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FOREWORD 1. The CFB Halifax Officers' Mess Constitution and By-Laws have been authorized and approved by the CFB Halifax Base Commander, MARLANT Halifax.
January 2010
CONSTITUTION AND BY-LAWS
RECORD OF AMENDMENT
TABLE OF CONTENTS
PART I – CONSTITUTION
PART II - BY-LAWS
PART I - CONSTITUTION Name
1. The name of the institute is the Officers' Mess, Canadian Forces Base Halifax, hereinafter referred to as the Mess. The Mess includes the Wardroom, and the Officers' Mess at R.A. Park.
Authority
2. The Mess is established under the authority of QR&O 27.01. It shall be operated in accordance with the references, any other regulations and orders that may from time to time apply, and this constitution and the by-laws.
Purpose
3. The Mess shall be operated for the purpose of providing services and amenities to members. The Mess shall receive and account for all allowances and donations, including those of property, which apply to it.
4. It is considered that the Mess, as a function of a Fleet Establishment supporting the Formation Headquarters, Integral and Lodger Units and the Fleet, has a vital role in the fostering of Service customs and traditions, and therefore, wherever feasible, usage and practices in the Mess will follow these.
Constitution and By-Laws
5. The constitution outlines the authorized principles under which the Mess is formed and governed.
6. The by-laws amplify the constitution.
Membership
7. The membership of the Mess shall consist of Ordinary, Associate and Honorary members.
8. The following persons are Ordinary members of the Mess:
a. all officers of the Canadian Regular and Primary Reserve Force in the greater Halifax Dartmouth area who are borne on the establishment of Halifax or its Integral or Lodger units in the area, or who are serving at Halifax on temporary or attached duty in excess of 14 days;
b. officers of the Armed Forces of other countries who are on exchange with or on loan to the Canadian Forces, and who are employed at Halifax or one of its Integral or Lodger units;
c. Officer Cadets of the ROTP/UTPNCM/DOTP/METP/MOTP/etc attending university in the vicinity during their academic year; and
d. officers of the Cadet Instructors' Cadre of directly sponsored cadet units of CFB Halifax, upon application.
9. Associate members of the Mess may comprise the following categories:
a. Retired Military
(1) officers honourably released from the Regular Force who are entitled to an immediate or deferred annuity, or
(2) officers honourably released from the Primary Reserve and who have accumulated 12 years of service.
b. Working
(1) DND civilian employees of officer status who are employed at CFB Halifax or one of its Integral or Lodger Units;
(2) teachers, supervisors, inspectors and administrators employed in civilian schools sponsored by DND and associated with the base;
(3) other civilians similarly employed at or in association with CFB Halifax of one of its Integral or Lodger units; and
(4) officers of the Supplementary List, Cadet Instructor Cadre, the Canadian Rangers, or the Royal Canadian Mounted Police.
c. *AMENDMENT OCTOBER 08* Social
(1) Gentlemen and ladies reflecting various business and professional interests in the area who may be nominated and accepted for a period of one year at a time beginning on the 1 Jan CY.
d. *AMENDMENT OCTOBER 08* Corporate
(1) Corporations within the Halifax area may apply for membership to CFB Halifax Officer's Mess for membership for four members of their corporation. Memberships will be nominated and accepted for a period of one year beginning on the 1 Jan CY. The cost per person will be the same rate as that of a regular membership.
e. *AMENDMENT MAY 08* Surviving Partners of Deceased Ordinary and Associate Members
(1) Surviving partners of deceased Ordinary and Associate members may, if they choose, continue their association with the CFB Halifax Officers' Mess via paid membership in the Mess as an Associate Member.
10. *AMENDMENT OCTOBER 08* Fees
a. Associate fees are at the same rate as a regular membership and payment is required in full on 1 Jan CY. If no payment is received before the 1 Mar CY, the membership shall be revoked. Fees will be pro-rated for those who join after 1 Jan CY.
11. Honorary members comprise the following:
a. officers of the Canadian Regular Force and Primary Reserve who are serving in ships and other units in Canada;
b. visiting Regular Force officers of the Armed Forces of other nations; and
c. certain distinguished persons who hold particular office in government and in service associations recognized by the Mess.
Finances
12. The Mess is an independent financial entity exclusive of the Base Fund.
13. Sources of revenue for the Mess include:
a. Mess dues;
b. bar profits;
c. receipts from entertainment tickets;
d. gifts and bequests; and
e. miscellaneous revenue.
