By-Laws
1.
Purpose of the By-Laws. The purpose of the By-laws is to set out the rules of operation of the Mess in accordance with the Constitution.
2. Amendments to By-Laws. The majority vote of a General Mess Meeting and the subsequent approval of the Commander shall be required to amend by-laws. Any ordinary member proposing an amendment or addition to the By-laws shall submit his proposal in writing to the PMC. The proposal must have a seconder. The proposed amendment shall be posted by the PMC on the Mess notice board for a minimum of seven days and then be presented for discussion and voting at the next General Mess Meeting.
3. Suggestion Book. A Mess Suggestion Book shall be maintained in the Mess Lower Bar. Suggestions/proposals shall be duly recorded by an ordinary member at least four days prior to a Mess meeting. All suggestions/proposals shall be included in the agenda, subject to approval by the PMC. Proposals to amend the Constitution or By-laws and sponsorship of candidates for Associate or Honourary membership shall not be entered in the Suggestion Book.
4. Meetings.
a. The approved agenda for a General Mess Meeting shall be posted on the Mess notice board at least 48 hours prior to the time of the meeting;
b. General Mess Meetings are considered a parade and Ordinary members' attendance is mandatory unless they are excused by their Commanding Officer; and
c. The Secretary shall record proceedings of all Mess and Executive Committee meetings. They shall be signed and approved as directed by the Commanding Officer of the Mess.
5. Committees. The normal tenure of elected or appointed members of the Mess Committee shall be one year. An elected member, after serving a term, may be eligible for re-election, subject to the approval of the Commanding Officer of the Mess and the unit Commanding Officer.
6. Detailed terms of reference of each Executive Committee Member are attached as Annexes to these By-Laws.
7. Sub-Committees. Sub-Committees may be formed for the purpose of assisting members of the Mess Executive Committee. The normal membership on sub-committees will be a Mess Executive Committee member as chairman and a member from each major unit. Smaller units are encouraged to participate. Standing sub-committees will be formed for the following:
a. PMC’s Committee This committee will consist of the Mess PMC and unit PMC’s. This committee will meet as required to ensure all major units have the ability to plan and influence the Mess in relation to unit requirements;
b. Vice PMC’s Committee This committee will consists of the mess Vice PMC and unit DCO’s/2IC’s having unit memorabilia to display in the mess. The committee shall meet as required to determine the appropriate allocation of mess space with a view to ensuring the mess is tastefully decorated and units’ memorabilia is proportionally distributed in the mess; and
c. Entertainment Committee. This sub-committee will consist of the Mess Entertainment Officer and each major unit’s appointed representative. This committee will develop the mess entertainment schedule.
8. Financial Authority. Mess funds may be expended on behalf of Mess members by the PMC and by the Executive Committee to the limits established in the Edmonton Garrison Officers' Mess Standing Minute.
9. Employees. Employees shall not enter the Mess except during their duty period. Employees shall be dressed in accordance with rules laid down by the Mess Executive Committee. The Mess Manager shall maintain a list of duties and responsibilities of Mess employees, together with the wage rates to pay them for normal time and overtime.
10. No Mess member shall censure or give orders to any member of the Mess Staff with respect to their duties. Comments will be directed to the PMC for resolution.
11. Membership. Criteria for Membership are as laid down in Part I, para 5 of the Constitution.
12. All members shall comply with Mess rules. Membership may be suspended or withdrawn for unsatisfactory conduct or abuse of Mess privileges. Members who do not maintain their account in good standing may have their chit privileges withdrawn or suspended at the discretion of the PMC or unit CO.
13. Mess Guests. A Mess Guest is a person formally invited by the Commander LFWA, Commander Edmonton Garrison, Commanding Officer of the Mess, Commanding Officer of a major unit or PMC on behalf of the Mess and is extended formal courtesies of the Mess. It is the duty of all members of the Mess to ensure that Mess Guests are suitably entertained. A guest card (PMC’s chit) which is provided at the bar may be utilized for expenditures incurred in the entertainment of Mess Guests to a limit authorized in the Mess Standing Minute.
