NATIONAL BOARD OF GOVERNORS RECORD OF PROCEEDINGS Wednesday, January hrs EDT

Transcription

1 NATIONAL BOARD OF GOVERNORS RECORD OF PROCEEDINGS Wednesday, January hrs EDT IN ATTENDANCE President Don Berrill Past President Don Doern 1 st Vice President Merv Ozirny Vice President & Treasurer Ernie Weisner Vice President Jim Hunter Vice President Hille Vilta Members Thomas Taborowski Jerry Elias Russell Gallant Howard Mar Sue Madden Douglas Slowski Marc Lacroix Kevin Robinson Geoffrey Johnston ED/Secretary Consultant Pierre Forgues Scott Lawson 1. ADMINISTRATION 1.1 Opening Remarks: The Chair wished everyone a Happy New Year and highlighted the fact that there are many active files that will keep all very busy in the coming months. 1.2 Additions to the Agenda: Russell requested adding 5.14 Bylaw Items. 1.3 Approval of the Agenda: Motion to approve the agenda: Moved by: Jim Seconded by: Jerry. 1.4 Approval of the BOG ROP 24/25 Nov 17 meeting at SAM: Russell indicated that section 6.5 should read page 77 vice section 77. Marc indicated that section 6.1 of National Selections Committee report should read as follows: It is an ACL understanding that this reduction to 237 positions for PPS is related to the funding cap (3 Millions$ including insurances) for this activity currently in place, and the concern that DND formation would be unable to obtain the necessary approvals from Treasury Board to increase the cap for the summer of There are workshop with DND in order to finalize the flow chart and details of the map process established for national selections process in summer CPMC allow the ACL to continue on the extended timeline for National Selections in the training year. Don requested that the attendees be shown, and that the pages be numbered. Page 1 of 6

2 Motion to approve the BOG ROP 24/25 Nov 17 as revised: Seconded by: Kevin. Don indicated that the draft ROP of the NEC meeting of 13 Dec 17 was provided for the board to receive at this time and have not yet been approved by the NEC who will meet on 7 Feb 18. Don requested feedback from members as to whether anything should be added to the draft NEC ROP. None was provided. Motion to receive the draft NEC ROP 13 Dec 17 as presented: Seconded by: Jim. 2. INFORMATION 2.1 President s Report Don Berrill Don discussed his written report (attached) indicating it was also provided to the NEC at the 13 Dec 17 meeting. The report outlines all key issues before the ACLC at this point in time. Seconded by: Hille. 2.2 Treasurer s/finance Report Ernie Weisner Ernie provided a brief overview of the written report he presented. To date revenue and expenses are in line but will be difficult to achieve fundraising objectives. No significant variances, other than revenue from the PCs, which appears to be an administrative error. Kevin pointed out an error that AGM expenses should read 6.6 K. Seconded by: Merv. 2.3 Executive Director s Report Pierre Forgues AGM planning is on track. Activity with DND Cadet Renewal WG is ramping up quickly after the holidays. Pierre outlined the draft terms of reference for a new League Costing WG that will be started in the spring. Discussion ensued on the opportunity this WG will provide to demonstrate the differences between the leagues and clearly show the contributions made by the ACLC. Moved by: Jerry Seconded by: Jim. Page 2 of 6

3 3. CRITICAL PATH UPDATES 3.1. Screening & Registration: Geoffrey provided an update. Roll out is going well but running into problems where SSCs do not exist (36%). Good progress being made with DND a meeting is scheduled on 5 Feb. Geoffrey s written report was discussed. Don asked Merv to discuss with PC Chairs the issue that 36% do not have a functioning SSCs (e.g., where a legion is actually providing that function). Merv will also ask the PC Chairs to respond to Geoffrey s survey and will ask which ones are associated with legions rather than SSCs. Moved by: Geoffrey Seconded by: Hille 3.2. CRA: CRA responded to our request by endorsing our proposed courses of action. Ernie reviewed the draft letter to PCs on implementing CRA compliance. Discussion ensued on how best to provide the direction and manage the implementation process. Ernie will provide a informational one pager to Merv for the upcoming 3.3. Fundraising/NGRC report: Tom explained that the fee for service model will be ready for presentation next month. An action plan has been developed for the Presidents Club with the goal to release on 1 Mar 18. We need to invest money and time to maximize the value of the SUMAC system. Career Expo is progressing well with Scott working on his own time to generate sponsors. Pete reported that RCAFA/Dean Black agreed to a mass mailing in April Tom passed on a special note of thanks to Scott for all the work he has been doing. Moved by: Tom Seconded by: Ernie 3.4 Affiliation Agreement. Scott provided an update. New draft received from lawyer. Setting up a web meeting with PC Chairs in early to mid-march timeframe. On track to have agreements signed off between June and December Strategic Planning. Sue reminded everyone that action plans are due 31 Jan 18. Only four plans have been received so far. 3.6 Cadet Program Renewal Activity. Nothing to add to report already made by ED. Page 3 of 6

