By-Laws
OFFICERS' MESS
CANADIAN FORCES BASE ESQUIMALT
 
BY-LAWS
 
GENERAL
 
These By-Laws amplify the principles and policies given in the Constitution and set forth additional regulations for the Mess to assure the membership an effective and desirable Mess operation.
 
All service regulations are to be observed with respect to the use of the Mess and the conduct of Members.  Each Member is responsible for ensuring propriety of conduct and the observation of the requirements of good fellowship.  The senior officer present has a particular responsibility for the close observance of regulations in the Mess.
 
The President may restrict the privileges of any Mess Member for misconduct or infraction of any order or regulation with respect to Mess life.  He/she will report such restrictions to the Member’s Commanding Officer and the Base Commander.
 
DRESS
 
It is intended that suitable high standards of dress be maintained.  Accordingly, the following regulations concerning the standards of uniform and civilian dress and the occasions for their wear are to be adhered to by all Members and their guests.
 
Formal
 
Gentlemen - Mess dress or black tie; and
 
Ladies - Mess dress or evening gown.
 
Semi-formal
 
Gentlemen - Service dress (No. 3 with jacket or sweater as specified) or lounge (business) suit;
 
Ladies - Service dress (No. 3 with jacket or sweater as specified) or cocktail dress/equivalent.
 
Informal
 
Gentlemen - Service dress-of-the-day, suit or sports jacket/blazer.  Tie, ascot or turtleneck are all acceptable; and
 
Ladies - Service dress-of-the-day or dress/skirt/slacks as appropriate
 
Smart Casual
 
Gentlemen - Service dress-of-the-day, slacks (jeans or shorts are not acceptable) and open neck shirt with collar/golf shirt with collar, with or without sweater or sports jacket/blazer; and
 
Ladies - Service dress-of-the-day or dress/skirt/slacks as appropriate (jeans or shorts are not acceptable)
 
Casual
 
Gentlemen - Service dress-of-the-day or slacks (presentable jeans are acceptable) and open neck shirt/golf shirt, with or without sweater, or in the summer Bermuda type shorts; and
 
Ladies - Service dress-of-the-day or dress/skirt/slacks as appropriate.
 
Relaxed.  Sports gear or other relaxed dress may be authorized by the PMC for specific occasions.
 
Appropriate Dress.  Unless otherwise directed by the PMC or the Base Commander, the authorized dress in the Mess will be as follows:
 
casual dress is authorized throughout the periods that Winter/Summer dress regulations are in effect, except as noted below.  The privilege of wearing jeans is not to be abused; they must not be frayed, tattered, have holes, decals, or other accoutrements;
 
dress for specific functions, other than casual dress, will be promulgated in the calendar or the function flyer.  Informal dress is encouraged for Sunday dinner, although casual dress may be worn (except no jeans);
 
outerwear, backpacks, and headdress are to be removed and placed in the cloak rooms upon entrance into the mess;
 
with all orders of dress, clean and presentable footwear is required; and
 
Members shall ensure that their guests’ dress is in accordance with appropriate Mess standards.
 
Mess Dress.  The wearing of uniforms, including mess dress, by former members of the Canadian Armed Forces in Naval Messes is governed by NAVGEN 022/13.  Permission to wear mess dress at a mess dinner by former members of the Canadian Armed Forces requires the event organizer to seek advance permission from the Director of Naval Personnel.
 
MEMBERSHIP
 
GENERAL
 
Each Member will be provided a Mess card and may be required, from time to time, to identify themselves as a Member by it.
 
Lists of Members shall be maintained by the Mess office.
 
Each Ordinary Member is required to complete and IN or OUT routine according to Base procedures and, in addition, to keep the Mess office and/or accommodation desk informed of any change in status, such as:
 
temporary absences;
 
change of address;
 
change in rank;
 
change of office location; and
 
change of home or office telephone.
 
Associate, Honorary and Honorary Guest Members are expected to keep the Mess informed on a change of status or address.
 
An Ordinary Member on RELEASE routine from the base, may, if he/she wishes to continue to use the Mess, retain the membership until his/her final date of service, providing that dues continue to be paid.
 
