Board of Directors - Meeting Summaries and Minutes - 2020

June (draft)

  1. Mike called the meeting to order at 8 h 32 pm.

    Mike introduced new BOD member Greg Auld from High River, AB, son of a WG. We welcome your help.

  2. Approval of the Minutes of May 27, 2020, it was proposed by Mark to accept the minutes as published and seconded by Barry. Carried.
  3. Business arising from the Minutes
    • August 15 Commemoration (Mike) The Wall Ceremony to be confirmed depending on the conditions for gatherings at that time. Regions are encouraged to hold their local Commemorative Ceremony. HKVCA Web page will post pictures of local ceremonies.
  4. Financial Statement
    • Barry presented the Financial Statement for May 31, 2020 and noted much activity with membership dues. Will look into possibly add the stamps to the Store. Barry moved to accept statement as presented. Seconded by Mark. Carried.
  5. Web, Online Services, Newsletter, Membership Reports (Jim)
    • Membership Report, 433 regular, 5 veterans, 85 widows for a total of 523.
    • Newsletter Report, Successful email deliveries 325, discarded/not opened emails 111 and 3 emails bounced. Paper mailings: 115 in Canada and 8 USA, a decrease in mailings from the March edition.
  6. 2020 Homecoming
    • Book of Remembrance (Gerry) The book is being printed and will be ready for shipping by the end of next week. Our request for funding from Veterans Affairs has generated some questions from them as they evaluate it.
  7. New Business
    • Plan for AGM (Mike) The AGM will be held on July 7, 2020 at 2PM eastern time via teleconference. Official notice is out and the security code for access will be out next week. Members who receive paper copies of the newsletter have already received this information.
    • Script for the AGM was reviewed.
    • Amendment of By-Law #1 regarding Auditing of Financial Statements (Barry)

      Barry explained that according to CRA, very small charities such as ours are not required to have their books professionally audited. To reduce our costs we will no longer do so.

      Barry accordingly moved that Paragraph 65 of the corporation's By-Law No. 1 be deleted. (For clarity, this means that the financial statement of the HKVCA will not be audited by a Public Accountant.)

      Seconded by Bernie. Carried.

    • Election of Officers (Mike)
      • President - Mike Babin - accepted
      • First-Vice - Mark Purcell - accepted
      • Treasurer - Barry Mitchell - accepted
      • Secretary - Lucette Mailloux - accepted.
    • Ottawa Housing Homeless Veterans (Mike) Mike presented a request for partnership from Veterans' House in Ottawa. We will not pursue this project.
    • HKVCA Plaque Presentations (Mike) Some presentations of the plaques seem to be missing on our Web Page - to be checked by regions.
  8. Region Reports
  9. BC - Gerry reported a very good response from members for the Homecoming. Maybe or should we look into having some attention brought to our Métis 'C' Force members.

    Prairie - On a National Note, Barry mentioned receiving a generous estate donation from a QC Veteran.

    Quebec- Lucette, quiet at this time.

    Atlantic - Bernie reports that veteran Mr. Hormidas Fredette is doing well at the young are of 103 and was recently interviewed by the CBC. Maybe Mr. Fredette could say a word at the AGM. Have no news from Mr. Lapointe.

    Ontario - Mike - Things are quiet also.

  10. Date of next Meeting (Mike) July 22, 2020 is postponed to August 26, 2020.
  11. Adjournment - Meeting concluded at 9h55 pm.