4 4. BUSINESS ARISING 4.1 CPMB/CPMC/NCC Activities: Nothing to add. Don and Merv will be working with ED to ensure the governance structure is being properly utilized. 4.2 President s Priorities: No questions/comment from the members about the President s letter that was primarily intended to provide background for new ED. 4.3 AGM 2018 Itinerary and Planning: The ED will approach the Chief of the Air Staff thru John Rotherink. If CAS is not available then the VCDS will be approached. Don indicated that members should be prepared for a large plenary session. 4.4 Alternate SAM Format: The alternate SAM format in November 2017 reduced the number of required participants. Merv indicated PC Chairs supported the alternate format but the Advisory Council was concerned with the decreased opportunity to network in support of the work with the Nominations Committee. Board members supported the alternate format. Motion to use the alternate SAM format in subsequent years: Seconded by: Don Doern 4.5 Ad Hoc Risk Mngt Committee: Ron Ilko is generating a new terms of reference that will need to be approved by the board. Once the new TORs are ready, a special meeting of the BOG will be convened. 5. COMMITTEE REPORTS 5.1 PC Chairs: Nothing significant to report. Moved by: Merv Seconded by: Ernie 5.2 Air Cadet: Nothing significant to report. Moved by: Jerry Seconded by: Tom 5.3 Music: Howard will submit a written proposal to change the names of music awards. Moved by: Howard Seconded by: Merv 5.4 Finance: See item Resource Generation: See Item 3.3 Page 4 of 6

5 5.6 Aviation: Jim went over the written report he provided (attached) regarding his attendance at the National Flying Training Conference in Winnipeg. He touched on several issues of interest to the ACLC. Replacement studies are under way with reports due by end April An RFP will be used for PPS which is creating uncertainty in the number of available training slots. The posssibity of having the league fund PPS training was discussed. A major strategic issue is the possibility that CRS will have a critical review of the cadet flying program. Marc suggested we need to study alternatives and benchmark other organizations. Moved by: Jim Seconded by: Jerry 5.7 IACE: Hille reported activity is starting up and that east coast is ready to go. She expressed concern that DND is considering taking the family hosting out of the program. This has not been discussed with the league. Don directed that the ED discuss with DND. Hille announced that the UK rep for this coming summer will be Ernie. Moved by: Hille Seconded by: Doug 5.8 National Selections: Marc provided a written report (attached). He added that work with DND to better manage the process is ongoing and better Moved by: Marc Seconded by: Hille PPS Scholarships: Marc suggested that if the number of PPS scholarships is reduced, then the ACL should receive more national training slots. 5.9 Members: Doug reported that the 8-member committee has been very active. Moved by: Doug Seconded by: Tom 5.10 Communications: Kevin reported that monthly meetings are scheduled with increasing participation. A presentation on how to setup and use Facebook has been placed on the web site. Anthony working on adapting a BC presentation on How to recruit for sponsoring committees for use on the national site also. Moved by: Kevin Seconded by: Sue Page 5 of 6

6 5.11 Registration & Screening: See item Effective Speaking: Hille reported that updates have been made to the web site. The idea of adding debating to the format will be discussed at an upcoming meeting. Also working on a PC best practices document Staff Management Committee: Don reported that the committee will be meeting before the end of January 2018 to review staff salaries, to rationalize staff workloads, and to take into account volunteer output Procedures and Bylaws: Russell report that the WestJet pilot association has disbanded which prompts the need to remove section of the PPM. The PPM also needs to be amended to reflect the changes made to the National Scholarship Committee discussed at the SAM. He will discuss the way ahead regarding section 77 dissolution of a PC with Kevin and Scott to ensure the wording is consistent with the draft affiliation agreements. Moved by: Russell Seconded by: Marc Motion to remove section of the PPM: Moved by: Russell Seconded by: Doug Don asked if the Board was willing to consider amending Bylaw Section 4.03 so that the budget is reviewed at the AGM but approved by the Board, or that the section be removed altogether. The Board agreed to table for discussion at the next board meeting. 6. NEW BUSINESS 6.1 NEC member selection methodology: Concern was raised about the interview process for the selection of NEC members. The specific issues were discussed. Don Doern was tasked to follow up. Don reported that the advisory council is working on a new member indoctrination process. 7. CONCLUSION 7.1 Closing Remarks: Don reported on the death of Jim McEachie. Don relayed that his memorial service was very well attended. OPC experienced a data breach over the holidays. No financial information was compromised but private information was. 7.2 Good and welfare of the Air Cadet League of Canada: Nothing further. 7.3 Date and time of next meeting: March 7, Motion to Adjourn: Moved by: Jim BOG Agenda 17-Jan v4.doc National Flyg Trg Report 3.docx Page 6 of 6