DEPARTMENT OF THE AIR FORCE SV
OPERATING INSTRUCTION 34-49
HQ 96th Air Base Wing (AFMC)
96th Services Squadron
EGLIN AFB FL 32542-5648
Services
EGLIN YACHT CLUB
___________________________________________________________________
This operating instruction (OI) establishes policies and
guidelines for the operation and administration of the Eglin Yacht Club (EYC).
1. NAME AND AUTHORITY. The name of this organization is the Eglin Yacht Club (EYC). It is established under the authority of the Base Commander of Eglin Air Force Base. This organization will be operated in accordance with appropriate Air Force directives. It will be operated as a government instrumentality and will be entitled to all the immunities and privileges of a government instrumentality.
2. OBJECTIVE. The objectives of the EYC are to:
2.1. Stimulate interest and
participation in boating, yachting and sailing, the science of navigation,
safety afloat, the art of seamanship, racing, skin and scuba diving.
2.2. Promote
a fraternal spirit in its members, among themselves and with other yachtsmen,
divers, dive clubs and yacht clubs.
3. IDENTIFICATION. The club burgee shall be a swallow tailed
pennant with light blue (Air Force Shade 125) field having a dark blue (Air
Force Shade 84) border one-half inch wide.
Located on the light blue field will be a white arrow slanted at a
30-degree angle with the tip of the arrow pointed at the top corner of the
hoist.
3.1. Only
properly registered or documented vessels owned by members of the Eglin Yacht
Club may display the burgee of the club.
3.2. Burgee’s
may be presented as gifts to other clubs under the general tradition and
guidelines observed by yacht clubs nation wide.
4. FINANCING.
4.1. Deficit
financing is prohibited (exclusive of approved loans for improvements.) Club obligations will not exceed available
income. All obligations and expenditures
will be authorized first by the EYC Club Manager, Advisory Committee and/or
Commodore; the Chief Community Support Flight; and the Commander Services
Squadron, as required.
4.2. Expenditures
not to exceed $2,500 may be authorized by the EYC Advisory Committee, without
membership approval. Expenditures over
$2,500 will be authorized by the EYC Advisory Committee only after reference to
the voting membership and approval by a majority vote of a quorum present at a
regular meeting or a special meeting called for that purpose. If a special meeting is called for this
purpose, all voting members must be notified of the meeting and its purpose,
and a quorum of the voting members must be present.
4.3. Each
committee chairperson will submit a proposed budget for their committee’s
activities to the EYC Advisory Committee prior to the August advisory committee
meeting. These budgets will be
consolidated and approved by the EYC Advisory Committee at the September
advisory committee meeting. This budget
will be submitted to the Non-
appropriated Fund Council for approval.
4.4. The
EYC Club Manager has the authority to procure supplies, provisions and request
cash advances for club events up to $500.00 without the permission of the EYC
Advisory Committee.
4.5. The
EYC Club Manager has the authority to request a check for an advance of $800.00
monthly for purchase of membership food and drink items.
5. OFFICIALS AND MANAGING
COMMITTEE
5.1. The Bridge Officers and
Duties. The officers of the Club will be
the Commodore, Vice-Commodore and Rear Commodore. All officers will be elected by a majority vote
of the active membership (quorum required) present at the annual meeting
designated for elections.
5.1.1. Commodore. The Commodore will be the captain of the club
fleet and preside at all meetings of the club and the EYC Advisory
Committee.
5.1.2. Vice-Commodore. The Vice-Commodore will assist the Commodore
and officiate in the Commodore’s absence. Standing member of Finance committee.
5.1.2. Rear-Commodore. The Rear-Commodore will assist the Commodore
and Vice-Commodore and officiate in their absence. Standing member of Membership and house
committee.
5.2. EYC
Club Manager and Duties. The Manager
will be appointed by the EYC Advisory Committee. The Manager will:
5.2.1. Request,
receive and account for all funds and property of the club.
5.2.2. Ensure
that all disbursements are properly authorized.
