April 26th 2023
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Date: |
2023-04-26 |
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Time : |
Approx. 1830-2030 Present: Lynn, TJ, Joey, Les, Solomon, Carol Ann, Rob Lt. Morris
Regrets:
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1 |
Approval of agenda
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18:30 |
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2 |
CO’s report |
18:35 |
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3 |
Old business
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19:00 |
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4 |
New business
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19:10 |
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5 |
Chair’s report |
19:20 |
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7 |
Sponsor’s report |
19:30 |
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8 |
League's report |
19:35 |
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9 |
Treasurer’s Report |
20:00 |
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10 |
Review new actions and update action list |
20:20 |
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Action item |
Owner |
Status |
Date assigned |
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Continue work on squadron hoodies |
Carol Ann |
Ongoing |
Oct 26/22 |
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Continue investigating coffee fundraiser |
Carol Ann |
Ongoing |
Oct 26/22 |
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Prepare annual report for Kiwanis |
Rob |
Ongoing |
Oct 26/22 |
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Contact Kiwanis to discuss fundraising/funding and tap payment donation system |
TJ |
Ongoing |
Jan 25/23 |
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Speak to Barrhaven squadron chair re their tag day |
TJ |
Ongoing |
Apr 26/23 |
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Investigate use of cafeteria door for BBQ |
TJ |
Ongoing |
Apr 26/23 |
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Look into cake, water/pop for ACR |
TJ/Les |
Ongoing |
Apr 26/23 |
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Look into Kiwanis grant |
TJ |
Ongoing |
Apr 26/23 |
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Investigate podium availability for ACR |
Carol Ann |
Ongoing |
Apr 26/23 |
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Look into purchase of plaques |
Joey |
Ongoing |
Apr 26/23 |
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Website e-commerce for sweaters and tags (plus add donation) |
Rob |
Ongoing |
Apr 26/23 |
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Look into trophies |
TJ |
Ongoing |
Apr 26/23 |
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Give Joey access to website |
Rob |
Ongoing |
Apr 26/23 |
- Old Minutes
- Will be reviewed next meeting.
- Approval of agenda
- Solomon motion to approve. Joey seconds. Approved.
- CO’s report
- Capt. Lee not present. Lt. Morris present. No CO’s report.
- Old Business
- Squadron hoodies – CA will talk to Rob
- We discuss pricing ~$45. Need to account for CC processing fees of roughly 3%. This is not a moneymaking venture.
- Rob will need images, banking info, SIN for an executive member.
- Rob will try to have it done by next Sunday evening. Cut off on ordering by May 19. We can put the key chains on the website as well.
- Coffee fundraiser on hold until hoodies sorted out
- CA will speak to Rob re Kiwanis report.
- TJ spoke to Martin, Kiwanis president. He is keen to participate. TJ will email him and set up meeting.
- Tag day proposal from Ca-pt. Lee – Tag day cancelled due to lack of time.
- Re paring down items in supplies – Lt. Morris advises that have gotten through most of the stuff, but there are still some items that are undecided. Capt. Lee will give final approval.
- RE alum fundraising – TJ has contacted several alumni but still needs to send out a group message to seek funds from alumni.
- New business
- Joey – we received funding from Lions. Will need to figure out what to do with the cadets with that funding. This is for a year-end event of some kind (originally for the FTX event).
- Lt. Morris is looking into team building for seniors. She has been looking into a similar event nearby, similar to Camp Fortune, etc. She is soliciting quotes. This would be for mid-end June.
- Joey – proposing to create a new website for the cadets. Right now it is being hosted on Rob’s private equipment. It uses WordPress, a content management system, which is meant for blogging. Joey wants to switch to Joomla which is more effective for our purposes. It has a built in calendar, can use notifications, payments built in. Can use a hierarchy of different types of users – writers, editors, etc. This would give us much more flexibility. Also proposing to move it to Google Cloud. Could also do forms (e.g. for FTX) online. Google account would be ~$10-$20/mth.
- Lt. Morris – staff would be interested in this kind of system, where docs could be updated
- We discuss timeline for update. Might be best to do it over the summer when staff has more free time. Could begin the transition at the end of June.
- Joey moves to approve this change. Solomon seconds. Unanimously approved.
- June 7 barbecue. Lt. Morris advises that it will be a good time to do promotions (such as level promotions) that don’t fit into the ACR.
- TJ discusses opening up the bbq to parents as well. Lt. Morris says that the original intention was to invite the parents.
- We will vote on budget allocation for the bbq at the next meeting.
- Lynn advises that usually the SSC does the barbecue.
- We will figure out food and other requirements. We will need to divide up tasks.
- TJ will look into getting a BBQ.
- We discuss BBQ availability.
- Carol Ann discusses using BBQ as opportunity to solicit participation from parents for SSC next year.
- That night is the last promotions night after the ACR. That should bring new parents in as well.
- We will do the election first and then the BBQ shortly afterwards. We discuss start times. Cadets will arrive at 6:30 PM. We can start at 6:45 PM.
- Discussion re ACR. We will do it at Merivale (Howard Darwin Centennial) Arena. Carol Ann will provide info and a map.
- Discussion of lunch and cake for cadets.
- Should have cake for ~150.
- Discussion re table, tablecloths and other logistics.
