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The Constitution, By-Laws and Operations Manual

Revised 2013-07-30

Adobe PDF Format



General Index

Part 1 Constitution & By-Laws
 
Part 2 Administration
  2.1 Division By-laws
  2.2 Division Nominal Roll & Membership Status Reports
  2.3 Changes to Division Executive
  2.4 Installation of Officers, Directors, Members and others
  2.5 BOD Standing Committees
  2.6 Translation Policy
  2.7 Membership
  2.8 Election Procedures
  2.9 Advocacy Program
  2.10 Annual Corporate Report
  2.11 National Office
  2.12 Use of the Badge of the Association
 
Part 3 Finance
  3.1 Per Capita Assessments
  3.2 Insurance
  3.3 Financial Assistance to Send a Delegate to an AGM
 
Part 4 AGM
  4.1 Organizing & Hosting an AGM
  4.2 Submission of a Resolution to Host an AGM
 
Part 5 Benefit Trust Funds
  5.1 Honoring 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
 
Part 6 Protocol, Orders of Dress and Awards
  6.1 Protocol
  6.2 Orders of Dress
  6.3 Purchase of Kits & Clothing
   

Appendix 1

  6.4 Awards and Certificates

 

 


PART 1

The Constitution and By-Laws

Part A The Charter: Letters Patent and Supplementary letters Patent
  History and Excerpts
 
Part B The General By-Laws of the Association
By-Law 101 Interpretation
  102 Head Office
  103 Seals
  104 Colours and Ensign Armorial (Badge)
  105 The Tipstaff
  106 Membership
  107 Organization Structure
  108 Duties and Responsibilities
  109 Nominations, Elections and Voting
  110 Corporate Administration
  111 Corporate Finance
  112

Enactment, Amendments, Repeals and Confirmation Of the bylaws

  113 Coming into Force and General Repeal
  114 English and French Versions Equally Authoritative
Appendix A Corporate Seal
Appendix B Armorial Badge

 




Constitution & By-Laws

PART A - THE CHARTER

 

LETTERS PATENT AND SUPPLEMENTARY LETTERS PATENT
  (Charter’s history and excerpts from such Letters)
     
1. INCORPORATION: NAME AND ADMENDMENTS:
  The Royal North West Mounted Police Veterans’ Association was incorporated by Letters Patent issued under the Companies Act on January 14, 1924.
  By Supplementary Letters Patent dated December 1, 1954, the name ROYAL NORTH WEST MOUNTED POLICE VETERANS’ ASSOCIATION was changed to ROYAL CANADIAN MOUNTED POLICE VETERANS’ ASSOCIATION.
  By Supplementary Letters Patent dated October 11, 1967, the objects of the Association were amended and a dissolution clause was added.
  By Supplementary Letters Patent issued October 21, 1977, the name of the Association was changed to ROYAL CANADIAN MOUNTED POLICE VETERANS’ ASSOCIATION/ ASSOCIATION DES ANCIENS DE LA GENDARMERIE ROYALE DU CANADA.
  By Supplementary Letters Patent issued November 29, 1988, the provisions of the Letters Patent incorporating the Association were amended and varied by substituting statements respecting the head office and objects of the Association and by adding a French version to the Letters Patent and Supplementary Letters Patent of the Association, as amended thereby.
     
2. RIGHTS AND POWERS:
  All the rights and powers given by the aforementioned Companies Act and by the application of Part ᴨ (Corporations without share capital), Canada Corporations Act, R.S.C. 1970, c. C – 32 shall apply.
     
3.

PURPOSES AND OBJECTS:

  (a) “to promote and assist in the promotion and advancement of the best interest of Canada, especially respect for its Constitution;
  (b) to be of service to the Government of Canada when required and requested;
  (c) to co-operate with and render assistance to the Police, especially the Royal Canadian Police Mounted Police, in all matters of common interest or concern;
  (d) to promote the physical, social and economic welfare of the Corporation’s members and the members of their immediate families; Constitution & By-Laws
  (e) to acquire by purchase, lease, gift, bequest, devise, endowment or otherwise personal property of every nature and kind and any interest or property rights therein and dispose of the same;
  (f) to acquire by purchase, lease, gift, bequest, devise, endowment or otherwise real property and any interest therein and subject to the provisions of section 65 of Canada Corporations Act, to mortgage, sell, lease or otherwise dispose of the same;
  (g) to establish under such names and titles as may be deemed desirable, such benevolent fund or funds as shall be deemed requisite for the purpose of aiding such former members of the North West Mounted Police, the Royal North West Mounted Police and the Royal Canadian Mounted Police, and the members of their immediate families or their dependents who are in need of assistance and to appoint trustees to supervise the administration and management of any such funds;
  (h) to provide support to worthy community services or organizations of a charitable or benevolent nature.”
     
4. DISSOLUTION CLAUSE:
  “…upon the dissolution of the Corporation and after payment of all debts and liabilities all monies, securities for money and all other property and assets comprised in or forming part of any benevolent fund or funds and being the property of the Corporation and under its administration or control shall be distributed among and or transferred to such Canadian charitable organization or organizations as defined by subsection (3b) of Section 27 of the Income Tax Act, R.S.C. (1952) Chapter 148 and amendments thereto, as the Board of Directors Shall, by resolution, direct.”

