BY-LAWS
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ARTICLE I - MEMBERSHIP
Section 1. All JCI Senators registered with the World Secretariat of the Junior Chamber International, as provided in the Constitution.
Section 2. No person shall be eligible for membership who owes money to the Illinois JCI Senate at the time of application for membership or at the time of membership renewal.
Section 3. No written application shall be necessary for renewal of membership. Upon submitting application for membership, the applicant must submit his/her dues to the treasurer. Only after dues are submitted may the applicant be considered a member of the Illinois JCI Senate.
Section 4. A member shall be in good standing who has complied with the dues requirements contained herein.
Section 5. Only members in good standing shall have the right to vote, hold office and participate in the functions sponsored by the Illinois JCI Senate.
Section 6. The President of the Illinois Jaycees shall be an ex-officio member of the Illinois JCI Senate Board of Directors.
Section 7. Expulsion of any member from the Illinois JCI Senate shall occur when his/her membership as a JCI Senator has been revoked in accordance with the JCI Constitution By-Law 21-3.
ARTICLE II - DUES
Section 1. The annual dues for members shall be $30.00 (thirty dollars). The initial dues for new members shall be $30.00 plus a $5.00 administrative fee. Renewal dues for new members will be pro-rated during the second year of membership during the annual billing on July 1st at the following rates:
1st Quarter add (September) - $30.00
2nd Quarter add (December) - $22.50
3rd Quarter add (March) - $15.00
4th Quarter add (June) - $7.50
Section 2. A Life Membership for members shall be two hundred fifty dollars ($250.00). Payment can be made with Visa or Master Charge, check or cash. A ten dollar ($10.00) discount will be applied, if paid by check or in cash.
Section 3. A Life Membership can be paid in either of the following manners:
A. A one-time payment of the full amount by Visa, Master Card or cash.
B. A check or cash payment plan of sixty dollars ($60.00) initially and three quarterly payments of sixty dollars ($60.00) each. Members making quarterly payments are subject to the rules described in Policy 10 – Life Memberships.
ARTICLE II – DUES cont.
Section 4. A membership into the Illinois JCI Senate will entitle the member to receive:
A. a membership into the US JCI Senate
B. all issues of The Forum (the Illinois JCI Senate newsletter)
C. all issues of Mentors (the US JCI Senate publication)
D. an Illinois JCI Senate name badge
Section 5. An Honorary Membership must be approved by three-quarters (3/4) vote of
the Board of Directors and General Membership in attendance at the time
the vote is taken.
Section 6. Life Membership dues shall be collected by the Illinois JCI Senate
Treasurer. Forty percent (40%) of all monies collected for Life
Memberships, up to a maximum of the total amount paid to the US JCI
Senate as annual dues on behalf of Life Members, shall remain in the
General Fund. All other monies collected will be transferred by the
Treasurer to the Finance Committee for deposit and/or investment in the
Life Accounts.
ARTICLE III - GOVERNMENT
Section 1. The government of this organization shall be vested in a Board of Directors comprised of a President, Administrative Vice President, Management Vice President, Secretary, Treasurer, Immediate Past President and a Director for each Region of the Illinois Jaycees.
Section 2. The Executive Board of Directors (referred to as Officers) shall consist of: President, Administrative Vice President, Management Vice President, Secretary, Treasurer and Immediate Past President.
Section 3. The President may appoint up to two (2) assistants who shall have a vote on the Board of Directors.
Section 4. The Board of Directors shall have the control and management of the property of the organization subject to the will of the membership. Funds of the organization can only be withdrawn from the bank with which they are on deposit by the signature of the Treasurer, President and/or Administrative Vice President, requiring two of the three signatures.
Section 5. It shall be the duty of each member of the Board of Directors to attend all Board and membership meetings. Any officer or Director who is absent without excuse from three (3) consecutive Board and/or membership meetings shall be requested by the Board of Directors to submit his/her resignation to the Board of Directors.
Section 6. Vacancies in the Board of Directors, or any office, shall be filled by the vote of the membership present at the next membership meeting. In no event shall such election be held without notification to the membership in the issue of The Forum prior to the scheduled meeting. The individual elected shall serve until the end of the term ending June 30th.
ARTICLE III – GOVERNMENT (continued)
Section 7. The Board of Directors shall:
A. Examine and make recommendations on projects and budgets.
B. Have the power to reinstate members.
C. Approve delegations to the National and International Conventions.
D. Conduct any other business as may be presented from time to time.
Section 8. Ex-officio members of the Board of Directors shall not have a vote on the Board.