- Water and lunch for the cadets. Subway for lunch. SSC pays for lunch. We can do Subway platters. Rough cost of $11/person.
- Cadets will bring their own lunches to the practice day before
- TJ makes a motion to pay $11/person for lunch. Joey seconds. Passed unanimously.
- Lynn asks re speech. Carol Ann will be doing the speech. Will discuss election the next week.
- Discussion re trophies and take-away plaques.
- Chair’s Report
- Carol Ann reviews upcoming activities
- This Saturday – CCC à meeting of the chairs and Cos. We are in the west cohort.
- Apr 29 – FTX
- May 6 – move to Dymon storage
- May 13 – Abseiling and gliding
- May 20/May 27 – no events
- June 3-4 – ACR
- June 7 – BBQ
- Will discuss the tag days with other squadron chairs at the CCC.
- Inviting to ACR
- Martin (Kiwanis), Legion, Lions
- Don’t know who the VIP is yet
- Sponsor’s Report
- None.
- League Report
- Lynn asks if there is anything that we want to have mentioned re 211. We will think about it and contact Lynn.
- There is an attendance pin for cadets. It is in the award bursary guide, p. 16. For cadets attending consistency in attendance – 98% of the time. Can ask the admin officer if there is a cadet for this award.
- Second assessment payment must be done before April 30. Everything is paid up.
- The provincial accountant wants the ACC-9 for 2021-22 to be sent electronically.
- Joey will send it to Lynn.
- Two squadrons approached Lynn re accommodations. They did the mess dinner and started once the sun went down to accommodate Muslim fasting over Ramadan. When organizing something, bear accommodations in mind.
- There will be a new Regional Coordinator. Her name is Linda Rombough.
- Provincial bursaries – we only have five cadets who sent their paperwork for provincial bursaries. Tomorrow night is their interviews. Two cadets applied for national awards. Carol Ann spoke to both cadets and spoke to officers re the cadets.
- Treasurer’s Report
- Discussion re budget
- Next meeting will review current status of finances.
Next meeting – May 24.
August 16th 2023
211 Squadron Sponsorship Committee
DRAFT MINUTES
Wednesday, August 16, 2023
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Attendees
Mr. TJ Caron, Chair
Mrs. Stephanie Case , 1st Vice-chair
Mr. Haider Zaidan, 2nd vice-chair
Mrs. Pamela Best, Secretary
Mr. Joey Legrand, Treasurer
Mr. Juan Emanuel Alfonzo Morales, Director
Mr. Scott Bigras, Director
Mr. Callum Burns, Director
Captain Matthew Lee, CO
Mme. Lynn Sénécal, Squadron Advisor
Regrets
Les Buckley, Director
Carol Ann Hartung, Director
Agenda
- Introductions
- Words for the CO
- Words from the League Advisor
- Interviews
- Fund raising
- Determine when our Regular meeting will be
- Closing
Notes
- CO Update, Captain Lee
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- Budget shortfall due to change in funding model from DND. Squadron to be funded on a per capita basis (assessed last year) rather than an ‘as needed basis’.
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- There have been additional restrictions placed on fund-raising activities. The Squadron must present a plan to the League for the year by mid-September. Additions to this plan will need to be sent for approval 90 days prior. Only activities where the cadets are offering a good or service will be accepted. On an exceptional basis, if there is a significant funding shortfall, the Squadron can request to undertake a Tag Day.
- Costs for the Squadron include the rental of the school and the storage costs. Cpt. Lee is looking at ways of reducing the rental costs at the school (reducing the number of rooms required on a training night)
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- Six funded activity days this year ( 2 day FTX, 2 glider days, 2 other activities)
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- Some training nights will take place off-site. Options for transportation such as car-pooling will be explored to keep costs down.
- First training night will be Sept 6th (levels 4-5), levels 1-3 will start Sept 13.
- Estimated that between 35-45 new recruits have registered
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- Staffing changes: There will be staff movement over the course of the year with some officers and civilian members on leave.
Words from the League Advisor, Mme. Sénécal
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- Reminder to use the Squadron Advisor email when writing to her ()
- Committee members reminded that if cadets should have any concerns, they should take these up through their chain of command and not use SSC as a forum for discussion.
- The assessment for each cadet has increased from $45 to $60 this year. This is the amount that the Squadron must pay the League to cover insurance costs for cadets.
- Budget summary and Treasurer’s report, Mr. Legrand
- Funding from DND this year will be $6000, however our costs for facility rental etc. are approx. $19K
- SSC has 19K cash on hand. However, 10K is set aside for misc. Expenses such as trophies, food for FTX, reimbursement for CDT 135 expenses for Capt. Lee.
- League fees are going to be $5K this year.
- Other considerations for this year include planning for a trip to Quebec City for March Break.
- Sources of funding can include Squadron sponsors (Lions/Kiwanis)
- Fundraising activities such as Bingo, pancake breakfast were discussed.
- Mr. Legrand will provide all SSC members with contact information to logon to the website members area.
Action Items
- All committee members to provide Pamela Best with a list of possible fundraising activities by August 31, 2023
- There will be a special meeting of the SSC on Sept 6, 2023 to discuss fundraising and budget
- Carol Ann Hartung was nominated to replace TJ Caron as the TV Bingo coordinator for the Kiwanis.