 

 



 

PART B - GENERAL BY-LAWS OF THE ASSOCIATION

101 INTERPRETATION
  101.1 In these general By-Laws:
    (1) “Act” means the Canada Corporations Act, R.S.C. 1970 c. C – 32 and amendments thereto;
    (2) “Association” or “Corporation” means the ROYAL CANADIAN MOUNTED POLICE VETERANS’ ASSOCIATION – L’ASSOCIATION DES ANCIENS DE LA GENDARMERIE ROYALE DU CANADA;
    (3) “Board” means the Board of Directors established by By-Law 107.1;
    (4) “Constitution” includes the Corporation’s Charter, Letters Patent, Supplementary Letters Patent and General By-Laws;
    (5) “Force” means the Royal Canadian Mounted Police and includes the Royal North West Mounted Police and the North West Mounted Police;
    (6) “in good standing”, when applied to a Division, means that the per capita dues for the current calendar year have been paid on or before the 31rst day of March of such year;
    (7) “in good standing”, when applied to an Active Member of the Association, means that the member’s dues payable to a Division in good standing for the current year have been paid on or before the 31rst day of March of such year and the membership is neither suspended nor terminated;
    (8) “General Meeting” includes both an Annual General Meeting and a Special General Meeting of the members of the Association;
    (9) “Member of the Force” means a person who is or was a member of the Royal Canadian Mounted Police pursuant to the Royal Canadian Mounted Police Act and amendments thereto.
    (10) “Reserve” means the Reserve of the Force.
    (11) "Voting Delegate" means a Division President, or another member of the Division, who is hereby authorized to vote as a proxy for all Active Members in good standing and Life Members of the Division who are not present at a General Meeting and/or a National Council Meeting.
    (12) “Operations Manual” includes all policy, procedures and guidelines of the association.
    (13) “Member of the Association” means a category of member as outlined in By-Law 106.1 to 106.6.
    (14) “Honourary President” means the Commissioner of the Royal Canadian Mounted Police.
   
102 CORPORATE HEAD OFFICE
  102.1 The Head Office of the Association shall be at the City of Ottawa, in the Province of Ontario and at such place therein as the Board shall establish.
       
103 SEALS
  103.1 The Corporate Seal shall be held at the Head Office of the Association. (Appendix A)
       
104 COLOURS AND ENSIGNS ARMORIAL (BADGE)
  104.1 The Colours of the Association shall be SCARLET and GOLD.
  104.2 The Ensigns Armorial of the Association {Badge} is that depicted upon the margin of a document subscribed by Malcolm Rogwald Innes of Edingight, writer to Her Majesty's Signet, Lord Lyon King of Arms of Scotland, on January 20, 1983. (Appendix B)
  104.3 The Corporate Name of the Association, or any abbreviation thereof, or its Ensigns Armorial, or both, shall not be used outside the affairs of the Association without the authority of the Board whose consent must be specific in nature.
       
105 THE TIPSTAFF
  105.1 The Tipstaff of the Association is an ornamental staff of office borne as a symbol of the authority of the National President to preside over a General Meeting.
       
106 MEMBERSHIPS
  106.1 The Association shall consist of the following categories of membership:
    (1) Active
    (2) Transitional
    (3) Life
    (4) Associate
    (5) Honourary
    (6) Honourary Life
    (7) Honourary Officer
    (8) Patron
  106.2 Active Member includes any former member of the RCMP, any former member of the Reserve and any former member of the Auxiliary other than a member discharged for unsatisfactory conduct.
  106.3 Transitional Membership includes a former member of the RCMP who has transitional status for a period of one year upon leaving the RCMP.
  106.4 Life Member includes former Commissioners of the RCMP and those members of the Association who have been recommended by either a Division or the Board and approved by the National President.
  106.5 Associate Membership, Honourary Membership, Honourary Life Membership and Honourary Officer Membership include persons so appointed by a Division or the Board.
  106.6 Patron means the Governor General of Canada, when the Governor General accepts such appointment.
       
107 ORGANIZATIONAL STRUCTURE
  107.1 A Board shall be established to manage the affairs of the Association including its property and business, shall report periodically to the other members of the National Council and shall be accountable to the membership.
  107.2 Members of the Board shall be elected from Active Members in good standing and Life Members at the Annual General Meeting. They shall be National Officers, serve a term of two (2) years and may be re-elected.
  107.3 The Board shall consist of nine (9) members as follows:
    (a) National President
    (b) Vice President
    (c) Immediate Past President
    (d) National Secretary
    (e) National Treasurer and
    (f) Directors (4)
  107.4 Members of the Association shall be formed into Divisions. A Member shall belong to only one Division. Divisions shall be granted a Charter by the Board.
  107.5 Divisions shall conduct affairs as granted in their Charter and the Constitution and By-Laws of the Association. Division Officers shall be responsible for their duties as set out in the Operations Manual.
  107.6 The National Council shall consist of the Board and the Division Presidents.
  107.7 The Board of Governors shall consist of past National and Dominion Presidents. They remain Honourary Officers for life and shall be advisors to the Board. The Immediate Past National President is Chair of the Board of Governors.
       
108 DUTIES & RESPONSIBILITIES
  108.1 The Duties of the Board shall be as follows:
    (a) The National President shall preside at General Meetings and other meetings of the Board. The National President shall not vote, but in case of a tie may cast the deciding vote.
    (b) The Vice-President shall assist the National President. In the event the National President is absent or unable to act or the office should become vacant, the Vice-President shall perform the duties of the National President.
    (c) The National Secretary shall keep all records required to be kept by the Association or the Board, shall certify documents issued by the Association by affixing thereto the Corporate Seal or by signing on behalf of the Corporation and shall be responsible for the security of the Corporate Seal.
    (d) The National Treasurer shall ensure that all revenues and expenses are properly recorded and monies deposited in a financial institution designated by the Board.
    (e) The Directors shall head such committees as are required and shall perform such other duties as may be delegated to them by the National President or the Board.
  108.2 The Board has authority to:
    (a) Formulate policies of the Association;
    (b) Prepare the budget;
    (c) Recommend remuneration for the Auditor, Secretary, Treasurer and any other officer, employee or member of the Association;
    (d) Perform such other duties as required by these By-Laws;
    (e) Appoint a member to the Board to complete the term of office of a member of the Board who has left before his/her term of office has ended;
    (f) Appoint committees as required;
    (g) Engage employees as required;
    (h) Appoint a member of the Association to carry out any specific function deemed necessary by the Board;
    (i) Overspend a budget in case of an emergency situation. Such overspending of a budget in a fiscal year shall be reported to the membership at the next Annual General Meeting; and
    (j) Formulate and maintain an Operations Manual in accordance with by-law 101.1(12).
       