5.2.3. Determine
the eligibility of each prospective member prior to approval of his or her
application.
5.2.4. Obtain
and post monthly financial reports on club operations.
5.2.5. Grant approval for use of Club facilities as
outlined in Section 9, herein.
5.2.6. Standing member of
Finance, Membership, House and Entertainment Committees.
5.3. EYC
Advisory Committee and Duties. The EYC
Advisory Committee will consist of all officers, plus six members elected by
majority vote of the regular members present at the annual meeting (quorum
required), the Immediate Past Commodore, and the non-voting EYC Club Manager.
5.3.1. All three Bridge
officers on the EYC Advisory Committee will hold office for one year, or until
their successors are chosen. The six
other members elected will hold office for two years, or until their successors
are chosen.
5.3.2. No
elected member of the EYC Advisory Committee may serve more than two successive
terms.
5.3.3. Vacancies
occurring on the EYC Advisory Committee will be filled by majority vote of the
remaining committee members until the date of the next annual general
membership meeting.
5.3.4. The
EYC Advisory Committee will:
5.3.4.1. Appoint
committee chairpersons. Two board
members shall be appointed to each of the Boating, Diving and Membership
committees with the senior member acting as the committee chairperson. Monitor and exercise approval authority over
committee activities.
5.3.4.2. Appoint
a recording secretary whose duties will be to keep minutes of EYC Advisory
Board meetings in books which shall be the property of the club and accessible
at all times to interested members. In
case of inability to attend a meeting, the recording secretary is still
responsible to ensure all the necessary books and papers are available during
the meeting.
5.3.4.3. Draw
up and publish rules for the guidance of members and insure proper use and
maintenance of club facilities.
5.3.4.4. Be
cognizant of the conduct of members and their guests, and take appropriate
action if and when necessary.
5.3.4.5. Relieve
or change committee members and dissolve such committees, other than standing
committees, as are no longer necessary.
5.3.4.6. Represent
members in the management of the club.
In the event a member of the EYC Advisory Committee finds that their
duties or other activities preclude their attendance at committee meetings to
such an extend that they can no longer be effective, they may resign without
prejudice, and the committee will replace them.
A member of the committee who consistently misses committee meetings may
be replaced by the committee on a permanent basis by advising the member of the
intended action. Absence from two
consecutive committee meetings may be considered prima fascia evidence of a
member’s ineffectiveness.
5.4. Standing Committees.
5.4.1. The
following Standing Committees will be appointed by the EYC Advisory Committee
and/or Commodore:
·
Membership committee
·
Boating committee
·
Dive committee
·
Entertainment committee
·
Publications committee
·
Finance committee
·
House committee
·
Safety committee
5.4.2 Additional
committees may be appointed by the EYC Advisory Committee as required.
6. MEMBERSHIP AND DUES.
6.1. Regular
members. Pay dues, vote on club
business, hold office and otherwise participate in club activities. This group includes:
6.1.1. Active duty military personnel.
6.1.2. DOD
civilian employees,
6.1.3. Retired
military personnel.
6.1.4. Retired
federal government civilian employees.
6.1.5. Unremarried
surviving spouses of active duty or retired military personnel.
6.1.6. Unremarried
spouses of deceased federal government civilian employees (who were club
members at the time of their demise) who continue their membership.
6.1.7. Personnel
of the Armed Forces of foreign governments who are stationed in the Eglin Air
Force Base area.
6.1.8. Civilian
employees with valid DOD contracts working in Eglin Air Force Base area. Inactive DOD contractor members will be
permitted to maintain their membership for as long they continue to pay
uninterrupted membership dues.
6.1.9. Others
as authorized by appropriate Air Force directives.
6.2. TDY
Membership. Personnel in regular
membership subgroups 1,2,7,8 may become temporary club members during the
period of their TDY. TDY members will be
required to pay dues prorated for the time of their membership. TDY members shall complete the standard club
membership application form and meet all requirements of regular
membership. A copy of the TDY orders
shall be submitted with the application for membership. TDY members shall have all the responsibilities
and privileges of regular members except voting and receipt of an EYC nametag
or car plate. TDY members will be
identified as such on the club roster.
