Debney Junior Ranks Constitution and By Laws
TABLE OF CONTENTS
Part I - Constitution
Part II - Bylaws
Annexes
Annex A — Dress
Annex B — Duties of Mess Executive Committee Members
Annex C — Duties of the Mess Manager
PART I — CONSTITUTION
NAME
1. The name of the institution is the Lieutenant Colonel P.L. Debney Junior Ranks Mess,
hereinafter referred to as the 'Mess". The Mess consists of one facility located in the
Lieutenant Colonel P.L. Debney Armoury, Edmonton, Alberta.
AUTHORITY FOR ESTABLISHMENT AND OPERATION
2. The Mess is established under the authority of QR&O 27.1 and the Commander 3rd Canadian Division. It shall be operated in accordance with regulations, orders and directives governing the operation of messes in the Canadian Armed Forces and the instructions contained in this Constitution. The Bylaws further amplify the Constitution.
MESS COMMANDING OFFICER
3. Wherever the appointment "Mess Commanding Officer" (Mess CO) appears in either the Constitution or the Bylaws it will mean the Mess CO as appointed by the Commander 41 Canadian Brigade Group (CBG). The Mess CO is the final approving authority for:
a. the Mess Constitution and Bylaws;
b. general mess and mess committee meeting minutes;
c. budgets; and
d. all policies, either written or verbal, regulations, directives and orders pertaining
to the Mess.
PURPOSE OF OPERATION
4. The Mess shall be operated for the purpose of:
a. encouraging esprit de corps and fostering good fellowship amongst its members;
and
b. providing goods, services and amenities to its members.
5. The Mess shall receive and account for all allowances and donations which apply to it.
MEMBERSHIP
6. The membership of the Mess shall consist of the following categories as defined in
CFAO 27-1:
a. ordinary members;
b. associate members;
c. honorary members; and
d. special membership.
ORDINARY MEMBERS
7. The Mess's ordinary membership consist of:
all serving Junior members of units located in the Lieutenant Colonel P.L. Debney
Armoury are members of the Mess effective their COS date.
8. An ordinary member:
a. shall pay membership fees in full when due;
b. shall have full voting powers at a general mess meeting or extraordinary general mess meeting;
c. may hold office on any Mess Committee or Sub-committee; and
d. has full rights of access to the Mess, its facilities and amenities, subject to the
Constitution and Bylaws of the Mess.
ASSOCIATE MEMBERS
9. The following persons, subject to the approval of the President of the Mess Committee
(PMC) and the Mess CO, may become associate members of the Mess:
a. Retired — This category is for retired Junior NCO's of the Canadian Forces.
Applicants under this category are to complete the membership application form
and attach a certificate of service. A signature of a sponsor is not required.
Applications under this category require approval of the Mess Committee and the
approval of the Mess CO;
b. Working — This category is for DND civilian employees holding Junior NCO
status, and members of the Supplementary List, Cadet Instructors Cadre or the
Canadian Rangers. Applicants under this category are to complete the
membership application form. A signature of a sponsor is not required.
Applications under this category require the approval of the Mess Committee and
the approval of the Mess CO; and
c. Social — This category is for people, other than those mentioned in subparagraphs a and b, who may be admitted to membership for a term not to exceed one year (and renewed for further one-year terms). Applicants under this category are to complete the membership application, attach a biography and obtain the signature of a sponsor who is an ordinary member of the Mess. The application under this category requires the approval of the Mess membership at a general mess meeting and the approval of the Mess CO.
10. Associate members:
a. shall pay membership fees in full when due;
b. are non-voting members of the Mess. An associate members' representative
attends all Mess Committee and general mess meetings to ensure the associate
membership's interests are known;
c. shall be accorded the privileges of the mess, but may not serve on the Mess
Committee. An associate member may assist the Mess Committee or a
subcommittee, but by doing so assumes no responsibility; and
d. may have their membership suspended or cancelled for cause. An associate
member will be notified in writing by the Mess Committee of the suspension or
cancellation of their membership.
