CAPE CORAL POWER SQUADRON

STANDING RULES & PROCEDURES

AS OF NOVEMBER 2008

ARTICLE I

INTRODUCTION

1.1

Standing rules and procedures are published by the Cape Coral Power Squadron (CCPS) Executive Committee (ExCom) as an adjunct to, and to further clarify, existing CCPS Bylaws. They represent motions passed by the ExCom or general membership and provide specific procedures for the conduct of normal day-to-day CCPS business.

1.2

These standing rules and procedures supersede all previous CCPS standing rules, procedures and policies that were in effect.

1.3

United States Power Squadron Bylaws and the USPS Operations

Manual shall prevail wherever conflicts occur.

1.4

These standing rules may be amended, rescinded or additional rules adopted by a majority vote of the ExCom and are subject to review and approval by the squadron members in attendance at the next regular membership meeting after due notice has been given in the squadron publication

ARTICLE II

MEMBERSHIP

2.1

Squadron membership lists shall be guarded against being distributed for political or commercial purposes.

2.2

Before being pledged, the Member Involvement or Membership chairman shall introduce each new member to the general membership.

2.3

A kit for new members and transferring members shall include:

A welcome letter from the commander, if not previously mailed.

A copy of the squadron directory

A copy of the squadron Bylaws

A copy of the squadron standing rules and procedures

The latest Buoys (if available).

This kit shall be presented at a general meeting or mailed within 90 days.

2.4

New member orientations are to be held twice a year.

2.5

The member involvement orientation is to be on an invitation-only basis.

2.6

The squadron educational officer shall have the names published in the Buoys of each member who has received a passing grade in an advanced grade or elective course.

2.7

Mentors will help with dinner dance seating in order to place at least one new member at tables with older members.

2.8

Death notices, obituaries, eulogies concerning non-members shall not be published in any squadron publication.  Cape Mates are excluded from this prohibition.

ARTICLE III

GENERAL POLICY

3.1

Prayers at general functions and those appearing in squadron publications shall be non-sectarian.  This does not apply to personal services such as weddings, funerals, etc.

3.2

The squadron bulletin boards shall contain no political or commercial notices or advertisements of any kind.  The displaying of signs inside or outside of Squadron Harbor by private businesses is expressly prohibited.  In order to maintain our non-profit status, we cannot, under any circumstances, conduct ourselves in any activity that might imply that the squadron or USPS condones, supports or operates any commercial or political venture.

3.3

The posting of personal ads on the squadron bulletin boards is   limited to squadron members ONLY.  By using his/her own name and phone number, a member may sponsor a non-member ad.  Ads are to be dated and limited to three (3) months and may be renewed prior to the expiration of that time period.  The administrative officer is responsible for the enforcement of rules 3.2 and 3.3.

3.4

The budget and finance committee shall present the budget to the Executive Committee not later than DECEMBER for their concurrence and then to the membership for approval according to the squadron Bylaws.  The budget shall include explanations, recommendations, and plans for conducting the financial affairs of the squadron for the fiscal year.  Semi-annually, this committee shall compare actual expenses with budget amounts and report to the ExCom.

3.5

The investment accounts (Torrey & Vanguard) are designated for building expense and capital expenses

3.6

Squadron Harbor is a smoke free facility

3.7

The squadron directory shall be published as soon as is reasonable after the Change of Watch.  After the directory is published, the names of new members shall be listed in the Buoys.

3.8

A suitably engraved plaque and/or other memento shall be awarded to each outgoing squadron commander at the Change of Watch.  A maximum cost of $125.00 is to be paid by the squadron.  The administrative officer is responsible for administering this requirement.

3.9

Copies of the ExCom minutes, excluding lists of prospective members, are to be mailed/e-mailed to the D/22 Executive Officer each month by the squadron secretary.

3.10

Due to the excessive cost of Host Liquor insurance, we will no longer carry it.

3.11

No food or drink is to be served on the second floor.

3.12

The office calendar is “off limits” to all but the secretary.

3.13

The procedure for receipts and expenditures is to conform to sections 6.6.2 and 12.2 of the by-laws.

1.   Members approving expenditures in accordance with the standing rules shall not approve vouchers for members of their household. The voucher shall be approved by an appropriate bridge officer or the treasurer.

2.   The Treasurer is authorized to approve vouchers under $100.00 in order to expedite payments providing there is no conflict with other provisions of these standing rules and is included in the budget".

·         Receipts (blue form)

Attach completed form to details of all monies received.

·         Expenditures (yellow voucher)

Ø  To be filed with appropriate receipts or invoices by the person requesting reimbursement and forwarded to the committee chair for approval.  Voucher with attached receipts or invoices to be then forwarded to the treasurer for payment.

Ø  If the committee chairman is the recipient of payment, voucher must be approved by the appropriate bridge officer.

Ø  If a bridge officer is recipient of payment, voucher must be approved by the commander.

Ø  The commander approves his own voucher request with supporting documentation.

