Mess Constution

Canadian Forces Base Esquimalt Junior Ranks Mess Pacific Fleet Club

Constitution and BY-Laws - Effective 31 August 2015


PART I

PACIFIC FLEET CLUB

CONSTITUTION

  1. 101. NAME

The name of the institute is the Pacific Fleet Club, hereinafter referred to as “The Mess”.

  1. 102. AUTHORITY FOR THE ESTABLISHMENT AND OPERATIONS

The Mess is established under authority of QR&O 27.01. It shall be administered in accordance with regulations and orders governing the operation of Messes in the Canadian Armed Forces, the instructions contained in this Constitution, and the By-Laws which amplify it.

  1. PURPOSE OF OPERATION

    1. The Mess shall be operated for the purpose of providing facilities and services for

the operation of social and recreational activities for MS and below of ships and shore establishments in the Victoria area.

  1. PURPOSE OF CONSTITUTION

    1. The purpose of this constitution is to detail the local regulations as they exist and

to provide such amplifications of regulations and orders as is considered necessary.

  1. MEMBERSHIP

1. The Membership consists of ordinary, associate, and honorary members:

a. Ordinary Members:

(1) all personnel of the rank of MS, LS, AB, OS or equivalent, in the following categories are eligible for ordinary membership:

i. Regular Force member of CF;

ii. personnel of the Forces of other countries attached to CFB Esquimalt; and

iii. Reserve Force personnel on continuous duty with a unit of the Regular Force.

b. Associate Members (Retired, Working, Social):

(1) i.(Retired) were honourably released from the regular force and entitled to an immediate or deferred annuity

ii. were honourably released from the primary reserves and have accumulated 12 or more years of service

(2) i. (Working) DND civilian and Civilian employees who are employed at the unit or other element for which the mess is established

ii. members of the Canadian Rangers or members of other countries serving at the unit or other element for which the mess is established

(3) i. (Social) personnel other than those mentioned in para a or all Cpls and below of the RCMP may be considered for associate membership upon application to the Mess Committee; and

ii. Members of the community may be proposed from time to time by the Mess Committee and may be granted membership upon approval of the Mess Committee and the Base Commander.

Note: An associate member as well as an honorary life member shall be accorded the privileges of the Mess but may not serve on the Mess

Committee nor vote on any Mess business. The member may assist

The Mess Committee or any sub-committee but by doing so, assumes

no responsibility.

2. Fleet Associate Members:

a. All MS and below of HMCS ships may be Fleet Associate Members upon the decision of the ship’s President through a vote.

b. Each member of the ship’s Jr. Ranks Mess shall contribute $1.00 per month towards the Pacific Fleet Club as Fleet Associate Mess dues.

c. a Fleet Associate Member shall be accorded the privileges of the Mess including the booking of the facility reception hall at a reduced surcharge, but may not serve on the Mess Committee nor vote on any Mess business. The member may assist The Mess Committee or any sub-committee but by doing so, assumes no responsibility.

d. a Fleet Associate Member is not entitled to a Posting departure gift.

e. a Fleet Associate Member is not entitled to a Retirement gift as specified within Pacific Fleet Club By-Laws.

3. Honorary Life Members:

  1. all MS and below retired from the Canadian Armed Forces with a 20-year or more annuity may be granted a life membership on application to the CO

through the Mess Committee;

  1. life membership is subject to suspension or cancellation for any infraction of the rules and regulations. Such suspensions will be brought before the General Mess Meeting for final decision;

d. an Honorary Life Member is entitled to attend functions, but at the guest price;

e. an Honorary Life Member is not entitled to sponsor events unless they change their membership to Associate; and

f. if an Honorary Life Member becomes a regular user of the Mess facilities, they are to seek Associate Membership.

  1. LEGAL DRINKING AGE

  1. The B.C. Liquor Control Act, which applies to the Mess, states that:

“No person holding a license under this Act, nor any employees of such person, shall permit or suffer any person apparently under the age of 19

years to enter or be upon that part of the licensed premises where liquor

is sold or kept for sale except in a dining room or dining lounge”.

  1. The B.C. Liquor Control and Licensing Regulations Board, dated 10 July 1992,

which applies to the Mess, states that:

“Pursuant to section 17(1) (c) of the Liquor Control and Licensing Regulations….Your military mess to allow minors to be present when

liquor is being served to adults, identified by membership cards. Minors

of course can not be served liquor while attending the lounge area of your

military mess”.

  1. The President, and in his/her absence, the Mess Custodian, is responsible for

ensuring that members comply with this Provincial Liquor Law.

  1. In exclusion to this article and in keeping with the nature of the Mess in providing

a service to all Regular members, the Mess will provide a television lounge for Regular members under the legal drinking age as specified in paragraph 1 to Article 106. Members utilizing this lounge under this order will not consume alcoholic beverages.

107. DISCIPLINE

1. The President is responsible to the Base Commander, through the Base Administration Officer, for the discipline of all members. His/Her decision shall be obeyed by all members and their guests. In his/her absence, discipline will be the responsibility of the Mess Custodian. All members have a right to appeal to the Mess Committee, all decisions made pursuant to the above.

