34-03 Annex B Appendix 3 - Terms of Reference
Cadet Administrative and Training Orders (CATOs)
Terms of Reference - National Regatta Chair
Position Designation
Position No: N01
Abbreviated Title: Chair
Responsible to: Steering Committee
Responsible for:
- RC
- PC
- Boats O
- Log O
- Admin O
- P Aff O
- Coaches
- Technical Advisors
General Statement of Duties
1. Act as the officer in charge of conducting the National Regatta.
Primary Duties or Tasks
2. Identify Regatta support requirements such as facilities, personnel, and event funding and submit requests in a timely manner.
3. Supervise all aspects of the Regatta.
4. Select Regatta staff.
5. Provide appropriate information documents to staff and team members.
6. Liaise with local, provincial and national sailing organizations.
7. Promulgate final results and positions.
8. Promulgate, in consultation with the RC and PC, the Sailing Instructions and Sailboat Rotation Schedule as well as Standing Orders and Standing Operating Procedures to cover situations under his or her control.
9. Provide Race Record Sheets, Protest Forms and all other required forms and signage.
10. Organize and conduct training as required.
11. Identify all racing resources and supplies, including suitable vessels, sailboats, Race Committee tools and safety equipment.
12. Draft staff appreciations of performance.
13. Submit a post-Regatta report to the Steering Committee not later than 30 October.
14. Any other duties assigned by the Steering Committee Chair.
Secondary Duties or Tasks
15. Steering Committee Member.
Terms of Reference - Race Committee Chair
Position Designation
Position No: N11
Abbreviated Title: RC
Responsible to: Chair
Responsible for:
- Sigs O
- TK
- Rcdr
- RC Boat OIC
- OIC ML & OWS
General Statement of Duties
1. Manage all racing aspects and ensure that races run smoothly and the conditions are equitable for all skippers and crew members.
Primary Duties or Tasks
2. Supervise the activity of all members of the Race Committee on the water.
3. Make decisions on all matters that affect suitability and fairness of the competition.
4. Start, conduct and control races in accordance with the RRS, the Notice of Race and Sailing Instructions.
5. Lay the race course.
6. Supervise and direct powerboats assigned to mark laying and path finding.
7. Provide assistance to the Chair in drafting the Sailing Instructions and Sailboat Rotation Schedule.
8. Ensure that all equipment necessary for the Regatta is onboard prior to departure.
9. Apply the rules impartially and consistently throughout the Regatta.
10. Liaise with the Protest Committee Chair for advice and assistance.
11. Ensure placings and results are recorded correctly and transmitted in a timely manner after each race to the Chair for posting.
12. Conduct skipper and crew member information briefings as required.
13. Set the course in accordance with the Notice of Race and Sailing Instructions and as described in Reference C.
14. Any other duties assigned by the Chair.
Secondary Duties or Tasks
15. Nil
Terms of Reference - Signals Officer
Position Designation
Position No: N14
Abbreviated Title: Sigs O
Responsible to: RC
Responsible for: Signals Crew
General Statement of Duties
1. Coordinate and provide audible and visual signals to skippers and crew members as required or directed.
Primary Duties or Tasks
2. Ensure all signals equipment is aboard the Race Committee boat, appropriately setup and in good working condition at all time.
3. Ensure that all sound signals are made in conjunction with visual signals.
4. Commence warning and preparatory periods of a starting sequence, and signal each start.
5. Indicate and end postponements of a given race.
6. Indicate commencement of the one minute period, individual and general recalls, and the end of general recall period.
7. Signal any change of course, shortening of a course, abandonment of race, and the restart of an abandoned race.
8. As directed by the RC, sound a signal as each sailboat that has started correctly crosses the finish line.
9. Any other duties assigned by the RC.
Secondary Duties or Tasks
10. Nil
Terms of Reference - Time Keeper
Position Designation
Position No: N12
Abbreviated Title: TK
Responsible to: RC
Responsible for: nil
General Statement of Duties
1. Keep the Race Committee informed of the time in all ways related to managing the race.
Primary Duties or Tasks
2. Ensure that watch is synchronized with an "official clock" to ensure accuracy of "official time of day".
3. Read and be familiar with sailing instructions regarding any specific information about time that must be followed.
4. Be familiar with timing procedures and protocol regarding starting sequences, postponements, recalls, flags, finish line, and protest time.
5. Regularly advise the RC of the time of day and the time remaining to the beginning of a starting sequence.
6. During a starting sequence, keep the RC, Sigs O and crew, line judge(s), and recorder aware of the time remaining to a start.
