RECORD OF DECISIONS ANNUAL GENERAL MEETING (AGM) … · 6. PRESENTATION AND APPROVAL OF THE...

Draft 20160711 for approval NAC-O AGM 2017

2016 NAC-O AGM Record of Decision – 6 June 2016 1

RECORD OF DECISIONS

ANNUAL GENERAL MEETING (AGM)

NAVAL ASSOCIATION OF CANADA – OTTAWA (NAC-O)

MONDAY 6 JUNE 2016 - HMCS BYTOWN

CALL TO ORDER The President called the meeting to order at 1930. 1. APPROVAL OF AGENDA The agenda (Annex B) was accepted. Motion: that the 2016 AGM Agenda be approved Moved: Kerr; Seconded: Baiden; Carried. 2. CONFIRMATION OF QUORUM The Secretary confirmed that there were enough members present and proxies to constitute a quorum. (27 members present and 11 proxies) 3. LAST POST Steve King read out the names of the members who had passed away since the last AGM (see Annex A). The bell was rung after each name to honour their passing. 4. APPROVAL OF THE 2015 AGM RECORD OF DECISION The ROD for the 2015 AGM, as posted on the website, was presented and agreed. Motion: that the 2015 AGM ROD be approved. Moved: Garceau; Seconded: Walker; Carried. 5. DIRECTORS REPORTS The President noted that the Directors’ Reports have been posted on the website for members to read for several weeks now and it is not intended to read the reports verbatim but rather provide a succinct summary and respond to questions. Additions and discussion related to these reports are noted below.



The reports are attached as Annexes to this ROD as follows:

Annex D- President’s Report Annex E- Speakers Programme –Tim Addison and D Soule Annex F- Outreach Programme – Wendell Sanford Annex G- Entertainment – D Soule and Ian Paterson Annex H – Membership – S King Annex J- Conferences/BOA Gala – H Smith and Barry Walker Annex K- Member Support - Paul Baiden Annex M- Library - Peter Mace Annex N- Soundings - Richard Archer Annex P – History - Fred Herrndorf Annex Q – Endowment Fund – F Herrndorf Annex R- Salty Dips - Richard Guitar Annex S – Not for Profit Corporations Act – H Smith Annex T – Corporations Canada Filing Report – D Soule

a. Outreach – Annex F Wendell Sanford amended his report to reflect an additional Outreach presentation that he had given after his report had been submitted. Overall there have been 10 Outreach engagements with a total audience of 375 people in attendance. b. Membership - Annex H This report generated several observations and questions. Steve King noted that there had been a very pro-active approach taken to attract new members and this needed to continue. Sheila Pepper (a new NAC-O member) suggested that a membership package of some sort be developed for those who join and are not former members of the CAF or RCN. It was noted that while former CAF/RCN members are aware of “The Drill” on the organization, those outside the military are not familiar with what would be expected from membership in NAC. While some members noted there was a lot of material available on the NAC website, something as simple as a joining package could suffice. The President indicated that the new BOD would look into the issue. Steve King was asked if there had been any progress in recruiting senior NCMs into NAC. He and others noted this was an issue the BOD was wrestling with and it was a tough nut to crack. Several members observed that many of the NCMs in the NCR were on Imposed Restriction and there was very little to attract them to an organization like



NAC during the relatively short time they were posted in the NCR. All agreed that NAC-O (etc.) will continue to try attract these individuals as members. c. Soundings – Annex N Richard Archer noted that he was standing down as a member of the NAC-O BOD but would continue as editor of Soundings. (Secretarial note: At the 16 June 2016 NAC-O BOD meeting the issue of identifying an individual(s) who would be willing to understudy the current editor and assume this duty when Richard Archer decides to “retire” was discussed.). Motion: that the 2015 Directors Reports be approved. Moved: Kerr; Seconded: Logan; Carried. 6. PRESENTATION AND APPROVAL OF THE FINANCIAL STATEMENTS FY 2015 - John Millar, Treasurer (Annex C) John Millar presented the financial statements for FY 2015. He noted that NAC-O had switched reporting from the fiscal year to an annual basis so the statements cover only 9 month period (1 April – 31 December 2015). Motion: that the 2015 Financial Report be approved. Moved: Carruthers; Seconded: Walker; Carried. 7. APPROVAL OF FINANCIAL REVIEWER FY 2016 John Millar, Treasurer NAC-O, noted that the current Financial Reviewer, Mr. Fred Schmidt was moving to PEI later this year and would no longer be able to perform this function. The President thanked Fred, on behalf of NAC-O, for voluntarily agreeing to perform this function. John Millar recommended that Greg Lye, a former RCN Sea Logistics Officer, be appointed as the NAC-O Financial Reviewer for 2016/17. Motion: that Greg Lye be appointed as NAC-O Financial Reviewer for 2016/17. Moved: Herrndorf; Seconded: Lait; Carried. (Secretarial note: The President met with Greg Lye on 7 July to introduce him to these new duties and explain the relationship with the NAC-O President and Treasurer). 8. ELECTIONS OF DIRECTORS 2016/2017 The President introduced and led the proceedings of this portion of the AGM. He announced that 4 individuals from the 2015/2016 NAC-O BOD would be standing down.



These were Rich Gimblett (moving to Port Hope), Richard Archer, Ian Paterson and Dave Hudock. The President, on behalf of NAC-O thanked these individuals for their service over the past years. He asked all present to join him in a round of applause for the departing members to thank them for their strong contribution to the Branch. The President introduced the slate of candidates seeking election for the 2016/2017 NAC-O BOD. This included several new members (*): Alan Kerr, David Forestell and Sarah McMillan. The abbreviated Curriculum Vitae of the new candidates had been shared with the membership through the web page. Tim Addison Peter Avis Paul Baiden Josh Barber Dave Forestell * Alain Garceau Richard Guitar Fred Herrndorf Alan Kerr * Steve King Nick Leak Sarah McMillan * John Millar Wendell Sanford Howie Smith David Soule Barry Walker The President asked if there were any questions or comments on the proposed slate of directors for 2016/17. There were no questions and the proposed slate for the NAC-O BOD was approved by the membership. (Secretarial Note: The NAC-O BOD meeting 16 Jun 2016 assigned individual positions, duties and responsibilities to establish the Board of Directors for 2016/17). 9. MOTIONS FOR DISCUSSION/APPROVAL (if required) Nil 10. BUSINESS FROM THE FLOOR Jim Carruthers thanked the Ottawa Branch for its strong support of the NAC National program. 11. ADJOURNMENT The meeting was adjourned at 2102. Submitted: David Soule, Secretary Approved: H.R. Smith, President