109 NOMINATIONS, ELECTIONS AND VOTING
  109.1 The Immediate Past President shall chair the Nominating Committee and shall appoint two (2) Active Members in good standing and/or Life Members to the Committee by January 1st each year.
  109.2 Members of the Nominating Committee are ineligible to stand for election.
  109.3 The Secretary shall advise all Divisions by January 15th of the name and address of the Chairperson and members of the Nominating Committee and the forthcoming vacancies on the Board to be filled through the regular voting process.
  109.4 Any Active Member in good standing or Life Member or any Division may nominate a member for election to the Board.
  109.5 Nominations shall be received up to March 15th each year. The list of nominees shall be circulated to Divisions by April 1st.
  109.6 The Nominating Committee report shall be presented at the Annual General Meeting. Elections shall be by secret ballot when more than one candidate is nominated for a position.
  109.7 Nominations by any other method than through the Nominating Committee shall be invalid.
  109.8 In the event there are no nominations for a vacancy on the Board, the President with the approval of the Board may appoint a member to fill such vacancy until the next Annual General Meeting.
  109.9 A member of the Association elected to a position on the Board who is or becomes a member of a Division Executive shall not attend a Board or General Meeting as a Division delegate but as a member of the Board.
  109.10 Divisions shall follow these By-Laws for elections and nominations except where the Division Charter and By-Laws state otherwise.
  109.11 Only Active Members in good standing and Life Members may vote at any meeting of the Association.
  109.12 The Association shall consist of:
    (a) Voting Members: Active Members in good standing and Life Members; and
    (b) Non-Voting Members: Active Members not in good standing, Transitional Members, Honourary Members, Honourary Life Members, Associate Members, Honourary Officers and Patron.
    (c) Not withstanding paragraph 109.11, a Division may through a Division By-Law extend voting privileges to Associate Members of the Division.  Such voting privileges will apply only to matters within the Division.   Associate Members who are entitled to vote under this provision shall pay the annual Division membership dues, but not the Capital Assessment.
  109.13 A voting member of the Association is entitled to one (1) vote on any issue.
  109.14 Voting at any meeting shall be by majority vote of the voting members in attendance except as provided elsewhere in these By-Laws.
  109.15 A two-thirds (2/3) majority vote at a General Meeting of the Association is required to:
    (a) Approve a change to the Letters Patent, the Supplementary Letters Patent, and/or the General By-Laws of the Association.
    (b) Dissolve or reinstate a Division.
  109.16 Divisions shall be represented by a Voting Delegate at the Annual General Meeting of the Association.
       
110     CORPORATE ADMINISTRATION
  110.1 The formation of a new Division requires an application in writing from individuals who are Active or Life Members and/or who qualify for Active or Life Membership to the Board.
  110.2 A new Division has authority to enact its own By-Laws provided they are not contrary to the provisions of the Constitution of the Association.
  110.3 The Association’s By-Laws shall apply to Divisions, with changes as necessary, until Divisions pass their own By-Laws.
  110.4 Divisions shall be exempt from remitting per capita assessments for the year in which the Division is approved for membership in the Association.
  110.5 A Division may surrender its charter on a vote supported by two-thirds (2/3) of its members, cast in person or by proxy at a General or Special Meeting of the Division.
    (a) Members of a Division that surrenders its charter may apply to others Divisions for membership and shall continue to be members of the Association while the applications are being considered.
    (b) Assets remaining after a Division votes to surrender its Charter shall be forwarded to the Board along with any remaining blank membership cards and certificates and notification of the vote taken at the last meeting of the Division.
    (c) Receipts from disposal of assets and any monies received from the Division shall be deposited at the direction of the Board.
    (d) The Board shall advise the other Divisions when the Board receives notification that a Division has surrendered its Charter.
  110.6 A Division that fails to pay the per capita assessment is not entitled to representation at a Special Meeting or an Annual General Meeting and may be suspended by the Board.
  110.7 A Division that does not comply with the Constitution and By-Laws may be suspended by the Board after investigation by a Committee appointed by the National President. Due notice and an opportunity to be heard shall be given before such suspension.
    (a) A Division that has been suspended may be reinstated by the Board.
    (b) The suspension and reinstatement of a Division by the Board shall be brought to the attention of the other Divisions and their members.
  110.8 The Board may table a resolution at a General Meeting that a Division’s charter be forfeited. The Division shall be given 14 days written notice of such a resolution and shall have an opportunity to address the membership in writing and/or at a General Meeting before a vote is held.
  110.9 The Board may recommend by resolution at a General Meeting that a forfeited charter be reinstated to a Division and the expulsion lifted.
  110.10 A member whose conduct or continued membership in the Association is not in the best interest of the Association may be expelled when such action is approved by at least two-thirds (2/3) majority vote cast at a Regular or Special Meeting of the Division to which the member belongs. The suspension may be reviewed and confirmed or revoked at an Annual General Meeting of the Association.
  110.11 The Board may by at least two-thirds (2/3) majority vote, suspend or terminate, for cause, the membership or the appointment of any person to any office in the Association and may reinstate such person. The suspension, termination or reinstatement may be reviewed and confirmed or revoked at a General Meeting.
  110.12 A member may appeal any action or decision affecting him/her to the Board.
  110.13 A Division may appeal any action or decision affecting the Division to a General Meeting of the Association.
  110.14 Appeals shall be in writing and received by the Board within 30 days of receiving notification of the action or decision.
  110.15 Decisions of the Board or of a General Meeting shall be binding on all parties.
  110.16 The proceedings of a Board meeting shall be valid notwithstanding the fact that the meeting was improperly convened, if such a meeting was held in good faith and the proceedings were those that would have been taken had such meeting been properly convened.
  110.17 Any action taken by a person appointed by the Board shall be valid notwithstanding that such person was improperly appointed, if the action taken by such person was done in good faith and would have been the action that would have been taken had such person been properly appointed.
  110.18 Officers of the Association and members of officially appointed committees shall not be liable for any act, or the results of any act, carried out in the name of the Association.
  110.19 Officers of the Association or members of officially constituted committees shall be indemnified out of the funds of the Association from and against any action brought in respect of any act done in the execution of their duties on behalf of the Association.
  110.20 Except where these By-laws state otherwise, all meetings of the Association shall follow Parliamentary Procedures as outlined in Roberts Rules of Order.
  110.21 The Board shall meet at least once each year. A majority of the members of the Board and/or the President shall have the authority to call a meeting of the Board at any time.
  110.22 The National Council shall meet prior to an Annual General Meeting to discuss the agenda and/or other matters. The Board may call a special meeting of the National Council if requested by a majority of the National Council. Members of the National Council may also participate on National Standing Committees.
  110.23 An Annual General Meeting shall be held at least once in every calendar year and not later than fifteen (15) months after the holding of the preceding Annual General Meeting.
  110.24 The National Secretary shall notify all Divisions of the date and location of the next Annual General Meeting by the 1st day of December prior to the date of the meeting.
  110.25 Members must submit Resolutions to their Division in writing, for approval by the Division and forwarding to the Board by March 15th.
  110.26 The National Secretary shall provide the Divisions with a list of Resolutions to be presented at an Annual General Meeting in writing by April 1st each year.
  110.27 Correspondence concerning the Association as a whole shall be dealt with by the National President or the National Secretary.
  110.28 Correspondence concerning a Division shall be dealt with by the President or the Secretary of the Division.
  110.29 Chairpersons of Committees of the Board may correspond within the Association on matters within their authority.
  110.30 Divisions and members shall not correspond with anyone outside the Association in the name of either the Association or purporting to represent the views of the Association itself on matters relating to its affairs unless the issue is of local interest.
       