Section 9. A quorum for a Board of Directors Meeting shall be a minimum of sixty (60) percent of the Board of Directors.
Section 10. Voting by the membership will be required for the approval of all resolutions, to approve policy, to fill vacancies in the Board of Directors, and to approve programs and financial plans.
ARTICLE IV - ELECTIONS
Section 1. A Nominating Committee comprised of not less than two (2) or more than four (4) members shall be appointed by the President at the Fall Business Meeting.
Section 2. Nominations for officers and Region Directors of the next administrative year will be accepted at the Winter Business Meeting.
Section 3. No member of the Nominating Committee shall be eligible for nomination for any office by action of the Nominating Committee.
Section 4. Sixty (60) days prior to the Elections Meeting, the Nominating Committee will submit to the Secretary, in writing, the names of candidates for election. The Secretary will provide a list of all candidates to the membership in the issue of The Forum distributed prior to the Elections Meeting.
Section 5. Nominations from the floor may be made immediately before balloting. No further candidates for the office of President can be accepted within 15 days of the Elections Meeting.
Section 6. Only members whose dues are currently paid may cast a ballot in the annual election.
Section 7. At the Elections Meeting, there will be elected a President, an Administrative Vice President, a Management Vice President, a Secretary, a Treasurer and a Director for each Region, all of whom shall serve a one (1) year term, beginning on July 1st of that year. The President shall be installed during the Illinois Jaycees’ Spring Meeting activities. The other officers and Region Directors shall be installed at the Annual Picnic Meeting.
Section 8. Voting will be by individual secret ballot and no person will cast more than one ballot. Proxies will not be recognized.
ARTICLE IV – ELECTIONS (continued)
Section 9. Officers and Directors will present the planned year’s program and budget at the Annual Picnic Meeting.
Section10. The immediate past President of the Illinois JCI Senate shall be known as the Chairman of the Board and is a voting member of the Board of Directors.
Section 11. Qualifications for election to office:
A. President: Must be a member in good standing of the Illinois JCI Senate
and must have served on the Executive Board of Directors within the
previous two (2) years.
B. To any other office or Director: Must be a member in good standing of the Illinois JCI Senate.
ARTICLE V - NEWSLETTER
Section 1. This corporation shall publish and mail a newsletter to all members at their last
known address on a quarterly basis.
Section 2. The name of this newsletter shall be The Forum.
ARTICLE VI - AUDITING
Section 1. The President shall appoint a Chairman and two additional members of the audit committee to be approved by the Membership by the Fall Meeting. Neither the audit committee chairman nor members shall be current members of the Board of Directors. It is recommended that the chairman of the audit committee be a Past Treasurer of the Illinois JCI Senate.
Section 2. The Committee will review Treasurer’s financial report and audit all financial records, disbursements and total operating expenses, making its report at the Annual Picnic Meeting held in July.
Section 3. This organization’s fiscal year shall begin July 1st.
ARTICLE VII - MEETINGS
Section 1. Regular Business Meetings: This organization will conduct four (4) quarterly regular
business meetings during each administration’s fiscal year. The Summer business meetings will be held in July at the Annual Picnic. The Fall, Winter and Spring business meetings will be held on the same weekend and location that the Illinois Jaycees hold their similar quarterly General Assembly meetings. Notice of these meetings will be mailed to each member, at their last known address, in the issue of The Forum, prior to each Regular Business Meeting.
Section 2. Elections Meeting: The annual elections of this organization will be
held during the Spring business meeting.
Section 3. A Board of Directors meeting shall be held prior to each of the Regular Business
Meetings listed in Section 1, or at any other date designated by the President. The
President shall designate the time and location of the meetings.
ARTICLE VII – MEETINGS (continued)
Section 4. Annual Picnic Meeting: This meeting shall be held with the annual picnic the fourth
weekend of July. This meeting will consist of the final business of the outgoing
administration and the initial business of the incoming administration. The following
must be completed at this meeting:
A. The outgoing administration’s Annual Audit Report and the outgoing President’s Annual Report to the membership.
B. The incoming administration’s Annual Budget, Planned Year’s Program and
Presidential appointment approvals.
Section 1. The President is the chief executive of the organization and shall supervise the affairs and activities. He/She will make an annual report to the membership upon the conclusion of his/her term at the Annual Picnic Business Meeting.
