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THE MILITARY AND HOSPITALLER ORDER OF SAINT LAZARUS OF JERUSALEM L’ORDRE MILITAIRE ET HOSPITALIER DE SAINT-LAZARE DE JÉRUSALEM

DRAFT - Minutes ANNUAL GENERAL Meeting - DRAFT

Grand Priory in Canada Saturday, May 26, 2018

Valhalla Inn Thunder Bay Ontario

Ref: Item: OPI: Discussion Motions: M/S Action required:

CG 01-18

Call to Order Grand Prior @ 14:12 h

1. Prayer for the Order

2. Quorum 3. Adoption of the

Agenda /Additional Items

4. Conflict of Interest

Chaplain General Chancellor Grand Prior Chancellor

70 members present Motion: To adopt agenda: None reported

G Timney – TO F Maroosis - TO

CARRIED

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Introductions a) Guests b) Council Members & Commanders

Grand Prior GP introduced Ted White, Grand Chancellor, and Ken Moritsugu, GP America, who each made remarks: GC: greetings from Grand Master, congratulations to new postulants and promotions, update on planning for 2020 gathering of Order in Alsace or Northern Portugal GPA: greetings from southern colleagues, invitations to CGA in Houston, Oct 10-14, Pilgrimage to Hawaii in Jan 2019

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Minutes of CG May 2017 Grand Prior Motion: To accept minutes: G Hope – WO F Tufnell - WO

CARRIED

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Business Arising

1. Greetings from Host Commandery

Host Commander

Commander Edward Meijer welcomed delegates and guests GP thanked host commandery for hospitality

2. Chapter General Revision

Secretary General

SG reported on work undertaken since last CG to revise CG and AGM – bylaw changes to separate these are ready and details posted; changes to

Completion of revised liturgy by mid-August;

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Liturgy for these events will be completed by mid-August

Changes to be approved and rules in place for Jan 2019

3. Office Update/Minutes

Chancellor

It was a difficult decision to divest Order of formal office structure and staff. There was nothing wrong with structure or staff, Order could simply no longer afford it. Council Members have taken up duties formerly done by staff – VC Finance, SecGen, CIO, others; office is not yet sublet, so is being used to receive mail and hold inventory; Order will try to retain one room in space if sublet to hold medals, records, regalia, etc. Calls should be directed to 613 878 5280 (and will be answered by Chancellor), e-mails to chancery@stlazarus.ca Question: when does lease expire, and what are costs if no sublet A: will be discussed when Financial Report presented.

4. Future Thinking Update

Chancellor Thnx were offered to Ross, Robbie, and David for undertaking work on the Going forward Team (GFT) – report and next steps discussed below in 06-18-2

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Reports @14:32 h

1. Financial Statement

VC Finance

Due to exceptional level of change in year, a fulsome report was presented Oblations: paid by 233 – 222 members, 5 friends, 5 postulants, 1 other = 60 members not paid as of CG Care giver guide: is ow self-supporting Other Office Expenses: phone cost cut 85%, copier gone soon, salary and benefits now = $0 on on-going basis Lease: actively seeking sublet, will offer discount to current rent due to local market conditions, is $105 k liability today, but will reduce when sublet

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Bookkeeper: new person from old firm or new firm – decision pending Bank: there is money in the bank, Order should be able to cover income loss from previous year Commanderies: $138 k held on account Rejuvenation Account: is segregated from other accounts; will be used only for Going Forward activities; will be held in investment account to ensure growth during project time period. Charitable receipts: working to streamline process Oblations: looking for better/easier way to process; will consider level in future as costs go down. Audit: was very late last year, was sent out a month ahead this year; there is a qualification, it is due to lottery revenue in Commanderies, working towards excluding this by next year Questions: CG member numbers don’t seem to coincide with CG report – Treasurer will review and verify Thnx were expressed to the Treasurer for dealing with what was a very challenging year Motion to accept Financial Statement and Auditors Report:

R McLean – TO R Vanderwater - Man

CARRIED

2. Investment Report VC Finance Have beat market 22 years running $1.5 m in fund Fund to be repaid for operating loan given last year

