AIR CADET LEAGUE OF CANADA

BRITISH COLUMBIA PROVINCIAL COMMITTEE

LEAGUE REPRESENTATIVE

TERMS OF REFERENCE

And

TRAINING PACKAGE

ADMINISTRATIVE MANUAL SECTION 2.2.2

ORGANIZATION CHART

258-353-396 747-768-787

899 League Reps

22-89-205-257 363-386-676 744-848-893 League Reps

266-279-531 552-561-581

841-904 League Reps

204-222-223 232-243-259

902-909 League Reps

147-521-583 861-746

League Reps

513-637-754 759-767-777

League Reps

59-103-111-135 525-835-858

888 League Reps

609-655-692 819-828-907

League Reps

Standing Committees Scholarship Review Board Committee Effective Speaking Committee BCPC Music Committee Public Relations Committee AGM & Special Event Committee

Lower Mainland Wing Chair

Greater Vancouver Wing Chair

Metro Vancouver Wing Chair

Fraser Valley Wing Chair

Okanagan Wing Chair

Kootenay Wing Chair

Northern Wing Chair

Vancouver Island Wing Chair

1st Vice President Corporate Affairs

Secretary/ Treasurer

Vice President Squadron Liaison

President

Past President

Board of 10 Directors

Advisory Council

CAO and Office Assistant

Standing Committees Aviation Committee Aerospace Committee Director Succession Planning Committee

The BCPC – Providing Support to Air Cadets in BC since 1941

2.4 TERMS OF REFERENCE

2.4.1 EXECUTIVE COMMITTEE TERMS & CONDITIONS President Term- minimum 2 years, normally 3 years

- reconfirmed by the new Board of Directors at each AMG

Condition – must retain the confidence of the Board of Directors 1st Vice President Term – normally 2 years or as required

- reconfirmed by new Board of Directors at each AGM Condition - immediate successor to President - must be willing to assume the responsibilities of the President. - must retain the confidence of the Board of Directors

Vice President(s) Term – normally 2 years or as required - reconfirmed by new Board of Directors at each AGM Condition – must retain the confidence of the Board of Directors Past President Term – as required Conditions - normally filled by immediate Past President however,

can be filled by any former member of the Executive Committee - must retain confidence of the Executive Committee.

Secretary /Treasurer Term – as required Condition – must be a Director - must retain confidence of the Executive Committee

Director Term – 2 years Condition – elected by the League Members at the AGM - must retain the confidence of the membership/ the Board of Directors

2.4.2 EXECUTIVE & ADVISORY COMMITTEES Board of Directors

Chairperson – President

Composition –all Directors

Purpose – discharge the Air Cadet League BCPC responsibilities for the conduct of the Air Cadet Movement in BC

Executive Committee

Chairperson – President

Composition – Past President, Secretary/Treasurer, all Vice Presidents, SSO Air, and any temporary member as agreed by committee members

Purpose – oversee and manage the responsibilities of the Board of Directors on a daily basis.

Advisory Council

Chairperson – Past President

Composition – past member of the executive committee and associate members

Purpose – to support to the executive committee by undertaking special initiatives and activities

2.4.3 STANDING COMMITTEES

Review Boards

Chairperson – League Member

Composition – CAO, RCSU Rep and Wing Chairs

Purpose – Organize, coordinate and conduct all Scholarship Review Boards throughout the province

Effective Speaking Committee

Chairperson – League Member

Composition – CAO, RCSU Rep, Wing Chairs, Squadron Coordinators

Purpose – Promote and provide guidance for Squadron effective speaking program. Organize and conduct Wing and Regional Effective Speaking Competitions

Aviation Committee

Chairperson – League Member

Composition – League Members with general, military or RGS aviation experience

Purpose – manage and coordinate the BCPC aircraft fleet responsibilities with the Regional Air Operations Officer

Aerospace Committee

Chairperson – League Member with a background in the either the aerospace or education sector

Composition – CAO, Wing Chairs,

Purpose – to establish partnerships with Aerospace Industries. Promote, coordinate and manage Cadet Work Experience Program

BC Directors Succession Planning Committee

Chairperson – League Member

Composition – 3 to 5 members

Purpose – to identify potential directors and to develop and maintain a 3 year succession plan for each position of the Executive Committee.