6.3. Application
for Membership. Eligible persons
desiring to become members of the club will complete a membership form and
submit it, accompanied by the initiation fee and dues for the balance of the
membership year, to the EYC Club Manager, either directly or through a
member. Questionable or unapproved
applications will be brought to the attention of EYC Advisory Committee. If the application is not approved, the
applicant will be so advised, and their initiation fee and dues will be
returned. If the Membership Committee
approves the application, the applicant will be so notified, their name added
to the club roster, and they will be introduced to the general membership at
the next regular membership meeting.
6.4. Termination
of Membership. Membership in the club
will be terminated under the following circumstances:
6.4.1. Upon
receipt of a resignation, in writing, from a member in good standing.
6.4.2. By
a majority vote of the EYC Advisory Committee, and upon approval of the
Services Squadron Commander, for misconduct on the part of any member.
6.4.3. For
non-payment of dues.
6.5. Reinstatement of Membership.
6.5.1. Members
who have resigned may apply for reinstatement by a request in writing, or
submission of a membership application to the EYC Advisory Committee,
accompanied by dues for the balance of the membership year. The member will not be required to pay an
initiation fee, subject to the approval of the EYC Advisory Committee.
6.5.2. Members
whose memberships’ were terminated for non-payment of dues may apply for
reinstatement. If termination has been
over one year, their application will be processed in accordance with the procedures
for a new member. If termination is
under one year, full annual dues will be required.
6.6. Guests. Guests are friends, acquaintances or house
guests who are present at the club at the member’s invitation. Guests must be accompanied/sponsored by an
active EYC member. Guests may include
prospective members. Persons eligible
for membership but who do not elect to become members will not be extended
guest privileges more than three times.
6.7. Dues.
6.7.1. Dues
for members, with concurrence of the general membership, will be recommended by
the EYC Advisory Committee and submitted to the Services Squadron, for
approval.
6.7.2. The
dues year is October through September inclusive. A new member joining during the year will pay
dues pro-rated by the month for the remainder of the dues year, starting with
the month in which their membership application is approved, and ending with
the following September.
6.7.3. Dues
are due and payable during the month of October. Members have a grace period through the month
of November for payment of dues, unless absent from the area on temporary duty,
in which case they will have until thirty (30) days after their return. As of December 1, members whose dues have not
been paid will be dropped from the rolls and published membership roster.
6.7.4. Dues
will not be refunded to members upon termination of membership, except for:
6.7.4.1. Those
whose membership was terminated by written resignation. Dues will be pro-rated for the balance of the
dues year. Initiation fee will not be
returned.
6.7.4.2. A
prospective member whose application has been denied. Both dues and initiation fee will be
refunded.
6.8. Initiation
Fee. New members (except TDY members)
will pay an initiation fee of $20.00. One rejoining after termination of membership
for non-payment of dues will be required to pay an initiation fee. A former member whose termination was in
writing will not be required to pay a second initiation fee.
7. MEETINGS
7.1. Conduct. Roberts Rules of Order will be the governing
rules for conduct of meetings of the General Membership and the EYC Advisory
Committee. Twenty-five percent (25%) of
the regular membership of the club will constitute a quorum to elect officers
and Advisory Committee members. Six (6)
voting members of the Advisory Committee will constitute a quorum at meetings
of the Advisory Committee.
7.2. Records
and Reports. The proceedings of all
official meetings will be recorded to indicate a quorum present and to include
pertinent documents relating to business transacted or discussed, reports of
committees or the action taken. The
minutes of the meetings will be submitted to the Services Squadron, who will
record their action thereon and return to the EYC Advisory Committee. The minutes of the General Membership and
Advisory Committee meetings will be posted on the bulletin board for thirty
(30) days. Minute’s items that modify
the EYC OI shall be highlighted on the signed copy posted on the bulletin
board. Copies of the signed minutes are
to be kept on file at the EYC clubhouse.
