CALGARY DIVISON OPERATIONAL POLICY 

ROYAL CANADIAN MOUNTED POLICE VETERANS’ ASSOCIATION 

                                                            Calgary Division Policy 

All previous operating policies enacted at various times and included in the operating policies dated January 28, 2004 are hereby repealed and replaced with the policies outlined below. 

Notice of Meetings: 

1.   Executive committee meetings will be held at a place and time designated by the President. 

2.   Regular Meetings will be held at a place and time designated by the President. 

      3.  Conduct of meetings will follow Robert’s Rules of Order. 

Annual Dues and Members in Default: 

1.   An individual reminder to members with unpaid dues will be included with the January bulletin. 

2.   Members who have not paid their annual dues by March 31st when the first quarterly report is due will be in default and considered ‘not in good standing’ and voting privileges will be suspended until their dues are paid.  

3.   The treasurer will make reasonable efforts to contact members and collect outstanding dues, however if the dues are still unpaid as of the November meeting a motion will be presented to have the member(s) struck off Division strength as of December 31st if the dues are still outstanding.  

4.  The Executive Committee may recommend that annual dues for a member permanently hospitalized, institutionalized, infirmed or incapacitated be absorbed by the Division.  A two-thirds majority vote of the members in good standing at any regular meeting is required to approve a motion in this regard. 

5.  The Executive Committee, in cases of financial distress or where circulation of identity should be restricted on compassionate grounds, may waive payment of annual dues for a period not exceeding two years.  During this period the matter would be considered confidential and restricted to the Executive Committee, and the member(s) involved would be deemed to be paid up and in good standing.  

Fort Calgary Preservation Society Executive: 

1.  If a member of Calgary Division is appointed or elected to the Executive Committee of Fort Calgary, all confidential or sensitive matters he/she becomes privy to through that position will be kept in confidence until it is released first to the Society’s Board of Directors, or the Society Executive authorizes release of the information. 

Life Member Appointments: 

1.  This policy allows consideration for appointment primarily of deserving members who are of good character, who have demonstrated strong support for the Division, its affairs and endeavors.  Nominations shall be in accordance with the Association Constitution and local criteria. 

2.  Criteria for Nominations for Life Membership: 

(a)  Members who have made a substantial contribution to the Division, such as serving on the Executive Committee for a considerable length of time, be considered for Life Membership at age 70.

(b)  Members who have made a contribution but at a lesser degree than above, be considered for Life Membership at age 75.

(c)  Members who are 80 years of age or more, are members in good standing, and have been Members of the RCMP Veterans Association for twenty-five (25) years be considered for Life Membership.

(d)  The Executive Committee may waive age and service considerations and bring to the general membership, a recommendation of a member as a result of his exceptional service to the Association in general, and the Division in particular or a situation of exceptional circumstances.

(e)  In all cases a two-thirds (2/3rds) majority vote of members present at a general meeting is required before the nomination can be forwarded to National Headquarters. 

Associate, Honorary or Honorary Life Members: 

1.  A member, through the Executive, may bring a recommendation to the membership at any regular meeting to confer and bestow the honour and privilege of Associate, Honorary, or Honorary Life Member to any worthy person.  A two-thirds majority vote is required by the members present at the meeting. 

Honorariums for Secretary and Treasurer: 

1.  Each year at the November meeting, the membership may approve by majority vote, an honorarium for the administrative assistant or secretary for services rendered.  The honorarium is to be included in the annual budget, and can be adjusted from time to time by the membership by a simple majority vote at any regular meeting.

 Annual Budget: 

1.  A draft budget for the ensuing year, including proposed dues for the year ahead, will be presented by the Treasurer for review at the October Executive Meeting.  When elected, the incoming Officers and Directors will finalize the budget in January for presentation and ratification at the Annual General Meeting.   

2.  The budget should have separate line entries in each major category to provide clarity and facilitate comprehension by the membership. 

Financial Reports: 

1.  The financial reports should include revenues and expenses with a comparison to the annual budget. 

Investments: 

1.  Division reserve funds should be kept in the form of secure, no-risk interest generating investments.  Such investments should not be part of the general operating account, but may be temporarily credited to this account upon maturity and debited upon reinvestment.  The Executive shall approve and the Treasurer is responsible to see that the principal is reinvested as soon as possible after maturity.  The interest may be retained in the general account to supplement day-to-day activities or reinvested as the Executive may determine. 

2.  Division investments will be shown separately as part of the annual financial statement reflecting the Division’s net worth. 

Membership List: 

1.  The Membership chairman shall maintain the membership list and keep it current. 

Resolutions for the Association’s Annual General Meeting: 

1.  Any resolution contemplated by a member for inclusion in the agenda of the National AGM must be prepared by the sponsoring member as to format, content and intent, provided to the Executive by November 1st, reviewed and approved by the Executive, and approved by a majority vote of members present at a regular general meeting to have Division support. 

2.  Such approved resolutions must be submitted by the Division to National Headquarters as required in the Association’s constitution unless withdrawn by the sponsor. 

3.  The constitution provides for a member to present a resolution from the floor of the AGM but such resolution would be without Division sponsorship and support. 

