Valley Ho Power Squadron |
Job Descriptions
Executive Committee | |||||
Bridge | |||||
Commander | Nominating Committee | Past Commanders | |||
Executive Officer (XEO) | Financial Review Committee | ||||
Squadron Educational Officer (SEO) | Rules Committee | ||||
Administrative Officer | Finance Committee | ||||
Treasurer | |||||
Secretary | Assistant Squadron Educational Officer(ASEO) | ||||
Basic Boating Course Committee | Historian | ||||
Advanced Grades Committee | Telephone Committee | ||||
Flag Lieutenant | Elective Courses Committee | Ensign Correspondent | |||
Aide to Commander | Teaching Aids | District Publication Correspondent | |||
Chaplain | Supplemental Program | Publications Committee (Full & By) | |||
Merit Mark Committee | Educational Property Officer | Photographer | |||
Medical Officer or Advisor | Information Technology | ||||
Hospitality Committee | Assistant Secretary | ||||
Parliamentary | Meetings, Programs | ||||
Member Involvement Membership Committee | |||||
Duncan Gleason Award Judge | Cruise & Rendezvous | Assistant Treasurer | |||
Legal | |||||
Port Captains | Hospitality | ||||
Leadership Development Training | |||||
Boat Show Committee | |||||
Cooperative Charting Officer | |||||
Liaison Committee | |||||
Legislative Officer | |||||
Radio/Technical Officer | |||||
Safety Committee | |||||
Vessel Safety Check Committee | |||||
The Executive Officer assists the Commander in the discharge of official duties, and in the absence or incapacity of the Commander acts in his stead. The Executive Officer must have completed at least one Advanced Grade Course and have at least one Merit Mark (record of USPS service) at the time of his installation, and will have the rank of Lieutenant Commander. The Executive Officer´s duties are fully described in Section 6.2 of the Valley Ho Squadron´s By Laws. The Executive Officer succeeds to the office of Commander if a vacancy occurs in that office other than by expiration of the term of office. The Executive Officer is responsible for the performance of all Committees within his department and is an ex-officio member of these committees, and shall be cognizant of and direct the activities of those committees. The Committees within this department are generally those with activities external to the Squadron and shall consist of, but not be limited to:
Boat Show | - Staffing of USPS booth at District 13 Boat Show entries |
General Safety | - Boating safety and safety activities |
Legislative Information | - Actions of the State and Federal legislatures |
Cooperative Charting | - Gathering and disseminating Coop Charting data |
Liaison | - Liaisons with the Squadron Auxiliary (Sea Gals) |
Coast Guard and other Squadrons | |
Public Relations | - Dissemination of information to the public regarding Valley Ho activities and Boating Course information |
Radio/Technical | - Maintain Squadron awareness of technical advances or official regulations regarding marine radios and other electronic devices |
The Valley Ho Executive Officer will provide coffee and edibles for scheduled Executive Committee meetings, utilizing petty cash from donations for these refreshments collected at each meeting.The Executive Officer will distribute written job descriptions to members of his appointed committees.
Membership | - Arranges and submits applications for membership |
Member Involvement | |
New Member Orientation | -Provides orientation and information to newly inducted members |
Operations Training | - Classes to describe and explain operations within Valley Ho Squadron |
Member Involvement | |
New Member Orientation | |
Cruise and Rendezvous | -Plans and arranges Squadron cruises and on-the-water events & assures timely issuance of proper flyers or other notices |
Meetings and Programs | -Plans and arranges Squadron meetings and Programs & assures timely issuance of proper flyers or other notices |
Howard Leighty |
J Robertson Cruising |
Great Sail Race trophy |
Predicted Log Trophy |
Mr. Lucky Trophy |
Welcome Trophy |
The Treasurer collects money due to Valley Ho Squadron, District 13, and USPS for dues and other assessments, and transmits the appropriate amounts to the District and National offices.
The Treasurer notifies members whose dues are in arrears, and transmits to the Valley Ho Squadron Secretary the names of those members who have renewed and of any person who joins the Squadron during his term. The Treasurer prepares and files all required federal, state, and local tax and information forms and makes payment of such taxes and fees as may be due. The Treasurer prepares an Annual Report as of the last day of the Valley Ho Squadron fiscal year, 31 December, for submittal to the Financial Review Committee, and for approval by the members following member approval of the Financial Review Committee Report. The Treasurer will distribute written job descriptions to members of his appointed committees, which are as follows, but not limited toSupply |
Educational Supply |
Property Control |
Finance Committee |
The Secretary´s duties are fully described in Section 6.5 of the Valley Ho Squadron By Laws. The Secretary must have completed at least one Advanced Grade Course and have at least one Merit Mark (record of USPS service) at the time of his installation, and will have the rank of Lieutenant Commander. The Secretary has custody of all Valley Ho Squadron corporate records, By Laws, and the corporate seal. The Secretary keeps records of the Valley Ho Squadron Member and Executive Committee meetings, and of the attendance at Executive Committee Meetings, except records regarding votes on invitations to membership. The Secretary keeps a record of all Valley Squadron members, and reports this information to the National Secretary. The Secretary keeps and preserves all documents, records, reports, and official Valley ho Squadron correspondence The Secretary assures that required notices of all Valley Squadron and Executive Committee meetings are sent or reported in the Full & By in a timely manner, including lists of candidates to be voted on at the any election. The Secretary will distribute written job descriptions to members of his appointed committees, which include, but are not limited to the following:
Full & By | Full & By |
Ensign Correspondent | - Assures submittal of articles and news items to the USPS publication THE ENSIGN |
Historian | |
Ten Year Record | |
Mailing | |
Roster | |
Computer Communications | |
Member Communications |
Merit Marks should be collected by the Valley Ho Merit Mark Committee no later than 15 November of each year so there is sufficient time to compile, edit, and otherwise revise the compilation in preparation for the Commander´s review and signature.
