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MFF Executive Committee
RELATIONSHIP
1. The Executive Committee reports to the Chief of the Defence Staff (the “CDS”) through the Chief Executive Officer, Canadian Forces Personnel Support Agency (the “CEO, CFPSA”).
MEMBERSHIP
2. The Executive Committee is composed of the following members:
a. The CEO, CFPSA, who is the Chairperson of the Executive Committee; and
b. the following seven (7) other members appointed by the CDS.
Ms. Maureen Eykelenboom
Mr. Max Keeping
Ms. Tammy Kleinschmidt
LGen (Retired) Bill Leach
Mr. Dave Ready
Mr. David Smith
RAdm Bryn Weadon
POWERS AND FUNCTIONS
3. The Executive Committee has the powers and functions as established by the Military Families Fund (“MFF”) Terms of Reference.
4. Without limiting the generality of the foregoing, in addition to the administrative functions required for the purposes of carrying out the mandate of the Executive Committee as determined by the CEO, CFPSA, the duties and responsibilities of the Executive Committee include:
a. approving official fundraising activities and events and approving the payment of costs and expenses properly incurred for those purposes;
b. approving the payment of costs and expenses properly incurred for the purposes of soliciting sponsorships of MFF activities and events;
c. approving the payment of all costs and expenses properly incurred for the administration of the MFF;
d. identifying new short-term programs and services that would be a significant benefit to the morale and welfare of military families and authorizing the payment of financial support therefor from the MFF;
e. reviewing and recommending to the CDS for approval the annual audited financial statements of the MFF; and
f. such other duties and matters as may be assigned to it from time to time by the CEO, CFPSA or the CDS.
5. All MFF fundraising activities and events for which sponsorships are to be sought will be conducted only upon the written approval of the Executive Committee, which approval may be sought administratively.
6. The Executive Committee has the authority to strike such sub-committees as it deems appropriate.
LIMITATIONS
7. The Executive Committee must ensure that all collaborative arrangements and sponsorship-related MFF activities and events are established and conducted in a manner consistent with the following operating principles:
a. in accordance with legal, ethical and policy guidelines for the Government of Canada, CF and NPP organizations;
b. free from any expectation of preferential treatment in present or future DNDICF or NPP dealings and in a manner that does not imply endorsement of a partner's business, product or service;
c. governed and documented in order to ensure that these initiatives are managed and sustained to ensure full accountability and transparency;
d. all transactions are conducted in good faith whereby all commitments made on behalf of NPP and the MFF are mutually beneficial, based on an exchange of benefits of approximately equal value and honoured at all times;
e. mindful of public perceptions, remain politically neutral and avoid conflicts of interest, i.e., ensuring that private interests or gain (those of CF members or our partners) do not conflict with the public interest; and
f. are for purposes consistent with DND, the CF, NPP and MFF national aims, legislative mandate and priorities.
INDEMNIFICATION
8. Except as otherwise provided by law, members of the Executive Committee exercising any authority hereunder with respect to the MFF, in carrying out their duties and responsibilities with regard thereto, including, but not limited to, the solicitation, collection, receipt, administration, expenditure or distribution of any MFF funds, or the administration of any MFF fundraising activity or event, shall not be liable or responsible for any acts, errors or omissions that are not fraudulent or that do not constitute gross negligence.
MEETINGS
9. The Executive Committee will meet at least annually, or so often as is required for the purposes of fulfilling its mandate, as approved by the CEO, CFPSA.
10. Notice of meetings shall be sent to all members of the Executive Committee a minimum of thirty (30) days prior to the meeting.
11. Unless otherwise advised, meetings of the Executive Committee will be held in Ottawa at a time and place to be determined by the CEO, CFPSA.
QUORUM
12. A majority of the members constitutes a quorum so long as the CEO, CFPSA, constitutes one of the members present.
HONORARIA
13. Members of the Executive Committee other than the CEO, CFPSA and those who are members of the Canadian Forces or who are public servants within the meaning of the Financial Administration Act are to be paid honoraria at a rate of one thousand ($1,000.00) dollars per diem for attendance at meetings of the Executive Committee or any sub-committee thereof and at a rate of one hundred and fifty ($150.00) dollars per hour for additional administrative functions related to their official duties as members of the Executive Committee.
EXPENSES
14. Members of the Executive Committee are entitled to be reimbursed their reasonable expenses for travel, meals and accommodation related to their official duties, in accordance with Non-Public Property policies.
15. In appropriate circumstances, the CEO, CFPSA, in consultation with the Chief Financial Officer, CFPSA, may pre-authorize direct payment for such expenses.
RECORDS
16. All records of the Executive Committee are government records under the control of the Minister of National Defence and are subject to the Access to Information Act and the Privacy Act, and may not be disclosed other than through official Departmental processes.