7. At the finish, call the times of finishing sailboats as required and keep the RC informed of approaching time limits.
8. Any other duties assigned by the RC.
Secondary Duties or Tasks
9. Nil
Terms of Reference - Recorder
Position Designation
Position No: N13
Abbreviated Title: Rcdr
Responsible to: RC
Responsible for: nil
General Statement of Duties
1. Maintain accurate records of the activities of all boats racing.
Primary Duties or Tasks
2. Check boats in the starting area against a prepared list of skippers and crew members.
3. Report to the RC any discrepancies between the lists of starters and the list of finishers.
4. Verify information gathered by registration has been compiled onto official recording sheets and is available for practice race.
5. Note on official recording sheets, the presence of each sailboat seen in the starting sequence, hails, protests, infractions, and the presence or absence of protest flags on protesting or protested sailboats.
6. Note on official recording sheets any remarks by the RC concerning a race in progress or just completed.
7. Ensure race sheets clearly identify event, date, time, race number, number of starters and finishers, finish times for boats to be scored DNS, OCS, DNF, and so on. All sheets must have the signature of the recorder.
8. Coordinate and maintain the official scores.
9. Any other duties assigned by the RC.
Secondary Duties or Tasks
10. Nil
Terms of Reference - Signals Crew
Position Designation
Position No: N15
Abbreviated Title: Sigs C
Responsible to: Sigs O
Responsible for: nil
General Statement of Duties
1. Communicate to skippers and crew members all information from the committee boat by displaying and removing all stipulated flags, pennants, and placards.
Primary Duties or Tasks
2. Use the appropriate flags, pennants, placards and sound signals during the Regatta.
3. Take cue from time keeper, and acknowledge readiness to hoist or lower a signal thirty seconds before scheduled to do so.
4. Ensure that all required flags, pennants, placards and sound devices are aboard the committee boat before leaving shore.
5. Ensure that display board(s) and markers possibly required for displaying signals throughout the day are available onboard.
6. Ensure that all flags, pennants, placards, sound devises and other related equipment are properly stowed at the end of the race day for later use.
7. Follow procedures and protocol regarding signal communications, the starting sequence, and all other signals as outlined in sailing instructions.
8. Ensure that the Race Committee flag is flying when the committee boat leaves the dock.
9. Any other duties assigned by the Sigs O.
Secondary Duties or Tasks
10. Nil
Terms of Reference - Race Committee Boat OIC
Position Designation
Position No: N21
Abbreviated Title: RC Boat OIC
Responsible to: RC
Responsible for: RC Boat Crew
General Statement of Duties
1. Act as the officer in charge of the Race Committee boat.
Primary Duties or Tasks
2. Operate the Race Committee boat in accordance with procedures and regulations applicable to the type of vessel employed in that capacity.
3. Ensure the safety of all crew and personnel onboard at all time.
4. Ensure that the vessel is properly equipped before departure.
5. Attend briefings and meetings as necessary or directed.
6. Position the boat as directed by the RC.
7. Maintain constant communication with the Boats O and OIC ML & OWS.
8. Provide assistance and rescue services to other boats as required.
9. Any other duties assigned by the RC.
Secondary Duties or Tasks
10. Nil
Terms of Reference - Race Committee Boat Crew
Position Designation
Position No: N22
Abbreviated Title: RC Boat Crew
Responsible to: RC Boat OIC
Responsible for: nil
General Statement of Duties
1. Assist in the safe operation of the Race Committee boat.
Primary Duties or Tasks
2. Load supplies as required or directed.
3. Perform seamanship tasks as required or directed.
4. Perform helmsman duties as directed.
5. Perform audio and visual communications tasks as directed.
6. Assist the RC as required or directed.
7. Perform any other duties assigned by the RC Boat OIC.
8. Any other duties assigned by the RC Boat OIC.
Secondary Duties or Tasks
9. Nil
Terms of Reference - OIC Mark Laying and On-Water Safety
Position Designation
Position No: N31
Abbreviated Title: OIC ML OWS
Responsible to: RC
Responsible for: Mark Layers
General Statement of Duties
1. Provide overall coordination of mark laying and on-water safety.
Primary Duties or Tasks
2. Ensure all mark laying boats are properly equipped before departure.
3. Attend RC briefings.
4. Maintain constant communication with the RC, Boats O, coaches and mark layers.
5. Act as the start/finish mark laying boat for the RC ensuring that marks are fully inflated, have suitable ground tackle and enough line.