ORDINARY MEMBERS.  Ordinary Members shall exercise control over Mess operations subject to the Base Commander's approval and shall enjoy all privileges of the Mess.  They have the right to vote, hold office, propose motions, and sponsor guests and Social Associate Members.
 
ASSOCIATE MEMBERS
 
Associate Members shall be accorded the privilege of the Mess, but may not vote at Mess meetings or run for office.  They may, however, assist a sub-committee and attend General Mess Meetings as non-voting Members.  Associate Members may attend all Mess functions on space available basis.  An extra levy, to compensate for entertainment costs may be assessed against attending Associate Members in such cases.
 
Associate Members may only sponsor a maximum of two guests at Mess functions without permission of the President.
 
Retired/Working Associate Membership may be granted upon application to the PMC, contingent upon approval by the Mess Committee.
 
Social Associate Members are to be sponsored by an Ordinary Member.  When an application is received by the Membership Officer, it will be considered by the Mess Committee.  If approved by the Committee the applicant may be given temporary Associate Membership until the next General Mess Meeting at which time such Members will be subject to confirmation by a majority vote. In the case of a spouse of a deceased member, as per the terms of paragraph 5. c. (3) of the Mess Constitution, there is no requirement for sponsorship by an Ordinary Member, rather the spouse may be sponsored by a voting member of the Mess Committee.
 
HONORARY MEMBERS.  Honorary Members shall be accorded the privileges of the Mess but shall not serve in any capacity, pay dues, or attend meetings.  Although they may attend organized Mess functions, if they wish to make regular use of the Mess they would be expected to apply for Social Associate Membership.
 
HONORARY GUEST MEMBERS.  Honorary Guest Members shall be accorded the privileges of the Mess but shall not serve in any capacity, pay dues, or attend meetings.  They may attend all Mess functions on a space available basis, however, an extra levy, to compensate for entertainment costs may be assessed.  They may sponsor up to two guests at Mess functions without permission of the PMC.
 
FINANCES
 
A Budget shall be prepared which indicates monthly the estimated revenues from each source and expenditures for each operation of the Mess.  It shall be presented to the membership for approval at the General Mess Meeting immediately preceding the new NPF fiscal year.  Significant deviations from the approved budget are to be tabled, explained, and accepted at subsequent General Mess Meetings. 
 
Income shall be monitored and expenditures shall be controlled in accordance with the budget.  To this end the NPFAM shall inform the Mess Committee monthly of progress in this matter by comparing actual figures reported to the estimates budgeted and make appropriate recommendations. 
 
The amount of Mess subscription shall be proposed by the Mess Committee at the time of the budget formation and approved with the budget.  The amount of subscription of Officer Cadets will not exceed the limits prescribed in CFP 262. 
 
Each Ordinary and Associate Member shall pay into Mess funds such assessments as may be determined at a General Mess Meeting as part of the budget.  Such assessments will normally include: entertainment fund, testimonial fund, and Mess improvements fund. Members posted to CFMETR shall pay only into the testimonial fund.
 
In order to continue to maintain the standard of Mess decor, a surcharge of 20% of all services shall be levied for use of the Mess and its facilities for private functions (i.e. not Command, Base, or Mess functions).  The surcharge will apply to food costs, food service staff wages, bartender wages, Event Coordinator wages, and will not apply to alcohol sales during private functions.  Additionally, an administrative surcharge of $1.00 per person, to a maximum of $100 per function, will be charged for all non-military private functions.  These surcharges will be credited to the Mess general revenue account.
 
Profits from bar operations shall accrue to the Mess.  The bars shall be self-supporting.
 
Income from an entertainment function, with the exception of bar profits, shall be used to defray the cost of the function.
 
Monetary gifts and bequests, and miscellaneous revenue shall accrue to the general operating account unless a gift or bequest includes specific instructions as to the desired use of the monies.
 
Floats and petty cash funds may be established at various Mess outlets and offices in accordance with current regulations and the approval of the Mess Committee.
 
