Official Ship By-Laws

Sea Scout Ship # 956

Revision Date: 14-August-2006

I.) Goal –

i.) The goal of Sea Scout Ship # 956 is to promote strong moral, teamwork, and leadership qualities through sailing education to enthusiastic youth by introducing members to various kinds of sailing events, techniques, and skills. Sea Scout Ship # 956 will attain this goal through strong youth leadership, guidance by adult advisors,  adhering to guidelines set forth by the Ship # 956 By-Laws, and decisions of the Quarterdeck, with adult supervision to ensure the safety of all members.

II.) Organization –

i.) Sea Scout Ship # 956 is a registered unit of the Boy Scouts of America, Venturing Program chartered to the Church of the Ascension in Clearwater, Florida. All participants shall be registered members of the Boy Scouts of America and abide by all rules and regulations pertaining to Venturing youth and adults. The fiscal year of the unit will be from 01-Sept. through 31-August of the following year.

ii.) The Ship is organized by the guidelines set forth in the Sea Scout Manual, consisting of elected youth leaders (Ship Petty Officers) and an adult advisor (Ship Skipper) organized as the Quarterdeck.

iii.)  The maximum Quarterdeck is comprised of the following elected youth Petty Officers and adult advisor:  Boatswain, Boatswain’s Mate-Program, Boatswain’s Mate-Administration, Yeoman, Purser, Storekeeper, Coxswains (Crew Leaders) and Skipper (adult advisor).

iv.) The minimum Quarterdeck is comprised of a Boatswain, Boatswain’s Mate-Program, Yeoman, Purser, and Skipper.

v.) Coxswains should be included in the Quarterdeck when the registered youth members total 18 or more, and are responsible for leading a Crew consisting of up to 6 registered youth members before forming an additional Ship Crew.  The Boatswain and Boatswain’s Mate(s) are generally not members of a Ship Crew under the leadership of a Coxswain.

vi.) No Petty Officer shall hold dual Petty Officer positions.  

III.) Eligibility –

i.) The Venturing program, which includes Sea Scouts, is open to all youth, male and female, that have graduated the eighth grade and are less than twenty-two (22) years of age. Participation as an adult is encouraged after reaching twenty-two (22) years of age.

IV.) Adult Volunteer Leaders –

i.) Sea Scout Ship # 956 is an organization run by youth, for youth. Adult advisors are responsible for ensuring the safety and security of all those participating in Ship activities but have no direct authority on Ship decisions other than those granted by these By-Laws and any required by National Sea Scouting, National Venturing, Boy Scouts of America, state, or federal regulations.

ii.) Adult advisors are organized as the Ship’s Committee and shall hold not less than one (1) Annual Committee meeting to review finances and any Ship plans for the following year.  The Ship Boatswain shall be expected to attend this meeting. The committee shall hold not less than three (3) General Committee meetings exclusive of the Annual Committee meeting to discuss ongoing Ship plans.

iii.)  Two-deep leadership for adults and the youth buddy system should be practiced by all registered participants and guest or visitors. 

V.) Youth Petty Officer Leaders –

i.) Youth leaders (Petty Officers) shall be determined by majority vote of Ship youth members. A proxy vote shall be allowed for those members unable to attend vote meetings in person.  All youth running for election to the Ship’s Quarterdeck must be in good standing with the Ship. Youth choosing to run for office shall commit to the responsibilities of that office. Petty Officers are expected to attend at least eighty percent (80%) of all Ship activities. No youth may run for the office of Ship Boatswain until such time as the youth reaches sixteen (16) years of age and has been an enrolled and active member in Sea Scout Ship # 956 for not less than six (6) months, unless such youth does not exist on the roster upon which, the next available Ship member by age and active participation may run for election as Boatswain.  All other Ship Petty Officers shall have no restriction on age or length of membership.  Elected Petty Officers shall serve for one calendar year.

ii.) Elections shall be held at the business meeting in August. Newly elected Petty Officers shall take office one (1) month after elections.

