chapter 4 d organization

United States Power Squadrons® Operations Manual Page 4-1

2020

Chapter 4DISTRICT ORGANIZATION

[4.1] Role of districts[4.2] District bridge[4.3] Lines of authority[4.4] Chaplain and aides[4.5] D/C as a national officer[4.6] Relations with squadrons[4.7] Correspondence and files[4.8] Liaison with national and squadrons[4.9] Provisional Squadrons[4.10] Helping squadrons in difficulty[4.11] Dues collection procedures[4.12] Attending Governing Board meetings[4.13] Voting for others[4.14] Role at Governing Board meetings[4.15] Merit marks[4.16] Meeting deadlines[4.17] District executive department[4.18] Executive department chair[4.19] Boat show committee[4.20] Cooperative charting activities[4.21] Duties of liaison committee[4.22] District Homeland Security Officer[4.23] Legislative officer[4.24] Public relations committee[4.25] Radio technical committee[4.26] District Safety committee[4.27] Vessel safety check[4.28] Squadron Development Committee[4.29] Squadron commanders[4.30] District educational department[4.31] DEO election and role[4.32] Assistant DEO[4.33] District lieutenants[4.34] District administrative departments[4.35] Membership committee[4.36] Member involvement committee[4.37] Boating activities committee

[4.38] Leadership Development Committee[4.39] Conference committee[4.40] Auxiliary liaison officer[4.41] Duties of district secretary[4.42] Importance of historian[4.43] Roster committee[4.44] Newsletter/publications committee[4.45] The Ensign correspondent[4.46] Computer systems committee[4.47] Duties of district treasurer[4.48] Federal tax returns[4.49] Budget committee[4.50] Property officer[4.51] Allotments and assessments[4.52] Expense reimbursement[4.53] General committees[4.54] Nominating committee[4.55] Rules committee[4.56] Auditing committee[4.57] Planning committee[4.58] Standing committees[4.59] Finance committee[4.60] Requirements for law officer[4.61] Educational Fund representative[4.62] Personnel committee[4.63] District Bylaws[4.64] Makeup and role of council[4.65] Two conferences yearly[4.66] Conference notices[4.67] Conference sponsorship[4.68] Conference agenda[4.69] Distribution of minutes[4.70] Social activities[4.71] No fee to attend conference[4.72] Squadron representative[4.73] Order of business[4.74] Distribution of assets

A Chart of a Typical District Organization appears at the end of this chapter.

4.1 The district organization, an intermediatelevel between the national organization and thesquadrons, is the nucleus for group action ofsquadrons assigned by the Governing Board to aspecific district. It oversees administration of pro-

grams to educate and train members and the publicand it provides opportunities for social intercourseamong members and families of assigned squad-rons.

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The only “members” of a district are theassigned squadrons themselves. Each has votingpower in district affairs.

The district organization is in close contactwith all national departments and committees. It isa channel for communication between nationaldepartments and squadrons, insuring uniformity ofaction by squadrons.

It should be noted that USPS Bylaws allowsthe Governing Board to establish specific depart-mental committees as necessary to carry out theresponsibilities assigned to the various depart-ments. There isn't any wording requiring thesecommittees to exist at the district or squadronlevel.

At the district and squadron level, other com-mittees consisting of those customarily assigned tothe various departments of a district or squadron bythe policy and authority of USPS may beappointed. They shall perform such duties as areusual for their responsibilities and as may bedirected by their department heads and shall makesuch reports as are required by their operations. So,except for specific general and standing commit-tees (nominations, planning, et cetera) there are nospecific requirements that squadrons and districtshave the same committees as at the national level.It is implied that if they are appointed, that theyshould follow the national organization as todepartments, but it is not required that they do so.

4.2 District bridge. The district commander(D/C) is the ranking officer of the district and holdsequal stature with a rear commander. The D/C pre-sides at all district meetings, such as district con-ferences and council meetings, and serves exofficio as a member of all district committeesexcept auditing, nominating and rules.

District operations are apportioned among fivedepartments: executive, educational, adminis-trative, secretary's, and treasurer's, each headed byan elected officer serving with the rank of districtlieutenant commander (D/Lt/C). The district com-mander and these department heads comprise thedistrict “bridge.”

4.3 Lines of authority. Squadron command-ers report to the district executive officer. Educa-tional responsibility (a staff function, not line)flows between the district and squadron educa-tional officers. The executive officer is the seniordistrict lieutenant commander, followed in turn bythe educational officer, the administrative officer,the secretary and the treasurer. Each district bridgeofficer must obtain one advanced grade and beawarded at least one merit mark prior to nomina-tion. A district may elect an assistant educationalofficer, assistant administrative officer, assistantsecretary and/or assistant treasurer, who serve withthe rank of district first lieutenant (D/1/Lt orD/1st/Lt). The district commander, district lieuten-ant commanders and district first lieutenants arethe district flag officers. All district officers mustbe members in good standing of squadrons in thedistrict.

4.4 If the district bylaws permit, the D/C mayappoint a chaplain, flag lieutenant (D/F/Lt), fleetcaptain, aides and other lieutenants as needed.

The chaplain, in addition to offering invoca-tions and benedictions at meetings of the district, isavailable for counsel to all squadron chaplains whomay wish suggestions as to ceremonies andprayers. The flag lieutenant may travel with or forthe D/C and assist in handling personal details.Chaplains should also advise conference planningcommittees on scheduling conflicts with religiousholidays.

Aides perform assignments as directed by theD/C, such as arranging meetings, entertaining dis-tinguished guests and visitors, conducting surveys,collecting information, et cetera. These dutiesassist the D/C in carrying out his responsibilitiesand help coordinate departmental affairs.

4.5 The district commander is elected by thedistrict conference, usually at its spring meeting.The D/C is both the commander of the district anda national officer. He is a member of the nationalexecutive department under the national executiveofficer and is, ex officio, a member of the Govern-ing Board. The D/C is responsible for fostering aclose bond among the squadrons of his district.


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4.6 The district commander works closelywith the squadrons in his district. It is incumbenton the D/C to attend as many squadron functions aspossible, visiting each squadron in his district atleast once each year. In addition, it is his responsi-bility to conduct the installation of squadroncommanders and, on request, squadron officers. Inas much as it is rarely possible for the D/C to attendevery squadron's change of watch, he assigns oneof his bridge officers to represent him on someoccasions.

The D/C also serves as liaison with squadroncommanders on district and national affairs. Hekeeps squadron commanders informed by means ofconference and council meetings, a district publi-cation, correspondence, electronic mail wherepractical or telephone, of all district and nationalmatters that concern their squadrons. He shouldmake certain that his name is on each squadron'smailing list so as to receive its publications andannouncements.

4.7 The D/C is obligated to conduct extensivecorrespondence. He receives copies of most com-munications from national departments to squad-rons, except routine correspondence between theeducational department and local boards.

In considering a member for the position ofdistrict commander, the district nominating com-mittee should be certain that he will have the timeand facilities for a heavy load of correspondence.

The retiring D/C is obliged to pass on to hissuccessor all files concerning district businesstransacted during his watch, including correspon-dence, directives, manuals, merit mark recom-mendations, unused forms, et cetera. These filesbelong to the district. They can be invaluable inassisting the new D/C with performing his dutiesand maintaining continuity in the district's work.

4.8 The D/C is the liaison among the Govern-ing Board, national officers and the squadrons ofthe district. For this reason, the D/C should keep inclose touch with the national executive officer, towhose attention he should bring all matters of sig-nificance, such as a new procedure to improve theoperation of the district. In turn, national matters of

interest to the district will be reported to the D/C,who is responsible for seeing that national policiesare effectively carried out in his district.

4.9 Provisional Squadrons. The purpose ofthe Provisional Squadron Program is to promotethe formation of new squadrons in areas not servedby current squadrons. The Board of Directors hasthe authority to grant provisional squadron statusand assigns a provisional squadron to a district foradministrative purposes. See Chapter 15 for proce-dures for the formation and chartering of provi-sional squadrons.

