DISTRICT 20 PROCEDURAL
GUIDE INDEX
(Current through
This issue supersedes all previous editions and should
be used in conjunction with the current edition of the District 20 Conference
Manual.
Readers will notice some
items may be termed `one time’ situations. However, this is a Procedural
Guide and although any given item may be termed a `one timer’ it has been
inserted to indicate how these situations have been handled.
This guide is the property
of District 20. After your term of office it must be returned to the District
Secretary.
Item Reference Nos.
Advertising, Newspaper 97, 99 Aides to the District
Commander 50
Assessment Related
Items 16, 69
Attendee Reports of National
Meetings 17
Audit Committee Members,
Qualification of 26
Awards (by District) 121
Banner, District 20
Welcome 110
Boating Class
Advertising 97,
99, 115
Boating Class Schedule
Disposition
a.
Boat Show Booth
10, 85
b. Telephone Information Service 71, 79
c.
d. Mailing by the
Boat Show Handout
Material 18, 52, 90, 101,
106
Boat Show Related Items 10, 11, 18, 19,
52, 53, 61, 77,
78, 80, 84, 85
90, 95, 96,
101, 106
Budget Amendment 95
Budget Related Items 3, 14, 35, 46,
55, 95, 103,
107
Bylaws, Number of Copies
Printed 75
Certificate of Appreciation
a. To USPS Members 36
b. To non-USPS Members 37
Chairmen of Elected
Committees, P/D/C's as 38
Conference Related
Items 1, 3, 5,
8, 15, 22, 28, 31, 35, 36, 43, 45, 50, 51, 54, 55, 58, 67, 88, 92, 93, 98, 102,
103, 108, 110, 111, 114, 116
Congratulatory Letter for
Educational Achievement 34
Contracts, Signing of 51
Cooperative Charting
Award 25
Cruise and Rendezvous
Related Items 15, 58, 110,
118
Cruising Guide, Distribution
of 94
Deaths, D/C and D/Chaplain
to be notified of 30
Deposits, Conference
Site 111
Delegates, Governing
Board 47
District Loan of Monies 112
Donations 68,
100
Donations in Memoriam 59
Dram Shop Act Liability 67
Executive Committee,
Temporary Power of 91
Expense Vouchers 57
Fall Conference Theme 8
Fiscal Year Extended 122
Flag, District 20 89
Flags and Plaques,
Responsibility for Purchase of 1
Flag Kit, Contents and Use
of 45
Flag Set with Stands 54
Fund Advance, Conference
Host Squadron 5
Fund Allotment, Conference
Host Squadron 31
Fund Raising Activities at
District Functions 58
Funds, Investment of 70
Funds, Use of 98
Gifts, Purchase of
a. For District Personnel 3
b. For non-District Personnel 35, 55
Governing Board
Delegates 47
Governing Board Meeting,
Hosting of 42, 64
Incorporation of the
District 12
Insurance, Certificate
of 19
I.R.S. Form 990 2
Log Book at Boat Show 11
Mailing List of Squadrons to
Include D/C 9
Mailing Permit 72
Mailing to Past District
Commanders 73
Meals for Guests 35
Medical Emergencies at
Conferences 22
Meeting Date Change,
Notification of 48
Meeting Room Signs 102
Membership Guideline
Manuals 76
Merit Marks 40
Miscellany 124
Mileage Allowance 65
Nominating Committee Related
Items 26, 38, 74
Not-for-Profit
Corporation 12
Operations Training Meeting
Related Items 15, 32, 56, 63,
82
Over-Budget Items 46
Payment of Invoices 21
P/D/C's as Elected Committee
Chairmen 38
Photos for Trident,
Conference 103
Planning Committee Report,
Conference 28
Procedural Guide, Quantity
Printed
and
Distribution of 49
Proxy Votes to D/C by
Squadron Commanders 29
Public Image 39
Purchase of Membership
Guideline Manuals 76
Raffles 109
Rebates from District to
Squadrons 99, 104
Records, Official
Permanent 62, 105
Registered Agent, State of
Registration with State of
Reinstatements, Temporary
Suspension of Fees 113
Reports by Executive
Committee Members 13 Reports by National Meeting
Attendees 17
Reservations Acknowledged -
G/B Meetings Hosted by the District 42
Reservation
Forms - Conferences, etc.
15
Resolution Procedure 23
Responsibilities of:
a. D/C . . . . . . . . . . . . . . . . . .
. 7, 13, 17, 22, 23, 29, 36, 37,
40, 45, 47, 50,
51, 54, 59, 70
b. D/Exec/Off. . . . . . . . . . . . . . .
. 13 c. D/EO. . . . .
. . . . . . . . . . . . . . . 6, 10, 13, 27,
33, 34, 60,71
d. D/Admin/Off . . . . . . . . . . . . . .
. .1, 3, 13, 35,
55, 76
e. D/Secy. . . . . . . . . . . . . . . . .
. .4, 13, 24, 44,
48, 49, 72, 73,
74, 75, 93, 94
f. D/Treas . . . . . . . . . . . . . . . .
. .2, 7, 13, 16,
21, 57, 65, 69,
70, 120
g. Squadron Commanders . . . . . . . . . .