Socials: 

1.  In addition to any other social functions, the Executive may plan in a fiscal year, the following should be part of the schedule:

                        (a)  Life members and widows luncheon

                        (b)  Division BBQ

                        (c)  Annual golf tournament

                        (d)  Christmas dinner 

2.   (a)  Social events will be organized on a cost recovery basis. 

(b) Members are responsible for their guests and those who commit to attend a social event and do not cancel that commitment before the cut-off date and time, are responsible for the social event assessment cost. 

(c) A member (or his guests) who did not attend the social event after having made a commitment and has not paid the assessment will be contacted for an explanation. 

(d) The name of a member(s) who, having been contacted and who have not paid the assessment cost, will be referred to the next Executive Committee meeting.           

(e) The Executive Committee members will ensure they are aware of the circumstances as to why the member did not attend, and made a decision, via motion on one of the following options:           

 (i)  Assess the member the social event costs, or 

 (ii) In extenuating circumstances excuse the member from paying the assessment based on compassionate grounds. 

Charitable Donations: 

1.  The Executive may use Division Funds only if the request is from a group or organization historically related to the Force or the Veterans’ Association.   

2.  If the request is from an organization or individual not historically associated with the Force or the Veterans’ Association and Division funds are to be donated, membership approval is required.  

3.  In the event the Executive receives a request for donations in what appears to be a worthy cause but is not provided for above, information will be provided to our members who may wish to contribute on an individual basis. 

Newsletter/Bulletin: 

1.  The Bulletin Editor will be appointed by the Executive.  By mutual agreement with the Executive, he or she may have an Assistant Editor of their choice to help with the timely preparation and distribution of bulletin material. 

Funerals: 

1.  Upon the death of a member of the Division or a spouse, Funeral Arrangement Co-ordinator Chairperson should contact the next of kin, offer condolences of the membership, and offer any Division assistance that might be required, such as:

(a)  An honour guard or pallbearers at the funeral or service

(b) Attendance at a funeral home, church or chapel concerning arrangements

(c) Assistance in notifying appropriate authorities 

2.  The two-page attachment provides additional guidelines.  

3.  Other information is outlined in Appendix 2 of National regulations, Sept. 21, 1989.     

These operating policies are approved by the Executive and accepted by the membership at the regular meeting on November 23rd, 2010.  


Jack Lee-Knight, President Ivy-Anne Mitchell, Administrative Assistant

                                    


Guidelines for R.C.M.P. Veterans’ Association funerals

 Calgary Division

It is intended that these guidelines supplement National Headquarters guidelines on a more local basis. Considering the resources of the RCMP, a regimental funeral as suggested in paragraph #1 of the National guidelines is unlikely except for the most special circumstances.  In the vast majority of cases Association Members would not expect or want a regimental funeral.  It is felt that the Veterans’ Association is well able to satisfy this need with a lower profile.

 

It is the objective of the Association to assist the next of kin and families of the deceased members to the extent our resources are required.  It is our wish to provide support, information and by our presence honour the service and comradeship of our members. This readiness to help and our participation in this final event can be a great comfort for the families and friends of the deceased.

 

1.         When members of the Association become aware that a member has passed on they should contact the Funeral Arrangement Co-ordinator Chairperson as soon as possible to ensure timely contact with the next of kin. The Chairperson will offer condolences of the membership at large and offer assistance.

2.          First contact will provide information on the degree to which the next of kin is prepared to deal with the funeral arrangements. Assist in a supportive role providing information if necessary.  If a member is a close friend of the next of kin that may be the person to act on behalf of the Association.   Ensure such an individual is provided with a copy of these guidelines and the National guidelines.

3.        The service of the Association should be offered whenever practicable and acceptable to the next of kin and family in such areas as, attendance at the Funeral Parlour, Church or graveside.

4.         The next of kin should be made aware of the Division Pall. The Pall is a symbol of honour and respect for the member’s service to the Force, community and the Association. With due respect to the next of kin’s wishes, arrangements should be made for the Divisional Pall to be displayed over the casket or on the stand provided whichever is appropriate during the term of mourning.  The next of kin should also be advised that Honourary Pallbearers, Casket Bearers and an Honour Guard are available.


5.         The Honour Guard shall wear the official dress of the RCMP Veterans’ Association.

6.     Advise the next of kin that the following information will be required to complete the administrative requirements following the death of a member. It should be noted that Pension and Insurance organizations normally permit payment received during the person died to be kept but any further payment must be returned. It is therefore  important to notify these organizations as soon as practical by phone first and document later.

 

 7.     Deceased          Information and documentation required.

 

Full name----------------------------------------------------------------------------------------------

 

Address------------------------------------------------------------------------------------------------

 

Regimental Number----------------------------. S.I.N. Number----------------------------------

 

Date of Death------------------------------------. Date of Birth------------------------------------

                                                                             Birth Certificate may be required

 

             Spouse or next of kin 

 

Full Name-------------------------------------------------------------------------------------------

 

Address----------------------------------------------------------------------------------------------

 

Phone number, Fax and E-mail -----------------------------   S.I.N. Number-----------------

 

Birth Certificate---------------------------------- Marriage Certificate-------------------------

 

Funeral Directors’ “Statement of Death”(Pension and Insurance organizations will each want one)

           Contact the following;

 

        Important numbers

Advise the Spouse that they will receive a three to four page letter from the Compensation Branch in Ottawa providing information on Headstones and Grave Markers available.