HONORARY MEMBERS
11. This category of membership is for individuals who have made a significant contribution
to the community, the Canadian Forces or the Mess. Nominations for this category of
membership shall be made in writing to the PMC who will review the nomination and
forward it to the Mess CO with his/her recommendation. The Mess CO's approval is
required for honorary members.
12. Members of the Canadian Regular Force or Primary Reserve are honorary members of
every mess appropriate to their rank, except in the mess in which they are ordinary or
associate members.
13. Honorary members are non-voting members of the Mess. They shall be accorded the
privileges of the Mess but shall not pay mess subscriptions nor serve the Mess in any
capacity. An honorary member may be assessed a proportionate share of expenses
associated with any mess function or entertainment attended.
14. This membership can be terminated by either the Mess or the honorary member giving 30
days written notice.
SPECIAL MEMBERS
15. This category of membership is a group membership for various types of service
organizations. Applications for membership will be made in writing to the PMC who will
bring it to the attention of the Mess membership at a general mess meeting. This type of
membership is a non-voting membership and is subject to the approval of the general
membership, the PMC and the Mess CO.
MESS COMMITTEE
16. The Mess shall be administered by a committee appointed by the Mess CO or elected
from the ordinary members at a general mess meeting. An ordinary member of the Mess
is elected to office on the Mess Committee by a majority of a quorum at a general mess
meeting.
17. The Mess Executive Committee shall consist of a minimum of three members, including:
a. President (PMC);
b. Vice-president (VPMC); and
c. Secretary/Treasurer.
18. The Mess Committee may include additional appointments of
a. an entertainment member;
b. a bar member;
c. a housing member;
d. unit representative (non-voting);
e. an historical member (non-voting); and
f. such other members as may from time to time be required.
19. The Non-Public Funds Accounting Officer (NPFAO), Associate Members'
Representative and Mess Manager are ex-officio members of the Executive Committee.
20. The duties and responsibilities of the Mess Committee members shall be set-out in the
Bylaws.
CONFLICT OF INTEREST
21. Any member of the Mess Committee or any sub-committee who suspects that he is in a
conflict of interest position shall report the conflict of interest to the Mess Committee.
The Mess Committee shall make recommendations to the Mess CO, who shall adjudicate
on the advisability of the member remaining in office.
MESS SUB-COMMITTEES
22. Sub-committees may be formed by the Mess Committee to assist any Mess Committee
member in the performance of his duties or to perform such other specific functions as
may be from time to time required. The number of members of each sub-committee and
their terms of reference shall be specified by the Mess Committee. Sub-committee
members must be ordinary or associate members of the Mess.
MEETINGS
23. Meetings shall be held as follows:
a. Mess Executive Committee meetings shall be held at the call of the PMC and
shall occur no less frequently than once quarterly;
b. general mess meetings shall be held at the call of the PMC and shall occur no less
frequently than semi-annually;
c. extra-ordinary general mess meetings will be convened at the request of the Mess
CO, the PMC or 50 percent of the ordinary membership reasonably able to attend
to consider any matter relevant to the operation of the Mess.
d. under extreme and abnormal circumstances (i.e. COVID19 pandemic), general Mess meetings may be held at the individual unit level, presided over by the Unit Representative or to be conducted digitally in a manner that can be audited. All motions are to be voted on, and results forwarded electronically to the PMC, VPMC, and the Mess CO (or their delegate).
24. Mess Committee Executive meetings will be held to:
a. approve, subject to audit, the Mess financial statements;
b. approve expenditures which come within the Mess Committee Executive's
authority; and
c. consider any other matters relevant to the operation of the Mess.
25. General mess meetings shall be held to:
approve financial statements, budgets and expenditures beyond the Mess
Committee Executive's authority;
b. approve proposed mess activities;
c. elect the Mess Committee Executive;
d. review associate membership nominations; and
e. consider any other matters of the Mess.
26. The approved agenda for a general mess meeting shall be posted in the Mess at least one
week prior to the meeting.