Next Meeting Agenda Items
Meetings will take place at Notre Dame High School on the 3rd Wednesday of every month at 18h00.
December 20, 2023
211 Squadron Sponsorship Committee
MINUTES
Wednesday, December 20 2023
Attendees
Mr. Haider Zaidan, 2nd vice-chair
Mrs. Pamela Best, Secretary
Mr. Joey Legrand, Treasurer
Mr. Callum Burns, Director
Ms. Carol Ann Hartung, Director
Mr. Les Buckley, Director
Captain Lee, CO
Mme. Lynn Sénécal, Squadron Advisor
Regrets
Mr. TJ Caron, Chair
Mr. Scott Bigras, Director
Mr. Juan Emanuel Alfonzo Morales, Director
Agenda
- Approval of agenda and minutes from previous meeting
- CO’s report
- Old business; update on storage
- New business; mess dinner
- Chair’s report; update on membership (Mr. Basnet, Ms. Chase)
- League’s report
- Treasurer’s Report
- Review new actions and update action list
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1 |
Approval of agenda and minutes from previous meeting Motion for the approval of the agenda Moved by Carol Ann, seconded by Les. Approved Motion for the approval of the minutes from previous meeting for November 14 2023 Moved by Callum, seconded by Carol Ann Approved |
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2 |
COs report Staff updates: Lt. Morris is now officially on maternity leave. 2nd Lt. Vinceilli is the training officer. Captain Lebel will have operational control for the squadron on Wednesday nights. Captain Lee will continue to be responsible for administrative matters. There will be more information forthcoming about a replacement for Cpt. Lee whose term ends June 30th. CI Ruddy will be officially on staff as of January but there will be staff shortages in January. Training Skating night in January/February. No training for March Break. FTX last weekend of April, location TBD. Another training activity for one weekend day in May. Need to pick a date for ACR. Regional biathlon: Last weekend of January. Provincial 17-18 at Val Cartier, QC Marksmanship: March 10th (first weekend of March Break) at the Hull Armory. Jr. Ground School program has not been confirmed because of staff shortages. Leadership weekend was well run and appreciated by the cadets. Facilities Equipment from one classroom went missing on a training night. The squadron will be responsible for replacement. There will be a review of procedures to ensure that rooms are secured, and non-cadets do not have access to classrooms on Wednesday nights. If non-cadets are seen on the 2nd floor, this should be reported to the CO. Cpt. Lee will follow up with the Vice-Principal of the school regarding replacing the missing equipment. Motion that we approve reimbursement for equipment up to $80. Moved by Pamela, seconded by Les Approved Website Request that the information on the website be reviewed for tone and grammatical errors. |
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3 |
Old business : Equator fundraiser raised approx $250. We will extend this fundraiser in the future. Action items: Callum has donated items from Mountain Equipment Co-op (two backpacks, Nalgene bottles, gift cards and a lovely camp chair). Looking at options for the silent auction. |
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4 |
New business Mess dinner: there will be no funding provided by DND to cover a mess dinner. Costs would have to be borne by the Squadron. Staffing will not be a general concern as four adults would be required to attend if all 160 cadets were in attendance. In general, we expect that approximately 50 cadets will attend. Possibility to have it on a training night to increase attendance. The schedule could be managed. We will try to find a location for sometime in February. There is a flexibility in terms of the formality of the mess dinner (food, place settings etc.). One option: Notre Dame, less expensive catering, rental of plates and cutlery vs. formal dinner in the Officers Mess. Estimated cost: $25 to $50 per person. Estimate of $3000 to $6500. Action item: Add poll to the website to assess interest in attending Motion that we will have a mess dinner for the cadets Moved by Callum and seconded by Carol Ann Approved Tip Tap Pay Joey has purchased battery backups for Tip Tap pay. These will be in the Dyson storage. |
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5 |
Chair’s report Stephanie Chase has resigned from the committee. Action item: TJ to remove her from the list of SSC members with the League. T1235 – still waiting for it to be registered but it has not been updated CRA had yet to post the list of Directors for 2023-24 |
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8 |
League report Local effective speaking contest results have to be in by February 28th. Regional competition is March 24. Action item: follow up to see if the coach is available. Interested cadets should complete the form (TJ has link). Training for SSC members will be online in January. Action item: Lynn will provide tentative dates. TJ will give the Information session about the different bursaries and the Chairman’s award. Budget review in January. |
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9 |
Treasurer’s Report Review of the financial situation. |
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10 |
Review new actions and update action list Action list updated |
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11 |
Next meeting January 31st. |
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Action item |
Owner |
Status |
Date assigned |
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Looking at options for the silent auction of items donated by Callum and MEC. |
Callum/ Joey |
Dec 20/23 |
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Add poll to the website to assess interest in attending the Mess Dinner (Needs confirmation of date and location) |
Joey |
Dec 20/23 |
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Remove Stephanie Chase from the list of SSC members with the League. |
TJ |
Dec 20/23 |
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Effective speaking: follow up to see if the coach (Mr. Graham’s wife) is available. Interested cadets should complete the form (TJ has link). |
TJ |
Dec 20/23 |
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Lynn to provide dates for online training for SSC members |
Lynn |
Dec 20/23 |
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Follow up with other squadrons to see if they may be interested in sharing the costs |