6. Act as the line boat/judge for the RC at starts and finishes to identify all sailboats starting and finishing properly or otherwise.
7. Act as a mark layer.
8. Control boat traffic.
9. Ensure mark laying boats are on the water prior to sailboats departing and remain afloat until the last sailboat is secured ashore.
10. Ensure the safety of all Regatta staff, coaches, team members and visitors while on the water.
11. Provide assistance and rescue services to other boats as required.
12. Any other duties assigned by the RC.
Secondary Duties or Tasks
13. Nil
Terms of Reference - Makr Layer
Position Designation
Position No: N33, N35, N37
Abbreviated Title: ML
Responsible to: OIC ML & OWS
Responsible for: ML crew
General Statement of Duties
1. Lay marks for the Race Committee and ensure on-water safety.
Primary Duties or Tasks
2. Ensure mark laying boat assigned to him/her is properly equipped before departure.
3. Attend race and mark laying briefings.
4. Maintain constant communication with the RC boat and OIC ML & OWS.
5. Act as a mark setting boat for the RC ensuring that marks are fully inflated, have suitable ground tackle and enough line.
6. Provide assistance and rescue services to other boats as required.
7. Any other duties assigned by the OIC ML & OWS.
Secondary Duties or Tasks
8. Nil
Terms of Reference - Mark Layer Crew
Position Designation
Position No: N32, N34, N36, N38
Abbreviated Title: ML Crew
Responsible to: ML
Responsible for: nil
General Statement of Duties
1. Assist with mark laying and on-water safety.
Primary Duties or Tasks
2. Load the requirement equipment and gear before departure.
3. Operate the mark laying boat as directed.
4. Lay marks as directed.
5. Ensure mark rounding sheets are properly completed and submitted to the recorder.
6. Remove and stow all equipment and gear, unless otherwise directed, at the end of each day.
7. Assist in providing assistance and rescue services to other boats as required.
8. Any other duties assigned by the ML.
Secondary Duties or Tasks
9. Nil
Terms of Reference - Jury and Protest Committee Chair
Position Designation
Position No: N41
Abbreviated Title: PC
Responsible to: Chair
Responsible for: PC Members
General Statement of Duties
1. Ensure the fair and equitable management of all protests and grievances submitted by skippers and crew members and the RC.
Primary Duties or Tasks
2. Ensure PC members are conversant with Reference A, the Notice of Race and the Sailing Instructions.
3. Assist the Chair in drafting the sailing instructions.
4. Act as on-water jury.
5. Hear and judge protests and requests for redress.
6. Inform the Chair of the results of protests.
7. Maintain appropriate protest hearing records.
8. Provide advice to the RC as requested.
9. Any other duties assigned by the Chair.
Secondary Duties or Tasks
10. Nil
Terms of Reference - Jury and Protest Committee Member
Position Designation
Position No: N42, N43
Abbreviated Title: PC Mbr
Responsible to: PC
Responsible for: nil
General Statement of Duties
1. Assist in ensuring the fair and equitable management of all protests and grievances by skippers and crew members and the RC.
Primary Duties or Tasks
2. Assist in hearing and judging protests and requests for redress.
3. Assist the Chair in drafting the sailing instructions and boat rotation schedule.
4. Carry out on-water jury duties.
5. As directed by the PC, assess, in consultation with the beach master, requests for breakdown points submitted by skippers and crew members.
6. Provide advice to the PC as requested.
7. Any other duties assigned by the PC.
Secondary Duties or Tasks
8. Nil
Terms of Reference - Boats Officer
Position Designation
Position No: N51
Abbreviated Title: Boats O
Responsible to: Chair
Responsible for:
- BM
- BMO
General Statement of Duties
1. Ensure the proper maintenance, handling, and storage of all sailboats and powerboats and related equipment.
Primary Duties or Tasks
2. Unload, deploy and reload all DND boats and associated equipment.
3. Submit to the Race Committee a suggested sailboat rotation schedule and ensure that teams are assigned to the matching boats.
4. Ensure that all sailboats and powerboats are in proper working order.
5. Ensure that all powerboats and the Race Committee boat are equipped with VHF radios in good working conditions and, if applicable, their batteries are always charged.