Express thnx to committee (Vaughan, Bob V, Murray) and have them carry on

3. Appointment of the Auditor

VC Finance Motion: To appoint Kelly, Huibers, McNeely PC as Auditors

JdeShutter – Cal R Goebel - Cal

CARRIED

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4. Membership Secretary General

Current members total 346 – 295 regular, 19 sustaining, 16 honorary, 12 postulants, 4 friends Commander Acadia outlined Friends of St. Lazarus program - $50 to Order, $35 to Commandery – used to build membership and bank account Questions: What is cash flow for this? A: Cheques go to VCF, receipts issued, funds held in Commandery account What are timelines and process for payment for various member types? A: all are calculated as prior to CG (noted that this is not effective and needs to be worked on); regular members – oblations as per normal; Sustaining: people over 85; Honorary – gratis after 20 years of service; it was also noted that other countries use automatic debit and credit payments The Chancellor outlined the new process put I place this year with notice and an invoice issued, with a variety of payment plans offered and e-transfers. 1st notice in February, 2nd notice in March.

Commanders: review who has not paid oblations in each Commandery and advise SecGen and VCFin by 1 July

Moment of Silence for Deceased Members

Chaplain General

The Chaplain General named the Members of the Order who had passed in the previous year: The Rev’d Fr Irene Beaubien Brig Gen Gordon Gannon Mrs. Mary Lemessurier Dr. John MacPherson Dame Katherine Robinson Chev. Norman Sande Chev. Ernst Schell The Hon. Ruth Stanley Msg. Philip Kennedy Col the Hon. Robert Rutherford Dame Commander Priscilla Wilson

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A moment of silence was observed.

5. Ecumenical Commission

Chair EC

The Chair having left the CG on personal business prior to the AGM commencing, no report was presented at the AGM. A Report was made the previous day by the Chair at the Ecumenical Commission meeting and during a luncheon address.

6. Medical Commission

Hospitaller

The Chair outlined a number of matters: a. Home Caregiver Support Training Program – is available for family/friends (that is, non-professional) caregivers – 98 registrants to date b. Indigenous Strategies for End of Life Care – a presentation would be made later today that Members of the Order should consider; and c. Donations were made through the Commanderies for a variety of purposes. d. training is eligible for CME; receipts and certificates are available on line e. communication between Hospitalers ought to improve; sought suggestions for next year; and f. reiterated the call for action of the GFT. Questions: Can we add links to the training to the Order’s web-site? Can we add this training to the next CG so all Members of the Order can undertake it? A: perhaps an in-house workshop could be added to enhanced educational efforts at CGs.

7. Nominating Committee

Prior for the Chair of the Nominating Committee

Three positions were open for election: Justiciar, Secretary/Registrar General, and Vice Chancellor Commanderies. The Nominating Committee did not have a written report, but made a recommendation for each position based on nominations they had received.

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Justiciar: The Incumbent Chev. Richard Pound’s name was advanced as no other nominations had been received. A question was raised regarding the incumbent’s interest in the position as he has not attended the CG in some number of years. The GP pointed out that he has participated in Executive meetings and provided advice from time to time. Further questions were raised regarding term limits – the current bylaws permit only two consecutive three-year terms, and that while the bylaws are being reviewed, International has set these same limits, with only the Grand Master able to extend to a third term. Given that his term has already been exceeded, and no nominations were forthcoming, it was agreed that the position would remain vacant.

Position to remain vacant until Executive Committee can identify an eligible candidate

Secretary General: One candidate had been nominated, Warren Tracz, and none more from the floor, the candidate was acclaimed

Warren Tracz acclaimed as SG

Vice Chancellor Commanderies: Two names had been placed into nomination, but the nomination committee was recommending only one be advanced. Discussion ensued regarding this situation, and whether there should be a vote if both nominees were properly nominated. One of the nominees indicated they had withdrawn, so a single name remained.

Glynis Grigg acclaimed as VC Commanderies

Call for Nominations Grand Prior No further nominations received from floor

Election if necessary Marshall No elections required.

