the signallers club of canada inc minutes of the executive ... · (3) the treasurer is preparing a...

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The Signallers Club of Canada Inc

Minutes of the Executive Committee Meeting

Held at the C & E Museum at 1000 hrs on 8 October 2014

In Attendance:

President Tony Charters

Vice-President Jan Hansen

Treasurer Pete Scott (absent)

Public Relations Officer Clyde Negus

Membership Officer Mike Zawislak (via teleconference)

Sergeant-at-Arms Bill Fallows

Entertainment Officer Noel Coward

C&E Museum Foundation Rep Cec Penney (by invitation but absent)

Secretary Liisa DeNoble

Immediate Past-President Herb Postill

Webmaster Chip Chapman (by invitation)

1. President's Welcome and Opening Remarks: The President welcomed everyone and

called the meeting to order at 1000 hrs.

2. Minutes of Previous Meeting. The Minutes of the previous meeting were reviewed.

There being no omissions or changes, it was moved by Noel Coward and seconded by Clyde

Negus that the Minutes be adopted as filed. Carried

3. Executive and Committee Reports:

a. Membership Officer:

(1) Report is at page 8 of these Minutes. The Membership Officer stated that

the Club has lost 15 members since the last report. As well, 30 members

have still not paid their dues for 2014 of which 10 owe for both 2013 and

2014. He will send reminder emails once more and the Secretary will send

letters to those without email. If no response, the 10 personnel not paid for

both years will be deleted immediately, and those not paid for 2014 will be

deleted after the Annual Meeting in April 2015.

(2) It was decided that a column will be added to the Ex-Members List to record

the reason why a member left the Club.

(3) The Executive again discussed who would appear in the Book of

Remembrance (digital and binder). Previously only current members in

good standing were included. It was decided that anyone who is or has been

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in the past a member of the Club in good standing will be included in the

Book of Remembrance upon their passing. This guidance will be formalized

in a future update to By-law No 1.

(4) It was confirmed that the discrepancies in the Membership List have been

largely resolved.

(5) It was decided that a cloth blazer crest would be included in each new

member’s welcome package.

It was moved by Tony Charters and seconded by Jan Hansen that the Membership

Report and subsequent decisions above be adopted. Carried.

b. Treasurer: The Treasurer’s Report is at pages 11 to 13 of these Minutes. YTD

revenues and expenditures were reviewed noting that projected membership

revenues were down considerably. In the Treasurer's absence, the President

advised the Executive that, as was previously decided, the Club’s asset/liability

ratio is established at 3:1. As such, approximately $12,000.00 can be freed from

locked in investments. To accomplish this, the actual amount will be confirmed

by the Treasurer and not be re-invested from the certificate with Bank of Nova

Scotia coming due in February 2015. It was moved by Liisa DeNoble and

seconded by Bill Fallows that the Treasurer's Report, including the Cheque

Request List within, be approved and accepted as presented. Carried.

c. Public Relations Officer:

(1) There are approximately 535 names on the PR email list to which the

Signaller is sent out on average three times monthly.

(2) The PR Officer has reviewed past files and found:

Emails for 2008,

Newsletters 1983-1988, 2005-2010,

Signallers Nov 1990-2006, and misc dates,

President's Newsletters for 1988 and 1991,

President's Reports Nov 1980-Jan 1990, 1983, 1986 and

1988, and

DVD containing: Minutes of Executive Meetings 1983-2005,

Minutes of General Meetings 1980-2008, Newsletters 2005-2008.

It was decided that the PR Officer will create folders for the past

Newsletters and Signaller E-mails to be held in the Club’s filing cabinet.

The Secretary will hold the DVD with other such media.

(3) The PR Officer reviewed the contents of the Club’s website.

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(4) The PRO was asked to encourage the submission of members’ bios for

the website.

d. Entertainment Officer: The ANAF Club is booked for 30 November 2014 for the

Christmas Bingo and Dance commencing at 1300 hrs; more details to follow.