. .2, 9, 16, 19,
23, 29, 30, 39
Roster, Responsibility for
Completion of 24
Roster, Inclusion of Listing
of National
Level Committee Members
in 44
Roster, Squadron Educational
Department 27
Sales Tax, State of
Savings Account 7
Seat Packets,
Conference 93
Setup/Breakdown Room Charge,
Conference 108
Speakers, USPS Members at
Conferences as 88
Speakers, Non-USPS Members
at Conferences as 43
State of
Stationery, Purchase of 4
Telephone Information
Service 71, 72,
79
Trident Related Items 15, 75, 103,
117
Trophy, Prince Henry
Keeper 33
Trophies, Keeper 60
Videotapes,
Web Site, Internet 83, 86, 87, 107, 119, 123
DISTRICT 20 PROCEDURAL GUIDE
D/C Richard H. Morland
suggested that a Procedural Guide be created for the District. It was decided
that the D/C's suggestion would be implemented and that minutes of all of the
District's meetings for the past several years would be reviewed for procedures
which may have been forgotten. Said procedures would become a guide for future
Officers of the District. The intent was that this would be an ongoing project.
Exec/Com
1. PURCHASE OF FLAGS
Unless otherwise designated
by the D/C, the D/Admin/Off is responsible for the purchasing of flags and
plaques awarded by the District.
General
2. I.R.S.
The District Treasurer is to
be notified by each member Squadron, at the time the Squadron reports to USPS
Headquarters, whether or not there is a necessity for the Squadron to file a
Form 990 for the tax year.
General
3. PURCHASE OF GIFTS FOR
DISTRICT PERSONNEL - BUDGET ITEM
The cost of the gifts
purchased for the outgoing District Commander and his spouse shall be a
separate District budget item. The D/Admin/Off shall be responsible for the purchase
of the gifts.
Exec/Com
4. PURCHASE OF DISTRICT
STATIONERY
Unless otherwise designated
by the D/C, the Secretary shall be responsible for the purchase of District
stationery. The suggested quantities to be purchased are 3000 letterheads and
5000 envelopes.
Exec/Com
5. ADVANCE OF FUNDS TO
CONFERENCE
If necessary for use as
deposits, the District will advance an amount of money to Squadrons hosting
Conferences up to two years in advance of the event. This advanced money is
considered as a portion of the total District allotment for any given
Conference.
Council
6. BOATING COURSE CLASS
SCHEDULES FURNISHED TO THE USCG
It was recommended that, as
soon as possible, a schedule of Boating Course classes should be furnished to
the offices of the United
States Coast Guard both in
Exec/Com
7. SAVINGS ACCOUNTS
It was recommended that,
when practicable, savings accounts of the District be placed at institutions
providing services to the District.
Exec/Com
8. THEME OF FALL CONFERENCES
Due to the fullness of the
time schedule at Spring Conferences, the Fall Conferences have been
educationally-oriented. In view of this, the Educational Department awards, the
Full-Certificate presentation for the previous year's awardees and the Teaching
Aid display/competition should take place at the Fall Conferences.
Council
9. SQUADRON MAILING LISTS
Squadrons are expected to
include the name and address of the D/C
on their mailing lists so that
the D/C may receive copies of minutes of all of their meetings as well as their
publication.
Conference
10. AVAILABILITY OF BOATING
COURSE CLASS SCHEDULES AT BOAT SHOWS
A listing of the Squadron
Boating Course class schedules,
available at the time of a boat show in which the District participates, should be in the boat
show booth as an information item.
Exec/Com
Due to the fact that many
Squadrons do not respond in a timely manner to the D/EO’s request for Boating
Class information for use in our Boat Show booth, the following was moved,
seconded and passed. The D/EO will make available, for the booth, a generic
flyer listing current S/EO’s and their phone numbers. Additionally,
there will be a separate sheet of
paper listing Boating Class information of those Squadrons that have forwarded
this information to the D/EO.
Exec/Com
11. LOG BOOK AT BOAT SHOWS
There is to be a log book
available at all boat shows, in which the District participates, to be used for
sign-in for watch-standers as a reference for Merit Mark recommendations.
General
12. INCORPORATION OF THE
DISTRICT
The District is to be
incorporated in the State of
Not-For-Profit corporation.
Council
13. REPORTS BY EXECUTIVE
COMMITTEE MEMBERS
All Executive Committee
members are expected to furnish to the
Secretary a written copy of
each report they make at various District meetings.
General
14. ITEM DELETED (see
item 103)
15. MEETING RESERVATION
FORMS - CONFERENCES, OPERATIONS TRAINING, CRUISE
Reservation forms for rooms
and activities should be forwarded to
all Squadrons, for reprinting
and distribution, at least 90 days
prior to the function. The
purpose of this is to help to eliminate problems caused by a late issuance of
the Trident.
Exec/Com
16. PAYMENT OF ASSESSMENT
(see item 69)
Squadrons are to remit per
capita assessment to the District at the same time the National dues are paid.
Subsequent to the District Change of Watch, the District Treasurer shall mail a
notice to this effect annually to each Squadron Treasurer.
Council
17. ATTENDEES AT NATIONAL
MEETINGS
Those District personnel
attending the various Governing Board and/or Annual Meetings are expected to
prepare a written summary of notes taken at the subordinate meetings attended.
These notes are to be given to the District Commander so that he may have the
information distributed among the Squadrons.
General
18. BOAT
There is to be no
squadron handout material used in a boat show booth when participation in
that particular show is District sponsored.
Exec/Com
19. CERTIFICATE OF INSURANCE
It was reported that, if
necessary, a Certificate of Insurance may be obtained by Squadrons from USPS
Headquarters for use at certain functions (e.g. a boat show in a shopping
center).
