Board of Directors - Meeting Summaries and Minutes - 2019

October (Draft)

  1. Mike called the meeting to order at 8h32 pm.
  2. Approval of the Minutes of September 25, 2019, it was proposed by Mark to accept the minutes as published and seconded by Barry. Carried.
  3. Business arising from the Minutes
    • Homecoming Theme for 2020 (Gerry) - A new contact was established with the special events director of Via Rail and send our proposal on a trip across Canada. Will follow up with an advanced deadline.
    • Book of Remembrance - Meeting with the printer and all is progressing. Will work on an advanced deadline.
      • We would need all answers from Via and the Printer for our December edition of the newsletter.
    • Update on Convention (Mitzi) -
      • Have all contacts for Veterans Affairs and need to produce our Budget by mid November for the fund application.
      • Will be sending a formal written application for the Gov. General and the War Museum.
      • Event announcements for the Legion Magazine and other newspapers, it would be nice to also have an accompanying article.
      • Next week we will be holding our Committee meeting.
      • A suggestion was made for a promotion item commemorating the 75th Anniversary, will look into this possibility.
    • Ottawa August Commemorative Ceremony - All went very well and reported in our recent newsletter.
    • Postage Stamps (Mike) - Looking for a volunteer to continue this project. Possibly could have a stamp of some sort for 2021, Anniversary of the Battle of HK.
  4. Financial Statement
    • Barry presented the Financial Statement for September 2019 and moved to accept statement as presented and seconded by Mitzi. Carried.
  5. Web, Online Services, Newsletter, Membership Reports (Jim) -
    • No report at this time.
  6. New Business
    • Mike noted that 2020 will be an election year and we will need an Election Officer. We will need to appoint an Election Officer at February BOD meeting with the mailing to all members in June.
  7. Region Reports
    • BC - Gerry - On December 9, we will have a Plaque Presentation at the Nanaimo Military Museum.
    • Prairies - This last weekend we held our Annual Meeting and Reception. Our Guest Widow laid a wreath. Also had a very good representation of members from the Legion and other Veterans Associations. We still have two Plaque Presentations for this year and will resume in the spring if new applications received.
    • Quebec - Lucette reports that with the activities of the Poppy Campaign, Veterans Week Ceremonies and winter weather on our doorstep, the remaining Plaque presentations will resume in the spring. Received an invitation from Les Voltigeurs de Québec to attend their Commemorative Ceremony and the Official Inauguration of the World War 1 Commemorative Site followed by the Banquet on November 9. Will have more news on their Regimental activities early in 2020. Will see their possibility of some representation at our Convention.
    • Ontario - Mike reports that a luncheon will take place on November 9 in Toronto with a tour of the Military Institute and see a display on Kay Christie, Nursing Sister in Hong Kong. The Niagara Military Museum held their well attended Hong Kong display on September 28 and following this event the museum is prepared to lend their display panels for our upcoming Convention. Even with the unrest of recent weeks, the Annual Commemorative Ceremony will be held as usual in Hong Kong.
    • Atlantic - Bernie - No report.
  8. Date of next Meeting (Mike) November 27, 2019.
  9. Adjournment - Mitzi moved to adjourn at 9:50 pm.

