CFAO GRANTS -- MILITARY ASSOCIATIONS AND INSTITUTES, CADET LEAGUES AND RIFLE ASSOCIATIONS PURPOSE

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1 CFAO GRANTS -- MILITARY ASSOCIATIONS AND INSTITUTES, CADET LEAGUES AND RIFLE ASSOCIATIONS PURPOSE 1. This order prescribes the policy governing the provision and administration of grants to the following organizations: POLICY a. Military Associations and Institutes; b. the Navy League of Canada, the Army Cadet League of Canada and the Air Cadet League of Canada; and c. Rifle Associations. 2. The Department of National Defence (DND) provides grants to legitimate organizations that can effectively assist the Canadian Forces (CF) in the development and support of Canadian National Policy. GENERAL 3. The background on the various organizations currently receiving DND authorized grants, channels of communication including the office of primary interest (OPI), the office of collateral interest (OCI) and the contact officer are shown in the annexes to this order as follows: a. Annex A -- Conference of Defence Associations (CDA); b. Annex B -- Federation of Military and United Services Institutes of Canada (FMUSIC); c. Annex C -- the Cadet Leagues; d. Annex D -- Air Force Association of Canada (AFAC); e. Annex E -- Royal Canadian Naval Association (RCNA); f. Annex F -- Naval Officers Association of Canada (NOAC); and g. Annex G -- The Dominion of Canada Rifle Association (DCRA). 4. Treasury Board (TB) approval of the terms and conditions under which a grant is made is required for all grants. The terms and conditions of a grant, which include the amount of the grant, may not be changed without TB approval. 5. TB approval does not automatically entitle the prospective recipient to all or any of the grant money; rather it gives authority to the Minister of National Defence (MND) to include the funds in Departmental Estimates

2 for parliamentary approval. The decision to expend the funds provided is based on the Department reviewing and documenting annually the need for and the amount of the grant before effecting payment. ELIGIBILITY CRITERIA 6. Grants shall be provided only to organizations that are capable of administering the allotted funds in an efficient and effective manner. In order to be considered for a grant, an organization must meet the following eligibility criteria. The organization must: a. be national in scope; b. support activities that give evidence of contributing to Canada's national policies; c. be primarily self-sufficient; d. provide the Department with an annual financial statement for the preceding year; e. be an entity with a formal founding document at the time of grant application; f. have a named slate of officers; g. be organized and operated in accordance with accepted Canadian business practices; and h. have policies and practices that comply with the Canadian Charter of Rights and Freedoms and the objectives of the Government's Official Languages Policy. GRANT APPLICATION 7. Organizations applying for initial grants or requesting increases to current grants should forward their requests to: National Defence Headquarters Major-General Pearkes Building 101 Colonel By Drive Ottawa, Ont K1A OK2 Attention: Chief of Reserves and Cadets 8. To be considered for an initial grant or an increase to a grant an applicant shall provide the following data: a. the membership and number of associated organizations by province and territory; b. a copy of the current edition of the organization's formal governing document (constitution, charter, by-laws, etc) which outlines its aims, organization and administration; c. a copy of the organization's latest financial statement with the name and address of the auditor; and d. the names and addresses of the current slate of national