Council
20. REGISTRATION WITH THE
STATE OF
It was reported that there
is a letter on file stating that the District is not required to register with
the State of
Council
21. PAYMENT OF INVOICES BY
TREASURER
The District Treasurer was
instructed to pay no invoices without the WRITTEN approval of the officer in
whose department the expense was incurred.
Exec/Com
22. MEDICAL EMERGENCIES AT
CONFERENCES
The host Squadron should
make prior arrangements to have a medical doctor available in case of medical emergencies
at Conferences.
Council
23. PROCEDURE FOR
PRESENTATION OF RESOLUTIONS
It was suggested that
Squadrons submit their resolutions, proposals and problems to the District
Exec/Com for screening PRIOR to presentation at Council meetings.
Conference
24. RESPONSIBILITY FOR
COMPLETION OF THE DISTRICT ROSTER
Whether repeating in office
or not, the incumbent Secretary is charged with the responsibility of
completing the District roster for the ensuing District year. The rosters should
be available for distribution at the Spring Conference. Any missing or changed
information will be supplied upon the issuance of errata sheets.
These errata sheets shall be
compiled and distributed by the then incumbent Secretary as soon as
practicable.
General
25. COOPERATIVE CHARTING
AWARD
If earned by the District,
any National award for Cooperative Charting shall be given to the District
Chairman of the year for which the award was earned.
General
26. SPECIAL QUALIFICATIONS
OF AUDIT COMMITTEE MEMBERS
Members of the Audit
Committee may not audit the books of a Squadron hosted District function if
they are members of that particular Squadron. An alternate is to be selected
for that particular audit.
Exec/Com
27. SQUADRON EDUCATIONAL
DEPARTMENT ROSTER
The District Educational
Department shall develop a Squadron
Educational Department
roster so that any Squadron's Educational Department personnel can more easily
communicate with their counterparts in other Squadrons.
Exec/Com
28. REPORT OF PLANNING
COMMITTEE - CONFERENCE RELATED
It was the recommendation of
the Planning Committee that Conferences NOT be
assigned to Squadrons and that oral reports of Squadron Commanders NOT be
curtailed at Council meetings.
Plan/Com
29. PROXY VOTES OF SQUADRON
COMMANDERS
All Squadron Commanders are
expected to give to the D/C their written proxy with written voting
instructions for use by the D/C at National meetings PROVIDED that they
themselves or their designee will not be present at said meeting(s).
General
30. NOTIFICATION OF DEATHS
Notification of the D/C and
the District Chaplain is to be made of the death, as soon as practicable and
before the funeral, if possible, of any USPS member who was active in District
work or members of the immediate family of that USPS member. The term immediate
family is meant to mean the spouse, children or parents.
Exec/Com
31. DISTRICT FUND ALLOTMENT
TO CONFERENCE
It was verified that, within
one year of the actual Conference date, the host Squadron may receive from the
District any funds due to them as the District allotment.
Exec/Com
32. PURPOSE OF OPERATIONS
TRAINING MEETING
The Operations Training
meeting is to be conducted for the benefit of the
Exec/Com
33. PRINCE HENRY KEEPER
TROPHY
It was recommended that the
Prince Henry keeper trophy should bear a plastic-enclosed photo of the original
trophy. The total cost of this award is not to exceed $125.00.
Exec/Com
34. CONGRATULATORY LETTER
FOR EDUCATIONAL ACHIEVEMENT
The District Educational
Officer shall prepare a letter of congratulations for any member of the
District who has achieved Full Certificate status. The letter is to be signed
by the D/C and the D/EO and forwarded to the member's Squadron Commander for
presentation by him at his discretion.
Exec/Com
35. SPECIAL BUDGET ITEM -
CONFERENCE RELATED
The cost of meals and
gift(s) for the representative of the Chief Commander at Conferences should be
a separate District budget item and not considered as part of the District
allotment to the host squadron. This cost shall also include that of the
representative's spouse if in attendance. The D/Admin/Off shall be responsible
for the purchase of the gifts.
Exec/Com
36. CERTIFICATES OF APPRECIATION - USPS MEMBERS
Certificates of Appreciation
are distributed, at the Spring Conference, to all personnel serving at the
District level whether they be elected or appointed and who will not serve the
ensuing year in the same capacity.
General
37. CERTIFICATES OF APPRECIATION - NON-USPS MEMBERS
A framed Certificate of
Appreciation was given (for each year used) to the owner of a facility who
donated space and refreshments for the meetings of the District Executive
Committee. It was suggested that this also be done for donors when related to
any other District function.
Exec/Com
38. ELECTION OF PAST
DISTRICT COMMANDERS AS COMMITTEE CHAIRMEN
This item does NOT refer to
the Immediate P/D/C whose duties are
outlined in the District Bylaws.
Traditionally, the next prior P/D/C has been Chairman of the Nominating
Committee while his predecessor has been Chairman of the Planning Committee.
This applies to those P/D/C's who are currently
members of USPS, who reside in the District and are willing to serve.
General
39. PUBLIC IMAGE
As suggested by the National
organization, each Squadron should make a concerted effort to enhance the image
of USPS by obtaining favorable publicity (including pictures where possible) in
local news media.
Exec/Com
40. MERIT MARK
RECOMMENDATIONS
If work done for the
District does not warrant a Merit Mark re-
commendation on its own, the
D/C should forward the information to the Squadron Commander of the presumed
recipient for possible inclusion in the Squadron Commander's listing of Merit
Mark recommendations.
