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UNITED STATES COAST GUARD AUXILIARY ELEVENTH DISTRICT NORTHERN REGION DIVISION TWELVE – FLOTILLA 12-5 December 5, 2006
FLOTILLA STANDING RULES
ARTICLE I – NAME AND PRINCIPAL OFFICE
1.1 The name of this organization shall be the LSA (Land, Sea and Air) Flotilla 12-5, Eleventh District Northern Region, United States Coast Guard Auxiliary, here in after referred to as the Flotilla.
ARTICLE II – LIMITATIONS OF STANDING RULE
2.1 The provisions of these Standing Rules will supersede all previous published standing rules of this flotilla.
2.2 Any provision in these Standing Rules which is in conflict with the current edition of the U.S. Coast Guard Auxiliary manual, COMDTINST M16790.1 (series), and all amendments and additions thereto, hereafter referred to as the “MANUAL”, Commandant Instructions and Notices, the National Board Standing Rules, the District Standing Rules, and/or the Division Standing Rules shall be null and void.
2.3 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.
2.4 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.
ARTICLE III – ORGANIZATION
3.1.1 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.
ARTICLE IV – MEETINGS
4.1 Regular meetings shall be held at 1930 hours on the third Monday of each calendar month; however, the Flotilla Commander may, with due notice to all the Flotilla members, set another time and day for the regular meeting.
4.2 Special meetings shall be held at the direction of the Flotilla Commander or Vice Flotilla Commander by notifying all members, in advance, of such meetings; specifying the date, time, location and purpose.
4.3 COMDTPUB P16791.2, Administrative Procedures Guide, Flotilla Administration, or its replacement, shall be the guide for meetings.
4.4 Unless otherwise provided in the MANUAL or in these Standing Rules, all business of the FLOTILLA shall be conducted at meetings in accordance with Robert’s Rules of Order, as last revised.
4.5 Minutes of all FLOTILLA transactions shall be kept for all regular and special meetings.
ARTICLE V – VOTING
5.1 Twenty percent (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, and the action of the majority of those present at a meeting, at which a quorum is present, shall be the act of the Flotilla unless a greater number than a majority for the specific action is required by these Standing Rules or by the Manual.
5.2 Each eligible member of the FLOTILLA, if present, shall have one (1) vote.
5.3 Proxy and absentee voting shall not be permitted.
5.4 Voting on routine matters shall normally be by voice unless otherwise provided in these Standing Rules or by the Manual.
5.5 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.
5.6 A closed ballot may be requested by any member of the Flotilla and the request shall be honored without discussion.
ARTICLE VI – ELECTION OF OFFICERS
6.1 The election of Flotilla Officers for the ensuing year shall be held at the regular meeting in the month of November, provided the election of Division Officers for the ensuing year has taken place prior thereto. Otherwise, a special meeting for the election of Flotilla Officers for the ensuing year shall be called as soon as possible following the election of the Division Officers for the ensuing year, but, in any event, prior to December 15th.
6.2 The MANUAL establishes the eligibility requirements for election to Flotilla office and designates the FLOTILLA elected officers.
6.3 At the regular meeting of the Flotilla in the month of September of each year, the Flotilla Commander shall appoint a Nominating Committee for the purpose of selecting nominees for each elective Flotilla office to be filled for the ensuing year. The Nominating Committee shall be responsible for determining the eligibility of each nominee as well as their willingness to serve if elected. The Committee shall present its list of nominees at the regular Flotilla meeting in October. 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 at which the election is held. The Flotilla Commander shall encourage such additional nominations.
6.4 The Flotilla members may direct the Flotilla Commander to dispense with the appointment of a Nominating Committee in that 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.
6.5 The election of officers shall be by secret written ballot unless only one (1) member is nominated to each elective office, in which event the FLOTILLA Secretary may be directed by voice vote to cast a single ballot on behalf of the members.
6.6 To be elected, a candidate must receive a majority vote of the voting members in attendance. If there are more than two (2) candidates for an office and 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 ballots until only one (1) candidate remains.