The primary objective of a provisional squad-ron is to grow its membership to a minimum of 25active members so it can request its squadron char-ter. It has no official status within the district, andcannot vote at district council meetings or confer-ences, but the district organization has the respon-sibility to help in its efforts to become chartered.

A provisional squadron is comprised of mem-bers of other squadrons or unattached memberswho will transfer into the new squadron upon itsbeing chartered. Those members of other squad-rons may vote and participate in district activitiesas members of those other squadrons but not asrepresentatives of the provisional squadron. Thedistrict commander should invite the provisionalsquadron to district meetings, even though thesquadron has no vote, to help its members becomeacquainted with the district organization andUSPS.

The district may also include the provisionalsquadron in its mailing and distribution of informa-tion just as a regular squadron in the district. Thedistrict committees can help the provisional squad-ron in its efforts to publicize and conduct publicsafe boating courses in order to increase its mem-bership. It can also help initiate an educational pro-gram of advanced and elective courses for itsmembers.

4.10 Helping Squadrons in Difficulty. Squad-rons may become inactive. Typical symptoms arehigh non-renewal rates, not offering public educa-tion courses, not recruiting new members, inabilityto fill bridge positions, inability to provide an edu-

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cational program for its members or inability tocarry out the objects of USPS. In such cases, theD/C should discuss the matter with the squadron toattempt to remedy the situation. If these shortcom-ings cannot be corrected by communicating withthe squadron commander, it may be necessary forthe squadron commander to call a special meetingof the squadron executive committee for the D/C todiscuss the situation and outline a program to revi-talize the squadron.

If revitalization appears impossible, squadronmerger, consolidation or dissolution may be con-sidered and reported to the national executive offi-cer, who will present the matter to the Board ofDirectors.

4.11 The D/C should make certain that squad-rons of his district are acquainted with and followthe prescribed dues collection procedure, and heshould check with each commander just after 1June to be sure that appropriate steps are beingtaken to encourage retention of all squadron mem-bers.

4.12 The D/C should attend meetings of theGoverning Board and be prepared to give a briefreport on current activities within the district. If hecannot be present he must have his executive offi-cer or, in the latter's absence, the administrativeofficer represent him. These proxies have the samevoting privileges as the absent D/C.

4.13 The D/C presents the views of his districtto the Governing Board, after presenting the sub-ject to his conference or council for consideration.It is at conference or council meetings that he mustdetermine the decisions of the squadrons on allmatters listed on the agenda of a forthcoming Gov-erning Board meeting. Although squadroncommanders are members, ex officio, of the Gov-erning Board, in the event of a card vote, the D/Ccasts one vote for the district and one for eachsquadron for which he has an authorized alternate.The squadrons' votes are cast as instructed by therespective squadron commanders on behalf of theirsquadron or, in the absence of such instruction, atthe D/C's discretion. It is imperative that either theD/C, the executive officer or the administrativeofficer attend all Governing Board meetings.

4.14 The D/C must attend the meeting of theexecutive department preceding GoverningBoard meetings. The exchange of ideas in thesemeetings makes it possible for each D/C to profitfrom the experience of other districts. Because thenational executive officer serves as chair of themeeting, it is often possible to clarify questions ofpolicy and procedure. The D/C should encourageeach squadron commander to attend GoverningBoard meetings or to send the squadron executiveofficer.

The D/C should make an effort to make newsquadron commanders feel at ease at GoverningBoard meetings and help them contribute effec-tively to the meeting. He also should encourage thedistrict executive and administrative officers toattend these meetings and the executive departmentmeetings which precede them.

4.15 For pertinent instructions relating to sub-mission of merit marks, See Chapter 16.

4.16 Below are a few specific things a D/Cmust do (all forms are obtainable from USPS head-quarters):

A) Hold spring and fall district conferences.He should notify the national executive officerprior to USPS annual meeting, preferably before 1November, as to the date and location of thedistrict's spring conference, and notify him at leastfive months in advance of the fall conference;

B) Approve plans made by the districteducational officer for district educationalmeetings;

C) Submit to the chair of the Committee onNominations, before the September G/B Meeting,recommendations for general members of theGoverning Board;

D) Before 15 November see that all squadroncommanders send in merit mark recommendationsto the area monitor. These recommendations maybe submitted using either the appropriate USPSform or submitted electronically as detailed inChapter 16;

E) Forward to the area monitor, not later than15 November, using form or diskettes provided byheadquarters, recommendations for merit marksfor work performed for the district during thecalendar year to the date of filing. The D/C also


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recommends squadron commanders within hisdistrict;

F) Send to the area monitor supplementarymerit mark recommendations for work performedfor the district during the calendar year from thesubmission date of the original recommendationsto 31 December, and see that squadron command-ers file their own supplementary recommendations;

G) Aid the area monitor in obtaining meritmark recommendations from squadrons in hisdistrict when advised that they are delinquent;

H) Attend meetings of the Governing Board.If unable to do so, request the district executiveofficer, and if he is unable to attend, request thedistrict administrative officer to act as therepresentative of the district and its squadrons;

I) Be prepared to report to his council andconference on pertinent matters addressed atGoverning Board meetings;

J) Develop a calendar of dates of national,district and squadron functions at which the D/C'spresence is expected or likely to be requested;

K) Hold district council meetings as requiredby district bylaws.

4.17 The district executive department isheaded by the district executive officer (DXO).He is responsible for general supervision and coor-dination of squadron activities within the district,and all squadron commanders report directly tohim. The DXO is informed of developments insquadrons having district and national importance,and squadron commanders should consult him onall important operational problems, particularlythose which involve relations with other squadronsor with outside agencies. He is also responsible forholding periodic meetings with squadron com-manders and for advising them on questions of dis-trict interest that should appear on agendas of thesquadrons’ general or executive committee meet-ings. It is his responsibility to review the minutesof squadron meetings and to bring to the attentionof the district council resolutions or recommenda-tions on which action by that body is required. TheDXO coordinates visits of the district commanderand/or his representative to squadrons and advisesthe squadron as to whether the D/C or his represen-tative will be present. The functions of the execu-tive department are sometimes described as“external affairs”. Activities presently assigned to

the executive department are:• Boat show committee• Cooperative charting committee• Legislative committee• Liaison committee• Homeland Security Officers (if any)• Public relations committee• Radio technical committee• Safety committee• Vessel safety check committee• Environmental Committee• Squadron commanders

4.18 Committee chairs in the executive depart-ment are recommended by the DXO and appointedby the D/C to serve as liaison with national andsquadron committees concerned. These chairsserve with the rank of district lieutenant.

4.19 The chair of the district boat show com-mittee (BSCom) is responsible for district exhibitsand all materials. Each squadron should recom-mend at least one member to serve on this commit-tee. The committee supervises the design, structureand display of the district booth. It devises and pro-cures printed information to present our principalcivic service, the boating course (America’s Boat-ing Course) to the public. It is also the duty of thiscommittee to schedule personnel from the squad-rons to man the booth. This committee maintainscustody of exhibit material.

4.20 The chair and members of the districtcooperative charting committee (CoChCom)have the responsibility of coordinating cooperativecharting activities within the district and to counseland encourage active participation of squadroncooperative charting committees. The chair servesas liaison between the national and squadron com-mittees. The district chair checks all reports as pre-scribed by the national committee or NOS. Inaddition, it is recommended that the district chairestablish, subject to approval of the district organi-zation, an awards program for the district andmaintain such records as may be required to sup-port such a program.

The chair may request the D/C to appoint oneor more assistants to help administer the program.Each squadron cooperative charting chair is a


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member of the district committee. The USPS-NOScooperative charting year begins on 1 April andends on 31 March. It is recommended that the dis-trict chair be appointed to serve for a corre-sponding term.

4.21 The chair of the district liaison committee(DLCom) is appointed by the district commander.His committee is comprised of squadron liaisonofficers , one from each squadron within the dis-trict. The DLO reports to the DXO and theNational Liaison team leader on the National Gov-ernment and Partner Relations Committee (GPR-Com).