The President stated that the Mixed Birthday Dinner was not as well-attended as

in previous years. Unfortunately, this year the guest speaker was unable to attend

due to an illness in the family. He stated that he had received positive feedback for

a new venue for this event namely a dinner cruise around the 1000 Islands. The

date was discussed and it was agreed that mid-September would be a better time

for a cruise. The President will follow up once he receives the 2015 cruise

schedule.

e. C&E Museum Foundation Rep: The following report was submitted:

The Board of Directors has been very busy this past summer with several items

related to our museum.

The Not For Profit Corporation submission has been extensively reworked and

will be ready for submission this fall thanks to the hard work of Lloyd Tien.

The Museum extension is moving along very nicely and the building is now

enclosed and ready for the inside work. The estimated completion date is 19 Dec

14 so stay tuned for the official opening ceremony.

The fund raising committee under Jim Holsworth steady leadership met in mid-

Aug and a plan is slowly taking shape that will hopefully increase our donations

to the Museum.

The C&E Branch/Foundation Golf tournament was held in late Aug and due to

turnout was only one day vice two, however considerable funds (+ $4K) were

raised for the Museum and fun was had by all.

Several members have retired from the foundation: HCol Dave Hart, MWO (Ret)

Terry Murphy and Peter Townsend. New members include Col (Ret) Stephen

Sibbald and CWO (Ret) Marcel Dinelle.

The Museum is still critically short of volunteers. They need tour guides/greeters

researchers and general assistance. No experience necessary just a warm smile.

The next meeting of the Foundation Board is expected the first week of

November.

f. Sick/Hospital: Gord Penney is now residing at the retirement home on Gore

Road. It was noted that the PR Officer often receives information in this category

so when received he will forward the details to the Immediate Past President and

the Sgt-at-Arms to follow-up with any assistance deemed necessary. The

President stated that the Club now sends out condolence cards and he will include

a note offering assistance.

4. Old Business:

a. Finance:

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(1) The next audit will be done in FY 2015/16 on a date to be determined.

(2) The Club will be filing a tax return for FY 2013 now that the Certificate

of Continuance has been received.

(3) The Treasurer is preparing a draft Financial Management SOP and will

circulate it among the Executive Committee in due course.

b. New Charter Documents: The Certificate of Continuance has been received and

the new official Club name is The Signallers Club of Canada Incorporated. By-

Law No. 1 is now registered with Corporations Canada. The Club’s new

Constitution therefore encompasses the Articles of Continuance and By-Law No.

1; these will be posted on the website. The President will be preparing a

companion version of our new Constitution. When it is published it will be

included in the new member package.

c. Review of Office Files and Club Letter Updates: The President and Vice-

President have reviewed the last of the old files. Some files were given to the

CFJSR. A new bilingual package including the application form has been

prepared for the Depart with Dignity (DwD) retirement packages given out by the

Branch. The Club’s Welcome Letter has also been updated.

d. BGen W Patterson (Ret) Honorary Life Membership Presentation: BGen (Ret)

Patterson will arrive at the ANAF at 1500 hrs on 26 October following which he

will be presented with his Certificate of Honorary Life Membership.

e. Canadian Military C&E Network (CMCEN) Status: The President stated that

BGen (Ret) Bill Richard and his team will update serving and retired members

during C&E Week on Fri 24 Oct. A general invitation to attend was posted on the

website.

f. Volunteers for Museum: Dick Archambault volunteers as a greeter every

Tuesday. He has also been updating the Club’s Book of Remembrance held at the

Museum for years. The Club is grateful to Dick for his assistance and the

Executive will present him with a memento of its appreciation. The Secretary will

ask Herb Postil to prepare an engraved “In Appreciation” pen set for Dick and

advise the President when it is ready.

g. ISP Transition Project: Chip Chapman briefed the Committee regarding the

progress of implementing the new website:

Status & Implementation Schedule

o 1 Jan 2015 roughly, new look website will be implemented

o Exec will be able to access new look website and use individual

passwords as well.

