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General Duties of all Bridge Members
It should be clearly remembered that CPS is a non-profit, democratic organization and that the main authority is always in the hands of the Members. Consequently, the Squadron is the core, the level at which the whole purpose of CPS is fulfilled. District and National are there to coordinate and support the Squadrons but, to do this effectively, they have to be empowered to make broad decisions for the betterment of all Members.
The affairs of the Squadron are administered by the Officers, elected by the Squadron Members, serving as Members of the Squadron Executive Committee (Lady Associates and Junior Members may not hold office).
The Squadron Executive Committee
The Squadron Executive Committee, which consists of the elected Officers and the Immediate Past Commander, with the Squadron Commander as Chairman, is responsible for all aspects of the business of the Squadron, including its policy, management and finances.
The powers and responsibilities of the Squadron Executive Committee comprise the following:
(a) To act as the board of directors of the Squadron, advising the Commander on most aspects of Squadron activities.
(b) To be responsible for the administration and the policies of the Squadron consistent with the policies of CPS.
(c) To be vested with the custody of all assets of the Squadron.
(d) With a majority vote of the Members of the Committee, to fill any vacancy occurring in the Executive Committee or Members of the Squadron Nominating Committee, any person so appointed to hold office until the next AGM of the Squadron.
(e) To determine the number of, and assign the duties to, the elected First Lieutenants.
(f) To designate depositories in which the funds of the Squadron shall be kept.
(g) To fix the amount of the Squadron Treasurer's bond and to arrange any insurance or fidelity bond coverage required.
(h) To approve all expenditures of the funds of the Squadron, provided that it shall not authorize the expenditure of any funds the amount of which shall exceed the amount of money which is then held by the Squadron Treasurer and which is not required for the payment of prior liabilities.
(i) To pass upon all applications received for membership in and transfer of membership from the Squadron and applications from persons applying for the status of Junior Member or Squadron Associate.
(j) Subject to the limitations set forth in the Squadron Regulations, to establish prices for the sale of regalia and course material to Members and to set the amount of course fees.
(k) To appoint a delegate to represent the Squadron at any meeting of CPS. Such delegate shall be a Member of CPS, but need not be a Member of the Squadron or of the District of which the Squadron forms a part.
(l) To appoint a delegate to represent the Squadron at any District Conference held by the District of which the Squadron forms a part.
(m) In its discretion to waive, in appropriate cases, entrance fees, annual dues and reinstatement fees payable to the Squadron, provided that the Committee shall have no power in relation to any fees or dues payable to CPS.
(n) To establish committees and to define their functions.
(o) In the absence of the Squadron Commander,the Squadron Executive Officer and the Squadron Training Officer, to appoint one of its number to perform the duties and exercise the powers of the Squadron Commander until the return of the Squadron Commander, the Squadron Executive Officer or the Squadron Training Officer, as the case may be.
(p) For each Squadron Training Year (Sept. 1 to Aug. 31) to establish the training courses to be provided by the Squadron during such year.
(q) To deal with suggestions and complaints from Members forwarded to it in writing through the Secretary.
(r) To exercise such powers and perform such duties for the proper conduct of the affairs of the Squadron as are not by the Squadron Regulations assigned to any particular Officer.
Duties of the Squadron Officers
General Duties of All Officers
(a) To promote and advance the best interests of CPS, to promote the best interests of the Squadron, and to assist and support the District Officers in the performance of their duties.
(b) To study and abide by the By-laws and Regulations of CPS.
(c) To be fully conversant with the duties, responsibilities and authority of the office held.
(d) To carry out the duties and responsibilities of the office with enthusiasm, skill and dedication and to the best of the Officer's ability.
(e) To exercise the authority of the office with dignity and impartiality.
(f) In the event that an Officer reaches a position of being unable to carry out the duties and responsibilities of the office held, to resign as soon as a successor can be found.
(g) Upon relinquishing office, promptly to deliver to his successor all documents, records, files, communications, bank books, statements and other property or assets of the Squadron which have come into his possession or control by virtue of his office.
The welfare of a Squadron is affected by the personality of its Commander, who is the representative of the Squadron in the District. Great care should be exercised in the choice of this Officer. A Commander should not be chosen solely on the basis of a pleasing personality. The Commander must have the time and the motivation to carry out the important duties of the office. Nothing can cripple a Squadron more effectively than a Commander who does not attend meetings and does not have sufficient time for the many duties of his office. It is desirable to choose the Commander from among those who have served as Officers of the Squadron and whose effectiveness in administrative posts has been proven. In most Squadrons, it is general practice to elect as Commander the Executive Officer of the previous administration. It is a responsibility of the Commander to consult and discuss matters with the Executive Officer, in order to prepare that person to become the Commander.
It is the responsibility of the Squadron Commander to ensure that each Officer of the Squadron is fully aware of the duties and responsibilities of the office that such Officer holds.
It is recommended that immediately after the Squadron's Change of Watch, the Commander hold a meeting and review with each Officer the duties of his office. The Commander should make sure that all the files for each Officer have been transferred to the new Officers and that each Officer has received a copy of the pertinent portion of this Manual, or a complete Manual, and is prepared to undertake the duties and responsibilities of his office.
