunity to meet their counterparts.
It is suggested that refreshments be limited to finger foods and light beverages.
Commanding Officer’s Luncheon
It has become a custom, but not a requirement, for the local RCMP Commanding Officer to host members of the National Council at a noontime luncheon on Friday.
The Host Committee has responsibility for making such arrangements. It is desirable that members in attendance are uniformly dressed for this semi-formal occasion, and to that end attendees should be advised beforehand that the expected order of dress is blue blazer, dress shirt and regimental tie, or if not available a conservative business suit, dress shirt and tie.
Ladies Saturday Luncheon
Such an event plays an important part in the ladies enjoyment of an AGM. Ensure that a suggested order of dress, departure time, duration of the luncheon, and any other information of interest is communicated to ladies through the AGM Registration Kit, posted notice, or whatever other means are available to get comprehensive and timely information to attendees.
While there is no requirement to hold a church parade or to provide for religious services on Sunday, such events are anticipated by and enjoyed by many in attendance. With such a diversity of faiths, it will no doubt be difficult to provide for a church parade or a religious service that will meet everyone’s needs. You should arrange some form of non-denominational ecumenical service and have information available at the AGM Registration Desk where various community churches, synagogues, etc., are located and directions on how to get there for those choosing to attend a service of a particular faith. If a church parade is planned, it is recommended you select someone with drill experience to form up the members and have the parade proceed with some reasonable order. If a church parade is to be held, make it known by some means that will reach all members wishing to attend, what the suggested order of dress will be.
Corporate financial gifts
In the past, AGM’s have been supported by a $3,000 donation from the Great West Life (GWL) assurance company and a $1.900 contribution from the RCMP. The Executive Director will make the necessary arrangements in that regard.
Invitation to Commissioner
The Host Division is reminded that the Commissioner is the Honourary President of the Association, and as a matter of courtesy should be invited on behalf of the Association to attend each AGM as the guest of the Host Division. Divisions are encouraged early in the year to work with the National Office in extending a written invitation to the Commissioner, keeping in mind the Commissioner normally has a very full schedule set far in advance. The National Office will normally attend to the necessary paper work and communication with the Commissioner’s office; however, the Division will be expected to provide:
pertinent information on the full schedule of events he/she might reasonably be invited/expected to attend.
orders of dress to be worn for the various functions.
advice on whether the Commissioner is expected/invited to speak or make or respond to a toast, and
confirmation that the Commissioner’s spouse and his Aide de camp and his/her spouse are included in the invitation.
The Commissioner, and his entourage, should be received with and accorded all due respect throughout their time as our guests, ensuring they are met and escorted into the various venues. It would be in good taste to ensure the Commissioner is offered refreshments at all social functions, unless he directs that he will look after his/her own needs. The Commissioner is responsible for his own travel arrangements, accommodations, expenses, etc.
Other invited special guests and dignitaries
With the exception of our Patron, the Governor General, it will be left to the discretion of the Host Division to invite any guests/dignitaries they choose, including local representatives of the Force. The Governor General has accepted the position of Patron of the Association, however, that took place only in late 2001, and we have therefore no precedent from which to work in terms of extending His/Her Excellency an invitation or protocols to be observed. If a Host Division would welcome the Governor General’s attendance at the dinner/dance and other AGM social functions, then as a matter of practice and protocol, contact with the Governor General will be done through the office of the National President, well in advance of the AGM, but not more than a year in advance.
Article for The Quarterly
It is suggested that the Host Division submit a suitable article on the AGM, supplemented with appropriate pictures, for publication in The Quarterly. It not only provides information of interest on a major event in the life of the Association, but also at the same time provides the Host Division with a little free publicity about a successful Division undertaking. The Editor of the Quarterly may be contacted for assistance in this regard.
A true sign of the maturity of the Association and how well you have planned an AGM is to ensure that all matters of protocol have been properly addressed and carried out.
