Constitution
1. Name. In this Constitution and By-Laws the name of the institute shall be the "Edmonton Garrison Officers' Mess", hereinafter referred to as the "Mess". The Mess consists of one facility located at Steele Barracks, Namao, Alberta.
2. Commander. Wherever the appointment "Commander" appears throughout the Constitution and By-Laws it will mean the Edmonton Garrison Commander. The Commander is the final approving authority for:
a. Mess Constitution and By-Laws;
b. General Mess and Mess Committee Meeting Minutes;
c. Budgets; and
d. Any and all policies, verbal and written, regulations, directives and orders pertaining to the Mess.
3. Authority for Establishment and Operation. The Mess is established under the authority of the Commander in accordance with QR&O 27.01. It shall be operated pursuant to regulations, orders and directives governing the operation of Messes in the Canadian Forces as set out in A-AD-262-000\AG-000; the instructions contained in this Constitution and By-Laws amplify it.
4. Purpose of Operation. The Mess shall:
a. be operated for the purpose of encouraging high esprit de corps and the fostering of good fellowship amongst the members;
b. provide goods, services and amenities to the members; and
c. receive and account for all allowances and donations that apply to it.
5. Membership. The membership of the Mess shall consist of the following categories as defined in CFAO 27.1:
a. Ordinary (voting member);
b. Associate (non-voting member);
c. Honorary (non voting member); and
d. Privileged (non-voting member).
6. Ordinary Membership. All Regular Force and full time Class B and C Reserves posted to a unit supported by Edmonton Garrison are members of the Mess effective their COS date. All ordinary members have one vote at general meetings.
7. Application for Associate Membership. (Retired officers) This category is for retired officers of the Canadian Forces. Applicants for Associate membership; (retired officer category) will complete the membership application form. The application need not be signed by a sponsor. Application will be subject to the approval of the PMC. A certificate of service must be attached to the application form. This membership is a non-voting membership. The Associate members’ representative attends all Committee and General meetings to ensure the Associate membership’s interests are known.
8. Application for Associate Membership. (Working category) This category is reserved for DND employees holding officer status positions. Applicants for associate membership (working category) will complete the membership application form. The application need not be signed by a sponsor. Application will be subject to the approval of the PMC. This membership is a non-voting membership. The Mess Executive may grant applicants for Associate membership, probationary status, subject to the approval of the membership of the application at the next General Mess Meeting. Applicants granted probationary status have the rights and responsibilities of an Associate member.
9. Application for Associate Membership. (Social category) This category is for civilians interested in becoming a part of the Mess. Applicants for Associate membership (social category) will complete the membership application form, accompanied by a biography, which must be signed by a sponsor who is an ordinary member of the Mess. The application must be presented by the PMC for approval by the Mess membership at a General Mess Meeting and will also be subject to the approval of the Commanding Officer of the Mess. This membership is a non-voting membership. The Mess Executive may grant applicants for Associate membership, probationary status, subject to the approval of the membership of the application at the next General Mess Meeting. Applicants granted probationary status have the rights and responsibilities of an Associate member.
10. Application for Privileged Membership. Ex-Associate members of the Calgary and Chilliwack officers’ messes have been invited to become members of the Mess. This invitation has been strictly aimed at these associate members who would wish to maintain their association with a Mess. As the messes in Calgary and Chilliwack close all of their associates are offered free membership for the remainder of the current year (1996) in the Edmonton Garrison Officers’ Mess and a special membership price of $20 a year for each additional year. This membership is a non-voting membership. The privileged membership receives the same benefits offered to associate members. The Associate members’ representative attends all Committee and general meetings to ensure all associates and privileged members’ interests are known.