3 officers. 9. Included in the application should be a description of exactly how the organization intends to support the CF along with the number and type of activities and programmes and a projected budget. If the request is for a continuing annual grant, the funding level shall be based on a projected five year requirement. There is no provision currently in effect to adjust a grant to compensate for inflation. Thus the amount of the approved grant remains the same each year. Any request to increase an approved grant must be substantiated fully. 10. The Department of National Defence requires a minimum of eight months to process an initial grant or a grant increase. Therefore, applications must reach National Defence Headquarters (NDHQ) by 15 May to obtain a grant for the next fiscal year (FY). Approved annual grants will normally remain in effect for a five year period or longer. The amount of the grant will remain the same each year unless an increase is requested by submitting a new application. SCREENING 11. The submission shall be reviewed by the OPI to ensure that the organization meets the eligibility criteria outlined in paragraph In reviewing the amount of the grant being requested the OPI shall, in consultation with the OCI, assess the benefits that will accrue from the grant to determine if they are reasonable. The following considerations shall be used to determine if a grant will be supported and at what funding level: a. the degree to which the activities give clear evidence that they support CF policy; b. the benefits to DND that would accrue from the organization's activities should normally not duplicate those already being provided by other civilian organizations, other government departments or from within DND itself. However, the collective efforts of many organizations may be required to achieve the desired benefit in certain areas, ie. support of the cadet organizations, public awareness, etc.; c. the size and composition of the membership, ie; military, ex-military, civilian; d. how critical the grant is to the organization's survival or effectiveness; and e. the amount of grants being given to comparable organizations. 13. The grant application along with the OPl's recommendations shall be staffed to the OCI for review. When the review is complete, the applicant shall be advised whether or not the request will be supported by the Department. Explanatory details should be provided if the grant is not supported. GRANT PROCESSING

4 14. If the grant application is supported, a TB submission shall be prepared by the Chief of Reserves and Cadets (C Res and Cdts) desk officer responsible for the staffing of military grants outlined in this CFAO. Prior to staffing the TB submission, the desk officer shall obtain written confirmation from the applicant that the terms and conditions of the grant as stated in the TB submission are acceptable. 15. When the TB submission is approved, the OPI shall: a. advise the applicant that TB has approved the grant for inclusion in Departmental Estimates; and b. request funding from Director of Budgets. Note -- If the TB submission is denied, the OPI shall forward a written notification to the applicant. REVIEW PROCESS 16. All grants shall be subject to review on a regular basis. These reviews shall be conducted as follows: a. Annual Reviews. Each organization shall submit an annual report to NDHQ Attention:C Res and Cdts. The annual report shall be used to assess the effectiveness of the organization in supporting CF policy and provide a basis for authorizing the next FY's funding level. Unless otherwise stated in the applicable Annex, the annual report shall be submitted by 15 March in the following format; (1) Activities Report. A summary of the organization's activities for the past year, (2) Future Plans. Projected activities for the next five years, (3) Membership. A list of province and territory of the number of members with the number of associated clubs, associations, etc, (4) Executive. Names, addresses and positions of the current slate of national officers, (5) Financial Statement. A copy of the financial statement covering the organization's operations for the past FY showing, as a minimum, the membership dues received, all other revenues received, and disbursements made, and (6) Next FY Budget. A copy of the next FY budget showing projected income and expenditures. b. Cyclical Reviews. Detailed cyclical grant reviews shall be conducted by the OCls at five year intervals. The reviews should be initiated no later than the 15 May of the preceding fiscal year, so that if a TB submission is required, it can be processed in time to be included in the fiscal year required. During the review the OCI shall: (1) review the original terms and conditions of the grant to

5 ensure that they still support current CF policy, (2) confirm that the organization receiving the grant is meeting the Department's current eligibility criteria, (3) determine if funding should continue and at what level, (4) circulate review to OCls for comment, and (5) if required, prepare a TB submission. 17. In addition to the foregoing a cyclical review shall be held whenever there is a major change in defence policy, eg, a White Paper. A cyclical review may be conducted in conjunction with an annual review. 18. If a review determines that an organization is not adhering to the terms and conditions of its grant it shall be placed on provisional status and a reducing funding level shall be considered. The organization shall be advised that it must show compliance with the terms and conditions of its grant or face a reduction or cancellation of funds. 19. Reduction or cancellation of an organization's grant must receive the concurrence of the Vice Chief of the Defence Staff (VCDS) and Deputy Minister. PAYMENT 20. Grants shall be paid only to National Offices. 21. Annual grants in excess of $100,000 are normally paid by instalments reflecting the cash flow requirements of the recipient. CONTACT AND LIAISON 22. Contact between grant recipients and the Department is to be through NDHQ/C Res and Cdts unless otherwise authorized as detailed in the applicable Annex. This includes matters concerning the administration and payment of grants, and where there is provision, for transportation requests. (C) (DLCDA) Issued INDEX Association Cadets Grants Institutes Rifle Associations ANNEX A -- CONFERENCE OF DEFENCE ASSOCIATIONS

