C & E Branch Fund Constitution
Branch Fund Constitution
Aim
The aim of the All Ranks Communications and Electronics (C&E) Branch Fund Constitution is to provide a structure for the administration of C&E Branch Fund.
Objectives
The objectives of the All Ranks Communications and Electronics Branch Fund (hereafter referred to as the Branch Fund) are to provide support for Branch activities namely:
- Activities related to promoting Branch identity,
cohesiveness, goodwill, morale and belonging such as but not
limited to:
- supporting Branch activities by assisting in defraying costs of Branch functions; and
- supporting Unit activities by assisting in defraying costs of special Unit functions.
- Awards related to promoting Branch identity, cohesiveness,
goodwill, morale and belonging such as but not limited to:
- sponsoring trophies or other awards in recognition of Branch associated sports events; and
- sponsoring exceptional Branch related initiatives.
- Awards enhancing professional excellence and learning within
the Branch such as but not limited to:
- sponsoring of awards for essays selected for the publication in the C & E Newsletter and other publications;
- sponsoring of awards in recognition of academic achievement of Branch members; and
- sponsoring the Branch Education Bursary.
- Amenities related to promoting Branch identity,
cohesiveness, goodwill, morale and belonging that provide
comfort and/or convenience such as but not limited to:
- providing amenities to Branch members and/or their families when recovering from injury or illness; and
- providing appropriate remembrance to the family on the occasion of the death of a serving Branch member.
- Memorabilia promoting the Branch such as but not limited to:
- flags;
- pins, stickers, pocket note pads, etc;
- pictures of the Branch Executive.
- Recognition of Branch members such as but not limited to:
- Branch Retirement Certificates upon honourable release; and
- Appropriate remembrance on the occasion of the death of non serving Branch member.
Authority
The All Ranks Communications and Electronics Branch Fund is established under the provision of CFAO 27-8 and the Memorandum of Understanding (MOU) between the Branch Advisor and the Chairman of Board of Directors of the Military C&E Museum foundation. The Branch Fund is administered by the C&E Branch Advisor through the C&E Branch Committee which will be located in the C&E Branch Office.
Organization
The Branch Fund will be administered by the C & E Branch Committee and will be composed of at least the following members but not limited to:
- Chairperson appointment by the Branch Advisor (normally the Branch CWO);
- Treasurer appointed by the Branch Advisor (normally the Branch Secretariat); and
- Secretary appointed by the Branch Fund Chairperson (normally the Branch Chief Clerk).
If the Branch Fund Committee workload is such that the Branch Fund Committee requires assistance in fulfilling their terms of reference, the Chairperson or the Branch Advisor can appoint additional members to the Branch Fund Committee. Terms of Reference for the Branch Fund Committee are listed at Annex A to this Constitution.
Membership
The membership is voluntary and open to all active or retired Regular Force of Primary Reserve Forces members of the C&E Branch and in accordance with the MOU listed at Annex B to this Constitution. Members will receive a membership card and a Branch Coin.
Revenue
The revenue is provided by members through the C & E Museum Foundation in accordance to the MOU listed at the Annex B to this Constitution.
Guidelines for Branch Fund Request
All requests for Branch Funds will include at least the following information:
- Unit and OPI;
- What is being requested (i.e. amount, flags, trophies, award, etc) and for what purpose (i.e. name of person or event) (no longer than one sentence);
- Date of event;
- How does the request met the Branch Fund Objectives (no longer than one paragraph);
- Amount of personnel benefiting from request; and
- Confirmation from the OPI that the request is endorsed by the unit CO or the Unit RSM/SSM.
Guideline for Disburesement of Funds
The following is the guidelines for the maximum amount of disbursement of funds that can be authorized by the Branch Fund Committee:
- Unit activity – Maximum of $200 depending on the amount of personnel benefiting from the request;
- Awards promoting Branch identity – Maximum of $100 dollars;
- Awards enhancing professional excellence as follows:
- Branch Education Bursary – Maximum of $1000;
- Clement Writing Award – Maximum of $650; and
- Others awards in recognition of academic achievement of Branch members – Maximum of $250.
- Amenities – Maximum of $100.
Branch Fund Committee can requests additional funds, if deemed appropriate, from the Branch Advisory Committee. Funds will be normally disbursed prior to the event.
JJRJ Gendron
Colonel
C&E Branch Advisor
Branch Fund Constitution - Annex A
Terms of Reference for Chairperson of the Branch Fund Committee
- The Chairperson is accountable for the overall efficient operations of the Branch Fund and is responsible to the Branch Advisor.
- The Chairperson is responsible for:
- Ensuring that the Branch Fund Committee adheres to all appropriate rules and regulations referred to in this constitution;
- Promoting the Branch Fund to all C&E Branch potential members through visits, presentations and any other means;
- Ensuring that the Branch Fund Constitution is updated and published and propose any amendment to the Branch Advisor for approval;
- Submitting a budget annually for the approval of the Branch Advisor;
- Ensuring that the funds are disbursed in accordance to the Branch objectives of the constitution;
- Submitting any expense which was not originally forecasted in the budget for the Branch Advisor approval;
- Reporting the Branch Fund activities report to the Branch Advisor yearly or as requested; and
- Fulfilling any other tasks as directed by the Branch Advisor.
Terms of Reference for Treasurer of the Branch Fund Committee
- The treasurer is responsible for proper accountability of the Branch Fund monies.
- The treasurer is responsible for:
- Receiving revenues pertaining to the Branch Fund. Revenues will mainly be grants or donations but could be in any other form;
- Maintaining a bank account and depositing monies;
- Issuing letters and cheques as authorized by the Branch Fund Committee or Branch Advisor;
- Providing a monthly statement of revenues and expenses;
- Balancing issued cheques with bank statement;
- Keeping a records all submitted requests, issued cheques and letters; and
- Preparing, with the Chairperson, the Annual Branch Fund Budget.
Terms of Reference for Secretary of the Branch Fund Committee
- The Branch Fund Secretary is responsible for maintaining an up to date file of all Branch Fund Members.
- The Branch Fund Secretary is responsible for:
- Maintaining an up to date list of the Branch Fund members;
- Providing information on the membership when requested by the Chairperson or the Branch Advisor;
- Drafting thank letters to include membership cards and coins to newly paying Branch Fund members for the Chairperson signature;
- Publishing updated Constitution;
- Publishing and updating a monthly list of Branch Fund members on the C&E Web site;
- Maintaining all Branch Fund files in order; and
- Fulfilling any other tasks as directed by the Chairperson.