Voting Results TBD Not applicable

Destruction of ballots Grand Prior Not applicable

8. Commanderies Commander Arctic

In the absence of the VC Commanderies, the Commander Arctic introduced the three new Commanders: John Neill, BC

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Richard Goebel, Calgary Richard Firth, Toronto Reports from Commanderies were provided in writing and taken as read Questions were invited; none advanced.

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New Business @15:36 h

1.Revision to Bylaws Chancellor

A great deal of discussion was held with respect to the draft bylaw that had been revised and amended at and after Council, and which was proposed for adoption in place of the draft that had been circulated prior to the AGM. This document is entitled “By Law No. 1”. Most of the amendments were to correct typos and for consistency, but two substantive changes had been made to Bylaw 5 by Council, to eliminate the difference between Commandery and Delegation, and consequently to amend the minimum size of a Commandery, with consequential amendments throughout the draft bylaw. These were presented in a document “Addendum to the Proposed By-Law Amendment”. It was then suggested that the revised motion could not be presented as notice had not been given. Motion: to adopt the draft as circulated, subject to amendments that are or will be made: Discussion began with whether to revised document was properly before the AGM. Motion: to waive notice for revised document

D Connelly - Arctic I Hope – WO R McLean – TO Lionel Goffart- TO

CARRIED CARRIED on division, and with formal objections made by B. Rees and G. Timney

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With the revised draft on the floor, further discussion was held with respect to several substantive issues regarding how the Chapter General and AGM would work. It was proposed that these issues be resolved prior to the next Council meeting. Motion: That Executive Committee strike a working group of 6-8 people, at least 50% of whom should be members of the Order, to report back to the Council in November 2018. Further discussion occurred with respect to the practices in the proposed Bylaw 5 regarding Commandery size and representation. Motion: that the procedures proposed in By Law 5 be adopted as practice until approved in a revised Bylaw. After further discussion, a motion to table Addendum 5 was made: Motion: To adopt the practice of Bylaw 5: Motion: To adopt the addendum:

D Cvet – Acadia P Henry - TO D Connelly – Arctic P Schaal - TO Peter ? - ?? Peter D? - ?? Main Motion: Chancellor Susan Schaal - TO

CARRIED Executive Committee: strike a working group to do a final revision of bylaws and procedures. DEFEATED CARRIED

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06-18-2. Going Forward Team (GFT) Report

Chancellor o GFT undertook tasks set at CG 2017 Muskoka o Thank you to Committee members (McLean,

Sproules, Cvet, Anema) who gave time nearly every week over the past year and to those from every Commandery who provided help and advice along the way

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o GFT looked at our organization, international OSLJ organization and practice, other voluntary organizations, members of OSLJ Canada, and other people who had never heard of the Order to define and describe purpose, mission, vision

o Used this as “a starting point to anchor” GFT work & discussion – this base material still needs further development, but useful to advance other necessary parts of GF Strategy

o Progress made and reported on: o Conforming to international MHOSLJ rules,

practices, honours o Visual identity o Awards and awards program o Web-site:

Internal & external comms Member and Commandery resources Urgent need for back-of-house support

– accounts, membership, data mgmt., etc.

o By-law amendments: AGM change Office closure / related structure

changes o Further time needed to complete work on:

Strategy related KPIs membership revitalization governance further bylaw updates and revisions

MOTION 06-18-2-1: It was moved that: “The Order develop a timely, inclusive, and accountable Strategic Plan through a process that includes:

1. Terms of Reference to be approved by Council within 60 days;

2. A Strategic Plan Committee chaired by the Chancellor or her assign(s);

M: Duncanson S: McLean

CARRIED Chancellor: Develop Terms of Reference

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3. The Strategic Plan Committee will be broadened from the existing GF Committee approved by Council to a minimum of 8 and maximum of 10 Members;

4. That these Committee Members should have subject matter expertise;

5. The contracting and/or hiring of an independent, professional facilitator;

6. Planning day(s) held in September, and as an adjunct to the Council Meeting normally held in November, to be attended by the Council plus a group of stakeholders invited by the Committee;

