Vancouver Island North District: Officer Duties

squadron officers' duties

Commander	Executive Officer	Squadron Training Officer
Administration Officer	Secretary	Treasurer
Membership Officer	Public Relations Officer	Nominating Committee
Officer Training Presentations	National Web Site Resources

Squadron Commander

The Squadron Commander shall be the ranking officer of the Squadron. He or She shall preside at all meetings of the Squadron and of the Squadron Executive Committee, shall be ex-officio a member of all committees thereof and shall have command of the fleet when by general order the boats of the squadron are assembled. The Squadron Commander shall be responsible for the proper administration of the affairs of this Squadron and for the observance by members of provisions of these Regulations and the provisions of the By-Laws of Canadian Power and Sail Squadrons, the Governing Board Regulations and the Regulations of the District of which this Squadron forms part.

The Squadron Commander shall:

be the representative of this Squadron on the District Council and the representative of this Squadron at each District Conference. In the event that the squadron Commander is unable to attend any meeting of the District Council a proxy shall be appointed in such manner as shall be provided in the Regulations of the District of which this squadron forms part
act as liaison between the District of which this Squadron forms part and members of the Squadron
ensure that all polices of Canadian Power and Sail Squadrons and of the District of which this Squadron forms part are effectively carried out in this Squadron
be responsible for the overall quality of this Squadron's training programme
ensure that on all occasions when he or she is unable to represent this Squadron a properly qualified representative has been appointed in his or her place
make such reports as may be required to the Chief Commander and to any District Conference or District Council meeting
perform such other duties as pertain to this office and the general welfare of this Squadron.

Squadron Executive Officer

The Squadron Executive Officer Shall assist the Squadron Commander in the discharge of all duties and in the absence of the Squadron Commander shall perform such duties and exercise appropriate powers as required.

The Squadron Executive Officer shall:

act as liaison between certain committees assigned to him or her, and keep the Commander apprized at all times
Committees that may be assigned to the Squadron Executive Officer could be Squadron Environmental Officer, Port Captain, and Officer Training
be responsible to encourage all Squadron Officers to attend the District Officer Training Programme
be responsible to carry out all duties assigned to him by the Squadron Commander.

Squadron Training Officer

The Squadron Training Officer shall be responsible for the carrying out of the training programme of this Squadron and for providing proper facilities for holding all examinations conducted by this Squadron. Without in any way limiting the generality of the foregoing such officer shall:

be responsible for liaison with the Training Department of Canadian Power and sail Squadrons through the District Training Officer
represent the Squadron at all District Training Conferences or shall appoint a duly qualified substitute to attend
be responsible for providing instructors and, where required , proctors for all training courses being conducted by this Squadron and for ascertaining that such instructors are providing proper instruction
be responsible for determining the quantities of course material to be ordered by the Squadron
be responsible for applying for all examinations required by this Squadron
be responsible to the Squadron Commander for the technical excellence of this Squadrons training programme
advise and keep informed the Squadron Commander and the District training Officer on all matters pertaining to Squadron training
in the absence of the Squadron Commander and the squadron Executive Officer perform the duties and exercise the powers of the squadron Commander

The Squadron Training Officer may be assisted in the performance of these duties by a Squadron Training Committee of which the Training Officer shall be the chairman and which may be may be divided into the following sub-committees:

Boating
Advanced Grades
Elective Courses
Proctors
Examinations
Course Material
Promotion
or other sub-committees as the Squadron Training Officer may decide

Squadron Administration Officer

The Squadron Administration Officer shall:

ensure that the files of the previous Squadron Administration Officer and that the duties of the office are fully reviewed with the previous Squadron Administrative Officer and the squadron Commander
review the Squadron Regulations and District Policies thoroughly, so as to fully aware not only of the duties of the Squadron Administration Officer but also of the duties of the other Officers of the Squadron
be responsible for organizing Annual or Special Squadron Meetings and such other meetings or competitions as may be held by Squadron and Public Relations activities, membership services, retention activities \ and publications, other than for the purposes of Public Relations, and Training
assist the Commander, Executive Officer, and the Training Officer when required
in the absence of the Commander, Executive Officer and the Training Officer, shall perform the duties and exercise the powers of the Commander
perform such other duties as may be delegated to the Administrative Officer by the Commander or Executive Committee
not be part of the District or National Administrative Department, or a representative of either
be in charge of the Squadron Memorabilia such as the Flags, Bell if applicable
participate in the Officer Training Programme, if not already a graduate of that programme.