108. SUSPENSION

  1. Membership privileges may be suspended by Mess President for infractions of

Mess rules. Reinstatement is subject to approval of the Mess Committee when a written appeal by the member is made through the member’s representative.

  1. Notification of suspension shall be sent to the member’s CO and to all Jr. Ranks

Clubs in the Esquimalt area.

  1. MESS COMMITTEE

1. The Mess shall be managed by the:

  1. Mess Committee, minimally composed of:

  1. President (appointed by the MARPAC/JTFP Comd);

  1. Vice-President (approved by the BComd);

  1. Secretary

  1. Entertainment Chair

  1. Sports Chair; and

  1. Advertising Chair

  1. Special Committee Chairs appointed as required and considered

as advisors to the Mess Committee;

  1. Mess Manager, as an advisor to the Mess Committee but not a member;

  1. Messes and Institutes Officer or representative as an ex-officio member; and

  1. Supervisory Officer, as an ex-officio member.

  1. SUB-COMMITTEES

    1. 1. The President may, with the approval of the Mess Committee appoint special sub-committees to advise or co-ordinate other mess activities related to entertainment, recreation, etc.

  1. SUPERVISORY OFFICER

    1. 1. The Base Commander may appoint an Officer to act in an advisory capacity to the

Mess Committee. The Supervisory Officer shall:

  1. assist and advise the Mess Committee as required;

  1. be an ex-officio member of the Mess Committee; and

  1. keep the Base Administration Officer advised on the affairs of the Mess.

  1. MEETINGS

  1. Mess Committee meetings shall be convened monthly and will consider the following:

  1. recommending/approving all expenses and all capital and non-recurring expenditures not in excess of $5,000.00 for any one item or project;

  1. preparation and recommendation of budget forecast for approval of General Mess Meeting;

  1. review of monthly financial statement and Mess operation;

  1. review of entertainment; and

  1. other matters concerning the operation of the Mess.

  1. General Mess meetings shall be convened semi-annually and will consider the

following:

  1. financial statements presented by the treasurer;

  1. authorization of proposed Mess activities and approve budget forecasts;

  1. election of committee members;

  1. other business concerning the Mess; and

  1. approval of all expenses and all capital or non-recurring expenditures in excess of $5,000.00 for any one item or project subject to the approval of the BPSvcsO.

  1. Extraordinary General Meetings may be convened at the request of:

  1. the Base Commander;

  1. the President of the Mess Committee;

  1. the Supervisory Officer; or

  1. the signed request of at least 25% of the Ordinary Members of the Mess.

  1. AMENDMENTS TO THE CONSTITUTION

1. Proposals to amend the Constitution shall be written and submitted to the

Secretary, to be posted for seven days or more. The proposal shall be considered at the next General Mess Meeting. Proposals that receive favorable acceptance of the General Mess Meeting will be submitted for the final approval of the Base Commander prior to taking force.

  1. MESS RULES AND BY-LAWS

1. The By-Laws will be drawn up and approved by a majority vote and be approved

by the Base Commander prior to taking force.

  1. FINANCES

1. Mess expenditures will be in accordance with the Base Commander’s instructions, an annual budget and the by-Laws.

2. The Mess Committee may authorize the Mess President to spend up to $5,000.00

for any one non-recurring item or project without their approval. All such expenditures should subsequently be recorded and approved at the next Mess Committee Meeting.

3. The Mess is an independent financial entity exclusive of the Base Fund. Sources of revenue for the Mess include:

a. Mess Dues

b. bar profits

c. entertainment and sport ticket profits

d. gifts and donations

e. surcharges on private functions mess usage

PART II

      1. BY-LAWS
  1. GENERAL

  1. These By-Laws amplify the Mess Constitution. Where applicable, reference is

made to the appropriate paragraph of the Constitution.

  1. The By-Laws may be amended by the Mess Committee, subject to the approval of

a General Mess Meeting and final approval by the Base Commander.

  1. MEMBERSHIP (Constitution Article 105)

1. All Members will be required to present a valid Mess Membership Card or Valid CF ID Card to identify themselves before admittance.

2. A current list of Ordinary, Associate, and Honorary Members shall be available at all times from the Mess Manager. A list of Associate Members and Honorary Members shall be maintained on the Notice Board.

3. Associate and Honorary Members shall be afforded all the privileges of the Mess but may not serve the Mess in any official capacity. They may attend Mess meetings and partake in discussions but shall have no voting rights.

4. Associate and Honorary Memberships may be cancelled or suspended by the Mess Committee at any time such cancellation is warranted. Every effort will be made to provide notice of suspension to the member concerned and the member will be afforded the opportunity to address the Mess Committee where the suspension is considered. The period between any infraction and the next Committee meeting will be a period of suspension.

5. All applications for Associate Membership shall be posted on the Notice Board for a period of at least seven days to allow Mess Members to challenge such application prior to consideration by the Mess Committee. Members challenging such applications shall forward, in writing to the Mess Membership Chair, the reason or reasons for such a challenge.

6. Approval or non-approval of applications will be posted on the Notice Board for seven days after the Mess Committee meeting.