7. The Draft Strategic Plan will be circulated to all Members of the Order in accordance with Grand Priory Bylaws a minimum of 30 days before the Chapter General; and

8. The Draft Strategic Plan be presented to the 2019 Chapter General for discussion and consideration by all Members.”

Discussion: Q: How much is this facilitator expected to cost, and how will s/he be paid for? A: Secretary General – will depend on ToR, scope, and bids received; funds will come from Rejuvenation Fund discussed in 5-18-1; and Chancellor – will report amount when quotes are received Q: Is this intended as an entirely new Committee? What about expertise and knowledge of existing GFT Members? A: Chancellor: This is intended to be an extension of GFT, if they wish to continue Members interested are invited to indicate to Chancellor their interest and relevant skill sets.

Council: Convene meeting in late July to consider ToR All: Expressions of interest for joining Committee to Chancellor now and/or when ToR approved Chancellor: receive and consider nominations/ volunteer applications and appoint committee members

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Q: Could money not be saved by foregoing outside help? A: Secretary-General – does not believe so. Q: Agree to disagree on this.

3. Almoner Update to Appeal Almoner The Almoner made remarks about the vicissitudes of fundraising for the Order over the past few years and provided a report on the appeal that had been sent to Members just prior to the Chapter General. The Almoner noted that with 11 Members remembered as passing and with only 4 postulants invested, the time to act is now. The Appeal had received a response unlike any other the Order had made in recent years – and eleven more pledges have been made since Monday, to total over $50,000 (to the original goal of $25,000), with donations ranging from $40 up to $6,200, with an average of $750. Eight donors have pledged enough to receive a donat cross. A new, higher goal for the appeal has been set, with a patron agreeing to match all donations made up to $50,000. Members were urged to consider donating, or donating more, prior to the close of the appeal at the banquet later in the day.

All: Consider donating and/or pledging funds before the deadline at the end of the Chapter General weekend. Note: The Scrivener was advised that the total donated and/or pledged, including matching funds from the Patron, exceeded $125,000 by the end of Chapter General.

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Awards Matheson Trophy Thunder Bay Award

Prior The Prior announced that while Manitoba and BC had each grown their membership by over 10% in the past year, Acadia will be awarded the Matheson Trophy for Membership Growth for an astounding 40% increase. The Commander for Thunder Bay noted that their ward was developed 11 years ago and first awarded at the previous Chapter General hosted by Thunder Bay, and is awarded based on the percentage of a Commandery’s membership in attendance times

Note: The Scrivener points out that while the distance from Yellowknife to Thunder Bay is indeed 3394 km, flying thru Vancouver and Toronto to reach

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the distance travelled in miles. The Prior announced that this year’s winner is Acadia.

Thunder Bay is actually 7,632 km

CG 08-18

2019 Chapter General Host Commander

Dennice Leahy, Commander Acadia, David Cvet, and others made a presentation outlining the wonders of Nova Scotia generally and Digby, NS in particular with respect to the 2019 Chapter General to be held May 23 to 26 at the Digby Pines Resort. They suggested the while a drive through the Annapolis Valley is wonderful in May, a ferry ride from New Brunswick would eliminate the need for a rental car.

Members are invited to visit: https://www.stlazarus.ca/Chapter_General/ for details on the 2019 Chapter General

CG 09-18

Open Forum – Items from the Floor

Grand Prior The Grand Prior Invited Members to ask questions or make comments regarding the business of the Order:

a. The Grand Prior announced the appointment of Vaughan Langille to the Senate of the Order per the newly adopted Bylaws.

b. Does attendance by electronic means constitute attendance at a meeting under the new bylaws? GP: Yes.

c. It was suggested that the Friends of Lazarus approach adopted by Acadian might be useful in recruiting youth members in to the Order’s work by appealing to Rover Scouts, Duke of Edinburgh candidates, Rotaract Clubs, etc.

d. B. Leclerc suggested that the Bylaw Working Group look to Church Chancellors for assistance and advice.

e. P. Schaal asked where charitable dollars actually go? VCFin said that an addendum to the financial statements outlining same would be made in future.

