POLICY
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POLICY 1 - ANNUAL SENATE PICNIC
A. The following guidelines are to be used by any region or group wishing to bid and
host the Illinois JCI Senate Annual Picnic
1. Bid will be let at Annual Summer Picnic for the following year’s Annual Picnic.
2. Picnic is to be held the fourth weekend of July.
4. Registration prices are to be set as follows: full weekend adult, full weekend child,
picnic only adult, picnic only child. Golf outing is separate and can carry an
additional registration cost.
5. Room rates are to be as reasonable as possible.
6. Selected motel is to have a swimming pool.
7. Host shall provide two comp rooms for both nights (used at President’s discretion).
8. Hospitality Room will be large enough to hold 50-75 people. It will open at 4:00 pm
on Friday and be open all day on Saturday (except during business meeting and
picnic).
9. Meeting area should be large enough to accommodate 100 people. (AC optional
on indoor facility)
10. A golf outing (preferably Scramble format) will be held on Saturday morning for Senators
and guests. The golf outing should to begin about 10:00 am if possible. Golf course
should be within a reasonable distance of motel and picnic. Foursomes will be
determined by host committee. Lunch for golf outing is optional, but encouraged.
11. An agenda of weekend events shall be available upon arrival. Weekend events
should be available for non-golfing attendees, including a Bar Burger lunch.
12. Maps should be available of the area for things to do for the weekend.
13. Weekend events are to include: Friday night hospitality, Saturday morning
continental breakfast (coffee, juice, rolls), Saturday morning golf outing (preferably
Scramble format), Bar Burger Saturday lunch, business meeting, Saturday evening
Dinner (with steak and trimmings) to start about 5:00 following business meeting and
Saturday hospitality. Saturday lunch and Sunday breakfast are optional. Children meals
can consist of burgers and hot dogs.
14. Plenty of assorted spirits, wine, beer, soda, snacks, etc.should be available at all times
the hospitality room is open.
POLICY 1 - ANNUAL SENATE PICNIC (continued)
15. Babysitters should be available if requested with sufficient advance notice prior to the
Picnic. Payment for babysitters is the responsibility of the children’s parent or guardian.
16. Host should ensure plenty of help is available throughout the entire weekend to ensure a
smooth running event.
17. Although the Annual Senate Picnic is not intended to be run as a fund raiser,
any profit attained as a result of the hosting the Picnic will be split evenly
between the Illinois JCI Senate and the host Region organization.
POLICY 2 - US JCI SENATE GUESTS
A. The Illinois JCI Senate will be responsible for room and registration costs of the US JCI Senate President and Region V Vice President for one visit each to an Illinois JCI Senate function during the year.
B. With approval of the Board of Directors, the President may provide complimentary registrations to the Annual Senate Picnic to other members of the US JCI Executive Board. The cost for these registrations will be reimbursed to the Picnic committee. Unless approved by the Membership, the cost of these registrations will come from the budgeted IL JCI guest expenses.
C. With approval of the Board of Directors, the President may provide complimentary registrations for members of the US JCI Executive Board at other Illinois JCI Senate or Illinois Jaycee events. Unless approved by the Membership, the cost of these registrations will come from the budgeted IL JCI guest expenses.
POLICY 3 - ILLINOIS JAYCEE MEETING ATTENDANCE
The President of the Illinois JCI Senate will attend the Saturday luncheon and Saturday evening banquet at all statewide Illinois Jaycee meetings. In the event President cannot attend, a representative should be named to attend these functions. The practical order of protocol is: Administrative Vice President, Management Vice President.
POLICY 4 - LARRY OLSEN MEMORIAL GOLF TOURNAMENT
A. The Illinois JCI Senate, upon request, will consider providing the necessary manpower for the
Larry Olsen Memorial Golf Tournament on behalf of the Illinois Jaycee charitable Foundation.
All proceeds go to the Illinois Jaycee Charitable Foundation.
B. The Illinois Jaycee Charitable Foundation will solicit members of the Illinois JCI Senate to serve
as co-chairmen of the event.