At the first meeting of the Executive, the Commander should ensure that a Squadron calendar of events be produced, covering the next year's operations. This calendar must include all important dates from monthly Executive Meetings to the following years Change of Watch. Even the smallest of details should be included in this calendar.
The incoming Commander must make sure that his or her position has been fully reviewed with the previous Commander, and that all files have been transferred to him or her. If the Commander is not prepared and aware of what has to be done, and when, there is little hope of the Squadron having a successful year.
While the Commander is assisted by a competent staff of Officers and committees, he is responsible for the success of the administration of the Squadron.
Rank: Commander (Cdr.)
Responsible to: Squadron Members, District Commander, Chief Commander Function: The Squadron Commander shall encourage the innovation and origination of programmes and projects to enhance the interest of the Members in the affairs of the Squadron. The Commander is responsible for the proper administration of the affairs of the Squadron and for seeing that the Members of the Squadron conduct themselves in the manner set out in the By-laws of CPS, the Governing Board Regulations, the District Regulations and the Squadron Regulations.
The Squadron Commander is the senior ranking Officer of the Squadron, and, as such, is Chairman of the Squadron Executive Committee and an exofficio Member of all the committees within the Squadron. The Commander is in command of the fleet when the boats of the Squadron are assembled.
Duties:
1. Shall ensure that the change-over from the preceding Bridge takes place quickly and completely, that all files are transferred, that all Officers are aware of their duties and capable of performing them and, most importantly, that he or she is fully aware of the affairs of the Squadron and what must be done to keep it functioning smoothly.
2. Shall review the Squadron Regulations thoroughly, so as to be fully aware not only of the duties of the Squadron Commander, but also of the duties of the other Officers of the Squadron.
3. Shall preside at all Meetings of the Squadron and of the Squadron Executive Committee, shall ensure that all meetings are run in accordance with the By-laws and Regulations, and shall make certain that all matters requiring action are attended to by referring to the Operational Manual.
4. Shall appoint a slate of Officers, in addition to those elected at the AGM, to carry out the work of the Squadron.
5. Shall direct and assist all the Officers in the performance of their duties, with special emphasis on the Training Department. Should any Department not be functioning effectively, he shall enlist the aid of the District Officers and, if need be, take over from, or replace, the Officer responsible for such problem.
6. Shall remind all Officers and Members of the Squadron of the fundamental concept of CPS; namely, Boating Educating, and not let it slip to the background.
7. Shall represent the Squadron at all District Council Meetings and the District Annual Conference, and shall be prepared to report on the affairs of the Squadron at these functions with a written report (to be presented to the District Secretary). As a Member of the District Council, he shall be completely aware of the activities of the Council and be prepared to act in the best interests of the District. If unable to attend a Meeting of the District Council or a District Conference, he shall appoint a delegate to perform the required duties as provided in the By-laws and Regulations. (See Section 6.0 Meetings & Ceremonies.)
8. Shall give a full report on all District Council Meetings and Governing Board Meetings to the Squadron Executive Committee, and shall advise the District Commander of matters that are of concern to the Squadron Members, so that they may be expressed at the Governing Board.
9. Shall file or cause the Squadron Secretary to file, in writing, with the National Secretary the names of delegates representing the Squadron at any General Meeting of CPS in accordance with the By-laws of CPS and the Governing Board Regulations. A similar filing shall be made with the District Secretary, with respect to any District Conference, in accordance with the Regulations of the District.
10. Shall carry out liaison with other Squadron Commanders in the District, and thereby work towards the betterment of the District and CPS.
11. Shall submit, in writing, on an annual basis, at the appropriate time, recommendations for the awarding of Merit Marks to Members, Junior Members, Lady Associates and Officers of the Squadron. The Commander may also, at his discretion, award a Commander's Citation to any Member, Junior Member or Lady Associate who has contributed to the Squadron, but not to such a degree as to earn a Merit Mark. He may also award a Letter of Appreciation to any person, corporation or organization in recognition of any important contribution made to the Squadron by that person, corporation or organization. (See Section 8.0 Merit Marks & Awards.)
12. Shall ensure that a calendar of eventsfor the Squadron Year is prepared. This calendar shall include Squadron Executive Meetings on a monthly basis to ensure that the affairs of the Squadron are being carried out and that the Squadron is operating smoothly. Should there be a problem in any area, it must be examined immediately and the appropriate action taken.
13. Shall keep the Executive Officer completely informed as to the affairs of the Squadron, so that, if required, the Executive Officer would be capable of performing the functions of the Commander. The Commander should be training the Executive Officer to take command of the Squadron.
14. Shall ensure that all reports required by the District, or by National, are prepared and presented as requested.
15. Shall submit to the Squadron Treasurer at the beginning of the Squadron Year a budget of Revenue and Expenses that are expected to be incurred during the coming year. This budget must include any expenses the Commander expects will be incurred during the performance of his or her duties.
16. Shall ensure that the Squadron does not become officially and improperly involved in legislative matters, whether local, provincial or national. The Squadron Commander should be a graduate of the Officer Training Programme and, if not, should participate in the Programme and encourage those Members of the Squadron Executive Committee who have not taken the Officer Training Programme to do so.