6 BACKGROUND 1. The Conference of Defence Associations (CDA) was established in 1932 as an umbrella organization for the various constituent associations and to coordinate their activities in advising the Government and MND on defence and branch related matters. PURPOSE 2. CDA assists the Department in developing and supporting Canadian Defence Policy as follows: a. to consider the problems of national defence; b. to assist the Government of Canada in placing these problems before the people of Canada; c. to coordinate the activities of the Service organizations in matters of common interest in all branches of the CF; d. to make such recommendations to the Government of Canada through the MND as may appear expedient; and e. to promote the efficiency and well-being of the CF. DND SUPPORT 3. All requests for DND support related to the grant should be directed to NDHQ/C Res and Cdts, Attention: DLCDA. GRANT PAYMENTS 4. Grant payments are to be made to the Executive Director, The Conference of Defence Associations. CHANNELS OF COMMUNICATION

7 5. To maintain and encourage a continuing and close relationship between the CF and CDA, the Chairman, CDA maintains direct contact with MND and the Chief of the Defence Staff (CDS) through NDHOI(DLCDA) Director Liaison Conference of Defence Associations. 6. The Directorate contacts are as follows: a. OPI: DLCDA; and b. Contact Officer: DLCDA (Fin). Issued ANNEX B -- FEDERATION OF MILITARY AND UNITED SERVICES INSTITUTES OF CANADA BACKGROUND 1. United Services Institutes (USIs) have functioned throughout the country under a variety of names since the 1890s. Order in Council PC 19/1298 of 11 Jun 38 defines the purpose for which annual grants may be paid to USIs. 2. In 1973, the decision was made to form the Federation of Military and United Services Institutes of Canada (FMUSIC) to bring together into a cohesive whole, in accordance with agreed aims and objectives, the various

8 autonomous and independent Military and United Services Institutes in Canada. Each USI functions under the overall guidance and coordination of FMUSIC. PURPOSE 3. A United Services Institute is primarily an association of officers and ex-officers of the CF formed for the purpose of: a. keeping its members informed on current military affairs and developments; b. supporting the CF (Regular Force and Reserve Force) in the preservation of their traditions and the development of their capacity to fulfill their roles; and c. acting as a link between the CF and the general public so that the role and requirements for adequate armed forces can be enhanced and better understood. ELIGIBILITY 4. A member institute is eligible for a portion of the annual grant disbursed to the national office of the Federation only if it meets the following conditions: a. Membership must be open to all serving or retired officers of any of Her Majesty's Armed Forces and the Royal Canadian Mounted Police. Local distinguished citizens may also be accepted as members. The paid-up membership must not be less than 75 unless there are justifiable extenuating circumstances. b. Control of the institute must be in the hands of a duly elected governing body, a proportion of which should, if possible, be officers of the Regular Force or Reserve Force, or both. c. In areas where a military library does not exist already, the

9 institute should maintain a library of books of military interest and a reading room of current military papers and publications. In areas where a suitable military library already exists the institute should contribute towards the upkeep of that library. Support to an existing library or maintenance of a library and reading room must be of a standard satisfactory to the region commander. d. The members of the institute must pay fees towards its upkeep. The National Chairperson of FMUSIC shall certify that the fees charged and collected are, in the Chairperson's opinion, a fair proportion of the cost of the institute's upkeep, e. A course of lectures or study groups on subjects of interest to the CF must be arranged by the institute during the year. f. Normally, there must not be more than one USI in receipt of a grant from DND in any one community. DND SUPPORT 5. Speakers are a major means whereby individual institutes keep their membership informed on current policy, organization, roles and activities of the CF. Therefore, commanders at all levels shall, where possible, assist the institutes in arranging CF speakers on suitable topics. Institute requests for speakers shall be made for: a. Regular Force. (1) to the commander of the local base or station, or (2) if not available from the local establishment, to the region commander at least two months in advance. The region