27. A quorum for a mess meeting shall consist of at least 20 percent of the ordinary
membership that are not detached service away from units at the armoury, considered by
the unit to be Non-Effective Strength, or excused from drill and training. The Mess CO
may authorize a smaller percentage as constituting a quorum at a given meeting. In such a
case, the circumstances necessitating a smaller quorum will be attached to the minutes of
that general mess meeting. The number of members in attendance at any general mess
meeting shall be recorded in the minutes of that meeting.
28. The business before any mess meeting shall be decided by a majority vote of those in
attendance at the meeting.
29. The secretary shall keep minutes of all Mess Committee meetings and all general mess
meetings. These minutes shall be approved by the Mess CO. A copy of the approved
minutes shall be posted in the Mess as soon as practical. Copies will be distributed to the
unit CO(s), the Mess Manager, the NPFAO, the Minute Book and the Mess Committee
members.
POWER TO MAKE OR AMEND BYLAWS
30. Bylaws for the operation of the Mess may be made or amended by a motion at a general
mess meeting or an extraordinary general mess meeting. New Bylaws and amendments
to existing Bylaws required the concurrence of the Mess CO.
AMENDMENTS TO THE CONSTITUTION OR BYLAWS
31. Amendments to the constitution may be proposed by any ordinary member of the Mess.
Proposals to amend the Mess constitution shall be made in writing to the PMC, as a
Notice of Motion, signed by both the members moving and seconding the motion.
32. The PMC shall post the Notice of Motion at least fourteen full days prior to the next
general or extraordinary general mess meeting, at which the amendment will be
considered. Amendments require a majority vote of the ordinary members present at the
meeting and subsequent approval of the Mess CO.
33. None of the rules or provisions in this Constitution or the related Mess Bylaws shall be
deemed to contravene any order, regulation, directive or publication taking precedence
over this Constitution. Should any rule or provision contravene or conflict with orders,
regulations, directives or publications for the operation of Messes issued by higher
authority, the Mess Committee shall cause the pertinent provision in the Constitution or
Bylaws to be replaced or amended as applicable.
EFFECTIVE DATE
34. The terms and provisions of this Constitution and these Bylaws, having been adopted by
a majority vote of the ordinary members on November 3, 2010 and approved by the Mess
CO, shall supersede all previous Constitutions and Bylaws of this Mess.
Lieutenant Colonel P.L.Debney Junior Ranks Mess
PART II— BYLAWS PURPOSE
1. The purpose of these Bylaws is to set out the rules of operation of the Mess in
accordance with the Constitution.
AMENDMENTS TO BYLAWS
2. Amendments to the Bylaws may be proposed by any ordinary member of the Mess.
Proposals to amend the Mess Bylaws shall be made in writing to the PMC, as a Notice
of Motion, signed by both the members moving and seconding the motion.
3. The PMC shall post the Notice of Motion at least fourteen full days prior to the next
general or extraordinary general mess meeting, at which the amendment will be
considered. Amendments require a majority vote of the ordinary members present at the
meeting and subsequent approval of the Mess CO.
MESS COMMITTEE
4. The normal tenure of the elected or appointed members of the Mess Committee shall be
one year. A member, after serving a term, may be eligible for re-appointment or re-election,
subject to the approval of the Mess CO.
5. The duties and responsibilities of the Mess Committee members shall be set-out in Annex B of these Bylaws.
SUB-COMMITTEES
6. Sub-committees may be formed for the purpose of assisting members of the Mess
Committee for the execution and conduct of various functions, for example an
entertainment committee or housing_ committee. Sub-committees will normally consist
of a mess committee member as chairman and an ordinary member from each unit.
EMPLOYEES
7. The Mess may hire employees for the positions of Mess Manager and bartender. The
Mess may also employ temporary employees as required. These employees may be
military (in accordance with CANLANDGEN 002/00) or civilian personnel hired directly
by the Mess.
8. The duties and responsibilities of the Mess Manager are set out in Annex C of these Bylaws. The Mess Manager shall maintain a list of duties and responsibilities for the
bartenders and temporary employees.
