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5/10/2015Secretary1 Squadron Secretary. 5/10/2015Secretary2 Squadron Secretary “It’s in the book” CPS-ECP Guidebook.

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Presentation on theme: "5/10/2015Secretary1 Squadron Secretary. 5/10/2015Secretary2 Squadron Secretary “It’s in the book” CPS-ECP Guidebook."— Presentation transcript:

1 5/10/2015Secretary1 Squadron Secretary

2 5/10/2015Secretary2 Squadron Secretary “It’s in the book” CPS-ECP Guidebook

3 5/10/2015Secretary3 Book?Book?

4 5/10/2015Secretary4 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!

5 5/10/2015Secretary5 Make a notation on the relevant documents of all amendments to the Squadron Regulations. Get the previous records Learn your job description Important stuff - keep safely, remember privacy

6 5/10/2015Secretary6 Conduct the correspondence of the Squadron and maintain a record thereof. Check CPS website: Get notices from National Send cards Cards saying thank-you, sympathy, etc. always appreciated! ☺

7 5/10/2015Secretary7 Take, prepare, and keep minutes of meetings conducted within the Squadron. Report at the Squadron AGM and at such other times as required. 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 Brief – say what you think is important

8 5/10/2015Secretary8 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

9 5/10/2015Secretary9 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. Prepare the year’s calendar (available in many computer applications)

10 5/10/2015Secretary10 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. 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

11 5/10/2015Secretary11 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 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

12 5/10/2015Secretary12 What Gabriola Island Squadron does…

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17 5/10/2015Secretary17 Financial Reports - Ensure they are sent to District Treasurer and CPS National Secretary

18 5/10/2015Secretary18 SummarySummary 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 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

19 5/10/2015Secretary19 Questions?Questions?..more to come

20 5/10/2015Secretary20 THE END Thanks Thanks

21 5/10/2015Secretary21 District Secretary’s needs….

22 5/10/2015Secretary22 Squadron Council Reports Page 1 Summary of Commander’s report to Council

23 5/10/2015Secretary23 Page 2 Training Officer’s Report

24 5/10/2015Secretary24 Page 3 Membership Officer’s Report

25 5/10/2015Secretary25 Page 4 Squadron PRO Public relations and news bulletins

26 5/10/2015Secretary26 Page 5 MAREP officer’s report

27 5/10/2015Secretary27 Page 6 Squadron financial position

28 5/10/2015Secretary28 Page 7 Squadron matters - serves as basis for agenda for Squadron Cdrs meetings

29 5/10/2015Secretary29 Discussion…

30 5/10/2015Secretary30 Administrative Officer 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 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 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 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 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 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 Rank: Lieutenant Commander

31 5/10/2015Secretary31 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. 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. 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. Do you need one?


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