CONSTITUTION AND BYLAWS OF THE CFB PETAWAWA MILITARY MUSEUMS

CONSTITUTION AND BYLAWS OF THE CFB PETAWAWA MILITARY MUSEUMS 28 February 2006 Name 1. The name of this institution is the CFB Petawawa Military Museums, herein after referred to as the Museums. The Museums, housed permanently in building P 51, includes display areas associated with CFB Petawawa units, an area allocated to the Town of Petawawa, the Canadian Airborne Forces Museum and The Canadian Guards Collection. The Base Museum and the Canadian Airborne Forces Museum are both CF accredited museums. This Constitution is an overarching document that provides direction and guidance for all museum and collection operations within the Museums. For ease of expression, the CFB Petawawa Military Museums will henceforth be referred to as the Museums and will include all stakeholder members of the Museums Committee as outlined in paragraph 6 below. Governing Authority 2. The Museums are established at the direction of the Base Commander under the authority of CFAO 27 5. All artefacts within the Museums fall under the responsibility of the Base Commander and are considered property of the Crown (except for artefacts which are on loan to the Museums which will all be fully documented). The Museums is considered an NPF operation, supported by the BComd through: a. the provision and maintenance of infrastructure (to include translation services); and b. the provision of publicly funded museum staff. Museum Role, Mission and Vision 3. Museums Role. The role of the Museums is to contribute to an understanding of war and Canada s contribution to the preservation of world peace and security. In addition, the Museums will provide an environment of learning, understanding and sober thought of Canada s proud military history. 4. Museums Mission. The Museums are dedicated to the remembrance of military past and the recognition of the Canadian Forces service to humanity through the education of our youth, the fostering of identity, the nurturing of understanding, the promotion of esprit de corps and the preservation of our collective community heritage. 5. Museums Vision. The Museums will serve as a positive influence in the community, broadening the scope of knowledge and understanding of the world we live in. The Museum will enhance the quality of life of our community through the delivery of activities and events 1/8

that promote an understanding of the contributions and sacrifices of our military forces. The Museums are an important public relations tool of CFB Petawawa. Museums Governance 6. Museums governance will be provided by the Museums Committee. The Museums Committee will deal with the strategic issues of the Museums and recommends the Museums long term strategic plans to the Base Commander. The Museums Committee is chaired by the Chairperson in the form of the B1 and will include the following: a. Chairperson; b. Vice Chairperson; c. Secretary/Treasurer (ex officio); d. Unit DCOs; e. Canadian Airborne Forces Museum representative; f. Canadian Guards representative; g. Base CWO; h. 2 CMBG CWO; i. Museologist (ex officio); j. Collections Manager (ex officio); k. Town of Petawawa Representative (ex officio); and l. BCE representative (ex officio). 7. The Museums Committee will be responsible for the strategic planning for the Museums and will develop museums policy and guiding principles for the Base Commander s approval. All museums, collections and displays operating within the Museums will follow the guidelines/governing documents promulgated by the Museums Committee. They are encouraged to have their own working committees with participation and input from the Museologist. 8. In order to put into effect policies or changes to museums procedures, a quorum must be established amongst the Committee. A quorum will be said to have been established when a minimum of ten voting members are present. The following units will have one voting member on the Museums Committee: 2/8

a. 2 RCHA; b. RCD; c. 2 CER; d. 2 CMBG HQ & Sigs Sqn; e. 1 RCR; f. 3 RCR; g. 2 Svc Bn; h. 2 Fd Ambulance; i. 2 MP Pl; j. 427 Tac Hel Sqn; k. 1 Cdn Field Hospital; and l. CMED. 9. The Museums Committee will be lead by a Chairperson, assisted by a Vice Chairperson. The duties of Committee members are as follows: a. Chairperson. The Chairperson, will be responsible to the Base Commander for the operation of the museum and the direction given to museum staff. The Chairman s duties include: (1) the overall organization and operation of the Museums Committee; (2) the call for and presiding over all Committee meetings; (3) the development of Museums policies and plans; (4) to ensure that all orders and resolutions of the Museums Committee are carried into effect by staff with the approval of the Base Commander; and (5) the annual assessment of the Museologist. b. Vice Chairperson. The Vice Chairperson will be responsible to the Chair. The duties of the Vice Chairperson are: (1) to be responsible for coordinating fundraising activities; 3/8