In most Squadrons, the Officers usually advance from Executive Officer to Commander. While such practice would be unworkable if written rigidly into the By-laws and Regulations, it is generally considered to be in order, unless the Executive Officer has failed to meet the qualifications required for Commander. The SEO should be of a temperament which will make him a willing and conscientious right-hand person to the Commander, yet he should have initiative and executive ability.
In some Squadrons, the Executive Officer does little but attend meetings. If so, this is the fault of the Commander who should assign to the SEO the responsibility for a wide area of work. The Executive Officer might handle several departments, leaving the Commander free for broader duties relating to District and National matters and the overall well-being of the Squadron. In addition, this gives the SEO a background of experience which will serve him well during his term as Commander.
Rank: Lieutenant Commander (Lt./C)
Function: The Executive Officer shall assist the Commander in the discharge of his duties and, in the absence of the Commander, shall perform the duties and exercise the powers of the Commander.
Duties:
1. Shall ensure that the files of the previous Squadron Executive Officer are received and that the duties of the office are fully reviewed with the previous Squadron Executive Officer and the Squadron Commander.
2. Shall review the Squadron Regulations thoroughly, so as to be fully aware not only of the duties of the Squadron Executive Officer, but also of the duties of the other Officers of the Squadron.
3. Shall assist the Commander in every way possible, and shall be fully aware of all the affairs of the Squadron, so that, should the Commander be absent, the Executive Officer is capable of assuming the responsibility of running the Squadron. He shall be involved directly in the day-to-day operation of the Squadron as delegated by the Commander.
4. Shall take the chair at meetings in the absence of the Commander, and appear on behalf of the Commander at functions when the Commander cannot be present.
5. Might coordinate or be Chairman of such committees as are established by the Commander or the Executive Committee, such as social activities, administration, programmes and events, etc. The Squadron Executive Officer should participate in the Officer Training Programme if not already a graduate of that programme.
The Member who is nominated for the office of Squadron Training Officer should be selected on the basis of enthusiasm for the CPS Training Programme, as evidenced by a record of personal achievement, instruction in CPS courses and encouragement of fellow Members to strive for the highest level of educational achievement. The STO should be willing to serve for more than one year, taking an active part in all phases of the Squadron's activities, and representing the Squadron at the District Conference and Training Meetings.
Upon being nominated, the STO should seek a candidate for the position of Assistant STO who, with training, could act for the STO in his absence, and might eventually be a candidate for that office.
The STO recommends the Squadron Training Programme to the Squadron Executive Committee and assists this Committee in defining its objectives, determining the courses which should be taught and the fees to be charged. The STO then arranges class schedules, facilities, personnel and equipment requirements.
The STO reviews the availability of teaching aids in the Squadron, determines the requirements for such aids, takes appropriate action to alleviate deficiencies, and keeps alert to the development of new training aids, both within and outside the Squadron. He also encourages the entry of effective Training Aids in the District Conference and the CPS Annual Training Aids Competitions. To assist in this area, the STO should ask the Commander to appoint a Training Aids Officer to serve as a Member of the Squadron Training Department.
1The Squadron Training Officer may be assisted in the performance of his duties by a Squadron Training Committee. The Squadron Training Committee shall consist of the Squadron Training Officer (Chairman), any Assistant Squadron Training Officers, Instructors, Proctors and any other Officers that may be appointed to this Committee, such as the Supply Officer, PRO, etc.
The Squadron Training Committee could be divided into sub-committees: (a) Boating; (b) Advanced Grades; (c) Elective Courses; (d) Proctors; (e) Examinations; (f) Course Material; (g) Promotion; or such other sub-committees as the Squadron Training Officer may decide.
Rank: Lieutenant Commander (Lt./C) Authority: Elected at the Squadron Annual General Meeting (AGM)
Function: The Squadron Training Officer is responsible for carrying out the Training Programme which has been decided upon by the Squadron Executive Committee. Duties: The Squadron Training Officer:
1. Shall ensure that the files of the previous Squadron Training Officer are received and that the duties of the office are fully reviewed with the previous Squadron Training Officer and the Squadron Commander.
2. Shall review the Squadron Regulations thoroughly, so as to be fully aware not only of the duties of the Squadron Training Officer but also of the duties of the other Officers of the Squadron. He shall also review and thoroughly understand the Training Manual.
3. Shall fully understand the aims and objectives of the Squadron Executive Committee in regard to which courses and how many classes are to be held.
4. Shall prepare a supplement for the Squadron'scalendar of eventsfor the year, to ensure that all matters concerning training are dealt with at the proper time.
5. Shall prepare a budget of Revenues and Expenses for the training year, and present the same to the Squadron Executive Committee in June, in order to avoid any delay at the start of the training season.
6. Shall be the Squadron's representative on the District Training Committee, and shall represent the Squadron at all District Training Conferences, reporting the results to the Squadron Executive Committee. If unable to attend these meetings, he shall ensure that a qualified substitute attends in his place.
7. Shall work with the Squadron Treasurer and Supply Officer to facilitate the registration of students and the ordering and distribution of all course material.
8. Shall be responsible for carrying out the Squadron Training Programme, including the provision of proper training facilities, Instructors and Proctors.
9. Shall be responsible for ascertaining that the Instructors and Proctors are providing proper instruction and shall encourage them to attend District Training Meetings.