11. Cancellation of Associate / Privileged Membership. It is the responsibility of all Associates / Privilege members to notify the PMC, in writing, when they wish to cancel their membership. This practice is not always possible. To assist in financial accounting and to ensure no additional charges are incurred to Associate’s accounts after they wish to cease membership, all members who lapse in their monthly payments will be considered to have requested a membership cancellation (for accounting purposes only) after three months. Members in arrears will be contacted to determine their intention towards continued membership. It is understood that unforeseen circumstances may prevent members from meeting payment deadlines; therefore, payment of arrears will automatically constitute continuation of membership.
12. Mess Executive Committee. The Commander of Edmonton Garrison will normally act as the Commanding Officer of the Mess, though he may appoint another to act in this capacity from time to time. The Commanding Officer will appoint the Mess Executive. The Mess shall be administered by an Executive Committee elected by and from the ordinary membership at a General Mess Meeting. Nominations for elected members require the concurrence of the member nominated and their Commanding Officer. The Mess Executive Committee shall consist of:
a. a President of the Mess Committee (PMC);
b. a Vice-President of the Mess Committee (Vice-PMC);
c. a Secretary;
d. a Treasurer;
e. an Entertainment Officer;
f. a Living-in Officer;
g. a Housing Officer; and
h. such other members as may from time to time be required, e.g. a sports officer, a bar officer etc.
NOTES:
1. The Grn Food Svcs O, Associate Members’ Rep and the Mess Manager are ex-officio members of the Executive Committee.
2. The duties and responsibilities of committee members shall be as set out in the By-Laws.
13. Meetings. The following meetings shall be held:
a. Mess Executive Committee meetings at the call of the PMC on a frequency of no less than once monthly;
b. General Mess Meetings at the call of the PMC on a frequency of no less than semi-annually; and
c. Extra-ordinary General Mess Meetings, as set out in para 15.
14. Mess Executive Committee Meetings will be held for the purpose of considering:
a. approval, subject to audit, of financial statements;
b. approval of expenditures which come within Committee authority; and
c. any other matters relevant to the operation of the Mess.
15. General Mess Meetings will be held to consider:
a. financial statements presented by the Treasurer;
b. proposed Mess activities;
c. Mess Executive Committee elections;
d. Review of nominations for associate membership; and
e. any other business concerning the Mess.
16. An extra-ordinary General Mess Meeting will be convened at the request of:
a. the Commander;
b. the Commanding Officer of the Mess;
c. he PMC; or
d. the signed request of 25 percent of the Ordinary Membership.
17. A quorum for a meeting of the Mess shall consist of 50% of Ordinary membership reasonably able to attend and at no time less that 100 ordinary members. The Commander may authorise a lesser percentage as constituting a quorum at a particular meeting; the circumstances will be attached to the minutes of that general meeting.
18. The business before any Mess Meeting shall be decided by simple majority vote of those in attendance with the PMC voting only in the event of a tie.
19. Power to make By-Laws. A General Mess Meeting, subject to concurrence of the Commander, may make By-Laws for the efficient and detailed operation of the Mess and its functions.
20. Amendments (Ref A-AD-262-000/AG-000)
a. Any Ordinary Member may propose amendments to the Constitution. Proposed amendments shall be submitted in writing to the PMC, as a Notice of Motion, signed by the mover and the member who intends to second the motion;
b. The PMC shall ensure that any Notice of Motion to amend the Constitution, properly received, is posted on the Mess notice board seven full days before the next scheduled General Mess Meeting, and is included on the agenda for discussion and voting at the meeting. Amendments shall require a majority vote of at least two-thirds of the Ordinary Members present.
21. Precedence. (Refer to A-AD-262-000/AG-000). None of the rules or provisions contained in this Constitution shall be deemed to contravene any order, publication or regulation taking precedence over this Constitution. Should any rule or provision contravene or conflict with orders, publications or regulations issued by higher authority for the operation of Messes, the Mess Executive Committee shall cause the pertinent rule or provision in the Constitution or By-Laws to be replaced or amended as applicable.
22. Authority. The terms and provisions of this Constitution having been adopted by a majority vote and approved by the Commander, supersede all previous Constitutions of this Mess.