2.4 TERMS OF REFERENCE 2.4.4 WING CHAIR

Reports to: Vice President General:

The Wing Chair is responsible for ensuring that the Squadron Sponsoring Committees within the Wing adhere to the Policies and Procedure of the Air Cadet League of Canada. The Wing Chair accomplishes that by assigning a representative (League Rep) to each Squadron Sponsoring Committee.

Duties and Responsibilities:

I. Be fully conversant with BCPC Administrative Manual and Air Cadet League Policy and Procedure Manual.

2. Responsible for the resolution of disputes which cannot be resolved at the Squadron Sponsoring Committee level. If the assistance of the military is required to resolve the dispute, the Wing Chair will contact the respective Air Cadet Instructor Cadre Officer (ACICO). If further action is required, the matter shall be referred to the Vice President.

3. Represent the Wing at the Annual General Meeting of the BCPC

4. Recruitment, appointment and/or removal of League Reps.

5. Convene training sessions and meetings for League Reps as often as required.

6. Ensure that the League Reps are made aware of their duties and responsibilities.

7. Convene Wing Meetings as required.

8. Organize the Annual Wing Effective Speaking Competition in accordance with rules and procedure provided by the Air Cadet League through the BCPC.

9. Nominate League Personnel to act as Air Cadet League Inspectors for Annual Ceremonial Reviews. Attend and carry out Annual Reviews of Wing Squadrons as required.

10. Attend special functions, either as an invited representative of the Air Cadet League, or as an invited guest speaker, as may be applicable.

11. Provide a written monthly Wing Squadron status report to the BCPC.

12. Plan and administer the Wing operating budget.

13. Recruit and train a successor.

2.4.5 LEAGUE REPRESENTATIVE Reports To: Wing Chair Authority: Delegated from Wing Chair

General:

A League Rep is appointed by the Wing Chair and provides the means by which liaison is maintained with a Squadron Sponsoring Committee. While most liaison duties deal with routine squadron sponsoring committee activities, from time to time a sensitive situation or one of potential long-term importance will develop. The League Reps, therefore, should have a thorough knowledge of the current BCPC Administrative Manual. Matters of concern that are not readily resolved are to be discussed with the Wing Chair.

Duties and Responsibilities:

1. Represent the BCPC for matters affecting an assigned Squadron Sponsoring Committee including attending the executive meetings of that Committee as required.

2. Assist the assigned Squadron Sponsoring Committee Chair in implementing Air Cadet

League BCPC policies and procedure and regulations. In particular:

• The BCPC Administrative Manual, and; • The Air Cadet League Policy and Procedure Manual

3. The chain of command for the League Rep is to the Wing Chair who will initiate any

military assistance, if required.

4. Liaise regularly with the Squadron Sponsoring Committee Chair to ensure all matters

have been dealt with appropriately and in a timely manner: This includes:

• Screening has been completed • ACC9 has been filed • Annual Information Sheet has been filed, a Budget has been prepared and

approved by the Squadron Sponsoring Committee and the CO and a copy filed with the BCPC

• Squadron assessment has been paid • Special Awards (medals, bravery, appreciation certificates)

5. Assist the Wing Chair in finding suitable candidates to serve as Chair or members of the

Squadron Sponsoring Committee.

6. Training Squadron Sponsoring Committee Chairs and members as required.

7. Assist the Wing Chair in organizing:

• Annual Wing Meetings • Effective Speaking Competition

8. Liaise with Squadron Sponsoring Committee Chair prior to the Squadron Annual

Ceremonial Review to review Squadron Performance Evaluation policies and procedure requirements in accordance with the BCPC Administrative Manual.

9. Advise the Wing Chair of any problems with assigned Squadron Sponsoring Committee

that might have a negative impact on the BCPC, Air Cadet League or Air Cadet Program.

10. Carry out and submit to BCPC office Squadron "Visit Reports" as prescribed by the

BCPC Administrative manual.

2.4.6 League Rep Calendar of Responsibilities

Ongoing: Schedule training sessions for New SSC members as and when needed.