7. When a member is absent on Temporary Duty or Attached Duty in excess of

fourteen days and is thereby unable to use the facilities of the Mess, a reimbursement will be made if proper receipts are given. The amount will be equal to the pro-rated days of this mess, not of the mess the member had to pay at. It is the responsibility of the member to ensure that the Mess Manager’s office is informed of absences. In accordance with CFP 262, Mess subscriptions and assessments will be charged, pro rated on a daily basis, for a period of less than one month.

8. It is the responsibility of each Ordinary Member to ensure that the Mess Manager

is informed of any change in the Member’s status such as:

  1. reporting IN/OUT;

  1. temporary absences on duty;

  1. release from the CF;

  1. promotion to a rank above MS;

  1. marital status (name) change.

9. The Mess membership shall consist of the following categories:

a. Ordinary Members:All personnel of the rank of MS, or equivalent, and below in the following categories and who are serving for more than 14 days in the Victoria area must become ordinary members. Personnel on temporary duty will start an allotment or pay in cash and be reimbursed by their home unit.

1. Regular Force members of the CF;

2. personnel of the forces of other countries, serving in a unit of the CF served by the Mess; and

3. Reserve Force personnel on continuous duty with a unit of the Regular Force.

4. Ordinary Memberships will have the following parameters:

(a.) Monthly Mess Dues - $13.33/month ($11.33 to general account, $1.00 to gift fund, $1.00 to charity fund plus applicable taxes)

(b.) Use of the Member’s Lounge with spouse and maximum of 10 guests for any Mess function without authorization and unless specifically stipulated by the President.

(c.) Ability to purchase tickets at membership prices.

(d.) Facility Maintenance Fee of 10% when booking for private function. (Normal rates apply when acting as a sponsor for someone else.)

(e.) Rental of DJ equipment waived, when renting DJ from Club for private functions. (Normal rates apply when acting as a sponsor for someone else.)

(f.) May serve on the Mess Committee.

(g.) May serve on sub-committees.

(h.) Has a vote on Mess business.

(i.) Will receive a departure gift from the Club.

b. Associate Members (Retired, Working, Social)

1. (Retired) (a) MS and below that were honourably released from the regular force and entitled to an immediate or deferred annuity

(b) MS and below that were honourably released from the primary reserves and have accumulated 12 or more years of service

2. (Working) Associate working membership will require one member sponsor.

(a) DND civilian and civilian employees who are employed at the unit or other element for which the mess is established.

(b)Members of the Canadian Rangers or members of other countries serving at the unit or other element for which the mess is established

3. (Social) Associate Social membership requires two member sponsors.

This category comprises persons other than retired or working personnel. Members of the community may be proposed from time to time by the Mess Committee and may be granted membership upon approval of the Mess Committee and the Base Commander. The number of social memberships shall not exceed 25% of ordinary memberships.

4. Associate Memberships will have the following parameters:

(a.) Annual Mess Dues - $141.12/year ($11.76 – Dues + applicable taxes.

(b.) Use of the Member’s Lounge with spouse and maximum of 3 guests. More than 3 guests may be allowed with permission from the President.

(c.) Ability to purchase tickets at membership prices.

(d.) Facility Maintenance Fee – minimum $100 or $1.00 per person.

(e.) $50 Dollar surcharge for rental of DJ equipment, when renting DJ from Club for private events.

(f.) Cannot serve on the Mess Committee

(g.) May be a sponsor.

(h.) May serve on sub-committees.

(j.) Has no vote on Mess business.

(k.) Will not receive a departure gift from the Club. (not paying into gift fund).

(m.) Memberships commence 01 April of the current year and expire at the end of March of the following year. If Mess dues, at the established annual subscription of $141.12 are not received before the expiry date, the member will be required to resubmit an application and may be placed on a waiting list. If Mess dues are increased, Associate membership may also be subject to increase.

(n.) Associate Members shall abide by the mess constitution and are subject to suspension or cancellation for infractions of the rules and regulations. Such suspensions will be brought before the Mess Committee for final decision. Associate Members are solely responsible for their guests.

c. Honorary Members:

1. all MS and below retired from the Canadian Armed Forces with a 20-year or more annuity may be granted a one year free membership on application to the Base Commander through the Mess Committee,

2. life memberships may be granted from NDHQ upon written request through the Base Commander; and

3. Honorary Members shall abide by the mess constitution and are subject to suspension or cancellation for infractions of the rules and regulations. Such suspensions will be brought before the Mess Committee for final decision. Members are solely responsible for their guests. Suspensions will be brought before the Mess Committee for decision. Cancellations will be brought before the General Mess Meeting for final decision.

4. Honorary Memberships will have the following parameters:

(a.) Annual Mess Dues - will pay no yearly fee.

(b.) Use of the Member’s Lounge with spouse and maximum of 3 guests. More than 3 guests may be allowed with permission from the President.

(c.) Ability to purchase tickets at membership prices.

(d.) Facility Maintenance Fee – minimum $100 or $1.00 per person.

(e.) $50 Dollar surcharge for rental of DJ equipment, when renting DJ from Club for private events.

(f.) Cannot serve on the Mess Committee.

(g.) Cannot be a sponsor.

(h.) May serve on sub-committees.

(j.) Has no vote on Mess business.