ANNEX A – LAST POST

NAVAL ASSOCIATION OF CANADA - OTTAWA BRANCH LAST POST

ANNUAL GENERAL MEETING OF 6 JUNE 2016

Members

2nd Officer Anne Mary WILSON, WRNS (Ret'd) 1918-2015 Lt(S) Jean-Paul JORDAN 1920-2016 LCdr Samuel ISCOE, RCN (Ret'd) 1923-2016 Cdr(E) Harold G. GILLIS, CD, RCN (Ret'd) 1923-2015 Cdr Donald S. JONES, CD, RCN (Ret'd) 1924-2015 Cdr Kenneth M. MEIKLE, CD, RCN (Ret'd) 1925-2016 Cdr (LCol) O.K. Bud MacLEAN, OMM, KCSt.J, CD, RCN (Ret'd) 1933-2015 LCdr Jamie S. FERGUSON, CD, RCN (Ret'd) 1947-2016

Former Members

Lt David E. CODE, RCN(R) (Ret'd) 1930-2015 Cdr Peter M. CORNELL, CD, RCN(R) (Ret'd) 1927-2016



ANNEX B - AGENDA

NAVAL ASSOCIATION OF CANADA – OTTAWA ANNUAL GENERAL MEETING

MONDAY 6 JUNE 2016 1930 HMCS BYTOWN

AGENDA

1. APPROVAL OF THE AGENDA – Howie Smith, President 2. CONFIRMATION OF QUORUM – David Soule, Secretary 3. LAST POST - Steve King, Membership Director 4. APPROVAL OF THE RECORD OF DECISIONS 2015 AGM - Secretary 5. DIRECTOR REPORTS

Annex D- President’s Report Annex E- Speakers Programme – D Soule and Tim Addison Annex F- Outreach Programme – Wendell Sanford Annex G- Entertainment – D Soule and Ian Paterson Annex H – Membership – S King Annex J- Conferences/BOA Gala – H Smith and Barry Walker Annex K- Member Support - Paul Baiden Annex M- Library - Peter Mace Annex N- Soundings - Richard Archer Annex P – History - Fred Herrndorf Annex Q – Endowment Fund – F Herrndorf Annex R- Salty Dips - Richard Guitar Annex S – Not for Profit Corporations Act – H Smith Annex T – Corporations Canada Filing Report – D Soule

6. PRESENTATION AND APPROVAL OF THE FINANCIAL STATEMENTS

FY 2015 - John Millar, Treasurer (Annex C) 7. APPROVAL OF FINANCIAL STATEMENTS REVIEWER FY 2016 - John

Millar, Treasurer 8. ELECTIONS OF DIRECTORS 2016/2017 – President 9. MOTIONS FOR DISCUSSION/APPROVAL (if required) – President 10. BUSINESS FROM THE FLOOR – President 11. ADJOURNMENT - President



ANNEX D - PRESIDENT’S REPORT

NAVAL ASSOCIATION OF CANADA - OTTAWA BRANCH PRESIDENT’S REPORT

ANNUAL GENERAL MEETING OF 6 JUNE 2016 This report is prepared as of 2 May 2016. General The year of 2015-16 was a busy year for the Ottawa Branch of the Naval Association of Canada (NAC-O) and was marked with progress on many fronts and several challenges. The newly elected Board was established at the 2015 Annual General Meeting (AGM), and saw the arrival of several new faces and establishment of a newly established Executive Group of the Board. This Executive Group comprised the Branch President, the Branch Vice-Presidents, of which there are currently three, and the Past President. Very good progress was made in continuing to expand Branch Membership (as reported in Annex H) and the monthly program with guest speakers (as reported in Annex E). Also, the year included introduction of several new initiatives at the Board level, and preparations and planning for two major Special Events. This report has been prepared immediately following the Battle of the Atlantic (BoA) week and on the heels of a very successful BoA Gala and parade and ceremony held on Parliament Hill. The full details of the Ottawa Branch’s engagement in the planning and execution of the BoA Gala are summarised in Annex J - BoA Gala. A report on the 2016 NAC National Conference and AGM/Board Meetings, for both the outgoing and incoming national boards, is provided in this same annex. I would be remiss if I did not acknowledge the tremendous volunteer support that the Branch enjoys from the members who provided significant effort to the Special Events. Working closely with the Royal Canadian Navy (RCN) and the Canadian War Museum, the team assembled under the leadership of Tim Addison and Barry Walker did an outstanding job in coordinating the Gala. Their efforts ensure that this remains the feature event for the Navy and the recognition of our veterans in the National Capital Region. Additionally, I must acknowledge the cadre of volunteers who are supporting planning for the NAC National Conference and AGM/Board Meetings, which will be hosted by Ottawa Branch. This group will be busy with the planning and preparations through the summer leading to 20 to 22 October 2016 Monthly Meetings The Ottawa Branch continued the past practice of conducting monthly meetings from the fall through to the spring on the first Monday of each month. These meetings included a social gathering and guest speaker, which forms the core of the meeting. At Annex E a report on the Speakers Program is provided and includes plans to receive more direct



