Meeting of the Board of Directors Ottawa Branch s1

NAVY LEAGUE OF CANADA LA LIGUE NAVALE DU CANADA OTTAWA BRANCH SUCCURSALE OTTAWA

Meeting of the Board of Directors

Tuesday, September 30, 2008- Minutes

In Attendance

President Steve Rudnicki Vice President Gerry Powell Past President Crystal Payne Treasurer Shaila Singh Secretary Gary Payne Chair Sea Cadets Peter Christie RCSCC Falkland LCdr Peter Morin Chair, Navy League Cadets Jeff Woznow NLCC Vice Admiral Kingsmill Lt. (NL) Laurence Baird Chair, Buildings & Property Roland Vaillancourt Chair Historian / Alumni Bill Wilson Volunteering Screening Arthur Poon Member at Large Lt. (N) Adrian Mascarenhas

Regrets

Chair Scholarships and Awards Jim Burke Chair, Membership Jim Cummings Chair, Maritime Affairs Fred Herrndorff Member at Large Beverly MacKillop Member at Large Steve Lear Member at Large John Lee

Guests

Area Cadet Officer Lt. (N) Daryl Rolfe

Call to Order

The President called the meeting to order at 1908 hrs. Meeting of the Board of Directors Ottawa Branch

Approval of Agenda

An agenda item to include a “Vice President’s Report” was added.

Motion: that the agenda was approved Steve Rudnicki Motion Seconded Bill Wilson Carried

Approval of Minutes

Motion: to accept August 26, 2008 Minutes Gerry Powell Motion seconded Bill Wilson Carried

Action Item Status Review

The Action Items Status, attached to the Agenda, was reviewed and updated. Where applicable, action items were deferred for discussion to the appropriate portfolio reports.

Portfolio Reports

1. President – Steve Rudnicki

 President thanked Gerry Powell for acting in the position of President during his absence in the month of September.  The President advised the membership that Jim Burke was in the Civic hospital as a result of a bike accident and requested that the minutes reflect that the entire Ottawa Branch wished him a speedy recovery from his accident.  The President advised the Branch that the cadet’s support of John Lee’s wedding went very well and that all those involved deserve a Bravo Zulu for their efforts. o John had donated $2000.00 to the cadet program as well as covering all of the expenses that the cadets incurred during the weekend.  The President advised the Branch that the preparation for the TAG Day on the 18th of October were going very well and that a new member, Jolanta Kupniewska, has accepted the position of Fundraising Chair.  The President provided the members with copies of the Navy League of Canada’s “Organization Guide” (NL(35)E – 24 Sept 2007) and pointed out that the guide provides clarification of the roles and responsibilities of the Navy League Branch in support of the Cadet Corps.  A donation of hockey tickets was received from Jeff Langevin for use by the cadet corps. Two tickets per corps, per month were donated to be used to award deserving cadets for outstanding performance in support of the program. o It was requested that the monthly branch meetings, throughout the year, that each corps identify the cadets that received the tickets for the

2 30 September 2008 Meeting of the Board of Directors Ottawa Branch

preceding month and provide the reason the cadets were selected to receive the tickets. o An appropriate letter of appreciation along with this information will be provided to Jeff Langevin at the end of the season.  ACTION: Secretary to record names of cadets along with the reasons they received the tickets in monthly minutes and President to draft letter of thanks at end of season.

Motion: to Accept Report Steve Rudnicki Seconded Crystal Payne Carried

2. Vice President – Gerry Powell

 TAG day has been shifted to 18th of October. o 34 sites confirmed and 6 sites pending requiring approximately 86 cadets to cover the sites. o Next step is to contact the parents for support. o Web site still reflects the old date of 4 October. o Arrangements with other leagues are being made through the submission of the appropriate Navy League form.  ACTION: Gerry Powell to arrange for the Web site to be updated to reflect the new date for TAG Day as the 18th of October.  ACTION: Gerry Powell to submit the appropriate NL form to support the submission of the RSS.  Sail Training weekends have taken place on the 21st and 28th of September. These were well attended by the cadets and some White Sail I and II designations were achieved by the cadets.  Support of the Westboro Legion for the Battle of Britain, 21Sep 08, was successful however the Falkland Cadets were late in arriving and caused the ceremony to be delayed. Mr. Wiles, the event organizer, wrote a letter to his Command complaining of the poor support received from the cadets which was forwarded to the Regional Cadet Officer, LCol Armstrong. In discussions with the corps Executive Officer assurances have been received that this will not happen in the future. o The Commanding Officer of the Navy league Cadet Corps, Lt.(NL) L. Baird suggested that in the future that the NLCC could organize these Color Party events using the Navy League Cadets and those Sea Cadets that volunteer to support the Navy League Cadets. Although this was recognized as an option, it was felt that this did not present the correct impression as the Army and Air Cadets fully support this important activity with the Veterans and that the Sea Cadets should be prepared to show the same level of support through cadet and officer participation. Therefore FALKLAND is encouraged to support these activities directly in order to demonstrate their community involvement and commitment.

