Transcript Squadron Secretary

Squadron Secretary
4/13/2015
Secretary
1
Squadron Secretary
CPS-ECP
Guidebook
“It’s in the book”
4/13/2015
Secretary
2
Book?
4/13/2015
Secretary
3
Hold custody of the Squadron Warrant, the
Squadron regulations, and keep copies of
the CPS Bylaws and Governing Board
Regulations available for reference at all
meetings.
•Bring the “Book”
e-copy best, 553 pages!
4/13/2015
Secretary
4
Make a notation on the
•Get the previous
records
relevant documents of
all amendments to the
•Learn your job
description
Squadron Regulations.
•Important stuff - keep
safely, remember privacy
4/13/2015
Secretary
5
Conduct the correspondence of
the Squadron and maintain a
•Check CPS website:
www.CPS-ECP.ca/
record thereof.
•Get notices from National
•Send cards
Cards saying
thank-you,
sympathy, etc.
always appreciated!
☺
4/13/2015
Secretary
6
Take, prepare, and keep minutes
of meetings conducted within the
•Agendas, with Commander
•The work part - get at those
minutes ASAP
Squadron. Report at the
Squadron AGM and at such other
times as required.
•Run them by the chair of the
meeting before circulating
•Copy to D/C
•Brief – say what you think
is important
4/13/2015
Secretary
7
Notify the National Secretary
and the District Commander
in writing of all changes in
Officers in the Squadron
•Watch dates well in
advance, especially AGM
within two weeks of such
changes being made.
4/13/2015
Secretary
8
Notify the National Secretary, the
•Prepare the year’s
calendar (available in
many computer
applications)
District Commander, and the
Squadron Membership Officer
immediately of the name and address
of any member resigning from the
Squadron and from CPS.
4/13/2015
Secretary
9
Be responsible for giving notice of all
meetings of the Squadron.
And finally..
Perform such other duties as may be
delegated by the Squadron
•Within reason of
course
Commander or the Executive
Committee.
4/13/2015
Secretary
10
Additional idea..

For your AGM:



Prepare copies of all reports, agenda, last
year’s minutes, etc.
Put them in booklet form, for attendees
Training Officer and Commander may read
reports, others available for reading in booklet
4/13/2015
Secretary
11
What Gabriola Island Squadron does…
4/13/2015
Secretary
12
4/13/2015
Secretary
13
4/13/2015
Secretary
14
4/13/2015
Secretary
15
4/13/2015
Secretary
16
Financial Reports Ensure they are sent to
District Treasurer and
CPS National Secretary
4/13/2015
Secretary
17
Summary






It’s the functions that count, not necessarily who does them
The Organization is bigger than any one of us
Communication, communication, etc….
Flexible - be prepared to cut some slack
The Golden Rule is really cool
Never leave your sense of humour under the pillow in the morning
4/13/2015
Secretary
18
Questions?
..more to come
4/13/2015
Secretary
19
THE END
Thanks
4/13/2015
Secretary
20
District Secretary’s needs….
4/13/2015
Secretary
21
Squadron
Council
Reports
VANCOUVER ISLAND NORTH DISTRICT
DISTRICT COUNCIL MEETING
SQUADRON REPORT
COMMANDER
Don Butt
SQUADRON
Gabriola
DATE
Jan 18, 2004
TIME
PLACE
Page 1
Nanaimo Yacht Club
This is where the Commanders fill in their recap of events and points of interest to the other Squadrons
that have taken place since the last Council meeting. Notices of good things that others are invited to or
particular functions that make one’s o wn Squadron unique. The detailed financial statistics are of no real
interest to the others unless assistance is requested and then that request should be dealt with through
the District and elaborated on in the page called “ Squadron matters”. This page should be a recap and
used for the Squadron Commander’s oral Council report. Please add additional page if required.
Please submit two copies of complete report, only one is required if by e-mail.
Summary of
Commander’s
report to Council
4/13/2015
The fall Boating Course registration was by far the most ever – 18. For varied but valid reasons the
class was reduced to 11 very quickly , though several of these people plan on returning for the spring
Boating Course. Average ma rk was just shy of 93 and all passed. A venture on the Bridge of the
Queen of Cowichan with Capt Poole Once again was a superb day. Thanks to STO Richard DeLissa
and his crew for an excellent job well done.
Plans are underway fo r the spring Boating, and a VHF and Weather in the months to come. We find
an effective way to recruit students is to write timely articles about safe boating and about the
Squadron’s activities.
Our next members night is planned for February 21 with a presentation by Andre Lemieux, who has
extended his work on the history of he French explorer Laparouse and his visit to Lituya Bay in
Alaska. Capt McKillop, chief master of the Quinsam and with plenty of stories to tell in his talk “A
View from the Bridge” did not disappoint – he had some advice for us in boats somewhat less in
displacement than the BC Ferries.
The Christmas party, potluck & carol singsong, Dec 13 was a success again, with good turnout, and
singing at its best.
AGM April 24, at which we are pleased the district Commander will be present.
Secretary
22
Page 2
Training Officer’s
Report
4/13/2015
Secretary
23
Page 3
Membership
Officer’s Report
4/13/2015
Secretary
24
Page 4
Squadron PRO
Public relations
and news bulletins
4/13/2015
Secretary
25
Page 5
MAREP officer’s
report
4/13/2015
Secretary
26
Page 6
Squadron financial
position
4/13/2015
Secretary
27
Page 7
Squadron matters
- serves as basis
for agenda for
Squadron Cdrs
meetings
4/13/2015
Secretary
28
Discussion…
4/13/2015
Secretary
29
Administrative Officer
14.20.1 If an Administrative Officer is elected or
appointed, the position could parallel that of the
National and District Administrative Officers. In
general, at the Squadron level, this Officer might
be assigned the handling of the internal affairs of
the Squadron.
Rank: Lieutenant Commander
14.20.2 Since the Administrative Officer could progress
to the office of Executive Officer, and then to
Commander, great care should be taken by the
Nominating Committee in the qualifications and
selection of a nominee for this office, or by the
Commander in making this appointment.
14.20.3 As in the case of the Executive Officer, it is
desirable to assign definite duties and
responsibilities to the Administrative Officer, to
provide him with the background and experience
that will make a good Executive Officer and
Commander.
4/13/2015
Secretary
Best to keep options open and
not make expectations etched in
stone
30
Admin Officer
Duties:
1. Shall ensure that the files of the previous
Squadron Administrative Officer are received
and that a complete review of the duties of the
office is held with the previous Squadron Administrative
Officer and the Squadron Commander.
Generally be a team player
2. Shall review the Squadron Regulations
thoroughly, so as to be fully aware of the duties
of all Officers of the Squadron.
3. Shall assist the Commander, the Executive
Officer and the Training Officer, as and when
required. Usually the direction for such
assistance will come from the Commander.
Arrange for happenings, meetings,
but careful not to interfere with other
officers, social, cruisemaster, XO.
4. May coordinate or be Chairman of such committees
as are established by the Commander,
such as meetings, programmes and events,
etc., but should not infringe upon the role of
the Squadron Executive Officer.
The Squadron Administrative Officer should participate
in the Officer Training Programme, if not
already a graduate of the programme.
4/13/2015
Be custodian of squadron’s
paraphernalia - flags, gavel, etc.
Secretary
31