EXPENDITURES
 
All expenditures pertaining to the acquisition of assets (furniture, equipment, etc) as well as the repair and renovation of such assets are classified as Capital Expenditures.  A Capital Expenditure Request (CER) must support any Capital Expenditure greater than $1000 for acquisitions or greater than $2000 for repair to assets.  Supporting documentation such as executive or general mess minutes outlining the decision to spend funds must be attached to the CER.  In the case that minutes are not available, a written approval (email) from the appropriate authority as outlined in Annex A must be attached. 
 
All expenditures pertaining to the daily functioning of the Mess are classified as Operating Expenditures.  The President may, for each occasion, authorize up to $1000 for Operating Expenditures.  The Mess Committee may authorize up to $7000 for Operating Expenditures.  A previous General Mess Meeting must approve Operating Expenditures greater than $7000.  The Mess Manager may expend up to $250, and the VPMC of the Mess may expend up to $500, for any miscellaneous or general expense item of a non-recurring nature required for the effective operation of the mess.
 
TESTIMONIAL FUND
 
A Testimonial Fund is established for the benefit of the members of the Mess to provide appropriate recognition of retirements, postings, family grief, and hospitalization.  A monthly Testimonial Fund assessment, at a rate fixed from time to time by the Mess Committee, shall be charged to all Ordinary and Associate Members.  Only Ordinary Members are expected to contribute towards the purchase of departure gifts on posting of Ordinary Members.
 
The PMC or the Mess Manager may authorize expenditures from the fund up to, but not exceeding, the amounts shown below:
 
$100 as a token of sympathy in the event of the death of a Member.  This may be a floral tribute or an equivalent charitable donation, in accordance with the desires of the late Member's family or the Member;
 
$100 as a token of sympathy in the event of the death of a Member’s immediate family (i.e., spouse, parent, or child).  This may be a floral tribute or an equivalent charitable donation, in accordance with the desires of the Member;
 
$50 for hospital comfort for a Member who has been hospitalized in excess of 48 hours.  This comfort may be given to the Member in the form of a floral arrangement, magazines, TV rental, or telephone rental;
 
$250 for the purchase of a retirement gift for an Ordinary Member retiring with not less than 20 years of service with the Canadian Forces;
 
$50 for the purchase of a memento for each Ordinary Member departing on posting who has been a Member of the Mess for at least 24 months;
 
$50 for the purchase of a memento for a departing PMC.  This shall be in addition to any amount authorized above for either a retirement gift or a posting gift; and
 
$300 for the purchase of a gift for a departing Commander, MARPAC or $150 for the Base Commander.  This shall be in addition to any amount authorized above for either a retirement gift or a posting gift; and
 
$150 for the purchase of a gift, or as part of a larger gift in conjunction with the other Messes, upon the retirement or posting of the Formation Chief.
 
$100 token of congratulations to be given to a member on the birth/adoption of a child in the form of a baby hamper or gift certificate.
 
Posting gifts will consist of a range of products approved from time to time by the Mess Committee.  They may include prints, mugs, books, or plaques.  These gifts will be available in the Mess office.  Due to the size of the Mess membership, normally the presentation of these gifts will be the responsibility of the Mess Member’s unit or section.
 
Expenditures for retirement gifts may be for any item, or portion thereof, up to the authorized amount.  Normally the selection and presentation of this gift will be organized by the Member’s unit or section, taking into account the desires of the Member.  When feasible or appropriate, this gift will be presented at a special, or already planned, Mess function in order to receive the widest possible recognition by the Members.  Payment will be made by the Mess office on presentation of a receipt and appropriate information on the officer to whom the gift is being presented.  With the approval of the President, this gift, or part of it, may be rendered in cash.
 
CHARITY FUND TRUST
 
A Charity Fund Trust account is established for the purpose of making charitable donations to registered charities as recommended by the Mess Committee and approved by the Mess membership at a General Mess Meeting.  A monthly Charitable Fund assessment, which is established as a fixed rate based on monthly mess membership subscriptions, shall be charged to all Ordinary and Associate members.
 
The Mess Committee may authorize disbursements from the Charity Fund up to, but not exceeding $500 per disbursement.  Expenditures from the Charity Fund shall not be allowed to place the fund in an overdraft position.
 
Any disbursements made from the Charity Fund shall be reported on at the next General Mess Meeting.
 