9. The PMC shall determine the wage rates for normal time, overtime and/or bonuses for all Mess employees.
10. An employee file shall be maintained for each Mess employee.
11. No Mess member shall censure or give orders to any member of the Mess staff with
respect to their duties. Complaints or other comments will be directed to the PMC for
resolution.
12. Employees shall not enter the Mess except during their duty period.
MEMBERSHIP
13. The Constitution details criteria for membership, procedures for approving associate,
honorary and special membership, and membership privileges for each class of
membership.
14. All members shall comply with the Mess rules. Membership may be suspended or
withdrawn for unsatisfactory conduct or abuse of Mess privileges. The Mess Committee
or the member's CO shall notify the member in writing of any suspension or cancellation
of a member's Mess membership.
SUBSCRIPTION
15. Subscriptions are imposed to defray general mess expenses.
16. A monthly subscription shall be assessed to each ordinary, associate and special member
of the Mess.
17. Mess subscription rates shall be set out in general mess meeting minutes approved by the
Mess CO.
18. Mess subscription for ordinary members shall commence on their COS date. Mess
subscriptions and assessments will be charge, pro rata, on a daily basis for any period of
less than a full month.
19. Honorary members shall not be assessed a mess subscription.
20. All Mess members shall pay their mess dues no later than:
a. the 15th of the month following the month in which they were incurred; or
b. the date they cease to be a mess member.
21. For mess members electing to pay through a debit on their pay account, this election does
not eliminate their responsibility for ensuring that their mess account is paid in full by
the dates detailed in paragraph 20.
TRADING ACTIVITY
22. All bar operations shall be conducted on a cash basis. Chits are not authorized.
23. Bar prices shall be proposed by the Mess Manager and approved by the Mess Executive
Committee and the Mess CO. Prices shall be posted in a prominent location behind the
bar.
24. Sales of liquor by the bottle and beer by the case are prohibited. All liquor, beer and wine sold in the Mess will be consumed in the Mess.
25. The Mess is subject to all Alberta Liquor Licensing Regulations, and as such,
contravention of these Regulations may result in suspension of the Mess liquor license
and/or fines.
26. Alcoholic beverages will not be served to persons under the age of 18 years.
27. Bar hours shall be fixed by the CO and shall be posted in a prominent location. Bar hours shall not be extended without the consent of the PMC, or the consent of the VPMC in the
PMC's absence. Bar hours shall not be extended beyond operating limits allowed by
provincial legislation. Members and their guests shall vacate the Mess one half hour after
the bar closes. Mess staff shall ensure the Mess is secure prior to departing.
28. Mess staff are not permitted to sell merchandise outside the authorized bar hours.
29. The PMC or senior member present in the Mess may close the bar at any time as
considered necessary.
30. The PMC or senior member present will give approval to the bar staff to close the bar
outside of scheduled mess hours. Bar staff must seek permission from PMC or senior
member present if they choose to reduce bar hours (i.e. early last call).
EXPENDITURES
31. Mess funds may be expended on behalf of the Mess members by the PMC and the Mess
Executive Committee up to the limits established in the Mess Standing Minutes. The
PMC, VPMC, Treasurer, and Entertainment Member are furthermore authorized to spend
funds where directly necessary for operations, up to the amounts described below:
a. PMC, $5000
b. VPMC, $3000
c. Secretary/Treasurer, $1000
d. Entertainment Member, $1000
These expenses must be approved by another member of the executive in advance. A
report of all such expenses must be provided at the following general mess meeting.
32. A budget shall be prepared by the mess executive committee and presented to the general
mess membership. The budget must be approved by a majority vote of the ordinary mess
members present at a general mess meeting and approved by the Mess CO. Actual
expenditures will be compared against the budgeted expenditures. The Mess Executive
Committee shall stay within the approved budget, but may recommend budget
adjustments based on actual performance.
FINANCIAL RECORDS
33. Accounting records will be maintained by the 41 CBG NPFAO in accordance with Non-
Public Funding accounting regulations and directives.
34. Mess banking shall be carried out through an account established at a local financial
institution. The treasurer will ensure that all expenditures are supported by an approved
cheque requisition and cheques are signed by two signatories.
