Minutes – PEC
Date: October 22, 2016
Time: 8:35 am – 4:40pm
Location: Branch #006 Cloverdale
Roll Call
In attendance: Marc Tremblay, Command President; Angus Stanfield, Command Immediate Past
President; Glenn Hodge, Command 1st Vice President; Val MacGregor, Command Vice President; John
Scott, Command Vice President; Jim Diack, Command Treasurer
Vivian MacNeil, Zone Commander, Cariboo; Al Turner, Zone Commander, Central BC; Laurie Meadows,
Zone Commander, East Kootenay; Sharon Brady, Zone Commander, Fraser Valley; Dan Coyle, Zone
Commander, New West & District; Craig Thomson, Zone Commander Nicola Thompson; Roy Cardinal,
Zone Commander, Central Vancouver Island; Frank Truman, Zone Commander, North Okanagan; Steve
Cochrane Zone Commander, North Shore & Howe Sound; Cliff Slack, Zone Commander, North Vancouver
Island; Geoff Hutchinson, Zone Commander, Northwestern; Dale Johnston, Zone Commander, Peace
Arch; Rick Lundin, Zone Commander. South Okanagan & Similkameen; Richard Steele, Zone Commander,
South Vancouver Island; Bev Mansell, Zone Commander, Sunshine Coast; John Gates, Zone Commander,
West Kootenay; Bob Underhill, TVS Rep
Chairman: Dwight Grieve
Absent: Jane Anderson, Zone Commander, Vancouver Burnaby
Deputy Zone Commanders in Attendance: Pete Pearson, Central BC; Karen Kuzek, Fraser Valley; Lynda
McEwan, New West & District; George Cooke Nicola Thompson; Achim Sen, Central Vancouver Island;
Bev Croft, North Shore & Howe Sound; Bonnie MacMillan, Peace Arch; Wayne Knight, South Okanagan &
Similkameen
Staff Members: Sandy Reiser, Acting Executive Director; Tamara Isaak, Controller; Shelley Coburn,
Branch Advisory Manager; Penny Aujla, Events and Marketing Coordinator; Joseph Waugh, Command
Service Officer; Darryn Langstaff, Branch Operations Advisor; Bonnie Dancey, Branch Operations
Advisor; Rino Castelli, Branch Operations Advisor; Tony Rushworth, Branch Operations Advisor; Michelle
Courtney – minutes
Meeting was called to order at 8:35am
Silent Tribute – Donald McCafferty, Past Zone Commander; John Malcolm Cawthorne, Past Zone
Commander
1
Installation of New Zone Commanders – President Marc Tremblay installed Steve Cochrane, Zone
Commander North Shore/Howe Sound, and Dan Coyle, Zone Commander New Westminster & District.
Chairman’s Remarks
Motion to adopt agenda – MSC
Motion to grant the Chairman the ability to alter or amend the agenda as necessary throughout the day
– MSC
Approval of April 2016 Minutes
No discussion – Motion to approve the April 2016 minutes as presented – MSC
Approval of Electronic Votes
Electronic Votes
Motion to approve the electronic votes as presented – MSC
Spring 2017 PEC
Motion to hold the April 2017 PEC on April 1st and 2nd 2017 – MSC
*Action Item – Ask Zone Commanders where they would like the meeting to be held in the satisfaction
survey* - Sandy/Michelle
Vancity Investments
Vancity Investments
Doug Pronovost presented a review of the Command investments. He looks forward to a reasonable
investment year for 2017.
Presidents Report
Marc thanked all Zone Commanders for their service during this term. Inga Kruse has asked to send
along her well wishes and hellos. The Command office has been incredibly busy during this time of
transition, however, don’t hesitate to call when you need assistance.
*Action item - Send out new org chart with staff contacts to council* - Sandy
*Action item - Send out Strategic Plan performance tracker to council* - Sandy
Marc presented a powerpoint on the Strategic Plan. Command has reached a number of its objectives
for 2016.
BCYC Development Corporation – a product of our Strategic Plan – helping with branch sustainability
and development. Developers see the Royal Canadian Legion as a target (lots of valuable property).
Legal counsel recommended creating a company under BC/Yukon Command to help branches with their
property. Will promote a consistent brand for Legion development.
2
*Action Item - Send out Marc’s powerpoint to council* - Sandy
*Action item - make sure BOA’s are presenting monthly reports to Command and ZC’s. Warfare has
changed, society has changed, and so the Legion must change* - BOA’s
Appointment of Acting Executive Director
Motion to appoint Sandy Reiser as Acting Executive Director of BC/Yukon Command – MSC
Standing Committee Report Highlights
Honours and Awards
Honours and Awards Committee Report
Rick Lundin gave an update on how many awards have been given out to date. If anyone has questions,
please do not hesitate to contact the Command Office.
Military Veterans and Senior Services
Military, Veterans and Seniors Committee Report
Dwight Grieve spoke on the events he has attended on behalf of Command and this committee. The
committee is working on lobbying the Provincial Government to allow RCMP to have Veterans plates.
Sports Committee
Sports Committee Report
Dale Johnston highlighted his sports report. The national sports committee found crib and darts to have
a strong following, however curling and eight ball were suspended for 2016. The committee is pleased
to have Angus Stanfield as the Dominion Sport Chairman for this term.
Youth Committee
Youth Committee Report
John Scott highlighted the contents of his Youth Committee Report. He travelled to Quebec this summer
for the National Track and Field Championships.
*Action Item – Look at promoting Legion Youth Track and Field* - Foundation
*Action Item – Thank-you to the LA for the track suits and backpacks for our athletes, and helping with
travel expenses incurred* - Foundation Board
*Action Item – Make sure all entries for the Poster and Essay contest have labels on the back* - Admin
Manager
Marketing and PR
Marketing and PR Committee Report
Bob Underhill presented the Marketing and PR report on behalf of Jane Anderson. BC/Yukon Command
will be launching a new website in the coming weeks.