(k.) Will not receive a departure gift from the Club. (not paying into gift fund).

(m.) Memberships commence 01 April of the current year and expire at the end of March the following year. The member will be required to resubmit an application each year to keep the mess informed of membership.

(n.) Honorary Members shall abide by the mess constitution and are subject to suspension or cancellation for infractions of the rules and regulations. Such suspensions will be brought before the Mess Committee for final decision. Honorary Members are solely responsible for their guests.

  1. MESS COMMITTEE (Constitution Article 109)

  1. The President will be appointed by the Base Commander from a list of

candidates recommended by the Base Personnel Services Officer. The Base Personnel Services Officer shall compile this candidate list from recommendations of the Mess Committee, Mess Membership and the Commanding Officers of Units in the CFB Esquimalt area.

  1. The Vice-President will be elected or a volunteer from the general Mess

Membership and approved by the Base Commander.

  1. The Secretary will be elected or a volunteer from the general Mess membership.

  1. Entertainment Chairman will be elected or a volunteer from the general Mess

membership.

  1. Sports Chairman will be elected or a volunteer from the general Mess

membership.

  1. Advertising Chairman will be elected or a volunteer from the general Mess

membership.

  1. Terms of reference for duties are detailed in Annex B.

  1. Sub-Committees, with a member of the Mess Committee as Chair, will be

established by the President to assist in the administration of the Mess. The Mess Manager may be an ex-officio member of such sub-committees.

204. NOMINATION AND ELECTION OF MESS COMMITTEE MEMBERS

  1. The eligible voting members of the Mess shall nominate members in good

standing by one member proposing a candidate and another member seconding the nomination. This shall be placed in writing and passed to the Mess Committee. Names of nominees will be posted on the Notice Board for seven days prior to the first General Mess Meeting each year.

  1. The election of the Mess Committee members shall be done by having the nominees leave the room and the vote taken by a show of hands. Only members in good standing shall have the right to vote. The elections shall be held at one General Mess meeting of each year.

  1. In the event of a Mess Committee member being posted or otherwise being unable to perform his required duties, and a general mess meeting not occurring within the next two months, a volunteer may be appointed by the committee until such time as an election can be held. The volunteer will be presented at the next general mess meeting as the acting chairman. If no mess member opposes the volunteer being accepted into the position, the volunteer shall assume the position.

4. In the event the President deems it essential to quickly fill a position on the Mess Committee, members will receive an email detailing an open position and call for volunteers. Each member may then email their request along with a short paragraph detailing their qualifications and reasons to be chosen. Once all nominations are in, the President shall then issue an electronic vote to the membership via #ESQ JR RANKS MESS distribution list, for a set period of time. The winner of this vote shall hold the position until such time as a general mess meeting can be held and the member voted in as per Section 204, paragraph 2.

205. DISMISAL OF MESS COMMITTEE MEMBERS

1. The President reserves the right to initiate an electronic vote to the Mess Committee to dismiss a member within same Committee for reasons of discipline, frequent absence, insufficient productivity or the position has been found redundant. The President will provide written documentation to Mess Committee and the member in question. The vote to dismiss must pass by two-thirds majority of the Mess Committee. The President cannot vote on this motion.

205. MEETINGS (Constitution Article 113)

  1. General Mess Meetings will be called semi-annually on a regular basis. General

Mess Meetings are mandatory and all members shall attend.

  1. The Base Commander, through the Messes & Institutes Officer or Base Personnel Services Officer, may authorize that the members present provide a quorum when the exigencies of the service dictate that all members cannot attend.

  1. An Extraordinary General Mess Meeting shall be called by the Mess President

when deemed necessary, or on a written application which shall clearly state the reason for calling within 30 days of the receipt of the application, and the Extraordinary General Mess Meeting shall deal only with those matters specified in the application.

  1. The approval of motions at a General Mess Meeting shall require a simple

majority of the quorum.

5. The approved agenda for a General Mess Meeting shall be posted in the Mess and promulgated through electronic means to the membership at least seven days prior to the time of the meeting.

6 A Mess Committee meeting shall require no less than three of the Committee members, not including the mess manager, to establish a quorum and approve motions. However, when situation dictates due to expedience of a motion, the Mess President and attending Mess Committee members may authorize that the members present constitute a quorum.

206. CONDUCT OF MEETINGS

The procedure for the conducting of General Mess Meetings shall be as set out in

Annex A.

207. EXPENDITURE OF FUNDS (Constitution Article 106)

  1. Mess funds may be expended on the following authority:

  1. recurring expenditures by the Mess Committee;

  1. expenditures of a capital or non-recurring nature up to seven hundred and fifty dollars ($750.00) by the President of the Mess Committee;

  1. expenditures of a capital or non-recurring nature up to five thousand dollars ($5,000.00) by the Mess Committee;

  1. expenditures of a capital or non-recurring nature in excess of five thousand dollars ($5,000.00) on the authority of a General Mess Meeting subject to the approval of the BPSvcsO;

  1. expenditures for scheduled entertainment or sports events on the approval of the Mess Committee within the budget limitations by a General Mess Meeting;

  1. expenditures via “chit” up to three hundred ($300.00) per month by the President of the Mess Committee and one hundred ($100.00) per month by the Vice-President of the Mess Committee to entertain Official Mess Guests as detailed in Para 220 and for the goodwill of the mess;

  1. In order to eliminate accounting and research work, a semi-annual budget will be

prepared by the Mess manager and approved at the General Mess Meeting.

