Monthly Archives: June 2010

Western Maryland Jaycees Constitution and Bylaws ARTICLE 1: NAME Section 1: The name of this organization shall be the Western Maryland Junior Chamber, trading also as the Western Maryland Jaycees, Inc. ARTICLE 2: PRINCIPAL OFFICE Section 1: The principal office of the organization shall be located in the city of Cumberland, MD. ARTICLE 3: AFFILIATION Section 1: This organization affiliates itself with the Maryland Jaycees, Inc., United States Junior Chamber of Commerce and Junior Chamber International and is subject to the Bylaws of those organizations insofar as they affect and prescribe the functions of the local organization. ARTICLE 4: PURPOSE Section 1: The purpose of this organization shall be: a. Civic service through the organized efforts of the young people of the community to promote the welfare of the community and its citizens through active, constructive projects. b. To provide the young people constituting its membership with training in leadership and to instill civic consciousness to better their usefulness as citizens; and c. To cooperate with other civic organizations in advancing their programs of usefulness to the City, State, and Nation. ARTICLE 5: MEMBERSHIP Section 1: Any young person between the ages of twenty-one (21) and forty (40), both inclusive, shall be eligible for active membership. ARTICLE 6: GOVERNMENT Section 1: The government of the organization shall be vested in a Board of Directors as prescribed in the Bylaws. ARTICLE 7: AMENDMENT Section 1: This Constitution shall be amended by a two-thirds (2/3) majority vote at a meeting of the full membership at which a quorum has been established, or at any regular or special meeting, provided notice of the proposed amendment or amendments has been provided to each member electronically or in hard copy no fewer than ten (10) days prior to the meeting. BYLAWS ARTICLE 1: MEMBERSHIP Section 1: Any young person between the ages of twenty-one (21) and forty (40), both inclusive, shall be eligible for active membership. Section 21: A Candidate for membership shall make himself or herself known by written application to the Board of Directors. Section 32: Any member of this organization becoming forty (40) years of age after the payment of dues for any fiscal year may complete that fiscal year as an active member. Section 43: Anyone of good character, whose active membership terminates as hereinabove provided, shall be eligible for associate membership by continuing payment of twenty-two dollars ($22.00). An associate member shall not be eligible to vote or to but not hold elected office. Associate members may chair organizational events. Section 54: Honorary membership may be conferred upon any person of good character upon approval of two-thirds (2/3) majority vote of the Board of Directors. An Honorary member shall not be eligible to vote or hold office. ARTICLE 2: DUES Section 1: The annual dues for each member of this organization shall be fifty dollars ($50.00), which shall be due each year on or before the first day of that month in which the member was added to the roster of the United States Jaycees (Anniversary Month). ($44 state dues; $6 local chapter dues.) New members must pay their initial dues assessment before being inducted into the organization. Section 2: Any member who has not paid his/her dues in full by the 10^th day of his anniversary month shall be automatically dropped from membership, provided, however, that the dues Administrator has mailed a notice of the annual dues to the member on or before thirty (30) days of the month preceding that in which the payment is due. Members who have been dropped because of nonpayment of dues may be reinstated by a majority vote of the Board of Directors following payment of all unpaid dues plus a five dollar ($5.00) late fee. ARTICLE 3: GOVERNMENT Section 1: The government of this organization shall be vested in the Board of Directors, which shall be subject to the will of the membership. Decisions and actions of the Board of Directors may be reversed or voided by a two-thirds (2/3) majority vote of the membership at any General Membership Meeting or Special Meeting at which a quorum has been established. Section 1a. Any member in good standing may raise a motion for vote during any General Membership Meeting in which a quorum has been established. Section 2: The Board of Directors shall have control of the property and management of the organization subject to the will of the membership, as herein above stated in the ARTICLE ART. 3, Section 1. Section 3: The number of Directors shall not exceed twenty-one (21), including any Past Presidents. Section 4: All funds of the organization shall be deposited in such banks as are from time to time designated by the Board of Directors, and all moneys deposited therein shall be withdrawn by checks signed by the Treasurer and countersigned by the President unless otherwise provided by the Board of Directors. All expenditures and committees shall conform with ARTICLE 7, Section 3, of these CONSTITUTION AND BYLAWS. When time is a factor, the President, after consultation with the Treasurer, shall be empowered to withdraw moneys from said account up the limit of one hundred dollars ($100.00). The Treasurer and President shall be bonded to the satisfaction of the