Related Issues:

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o Tutorials

Being broken down into separate tutorials and will be put

online on current website

o Member ID/Password

Password system is ready to implement, requires emailing

of usernames/passwords to members.

Once member receives their individual

username/password they will be able to use it (after

1 Jan 2015 for members)

Will split mbrshp list between Secy, PR and

Mbrship to send out to individuals

Date that common password will no longer be accepted still

needs to be set?

o Membership Database Update/Content Review

Online Database is ready

All deceased members/former members in good standing

go in BoR

What fields will members see with online BoR?

Exec/Membership Officer database pages being worked on

o System Administrator Backup

Keith Hutton

o Domain Name

Doteasy has Sigs Club as domain name owner

Still have to check with Domain Registrar

o Webmail forwarding

Those who have an individual email account (not Exec

posn) can set up to have their email forwarded.

o Other Sigs/Mil Links

Being updated

o Location of Blog link

The Sigs Blog is publically accessible from anywhere

therefore the link will remain in the general public access

on the website

o Bilingual

Application form is now bilingual

Still require volunteer to translate English text into French

Note. The Membership Officer, PR Officer and Secretary will share the task of

distributing the individual username and initial password to each member.

5. New Business:

a. Club Display Case: The Vice has reorganized the contents of the display case in

the Museum. Herb will create and place a sign on the case to identify the contents

as belonging to the Club. Note. The President is negotiating a larger case with the

Museum Director.

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b. New Member Recruitment: The membership of the Club is declining each year.

A comprehensive plan targeted at retired and serving regular and reserve

communicators needs to be put in place to attract new members. The President

stated, and the Executive agreed, that someone needs to be recruited to create the

plan and oversee its implementation as a special project of the Exec. Funds could

be found for a larger scale recruitment drive for posters, pamphlets and even

travel. The Executive will 'beat the bushes' in an attempt to find a volunteer.

c. Executive Committee 2015 Nominees: The President asked Executive members

to each search for their replacement by approaching other members; that personal

approach will be more successful than just asking at a meeting or electronically.

In keeping with tradition the next President should be a retired NCM. The Vice is

willing, but reluctant after just one year, to assume the position of President. He

would prefer another year to become more familiar with procedures and projects.

This would also allow the current President to complete the endeavours presently

incomplete. At this time, most of the Executive appear to be willing to stand

another year if replacements cannot be found.

d. Life Membership Dues Procedure: The President asked if anyone was aware how

the 70/30 split of life membership dues was determined; the $30 being held as a

tribute and donated to the Museum on a member’s death. No one knew the details

only that the Executive at the time arrived at that figure. It was discussed and all

agreed that the ratio should remain as is. The accounting and dispersal procedures

for the tribute will be documented in the new Financial Management SOPs.

e. New Branch Adjt: The President advised the Committee that Maj Dan Bergeron

has departed from the Branch Adjt position and has been replaced by Maj Neil

Trask who will be joining the Club.

f. Governor General’s (GG) National Council Registration: The Club was not

registered as a partner organization with the GGs office for the presentation of the

Diamond Jubilee Medal as were many other veterans clubs and associations,

consequently we didn’t nominate anyone. Note. The President contacted the GG’s

Honours and Awards Office who informed him that such partner organizations are

identified and solicited only as required and that no standing list exists.