208. Subsidized Entertainment and Sports events

Most entertainment and sport events will be organized to be self-supporting, however, the Mess will subsidize those events approved by the Mess in the budget forecast up to the amount stated in the forecast.

209. WAGES

Wages for Mess NPF staff will be in accordance with the current NPP collective

agreement for unionized employees and non-unionized employees. Wages will be set by the Base NPF collective agreement. (United Food and Commercial Workers Union, local 1518).

210. GIFT FUND

1. The Gift Fund shall be funded at $1.00 a month per member from mess dues by Ordinary Mess Members. It shall not be created or replenished by transfer of funds from other accounts. It will be capped at $20,000 and have any excess put into the General Account.

    1. The portion of Mess dues to be contributed to the Gift Fund shall be the amount established by a simple majority of the General Mess Meeting;

    1. Ordinary Members who have been contributing to the gift fund for less than a year and are posted are entitled to a small token as decided by the Mess. Ordinary Members who have been contributing to the gift fund for over a year and are posted are entitled to purchase a gift of their choice, with the exception of alcohol, cigarettes and other purchases that degrade the image of the Canadian Armed Forces. Member must provide receipt of purchase and will be given compensation commensurate with their contribution.

    1. Ordinary Members who have been contributing to the gift fund for over 12 continuous months, and are proceeding on retirement/release from the Regular Force with a minimum of 20 years Regular service are entitled to a gift of their choice not to exceed $150.00 in value including taxes. Ordinary Members who have been contributing to the gift fund for over 12 continuous months and are proceeding on retirement/release from the Regular Force with less than 20 years Regular service are entitled to a gift commensurate with their contribution to the fund. Gifts must be of such a nature as to be a memory of the Mess, ie: food/gas vouchers or items of a like nature will not be reimbursed as a departure gift;

d. All Ordinary Members have the right to have their individual case examined by the Mess Committee if the member feels that they are entitled to a specific gift (ie: 18 years service vice 20). The Mess Committee’s decision shall be final;

e. Tokens of sympathy at a cost not to exceed $60.00 in value including taxes, may be provided to an Ordinary Member, upon request of the family or mess member, on behalf of the Mess. Tokens of sympathy are defined as a gift given to an Ordinary Member due to a death within their immediate family.

f. Ordinary Members, in hospital more than two (2) days may receive items, at a cost not to exceed $35.00 in value including taxes, which will make their stay more comfortable. Additional comforts may be provided, at the
discretion of the Mess President for members during long-term stays of more than five (5) days.

g. Ordinary Members, upon having a baby may receive a baby basket from the mess at a value not to exceed $45.00 in value including taxes. If both parents are members, only one basket will be given for the new baby.

h. The Mess Committee may decide that the mess will contribute towards a gift for a departing dignitary or senior officer. Cost not to exceed that of what the other respective messes are contributing. From time to time the President may deem it necessary to present a gift from the Mess to a visiting dignitary. The President is to give a gift equivalent to $50 in value representing the members of the Mess in a positive light.

211. CHARITY FUND

1. The Charity Fund shall be funded at $1.00 a month per member from mess dues by Ordinary Mess Members. It shall be created by a one-time infusion from the General Account of $5,000, but it shall not be replenished by transfer of funds from other accounts. It will be capped at $5,000 and have any excess put into the General Account.

a. The portion of Mess dues to be contributed to the Charity Fund shall be the amount established by a simple majority of the General Mess Meeting;

b. Ordinary Members who are in need of assistance are entitled to request funds not to exceed $1,000;

c. Organizations who approach the Mess for assistance are entitled to a minimum of $100 up to a maximum of $1,000;

d. All requests for assistance will be entertained only once per year by any organization or member;

e. Ordinary Members who have need of funds and are not a registered charity must show need with official documents, newspaper articles, or other such informational items in order to provide an auditable trail for

disbursements.

f. The Mess Committee, with a majority vote can authorize the
expenditure of Charity Funds up to $1000, per charity, each year.

212. TRADING ACTIVITY

All basic operations are by cash, debit or credit card. The Mess Administration is to provide receipts for all monies taken for functions, cheques received for vending machines or other monies.

213. MESS FACILITIES

1. When the Bonaventure Room is not required by the Mess, all or part of it may be reserved by an individual member or a member sponsored non-military group, on the approval of the Mess President provided that:

a. all costs are borne by the member or group of members, including breakage and damages;

b. a deposit of $200 is given in advance of the event;

c. an administration fee of $1.00 per person to a maximum of $100 for any
non-military private functions, where mess and catering services are not
required;

d. a facility maintenance fee of 20% on all services shall be applied for use of the Mess and its facilities for private functions. The surcharge will apply to catering costs, food service staff wages, mess staff wages and other miscellaneous function items. Surcharge will not apply to alcohol sales during private functions.

e. the Member who sponsors the function takes full responsibility for the proper care of Mess fittings, fixtures and equipment. Damage or breakage may result in charges for repairs or replacement to the member concerned. This does not exclude disciplinary action.