feedback from the membership on what they would like to see from future speakers at the 2016 AGM. New Initiatives The Ottawa Branch Board undertook three separate new initiatives in 2015/16 that included the following: · _In September 2015, Director’s Training was introduced to cover the following specific areas: the Not-for-Profit Corporations Act (the Act) and the recent changes affecting NAC-O, volunteerism and what it means in the context of a Branch of the NAC, and the Need for Governance within the Act; · _In late 2015 and early 2016 a review was completed of all of the fiduciary and procedural responsibilities of directors and officers relating to their duties and obligations under the Act. Many of these activities were occurring through normal practice or on an ad hoc basis. They are now formalised and will see specific actions in 2016 and 2017 to verify compliance and adherence; and · _Finally, an Indoctrination Training Package was developed for new Directors who are considering offering to serve on the Ottawa Branch Board. This package is designed to clearly state the responsibilities and accountabilities and guide an informed decision on whether to join the Board. Each of the new candidates and the returning Branch Directors that are being offered for election at the 2016 AGM have reviewed this Indoctrination Package. Further details are at Annex S – Not for Profit Corporations Act. Membership The overall membership numbers remain strong and the Branch is growing, as noted in the attached membership report. We are working on how to better attract more women to the Branch, those serving in the RCN, including within the Naval Reserve, and to appeal to non-commissioned members. We have sought ideas from the membership but little has brought forward to date. Moving forward we intend to keep this as a priority and, if necessary, look at revising the date/timings and venue of our monthly meetings to assist in broadening our membership. NAC Ottawa Board of Directors Business I am pleased to report that the newly elected Ottawa Board established itself early last fall and tackled the work associated with Branch business and the two special events. The veteran guard was joined by several new directors as endorsed at the June 2015 AGM. Your Board is now well situated moving forward and comprises an excellent group of volunteers with a mix of backgrounds and experience. I am confident that this team will continue to work well together. The NAC-O Board provided submissions to NAC National in support of the development of the NAC Administration Manual and the review of Bylaws, the National Awards program, and proposed candidate projects for 2016 NAC Endowment Funding. Efforts to



solicit new ideas for Endowment Fund grants from the membership met with mixed results. As of this report, the results of National Awards and Endowment Fund deliberations are unknown. These should be announced in the coming weeks. H.R. Smith President [email protected] ANNEX E – SPEAKER’S PROGRAM

NAVAL ASSOCIATION OF CANADA - OTTAWA BRANCH SPEAKER’S PROGRAM


After the June 2015 AGM, an informal Speaker’s Program Committee led by Tim Addison and David Soule, and supported by Peter Avis and Josh Barber, explored possible themes, subject areas and topics for the Speaker engagements for the 2015-16 monthly Branch meetings. The relative successes of presentations by Chantier Davie and Irving Shipbuilding Inc., boded well for continuation of a similar series of events. Accordingly, it was decided that the theme employed in the latter part of 2014-15 would be continued and the focus would remain fixed on Shipbuilding activities and what was then known as the National Shipbuilding Procurement Strategy (NSPS), now known (as of Feb 2016) as the National Shipbuilding Strategy (NSS). Accordingly in October 2015 we commenced the series with Mr. Spencer Fraser, Chief Executive Officer of Project Resolve Inc. Spence, with the assistance of Ian Paterson, outlined the work currently underway in the Davie shipyard in Levis Quebec to convert a container ship, the MV Asterix, into an innovative and technologically-advanced interim AOR capability for the RCN that will bridge the operational gap between the HMCS PROTECTEUR Class and the entry to service of the new QUEENSTON Class. This brief on the conversion process as well as the delivery on RCN requirements for a vessel crewed and operated along the lines of a Royal Navy Fleet Auxiliary vessel or RFA, as they are commonly known, was very interesting, drew a large audience and set the standard for future presentations over the fall-winter program. At the 2 November Monthly Meeting, Mr. Tim Page, the former President of the Canadian Association of Defence and Securities Industries and currently Vice-President of Government Relations at the Seaspan Vancouver Shipyards, gave a presentation on Seaspan’s segment of the NSPS, the non-combatant projects. Tim gave a very detailed overview on the re-capitalization of the Seaspan Shipyard and on progress on the vessels being built for the Coast Guard and the Joint Support Ship project to deliver much needed fully operational AOR capability for the Navy.



The planned 7 December monthly meeting was advanced to 30 November to allow for the opportunity to host the Commander of the Royal Canadian Navy, Vice-Admiral Mark Norman, as our guest speaker. The Admiral provided the membership with an excellent overview of current activities and priorities within our Navy. As expected there was a great turnout in the Crowsnest and the Admiral did not disappoint. He adeptly fielded a wide range of questions, covering everything from personnel issues to opportunities for alternate service delivery to plans for future capabilities, with answers that were frank and insightful. Given recent political developments in Canada, I.E. the transition to our new Government, the fall presentations combined with the Admiral’s address were assessed as very topical and germane to the future of our Navy. After the Christmas break we again picked up the thread of the winter/spring program with briefings related to shipbuilding, specifically potential warship designs for the Canadian Surface Combatant (CSC) Project. On 1 February 2016 Richard (Ric) Elkington, Business Development Surface Combatants, of BAE Systems Canada provided an interesting introduction of the UK’s Type 26 Global Combat Ship program and the Type 26 design and capabilities. Ric also provided an introduction to BAE Systems’ global operations and addressed BAE’s maritime operations in detail, including the company’s shipbuilding heritage in Canada. On 7 March 2016, we changed the pace slightly with a presentation on the newly developed capability of RCN's Maritime Tactical Operations Group. This event capitalized on a visit to Ottawa for RCN business by Lieutenant Commander Wil Lund, the Commanding Officer, and Chief Petty Officer Second Class Brent Bethell, the Unit Chief of the Group. The Commanding Officer presented an excellent overview of the origins of the Maritime Tactical Operations Group which was formed in early 2015 with a mandate to perform specialized tasks, including deploying expertly trained teams in RCN platforms that operate in high-risk environments. His brief, which included details of recruiting, training and employment of the MTOG detachments in HMC Ships and the legal/Law of the Sea issues and challenges surrounding these types of operations, proved to be highly informative and was well received. In April 2016, we returned to the CSC ship design contenders theme and were pleased to welcome Monsieur Olivier Casenave-Péré of DCNS Technologies Canada Inc. Olivier provided an informative briefing on current DCNS activities and on another CSC contender, the French FREMM platform, which included its characteristics, major systems, propulsion, method of construction and crewing. Olivier also introduced the other current business thrusts of his firm in Canada, including the turbines that harvest hydro-electricity from the tidal waters of the upper Bay of Fundy. As with previous industrial speakers, there were some areas of sensitivity relating to intentions for the CSC program and proprietary information that Olivier could not address, but in general his presentation was again very well received.