6. Upcoming Events:

As announced Jimmy Day

24 Oct 14 Maj Bruce Carruthers Memorial Service (1100 hrs)

11 Nov 14 Remembrance Day

30 Nov 14 Club Christmas Bingo & Dinner (ANAF Martello Unit 377 Club,

1300 hrs)

9 Dec 14 Monthly Club Luncheon

11 Dec 14 NCO’s At Home to Officers at WOs' and

Sgts' Mess CFB Kingston (1200 hrs for 1230 hrs)

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7. Future Meetings:

26 Oct 14 Members’ General Meeting (ANAF Martello Unit 377 Club, 1400

hrs)

08 April 15 Executive Committee Meeting (C&E Museum, 1000 hrs) (TBC)

26 April 15 Members’ Annual Meeting (ANAF Martello Unit 377 Club, 1400

hrs)

07 October 15 Executive Committee Meeting (C&E Museum, 1000 hrs) (TBC)

25 Oct 15 Members’ General Meeting (ANAF Martello Unit 377 Club, 1400

hrs)

8. Adjournment:

It was moved by Jan Hansen and seconded by Herb Postill that the meeting adjourn at

1203 hrs. Carried.

original signed by: original signed by:

Liisa DeNoble Tony Charters

Secretary November 2014 President November 2014

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MEMBERSHIP REPORT

Members 08 Oct 14 02 April 14 03 Oct 13 28 April 13

Life 544 560 561 565

Yearly 68 67 63 62

Family 65 64 65 70

Honorary/Associate 2 4 4 4

Retiring (1 yr. SP) 2 1 2 1

Total 682 696 695 702

Remarks

38 yearly paying members have renewed for 2014

30 yearly members have not renewed for 2014, 10 of those are members are two years in

arrears. They will be moved to ex members after the AGM

3 yearly members have paid for 2015

2 yearly members have paid for 2016

15 deceased members since last report

4 deceased spouses since last report

Total Life membership has decreased by 16

Mike Zawislak

Membership

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Deceased Members 23 April 2014 to 5 October 2014

Last Name First Date Deceased Place

Arbuckle Allison 02 October 2014 Glace Bay NS

Barabash Walter 25 July 2014 Kingston ON

Barber Frank 14 May 2014 Kingston On

Bjarnason Donald 01 August 2014 Kingston ON

Carr Lloyd 25 May 2014 Stittsville On

DeLuca Ralph 03 February 2014 St Catharines ON

Ferrie Ronald 24 September 2014 Victoria BC

Gatcke Dave 20 July 2014 Kingston ON

Grace Jim 22 April 2014 Kingston ON

Hollett John 21 December 2013 Petawawa ON

Kowaluk Pete 16 June 2014 Kingston On

Lowe Larry 02 July 2014 Montreal QC

McGillis Jeanne 25 Oct 2013 Oshawa ON

McNutt Dan 15 August 2014 Truro NS

Rawding Frank 19 September 2014 Kingston ON

White Ken 09 November 2008 Kingston ON

Workman Bill 08 November 2014 Kingston ON

Deceased Wives


Hanway Lois 13 July 2014 Cape George NS

Penny Geraldine 22 April 2014 Kingston ON

Tennant Phyllis 13 July 2014 Winnipeg MB

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Old Comrades


Angyal Bill 10 February 2012 Welland ON

Armstrong Marvin 05 July 2014 Kanata ON

Aucoin Ivan 10 August 2014 Gananoque ON

Brake Ross 19 June 2014 Cornerbrook NL

Buchanan Arthur 10 April 2014 Ottawa ON

Buttery David 06 September 2014 London ON

Candy Austin 23 August 2014 Kingston ON

Carnet Cyril 28 September 2014 Newcastle Center NS

Caron Leo 17 October 2002 Iroquois Falls ON

Chouinard Lucien 10 September 2014 Quebec QC

Cook David 16 April 2014 Rusagonish NB

Cummings Samual 11 April 2014 New Glasgow

Esliger Sherban 27 Sep 2014 Orleans ON

Eslinger Sherman 27 September 2014 Orleans ON

Folkett Bruce 23 April 2014 Winnipeg MB

Freer Keith 25 April 2014 Vancouver BC

Heath George 16 September 2014 Pembroke ON

Holland Joe 07 May 2014 Vernon BC

Hutt Wm J. Francis 14 June 2014 Ottawa ON

Morris Ronald 02 September 2014 Kingston ON

Nelson James 14 Oct 2011 Kamloops BC

O’Blenis Ora 04 May 2014 Ottawa ON

O’Shaughnessy Terence October 2013 Edmonton AB

Pike Perrry 28 July 2014 St John’s NL

Vellone Frank 30 August 2014 Kingston ON

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Signallers Club of Canada - Cheque Request