14. Subscriptions. A monthly subscription shall be assessed to each Ordinary and Associate member. Privileged members will pay a yearly subscription that recognises their limited ability to utilize the mess. Subscriptions are imposed to defray general Mess expenses. This monthly subscription shall be an amount determined by a General Mess Meeting and approved by the Commanding Officer. Honourary members shall not be assessed a Mess subscription. Mess subscriptions for Ordinary members shall commence on their COS date. Mess subscriptions and assessments will be charged, pro rata, on a daily basis for any period of less than a full month.
15. Officer Cadets shall pay a subscription as determined by the Mess Executive Committee and set out in the Standing Minutes upon approval of the Commanding Officer.
16. Mess bills. Every ordinary member shall pay their Mess bill on or before the thirtieth day of the month following that in which the bills were incurred, or on the date they cease to be a member. Payment of Mess dues will preferably be effected through pay allotment though the option of cash payment is still open to members. Payment of additional expenses will be made by cash to the Mess Manager or acquittance roll action to the member's pay guide.
17. An Associate members’ subscription shall be paid monthly by the thirtieth day of the month following that in which the bills were incurred, or on the date they cease to be a member. Payments shall be made directly to the Mess Manager. In the event of non-payment for 3 consecutive months, Associate members will be considered to have ceased their membership for accounting purposes only. Normal membership bills will continue on payment of arrears.
18. A Mess bill incurred by a transient officer shall be paid prior to departure from the Mess. If for any reason prior settlement cannot be arranged, payment shall be requested through his/her parent unit.
19. The PMC, on the last day of each month, shall be informed by the Mess Manager of the names of Ordinary members who have not paid their Mess bills. The PMC will notify unit CO’s of Ordinary members’ failure to pay dues by the last day of the month. In the case of Associate members, the Associate rep will be informed by the Mess Manager of the names of Associate members who have not paid their Mess bills. The Associate Rep/Mess Manager will contact Associate members and inform them of the payment shortcoming.
20. Trading activity. All bar operations shall be conducted on a cash or credit basis (bar chits), with prices prominently displayed at the bar. Bar hours shall be posted in a conspicuous place and shall not be extended without the consent of the PMC. The Bar may be closed at any time as considered necessary by the PMC or the senior officer present in the Mess. The Mess shall be vacated by members and their guests one-hour after the bar closes. Mess staff will ensure that the premises are completely secured before departing.
21. Bar Prices. Bar Prices shall be proposed by the membership and approved by the Commanding Officer. They shall be posted behind the bar in such a manner as to be conspicuous to all members.
22. Liquor Sales. Sales of liquor by the bottle and beer by the case are prohibited. Wine may be sold by the bottle. All liquor, beer and wine sold in the Mess will be consumed in the Mess or at the adjacent terrace. Alcoholic beverages will not be served to persons under the age of 18 years. Note that the Mess is subject to all Alberta Liquor Licensing Regulations. As such, contravention of any Alberta Liquor Regulations may result in suspension of the Mess Licence.
23. Messing. The times during which meals will be served, including such functions as candlelight dinners or designated family functions, shall be displayed at or near the dining room entrance.
24. Members without meal cards, or transient officers, may purchase their meals in the dining room, through the cash register. It must be stressed that meal cards are to be utilized solely by the member whose name appears on the card
25. Banking. Mess banking shall be carried out through NPF accounts. Charges against the Mess shall be approved by the PMC before a covering cheque is raised by NPF accounts.
26. Personal cheques. A member may cash personal cheques to the maximum amount stipulated in the mess standing minutes. It shall be the duty of the individual Bartender to ensure that:
a. Cheques are fully completed, showing date, account number and signature; and
b. Cheques issued by members will be stamped on the reverse side with a rubber stamp kept in the bar and annotated, in legible printing, with the following information of the member issuing the cheque:
1. CService Number and Rank;
2. Base, Unit, etc;
3. Home address;
4. Telephone number; and
5. Name of Bartender cashing the cheque.
27. Tokens of sympathy. Tokens of sympathy shall be sent by the Mess in the event of the death of a member. The cost shall not exceed the amount specified in the Mess Standing Minute.
28. Mess Property. The Mess Manager will maintain an up-to-date, computerised inventory of all Mess artifacts and memorabilia located in the Mess.
29. This inventory will show the item description, its current location, date received, donated by/received from, its estimated replacement value, and its future "home" in the event the item is removed from the inventory at a future date. The inventory will be adjusted immediately upon receipt or removal of items to/from the Mess.
