Board of Directors - Meeting Summaries and Minutes - 2019

April (Draft)

  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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