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Squadrons and Districts - Organization and Function

Site: CanBoat / NautiSavoir
Course: Introduction to CanBoat/NautiSavoir - An Internal Training Module
Book: Squadrons and Districts - Organization and Function
Printed by: Guest user
Date: Tuesday, 3 June 2025, 1:34 AM

Table of contents

The Squadron

What is a Squadron?Typical squadron penant

  • A Squadron is a semi-autonomous “unit” under the umbrella of the national organization
  • A Squadron is the basic unit within CanBoat/NautiSavoir

What is the function of a Squadron?

  • Education
  • Friendship
  • Community

How is a Squadron created?

  • Squadrons are created by a Warrant from the Board of Directors.

What does the Squadron do?

  • Provides quality educational courses in safe boating, seamanship and marine navigation
  • Sponsors social activities for its members

How is a Squadron organized?

  • Each Squadron has an Executive Committee to manage the operations of the Squadron

Squadron Organization

Squadron Organization Chart with officer Penants

*denotes the 5 must have Officers essential to the core of the Squadron Executive

Officer Guidebook Section 4: Squadron Organization

Squadron Executive Committee

Organization chart denotes must have officers*

  • Commander
  • Financial
  • Secretary
  • Educational
  • Membership

*While Executive officer is not a ‘must have’, in the interest of succession planning, it is most beneficial to have one. More officers mean the work can be divided up.

Meetings and Reports

Our organization follows Roberts Rules of Order for its meetings.

  • Everyone has the right to participate in discussion if they wish, before anyone many speak a second time.
  • Everyone has the right to know what is going on at all times. Only urgent matters my interrupt a speaker.
  • The Chair should follow the agenda to keep the group moving towards its goals with only one motion being discussed at a time.
  • A quorum must be present to conduct business.
  • A typical agenda -Call to order, Adoption of agenda, Reading and approval of minutes, Reports, Unfinished business(includes motions form previous discussions in past meetings), New Business(new motions-check Squadron or District Policy manual for 3 of days notice to be given), no motion is needed for adjournment or termination of a meeting

Continued

  • Meetings can be face-to-face, virtual using 365 Teams, Go-to-Meeting, Zoom, etc.
  • It is important for Officers to attend and participate in all scheduled meetings
  • All officers are expected to make reports as no report gives the message that you have done nothing
  • Each officer should have been given his/her own CPS-ECP email address based on his/her officer position
  • Communication is of utmost importance
  • Helpful downloadable report templates are available
  • Officer Dashboards
  • Officer Resources

Squadron Nominating Committee

  • Consists of:
    • Squadron Commander Squadron Commander's flag
    • Immediate Past Squadron Commander(chair) Past Squadron Commander's flag
    • Next predecessor
  • Quorum is two members
  • The Nominating Committee is key to succession planning for the Squadron
    • Shapes the future of the Squadron
  • Duty
    • To provide a complete Squadron Executive Committee for the next year
    • Encouraged to find more than one person for each position and share job descriptions

Squadron Officers

Squadron Commander's flagSquadron Commander   Cdr

(Note: this flag is only to be used by the Squadron Commander)

  • Is the ranking Officer of the Squadron 
  • Presides over all Squadron meetings, and Squadron Executive Committee meetings 
  • May also be the Communications Officer -important to read monthly Waypoints newsletter
  • Responsible for the proper administration of Squadron affairs 
  • Prepares annual Merit Mark recommendations detailed -instructions on how to record Merit Marks and video
  • Upholds provisions of CPS-ECP Regulations and By-laws 
  • Represents the Squadron on District Council and at each AGM and District Conference 
  • Prepares such reports as may be required by the District Commander, the District Council 
  • May not be the Financial Officer as well

Squadron Executive Officer (SXO)

Squadron Executive Officerflag flown by members of the Squadron Executive Committee other than the Squadron Commander

(Note: this flag is used by all members of the Squadron Executive Committee except the Squadron Commander)

  • Assists Squadron Commander in the discharge of all duties
  • Performs all duties of the Squadron Commander, in the Commander’s absence
  • Coordinates or Chairs committees, as required
  • Natural progression into Commander role
While not one of the five must have positions, keep in mind that the fewer the number of Officers on the executive committee, then the fewer that you have to draw from when succession planning.

Squadron Educational Officer (SEO)

  • Implements the CanBoat/NautiSavoir Educational Program
    • online and classroom courses
  • Arranges for competent Instructors, Proctors, course materials & exams
  • Represents Squadron at District Education Meetings using GTM, TEAMS, Zoom as required
  • Prepares reports, as required, for the District Educational Officer (DEO)
  • Education Department  website link
  • WEB Site Guides

Squadron/District Administrative Officer (SAO/DAO)

  • Responsible for all Squadron/District files
  • Responsible for organizing the AGM or Special meetings
  • Assists the Commander, Executive Officer and Education Officers as required
  • Reviews the Board Regulations  and District Policy Manual Template 

Squadron Membership Officer (SMO)


Squadron/District Financial Officer (SFO/DFO)

  • Responsible for Squadron/District financial files
  • At the end of the fiscal year, prepare and have written financial statements reviewed by the Financial Review Committee
  • Send the Financial Reports to CPS-ECP head office no later than June 30th following the fiscal year
  • Proposes Squadron/District budget
  • Makes a financial report at all meetings of the Squadron/District
  • Collects all monies due and payable to the Squadron/District
  • Keeps a true record of all monies received and spent
  • Maintains an inventory of all properties held by the Squadron/District
  • Regulations. Article 14- Finance