Ø  Certain bills are paid by the treasurer, such as electric, trash removal, telephone, water & sewer.  A voucher should be attached to these bills with the treasurer approving the voucher.  This is to expedite payment.  They should be reviewed by the building manager.

THE TREASURER IS NOT TO ISSUE DISBURSEMENT UNLESS PROPER VOUCHER WITH AUTHORIZATION IS SUBMITTED

3.14

The award from National for membership recruitment is to be used to purchase another projector, when needed. 

3.15

Building insurance is to be renewed with a building value of $600,000.00, contents value of $20,000.00.  Also included are ordinance coverage, debris removal, earnings coverage, and $50,000.00 cost of construction

3.16

The Squadron Education Officer will control assignment of second floor rooms.  SEO will co-ordinate with the rental committee as to availability of rooms for non-education use

3.17

A donation of $1.00 per active member is to be made to the USPS Educational Fund.  The official membership count for this donation is 31 July.

ARTICLE IV

SELECTION AND APPOINTMENT TO

SQUADRON POSITIONS

4.1

The criterion for any elected position in the squadron must be the candidate’s qualifications to fulfill the job requirements.  However, it is desired that candidates for all bridge positions hold the grade of AP or higher.   See Section 5.1.2 of the by-laws.

ARTICLE V

RECORDS & CORRESPONDENCE

5.1

The official address of Cape Coral Power Squadron is the Squadron Harbor address:  917 SE 47^th Terrace, Cape Coral, FL  33904.  Outside correspondents should be advised to address mail for this squadron accordingly, identifying the concerned person by rank and name.

5.2

The secretary is the designated keeper of ALL official squadron records and correspondence.  Officers and committee chairmen are reminded that all official, permanent files are to be stored at Squadron Harbor.  “Working files” may be taken out when there is an obvious need, but should be returned as soon as possible to Squadron Harbor.  Certain specific committees and departments, because of the volume of files that are handled, are authorized to use cabinets separate from those of the squadron secretary.  At present, these are the commander, co-op charting, educational department, treasurer’s department and the membership committee files.

This insures that in the absence of an officer or committee chairman necessary follow-up action to correspondence can be met on a timely basis.

ARTICLE VI

MANAGEMENT OF SQUADRON HARBOR

6.1

6.1  A job description for the building manager/property officer was established.

The building manager/property officer will report to the squadron commander.

The housing and rental committees will report to the building manger/property officer.

The building manager/property officer is responsible for and authorized to:

• Market the squadron harbor, e.g. advertise & promote rentals

• Establish & negotiate rental values with multi-use rental clients and in procuring new clients.

• Building maintenance—interview and contract with vendors within budgetary limits.

• Work with CCPS established clients to ensure an ongoing relationship where desirable for CCPS

• Schedule and oversee the routine general maintenance of squadron harbor, including, but not limited to:

• Maintenance of the air conditioning systems

• Maintenance of the electrical & plumbing systems

• Maintenance of the kitchen.

• Work parties for building improvements and maintenance.

• Maintain a physical inventory of CCPS personal property with the exception of the training materials.

The building manager/property officer has the authority to make decisions with regard to the physical maintenance of squadron harbor within budgetary constraints.

6.2

There shall be a rental committee appointed annually by the commander.  The committee shall be responsible for all rentals of squadron facilities.

6.3

Generally, rental of facilities to public accommodation organizations is not permitted.

6.4

Rental to private, non-profit, non-public accommodation organizations is permitted.  However, these organizations must maintain a current certificate of liability insurance on file with the secretary.

6.5

Certificates of insurance are not required from private individuals renting facilities for wedding receptions or other private (non-public and non-repeating) functions.  However, should the services of a professional or semi professional (remuneration of ANY kind) be used, e.g. caterers, bands/combos, etc., a current certificate of insurance, covering each case, must be on file with the squadron secretary prior to the signing of a rental contract or agreement.  Certificates of insurance are reviewed and approved prior to the event by the rental chairman and filed with the squadron secretary.

6..6

Rentals to bona fide USPS members and members of the Cape Mates auxiliary for private functions do not require a certificate of insurance.  Cape Coral Power Squadron’s liability insurance indemnifies these members.

6.7

Rental rates for the squadron facilities are regulated by the executive committee.

6.8

The hall (room 101) rental fee is to be $350.00 per function beginning 1 January, 2005

6.9

A fee of $180.00 will be assessed for each member’s private or member organization function.

6.10

The SALE of alcoholic beverages on the premises is expressly prohibited.

6.11

The executive committee is the only body authorized to approve a request for the promotion of events that deal with the general public using the squadron facilities

6.12

All contracts, agreements, or other legal instruments require the final approval and signature of the commander.

ARTICLE VII

ENTRY FEES & DUES

7.1

Entry fees are:

7.2

Annual dues are:

These amounts are as of  31 May 2008 and are subject to change.

7.3

All All dues, assessments, charges, fees, etc. levied against the membership must first be reviewed and approved by the executive committee.  The executive committee shall then submit the changes to the general membership for approval.

