STANDING
RULES OF FLOTILLA 10-2
5th
DISTRICT, NR
1.1 The name of this organization shall be
FLOTILLA 10-2, FIFTH DISTRICT, NORTHERN REGION, UNITED STATES COAST GUARD
AUXILIARY, hereinafter referred to as the "FLOTILLA."
2.1 Any provision in these Standing Rules which
is in conflict with the current edition of the United States Coast Guard
Auxiliary Manual, COMDTINST M16790.1 (series), and all amendments and additions
thereto, hereafter referred to as the "MANUAL", Commandant or
District Instructions and Notices, the National Board Standing Rules, the
District Standing Rules and/or the Division Standing Rules shall be null and
void.
2.2 These standing rules are supplementary to
the policies and procedures established for the formation, operation,
membership, election or appointment of officers and disestablishment of the
Flotilla by the Manual or other appropriate Auxiliary requirements.
2.3 Nothing in these rules shall authorize the Flotilla to take any action inconsistent with or not authorized by the Manual or other policies of the Commandant of the United States Coast Guard.
3.1 The composition and purpose of the Flotilla
shall be as set forth in the Manual.
3.2 The duties of the elected and appointed staff officers shall be as designated in the Manual and in any District Instruction.
4.1 The frequency, day, time and location of the
regular meetings shall be established by a majority vote, provided a quorum is
present, and shall remain fixed as such in ensuing years until duly changed in
the same manner.
4.2 Special meetings may be called by the
Flotilla Commander by notifying all members at least seven (7) days in advance
of such meeting, specifying the date, time, location and purpose.
4.3 Unless otherwise provided in the Manual or these Standing Rules, all business shall be conducted at meetings in accordance with Robert's Rules of Order, as last revised.
5.1 Twenty per cent (20%) of the eligible voting
members of the Flotilla shall constitute a quorum for the transaction of
business at any regular or special meeting of the Flotilla.
5.2 Unless a greater number than a majority for
specific action is required by these Standing Rules or by the Manual, a
majority of the votes actually cast by members present and voting, can carry a
motion, provided a quorum is present. Blank votes or abstentions do not count
in the total for determining the number of votes cast. One of the voting
members must be the Flotilla Commander or Flotilla Vice Commander. If neither
the Flotilla Commander nor the Flotilla Vice Commander is present, Flotilla
business cannot be conducted.
5.3 Each eligible member of the Flotilla shall
have one vote.
5.4 Proxy and absentee voting shall not be
permitted.
5.5 Voting on routine matters shall normally be
by voice unless otherwise requested by a member or as provided in these
Standing Rules or by the Manual.
5.6 A closed ballot may be requested by any
member of the Flotilla and the request shall be honored without discussion.
6.1 The Flotilla shall hold an annual election
of officers for the ensuing year, usually at the November meeting, but prior to
15 December and after the Division elections.
6.2 The Flotilla Commander shall appoint a
Nominating Committee at the regular meeting of the Flotilla in the month of
September of each year. This Nominating Committee shall select a nominee for
each elective Flotilla office to be filled for the ensuing year, and determine
that their selectees are willing to serve if elected. The Committee shall meet
no later than October 01 and report its nominations to the Flotilla Commander
within fifteen (15) days thereafter. The Committee shall also report its
nominations at the next regular Flotilla meeting. The nominations of this
Committee may also be reported to the Flotilla members in any written notice
sent to the members prior to the regular meeting in November. The Committee
nominations shall not preclude other nominations from the floor at the meeting
where the election is held. Such additional nominations shall be encouraged by
the Flotilla Commander.
6.3 The Flotilla members may direct the Flotilla
Commander to dispense with the appointment of a Nominating Committee in any
specific year. This is possible by a motion duly enacted with an affirmative
vote of two-thirds (2/3) of those present, with a quorum existing. In this
event, the Flotilla Commander shall not appoint a Nominating Committee in that
specific year, and all nominations to fill elective Flotilla offices for the
ensuing year shall be made from the floor.
6.4 The election of officers shall be by written
ballot unless only one member is nominated to each elective office, in which
event the Secretary may be directed by a voice vote to cast a single ballot on
behalf of the members.