30. F&E Donated to the Mess. The Mess Manager is responsible to ensure that procedures to add/dispose of item(s) to the Mess property records as detailed in CFAO 27.9 and A-F.-105-001/AG-001, Chapter 19 (available in Mess Manager's office) are followed.
31. Members shall report to the Mess Manager any breakage that they may cause or notice, or any loss they may observe. Articles broken accidentally may be charged to the individual. Losses or deficiencies occasioned by a member's wilful or negligent action shall be recovered in accordance with the provisions of QR&O 38.01.
32. No furniture, equipment or other property of the Mess is to be removed from the building or moved from one room to another without the prior permission of the Mess Manager.
33. Defects in the operation of the radios and TV(s) are to be reported to the Living-In Rep or the Mess Manager. Members will not attempt to make any repair or adjustment to such equipment.
34. Periodicals and Newspapers. Newspapers, magazines, etc purchased by the Mess shall not be removed from the Mess or defaced.
35. Notices. No notice shall be posted in the Mess without prior permission of the Mess Manager. A copy of the Calendar of Events and other notices will be displayed on the Mess Notice Board. In addition, a copy of the Calendar of Events will be mailed to each member's unit. A copy will be sent to Associate members directly to their residence or address of choice.
36. Personal Guests. It is the duty and responsibility of each member to make personal guests welcome.
37. Subject to any restriction in times or locations which may be announced by the Mess Executive Committee, members may invite personal guests into the Mess at times when the Mess is regularly open.
38. A member is responsible for the conduct and dress of any guest introduced to the Mess. The member will assume the whole cost of the entertainment of personal guests.
39. Honorary members shall not invite guests to the Mess without the permission of the PMC.
40. Use of Mess facilities. All facilities and assets of the Mess are held for mutual use by all the members.
41. The PMC may authorise the exclusive use of a room or rooms in the Mess for the benefit of individual members or group of members, upon application. Such exclusive use shall be in accordance with conditions established by the Mess Committee.
42. The exclusive use of a room or rooms for the benefit of an individual member or group of members shall not be authorised when such use would conflict with a planned Mess activity. Any expense involved in such exclusive use shall be borne by the member or group of members concerned.
43. Dress. Dress is as published in Annex A of these By-laws.
44. Discipline. The PMC or in his absence, the senior Ordinary member present in the Mess, shall be responsible for Mess discipline.
45. Occasionally, the situation may arise where the only remaining Ordinary member(s) must leave the Mess. In such a case, the last Ordinary member remaining will designate an Associate member who shall be responsible for Mess discipline.
46. The Commanding Officer of the Mess may impose restricted privileges on any member for misconduct or infraction of any Mess order or instruction. In each instance, a report shall be made to the member’s CO and the Commander. This restriction may range from suspension of all rights and privileges to a limitation on access. In all cases, a period of time will be specified.
47. Animals are not permitted in the Mess.
48. Mess employees shall not be reprimanded or instructed to carry out special duties. Incidents or requests will be referred to the PMC.
49. Personal Mail. A postal box is available for Mess members' convenience in the Mess cloakroom.
50. Incoming personal mail is placed in appropriate letter racks in the Mess cloakroom. Members who are absent from the Edmonton Garrison in excess of ten days are to make arrangements with either the Mess Manager or Post Office to have their mail stopped or put aside. It remains the member's responsibility to have their mail forwarded.
51. Compliments. Acknowledgement of the presence of the Commander or any other officer in the rank of Brigadier-General or higher, is a matter of courtesy:
1. rise to acknowledge the Commander when he first enters the main lounge, or wherever service personnel have gathered for the purpose of receiving him; and
2. rise to acknowledge any officer of the rank of Brigadier General or higher, when he first enters the lounge, (but not the dining room) and remain silent until informed to carry on.
52. Suggestions and Complaints. Suggestions and complaints regarding Mess operation shall be recorded in the Mess Suggestion Book. Suggestions and complaints regarding the mess staff, or of a confidential nature, shall be made in person to the PMC.
53. Financial Statements/Reports. Copies of the Financial Report will be posted in the Mess at least 48 hours prior to a General Mess Meeting.