In May, we concluded the 2015-16 Speakers Program with a presentation by another CSC design contender company, Odense Maritime Technology of Denmark. The speaker was Mr. Kare Christiansen, CEO of OMT, who provided an excellent overview of the Danish built IVER HUITFELDT Class. His presentation also highlighted other OMT activities related to the Arctic Offshore Patrol Ship project and international business thrusts of his firm that may generate employment in Canada. The past year saw a number of interesting and informative presentations related to the recapitalization of Canada’s Government Fleets. As the Canadian Surface Combatant (CSC) Project is in the midst of a competitive procurement phase, there were aspects of the various warships design programs that the speakers were unable to discuss. However that did not diminish the overall interest and success in the series and attendance at Branch meetings exceeded that of the previous year. Finally we need your input to ensure that if you have an idea for either a speaker theme or a speaker who would provide an interesting presentation at a monthly meeting, I encourage you to let David Soule or me know. As part of the AGM material we will be sending out a very brief survey seeking your input and interests. This is your programme and I know that while we have focussed on themes over the past couple of years, there have also been the occasional presentation that has been informative for the branch members who attended and in keeping with our mission. Tim Addison Speaker’s Program Director ANNEX F – OUTREACH

NAVAL ASSOCIATION OF CANADA - OTTAWA BRANCH OUTREACH REPORT


During the past year 9 Outreach presentations were made by the Ottawa Branch. The majority were made to service organizations. Six Rotary clubs: Ottawa Bytown, Ottawa South, Orleans, Ottawa, Ottawa West, and Kanata each of which represented an interested and receptive audience. In addition, presentations were made to: the Ottawa YMCA Friday Luncheon Club; the Canadian Society of Senior Engineers; and students at Saint Mary's University in Halifax. An estimated 350 individuals attended these presentations. The Power Point presentation has been updated on an ongoing basis to reflect the change in government and the activity of the RCN. A current version of the presentation is on the NAC website at the link below. http://navalassoc.ca/outreach/ Wendell Sanford Director Outreach



ANNEX G - ENTERTAINMENT

NAVAL ASSOCIATION OF CANADA - OTTAWA BRANCH ENTERTAINMENT


The timings of this year’s Super Wednesday Events (SWE), were based on previous years the experience. of 2013 /2014. Based on limited feedback, both events were considered successful. As usual attendance varies depending on weather and other events, noting the Spring SWE drew almost 70 folks including a good number from the RCN. Next autumn’s SWE will occur in late September 2016 while the 2016 spring function will occur a week prior to BOA Gala. Where possible, it is intended to de-conflict timings with other RCN and NAC-O events so that senior RCN personnel can attend. This cannot always be achieved. If the members wish to see similar events planned, please contact and discuss with your 2015/16 entertainment directors. While not all folks can make the monthly meetings, this is your local naval association and one of our key roles is to ensure comradeship with those who have served, are still serving and those who support the RCN. Respectfully submitted, David Soule and Ian Paterson Entertainment Directors



ANNEX H - MEMBERSHIP

NAVAL ASSOCIATION OF CANADA - OTTAWA BRANCH MEMBERSHIP


Membership 2016 2015 2014 2013 2012 2011 (note 1) Total 433(+39) 411 380 355 323 288 Hon Life/Paid Life 63 67 73 80 84 99

Regular (In-town) 212(+27) 208 197 173 159 130

Regular (Out of Town) 59(+9) 60 58 51 36 29

Regular (Serving) 29(+3) 28 20 22 9 10

Regular (Spouse) 6(+0) 6 7 7 7 7

Associate (note 2) 0 0 0 0 6 3

Introductory (1 Year) 7 5 6 22 11 10

Introductory (NCdt) 57 37 19 na na na

Notes: 1. 2016 numbers are shown as paid + unpaid as of 30 April 2016. Other years are as of 31 Dec. 39 members have yet to pay their 2016 Dues. This point in 2015, 110 members had yet to pay. 2. Category no longer in use. Changes since the last AGM (11 May 2015) New Members - 27 dues-paying (2015); 28 dues-paying (2016); Transferred In - 1 Transferred Out - 2 Deceased - 8 Resigned - 22 Lost Contact - 7 Steve King Membership Director



ANNEX J – APPENDIX 1 – BOA GALA 2016

NAVAL ASSOCIATION OF CANADA - OTTAWA BRANCH BATTLE OF ATLANTIC GALA DINNER 2016


General Planning for the 2016 Battle of the Atlantic Gala Dinner commenced in September 2015 under the co-chairmanship of Tim Addison and Barry Walker. The sponsorship campaign began almost immediately so that potential sponsors could plan for the expense. Early meetings with the Canadian War Museum and Distinction Caterers confirmed NAC’s intentions for the dinner, and allowed detailed planning to begin for a maximum of 440 guests at the dinner. The Dinner Steering Committee met regularly beginning in December to oversee the sponsorship activities, and the Event Planning Committee began its work in January to sort out the numerous details involved in hosting the event. Ticket sales commenced on 15 March, and the event was quickly sold out, confirming that the Gala Dinner is one of the highlights of the Branch year Budget The budget submitted to the NAC-O Board of Directors forecast a total revenue of $162,000 against expense of $109,540, resulting in a net amount of $52,960 to be raised for the work of the NAC. The exceptional efforts of the Steering Committee resulted in a record number of sponsors and revenues that were 60% greater than anticipated. A final accounting will be available by the end of May 2016. A thank you letter to the sponsors is to be sent by end-May 2016. Program The 2016 program followed the examples of previous years, and included the unveiling of a new Navy video, the presentation of a bust of LS Leander Green to the Navy, and the presentation of the Admirals’ Medal to Dr Jim Boutilier from MARPAC. As each year passes, the number of veterans who are able to attend the event diminishes substantially, with only 30 veterans able to attend this year. Efforts to include a number of parliamentarians in the program were not as successful as hoped for. The House was in recess, and many members had returned to their ridings. Notwithstanding, 4 MPs and one Senator attended.



