Bylaws: Seagull Flight #61 Order of Daedalians
January 2009
Article I – Duties of Officers
Section I.
Flight Captain. He/she will preside over the general and special membership meetings. The Flight Captain will appoint committee chairpersons when they are required for special fundraisers or other events. The Flight Captain will ensure standing committees prepare quarterly activities and/or financial reports and will track the progress of each of these committees. If a quarterly reporting cycle is too long, the Flight Captain will increase the reporting frequency to ensure that good operational and fiscal management is maintained at all times.
Section II.
Vice Flight Captain. He/she will assume all duties and responsibilities of the Flight Captain in his/her absence. The Vice Flight Captain will perform all other duties as directed by the Flight Captain.
Section III.
Flight Adjutant. He/she is responsible for maintaining an accurate record of the proceedings and preparing a written memorandum (minutes) to present to the National Order and Flight membership. A copy of the minutes is to be signed by the Flight Captain, filed in the organization’s historical folder, and a copy sent to 1 SOSVS/SVF no later than ten working days following each meeting. The Flight Adjutant will take attendance at each meeting and ensure organizational records are compiled, maintained, and transferred to his/her successor. He/she will perform such other duties as directed by the Flight Captain.
Section IV.
Flight Treasurer. The Flight Treasurer will collect, disburse and maintain financial records for all monies used by the organization. He/she will accomplish a financial statement each month. A consolidated financial statement will be prepared quarterly and for the calendar year and submitted to 1SOSVS/SVF for review. The Flight Captain will appoint a committee from the Flight membership to conduct a semi–annual audit of the treasurer’s financial records and to audit all financial records at least 30 days prior to tenure and/or transfer to a new treasurer. The results of these audits will be filed in the organization’s historical folder and submitted to 1 SOSVS/SVF. If monthly gross revenue exceeds the dollar thresholds established in AFI 34–223, an annual audit by an independent certified public accountant is required. If at anytime fraud or other improprieties are suspected, the requirements of AFI 34–223 apply.
Section V.
Flight Scholarship Chairperson. The Scholarship Chairperson will chair a committee of Flight members who screen and select deserving candidates for Flight and/or matching scholarships submitted to National Headquarters for approval.
Section VI.
Flight Provost Marshal. The Flight Provost Marshal is responsible for advising the Flight membership on matters of protocol at Flight meetings and the induction of members into the Order of Daedalians. He/she is also responsible to ensure only members and their authorized guests attend Flight meetings, and perform other duties as required by the Flight.
Article II – Election, Voting and Tenure
Section I.
Any person from the general membership may be nominated as an officer of the organization.
Section II.
The term of office for all elected officers will be approximately one year from the time of installation.
Section III.
Voting will be by a simple majority of members voting by mail–in ballots.
Section IV.
By July of each year, the Seagull Flight Standing Nominating Committee shall initiate the nominating process for the upcoming calendar year flight staff, using the following guidelines: The Standing Committee shall be indefinite and consist of the last five (5) past Flight Captains, chaired by the Flight Captain that has vacated that position for the longest period. The committee will therefore consist of from one (1) to five (5) people, depending on their availability. Flight positions that require elections by the membership (IAW the National Flight Manual) are: Flight Captain, Adjutant, Treasurer, Provost Marshall, and Chairman of the Scholarship Committee. Other staff positions may elected or appointed by the Flight Captain. Nominations will be submitted to the proposed incoming Flight Captain for his coordination and approval as they occur. The Flight Nominating Committee shall advise the current Flight Captain of nominees by 15 September. Ballots containing the names of the nominees and a space for a write–in vote for each position will be provided the membership in October and November. Those elected will be announced in November, installed in December and take office on 1 January.
Section V.
IAW National Bylaws, Article VII, Paragraph 7.04, Election of Flight Officers, in the event of death, resignation, or removal from office by a vote of the current Nominating Committee, the vacant position will be filled by the following actions:
- If the vacant position is the Flight Captain, the Vice Flight Captain will fill that position as the Flight Captain for the remainder of the unexpired term. He may then appoint a member to fill the vacant position of Vice Flight Captain or direct the Nominating Committee to select a member to fill the vacant Vice Flight Captain position for the remainder of the unexpired term.
- If the vacant position is either the Flight Adjutant, Flight Treasurer, Flight Scholarship Chairman, or Flight Provost Marshal, the Flight Captain will direct the Nominating Committee to select a flight member to fill the vacant position for the remainder of the unexpired term.
- If the vacant positions are both the Flight Captain and the Vice Flight Captain, the Flight Adjutant will perform the duties of the Flight Captain until the new Flight Captain is selected. The Flight Adjutant will direct the Nominating Committee to select a flight member to fill the vacant Flight Captain position and to select a flight member to fill the vacant Vice Flight Captain position. Both will serve for the remainder of the unexpired terms.
- These positions will be filled within 30 days. The newly selected Flight Officers will assume their positions immediately following their selection. They will be formally installed at the next flight meeting following their selection.
Reference Article VArticle III – Dues and Fees
Reference Article V of the Constitution. No other dues or fee collections are deemed necessary by the organization
Article IV – Standing Committees
Such committees will be established on a temporary or indefinite basis as deemed appropriate by the organizational Flight Captain. Such committees operate with limited authority under the discretion of the organizational Flight Captain. Such committees must follow applicable guidelines, standards, and procedures as outlined in AFI 34–223. When the organization deems these committees no longer required, or the intended purpose/function of the committee no longer exists, these committees can be terminated at the discretion of the organizational Flight Captain. Each committee chairperson will prepare an activities and/or financial report to be submitted to the organizational Flight Captain on a frequency basis directed by him.
Article V – Finances and Taxes
Section I.
Monies and property of the private organization will come from dues, donations, payments, or other receipts IAW AFI 34–223.
Section II.
The organization must comply with all applicable federal, state and local laws governing like civilian activities. If the organization desires tax–exempt status, an application must be submitted to the Internal Revenue Service. A copy of the tax exemption certificate should be sent to 1 SOSVS/SVF for enclosure in the organizations historical record. If tax exempt status is not obtained, copies of yearly tax files must be sent to 1 SOSVS/SVF for inclusion in the historical record. Establishment of tax exempt status will not relinquish the organization from local or state laws. Each member is made aware of the Constitution and Bylaws of the organization and their contents, and specifically in regard to potential dissolution of organizational assets. Flight Officers will ensure that a time–phased plan of action is prepared for review by the membership, prior to dissolution of assets, or at any time financial statements reflect the organization to be having financial trouble. The organization must be able to discharge its debts. Should the entity fail to do so, it will be the responsibility of its members to ensure that all debts are satisfied.
Article VI – Insurance Coverage
Reference Article X of the Constitution. Should additional coverage be required, this article will be amended to include changes/additions.
Article VII – Awards and Gifts
Section I.
Expenses of the organization may include competitive awards or contributions for worthy purposes such as base youth activities, childcare centers, or chapel programs.
Section II.
The organization will ensure all expenditures meet and are reported within the guidelines established by AFI 34-223.