General
41. REGISTERED AGENT - STATE
OF
R/C Leonard F. Stein
reported on the status of the Registered Agent for the State of
Exec/Com
42. ACKNOWLEDGMENT OF
GOVERNING BOARD MEETING RESERVATIONS
P/D/C John W. Hotz, Chairman
of Registration and Finance for the Fall 1984
Governing Board meeting in
Exec/Com
43. NON-MEMBER GUEST
SPEAKERS AT CONFERENCES
It was suggested that the
practice of having a guest speaker at the morning session of the Conference be
discontinued and that two shifts of seminars be provided. In this manner, every
member who so desired could attend at least two seminars. The presentation of
the colors would then be made at the start of the Conference meeting. The
suggestion was well taken and would be implemented at the next Conference.
Exec/Com
44. MEMBERS SERVING USPS AT
THE NATIONAL LEVEL
It was recommended that the
District roster maintain a list of all D/20 members serving at the National
level.
Exec/Com
45.
It was reported that the
District has a flag kit consisting of the following flags: one D/C, five
D/Lt/C, one D/lst/Lt, two Chaplain/Aide and one
Squadron Commander. Also included are one each for a C/C, P/C/C, V/C, P/V/C,
R/C and a P/R/C. This kit is in the care of the District Flag Lieutenant and is
for use at Conferences and Council meetings.
Exec/Com
46. OVER-BUDGET ITEMS
There have been several
instances in the past when the District has, of necessity, paid over-budget
items without prior approval. This was due to the time lapse between when
payment was actually due and the succeeding Conference. When this situation occurred the approval of this payment was ALWAYS an agenda
item at the next Conference. In instances such as this the action of the
Conference has always been a positive response. Payment for
these expenses are
taken from general funds.
General
47. GOVERNING BOARD
DELEGATES
A request was made to
explain the District procedure relative to who was a delegate to the National
meetings. The explanation was that the D/C and the D/EO are automatically
delegates by virtue of their offices. Additionally, upon request from the
National Com/Nom, the D/C submits the names of the remainder of the Bridge as
nominees. In descending order the names have been that of the Executive
Officer, the Administrative Officer, the Secretary and the Treasurer. At the
time of the C/O/W the Executive Officer, upon becoming the new D/C, again is
automatically a delegate.
The Immediate P/D/C then
would become a delegate by assuming the
vacancy left by the Executive
Officer, if elected by the Governing Board at its next meeting. It was, therefore,
strongly recommended that the National Com/Nom be notified in writing by the
incoming Commander by 1 March but no later than the District C/O/W recommending
that the outgoing D/C be the individual to fill the vacancy created by virtue
of the C/O/W.
Exec/Com
48. NOTIFICATION OF MEETING
DATE CHANGE
It was strongly recommended
that if the publicized date of a meeting is changed to a later date, a mailed
notice of the meeting
should be sent as though the new
date was the date originally set. Similarly, if the publicized date is moved to
an earlier date, the mailing date of the notice should be moved forward
accordingly. This would eliminate the task of notifying, by phone, all
concerned individuals.
Exec/Com
49. PROCEDURAL GUIDE PRINTING
Of the 85 copies of the
Procedural Guide produced and individually numbered, one copy was assigned to
each member of the Executive Committee and to each Squadron Commander. The
remaining copies were to be retained by the Secretary. These copies may be
assigned to those individuals with a demonstrable need for one.
The Secretary is to maintain
a list showing to whom which numbered copy has been assigned. It is further
noted that, as with all other USPS documents, the guide is to remain with the
office and not with the individual.
Exec/Com
50. AIDES TO THE DISTRICT
COMMANDER
It has been the practice for
the D/C to appoint, as Aides, the Commanders of the Squadrons hosting each of
the Conferences during said District Commander's term of office. These Aides
are intended to be in addition to any other Aides the D/C may choose to
appoint.
General
51. SIGNING OF CONTRACTS IN
BEHALF OF THE DISTRICT
It was moved, seconded and
passed that the D/C will reinforce his
signing of a contract in behalf of
the District with a letter stating that any other contract(s) signed by any
other member(s) of the District also in behalf of the District are not binding
on the District with one exception. Any contracts signed having anything to do
with Conferences must be signed by both the D/C and the D/20 Conference
Chairman.
Exec/Com
52.
The clarification was made
that if participation in a boat show is sponsored by the District, the District
will bear the cost of the handout material. However, if the District booth is
loaned to a Squadron for its participation in a boat show, the Squadron will
bear the cost of the material.
Exec/Com
53. BOAT
It was moved, seconded and
approved that the Boat Show Chairman propose in writing to the Executive
Committee each year, in advance, in which shows the District should
participate. After review the Executive Committee is to make its recommendation
to the
Council and request its
approval.
For whichever dates and
locations are approved the Chairman is to forward a written request to
Headquarters for insurance coverage for the event. Further, it was noted that
historically the District has participated in two major shows per year.
Exec/Com
54.
It was moved, seconded and
passed that a set of flags (
Further, it was stated that
it would be the responsibility of the District Flag Lieutenant to store and
display the flags.
Council
55. PURCHASE OF GIFTS FOR
OTHER THAN DISTRICT PERSONNEL
Unless otherwise designated
by the D/C, the D/Admin/Off is responsible for the purchase of gifts for the
Chief Commander and his lady or his representative and their spouse when
visiting the District on official business. The amount to be spent on these
gifts is up to $50.00 each.