2. Non full-service prepared food and/or non-alcoholic beverages may be brought into the Mess by members or their guests for any mess functions only after:

a. receiving approval from President or Vice-President; and

b. consideration is given to allow BFoods to compete for delivery of services.

  1. Mess Event Coordinator and/or Mess Manager shall be notified of all food and non-alcoholic beverage catering for mess functions. All food preparation provided by catering must comply with Food Safe standards. Only pre-prepared foods such as sandwiches, pizza, wings, etc., will be considered.

4. When utilizing non full-service catering from external sources, at no time are BFood facilities or assets to be used.

214. PARKING FACILITIES

The Mess President will allocate billets in the Mess parking lot. Members may use the driveway to pick-up or drop-off guests during inclement weather, but will have to park their vehicles in the parking lot provided across the street in spots marked PFC. The Base parking committee has approved vehicles being ticketed or towed away at the owner’s expense for the improper use of the parking lot. Parking lot may only be used when physically visiting the mess.

215. BAR OPERATIONS

  1. The times at which the bars will be open shall be decided by the Mess Committee

and approved by the Base Commander. The hours of operation shall be posted in the Mess, as per Base Standing Orders and strictly adhered to.

  1. The bars may remain open at other than posted times on special occasions with

the prior written consent of the Base Commander.

  1. The selling prices of merchandise shall be determined by the Mess Committee

subject to approval by the Base Commander. A current list showing the approved prices of merchandise shall be posted in the Mess bars.

217. MESS CUSTODIAN

1. The Mess Custodians are responsible to the Mess President for the overall operation, discipline, security and fire prevention in the Mess during their shift. They will familiarize themselves and uphold the Mess Constitution, Base Fire Orders and emergency procedures and ensure all rules are upheld. The Mess Custodian has the right to refuse entrance to anyone, whether member or guest, for any infractions or person being intoxicated.

2. The Custodian shall personally check all new arrivals for ID and proof of age. Custodians do not have the right to search or physically detain a member or guest. They can however direct a member or guest to stay where they are until the Military Police arrive. Military Police are to be contacted immediately of any incident that constitutes a criminal act.

3. The Custodian will operate the Mess van and transport members to and from Nelles Block, Bernays Block or Work Point only. Members will not be allowed to get out until at their destination. If out driving, bartenders will check IDs of any new arrivals to the mess.

4. The Custodian will assist the Bartender in ensuring beer refrigerator is restocked, table are kept clean of glasses and bottles, empty bottle and pop cans are placed in appropriate room and other duties of that nature.

5. The Custodian will deal with all members, guests and duty staff in a diplomatic but firm and tactful manner, always ensuring that the Canadian Armed Forces and the Mess interests are well served.

6. Dress for Mess Custodian shall always be of a high standard, including the wearing of the CUSTODIAN shirt given out at time of hire in order to be easily identifiable to patrons.

7. At no time is the Custodian to handle Cash or serve members.

  1. At closing, rounds will be made throughout and outside of the Mess to make ensure there are no safety or security issues and garbage removed before departure. Any damage or incidents will be reported to the Mess President the following workday. The Military Police will then be advised that the Mess is secure.

9. Other Mess duties may be assigned by the President. These other duties will be promulgated and a copy forwarded to each custodian.

218. OUT OF BOUNDS AREAS

With the exception of the Mess Committee Members and Mess employees, the

following spaces are “Out of Bounds” to all members and their guests:

  1. offices – except for official business;

  1. liquor storage, handling and dispensing areas;

c. food storerooms;

d. employees change/wash rooms;

e. light projection room;

f. machinery spaces;

g. storage room on lower floor;

h. dressing/wash rooms behind stages;

j. all waterfront areas surrounding the lower southwest walls; and

218. EMERGENCY EXITS

Emergency and fire exits are to be used only in a case of emergency or fire. Any other use is strictly prohibited. During working hours, the emergency exits by the galley may be used. Members and guests must use the main entrance when entering and leaving the mess after 1500 hours. Anyone using emergency exits to enter or leave the Mess may be subject to subsequent disciplinary action.

219. DRESS

  1. Members are responsible for ensuring that their guests comply with the dress

regulations for the Mess.

2. Special events will have what dress is promulgated.

3. Casual dress is authorized throughout the mess.

4. Clothing that is not acceptable:

a. hats, unless authorized for special events by the President;

b. offensive logos;

c. muscle shirts;

d. dirty or greasy clothing;

e. frayed or clothes with holes; and

f. coveralls (except military personnel who wear coveralls as their working dress).

5. Outerwear, backpacks, and headdress are to be removed on entering the mess.

6. Normally sports clothing may not be worn in the mess except in conjunction with sporting and other recreational events promulgated by the Mess President.

7. The President, Vice-President or Mess Custodian has the final authority for interpreting these dress regulations.

220. OFFICIAL MESS GUESTS

The President, or a member of the Mess Committee delegated by the President, may entertain official Mess guests on behalf of, and at the expense of the Mess. Official Mess guests are defined as high-ranking individuals or respected personnel who are making an official visit to the Mess. The Mess Committee prior to the function will normally arrange entertainment for official guests.