September

  1. Mike called the meeting to order at 8h39 pm.
  2. Approval of the Minutes of July 24, 2019, it was proposed by Mark to accept the minutes as published and seconded by Barry. Carried.
  3. Business arising from the Minutes
    • Homecoming Theme for 2020 (Gerry) - A contact was established with the special events director of Via Rail with our proposal on a trip across Canada. Since the initial contact, have difficulty receiving an update. Will continue to try.
    • Book of Remembrance - Contacted the printer and got some feedback but no cost estimates to date.
    • We need to have a deadline set for both the Book of Remembrance and VIA.
    • Update on Convention (Mitzi)- No report.
    • Ottawa August Commemorative Ceremony - No report.
    • Postage Stamps (Mike)- No update at this time.
  4. Financial Statement
    • Barry gave a clarification on the postage refund of the August statement which was accepted. He then moved to accept the July and August 2019 statements as presented and seconded by Bernie. Carried.
  5. Web, Online Services, Newsletter, Membership Reports (Jim) -
    • Jim reports our Membership at 458 Regular Members, 7 Veterans, 92 Widows for a total of 557 members.
    • Web/Social Media - No report
    • Newsletter - Jim reports 329 successful deliveries, 209 emails announcing the newsletter displayed, therefore 120 newsletters not read.
    • Paper mailings in Canada 177 and 7 US.
    • Online Services - 57 members have either joined or renewed for 2019 and will accept 2020 dues early in December.
    • The latest newsletter had great content with all the Plaque Dedications and the Ottawa Ceremony.
  6. New Business
    • Mike received a request to post on our web a letter from the National Council of Veteran Associations Chair of the Executive Committee, The War Amps asking our government for better services for our veterans in general.. The BOD agreed to post.
  7. Region Reports
    • BC - Gerry - We are waiting for date confirmations for 2 plaques.
    • Prairies - Carol’s written report - They are planning their Annual Meeting and observance of VJ Day on October 20. Date change from August is due to many people are away at that time. Many plaques were dedicated and by the end of this year will have, MB 18, AB 6, SK 3 for a total of 27 and will resume in the spring if more requests received.
    • Quebec - Lucette reports no news at this time and still waiting for date confirmations for additional plaque presentations.
    • Ontario - Mike reports that a luncheon will take place on November 9 in Toronto with a tour of the Military Institute and see a display on Kay Christie, Nursing Sister in Hong Kong. The Niagara Military Museum will have a Hong Kong display on September 28 and following this event the museum would be prepared to lend their display panels. Mike will see to reserving early these panels for our Convention. Ontario will install a plaque in the Red Lake legion.
    • Atlantic - Working on the presentation of a Commemorative Plaque at the local Legion. Also working on updating their membership list with possibly a membership chair.
  8. Date of next Meeting (Mike) October 23, 2019.
  9. Adjournment - Mitzi moved to adjourn at 9:09 pm.

July

  1. Mike called the meeting to order at 8h34 pm.
  2. Approval of the Minutes of June 26, 2019, it was proposed by Mark to accept the minutes as published and seconded by Mitzi. Carried.
  3. Business arising from the Minutes
    • Homecoming Theme for 2020 (Gerry) - A contact has been established with the special events director of Via Rail with our proposal on a trip across Canada. Will follow up on this. Book of Remembrance - Contacted a printer which has done similar tasks for other veterans' associations. They made suggestions on different possibilities as for presentation etc. The BOD supports these possibilities and suggests to continue with a cost proposal for this project and the possibilities of having 3 books done.
    • Update on Convention (Mitzi) - Discussion on activities to be held during the convention. Possibilities of a reception at the Governor General, yes, Friday Tour at the museum, evening reception with/without guest speaker. If speakers, suggestions of names. Memorabilia room with a table for the sale of books, flags etc. Will also look into possible activities for our younger generation to accommodate families with young children.
    • Ottawa August Commemorative Ceremony - 25 people have confirmed their presence to date with 12 negative. Will advertise in the Ottawa Citizen, HKVCA Web Site, our Facebook and Veterans Affairs.
    • Update re Newsletter Survey (Mike) - Work is in progress and to be completed.
    • Postage Stamps (Mike) - Contacted Ron McGuire and yes a stamp was issued in 1991 and 1995. Will check the possibilities of re-publishing the stamp.
  4. Financial Statement
    • Barry moved to accept the May 2019 statement as presented and seconded by Mitzi. Carried.
  5. Web, Online Services, Newsletter, Membership Reports (Jim) - no report.
  6. New Business
    • Convention Guests (Mitzi) - Mitzi will be sending invitation letters.
    • Fall Newsletter (Mike) - Submissions and Reports should be in by the first Sunday of the publishing month or earlier if possible.
  7. Region Reports
    • BC - Gerry The Celebration of Life for our BC HK Vet. Horace Gerry Gerrard was very well attended at the Langford Legion Br #91 on July 7th. We will Remember Them.
    • Prairies - Barry gave a summary of Carol's report. Many Plaque Presentations still to come.
    • Quebec - Lucette reports a quiet time with vacations and Plaque Presentations early next fall.
    • Atlantic - No Report.
    • Ontario - Mike reported that the Niagara luncheon was well attended and have three Plaque Presentations scheduled in the near future.
  8. Date of next Meeting (Mike) September 25, 2019.
  9. Adjournment - Mitzi moved to adjourn at 9:41 pm.