The DLCom is charged with several functions,especially to promote and maintain good relationswith public officials and outside organizations con-cerned with recreational boating safety. Such orga-nizations include, but are not limited to, thoseresponsible for promulgating, enforcing and teach-ing rules and regulations relating to recreationalboating. Good relations with these organizationsaid in promoting programs of mutual interest.

At district meetings the liaison committee hasthree main responsibilities:

1) Presenting and retiring the colors at open-ing and closing ceremonies;

2) Providing assistance to guests attendingthe district functions;

3) Holding an open meeting with squadronliaison officers to discuss goals, achievements andapproaches to problems encountered at the districtand squadron levels.

To avoid confusion, the DLO should not con-tact the national headquarters of any organizationregarding liaison activities without first obtainingauthorization from the GPRCom.

The DLO, with advice from SLOs, is in anexcellent position to recommend to the D/C thenames of individuals whom the D/C might wish toinvite as guests or speakers for district functions.At the D/C's discretion, DLCom members serve ashosts for these guests.

The DLO summarizes information on squad-ron liaison activities obtained from the reports of

SLOs for district records. Information should flowfrom the Squadron LO through the DLO to theNational LO on GPRCom and from the NationalLO through the DLO to the Squadron LO.

In matters relating to protocol, the DLO isencouraged to refer to Operations Manual and tothe Guidelines for District and Squadron LiaisonOfficers on the GPRCom website.

4.22 The District Homeland Security Officer(D/HS/O) is appointed by the District Commanderto support the mission and objectives of the Home-land Security team of the National Governmentand Partner Relations Committee (GPRCom). If noD/HS/O appointment is made, the District LiaisonOfficer (D/L/O) shall assume the duties andresponsibilities of the homeland security function.The USPS homeland security effort centers aroundtwo objectives:

1) Coordinate various emergency prepared-ness activities to maintain our partnership with Cit-izen Corps, a branch of the Federal EmergencyManagement Agency (FEMA), and

2) Support the U.S. Coast Guard's “America'sWaterway Watch” program to keep our waterwayssafe and secure. The D/HS/O shall also coordinatehomeland security activities with his or her coun-terparts and leadership at the squadron level.

4.23 The district legislative officer (DLegO),appointed by the D/C, advises the D/C and the dis-trict membership on proposed or enacted legisla-tive matters affecting boating in his district. Indistricts which encompass several states, the con-cerned DLegO should coordinate the state legisla-tive monitoring activities.

The DLegO must consult with the NationalGovernment and Partner Relations Committeebefore representing the district or any squadron inconnection with existing laws or proposed legisla-tion.

The district legislative committee seeks andgathers information on laws, proposals and regula-tions affecting boats, boaters and water sports, andthen reports on the subject to the D/C, the member-ship and GPRCom for its information.


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The DLegO is the prime communication linkbetween GPRCom and the squadron LegislativeOfficers and serves on the staff of the national leg-islative officer [Refer to 3.13 on page 3-5].

The district legislative officer should:A) Effectively monitor all legislative activity

in his area. This may be performed by members ofhis committee or by squadron legislative officers;

B) Schedule and conduct meetings, seminars,symposiums or workshops at the spring and fallconferences to deal with legislative activity in thedistrict and at the national level. If appropriate,schedule additional sessions at district councilmeetings;

C) Forward copies of all legislative reports totheir respective GPRCom Team Leaders to ensurethat all of USPS benefits from his efforts;

D) Attend, if possible, at least one of the twonational law and legislative meetings conducted atannual and Governing Board meetings. If unable toattend any meeting, request the district executiveofficer to arrange representation at the meeting;

E) Keep the district law officer informed ofany changes or modifications affecting recreationalboating in the district;

F) Maintain records of legislative activity ofhis committee so that appropriate merit markrecommendations may be made.

4.24 The district public relations officer(DPRO) is the chair of the district public relationscommittee and is appointed by the district com-mander. His committee is comprised of squadronPR officers, one from each of the squadrons withinthe district. The DPRO reports directly to the dis-trict executive officer. The DPRO is the liaisonbetween the national public relations committeeand squadron PROs.

He is responsible for organizing and coordinat-ing PR activities that involve several squadrons inan event. Examples are boat shows, which drawpotential members from several squadron areas,and other activities that attract the public fromlarge territories.

The DPRO is responsible for ensuring thatSPROs seek maximum local publicity for boatingcourses offered by their squadrons, as well as other

newsworthy squadron activities. Using the PRO-Log as a foundation, the DPRO provides informa-tion about tools, ideas and procedures that theSPROs use in their jobs. To this end, the DPROconducts meetings, workshops and instructionalseminars for SPROs to communicate these ideasand information.

4.25 The district radio technical officer(DRTO) is an ex officio member of the nationalelectro-mechanical systems committee (EMSCom)[Refer to 3.26 on page 3-12] and boating activitiesand safety committee (BASCom) [Refer to 3.26 onpage 3-12] so that he can serve as liaison betweenthese two committees and squadron radio-technicalofficers (RTOs) in his district.

The member selected as chair of the districtradio technical committee (DRTCom) should havea broad technical background in maritime elec-tronic systems, including telecommunications;however, this knowledge may be supplemented byother committee members. The chair may have anassistant chair and as many committee members asare required to assist in the operation of hiscommittee. Squadron radio-technical officers aremembers of DRTCom.

The district chair, or his representative, shouldattend open meetings of the electro-mechanicalsystems committee and the boating activities andsafety committee held in conjunction with Govern-ing Board meetings.

Meetings of the DRTCom, which may includemarine electronics seminars, are usually held inconjunction with district conferences. Liaisonshould be established with representatives ofmarine electronics and telecommunications organi-zations, who may be invited to participate in semi-nars. The chair of the district liaison committeeshould be informed of all contacts with outsideagencies.

The DRTCom chair, in his role as liaisonbetween the national staff and the squadron RTO,should be alert for articles on marine electronics insquadron publications, reports, and correspondenceand forward them to the national staff, which canhelp define USPS position on marine electronics


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and telecommunications at the national level.

4.26 The chairman of the District Safety Com-mittee is appointed by the District Commander onthe basis of his interest in marine safety. His com-mittee is comprised of squadron safety officers,one from each squadron within the district. TheDistrict Safety Officer (DSO) reports to the DXO.It is the duty of the DSO to act as liaison betweenthe Safety Committee and squadron safety officersand serve as district representative to the SafetyCommittee.

The committee is responsible for formulatingideas and collecting data which will tend to stimu-late constant vigilance against the hazards inherentin the use, operation and maintenance of recre-ational boats.

It is the responsibility of the DSO to direct thesafety program in the district and to maintain com-munication with national organizations and gov-ernment and state agencies within the districtwhose activities are directed toward boating safety.Such organizations include the United States CoastGuard, United States Coast Guard Auxiliary,American Red Cross, National Safety Council,National Safe Boating Committee, National SafeBoating Council and state Watercraft/WildlifeMarine agencies. The DSO cooperates with thedistrict public relations officer to prepare ideas andsuggestions to bring safety considerations to theattention of the public. The DSO will encourageand participate in the Vessel Safety Check programand help promote National Safe Boating Weekthrough Squadron Safety Officers, making the pub-lic aware that the promotion of safe boating prac-tices is a civic service of USPS.

For more information on “America’s Water-way Watch,” National Weather Service, and Envi-ronment, refer to 3.22 on page 3-8.

4.27 Vessel safety check committee. The dis-trict vessel safety check officer (DVSC) isappointed by the district commander and servesunder the district executive officer. He serves as theliaison between national and squadron. Whennational distributes data about the program or whensquadrons request clarification of a directive, the

district VSC chair is the available resource. Thedistrict chair also has the responsibility of aidingsquadrons in promoting the VSC program as wellas assisting the preparation of new VSC examiners.The squadron VSC chairs are members of the dis-trict vessel safety check committee [Refer to J.3 onpage J-2] and [Refer to 3.22 on page 3-8].

4.28 The Squadron Development Committeeis appointed by the District Commander to assistthe commander in evaluating, assisting and report-ing on the condition and health of each districtsquadron. The committee works closely with theNational Squadron Development Committee incollecting and sharing information useful to squad-rons and district officers in forming and assistingsquadrons. The committee coordinates the prepara-tion and collection of annual squadron surveys onthe health of each squadron, and summarizes theresults in a “State of the Squadrons” report for thedistrict commander..