MESS PROPERTY
 
All public and non-public property of the Mess is to be maintained and accounted for in accordance with current regulations.  The Silver Drums and certain trophies, artefacts, and valuable items of art, silver and crystal are to receive particular attention, and special arrangements are to be made by the Mess Manager concerning their display, use, and maintenance.
 
As a general rule, Mess property is not to be removed from the Mess.  China and glassware, however, which is the property of the Mess, may be loaned to Members on the authority of the Mess Manager, provided it is not otherwise required for Mess use.  Requests to borrow decorative Mess property or other items are to be referred to the President.
 
ENTERTAINMENT
 
Command functions are those for which the host is the Commander, Maritime Forces Pacific or his/her Representative.  A Command function is an official function and therefore service staff are on duty, overtime hours for civilian staff are paid by the Crown, and any service band will perform without charge.  An entertainment grant may be paid in accordance with CFAO 61-5, with the remaining costs, other than above, being borne by the Commander's Entertainment Fund, the hosts present, or by being shared among Messes in accordance with MARCORD 61-4, or by any combination of these.
 
Base functions are those for which the host is the Base Commander or his/her Representative.  A Base function is an official function and therefore service staff are on duty, overtime charges for civilian staff are paid by the Crown, and any service band performs without charge.  An entertainment grant may be paid in accordance with CFAO 61-5 with the remaining costs being borne by those Members present.  The Mess Committee may authorize the expenditure of entertainment funds, although this would normally only be considered if the function was intended for a wide number of Mess Members so as not to alienate Members funds contrary to regulations.
 
Mess functions are those organized and operated by the Mess Entertainment Committee, on behalf of the PMC and the Mess Committee.  The cost of a Mess function is covered by Mess entertainment funds, and, if required, by those Members present.  Such functions are open to Ordinary, Associate and Honorary Guest Members and their guests, with the only limitation being the space available for it.  An entertainment subsidy may be levied against Retired/Social Associate and Honorary Guest Members and their guests.
 
Private functions are those for which the host is normally an Ordinary Member of the Mess.  Private functions include those organized as unit, branch, or section functions, as well as those of an individual Member.  Functions authorized for out-of-service groups, in accordance with paragraph 13 of the Constitution, are also considered to be private.  A payment, in advance, including the charge in accordance with para 19 of the By-Laws, either in whole or in part, may be required.
 
Bookings for Command and Base functions will normally be directed by the appropriate authority insofar as time and place are concerned.  Bookings for Mess functions will be made by the Mess Entertainment Committee.  Bookings for private functions may be arranged through the Mess Manager, after which the President is to be consulted for approval, as required.  The Mess Manager may approve, on behalf of the PMC and schedule permitting, all private functions sponsored by Ordinary Members that are intended for officers only (unit/section functions, etc.). The Mess Manager will forward the following to the PMC for approval: all requests for mixed rank functions; functions involving large number of civilians (such as weddings, reunions, etc); or functions sponsored by members but primarily for outside organizations or groups (sports, recreation, or service clubs).
 
An entertainment calendar containing information about scheduled functions will be made available to all members by the middle of the preceding month.
 
In all cases of preparing for and organizing a function, the person responsible should negotiate with the Mess Manager to ensure that the desired requirements can be met and that cost estimates are clear and understood.  Functions utilizing Mess entertainment funds shall be conducted within the general budget limitations approved at the General Mess Meeting and the specific function budget approved by the PMC and/or the Mess Committee.  This budget is controlled by the Entertainment Officer and the Mess Manager is not to approve expenditures beyond those approved by the Entertainment Officer for specific functions.  Any requirement for additional expenditures for functions over and above the approved budget shall first receive the approval of the PMC, or in his absence the VPMC.  In the latter case this approval shall be made known to the PMC at the earliest possible opportunity by the VPMC or the Entertainment Officer. 
 
If, because of family illness, inclement weather or other unexpected occurrence, a Member is not able to attend a function for which a reservation has been made, the Member should contact the Mess office as early as possible on the day of the event.  On the next working day after the function, the Mess Manager is to advise the PMC of the circumstances surrounding the cancellation.  The PMC will exercise discretion in waiving costs for the event.
 