(2) to assist in the development and implementation of Museums policies and planning; and (3) to assume the duties and responsibilities of Chairperson if the incumbent is absent or unable to perform their duties. c. Secretary Treasurer. The Secretary Treasurer is responsible to the Chair. The duties of the Secretary Treasurer are: (1) to prepare, with assistance of the Museologist, an annual budget for presentation to the Museums Committee; (2) to ensure that an annual financial audit of Museums finances is performed by an independent third party; (3) to ensure that the Museums has a clearly defined fiscal policy; (4) to maintain control and custody of all funds entrusted to him/her; (5) to provide positive accounting of all financial assets; (6) to monitor and evaluate financial results in comparison to the budget and provide financial statements quarterly to the Museums/Executive Committee; (7) to ensure the Museums Committee is aware of the financial implications of all decisions; (8) to assist in the development and implementation of museums polices and planning; and (9) to give notice of all meetings, distribute the agenda, and record and distribute minutes of all meetings. d. Unit/Museum/Collections Representatives. Unit/Museum/Collections Representatives (unit DCOs for units) fill a key role in the operation of the Museums as they represent the major stakeholder being the CFB Petawawa soldiers and their units. The unit/museum/collections representatives are responsible to: (1) attend all board meetings; (2) represent the interest of the unit at the Museums Committee; (3) develop and implement plans for the specific unit display area so that it is kept up to date and interesting to the public; 4/8

(4) to promote the continued development of the Museums; and (5) to assist in the development and implementation of Museums policies and planning. 10. The Museums Committee shall meet twice per year in November and May of the year. Minutes shall be taken of each meeting and recorded by the Secretary Treasurer. Unit representatives are to attend each Museums Committee meeting or provide a substitute in the event that they are unable to attend. 11. Museums Executive Committee. While the Museums Committee will deal with issues at a strategic level, the Museums Executive Committee will focus on conducting the detailed planning required for the preparation of the various Museums plans. The Museums Executive Committee is a sub committee of the Museums Committee, and deals with the preparation of various museum plans and the discussion of issues, which may too unwieldy to discuss with a full Museums Committee. The Museums Executive Committee is empowered to make decisions as required in the event that time does not permit the conduct of a full Museums Committee meeting. The Executive Committee will review plans prepared by the Museologist prior to them being presented to the Museums Committee for review and discussion prior to being submitted to the Base Commander for approval. The Executive Committee is empowered to make decisions and recommendations directly to the Base Commander in the event that time does not permit the conduct of a full Museums Committee meeting. The Executive Committee will consult with unit/museum/collections representatives as required in the event that their decisions have a direct impact on the unit, museum or collection operations. The Executive Committee shall meet twice per year in September and February of the year or as required. 12. The Museums Executive Committee is comprised of the following: a. Chairperson; b. Vice Chairperson; c. Secretary/Treasurer (ex officio); d. Canadian Airborne Forces Museum representative; and e. Museologist (ex officio). 13. Museologist. The Museologist has a key role in the conduct of museum operations in that he/she provides professional and technical advice to the Museums Committee relative to museum operations. The Museologist will be responsive to unit, museum and collections representatives in the resolution of their display challenges. The Museologist is essentially the manager of the museums and is responsible within the facility to ensure that the museums functions on a day to day basis. Unit, museum and collections representatives are to ensure that they liaise with the Museologist prior to making any changes within their display areas. The Museologist responsibilities are as per job description, position #0000150749. The Museologist 5/8

