November 18, 2009

Dear Member:

In an effort to improve the communications link between National (your elected representatives) and the Squadron members, I am forwarding the following synopsis of Governing Board (GB) meetings held in Sherbrooke, on October 1 and October 3, 2009. Please consult your Squadron Commander and/or District Commander for full details on any of the issues mentioned herein.

Synopsis of the October 1, 2009 Governing Board Meeting

1. The Qualification for Regular Membership (Member, Junior Member, or Family Member) in CPS now includes any Advance Course Examination. This follows the approval at our Governing Board meeting last February that, subject to Squadron discretion, prerequisites can be waived for anyone who wants to take a CPS course. Now, subject to Squadron discretion, anyone knowledgeable enough to pass the Boating Course Exam or any Advance Course Exam may become a Regular Member of CPS.

2. Definitions for Advanced, Elective, and Introductory Courses were approved for insertion into the Governing Board Regulations. This ensures that all classes of courses that CPS offers are now clearly defined in our Regulations.

3. The Governing Board approved establishing a Law Committee to help spread the workload for the National Law Officer which has now reached the point where additional help is required to meet the timely handling of matters before the Corporation.

4. The requirements for the Senior Navigator (SN) Grade were up-dated to allow for changes in some course names and the reintroduction of Junior Navigator (JN) and Navigator (N) into the curriculum, and to also confirm that all Senior Navigator designations in effect before January 1, 2008 have the same designation as if awarded after January 1, 2008.

NTO Joe Gatfield confirmed that all courses required for obtaining SN requirements have now been translated with the help of Serge St-Martin and Jean-Robert Lavergne

5. Definitions of Grades have been updated in order to allow for the introduction of the Seamanship

Course and the reintroduction of the Junior Navigator and Navigator courses and appropriate grades.

6. A Presentation bid by York West, York East, and Quinte Districts to host the 2013 National AGM Conference in Toronto, Ontario was unanimously supported by the Governing Board.

7. CPS Canadian Safe Boating Awareness Week will be held in late May 2010 with final date subject to consultations with CQN in Quebec that sponsors Safe Boating Awareness Week in that province and Canadian Safe Boating Council (CSBC).

8. As part of the on-going Organizational Effectiveness and CPS restructure review, the Boundaries Committee provided an initial report on the Western, Ontario, and Quebec Districts. Further progress reports to be received as their review continues.

9. The Strategic Planning Committee presented a proposed 2010-2015 Strategic Plan. This is to be shared with membership with a request for feedback by December 31^st with finalized plan to be presented to the March 2010 GB meeting. A Forum has been set up to facilitate questions and discussion on the plan and an advisory e blast sent out to all Members with email addresses.

10. To promote the agreement that CPS signed with Salus Marine Products last June and their on-going support of our Recreational Vessel Courtesy Check (RVCC) Program, all members of the National Bridge wore Salus Marine Products lifejackets bearing the CPS logo while presenting their reports.

11. Chief Harry provided preliminary results of the CPS RVCC Program for 2009 and advised that CPS will be applying to Transport Canada for funds to continue the program in 2010.

12. Transport Canada is to announce new protocols regarding the PCOC program in November that will be distributed to Governing Board when received.

13. The Canadian Safe Boating Council (CSBC) is looking for nominations for the CASBA awards to be presented in January. Nomination forms are available from the CSBC website.

14. Harry Cole also noted Joe Gatfield will be spearheading a revision of the Memorandum of Understanding between United States Power Squadrons and CPS.

15. NEO Mal Blann commented on the importance of the National Volunteer Awards program. The promotion of the awards had been transferred to the National Rewards Subcommittee under the Flag & Etiquette Committee in the Secretary’s Department and earlier and more progressive promotion will take place. He suggested targeting Volunteer Week as a time to send in nominations.

16. NTO Joe Gatfield noted that financial results this year were achieved due to the success of the Training Department courses. Enhancements were added to the Boating Course and the CPS passport program will now be rolled out as part of the 1^st year Membership Retention Program (MAP2).