14. The funds of the Mess will be expended in accordance with an annual budget and the by-laws.
15. The CFB Halifax Base Commander may order that the Mess pay to the Base Fund a levy in the form of percentage of gross bar sales in order to support the activities of the Base Fund in accordance with NPF regulations and orders.
Entertainment Policy
16. Annually, at the General Mess Meeting immediately preceding the beginning of the new NPF fiscal year, the Mess Committee will present an outline of entertainment events using Mess funds for the coming fiscal year for approval in principle by the membership.
17. The effect of entertainment on living-in members is to be considered in the planning; and conflicts between schedules is to be minimized, but if such exists, priority for the use of the Mess will be given in the following order:
a. Formation functions;
b. Base functions;
c. Mess functions; and
d. Private entertainment.
18. Within reason, the Mess should not be liable to criticism by being seen to be in competition with commercial establishments in the area because of the use of the Mess by out-of-service groups.
19. The CFB Halifax Base Commander may, at his/her discretion through the PMC, authorize the use of the Mess by out-of-service groups in order to meet public social obligations, or to the benefit of community relations.
20. Individual Mess members may be permitted to sponsor certain functions for out-of-service groups on a personal entertainment basis.
21. The Mess will not be made available to any out-of-service organizations or individuals solely for the purposes of supplementing Mess funds, without prior approval of the Executive Committee.
Mess President
22. The President of the Mess Committee shall be a secondary duty of the Formation Administration Officer, or any other Commander as designated by the CFB Halifax Base Commander.
23. He/She oversees the operation of the Mess and acts as an advisor to the Commander of CFB Halifax on mess matters.
Mess Committee
24. The Mess shall be administered by the Mess President and a Mess Committee comprising members appointed by the CFB Halifax Base Commander, or elected by and from the ordinary membership of the Mess at a General Mess Meeting.
25. Vice-President (Army)/RA Park PMC and the Mess Secretary will be appointed, and at least six members will be elected to carry out the duties as specified in the by-laws. The Vice PMC (Army) will act as PMC RA Park and execute functional control of this facility on behalf of the CFB Halifax Base Commander through the Officers' Mess PMC.
26. The following officers will serve with the mess committee in an ex-officio status:
a. the Formation Hospitality Officer or his/her representative;
b. the Formation Food Services Officer or his/her representative;
c. the Messes and Institutes Officer; and
d. a representative from the Formation Construction Engineering Section
27. Sub-committees may be formed for specific reasons, under the chairmanship of a member of the Mess committee, with membership coming from the membership at large. (Two permanent Sub-Committees, the Entertainment Sub-Committee and the RA Park Sub-Committee, are hereby established to manage the affairs of the Mess. These Sub-Committees will execute functional control of the Mess/functions on behalf the PMC.)
Mess Manager
28. The Mess Manager is concerned with the planning for and the effective functioning of the day-to-day operations of the Mess.
29. The Mess Manager will serve with the Mess Committee in an advisory capacity.
Meetings
30. General Mess Meetings will be held immediately preceding the beginning of the new NPF fiscal year, and at least one other occasion each year.
31. General Mess Meetings are called to consider:
a. constitutional changes;
b. the budget and other financial matters;
c. the election of members to the Mess Committee;
d. proposed Mess activities; and
e. any appropriate business (i.e., yearly approval of Honorary memberships, write offs).
32. An Extraordinary General Mess Meeting may be called at any time by the CFB Halifax Base Commander, the President or by the President on application in writing of 10 % of the ordinary members to deal with a specific matter; normally of an urgent nature.
33. Mess Committee meetings will be held as required to consider:
a. amendments to by-laws;
b. the budget and other financial matters;
c. proposals for capital expenditure;
d. Mess activities;
e. matters concerning the operation of the Mess; and
f. any appropriate business.
34. Sub-Committees will meet as required to deal with specific matters in detail.
Amendments to Constitution and By-Laws
35. Proposals to amend the constitutions and by-laws are to be made in writing to the President.
36. A proposed amendment to the Constitution will be published on the Mess notice boards for at least 14 days, and then, after receiving additional input, and study by the Mess Committee, will be presented for consideration at the next General Mess Meeting.