Exec/Com
56. DISTRICT FURNISHED
COFFEE BREAK AT OPERATIONS TRAINING SESSION
Due to the fact that there
were enough advance room-nights reserved for the O/T session February l990 in
Lisle,
Exec/Com
57. EXPENSE VOUCHERS
A motion was made, seconded
and approved that all vouchers for expenditures in behalf of the District be
submitted for payment to the District Treasurer within sixty (60) days from the
date on which the expense was incurred. All vouchers not submitted within this
time frame must be forwarded to the District Commander for approval prior to
their being paid.
Exec/Com
58. FUND RAISING ACTIVITIES
AT DISTRICT FUNCTIONS
A motion was made, seconded
and passed that only the host Squadron of the next Cruise and Rendezvous and
the Squadron hosting the following Fall Conference be permitted to raise
funds at the Spring Conference. The Squadron hosting the following Fall
Conference will be permitted to raise funds at both the prior Spring Conference
and the Cruise and Rendezvous.
Council
59. DONATIONS MADE BY THE
DISTRICT IN MEMORIAM
It has been the practice,
through the years, for the Executive Committee to vote a $25.00
expenditure as a donation to the USPS Educational Fund in memory of the passing
of a District member or a member of the immediate family of a District member.
Notification of such donation is to be sent to the bereaved family by a member
of the National Educational Fund Committee. The criteria has
been that the D/20 member had been actively engaged in District work.
As further clarification of
the above, it was decided that the term immediate family is to include the
spouse, children or parents of that member.
Exec/Com
60. KEEPER TROPHIES
It was moved, seconded and
passed that keeper trophies (with the exception of the Prince Henry which is
covered elsewhere) be given to any Squadron winning the District's Boating
Course or Squadron Membership Educational Achievement Award for three
consecutive years. Further, it was stipulated that a limit of $50.00 each be
set for the purchase of these `keepers'.
Exec/Com
61. INSTALLATION OF ELECTRIC
POWER OUTLETS AT BOAT
A motion was made which was
seconded and passed to have installed electric power outlets at the
District's booth at the Chicago Boat Show. The purpose of the outlets is to be
able to operate equipment to present a video program at the show. The total
cost of the outlets is not to exceed $160.00.
Exec/Com
62. OFFICIAL PERMANENT
RECORDS OF THE DISTRICT (see item 105) Since P/R/C Leonard F. Stein is currently
the Registered Agent of the District according to the State of Illinois (see
item 41) it was moved, seconded and passed to have Stein retain a copy of the
District's Bylaws, Procedural Guide, Award Guidelines, Conference Manual and
other such records for safekeeping.
Exec/Com
63. OPERATIONS TRAINING
COMPLETION CERTIFICATES
It was stated by the
District's O/T Chairman that credit would be given toward an Operations
Training completion certificate to those members in attendance at the O/T
sessions in February 1991. Exec/Com
64. DISTRICT HOSTING OF A
GOVERNING BOARD MEETING
A motion was made and
seconded that the District advance $2000.00 as a loan to the function's
committee, for deposits required for various items in connection with hosting
the Fall 1991 Governing Board meeting. Following a discussion the motion
passed.
Exec/Com
65. MILEAGE ALLOWANCE
It was moved, seconded and
passed that the mileage allowance be increased to $0.25 per mile for those
traveling on District business in behalf of the D/C. The change is to become
effective immediately.
Exec/Com
66. MAILING BY THE CHICAGO
PARK DISTRICT
Upon being contacted, the
Chicago Park District agreed to include, with their mailing of mooring renewal
notices, a flyer listing the USPS Spring Boating classes offered by Squadrons
of the District. Their request was for 5,000 copies. Based on this information
it was moved, seconded and passed to approve an expenditure
not to exceed $200.00 for the printing of the flyers.
Exec/Com
67.
After much research and
advice received from National Officers a report was made regarding the serving
of liquor at District and Squadron functions and the liability attached
thereto. It is ASSUMED that we are protected if the drinks are served at
no charge. This would also apply to hospitality rooms. However, liquor included
in the price of a dinner ticket sold by USPS or USPS members selling drink
tickets are completely different situations and there is no insurance coverage
unless obtained specifically
for the occasion. PLEASE BE AWARE THAT THE ABOVE INFORMATION
IS BASED ONLY UPON OPINIONS
Council
68. DONATIONS
It was moved, seconded and
passed that the District donate $100.00 to District 8
for disaster relief necessitated by Hurricane Andrew.
Exec/Com
69. ASSESSMENT STATEMENTS
(see item 16)
Squadrons are to be billed
monthly by the District Treasurer for any unpaid District assessments.
Exec/Com
70. INVESTMENT OF DISTRICT
FUNDS
There was a motion that was
moved, seconded and passed that $5,000.00 of the monies on deposit with the
Bank of Lyons be withdrawn and then deposited in the USPS Treasurer’s fund for
investments on behalf of the District.
Exec/Com
71. USE OF THE TELEPHONE
INFORMATION SERVICE NUMBER
It was moved, seconded and
passed that only the District Information Line phone number be
shown in the general mailing of flyers distributed by
Exec/Com
Due to the relative
inactivity on this Information Line its use was discontinued.
Council
72. MAILING PERMIT
It was moved, seconded and
passed that the District purchase a Not-For-Profit
bulk mailing permit from the
Exec/Com
73. MAILING TO PAST DISTRICT
COMMANDERS
There was a suggestion made
that all District mailings, minutes of all District meetings including
Executive Committee, Council and Conferences be sent to all P/D/C’s in good
standing and residing in the District. The suggestion was moved, seconded and
passed.
Exec/Com
74. INFORMATION FOR
NOMINATING COMMITTEE
It was moved, seconded and
passed that copies of all District meeting attendance sheets be forwarded to
the District Chairman of the Nominating Committee.