June

  1. Mike called the meeting to order at 8h33 pm.
  2. Approval of the Minutes of May 22, 2019, it was proposed by Carol to accept the minutes as published and seconded by Barry. Carried.
  3. Business arising from the Minutes
    • Update re Film Project - Mike has been in contact with the film producer, no solution at this time.
    • Update on Fundraising Program for the Memorial Wall Parking (Mike)-Received updated cost estimates with a great increase in cost. A grant request was submitted to the Ontario Trillium Foundation and will see what comes of it. At this time we still have our private donations to the parking project.
    • Update on Convention (Mitzi) - From estimates received the Westin Hotel is the best offer for all costs and necessities needed and we will need to sign the contract by July 26. A minimum of 50 rooms will be blocked as well as the halls and banquet room. Hopefully will receive help from government sources for events and busses. Discussed need for speakers after the dinner and if we need books for sale as usual.
  4. Financial Statement
    • Barry moved to accept the May 2019 statement as presented and seconded by Mitzi. Carried.
  5. Web, Online Services, Newsletter, Membership Reports (Jim)
    • After discussions on reasons for a low number of readers of the online version of the newsletter, we will take steps to survey the reading of our newsletter by our members. It was noted that some regions are heavier users of the paper version of the newsletter than others. We will continue to encourage members to switch to the online version due to its much lower cost
    • Discussed the need for enhancements to the new online dues collection and registration system. Decided that the system is achieving its goals and the cost making enhancements is not justified.
  6. New Business
    • Postage Stamps (Barry) - Following a number of requests re a specific stamp for the HKVCA, Barry explains a Canada Post Program Promoting self-designed stamps. Of course the cost per stamp is higher. A member has offered to investigate and produce a proposal, and we will take up her offer.
    • War Amps inquired about the possibility of knowing dates of our Plaque Presentation with their interest to attend. Will send them more info and upcoming dates etc.
  7. Region Reports
    • BC - Gerry (by e-mail) The passing of our BC HK Vet. Horace Gerry Gerrard has dominated the conversation and mood of our membership. A celebration of life for Gerry will take place at the Langford Legion Br #91 on July 7th at 2pm. We will Remember Them. On the "Homecoming" front, contacted VIA rail re the train trip proposal across Canada and waiting for a reply from the Director of Partnerships & Alliances. The "Book of Remembrance" with a local printer, it is fairly straight forward to lay out the 1975 names on perhaps 50 pages depending on the layout. They have previously done this type of work and waiting for his quote.
    • Prairies - Carol reports a Plaque Presentation in July and more in early fall. We have received requests for the soft roll type of the plaque for easy carrying.
    • Quebec - Lucette reports Plaque Presentations took place at the Cascapedia-St.Jules RC legion and the Bay Chaleurs Military Museum of New Richmond, QC on June 23rd. Phil Doddridge HK Vet was the special guests with other dignitaries present. A great number of family members, friends, legion and museum members were present. Other presentations in the fall on the Gaspe coast.
    • Atlantic - No Report.
    • Ontario - Mike reported that the Niagara luncheon was well attended and have three Plaque Presentations scheduled in the near future.
  8. Date of next Meeting (Mike) July 24, 2019.
  9. Adjournment - Mitzi moved to adjourn at 10h pm.

