Draft minutes: May 29 2024

1  

Approval of agenda and minutes from previous meeting

Motion for the approval of the agenda

Moved by  Callum seconded by Les

Approved

Motion for the approval of the minutes from previous meeting for May 8, 2024

Moved by TJ seconded by Joey

Approved

2 

COs report

Lt. Nick Hayes introduced himself as the new CO taking over command from Cpt. Lee as of July 1 2024.

Communication: CO will attend the SSC meetings. There is a standing item for the COs report on the agenda. If there is a requirement for the military by the committee or vice versa, reach out through the Chair/CO. 

There will be a meeting to discuss fundraising plans for next year to be held in June. The incoming CO will be invited. 

Trophies: will need input from the military on the perpetuity trophies as these take up space in storage and perhaps other options would be acceptable. 

3 

Old business : 

Mess dinner lessons learned:

Next time we will have written cost estimates from all service providers (venue, caterer) with line items (setup/takedown, cost per type of meal, service charges etc.). Issues included unexpected costs for the drinks, meals were not costed per type (e.g. chicken vs. beef) and this led to unexpected increases.

There was no guidance provided to the SSC by the military members, other than two of the cadets. There was no notification that awards were going to be distributed.

Booking the Mess as soon as possible in the year, if available. If not, finding a location that can also cater is desirable. 

Action: TJ to check to see if the NCOs mess is available. Other options would include RCMP Mess, Hyland Golf Course. 

4 

New business

ACR: 

SSC will organize the food and drinks. Suggestion of platters from Costco. Will need vegetarian options and water.   

Action: TJ to order food.

Calendar: update to include both dates (Sat and Sun) and the time the parents are expected in the stands on Sunday. 

Action: Cpt. Lebelle to update the website and newsletter.

PA system and podium. 

Action: Les to pick up both at Fleet Sound on Friday or Saturday.

Action: Pamela to bring the trophies. 

Issues with chair delivery we now only have 119 chairs because we were not able to confirm the dates for delivery. 

Suggestion to communicate with the City Councillor. 

Action: TJ will go back to Howard Darwin arena and Joey will try 311 to see if it can be escalated. Haider will need to be updated tomorrow. 

Action: Cpt. Veilleux to send the program to Pamela, TJ and Joey. Reminder to ensure that a thank you to the Lions and the Kiwanis is included. 

Action: TJ will see if the Kiwanis can present the cheque at the ACR. If yes, add to the program. 

Action: Cadets with perfect attendance will be recognized at the ACR. TJ will order the ribbons from the league and these will be presented at a later time. 

BBQ: Allocation of duties

Action: TJ to source BBQs (Solomon/Haider). Les can provide a truck but BBQs will have to be on their side. 

SSC should start cooking at 5:30. 

Hamburgers, veggies, hot dogs and halal hot dogs to be purchased at Costco. 

Action: Pamela to get tickets to ensure only the cadets and their family members eat. 

Pamela will do logistics and prep veggies. We will need a canopy in case of rain. 

Custodial staff should be invited. Cpt. Lee to speak to the school VP. Will need to put in the request to use the side door for the cafeteria. 

Fundraising:

Suggested donation per household of $100.

5 

Chair’s report

Kiwanis will be issuing a check for $10K. 

We have been reimbursed for the missing items from the school.

8 

League report

Elections will begin at 7:00 PM on June 5th

Estimated cost per cadet is $4K. 

We can ask for a donation per family if they can afford to make a donation. 

Importance of fundraising underscored.

Will need a financial statement from Joey for next week.

TJ will explain the different positions and the roles and responsibilities. 

The next chair will have to attend the AGM in January. There will be a League convention in person in Victoriaville. The chair will receive an email from the League with the dates. The travel should be included in the budget. 

League fees will go up to $75 per cadet. This is more than what DND pays us. 

Service medals to be issued to those outgoing cadets and retiring members of the SSC. 

9 

Treasurer’s Report 

Review of the financial statement for April. 

10 

Review new actions and update action list 

See action items.

11

Elections: June 5, 2024

Action item 

Owner 

Status 

Date assigned 

Follow up with Howard Darwin Arena needed to confirm if chairs can be delivered on Friday.

Confirm with Haider ASAP on Thursday to confirm booking. 

If not, look at plan B (bleachers)

Address: Howard Darwin Arena, 1765 Merivale Road, Ottawa

TJ/Joey

Ongoing. Needs confirmation of delivery times

May  29

Cpt. Lee will provide the list for the trophy plates by the weekend.  

Cpt. Lee

Complete

March 20

Cpt. Veilleux to provide an electronic version of the pamphlet SSC will look after the printing.

Cpt. Veuilleux

Complete

April 24

Contact admin to obtain list of cadets with (near) perfect attendance

Cpt. Lee

Complete

March 20

Follow up on receipts from walk-a-thon Joey will issue receipts for those donations through the website

TJ/Joey

TJ to compile the list of those who donated to the walk-a-thon

May 8

Coffee fundraiser: Pamela to send text for announcement. Joey to enable the website. The fundraiser will go until May 22, pick up on the 29th. 

(TJ will send to the Kiwanis) 

Pamela

Complete

March 20

Fill out the CPQVO 122 departure form

TJ

Ongoing

March 20

Pamela, Callum, Carol Ann and TJ to explore locations for Mess Dinner; pursuing options with the Legion

Pamela, Callum, TJ

Complete

Jan 21/24

Looking at options for the silent auction of items donated by Callum and MEC. 

Callum/

Joey

Ongoing

Dec 20/23

TJ will create a schedule for the Bingo volunteers

- SSC members to indicate when they will be unable to be included in rotation; Haider will do May 27 and one Monday in June. 

TJ

Complete

Oct 18/23

Explore https://www.tuckgear.ca/ for sales of Squadron-branded items

Pamela

NA

Feb 21/23