We were again fortunate to have 20 Cadets from RMC in attendance, thus retaining a link to the future of the navy. Catering & Facilities We continue to have a strong working relationship with the Canadian War Museum and its caterer Distinction by Sodexho. The War Museum excelled in providing the space, setting up and takedown of the banquet, and by waiving the parking charges for the evening. Distinction provided an outstanding menu, which was upgraded at no extra charge Printing and graphic artist support for the event was provided by Print 3, on Laurier Ave. As in past years, this company was extremely responsive to our needs and provided excellent service despite last minute changes to the seating plan. IT support for registration was again provided by Eply. We have used this service for all previous events, but have not taken full advantage of its capabilities. The organizing committee intends to retain Eply for future events and will make better use of the system to track and notify registrants about the event. It is strongly recommended that we continue all of these business relationships for future events. Organization The co-chairs would like to recognize the outstanding work performed by the members of the planning committee. Without their support, the event could not have taken place. LS Darcy Boucher Social Media HCapt(N) Adrian Burns Publicity CPO2 Cheryl Bush Program Coordinator Jim Carruthers Sponsorship and Steering Committee Anne Carroll Program Coordination & Flowers Richard Gimblett Admirals’ Medal Capt(N) Scott Guild Steering Committee Capt(N) Richard Jean Steering Committee Nick Leak Seating Plan John Millar Finance Jay Plante Sponsorship David Soule Audio-Visual Support Sean Sutton Naval Heritage Cdr Luc Tremblay Naval Staff POC and guest list coordination Recommendations



The co-chairs recommend: a. Planning for the 2017 Dinner begin as early as possible, and no later than August 2016 b. the event continue to use the theme of “Honouring our Past … Charting our Future” c. care be exercised to avoid the possibility of donor fatigue when seeking sponsorship d. the future planning committee continues with the supplier relationships that have been established; and e. the sponsorship committee should make early contact with potential sponsors (before summer 2016) in order to get funding requests into the company budgets. Barry Walker Co-Chair BOA Gala ANNEX J - APPENDIX 2 - CONFERENCES

NAVAL ASSOCIATION OF CANADA - OTTAWA BRANCH CONFERENCES

ANNUAL GENERAL MEETING OF 6 JUNE 2016 This report is prepared as of 6 May 2016. General In 2016 there is a single activity forming the basis for conferences, namely the 2016 Annual Conference and National Meetings. There was discussion in May 2016 about the possibility of conducting a mini-conference in Ottawa to launch a special edition of the Canadian Naval Review focused on the ongoing Defence Policy Review. Later the idea for a mini-conference was abandoned and this report focusses solely on the single activity. In 2015 the Ottawa Branch of the Naval Association of Canada (NAC-O) was asked and consented to support NAC National by serving as the host Branch for the 2016 Annual Conference and National Meetings. This was presented to the membership at the Annual General Meeting (AGM) held in 2015 and accepted and approved. The undersigned was appointed as the overall coordinator and, following the AGM, set to work to commence planning and to form a volunteer team. The detailed breakout of the organization team is noted below and is current to 6 May 2016. The date for the NAC Conference, AGM and Board of Directors Meetings was decided by NAC National in consultation with the senior leadership of the Royal Canadian Navy (RCN). This consultation looked at optimal dates for effective participation from



members of Government, including in the then-Public Works and Government Services Canada (PWGSC) (now designated as Public Services and Procurement Canada (PSPC)), the Department of National Defence (DND), the RCN, and the Canadian Coast Guard (CCG). As the planning environment in the summer of 2015 required looking ahead past a planned General Election, and a possible change of government, it was impossible to project if the Canadian Parliament, House of Commons and Senate, would be sitting and in session. However, based on history, October was seen as the optimal period when there is a high likelihood that the Parliament would not be in recess. It is also the preferred time of year for the RCN. Additionally, and before the date was set as final, the National Naval Affairs Director, D. Sing, examined all possible conflicts in dates during this period in October 2016. This included any defence, security or marine conference, seminar or symposium that may possibly present a conflict with the proposed NAC Conference. This examination identified that there is great deal of activity in and around the dates in October in Canada, but there were no direct conflicts with the dates of 20 to 22 October 2016. In early December 2015, after contracts for the venue and audio-visual services were concluded, it was learned that the Navy League of Canada was planning to conduct a Navy Appreciation Day in late October 2016. This could present a challenge for the NAC Conference in terms of creating a potential competition for sponsors, parliamentarians, and senior Government of Canada leaders. NAC National intervened to try to have this potential date conflict reconciled. Unfortunately this proved unsuccessful and in February 2016 it was announced, with the approval of the senior RCN leadership, that the Navy Appreciation Day will be held on Tuesday 25 October 2016, several days after the NAC Conference, AGM and Board of Directors Meetings. The planning team headed by H. Smith and B. Walker examined four potential venue sites to host the Conference, AGM and Board Meetings. Previously, NAC-O had used the National Arts Centre in downtown Ottawa for conferences, most recently in October 2014. However, this venue will be closed during the desired time period and NAC-O selected the Westin Hotel in Ottawa as the Conference Venue and entered into contract in November 2015. Conference Theme and Program After considerable discussion with the RCN leadership, led by D. Sing, a thematic emerged and led to the establishment of a Conference Theme. This theme entitled: Recapitalising the Fleets of the Government of Canada – What Next for Canada’s Shipbuilding Strategy has been advanced and refined through the planning process. The desired NAC National Conference Aim and Outcomes are summarised as follows: To inform and stimulate Conference Attendees to consider the basis for the recapitalization of Canadian Government Fleets, what comprises an appropriate investment, and which elements need to be changed or reinforced within Canada’s Shipbuilding Strategy. These desired outcomes became more germane and relevant, as