111 CORPORATE FINANCE
  111.1 The fiscal year of the Association commences on the first day of January in each year.
  111.2 An auditor shall be appointed by the Association at each Annual General Meeting to audit the books of account after the end of the fiscal year.
  111.3 Costs for national operations of the Association, including employee wages, business related travel for Board Members and expenses provided in the Association’s budget shall be paid through the assessment of per capita dues.
  111.4 The Treasurer shall propose a motion at each Annual General Meeting to establish the amount of per capita dues Divisions shall pay to the Association.
  111.5 The Treasurer shall propose a budget at the Annual General Meeting for the following fiscal year and shall include all anticipated revenues and expenses for that year.
  111.6 Divisions shall remit their annual per capita dues to the National Treasurer by March 31st of the current year based on the number of paid-up members times the approved per capita assessment.
  111.7 The Board may, when authorized by two-thirds (2/3) majority of the votes cast at a General Meeting, incur debt or make changes to existing debt.
  111.8 A Benefit Trust Fund and a Reserve Fund shall be established and maintained. The Board shall have exclusive management and control over all funds.
       
112 ENACTMENT, AMENDMENTS, REPEALS AND CONFIRMATION OF BY- LAWS
  112.1 By-Laws altering or purporting to alter the name of the Association, or otherwise amending or purporting to amend the Letters Patent and any other By-Laws of the Association, shall not be valid or acted upon unless approved by two-thirds (2/3) of the votes cast by members entitled to vote at an Annual General Meeting or a Special General Meeting specifically called to consider the amendment.
  112.2 Amendments to By-Laws shall not invalidate any prior act of the Board that would otherwise have been valid if the By-Law had not been amended.
  112.3 The Board shall have the authority to make, amend or revoke policy and procedures in the Operations Manual other than the Constitution and By-Laws contained in Chapter 1 and shall notify the Divisions in writing of the new, amended or revoked policy and procedures.
       
113 COMING INTO FORCE AND GENERAL REPEAL
  113.1 These By-Laws, revised at the Annual General Meeting of June 2010, are effective on the day they receive Ministerial Approval pursuant to the Canada Corporations Act.
       
114 ENGLISH AND FRENCH VERSIONS EQUALLY AUTHORITATIVE
  114.1 The English and French versions of the Constitution and By-Laws of the Association are equally authoritative.
       
       

DATE MINISTERIAL APPROVAL GIVEN MINISTERIAL APPROVAL AS OF THE 25th of June 2010.

 

 


PART ” B” SEALS - Appendix A



PART B By-law 104 Appendix B




Part 2

ADMINISTRATION

2.1 Division By-Laws
2.2 Division Nominal Roll & Membership Status Reports
2.3 Changes to Division Executive
2.4 Installation of Officers, Directors, Members and Others
2.5 Standing Committees
2.6 Translation Policy
2.7 Membership
2.8 Election Procedures
2.9 Advocacy Program
2.10 Annual Corporate report
2.11 National Office
2.12 Use of the Badge of the Association

 



Part 2 Chapter 2.1 - Division By-Laws

1. Consult with the Chair, National Constitution and By-Laws Committee, if advice on format and content of the proposed By-Laws would facilitate their approval.
     
2. When drafting Division By-Laws or amendments there to, for approval by the membership of your Division at a regularly held General Meeting, ensure they;
  (a) do not duplicate or conflict with the By-Laws of the Association; and
  (b) are prepared in a format that is consistent in style and form with the By-Laws of the Association.
     
3. The proposed By-Laws require the approval of a majority of Active Members in good standings and Life Members at a regular general or special meeting of your Division.
     
4. When approved, the Division President and Secretary are to sign and date the proposed By-Laws.
     
5. Send the original and one copy of the By-Law(s) to the Chair, National Constitution and By-Laws Committee for approval.
     
6. If the proposed By-Law(s) are intended to amend existing By-Laws, ensure you forward a copy of the current By-Laws for comparison purposes.

 

 

Part 2 Chapter 2.2 - Division Nominal Roll & Membership Status Report

1.

Divisions will submit:

  (a)

a Division Nominal Roll, which should be forwarded to the National Office, not later than April 1. It will list alphabetically the members in the division as of that date by providing each member’s surname, given name, address, telephone number, the date the member joined the Association and the type of membership.

  (b)

a Membership Status Report on July 1st, October 1st and December 1st covering the previous three months.