The National President should be accorded every possible courtesy and accommodation during his stay in your Division as recognition of the prestigious office he/she holds. This begins with making special, personalized transportation accommodations from the time he/she deplanes, etc. until the time he/she enplanes again at the time of his/her departure. It is suggested that the National President not be bundled into buses, vans, etc. along with other passengers, unless he/she directs otherwise. It may well be that he requires those few moments of privacy to relax, to collect his/her thoughts, to fine tune notes or a speech, consult with an advisor whom he/she wishes to join him/her, and so on. You might also wish to consult with the host hotel manager about making more prestigious accommodations, such as a suite, available at no extra cost in recognition of the business the AGM has brought to his establishment.
Should the Monarch or the Governor General agree to attend some of the AGM social functions, it is suggested that the National Office be contacted to liaison with Government House. This will ensure that all matters of itinerary and protocol with respect to receiving and entertaining the Monarch/Viceroy and his/her party are addressed, and thoroughly planned for in advance.
While arrangements for the dinner/dance are within the sole purview of the Host Division, care should be taken to ensure the National President; the Monarch/Viceroy, the Commissioner, and their spouses are seated at the head table. Keeping in mind the desire of members to dance and socialize, and that some of our members in attendance will be elderly and might therefore wish to retire early, it is suggested that the official part of the program, including speeches be kept reasonably short. You might wish to look to other opportunities for making presentations and awards, such as the AGM or the Sunday event, if such an event is planned.
National Council Meeting
Note: Division Representatives are seated in alphabetical order by the name of their Division.
Annual General Meeting
Note: Division Representatives are seated alphabetically by the name of their Division.
|1.||Resolution’s are to be in writing. They are used to amend the By-Laws, Charter, Letters, Patent on Supplementary Letters Patent, but are not limited to these subjects.|
|2.||If it is desired to give the reasons for the resolution, they will be stated in a preamble, each clause of which begins with “Whereas”.|
|3.||Try to resolve matters that would necessitate your division taking a resolution to an AGM. This might mean referring the matter to the BOD to determine if it can be resolved or dealt with in another manner.|
|4.||Set as a continuing item on the agenda of your division executive committee the subject for AGM resolutions. The need for a resolution should not be something left to the last minute, but should be well thought out in advance of it being submitted.|
|5.||Consider selecting a member of your division who is knowledgeable about Robert’s rules of Orders on resolutions to prepare any resolutions to be presented at the AGM.|
|6.||Before January15, submit to the National Office a list of the resolutions that your division wants placed on the agenda for the AGM that year. The written resolutions themselves must reach the National Office before March 15.|
|5.1||Honouring Former Members on Their Death|
|5.2||Assistance to Former Members or Their Immediate Family Members in Financial Need|
|5.3||RCMP Benefit Trust Fund Guidelines|
|1.||On the death of a former member of the RCMP;|
|(a)||The RCMP Benefit Trust Fund will pay for:|
|(i)||a floral tribute or wreath up to the value of $100 (taxes included), or|
|(ii)||a $50 donation to a Registered Canadian Charity.|
|(b)||The RCMP Veterans’ Association Benefit Trust Fund will pay for a 50$ donation to a Registered Canadian Charity.|
|2.||A division may honor a former member of the RCMP on his/her death through:|
|(a)||a floral tribute or wreath, or|
|(b)||a donation of $100 to a Registered Canadian Charity.|
|3.||If requesting compensation for an expense incurred under 2(a) or 2(b) forward a receipt (in duplicate) issued to the National Office.|
|4.||Include the regimental number and full name of the former member on the receipt. The tribute is for all former members of the RCMP. Only one division may seek compensation for the same member.|
|1.||Funds are available from the RCMP Benefit Trust Fund to give financial relief and promote the well being of former members of the RCMP, members of their families, their widows (ers) and their dependents who are in need of assistance.|
|2.||A dependent is a person who has a valid claim in law against a person for support.|
|3.||Financial assistance may be given in the form of a single grant, or where justified, a series of payments made over a period. When a series of payments are approved, the Division Executive is responsible for retaining the funds advanced to the Division and dispensing the required amounts as directed. Should the recipient’s circumstances improve to the point where periodic payments are unnecessary or in the case of death, unused funds are to be returned to the National Treasurer.|