BAR OPERATIONS
 
The provisions of the British Columbia Liquor Control Act and its Regulations are to be followed.  Bar stewards shall refuse service of alcoholic beverages to patrons where such service might result in violation of DND, federal, or provincial regulations.  This authority is not subject to a challenge by Members; any complaints by Members with regard to the use of this authority by the bar staff is to be directed to the PMC in writing or in person.
 
Normal hours of operation for the bars will be determined by the Mess Committee and be approved by the Base Commander.  These hours will be posted as well as being recorded in the monthly entertainment bulletin.  Bar operating hours for specific functions will be detailed when the function is authorized.  As a general rule, at functions during which a band performs for dancing, the bar may stay open at least as long as the band is engaged.  The bar may be kept open beyond the normal closing time on the authority of the Base Commander, the President, or one of the two Vice Presidents.
 
The selling price of each commodity sold by the bar shall be set by the Mess Committee, within a gross trading profit, expressed as a percentage.  A current price list is to be available and an abbreviated price list posted.  Sales at cost price may only be approved by the President. These will be for official Command/Base/Mess functions as outlined in separate Base guidance. Sales above cost price but below normal selling price may only be approved by the President, and will be only for certain bulk purchases as outlined in separate Base guidance.  All other bar sales are made at selling price.
 
Purchases at the bar will normally be by cash, cheque, Mastercard, Visa, or INTERAC.
 
The purchase of liquor by the bottle for consumption away from the Mess is permitted, at the discretion of the bar steward, for wine coolers containing less than 7% alcohol, beer, and cider.  This will be based upon the availability of current stock and upon limitations of quantity as determined by the Mess Committee.  No such sales will be permitted to members who are deemed to have consumed their limit of alcoholic beverages.
 
The Mess President or other Members of the Mess Committee may use a bar card for official entertainment on behalf of the Mess.  Sales on this card will be at cost price in accordance with current regulations and shall be limited to $200/month.  The Mess Manager is to ensure the PMC is kept advised of the status of this account monthly, or more frequently if required.
 
FOOD SERVICES
 
Normal food services in the dining room are available to all members in accordance with current regulations and at charges determined by the Base Food Services Officer for those not on ration strength.  A sandwich bar will be operated at the Wardroom at the lunch hour for all members at charges determined by the Base Food Services Officer for those not on ration strength. 
 
Food Services at the Gunroom may be catered in as arranged through the Mess Manager, due to lack of food preparation services.
 
There is normally no objection to members having a guest in the dining room during the week, provided the galley staff is given adequate warning through the Mess Manager.
 
All food service is provided on a non-profit basis, except for the Replacement and Repair charge with respect to private entertainment functions.
 
PERSONAL INTEREST
 
No member of the Mess Committee or of a Sub-Committee shall have any personal interest in purchases, sales, or profits of the Mess or receive any remuneration or advantage by reason of his connection with the management of the Mess.
 
Where any direct or indirect profit or advantage may devolve upon a member of the Mess Committee or of a Sub-Committee by reason of connection with the Mess, the particulars thereof shall be delivered to the Base Commander, through the PMC, who will decide whether the member will continue in office.
 
Notwithstanding the above, no one should be “out-of-pocket” as a result of work or purchases on behalf of the Mess.  To this end, any member, including members of the Mess Committee and Sub-Committee, may be reimbursed for actual and reasonable expenses incurred as a result of performing an authorized Mess duty, on presentation of a statement to the Mess Manager.  The President will review such statements and may demand an accounting from a member.
 
MESS COMMITTEE
 
Composition of the Mess Committee is detailed in the Constitution.  Duties of each member can be found in Annexes B through L.
 
The normal length of office for elected members is one year, unless a posting precludes this.  The PMC shall appoint a provisional member whose selection may be confirmed at the next General Mess Meeting.
 
MESS MANAGER AND STAFF
 
As the Mess Manager is the focus of all day-to-day operations in the Mess, Members should deal with him/her concerning any matter affecting activities.  Additional civilian personnel will be hired at the Mess’ expense as required and in accordance with current regulations.  These positions may include:
 
Bookkeeper/Secretary;
 
Senior Bartender;
 
Cocktail Waiters/Waitresses;
 
Bartenders;
 
Lounge Waiters/Waitresses;
 
Clearing Staff; and
 
Casual help.
 