May

  1. Mike called the meeting to order at 8h35 pm.
  2. Approval of the Minutes of April 24, 2019, it was proposed by Mark to accept the minutes as published and seconded by Mitzi. Carried.
  3. Business arising from the Minutes
    • Update re Film Project – Mike had no progress to report at this time.
    • Update on Fundraising Program for the Memorial Wall Parking (Mike) –As our cost estimates for the parking are already one year old, we will ask for a new updated estimate on costs. All donations we received to date for the parking project will go to the parking project.
    • Update on Convention (Mitzi) – Dates and all other needs have been sent to the hotels for their availability. Will be working jointly with Veterans Affairs for events on the 75th Anniversary and the theme “Homecoming”. Looking into inviting representatives from Hong Kong as well as other special guests. We will be in need of items for the Memorabilia Room and contacting someone to take on this responsibility.
    • Homecoming Theme for 2020 (Mike) – All in favour of the Homecoming Theme and related events. Gerry will give us updates on this project.
    • Update re Online Payment System Issues (Barry) – Membership response to the online payments was less than anticipated. Presently payments for the current year only are accepted. Jim, our Web master, is presently working on updates to the system.
  4. Financial Statement
    • Barry received a generous anonymous donation of $ 10,000 towards our Parking project. Very well received, Thank You. Barry moved to accept the April 2019 statement as presented and seconded by Carol. Carried.
  5. Web, Online Services, Newsletter, Membership Reports (Jim)
    • No report at this time.
  6. New Business
    • Mike presented a request from JP Bear, US Vietnam Veteran, writer of a Screenplay on SGT Gander. In our next newsletter he will be presenting his project. He would also like to offer his t-shirt with the Gander picture for sale via the HKVCA. The use of our logos was discussed.
    • Mike gave a brief account on his recent trip to Hong Kong and meeting the UK film documentary people. It was very interesting.
  7. Region Reports
    • BC -Gerry announced the very sad news on the passing of Gerry Gerard. Words of sympathy from all as well as very good comments on this generous man. We will remember them!
    • Prairies - Carol reports that they still have many Plaque Presentations and are already promoting the 2020 Convention in Ottawa. During these presentations they have received new member applications.
    • Quebec - Lucette reports date confirmations on Plaque Presentations in the next month.
    • Atlantic - Bernie is just arriving from a Plaque Presentation and others are scheduled shortly.
    • Ontario - Gail and Mitzi attended a recent Plaque Presentation which began with an amazing prayer. All was very well prepared. Other presentations are still to come.
    • Mike reports on the status of our Hong Kong Veterans. 6 RRC 1 WG
  8. Date of next Meeting (Mike) June 26, 2019.
  9. Adjournment - Mitzi moved to adjourn at 9h58 pm.