6.7 All notices of any election meeting must be given to the Division Captain at least fifteen (15) days prior to the scheduled meeting date.
6.8 Election of officers shall be so organized that if the Flotilla Commander is a candidate for office or is unavailable to act as moderator, then a member of the Division Board or the Immediate Past Flotilla Commander shall act as moderator.
6.9 Upon completion of the election, all ballots shall be destroyed by the moderator without revealing the count of any closed ballot.
ARTICLE VII – REMOVAL FROM OFFICE
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. A full an fair hearing shall first be 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 Auxiliary and is addressed to the District Commander through the Division Captain, District Commodore and Director of Auxiliary.
ARTICLE VIII – FINANCES
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 fourteen (14) day’s prior written notice of the meeting and intent were given and shall remain fixed at such in ensuing years until otherwise duly changed by the FLOTILLA. However, any such change in the amount of dues shall be made by the month of June of the year preceding 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 August for the following calendar year. First year dues for new member shall be prorated as determined by District policy and shall be submitted with the enrollment application.
8.3 Past District Commodores shall be exempt from the payment of FLOTILLA dues. Such exemption shall not preclude such member from being considered in good standing, nor shall it limit such member from all privileges and rights afforded any member in good standing, as set forth in the MANUAL.
8.4 Notice of dues shall be sent out by July 1st of each year. Each member shall pay such dues by August 15 of each year. Dues not received by the Flotilla Financer Officer by August 15, shall be considered delinquent and shall be considered grounds for disenrollment.
8.5 No member who is separated from the Auxiliary by reason of resignation, or otherwise, shall be entitled to refund of dues paid.
8.6 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.
8.7 All Flotilla funds, other than small cash sums in the process of collection shall be deposited in an account to be known as “Flotilla, 12-5 U.S. Coast Guard Auxiliary”. All withdrawals shall be by check only.
8.8 The Flotilla Commander may authorize emergency expenditures not exceeding a total of seventy-five ($75.00) dollars in any one (1) calendar month and direct the Flotilla Finance Officer to pay for such, provided a full report of such emergency expenditure is made to the Flotilla at its next regular or special meeting.
8.9 Upon the appointment of a succeeding Flotilla Finance Officer, the retiring Flotilla Finance Officer shall promptly deliver to his or her successor all Flotilla funds, books and records.
8.10 The fund, books, records and property of the FLOTILLA shall be examined by the audit Committee at such times as the Flotilla Commander may direct.
8.11 The Flotilla 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 in 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
ARTICLE IX – COMMITTEES
9.1 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. The Flotilla Commander shall be an ex-officio member of all committees.
9.2 The Flotilla Commander shall appoint an Audit Committee at, or before, the regular meeting of the Flotilla in the month of October in each year. This Audit Committee shall examine and audit the funds, books, records and property of the Flotilla and shall report it finds at the January Flotilla meeting.
9.3 The Flotilla Commander shall appoint an Awards Committee. This Committee shall recommend to the Flotilla Commander the member or members of the Flotilla who it feels best fulfill the criteria for each Flotilla award.
ARTICLE X – CONTRACTS
10.1 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 only by the Flotilla Commander or the Division Captain in absence of the Flotilla Commander.
ARTICLE XI – PROCEDURE FOR RELIEF OF OFFICERS
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.
ARTICLE XII – AMENDMENTS
12.1 These Standing Rules may be amended at any regular of special meeting of the Flotilla, at which fourteen (14) day’s 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 District Commodore 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 District Commodore, whichever shall later occur.
ARTICLE XIII – APPROVAL
13.1 These Standing Rules were adopted by a majority vote of the Flotilla members present at a regular meeting of the Flotilla on the ____ day of ________ in the year _________, and become effective upon approval by the District Commodore.
_______________________________________ ______________________________________ Flotilla Commander Date Division Captain Date
_______________________________________ ______________________________________ Secretary of Records Date District Staff Officer – Legal Date
______________________________________ District Commodore Date
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