54. Private Entertainment. A member may use Mess facilities for private entertainment subject to the approval of the PMC. Should approval be granted, the member shall be responsible for conduct, bar operation, furniture, fittings and general good order in the Mess. They shall also make their own arrangements for catering, services and any necessary clean up. A repair and replacement surcharge will be assessed, excluding training seminars, and prorated to distinguish unit from private functions. Initially, this fee will be set at 50 cents and one dollar per person respectively. This rate will be reviewed periodically by the Mess Executive Committee, and adjusted based on the recommendation of the Mess Manager.
55. Authority to refuse service. In accordance with A-PS-110-001\AG-001, all bartenders have the authority to refuse service to any member they believe to to be intoxicated.
DUTIES AND RESPONSIBILITIES
OF THE MESS COMMITTEE
COMMANDING OFFICER OF THE MESS
1. The Commanding Officer of the Mess shall be responsible to the Commander for:
a. the efficient operation of the Mess and overall supervision;
b. Provision of guidance to the PMC;
c. the issuance of a Mess Constitution and By-laws; and
d. ensuring that statements of duties exists for all members of the Mess Committee and full time Mess employees.
PRESIDENT OF THE MESS COMMITTEE (PMC)
2. The PMC shall be responsible to the Commanding Officer of the Mess for:
a. the day to day operation of the Mess IAW the Constitution and By-laws;
b. scrutiny of inventories of Mess property including;
(1) furniture, fixtures and equipment (both public and non public), and
(2) merchandise and supplies.
c. assisting the Commanding Officer of the Mess in the performance of his duties;
d. chairing all Mess Executive Committee and General Mess Meetings; and
e. others duties as may be assigned by the Commanding Officer of the Mess.
VICE PRESIDENT OF THE MESS COMMITTEE (VPMC)
3. The Vice-PMC is responsible to the PMC for:
a. assisting the PMC in the performance of his duties;
b. assuming the duties of the PMC in his/her absence;
c. preparing long and short range Mess improvement programs; and
d. other duties as may be assigned by the PMC.
MESS SECRETARY
4. The Mess Secretary is responsible to the PMC for:
a. preparation and dispatch of Mess correspondence;
b. preparation of the Agenda for Mess Executive Committee and General Mess meetings, and the recording of minutes; and
c. other duties as may be assigned by the PMC.
TREASURER
5. The Treasurer is responsible for:
a. presenting financial statements at Mess Executive Committee and General Mess Meetings;
b. interpreting and advising the Mess Executive Committee on general financial matters and the financial condition of the Mess specifically;
c. monitoring financial results in comparison to the budget;
d. conducting liaison with the M&IO; and
e. other Mess duties as may be assigned by the PMC.
ENTERTAINMENT OFFICER
6. The Entertainment Officer is responsible to the PMC for:
a. planning and execution of Mess entertainment which includes:
(1) supervising and directing the entertainment sub committee members;
(2) co-ordination of all aspects of each function;
(3) purchase and control of decorations, favours or other items required for specific functions;
(4) hiring of entertainers and musicians required for specific functions;
(5) decoration and layout of the Mess for each function;
(6) liaison with the Mess Manager and the Chief Cook for provision of food, refreshments and Mess staff for entertainment functions;
(7) providing the Mess Treasurer with an account of all expenditures on Mess entertainment including receipts;
(8) ensuring that expenditures do not exceed the entertainment budget as decided by a vote of the General Mess; and
(9) preparing the entertainment budget.
b. preparing an entertainment schedule as far in advance as practical; and
c. such other Mess duties as assigned by the PMC.
MEMBERS OF THE ENTERTAINMENT
SUB COMMITTEE
7. Entertainment Sub Committee Members are responsible to the Entertainment Officer for:
a. duties in support of Mess entertainment as directed by the Entertainment Officer; and
b. such other Mess duties as may be assigned by the PMC.
SPORTS OFFICER
8. The Sports Officer is responsible to the PMC for:
a. supervising, directing and co-ordinating all sports activities involving a team or members of the Mess; and
b. other Mess duties as may be assigned by the PMC.
LIVING IN OFFICER
9. The Living In Representative is responsible to the PMC for:
a. representing the views of the living in members;
b. liaison with the Garrison Food and Quartering Services Officer to correct concerns covering kitchen operations;
c. informing the PMC of any deficiencies noted and proposing suggestions, requests, etc., for the improvement or modification of mess operations; and
d. other Mess duties as assigned by the PMC.