September:

• Meet with Executive and introduce each other. • Discuss ACC9, Squadron Information Sheet, Screening Forms and ACL/BCPC

expectations for the coming year. (e.g. Copy of minutes and newsletters sent to League office)

• PROMOTE: Effective Speaking program with SSC/CO

October:

• Attend the BCPC AGM (Kamloops) • Attend a Parade Night and introduce self to CO /SSC • Attend and sit in on the SSC’s AGM. Ensure that the Form 11 is completed and

forwarded to the Lawyer’s office with a copy of the AGM Minutes. • Promote “MOCK” Review Boards for completion by mid January • Verify that the ACC9 has been or is being completed for submission by Oct 31 • PROMOTE: Effective Speaking program with SSC/CO

November:

• Start preparing to complete the League Representative ANNUAL Visit report Due APRIL 30.

• Verify that the BCPC Assessment or at least the first installment was paid. • PROMOTE: Effective Speaking program with SSC/CO • Promote “MOCK” Review Boards for completion by mid January

December:

• Attend squadron on a Parade Night. Visit with CO • Promote “MOCK” Review Boards for completion by mid January

• Attend the Xmas dinner if invited.

January:

• Attend Parade Night. • Promote Effective Speaking to everyone.

February:

• Meet with Executive. • Ensure Screening is in place for everyone. • Ensure ACC9 was fully completed and submitted • Ensure Revenue Canada T3010 forms are completed where necessary • Participate in Wing Review Boards if requested to do so • Attend Wing Meetings and Training workshops

March:

• Complete the League Representative’s ANNUAL Visit Report. Send the completed report to the BCPC Office and a copy to the Wing Chair by APRIL 30.

• Verify that the second installment of the BCPC Assessment was paid. • Discuss Annual Ceremonial Review requirements

April:

• Attend Parade Night • Visit with CO • League Representative’s Annual Report DUE 30 April

May:

• Attend Squadron Sponsoring Committee Executive Meeting. • Check All Screening Cards. • Check Financial Records. • Be available to serve as a League Inspector if requested to do so

June:

• Attend the squadron Annual Ceremonial Review. • Attend Executive Meeting Wrap Up. • Provide guidance to the SSC on preparing the budget for the upcoming training year.

CATEGORY POINTS EARNED ADMINISTRATION ACC9 Received by OCT 31 Deadline { 15 pts by due date, after due date -5 pts for each week late to “0” } 15

SQN/SSC INFORMATION Sheet (deadline Dec 31) 10 FORM 11 – Society Annual Report (filed to Lawyer’s Ofc & copied to BCPC Ofc) 10 Screening/Membership registration (Society Members list to be given to LR) 10

ADMINISTRATION SECTION (45) TOTAL SOCIETY REQUIREMENTS MINUTES- September - October 2 November – December 2 January - March 2 April – June 2 SSC Annual General Meeting Minutes (copy to Lawyer & BCPC ofc) 7 SSC Chair ANNUAL REPORT (7.5 pts if received late / 0 if not rec’d) 15

SOCIETY REQUIREMENTS (30) TOTAL COMMUNICATION SSC attendance on parade nights – Annual Visit Report 2 Newsletter/Blog/Website, etc (info provided to LR) Annual Visit Report 4 SSC Hosted “NEW” Parent Orientation SESSION – Annual Visit Report 4 SSC/SQN Information Book provided to Parents –Annual Visit Report 5 Special Events Hosted – Annual Visit Report 6 Mock Boards- Annual Visit Report 6 Recruiting/Advertising – Annual Visit Report 6 SSC Attendance @ Wing Meeting 6 SSC Members attendance @ BCPC AGM- Kamloops 6

COMMUNICATION SECTION (45) TOTAL FINANCIAL Preparation of SSC Budget 15 SSC Financial requirements met (Sqn needs met/rent paid/etc 10 Assessment to BCPC Paid in full 10

FINANCIAL SECTION (35) TOTAL ANNUAL CEREMONIAL REVIEW SCORING PROTOCOLS & COURTESIES 30 COORDINATION OF EVENTS 35

ACR SECTION (65) TOTAL SQUADRON SPONSORING COMMITTEE POINTS TOTAL{Annual total to a max of 220points}

SSC SCORING GUIDE Bronze = 110 -154 Silver = 155-198 Gold = 198 - 220

LEAGUE REPRESENTATIVE ANNUAL VISIT REPORT

(Download this visit report and completed. This report must be signed by the League Representative – Submission Deadline – April 30)

SQN # SSC Representative: Date of Visit: BCPC League Rep: DATE of AGM: Date of ACR:

LEAGUE REPS please complete these questions with YES/NO answers (comments may be included on next page)