The staff of the Mess includes service and civilian personnel and among the latter, both public service and NPF employees.  Because of this, their regulation and employment is governed in different ways, as coordinated by the Base Personnel Services Officer (BPSvcsO) and the Messes and Institutes Officer (M&IO).
 
accordance with regulations, the Senior Cook is responsible to the Base Foods Officer for kitchen and dining room staffs.  At all times he/she shall liaise and co-ordinate with the Mess Manager for the effective and smooth operation of the Mess.
 
MEETINGS
 
The order of business at General Mess and Mess Committee Meetings should follow the procedures laid out in CFP 262.  The President may adjust the order of items.  The reports by Committee Members should summarize the present position.  The budget, elections, nominations for Honorary memberships, etc., are properly treated under New Business.
 
A quorum for a General Mess Meeting may be declared at the discretion of the President in accordance with the Constitution, provided that the normal notification of a meeting is provided.
 
The Mess Secretary shall publish, at least one week prior, notice of a General Mess Meeting, and an invitation to members to submit items for discussion.  The approved agenda will be published at least two days before the meeting.
 
Procedures for the conduct of meetings, including motions, nominations and voting, are contained in detail in Annex B to Chapter 3 of CFP 262.
 
MIXED RANK FUNCTIONS
 
Other than for Mess arranged mixed rank functions, the President's permission is to be sought to entertain an NCM in the Mess.  Members whose spouse is an NCM are to advise the President of this fact to establish an appropriate standing policy.
 
GUESTS
 
Each member has a duty to make guests welcome, and particularly to assist in ensuring that guests of the Mess are suitably attended.
 
Members may entertain guests in the Mess and at functions at their own expense subject to any restriction on numbers, times or locations which may be applied.  Members will be responsible for the conduct of their guests, are to ensure that their guests conform to our dress regulations.
 
Insofar as bar areas are concerned, the provision of the BC Liquor Control Act are to be observed, in that no alcohol shall be served to any person under 19 years of age.  Guests under 19 years of age are not permitted to attend functions other than on special occasions.
 
SUGGESTIONS AND COMPLAINTS
 
A Mess suggestion book is kept at the accommodations desk in the Wardroom and at the Gunroom bar.  Members are to observe the regulations for its use.  A food suggestion book is kept in the main dining room.  Members should feel free to discuss any matter of detail or principle with the Mess Manager, the appropriate Member of the Mess Committee or the President.
 
PETS
 
Pets are neither to be brought into the Mess, nor kept in single quarters except that there is no objection to small aquarium in single quarters.  This restriction does not apply to guide dogs for persons with impairments.
 
NOTICES
 
Private notices for posting must be cleared with the Mess Manager.
 
MESS BILLS
 
All members are responsible for the full payment of their monthly or annual bill in accordance with current regulations.  Ordinary Members will pay their Mess bill by pay allotment.  Associate Members will be billed annually in advance for Mess subscriptions.
 
PERSONAL CHEQUES/INTERAC
 
Personal cheques to the value of $50 per day may be cashed at the bars by any Member, or by any service officer who is suitably identified, subject to the availability of bar funds.  Care is to be taken that cheques are not dishonoured for either technical or financial reasons.  This limit applies as well to INTERAC or credit card advances.
  
SMOKING
 
There is no smoking permitted inside the Wardroom and Gunroom.  Smoking is only permitted in the designated smoking areas on the patios.

ANNEX A
OFFICERS’ MESS BY-LAWS
DELEGATED FINANCIAL AUTHORITY
 
 The following table lists the Delegated Financial Authority for Capital Expenditures:
 
AMOUNT (in $)
RECOMMENDED BY
APPROVED BY
up to 3,000
 
PMC
3,001 – 5,000
PMC
BPSvcsO
5,001 – 75,000
PMC & BPSvcsO
BAdmO
75,001 – 1,000,000
PMC, BPSvcsO, & BAdmO
BComd
 
 
 
 

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