April

  1. Mike called the meeting to order at 8h32 pm.
  2. Approval of the Minutes of March 27, 2019, it was proposed by Bernard to accept the minutes as published and seconded by Mitzi. Carried.
  3. Business arising from the Minutes
    • Update re Film Project - Mike explains possibilities that would need to be clarified as to our involvement in the production of two Canadian films about the Battle of Hong Kong.
    • Mike proposed that he be authorised to proceed in the negotiations and prepare a contract with filmmaker to acquire intellectual property rights for educational purposes and services. Seconded by Mitzi. Carried.
    • Mike proposes a motion to be authorised to engage a lawyer as a consultant and writing of the contract. Seconded by Mark. Carried.
    • Update on Fundraising Program for the Memorial Wall Parking (Mike) - Part of the fundraising will be pending on the fundraising of the Film Producer. A registration for a grant to the Triellium Foundation was sent and accepted. Mike will be submitting the actual grant application in early May. Mike has sent a letter to the Royal Canadian Legion, Dominion Command requesting their support and publicity during their upcoming Convention.
  4. Financial Statement
    • Barry referred to the low % of online membership payments and all questions being asked in reference to additional services, credit cards etc. Our Web master is working on this. Barry moved to accept the March 2019 statement as presented and seconded by Bernard. Carried.
  5. Web, Online Services, Newsletter, Membership Reports (Jim)
    • No report at this time.
  6. New Business
    • British Documentary Project (Mike) - Mike provided information regarding a documentary titled "My Grandfather's War" being produced by a British company.
    • Newsletter Lead Article (Mike) - Mike reminded the BOD that Jim Trick would appreciate having a lead article. Regions are requested to propose suitable topics and authors.
    • Gerry suggested a "Home Coming" book of emembrance to travel across Canada on the route of the repatriated C Force members. An online version might be desirable. Gerry to investigate.
  7. Region Reports
    • Atlantic - Bernie reports that the press published a very nice interview with Veteran Hormidas Fredette on his story and his recent birthday 102 years young with more than 21,000 views already. Two plaque presentations are in the works.
    • Quebec - Lucette is waiting for confirmation on dates for the 5 unveilings of the plaques.
    • Ontario - Mike reports that the Niagara Military Museum display on Hong Kong is deferred to the fall. There will be a luncheon in Toronto in the fall and a plaque presentation will be held in Smith Falls the weekend of April 27, 2019.
    • Prairies - For Carol, Barry reports a very good turnout for the Stonewall Presentation. Will also have plaque presentations in Winnipeg and in St-Laurent.
    • B.C. - Gerry reports on Gerry Gerard's health situation. He continues to stay in contact with Gerry.
    • Mike reports on the status of our Hong Kong Veterans. 6 RRC 1 WG 1 Bgde
  8. Date of next Meeting (Mike) May 22, 2019.
  9. Adjournment - Mitzi moved to adjourn at 10h pm.

March

  1. Mike called the meeting to order at 8h31 pm.
  2. Approval of the Minutes of February 27, 2019, it was proposed by Barry to accept the minutes as published and seconded by Carol. Carried.
  3. Business arising from the Minutes
    • At this time we still do not have a Project Leader for the Memorial Wall Parking project. Mike suggests that we focus on finding a representative from the Ottawa area.
    • A letter with reference to our Memorial Wall Parking publicity and fundraising will be sent by Mike to Dominion Command of the Legion in time for their June Dominion Convention and Mike will also write up submissions to government councils, civic organisations in the region for possible grants.
  4. Financial Statement
    • Receiving no questions, Barry moved to accept the February 2019 statement as presented and seconded by Mitzi. Carried.
  5. Web, Online Services, Newsletter, Membership Reports (Jim)
    • The March Membership Report shows Regular members 451, Veterans 9 and Widows 98 for a total of 558 members.
    • Newsletter Report - detailed numbers of newsletters emailed and by post. A fair number of web copies are not read, many questions as to the reasons.
    • Online payments - experienced a few difficulties and are being worked out.
  6. New Business
    • Status of Convention Project Team (Mitzi) - Mitzi gave a well prepared 'To do List' in preparation for the convention. She already has 6 people on the team and 5 more to be confirmed. She will soon be contacting two hotels for quotes and availability. Looking for transportation to and from the Memorial Wall, other activities and the airport or the shuttle service. Also working on the publicity for the convention. There will be a visit and talk at the War Museum.
    • Request from Film Producer (Mike) - Mike explains the film maker's proposal. After analysing the proposal, our situation with the CRA guidelines etc., although it is a very good opportunity for our cause, it was decided to not venture at this time in the financial side of this. Will be consulting on the possibilities, if any, of our involvement and at what cost. It was suggested to invite the film maker to our convention for talks.
  7. Region Reports
    • Atlantic - Bernie reports that the press will in the next few days be in contact with Veteran Hormidas Fredette on his story. All members will be contacted on this event and 2 plaques have been ordered for presentations.
    • Quebec - Lucette has been in contact with the Gaspe District Commander of the legion and waiting for confirmation on dates for the 5 unveilings of the plaques.
    • Ontario - Mike reports that a museum near Niagara Falls will have a display on Hong Kong and are looking for memorabilia.
    • Prairies - Carol reports that many Plaque Presentations are being held and 5 more have been ordered for northern Manitoba presentations.
    • B.C. - Gerry reports that Gerry Gerard's health is failing and that he will not be attending the convention and any further public events. He continues to stay in contact with Gerry.
  8. Date of next Meeting (Mike) April 24, 2019.
  9. Adjournment - Mitzi moved to adjourn at 9h 37 pm.

