Board of Directors - Meeting Summaries and Minutes - 2020

March (draft)

  1. Mike called the meeting to order at 8h35 pm EST.
  2. Approval of the Minutes of February 26, 2020, it was proposed by Mark to accept the minutes as published and seconded by Barry. Carried.
  3. Business Arising from the Minutes
    • No business
  4. Financial Statement - Barry commented on the situation of fraudulent cheques reimbursed and is confident that it will not happen again. Barry presented the Financial Statement for February 29, 2020 and moved to accept statement as presented and seconded by Bernie. Carried.
  5. Web, Online Services, Newsletter, Membership Reports (Jim)
    • The March 2020 Membership Report presented read 458 regulars, 6 veterans, 86 widows for a total of 550 members.
    • We received 58 responses out of 103 mailings regarding our recent newsletter mailing survey.
    • The Spring edition of the newsletter including election material was mailed out to all eligible members. Email members received their notice as usual.
  6. 2020 Convention and Homecoming
    • Book of Remembrance (Gerry) The art work looks good. The WG regular crest was used to have uniformity and all will be in colour.
    • Update re Convention Agenda and Activities (Mitzi)
      • Will be checking with the hotels our options re the Corona Virus. Should we cancel or not and if so we need to advise by May 15 and at what cost if any.
      • Discussion on our options. Many other associations and celebrations have been cancelled and for some to at least September at best. It was agreed to hold this decision for our next April BOD meeting.
      • Mike asked if we have a commitment from Veterans Affairs.
  7. New business
    • Elections (Mike) Elections is in progress with the Nomination forms out to all eligible members.
    • Stamp (Barry) Barry presented two versions of a special HKVCA stamp one with the email address for the HKVCA. Because of the regular size of the stamp it was decided not to include the email address.
  8. Region Reports (All)
    • Atlantic - Bernie reports that things are slow but if all goes well, he is planning on a visit to HKV Hormidas Fredette as he will be celebrating his 103rd Birthday on April 11.
    • Quebec - Lucette, No news at this time.
    • Ontario - Mike, No news to report.
    • Prairie - Carol reports a Plaque presentation in May, might be put on hold.
    • BC - Gerry, No news to report.
  9. Date: Next Meeting - Apr 22 2020 (Mike)
  10. Adjournment. Moved by Bernie to adjourn at 9h35 pm.

February

  1. Mike called the meeting to order at 8h32 pm EST.
  2. Approval of the Minutes of January 22, 2020, it was proposed by Gerry to accept the minutes as published and seconded by Barry. Carried.
  3. Business Arising from the Minutes
    • No business
  4. Financial Statement - Barry commented on the situation of fraudulent cheques on our account and the bank is still working on this. Barry presented the Financial Statement for January 31, 2020 and moved to accept statement as presented and seconded by Mitzi. Carried.
  5. Web, Online Services, Newsletter, Membership Reports (Jim). The survey was a bit of a disappointment but still constructive. The number of paper copies to be mailed will be significantly reduced.

    Report updated on: 25 Feb 2020 (excerpt below)

    Newsletter Survey

    As per the direction from the BOD meeting in Jan, in an initiative to validate newsletter mailing expenses, a letter from the President was sent out on 29 Jan to all "R" (Regular) members who receive the newsletter by post. On the outside of the envelope, "Important Information Enclosed" was displayed. Enclosed was a stamped postcard which asked addressees to indicate their preference regarding the newsletter by selecting one of the following options:

    • Continue receiving the paper copy (4 times per year) of the HKVCA newsletter.
    • Opt out of receiving the paper copy and receive an email notification instead. 
    • Do not wish to receive a paper copy of the newsletter

    As of 25 Feb (mailing deadline was 20 Feb) , out of the 103 mailings, I have received 55 responses. I have shared the responses with Region Membership Reps so that their membership lists can be updated prior to submitting them to me at the beginning of March. Results are shown below:

    • 103-55= 48 - No response received. This means that the addressee implicitly agrees not to receive a paper copy, or is disinterested
    • 28 - Would like to continue to receive the paper copy
    • 19 - Would like to cease paper copy and move to email notification
    • 9 - Would like to cease paper copy and not be notified

    The result is that our paper list for "R" members will move from 103 addressees to approximately 23 "R" addressees. Note that US members were not included in this initiative.