10. Shall ensure that the Instructors of Advanced courses are aware of the prerequisites for the examinations in these courses, and that the students have been informed of such prerequisites in sufficient time to enable them to meet such requirements.
11. Shall be responsible for applying for all the examinations required by students of the Squadron.
12. Shall advise and keep the Squadron Commander and the District Training Officer informed on all matters pertaining to Squadron training.
13. Shall prepare and submit such reports as may be requested by the Squadron Executive Committee, the District Training Officer or the National Training Officer. (See samples in Section 18.0 Forms.)
14. Shall be responsible to the Squadron Commander for the technical excellence of the Squadron's Training Programme.
15. In the absence of the Squadron Commander and the Squadron Executive Officer, shall perform the duties and exercise the powers of the Squadron Commander.
16. Shall receive assistance from the Publication Editor and the Public Relations Officer in the promotion of the Training Programme.
17. Shall maintain close contact with the Class Chairmen for discussion of problems, and shall personally investigate classes with high dropout or failure rates for probable causes. He shall take prompt corrective action.
18. Shall file Boating Class Schedules with the DTO, using the forms provided. He shall maintain close contact with the DTO, and advise him of all significant suggestions on teaching methods, teaching aids and corrections or improvements in course material of which he becomes aware.
19. Shall ensure that all reports and forms are filed correctly and in a timely manner, that examinations are administered properly, that sights of JN and N students have been checked thoroughly, and that examination critiques are used to the best advantage of students and Instructors.
20. Shall maintain a complete file of the Squadron's training activities, including the following: courses taught; registration and results; training materials and examinations ordered and returned; records of grades and course completions of all Members; results of Squadron progress toward training objectives. The Squadron Training Officer should participate in the Officer Training Programme, if not already a graduate of that programme.
Rank: First Lieutenant (1st Lt.)
Function: The Secretary shall maintain the non-financial records of the Squadron (except for membership lists) and shall provide assistance and advice to the Squadron Commander and the Squadron Executive Committee.
Duties:
1. Shall ensure that the files and records of the previous Squadron Secretary are received and that the duties of the office are fully reviewed with the previous Squadron Secretary and the Squadron Commander.
2. Shall review the Squadron Regulations thoroughly, so as to be fully aware not only of the duties of the Squadron Secretary, but also of the duties of the other Officers of the Squadron.
3. Shall be responsible for, and have custody of, the Squadron Warrant, the Squadron Regulations, copies of the By-laws of CPS, the Governing Board Regulations and the District Regulations, and shall have all such By-laws and Regulations available at Meetings of the Squadron.
4. Shall keep the By-laws and Regulations updated as necessary. (See Section 10.0 Amendments of Regulations & CPS By-laws.)
5. Shall initiate and respond to the correspondence of the Squadron and maintain a record of that correspondence. (See Section 5.0 Correspondence & Printed Matter.)
6. Shall take, prepare and keep the minutes of meetings of the Members of the Squadron, of meetings of the Squadron Executive Committee and of any other meetings for which the Squadron Commander requires minutes to be taken. Such minutes shall at all reasonable times be open to inspection by any Member of the Squadron, and shall be mailed to the District Commander and to each Member of the Squadron Executive Committee not later than four weeks after the date of the meeting. (See Section 6.0 Meetings & Ceremonies.)
7. Shall maintain a separate record of each resolution passed at any General Meeting or Squadron Executive Committee Meeting which is of significant and continuing importance.
8. Shall make a report at the Annual General Meeting of the Squadron and at such other times as may be requested by the Squadron Commander or the Squadron Executive Committee.
9. Shall notify the National Secretary and the District Commander, in writing, of all changes in the Officers of the Squadron within fourteen days of any such change occurring.
10. Shall notify the National Secretary, the District Secretary and the Squadron Membership Officer of the name and address of any Member who has resigned from the Squadron and CPS. At least once each year, the Secretary and the Membership Officer should compare their Squadron records with National records. Shortly after July 1 of each year, HQ will provide each Squadron Treasurer, Secretary and Membership Officer with a list of the Members paid-up for the current year.
11. Shall be responsible for giving notice of all meetings of the Squadron or the Squadron Executive Committee, ensuring they are issued as follows:
(a) Notice of each General Meeting of the Squadron shall be mailed at least fourteen days prior to the date of the meeting to HQ, and to each person who, as of the day thirty days preceding the date of the meeting, is a Member in good standing of the Squadron, at the most recent address of such Member according to the records of the Squadron.
(b) Notice of each meeting of the Squadron Executive Committee shall be mailed or telephoned to each Committee Member, so that he or she receives such notice not less than three days prior to the date of the meeting.
12. Shall prepare a supplement to the Squadron'scalendar of activities, to ensure that all notices and reports will be prepared and issued when required.
13. Shall perform such other duties as may be delegated to the Squadron Secretary by the Squadron Commander or the Squadron Executive Committee. The Squadron Secretary should participate in the Officer Training Programme, if not already a graduate of that programme.
(In some Squadrons, the Squadron Treasurer also fills the required position of Membership Officer. In that case, the Squadron Treasurer should be familiar with the duties outlined under the Membership Officer section, especially the material relating to dues.)
Rank: First Lieutenant (1st Lt.)