is responsible directly to the Museums Committee for all facets of collections management, including accessioning, de accessioning, loan management, storage and conservation of the artefact and archival collections. The Musologist assists in the development of policies and procedures and is responsible for ensuring compliance with accepted museum standards and the applicable CFAOs. 14. The Museologist shall supervise all paid and volunteer staff members and ensure the smooth operation of the Museums and its administration. 15. The Museologist should be completely familiar with CFAOs 27 5, 27 9, 27 10, A AD 266 000\AG 001 and ensure that the Museums complies fully with the provisions contained therein. 16. The Museologist will be an ex officio member of the Canadian Airborne Forces Museum Board of Directors and the Canadian Guards Collection Committee. The Museologist will provide them support similar to the support provided to the Museums Committee. 17. The Museologist will prepare all reports and returns required by Director History and Heritage on behalf of the Base Museum and the Canadian Airborne Forces Museum. These submissions will be presented to the Museums Executive Committee prior to presentation to the Museums Committee and approval by the Base Commander prior to being sent to NDHQ. In addition, the Museologist will coordinate all Revenue Canada Tax Returns for both the Base Museum and the Canadian Airborne Forces Museum. Business Plans 18. Museums Business Plan. For the purposes of public funding support, the Museums are to be operated within the CFB Petawawa Business Plan, within the Personnel Branch of the Base. The Museums Executive Committee is required to prepare an annual Business Plan to describe the long term goals of the museums and present measurable objectives to achieve those goals. The Museologist will be responsible for preparing all plans on behalf of the Museums Executive Committee from which input will be sought prior to preparation of said plans. The Museologist will prepare all submissions to Director History and Heritage (DHH) on behalf of the Base Museum and the Canadian Airborne Forces Museum. These submissions will be reviewed by the Executive Committee as a minimum prior to submission to DHH. The Museums business plan is to be augmented by the following subsidiary plans: a. Collection Management Plan; b. Exhibits and Displays Plan; c. Facilities Plan; d. Financial Plan; and e. Attendance and Public Relations Plan. 6/8

19. Unit/Musuem/Collections Display Plans. Units, museums and collections are required to submit their Display Plans annually to the Museologist. These plans will detail the modifications planned to unit display areas. These plans will be included in the Museums Business Plan. Operations 20. The Museums are to be open to the public as much as possible with opening times both during the week (while permanent staff are working) and on weekends employing part time guides. The costs associated with the provision of NPF staff to keep the museums open will be shared by the two museums. Donations collected through the lobby donation box will be used to offset the cost of NPF weekend staff. The remaining staff costs will be shared by the two museums. The Museologist will account for these funds (revenues and expenditures) at each meeting. Units, museums and collections will cover all costs associated with the maintenance of their specific displays. General infrastructure costs associated with the building will be covered by the public through CE. Units, museums and collections wishing to modify their unit displays will have to ensure that they develop a plan to fiscally support the proposed changes to their displays. Collections Management Policy 21. The Collection Management Policy will conform to current CF regulations and approved museological practices, which control the acquisition, disposal, loaning, conservation, preservation and borrowing of items in the museums collection. Accounting of Funds 22. The accounting of all Non public and public funds is to be in accordance with the NPF Accounting Manual (A FN 105 001/AG 001) and CFAO 27 5. Public Support 23. The public support that can be provided to the Museums is governed by the regulations contained in CFAO 27 5. Distribution Account 24. A Distribution Account, held by the Museologist, is to be maintained for all artefacts of the Crown that make up the museums inventory. 25. The security of the buildings, small arms and inventory is to be in accordance with Security Orders for the Department of National Defence of the Canadian Forces (A SJ 100 001/AS 000). Additional security is to be exercised pertaining to small arms and ammunition. 7/8

Accommodations 26. The building presently assigned for use by the museums is building P 51. Some artefacts are located in the unit lines (CMED), however, these items will eventually be moved into the Museums annex storage area. Building Maintenance 27. The maintenance of the buildings and the surrounding grounds is a responsibility of the Base Construction Engineering Branch. Staffing 28. The Museums staff consists of two indeterminate employees (Museologist and Collections Manager). Military personnel may be employed in the museums on a part time basis under CFAO 27 5. The Base Commander may also authorize the employment of additional civilian employees and weekend NPF staff. Effective Date 29. The Constitution of the CFB Petawawa Museums shall be effective from the date approved by the Base Commander. 30. Any changes to this Constitution, as may be recommended by the Museums Committee, will take effect upon approval by the Base Commander. The Museums Constitution will be reviewed annually as part of each November Museums Committee Meeting. Recommended Original signed by: E.W. Gagnon Chairman Museum Board of Governors Approved. Original signed by: D.A. Rundle Lieutenant Colonel Base Commander 8/8