  6. 2020 Convention and Homecoming
    • Homecoming (Gerry) Hoping for stories from families and will continue to encourage them on this.
    • Book of Remembrance (Gerry) Received copies of the proofs and looking good
    • Update re Convention Agenda and Activities (Mitzi) Will be checking again with Veterans Affairs on their position. Working on activities for children.
    • Convention Budget (Mitzi) Mitzi presented her Convention Income & Expense Statement. Per the estimates the committee is still looking for ways to save, keep registration at a fair price and still increase the income to cover more of the expenses. Suggestions made will be reviewed.
  7. New business
    • Elections Policy and Procedures Approval (Mike) The Elections P & P have been reviewed with some updates. Mike moved that the revised P & P be accepted as presented. Second by Carol. Carried.
    • Newsletter (Mike) Mike reminded everyone of the deadline for submissions to the newsletter is March 1st, 2020.
  8. Region Reports (All)
    • BC - Gerry - Things were slow in BC. The Nanaimo Museum will have a separate display highlighting our HK Vets.
    • Prairies - Carol - Things were slow also in the Prairies. RC Legion Br 215 will have a display on the Battle of Hong Kong. Activities for the 75th Anniversary of the end of WW11 in June are being planned but we will not participate.
    • Quebec -Lucette reports slow for activities. Earlier a meeting of the region was held with the presentation and reading of all reports for 2019. Was recently in contact with Les Voltigeurs de Québec. They showed great interest in having a representation at our Commemorative Ceremonies during the Convention and possibly some of the activities and banquet.
    • Ontario - Mike - Quiet also in Ontario. No news to report.
    • Atlantic - Bernie - No report.
  9. Date: Next Meeting - Mar 25 2020 (Mike)
  10. Adjournment. Moved by Mitzi to adjourn at 9h50 pm.

January

  1. Mike called the meeting to order at 8h32 pm EST.
  2. Approval of Minutes from the Nov 27, 2019 meeting. It was proposed by Mark to accept the minutes as published and seconded by Mitzi. Carried.
  3. Business Arising from the Minutes
    • Postage Stamp Project. No real progress due to computer issues. Barry asked that this be removed from the agenda until he is ready to continue.
  4. Approval of Financial Statement - Barry presented the Financial Statements for November and December 2019 and moved to accept each statement as presented. November seconded by Mark, December seconded by Mark. Carried. Barry is recommending that a dormant HKVA account in Ottawa be closed and funds transferred after approval by Phil Doddridge. Approved by the BOD.
  5. Web, Online Services, Newsletter, Membership Reports. Gerry suggested that addressees be advised that this will be the last copy mailed in paper format unless they make an effort to indicate their interest. We will do a special mailing of a postage-paid reply card to each recipient of the hard copy newsletter in February, including rationale and instructions. The hard copy mailing list for the March newsletter will be based on returned cards.  Jim will work with Gerry on this task. Moved by Mike, seconded by Gerry. Passed.
  6. Convention Status:
    • After discussion on the BOD meeting, it will be moved to Friday at 8 AM.
    • Agreed that both the services at the Memorial Wall and the National War Memorial should take place.
    • Meet and Greet: to be combined with the Hospitality Suite.
    • Should include activities for children. Will be added to mailout packages.
    • Spring newsletter to be used as a platform to inform members about the convention.
    • Speakers: Mark Sakamoto to speak on Sat. night unless VAC provides speaker.
    • Budget to be sent to VAC to request funds asap.
  7. Book of Remembrance Status. Progressing. Waiting for art work and comments from the HKVCA President. Must also be translated. Mike offered to write the foreword for the book.
  8. New business:
    • Election Committee. Kathie Carlson will be the elections chair. Norma Fuchs, Cynthia Melanson and Jim Trick to be members of the committee. Acceptance moved by Mike, seconded by Mitzi. Carried.
  9. Region Reports:
    • Quiet in BC. Investigating what the Chinese community might be planning for 2020.
    • Pr Region: Quiet now and planning for 2020 Annual Dinner.
    • QC Region: attended various memorial services. Phil is doing well.
    • Atl Region: photos forwarded to BOD. Looking to involve Lt Gov of Nova Scotia in 2020 ceremonies.
    • ON Region: All quiet.
  10. Date: Next Meeting - Feb 26 2020
  11. Adjournment. Moved by Bernie to adjourn.

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