Exec/Com
75. QUANTITY OF SETS OF
BYLAWS/ROSTERS PRINTED
It was moved, seconded and
passed that 200 sets each of bylaws be printed (when appropriate).
Additionally, a clip-out coupon will be inserted into the Trident for
interested members to complete and return to the Secretary requesting a copy of
the bylaws. The primary distribution will be as follows: A copy for every
member of the Executive Committee plus ten copies of each for every Squadron
Commander.
Exec/Com
76. MEMBERSHIP GUIDELINE
MANUALS
There was a motion made
which was seconded and passed that the District purchase from Headquarters 17
copies of the Membership Guideline manual. One copy is to be placed in the
District library and the other 16 are for the Squadrons. The cost is $6.00
each.
Exec/Com
77. BOAT
It was moved that the
District purchase a new booth for use at boat shows with the cost not to exceed
$2,400.00. The motion was seconded and passed.
Conference
78. USE OF BOAT
There was a motion made that
the boat show booth be available for use by Squadrons of the District when the
District was not participating. The motion was seconded and passed.
Council
79. TELEPHONE INFORMATION
SERVICE ANSWERING MACHINE PURCHASE
Due to the fact that there
was difficulty with the messages received on the answering machine, it was
moved, seconded and passed to purchase a new one at a cost not to exceed
$150.00
Exec/Com
80. BOAT
It was stated that a letter
was received from the Marine Manufacturers Association with reference to
educational organizations exhibiting at boat shows. The letter noted that there
would be a minimum fee of $50.00 to cover set-up and electrical costs. It was
moved, seconded and passed to pay the fee for the upcoming Racine In-The-Water
show.
Exec/Com
81. SALES TAX - STATE OF
It was reported that
Squadrons in
Council
82. OPERATIONS TRAINING
LOCATION
It was moved, seconded and
passed to continue to offer one O/T session per year. However, they would
alternate locations between the
Conference
83. INTERNET
There was a motion made
which was seconded and passed to appropriate $150.00 to create an information
web site for the District. The web site will have both Boating class and
membership class information.
Exec/Com
84. SALES OF VIDEOTAPES AT
BOAT SHOWS
There was a discussion as to
whether or not certain USPS videotapes, normally available to the public,
should be offered for sale at the District booth at boat shows. The suggestion
was rejected.
Exec/Com
85. BOATING CLASS SCHEDULES
FOR USE AT BOAT SHOWS
It was noted that there were
700 copies of the schedule distributed at the Racine Boat Show and 500 at the
Michigan City Show, both of which were in 1996. It was further noted that there
were 800 copies used at the Chicago Boat Show at
These numbers are offered as
a guide for future shows.
Council
86. USE OF
There was a suggestion that
a Squadron be allowed to use the District site, with prior permission from the
District, for a trial period of three months without charge. After that, if the
Squadron chose to remain on the District site, there would be a charge of $2.00
per month to the Squadron for as long as they used the site. The suggestion was
moved, seconded and passed.
Exec/Com
87.
It was moved, seconded and
passed that any information given out via the District web site must have prior
approval of the District Commander. Further, a member’s phone number, street
address and/or
e-mail address may not be placed
on the District site without the written permission of that member.
Exec/Com
88. CONFERENCE SPEAKER -
There was a motion made,
seconded and passed to approve an expenditure of not more than $600.00 for the
air fare, lodging and meals of N/Fl/Lt V. Glenn Daughtridge,
AP who is to be the guest speaker at the 1998 Spring Conference. Daughtridge is a motivational speaker and has conducted
many Leadership Seminars for USPS.
Exec/Com
89. DISTRICT 20
The proposal to adopt a
District 20 flag was discussed. There being little interest in the proposal,
the idea was dropped.
Council
90. USPS BROCHURES FOR USE
AT BOAT
It was moved, seconded and
approved to purchase 2,000 brochures titled “This is USPS” for the Chicago Boat
Show. The cost from USPS is $3.50 per 50 copies.
General
91. TEMPORARY POWER OF THE
EXECUTIVE COMMITTEE
There was a question as to
whether or not the Executive Committee has the authority to approve
expenditures which exceed a line item budget amount and/or do not appear on the
budget. It was stated that when this situation occurred, usually due to time
constraints, the
matter was ALWAYS an agenda item and was up for approval at the immediately
following Conference. Further, there has never been adverse
comments on this type of action by the Executive Committee.
Exec/Com
92.
There was a motion made,
seconded and passed that the District gift to the Chief’s representative at the
1998 Spring Conference, P/C/C James T. Stewart, N and his wife Janie,
would not exceed $100.00. The gift to the Stewarts is to be a donation in their
name to the USPS Members’ Fund at the request of P/C/C Stewart.
Exec/Com
93. CONFERENCE SEAT PACKET
REPORTS
It was stated that anyone
who had need to include a copy of their report in the 1998 Spring Conference
seat packet should furnish 175 copies to the District Secretary.
Exec/Com
94. CRUISING GUIDE
It was reported that each
Squadron Commander had received five copies of the District Cruising Guide.
Council
95. BUDGET AMENDMENT
It was moved, seconded and
passed that the budget be amended to allow the District to participate in the
Racine,
Conference
96. BOAT
There was a motion made,
seconded and passed that the District purchase from Headquarters a 42" x
48" USPS banner to be displayed at a District Boat Show booth. The
purchase price is not to exceed $200.00. The banner is to be in the care of the
District Boat Show Chairman.