TJ |
Ongoing |
Nov 14/23 |
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Confirm if CRA has posted the list of Directors for 2023-24. |
TJ |
Ongoing |
Nov 14/23 |
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Follow up with 211 Alumni to see if anyone may be interested in joining the Kiwanis. |
TJ |
Ongoing |
Nov 14/23 |
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Screening to be done for Stephanie Case |
TJ |
Not applicable |
Nov 14/23 |
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ACC9 (squadron financial report) for the year 2021-2022 to be sent to provincial accountant Action item for Joey |
Joey |
Nov 14/23 |
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ACC9 2022-2023 to be sent to regional coordinator and Cc Advisor by Joey |
Joey |
Nov 14/23 |
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First assessment due to provincial on November 15th |
TJ and Joey |
Nov 14/23 |
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Follow up on funds coming in through GCWCC |
TJ |
Nov 14/23 |
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First coffee fundraiser |
Carol Ann |
Complete |
Oct 26/22 |
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Follow up on storage TJ to discuss negotiations for the school rental with the CO (option for non-profit organizations to get free use of school space)
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TJ |
Ongoing |
Sept 16/23 |
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TJ will create a schedule for the Bingo volunteers - SSC members to indicate when they will be unable to be included in rotation; Callum available as of November, Pamela unavailable after long weekend in May. Joey not available the week of Dec. 9 Pamela not available Dec. 4 |
TJ |
Ongoing |
Oct 18/23 |
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TJ to speak to the CO to assign a cadet the responsibility of the book exchange |
TJ |
Ongoing |
Oct 18/23 |
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Mr. Graham's wife has volunteered to help with Effective Speaking practices. Will need to be screened. |
TJ |
Ongoing |
Oct 18/23 |
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Pamela to reach out to SSC members for items to be considered for sale through the canteen. - Will be added to poll |
Pamela |
Ongoing |
Oct 18/23 |
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Looking for the donation of gift cards through community partners ( e.g. Boston Pizza) |
All |
Ongoing |
Oct 18/23 |
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Scott to look into purchasing pens to give away at Community Engagement Days (Will need logo) |
Scott |
Ongoing |
Oct 18/23 |
November 14, 2023
211 Squadron Sponsorship Committee
MINUTES
Wednesday, November 14 2023
Attendees
Mr. TJ Caron, Chair
Mrs. Pamela Best, Secretary
Mr. Joey Legrand, Treasurer
Mr. Scott Bigras, Director
Mr. Callum Burns, Director
Ms. Carol Ann Hartung, Director
Captain Veilleux, for Captain Lee CO
Mme. Lynn Sénécal, Squadron Advisor
Regrets
Mrs. Stephanie Case , 1st Vice-chair
Mr. Haider Zaidan, 2nd vice-chair
Mr. Juan Emanuel Alfonzo Morales, Director
Agenda
- Approval of agenda and minutes from previous meeting
- CO’s report
- Old business; Approval of decision to invest in a tap machine
- New business
- Chair’s report
- League’s report
- Treasurer’s Report ; Approval of budget and financial report
- Review new actions and update action list
- Mr. Buckley added as signatory on bank account, Mr. Friedman removed
- Review action list
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1 |
Approval of agenda and minutes from previous meeting Approval of the agenda and minutes for October 18 2023 moved by Scott Bigras, seconded by Callum Burns https://211aircadets.com/index.php/members/ssc-meeting-minutes/wednesday-october-18-2023 Approved |
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2 |
COs report Cpt. Veilleux presented the proposed list of evaluation metrics for assessments. The following modifications were proposed: remove the Cadet Activity Program (CAP) and Cadet Training Centre (CTC) qualifications, because not all cadets would have had equal opportunity to participate in these programs due to the pandemic. However, other qualifications (e.g. FIrst Aid) could be included. “If applicable” to be added to the year end trip. WO 1 leaving tonight. Boards will take place in March, with promotions in mid-June. WO2s will rotate through the position prior to replacing the WO 1. There will be a leadership weekend in Bell’s Corners November 25 and 26. We are providing food for lunch and a snack. Printer purchase: Approval to spend up to $300 purchase the same brand of printer that we currently have. Moved by Scott Bigras and seconded by Joey Legrand Approved |
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3 |
Old business : Discussion: Decision to invest in a two tip tap machines Comparison of Square vs. Tip Tap Pay Review of costs: $900 for two stands to Tip Tap pay, plus set up fee; Square $600, slight difference in transaction fees Additional considerations: ease of use, connectivity, branding, flexibility, Could off-set the Tip Tap costs if we share with another squadron. Moved to purchase two Tip Tap machines for fundraising activities for an approximate cost of $980 Moved by Callum Burns; seconded by Scott Bigras Approved Action: TJ to follow up with other squadrons to see if they may be interested in sharing the costs Machines to be ordered minimum of four weeks before the first Community Engagement Days |
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4 |
New business NA |
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5 |
Chair’s report TJ has followed up with CRA to post the list of Directors for 2023-24. It has yet to be processed. TJ will follow up with 211 Alumni to see if anyone may be interested in joining the Kiwanis. |
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8 |