after the Conference Aim was established, the new Government announced the process for consultations and inputs leading to a Defence White Paper as part of the Defence Policy Review. The NAC Conference is targeting to attract approximately 200 attendees from the NAC membership, the Government of Canada Leadership and Key Staff, Federal departmental staffs (including National Defence and the RCN), Foreign Affairs, Innovation, Science and Economic Development, Public Services and Procurement, and Fisheries, Oceans and the Canadian Coast Guard, Canadian academia, and defence and security industry operating in Canada. The venue can accommodate slightly more than 200 attendees and the hope is that the event will be well promoted and attended. As a Not-for-Profit entity, the NAC will be proactively aspiring to receive financial support from corporate sponsors to defer the overall costs of the Conference. To ensure success the NAC-O planning team has been working with some key planning parameters that include the following: · _The Conference attendance fee must be attractively priced to maximise governmental and nongovernmental attendance; · _To promote a successful outcome in the examination of Canada’s Shipbuilding Strategy (now rebranded as the National Shipbuilding Strategy (NSS)), there is a need to focus on the larger issues and apply the broadest sweep of the subject. Therefore, the NAC Conference must avoid focusing on any single project within the NSS such as the Canadian Surface Combatant (CSC) Project, as an example; · _The examination of the NSS must consider more than just the recapitalization of the RCN and consider all Government Fleets; and · _There must be some recognition of the smaller vessel component that forms part of the shipbuilding strategy The broad outline of the NAC Conference includes three different sub-themes in sessions that will include guest speakers and a moderated panel for each. Also the Conference will be centred through a keynote address over the lunch hour. Presently, all speakers, moderators and the keynote speaker are confirmed. The NAC-O planning team will need to be cognisant that cancellations are inevitable. Therefore, substitutes and contingencies will need to be considered as the date approaches. The three sessions of the NAC Conference will cover: · _Session 1: The Basis for Investing in the Recapitalisation of Government Fleets – policy basis; Fleet mix; and Canada’s Defence, Security and Industrial objectives; · _Session 2: Canada’s Shipbuilding Strategy – historical view - what was achieved previously; recognising success to date; adaptions; and what should be the measures of a successful strategy; and · _Session 3: What Next for Canada’s Shipbuilding Strategy – what should be the future elements of a strategy; what infrastructure changes are needed; what will be the industrial objectives; which changes in contracting mechanisms are required; how best to sustain



Canadian capability and expertise; and where should future investments be placed. Planning Assumptions and Budget Before proceeding with the contractual arrangements for the NAC Conference, AGM and Board of Directors Meetings, NAC-O made a submission to NAC National to gain approval and support. This is in accordance with Naval Association of Canada, Draft Guidance Manual Revision 8, Financial Planning, Protocols and Controls. NAC National responded with their approval to proceed with the conduct of the 2016 NAC Conference, AGM and Board of Directors Meetings and approved the planning assumptions and preliminary budget. A broad outline of the plan presented to NAC National included the following: · _The conference theme was selected following a period of close liaison with the RCN senior leadership and it generally reflects their concerns and priorities. The change of Government created uncertainty about what may be off limits and this has been considered carefully in defining the sessions and selecting speakers; · _Based on discussions with the NAC National, it has been decided to complete the NAC Board Meetings, both incoming and outgoing, and the AGM in a single day. This will permit the departure from Ottawa of those out-of-town visitors that wish to limit their time away and expense; · _To promote the maximum opportunity for socialisation, there will be no formal sit-down dinner following the AGM. Rather a less formal, stand-up dinner/reception is planned on Friday 21 October 2016 following the conclusion of all business; · _The NAC Conference has made some planning assumptions respecting the number and breadth of attendance of Government personnel. Despite the close liaison with the RCN staff and the intended active promotion across all related Government ministries and agencies, this will remain a considered risk. To date the direct engagement of the RCN and RCN leadership has been disappointing and this is being monitored closely. While the numbers of attendees that have been used to prepare the preliminary budget are conservative, the overall success of the Conference is predicated on strong participation from Government personnel. The pricing of the attendance fee has been kept low for this reason; · _Ottawa Branch has effected liaison with the University Naval Training Division (UNTD) Group and confirmed they would like to conduct a reunion in the form of a brunch and up spirits in and around the NAC AGM. As has been done in the past, NAC-O will work closely with the UNTD and support their plans; · _It is hoped that the NAC Conference will result in a modest uptake in new membership in NAC, as several capitalise on the more favourable member rate for the Conference. This indirect benefit is not reflected in the preliminary budget and will be hard to quantify; · _Sponsorship for the NAC Conference will be dissimilar to that associated with the BoA Gala. In October 2016 challenges for sponsorship are foreseen and it is expected that the state of business opportunities will be fewer than that encountered in 2014. As a result a conservative estimate for 2016 has formed the preliminary budget respecting the



selling of sponsorships; and · _The NAC Conference and AGM have projected a modest deficit in the preliminary budget estimate of less than $20,000.00. This is based on planned overall revenues of $41,200.00 and planned overall expenses of $58,800.00. Organization The organization for planning and executing the NAC Conference, AGM and Board of Directors Meetings is based on volunteers from within the Ottawa Branch. Within the overall 2016 NAC Conference planning committee are a series of nine (9) Sub-Committees (SC). Each SC will work in an integrated fashion with other groups as the entire effort requires close coordination and effective collaboration. The overall planning is headed up by the Conference Coordinator (H. Smith) and the Chief Staff Officer (J. Barber). The SC comprise the following people assigned with the functions as noted: · _Command SC - Overall Command, Control and Conference Coordination and Chief Staff Officer – Overall Management, Contingency Funding – H. Smith (Lead) and J. Barber; · _Signage SC – Signage, Placements, Printing in support of Signage, Graphics, Lanyards, Banners –D. Soule (Lead) and J. Millar; · _AGM and Executive Director SC – Providing direct support to the NAC Executive Director for the AGM and Board Meetings Support. Assisting with Coordination with NAC National on all issues – D. Soule (Lead) and G. Kolisnek, H. Smith; · _Venue SC – All Arrangements with the Venue including Conference Rooms, Hotel Rooms, Meals, Stand Easy, Evening Receptions, A/V, Lighting, Sound, Security, Podiums etc – R. Barry Walker (Lead) and A. Garceau; · _Sponsorship SC – Sponsorships, Sponsor Liaison, Communications – T. Addison (Lead) and J. Carruthers, I. Paterson, H. Smith; · _Conference SC – Theme and Conference Aim, Program Development, TAGLINE, Lining Up and Briefing All Speakers and Moderators, Timings, Speaker Travel and Support, Post Program – H. Smith (Lead), J. Barber, G. Kolisnek, RH Gimblett, NH Jolin, PC Avis, N Leak; · _Printing SC - Program Printing, Advertisement, Conference Bags, Publicity and Promotion – R. Archer (Lead) and N Leak; · _Registration SC - Registration Events, Registration Passes, Liaison (Govt, DND, RCN, CCG, Industry) Payment Processing, Sponsor Pop-Up Displays, Stationary, Postage – RB Walker (Lead) and A. Garceau; and Partner SC - Partner, Spousal Program, Transportation, Registration, Coordination Visitors to Ottawa – T. Addison (Lead) and PC Avis. Summary In summary, initial planning has progressed satisfactorily and overall progress is acceptable. Now that the BoA Gala is concluded, planning will proceed more earnestly as many of the same people are involved. Challenges include how to ensure effective sponsorships are achieved that satisfy sponsors’ objectives, how to control costs to minimise if not eliminate the projected overall projected deficit in the preliminary budget, how best to support the National