iii.) No Ship member, adult or youth, may restrict a candidate from running for elected office except with a valid reason and by a ninety percent (90%) vote of all registered adult advisors and Petty Officers.

iv.) Interim elections may be held in the extreme event they are required to replace a Petty Officer during his/her term. Interim elections shall take place only after the Quarterdeck and registered adult advisors review the situation and deem such action necessary.  Interim elections will be announced at least twenty-one (21) days in advance and held on the next business meeting.  The office(s) open for election and the person(s) nominated for the post(s) shall be included in the announcement. Petty Officers elected in an interim election shall serve until the next general election. The Quarterdeck may appoint an individual as a temporary replacement Petty Officer until such a time as an interim election can take place.

VI.)  Appealing a Quarterdeck Decision –

i.) If a member has a concern regarding a decision made by the Quarterdeck that is not specifically addressed by the By-Laws, that member shall have the right to bring that issue before the adult leadership for review. In the event that the adult leadership feels the Quarterdeck’s decision was fair and just, the appeal will be withdrawn and the original decision shall stand. In the event that the adult leadership feels the Quarterdeck has acted unjustly, the decision will be turned over to the Ship’s youth members for a vote. In order to overrule a Quarterdeck decision, a quorum of not less than seventy-five percent (75%) of the Ship’s youth members must be polled. Proxy votes by email shall be allowed for this vote. Of those members who vote, seventy-five percent (75%) must vote in favor of overruling the Quarterdeck decision.

ii.) In the event a Quarterdeck decision is overruled, the new ruling shall be implemented and effective not more than seven (7) days from such a vote.

iii.) If, a quorum is not reached after two (2) consecutive attempts at voting, or after a vote returns less than seventy-five percent (75%) of members in favor of overruling the decision, the motion to overrule the Quarterdeck’s decision shall be considered null and void and the original decision shall stand.

VII.) Registration Fee and Ship Dues –

i.) There is an annual fee of $11.00 due to the Boy Scouts of America for registration and insurance. The Ship dues shall be $5.00 per month, paid in one (1) $60.00 installment at the beginning of the calendar year.

ii.) Youth enrolling in the Ship after the original dues deadline must still pay the full $11.00 Boy Scout registration fee.  Ship dues will be pro-rated per the following schedule: Nine (9) to twelve (12) months enrollment: 100% of dues, Six (6) to eight (8) months enrollment: 75% of dues, less than six (6) months enrollment: 50% of dues.

iii.) Members registered as inactive shall pay the full $11.00 Boy Scout registration fees but shall pay only $2.50 Ship dues per month, paid in one (1) $30.00 installment at the beginning of the calendar year.

iv.) Inactive members are defined as: those youth or adult members that remain registered with the Ship, but due to circumstances such as, post-high school education, military service, or job related travel find it difficult to routinely attend Ship meetings and Ship activities, and are designated as “Inactive Members” by the Ship Skipper with the approval of the Ship’s Quarterdeck.

VIII.) Quarterdeck Meetings –

i.) The responsibility of the Quarterdeck is to oversee the business and educational operation of the Ship.  This is accomplished by the development and implementation of an Annual Event calendar and monthly/weekly meeting activities appropriate to the needs of the Ship’s youth members.

ii.) Quarterdeck meetings will be held in a convenient location for the serving Petty Officers and the Skipper. Quarterdeck meetings shall be held not less than bi-monthly.  The Quarterdeck is chaired by the Boatswain, who will prepare and distribute a meeting agenda to the serving Petty Officers and Skipper in advance of the Quarterdeck meetings.

IX.) General Meetings –

i.) The Ship shall hold meetings or sails every Monday at the Dunedin Marina with the following exceptions: by majority vote of the Quarterdeck, conflicts with an organized Sea Scouting event, or other major emergency (e.g. severe weather).

ii.) Meetings shall be organized into a four (4) week cycle, starting with the second Monday of the month. On occasions when there are five (5) Mondays in a month, activities for the fifth Monday shall be decided by vote of the Quarterdeck.