League report Screening to be done for Stephanie Case ASAP to be added to the Action item for TJ. 211 Sqn celebrating its 81st anniversary on November 13th, 2023 ACC9 (squadron financial report) for the year 2021-2022 to be sent to provincial accountant Action item for Joey ACC9 2022-2023 to be sent to regional coordinator and Cc Advisor by Joey Advisor will give SSC members a basic training presentation in January. First assessment due to provincial on November 15th (Action list: TJ and Joey) Mandatory for squadrons to send financial documents to CRA before December 31 (no need to wait until then, can be done now) (Action item: Joey) GST66 and RC7066-SCH (annex to GST66) PowerPoint for Treasurer's training to be provided to TJ Advisor to send Krispy Kreme fundraising information. Reminder: all emails to be sent to Follow up on action item regarding Mr. Miller’s request to become an SSC member. The Advisor inquired through her chain of command and determined that it was possible but he must be VOTED by the current committee, if there are fewer than 11 members. He must go through the full screening process of the ACL (Air Cadet League) and the SQ (Sûreté du Québec). At that time, he will have the same rights as any other SSC member. No one has any rights on their own, not even the SSC chairperson. It is the entire committee that has the collective power. She also asked what are the policies for an Official Sponsor of a Squadron: the concept of "sponsor" doesn't exist anymore in the Air CAdet League (ACL). Historically, sponsors (clubs) had to provide a sufficient amount to SSC to become their OFFICIAL sponsor (and have their logo on the Sqn's flag). It is not the case anymore. |
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9 |
Treasurer’s Report and Budget Approval Budget approval: Kiwanis has approved $10K this year Following adjustments to be made:
Moved by Carolann Hartung, seconded by Joey Legrand Approved The money from the Walk-a-thon has finally been moved into our account. TJ to follow up to see if our funding is coming through the GCWCC. |
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10 |
Review new actions and update action list Action list update |
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Action item |
Owner |
Status |
Date assigned |
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Follow up with other squadrons to see if they may be interested in sharing the costs |
TJ |
Nov 14/23 |
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Confirm if CRA has posted the list of Directors for 2023-24. |
TJ |
Nov 14/23 |
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Follow up with 211 Alumni to see if anyone may be interested in joining the Kiwanis. |
TJ |
Nov 14/23 |
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Screening to be done for Stephanie Case |
TJ |
Nov 14/23 |
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ACC9 (squadron financial report) for the year 2021-2022 to be sent to provincial accountant Action item for Joey |
Joey |
Nov 14/23 |
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ACC9 2022-2023 to be sent to regional coordinator and Cc Advisor by Joey |
Joey |
Nov 14/23 |
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First assessment due to provincial on November 15th |
TJ and Joey |
Nov 14/23 |
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Follow up on funds coming in through GCWCC |
TJ |
Nov 14/23 |
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Moved by Callum Burns, Seconded by Scott Bigras that there be two coffee fundraisers a year. Approved Decision to go with Equator (hampers, best selling coffee, hot chocolate) $18 for 340g bag of whole bean coffee $18.50 for 340g of ground Joey to post the information on the website. Promoted through the newsletter (coming up – Nov. 16) Orders to go through the website. There will be one bulk order on December 6 with a pick up on Wednesday, December 13.
|
Carol Ann |
Ongoing |
Oct 26/22 |
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Follow up on storage TJ to discuss negotiations for the school rental with the CO (option for non-profit organizations to get free use of school space)
|
TJ |
Ongoing |
Sept 16/23 |
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TJ will create a schedule for the Bingo volunteers - SSC members to indicate when they will be unable to be included in rotation; Callum available as of November, Pamela unavailable after long weekend in May. Joey not available the week of Dec. 9 Pamela not available Dec. 4 |
TJ |
Ongoing |
Oct 18/23 |
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TJ to speak to the CO to assign a cadet the responsibility of the book exchange |
TJ |
Ongoing |
Oct 18/23 |
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Mr. Graham's wife has volunteered to help with Effective Speaking practices. Will need to be screened. |
TJ |
Ongoing |
Oct 18/23 |
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Pamela to reach out to SSC members for items to be considered for sale through the canteen. - Will be added to poll |
Pamela |
Ongoing |
Oct 18/23 |
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Looking for the donation of gift cards through community partners ( e.g. Boston Pizza) |
All |
Ongoing |
Oct 18/23 |
|
Scott to look into purchasing pens to give away at Community Engagement Days (Will need logo) |
Scott |
Ongoing |
Oct 18/23 |
October 18, 2023
211 Squadron Sponsorship Committee
DRAFT MINUTES
Wednesday, October 18, 2023
Attendees
Mr. TJ Caron, Chair
Mr. Haider Zaidan, 2nd vice-chair
Mrs. Pamela Best, Secretary
Mr. Joey Legrand, Treasurer
Mr. Scott Bigras, Director
Mr. Callum Burns, Director
Ms. Carol Ann Hartung, Director
Mr. Juan Emanuel Alfonzo Morales, Director
Captain Matthew Lee, CO
Mme. Lynn Sénécal, Squadron Advisor
Regrets
Mrs. Stephanie Case , 1st Vice-chair
Agenda
- Approval of agenda and minutes from previous meeting
- CO’s report
- Old business
- New business
- Chair’s report
- League’s report
- Treasurer’s Report
- Review new actions and update action list
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1 |
Approval of agenda and minutes from previous meeting Approval of the agenda moved by Mr. Caron, seconded by Mr. Legrand Approval of the minutes for August 16th and September 20th moved by Mr. Bigras, seconded by Mr. Burns https://211aircadets.com/index.php/members/ssc-meeting-minutes/august-16th-2023 https://211aircadets.com/index.php/members/ssc-meeting-minutes/october-18th-2023
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2 |