4.29 Squadron commanders report to theDXO, who is responsible for general supervisionand coordination of squadron activities at the dis-trict level. The DXO should be informed of devel-opments in squadrons having district and nationalimportance; squadron commanders should consulthim on all important operational problems, particu-larly those which involve relations with othersquadrons or with outside agencies.

The DXO is responsible for holding periodicmeetings with squadron commanders and foradvising them on questions of district interest thatshould appear on agendas of the squadrons' generalor executive committee meetings. It is hisresponsibility to review the minutes of squadronmeetings and to bring to the attention of the districtcouncil resolutions or recommendations on whichaction by that body is required.

The DXO coordinates visits of the D/C and/orhis representative to squadrons and advises thesquadron as to whether the D/C or his represen-tative will be present.

4.30 The district educational department(DEdDept) consists of the district educational offi-cer (DEO), an assistant DEO (if elected), district


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educational committee chairs and squadron educa-tional officers (SEOs) of all squadrons and provi-sionals assigned to the district. The districtcommander is a member, ex officio, of the DEd-Dept and its committees. Meetings of the depart-ment provide a medium for the exchange of ideasamong district squadrons, for dissemination ofinformation, for keeping the DEO fully informedof educational affairs in the district and for the gen-eral discussion of local educational problems.

4.31 The district educational officer is electedannually by the district conference upon nomina-tion by the district nominating committee, or asotherwise provided in district bylaws, but his quali-fications must be pre-approved by the nationaleducational officer. The chair of the district nomi-nating committee is responsible for filing a com-pleted form ED-80 (Nominations for EducationalOfficer and Assistant Educational Officer) with theNEO at least 60 days prior to the district election.(If no reply is received from the NEO within thirtydays of receipt by the NEO of written request forapproval, the qualifications may be consideredapproved.) To be approved by the NEO, the DEOcandidate should hold the grade of navigator orjunior navigator, and have passed at least five ofthe six elective courses and should have experiencein teaching. He should be willing to serve up tothree years to provide continuity to the districteducational program and training for his successor.He serves as a district lieutenant commander and isa member of the Governing Board and the nationaleducational department. He is a district bridge offi-cer, a member of the district council and the districtconference, and chair of the district educationaldepartment, keeping all of those bodies apprised ofthe status of district educational affairs.

The DEO has the responsibility of supervisingall educational affairs at the district level,coordinating the educational activities of thesquadrons of the district and serving as their repre-sentative to national educational committees. Heassists the D/C in arrangements for districteducational meetings and represents the nationaleducational department at district conferences orsquadron meetings at which the NEO or ANEO isnot present. He counsels squadron nominatingcommittees on recommendations for SEOs and

ASEOs and may approve their nomination whendelegated to do so by the NEO. He also may bedelegated by the NEO to approve appointment bysquadron commanders of the chairs and assistantchairs of their local boards for boating, advancedgrades and elective courses. The DEO shouldestablish and maintain an effective follow-up formonitoring squadron performance in providing toUSPS headquarters in a timely manner completeinformation on all basic public education classesscheduled and conducted by each squadron.

The DEO should attend meetings of thenational educational department preceding Gov-erning Board meetings. The exchange of ideas inthese meetings makes it possible to profit by theexperiences of other districts. With the NEO andthe educational department staff in attendance, thisaffords an ideal opportunity to clarify questions ofpolicy and procedure or highlight problem areasfor further consideration. Reports by the NEO andthe national course chairs on the status of eachcourse should be immediately conveyed to SEOsfor dissemination to squadron educational depart-ment personnel.

4.32 There may be an assistant district educa-tional officer, who serves as a district first lieu-tenant. His qualifications must be pre-approved bythe NEO in the same manner as prescribed abovefor the DEO (use of Form ED-80). He is nominatedand elected in the same manner as the DEO, but hisnomination should have the concurrence of theDEO.

The ADEO assists the DEO as directed and inthe absence or incapacity of the DEO acts in hisstead, including voting at district or national meet-ing. He is not a member of the district bridge or ofthe district council unless district bylaws provideotherwise.

4.33 There may be one or more district lieuten-ants in the district educational department who areappointed annually by the D/C on recommendationof the DEO, or as provided by the district bylaws.They may serve as, for example, district chairs ofadvanced grades, elective courses, boating (basicpublic education), learning guides, specific coursesor the Boat Operator Certification program. They


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assist the DEO as assigned in the coordination ofthe district's educational program.

One distinct district lieutenant is the districtteaching aids chair. He maintains contact withsquadron and national instructor developmentcommittee personnel to stimulate greater aware-ness of the impact of effective teaching aids. Heencourages squadron participation in teaching aidsexhibits at district conferences and USPS annualmeetings and the exchange of information on newand effective aids between squadrons and thenational committee.

4.34 The district administrative department isheaded by the district administrative officer(DAO). He is a member ex officio of all departmentcommittees and performs the duties assigned bythe D/C, the district council, the district conferenceand the bylaws. The DAO is a source of leadershipto the committee chairs in his department. Anassistant administrative officer (ADAO) may beelected by the delegates at the conference andserves as district first lieutenant (D/1st/Lt), if sowritten in the district bylaws. In the absence orincapacity of the administrative officer, the assis-tant administrative officer acts in his stead, includ-ing voting at any meeting. The following activitiesare assigned to the DAO and involve “internalaffairs”:

• Membership• Member involvement• Boating activities• Operations training• Conference• Auxiliary liaison officer

Committee chairs are recommended by theDAO, appointed by the D/C, and serve as the dis-trict’s liaison with national and squadron commit-tees concerned. These chairs hold the rank ofdistrict lieutenant.

4.35 The primary responsibility of the districtmembership committee (DMemCom) is to act asliaison between the squadrons and the nationalorganization on membership matters. The chair andcommittee members are appointed by the districtadministrative officer with the approval of the dis-trict commander. The chair holds the rank of dis-

trict lieutenant (D/Lt). Lines of communicationbetween the national committee’s area representa-tive through the district chair to the squadron chairare utilized frequently.

The responsibilities of the district membershipcommittee are:

A) To assist squadron membership commit-tees in an advisory and helpful manner whenneeded;

B) To train and inform squadron membershipcommittee personnel through meetings andseminars at district conferences and councilmeetings;

C) To evaluate squadron performance in theacquisition of members and to communicate theresults to the district commander through thedistrict administrative officer; and to suggestremedies when needed;

D) To keep the national membershipcommittee informed, through the arearepresentative, of successful squadron programs,innovations and results.

4.36 The district member involvement com-mittee (DMICom) assists squadrons with themember involvement projects and acts as a liaisonbetween the National Membership [Refer to 3.40on page 3-20] and the squadrons .

The district member involvement committeeresponsibilities are:

A) To send copies of all correspondencereceived from the national member involvementcommittee representative to all squadron memberinvolvement chairs;

B) To monitor the changing needs of themembership and communicate these needs to thesquadrons;

C) To assist squadrons with non-renewalprograms;

D) To encourage squadron memberinvolvement chairs to develop strong involvementprograms within their squadrons;

E) To encourage squadron entries in theYouth Poster Contest [Refer to 3.47 on page 3-23];

F) To encourage squadrons’ entries in theMembership Involvement Committee Award[Refer to 3.45 on page 3-21].


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4.37 The district boating activities committee(DBACom) has responsibility for carrying outtasks in direct support of district functions and forproviding guidance and support to squadronswithin the district. Program responsibilities includeport captains, cruises, rendezvous and USPS-CPSamateur radio network.

Illustrative examples of duties include assuringthat:

A) The district's geographical area is ade-quately covered by port captains;

B) District and squadron cruises andrendezvous are properly planned and coordinated;

C) Information on these events is submitted tothe national boating activities committee insufficient time for publication in The Ensign.