6.5 To be elected, a candidate must receive a
majority vote of the voting members in attendance. If there are more than two
candidates for an office and after two successive votes, no candidate receives
a sufficient number of votes for election, the candidate receiving the least
number of votes shall be dropped from the next succeeding ballot until only two
candidates remain. In the event of three (3) successive tie votes, the
moderator shall place all of the ballots cast on the third vote into a
container, blindly select one ballot from the container, have the ballots minus
the withdrawn ballot counted, and announce the winner.
6.6 All notices of any election meeting must be
given to the Division Captain at least fifteen (15) days prior to the election
meeting.
6.7 Election of officers shall be so organized
that if the Flotilla Commander is a candidate for office or is unavailable to
so act, then the member of the
6.8 Upon completion of the election, all ballots shall be destroyed by the moderator without revealing the count of any closed ballot.
7.1 Any elected flotilla officer may be recommended for removal from the office to which elected by an affirmative vote of three-quarters (3/4) of the members present and voting at a meeting in which a quorum is present. A full and fair hearing shall be first conducted with the accused and the accuser present, provided written notice of said meeting and the charges is sent ten (10) days in advance to all those entitled to vote and the Division Captain. Recommendation for removal may only be for cause which brings discredit upon the Coast Guard or the Coast Guard Auxiliary and is addressed to the District Commander through the Division Captain, District Commodore and Director of Auxiliary.
8.1 The annual Flotilla dues shall be such sum
of money as may be fixed by a majority vote at a regular or special meeting of
the Flotilla, at which seven (7) days prior written notice of the meeting and
intent were given, and shall remain fixed at such sum in ensuing years until
otherwise duly changed by the Flotilla. However, any such vote in the amount of
dues shall be made at least four months prior to the effective date of such
change.
8.2 The annual dues, including Flotilla,
Division, District and National, shall be levied on each member on a
calendar-year basis and shall be payable during the month of November for the
following calendar year. First year dues for new members shall be prorated as
determined by District policy and shall be submitted with the enrollment
application.
8.3 No member who is separated from the
Auxiliary by reason of resignation, or otherwise, shall be entitled to refund
of dues paid.
8.4 The Flotilla Finance Officer shall be the
custodian of all Flotilla funds. With the consent of the Flotilla Commander,
the Finance Officer shall establish an account with a federally insured banking
institution in a location convenient to the Finance Officer.
8.5 All Flotilla funds, other than small cash
sums in the process of collection, shall be deposited in this account which
shall be known as "U.S. Coast Guard Auxiliary, Flotilla 10-02". All
withdrawals therefrom shall be by check only.
8.6 The Flotilla Commander or the Vice Flotilla
Commander when acting in the absence of the Flotilla Commander, is authorized
to approve payment of a routine obligations as set forth in a flotilla budget
approved by the Flotilla. Routine obligations include those incurred by the Flotilla
in connection with carrying out officially adopted policy of the Flotilla and
payments within the limits of the budget. This includes, but is not limited to
the following:
· Purchases and engraving of authorized awards
· Publishing costs of a newsletter and/or notices
· Purchase of public education and training materials
· Purchase of flags, pennants and Auxiliary uniform accessories
· Bills for all Flotilla functions
· Division, District and National dues
· Any other expenditure authorized by the Flotilla budget
8.7 The Flotilla Commander or if the Flotilla
Commander is unavailable, the Flotilla Vice Commander, may authorize emergency
expenditures not exceeding a total of $100.00 (one hundred dollars) in any one
calendar month and direct the Finance Officer to pay for such. A full report of
such emergency expenditures shall be made to the Flotilla at its next regular
or special meeting.
8.8 The Flotilla may, upon motion duly made and
carried, set aside separate funds from the general funds to enable committee
chairpersons of Flotilla functions to carry out the committee's
responsibilities. The Flotilla Commander may authorize payment of bills from
these funds. When the fund is depleted, no further bill may be authorized for
payment without prior approval from the Flotilla.
8.9 All other obligations, regardless of amount,
will be considered as special obligations. Authorization to incur special
obligations and requests for the appropriation of Flotilla funds must be
submitted to the Flotilla for approval by duly filed and considered motions,
except as otherwise provided in this Article.
8.10 All disbursements of Flotilla funds shall be
by check, signed by the Finance Officer and/or the Flotilla Commander.
8.11 The Finance Officer shall render a financial
report at each regular meeting of the Flotilla, which report shall include all
receipts and expenditures since the last rendering of a financial report and
the balance of funds remaining as of the day preceding the day of the meeting.