Squadron Secretary

The Squadron Secretary shall:

have custody of the Squadron Warrant and the Squadron Regulations and copies of the By-Laws of Canadian Power and Sail Squadrons, the Governing Board Regulations and the Regulations of the District of which this Squadron forms part, with the By-Laws and all Regulations to be available for reference at all meetings
make a notation on the relevant document of all amendments to the Squadron Regulations and the Squadron copy of the By-Laws of Canadian Power and Sail Squadrons, the Governing Board Regulations and the Regulations of the District of which this Squadron forms part
conduct the correspondence of this Squadron and maintain a record thereof
take, prepare and keep 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 at all reasonable times be open to inspection by any member of this Squadron and shall be e-mailed to the District Commander and to each member of the Squadron Executive Committee not later than four weeks after the recorded meeting.
make and report at the Annual General Meeting of this Squadron and at such other times as required by the Squadron Commander or the Squadron Executive Committee
notify the National Secretary, the District Commander in writing of all changes in Officers in the Squadron within two weeks of such changes being made
notify the National Secretary, the District Secretary and the Squadron membership Officer immediately of the address of any Member resigning from this Squadron and from Canadian Power and Sail Squadrons
be responsible of giving notice of all meetings of the Squadron or the Squadron Executive Committee according to the requirements of these Regulations
perform such other duties as may be delegated to the Squadron Secretary by the Squadron Commander or the Squadron Executive Committee.

Squadron Treasurer

The Squadron Treasurer shall:

collect all monies due and payable to this Squadron or received by it in carrying out any Squadron activity and, subject to the provisions of Article 20, shall hold all monies and securities in the name of the Squadron as directed by the Squadron Executive Committee
keep a true record of all monies and securities received and pay 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
maintain an inventory of all properties held by this Squadron
make a report at each meeting of the squadron Executive Committee and at such other times as 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 of 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
immediately after the Squadron fiscal year prepare and have audited by the Squadron Auditor written financial statements for the Squadron fiscal year which financial statements shall include a statement of receipts and disbursements for the year and a statement of the assets and liabilities for the Squadron at the year end
make a report to the Annual General Meeting of the Squadron which report shall include the financial statements and the report of the Squadron Auditor
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 with the National Treasurer and the District Commander may lead to a disqualification of the Squadron
make such reports to the National Treasurer as the Governing Board shall direct
remit to Headquarters on the 30th day of April in each Membership Year such annual dues of Canadian Power and Sail Squadrons as he or she shall have collected during such month and, not later than the 31st day of May in such Membership Year, shall remit the balance of such dues collected as of the date together with all membership cards received from Headquarters and still held by the Squadron as a result of non-payment of dues by the Members in question. A list of the Members who have failed to renew by the 31st day of May in such Membership Year, shall be forwarded to the District Commander. Annual dues which are received by Headquarters after the 31st day of May in that Membership Year, but which are postmarked on or before the 15th day of June in that Year, shall be deemed to have been received on the 31st day of May in each Membership Year
remit to Headquarters upon receipt of such dues payable to Canadian Power and Sail Squadrons as may be received after the 31st day of May in each Membership Year
propose and submit to the first meeting of the Squadron Executive Committee in each squadron Year a budget of all anticipated income and expenditures for that Squadron Year
perform other duties as may be delegated to the squadron Treasurer by the Squadron Commander or the Squadron Executive Committee