Part 2 Chapter 2.3 - Changes to Division Executive

1. By January 15th each year, divisions are to provide the National Office with a list of their Executive Members and any changes there to during the year. The information provided should include:
  - Position
  - Full name
  - Complete Mailing Address
  - Telephone number(s)
  - Fax number
  - Email Address
     
2.   If a division would prefer that correspondence and messages be sent to a mailing address, fax number, or e-mail address other than those of the division secretary, ensure that the National Office is so advised.
     
3.   The National Office will send an up to date Directory of the National Executive, Governors, and Division Executives to divisions periodically.

 


Part 2 Chapter 2.4 - Installation of Officers, Directors and Members

1. Installation of Officers
  (a) National President and Divisional Presidents
    The installation of the National President should be carried out by the Past National President during the Annual General Meeting (AGM). Likewise, the installation of a Division President should be carried out by the Past Division President at the Division Annual General Meeting. For a newly formed Division, the installation of the President should be presided over by the National President or his/her representative. The official wording to be used for these installations and administered while standing is:
    (Name of new President), the members of (the RCMP Veterans’ Association or Name of Division, as appropriate) have shown confidence in your ability and integrity by choosing you as (National or Division) President for the upcoming term.
    The new President is conducted to his/her chair and the following is stated:
    I now present you the gavel, the symbol of authority with which you will guide and direct your fellow members.
  (b) Vice President
    The President states the following while both are standing:
    (Name of the new Vice-President), to you falls the honor of being Vice-President of (the RCMP Veterans’ Association or Division, as appropriate) for the coming (term or year) and your election indicates the faith the members have in your ability.
    The Office of Vice-President is a most important one. You must prepare yourself to act for the President in case of illness, unavoidable absence or emergency. Therefore you should be familiar with the affairs and activities of the Association.
    During your tenure of office, study the needs of (the Association or the Division) and implement any improvements that could be made for the good of the Association.
    The new Vice-President is then escorted to the chair, situated at the immediate left of the President’s Chair.
  (c) Secretary
    The President states the following while both are standing:
    (Name of new Secretary) the members of (the RCMP Veterans’ Association or Name of Division, as appropriate) have elected you to the position of Secretary. It will be your responsibility to record and keep the Minutes of the (Association /Division) meetings.
    This is a responsible position and the manner in which you carry out your duties will reflect the progress and well-being of the (Association/Division)
    The Secretary is then escorted to the chair situated at the immediate right of the President’s Chair.
  (d) Treasurer
    (Name of New Treasurer) the members of (the RCMP Veterans’ Association or Name of Division, as appropriate) have elected you to the position of Treasurer. It will be your duty to keep an accurate record of the finances.
    This is a responsible position and the manner in which you carry out your duties will reflect on the progress and well-being of the (Association/Division)
    The Treasurer is then escorted to the chair situated at the immediate right of the Secretary’s Chair unless the position of Assistant Secretary exists, in which case the Treasurer is seated to the right of the Assistant Secretary.
    Note: Where the positions of Secretary and Treasurer are combined, necessary changes should be made in the ritual as appropriate.
  (e)  
  (f) Directors’ of the Board
    (Name of Director or Division Executive) you are now a member (of the Board of Directors of the RCMP Veterans’ Association or a member of (Name of Division Executive) for the coming (term or year).
    Your opinion affecting all subjects concerning the (Association or Division) must be wise and just.
    You have been chosen because of your experience and suitability for this position. You are the monitors of policy, and, providers of guidance. I commend these thoughts to you on your installation.
    The new Director/Executive is escorted to a chair either to the right of the Treasurer’s Chair or to the left of the Vice-Presidents Chair.
    Note: If more than one Director or Division Executive has been elected and the President wishes to process them all at once, then the above statement should be adjusted to accomplish this.
     
2. Induction of new Active members
    After the applicant’s membership has been approved and the new member is presented by the Division President or his delegate, the following is stated:
    (Name of New Member(s) if more than one) on behalf of the members of the RCMP Veterans’ Association, especially those here in (Name Division). I welcome you to the Association and extend all the hospitality and comradeship which is now your privilege to enjoy.
    You will find within our ranks many with whom you have served while in the Royal Canadian Mounted Police and who are bound by the same spirit of loyalty and integrity to our fellow members of the Association and our Country.
    In a small group such as ours, all must actively support the Association and its principles as outlined in the Constitution and By-Laws to their maximum ability and to personally participate fully in its affairs. Only in this way can you benefit from the Association and, by doing your part in its promotion, will you become an integral part of it.
     
3. Induction of Honorary members
    (Name of New Honourary Member) on behalf of the members of the (Name of Division), I welcome you to the RCMP Veterans’ Association and extend to you all the hospitality and comradeship which is now your privilege to enjoy.
    You now belong to a select company who are bound together by a common spirit of loyalty and integrity to our fellow members of the Association and our Country.
    In a small group such as ours, all must actively support the Associations and its principles and by doing so you will benefit from it.

 


Part 2 Chapter 2.5 - Standing Committees

1. The following are the Standing Committees that report to the Board of Directors along with their areas of responsibility. The President is responsible for assigning members to the Committees. Members may come from the Board or the divisions. The President will appoint a Chairperson for each Committee.
  (a) National Operations Committee:
    - Corporate Governance
    - Strategic & corporate planning
    - Administration
    - Employee Contracts
    - National Voting Procedures
    - Annual General Meetings
    - Assist in Constitution, by-laws
  (b) Communications/Website:
    - Internal & external communications
    - President’s Newsletter
  (c) Membership Committee:
    - Membership recruitment initiatives
    - National Membership strategies
  (d) Advocate’s Committee
    - Benefits
    - Health issues
    - Service Officer training
  (e) Benefit Trusts Committee:
    - Associations’ (Benefit Trust Fund)
  (f) Marketing Committee:
    Cultivation of business relations (discounts, etc.)
  (g) Nominating Committee:
    - Recruitment of candidates for election to positions on the National Board of Directors
  (h) Finance and Budget Committee.
  (i) Constitution and By-laws Committee:
    - Review of Constitution and By-laws
    - Review and approve all resolutions
  (j) Veterans Affairs Canada (VAC) Ombudsman Advisory Committee:
    - The Immediate Past President of the RCMP Veterans’ Association is appointed by the Board of Directors to be our representative on this advisory committee.
  (k) Executive Director’s Committees:
    - RCMP Pension Administration Outsourcing Project (PAOP)
    - Pension Financial Oversight Committee (PFOC)
    - Pension Advisory Committee (RCMP PAC)
    Insurance Committee
    Public Service Health Care Dental Committee (PSHCDC)
    New Veterans Charter (NVC)
    Royal Canadian Legion (RCL)
    Veterans' Badge Committee
    Diamond Jubilee Medal Committee
     
