Summary Town Hall March 25, 2023

In 2021-2022, the Fund introduced a system of regular communications to keep stakeholders informed, sought opinions and ideas through surveys, and held a Town Hall to provide a mid-year update and question-and-answer session. True to form, in 2022-2023, the Board of Directors pursued this format culminating in a Town Hall session that focused on the development of new bylaws. A survey on membership preceded the session. In addition, members received the complete set of bylaws three weeks before the meeting. Members also had an opportunity to participate in a question-and-answer exercise and receive a report on the responses before the meeting.
 
Twenty-seven members attended the online Town Hall. The meeting began with a brief overview of the Fund’s activities over the past year, emphasizing the bridging programs which kept support flowing to our clients while the Fund engaged in a significant needs assessment exercise. Members expressed general satisfaction with how the changes in the Fund are improving governance and management. As the needs assessment yields results, feedback will inform communications and future directions and provide the basis for fundraising.
 
The Vice-President provided an overview of the proposed bylaws, developed using the Bylaw-Builder-Tool provided by the Government of Canada. The latter ensures protections for the Fund by including all compulsory clauses and employing rigorous legal language. In addition, legal counsel verified the bylaws for completeness and compliance prior to presentation to members.
 
In response to a member’s concern about the adoption of the bylaws, it was made clear that the board had chosen not to adopt the bylaws and seek ratification at the Members General Members Meeting (AGM), opting instead for consultation and adoption by Special Resolution at the AGM or a General Members Meeting (GMM). It was further clarified that the Town Hall provides the opportunity for fulsome discussion, and when members table a motion at the GMM, further discussion may occur. Additional questions during the Town Hall meeting mainly centred on how changes to membership (as per proposed bylaws) would impact the way volunteers could continue to take an active interest in the Fund. The following comments and suggestions emerged from the discussion:

• Engage youth to a higher degree, use their talents, and gain from their ideas.
• Engage more closely with the Royal Canadian Navy (RCN) with the approbation of RCN leadership (such as we did during the needs assessment consultations). Consider coastal Formation MS and Naval Reserve representatives.
• Volunteer on committees.
• Stand for board positions.
• Engage personal networks in fundraising.

Since renewal efforts began in 2021, the Fund has gained traction. The bylaws represent the lynchpin for moving into the future. They are the basis for all the Fund does and allow us to build programming, communications and financial capacity in a modern environment.