7.3. General Membership Meetings.
7.3.1. Annual
membership meeting. The annual club
membership meeting will be held during the month August for the purpose of
election of officers, Advisory Committee members and such other business as may
be presented. The EYC Advisory Committee
shall establish announcements of the date, time, and place of the annual
meeting. The new Bridge officers and
Advisory Committee members will assume their duties on 1 October.
7.3.2. Regular
meetings. Regular meetings of the club
will be held once a month. The dates
shall be established by the EYC Advisory Committee.
7.3.3. Special meetings. A special meeting of the club may be held at any time upon the call of the Commodore, upon the call of the EYC Advisory Committee, or upon demand, in writing, stating the object of the proposed meeting and signed by not less than five (5) regular members. Notice of the time, place an object of any special meeting will be given to all members by the Commodore through all methods available.
7.4. Advisory
Committee Meetings. The EYC Advisory
Committee will meet once a month at a time decided by the officers and
committee members. In the event a
meeting of the committee is called for other than the regular meeting night,
the Commodore will ensure the committee members are notified.
8. ELECTIONS
8.1. Officers
and Advisory Committee. Election of
officers and members of the EYC Advisory Committee will be held at the annual
membership meeting in August.
8.2. Nominating Committee. The EYC Advisory Committee and/or Commodore will appoint a Nominating Committee of regular members to nominate candidates for election at the August meeting. The appointment of this committee will be announced at the June regular meeting of the general membership. The nominating committee will be requested to nominate at least two (2) candidates for each elective office. The slate of nominees will be announced to the membership at the July regular meeting and will be posted on the club bulletin board at least three weeks prior to the date of the August meeting.
8.3. Additional
Nominations. In addition to nominations
by the Nominating Committee, candidates may be nominated by submission, in
writing, to the chairman of the Nominating Committee at least ten (10) days
prior to the date of the annual meeting.
A letter, signed by five (5) voting members requesting the addition of a
candidate to the slate of nominees must state that the nominee is eligible and
that they have agreed to accept the position for which he/she is being
nominated, if elected. The finalized
slate of nominees will be submitted to the membership for election. Nominations will be not be accepted from the
floor.
8.4. Voting. Election of officers and advisory committee
members will be by secret ballot. The
results of the election will be announced at the annual membership meeting.
8.5. Filling
Vacant Offices. In the event an elected
officer nominee cannot serve in their elected office the vacancy will be filled
as prescribed in paragraph 5.3.3 herein.
9. CLUB OPERATIONS AND HOUSE
RULES.
9.1. Use of Club Facilities.
9.1.1. The
club facilities are available to all EYC members on an equal basis.
9.1.2. Social
events occurring throughout the year at the EYC that are not normally included
as part of the planned calendar will be known as SPECIAL FUNCTIONS. Planned calendar event have priority over
special functions. Any member may
request use of the EYC to host a special function. EYC special function use requires:
9.1.2.1. Submission
of a written request, accompanied by the appropriate rental fee, to the EYC
Club Manager. Requests will be
coordinated with the Entertainment, Dive and Boating Committee chairperson
prior to approval. All requests will be
bought to the attention of the EYC Advisory Committee and/or Commodore.
9.1.2.2. Notice
of the approved function will be posted in the EYC building prior to the next
regular general membership meeting.
Posting of the notice serves as a general invitation to all club
members.
9.1.2.3. The
special function host(s) are responsible for EYC cleaning and are liable for
any damage. The facility must be cleaned
up by the end of one working day following the special function.
9.1.2.4. The funding of special
functions is the sole responsibility of the host(s). When made available, the EYC Club Manager
will inventory club refreshments before and after the function. The EYC Club Manager will be the approving
authority for sale of club refreshments, and a designated club member must
serve as bartender during special functions.
Rental fees and charges for stock used will be based on established EYC
prices.
9.1.2.5. When
club refreshments are available, the Club Manager will provide a final report
to the EYC Advisory Committee at the next scheduled meeting.