6. Ensure that fuel and oil is readily available.
7. Ensure that powerboats are fuelled prior to morning operations and afternoon operations.
8. Ensure that an adequate supply of extra parts is available.
9. Maintain all areas assigned to the National Regatta.
10. Identify safety hazards or potential safety hazards so that corrective action may be taken.
11. Any other duties assigned by the Chair.
Secondary Duties or Tasks
12. Nil
Terms of Reference - Beach Master
Position Designation
Position No: N52
Abbreviated Title: BM
Responsible to: Boats O
Responsible for: nil
General Statement of Duties
1. Assist with the maintenance, handling and storage of sailboats and safety boats and related equipment and act as the skippers and crew members’ primary point of contact for breakdown issues.
Primary Duties or Tasks
2. Act as the primary point of contact for skippers and crew members for determining breakdowns as defined by the RRS & SI.
3. Ensure the efficient rotation of sailboats.
4. Assist with the maintenance of sailboats and powerboats ensuring they are in proper working order.
5. Inform the RC promptly of any sail number changes or re-assignments resulting from breakdowns.
6. Ensure proper procedures for beaching and/or docking of all boats are followed.
7. Ensure the safety of Regatta staff, coaches, team members and visitors while on the waterfront, jetty and boathouse area.
8. Coordinate daily duty region final clean up.
9. Any other duties assigned by the Boats O.
Secondary Duties or Tasks
10. Nil
Terms of Reference - Boat Maintenance Officer
Position Designation
Position No: N53
Abbreviated Title: BMO
Responsible to: Boats O
Responsible for: BM Crew
General Statement of Duties
1. Ensure all damages to sail and powerboats are identified and repaired in a professional and timely manner.
Primary Duties or Tasks
2. Coordinate and take part in damage identification and repairs.
3. Provide a safe working environment for section personnel.
4. Provide on water repairs as required.
5. Ensure the Boats O is informed immediately of any boats damaged beyond the section’s capability to repair.
6. Any other duties assigned by the Boats O.
Secondary Duties or Tasks
7. Nil
Terms of Reference - Boat Maintenance Crew
Position Designation
Position No: N54, N55 & N56
Abbreviated Title: BM Crew
Responsible to: BMO
Responsible for: nil
General Statement of Duties
1. Perform boat repair and maintenance duties.
Primary Duties or Tasks
2. Repair and maintain boats, sails and rigging as directed.
3. Issue sails, rudders, bailers and paddles at the beginning of each racing day or as directed.
4. Stow sails, rudders, bailers and paddles at the end of each racing day or as directed.
5. Ensure the maintenance and appearance of all spaces associated with and used by the Regatta.
6. Ensure that sailboats are launched efficiently and safely.
7. Assist in the preparation, handling and storage of all boats and related equipment.
8. Ensure that all necessary cleaning and repair equipment and supplies are available as required.
9. Conduct power boat refuelling.
10. Any other duties assigned by the BMO.
Secondary Duties or Tasks
11. Nil
Terms of Reference - Logistics Officer
Position Designation
Position No: N61
Abbreviated Title: Log O
Responsible to: Chair
Responsible for: nil
General Statement of Duties
1. Coordinate all support, rations, supply and vehicle requirements, except for boats.
Primary Duties or Tasks
2. Arrange for any special facilities required for the Regatta.
3. Coordinate all equipment and maintenance support.
4. Coordinate vehicle assignment and usage and report inappropriate use and accidents.
5. Provide transportation services as required.
6. Coordinate all food services orders and delivery.
7. Liaise on a continual basis with all sections to determine immediate and ongoing requirements.
8. Coordinate supply requests.
9. Ensure PFDs are available in sufficient quantities.
10. Assist with set-up and tear down.
11. Any other duties assigned by the Chair.
Secondary Duties or Tasks
12. Nil
Terms of Reference - Administration Officer
Position Designation
Position No: N71
Abbreviated Title: Admin O
Responsible to: Chair
Responsible for:
- LO
- SAO
- Barracks Supr
General Statement of Duties
1. Provide administrative and financial services.
Primary Duties or Tasks
2. Assist in developing administrative and technical documents.
3. Coordinate DND and non-DND support to the Regatta.
4. Ensure the proper registration of all personnel.
5. Maintain custody of all skippers and crew members and staff cadets personal documentation (CF51s, provincial health cards, etc.).
6. Ensure administrative and technical information, instructions and forms are available and distributed to appropriate staff and team members, as required.