2. Each Committee Chairperson will provide:
  (a) a copy of the minutes of their meetings to the Executive Director who will review these for any action that he/she may have to take and file them at the National Office, and provide a copy to the other directors.
  (b) a report summarizing their Committee’s activities for BOD meetings and outline matters that are currently under review. The report should provide details on matters on which the BOD may have to take an official position, recommend a position or positions that should be taken and outline the pro’s and con’s for each position.
  (c) the Treasurer with a detailed written budget for his/her Committee for the following fiscal year by January 10th each year.

 

 

Part 2 Chapter 2.6 - Translation Policy

1. The following documents shall be prepared in both official languages. When possible, they should go out together in a bilingual format.
  (a) Notices and correspondence pertaining to an AGM, in particular resolutions and motions.
  (b) Minutes of meetings of the Board of Directors.
  (c) Annual Reports prepared by Directors for the Annual General Meeting.
  (d) Reports placed on the Association’s Website by the National Office.
  (e) Reports to the Divisions from Standing Committees.
  (f) Reports and correspondence from the National President to Divisions.
  (g) President’s and Board of Directors Newsletter.
     
2. Divisions will be responsible for providing documents in a bilingual format if the document originates in their Division and must be translated to comply with this policy.
     
3. The Board of Directors and the National Office will provide documents in a bilingual format to comply with this policy. The estimated costs of translating documents will be included in the Association’s budget.



Part 2 Chapter 2.7 - Membership

1. The classes of membership in the association are:
  (a) Active
  (b) Transitional
  (c) Life
  (d) Associate
  (e) Honourary
  (f) Honourary Life
  (g) Honourary Officers, and
  (h) Patron
     
  Active Members:
2. Any former member of the Force or any former member of the Reserve or Auxiliary may apply for Active Membership in the Association provided such member;
  (a) Was duly sworn in as a member of the Force and, in the case of former members of the Reserve, served not less than three (3) years in the Reserve. In the case of Auxiliary Member, served not less than three (3) years.
  (b) Was not discharged for reason of unsatisfactory conduct.
  (c) Has had and still possess an exemplary character.
  (d) Submits an application for Active Membership in the Association and is made in such form and in such manner and subject to such procedures as the Board of Directors may from time to time prescribe. Such application shall be submitted to the Division that the applicant desires joining for review as to eligibility and endorsement for Membership. Application forms are posted on the National Website and can be obtained from the National Office or any division.
  (e) Provides proof of service and eligibility shall be established as the Board of Directors considers appropriate.
     
3. An applicant for membership in the Association shall be advised with due dispatch as to the acceptance or rejection of the application. The rejection of any membership application shall be brought to the attention of the BOD giving reasons or such rejection and the BOD shall notify all Divisions of the name of the applicant rejected.
     
4. An Active Member may withdraw from the Association by giving written notice to the Secretary of the Division to which the member belongs. Upon withdrawal a member shall not be entitled to a refund of dues paid in respect of his/her membership. A withdrawal shall not take effect until authorized by either the Division concerned, the BOD or by resolution sanctioned by a majority of votes cast at a General Meeting of the Division.
     
5. Active Members who fail to pay their annual membership dues for the given year shall have their names removed from the “Active Members in good standing” roll for a period of one year after which time such membership will lapse. Such former Active Members may be reinstated at any time to “Active Members in good standing” status upon application and payment of unpaid dues for the current year, and one previous year or upon payment of dues as the Division considers appropriate in a particular case.
     
  Transitional Members
6. Members retiring or leaving the Force, and having met the criteria for Active Membership may upon application be granted a “Transitional Membership” allowing them the opportunity to belong to the Association for one year. No dues shall be collected from these members and they are ineligible to vote while in this status.
  At the end of the one year period Transitional Members may become Active Members of the Association, or allow their memberships to lapse.
     
  Life Members
7. The Association may award Life Membership to Active Members:
  (a) who have been Active Members in good standing for minimum of 15 years.
  (b) who have served at divisional level in executive or committee capacities or otherwise participated significantly in Association affairs and activities.
  (c) who have contributed to the advancement of divisional or national goals.
  (d) on compassionate grounds, if those Active Members have not been able to fully meet the above criteria due to health issues.
    All Active Members being considered for Life Membership must be recommended by the Division Credentials Committee and approved by a two thirds majority vote of members in attendance at a duly scheduled division meeting.
    Life Members may be recognized by way of a certificate signed by the National President, as well as being given an appropriate lapel pin. They shall have, possess and enjoy the same rights and privileges as Active Members and they will not be required to pay dues. For voting purposes, Life Members shall be on the Membership Roll of the division that nominated them for Life Membership, unless they have been transferred to another division.
    Those persons who were Life Members at the time of coming into force of these by-laws shall continue automatically to be Life Members of the Association.
     