|4.||Appoint a Benefits Officer who will be responsible for investigating requests for financial assistance.|
|5.||In investigating requests for assistance be guided by the RCMP benefit trust fund-benefit officer’s guidelines.|
|6.||Contact the National Director responsible for the RCMP Benefit Trust Fund for any assistance that you may require in assessing the applicant’s request.|
|7.||If your investigation indicates that assistance is warranted, forward the necessary application to the National Office through your Division President.|
|1.||It should be noted that there are two Benefit Trust Funds:|
|(a)||The RCMP Trust Fund which is in the millions of dollars. This is the RCMP BENEFIT TRUST FUND. This fund is governed by a committee of four. This committee is comprised of regular members and public servants. This group is called the RCMP Benefit Trust Fund Committee.|
|(b)||The RCMP Veterans’ Association Benefit Trust Fund (VBTF) which has less than $100,000.00. This fund is relatively inactive as at present there are no means to replenish the account. It is governed by the Benefit Trust Fund Director and other members of the Board of Directors. It would be used to make justified grants which fall outside the guidelines of the RCMP Benefits Trust Fund.|
|(a)||To assist in the processing of requests for assistance, the Force and the Veterans Association have entered into an agreement whereby requests for assistance from former members of the Force or their dependants are handled by the RCMP Veterans’ Association. Such requests are reviewed and vetted by members of the Association and if the request is considered justified will provide funds to the Division of the requesting applicant for distribution.|
|(b)||To fund such requests, the Force has advanced to the Veterans’ Association the sum of $50,000.00, from which the Association will fulfill requests which are deemed warranted. Documentation of such grants is then forwarded to the RCMP Benefits Trust Fund Committee and if they agree with the making of the grant, they will reimburse the advance to bring it back up to $50,000.00. If they do not agree the Association must replenish the advance account from its own resources.|
|Qualifications for Assistance|
|(a)||An applicant for assistance must be a former member of the Force, his spouse or his legitimate dependant under the age of 18 years. The member need not necessarily be a member of the Association. The applicant must be in dire straits before considering the Benefit Trust Fund (BTF). All resources such as relatives, Federal, Provincial and municipal social programs, Fraternal Clubs, or any other possible source of assistance, must be exhausted before making application for assistance from the BTF. The BTF must be considered as a resource of last resort.|
|(b)||Grants from the BTF are not intended to enhance an applicant’s bank account. If that is happening then the grant is superfluous and will be terminated. On the one hand if an applicant has a relatively small bank account it is not the intent that it should be depleted before an applicant can apply to the BTF. On the other hand, however, if the applicant has a significant bank account, that would be sufficient to disqualify the applicant from receiving any funds from the BTF.|
|Types of Assistance|
Assistance from the BTF may be:
|(a)||Living costs – Where the applicant’s living costs exceed his/her income. The BTF will consider making up the difference.|
|(b)||The Benefit Trust Fund will not normally provide funding for tuition fees and other associated costs for institutions of higher learning, however if such fees would result in the applicant being better qualified for employment and thereby not need BTF assistance – such fees may be considered.|
|(c)||The Benefit Trust Fund may pay for special needs such as eye glasses, special footwear, dental care, or other appliances in the form of one time payments, where the expense of such items would necessarily cause an applicant undue financial hardship, and the appliance is not available through other sources of funding.|
|(d)||The BTF program will consider repairs and alterations to living accommodation where those repairs, etc. are reasonable and required to ensure that a handicap situation of the applicant is accommodated.|
|(e)||If a credit card balance is listed as a debt with monthly payments it will be dealt with in one of the two following ways:|
|(i) If the balance is reasonably small a one-time payment may be considered.|
|(ii) If the balance is extremely large, the payment of it will likely be referred to the BTF Committee.|
In either case a condition of payment will be that the applicant destroys his/her credit card and does not apply for another.