The district boating activities committee usu-ally carries the responsibility for preparing plansfor a district cruise or rendezvous and for sub-mitting these to the district council for approval.Upon approval of plans and acceptance by a squad-ron or squadrons to serve as hosts, it is theresponsibility of this committee to assist the hostsquadrons in every way possible to carry out theprogram. Further, it is the responsibility of thechair of the committee to select the cruise chair ofeach event and to insure that plans are outlined andthat those responsible understand their duties.

4.38 The district Leadership DevelopmentCommittee (LDCom) provides liaison between thenational leadership development committee [Referto 3.47 on page 3-23] and the squadron operationstraining committee, conducts operations trainingprograms at the district level and coordinates theactivities of the squadrons. All training at the dis-trict level is in addition to that provided by thesquadrons' operations training program. Squadronoperations training chairs are members of the dis-trict operations training committee and should con-sult with the district chair for assistance andguidance in conducting squadron programs.

Districts are encouraged to hold frequent oper-ations training seminars and to monitor the fre-quency and the quality of operations trainingprograms offered through the squadrons.

4.39 The district conference committee(DConfCom) is responsible for the duties that areinvolved in conducting a district conference. Dis-tricts plan a spring and fall conference each year. Itis essential that the necessary negotiations andresulting contracts are in place thirteen to 24months in advance.

In planning a District Conference, the Confer-ence Planning Committee should pay particularattention to both civil and religious holidays occur-ring during the planned conference dates. Everyeffort should be made to avoid planning a confer-ence that spans those holidays. District Chaplainsshould advise the planning committee on schedul-ing conflicts with religious holidays. A listing ofthe Jewish holidays can be found in the Table ofURLs in Chapter Zero.

The chair, under the district bylaws, workswith the district administrative officer and districtcommander, negotiating with applicable hotels toproduce an acceptable contract. The selected con-tract must be one meeting the established criteria,based on successful historical information, as wellas current input contributed by the outgo-ing/incoming district commanders.

Upon selection of a site, the district conferencecommittee is responsible for:

A) Publicizing the event in squadron anddistrict publications;

B) Selecting menus and themes in concertwith the district commander;

C) Pricing of meals and arranging entertain-ment within the budget constraints;

D) Overseeing publications of scheduledseminars, with advance notice to district chairs;

E) Collecting and dispersing tickets for allevents;

F) Providing an accurate accounting to thedistrict bridge officers following each event.

It is essential that the overall conference meetswith the approval of the current district commanderand the incoming commander during the confer-ence at which the change of watch will take place.

4.40 Districts may appoint an auxiliary liaisonofficer even though there is no formal auxiliary


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organization at the district level. This officer isappointed by the district commander, as a memberof the district administrative department, to serveas a direct link in communications between thenational squadron activities committee [Refer to3.39 on page 3-18] and individual auxiliarieswithin the district. In order to be effective, all cor-respondence concerning auxiliaries within that dis-trict should be channeled through the districtauxiliary liaison officer.

The duties of the district auxiliary liaison offi-cer include but are not limited to:

A) Giving verbal and written auxiliary reportsto district councils and conferences;

B) Holding round table discussions withauxiliary members at district conferences;

C) Encouraging squadrons within the districtto sponsor an auxiliary by stating benefits to asquadron;

D) Providing articles of interesting auxiliaryactivities within the district to the squadronactivities committee. Articles may be included inthe Auxiliary Newsletter and/or The Ensign;

E) Encouraging auxiliaries, immediatelyfollowing the election of bridge officers, to submitthe auxiliary annual report to the R/C of theSquadron Activities Committee;

F) Knowing the contents of the AuxiliaryDirectory (names and addresses of the squadronactivities committee, model pledge for auxiliaryofficers, two copies of auxiliary annual reportform);

G) Copying the auxiliary advisory committeeregional representative and the squadron activitiescommittee with correspondence including reportsto district;

H) Turning over all records to successor.

4.41 The district secretary (DSec) is in chargeof the district secretary’s department. He is a mem-ber of the district bridge and serves as district lieu-tenant commander (D/Lt/C). He is responsible fordesignated activities and assigned committees. Herecommends the chairs of committees in hisdepartment, and after appointment by the districtcommander, these chairs serve with the rank of dis-trict lieutenant (D/Lt). An assistant secretary (Asst-Secy) may be elected by the delegates at theconference and serves as district first lieutenant

(D/1st/Lt), if so written in the district bylaws. Inthe absence or incapacity of the secretary, the assis-tant secretary acts in his stead, including voting atany meeting. The district secretary has responsibil-ity for the following committees and activities:

• Historian• Roster• Newsletter editor/publications• The Ensign correspondent• Computer systems

His duties are usually outlined in detail in thedistrict's bylaws. The following itemizes his basicduties:

A) Keeps the official attendance at conferenceand council meetings;

B) Keeps minutes of the conference andcouncil proceedings and conducts thecorrespondence of these bodies;

C) Maintains an up-to-date mailing list formeeting notices and other district communications.Includes the chief commander, the nationalexecutive officer, and the national secretary on themailing list;

D) Receives written certifications fromsquadron commanders for delegates to the districtconference;

E) Puts the agenda of conferences and councilmeetings in final form and mails to members;

F) Has custody of the official copy of thedistrict bylaws and keeps it correct and up to date.Preserves in convenient, readily accessible form(codified standing rules) important motions thatmight otherwise become buried and lost in theminutes of past meetings of the council orconference. These include operational matters anddecisions such as those pertaining to districtpublications, memorial expenditures, responsibilityfor conferences, terms governing educational andattendance awards and trophies and many otheritems as appropriate for preserving in permanentform;

G) Maintains a file of all documents, recordsand communications of the district;

H) Makes a report to each conference andcouncil meeting;

I) Effective the USPS Annual Meetingconducted 01/28/2012, the District Secretary is nolonger required to send district meeting minutes to


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any national officer. Sends to the Committee onRules a copy of amendments to district bylaws;

J) Reports to the national secretary, on formsprovided by headquarters, the names and addressesof newly elected and appointed district officers forincorporation in the Directory of National, Districtand Squadron Officers, published annually;

K) Turns over to his successor all records,reports, communications and documents of thedistrict.

4.42 It is important for the preservation andindexing of valuable historical material that eachdistrict have a historian. The Commander appointsa member who is interested in this work and iswilling to continue in this office for more than oneyear.

The district historian’s records should containrecords that apply to district activities:

• Minutes of the original organizational meeting• Copy of incorporation papers• Color rendition of district flag and its heraldry• Copy of district bylaws including amendments• Important correspondence/documents• Date and location of each district fall and

spring conference• List of all elected and appointed officers• Copies of all squadron and district annual

reports• Copies of each squadron charter, incorporation

papers, burgee and heraldry• Total number of members in the squadrons of

the district

Files of correspondence, records and reportswill create considerable bulk in the historian’s file;therefore, it becomes necessary for him to disposeof those with no historical value. Discretion mustbe used. Materials retained should be of historicalvalue.

The district and squadron historians arerequired to use DB2000 to submit annual historianreports. The annual district historian report issometimes referred to as Form H-702, althoughDB2000 lists the report as the Historian's Form. Aprinted or electronic copy of the report is retainedin the district records after the report is submittedto National. District historians must archive their

completed reports using DB2000's history archivefunction. With the report data archived, prior yearhistory reports can be recreated.

The district and squadron historians shouldrecommend speakers or arrange displays to com-memorate USPS Founder’s Day (02 February) oranniversaries.

It is recommended that the district historian beadded to the district mailing list to receive copiesof items such as minutes of all district meetings,changes in district bylaws, and copies of all districtand squadron publications.

4.43 The district roster committee plays animportant role as to communications among mem-bers. The district roster contains not only informa-tion about the district but also data concerning eachsquadron within that district. The publication con-tains names of each squadron, meeting dates, loca-tion of squadron buildings, charter dates, list ofsquadron officers and committee chairs with theiraddresses, phone and FAX numbers. The listing ofelectronic mail (email) addresses is also a benefitin communicating among squadrons, district offi-cers and national officers. A calendar of activities(rendezvous, meetings and socials) with dates,types of functions and locations is a valuable addi-tion to any district roster.

