Royal Canadian Artillery Association

VP RCAA
Mississauga, Ontario

14 Jan 2009

WARNING ORDER RCAA 124th AGM
17-20 SEP 2009

References:
a. RCAA 132nd AGM 11-14 Sep 2008
b. Organization Committee Meeting held at 11 Fd RCA, Guelph – 25 Nov 08

Time Zone: Eastern Daylight Time

Purpose: Provide an update to RCAA membership on key planning elements for the next AGM.

1. SITUATION.

a. The 2009 AGM (with its number appropriately updated to be the 124th rather than following the incorrect number used in ref a and before) will take place at the Holiday Inn in Guelph and the surrounding area from 17-20 Sep 2009.

b. 11 Fd Regt RCA in Guelph is the host unit and will be drawing support from other southern Ontario units. Guelph’s Artillery Support Group (ASG) is the lead planning Organization with Col Gary Burton (HCol 11 Fd Regt) as the main point of contact within the ASG. Maj Mike Schotsch (2iC 11 Fd Regt) is the main point of contact from the host unit.

2. MISSION. To Organize and Execute the RCAA 124th AGM in Guelph 17-20 Sep 2009.

3. EXECUTION

a. The ASG in Guelph is the lead planning organization for administrative arrangements and social events connected to the AGM. The RCAA Executive will organize the AGM and Symposium content. VP RCAA will act as the key point of local liaison between the Organizing Committee and the RCAA but direct liaison with the Treasurer and Secretary is authorized as required. AGM activities are expected to occur at the Holiday Inn with some travel in the local area required for the various social events.

b. Probable Tasks:

1) RCAA HQ:
a) President: Organize fund raising with Industry.

b) Vice-President:

i) Act as local RCAA liaison to Organizing Committee.

ii) Draft general communications for circulation to RCAA membership.

c) Treasurer:

i) Conduct detailed planning for the agenda and briefings.

ii) Publish Administrative Order by May 2009.

d) Secretary:

i) Produce minutes of the 2008 AGM (complete).

ii) Maintain up to date attendance list.

iii) Assist the treasurer in the set-up of the 2009 AGM.

e) Regt Affairs Chairman: Ensure distribution of information across the country to regional reps.

2) Deputy Director Heritage, LCol Leon Jensen: Publish 2009 AGM Information on Web page and keep it current.

3) ASG Organizing Committee :

a) Plan & coordinate supporting activities & events.

b) Conduct coordination meetings as required.

c) Present plan for approval to RCAA Executive at CDA conference in Feb.

4) 11 Fd Regt RCA:

a) Provide logistic support for the event.

b) Liaise with other Southern Ontario units as required.

c) Support the Organizing Committee for planning & organization.

5) Southern Ontario Regimental Associations:

a) Encourage members to attend AGM and associated events.

b) Circulate information to members.

c. Coordinating Instructions.

1) Admin instruction to be circulated and published on Artillery.net no later than 31 May 09.

2) Coordination meetings to occur in Guelph as required by Organizing Committee.

3) Executive anticipated to arrive in Guelph no later than noon 17 Sept 09.

4) 17 Sept 09, 15:00 – Executive meets at Holiday Inn.

5) 17 Sept 09 evening – Meet & Greet at 11 Fd RCA Guelph Armoury, possibly to include rotating van shuttle tours of John McCrae museum. Spouses are welcome.

6) 18 Sep 09, 08:30-17:00 – AGM.

7) 18 Sep 09 evening – Visit and reception at Hamilton Canadian Warplane Heritage Museum. Spouses are welcome.

8) 19 Sep 09, 08:00-16:00 – Seminar.

9) 19 Sep 09 after lunch – Group photo in front of John McCrae Museum. Dress is DEU or blazer with medals. Transport to be arranged.

10) 19 Sep 09 evening – Special Guest Night (at Holiday Inn or Guelph Officers’ Mess (TBD). Not a spousal event.

11) 20 Sep 09 – Return home.

4. SERVICE SUPPORT.

a. Travel. Air travel points of entry to Guelph via Toronto, Hamilton or London airports. Each airport will require further road transportation of 1 hour or more. Rail and coach bus routes to Guelph are available. Guelph is easily accessed by road via Ontario Highway 401. More detailed directions will be provided as part of the Admin instruction.

b. Local Transportation. Travel between arrival/departure point (air, rail or road) and conference site will be individuals’ responsibility except for designated VIPs. Group transportation for travel to offsite activity locations will be provided or coordinated through Organizing Committee and RCAA Executive.

c. Accommodation. A block booking at a preferred rate is being negotiated with the Holiday Inn but once this is place accommodation booking will be an individual responsibility. There may be a deadline to book rooms at the reduced rate.

d. Meals. The meal plan is still being formulated but every attempt will be made to ensure that collective meals or snacks are provided whenever practical at sufficient quantity in as economical a fashion as possible.

e. All briefings to be UNCLASS.

5. COMMAND AND SIGNALS.

a. There will be a single point of contact, to be included in the full Admin instruction in May, that all conference attendees will be asked to submit their attendance information to. This point of contact will circulate information to other concerned parties within the Supporting Unit, the Organizing Committee and the RCAA Executive. Efforts will be made to speed up the check in process by taking advantage of the registration information provided by members in advance.

b. Questions or comments regarding this instruction can be referred to the VP RCAA via his contact information in the signature block. The preferred and most reliable means of contact is email.

c. Ubique.

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J.L. Brazill
LCol (retd)
VP RCAA
jbrazill@rogers.com
(416) 496-4662 office
(416) 917-6354 mobile
(905) 286-0145 home

DISTRIBUTION:

President
Vice-President
Treasurer
Secretary
Past President
Regt Affairs Chairman
Regt Maj RCA
Regt Adjt RCA
AGM Organization Committee
11 Fd Regt RCA
Col Cmdt
D Arty
Deputy Director RCA Heritage Campaign
Editor Quadrant