C. The tournament will be conducted annually on the third Saturday of August, unless an
alternative date is selected by the Illinois Jaycee Charitable Foundation Board of Directors.
D. The co-chairmen will be responsible for: selecting and contracting the golf course, establishing
entry fee, registrations, manpower assignments, hole sponsorship solicitations, prize solicitation
and providing a meal following tournament play.
E. The co-chairmen will provide a final written report to the Illinois JCI Senate and Illinois
Jaycee Charitable Foundation at their respective Winter Business Meetings.
POLICY 5 - SPRING GA/TOYP
A. When the Illinois JCI Senate serves as host of the Spring GA on behalf of the Illinois
Jaycees, the Illinois JCI Senate President shall appoint the Spring GA Chairman from
the membership of the Illinois JCI Senate. Whenever possible, this Chairman should
have served as a member of a previous GA committee. This chairman will coordinate the
entire GA and work in conjunction with the TOYP Chairmen.
B. The Spring GA Chairman will be responsible for assembling a committee, which meets
with the Illinois JCI Senate President’s approval, with responsibilities for registrations,
housing, meal counts, hospitality and manpower.
C. The immediate past President of the Illinois JCI Senate and one appointee by the Illinois
JCI Senate President from the membership will serve as co-chairmen of TOYP. These
co-chairmen will serve as event Master of Ceremonies, oversee the entire TOYP portion
of the weekend and have the power to appoint all committee members including a
person to coordinate the program book and collect all fees.
D. In the event the immediate past President does not or can not fill this position, the
Illinois JCI Senate President shall appoint another individual from the membership of
the Illinois JCI Senate to serve in this position.
E. The Spring GA Chairman will schedule and make a site visit to the host motel with the
TOYP Chairmen to meet with the motel staff. This meeting should take place no less
than 60 days and no more than 120 days prior to the event.
F. Complimentary rooms provided by the motel as part of the negotiated contract should be
utilized in the following order: Illinois Jaycees President, Jaycees Executive Secretary,
Illinois JCI Senate President, Spring GA headquarters, Spring GA Chairman, one guest
of the Illinois Jaycees, one guest of the Illinois JCI Senate.
1. It is recommended that the motel be requested to overset for lunch by 10% of the
final lunch count turned in and overset for dinner by 5% to 10% of the final dinner
count turned in.
2. It is recommended that a final lunch count of no more than 93% of the total
purchased lunch tickets be turned in as a final lunch count and that a final dinner
count of between 99% and 100% be turned in as a final count for the TOYP
banquet.
G. The Spring GA committee and TOYP committee will maintain separate financial records.
H. A final report will be provided by the Spring GA Chairman and TOYP Chairmen at the Fall Meeting detailing the following:
1. Total itemized income and expenses.
2. A breakdown of any profit to the Illinois Jaycees and Illinois JCI Senate.
I. Any profit realized from the Spring GA will be shared with the Illinois Jaycees in accordance to
their existing Policy.
POLICY 6 - JAYCEE STATE PRESIDENT’S COCKTAIL RECEPTION
A. If requested by the Illinois Jaycees, the Illinois JCI Senate will serve as host and/or provide
manpower fort the Jaycee State President’s Cocktail Reception prior to the Saturday night
banquet at the Illinois Jaycees’ Annual Meeting.
B. The Illinois JCI Senate will not expend more than $500 for the Cocktail Reception.
Any additional expenses beyond this amount will become the responsibility of the Illinois
Jaycees.
Fall Meeting, Winter Meeting and Spring Meeting from Friday evening through
Sunday noon.
B. The Illinois JCI Senate will be responsible for providing all alcoholic and non-alcoholic
beverages, eating utensils and condiment supplies in the Hospitality Room. Four
regions will be pre-assigned responsibility for providing food for the Hospitality Room
at each of the aforementioned meetings. The four specific food assignments are:
1) Friday evening; 2) Saturday lunch and afternoon; 3) Saturday evening; and
4) Saturday and Sunday mornings.