221. CONDUCT OF MEMBERS

  1. All members shall conduct themselves in accordance with the rules and customs

of polite society. Excessive profanity and lewdness will not be accepted in the Mess.

  1. The Mess Committee is empowered to suspend any member who conducts

himself or herself in a manner that reflects discredit on the Canadian Armed Forces or the Mess. All such suspensions shall be reported to the Base Administration Officer in writing.

  1. The President or Vice-President is empowered to take immediate disciplinary action against any member or guest in the Mess. Custodians are to have the member or guest to leave, and report the incident to the President the following workday.

  1. Mess members are held fully responsible for the dress and conduct of their guests.

222. GUEST PRIVILEGES

  1. All guests must prove their age of 19 or above on entry to the Mess. Photo ID is the only acceptable proof of age. The President, or in his absence, the Mess Custodian is the authority for determining whether or not appropriate proof of age has been presented.

2. While in the Mess guests shall be the sole responsibility of the member who signed them into the mess. Members sponsoring guests will fill in the Guest Book on entering the Mess. Guests must depart the Mess facility when their sponsor departs.

3. Mess infractions by guests of Members will result in the member and guest being asked to leave or if warranted, member and guest being asked to leave and member’s membership being suspended.

4. Mess members may not sign in or otherwise seek admission for any guest who has had their mess privileges suspended.

5. Spouses of members, who are not themselves members of the Mess, do not have

to be signed in when accompanied by their spouse. At any other time they are considered as Mess guests and must be signed in.

6. Children are not permitted in the Mess except on special occasions with the

approval of the Mess President. On these occasions, the member and their guests will provide proper adult supervision and the children will be restricted to specific areas of the Mess. Underage baby-sitters do not constitute adult supervision.

7. Pets of any kind are not permitted in the Mess with the exception of special assistance dogs.

8. Written approval must be given by the Mess President for occasions when individuals of Petty Officer Second Class or above are to be entertained in the Mess.

223. GAMBLING

Gambling of any kind is PROHIBITED. This includes playing games for drinks.

224. COMPLAINTS

  1. Complaints regarding the administration of the Mess or services provided by the

Mess are to be submitted in writing to the Mess President. Complaints requiring immediate attention are to be reported to the Mess Custodian.

2. Mess staff are under the immediate jurisdiction of the Mess Manager or Bar Supervisor. Any complaints regarding staff are to be reported to the President, Vice-President or the Mess Custodian. Complaints should not be voiced in the presence of other staff members or guests of the Mess.

225. SUGGESTION LOG

The Mess maintains a suggestion log located in the Okanagan Lounge and will be reviewed regularly. Suggestions regarding the operation of the Mess or improvements to the Mess may be placed in this log. Suggestions are to be signed legibly and dated. The Mess Committee will consider only serious and legible comments. This is only to be used for constructive suggestions. The Mess Committee welcomes verbal suggestions of a minor nature at any time, and will normally consider all written suggestions, received by the Mess President.

226. LOSS OF PRIVILEGES AND SUSPENSIONS

1. The President is responsible for discipline in the Mess and the outside area

surrounding the building.

2. The President may impose such penalties/suspensions as necessary to any

member for infractions of the rules and By-laws. His/her decision at the time of the incident is final; however, appeals against this judgment may be made to the Mess Committee through the member’s Unit representative.

3. All incidents involving members or their guests will be referred to the Base

Administrative Officer for disciplinary action.

4. Suspension of membership will also result in loss of all event privileges.

227. SPORTS LEAGUE FEES

1. Ordinary or Associate members of the mess may submit a proposal to the
Mess Committee for consideration of payment of league fees. Proposals
shall include the name of member, type of league (darts, pool), amount of fees
requested and a brief description on the benefits to the mess if granted. Mess
Committee will vote on the issue if it is within their expenditure authority, if the
amount exceeds their authority it will be brought forward to the General
Membership for approval.

228. TAXI CHITS

1. Taxi Chits will be authorized in an amount not to exceed Twenty Five dollars
($25.00) per chit with only one chit per residence. Taxi Chits shall be made
available at any time for Ordinary and Associate members who are unfit to drive,
and shall be used to transport member from the Mess to the members residence.
Any misuse of the chit, will result in the member paying for the taxi chit.

229. ELECTRONIC VOTING

1. In the event the President deems it is essential to vote on a motion without convening the Mess Committee or General Mess Committee an electronic vote will be carried out and addressed to the committee who has the authority to expend funds as per Section 207. If the member wishes to vote on a motion they must click on the infobar within the email to select their decision. The President will ensure that the membership is sent an email with the result of the vote. All electronic voting results will be placed in a binder in the President’s office.