37. A proposed amendment to the by-laws will be considered by the Mess Committee, and if approved, will be promulgated to the general membership.
PART II - BY-LAWS
General
1. The By-Laws amplify the principles and policy given in the Constitution, and set forth additional regulations for the Mess, to ensure the membership an effective and desirable Mess operation.
2. All service regulations are to be observed with respect to the use of the Mess and the conduct of members.
3. Each member is responsible to ensure the propriety of conduct and the observation of the requirements of good fellowship. The senior officer present has a particular responsibility for the close observance of regulations in the Mess.
4. The President may restrict the privileges of any Mess member for misconduct or infraction of any order or regulation with respect to Mess life. He will report such restrictions to the member's Commanding Officer and the CFB Halifax Base Commander.
Dress
5. It is intended that the standard of dress be at a higher level than normal society considers adequate. Accordingly, regulations concerning the standards of uniform and civilian dress, and the occasions for their wear, laid down by the Mess President, are to be implicitly followed by members and their guests.
6. Periodically, these Dress Regulations will be promulgated to all members, as well as being posted on notice boards.
Membership
7. Associate Members will be provided with an annual mess membership card (Calendar Year) and may be required, from time to time, to use it to identify themselves as members. The membership card is only valid for the year of issue. Officers, regular or reserve, will not be issued a mess card but may be requested to present a valid Identification Card.
8. Where feasible, lists of members shall be maintained by the Mess office and be made available to members on request.
9. Each ordinary member is required to complete an IN and OUT routine according to Base procedures and, in addition, each member is to keep the Mess office and/or accommodation desk informed of any change of status such as:
a. temporary absence;
b. change of address;
c. change in rank;
d. change in office location; and
e. change in home or office telephone.
10. The following officers are not required to become members of the mess:
a. officers attached-posted or on temporary duty, exceeding 14 days, from ships in Halifax Harbour when they are still required for duty aboard their parent ships;
b. officers attach-posted from ships in zero-manned refit, whether it is taking place in Halifax or not; and
c. officers on TD to the Halifax area for less than 14 days.
11. Transfer of Mess membership in accordance with paragraph 6 of CFAO 27-1 is discouraged, and will normally not be permitted.
12. Ordinary members shall exercise sole control over Mess operations and shall enjoy all privileges of the Mess. They are eligible to serve on the Mess Committee and to attend and vote at General Mess Meetings.
13. Associate members shall be accorded the privilege of the Mess, and may be afforded the invitation to serve on the Mess Committee. They may assist sub-committees, and attend General Mess Meetings, but will have no vote.
14. The maximum number of associate members may be set from time to time by the Mess Committee. Associate membership is by application only. Applications will be processed by the Mess office and the Mess Secretary. RA Park PMC may approve temporary associate membership. Effective 01 Apr 01, Officers who retire from the Canadian Forces in the Halifax area, will be offered a 6 months free membership to the CFB Halifax Officers’ Mess. This will be processed by the Mess Accounts Office as members retire and clear out of the mess.
15. Social and Corporate associate members are admitted for a term not exceeding one year (without prejudice to renewal thereof for further one year terms), and are to be sponsored by an ordinary member. When an application is received by the Mess Secretary, it shall be passed to the President, who may grant a temporary associate membership. Temporary associate membership is valid until the next General Mess Meeting at which time applicants are accepted by majority vote. All new memberships will be posted on the Mess Bulletin Board for 10 days prior to the General Mess Meeting. Objections to new Associate Members must be made in writing to the PMC.
16. The maximum number of honorary members may be set from time to time by the Mess Committee. Honourary members shall be accorded the privileges of the Mess, but shall not serve the Mess in any capacity, nor attend it's meetings.
17. Annually, at the General Mess Meeting immediately preceding the beginning of the new NPF fiscal year, the President will recommend, for approval of the membership, the names of those persons considered desirable as honorary members in accordance with Article 10 of the Constitution.
Mess Dues
18. All Regular Force officers shall pay mess dues via Pay Allotment, and are responsible for ensuring monthly dues are paid. Reserve Force officers shall pay mess dues via Pay Allotment, personal cheque, or cash.
19. Mess dues include an assessment for entertainment, for the gift fund and for general mess operations.
20. Mess dues will be established by the Mess Committee and approved at a General Mess Meeting. The rate of subscription may vary between membership categories.