4.44 The district publications/newslettercommittee chaired by the district editor, isresponsible for keeping open lines of com-munication between squadron newsletter editorsand USPS Communications Committee [Refer to3.53 on page 3-24]. This district publica-tions/newsletter committee is responsible for edit-ing and publishing the district newsletter and, inaddition, he and members of the committee maygive consultation and assistance to squadron edi-tors to help improve their local publications. Theeditor and the committee should, through seminarsand other means of information exchange, tietogether district and squadron publications efforts.

Newsletters vary in size, from one page to amagazine, and number of issues, usually two tofour per year. Of course, it is desirable to send cop-ies of the district newsletter to every member in


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that district. The committee usually consists of sev-eral persons with specialized talent, in art, photog-raphy, advertising skills and proof-reading. Thenewsletter should not be a one person publicationbut should have articles written by bridge officersand members who have a wealth of knowledge andexperience in boating to share with others.

District newsletters should contain announce-ments of conferences, rendezvous and social activ-ities so that all members are aware of dates andlocations. The cost of printing and postage isexpensive so it is wise to use discretion. Obtaininga bulk mailing postal permit reduces postage costs.Also many newsletters have “boosters”, memberswho help to finance the cost of publishing andmailing the newsletters, and their names are listedin the publications.

Copies of the newsletter should be sent to thenational bridge and the chairs and assistants of thenational publications committee. If newslettersmeet certain criteria, the district will receive theDistinction in Journalism Award and be entitled todisplay the award seal in future issues of the news-letter. It is important that at least two issues be sentto the member on the national publications com-mittee who evaluates the district newsletters. Alsoall districts are urged to submit copies of theirnewsletters for the Parade of Publications table atall national meetings.

4.45 A correspondent to The Ensign should beappointed in each district to originate, solicit andprocess material for the national magazine, TheEnsign. Responsibilities include:

A) Originating, soliciting and forwardingreports of district activities to The Ensign, includingnewsworthy information on district conferences,rendezvous, contests and other projects of nationalinterest;

B) Soliciting and collating reports ofsquadron activities submitted by squadroncorrespondents in the district for transmission toThe Ensign;

C) Promoting of advertising for The Ensign andreceiving commissions;

D) Encouraging submittals from squadronphotographers, artists and writers for publication inthe national magazine.

4.46 Many districts have established a com-puter systems committee within their secretary'sdepartment and the number continues to increase.This committee can be quite valuable in promotingcontinuity in the use of computers within USPS.Through an account with USPS headquarters, dis-trict treasurers and secretaries can more easilymaintain their records by downloading data fromheadquarters.

The DComSysCom also supplies material forthe district roster and creates the district “website”.The roster is a necessity for officers and committeechairs while the website is a means of communica-tion with the members within the district as well asfostering public awareness as to the work and goalsof USPS.

Information on the district websites containsregional news and lists the squadrons that comprisethat district, their locations and boating coursedates. Many sites include photos of district activi-ties, raft-ups, rendezvous and conferences. In addi-tion, articles and other newsworthy items areincluded explaining the importance of safe boating,and why USPS is fun and a family oriented organi-zation.

The national counterpart is the informationtechnology committee (ITCom) [Refer to 3.58 onpage 3-27], available to assist districts with theirweb pages.

4.47 The district treasurer (DTreas) performsduties outlined in detail in the district's bylaws. Thetreasurer records all payments in an orderly fash-ion, either in a ledger or on the computer, using afinancial program. Districts must adhere to thepractice that only the treasurer is authorized tomake remittances to national headquarters. Mem-ber’s checks are deposited in the district accountsand then an official organizational check is sent toheadquarters as billed.

Receipts. All funds are deposited as they arereceived. Written receipts are issued for all cashitems and a duplicate copy is retained for therecords. All USPS checks remitting money tosquadrons, districts or individuals carry a 90-daycancellation notice so depositing them promptly is


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important.

Disbursements. All payments are authorizedby budget approval and are properly approved bythe member, committee chair and/or officerresponsible for the obligation that was created.Bills are paid promptly, as authorized. Accountsthat are past due for more than thirty days willresult in cancellation of credit. No further ship-ments are made from headquarters until theaccount is paid in full. All payments are made tothe order of “United States Power Squadrons” andsent directly to headquarters.

The treasurer issues “working funds” to thechairs of various committees when directed to doso by the district council.

Records. The treasurer keeps an accurateaccount of monies received, deposited and paid outas simply and clearly as possible. The number ofthe check is recorded after the payment has beenauthorized. All bills are preserved for review bythe auditing committee.

Meeting reports. The treasurer makes a reportof money received, paid out and of cash on hand ateach meeting. Interim reports are made if requiredby the bylaws. These reports are submitted in asmuch detail as necessary. A written annual report atthe end of the year is detailed as required by theauditing committee. The treasurer is available atthe audit and is prepared to answer any inquiries.

For clarification of procedures to be followedconsult Chapter 5.

This outline of the district treasurer's basicduties also may prove helpful. He:

A) Collects and is responsible for all moniespayable to the district;

B) Promptly pays all district bills which havebeen approved for payment by proper authority;

C) Promptly deposits the funds of the districtin a bank approved by the proper district authority;

D) Keeps an accurate record of all receiptsand expenditures;

E) Advises the district commander anddistrict council when expenditures are not inconformity with district budget;

F) Gives a brief financial report at eachdistrict council meeting and a complete financialstatement at each district conference;

G) Turns over to his successor all documents,records, bank books, statements, property andfunds of the district;

H) Sees that the squadron treasurers of hisdistrict comply with all sales tax requirementswhere applicable;

I) Prepares Internal Revenue Service form990 for the district if required;

J) Annually submits a report to headquartersstating that all squadrons in the district havesubmitted all required forms 990 on time, notingwhich squadrons were exempt owing due to havingrevenues of less than $25,000.

4.48 Federal tax returns of districts. UnitedStates Power Squadrons (a North Carolina Corpo-ration), and its subordinate units, have beengranted exemption under Section 501(c)(3) of theInternal Revenue Code of 1954. The exemption isdated 29 May 1979, IRS file number 580000848.

As an exempt organization, the district neednot file income tax returns but may be required tofile form 990, “Return of Organization Exemptfrom Income Tax”, which is obtainable from anInternal Revenue Service office.

This information is not required if grossreceipts do not exceed $25,000. What is required isthat headquarters be notified whether or not a form990 was filed. A form for notification is providedby headquarters.

No district is permitted to make individualapplication to the IRS to qualify under Section501(c)(3). All districts are included under USPSGroup Exemption.

4.49 The budget committee prepares a detailedestimate of receipts and expenditures over a year inadvance, covering activities approved by a districtconference. In order to maintain sound financialplanning, it is necessary to prepare a realistic bud-get. This committee controls expenditures duringthe year and enforces, through the treasurer, allrules which have been set up for the handling ofexpenditures of the various departments. The com-


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mittee preparing the budget is familiar with and hasrecords of the historical expenditure patterns. Par-ticular attention is to the outlays of travel expenses,meeting space rents and costs of publications. Thenincome from assessments plus proceeds from fund-raising events are added to investments to recom-mend a balanced budget. If, after careful review,the budget appears to be out of balance, the budgetcommittee works with the bridge to see whatexpenditures can be cut or postponed. The commit-tee may want to recommend an increase in assess-ments to cover the difference. It is then up to thedistrict council to accept or reject the recommenda-tion before submission to the membership.

The district budget establishes the amount ofassessments that squadrons submit to the districtfor each active member. All of this data is sent toheadquarters in February so that printed duesnotices may be prepared and sent to the individualmembers in May.

Districts may combine the budget and financecommittees, if feasible.

4.50 The district property officer maintains aninventory of properties (films, flags, displaymaterial, et cetera), so that the district will haveknowledge of the nature, condition and where-abouts of these items to make it possible for thedistrict to have adequate insurance coverage. Fromtime to time he should report to the district councilor conference.