Executive Director during a busy period, how to mobilise a strong turnout from among parliamentarians, their key staffs and decision-makers, and how to ensure the RCN leadership assumes a stronger interest in the NAC Conference, AGM and Board Meetings. H.R. Smith President [email protected] ANNEX K – MEMBER SUPPORT

NAVAL ASSOCIATION OF CANADA - OTTAWA BRANCH MEMBER SUPPORT


This has been a relatively quiet year with only one of our members requesting my assistance to coordinate disability compensation from Veterans Affairs Canada. However, I did attended several funerals, sent out the appropriate condolence cards, coordinated the initial visitation criteria for Jim Spalding, and on a final note, provided assistance with the setup for the BOA Gala including escorting some of our disabled Veterans to their seats in the Lebreton Gallery. In addition, I have continued to represent NAC-O in an observer capacity only on the Canadian Coalition for Retirement Security which in turn provides NAC-O with considerable advanced notice regarding any Federal Government potential changes from our current Directed Pension Plan System to what is referred to as a Targeted Pension Plan. This still remains a hot topic even with the new government! I have also been invited by the Minister of Veterans Affairs, Kent Hehr, to attend the May 9/10th Stakeholder Summit which will give me the opportunity to acquire and report back on any potential changes in policy with-respect-to the New Veterans Charter. And on a final note, I have been working with Mr. Stephen Quick, Director General of the CWM and Mr. James Whitham, Director of Collections, CWM for several years now in an attempt to have the original contractor’s scale model of HMCS Bonaventure put on display in the Lebreton Gallery of the Canadian War Museum. These negotiations are nearing fruition as the model was recently repatriated from Gagetown to the Canadian Aviation and Space Museum where it currently resides awaiting transfer to the CWM. Recent conversations with the aforementioned have indicated that our goal is close at hand, however, given the



current condition of the model it will require some minor repairs and repainting before it can be put on display. It's my belief that once refurbished the Bonnie model, complete with model aircraft to adorn her flight deck, will provide a much needed historical naval presence in what is now predominately an “ARMY” environment! Paul Baiden Director Member Support (613) 824-1561 ANNEX M - LIBRARY

NAVAL ASSOCIATION OF CANADA - OTTAWA BRANCH MacK LYNCH LIBRARY


Over the last 2 years (2015/2016) some 65 books have been added to the Library, once again with double that number transferred as duplicates or non-naval to the Friends of the Canadian War Museum. Major contributors in this period have been: Fred Herrndorf, Gordon Forbes, David Code and recently from the estate of Captain Eric Brand (RN). On the other side of the ledger, there have been fewer than 40 books signed out from the library in the same 2-year period. My spies tell me few people actually visit the Library. The question is: is it worth the effort & allocation of scarce space in Bytown to continue the library? This is a matter requiring serious consideration by the NAC-O executive, considering the low usage and the fact the Army mess dispensed with their library some years ago. Peter Mace MacK Lynch / NAC-O Librarian



ANNEX N - SOUNDINGS

NAVAL ASSOCIATION OF CANADA - OTTAWA BRANCH

SOUNDINGS

ANNUAL GENERAL MEETING OF 6 JUNE 2016 Due to the interesting and informative contributions of branch members, Soundings continues to be successful. A separate, full-colour, single-column, web-friendly, easy-to-read version is posted to the NAC-Ottawa web site, and a paper copy is mailed to those branch members who have opted to receive such a copy. Additionally, paper copies are mailed to the MP and Senator members of the two parliamentary defence-related committees, and to the senior naval staff in NDHQ. Your editor continues to pursue a more forward-looking Soundings, with articles on emerging technologies, especially as to how they may apply to the Canadian Surface Combatant. I seek your input with regard to ideas on possible articles on the future of the Navy. At the same time, please keep your anecdotes and memories of past events coming. I encourage all Branch members to consider doing away with their paper copy, and to rely instead on the web version, which due to less restrictive editing constraints might even have more content than the paper version. If you go electronic it would save the Branch some money, money that could be applied to other priorities. This will be my last AGM as a director, but subject to the wishes of the Board, I will continue as Soundings editor. Writing for Soundings takes both mental and physical effort, and so all contributors have my appreciation for their job well done. Richard Archer Director Soundings [email protected] 613 270-95907



ANNEX P – BRANCH HISTORICAL REPORT

NAVAL ASSOCIATION OF CANADA - OTTAWA BRANCH OTTAWA BRANCH HISTORICAL REPORT


The NAC Ottawa Branch will be hosting the fourth Battle of Atlantic Gala Dinner on April 28, 2016 at the Canadian War Museum. NAC Members Tim Addison (co-Chair), Peter Avis, Cheryl Bush, Anne Carroll, Richard Gimblett, Nick Leak and Barry Walker(co-Chair) spearhead the team that is bringing this endeavour to its successful conclusion. The Royal Canadian Navy will join, RMC Cadets and NAC-O in welcoming 29 BOA veterans from our Navy, RCAF, Merchant Navy, and the Wrens for what we hope is unforgettable evening with Broadcaster, Jacques Bourbeau acting as Master of Ceremonies.