f. R. McLean noted that donations to the Order are receiptable, and thanked VCFin

Commander Acadia: Forward materials on Friends of St Lazarus to Commanders. Commanders: Review Friends of St Lazarus Program. All: Consider who might be invited to be a Friend of St. Lazarus and make such an invitation VCFin: add addendum on charitable

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and Chancellor for their support in making this happen.

g. D. Connelly asked if background of 1 or 2 sentences on award recipients could be added to award ceremony

h. It was suggested that adding the citation to the program would also be helpful.

i. CW from GPA, speaking from experience, urged his Canadian colleagues to keep citations short and pointed to Lula.com for the GPA book on the order of service that might be useful in this regard.

j. B. Rees asked about the status of the Charitable Return to the CRA. VCFin indicated it was at Auditor now, and would be submitted within deadline.

donations to financial report Prior/Marshall: Consider how to include relevant citations for awards before next Chapter General. VCFin: ensure charitable status report is submitted on time.

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Adjournment Grand Prior The meeting was adjourned at 16:48h

Attendance:

Council: Pres

ent Regrets

Unk

Grand Prior/Grand Prieur Chev. HCol The Honourable Peter Milliken X

Prior/ Prieur Chevalier Capt (Ret’d) Robert W. Clarke X

Chancellor/Chancelière Dame K. Jane Anema X

Secretary/Registrar General Secrétaire/Régistraire général Chevalier Andrew Duncanson X

Vice-Chancellor Finance/ Vice Chancelier, finances Chevalier Julien DeSchutter X

Vice-Chancellor Commanderies/ Vice Chancelier, Commanderies Chevalier Britton O. Mockridge X

Justiciar/Justicier Chevalier Richard W.D. Pound X

Hospitaller & Chair of Medical Commission/ Hospitalier et Président de la Commission médicale

Chevalier LCol (Ret’d) Mark R. Thibert X

Chair of Ecumenical Commission/Président de la Commission œcuménique Rev. Dr. Karen A. Hamilton X

Commanders:

Acadia Dame Dennice Leahey X

Arctic Chevalier Michael Kalnay X

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British Columbia Chevalier John Neill X

Calgary Chevalier LCol (Ret’d) Richard Goebel X

Edmonton The Rev Maj (Ret’d) David Martin McLeod X

Manitoba Chev. Cdr. (Ret’d) Dennis Richard Schultz X

Montreal Reverend Marc Phillipe Vincent X

Newfoundland & Labrador Chevalier Lewis W. Stoyles X

Ottawa Dr. Ron Davidson X

Quebec Chevalier Denis Rioux X

Thunder Bay Chevalier HCol P. Edward Meijer X

Toronto Richard James Firth X

Western Ontario Chevalier Lt (Ret’d) Frederick Tufnell X

Appointed Members of Council:

Almoner/Aumônier Chevalier J. Ross McLean X

Principal Armorist/Armoriste principal Chevalier Edward A. McNabb X

Custodian of Insignia/ Gardien des insignes Chevalier Keith Wilkins X

Scrivener/Scribe Chevalier Michael Kalnay X

Historian/Historien Chevalier Brian T. Newbold X

Chief Information Technology Officer/Directeur des technologies de l'information David Cvet X

Chief Marketing Officer/ Chef du Marketing Robbie D. Sprules X

Editor The Gazette/ Éditeur de la Gazette Chevalier Capt (Ret’d) Warren P Tracz X

Marshal/Maître des cérémonies Chevalier Maj (Ret’d) Paul E.J. Henry X

Chaplain-General / Chapelain général The Reverend Eric Dyck X

Other Members Present:

See sign in sheet

Guests and Visitors:

Grand Chancellor of the Order Chevalier Edward (Ted) White X

Grand Prior America Chevalier RAdm(ret) Ken Moritsugo X

Grand Marshall America Chevalier CW Gilluly X

Vice Grand Chancellor (Admin) America Dame Marny Gilluly X

GPA Ms. Lisa Kory

GPA Chevalier Hugh Straub

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GPA Dame Mary Ann Straub