Any emergency expenditures authorized by the Flotilla Commander, included in
the reported expenditures, shall be so designated in the report.
8.12 The chairperson of any duly appointed
committee where Flotilla funds are involved, will furnish the Flotilla Finance
Officer with a monthly statement of the financial transactions of the
committee. The chairperson will transfer to the Flotilla Finance Officer within
thirty (30) days after the completion of the committee activities, the balance
of all monies received with a completed committee financial statement.
8.13 The Flotilla may provide by a duly enacted
motion that the Finance Officer post a bond in favor of the Flotilla in such
amount as the Flotilla may determine. All costs for such bond shall be paid by
the Flotilla.
8.14 Upon the appointment of a succeeding Finance
Officer, the retiring Finance Officer shall promptly deliver all Flotilla
funds, books, and records to the new Finance Officer.
8.15 The funds, books, and records of the Flotilla shall be examined by the Audit Committee yearly and upon the appointment of a new Finance Officer.
9.1 All licenses and agreements for the use of real property as well as contracts for the expenditure of Flotilla funds as may be authorized by a vote of the Flotilla, shall be approved by the District Staff Officer - Legal (DSO-LP) or an attorney designated from the National Legal Affairs staff, before signing and shall be signed by the Flotilla Commander or the Division Captain in the absence of the Flotilla Commander.
10.1 Standing committees and special committees
consisting of any number of members may be appointed by the Flotilla Commander.
The Flotilla Commander shall designate the chairperson of each such committee
appointed and outline the objectives to be accomplished unless such are
otherwise prescribed. Individuals may be appointed as one-person committees if
desired.
10.2 The Flotilla Commander shall appoint an
Audit Committee at or before the regular meeting of the Flotilla in the month
of December of each year. This Committee shall examine and audit the financial
books and records of the Flotilla Finance Officer and Materials Officer for the
preceding year and shall report their findings at the next regular meeting of
the Flotilla.
10.3 The Flotilla Commander shall appoint a
Budget Committee at or before the regular meeting of the Flotilla in the month
of January of each year. This Committee shall prepare a budget with the
assistance of the Flotilla Finance Officer and the Flotilla Materials Officer
and submit said budget to the Flotilla for approval within 3 months of the new
year.
10.4 The Flotilla Commander is empowered to
appoint an Awards Committee to review and make recommendations to the Flotilla
for the recognition of individuals and groups for special recognition by the
Flotilla, Division, District or the United States Coast Guard.
10.5 The Flotilla Commander is empowered to
appoint a Past Commanders Committee
composed of
all Past Flotilla Commanders and Past Flotilla Vice Commanders who are
currently active. The chairperson shall be the Immediate Past Flotilla
Commander if active and available. If unavailable or unwilling to serve, the
Flotilla Commander shall appoint any other Past Flotilla Commander as
chairperson.
The primary
duty of this committee shall be to consider all Auxiliary matters that are
referred to it by the Flotilla Commander and all matters that are of interest
to the Flotilla. The committee shall make written recommendations concerning
such matters directly to the Flotilla Commander.
10.6 The Flotilla Commander shall be an ex-officio member of all committees.
11.1 It will be the duty of each elected and appointed officer, at the end of the term of office, to deliver to the successor, all current materials, supplies and records pertaining to the office. The officer being relieved shall assist in effecting an orderly transfer of the administrative function of the office, including but not limited to the briefing of the successor on the procedures to be followed and the forms to be completed and submitted.
12.1 These Standing Rules may be amended at any
regular or special meeting of the Flotilla, at which fourteen (14) days prior
written notice of the meeting and proposed amendment were given, by an
affirmative vote of two-thirds (2/3) of the voting members, provided a quorum
is present.
12.2 Amendments shall become effective upon approval of the Director of Auxiliary unless the amendment provides for a later effective date, in which event the amendment shall become effective upon the date provided or upon the approval of the Director of Auxiliary, whichever shall later occur.
These
Standing Rules were adopted on the _____ day of _______ by a majority vote of
the Flotilla members and become effective upon approval by the Director of
Auxiliary.
____________________________________
Flotilla Commander
____________________________________
Attest: Flotilla Secretary
Approved: ___________ ____________________________________
Date Division Captain
Approved: ___________ ____________________________________
Date District Staff Officer - Legal
Approved: ___________ ____________________________________
Date District Commodore
Approved: ___________ ____________________________________
Date Director of Auxiliary