Function: The Treasurer shall maintain the financial records of the Squadron, and shall provide assistance and advice to the Squadron Commander and the Squadron Executive Committee with respect to the financial aspects of the Squadron.
Duties:
1. Shall ensure that the files and records of the previous Squadron Treasurer are received and that the duties of the office are fully reviewed with the previous Squadron Treasurer and the Squadron Commander.
2. Shall review the Squadron Regulations thoroughly, so as to be fully aware not only of the duties of the Squadron Treasurer but also of the duties of the other Officers of the Squadron.
3. Shall collect all monies due and payable to the Squadron, or received by the Squadron in carrying out any Squadron activity, and shall hold all monies and securities in the name of the Squadron as directed by the Squadron Executive Committee, provided that signing Officers are at arm's length relationship. (Note: Fidelity bonding is not provided by CPS under any blanketbond. Each Squadron is recommended to secure its own bond with respect to all persons handling Squadron funds. It is further recommended that two signatures be required on all cheques and that a blank cheque never be signed.)
4. Shall keep a true record of all monies and securities received by the Treasurer, shall pay all bills approved by the Squadron Executive Committee or by the Chairman of any committee which has contracted a bill by virtue of any appropriation by the Squadron Executive Committee, and shall preserve proper vouchers for such expenditures. The accounting records shall be kept using generally accepted accounting principles in sufficient detail to provide the information and statistics to the Squadron Executive Committee necessary to permit the Committee effectively to control the activities of the Squadron and to each Squadron Officer to permit such Officer effectively to control the activities for which he is responsible. Squadrons would be wise to adhere to the practice that only the Squadron Treasurer be authorized to make remittances to Headquarters.
5. Shall ensure that the properties and supplies necessary to carry out the functions of the Squadron are readily available, and that proper accounting records, including an inventory of such property and supplies, are maintained. Should there be a Squadron Supply Officer, the Treasurer must work with that Officer to ensure that the proper amounts of properties and supplies are on hand when required.
6. Shall make a report at each meeting of the Squadron Executive Committee and at such other times as may be required by the Squadron Commander or the Squadron Executive Committee. Such report shall include a written statement of the receipts and disbursements covering the period from the last report to the date of the meeting and shall set out the financial condition of the Squadron at the date of such report.
7. Shall prepare immediately after the end of the Squadron Year and have audited by the Squadron Auditor written financial statements for the Squadron fiscal year. Such statements shall include a statement of receipts and disbursements for the year and a statement of the assets and liabilities of the Squadron at the year end.
8. Shall make a report at the Annual General Meeting of the Squadron. Such report shall include the financial statements and the report of the Squadron Auditor.
9. Shall furnish the National Treasurer and the District Commander with a copy of the audited financial statements of the Squadron by mailing the same within one week of receiving the same from the Squadron Auditor. Failure to file these statements with the National Treasurer and the District Commander may lead to a disqualification of the Squadron. (See Section 15.0 Financial Management & Insurance, and sample forms in Section 18.0 Forms.) Headquarters mails information with respect to the filing of the above-mentioned forms shortly after February 1, each year.)
10. Shall make such reports to the National Treasurer as the Governing Board may direct.
11. Shall remit to Headquarters on the last day of April, preceding the commencement of each membership year, such annual dues of CPS as he shall have collected during April and, not later than the last day of May of the membership year, the Treasurer shall remit the balance of such dues collected as of that date together with all membership cards received from HQ and still held by the Squadron as a result of non-payment of annual dues by Members. A copy of such record shall also be forwarded to the District Commander.
12. Shall remit to HQ upon receipt such dues and applicable reinstatement fees payable to CPS as may be received after the last day of the first month of the Membership Year.
13. Shall propose and submit to the first meeting of the Squadron Executive Committee in each Squadron Year a budget of all anticipated Revenues and Expenses for that Squadron Year.
14. Shall work with the Squadron Membership Officer and the Squadron Secretary in maintaining the membership records of the Squadron.
15. Shall perform such other duties as may be delegated by the Squadron Commander or the Squadron Executive Committee. The Squadron Treasurer should participate in the Officer Training Programme, if not already a graduate of that programme
The PRO is continually on the lookout for new ideas and methods to further the CPS image and our educational aims, handles miscellaneous public relations activities and correspondence, where and when the need arises and may be called upon to speak to Boating classes on CPS in general along with manners and customs.
In addition to being selected for his initiative and ability to serve in this important Squadron function, consideration should also be given to the PRO's willingness to remain in this office for several years because of the time it takes to develop an effective and well-coordinated PR Programme.
The Public Relations Officer's duties may be divided into three parts:
(a) Ensuring that the Members of the Squadron are informed in a timely manner as to Squadron events, and are reminded about the advantages and opportunities of membership in CPS (internal PR.).
(b) Maintaining year-round PR Programme promoting CPS and the Squadron, consistent with the aims and policies of CPS and the Squadron (external PR.).
(c) Informing the public and the Members of dates, locations and other information pertaining to the Boating Course, Advanced courses and Elective courses (Training PR.).
All activities relating to public relations should be performed by the PRO in accordance with the programmes and guidelines offered by National and District Public Relations Committees. He should make proper use of all material made available by the National PRO Committee.
Rank: First Lieutenant (1st Lt.)