X.) Meeting Cycle:

i.) Meeting 1 – Official Business Meeting (Second Monday of the month)

This meeting shall be used to determine progress made during the last cycle as well as to make plans for the current cycle. The Official Business Meeting shall be presided over by the Quarterdeck.  A meeting agenda shall be announced not less than seven (7) days prior to the Official Business Meeting. The Ship Purser and Yeomen shall give reports as to the status of Ship funds and prior meeting minutes respectively.  The Boatswain’s Mate-Program shall report on program activities past, present and/or future as deemed appropriate.

ii.) Meeting 2 – Education Night Sail (Third Monday of the month)

This meeting shall be used to educate youth on sailing techniques or other boating activities appropriate for the safe and knowledgeable operation of a boat. Youth will be expected to perform various crew positions and to complete defined sailing maneuvers. The Ship’s Quarterdeck, working with the Ship Skipper, shall make plans for skills to be covered at the Educational Night Sail.

iii.) Meeting 3 – Team Building Night (Fourth Monday of the month)

This meeting shall be used to promote team spirit and also to educate youth on sailing skills. This meeting may, by majority vote of the Ship’s Quarterdeck, be held at a location other than Dunedin Marina.

iv.) Meeting 4 – Fun Sail (First Monday of the month)

This meeting will be used as a fun night sail. This night will be relaxed and is used simply to enjoy the fun of sailing. Youth are encouraged to bring friends to this meeting to introduce them to the Ship’s program.

v.)  No business meeting or team building night shall be changed to a sailing night except in cases where all current business is complete.  Changes will require the majority vote of the Quarterdeck and approval by the Ship’s Skipper. Meetings changed to a sailing night shall be considered an educational sailing night.

XI.)  Approval of Ship Programs –

i.) Each business meeting the Quarterdeck will present a program extending out as far as possible for discussion and approval by the ship.

ii.) The Quarterdeck will supply, to the best of their abilities, a list of the long term goals to be presented to and discussed by the ship at the next meeting to the inactive members one (1) or two (2) days before the general business meeting so those inactive members will have time to send in proxy votes regarding those goals.

XII.) Extra Events –

i.) The Ship’s Quarterdeck should do all possible to organize additional outings. These events are generally considered for entertainment only and will not reflect upon attendance. Should one of these events have required attendance, the Quarterdeck shall make an announcement not less than two (2) weeks prior to the event.

XIII.) Attendance and Participation –

i.) Attendance at all Ship functions is expected.

ii.) To remain in good standing with the Ship, youth are required to attend not less than sixty percent (60%) of the Ship’s activities that count towards attendance and contribute not less than twelve (12) hours of work maintaining the Ship’s vessels annually.

iii.) Meeting # 4, the “Fun Sail”, of the cycle shall be reserved for all youth actively participating in the Ship’s other activities. Youth wishing to participate in the Ship’s “Fun Sail” shall be required to attend not less than two (2) of the other meetings in a cycle. Youth may be excused from this requirement only by majority vote of the Quarterdeck and only after having presented an acceptable reason for low attendance and participation.

iv.) Waivers for the Ship’s “Fun Sail” shall be granted to all members registered as inactive, so long as all other dues and responsibilities are current.

v.) Waivers may also be granted to active Ship members not meeting the other criteria, in the event that the youth is bringing another youth interested in enrollment in the Ship.

XIV.)  Ship (Sea Scout) Uniforms –

i.) All Ship members choosing to participate in official Sea Scout regattas and all other events requiring a Ship uniform shall own and maintain a full Ship uniform complete with all applicable insignia. Uniforms shall be maintained in presentable order and worn appropriately when required.

ii.) The youth uniform for Sea Scout Ship # 956 is a light-blue dress shirt with green epaulettes and khaki shorts or trousers.  The adult uniform for Sea Scout Ship # 956 is a white dress shirt with green epaulettes and khaki shorts or trousers.  Venturing shorts or trousers, gray in color, may be substituted for khaki with either the youth or adult dress uniform.

iii.) Close-toed shoes with a back must be worn by all Ship members at any event conducted aboard a ship.