8. Categories of Other Members;
  A Division may confer and bestow the honour and privilege of Associate, Honourary, or Honourary Life Membership upon worthy persons.
  (a) An Associate, Honourary, or Honourary Life Member is not required to pay dues, but may attend meetings and functions. The membership will only apply within the Division which makes the appointment. Such members will not be entitled to vote, be elected to any office, or be entitled to any benefits of the Association
  (b) To become an Associate, Honourary, or Honourary Life Member, a person must be recommended by an Active Member as well as the Division Credentials Committee and receive at least a two thirds majority vote at a regular meeting of a Division.
  (c) The BOD on its own initiative, or on the recommendation of a Division may appoint any person to be a Honourary Member, or a Honourary Life Member of the Association in recognition of any outstanding contribution they may have made relative to the good of the Canadian Society, the RCMP and/or the Association.
  (d) The BOD may appoint any person as the Patron of the Association or as a Honourary Officer thereof.
  (e) The Commissioner of the Royal Canadian mounted Police shall be the Honourary President of the Association and upon retirement shall be a Life Member of the Association.
  (f) A Division may through a Division By-Law may extend voting privileges to Associate Members of the Division. Such voting privileges will apply only to matters within the Division. Associate Members who are entitled to vote under this provision shall pay the annual Division membership dues, but not the Capital Assessment.
9. Changes to Membership Qualifications;
    Any amendment, repeal, addition or any other change, affecting qualifications or classes of membership in the Association shall require a two thirds majority of the votes cast by members entitled to vote at any Annual General or Special Meeting called by the Association for the purpose of such amendment, repeal, addition or any other change.


 


Part 2 Chapter 2.8 - Election Procedures

1. Election to positions on the Board of Directors shall take place at the Annual General Meeting of the Association. Elected members are required to serve for a period of two years. The President, Vice President, Secretary and two directors will be elected at the start of year one and the Treasurer and three directors will be elected at the start of year two.
     
2. The procedures for elections will adhere to the following schedule.
  January 1 The immediate Past President who is Chair of the Nominating Committee will appoint two Active or Life Members to assist him/her by this date.
  February 15 The Secretary will inform the Divisions of the members on the Nominating Committee and the vacancies on the Board that will be filled at the next Annual General Meeting.
  March 15 Nominations shall be received by the Nomination Committee not later than this date. Any Active Member in good standing, Life Member or Division may nominate a member for election to the Board.
  April 1 The list of nominees shall be circulated to the Divisions.
  May 1 The Division hosting the AGM shall appoint a Credentials Committee to oversee the election.
  May 20 The National Treasurer shall notify the Credentials Committee of the number of votes each division may cast at the AGM. Eligible voters are Active Members in good standing and Life Members.

 

Part 2 Chapter 2.9 - Advocacy Program

1. Advocacy is a program designed to recognize, protect, promote and generally champion the rights of members of the RCMP Veterans’ Association as it relates to issues of pensions, insurance and health care.
     
Guidance and Direction:
2. (a) A member of the Association will be appointed to the position of National Advocate. The National Advocate will function under the general direction of the President and report directly to him and maintain a close working relationship with all Directors and committee members. The Advocate shall liaise with Association partners such as the Royal Canadian Legion, Federal Superannuates National Association (FSNA), The Veterans Affairs Canada Ombudsman, Veterans Affairs Canada and other partners with an interest in our Association and for the benefit of our members.
  (b) With guidance from the Board of Directors, the National Advocate shall work closely with the Executive Director of the Association and may represent the Board of Directors and the Association through appointments to the RCMP Pensions Advisory Committee (PAC) and the RCMP Insurance Committee and to other various internal and external committees as might occasionally be considered appropriate. The advocate should also work closely with the Royal Canadian Mounted Police policy centres as required. The Advocate will be an ex officio member of the Board of Directors.
     
Regional RCMP Veterans advocates
3. (a) Under the chairmanship of the National Advocate, Advocates from the RCMP Veterans’ Association divisions will be appointment by the National Advocate. The Pacific Region, the Prairies, Ontario, Quebec and the Atlantic Region will be each be represented by an Advocate. The regions identified above represent the same geographical areas used by the RCMP for administrative purposes.
  (b) The National Advocate will chair at least two meetings each year with the five Regional Advocates and file minutes of their meetings with the President of the Association and the BOD.
  (c) The National Advocate may initiate other meetings with the Regional Advocates throughout the year as required. These meetings can be conducted through the use of tele/video conference facilities.
     

Appointment of Division Advocates

4. In spite of the fact divisions will be represented by Regional Advocates, they are encouraged to appoint their own Divisional Advocates to discharge responsibilities on behalf of their division memberships. These Divisional Advocates would work closely with the Regional Advocates and the National Advocate, especially in communicating changes to benefits and best practices. All Advocate positions are voluntary but expenses occurred representing the Association and its members will be reimbursed.
     
The National and Regional Advocates Terms of Office
5. The term of office for an Advocate should be for two years. Continued service as the National Advocate and Regional Advocates should be ratified by each incoming National President.
     
Education and Training of Advocates:
6.   The Advocate shall be aware of educational and training activities available to members of the Association. Opportunities to become trained through the Service Bureau of the Royal Canadian Legion and Veterans Affairs Canada should be communicated to the membership via bulletins; newsletters or any means to ensure the opportunities are known. Knowledge of policies and practices of insurance, dental and health plans affecting the membership is a requirement. The Advocate, while representing the Association, shall act independently when dealing with members requesting assistance.




Part 2 Chapter 2.10 - Annual Corporate Report

Division
1. Prepare an Annual Corporate Report by January 31st covering your division’s activities for the previous calendar year. Forms for the report are available from the National Office. The report should include the names of the division executive, a summary of the division’s finances, a list of major activities undertaken by the division and a list of amendments to the division’s by-laws during the year.
   
Association President
2. Delegate a member from the BOD to prepare the Association’s Annual Corporate Report.
   
BOD Member
3. Prepare the Annual Corporate Report from the reports prepared by members of BOD, reports from the divisions and other records of importance at the National Office.
   
Executive Director
4. File division Annual Report by year
5. File the Association’s Annual Report in the Corporate Report binder.



Part 2 Chapter 2.11 - National Office

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.

 


Part 2 Chapter 2.12 - Use of the Badge of the Association

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.




 

Part 3

FINANCE


3.1 Per Capita Dues Assessments
3.2 Insurance
3.3 Financial Assistance to Send Delegate to an AGM



Part 3 Chapter 3.1 - Per capita Assessments

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.


Part 3 Chapter 3.2 - Insurance

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.
4.

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.
  - automobile, non-owned.
  - medical expenses.
  - liquor liability.
  - tenants legal liability.