Exec/Com
97. NEWSPAPER ADVERTISING
REGARDING BOATING CLASSES
Upon the recommendation of
the District Executive Committee a motion was made, seconded and passed to
refer the following to the 1999 Spring Conference for approval: An amount not
to exceed $450.00 be given to Illinois Valley Power
Squadron to fund additional newspaper advertising relative to their Boating
Classes. It was noted that the District will be eligible to seek reimbursement
for one-half of this expenditure through the USPS Cooperative Advertising
Program.
Council
98. USE OF DISTRICT FUNDS
There was a recommendation
by the Planning Committee that was moved, seconded and passed. It reads:
District funds may not be used to pay for any hospitality function or party
that is not open to the entire membership of the District except for the `First
Timers’ reception at the Spring and Fall District
Conferences.
Conference
99. REBATES FROM DISTRICT TO
SQUADRONS (COOPERATIVE ADVERTISING)
There is a Cooperative
Advertising program offered by National whereby a certain percentage of an
advertising expenditure spent by a Squadron is refunded to the District of
which the Squadron doing the advertising is assigned. (The percentage of the
refund is dependent upon the number of members in the Squadron which has done
the advertising.) It was moved, seconded and passed to refund 50% of the amount
received by the District to the Squadron involved.
Conference
Relative to monies received
by the District from National for use in the Cooperative Advertising program,
the following motion was made, seconded and passed. District’s disbursement to
the Squadrons participating in this program shall not exceed $1.00 per Squadron
member.
Council
100. DONATIONS
It was moved, seconded and
passed that the District make a donation in the amount
of $150.00 to the Shipmasters’ Memorial to Great Lakes Mariners at Navy Pier in
Exec/Com
101. BOAT
A discussion was held as to
the District handing out pencils at boat shows in which the District
participates. It was moved, seconded and approved to purchase 1200 imprinted
pencils at $0.19 per each totaling $228.00 plus a $12.00 setup charge.
Exec/Com
102. MEETING
A motion was made, seconded
and passed for the District to purchase room activity signs for use at
Conferences in the amount of $460.00. The signs will be lettered to read (e.g.)
CONFERENCE, COUNCIL MEETING, COMMANDERS’ MEETING etc. Easels for the signs will
be furnished by the facility at which the Conference is being held. In between
Conferences the signs are to be stored by the District Conference Chairman.
Exec/Com
103. CONFERENCE PHOTOGRAPHY
After a brief discussion a
motion was made, seconded and passed to increase the TRIDENT budget amount from
$3000.00 to $3100.00. The additional $100.00 was to be earmarked for an
appointed photographer to take pictures at each Conference which would be
suitable for publication.
Exec/Com
104. REBATES FROM DISTRICT
TO SQUADRONS (PAINTINGS)
It was announced by National
that there are 2000 limited edition copies of Demer’s
historical nautical painting to be sold at $200.00 each. Since they are to be
sold through the respective District organizations, the District will receive
$100.00 for each print sold. It was moved, seconded and approved to have the
District refund $50.00 to the Squadron whose member made the purchase.
Conference
105. OFFICIAL PERMANENT
RECORDS OF THE DISTRICT (see item 62)
There was a motion made,
seconded and passed to clarify the matter of retention of District records. The
following is the approved motion:
Record Type Responsible Officer Min. Retention
Disciplinary Records D/C (at time of action) 3 Years
Course Completion Records D/EO Permanent
District Award Records D/EO (edu), Sec’y (other)
Permanent
Historian Annual Reports Historian Permanent
Sqdn Formation/Dissolutions* Historian* Permanent
Trident Historian* Permanent
Conference Records* Historian* (dates, locations, Permanent
elected officers)
Conference Manual Registered Agent** 3 Years
District Award Criteria** Registered Agent**, Historian Permanent
Charters, Incorp.
Records, Registered Agent** Permanent
State Reports** (in safe
deposit*)
Procedural Guide Registered Agent** Permanent
Bylaws and Amendments Secretary, Registered Agent,** Permanent
Ch/Rules
Committee, Historian
Permanent
Audit Committee Reports Secretary 3 Years
Meeting Attendance Records Secretary 3 Years
Routine Reports & Corresp. Secretary 3 Years
District Rosters Secretary (then see Historian) 3 Years
District Rosters Historian Permanent
Meeting Minutes Secretary (then see Historian 3 Years
Meeting Minutes Historian Permanent
Insurance Policies* Secretary (in safe deposit*) Permanent
then Historian (in safe deposit*)
Membership Records* Secretary* 5 Years*
990 Reports Treasurer 3 Years or
Per I.R.S.
Assessment Records Treasurer 3 Years
Receipts & Canceled Checks Treasurer 3 Years
*Required by Operations Manual **Required by D/20 Procedural Guide
The State of
excluding the current year.
Standard Banker’s boxes are suitable for
storage and handling.
Exec/Com
106. BOAT
It was moved, seconded and
approved to make an expenditure of $200.00 for 500 pins to be handed out at the
Racine Boat Show. The pins are to bear an imprint promoting USPS.
107. PERMANENT
There was a discussion held
on obtaining a new permanent web address since we have had several problems
with the current provider. It was suggested that we spend $25.00 (one time
cost) to move the site, $20.00 per month to maintain the new site plus $35.00
per year to register the site. Fifty percent (50%) of this total cost will be
refunded to the District by National’s Cooperative Advertising program. There was
a motion made, seconded and passed to make these expenditures. The net cost is
to be charged against the budget item COMPUTER SYSTEMS/
Exec/Com
108. CONFERENCE
SET-UP/BREAK-DOWN
The Conference Chairman
noted that the upcoming Conference site will make a charge of $600.00 to cover
the cost of set-up and break-down of various room used for different Conference
activities. It was moved, seconded and passed to approve this charge. Further,
this will become a separate budget line item for future Conferences to be used
when necessary.