COs report Zone Training Officer : Cpt Desnoyers has replaced Cpt Hurtubise Policy changes: - We have further clarification on the rules where cadets can participate in activities where alcohol is being served. - Public parades: Cadets are not to have rifles (including drill rifles) on public parades; they are to be separated as much as possible from the reserve units during parades Budget updates: End of November will be the first verification of the spent LSAs. If there is money being returned, we can submit for additional funding. We have expended our LSAs for this year (including the building rental). The SSC has agreed that officers can use the savings from cancelling rooms in the school on training nights and redirect those funds to find facilities for other nights. Remembrance Day: Westboro Legion; Community organization in Old Ottawa South would like a flag party (needs staff); Kiwanis has requested a Flag Party for the Remembrance Day dinner. Poppy sales: 28th and 29th two shifts from 10-13 and 13-16 - Carlingwood (2 locations), IKEA, Superstore Duke of Edinburgh: All support for the cadet program for the Duke of Edinburgh program has ended. Unable to negotiate the memorandum. If cadets want to pursue, they will need to find a program provider. Cadet staff can sign for the activities, but provide no funds and cannot organize activities or promote the program Other activities: There will be more regionally-directed activities; visit to a Kingston class minesweeper, RMC St. Jean – events are on weekdays and no transportation provided There will be a drill competition in April
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3 |
Old business : Walk-a-thon on Sunday went well. We had an excellent turnout of cadets and volunteers. Raised approximately $2900 Leaf raking: November 5 from noon to three Cadets can organize themselves into groups of three Announcement to go on website Web hosting fees: Google has agreed to pay our hosting fees. Will save us $600-700 per year. |
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4 |
New business SSC roles and responsibilities
There is mandatory training for SSC members at the start of the year. The Chair and vice chairs attend the CCC meetings with other branches of the cadets (Air/Sea/Army) for the region to discuss common issues and provide opportunities for collaboration. The Annual General Meeting is held every year. Other: Mr. Bigras is looking into purchasing pens for Community Engagement Days. We have three approved Community Engagement Days. Joey Legrand will follow up with Mr. Friedman to see if there can be some opportunities for cadets to fly with the Ottawa Power Squadron. Decision on investing in a tap machine at the next meeting Les Buckley will be a second signatory on the bank account. Solomon Friedman will need to be removed. (Moved by Ms. Best, seconded by Mr. Burns. Approved that Mr. Buckley be added as a signatory)
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5 |
Chair’s report Nothing to report |
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8 |
League report Nothing to report |
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9 |
Treasurer’s Report and Budget Approval (next week meeting) See website for revenues and expenses |
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10 |
Review new actions and update action list Action list updated (see below) |
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Action item |
Owner |
Status |
Date assigned |
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Moved by Callum Burns, Seconded by Scott Bigras Two coffee fundraisers a year. Decision to go with Equator (hampers, best selling coffee, hot chocolate)
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Carol Ann |
Ongoing |
Oct 26/22 |
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Follow up on storage TJ to discuss negotiations for the school rental with the CO (option for non-profit organizations to get free use of school space)
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TJ |
Ongoing |
Sept 16/23 |
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TJ will create a schedule for the Bingo volunteers - Will need a volunteer for Monday - SSC members to indicate when they will be unable to be included in rotation; Callum available as of November, Pamela unavailable after long weekend in May. |
TJ |
Ongoing |
Oct 18/23 |
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TJ to speak to the CO to assign a cadet the responsibility of the book exchange |
TJ |
Ongoing |
Oct 18/23 |
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Mr. Graham's wife has volunteered to help with Effective Speaking practices. Will need to be screened. |
TJ |
Ongoing |
Oct 18/23 |
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Pamela to reach out to SSC members for items to be considered for sale through the canteen. - Will be added to poll |
Pamela |
Ongoing |
Oct 18/23 |
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Looking for the donation of gift cards through community partners ( e.g. Boston Pizza) |
All |
Ongoing |
Oct 18/23 |
September 20, 2023
211 Squadron Sponsorship Committee
MINUTES
Wednesday, September 20, 2023
Attendees
Mr. TJ Caron, Chair
Mrs. Stephanie Case , 1st Vice-chair
Mr. Haider Zaidan, 2nd vice-chair
Mrs. Pamela Best, Secretary
Mr. Joey Legrand, Treasurer
Mr. Juan Emanuel Alfonzo Morales, Director
Mr. Callum Burns, Director
Mr. Jonah Graham
Captain Matthew Lee, CO
Mme. Lynn Sénécal, Squadron Advisor
Mr. Ken Miller, Sponsor
Regrets
Ms. Carol Ann Hartung , Director (regrets)
Mr. Scott Bigras, Director (regrets)
Agenda
- Approval of agenda and minutes from previous meeting
- Sponsor’s report
- CO’s report
- Old business
- Chair’s report
- League’s report
- Treasurer’s Report and Budget Approval
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1 |
Approval of agenda and minutes from previous meeting https://211aircadets.com/index.php/members/ssc-meeting-minutes/august-16th-2023
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2 |
Sponsor’s report Mr. Miller began by congratulating all those who have served with the Committee in previous year (including the Officers) to see that the squadron has survived COVID and all the associated stresses. While many squadors and other cadet units are now smaller, 211 has a number of new recruits Mr. Miller has been involved with cadets for the past 40 years. Squadron started in 1942 by the Kiwanis club. He provided a brief history of the squadron. Mr. Miller underscored the need for a proper liaison between the squadron and the Kiwanis. The Kiwanis, as a service club, raises funds that go back into the community. If anyone is interested in joining the Kiwanis or the Lions they could be supported by Mr. Miller. He also proposed the creation of an Alumni association whose members could include former cadets and staff members. A squadron alumnus, Nigel Franks, has expressed interest in creating such an association. Mr. Miller also suggested that the Sponsor could be a voting member of the SSC, in the event of a tied vote. Action: Advisor to see if the role of the Sponsor could allow for a vote in the case of a tie |