Squadron Membership Officer

The Squadron Membership Officer shall:

with respect to the course or courses leading to the Qualifying Examination
1. ensure that all instructors promote Canadian Power and Sail Squadrons in the classroom and encourage students to become members
2. assist the Squadron Commander or Executive Officer in making a Canadian Power and Sail presentation to each class
3. ensure that all instructors have membership forms to distribute to students and that such forms are distributed
4. assist students in completing membership applications forms at the appropriate time
ensure the Certificates of Qualification are obtained on a timely basis for presentation to new Members
notify each new and reinstated Member of their admission to membership in this Squadron and in Canadian Power and Sail Squadrons and upon receipt of that Member's current membership card from Headquarters or following reinstatement of such Member, shall sign and forthwith furnish that Member with such membership card
receive all correspondence from Headquarters regarding the payment of annual dues and co-ordinate necessary activities
process documentation relative to the annual dues including

on receipt of the annual dues from a Member, signing and forthwith furnishing that Member with his or her membership card for the Membership Year in respect the year the dues are paid
forwarding to the Squadron Treasurer on a continuous basis all sums received from Members for the payment of annual dues, maintaining a record of remittances

ensure that all new Members receive National, District and Squadron publications, their membership cards, and that their names have been placed on all appropriate mailing lists
bill each Dual Member (Regulation 4.4.1) and Squadron Associate for the Membership Year's annual dues to this Squadron
process all applications to become Junior Members, and encourage Junior Members to become Members upon reaching the age of 18 years
process transfer applications from members of other Squadrons
keep and maintain a set of records including
a list of names, addresses, telephone numbers, e-mail addresses and grades of all Members, Junior Members, and Lady Associates, and informing of them the next level of their Boating Education, including the names of any boats owned by them
a list of the names, addresses, telephone numbers and e-mail addresses of all Squadron Associates, including the names of any boats owned by them
a list of former Members, and
a list of persons who have passed the Qualifying Exam but who have not become Members
notify the National Secretary of each change of address of a Member
prior to the commencement of the Membership Year

establish a programme for contacting Members whose renewals of membership are not received promptly and encourage these persons to renew
if possible determine and record reasons for non-renewal

attend registrations for advanced and Elective courses to assist in reinstatement or confirmation of membership of all registrants
develop and maintain programmes

for contacting former Members and non-Members who have passed the Qualifying Examination and encouraging them to becoming Members
which promote membership in Canadian Power and Sail Squadrons by ensuring that members and prospective members of the Squadron are aware of all the benefits of membership

maintain an adequate supply of application forms and transfer forms and give instruction on their use
represent this Squadron at all meetings of the District membership Committee, and report thereon to the Squadron Executive Committee
advise the Squadron Secretary of

all payments of annual dues and of the names of Members dropped from membership
all reinstated Members

perform such other duties as may be delegated to the Squadron Membership Officer by the Squadron Commander or the Squadron Executive Committee.

Squadron Public Relations Officer

The Squadron Public Relations Officer shall:

be responsible for due administration of the public relations policy of Canadian Power and Sail Squadrons within this Squadron
provide proper and adequate for the courses offered by this Squadron
assist the Squadron Marep (Hydrographic) to the members of this Squadron
assist the Squadron Membership Officer in promoting Membership in Canadian Power and Sail Squadrons by ensuring that members and prospective members of this Squadron are aware of all the benefits of membership
promote the activities of this Squadron
represent this Squadron at all meetings of the District Public Relations Committee, and report thereon to the Squadron Executive Committee
perform such other duties as may be delegated to the Squadron Public Relations Officer by the Squadron Commander or the Squadron Executive Committee.

Squadron Nominating Committee:

The Squadron Nominating Committee shall consist of 3 members, being the Squadron Commander, the immediate Past Squadron Commander, and the Past squadron Commander once removed, all of whom shall hold their position by virtue of their office and shall not require election or appointment. The Chairman of the Committee shall be the immediate Past Squadron Commander.

In the event that a Past Squadron Commander has:

become a Past Commander by virtue by having resigned his or her position as Squadron Commander prior to the end of his or her term of office, or
ceased to be a Member of Canadian Power and Sail Squadrons or of this Squadron,

he or she shall be deemed to have declined to serve on the Nominating Committee or to have resigned from such Committee, and the provisions of Section 9.15.2 shall apply.