|6.2||Orders of Dress|
|6.3||Purchase of Kit & Clothing|
|6.4||Awards and certificates|
|1.||Protocol concerning hosting special events is found under the Canadian Heritage Department and covers such topics as Precedence, Titles, Styles of Address, Honours and Salutes.|
|2.||This information can be found under Canadian Heritage www.pch.gc.ca and looking under Anthems and Symbols, then under Protocol for National Ceremonies.|
|3.||If further information is necessary the Canadian Heritage Headquarters information is provided under the “Contact Us” portion of their website.|
|4.||National Office of the RCMP Veteran’s Association can provide the necessary contact information should anyone be unable to access this site.|
|The following are guidelines respecting dress of the Association. Organizers of a function should specify the appropriate dress. Association members are encouraged to wear the following in order of preference or availability; Red or Blue Blazer, Business Suit, Sports Jacket or Best Outfit.|
|-||Blue Blazer (Red Blazer optional)|
|-||White Shirt, Regimental Tie (RCMP Tartan Optional)|
|-||Gray Pants (Dark Blue with Red Blazer)|
|-||Black Belt (with or without Crest)|
|Black socks and shoes (Oxfords or Pumps)|
|Neutral colored ladies hose|
|-||(Business Suit, Sports Jacket or Best outfit if above not available)|
|-||Female members: Navy blue crested blazer with brass buttons, white blouse, dark grey trousers or skirts, black shoes and Regimental or Tartan Tie.|
|Ceremonial Dress: Parades|
|Red Blazer (Blue Blazer optional)|
|Wedge Cap (Official Cap of the Association)|
|Dark Blue or Navy pants (Gray with Blue Blazer)|
|Neutral colored hose (female dress)|
|-||Black shoes (Oxford – Pumps)|
|-||Red Blazer (Blue optional)|
|-||Miniature Medals (full Medals Optional)|
|-||Formal Dress Shirt (White shirt Optional)|
|-||Black Bow Tie (RCMP Tartan optional)|
|-||Regimental Tie (RCMP Tartan Tie optional)|
|-||Black Cumber Bun (RCMP Tartan Cumber bun optional)|
|-||Dark Blue or Navy pants (Grey with Blue Blazer)|
|-||Dark Blue or Black floor length Skirt (Grey with Blue Blazer)|
|-||Black Socks (neutral colored hose – female)|
|-||Black Shoes (Oxfords or pumps)|
|-||Tuxedoes, Business Suits may be worn if above dress is not available.|
|The following guidelines should be read in confirmation with the above orders of dress.|
|What headdress is specified, the wedge cap should be worn. If not available no headdress should be worn.|
|Miniature medals are to be worn with Order No. 3, Formal Dress, if available and large medals, when specified, are worn with the other orders of dress. Usually large medals are worn unless the occasion is of an informal nature. Large medals are worn on the left breast with the bottom of the medals located approximately one centimeter above the pocket line and centered over the crest. Miniature medals are centered on the left lapel, the bottom of the medals located approximately one center miter above the top line of the breast pocket. Service medals are worn on the left breast while others such as the Royal Humane Society, Royal Canadian Legion, worn on the right Emblems - such as poppies Remembrance Day, Maple Leaf on Canada Day are worn on the left lapel, above the medals or above the place where medals would be worn.|
|-||The National President and Governors wear this medallion, which has a Scarlet and gold ribbon, around the neck. Division Presidents and Past Presidents wear this medallion with a blue and gold ribbon around the neck. The Medallion is to be worn whilst chairing meetings or during functions with medals. See www.gg.ca for Orders & Decorations.|
|such as poppies for Remembrance Day and Maple Leaf on Canada Day are worn on the left lapel, above the medals or above the place where medals would be worn.|
|Examples of Red and Blue Blazer design for Male and Female members will be included as an appendix at later date.|
|1.||Divisions and members of the Association may purchase certain items of kit, clothing, and other supplies from the National Office and the RCMP|
