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Squadron Sponsoring Committee

WHAT IS A SQUADRON SPONSORING COMMITTEE?

Every Air Cadet Squadron is the product of a partnership between the Department of National Defence and the Air Cadet League of Canada.

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For each squadron, a Squadron Sponsoring Committee represents the Air Cadet League and can be made up of representatives from the sponsor, former cadets and officers from the squadron, interested parents and members of the community

 

The Squadron Sponsoring Committee (the SSC) is responsible for supporting the operations of the Squadron and for providing anything required by the squadron that is not provided by the military. That may include:

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  • providing a facility for parading and training;

  • providing optional training not covered in the air cadet syllabus (major trips, social events, sports events etc.);

  • providing any additional training equipment;

  • providing awards and trophies;

  • and other items which may be deemed necessary for the Squadron.

 

The SSC would manage any website, facebook or social media pages for the squadron.

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The SSC would coordinate the Squadrons involvement in the Duke of Edinburgh program should the squadron elect to become involved with this.

 

The SSC is responsible for recruiting both cadets and adults (officers, civilian instructors and squadron volunteers).

 

SSC's are required to meet regularly (usually at least once per month) and meetings often include the CO of the Squadron, a member of the sponsor and a member of the Air Cadet League. Each member of the SSC should have a passion for air cadets and be willing to donate time to assist their Squadron to be successful.

 

All members of the SSC are required to undergo a police record check before they begin working with the cadets. This is managed by the SSC with the assistance of the Air Cadet League. Members of the SSC are Volunteers within the organization, click below to learn more about the Volunteer screening process.

WHAT HAPPENS AT AN SSC MEETING?

The Air Cadet Squadron year begins in September of one year and ends in August in the following year. It is helpful to organize all SSC activities based on this cadet training year.

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The Squadron will often have its first parade the first week in September. This first meeting is important because it helps to define the training plan for the year. The officers get a chance to see how many cadets are returning at what levels and often the recruitment drive is planned or finalized in the first week of September.

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It is important for the Squadron Sponsoring Committee to engage the Squadron at this time since one of the mandates of a SSC is recruitment. The first SSC meeting of the year also is one where roles of volunteers may be established. Also important are roll handovers from last years committee members to this year.

 

Your first SSC meeting of the year will probably include:

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  • An introduction of the Squadron Commanding Officer

  • A discussion or presentation of the training schedule by the Squadron to the SSC

  • A forecast of funding needed to operate the squadron (which may lead to a budget)

  • Establishment of a Chair, Vice Chair, Secretary, Treasurer, Volunteer Screening Coordinator, Effective Speaking Coordinator, and any other positions which may be required to action specific events and activities throughout the year

  • Plans for recruitment (Which should be early in September)

  • Any other immediate concerns for September and early October

 

Your secretary should develop an Agenda and circulate it prior to the first meeting. If the secretary is not yet determined, then the chair should do this on behalf of the secretary. This means that last years secretary will be required to prepare and send out an agenda to all SSC and potential SSC members in August along with the date of the intended first meeting.

 

A format for that agenda might be as follows:​

The Squadron Sponsoring Committee for RCACS 9999 is holding a meeting of Squadron representatives, parents, sponsors, Air Cadet League Representatives, and interested community members to discuss the Squadron's operations and requirements for the upcoming year. All are encouraged to attend. The Agenda follows:

Squadron Sponsoring Committee for RCACS 9999
Meeting Saturday 8 September, 2018 at 1000 hrs CDT
Community Hall, Room 25, Anytown, Manitoba

1. Call to Order
2. Approval of Agenda
3. Approval of Minutes from previous meeting
4. Old Business
   4.1 Reports
       a SSC Chair report
       b CO report
       c League Report
   4.2 Administration
   4.3 Finance
   4.4 Volunteers
5. New Business
6. Next Meeting (location time)
7. Adjournment

Please forward any requests to add items to the agenda at least four days prior to the meeting.

Agenda items may be added and deleted as necessary and it will be necessary to add in an item when the SSC plans to changeover roles. In the above example you may wish to add in 5.1 as the first order of new business Election of officers or establishment of committees etc.

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Other items which will be added may include Remembrance Day, Mess Dinner, Pilot Scholarships, Marksmanship, Annual Ceremonial Review as these become important within the cadet calendar.

SSC ROLES AND RESPONSIBILITIES

CHAIRPERSON

The chair or chairperson is responsible for the viability and efficiency of the SSC. That person must schedule regular meetings, see that agendas and minutes are published. In addition they will:

  • Maintain close links with the CO to review and plan squadron operations and activities

  • Ensure proper financial management

  • Create and form sub-committees as necessary

  • Represent the SSC to parents, the public and the community

  • Provide input for cadets' summer training course applications

  • Provide input for enrolment, promotion, posting & release of CIC officers

  • Implement and maintain sponsor liaison and agreements

  • Have a vote at the Provincial Committee

  • Attend provincial League meetings

  • Ensure SSC compliance with provincial activities and sub-committees

  • Submit annually a financial statement (ACC9) and a list of SSC members (MPC4900)

  • Ensure SSC members are screened in accordance with National & Provincial Policy

  • Maintain an organized library of publications, current documents and squadron archives

  • Ensure all information is turned over to a successor

VICE CHAIR

Represents the Chairperson at meetings when the chairperson is absent and may assist the Chair when required to perform their role.​

SECRETARY

The secretary is responsible for:

  • Ensuring the ACC1 form is properly filled and filed with the League

  • Ensuring that notices of regular meetings of the SSC are sent out giving time/place

  • Consulting with the Chairperson to prepare an agenda for each meeting

  • Keeping minutes of the meetings of the SSC

  • Keep a copy of the Leagues Policies and Procedures for each meeting of the SSC

  • Ensuring correspondence & notes are passed to intended SSC members and groups

  • Ensure Chairperson is kept fully informed on all correspondence pertaining to the SSC

TREASURER

The treasurer is responsible for:

  • Helping the Chairperson to prepare the ACC9 for forwarding to the Provincial Committee

  • Maintaining a record of all SSC property and where located

  • Keeping an up to date record of all financial transactions of the SSC

  • Arranging an annual review or audit of the books of the SSC

  • Preparing financial statements and reports as required by the SSC

  • Participate in any committee formed for the purpose of raising funds

  • Assist the Squadron Officers to prepare and submit a budget to the SSC

  • Become acquainted with Section 3.7 Fin. Resources Mgmt of ACL Policies & Procedures

The above roles are required for an SSC. Additional roles may be created by the SSC to cover off specific areas of responsibility where the SSC feels that they may be warranted such as:

EFFECTIVE SPEAKING COORDINATOR

to manage or oversee the Effective Speaking program

MESS DINNER COORDINATOR

to plan or manage a mess dinner

AWARDS COORDINATOR

to bestow SSC awards or propose Provincial or National awards to Cadets/Volunteers/Officers/sponsors or others as applicable

WEBMASTER

to build and maintain an information website on Squadron and or SSC activities

These are examples of additional roles however any which may be relevant to the SSC may be created by the SSC and if necessary, sub-committees may be formed chaired by these role-members

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