Section 2. The Administrative Vice President shall preside at membership and Board
meetings in the absence of the President. He/She will be responsible for the programs assigned by the President and Policy 7, paragraph F. He/she shall preside over the Administrative Report at each membership and Board meeting.
Section 3. The Management Vice President shall preside at membership and Board meetings in the absence of the President and Administrative Vice President. He/She will be responsible for the programs assigned by the President and Policy 7, paragraph F. He/she shall preside over the Management Report at each membership and Board meeting.
Section 4. The Secretary shall give the Secretary’s report at each membership and Board meeting. In addition, he/she shall:
A. Issue notices of Regular and Special Business Meetings.
B. Record and maintain minutes of all Business and Special Business Meetings.
C. Print the minutes from the previous Business and Special Meetings in
the following issue of the newsletter.
D. Be responsible for the publication of the newsletter.
E. Maintain an updated copy of the Constitution, ByLaws and Policy.
Section 5. The Treasurer shall give the Treasurer’s report at each membership meeting. In addition, he/she shall:
A. Issue notice of dues by July 1st of each year to all members owing dues for the following administrative year.
B. Receive and disburse all monies for the organization in the general fund.
C. Maintain accurate records for the disbursement and collection of all monies of the organization.
D. Print a current financial report in each issue of the newsletter.
E. Provide all financial records of the organization to the Audit Committee upon request.
F. Be a bonded officer (paid for by the Senate).
ARTICLE IX - COMMITTEES
Section 1. A committee will be known as a working body of organization members to accomplish a specific goal.
Section 2. The Board of Directors will determine the specific internal and/or external committees necessary to accomplish the organization’s yearly goals.
Section 3. All committee Chairmen and Vice-Chairmen and members will be appointed by the President, subject to the approval of the Board of Directors and General Membership.
Section 4. The President and Vice Presidents shall be ex-officio members of their respective committees with the President being a member of all committees.
Section 5. Committee and Project Chairmen shall maintain the necessary records for
the area of their responsibility and present reports to the Board of Directors
and general membership as required.
ARTICLE X - RULES OF ORDER
Robert’s Rules of Order shall govern the proceedings of all meetings of the organization
and its constituent parts, or except as provided in the By-Laws.
ARTICLE XI - DELEGATIONS
Delegations consisting of not more than two (2) officers starting with the President and Chairman of the Board, and one (1) other in descending order to represent the vote, and/or will of the organization at the National and International Conventions. Such delegates shall exercise only those powers vested in them by the Board of Directors.
ARTICLE XII - LIMITATIONS AND NON-INTERFERENCE
Section 1. Any official position taken by the Illinois JCI Senate must be approved at the Board of Directors meeting in advance.
Section 2. Any fund raising activities of the Illinois JCI Senate must be approved in advance by the Board of Directors.
Section 3. The Illinois JCI Senate, as an organization, at any General Membership, Board of Directors or Executive Board meetings shall not undertake any consideration, vote upon, endorse or announce any recommendations for any regular Jaycee candidate seeking office within local, state or the National Jaycee organizations.
Section 4. The Officers, appointed or elected, and Directors of the Illinois JCI Senate, collectively or individually, shall not participate actively in any manner in the elections of Jaycee candidates seeking office in the United States Jaycees.
Section 5. The Illinois JCI Senate, in accordance with the limitations defined in Section 3 of this Article, shall not take any actions relating to the Jaycee programs, projects or activities except those in which the Illinois Jaycees has specifically requested assistance.
ARTICLE XII - LIMITATIONS AND NON-INTERFERENCE (continued)
Section 6. The Illinois JCI Senate shall not initiate or engage in any community service programs except those in which the Illinois Jaycees, the United States Jaycees or Junior Chamber International has requested assistance. The only exception to this rule shall be predicated upon the review and approval by the U.S. Jaycees, Illinois Jaycees or Junior Chamber International prior to the initiation of any such programs. This limitation shall not preclude contributions to or the establishment of any charitable activities.
Section 7. The limitations defined in this Article shall not preclude any JCI Senator of active Jaycee age from participating in any activity of the regular Jaycee organizations; including elections either as a candidate or campaigner; and he/she is in fact encouraged to seek any and all Jaycee opportunities that he/she may be still eligible for by age. However, such activity must not be in the name of the Illinois JCI Senate or in any manner make such an implication.