Squadron/District Secretary (Sec/D Sec)

  • Takes, prepares, and keeps minutes of meetings conducted within the Squadron/District by creating a written record of what is done, not of what is said
  • Reports at AGM and at such other times as required
  • Responsible for giving notice of all Meetings
  • Ensures a correct list of all Squadron/District Officers is submitted using the Submission Template
  • Maintains the official records of the Squadron/District including the Policy Manual

Marketing/Public Relations Officer

  • Responsible for Marketing and Public Relations
  • Uses Advertising and Marketing Resources which include ads, videos, standards, templates and much more
  • Course and Seminar ads are available in the Education Department resources section
  • Needs to interact with local media, marine dealers, and industry



Other Officers

  • Communications
    • Will provide access to CanBoat/NautiSavoir information, be sure to read and share monthly Waypoints newsletter
    • Often also Webmaster or Commander
  • Webmaster
    • Maintains Squadron/District micro website
  • Environmental Officer
    • Will provide the Squadron with information concerning the marine environment as it relates to boating activity
  • Recreational Vessel Courtesy Check (RVCC)
    • This program was 75% funded by Transport Canada Boating Safety Contribution Support Program in the past. Check to see what current status is
    • RVCC Resources 

Other Officers and those without links shown refer to Guidebook Section 4.6

The District

What is a District?

•It is another level in the hierarchy of CanBoat/NautiSavoir

What is the function of a District?

•Designed to facilitate the information flow (back and forth) between National and the Squadrons
•Assist the Squadrons forming the District
•see Board Regulations. 11.2

District Organization

District Organization Chart

District Council

The Council is responsible for
  • all aspects of business of the District:
    • policy, management and finances
    •  reading the monthly Waypoints newsletter (our most valuable means of communication)
The Council is composed of
  • District Officers
  • Immediate Past District Commander (chairs the District Nominating Committee)
  • Commander of each Squadron in the District
  • District Officer Roles/Access to Dashboards
  • Your user permissions give you access to certain spaces in the SPACES Directory

District Commander (D/C)

District Commander's Flag

(Note: This flag is to be used only by the District Commander)

  • Presides over all District meetings, and District Council meetings
  • Responsible for the proper administration of District affairs
  • Upholds provisions of CPS-ECP Regulations and By-laws
  • Represents the District at meetings of the District Commanders
  • District Commanders’ Reports and Meeting Minutes
  • Prepares such reports as may be required by the CPS-ECP Board of Directors and the Chief Commander
  • Is liaison between Squadron Commanders within the District and National
  • Is responsible for overseeing and monitoring activities of the Squadrons
  • Prepares annual ‘Merit Mark’ recommendations for District volunteers -detailed instructions on how to record Merit Marks
Past District Commander  P/D/C   Past District Commissioner's flag

District Executive Officer (DXO)

flag flown by members of the District Executive Committee other than the District Commander

(Note: this flag is used by all members of the District Executive Committee except the District Commander)
Retired District Executive Committee Members Flag of other past District Executive Members

  • Assists District Commander in the discharge of all duties
  • Performs all duties of the District Commander, in the Commander’s absence
  • Coordinates or chairs committees, as required
  • Natural progression into Commander role
While not one of the five must have positions, keep in mind that the fewer the number of officers on the Executive Committee, then the fewer that you have, to draw from when succession planning.

District Educational Officer (DEO)

  • Encompasses outreach, online and classroom education
  • Represents the District at the National Education Meetings
  • Maintains statistics and prepares reports for the National Education Officer (NEO), or the Assistant National Education Officers (ANEOs), as required
  • Liaison for all training matters between National and the Squadrons
  • Member of the National Education Committee

District Membership Officer (DMO)

  • Ensures all Squadrons in District have a Membership Officer (SMO)
  • Maintains a current list of SMOs 
  • Assists them with recruitment and renewal programs and programs to encourage members to maintain their membership profile
  • Encourages SMOs to contact lapsed members
  • Performs such duties as delegated by the D/C, District Council or National Membership Officer
  • Resources- important information for DMOs
  • Minutes and Reports

District Nominating Committee

District Nominating Committee (DNOMCOM) consists of :
  • District Commander 
  • Past District Commander (chair) P/D/C   
  • next predecessor (past, past) plus option of up to two Squadron Commanders
Nominating Committee
  • Is responsible for and key to succession planning
  • Shapes the future of the District
  • Has a duty to provide a complete Executive Committee for the next year
  • Tries to find more than one person for each position, serving as an assistant
A Quorum is the majority of the Nominating Committee members

Other District Officer Flags


 
All other District Officers who are part of the District Council may fly this flag.


Alternate Governance Model

Officer Guidebook Section 5, Annex 1: MODEL “B” 

District and Squadrons Governance Model/ Organizational Structure


The District Squadrons administration and resources are gathered into one superstructure with five lines of operation:

  1. Governance
  2. Educational
  3. Membership
  4. Communications and Marketing
  5. Finances

Districts may pilot an alternate model, subject to Board approval

END OF SECTION NOTES - Click here to continue to next section