Function: To provide assistance and advice to the Squadron Commander and the Squadron Executive Committee with respect to matters of public relations, and to promote the courses offered by the Squadron and the activities of the Squadron. The Public Relations Officer receives technical assistance from the National Public Relations Officer and the District Public Relations Officer.
Duties:
1. Shall ensure that the files and records of the previous Squadron Public Relations Officer are received and that a complete review of the duties and responsibilities of the office is held with the previous Squadron Public Relations Officer and the District Public Relations Officer.
2. Shall meet with the Squadron Commander to ascertain the Commander's views and his expectations of the Public Relations Officer during the year.
3. Shall keep a written summary of all duties performed (and when), and shall be prepared to make a report at the request of the Squadron Commander, the Squadron Executive Committee, or the District Public Relations Officer.
4. Shall be responsible for the due administration of the public relations policy of CPS within the Squadron.
5. Shall provide proper, timely and adequate promotion for the courses offered by the Squadron.
6. Shall assist the Squadron MAREP (Hydrographic/Weather) Officer in promoting MAREP to the Members of the Squadron.
7. Shall assist the Squadron Membership Officer in promoting membership in CPS by ensuring that Members and prospective Members of the Squadron are aware of all benefits of membership.
8. Shall promote the activities of the Squadron.
9. Shall represent the Squadron at all Meetings of the District Public Relations Committee, and shall report thereon to the Squadron Executive Committee. 10. Shall perform such other duties as may be delegated to him by the Squadron Commander or the Squadron Executive Committee. The Squadron PRO should participate in the Officer Training Programme, if not already a graduate of that programme.
[The MAREP (WEATHER) position, although not a required Squadron Officer position, may be combined with the MAREP (Hydrographic) Officer's position.]
Rank: First Lieutenant (1st Lt.)
Function: To provide assistance and advice to the Squadron Commander and the Squadron Executive Committee with respect to the MAREP Programme that is undertaken, and to promote such programme. The MAREP Officer receives technical assistance from the National MAREP Officer and the District MAREP Officer.
Duties:
1. Shall ensure that the files and records of the previous Squadron MAREP Officer are received and that a complete review of the duties and responsibilities of the office is held with the previous Squadron MAREP Officer (and the District MAREP Officer for technical details).
2. Shall meet with the Squadron Commander to ascertain the Commander's views and expectations of the MAREP Officer during the year.
3. Shall keep a written summary of all duties performed (and when), and shall be prepared to make a report at the request of the Squadron Commander, the Squadron Executive Committee, or the District MAREP Officer.
4. Shall participate in the MAREP Programme by submitting personal MAREP Reports.
5. Shall ensure that the membership of the Squadron is aware of the Squadron MAREP (Hydrographic) Programme, its aims and functions, shall encourage the membership to participate in the programme, and shall ensure that all Squadron Members are fully informed as to the procedure for making a MAREP submission. (MAREP Manuals are available from HQ.)
6. Shall organize MAREP (Hydrographic) cruises and small MAREP reporting groups. Meetings and seminars may be required to promote the MAREP Programme.
7. Shall submit MAREP news items and stories to the Squadron Newsletter.
8. Shall keep a supply of MAREP (Hydrographic) Report Forms on hand at all times for distribution (Forms available from District MAREP Officer.)
9. Shall speak to, or arrange for a spokesman to speak to, all the classes being presented by the Squadron, in order to explain the MAREP Programme.
10. Shall maintain close contact with the Squadron Public Relations Officer to help promote MAREP to the Members of the Squadron.
11. Shall promptly make periodic reports to the District MAREP Officer upon request, with a copy of such report to be forwarded to the Squadron Commander.
12. Shall perform such other duties as may be delegated to the him by the Squadron Commander or the Squadron Executive Committee. The Squadron MAREP Officer should participate in the Officer Training Programme, if not already a graduate of that programme.
The position of Membership Officer is one of the most important positions in any Squadron, and an outstanding person should be chosen. Quite obviously, without Members the Squadron would not exist and, of course, the Squadron Officers could not be elected, nor training programmes offered.
Although the Membership Officer is responsible for recruiting new Members and, most importantly, retention of existing Members, every Squadron Member should consider himself an active Member of the Membership Committee and should help maintain a high level of interest and participation by the new Members.
The Membership Officer should be thoroughly familiar with all phases of the use of Squadron flags, uniforms and insignia. (See Section 3.0 and Section 4.0 of this Manual.) He should know the prices, quality and supply of the many items offered by CPS. Where there is a designated Supply Officer in the Squadron, that Officer should handle these requests, but the Membership Officer should also be capable of dealing with these matters.
The Membership Officer should actively promote the various membership benefits offered by CPS and arranged by the National Membership Committee. He should also seek out local corporations that may offer discounts to CPS Members in the Squadron's area, and are willing to promote the objectives of CPS. 14.17.5 The Membership Officer should recommend to the National Membership Committee ideas that will promote CPS and/or offer benefits to all Members of CPS across Canada.
Rank: First Lieutenant (1st Lt.)
Function: To provide assistance and advice to the Squadron Commander and the Squadron Executive Committee, with respect to the Membership Programme that is undertaken, to promote membership to the Boating Course class and to encourage continued membership to the Members of the Squadron. The Membership Officer receives technical assistance from the District Membership Officer.