21. The amount of dues for Officer Cadets will be in accordance with NPF regulations and orders.
Finances
22. A budget shall be prepared which indicates monthly the estimated revenues from each source and expenditures for each operation of the Mess. It shall be presented to the membership at the first General Mess Meeting immediately preceding the new NPF fiscal year and receive approval. Significant deviations from the budget are to be tabled, explained and accepted at subsequent General Mess Meetings.
23. Income shall be monitored and expenditures shall be controlled in accordance with the budget, and to this end the Mess Treasurer shall inform the Mess Committee monthly of progress in this matter, by comparing actual figures to the budgeted figures, and make appropriate recommendations.
24. All private functions will be assessed a surcharge, as determined by the Mess Committee, over the cost billed to the host/sponsor. This fee will accrue to Private Functions and is designed to offset the wear and tear on the furniture and effects of the mess. Applications for waiver of surcharge, for functions attended primarily by Mess members, may be made by the OPI to the President, through the Mess Manager.
25. Profits from bar operations shall accrue to the Mess. The bars shall be self-supporting.
26. Income from an entertainment function, with the exception of bar profits, shall be used to defray the cost of that function.
27. Monetary gifts, bequests and miscellaneous revenue shall accrue to the mess, unless a gift or bequest includes specific instructions as to the desired use of the monies.
28. Floats and petty cash funds may be established at various Mess outlets and offices in accordance with current regulations and the approval of the Mess Committee.
29. The expenditure of Mess funds for a new Mess facility, the modification or enlargement of an existing facility beyond normal maintenance, or the purchase of fixed assets for replacement or addition shall be in accordance with CFP 110 (3) Chap 3. Approving authorities are to be in accordance with CFAO 2-12.
30. The Executive Mess Committee may expend up to $5,000.00 for any item of a capital or non-recurring nature outside the budget.
31. The President may spend up to $500.00 for any item of a capital or general expense item of a non-recurring nature required for the effective operation of the Mess.
32. The Mess Manager may spend up to $250.00 for any miscellaneous or general expense item of a non-recurring nature required for the effective operation of the Mess.
TESTIMONIAL FUND 33. A Testimonial Fund is established to draw upon the Gift Fund for the benefit of the members of the Mess to provide appropriate recognition of retirements, postings, family grief, and hospitalization. Only Ordinary Members are expected to contribute towards the purchase of departure gifts on posting of Ordinary Members. 34. The PMC or the Mess Manager may authorize expenditures from the fund up to, but not exceeding, the amounts shown below:
a. $100 plus HST as a token of sympathy in the event of the death of a Member. This may be a floral tribute or an equivalent charitable donation, in accordance with the desires of the late member's family. This may include the Army at the Citadel Museum, Maritime Command Museum, CNMT Sackville and the Airforce Museum. Local charities – Cancer, Heart and Stroke, GCWCC, etc;
b. $100 plus HST for the purchase of a retirement gift for an Ordinary Member retiring with not less than 20 years of service with the Canadian Forces and who has been a Member of the Mess for at least 24 months. In addition as a retirement gift, all mess members with eligible time requirement are given 6 months free membership as an associate member effective the date of retirement.
c. $75 plus HST for the purchase of a memento for each Ordinary Member departing on posting who has been a Member of the Mess for at least 24 months;
d. $150 plus HST for the purchase of a memento for a departing PMC and VPMC. This shall be in addition to any amount authorized above for either a retirement gift or a posting gift;
e. $300 plus HST for the purchase of a gift for a departing Commander, MARLANT or $150 for the Base Commander or LFAA Commander, or as part of a larger gift in conjunction with the other Messes. This shall be in addition to any amount authorized above for either a retirement gift or a posting gift;
f. $150 plus HST for the purchase of a gift, or as part of a larger gift in conjunction with the other Messes, upon the retirement or posting of the Formation Chief; Base Chief and LFAA Chief;
g. $50 plus HST token of congratulations to be given to a member on the birth/adoption of a child in the form of a baby hamper, gift certificate or the wishes of the member; and
h. the Mess Committee may expend an amount not to exceed 50.00 from the Gift Fund to send flowers (or to purchase necessary amenities) to an Associated Member who is admitted to the hospital for more than 48 Hours. 35. Posting gifts will consist of a range of products approved from time to time by the Mess Committee. These gifts will be available in the Mess office and may include prints, mugs, books, or plaques. Due to the size of the Mess membership, normally the presentation of these gifts will be the responsibility of the Mess Member's unit or section. Over time the Mess may amend the amounts to be expended from the Gift Fund for testimonials provided that amount be approved and set by the Mess Committee. 36. Expenditures for retirement gifts may be for any item, portion thereof or reimbursement up to the authorized amount. Normally the selection and presentation of gifts will be organized by the member's unit, taking into account the members desires. When feasible or appropriate, this gift will be presented at a special, or already planned. Mess function, in order to encompass the widest possible recognition by Mess Members. Payment will be made by the Mess Office on presentation of a receipt and appropriate information denoting the officer to whom the gift is being presented.