The Committee does not pass judgment on the sufficiency or quality of the efforts nor the eligibility of any member´s work for Merit Mark consideration, but rather gathers the facts and information submitted by the various Bridge Officers, combining the data into one summary. A member may perform tasks for more than one Bridge Department, each of which may be to little individually to warrant a Merit Mark, but which in sum would be sufficient for recognition.
The completed Merit Mark form is submitted to the Commander for transmittal to the USPS National Merit Mark Committee. The Valley Ho Squadron Committee should maintain a "lookout" for additional work performed by members following this submittal in order to provide an amended submittal to the USPS National Merit Mark Committee to assure that no member is deprived of a rightful recognition of his service.
Port Captains will be appointed for each of the Harbors or Anchorages where Valley Ho Squadron members might keep their boats or do their primary boating activity including Avalon/Two Harbors, Castaic/Piru/Pyramid Lakes, Channel Islands/Ventura Harbors, Marina del Rey, King Harbor, Los Angeles/Long Beach Harbors. Each Port Captain is expected to have knowledge of the Harbor area within his purview regarding guest moorings, repair facilities, restaurants, shops, marine chandleries, and other supply facilities, and should be ready to provide any of this information to guest or visiting USPS members who may have specific needs. The Port Captains will provide this information with impartiality, and without favoring one facility over another.
If necessary the Port Captains will provide personal assistance whenever possible to any visiting boaters, or when it is within the capability of the Port Captain.The Valley Ho Squadron Cruise and Rendezvous Chairman works at the direction and under the auspices of the Administrative Officer and has the responsibility for coordinating the activities necessary for all Valley Ho Squadron cruises established at the Cruise Planning Meeting, including the making of any reservations at the Marina or Anchorage where the cruise will be held. He may also assign a Cruise Captain who will make all of the arrangements for a particular Cruise. The Chairman should prepare a "flyer", or broadside, announcing the date, time, and location of the Cruise, as well as any other necessary information. This flyer or advertising broadside should be suitable for printing or posting on the Valley Ho Squadron web site. Members should be able to obtain a paper copy of this flyer suitable for posting on home bulletin boards (or refrigerators) to provide reminders to the members and their families of the impending Cruise.
THE ENSIGN Correspondent is responsible for submitting articles, stories and photographs, or
Full & By articles to THE ENSIGN magazine regarding Valley Ho
Squadron activities that would be of interest to readers nationwide. The
Correspondent may write these articles or stories himself, and take the
photographs himself, or the Correspondent may submit such items written by other
Valley Ho Squadron members.
Printed articles should be double spaced with 1-inch (or more) margins on all
sides to permit easy editing with the Correspondents name, address, phone
number, and e-mail address on the first and last pages. If possible, articles
should be submitted at least two months before the intended publication date,
especially if the article is written in support of THE ENSIGN special topic schedule.
Photographs submitted as attachments to articles may be either glossy (not
matte) photos, slides, negatives mailed to THE
ENSIGN, or high resolution digital photos using a "best" quality
setting and e-mailed to the editor. All persons in any photograph should be
identified as to rank, grade, and Squadron affiliation. All locations - city,
state, lake, rivere, marina, etc. - should be clearly identified. Such
information may be attached by post-it or other means to the photographs, but in
no case should anything be written on the back of the photograph.
Correspondent may solicit articles from members of the Valley Ho Squadron either
directly or through notes published in the
Full & By.
The Assistant Squadron Education Officer (ASEO)
The Valley Ho Squadron Executive Committee may authorize election of an Assistant Squadron Education Officer to assist the SEO, act for the SEO in the latter’s absence, and perform such Educational Department tasks that the SEO may assign. Approval of the Assistant SEO by the District 13 Educational Officer and the National Education Officer must be obtained before the ASEO can be elected and installed. The ASEO will have the rank of Lieutenant but will not be eligible to vote at Valley Ho Squadron Executive Committee meetings.
Duties of the Valley Ho Squadron Education Officer, and thus of the ASEO as may be necessary are fully described in Section 6.3 of the Valley Ho By Laws and in the Job Description for the Valley Ho SEO.