The NAC National Annual General Meeting and Conference will be held in Ottawa from October 20 –224, 2016 under the Chairmanship of Ottawa Branch President Howard Smith.. The NAC Salty Dips Committee under the Chairmanship of LCDR Rick Guitar RCN (Ret’d), is currently preparing Salty Dips Volume 11, which will be published in 2017, in honour of Canada’s 150th Birthday. On a personal note after 11 years as the NAC Branch Historian I turned over my duties to Richard Gimblett, the RCN’s Command Historian, and I was looking forward to seeing what a professional historian would do with this task. Alas, it is not to be, Richard and Muriel are moving to Port Hope, we will wish them well in this endeavour, and Richard will be joining NAC Toronto Branch. Richard Guitar, the Salty Dip Chair, came to the rescue and will be assuming the role of NAC Branch Historian, in his words “he will put Salt on the Branch History”.

In conclusion, we are always interested in any recollections members may have of Ottawa Branch activities, including their participation in staging NOAC National Annual General Meetings in Ottawa in 1983 and 1993 and in Kingston in 1999. In summary, I welcome any input from Branch Members into Ottawa Branch activities, including the early beginnings of the Branch, Steiner Trophy and Manfield Plate participation, MacK Lynch Memorial Library Project etc. Respectfully submitted, Fred Herrndorf Ottawa Branch Historian May 2, 2016



ANNEX Q – NAC ENDOWMENT FUND

NAVAL ASSOCIATION OF CANADA - OTTAWA BRANCH NAC ENDOWMENT FUND


The objective of the NAC Endowment Fund is to promote and maintain interest in naval affairs generally and in particular in the development of the Canadian Naval Forces. This objective is made more specific by a Statement of Purpose, which directs that the income of the NAC Endowment Fund will be used to: 1. Remember The Past. Support to the Canadian Naval Memorial Trust (Sackville), HMCS Haida, Naval and Military Museums, naval history projects and naval monuments and other projects in keeping with the intention of remembering our naval legacy; 2. Support Today’s Navy. Promoting an awareness of, and interest in, the requirement for Canada’s Naval Forces today, through education, such as supporting publications of NAC periodicals and other research material of an educational nature; and, 3. Build The Future. Investing in our youth through the Naval League (RCSCEF) and Sea Cadets and the Maritime Awards Society of Canada. The NAC Endowment Fund made the following disbursements from the NAC Endowment Fund approved for 2015/2016:

1. NAC London – BOA Memorial Expansion($3,500) – Past; 2. NAC VI – Chart Stowage, Maritime Museum of BC ($3,500) –Past; 3. NAC VI – Military Oral History Program –UVic/RUSI ($1,000) – Past; 4. NAC VI – Broadmead Vet Care –Donor Tribute Wall ($1,000) – Present; 5. NAC VI – Freeman – Book Publishing ($2,000) – Past; 6. NAC Montreal – Donnacona – Coxswain Boards ($500) – Past; 7. NAC Montreal RCSCC Victory Project Essay Contest ($500) – Present; 8. NACO – HMCS HAIDA Print Project ($1,000) – Past; 9. NACO – RCSCEF Sea Cadet Scholarships ($5,000) – Future; 10. NAC Toronto- Submarine Service Workshop Support($500) – Present; 11. NAC Toronto- Friends of Haida Museum Storage and Display Cases

($1,500) – Present; 12. NAC Toronto- Friends of Haida Museum Air Conditioning ($3,500) –

Present; 13. NAC Toronto – Friends of Haida Museum Stairs, Ramp Shelter($1,000) –

Present; 14. NSNAC – CNMT Tech Support Gift Shop Merchandising ($3,000) –

Present; and



15. NLNAC – Crowsnest Climate Control A/C for Artifacts ($3,000)- Past

Total $30,000 Note: The above grants have been well publicized, but what is not well known is that the NAC Endowment Fund Trustees had requests for worthwhile projects totaling $70,000.

NACO has submitted the following applications for 2016/2017:

1. Royal Canadian Sea Cadet Scholarships (NL/RCSCEF) 5 x $1,000……………………………………………………………$5,000; 2. HMCS Haida Prints for Naval and Military Museums in Canada, to complete project…………………………..$1,000; and 3. Canadian War Museum, to refurbish contractors model of HMCS BONAVENTURE……………………………..$1,000

Finally, The NAC Ottawa Branch seeks the advice from Branch Members as to worthy local projects, which the NACO Board should make application for.

Respectfully submitted,

Fred Herrndorf NAC Endowment Fund Representative ANNEX R – SALTY DIPS

NAVAL ASSOCIATION OF CANADA - OTTAWA BRANCH SALTY DIPS


The focus of the Salty Dips Committee efforts over the past several months has been to plan for the production Volume 11. It is intended that this volume be ready for sale in late 2017, on Niobe Day. The theme of this volume is “How Life in the Navy has changed since the 1950s”. To date we have 2 submissions with 4 others promised and in various states of completion. To ensure we have sufficient material for the volume the committee is sending letters to RCN units soliciting these units for stories. As a means to entice input we have also included PDF copies Volumes 1 through 9 and a hard copy of volume 10. We also encourage you, the individual member of NAC-O to take a few moments to see if you might have a suitable “Dip” that fits into the theme of this volume. Unlike Volume 11, the committee is prepared to interview folks and then transcribe the interview into the written word. So have no fear that you must sharpen your writing skills to provide us with a “Dip” as an oral interview will do the trick. The committee had intended to post electronic versions of Salty Dips for sale on the NAC-O website, but alas this has taken more time to progress than we originally



envisaged. We expect this option to be in place by the Fall 2016. In addition, the team is planning some fire sales on older volumes so we can reduce our inventory of older books. These events will occur at the upcoming 2016 AGM, the Fall 2016 SWE and at the NAC conference and AGM. Please consider buying a volume or two, even if you simply to donate it to a local school or youth group. Richard Guitar Chairman – Salty Dip Committee ANNEXES S AND T SECRETARIAL NOTE: DUE TO THEIR LENGTH AND UNIQUE NATURE, ANNEXES S AND T ARE NOT INCLUDED IN THESE MINUTES. THEY ARE AVAILABLE ON THE NACO WEBSITE OR FROM THE NACO SECRETARY.

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