9.15.2 In the event that there is no Past Squadron Commander, or in the event that any person referred to in Section 9.15 dies, becomes incapacitated, declines to serve on or resigns from the Squadron Nominating Committee, the vacancy so created will be filled by appointment made by the Squadron Executive Committee without reference to the office, if any, then held, by the appointee. If the position Of Chairman of the Committee becomes vacant, the members of the Squadron Nominating Committee, including the appointee, shall choose one of their numbers to be Chairman.

A quorum of the Committee of Nominations shall be 2 persons.

The Nominating Committee shall:

meet during the year and shall confer those Officers who will be responsible for the overall performance of the Squadron
select nominees for the elective offices, and including such First Lieutenants as in the opinion of the Squadron Executive Committee are necessary for the administration of the affairs of this Squadron during the Squadron Year in question
select a nominee(s) who shall be an elected or appointed Officer of this Squadron or a member of any committee of this Squadron, to be appointed to the Squadron Internal Audit review committee
submit its report of such nominees to the Squadron Secretary at least four weeks before the Annual General Meeting at which the elections will be held.

The Committee shall use the following procedures:

the Committee shall meet early in the year for the purpose of selecting a candidate for the office of Squadron Commander (the Nominee) provided that the Nominee shall be the incumbent Squadron Executive Office unless there is just cause not to nominate such person
upon receiving the consent of the to stand for election, the Committee shall request form such Nominee his or her recommendations for the balance of the Squadron Bridge Officer positions, and the Nominee shall submit his or her recommendations to the Committee within 15 days of such request
the Committee, for good cause, may reject any or all recommendations submitted by the Nominee and within 15days of receipt of such recommendations, which may also may be rejected by the Committee for good cause within 15 days of the receipt thereof, and the Committee shall make a new request from the Nominee for an additional recommendation until a candidate mutually satisfactory to the Committee and the Nominee is agreed upon for each position provided the

if no candidate can be selected by the Committee out of the first three names submitted by a Nominee for a position, the Committee shall name a nominee for that position
if the Nominee fails or refuses to make a recommendation for apposition within 15 days of the request therefore, the Committee may make its own nomination for such position without consultation with the Nominee
a candidate who refuses to consent to stand for election after selection by the Committee shall be deemed, for the purposes of these procedures only, to have been rejected by the Committee for good cause, and unless that candidate is the third person recommended by the Nominee for that position the Committee shall make a new request from the Nominee for an additional recommendation
for the purposes of these Procedures, the terms "just cause" and "good cause" shall mean a fair, adequate and honest cause or reason, regulated by good faith

Indemnity

Any person, whether a Member, CPS Associate Member, Lady Associate, Junior Member, Junior Associate Member, Associate Member or not, under the auspices of this Squadron may, as a condition precedent to taking such course, be required to grant this Squadron, the District of which this Squadron forms part and Canadian Power and Sail Squadrons a release from liability in such form as may be required by the Governing Board, the District Council or this Squadron.

Officer Training Presentations

VIND Officer Training Powerpoint version
VIND Officer Training pdf version
The Squadron CommanderPowerpoint version
The Squadron Commanderpdf version
Squadron Training OfficerPowerpoint version
Squadron Training Officerpdf version
Nominating CommitteePowerpoint version
Nominating Committeepdf version
Squadron Membership OfficerPowerpoint version
Squadron Membership Officerpdf version
Squadron Newsletter EditorPowerpoint version
Squadron Newsletter Editorpdf version
Squadron SecretaryPowerpoint version
Squadron Secretarypdf version
Squadron TreasurerPowerpoint version
Squadron Treasurerpdf version
Squadron Executive Officerpdf version

National Web Site Officer Training Resources

You can also find officer training manuals and job descriptions on the Canadian Power & Sail Squadrons' national web site. Follow these steps:

Click here to go to the national web site
Point to Membership on the home page menu
Click on Member Site
Log in with your ID (an email address) and your password
In the menu on the left side, click on Officer Guidebooks
Select from the various guidebooks that appear