Reason for Cheque In Memorium - LM 431 689 Amount Requested $60.00 Requested By: BYLAWS

Payable To: C&E Museum Date 10 Apr 14 obit

Cheque #: 1137 Dated: 10 Apr 14 Issued By: PTS

Posted to Account: 1 May 14

Reason for Cheque Food for General Meeting Amount Requested $117.00 Requested By: PRES

Payable To: ANAF Date 27 apr 14


Posted to Account: 28 Apr 14

Reason for Cheque Honorarium for Hall Use Amount Requested $100.00 Requested By: Pres

Payable To: ANAF Date 27 Apr 14


Posted to Account: 28 Apr 14

Reason for Cheque In Memorium - LM 690 365 Amount Requested $60.00 $60.00 BYLAWS

Payable To: C&E Museum Date 20 APR 14 obit

Cheque #: 1140 Dated: 20 APR 14 Issued By: PTS

Posted to Account: 2 jun 14

Reason for Cheque Annual Corporation filing Amount Requested $30.00 Requested By:

Payable To: Receiver General Date 22 May 14

Cheque #: 1141 Dated: 22 May 14 Issued By: PTS

Posted to Account: 5 Jun 14


Payable To: C&E Museum Date 12 Jun 14 obit

Cheque #: 1142 Dated: 12 Jun 14 Issued By: PTS

Posted to Account: 16 Jun 14


Payable To: C&E Museum Date 3 Jul 14 obit

Cheque #: 1143 Dated: 3 Jul 14 Issued By: PTS

Posted to Account: 1 Aug 14

Reason for Cheque Memorial Wreath and Mileage Amount Requested $100.00 Requested By: President

Payable To: Marge Payne Date 22 July 14

Cheque #: 1144 Dated: 22 July 14 Issued By: PTS


Reason for Cheque Place Mats Annual Dinner Amount Requested $32.76 Requested By: President

Payable To: Receiver General Date 29 Jul 14


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Reason for Cheque In Memorium - 780, 252, 187 Amount Requested $90.00 Requested By: BYLAWS

Payable To: C&E Museum Fund Date: 29 Jul 14



Reason for Cheque In Memorium - LM 372,045,572 Amount Requested $90.00 Requested By: Bylaws

Payable To: Museum Foundation Date 7 Aug 14

Cheque #: 1147 Dated: 7 Aug 14 Issued By: PTS


Reason for Cheque Website fees with Dot EASY Amount Requested $321.86 Requested By: Chip Chapman

Payable To: Chip Chapman Date: 8 Aug 14



Reason for Cheque Frame Hon Member certificate, frame Branch certificate to Sigs Club

Amount Requested $75.00 Requested By: President

Payable To: Reads Frameworks Date:


Posted to Account: 11 Sep 14

Reason for Cheque In Memorium LM 255 099 347

Amount Requested $90.00 Requested By: Bylaws

Payable To: C&E Museum Fdn Date: 19 Aug 14



Reason for Cheque Canada Post- Post Office Box Amount Requested $169.50 Requested By: invoice

Payable To: Canada Post Date: 5 Sep 14

Cheque #: 1151 Dated: 5 sep 14 Issued By: PTS

Posted to Account: 9 Sep 14

Reason for Cheque Deposit Sigs Club Dinner

Amount Requested $1750 Requested By: Pres

Payable To: Vimy Officers Mess Date: 25 Sep 14

Cheque #: 1152 Dated: 25 Sep 14 Issued By: PTS

Posted to Account:

I certify this register represents all cheques issued 01 Apr 14 - to 30 Sep 13 under my hand. Peter Scott: Treasurer

Motion for Exec Meeting: that this cheque register be approved as authorized expenditures.