17. NAO Richard Bee reported the overall membership renewal rate this year was 70.9 per cent down from 77.6 per cent last year. For Regular Members first year renewals were 81.3 percent and second year renewals 85.9 per cent. For CPS Associate Members first year renewals were 20.2 per cent and second year renewals 83.8 per cent. This suggests that once into the second year of membership, Associate Members are renewing at rates comparable to Regular Members.

18. National Secretary Catherine McLeod advised that the Guidebook for CPS Officers has been converted to EBook format and posted on the Officers Resource page on Members Moorings with a request for feedback. It is the prototype for future conversions of CPS manuals. She drew attention to the new District Commander Citations and Letters of Appreciation which are now available for download on the Officers Resource Page or from Headquarters (printed copies).

19. The Treasurer’s Department is striking a committee review financial reporting, including resources available for management accounting for Squadrons and Districts.

20. Law Officer Claude Martin distributed a guideline for Squadron signing authority to the District Commanders with copies to be distributed to Squadron Commanders on Friday morning, and to made available from the website. There is a need to clarify Squadrons entering into contracts. Comments on the document are to be sent to Claude Martin by December 31 so the guideline can be adopted at the next Governing Board meeting.

21. A request was made to District Commanders that if any are aware of a Squadron being recognized as a separate charitable organization by Revenue Canada, they should refer it to Claude Martin as there could be impact on the insurance of the corporate directors of CPS.

22. Past Chief Serge St-Martin made some farewell comments as he retired from the Governing Board after 16 years. He has attended 84 Operating Committee meetings with yesterday’s being the last. The Governing Board gave him a standing ovation. Congratulations Serge!!

23. Rules Committee Chair Norm Headrick advised that the CPS Rules and Regulations are living documents and are updated regularly and posted on Members Moorings.

24. The Chair of the CPS Foundation, John Hinksman, reported that the Foundation achieved its goal of $750.000 despite a reduction last year due to the economy and would hope that within five years it will reach a goal of $1 million. The Foundation website is linked to the CPS website and donations can be made there.

25. Executive Director, Alain Brière, confirmed that with the exception of replacements, PCOC cards may only be issued on successful completion of a PCOC examination. Anyone who received their training prior to April 1999 and had not already received a card would now need to write the exam.

26. Specific Forums are now in place for District Commanders, General Directors, Operating Committee, and Governing Board members. To be included, please log in and email Alain @ HQ.

27. The Operating Committee approved a new dues structure for Etobicoke Power & Sail Squadron formed as a result of the consolidation of Humber Valley and Centennial Park Squadrons.

Synopsis of the October 3, 2009 Governing Board Meeting

A Governing Board meeting is held annually in the afternoon following the Annual General Meeting to deal primarily with housekeeping items resulting from the AGM.

This meeting included the new Governing Board

1. Appointing Committee Chairs within the National Departments as elected at the October 3, 2009 Annual General Meeting.

2. Confirming appointments made by the Chief Commander to the offices set out opposite their names in the National Directory Department listings.

3. Approving the Merit Mark for Past Chief Commander Harry Cole.

4. Designating the signing authorities for the Bank Accounts of Canadian Power and Sail Squadrons.

5. Approving the tabling of the Operating and Capital Budgets for 2009-2010 that had been previously approved by the former Governing Board at its June meeting.

6. Setting the dates for the Governing Board meetings up to the 2010 Annual General Meeting.

In addition,

1. The General Directors’ and District Commanders’ confirmed their representatives on the National Committee on Nominations for 2009-2010.

2. There was general discussion regarding the request for feedback on the proposed 2010-2015 Strategic Plan that was introduced at the October 1^st Governing Board meeting.

3. There was a round table discussion on “CPS Safe Boating Awareness Week” and it was decided that P/C/C Harry Cole will pursue the dates with CQN and get back to the board with options. There was further discussion that there may be a two week window instead of one week.

Please visit CPS Member’s Moorings (http://www.cps-ecp.ca/) to read the full minutes of the Governing Board Meeting and consult your Squadron and District Commanders for full details on all discussions regarding any of the foregoing points.