7.4

The treasurer is responsible to assure that all members, including associate members are billed for dues annually.

ARTICLE VIII

PUBLICATIONS

8.1

A  Cape Mate who does not receive a copy of the Buoys through a regular member shall be entitled to be put on the “external” mailing list.

8.2

Additional active members shall not normally receive a copy of the Buoys.  However, they may receive a copy of the Buoys upon payment of a subscription fee as determined by the actual current cost per copy.

8.3

The external data base listings shall be maintained by functional title.  Mailing of the Buoys shall be limited to the following:  district bridge, district publications judging committee (3) district chairman publications committee, district publications editor, squadron commanders and editors of D/22, national chairman THE ENSIGN committee, THE ENSIGN Reader and the national publications editor.

ARTICLE IX

GIFTS & DEVISES

9.1

The gifts & devises committee (G & D Com.) shall be composed of three (3) active members who each serve a term of three years.  The commander shall appoint one member each year and the senior member shall be chairman of the committee

9.1.1

The G&D Com and the commander are the only members authorized to solicit or collect funds.

9.2

The gifts & devises fund(s) shall be established and administered by the G&D Com under the supervision of the executive committee.  The G&D Com will collect “unrestricted” donations, gifts and devises to build this fund and shall have the right to reject any gift or devise to the fund(s).  Any “restricted” donations may be accepted or rejected only on the recommendation and approval of the executive committee.

9.3

Restricted donations, gifts or devises, if accepted, shall be administered as nearly as possible in accordance with the donor’s wishes.  A permanent record of any “restricted” gifts to the fund shall be maintained showing the name of the donor, the gift, and any restrictions accepted with the gift or donation.

9.4

Memorial donations to the Cape Coral Power Squadron will be accepted by the G&D Com.  A  Memorial Log will be maintained by the committee and memorial donations will be recognized and published in the Buoys at least once a year.

9.5

Special recognition of members who donate more than One thousand dollars ($1,000.00) will be established by the G&D Com.

9.6

Unrestricted funds can be kept as such or assigned to one or more of three pre-established categories:

9.6.1

The BUILDING FUND—Reserved for major renovation, maintenance of Squadron Harbor, the purchase of major equipment or the acquisition of real property.

9.6.2

The EDUCATIONAL FUND—Reserved for the purchase of equipment, materials and innovative uses to stimulate the future education of members.

9.6.3

The GENERAL FINANCIAL FUND—Reserved for general operations and activities of the squadron other than for building or educational use.

9.7

Assigned funds may be drawn by the chairman of the named fund (i.e. SEO for education) up to fifty percent (50%) of the amount in that category in the fiscal year.  The request for funds shall be in writing and submitted to the G&D Com for consideration.  The committee will present it to the executive committee for final approval.

9.8

Non-assigned funds shall be limited to expenditure of fifty percent (50%) of the INTEREST only, until the fund reaches fifty thousand dollars ($50,000.00).  Request to use any portion of the 50% shall be in writing and submitted to the G&D Com for consideration.  The committee will present it to the executive committee for final approval.

9.8.1

Non-assigned funds in excess of fifty thousand dollars ($50,000.00), not including interest earned, may be drawn on up to fifty percent (50%) of any donation in excess of the $50,000.00 in one fiscal year.  Request shall be in writing to the G&D Com.  The committee will present it to the executive committee for final approval.

9.9

A full report on the status of the funds shall be submitted, at least annually, to the executive committee and the general membership.

9.10

The funds shall be subject to audit annually, or as requested by the executive committee, by the audit committee.

9.11

In the event of extreme financial circumstances resulting in the inability of the squadron to meet its operating budget, the executive committee may authorize the withdrawal of principal, limited to ten percent (10%) of the principal of the funds.  The value of the funds shall be as of the beginning of the fiscal year.  Coincident with the authorization, the executive committee shall devise a plan for repayment of the withdrawal.

9.12

The responsibility of the G&D Com is to establish, maintain and perpetuate an ongoing endowment fund for the betterment of

Cape Coral Power Squadron, now, and in the future.

ARTICLE X

MISCELLANEOUS

10.1

Certificates of insurance are required of all service firms hired by the squadron (e.g. plumbers, air conditioner repairmen, etc,).  These certificates must specify that Florida State Workmen’s Compensation insurance is included covering all employees.  These certificates are to be reviewed and approved by the housing chairman prior to any workman entering the premises.  The squadron secretary shall maintain a current file of certificates for all firms doing business with Cape Coral Power Squadron.

10.2

It shall be the responsibility of the secretary to provide the rules committee with verbatim copies of all changes to standing rules, policy and or procedures, whether amended, adopted or deleted by the executive committee or general membership.  

10.3

It shall be the responsibility of the secretary to provide the rules committee with a copy of the minutes of the executive committee meetings and  the minutes of the general membership meetings.

It is the responsibility of the chairman of the rules committee to maintain this information and pass it on to his/her successor.