Squadron Secretary 1202022 Secretary 1 Squadron Secretary CPSECP

Squadron Secretary 1/20/2022 Secretary 1

Squadron Secretary CPS-ECP Guidebook “It’s in the book” 1/20/2022 Secretary 2

Book? 1/20/2022 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! 1/20/2022 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 1/20/2022 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 thankyou, sympathy, etc. always appreciated! ☺ 1/20/2022 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 1/20/2022 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. 1/20/2022 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. 1/20/2022 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. 1/20/2022 Secretary 10

Additional idea. . n For your AGM: n n n 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 1/20/2022 Secretary 11

What Gabriola Island Squadron does… 1/20/2022 Secretary 12

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Financial Reports Ensure they are sent to District Treasurer and CPS National Secretary 1/20/2022 Secretary 17

Summary n n n 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 1/20/2022 Secretary 18

Questions? . . more to come 1/20/2022 Secretary 19

THE END Thanks 1/20/2022 Secretary 20

District Secretary’s needs…. 1/20/2022 Secretary 21

Squadron Council Reports Page 1 Summary of Commander’s report to Council 1/20/2022 Secretary 22

Page 2 Training Officer’s Report 1/20/2022 Secretary 23

Page 3 Membership Officer’s Report 1/20/2022 Secretary 24

Page 4 Squadron PRO Public relations and news bulletins 1/20/2022 Secretary 25

Page 5 MAREP officer’s report 1/20/2022 Secretary 26

Page 6 Squadron financial position 1/20/2022 Secretary 27

Page 7 Squadron matters - serves as basis for agenda for Squadron Cdrs meetings 1/20/2022 Secretary 28

Discussion… 1/20/2022 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. 1/20/2022 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. e n o ed Do e n u yo 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. 1/20/2022 Be custodian of squadron’s paraphernalia - flags, gavel, etc. Secretary 31