February

  1. Mike called the meeting to order at 8h36 pm.
  2. Approval of the Minutes of January 23, 2019, it was proposed by Barry to accept the minutes as published and seconded by Mark. Carried.
  3. Business arising from the Minutes
    • Update - Auditors, It would be quite costly for having an audited statement for the size of our association and CRA does not require an audited financial report. The yearend financial report would suffice. Barry proposes at this time to use our yearend financial report and evaluate at a later date if we would need Auditors and seconded by Carol. Carried.
  4. Financial Statement
    • Receiving no questions, Barry moved to accept the January 2019 statement as presented and seconded by Mark. Carried
  5. Web, Online Services, Newsletter, Membership Reports (Jim) - No new Reports at this time.
  6. New Business
    • Fundraising Program for Memorial Wall Parking (Mike) - We would need to raise $ 100,000 for the project. We have a commitment from Veterans Affairs for $ 25,000 and Canadian Heritage a possible $ 10,000. Mike presented a draft fundraising plan and a publicity project to families, members, commercial sponsors and the public. Publicity suggestions for fundraising were proposed and will be studied. We will also need a Fundraising Project Leader.
    • Posting of BOD Minutes on the Web Site - It was agreed to post the Minutes on the Web Site. Possible sensitive items could be posted following their approval.
    • Status of Convention Project Team (Mitzi) - Tabled to next meeting.
    • Newsletter Articles (Mike)- News Items or articles are needed for the upcoming Newsletter.
  7. Region Reports
    • B.C. - No Report.
    • Prairies-Carol reports that many Plaque Presentations are being held and that more are to come. Family members are questioning where to send their memorabilia items for safe keeping. Barry noted the need for the dues.
    • Ontario - Mike nothing new to report.
    • Quebec - Lucette is waiting for confirmations on the Plaque Presentations. Will be holding our yearend meeting in the next few days.
    • Atlantic - Bernie talked about inviting the press for interviews and meeting with Hormidas Fredette, RRC Vet as he will be celebrating his 102nd birthday in April. They are working on Plaque Presentations to come.
  8. Date of next Meeting (Mike) March 27, 2019.
  9. Adjournment - Bernie moved to adjourn at 9h 32 pm.

January

Minutes of November 28, 2018 were presented and approved.

Financial Statement for December a view of the year end report was approved.

Recommendations made by the Elections Committee were acted upon.

The number of Directors will be fixed at 10.

Elections will be held every two years instead of the current practice of every year. Next elections to be held in 2020.

Our revised and updated Policy & Procedure Documents were approved.

The confusion following the Membership Renewals will be rectified.

The positions of a 2nd Vice President and Publicity Director are not needed.

The Commemorative Ceremony at the HKVCA Wall in Ottawa was well attended. Many members also attended the luncheon and the AGM.

A meeting was held in Hong Kong with the Sham Shui Po Park representatives towards the design, installation of a descriptive plaque in Sham Shui Po Park.

Region Directors reported on activities in their regions.


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