Personal Cheques/INTERAC Withdrawals
37. Personal cheques/INTERAC Withdrawals, to the maximum of $40.00 per day, may be cashed at the bar by any member or serving officer whom is suitably identified. Care is to be taken that cheques are not dishonoured for any reason.
Mess Property
38. All public and non-public property of the Mess is to be maintained and accounted for in accordance with current regulations.
39. The Queen's Colours and/or Regimental Colours, certain trophies, artefacts and valuable items of art; silver and crystal are to receive particular attention. Special arrangements are to be made by the Mess Manager concerning their display, use and maintenance, and security.
40. As a general rule, Mess property is not to be removed from the Mess. China, glassware and candelabras, however, which are the property of the Mess, may be loaned to members on the authority of the Mess Manager, provided it is not otherwise required for Mess use. Requests to borrow decorative Mess property or other items are to be referred to the President.
41. The cost of repairs to or replacement of Mess property will be charged as follows:
a. to the Mess, if the loss or damage is due to an accidental act of a member or member's guest;
b. to a member, if the loss or damage is due to a wilful or negligent act by the member or the member's guest; or
c. to the unit, if the loss or damage occurred while in their possession.
Entertainment
42. Bookings for Formation/Area functions will normally be directed by the appropriate authority in so far as time and place are concerned. The Mess Entertainment Committee will make bookings for Mess functions. Bookings for private functions may be arranged through the Mess Manager or the Function Co-ordinator, after which the President is to be consulted for approval.
43. An entertainment bulletin containing information about scheduled functions will be distributed to all members at regular intervals.
44. Command functions are those for which the host is the Commander, Maritime Forces Atlantic, Land Forces Atlantic Area, or their representative. A Command function is an official function, and for such service staff are on duty, overtime charges for civilian staff are to be paid by the Crown, and any service band will perform without charge. An entertainment grant may be paid in accordance with DAOD 1017-1 with the remaining costs, other than above, being borne by the Commander's Entertainment Fund, the hosts present, or by being shared among messes in accordance with MARCORD 61-4, or by any combination of these.
45. Formation Halifax functions are those for which the host is the CFB Halifax Base Commander or his/her representative. A Formation/Area function is an official function, and for such service staff are on duty, overtime charges for civilian staff are paid by the Crown, and any service band performs without charge. An entertainment grant may be paid in accordance with DAOD 1017-1, with the remaining cost being borne by the Mess from entertainment funds, and/or by those members present.
46. Mess functions are those organized and operated by the Mess Entertainment Committee. The cost of a Mess function is borne by Mess entertainment funds and, if required, by those members present. Such a function is open to ordinary and associate members and their guests, with the only limitation being space available.
47. The functions known as "Weepers", "TGIF", "Happy Hours", “BBQs”, “Gratis Growlies” and "Super-Weepers" are of particular significance to members alone, and therefore should not be used as vehicles for the entertainment of friends and relations. Members who wish to invite family and/or friends may do so for a nominal fee, for a limited number of these events (ie, Superweepers, Pub Nights, TGIF or Weepers). Private Functions
48. Private functions are those for which the host is normally an ordinary or associate member of the Mess, but not to the exclusion of an honorary member using the Mess for such an event. The total cost of a private function is the responsibility of the person organizing it, although the Mess may undertake to collect the cost shares of those attending from those who are members, if considered appropriate. 100% payment in advance is required 14 days prior to the function. Members shall apply for approval to hold private functions to the President through the Mess Manager.