Exec/Com
109. RAFFLES
As a result of the use of
the USPS credit card, the District received (no charge) several tote bags
and T-shirts. It was proposed that these items be raffled at an upcoming
District event.
Exec/Com
110. DISTRICT 20 WELCOME BANNER
There was a motion made,
seconded and approved to make an expenditure not to exceed $60.00 to purchase a
banner to read “WELCOME DISTRICT 20". The banner is to be approximately 18"
x 72"
in size and is to be used at
such District functions as Conferences and Cruise and Rendezvous. It shall
remain in the possession of the D/C’s Flag Lieutenant.
Exec/Com
111. CONFERENCE
There was an instance where
the District was requested to make a deposit to a hotel where a conference was
to be held. It was stated that the District should not comply with the request
since that is the responsibility of the host Squadron.
Exec/Com
112. DISTRICT LOAN OF MONIES FOR SQUADRON
EDUCATIONAL MATERIAL
Due to a shortage of funds
in their treasury, Mid-Illini Power Squadron received
a Past-Due statement for educational material they had purchased. It was moved,
seconded and passed that the District send a check to
cover the purchase price to the National Treasurer under the following
conditions:
a. The amount of the payment (loan) is not
to exceed $500.00.
b. Mid-Illini Power Squadron approves of the payment made
on its behalf.
c. Mid-Illini Power Squadron agrees to sign a document expressing their intent to
reimburse the District within
two years.
Further, the Squadron
Support Committee is responsible for assuring that the above conditions are
fulfilled.
Exec/Com
113. TEMPORARY SUSPENSION OF
REINSTATEMENT FEES
In an effort to help bring
back non-renewal members, it was noted that National has temporarily suspended
reinstatement fees until further notice.
Exec/Com
114. SQUADRONS HOSTING
The Planning Committee moved
that a Squadron could host all or part(s) of a District Conference. The motion
was seconded and approved.
Conference
115. EXPERIENCED BOATERS
PROGRAM BROCHURE
It was moved, seconded and
approved to authorize the Executive Officer to design and order 2000 EBP
brochures at a cost not to exceed $687.00. With this approval, the Treasurer is
to request an amendment to the Budget.
Exec/Com
116. CONFERENCE HOSPITALITY
A motion was made to allow
the D/C to use line item funds to apply toward the cost of a Hospitality room.
The motion was seconded and approved.
Council
117. TRIDENT DELIVERY DATE
After discussion, it was
agreed that mailing of the Trident 4-6 weeks prior to a Conference would be
proper timing.
Exec/Com
118. CRUISE
The District does not have
the authority to levy a registration fee for participation in a District
Cruise and
Rendezvous.
Exec/Com
119. DISTRICT
Items inserted into the Web
Site are merely a guide and are not meant to take precedence over similar
procedures set forth by individual Squadrons in the District.
Exec/Com
120. SIGNATURES ON CHECKS
It was decided that only one
authorized signature is required to endorse checks and orders for the payment
of monies or otherwise withdraw or transfer funds on deposit with the financial
institution with which the District is dealing. However, this applies ONLY to
the writing of checks that are NOT over the budgeted amount and that monthly
reports are submitted by the Treasurer.
Exec/Com
121. AWARDS (by District)
It was moved, voted upon and
approved that two traveling trophy awards be given to the deserving Squadrons
each year at the Fall Conference. The specifics are:
a. Membership Award - based upon the growth
of a Squadron’s total membership (Active and Additional Active only) for the
period 1 July to 30 June of the succeeding year. The Squadron with the greatest
growth, or least loss, based upon a percentage of the prior year’s total
membership (active
and additional active only) shall be the winner. A second and third place shall
also be named.
b.
Membership Retention Award - based upon the number of non-renewals for
the period 1 July to 30 June of the succeeding year as reported by HQAB (or
extrapolated from the information of any
Squadron not participating in HQAB) for
Active and
Additional Active members. The Squadron having the lowest percentage of non-renewals
as compared with the total membership as of 1 July shall be the winner. A
second and third place shall also be named.
c. The results of the awards, including
all computations for all Squadrons shall be made known to the membership of
District 20 after the announcement of the awards.
d. The attendance award and any awards
whose periods are determined by National are not subject to these
stipulations.
e. All annual awards of the District
shall be judged and based
upon the period from 1 July to
30 June of the succeeding year. determined by National
are not subject to this stipulation.
Exec/Com
122. FISCAL YEAR EXTENDED
The fiscal year of the
District had been from 1 March to 28 February of the succeeding year. To get a
more accurate picture of the Budget/Finance situation (relative to the Change of Watch)
it was decided to change the fiscal year from 1 April through 31 March. In
order to accomplish this, a 13 month fiscal year was created. It began
Conference
123.
It was moved, seconded and
passed that Squadrons using space on the District Web Site would be charged an
annual fee of $25.00. The District has increased the size of its domain in
order to accommodate those Squadrons desirous of using the site.
Council
124.
It was moved, seconded and
passed that the District become a participant in the
Illinois Coalition for Boating Education. It was expressly noted that the
District’s commitment is directed toward boating education only and cannot act
as a lobbyist.
Council