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Background
Catch A Smile is dedicated to providing boating recreation to communities of people with special needs. The demonstrable success of the enterprise can be attributed to the founding members' vision and commitment.
The commitment and activity of our organization has now reached a point which suggests that we consider some greater degree of organization of our affairs. This is being driven in part by the requirement for more detailed information, greater accuracy and an indication of our commitment by donor organizations such as The Ontario Trillium Foundation and The Dragon Boat Foundation.
A Recap of Current Activity
1. We are an organization of about 48 members.
2. We operate five boats up to five days a week and up to twice a day.
3. We have 16-17 captains who are qualified to operate these boats.
4. We have a number of mates who are also qualified assist the captains in the safe operation of the boats.
5. We took in excess of 2000 people on more than 200 trips in 2017 and expect more this year.
6. Our financial statements indicate that we generate and expend up to $30,000.00 annually.
7. We are a registered charity which issues charitable donation receipts and reports to the Canada Revenue Agency (CRA).
8. We do not seek operational funds from any outside sources but we do seek funding for projects from a variety of public and private funding agencies. At present we have a grant application in for about $150,000.00 from the Trillium Foundation and $10,000 from the Dragon Boat Festival Foundation.
We received very positive feedback this year (2017) from an impact survey we commissioned in partnership with the Niagara College Recreational Therapy Program. We have committed to running up to two trips a day this year at Dow's Lake and the RCMP camp where demand exists. We will expand services in other locations as resources become available.
Our boats are aging and require replacement soon. Due to the condition of the boats, maintenance costs are rising.
We are responsible for the safety and security of the 2000 people noted above.
We must keep in mind that we are responsible to a number of people and agencies for, safety and financial reporting and that among other things there is legal liability associated with our service to the vulnerable sectors which enjoy our service. To manage our responsibilities we have implemented the following structure.
Structure
We manage both our due diligence goals and our desire to maintain the “spirit” of the FISF organization through defining roles and expectations of the people responsible for these roles. To this end, on the the February 22, 2018, our board adopted the following structure.
President
Responsibilities
To be the official representative of FISF
Vice President
Responsibilities
To coordinate activities among Chapter Managers and Directors
To chair an executive committee composed of the Chapter Managers and Directors
Chapter Managers
Responsibilities (for each chapter)
To manage the operation of the boat(s) at their venue
To ensure, in consultation wit the Booking and Crews Director, that crews are available for all trips
To report annually on any inventory items over the unit value of $400 to the Treasurer.
To maintain the boat and other equipment at their venue in good working order, in collaboration with the Operations Director
To report weekly during the season on all trips to the Booking and Crews Director
To Report monthly all income and expenses to the Finance Director
Treasurer
Responsibilities
To present a financial structure and budget for the year annually to the Board
To maintain accounts as necessary
To report on the state of our finances at meetings of the Board
To prepare our annual financial statement
To prepare and submit our tax returns annually
To issue tax receipts as required
Secretary
Responsibilities
To record and distribute the minutes of all meetings
To maintain a record of all minutes of meetings
Bookings and Crews Director
Responsibilities
To maintain, in consultation with the Chapter Managers, a list of all bookings and trips
To maintain our bookings system up to date and make it available to any Chapter that wishes too use it.
To set up a Captains schedule for any Chapter that requires it
To maintain a roster of mates for Captains to draw from as requires
To consolidate, at the end of each season, the trip reports for all Chapters
Operations Director
Responsibilities
To assist the Chapter Managers with any maintenance required
To order major equipment or supplier (over $500)
To organize the transport of boats to and from storage
To ensure boats are properly stored during the off season
To ensure that each boat has the necessary safety equipment
Membership Director
Responsibilities
To accept and approve new members
To maintain an up to date membership list
To ensure that all members meet the conditions of membership
To report to the Board on at the state of our membership
Fundraising Director
Responsibilities
To coordinate fundraising activities on behalf of FISF
Training and Certification Director
Responsibilities
To organize an annual boat skills session for new volunteers
To certify new captains and mates in a manner determined by FISF
To organize an annual first aid course
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