 



Part 3 Chapter 3.3 - Financial Assistance to send a Delegate to an AGM

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.

 

 




Part 4

AGM

Chapter 4.1
Organizing and Hosting an AGM
  Division Procedures / Guidelines
    General
    Division President
    AGM Chairperson
 
  Appendix 1
  Part 1
    Planning
  Part 2
    Executive Meetings
  Part 3
    Social Events
  Part 4
    General Comments
  Part 5
    Protocol
  Appendix 2
  Appendix 3
       
Chapter 4.2
Submission of a Resolution to Host an AGM

 

 

 


 


Part 4 Chapter 4.1 - Organizing and Hosting an AGM

Division Procedures/Guidelines:
  General
    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.
   
  Division President
    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.
     
  AGM Chairperson
    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.

 

 


 

 

Part 4 Chapter 4.1 (Appendix 1)

 

Part 1 - Planning

Sequence of Events:
  Thursday:
  - Arrival of the National Council (includes BOD, Division Presidents/delegates), Governors, spouses or companions.

  - Early Registration.
  - 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.
   
  Friday:
  - 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.
     
  Saturday:
  - 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.
     
  Sunday:
  - 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)
  - Fund Raising
  - Registration
  - Transportation
  - Accommodations
  - Entertainment (Includes Dinner/Dance)
  - Spousal Program
     
  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.

 

Suggestions
  - 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.
     
     
Treasurer should:
  - 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.

 

Spousal Program
 
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.
     
Friday:
  - Shopping trips to local malls, shops, visiting places of interest, etc.
  - Attending the President’s reception during the evening.
     
Saturday:
  - 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.)
     
Sunday:
  - 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.

 

 



Part 2 - Executive meetings

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

 


Flags/Guidon

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.


Sgt-at-Arms

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.

 


Octogenarians

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.

 



Part 3 - Social events

The National President’s Reception

Financial Assistance

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.


Receiving Line

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.


Church Parade

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.



 

Part 4 - General comments


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.

 



Part 5 - Protocol

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.

 


 

Part 4 Chapter 4.1 - Appendix 2

National Council Meeting

Note: Division Representatives are seated in alphabetical order by the name of their Division.

 




Part 4 Chapter 4.1 - Appendix 3

Annual General Meeting

Note: Division Representatives are seated alphabetically by the name of their Division.

 



 

Part 4 Chapter 4.2 - Submission of Resolutions for an AGM


General
  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”.
 
Division
  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.





Part 5 - BENEFIT TRUST FUNDS


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






Part 5 Chapter 5.1 - Honouring former Members on their Death


General
  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.
       
Division
  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.

 


 




Part 5 Chapter 5.2 - Assistance to former Members or their Immediate Family Members in Financial need

 

General
  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.
     
Division President
  4. Appoint a Benefits Officer who will be responsible for investigating requests for financial assistance.
     
Benefits Officer
  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.

 



Part 5 Chapter 5.3 - RCMP Benefit Trust Fund Guidelines

General
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.
       
Set up
  (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.

 



 


Part 6 - Protocol, Orders of dress and Awards


  6.1 Protocol  
       
  6.2 Orders of Dress  
       
  6.3 Purchase of Kit & Clothing  
   

Appendix 1

 
       
  6.4 Awards and certificates  



 




Part 6 Chapter 6.1 - Protocol

 

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.

 

 




Part 6 Chapter 6.2- Orders of Dress

 

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.
     
Business Attire
  - 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)
    Medals (full)
    Regimental Tie
    White Gloves
    Wedge Cap (Official Cap of the Association)
    Dark Blue or Navy pants (Gray with Blue Blazer)
    Black Belt
    Black Socks
    Neutral colored hose (female dress)
    White Shirt
  - Black shoes (Oxford – Pumps)
     
Formal Dress
  - 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.
   
  Headdress
    What headdress is specified, the wedge cap should be worn. If not available no headdress should be worn.
   
  Medals
    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.
     
  President’s Medallion
  - 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.
     
  Emblems
    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.

 

 

 



 


Part 6 Chapter 6.3 - Purchase of Kit, Clothing and Other Supplies

 

Division Procedures/Guidelines
  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
    - E-mail: rcmp.vets@rcmp-grc.gc.ca
       
  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
440 Coventry Road
Ottawa, Ontario
K1A 0R2

    - 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.
    -

shipping address

       
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
Ottawa, ON
K1A 0R2

 


Part 6 Chapter 6.3 Appendix 1

 

 
Part 6 Chapter 6.3 Appendix 1
Royal Canadian Mouted Police
Invoice # _________
Veterans' Association - Stores Invoice
Our File #: VA400-14
   
To: From:

Name

 

 

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
Unit Price
Sub Total
Taxes*
Grand Total
  Badges, Cap
$ 12.00
     
  Bars, Tie
$ 5.00
     
  Belt, Black Crested
$ 30.95
     
  Buttons, Blazer
$ 1.00
     
  Caps, Wedge
$ 60.00
     
  Crests, Blazer
$.30.00
     
  Decals, Window
$ 2.00
     
  Memorial Ribbons
$ 5.00
     
  Pins, Lapel
$ 7.50
     
  Tacks, Tie
$ 2.50
     
  Ties, Regimental (Official)
$ 16.50
     
  Ties, Blue - Association Crest
$12.50
     
  Ties, Plaid
$ 25.00
     
Total
$
Paid By: Date: Bank:
GST #: 12894 6332 RT 0001

Order Processed By: Jennifer D. Elliott

If you have any questions or concerns,
please contact National Office at:
Toll Free: 1 877 251-1771
Fax: ( 613 993-4353, or
E-Mail rcmp,vets@rcmp-grc.gc.ca

Rates *TAX
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. # __________

 

 

 

Part 6 Chapter 6.4 - Awards and Certificates

 

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 Member
  - Honourary Life Member
  - Service Award (National President)
  -

Service Award (Division President)

  -

Service Award (National Executive)

  -

Service Award (General)

     
RCMPVA Division Certificates:
  - Honourary Member
  -

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.

 

 

Footnotes:
     
  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.