229.TERMS OF REFERENCE

Terms of Reference are attached as Annexes as follows:

Annex A – Conduct of Meetings

Annex B – Statement of Duties – Mess President

Annex C – Statement of Duties – Vice-President

Annex D – Statement of Duties – Secretary

Annex E – Statement of Duties – Entertainment Chair

Annex F – Statement of Duties – Advertising Chair

Annex G – Statement of Duties – Mess Manager

Annex H – Statement of Duties – Bar Manager

Annex I – Statement of Duties – Supervisory Officer

ANNEX A

TO MESS CONSTITUTION

        1. CONDUCT OF MEETINGS
          1. Introduction
  1. General Mess meetings are held in order that members can fully discuss, in a

democratic manner, matters relating to the operation of the Mess and arrive at decisions based on the will of the majority of the members.

  1. If general Mess meetings are to be conducted in a manner which will result in the

accuracy of business, economy of time, uniformity and impartially, they should be conducted in accordance with parliamentary procedure.

          1. Purpose
  1. This annex outlines the responsibilities of the President in conducting Mess meetings, parliamentary procedure insofar as it applies to such meetings and the types of and methods of dealing with motions.

          1. President of the Mess Committee: Responsibilities

  1. The control of a Mess meeting rests with the President and the success or failure of the meeting depends to a great extent on his/her preparation and planning and on his/her leadership qualities and methods. To carry out his/her responsibilities at a mess meeting, the President should:

  1. be familiar with Mess rules and regulations and the constitution and by-laws of the Mess;

  1. know and follow the order of business for the conduct of the Mess meeting;

  1. conduct the Mess meeting in accordance with parliamentary procedure and be familiar with his/her duties as presiding officer in respect of the validity of motions or amendments thereto, and the control of debate;

  1. ensure that each member has an opportunity to express his/her view but is not allowed to abuse this right by being repetitious;

  1. ensure that all remarks are addressed to the chair and not directly discussed by two or more members; and

  1. ensure that only one speaker has the floor at a time and that the speaker is not interrupted other than permitted by the rules of order.

          1. Order of Business
  1. The order of business may be established in the By-Laws of the Mess or may be

determined by the President. The following is an example of a normal order of business:

  1. call to order;

  1. roll call if considered necessary;

  1. reading of minutes (minutes of previous meeting may be distributed to all members before the meeting and formal reading excepted);

  1. approval of minutes;

  1. reports of:

  1. the President,

  1. the Secretary, and

  1. the financial statement;

  1. reports of sub-committees;

  1. old business (arising out of minutes of previous meeting);

  1. new business; and

  1. adjournment.

  1. If a subject of major importance, such as an amendment to the Constitution or By-

Laws or a proposal which requires study, is to be introduced as new business, it is normal to require prior notice to enable the committee to prepare relevant information and for

members to formulate opinions and prepare questions they might wish to ask.

          1. Making A Motion
  1. A motion is a proposal that the Mess take action or that expresses itself as holding

certain opinions. Any member of the Mess except the President may make a motion. To make a motion, a member first obtains recognition from the President by standing and waiting until acknowledged by him/her. If two or more members rise at approximately the same time, the President must use his/her discretion as to which is to be recognized first. Members must always address the chair.

  1. Prior to making a motion, the member should have formulated the correct

wording of the proposal he/she wishes to bring to the attention of the meeting. He/She says, after being recognized or obtaining the floor, “I move that . . .” or “I move to . . .”. For the sake of absolute accuracy, a motion may be put in writing, read by the one who proposes it and handed to the secretary. Whatever the practice, it is very important that the exact wording of the motion be understood by all. To make this clear, the President must repeat the motion, inquiring from the proposing member if the wording is correct.

          1. Seconding A Motion
  1. A motion must be seconded before it may be considered. In other words, the

proposal must interest at least two members of the meeting. If a motion is not seconded, no notice whatever need be taken by the President but, for the sake of fairness to all, the President may say, “It has been moved that so-and-so. Is the motion seconded?”. If no seconding is forthcoming, the President says “The motion cannot be considered”, and proceeds with business as before.

10. Seconding a motion is expressing approval and interest, at least for the purposes of discussion, by one member other than the proposing member. It is customary for the proposing member to rise, but it is not necessary for the member who seconds the motion to rise. In a large group, it may be advisable.

          1. Legality Of A Motion

11. No motion is in order which conflicts with the avowed object or purpose of the

Mess or concerns a subject over which the Mess has no jurisdiction.

12. When a motion has been made, the President must consider it to determine whether it is in order for presentation for discussion by the meeting. This he/she may do before, or after, it is seconded. If the President considers a motion in order, he/she will repeat it to the meeting, ensure it has been seconded an invite discussion therein. If the President considers a motion not in order, he/she will rule the motion out of order and advise the members of his/her reason for doing so. Any member, other than a committee member, may challenge the President to prove that this ruling is in accordance with regulations, orders, or rules. If there is still dissatisfaction with the ruling, or if a question of interpretation of rules and regulations arises, the validity of the ruling may go to the vote of the meeting.

Debating A Motion

13. Unless ruled out of order by the President, a motion made and seconded is stated to the meeting and becomes a subject for discussion and decision. Until that time, it will not be discussed or acted on. When moved, seconded, and stated by the President, a motion cannot be withdrawn or ignored, except where the original mover asks for permission from the meeting. No other member can ask to have a motion withdrawn although it can be disposed of in other ways.

Voting

14. All motions are decided by majority vote of the ordinary members present. This is interpreted to mean more than half of the votes cast, ign