49. Mess facilities are available to the general mess membership should they wish to sponsor a private function. The following guidelines will be adhered to when members are booking a private function at the Officers’ Mess:
a. between 6 months and 12 months (from day of booking) – members may book the facilities for a function involving the member and/or their immediate family only (ie, spouse, children, mother, father, brother, sister);
b. between 0 and 6 months (from day of booking) – members may book the facilities for any kind of private function, provided they are present for the function (does not necessarily involve immediate family, could be for a neighbour or friend); and
c. beyond 12 months (from day of booking) – tentative bookings only will be taken during this time. Member’s bookings may be subject to bumping based on nature of the function (i.e., a member holding a function for immediate family may bump a member holding a function for a neighbour).
Note: A few examples to illustrate these guidelines: A member goes to the mess today (let’s say it’s 15 Jan 01) and wants to book a wedding for his daughter on 15 Aug 01. Because it is between 6 & 12 months from date of booking, and no other member has booked a function for his/her immediate family, the member will be booked. If however, he/she wants to book the wedding for 15 Jun 01, the only way he/she will receive the booking is if there is an opening on that day. If the day has already been booked by someone wanting to hold a function for his/her neighbour, then this is a confirmed booking and it can’t be bumped (it’s between 0 & 6 months from date of booking). Another example to help describe the booking process: A member wants to book a wedding for his/her niece for let’s say 20 Apr 02. His/Her name is pencilled into the calendar (tentative booking only). As the months tick away, it becomes closer to the confirmed booking day. On 15 May 01, a member goes to the mess to book a wedding for his/her son and selects the 20 Apr 02. In this case, the first member will be bumped, as the second member is between 6 & 12 months of booking and is booking for his/her immediate family (not for a niece).
50. In all cases of preparing for and organizing a function, the person responsible should discuss with the Function Co-ordinator to ensure that the desired requirements can be met, and that cost estimates are clear and understood.
Bar Operations
51. The provisions of the Nova Scotia Liquor Control Act and its regulations are to be followed. Insofar as bar areas are concerned, the provisions of the Nova Scotia Liquor Control Act are to be observed, in that persons less than 19 years of age are not permitted to be served alcohol.
52. The times, during which the bar may be open, as approved by the CFB Halifax Base Commander, will be posted, as well as being recorded in the monthly entertainment bulletin. The bar may be kept open beyond the normal closing time on the authority of the CFB Halifax Base Commander, the President, a Vice-President or the Entertainment Chairman.
53. Sales at cost price are normally made only to Command, Formation/Area, Base and Mess entertainment functions, but the President, at his discretion may allow sales at an adjusted selling price to specific private entertainment functions. All other bar sales are made at selling price.
54. The Executive Mess Committee, within a gross trading profit, expressed as a percentage, shall approve the selling price of each commodity sold by the bar. A current price list is to be available, and an abbreviated price list posted.
55. Intoxicants shall not be served, exchanged or given to any individual not a member of the Mess, except to guests of members for their consumption in the Mess, and when customary, to Mess staff.
56. All purchases at the bar will be by cash, except as specified in para 59.
57. There shall be only bar cards maintained to record sales on credit for Mess guests. It should be infrequently used, as most guests will be those of individual members. The President, CFB Halifax Base Commander, or an authorized representative may authorize its use.
58. A small bar stock shall be maintained separately, and replenished as necessary, for use in the Pullen Suite. The Mess Manager is to ensure adequate control of the bar stock.
Food Services
59. Normal food services in the Dining Room are available to all members in accordance with current regulations, at the times posted, and at charges determined by the Formation Hospitality Services Officer, in agreement with the Mess Committee, for those not on ration strength.
60. Authority to receive a meal is via a ration card, casual meal chit, cash or meal ticket. Dining room staff has instructions not to serve those who do not produce proper authorization.
61. Sandwich bars will be operated at the Wardroom at the lunch hour for all members at charges determined by the Base Food Services Officer, in agreement with the Mess Committee, for those not on ration strength.
62. There is normally no objection to members having a guest in the dining room during the week, provided the Chief Cook is given adequate notice.
63. All food services are provided on a non-profit basis, except for the Replacement and Repair charge with respect to entertainment functions.
Executive Mess Committee
64. The President, appointed by the CFB Halifax Base Commander, will be a Naval officer and will normally be the Formation Administration Officer.
65. It is customary that the Vice PMC be of Army background and will be nominated/selected by the Commander Land Force Atlantic Area. He/She will assume the appointment of RA Park PMC. The appointment is subject to the CFB Halifax Base Commander's approval.