XV.)  Summer or Extended Trips –

i.) All youth considered in good standing with the Ship shall have an opportunity to participate in one of the Ship’s summer trips.  The Ship’s Quarterdeck will organize one primary summer trip and, as necessary, secondary trips for those youth unable to attend the primary summer trip.

ii.) The primary summer trip shall be reserved for those members who have first, the best attendance at Ship meetings and activities and second, the most seniority.  Registered inactive members, attending all meetings possible while in town, shall have only the routine attendance requirement waived if recommended by the Ship Skipper and approved by majority vote of the Quarterdeck. Senior members with infrequent attendance will be considered after those with better attendance.

iii.) The number of participants involved in all summer trips will be determined during  the initial planning of the trip by the Quarterdeck. The participant number will be based on safe capacity as determined by a vessel’s charter company (by literature or contract) and/or manufacturer’s recommendations.  Other participant determinations will always be secondary to safety, which may include a maximum and minimum number of participants for a trip, and/or a certain skill level or previous experience requirements.  Once a maximum, or minimum number of participants is determined, that number shall remain constant.

iv.) All Ship’s Petty Officers considered in good standing with the ship, as outlined above, regardless of seniority, shall retain the first rights for the primary summer trip.

v.) In the event of an overabundance of interest in the primary summer trip, exceeding the maximum number of available slots, a priority list will be created at the discretion of the Quarterdeck and Skipper, and will take into account primarily attendance records  for the prior year and continuous registration as a Sea Scout. Ship members shall be offered available slots based on the priority list.

vi.) The Ship Boatswain, or a designee by the Quarterdeck, shall act as Trip Executive Officer while on a summer or extended trip. All Ship’s Petty Officers shall maintain rights and privileges of their elected office for the duration of the trip.

vii.) In the event that a secondary summer trip is deemed necessary, those Ship members not able to attend the primary trip will be given the first available slots.  Every effort will be made by the Quarterdeck to accommodate the Ship members for participation in a summer or extended trip, recognizing this may not be possible in all situations.

XVI.) Fundraisers –

i.) The Ship, as deemed necessary and appropriate by adult advisors and the Quarterdeck, shall organize fund raising and maintenance day activities. These activities are considered required participation for all Ship members. Announcement of these events shall be posted not less than one (1) month prior to the event and, if applicable, appropriate fundraising forms for the Scout Council will be completed and submitted to the Council by the Quarterdeck.

ii.) Registered inactive members are waived from this requirement except when in town.

iii.) Any youth member not participating in a scheduled fundraising or maintenance day event shall lose the right to participate in the next monthly fun sail.

iv.) Fundraiser and maintenance day attendance waivers may be granted at the sole discretion of the Ship’s Quarterdeck. To be eligible for an attendance waiver, a Ship member must submit, in writing, a reason why they are unable to attend within seven (7) days of the announcement date.

XVII.) Advancement –

i.) Sea Scout Ship # 956 encourages its members to pursue advancement through the Sea

Scout Ranks. Ranks and requirements are outlined in the Sea Scout Manual.

ii.) Sea Scout Ship # 956 attempts to advance all of its members through training and

education but will provide for more one-on-one time with any member specifically wishing to work on advancement. Crew members wishing to actively pursue advancement should inform the Ship’s Yeomen.

iii.) Sign off on specific rank requirements shall be done by youth leadership whenever possible. The Boatswain and Boatswain’s Mate, so long as that member has attained at least the rank of Able, may sign off any youth on rank requirements for all ranks save Quartermaster.

iv.) In the event there are no Quarterdeck members ranking at least Able, adult leaders shall sign off all advancement requirements.

v.) It is the responsibility of each crew member to ensure that their advancement records are kept up to date with the ship’s Yeomen. The Yeomen’s records shall be considered the official ship’s advancement records.