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2 |
CO’s report Captain Lee indicated that there have been no big changes since August. He received confirmation that cadets can take part in activities where alcohol is being serviced provided the appropriate measures are taken. Staff rotations have taken place. We may have a volunteer drill officer. He noted that we have expended all the local support allocation (LSA) for the year. We may be able to submit more come December if all units have not expended their allocation The fundraising list has been sent for approval. We received clarification on community engagement days . For recruits, there were 30 completed registrations last week and there are 10 outstanding forms that have been received. |
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3 |
Old business : Kiwanis contact may be able to use their networks to look at reducing the costs of storage Mr. Miller will follow up with his contacts in the Kiwanis to see if more of the funds from Kiwanis could be directed to the 211 Squadron. Costco Corporate follow up on Community Engagement Events. Costco may donate an item for a raffle/auction or food for events. Action: TJ to discuss negotiations for the school rental with the CO (option for non-profit organizations to get free use of school space) |
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4 |
New business Kiwanis is looking for another volunteer to assist the 1st Monday of the month to answer phones for Bingo. Mr. Zaidan’s wife may have books to donate to the Squadron for exchange among the cadets. TJ will speak to the CO to assign a cadet this responsibility. TJ will create a schedule for the Bingo volunteers and speak to the CO to assign a cadet the responsibility of the book exchange
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5 |
Chair’s report Mr. Zaidan will attend the AGM on Mr. Caron’s behalf on Sept 24th at 10AM The CO has submitted our list of activities to the League for approval including the Walk-a-thon with the Barrhaven Squadron. Mr. Caron will connect with the Chair of the other Squadron SSC Committee. Another fundraising idea was proposed. Mr. Caron’s contact with Kiwanis suggested targeting small businesses in Ottawa to see if they may be willing to have a “round up” fundraiser. |
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8 |
League's report National effective speaking May 4th. Topics posted on the website and are related to the 100th anniversary of the RCAF Need a volunteer from the SSC to help with the practise sessions. 1X a week for a 6-7 week commitment. Mme. Sénécal asked for confirmation that all SSC members had had the opportunity to review the letter from the league Action items: Mr. Graham will follow up for the volunteer to help with practice sessions. Mr. Zaidan will determine the best method to communicate the content of the letter from the league to parents (highlights to bring attention to key items in the letter) |
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9 |
Treasurer’s Report and Budget Approval Historic budgets 2018/19 to 2022/23 presented as context Legion has donated proceeds of poppies ($2 500) and we have $2000 this year Expected fundraising (including Community Engagement Days) expected to be $6000 No expenses budgeted for non-DND supported training activities, with the exception of the hot chocolate house Mr. Miller will follow up with his contacts in the Kiwanis to see if more of the funds from the organization could be directed to the 211 Squadron as their mandate is to support youth organizations Budget will be circulated to SSC members for review prior to sending to Mr. Miller by September 22. |
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10 |
Review new actions and update action list Action list update |
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Action item |
Owner |
Status |
Date assigned |
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Continue investigating coffee fundraiser |
Carol Ann |
Ongoing |
Oct 26/22 |
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Prepare annual report for Kiwanis |
TJ |
Ongoing |
Sept 20/22 |
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Contact Kiwanis to discuss fundraising/funding and tap payment donation system |
TJ |
Complete |
Jan 25/23 |
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Speak to Barrhaven squadron chair re their tag day |
TJ |
Complete |
Apr 26/23 |
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Investigate use of cafeteria door for BBQ |
TJ |
Complete |
Apr 26/23 |
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Look into cake, water/pop for ACR |
TJ/Les |
Complete |
Apr 26/23 |
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Look into Kiwanis grant |
TJ |
Complete |
Apr 26/23 |
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Investigate podium availability for ACR |
Carol Ann |
Complete |
Apr 26/23 |
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Look into purchase of plaques |
Joey |
Complete |
Apr 26/23 |
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Website e-commerce for sweaters and tags (plus add donation) |
Joey |
Complete |
Apr 26/23 |
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Look into trophies |
TJ |
Complete |
Apr 26/23 |
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Give Joey access to website |
Rob |
Complete |
Apr 26/23 |
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Continue work on squadron hoodies |
Carol Ann |
Complete |
Oct 26/22 |
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Continue work on squadron hoodies |
Carol Ann |
Complete |
Oct 26/22 |
September 6th 2023
This information came in recently
Thank you very much. We are looking at the finishing sale our chocolate bar that we still have from last year, we will do 2 bottle runs and looking for corporate donations. We have a goal of 13K.