C. Any member of the Illinois JCI Senate and their guest(s) are eligible to participate in the activities of the Hospitality Room during the hours of operation at a cost of $10 per person for the weekend or $5 per person daily, provided they are in compliance with paragraph E of this Policy. Hospitality Room participants must display a ribbon signifying participation authorization.
D. Any new Senator – whether a member of the Illinois JCI Senate or not – will be allowed to participate in the Senate Hospitality Room at no charge on their first eligible visit after receiving their Senatorship.
E. Any member of the Illinois JCI Senate who is not current with either their annual dues or quarterly life dues payment will not be allowed to participate in the Senate Hospitality Room at statewide meetings until their dues are current. Their guest(s) will be affected by this same policy.
F. A Hospitality Room Chairman shall be appointed by the President and will be responsible for
coordinating and supervising the activities of the Hospitality Room, including the collection of
money and distribution of ribbons. The Hospitality Room Chairman may appoint additional
committee members to assist. All additional committee members are subject to approval by the President. The Administrative Vice President and/or the Hospitality Committee will be responsible for storing, transporting and purchase of all alcoholic beverages for the Hospitality Room, excluding the Midnight Toast champagne. The Management Vice President and/or the Hospitality Committee will be responsible for the storing, transporting and purchase of all other Illinois JCI Senate Hospitality Room obligations including but not limited to: non-alcoholic beverages, utensils, food and beverage preparation utensils and condiment supplies. If the Hospitality Room Committee is unavailable, the Management Vice President and Administrative Vice President will be responsible for coordinating and supervising the activities of the Hospitality Room, including the collection of money and distribution of ribbons.
G. The Freshmen Senator Chairman will be responsible for having champagne and necessary cups available for the Saturday evening Midnight Toast.
A. The President of the Illinois JCI Senate will only be able to receive 50% of their eligible
reimbursement during their term in office until all financial obligations are satisfied and
a final audited financial statement is submitted and approved by the membership.
B. This final disbursement cannot exceed the total amount of available cash in the general fund.
C. Any dues money owed to the Illinois JCI Senate by members who were submitted as a
new or renewal to the US JCI Senate without receipt of these dues from the member
or those qualified by Policy 9, paragraph C, will be withheld from the President’s final
payment. The President will be responsible for the collection of these dues in order to
be compensated for any amount withheld from his/her final payment.
A. All JCI Senators who pay their dues to the Illinois JCI Senate either as a life member or an annual dues paying member will be submitted to the US JCI Senate.
B. Life members will continue to be renewed annually provided they have paid the entire cost of the life membership or have made a payment towards their life membership during the past 12 months.
C. An annual dues paying member will have their membership renewed to the US JCI Senate only one time, should they fail to pay their annual dues to the Illinois JCI Senate.
A. Any JCI Senator is eligible to become a life member in the Illinois JCI Senate.
B. A life membership can be obtained by paying the entire amount in full or via a payment plan.
Payment can be made with Visa, Master Charge, check or cash. Those individuals
paying by check or cash can apply a $10 discount to the total amount due.
C. If the sponsoring chapter of a new Senator pays the first year’s dues and
administrative fee to the Illinois JCI Senate at the time application is submitted, the
new Senator can apply $30 to the cost of a life membership, provided it is paid in
full within one year of the quarter in which the new Senator was initially submitted
to the US JCI Senate.
D. The starting date of a Life Membership payment plan will be the quarter in which the
member paid the initial life membership payment. The member must make an initial
payment of $60 towards a life membership. A new Senator can apply the $30 paid
by the sponsoring chapter towards this initial payment.
POLICY 10 – LIFE MEMBERSHIPS (continued)
E. Member is required to make three additional $60 payments to fulfill life membership obligation. Upon the anniversary of one full year’s membership in the Illinois JCI Senate, member must be paid in-full or loose sponsoring chapter’s credit to life membership payment.
F. Member will be assigned a Life Membership number and will receive an Illinois JCI Senate Life Member name badge once life membership has been paid in full.
G. Once a member has gone two full years without paying life membership in full, member will no longer be considered a life member and all monies paid to date will remain in the Life Account.