GIFT FUND
35. A gift fund will be established from voluntary contributions made by ordinary members.
This contribution will be one percent of mess dues.
36. A trust account will be established within the Mess's NPF accounting records for this
expense. Payment may be made at the same time mess dues are paid.
37. This account is for gifts to retiring or departing ordinary members and ordinary members
in time of bereavement or hospitalization. The following criteria must be met in order for a member to receive a gift from this fund:
a. the individual is currently an ordinary member of the Mess;
b. the individual's mess account is paid in full;
c. the individual has been a member of the Mess and contributed to the gift fund for
a minimum of three years; and
d. in the case of retirement and departure gifts, the individual has not received a
retirement or departure gift from this Mess on a prior occasion.
38. Gifts or donations are not to exceed $50. Any ordinary member contributing to this Fund
is eligible. All expenditures from this fund must be authorized by the PMC.
PMC BAR CARD
39. President of the Mess Committee is approved up to $100, renewable every year on 01 April, in discretionary expenses including, but not limited to alcoholic beverages, non-alcoholic beverages, food, and other consumable or non-consumable products sold at the Debney Junior Ranks Mess for the purposes of entertaining Officers, NCM’s, and guests. The remaining balance of this “bar card” is not transferred into the next year.
PERSONAL CHEQUES
40. A member may pay any outstanding debt to the Mess with a personal cheque. It shall be
the duty of the member and individual staff member receiving the cheque to ensure that:
a. cheques are fully completed, showing date, account number, and signature; and
b. cheques will be annotated on the back with the following information:
(1) service number and rank;
(2) unit;
(3) home address and telephone number (if not on the front of the cheque);
and
(4) name of staff member cashing the cheque.
41. If a cheque is returned non-sufficient funds (NSF), the member writing the cheque will be financial responsible for paying the original amount owing plus any related NSF fees charge to the Mess.
42. The Mess reserves the right to refuse the acceptance of a cheque as payment from any
member or non-member of the Mess.
MESS PROPERTY
43. The Mess Executive Committee will maintain an up-to-date inventory of all Mess
furniture and effects (F&E), including artifacts and memorabilia located and/or owned by
the Mess. This inventory will show the item description, its current location, date
received, donated by/received from (if applicable), and its estimated replacement value.
The inventory will be adjusted immediately upon receipt or removal of items to/from the
Mess. An update copy of this information is to be provided to the 41 CBG NPFAO
quarterly.
44. The 41 CBG NPFAO will maintain a property record in accordance with current
regulations and guidelines.
45. The Mess Manager is responsible to ensure that procedures to add/dispose of item(s)
to/on the Mess property records as detailed in current regulations and guidelines are
followed.
46. No furniture, equipment or other property of the Mess is to be removed from the Mess
(including relocating to the Officers and Warrant/ Sgt's Mess) or the building without
prior permission of the PMC.
47. Members shall report to the Mess Manager any breakage or loss that they may have
caused or noticed. The Mess Manager will notify the PMC. Articles broken accidentally
or intentionally may be charged to the individual responsible for the damage. Losses or
deficiencies occasioned to member's willful or negligent actions shall be recovered in
accordance with the provisions of QR&O 38.01.
48. Defects in the operation of electronic equipment are to be reported to the Mess Manager.
Members will not attempt to make any repair or adjustment to such equipment.
MESS GUESTS
47. A mess guest is a person formally invited by the Commander 41 CBG, the Mess CO, a
unit CO 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.
50. The Mess PMC or Mess CO may utilize the PMC's chit to entertain the official mess
guests. The Mess PMC or Mess CO must approve this expenditure. Expenditure limits
for the PMC's chit are contained within the Mess Standing Minutes.
PERSONAL GUESTS
51. Subject to any restrictions in times and locations which may be announced by the Mess
Committee, members may invite personal guests into the Mess at times when the Mess is
regularly open. A member is responsible for the conduct and dress of any guest
introduced to the Mess. The member will assume responsibility for the complete cost of
entertaining personal guests.