7. Ensure that administrative supplies are available.
8. Assign accommodations and provide meal cards.
9. Ensure the supervision of the accommodations in the evenings and at night.
10. Receive incoming telephone calls.
11. Coordinate staff and team member movements and transportation.
12. Coordinate public funding issues.
13. Any other duties assigned by the Chair.
Secondary Duties or Tasks
14. Nil
Terms of Reference - Liaison Officer
Position Designation
Position No: N72
Abbreviated Title: LO
Responsible to: Admin O
Responsible for: nil
General Statement of Duties
1. Disseminate direction and information to staff members, coaches and skippers and crew members.
Primary Duties or Tasks
2. Assist the Admin O with the proper registration of all personnel.
3. Distribute administrative and technical information, instructions and forms to appropriate Regatta staff, coaches and skippers and crew members as required.
4. Conduct, as a minimum, one daily information briefing at the end of each racing day (prior to dinner) to disseminate new or updated information and direction to coaches.
5. Act as primary point of contact for non-sailing questions and activities.
6. Liaise with the SAO to coordinate citizenship and social activities.
7. Act as the conducting officer for the citizenship day.
8. Any other duties assigned by the Admin O.
Secondary Duties or Tasks
9. Nil
Terms of Reference - Social and Awards Officer
Position Designation
Position No: N73
Abbreviated Title: SAO
Responsible to: Admin O
Responsible for: nil
General Statement of Duties
1. Organize and coordinate social events, citizenship activities, ceremonies and awards to ensure a smooth and efficient operation.
Primary Duties or Tasks
2. Coordinate all social and community activities.
3. Coordinate opening and closing ceremonies.
4. Coordinate citizenship day activities and support.
5. Liaise with the Chair for final results.
6. Liaise with the LO for participation coordination and to disseminate information to skippers and crew members.
7. Collate and arrange all trophies, awards, pins and gifts to be presented during the event.
8. Any other duties assigned by the Admin O.
Secondary Duties or Tasks
9. Steering Committee secretary.
Terms of Reference - Barracks Supervisor
Position Designation
Position No: N74
Abbreviated Title: Barracks Supr
Responsible to: Admin O
Responsible for: nil
General Statement of Duties
1. Provide evening supervision in the quarters and, when required, support to the Log O.
Primary Duties or Tasks
2. Coordinate late evening activities.
3. Coordinate lights out and wakey wakey.
4. Coordinate laundry services.
5. Monitor evening passes.
6. Any other duties assigned by the Admin O.
Secondary Duties or Tasks
7. Nil
Terms of Reference - Public Affairs Officer
Position Designation
Position No: N81
Abbreviated Title: P Aff O
Responsible to: Chair
Responsible for: Webmaster
General Statement of Duties
1. Coordinate all internal and external National Regatta communications.
Primary Duties or Tasks
2. Develop and implement a communications plan.
3. Prepare media related documents in advance.
4. Coordinate all media enquiries and promotion events.
5. Assist with the conduct of social and citizenship activities.
6. Coordinate interactions and act as liaison with the local community, media, and supporting and sponsoring organizations.
7. Act as liaison officer for National Regatta with other CF regions, commands and units as well as special groups.
8. Liaise with local base and unit P Aff Os regarding timings, VIPs, and other details surrounding the National Regatta.
9. Issue press releases to the teams’ home town media.
10. Provide the webmaster with material (results, pictures, etc.) to post on the website.
11. Provide a post event summary with photo(s) for internal or external distribution.
12. Any other duties assigned by the Chair.
Secondary Duties or Tasks
13. Nil
Terms of Reference - Webmaster
Position Designation
Position No: N82
Abbreviated Title: WM
Responsible to: P Aff O
Responsible for: nil
General Statement of Duties
1. Maintain and update the National Regatta website.
Primary Duties or Tasks
2. Update and amend the website as required or directed.
3. Liaise with the P Aff O for updates on places and scores.
4. Assist the P Aff O.
5. Any other duties assigned by the P Aff O.
Secondary Duties or Tasks
6. Nil
Terms of Reference - Coach
Position Designation
Position No: R101, R102, R201, R202, R301, R302, R401, R402, R501 & R502
Abbreviated Title: Coach
Responsible to: Chair
Responsible for: home region team members
General Statement of Duties
1. Provide coaching and leadership to and supervision of their own regional team members.
Primary Duties or Tasks
2. Supervise their team members while travelling to/from their home region and the Regatta.
3. Drive their team members to/from quarters and the Regatta site.
4. Advise their team members, while on the waterfront and on the water, in preparation, in between and at the conclusion of races.
5. Assist their team members with submission of protests.
6. Provide high performance coaching.
7. Instil good sportsmanship in the conduct of racing.
8. Ensure the timely presence of their team members as directed.
9. Any other duties assigned by the Chair.
Secondary Duties or Tasks
10. Nil
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