4.51 Districts are financed by per-capita assess-ments on squadrons or other means as provided forin their bylaws.

The district may make annual assessmentsagainst the squadrons in the district on a per-cap-ita basis in amounts necessary to meet expenses ofthe district. The assessment is generally due on orbefore 1 May of each year and should be providedfor in the district bylaws. Most district bylaws pro-vide that the amount of the assessment be voted onat a district conference.

4.52 Reimbursement for transportation andpartial lodging is allowed a district commanderattending USPS annual and Governing Board

meetings. If he cannot attend, the allowance isextended to the district executive officer, and ifneither of them can attend, the allowance isextended to the district administrative officer.

A similar allowance is provided to the districteducational officer. If he cannot attend, the assis-tant educational officer may, with prior approval ofthe national educational officer, be reimbursed.

For travel by air, members are reimbursed for“standard cost”, defined as the lowest cost non-refundable advance-purchase fare (“SuperSaver”or equivalent) requiring a Saturday-night stay, butnot including a senior-citizen discount. Reimburse-ment is made for travel by private auto at a rate setfrom time to time by the Board of Directors and islimited to “standard cost”. All claims forreimbursement must be accompanied by a state-ment showing date and place of departure, destina-tion, date of return and for travel by auto, mileageclaimed [Refer to G.6 on page G-3].

District commanders, executive officers, andadministrative officers submit expense vouchersthrough the executive department's budget officer.District educational officers submit theirs throughthe educational department's budget officer. Allclaims must be accompanied by transportation andhotel receipts.

4.53 The chair and members of the followinggeneral committees are elected at a district confer-ence, as prescribed by the bylaws of the district:

• Nominating• Rules• Auditing• Planning *

* Check your district bylaws as the PlanningCommittee may be a Standing Committee.

4.54 The district nominating committee isresponsible for selecting a slate of district officers.

This committee must consider the views of allsquadrons. Continuity of experience is desirable soat least one member of the committee should beelected each year, each member to serve a pre-scribed term.


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The size of the nominating committee mayvary. Three members is the minimum. It is impor-tant that the membership of the nominating com-mittee be distributed throughout the district, and, ingeneral, it is desirable to have no more than onemember from any one squadron. All deliberationsof this committee are to be held in confidence,except for the names of the nominees to be pre-sented at the appropriate time.

The district bylaws detail the procedure for theduties of the nominating committee.

4.55 The district rules committee keeps thedistrict bylaws up to date, reviews the “model”bylaws which are sent to district commanders fromtime to time and formulates recommended changesas they become necessary. This committee inter-prets the district bylaws and advises the districtcommander on procedural matters. The chair veryoften serves as parliamentarian at council meetingsand conferences.

Committee members should have a completeunderstanding of both district and squadron bylawsso as to be of assistance to squadrons when theyupdate their bylaws.

This committee should have a continued exis-tence; only some of its members should be electedeach year. To amend district bylaws, the committeemust follow the regulations as prescribed by theCommittee on Rules [Refer to 4.63 on page 4-18].

4.56 The Auditing Committee audits fundsand records on the basis of the fiscal year estab-lished in the bylaws. Usually the committee con-sists of a chair and two members who are electedannually. The committee, experienced in financeand record keeping, is responsible for auditing andverifying the financial status and procedures of thetreasurer's department.

The auditing committee furnishes a detailedreport of performance and accuracy to the member-ship before it accepts the annual treasurer's report.Procedures for auditing the treasurer's records arein the Treasurer's Manual.

4.57 The planning committee makes recom-

mendations in response to queries referred to it bythe district council or conference, and on its owninitiative makes recommendations for improvedfunctioning of the district. Squadrons are madeaware of these recommendations and reportsthrough the minutes of district council meetingsand conferences, enabling the district membershipto consider, with all facts available, those subjectsunder consideration.

Resolutions forwarded to the district fromsquadrons should be referred to and reviewed bythis committee, which will communicate its opin-ion to the conference prior to a final vote.

The committee should be composed of no lessthan three nor more than seven members, usuallypast district commanders, past district lieutenantcommanders, and past squadron commanders.

4.58 The chairs and members of standing com-mittees of the district council or conference arerecommended by the district commander andapproved by the district council or conference.These committees are:

• Finance• Law• Educational Fund representative• Personnel

4.59 The finance committee works in coopera-tion with the treasurer's department. It is responsi-ble for reviewing recommendations of the budgetcommittee and recommending the annual districtbudget to the district conference.

As part of that budget, the committeespecifically recommends the rate of the squadronassessment for the coming year. District assess-ments are fixed by the local district and describedin the district bylaws.

All requests for financial appropriations aresent to the finance committee, through the budgetcommittee receiving approval either from the dis-trict council or conference, in accordance with dis-trict bylaws.

A district may combine the budget and financecommittees.


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4.60 The law officer should be a member of thebar of at least one of the states which the districtserves. He is also ex officio a member on the staffof the national law officer. Assistant law officersshould be attorneys admitted in the other states asnecessary. The law officer acts as legal counsel tothe district commander and district council, super-vises disciplinary hearings and maintains liaisonwith the national [Refer to 3.86 on page 3-35] andsquadron law officers.

In cases where more than one district operateswithin the same state, it is important that there beconsultation among the counterpart law officers onquestions requiring legal opinion with respect tostate laws. If these law officers have divergentviews on a matter, consultation with the nationallaw officer is mandatory, because all squadronswithin a state must operate on the same basis withrespect to the laws of that state.

Before a district law officer takes legal actionon any matter involving USPS or any of its dis-tricts, squadrons or members, it is mandatory thathe contact the chief commander and the nationallaw officer.

4.61 USPS Educational Fund representativekeeps members informed of the progress of thefund and encourages gifts and memorials to thefund. The district representative should have alocal representative in each squadron. He shouldcreate and maintain interest in the fund and provideinformation and forms to use in making contribu-tions [Refer to F.2 on page F-9].

4.62 The personnel committee maintains, ascompletely as possible, an inventory of the skillsand interests of members, so that when the districtcommander, department heads or chairs of com-mittees look for talent, it can make appropriaterecommendations.

The committee plans for suitable recognitionof individuals or organizations which the districtwishes to recognize. There are many forms thatthis recognition may take, such as letters, plaques,flags or certificates.

4.63 District Bylaws. It is imperative that dis-

trict bylaws be consistent with USPS bylaws andpolicies of USPS. To this end the Committee onRules (ComRules) publishes “model” bylaws fordistricts and revises them as required. An elec-tronic copy of the current model is available fordownload from the USPS website. When bylawsare to be amended, or adopted by a new district, thecurrent model bylaws for districts should be stud-ied and followed. The model introduction providessteps needed to accomplish creating the new orrevised bylaws and should be read and followed.Neither bylaws nor amendments become effectiveuntil the date of approval by the National Commit-tee on Rules.

For both informal and final approval of districtbylaws, the district rules committee should submitone copy, preferably an electronic copy, of thecomplete bylaws to the ComRules representative.

These steps should be followed when changingexisting bylaws or adopting new district bylaws:

• Preliminary approval by the National Commit-tee on Rules The district rules committeeshould prepare the necessary bylaws oramendments and submit a single copy of thecomplete bylaws including amendments to theComRules representative for reviewing districtbylaws. Consult the USPS directory ofNational, District and Squadron Officers andalso the ComRules website for your DistrictOversight member. Any differences betweenthe submitted bylaws and the model should beunderlined in red or highlighted in the submit-ted text and explained in an accompanyingletter. One copy of the current bylaws mustaccompany any proposed amendments. Themember of ComRules will conduct an informalreview and return a list of required andrecommended changes, if any.

• District Council action. After making anynecessary changes, the district rules committeeshould present the bylaws with anyamendments included to the council forreview.

• District Conference adoption. If applicable, thecouncil will then recommend adoption by theconference. Care should be taken during thisprocess that any current bylaws provisionsrelating to amendments are followed closely.


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• Final approval by the National Committee onRules. After action by the conference, thedistrict rules chairman should submit theadopted bylaws with any amendmentsembedded to the same designated member ofComRules with a request for final approval.