May

 
  1. Mike called the meeting to order at 8h32 pm EST.
  2. Approval of the Minutes of April 22, 2020, it was proposed by Mitzi to accept the minutes as published and seconded by Barry. Carried.
  3. Business Arising from the Minutes
    • Status of Nominations to BOD (Kathie Carlson via email) Kathie presented the results of the Nominations for 2020/21 HKVCA National Board of Directors.
      • Ontario Region: Mike Babin, Mitzi Ross, Mark Purcell.
      • Prairie Region: Barry Mitchell, Carol Hadley, Greg Auld.
      • British Columbia Region: Gerry Tuppert.
      • Quebec Region: Lucette Mailloux Muir.
      • Atlantic Region : Bernard LeBlanc.
    • Since the nominations Mitzi Ross declined the nomination for health reasons.
    • There will be no need to hold elections, but a vote at the AGM will be needed. Mike made a motion to extend the Board's appreciation to Kathie and the Election Committee for their work. Seconded by Mitzi. Carried.
    • HKVCA Stamps - Barry received the first order for the stamps and will be mailing out shortly. Barry will have a notice in the newsletters and a new order could be done. Thanks Barry and Grant for your work.
  4. Financial Statement - Barry presented the  Financial Statement for April 30, 2020 and moved to accept statement as presented. Not much activity due to the present circumstances. Seconded by Bernie. Carried. 
  5. Web, Online Services, Newsletter, Membership Reports (Jim). No report at this time
  6. 2020 Convention and Homecoming
    • Book of Remembrance (Gerry) Things are progressing on the covers for the book. Nine locations are interested in having a copy. The Book will be available on the Web to see and print pages. A request for a smaller version of the book for sale - it would not be worth it as it will be available on the Web. Mike reported that an application has been made to VAC to fund the printing of the books.
    • Convention Status - Mitzi reported on the cancellations and no financial loss for us. Our initial deposit at the Westin Hotel was transferred as the first deposit for August 12-15, 2021 and all activities and rooms will take place there. The museum booking was also transferred to August 2021.
  7. New business
    • Plan for AGM (Mike) Mike moved that the corporation's By-law No. 1 paragraph 42 be replaced with the following:
      • Subject to compliance with Section 160 of the Act, the annual meeting of the members and any other Special Meeting under paragraph 44, may be held fully or partly by means of a telephonic, and electronic or other communication facility that permits all participants to communicate adequately. Seconded by Bernie. Carried.
    • Mike also proposed Tuesday, July 7, 2020 at 2 pm Ottawa time, with the meeting to be held via teleconference. Seconded by Bernie. Carried.
    • August 15 Commemoration (Mike) A simple ceremony could take place at the HKVCA Wall in Ottawa in the presence of local members, situation permitting. In Regions members could also commemorate by laying wreaths, flowers, poppy, small flag or even just a prayer at their local cenotaph.
    • June Newsletter (Mike) Submissions should be in by June 7 or earlier if possible.
  8. Region Reports (All)
    • BC - Gerry reported on an interview on Gerry Gerard on the first anniversary of his death.
    • Prairie - Carol reports that the Plaque presentations are still on hold and waiting to finalize plans for their 75th Reunion in October depending on the provinces restrictions.
    • Quebec - Lucette, quiet at this time and received a confirmation for a Book of Remembrance.
    • Atlantic - Bernie reports a Book of Remembrance for Halifax.
    • Ontario - Mike - Things are quiet and had a nice conversation with the son of Dr Reid re his new book on his father.
  9. Date: Next Meeting - June 24, 2020 (Mike)
  10. Adjournment. Mitzi moved to adjourn at 9h55 pm.

April

  1. Mike called the meeting to order at 8h33 pm EST.
  2. Approval of the Minutes of March 25, 2020, it was proposed by Mitzi to accept the minutes as published and seconded by Mark. Carried.
  3. Business Arising from the Minutes
    • Status of Nominations to BOD (Kathie Carlson via email) A total of 10 people have been nominated to date and one nominee declined the nomination. There is still time to nominate more people.
    • HKVCA Stamps - Barry has received orders for 9 pages of the new stamps and if all is well with the printing, they will be mailed ASAP.
  4. Financial Statement - Barry presented the  Financial Statement for March 31, 2020 and moved to accept statement as presented. Seconded by Gerry. Carried.
  5. Web, Online Services, Newsletter, Membership Reports (Jim). No report at this time
  6. 2020 Convention and Homecoming
    • Book of Remembrance (Gerry) Looking good on the final check and will be ready to proceed.
    • Convention decision - Mike and Mitzi presented material to help with the decision on going ahead or cancelling. Regions surveyed their members with result that a large number said no and many very hesitant in attending the convention with concerns as to the disinfection of all areas, restrictions in place and travels at that time. Hotel uncertainty for dates etc. After discussion, Mike made a motion: Moved that the convention be postponed to August 2021. Seconded by Mark. Carried.
    • We will be posting a brief convention announcement on the web with more info in our June newsletter.
    • We will hold our 2020 AGM in August via a conference call or video with abbreviated reports at that time with full reports at the 2021 AGM. A small commemorative ceremony should be held on August 15, 2020 at the HKVCA Memorial Wall with local members, if gatherings are permitted at that time. We could ask our members to also lay wreaths in their locality.
  7. New business
    • Gerry suggested the possibility of having copies of our "Book of Remembrance" in different communities or museums. Regions to advise Gerry of number of copies required for this.
  8. Region Reports (All)
    • Atlantic - Bernie reports that things are slow but all is well.
    • Quebec - Lucette, No news at this time.
    • Ontario - Mike reports that a Community Centre in London will install a Commemorative Plaque when it is possible to reopen.
    • Prairie - Carol reports that the Plaque presentation in May has been postponed until the fall, if it is safe then. The October Reunion that is tentatively booked will be looked at in September.
    • BC - Gerry, No news to report.
  9. Date: Next Meeting - May 27, 2020 (Mike)
  10. Adjournment. Mitzi moved to adjourn at 9h32 pm.

March

  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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