10 commander shall forward the request to NDHQ/DGPA (Director General Public Affairs) if a speaker is not available within the region resources; b. Reserve Force. (1) to the commanding officer of a local unit, district or area headquarters, or (2) if not available from local resources, to the region commander, at least two months in advance, who shall forward the request to NDHQ/DGPA; and c. Departmental Officials. to the region commander at least two months in advance, who shall forward the request to NDHQ/DGPA. ACCOMMODATION 6. The Minister has, pursuant to subsection 48 (2) of the National Defence Act, authorized the provision of accommodation to USls, when approved by the officer commanding the command or formation. Thus, there is no requirement to recover charges or to impose the majority of the conditions that are normally applicable to the non-military use of DND buildings. These facilities may be provided where the intended use does not conflict with military needs or interests. Regulations and military orders and instructions governing the use of the accommodation must be adhered to by the institute and its members. The DND facilities that may be provided without charge are: a. accommodation for meetings, assemblies and lectures;

11 b. space for a library, if the use of the library is extended to all military personnel in the area; and c. office space up to 30 m2. ANNUAL REPORT 7. To receive the annual grant each institute must forward a report, in duplicate containing details as outlined in paragraph 16 of this CFAO to FMUSIC National Office by 15 February to permit co-ordination and preparation of the FMUSIC submission to NDHQ required by 15 March. GRANT REQUESTS 8. All other requests for DND support related to the grant shall be directed to National Office, FMUSIC. 9. The National Office shall be responsible for submission of a consolidated yearly report in accordance with paragraph 16 of this CFAO to C Res and Cdts, Attention: DLCDA. GRANT PAYMENT 10. Grant payment is to be made to the National Chairperson, Federation of Military and United Services Institutes who is responsible for disbursement of funds to individual institutes.

12 CHANNELS OF COMMUNICATION 11. Matters relating to individual institutes shall be directed to the National Office of the Federation except for requests relating to speakers and accommodation which shall be as outlined in paragraphs 7 and 8 of this annex. Matters relating to the National Office of the Federation with the Department shall be directed through NDHQ/C Res and Cdts. 12. The directorate contacts are as follows: a. OPI: DLCDA; and b. Contact Officer: DLCDA (Fin)2. Issued ANNEX C -- CADET LEAGUES GENERAL 1. This annex covers the details concerning the provision of grants to the following leagues: a. The Navy League of Canada for support to the Royal Canadian Sea Cadets; b. The Army Cadet League of Canada; and c. The Air Cadet League of Canada. PURPOSE 2. The CF, in partnership with the three leagues, operates and supports cadet organizations for young Canadians between the ages of 12 and 19. The aims of this program are to:

13 a. develop in youth the attributes of good citizenship and leadership; b. promote physical fitness; and c. stimulate the interest of youth in the sea, land and air activities of the CF. RELATED REGULATIONS AND ORDERS 3. Supplementary detail is contained in: a. National Defence Act (NDA) Section 46. b. Queen's Regulations and Orders for the Canadian Cadet Organizations (QR (Cadets)). c. Canadian Forces Organization Order Canadian Cadet Organizations (CFOO 1.0.1). CF SUPPORT 4. All requests for CF support related to the grant should be directed to NDHQ/C Res and Cdts, Attention: DLCDA. GRANT PAYMENT 5. Individual grants are to be paid to the applicable league national office.