Board of Directors at the expense of the organization. The general checking account shall at all times maintain a balance of fifty dollars ($50.00). Section 5:  The Board of Directors shall submit to the Membership a projected annual budget no later than March of the current year. ARTICLE 4: NOMINATION AND ELECTION OF DIRECTORS AND OFFICERS Section 1: Not less than forty-five (45) days prior to the Annual Meeting, the President shall appoint, with the approval of the Board of Directors, a Nominating Committee of not less than five (5) members. Section 2: Members shall be eligible for nomination and election to the Board of Directors if they are in good standing. Section 3: The Nominating Committee shall decide upon and report to the membership in writing, not less than ten (10) days prior to the meeting preceding the Annual Meeting, listing the candidates for election as members of the Board of Directors. Section 4: No members of the Nominating Committee shall be eligible for nomination to any office by action of the Nominating Committee. Section 5: Any member of the organization may file with the Secretary the name of any member in good standing whom he or she desires to nominate for election to the Board of Directors. The Secretary shall thereupon add such name to the ballot. Section 6: Vacancies in the Board of Directors shall be filled by election from the membership for the duration of the un-expired term. Section 7: The officers of the organization shall be elected at the Annual Meeting by a majority vote of the General Membership present and voting providing a quorum has been established. Nominations may be made from the floor. Section 8: The Officers shall consist of the Chairman of the Board, President, Vice Presidents in Chapter Management, Community Development, Individual Development, and Membership Vice President, State Director, Secretary, Treasurer, Chapter Center Executive Director, Programs Administrator, and/or additional Vice Presidents as are necessary and prudent for efficient management of Chapter affairs. As interest, involvement and necessity dictate, other Directorships may be created from time to time. These may include, but shall not be limited to, Dues Administrator, Legal Counsel, Fundraising Director, Public Relations Director, and Communications/Newsletter Editor. Section 9: Officers shall serve for a term of one (1) year. Any Officer, if so nominated and elected, may serve in one (1) successive term. A Member may be nominated for a previously held Officer position after a period of three (3) years has passed since they last held that position. Section 10: Voting shall be in person only, and no person shall case more than one (1) vote. Section 11: Officers shall take office immediately upon installation at the first Board of Directors’ Meeting following the Annual Meeting. Expiring Directors shall relinquish their position at the installation of the new Board of Directors. Section 12: The Immediate Past President shall, at the termination of his or her term of office, automatically remain as Chairman ofon the Board of Directors for a period of one (1) year. He or she will have voting privileges and eligibility of office. His or her duties and responsibilities shall be assigned by the President. The previous Chairman of the BoardPast President shall remain if the Immediate Past President is unavailable. Section 13: If the office of President shall become vacant by death, disability, resignation, or otherwise, the Board of Directors shall elect one (1) of the Vice Presidents to serve as acting President until such time as a special election is held.the office shall be filled by the Chapter Management Vice President, or the Community Development Vice President if Chapter Management VP is unavailable; until which time tThe Secretary shall call a Special Election at the first Regular Monthly Meeting of the General Membership thereafter, giving written notice of such election as provided in ARTICLE 5, Section 4 to each member. At such metering, the General Membership shall elect a member of the Board of Directors to the office of the President. Section 14: Any candidate for President shall have previously served on the Board of Directors. Section 15: In the event that an office should remain vacant after election of officers, the President may appoint from the Board of Directors a member in good standing to fill the position with the approval of the Board of Directors at the next meeting. ARTICLE 5: MEETINGS AND EVENTS Section 1: The Election Meeting of the organization shall be held on the second Wednesday in December of each year. Section 2: The organization shall hold a minimum of four (4) Membership meetings one to be held each quarter. Membership Meetings are to be as geographically diverse as practical. Section 3: Special Meetings of the organization shall be called by the President or the Secretary at the request of one-third (1/3) of the Members. Section 4: Notice of the Election meeting, or any Special Meeting, shall be mailed sent to each member at his last known address at least ten (10) days prior to the date of the meeting. Section 5: The chapter shall hold a minimum of six (6) Board of Director Meetings annually. Section 6: Special meetings of the Directors shall be called by the President or by the Secretary at the request