Duties:
1. Shall ensure that the files and records of the previous Squadron Membership Officer are received and that a complete review of the duties and responsibilities of the office is held with the previous Squadron Membership Officer, the Squadron Commander and the District Membership Officer.
2. Shall be responsible for membership recruitment (Membership requirements and categories are outlined in Section 7.0 of this Manual) and particularly:
(a) Shall ensure that all Boating Instructors promote CPS in the class room and encourage students to seek membership in CPS.
(b) Shall assist the Squadron Commander or the Executive Officer in making a membership promotion presentation to all Boating Course classes.
(c) Shall ensure that all Boating Course Instructors have Membership Application Forms, and shall provide assistance to the students in completing the form at the appropriate time.
(d) Shall maintain an adequate supply of Application/Transfer/Membership Forms, and shall provide them to Instructors at the appropriate time with instructions on their use.
3. Shall be responsible for membership processing (Membership procedures are outlined in Section 7.0 of this Manual) and particularly:
(a) Shall ensure that Certificates of Qualification are obtained and ready for presentation at the proper time.
(b) Shall notify each new and reinstated Member of his or her admission or readmission to membership in the Squadron and in CPS and, upon receipt of that Member's current membership card from HQ, or following reinstatement of such Member, shall forthwith furnish such Member with such Membership Card. (Membership Cards for each Member of the Squadron are sent by HQ at the time of the membership dues billing to the Membership Officer or, if a Membership Officer is not elected, to the Treasurer. When a Member pays his or her dues, the new Membership Card should be sent to him or her. The cards are sent only to Members who have paid all dues by May 31 and who, therefore, are in good standing. Unused cards are to be returned to HQ, and upon a Member being reinstated, such Member's card will be returned to the Membership Officer.)
(c) Shall ensure that all new Members receive National, District and Squadron publications, their Membership Cards, and that their names are placed on all appropriate mailing lists.
(d) Shall process Junior Member Membership Applications, and encourage them to seek full Member status when they reach the age of eighteen.
(e) Shall be responsible for transfer requests from Members of other Squadrons.
(f) Shall notify the National Secretary and the District Secretary of each change of address of a Member, and shall notify, if appropriate, the Squadron and District departments responsible for the mailing of the Squadron and District publications. At least once each year, the Membership Officer and Squadron Secretary should compare their Squadron records with National records. Shortly after July 1 of each year, HQ will provide each Squadron Treasurer, Secretary and Membership Officer with a list of the Members paid-up for the current year.
4. Shall be responsible for the collection and remittance of membership dues (Fees and Dues and the Billing procedure are outlined in Governing Board Regulations Article 15) and particularly:
(a) Shall receive all correspondence from HQ regarding the payment of annual dues and shall coordinate necessary activities.
(b) Shall process documentation relating to the annual dues, and on receipt of the annual dues from a Member shall forthwith furnish that Member with a Membership Card for the year in respect of which the dues are paid.
(c) Shall forward to the Squadron Treasurer on a continuous basis all sums received from Members for the payment of annual dues, maintaining a record of remittances.
(d) Shall bill each Squadron Associate and Dual Member for the ensuing Membership Year's annual dues to the Squadron.
(e) Shall advise the Squadron Secretary of all payments of annual dues, of the names of Members whose membership has lapsed, and of the names of all reinstated Members.
5. Shall be responsible for membership retention and promotion and particularly:
(a) Shall establish a programme for contacting Members whose renewals of membership are not received promptly, and shall encourage such persons to renew. This task shall be done prior to the commencement of the membership year. Should Members decide not to renew, he should determine any reasons for non-renewal, and record the same for future use.
(b) Shall develop and maintain a programme for contacting former Members and nonmembers who have passed the Qualifying Examination, and shall encourage them to become Members.
(c) Shall develop and maintain a programme which promotes membership in CPS by ensuring that Members and prospective Members of the Squadron are aware of all benefits of membership.
6. Shall be responsible for maintaining membership lists and particularly:
(a) A set of records which includes a list of the names, addresses, telephone numbers and grades of all Members, Junior Members and Lady Associates, including the names of any boats owned by them.
(b) A list of the names, addresses and telephone numbers of all Squadron Associates, including the names of any boats owned by them.
(c) A list of former Members and a list of persons who have passed the Qualifying Examination, but who have not become Members.
7. Shall attend Advanced and Elective course registrations to enable reinstatement or confirmation of membership of all registrants.
8. Shall represent the Squadron at all meetings of the District Membership Committee, and shall report thereon to the Squadron Executive Committee.
9. Shall promote the concept of Merit Marks and their purpose and benefit to the continuance of the Squadron's and CPSprogrammes.
10. Shall perform such other duties as may be delegated to him by the Squadron Commander or the Squadron Executive Committee. The Squadron Membership Officer should participate in the Officer Training Programme, if not already a graduate of that programme.
Immediate Past Commander
The Immediate Past Squadron Commander is sometimes assigned a specific task, but his main function is to be an advisor. However, although his experience, advice and active assistance are welcomed, a wise P/Cdr. will not attempt to impose his own ideas on the new Squadron Executive, but will assist without prominence.
Title: Past Commander (P/Cdr.)