14 ANNUAL REPORT 6. Each league will submit their annual report to NDHQ/C Res and Cdts/DLCDA following the Annual General Meeting. CHANNELS OF COMMUNICATION 7. The channels of communication between the CF and the three leagues are outlined in CFOO (See subparagraph 3c). 8. The directorate contacts are as follows: a. OPI: C Res and Cdts; b. OCI: D Cdts, DLCDA; and c. Contact Officer: DLCDA (Fin). Issued ANNEX D -- ROYAL CANADIAN AIR FORCE ASSOCIATION BACKGROUND 1. The Royal Canadian Air Force Association (RCAFA) was formed by Order in Council on 21 May 48. The first annual grant was approved 12 May 48. The name was changed to the Air Force Association of Canada (AFAC), effective 1 Jul 94. PURPOSE 2. The AFAC assists the Department of National Defence (DND) in developing and supporting Canadian Defence Policy through the following aims and objectives: a. to maintain unity of purpose and effort among serving and former participants in military aviation and their contemporaries in civil aviation;

15 b. to sponsor and encourage aeronautics in all its branches; c. to participate in local civic and community programs, especially those designed to develop the physical, mental and moral wellbeing of our nation's youth, particularly Air Cadets and to undertake charitable projects of both a national and local character; d. to work with the RCAF Benevolent Fund and various veterans organizations toward the attainment of their objectives; e. to promote and encourage an adequate and effective aviation component to meet the needs of national defence; and f. to promote and encourage responsible citizenship among Canadians. DND SUPPORT 3. All requests for DND support related to the grant should be directed to National Defence Headquarters/Chief Reserves and Cadets (NDHQ/C Res and Cdts), Attention: Director Liaison Conference of Defence Associations (DLCDA). GRANT PAYMENT 4. Grant payments are to be made to the Executive Director, AFAC National Headquarters. 5. To maintain and encourage a continuing close relationship between the CF and the Association, the President of the AFAC maintains direct contact with the Commander Air Command , Canadian Air Force Association, outlines the channels of communication between the CF and the AFAC. 7. The Detachment Commander of the Air Command Office in Ottawa (ACOO) shall act as OCI for the review of the annual report and all requests for grant changes, to determine the doctrinal and benefit value to DND.

16 8. The directorate contacts are as follows: a. OPI: DLCDA, b. OCI: ACOO; and c. Contact Officer: DLCDA (Fin). Issued ANNEX E -- ROYAL CANADIAN NAVAL ASSOCIATION BACKGROUND 1. In 1959 a Charter under Part II of the Companies Act was granted to the Canadian Naval Association. In 1965 the name was changed to the Royal Canadian Naval Association (RCNA). PURPOSE 2. The RCNA assists the Department in developing and supporting Canadian Defence Policy through the following aims and objectives: a. to bring about a union in spirit, aim and objective of former members of the Royal Canadian and other Commonwealth Navies in Canada and, in so doing, maintain and encourage the comradeship that exists between them; b. to co-operate and assist in welfare and benevolent work among ex-naval personnel and their dependants; c. to foster an interest among the youth of Canada in educational training schemes of a Naval nature; d. to encourage nation-wide observances of dates famous in the Naval history of the Commonwealth Navies, especially those of the Royal Canadian Navy; and e. to support and encourage the maintenance of an adequate Navy and Merchant Navy and to strive towards the achievement of an appreciation throughout Canada of the importance of sea-borne commerce and its protection to the well-being of the Nation.

17 DND SUPPORT 3. All requests for DND support related to the DND grant should be directed to NDHQ/C Res and Cdts, Attention: DLCDA. GRANT PAYMENT 4. As the address of the national office is subject to change, the current address shall be included in the annual report in order to effect payment of the grant. CHANNELS OF COMMUNICATION 5. To maintain and encourage a continuing and close relationship between the CF and the RCNA, the President of the RCNA maintains contact with the Commander, Maritime Command. 6. Director General Maritime Development (DGMD) shall act as OCI for the review of the annual report to determine the doctrinal and benefit value to DND. 7. The directorate contacts are as follows: a. OPI: DLCDA; b. OCI: DGMD; and c. Contact Officer: DLCDA (Fin) Issued