Article II – Dues, Section 1, in order to retain an active membership.
POLICY 11 – FINANCE COMMITTEE
A. The members of the Finance Committee, as described in By-Laws, Article XVI – Finance, Section 4, will oversee the administration of the Life Account and Contingency Funds. Their duties include, but are not limited to:
1. Receiving all monies for the Life Membership Fund and the Contingency Fund from the IL JCI Senate Treasurer.
2. Depositing or investing monies received into the appropriate accounts.
3. Ongoing management of the Contingency Funds.
4. Ongoing management of the Life Membership Funds, maintaining sufficient funds to where interest and dividends shall pay for the annual dues to the US JCI Senate of all Life Members.
5. Administering requests and/or making recommendations to the Membership for any Life Account Funds over and above those required in subsection 4 above. Life Account Funds may only be used for other purposes with approval of the Membership.
B. The Finance Committee will appoint a Chairman, Secretary and Treasurer from its members at the Annual Picnic Meeting. The Treasurer of the Life Account Committee can not be the Treasurer of the Illinois JCI Senate.
POLICY 11 – FINANCE COMMITTEE (continued)
C. The Chairman is responsible for conducting a meeting of the Finance Committee a minimum of one time per fiscal quarter. He/she will provide a quarterly report at each Board of Director of the Illinois JCI Senate. In the absence of the Chairman, the members will select another representative to provide that report.
D. The Secretary will be responsible for recording all discussions of the Finance Committee as meetings minutes. The Secretary will distribute the meeting minutes at the next meeting for approval of the committee and will maintain a file of all such minutes. All minutes will be made available to any member of the Illinois JCI Senate to review upon request.
E. The Treasurer of the Finance Committee will be responsible for preparing a current financial report prior to each committee meeting. He/she will distribute the report to the committee for review and make copies available to the Board of Directors at their next meeting. All financial reports will be made available to any member of the Illinois JCI Senate to review upon request.
F. All monies received by the Illinois JCI Senate for payment towards a Life Membership will be paid directly to the Illinois JCI Senate Treasurer and forwarded to the Finance Committee Treasurer as describe in the By-Laws. The Finance Committee Treasurer will be responsible for depositing or investing all receipts as directed by the Finance Committee. Once full payment is received, individual will be assigned their official Life Membership number.
G. The Finance Committee has the authority to invest the money in the Life Account and the Contingency Fund in a manner in which they feel is beneficial to the Illinois JCI Senate. The Treasurer will serve as Investment Manager for any and all Life Account funds invested.
H. All financial transactions and investments of the Life Account funds and Contingency Funds must have a majority approval of the entire Finance Committee.
I. Upon request of the Board of Directors of the Illinois JCI Senate, dividends or interest received from the Life Account deposits and/or investments will be transferred to the Illinois JCI Senate Treasurer for deposit into the general fund to be used to pay the Life Members dues to the US JCI Senate. The total amount transferred, when added to the Life Membership payments already retained in the general fund according to By-Law Article II Section 6, may not exceed the total as required to pay the annual dues for Life Members to the US JCI Senate, during each fiscal year.
POLICY 12 – BUBBA BASH GOLF TOURNAMENT
A. The Illinois JCI Senate, upon request, will consider providing the necessary manpower for the Bubba Bash Golf Tournament on behalf of the Illinois Jaycee Charitable Foundation.
B. All proceeds go to the Illinois Jaycee Charitable Foundation.
C. The Illinois Jaycee Charitable Foundation will solicit members of the Illinois JCI Senate to serve as co-chairmen of the event.
D. The tournament will be conducted annually in June, unless an alternative date is selected by the Illinois Jaycee Charitable Foundation Board of Directors.
E. The co-chairmen will be responsible for: selecting and contracting the golf course, establishing entry fees, registrations, manpower assignments, hole sponsorship solicitations, prize solicitation and providing a meal following tournament play.
F. The co-chairmen will provide a final written report to the Illinois JCI Senate and Illinois Jaycee Charitable Foundation at their respective Fall Business Meetings.