3
TVS
TVS Committee Report
Bob Underhill highlighted the TVS report. The branch had a gala at the Beatty Street Armory for their
100th anniversary. Dominion Vice President Angus Stanfield was in attendance.
Membership
Membership Committee Report
Glenn Hodge highlighted his Membership report. He reminded everyone that Dominion Command has
increased their per capita by $1.25 for 2017 and by $1.25 for 2018.
Foundation
Foundation Report
Angus Stanfield highlighted his report and events from the Foundation meeting that occurred the day
previously.
Poppy Operations
Poppy Operations Report
Jim Diack presented the Poppy Operations report on behalf of Victoria Holden and the Poppy
Operations department at Command. He reminded everyone that donations to the RCEL no longer need
SUE approval.
Branch Advisory
Branch Advisory Committee Report
Val MacGregor highlighted her report and the progress the committee is making with branches. She
commended the BA staff and committee on their work ethic. The Branch Assistance Fund and Branch
Sustainability Fund Terms of Reference will be adjusted and sent out via electronic vote for approval.
*Action Item – Send new Terms of Reference to council for an electronic vote* - Shelley/Michelle
What Branch Advisory Can Do For You
Shelley Coburn gave a presentation on how Branch Advisory can help branches.
*Action Item – Give out presentation to Zone Commanders* - Shelley/Michelle
*Action Item – Send out the Needs Assessment Survey* - Shelley/Michelle
Branch Operations Advisor (BOA) Presentations
State of the Bar Industry
Tony Rushworth gave a presentation on how the bar industry has changed over the years and its effect
on Legion branches.
Property Development
Darryn Langstaff gave a presentation on the importance of doing property development properly. He
encouraged council to ensure branches are getting in touch with Command for any development needs.
4
Kitchens – Can they help in saving the branch?
Rino Castelli gave a presentation on how kitchens can be better utilized to help service a branch.
*Action Item – Send out Rino’s report to all Zone Commanders* - Shelley/Michelle
Business Plans
Bonnie Dancey gave a presentation on the importance of a branch business plan.
Memberships in Memory
Bonnie Dancey gave a presentation on her idea “Memberships in Memory”. This idea would use social
media as a way of remembering Veterans and brining in an alternate source of revenue.
Cloud Accounting
BDO gave a presentation and demonstration on the new Cloud Accounting System and how it works.
*Action Item – create a form that helps branches calculate their real bookkeeping costs* - Tamara
Constitution and Laws Committee Report
Constitution and Laws Committee Report
Glenn Hodge presented highlights on his report. The office has been dealing with less complaints this
year.
Motion – to adopt the C&L Report as presented - MSC
Branch Pro-Forma By-Laws
Glenn Hodge presented a new pro-forma for branch by-laws. This pro-forma aims to standardize branch
by-laws with the General By-Laws, by aligning all the Articles.
Motion - To accept the new branch by-laws to be processed by BC/Yukon Command
Amendment – Eliminate section 615.
Amendment - Make the Second Vice President position optional in 617a.
Motion – Amend Section 615 to remove the three meeting requirement – MSC
Motion – To make the Second Vice President position optional in 617a. – MSC
Motion – To adopt as amended these pro-forma by-laws – MSC
Convention Report
Penny Aujla gave a summary of the plans for the upcoming 2017 Convention. The convention will be
held from June 2nd to 4th 2017 at the River Rock Casino.
Motion – to accept the Convention Report as given – MSC
Young Veterans Focus Group
Joseph Waugh and Penny Aujla presented a summary of the focus group session that was held at
Whalley Branch 229. This focus group asked Veterans who are not currently Legion members why they
have not joined.
*Action Item – send the presentation to Zone Commanders for distribution to branches* - Penny
5
POS Demonstration
King Corp gave a presentation and demonstration on their POS system.
Treasurers Remarks
Treasurer's Report
Jim Diack highlighted his Treasurer’s report. Two summer students were brought into the Command
office through grants to help analyze branch financial statements.
Replacement Reserve Fund
Replacement Reserve Fund Balances
Replacement Reserve Fund Draft Terms of Reference
Tamara Isaak explained the need for a terms of reference for this fund.
Motion – To accepts the Terms of Reference as presented – MSC
Motion – To move $1 million dollars from the general fund investment into the replacement reserve
fund and transfer any investment revenue into the general fund – MSC
Travel Policy
Travel Reimbursement Policy
Tamara explained the new travel policy. This policy follows CRA standards for compensation, and is
accompanied with a new electronic reimbursement form.
Motion – To accept the Travel Policy as presented - MSC
2017 Budget
General Fund Budget Increase
Jim Diack explained that the Admin/Finance committee allowed for an increase in the capital asset
budget to allow for the purchase of new computers for the office.
Motion – To accept the budget increase of $3,000.00 – MSC
Motion – To set the 2017 convention registration price at $65.00 (including GST) – MSC
General Fund Budget
2017 General Fund Budget
Tamara Isaak presented the 2017 General Fund Budget
Motion – That the 2017 General Fund budget be adopted as presented – MSC
Poppy Fund Budget
Tamara explained that the new Poppy Mill Rate has impacted how the Poppy Fund Budget is generated.
The Poppy Fund Budget will be presented in December for an electronic vote.
6
Sustainability Fund Budget
2017 Sustainability Fund Budget
Tamara presented the 2017 Sustainability Fund Budget.
Motion – That the Branch Sustainability Fund budget for 2017 be adopted as presented - MSC
Motion – To adjourn the meeting - MSC
Meeting adjourned at 4:42pm
7