 Mr. David Lewis, a member of the Westboro Legion, who is a great supporter of the cadet program, is not well and it was decided that an appropriate card should be sent to him on behalf of the Navy League and cadet corps.  ACTION: Lt.(NL) L. Baird to provide correct name and address and the Secretary to forward an appropriate card on behalf of the Navy League and cadet corps.  The Vice President recommended that a set of procedures be drafted throughout the year outlining how the Navy League Branch conducts the business of managing its responsibilities toward the operation of the cadet program. These would cover such activities as budgeting, managing expenditures against the budget, petty cash administration, TAG days and communication, to name a few.  ACTION: Gerry Powell to develop the structure and to act as the point of contact for the collection of the information to be assembled in this procedures booklet.

Motion: to Accept Report Gerry Powell Seconded Bill Wilson Carried

3. Treasurer - Shaila Singh

 The Treasurer expressed concern over the perceived overlap between the cadet corps and administration budgets and the lack of clear procedures for the handling of cash.  ACTION: Treasurer to work with Vice President in establishing clear guidelines for budgeting and the handling of cash to be placed in the new procedures handbook.  The Treasurer presented the recommendations of the committee selected to evaluate the photocopy lease proposal from Pitney Bowes.

Motion: to authorize the signing of a contract Shaila Singh with Pitney Bowes for the lease of the photocopy in accordance with “Option B” presented to the committee. Seconded Gerry Powell Carried  The Treasurer advised the membership that there is a $300.00 charge each time the photocopier is moved and it was decided that the installation of the new photocopy would be delayed for a month to await the arrival of the ATCO Trailers.  ACTION: Peter Christie to attempt to have the current photocopier serviced in order to support the interim corps activities.  The Treasurer advised the members that a fourth Cheque had been forwarded to CL Sailboats, Fort Erie ON that supplied the sails to RCSCC Falkland and that this time it was sent registered requiring an acceptance signature.

Motion: to Accept Report Shaila Singh Seconded Adrian Mascarenhas Carried

4. Communications - Commanding Officer NLCC Vice Admiral Kingsmill Lt (NL) Laurence Baird

 The Commanding Officer of Kingmill provided a summary of the activities that the cadets were involved with over the past month. o John Lee’s Wedding was a successful exercise with five Navy League Cadets and five Sea Cadets involved. o Thirty-two cadets, the largest number to date, attended the Battle of Britain parade on 21Sep08.  Registration has resulted in a corps strength at the end of September of 43 Cadets  Seventy five ball capes have been ordered and received. Cadets have been issued the caps. The cadets have been informed that the first cap is free and that if lost any replacement cap will have to be purchased from the canteen.  The new laptop computer for the Navy League Corps has been purchased and will be registered with the Chair, Property and Maintenance. The computer will be used for the Navy League Cadets database and for maintaining the NLCC Kingsmill web site.  The Commanding Officer informed the members of the following promotions: o Midshipman Loney has been promoted to A/SLt. o Cadet Jacques has been promoted to Coxswain o Cadet Smith has been promoted to RPO o Cadet Latrielle has been promoted to Quartermaster

Motion: to Accept Report Bill Wilson Seconded Gerry Powell Carried

5. Chair Navy League Cadets – Jeff Woznow

 No Report.

6. Communications - Commanding Officer RCSCC Falkland - LCdr Peter Morin

 The Commanding Officer to advise the membership the Falkland Band would be providing music at Connaught Range on Oct 4, and would be performing at the Carlton Lodge on 8 November, participating in Remembrance Day Services on November 11, the Santa Toy Parade on 22 November and performing a concert at the Stillwater Seniors Center on 29 November.  The Commanding Officer requested support from the Navy League to hold the Christmas Dinner and specifically asked if we could support the sale of

poinsettias this year. The dinner last year cost approximately $2000.00 and the sale of poinsettias has covered the cost in the past. The decision was deferred to the Sea Cadet Chairman to be coordinated between the Commanding Officer, and the Fundraising Chair. A recommendation including pricing will be provided at the next general meeting.  ACTION: Peter Christie to liaise between the Commanding Officer and the Fundraising Chair and provide a recommendation on the poinsettia sales and a budget and plan for the Christmas Dinner. For budgeting purposes it is estimated that there will be fifty Navy League Cadets at the Christmas Dinner.  The Commanding Officer requested that he be allowed to use funding from the Scuba Program line item to cover the cost of a bus to transport the Band to Connaught Range this Saturday. It was agreed that the Scuba funds could be used for this activity as there is a projected under expenditure in the Scuba Program line item. These are not additional funds and the cost of the bus must be covered within the existing funding.  The Commanding Officer requested that he be allowed to repair the motor for the Boston Whaler. It was agreed that the motor needed to be repaired however the cost was unknown. The President requested that the Commanding Officer obtain an estimate of the repair cost and provide same to the next meeting for approval.  ACTION: The Commanding Officer and Peter Christie to obtain an estimate for the repair of the motor.