Section 8. JCI Senators attempting to serve the Illinois JCI Senate while concurrently serving in a Jaycee position may result in a conflict of interest or unintentional interference abuse, therefore:
A. A Senator cannot hold office in this Corporation while concurrently serving as an
elected or appointed officer or Director at any level in Jaycees.
B. The term of any officer of this Corporation shall automatically expire if he/she becomes elected or appointed to any Jaycee office or directorship at any level in Jaycee organization.
ARTICLE XIII - RESOLUTIONS
Section 1. All resolutions shall be presented to the Board of Directors prior to any
regular meeting.
Section 2. A resolution may be accepted by a simple majority of members present at
any regular or special meeting.
present at any regular or special meeting providing written notice of the
proposed action has been given to each member at his/her last known
address in the issue of The Forum prior to the meeting.
Section 2. A Revision Committee will be appointed to present and develop proposed amendments for the action required in Section One above.
Section 1. Rules of Policy shall be adopted or amended by a majority of the Membership attending a Regular Business Meeting. Such policy may be suspended, for a specific time period, by a majority vote of the Membership attending a Regular Business Meeting. An existing Policy may be rescinded in it’s entirety by a two-thirds (2/3) vote of the Membership attending a Regular Business Meeting.
Section 2. Policy shall be reviewed annually by the Constitution and ByLaws Committee. However, the existing Policy shall be considered as remaining in effect unless amended or rescinded.
Section 1. At the end of each fiscal year, any outstanding balances in the General Fund greater than $2,000 will be transferred to Contingency Reserve Fund. If the total amount of the Contingency Reserve Fund has been satisfied, the remaining amount will be transferred to the Life Account Fund.
Section 2. The Illinois JCI Senate shall maintain a Contingency Reserve Fund to be used in the event an emergency would adversely affect anticipated income to the General Fund.
At the end of each fiscal year, any outstanding balance in the General Fund, as described in Section 1, shall be transferred into the Contingency Reserve Fund until the balance of the fund reaches a maintained level of $5,000. Interest and other income earned from the balance and investments of the Contingency Reserve shall accrue to and become part of such Contingency Reserve; provided, however, when the Contingency Reserve equals or exceeds the maintained level, all interest and such other income may be transferred to the General Fund.
The deposits and investments of the Contingency Reserve Fund shall be managed by the Finance Committee.
Use of funds in the Contingency Reserve shall be used only upon recommendation of a three-fourth (3/4) vote of the Executive Committee, concurred by a two-thirds (2/3) majority of the Board of Directors and approved by the membership at a Regular Business Meeting.
Section 3. The Illinois JCI Senate shall maintain a Life Membership Funds which shall
maintain sufficient funds where the accrued interest and investment income
shall pay for the life members’ annual dues to the US JCI Senate. Any
remaining balance from the life membership funds may be expended
according to recommendation of the Finance Committee and approval of the
membership in attendance at a Regular Business Meeting.
Section 4. There shall be seven (7) JCI Senators, who are life members of the Illinois JCI
Senate, that serve as members of the Finance Committee.
1. The Treasurer of the Illinois JCI Senate shall automatically be appointed as one of the trustees during his/her term of office.
2. The immediate Past President shall automatically be appointed as one of the trustees for a three (3) year term.
3. Each year, the President shall appoint one (1) Senator for a three (3) year term.
4. All appointed members of the Finance Committee shall be approved by the Membership.
5. If a vacancy exists on the Finance Committee due to resignation or inability to serve, the President shall appoint a replacement at the next business meeting.
6. If a Finance Committee member is absent for two consecutive committee meetings without prior notification to the Finance Committee Chairman, they will be considered as unable to serve.
Section 5. The Finance Committee will meet on a regular basis, a minimum of once
each quarter just prior to scheduled Illinois JCI Senate meetings, and will
report the current financial status and any account activity to the Board of
Directors at each Board Meeting.
Section 6. The Finance Committee will be managed in accordance to and be responsible
for activities as described in Illinois JCI Senate Policy 11.
Section 7. All Committee Chairman will be responsible for providing a final financial
report for their project to the Illinois JCI Senate Treasurer by the last day of
the current fiscal year. If the projects financial activity is not complete by that
date, the Committee Chairman will provide to the Illinois JCI Senate
Treasurer within ten days of the end of the fiscal year, a current financial
status showing total income to date, total expenses to date, anticipated
account receivables and anticipated account payables.