of one-third (1/3) of the Board, provided that not less than three-fourths (3/4) of the Directors and Officers are notified as to the time and place of such meeting. Section 7: At all meeting of the organization, twenty percent (20%) of the active members shall constitute a quorum. Section 8: At all meetings of the Board of Directors, fifty percent (50%) of the members of the Board shall constitute a quorum. Section 9: The Board Members may, by rule, provide that two (2) successive absences from the Board meeting, unexcused, shall be deemed a resignation by the absent member of his place on the Board of Directors. Section 10: A minimum of four (4) events quarterly shall be held in the membership development area: a minimum of two (2) state or extra chapter level activities; and a minimum of one (1) project, program, or event in each of the following three portfolio areas: community development, individual development, and management development. ARTICLE 6: DUTIES Section 1: The President shall direct and supervise the affairs of the organization and shall make a semi-annual report thereon to the members. In his absence, he shall direct one of the Officers to conduct any Board of Directors’ or membership meeting in the following hierarchical order. Section 2: Chapter Vice Presidents 2a: The Chapter Management Vice President shall work with the President, on such administrative affairs of the organization as Public Affairs, Meetings, Awards, and Records. 2b: The Community Development Vice President shall work with the President and be responsible for all Community Development affairs. 2c: The Individual Development Vice President shall work with the President on such internal affairs of the organization as Leadership and Personal Growth. 2d: The Membership Vice President shall work with the President on such affairs dealing with recruitment, registration and retention of members. Section 3: The State Director shall serve as a liaison between the Chapter and the Maryland Jaycees. He shall be familiar with all phases and problems of the local Chapter’s activities, attend State Meetings, and give a detailed report on the proceedings. He shall further be responsible for finding qualified individuals to serve on state committees as required and to engender enthusiasm for state activities. Section 4: The Treasurer shall keep the books of the organization, disburse funds as required and report monthly, in writing, on the financial condition of the organization. The Treasurer shall submit a typewritten report in detail, monthly, to the membership, and shall prepare a report for audit by his/her successor. The Treasurer may pay no bills without the approval of the Board of Directors. Section 5: The Secretary shall give notice of all meetings and shall keep the minutes of all meetings as outlined in Robert’s Rules of Order. The Secretary shall be custodial of all official records of the organization. The Secretary shall keep one book in which the Constitution, Bylaws, and Standing Rules should be written, leaving every other page blank; and whenever an amendment is made to any of them, in addition to being recorded in the minutes, the change shall be immediately entered on the page opposite the Article amended, with a reference to the date and page of the minutes where it is recorded. At the expiration of his or her term, this book shall be turned over to his or her successor. The Secretary will electronically publish a current version of these Constitution and By-Laws to the full membership at least once annually as well as immediately after any changes have been made to these documents. The Secretary shall duplicate all minutes, forward a copy to the President, and electronically publish a copy of the minutes to the full membership. ARTICLE 7: STRUCTURE Section 1: The Chapter may be comprised of members from various geographical locations within the Western Maryland Junior Chamber Service Area. These members may be appropriately grouped to create concentrations of Jaycee activity. The concentrations shall be known as local Chapter Centers. Section 2: Each Chapter Center shall have an Administrative Board to oversee the routine operations of the Chapter Center. The Board shall consist of an Executive Director and a Secretary. Year-long Chairs to guide, plan, and direct functions within each of the following three (3) portfolio areas are recommended but not required: Community Development, Individual Development, and Management Development. Section 3: The Secretary shall be responsible for communications, minutes, correspondence, routine record keeping, and dues billing. The Secretary shall serve as the Executive Director’s alternate to the Chapter’s Board of Directors, and shall serve in his or her stead as presiding officer at Chapter Center junctions. The Secretary shall assist the appropriate Chapter officers with external communication, internal correspondence, public relations and media exposure, and other duties as assigned. Section 4: The Chapter Center shall hold a minimum of four (4) quarterly Administrative Board Meetings: a minimum of four quarterly Membership Meetings: and a minimum of one (1) project, program, or event in each of the following three (3) portfolio areas: Community Development, Individual Development, and Management Development. The Portfolio