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Squadron Secretary

Squadron Secretary. Squadron Secretary. CPS-ECP Guidebook. “ It ’ s in the book ”. Book?. 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 ”

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Squadron Secretary

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  1. Squadron Secretary Secretary

  2. Squadron Secretary CPS-ECP Guidebook “It’s in the book” Secretary

  3. Book? Secretary

  4. 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! Secretary

  5. Get the previous records Make a notation on the relevant documents of all amendments to the Squadron Regulations. • Learn your job description • Important stuff - keep safely, remember privacy Secretary

  6. Check CPS website: www.CPS-ECP.ca/ • Get notices from National Conduct the correspondence of the Squadron and maintain a record thereof. • Send cards • Cards saying thank-you, sympathy, etc. always appreciated! ☺ Secretary

  7. Agendas, with Commander • The work part - get at those minutes ASAP • Run them by the chair of the meeting before circulating • Copy to D/C Take, prepare, and keep minutes of meetings conducted within the Squadron. Report at the Squadron AGM and at such other times as required. • Brief – say what you think is important Secretary

  8. Notify the National Secretary and the District Commander in writing of all changes in Officers in the Squadron within two weeks of such changes being made. • Watch dates well in advance, especially AGM Secretary

  9. Prepare the year’s calendar (available in many computer applications) Notify the National Secretary, the District Commander, and the Squadron Membership Officer immediately of the name and address of any member resigning from the Squadron and from CPS. Secretary

  10. Be responsible for giving notice of all meetings of the Squadron. And finally.. Perform such other duties as may be delegated by the Squadron Commander or the Executive Committee. • Within reason of course Secretary

  11. 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 Secretary

  12. What Gabriola Island Squadron does… Secretary

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  17. Financial Reports - Ensure they are sent to District Treasurer and CPS National Secretary Secretary

  18. 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 Secretary

  19. Questions? ..more to come Secretary

  20. THE END Thanks Secretary

  21. District Secretary’s needs…. Secretary

  22. Squadron Council Reports Page 1 Summary of Commander’s report to Council Secretary

  23. Page 2 Training Officer’s Report Secretary

  24. Page 3 Membership Officer’s Report Secretary

  25. Page 4 Squadron PRO Public relations and news bulletins Secretary

  26. Page 5 MAREP officer’s report Secretary

  27. Page 6 Squadron financial position Secretary

  28. Page 7 Squadron matters - serves as basis for agenda for Squadron Cdrs meetings Secretary

  29. Discussion… Secretary

  30. Administrative Officer Rank: Lieutenant Commander 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. 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. Best to keep options open and not make expectations etched in stone Secretary

  31. Admin Officer Do you need one? 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. 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. 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. Generally be a team player Arrange for happenings, meetings, but careful not to interfere with other officers, social, cruisemaster, XO. Be custodian of squadron’s paraphernalia - flags, gavel, etc. Secretary

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