Who We Are?

The Executive Committee is the governing administrative body of the branch between general meetings and is accountable to the branch membership.

It is formed by the election of voting members from the general membership of the branch. An appointed secretary, treasurer or secretary-treasurer attend all meetings of the Executive Committee.

The Executive Committee is composed of a President, one or more Vice-Presidents, the Immediate Past President, a Secretary, a Treasurer (in some small branches the position of secretary and treasurer may be combined), and a sufficient number of Executive Committee  members which may be considered necessary for the efficient operation of the branch. The officers of the Executive Committee may be elected for a period of one or two years. The terms of office should be established in the branch by-laws. The branch should decide upon the size of the Executive Committee and then elect sufficient members. The President then appoints or recommends the members to chair various standing committees, taking into consideration the suitability of each member to fill such a position. Though it is not a hard and fast rule that committee chairmen must be appointed from the Executive Committee, it is desirable that each executive member be given a job to do.

The Executive Committee is responsible for the execution of the policies authorized by the general membership, providing such policies are consistent with the general rules and principles of The Royal Canadian Legion. All new business requiring the approval of the general meeting should first be considered and shaped by the Executive Committee before presentation to the
members at a General Meeting.

The authority of the Executive Committee between general meetings should be carefully prescribed in the branch by-laws.

The President is the Chief Executive Officer of the branch and when present, will preside at all executive and general meetings of the branch.

The President portrays the Legion image in the local community and should participate in community projects and represent the branch at public functions. Therefore, the President’s appearance and conduct must be above reproach, as most people judge the branch by the conduct of the President.

As presiding officer, the President sets an example of fairness, courtesy and obedience to the rules.

The President must be familiar with this Manual as it is a guide to operating a good Legion branch and he should learn to delegate authority and see that the work is done.

The President should take guidance from his officers. He must consult with them, take advice from them and confide in them.

The President’s ability to communicate is paramount to his success in office.

The President shall ensure that the branch participates in Zone and District rallies, conventions and meetings as well as Provincial and Dominion Conventions.

The President (or the Chairman if applicable) calls the meeting to order promptly at the proper time, announces the business, states and puts all questions brought up before the meeting. He informs the members on points of order, preserves order and controls debate, but must not take part in the debate.

The President should be familiar with the manual, Rules of Procedure for Legion Meetings, and have it available so the meeting can be conducted in a proper and businesslike manner.

If for any reason the presiding officer wishes to take part in the debate he must vacate the chair temporarily to some other officer, usually the next senior officer present. He will not resume the chair until the question at issue has been disposed of.

The function of the presiding officer is to conduct and guide debate but not to dominate it. He exercises authority to terminate aimless discussion. At all times rulings should be given with firmness and confidence. As a rule, the President, at the first meeting of the Executive Committee after election to office, names the various standing committees necessary for the successful operation and administration of the branch and appoints a chairman for the various standing committees from the elected Executive Committee. These appointments should generally be approved by the Executive Committee so that harmony starts at the beginning. The standing committee chairmen may then select from the general membership those members necessary to form each committee.

The President is an ex-officio member of all committees.

The disciplinary powers of officers of the Legion are set out in the General By laws, Article III.

The President, as Chief Executive Officer, may call the branch executive to special executive meetings when it becomes apparent that such actions are desirable and necessary for the proper functioning of the branch.

The President must be a leader but accept guidance; must lead but not dominate; must ask but not order. In short, the position of president is one of overseeing and providing guidance and advice. However, the executive must be permitted to act without interference. It must be remembered that the delegation of responsibility also includes the authority to make decisions.

Although some branches make use of a chairman, it is the duty of the President to open and close meetings with the prescribed Legion Ritual.

The importance of a Vice-Presidency should not be under-estimated. There may be one or more Vice-Presidents.

In the absence of the President, all rights and powers vested in the President shall, for the time being, be committed to a Vice-President according to seniority of office.