|Items Available from the National Office:|
|2.||Items available from the Association’s National Office are listed in Appendix 1.|
|3.||Orders for these items are to be submitted to the National Office by:|
|-||Telephone (tool free): 1-877-251-1771|
|-||Fax : 613-993-4353|
|4.||On receipt of order, remit payment by cheque or money order to the RCMP Veterans’ Association, 1200 Vanier Parkway, Ottawa, ON, K1A 0R2|
|5.||Make cheques payable to “RCMP Veterans’ Association.”|
|Items available from the RCMP|
|6.||Items Available from the RCMP are listed in Appendix 1 along with instructions for ordering and paying for items.|
|Forward the following to the:|
RCMP HQ Warehouse
|-||written request outlining the item(s) requested|
|-||copy of authorization to wear (the ID card depicts this authorization)|
|-||cheque or money order payable to Receive General of Canada for the fall amount including GST or HST. Do not include PST.|
|Purchase of Red Serge Cloth Buttons:|
|In addition to the purchase of uniform items, red serge cloth and buttons are also available for the manufacture of a Veteran’s red blazer. Divisions are to coordinate these requests and order in bulk when required. Individual orders will not be accepted.|
|The items required for the manufacture of one red blazer are:|
|-||9120-000 - Cloth, Wool, Scarlet Serge - 3.0 meters @$25.00 per meter|
|8582-100 - Buttons, 17mm - 4 each @$0.70 each = $2.80|
|-||8584-100 - Buttons, 19mm - 3 each @$0.74 each = $2.22|
|plus taxes noted above.|
|Divisions are to forward their bulk request for cloth and buttons with cheque or money order payable to Receiver General of Canada and shipping address to:|
|Planning & Accounting
Uniform & Equipment Program
2nd floor, 440 Coventry Road
Part 6 Chapter 6.3 Appendix 1
|Royal Canadian Mouted Police||
Invoice # _________
|Veterans' Association - Stores Invoice||
Our File #: VA400-14
RCMP Veterans' Association:
|Please make cheque or money order payable to: RCMP VA - Note: NO Visa Orders|
|Date Ordered:||Date Shipped:||Code:|
|Quantity||Descripton of Goods||
|Belt, Black Crested||
|Ties, Regimental (Official)||
|Ties, Blue - Association Crest||
|GST #: 12894 6332 RT 0001||
Order Processed By: Jennifer D. Elliott
If you have any questions or concerns,
|1. NB, NL & ONT||13 % HST|
|2. AB, SK, MN, QC, YK, NWT, NU, PEI||5% GST|
|3. BC||12 % HST|
|4. NS||15% HST|
|* Copy to National Treasurer. Journal No:_______||Entry on ___________||Rev. Sheet Pg. # __________|
The following is a list of the Certificates issued and recognized by the RCMPVA and are listed as either National or Division Certificates:
|RCMPVA National Certificates:|
Life Member 1
|-||Honourary Life Member|
|-||Service Award (National President)|
Service Award (Division President)
Service Award (National Executive)
Service Award (General)
|RCMPVA Division Certificates:|
Honourary Life Member
|-||Service Award (Division Executive Committee)|
|-||Service Award (General)|
|Certificates - General: 2|
|1.||Certificates are signed by the National President and Secretary or the President and Secretary of the Division.|
|2.||All RCMPVA Certificates will be produced at the National Office. Requests for Certificates should be forwarded to the Executive Director with the required information three(3) weeks prior to presentation, in order for the National Office to process the request.|
|3.||The request for a certificate shall indicate:|
|.||The type of certificate.|
The preferred language, English or French.
The date by which the certificate is required.
The full name of the recipient.
|.||Brief rational for awarding the certificate.|
|4.||Division Certificates will be returned, to the Division, unframed.|
|1||The Life Member Certificate is awarded by the National President, on the recommendation of the Division in accordance with the Association By-Laws.|
|2||All Certificates are 8½ " by 11" and are available in either Official Language.|