The following documents must be includedwith any approval request:

• One copy, preferably an electronic copy inMicrosoft Word document format (DOCX) ofthe adopted bylaws

• One copy of the Certification/Approvals page,preferably an electronic copy in JPEG formatwith information as currently indicated. Notethat any electronic copy which includessignatures must be scanned or mailed as threesingle sheets if scanning is not available.Sending either bylaws or the certification inPDF format cannot be processed and should beavoided.

Bylaws and amendments become effectiveupon approval by ComRules. The district secretaryshall send notice of such approval to all membersof the district council and the squadron secretaries.

4.64 Each district has a district council consist-ing of the district bridge officers and squadroncommanders as a minimum, the detailed make-upis specified in the district bylaws.

The council is to the district as an executivecommittee is to a squadron. It should meet severaltimes a year so that its members may thoroughlydiscuss all matters to come before the districtconference.

It is advisable that council meetings be distrib-uted geographically within the district. Many dis-tricts have each council meeting sponsored by oneor more squadrons of the district on a rotatingbasis, resulting in a more thorough acquaintance ofindividual squadron members with district affairs.

It is highly desirable to have all squadronbridge officers attend council meetings to acquaintthem with district matters. They should have theprivilege of the floor but no vote.

Many districts find it expedient to provide forattendance at council meetings of general membersof the Governing Board and national officers fromtheir district so that the council may not only bene-fit from the experience gained by these individualsat Governing Board meetings but also be repre-sented on the Governing Board by those who areaware of the plans and operations of their district.

By reason of conspicuous service to USPS orto the district, the district council may elect personswho are not members of USPS as honorary mem-bers of USPS. Such elections are valid for one yearat a time. Persons elected to honorary membershipby district councils enjoy the same privileges andrestrictions as those elected by squadron executivecommittees.

4.65 Each district is required by USPS Bylawsto hold a conference between 1 March and 1 Mayeach year and between 1 October and 1 Decembereach year unless this requirement is waived by theBoard of Directors.

In planning a District Conference, the Confer-ence Planning Committee should pay particularattention to both civil and religious holidays occur-ring during the planned conference dates. Everyeffort should be made to avoid planning a confer-ence that spans those holidays. District Chaplainsshould advise the planning committee on schedul-ing conflicts with religious holidays. A listing ofthe Jewish holidays can be found in the Table ofURLs in Chapter Zero.

The conference is the primary meeting of thedistrict and is a clearing house for subjects ofparticular interest to the district. Questions of pol-icy and procedure should be on the agenda, andparticipation by all squadrons is important toconsolidate ideas on these subjects. District bylawsshould describe the make-up of the conferencewhich should include at least the council andsquadron delegates. District representation is basedon the number of members in the squadron with aminimum of two (2) delegates from each. Noticeand quorum requirements should also be specifiedin the district bylaws as should the voting proce-dure.


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4.66 Notices. The district commander or secre-tary sends notice of a district conference as far inadvance as possible to the commanders of squad-rons in the district as well as to the chief com-mander, the national executive officer and thenational secretary. This notice should give the date,time and place of the conference and should be suf-ficiently timely that national officers can makeplans for attendance.

Because district commanders and their staffsare usually elected and installed at the spring con-ferences, with the chief commander or his repre-sentative present, the D/C should notify thedesignated visitor in advance as to the nature andtiming of duties he will be expected to perform inconnection with installation, pledging andpresentations. If flags of office and plaques are tobe presented, the official visitor should be properlybriefed.

If any amendments to district bylaws are to bevoted on, they must be set forth in the notice of themeeting as required by the district's bylaws.

In the event a district conference must beadjourned to a date more than 24 hours later thanthe time fixed in the call to the conference or to adifferent place, there should be another call to eachmember of the district council and conference dele-gates announcing the list of items on the agenda forthe adjourned conference. No action can be takenunless a quorum is present.

4.67 Conference sponsorship. There are twomeans by which district conferences may bearranged:

A) The district assumes full responsibility forthe conference, under the leadership of aconference chair and his committee. The D/Cshould appoint a chair who is willing to serve forseveral years, thus providing continuity andexperience;

B) The conference may be hosted by one ormore squadrons in the district. It is usually desir-able to have host squadrons attend to the generaland social features while responsibility for arrang-ing business meetings is placed on one of the dis-trict's department heads. Hosting of a conferenceby a squadron enhances the prestige of that squad-

ron and increases interest of its members in districtaffairs. The responsibility for the format of a con-ference rests with the district.

4.68 Conference agenda. Squadron com-manders of the district should communicate withthe D/C well in advance, giving a brief summary ofthe subjects they wish presented at the conference.The D/C will prepare an agenda including mattersbrought up within the district and additionalnational matters. It may be the duty of a designateddistrict department head to correlate the agendaand reduce it to simplified form. Some districtsprefer to have a council meeting a month or sixweeks in advance of a conference, at which theagenda can be discussed and brought into finalform. In the event that amendment of the districtbylaws should become necessary, it is advisablethat they first be discussed at a district councilmeeting, then referred to the district rules com-mittee for preparation and final recommendationby the council to the district conference for adop-tion. Preliminary approval by USPS Committee onRules is recommended, and final approval by thiscommittee is mandatory.

A district conference should include meetingsof all departments and committees of the district toprovide a full and complete discussion of all dis-trict activities. Details of plans for meetings of thedepartments are to be arranged by the D/C with theassistance of each department head and committeechair.

Educational meetings during the conferencewill provide an opportunity to exchange ideas forimproving teaching methods and for discussionbetween instructors on effective presentation ofsubjects, proper use of teaching aids, and othermatters of interest to all members.

4.69 Effective the USPS Annual Meeting con-ducted 01/28/2012, the District Secretary is no lon-ger required to send district meeting minutes to anynational officer. Sends to the Committee on Rules acopy of amendments to district bylaws. The districtsecretary should send copies of any amendments tothe bylaws to the designated member of the Com-mittee on Rules. At the first Governing Boardmeeting following receipt of a resolution from a


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district conference, the national executive officerwill summarize the resolution to the GoverningBoard and propose referral to a national committeeor officer for study.

At the following Governing Board meeting thecommittee or officer assigned the resolution willreport its recommendations and the resolution willbe presented to the full Governing Board. The textof a resolution is published in the minutes of theGoverning Board meeting where it was referredand in the call for the ensuing meeting.

4.70 Entertainment. One of the functions of adistrict conference is to bring together members ofthe squadrons. It is therefore urged that a confer-ences be accompanied by social gatherings, such asa dinner and dance, to attract squadron membersand guests.

4.71 Although district conferences are usuallyaccompanied by a luncheon and/or dinner, theprice of which is sometimes included in a regis-tration fee, a member is not obliged to pay any-thing to attend a conference, or to vote, if eligible.This should be made clear in the notice of themeeting.

4.72 Squadron representation. A squadron isrepresented by its commander and delegates, thenumber of delegates varying with bylaws of thevarious districts. It is important that delegatesattend the conferences. It is also desirable thatrepresentatives of the educational department ofthe squadrons attend conferences because one ofthe functions of a conference is to provide an inter-

change of information among squadrons on educa-tional matters. Attendance by all squadronmembers should be encouraged.

4.73 Order of business. A suggested order ofbusiness at district conferences is stated in USPSand district bylaws.

The vote at a district conference is binding onthe district and its squadrons insofar as it relates todistrict matters, provided it does not conflict withUSPS or district bylaws.

4.74 Distribution of assets. In the event of dis-solution and voluntary surrender or revocation of adistrict, all assets belonging to the district areassigned to the squadrons within that district pro-rated according to the current membership.

If there are no squadrons, district assets areassigned to USPS or to an institution which quali-fies for tax exemption under Section 501(c)(3) ofthe Internal Revenue Code of 1986, as amended, orsuch other section of the code by which USPS isexempt. The recipient of such assignment will beselected by the conference or other comparablebody of the district. In the absence of such selec-tion, the selection will be made by USPS Board ofDirectors.

Should the squadrons of the district beassigned to one or more other districts the assetsbelonging to the district will be divided amongsuch other districts pro-rated as to the membershipof the squadrons assigned to these districts.


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chapter 4 d organization

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