Function: The Immediate Past Squadron Commander shall act in an advisory capacity to the Squadron Commander and to the Executive Committee, and shall be the Chairman of the Squadron Nominating Committee (if so provided in the Squadron's Regulations).
Duties:
1. Shall ensure that the files of the previous Immediate Past Squadron Commander are received and that a complete review of the duties of the office is held with the previous Immediate Past Squadron Commander and the Squadron Commander.
2. Shall assist the Squadron Commander and the Squadron Executive Committee in an advisory capacity or in any way possible as requested by the Squadron Commander or the Squadron Executive Committee.
3. Shall be a voting member of the Squadron Executive Committee.
4. May be Chairman of the Squadron Nominating Committee and, if so, shall hold as many meetings as are necessary for the purpose of submitting a slate of nominees to the Squadron Annual General Meeting held the following year.
Rank: 1st Lieutenant
Duties:
Oversee the appropriate classes. To assist the Training Officer in selecting suitable instructors and Proctors.
Responsible for obtaining training material and aids for Instructors and returning same.
To oversee the performance of all Instructors during the training season, and ensure that there is an Instructor for each class.
To be prepared to personally step into any breach, and take over temporarily the duties of any Instructor in an emergency or arrange for a suitable substitute.
Circulate through the classes to ensure the training program is operating properly.
Keep a class roll with addresses, phone numbers and e-mail addresses.
Phone students who miss two or three consecutive classes to ascertain reason.
Supervise enrollment on registration night.
Advise Squadron Training Officer regarding exam requirements, dates, etc.
Advise Squadron Training Officer regarding familiarization cruise requirements for Boating classes if applicable.
Is a member of the Training Committee.
Arrange Student Cruises
Work with Membership Officer to ensure that all registrants for Advanced and Elective courses are members or associate members in good standing at the time of registration or are in the process of being reinstated.
Editor, Anchorwatch
Title: 1st Lieutenant
Duties:
Compile suitable material for Anchorwatch Solicit material, if necessary, from members. Arrange for printing, collating and distribution of Anchorwatch on a timely basis as per the calendar, and ensure printing to provide proper notice of AGM. During winter months arrange for sufficient extra copies to distribute to Boating students.
Maintain a current mailing list.
Arrange for publication and distribution of special bulletins when necessary.
Make recommendations to Squadron Commander regarding a suitable Assistant Editor.
Maintain constant liaison with the Public Relations Officer regarding Squadron activities so they can also be published in Propwash.
Assistant Publications Officer
Assistant Editor , Anchorwatch
Title: Lieutenant
Duties:
As assigned by the Editor, for the successful and timely publication of the Anchorwatch
Rank: Lieutenant
Duties:
Responsible for the phone committee, and coordinating notification to Squadron Members of special events or notices.
Rank: Lieutenant
Duties:
To turn over as and when necessary to the Squadron Treasurer, all cash received from the sale of regalia, insignia and educational supplies to members. The Treasurer shall issue a receipt for the monies received.
To keep accurate and up-to-date records of all purchases and sales of regalia, insignia and educational material.
Maintain records of any inventory consigned to other members of the Squadron for official distribution. Supply Officer’s General Calendar Guideline: June Obtain a list of training materials required for September from Squadron Training Officer and requisition same.
Sep. & Jan. Attend class registrations or have someone attend for you who can distribute supplies to new students, in Boating, Advanced and Elective courses.
Rank: Lieutenant
Duties:
Organize Squadron cruises for the upcoming year. Select suitable cruise sites, arrange for buddy boats, rendezvous, etc. Make reservations when and if possible. Arrange for children’s activities, social get-togethers, etc.
Ensure cruises are well publicized in advance.
Rank: Lieutenant
Duties:
Record the past and ongoing events of the Squadron.
Rank:Lieutenant
Rank:Lieutenant
Rank:Lieutenant
Rank: Lieutenant
Duties:
Responsible for maintenance of a Training Aids inventory, custody and loan of Norvan Squadron Training Aids, handouts, reviews, projectors and other similar items.
Responsible for loan of training aids to Assistant Training Officers and Instructors.
Responsible for ordering of films and other aids for Training Department if required, and to edit and reproduce videos for instructors when required.
Responsible for reviewing aids used by Instructors and other Squadrons, District or National, and recommending to Executive Committee the obtaining of good aids.
Responsible to provide to the Bridge an inventory of the Training aids at the September and January meetings.
Responsible to provide equipment for socials i.e. screens, projectors, sound equipment, etc. if required. General Calendar Guideline: September & January Provide an inventory of Training Aids at the Bridge meetings.
Rank:Lieutenant
Squadron VHF Officer Qualifications:
a) Holds Restricted Radio Operator’s Certificate Maritime with DSC Endorsement
b) Is a Recognized Examiner
DUTIES AND RESPONSIBLITIES:
c) Organize classes and examinations in coordination with the Squadron Training Officer
d) Maintain a supply of examination materials
e) Liaise with the District on scheduled VHF activities
f) Liaise with agencies and independent providers
g) Maintain records and forward information and results as required to Squadron Training Officer, the District VHF Officer, and Headquarters
Rank:Lieutenant
Norvan Power & Sail Squadron's Homepage
Rank:Lieutenant
Last growth spurt on February 12, 2004
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