MILITARY STAFF/SQUADRON SPONSORING COMMITTEE COMMUNICATIONS YES NO

1 Are the Squadron Sponsoring Committee (SSC)and Cadets aware of the squadron’s promotion policy

2 Are the SSC and Cadets informed of the criteria necessary for consideration for promotion?

3 Does the CO consult/discuss with the SSC Chair concerning promotions to WOI & WOII?

4 Are you aware of the ACLC “Operational Guide for Squadron Sponsoring Committees and Squadron Commanding Officers”?

5 Is the CO invited to the SSC meetings as practical?

6 Does the CO or designate attend the SSC meetings to apprise the SSC of the training requirements?

7 Does the SSC Chair provide the CO with copies of meeting minutes and current financial statements?

8 Is the SSC Chair invited to attend the Squadron staff meetings as practical? 9 Is the SSC running an Effective Speaking Program?

10 Include the number of Male/Female participants Male _________ Female __________

11 Did the Squadron Sponsoring Committee provide a current copy of the SSC’s screened and registered membership list to the League Representative?

12 If the SSC is a Registered Charity, have they submitted their T3010 by their fiscal year end (August 31st)?

LEAGUE REPS please award the appropriate points to the questions listed below (comments may be included on next page). ADMINISTRATION

13 Did SSC send ACC9 by October 31? (15pts by due date, -5 pts for each week late to 0) 15

14 Has SSC submitted the SSC information sheet (BCF16)? 10 15 Has SSC submitted Society Annual Report (Form 11) (filed to lawyers ofc & copied to BCPC ofc) 10

16 Is the SSC continuing the SSC membership Registration & Screening process? Note – LR to request a list of membership from SSC (this is ongoing) 10

SOCIETY REQUIREMENTS

17 Has SSC submitted all of the Society’s monthly meeting minutes to the BCPC office to date? (if not, LR please advise SSC that all monthly minutes are to be submitted electronically to BCPC) 8

18 Did SSC submit the Annual General Meeting Minutes? (copy to Lawyers ofc and BCPC ofc) 7

19 Did SSC Chair submit the SSC Annual Report (BCF07)? 15

COMMUNICATION

20 Is there an SSC member/s attending parade nights? 2

21 Is there a Newsletter/Blog/Website available to parents on a regular basis? (LR to include website address/blog address or copy of newsletter whichever is applicable) 4

22 Does the SSC host a ‘NEW” Parent Orientation session (at the start of the training year)? 4 23 Does the SSC/SQN provide an Information book to all parents? 5

24 Did SSC/SQN host a special event/competition/s? 6

25 Were “Mock” Interview Boards held? (this is the SSC ‘s responsibility, however there may be occasions where officers assist the SSC) (if more space is required please use back of this form) 6

26 Does the SSC recruit and advertise for the SQN? 6 27 Did SSC attend Area WING meeting? 6 28 Did the SSC send members to attend the BCPC Annual General Meeting? 6

FINANCIAL

29 Did the SSC prepare a budget for the year? 15

30 Did SSC meet financial needs of SSC & SQN (Example: fundraising/tag days/rent paid, etc- LR please note that this will also be reviewed when the SSC Chair submits their ANNUAL REPORT) 10

31 Was the Assessment to BCPC been paid on time and in full? (No points if answer is “no”) Nov 15/Mar15 Deadlines(BCPC office can confirm this information also)

10

(League Rep: please complete the comments sheet on Page 3 with information you feel is pertinent to the health and welfare of the SSC/ SQN)

LEAGUE REP: add any comments on any aspect of the Squadron’s activities that the Air Cadet League should be aware of. When completed, forward this report by April 30th to the BCPC office (via email or fax or Mail) Unit#2, 7630 Montreal Street, Delta, BC V4K 0A7 or 604-732-9115 fax or bcpc@aircadetleague.bc.ca

# Of Cadets in FORTRESS # Of Cadets on PARADE:

(League rep to observe and comment on the communication between the SSC & CO)

General Comments/observations:

(Please use the back of this page if you require more space)

Report submitted by: ___________________________________________________ Signature: ____________________________________________________________ (League Representative) Date: _____________________________________________________________ (SSC = Squadron Sponsoring Committee) (SQN= Squadron) (CO = Commanding Officer) (LR = League Representative)