52. Honorary members shall not invite personal guests to the mess without the permission of
the PMC.
53. It is the duty and responsibility of each member to make personal guests welcome.
54. Animals are not permitted in the Mess.
COMPLIMENTS
55. Acknowledgement of the presence of the Commander, any other officer in the rank of
Brigadier-General or higher or governmental official is a matter of courtesy. Members
will rise to acknowledge the Commander when her/she first enters the Mess and will
remain silent until informed to carry on.
ENTERTAINMENT
56. A Mess entertainment program shall be planned and approved by the Mess Committee.
57. Members shall be advised of proposed events at each general mess meeting and a copy of the Mess calendar of events and other notices will be displayed on the Mess notice board. In addition, a copy of the Mess calendar of events will be sent to each unit.
58. Funding for entertainment events must be approved within the Mess budget or as a
separate motion by the general membership at a general or extraordinary mess meeting.
USE OF MESS FACILITIES
59. All facilities and assets of the Mess are held for mutual use by all mess members.
60. The PMC may authorize the exclusive use of the Mess for the benefit of individual
members or groups of members, upon application. Such exclusive use shall be in
accordance with conditions established by the Mess Executive Committee. Exclusive use
of the Mess for the benefit of an individual member or group of members shall not be
authorized 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.
PRIVATE ENTERTAINMENT
61. A member may use or sponsor the 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; the general good order of the Mess.
62. A surcharge will be levied against all private functions to cover costs for cleaning,
bartending and staff, and wear and tear on Mess property.
DISCIPLINE
63. Every member shall be personally responsible for their conduct and the conduct other
guests in the Mess.
64. The PMC or in the absence of the PMC, the senior ordinary member present in the Mess,
shall be responsible to the Mess CO for the maintenance of discipline and observance of Mess regulations in the Mess.
65. Occasionally, the situation may arise where the only remaining ordinary member is
required to leave the Mess. In such a case, the last ordinary member remaining will
designate an associate member who shall be responsible for Mess discipline.
66. The Mess CO or the PMC 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 in writing to the member's CO.
DRESS
67. Dress is published in Annex A of the Bylaws.
SUGGESTION BOOK
68. A Mess Suggestion Book shall be maintained in the Mess. Suggestions/propositions
shall be duly recorded and seconded by an ordinary member at least seven days prior to
Mess meeting. All suggestions/proposals shall be included in the agenda, subject to
approval by the Mess CO. Proposals to amend the Constitution or Bylaws and
sponsorship of candidates for associate, honorary or special membership shall not be
entered in the Suggestion Book.
Annex A
To Lieutenant Colonel P.L. Debney Junior Ranks Mess Constitution and Bylaws
ORDER OF DRESS
The following orders of dress are authorized in the Mess:
a. Formal;
(1) Men. Uniform No 3 with bowtie or dress suit with shirt and tie, tuxedo
(with mini medals, if applicable); or
(2) Women. Uniform No 3 with bowtie or white blouse, evening gown (with
mini medals, if applicable), cocktail dress or dress suit.
b. Semi-Formal;
(1) Uniform No 3, dress, pantsuit, suit, sports jacket with shirt and tie or
Turtleneck.
c. Informal;
(1) DEU-3;
(2) suit and tie;
(3) sports jacket or blazer, tie and slacks;
(4) dress (ladies);
(5) coordinated pant suits; or
(6) skirt and blouse or sweater (ladies).
d. Casual; (See note below)
(1) military dress of the day;
(2) open collared shirt or blouse and slacks; sweater and slacks; or
(3) skirt and blouse or sweater (ladies).
NOTE: interpretation of this standard is equivalent to "business casual". Jeans, dress suitable to
'clubbing" or slovenly in appearance is not permitted.
e. Relaxed;
(1) respectable relaxed attire including t-shirts and jeans;
(2) athletic/recreational wear (excluding swimsuits);
(3) clothing shall not be ripped or soiled; and
(4) shirts and footwear must be worn at all times.
NOTE: The wearing of relaxed dress in the Mess may only be authorized by the Mess PMC.
f. Special;
(1) Dress or costume appropriate to a theme event may be authorized by the
event organizing committee.