66. The President will appoint a Mess Secretary and will normally be the Assistant CSO.
67. The elected members of the Mess Committee shall have general responsibility as follows:
a. Chairman of the Entertainment Sub-Committee;
b. Treasurer;
c. Representative of the living-in members;
d. Sports and games co-ordinator; and
e. Members at large, without specific areas of interest.
Note: Terms of reference for each member of the Mess Committee will be assigned by the PMC.
68. The normal length of service for all elected members is one year, unless a posting precludes this. Members may be re-elected. If a vacancy occurs, the President shall appoint a provisional member, whose selection may be confirmed at the next General Mess Meeting.
69. No member of the Mess shall receive any remuneration, whether in cash, in services or in kind, as a result of their appointment or election to the Mess Committee or a sub-committee.
70. Notwithstanding the above, no one should be "out of pocket" as a result of work or purchases on behalf of the Mess. To this end, any member, including members of the Mess Committee and subcommittees, may be reimbursed for actual and reasonable expenses incurred as result of performing an authorized Mess duty, on presentation of a statement to the Mess Manager. The President will review such statements, and may request an accounting from such a member.
Mess Manager and Staff
71. As the Mess Manager, whose terms of reference are appended, is the focus of all day-to-day operations, and members should deal with the Mess Manager concerning any matter affecting normal mess activities.
72. An Assistant Mess Manager is established to oversee the day-to-day activities at RA Park under the direction of the Officers’ Mess Manager.
73. Additional civilian personnel may be hired at the Mess as required, and in accordance with current regulations.
74. Within this framework, and recognising the particular authority of the Formation Administration Officer, it is intended that the Mess Manager act as the on scene co-ordinating authority with respect to employee practices, to ensure that effective service is provided to members.
Meetings
75. The order of business at General Mess and Mess Committee meetings should follow this agenda:
a. call to order;
b. reading/tabling and approval of minutes;
c. report by the President(s);
d. reports by:
(1) Mess Secretary;
(2) Treasurer;
(3) Entertainment Chairperson;
(4) Housing Officer;
(5) Living-In Member;
(6) Sports Co-ordinator;
(7) Bar Officer;
(8) VPMC (RA Park); and
(9) Special sub-committees (if any).
e. old business;
f. new business; and
g. adjournment.
Note: The President may adjust the order of items. The reports by committee members should summarize the present position. The budget, elections, nominations for Honorary membership, etc. are properly treated under New Business.
76. A quorum for a General Mess Meeting may be declared at the discretion of the President provided that the normal notification of a meeting was provided.
77. The Mess Secretary shall publish, at least two weeks prior, notice of a General Mess Meeting, and an invitation to members to submit items for discussion. The approved agenda will be published at least two days before the meeting.
78. Procedures for the conduct of meetings, including motions, nominations and voting, are contained in detail in CFP 262.
Mess Dinner Procedures
79. While the general procedure for a Mess dinner is given in CFP 262, chapter 5, it is the intention that Mess dinners held in the Wardroom, would normally be conducted in accordance with naval custom. Those Naval dinners held at R.A. Park may be conducted in a similar manner or in accordance with the guidelines. Mess Dinners conducted by Army Officers shall be conducted in accordance with appropriate Regimental fashion.
Mixed Rank Functions
80. The Mess President is to be consulted for all functions. Guests
81. Each member has a duty to make guests welcome, and particularly to assist in ensuring that guests of the Mess are suitably attended.
82. Members may entertain guests in the Mess and at functions at their own expense subject to any restriction on numbers, times or locations that may be applied.
83. Members will be responsible for the conduct of their guests and are to ensure that their guests conform to the dress regulations and to the standards of behaviour appropriate to an Officers' Mess.
84. Guests of members shall be of officer status unless specifically authorized by the PMC or VPMC (RA Park).
Pets
85. Pets are not to be brought into the Mess, nor kept in single quarters, except that there is no objection to small aquarium in single quarters.
Notices
86. Notice boards are maintained near all public areas. In addition, the monthly entertainment bulletin, Routine Orders, e-mail announcements and special message traffic may contain Mess information. The Mess Manager must approve all notices for display in the Mess.
Smoking
87. Smoking is not permitted anywhere inside the Wardroom or inside RA Park. |
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