Since you are in Ontario, have you ever looked at https://fundrive.savers.com/. For the reason of legislation, it is not offered to organizations in Québec.
Johanne Hammond
Trésorière, Comité répondant Escadron 500
| Note that the proposed dates are just me coming up with something to put in the Calander for approval | ||||||||
| Without any money from Kiwanis and the Lyons we are about 14k short for our operating budget | ||||||||
| We are assuming 9k form the Kiwanis and 1k form the Lyons, leaving us 3k short for our operating budget | ||||||||
| Fundraising goal is 6k. | ||||||||
| The SSC does not believe that a year end trip is financial feasible. We would prefer to fund multiple smaller events to ensure more cadets can participate. IF we overreach our fundraising goals the excess can be used to fund a year end trip next year. | ||||||||
| Item # | Description | OPI | Rescores required | Proposed Dates | Will be put in Calander | Locations | Next Step | DND approval required |
| 1 | Set up lemonade stand/food stand at the football practice | TBD | Products | Spring | No | NDH | Reconsider this over the winter | Yes |
| 2 | Bottle Drive a) put out some flyers saying what we plan to do and the Thursday before the recycling comes around, we can pick up and return. B) Set up on a Saturday outside the Beer Store and ask for people to donate their bottles NOTE: I think that we may need to take this money and then have someone or some organization donate it to the Cadets (Les will have more information) |
Les | N/A | 18-Nov 6-Jan 4-May |
Yes | Various | Les to look into Bottle drives with the Lyons TJ to discuss this with the CO to see if he's still comfortable with the arrangements |
Yes |
| 3 | Cadet Sponsorship. I know some parents could potentially sponsor their kid by way of the Donations option on the website? We do not want this to be any kind of fee, so we will just mention to parents that, with the new funding model, all squadrons are struggling. Donations can be made on the website. |
TJ | N/A | 13-Sep | No | NDH | TJ to mention this during the parents meeting on 13 Sept. | No |
| 4 | Advertise the Government of Canada Charitable Workplace Campaign (GCWCC) with donations targeted to 211 Squadron | TBD | N/A | N/A | No | N/A | United Way is a bit of a black hole. TJ will see what information he can get, but we are not hopeful. | No |
| 5 | Bring and Buy online sale - so, we use something like Shopify to put items (gently used or new) up on the website then the cadets could put a bid on for the items and hopefully 'win' them. (Ex. Nerf guns) B Have cadets donate things and then auction them off on our website near Christmas. Donate everything that does not get sold to a charity. We can also solicit vendors who could donate gift cards and we can auction them off, or use them for the Squadron purchases, if required. |
TDB | Website update and products | End of Nov | No | On-line | TJ to talk to CO about Soliciting used products donation from the Cadets. Everyone on the SSC solicit gift card donations from our own communities. |
No |
| 7 | Sponsored walk/run/climb/shooting target practice etc. Alternative – sponsored clean up of shoreline/parkland (for every piece of garbage the cadet would get X cents/dollars) |
TJ | No | TJ to contact 51 and see how/if they got permission to do this. | Yes | |||
| 8 | Raking leaves: Cadets could rake leaves and charge $5 for each bag (or more if we provide the bags) | Pam | Cadets, Rakes leaves bags | 28-Oct | Yes | Various | Pam to look into what neighbourhood to go to. TJ to discuss if the CO approves this. |
Yes |
| 13 | Water bottles for the summer or hot chocolate for the winter and adding a sleeve or label with our 211 squadron | TBD | Products | TBD | No | Various | We agreed this is a good idea, but no firm plan yet. | Yes |
| 14 | Winter toques with 211 squadron logo on it (and other small items) to sell for small profit at the canteen Small items (Keychains, pens…) could be used for "Trinket" Days. |
Callum/Scott | products | Continuous | No | Canteen | TJ to discuss this with the CO. Callum and Scott look into potential products. We maybe put a poll on the website to see what the cadets want. |
No |
| 15 | "Trinket" Days. Use the keychains and other things like possibly pens to offer to sell for a donation (replacement of tag days) | TJ | Products and maybe a tap system | 16-Dec 16 March |
Yes | Various (but including Canadian Tire. | TJ to discuss this with the CO. | Yes |
| 16 | Portraits of cadets to sell to parents. | L2Lt Vin | Photographers, flags | 1 day Maybe at the mess dinner or near the end of the year. | NDH or the Mess | Take portraits of the cadets and have them available for purchase by the parents. | No | |
| 17 | Coffee: Sell for profit to parents etc.. | Carol Ann | Coffee | Before Christmas and before easter | N/A | Take orders for end of Nov and arrange for them to get picked up from Toronto. | No |