2. The following dress regulations apply to the Mess and are considered the minimum
acceptable standard:
a. Formal - Anytime and as specified;
b. Informal - Anytime and as specified;
c. Casual - Anytime unless formal and informal are specified;
d. Relaxed – On unit training nights or as specified; and
e. Special - Only when specified.
3. Military dress of the day may be worn in all areas of the Mess by personnel, except when
a formal or informal dress code is in effect.
PROHIBITED WEAR
4. Except for costumes or other special designed wear, mixed military/civilian attire and
unkempt, unpleasant or unacceptable clothing is prohibited.
GUESTS
5. Dress regulations apply to guests as well as members of the Mess. It is the responsibility
of the host to ensure dress regulations are observed.
Annex B
To Lieutenant Colonel P.L. Debney Junior Ranks Mess Constitution and Bylaws
DUTIES AND RESPONSIBILITIES OF
THE MESS COMMITTEE MESS COMMANDING OFFICER
1. The Mess CO shall be responsible to the Commander for:
a. ensuring the efficient operation of the Mess and overall supervision;
b. providing of guidance to the PMC;
c. approving a Mess Constitution and Bylaws; and
d. ensuring that statements of duties exist for all members of the Mess Executive
Committee and the Mess Manager.
PRESIDENT OF THE MESS COMMITTEE
2. The PMC shall be responsible to the Mess CO for:
a. the administration and management of the Mess in accordance with the
Constitution and Bylaws;
b. issuing a Mess Constitution and Bylaws;
c. control and accuracy of Mess property inventories including:
(1) furniture, fixtures and equipment (both public and non-public); and
(2) merchandise and supplies.
d. assisting the CO of the Mess in performance of his/her duties;
e. calling and chairing all Mess Executive Committee and Mess general meetings;
f. assisting and supervising Mess sub-committees as required;
g. scrutiny and reporting of unpaid Mess accounts;
h. approval of all events, functions or activities occurring on Mess premises; and
i. other duties as may be assigned by the CO 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/her duties;
b. assuming the duties of the PMC in his/her absence;
c. if no Entertainment Member has been appointed, performing the duties of the
Entertainment Member;
d. if no Housing Member has been appointed, performing the duties of the Housing
Member;
e. assisting and supervising the Vic-PMC sub-committee as required; and
f. other duties as may be assigned by the PMC.
MESS SECRETARY
4. The Mess Secretary is responsible to the PMC for:
a. preparing and dispatching Mess correspondence;
b. preparing and posting the Agenda for the Mess Executive Committee and general
Mess meetings;
c. recording and publishing minutes of Mess Executive Committee and general
Mess meetings; and
d. other duties as assigned.
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 the financial
condition of the Mess and general financial matters. In particular, the Treasurer is
responsible for ensuring the Mess Executive Committee is aware of the financial
implications of any decisions;
c. preparing an annual budget and monitoring the actual financial results in
comparison to the budget;
d. conducting liaison with the Mess Manager and 41 CBG NPFAO on financial
matters;
e. supervising the administration of the books of account;
f. administering the Gift Fund; and
g. other Mess duties as may be assigned by the PMC.
ENTERTAINMENT MEMBER
6. The Entertainment Member is responsible to the PMC for:
a. planning and executing Mess entertainment, which includes:
(1) supervising and directing the entertainment sub-committee members;
(2) coordinating all aspects of each function;
(3) advertising entertainment functions;
(4) purchasing and controlling decorations, favours or other items required for specific functions;
(5) hiring entertainers and musicians for Mess functions;
(6) decorating and setting up the Mess for Mess functions;
(7) arranging food for Mess functions;
(8) liaising with the Mess Manager for refreshments and Mess staff for
functions;
(9) ensuring proper control of function revenues in accordance with NPF
regulations;
(10) providing the Mess Treasurer with an account of all expenditures on Mess
entertainment, including receipts; and
(11) ensuring that expenditures for entertainment functions do not exceed the
entertainment budget or the specific function’s budget;
b. preparing an entertainment schedule;
c. preparing the entertainment budget; and
d. 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 committee
for:
a. duties in support of Mess entertainment as directed by the Entertainment
committee; and
b. such other Mess duties as may be assigned by the PMC.