XVIII.) Disciplinary Action -

i.) In the event that disciplinary action is required it shall be handled at the discretion of the Ship’s Quarterdeck and adult advisors. All action shall be at the seventy-five percent (75%) majority vote of all adult advisors and the Quarterdeck. Should the disciplinary action be directed at one of the Ship’s Quarterdeck, that Petty Officer shall lose all rights to vote or preside over any proceedings resulting because of that Petty Officer’s actions or lack of actions.

ii.) Any Ship member under review for disciplinary action reserves the right to defend themselves and present a case before the Ship’s Quarterdeck and adult advisors.

XIX.) Vessel and Marina Use –

i.) No registered youth member, under the age of eighteen (18) may be at the boats, or on the docks of Dunedin Marina without the presence of an adult advisor, or responsible adult over the age of twenty-one (21).

ii.) No youth member may take any Boy Scout Council owned vessel from the dock without a registered adult leader or other approved adult at least twenty-one (21) years of age.

XX.) Public Displays of Affection –

i.) The public display of affection (kissing, hugging, handholding, etc.) by dating members of the Ship is discouraged. Scouting guidelines on male, female, youth, and adult separation of quarters for sleeping, bunking, showering, grooming, etc. will be adhered to during all Ship organized activities, outings, trips, events, etc.

XXI.) Illegal substances and Alcohol -

i.) Sea Scout Ship # 956 maintains a strict “No Tolerance” policy in regards to illegal substances and alcohol. No Ship member, youth or adult, shall posses or use any kind of illegal substance or alcoholic beverage while registered for, attending or participating in any Sea Scouting activity.

ii.) Such possession or use may be grounds for immediate dismissal from the activity at the expense of the violating member, followed by disciplinary action as set forth in the Ship # 956 By-Laws.

XXII.) Changes to the Ship # 956 By-Laws –

i.) All changes made to Sea Scout Ship # 956’s official By-Laws shall be made only upon the completion of the following in the order they appear:

• a.) A registered Ship member, youth or adult, proposes a change at an official Ship business meeting.
• b.) That proposed By-Law change is clearly articulated as a motion and must be seconded by a registered youth member.
• c.) The Quarterdeck discusses the change at a Quarterdeck meeting.
• d.) The Quarterdeck drafts a copy of the By-Laws with the change within 30 days of the motion, and presents the draft changes to the Ship members for a 30-day review and comment period.
• e.) All Ship members reserve the right to voice their opinion during discussion prior to the vote on any proposed changes to  the By-Laws.

• f.) A draft of the proposed By-Law change(s) is presented to the registered Ship members for a vote.
• g.) The By-Law change is passed by a seventy percent (70%) majority vote of registered youth members.

ii.) Adult advisors shall have no vote in proposed changes to the By-Laws but shall retain the right to veto any decision. This veto shall be made solely on the basis of: safety and security concerns for the Ship, Ship members, and/or Ship equipment, and the veto will require a seventy-five percent (75%) majority vote of all registered adult advisors.

iii.) Any registered youth not able to attend the vote may vote by proxy by submitting, in writing, their vote to the Ship’s Quarterdeck for presentation at the final vote.

iv.) All By-Law changes passed shall take effect not less than seven (7) days from that vote, and are duly recorded as a revision date on the By-Laws.  The Yeoman is responsible for maintaining a history of By-Laws and revisions.

v.) Upon change of the Ship # 956 By-Laws a new copy shall be distributed to all registered Ship members.

XXIII.) Acknowledgement of By-Law Receipt

i.) All registered Ship members, youth and adult, shall be required to sign a copy of the official Sea Scout Ship # 956 By-Laws to acknowledge that they have received and understand the contents. The original signed copy shall be held by the Ship Yeomen and a copy shall be made available to all adult advisors and the Quarterdeck.

ii.) Acknowledgement will be confirmed annually by newly signed Ship # 956 By-Laws at the time of the Ship’s recharter with the Boy Scout Council.