The Vice-President is usually appointed to chair one or more important committees. The First Vice-President (in the absence of any by-law to the contrary) will succeed the President automatically should the President, for any reason, not be able to complete the term of office.

A Vice-President should endeavour to learn as much as possible about all the branch’s committees.

A Vice-President should know the ritual, assist with initiations, and be thoroughly familiar with all manuals.

The office of Secretary is a very important one. The Secretary is the key person to the organization and the right-hand person to the President. The Secretary has many responsibilities such as the following:

• carries out the duties of this office in accordance with the wishes of the Executive Committee;
• responsible for keeping a complete and accurate record of business transacted at all general and executive meetings;
• receives and replies to all correspondence promptly and answers all questionnaires from Dominion and Provincial Commands;
• brings to the attention of the President or appropriate officers any current, pertinent correspondence and acts as directed by the officers;
• keeps an up-to-date membership list of all categories;
• passes on any correspondence or literature to the pertinent officer or committee chairmen (Membership, Sports, Poppy, etc.);
• advises the Provincial Secretary and the Dominion Secretary when there has been a change of President or Secretary in order that Provincial and Dominion Commands may keep their mailing lists up to date;
• prior to every meeting the Secretary should see that all members are advised in ample time as to the nature of the meeting, with the date, time and place clearly stated ensures an agenda is prepared for the use of the President or Chairman before a meeting;
• has on hand the minute book, correspondence, Ritual, By-laws and any other records needed for the business of the meeting;
• at the request of the Chair, reads the previous minutes and any correspondence and replies to points of information;
• takes the minutes of the meeting, (a complete and accurate record of the business transacted must be made); and ensures that the previous minutes, if agreed, are signed by the President and the Recording Secretary.

The duties of the Treasurer are as follows:

• assist in the preparation of a budget and act in an advisory capacity to the Executive Committee on all financial matters;
• keep a true and accurate account of all monies received and paid out and a similar record of all financial transactions of any kind;
• deposit all funds in the name of the branch in a bank or other depository designated by the Executive Committee or the appointed auditors;
• disburse monies under the authority of the Executive Committee and within the prescribed authority for such expenditures;
• cheques issued by the branch should be pre-numbered and must bear the signatures of two persons who have been specifically authorized to sign, and cheques must not be signed in blank;
• those authorized to sign cheques should be bonded in an amount determined by the Executive Committee; and the Treasurer should make a financial report monthly, quarterly, semi-annually or annually, as directed by the branch by-laws or the Executive Committee.

The Sergeant-at-Arms may be either appointed or elected by the members and is responsible for the following:

• for the presentation of the Colours at all official functions and is charged with the care of the Colours as well as the conduct and appearance of the Colour Party;
• ensures that only those qualified are permitted to attend meetings and that decorum is maintained;
  when on duty, his position of office is at the entrance door of the hall or meeting room;
• is in immediate attendance on the President or other presiding officer, and preserves order at the direction of the Chair;
• at the ceremony of installation, conducts the newly-elected officers and committee members to a place in front of the Installing Officer and similarly conducts newly enrolled members at the ceremony of initiation; 
• the Seargeant-at-Arms is not a member of the Executive Committee unless so elected, or is already a member of the Executive Committee appointed to this office; and
  if the Sergeant-at-Arms wishes to take part in debate, he must temporarily vacate the position, and may not resume duty until the subject under discussion is disposed of or resolved.

The President of the branch becomes the Immediate Past President upon the election of a successor.

The Immediate Past President is, by virtue of the office, a member of the Executive Committee, and has the same powers as the other members. The reason for this automatic appointment is to help maintain continuity of
administration and policy.

The President should ask the Past President for advice whenever in doubt.

The branch should make use of the Past President’s experience and knowledge; the following are some suggested appointments that a Past President may fulfil:

• Chairman of Installation Ceremonies; 
• Chairman of the Branch Honours and Awards Committee;
• Chairman of a committee to report on resolutions and changes in the Branch By-laws;
• and Liaison with the Ladies Auxiliary.