BAR MEMBER
8. The Bar Member is responsible to the PMC for:
a. ensuring a monthly independent stocktaking of all bar items is done;
b. ensuring that prices of bar items are correct and posted;
c. liaising with the Mess Manager as to types/brands of stock; and
d. such other duties as assigned by the PMC.
HOUSING MEMBER
9. The Housing member is responsible to the PMC for:
a. maintaining a suggestion book;
b. maintaining an inventory of all Mess furniture and equipment, including artifacts
and memorabilia. This list is to be updated annually and forwarded to the PMC;
c. identifying items requiring repair and/or disposal and coordinating for that repair
or disposal with the Mess Manager;
d. ordering periodicals;
e. bringing to the attention of the Mess membership, suggestions for improvements
of the Mess facility;
f. decorating the décor of the Mess; and
g. such other duties as assigned by the PMC.
UNIT REPRESENTATIVES
10. Unit Representatives are responsible to the PMC for ensuring their unit’s regimental
memorabilia is maintained and accounted for.
11. Unit Representatives are non-voting members of the Mess Executive Committee.
Annex C
To Lieutenant Colonel P.L. Debney Junior Ranks Mess Constitution and Bylaws
DUTIES AND RESPONSIBILITIES OF THE MESS MANAGER
1. The function of the Mess Manager is to plan, organize, staff, direct and control all Mess
activities and events in response to the direction of the PMC.
2. The Mess Manager is responsible to the PMC for:
a. Supervisory Duties:
(1) providing recommendations to the PMC for the hiring and termination of Mess NPF personnel;
(2) training of Mess NPF personnel;
(3) scheduling of Mess NPF personnel;
(4) supervising Mess NPF personnel to ensure proper performance their duties; and
(5) verifying accuracy and certifying time sheets for Mess NPF personnel.
b. Administration Duties:
(1) assisting the PMC and members of the Mess Executive Committee
including, but not limited to:
assisting the Mess Secretary in the handling of Mess
correspondence, including providing written quotes for inside and
outside functions, maintaining an appropriate filing system for
Mess correspondence and returns, and keeping the Mess bulletin
current;
at the request of the PMC, attending Mess Executive Committee
and General Mess Membership meetings; and
assisting the Housing Member (or Vice PMC, if no Housing
Member is appointed/elected) maintain the listing of all Mess
owned property;
(2) signing members’ reporting in and clearance forms;
(3) preparing paperwork required by NPFAO including, but not limited to,
daily sales reports, purchase orders, cheque requisitions, receipts, and
breakage and spoilage reports;
(4) preparing and making bank deposits;
(5) ordering bar merchandise and supplies;
(6) accepting and accounting for, through the use of receipts and daily sales
reports, all monies from mess functions, and bar sales; and
(7) certifies breakage and spoilage registers;
c. Coordination Duties:
(1) assisting Entertainment Member with the planning and execution of
official Mess entertainment activities;
(2) booking inside and outside social functions in the Mess, including the
providing quotes/estimates, preparing agreements, and invoicing;
(3) on a monthly basis, providing the Mess Executive Committee a calendar
of upcoming activities occurring in the Mess; and
(4) assisting Stocktaking Committee in their performance of quarterly
stockings;
d. General Duties:
(1) ensuring that the Mess is maintained clean;
(2) ensuring Mess property and equipment is maintained in proper working
order;
(3) reporting any irregularities to the PMC;
(4) ensuring monthly stocktaking is performed;
(5) ensuring proper control and security of Mess cash floats, sales revenues,
inventory, property and equipment;
(6) ensuring enforcement of DND/CAF, 41 CBG and Alberta Gaming and
Liquor Commission policies, regulations and orders;
(7) providing advice on Mess matters to the Mess Executive Committee; and
(8) performing such other duties as directed by the PMC.