The Valley Ho Squadron Executive Committee may authorize election of an Assistant Secretary to assist the Secretary, act for the Secretary in the latter’s absence, and perform such Department tasks that the Secretary may assign. The Assistant Secretary will have the rank of Lieutenant but will not be eligible to vote at Valley Ho Squadron Executive Committee meetings. Although there is no official constraint, it would be preferable that the Assistant Secretary not have authorization to sign or co-sign Valley Ho Squadron checks.
Duties of the Valley Ho Squadron Secretary, and thus of the Assistant Secretary as may be necessary are fully described in Section 6.5 of the Valley Ho By Laws and in the Job Description for the Valley Ho Secretary.
The Valley Ho Squadron Executive Committee may authorize election of an Assistant Treasurer to assist the Treasurer, act for the Treasurer in the latter’s absence, and perform such Department tasks that the Treasurer may assign. The Assistant Treasurer will have the rank of Lieutenant but will not be eligible to vote at Valley Ho Squadron Executive Committee meetings. Although there is no official constraint, it would be preferable in the interests of the appearance of propriety that the Assistant Treasurer not have authorization to sign or co-sign Valley Ho Squadron checks.
Duties of the Valley Ho Squadron Treasurer, and thus of the Assistant Treasurer as may be necessary are fully described in Section 6.6 of the Valley Ho By Laws and in the Job Description for the Valley Ho Treasurer.
The Valley Ho Squadron Cooperative Charting Officer is appointed to oversee the Cooperative Charting activities of the members of the Valley Ho Squadron. The Cooperative Charting effort consists of comparing actual locations and appearances of charted aids to navigation with the locations and symbols shown on the most recent official government (NOAA) chart of the area. Discrepancies should be reported to the Valley Hoi Squadron Executive Officer and the Valley Ho Squadron Executive Committee, and submitted on an official USPS form to the National Cooperative Charting Officer.
The Cooperative Charting Officer or the Executive Officer may schedule cruises specifically for checking navigational aids in any of the boating areas where Valley Ho Squadron members maintain or utilize their vessels.
The Legislative Officer may utilize electronic or printed sources to obtain the information necessary to keep abreast of described governmental actions or proposals.
The Publication Committee consists of an Editor and as many assistants and contributors as are needed to assure publication of the Valley Ho Squadron Full & By, the Squadron “news letter.” The Editor is responsible for maintaining the general format , and for publishing at least six issues each year, although the specific format may reflect the style of the particular Editor. The Editor must obtain inputs or articles or “messages” from each of the Bridge Officers. He should encourage submittal of articles prepared by Valley Ho Squadron members as well, obtaining reports of Valley Ho Squadron cruises from the Cruise Captains or Administrative Officer, and also should include a brief note regarding the awarding of the Ding Dong trophy, with an explanation of the “boo-boo“ committed, and the name of the recipient, all in good humor.. If the Editor is is unable to get a message from the Commander, he may substitute an “Editor’s Message” in its place, although this is not preferred.
The Editor may construct articles for publication at any time, as deemed necessary to fill out an issue. At no time should the Editorial Staff include any political references, although individual authors might include brief comments within the context of their article, inasmuch as submitted articles do not represent the views of Valley Ho Squadron or USPS, but only those of the author.
Unless the spelling and grammar in texts submitted by contributors is egregiously faulty, the Editor should refrain from editing or abstracting the material so that the substance and any nuances of meaning in the articles will remain as the authors intended.
The Editor must follow through to assure distribution to all members of Valley Ho Squadron in a timely manner, either electronically or with postal mailing of “hard copies.” If or when the Full & By is posted on the Valley Ho Squadron web site members should be notified by a specific e-mail message.
The Finance Committee is composed of the Commander, the Elected Lieutenant Commanders, one member of the Financial Review Committee, and such others as the Commander may appoint. The Committee should be convened by the outgoing Commander, preferably in January of each year, or immediately following the installation of Officers, and it will review and determine the extent of Valley Ho Squadron income from dues and all other sources utilizing best estimates from each source. The Committee will then prepare a budget of expected Valley Ho Squadron expenditures utilizing past expenditures and probable needs as a guide. The proposed expenditures need not be equal to the expected revenue, but in no case should the planned expenditures exceed Valley Ho Squadron income.
The proposed income and expenditure estimates should be presented to the Executive Committee for approval, and then be submitted to the Valley Ho Squadron membership for approval no later than 60 days following the installation of the new Bridge in February, but preferably sooner.
Expenditures within each department which do not exceed the amount budgeted will need no further approval or review by the Executive Committee. Expenditures that exceed the amount budgeted, and any subsequently proposed expenditures beyond those included in the budget will require approval of the Executive Committee.
The Valley Ho Squadron Radio/Technical Officer is appointed to maintain cognizance of any changes or improvements to the use of electronic navigation and communication instruments or systems, as well as any changes to Coast Guard or FCC regulations.
The Radio/Technical Officer should report any of this information to the Valley Ho Squadron Executive Officer and to the Valley Ho Squadron Executive Committee. He should report any found information to the Valley Ho Squadron membership with an article prepared for publication in the Full & By, if it is deemed of sufficient interest and importance.