9.1.3. No
member or non-member may keep their boat at the club dock or in the club yard
on a permanent or semi-permanent basis.
Members may leave their boat at the club dock overnight for three days
when no club activity is planned. For a
longer period of time, permission must be secured from the Commodore.
9.1.4. The ice machine room
will be secured by a combination lock.
The combination will be provided to members upon request. When the machines are functioning, ice may be
taken at any time unless there is a planned club activity. The EYC Club Manager will determine the ice
room’s availability to club members based on use during scheduled club
functions. Routinely, ice will not be
available on the day of any regularly scheduled club function to include
monthly membership meetings.
9.2. Hours of Operation.
9.2.1. Since the
club has no paid bartenders, the hours of operation depend upon the
availability of members to open and close the club. The club will normally be open at 1800 hours
on Fridays and at other times at the EYC Club Manager’s discretion. For any planned club function the hours will
be as announced.
9.2.2. If
a member finds the club closed when the hours of operation would indicate it to
be open, any member of the EYC Advisory Committee may open the club, providing
that the member assumes responsibility for closing and locking doors and
windows upon their departure. The
volunteer must secure the club when departing unless another member volunteers
to assume that responsibility.
9.3. Bartenders Duties.
9.3.1. Any member may volunteer to act as bartender,
providing they assume the responsibilities of the bartender
9.3.1.1. Volunteers must receive annual dram shop
training.
9.3.1.2. Must acknowledge the reading and
understanding of SVRY OI 34-219,
CONTROL AND SALE OF ALCOHOLIC BEVERAGES/DRAM SHOP THEORY by signing the
responsibility statement on the Yacht Club Dram Shop Training Roster
located in the Yacht Club Dram Training
Program binder.
9.3.2. A
list of bartenders and duties will be kept posted behind the bar. The responsibilities of the bartender are:
·
Dispense and collect money for all resale
items.
·
Maintaining the cleanliness of the bar.
·
Depositing evening’s receipts in the
security box.
·
Storing private beverage bottles in bar
cabinet.
·
Closing and/or locking refrigerator and bar
cabinet, doors and windows.
9.4. Checking
and Credit Policy. Checks will be accepted from members, but only
for the specific amount of the purchase or dues. No credit will be extended to members.
9.5. Conduct
of Members. Members will conduct
themselves as ladies and gentlemen. No
loud, boisterous talk, profanity or drunkenness will be tolerated. The EYC Advisory Committee has the
responsibility and the authority to recommend to the Services Squadron any
disciplinary action, which may include a letter of warning, temporary
suspension, or revocation of membership for misconduct.
9.6. Minors. (persons under 18 years old)
9.6.1. Except during planned or special family functions, minors are not permitted in the club building on Friday nights, nor are they permitted to attend meetings.
9.6.2. Minors
will not be allowed in the bar area at any time.
9.6.3. Persons
under 21 years old will not be sold or served alcoholic beverages.
9.6.4. Minors
will not be allowed on the dock unless accompanied by an adult.
9.7. Pets. No pets will be allowed in the club buildings at any time.
9.8. Smoking. The EYC club house is a no smoking
facility. Smoking is permitted only in
designated exterior facility areas.
9.9. Competitions.
9.9.1. Any member or non-member entering a regatta
or other competitive event sponsored by the Club must certify that their boat
meets all Coast Guard and
9.9.2. No
cash awards will be made.
9.9.3. The
Eglin Yacht Club will not sponsor its members in any competitive event.
9.10. Responsibilities.
9.10.1. Each
member is responsible for the conduct of their guests and minors.
9.10.2. It
is the responsibility of all members to insure that all rules are adhered
to. EYC Officers and/or Advisory
Committee members are specifically responsible if present.
Reviewed by:
_____________________________________
ROBERT J. PRICHARD
Chief, Community Support Flight
Approved by:
_____________________________________
CAROLE E. ST. DENIS,
Commander, 96th Services Squadron