Motion: to Accept Report Peter Christie Seconded Gerry Powell Carried

7. Chair Sea Cadets – Peter Christie

 Peter Christie advised the members the Web Site Domain Names had been paid for the next five years.  The mobile sign, advertising Sea Cadets and Navy League Cadets has been stationed on Prince of Wales for the past month.  A replacement bulb for the projector has been ordered.  Peter Christie advised the membership that seven additional NL medals were available for presentation. This information was provided by the Commanding Officer who received it from Gord King of the Ontario Division.  ACTION: Bill Wilson to confirm the accuracy of this information and report back to the membership.

Motion: to Accept Commanding Officer’s report Peter Christie Seconded Gerry Powell Carried

8. Chair Fundraising - Vacant

 In the absence of a Fundraising Chair the membership has been preparing for the upcoming TAG Day. o 34 Sites booked requiring approximately 86 Cadets. o Arrangements for the food and drinks have been completed. o A lot of negative feedback has been received about 742 Air Cadets and this was passed on to the Area Cadet Officer.  ACTION: Commanding Officers to ensure a high percentage of cadets are present for the TAG Day and provide a reasonably accurate projected headcount, for the purpose of providing lunches, no later than the 14th of October.  It was recommended that we identify a spring date for the next TAG Day as son as possible to avoid conflicts with other Leagues.

Motion: to Accept Report Crystal Payne Seconded Gerry Powell Carried

9. Chair Property and Maintenance – Roland Vaillancourt

 The Chair advised the membership that an inventory of all Branch owned equipment will be performed during the year and a distribution account system will be established to transfer custody of equipment to the Commanding Officers.  An assessment of the boats and equipment will be performed for the purpose of identifying what items and equipment should be maintained and what should be disposed of by the Branch. The Treasurer will be advised as to what items require insurance as a result of the equipment assessment.  The blue uniforms will be hung up in the container provided by Carlton to provide more space for equipment storage.  It is anticipated that ATCO trailers will begin to arrive within the next two weeks and that the Sprung Shelter will be operational by15 Dec 2008.

Motion: to Accept Report Roland Vaillancourt Seconded Gerry Powell Carried

10. Chair Maritime Affairs – Fred Herrndorff

 No Report.

11. Chair Membership - Mr. Jim Cummings

 The Chair was unable to attend but advised the Secretary that membership was up by 47 members over last year’s membership.

12. Chair Scholarships and Awards – Jim Burke

 No Report.

13. Chair Volunteer Screening - Mr. Arthur Poon

 The Chair advised the membership that screening was proceeding well and four applicants were being processed in various stages.  The Chair will be preparing a process to be used for the screening of applicants in order to speed up the process. This process will be provided for inclusion in the Branch procedures Booklet being prepared by the Vice President.  A spreadsheet will be prepared and maintained by the Chair which will identify the status of all screening activities for the purpose of better managing the process.

Motion: to Accept Report Arthur Poon Seconded Bill Wilson Carried

14. Chair Alumni and Historian - Mr. Bill Wilson

 An Alumni Wine and Cheese party is being planned to take place between January and March 2009 at the RCN Curling Club. o Assistance will be required in contacting former cadets and officers. o Use of media and website were suggested. o Word of mouth and collection of contact information would assist in the development of a list of Alumni members. o It was suggested that a cadet Officer and another Branch Member be identified to work with the Chair in identifying and contacting Alumni.  The Chair pointed out that in 2014 it will be the 90th Anniversary of the corps and the 100th anniversary of the Battle of the Falkland Islands.  The Chair recommended that the Board consider inviting a significant VIP to perform the inspection as he was a pilot in the recent war in the Falklands and he is now the Admiral of the Sea Cadets.

Motion: to Accept Report Bill Wilson Seconded Gerry Powell Carried

15. New Business

 Photo Day for the Navy League Cadets will be October 19th.  Photo Day for the Sea cadets will be October 21st.  A recommendation was made by the Branch for the Commanding officers to secure military facilities for their Annual Inspections in the spring of 2009. In the event that the Branch needs to locate and provide accommodation for the Annual Reviews, it would be looking to minimize the cost by combining the Reviews as was done in 2008.  The Branch indicated a combined Annual Review format was preferred but understood that this is a decision of the Commanding Officers as long as DND accommodation can be provided for the event.  ACTION: Commanding Officers to provide recommendation by the next general meeting of the Ottawa Branch as to if the Annual Reviews should be combined or separate and to locate and book appropriate accommodations with the military.

16. Next Meeting Date

The next meeting of the Board of Directors will be held October 28, 2008.

17. Adjournment

The meeting was adjourned at 2142hrs.

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