Chairs (if selected) shall serve primary leadership functions in the development, implementation and administration of these activities. These projects shall be designed to have a local impact, focusing primarily on the needs of the members and the constituency served by the local Chapter Center. ARTICLE 87: COMMITTEES Section 1: The Board of Directors shall designate such committees as it may deem proper and necessary to fulfill the objectives of a properly functioning Jaycees organization. An Officer shall be designated to attend and participate on each committee, serving as the liaison between the committee and the Board of Directors. Section 2: All committee chairmanpersons , vice-chairman, and members shall be appointed requested by the Director and approved by the Vice President and President, subject to the approval of the Board of Directors. Committee members shall be recruited by the committee chairperson and/or the Director designee. Section 3: Authority for project expenditures that are expected to exceed $500 per project shall be requested from the Board of Directors in the form of a properly submitted Chairman’s Planning Guide. If the CPG is approved, all expenditures must be supported by a voucher signed by the President, a Vice President, or the Project Chairman. For each approved project, the Board of Directors shall establish an amount which the President, a Vice President, or the project chairman may authorize for expenditure without prior approval of the Board of Directors or the General Membership. Recurring annual events do not need a CPG for each year, once a budget line is established for that event. A project chairman who wishes to use a checking account other than the chapter’s general account shall request approval to do so at any regularly scheduled board meeting. At that time, the Board of Directors shall determine whether use of a special account is appropriate. Board approval to use a special account shall be contingent upon acceptance by the project chairman of the following conditions: a. The special account shall have four authorized check signers – the chapter president, treasurer, project chairman, and project treasurer. b. Each check shall require two signatures consisting of one (1) the project treasurer or project chairman and two (2) the chapter treasurer or chapter president. c. At each regularly scheduled board meeting, the project treasurer (or chairman) shall report on all activity in the special account during the previous calendar month, to include beginning balance, a listing of receipts, a listing of disbursements, and the ending balance. A written report of this activity shall be delivere4d to the chapter treasurer at the board meeting. d. The project treasurer shall each month prepare reconciliation of the bank statement for the special account to the account’s checkbook, detailing outstanding checks, deposits in transit, and any other reconciling items. The reconciliation shall be delivered to the chapter treasurer no later than the board meeting next following the ending date of the bank statement. e. Use of the special account shall be completed as soon as practical after completion of the project, the checkbook returned to the chapter treasurer and the funds returned to the chapter treasurer. ARTICLE 8: RULES OF ORDER Section 1: Robert’s rules of Order shall govern the proceedings of all general, regular, and special meetings of the organization and its constituent parts, except as provided in the Bylaws. The final judgment shall be vested in Parliamentarian. ARTICLE 9: POWER OF DELEGATION Section 1: Delegations of committees shall be appointed by the President, subject to the approval of the Board of Directors to represent the organization at any conference, meeting, or assembly. They shall have no authority by virtue of such appointment to bind or obligate the organization to any expense, or to concur in any action contrary to the expressed policy of the organization. The President shall serve as chairman of such delegation or committee; but in the event of his absence, he shall designate a chairman to service in his place. Section 2: At the State Convention or other General Membership Meetings of the Maryland Jaycees, voting shall be by the unit rule; that is, the number of votes allotted to the Western Maryland Jaycees must be voted as a unit, unless the delegation is uninstructed. Section 3: The President and State Director shall be delegates to all State meetings, and the President shall serve as Delegation Chairman, except at the State Convention where the President-elect shall serve as such Chairman. The remaining delegates shall be selected by the Board of Directors; alternative delegates may be appointed. Section 4: The Board of Directors shall have the authority to designate a number of alternate delegates equal to the number of delegates. ARTICLE 10: AMENDMENTS Section 1: These Bylaws may be amended by a two-thirds (2/3) majority vote of the members at any General or Special meeting, provided written notice of the proposed actions has been provided to each member electronically or in hard copy no fewer than ten (10) days in advance. Section 2: These Bylaws, as amended, supersede all previous Bylaws, and any provisions not specifically herein shall become null and void. Edited: Shipway, 2010 Page 2