18 ANNEX F -- NAVAL OFFICERS ASSOCIATION OF CANADA BACKGROUND 1. The Naval Officers Associations began forming after WW I and in 1945 the joined to form the Naval Officers Association of Canada (NOAC). PURPOSE 2. The NOAC assists the Department in developing and supporting Canadian Defence Policy through the following aims and objectives: a. to coordinate and integrate the activities of branch associations and, where convenient, to act a s the representative of branch associations as a whole; b. to promote and maintain interest in naval affairs in particular the welfare and development of Canadian Naval Forces; c. to cooperate with other organizations having objectives wholly, or in part, the same as, or similar to, the NOAC; and d. to collect monies by way of fees, donations or otherwise and to hold and invest such monies and to expend same in the furtherance of the objectives of the NOAC. DND SUPPORT 3. All requests for DND support related to the grant should be directed to NDHQ/C Res and Cdts, Attention: DLCDA. GRANT PAYMENT 4. As the address of the national office is subject to change, the current address shall be included in the annual report in order to effect payment of the grant.

19 CHANNELS OF COMMUNICATION 5. To maintain and encourage a continuing and close relationship between the CF and the NOAC, the President of the NOAC maintains contact with the Commander, Maritime Command. 6. Director General Maritime Development (DGMD) shall act as OCI for the review of the annual report to determine the doctrinal and benefit value to DND. 7. The directorate contacts are as follows: a. OPI: DLCDA; b. OCI: DGMD; and c. Contact Officer: DLCDA (Fin) Issued ANNEX G -- THE DOMINION OF CANADA RIFLE ASSOCIATION BACKGROUND 1. The Dominion of Canada Rifle Association (DCRA) was formed in 1868 and incorporated by an Act of Parliament on the 7 Jul 1900 to stimulate and develop rifle shooting in Canada. DCRA has developed into the national umbrella organization for all Canadian full bore shooting, as well as numerous small bore competitions for cadets. The DCRA conducts the Canadian National Championships (Annual Prize Meeting) and fields the Canadian team at Bisley, England and around the world in full bore shooting. 2. The DCRA is also the umbrella organization covering all provincial rifle associations (PRAs) through the latter's membership in the DCRA Council.

20 PURPOSE 3. As stated in their governing document, the objectives of DCRA are: a. to promote and encourage rifle shooting throughout Canada; b. to establish, regulate, control and carry on annual prize competitions at or near the city of Ottawa; and c. to affiliate and unite with other associations and clubs having for their objective the promotion of rifle shooting. PURPOSE OF THE GRANT 4. The purpose of the grant to DCRA is to assist in the running of the national office, for the coordination of the activities of the provincial rifle associations and the interface with the Department on all shooting matters especially with regards to cadets. A portion of the grant is sub-allocated to provincial rifle associations to assist them in running their head offices and towards their efforts in supporting military and cadet shooting. RELATED REGULATIONS AND ORDERS 5. Supplementary detail is contained in 50-11, Rifle Associations. DND SUPPORT 6. All details of support, related to the grant, should be directed to NDHQ/DGLFD (Director General Land Force Development) Attention: Director Land Policy and Resources (DLPR).

21 GRANT PAYMENT 7. The annual grant shall be paid to the DCRA. 8. The annual grant is to be distributed as follows: a. a portion of not less than 75 per cent of the total grant is to be retained by DCRA; and b. the balance is to be distributed to the provincial associations according to a formula to be agreed upon between DCRA and NDHQ/DGLFD. The portion so distributed must be formulated to recognize the contributions made to the aims and objectives of the Department in regards to shooting and cadets. ANNUAL REPORT 9. The PRAs shall submit their annual reports as prescribed in 50-11, to the DCRA and their respective Region Headquarters. The DCRA annual report to NDHQ/DGLFD shall contain the PRA reports. CHANNELS OF COMMUNICATIONS 10. Contact points for all other matters other than for the grant are as detailed in The directorate contacts are as follows: a. OPI: DLCDA, b. OCI/DLOTR, and c. Contact Officer: DLPR. Issued