POLICIES AND PROCEDURES OF ANNAPOLIS JAYCEES CHAPTER A. PLANNING AND PROGRAMMING I. INTRODUCTION The Planning Guide for Chapters as enumerated in manuals published by the United States Jaycees from time to time provides the framework for the chapters planning and programming. The chapter commits itself to developing a coordinated series of projects in areas, which the membership deems important. II. CHAPTER PROGRAMMING A. PROBLEMS AND NEEDS Between January first and the March General Membership meeting in each year, the problems and needs of the community and membership shall be identified. In addition, the Board shall examine the problems and needs as already identified to evaluate which have been solved and which require further work. 1. Suggestions for determining community problems are: a. Chapter brainstorming. b. Member interviews of neighbors, friends and fellow employees. c. Interviews with concerned public officials and organizations. d. Public meetings. e. Community survey utilizing newspaper and radio. f. Door to door canvas. g. Tours of neighborhoods to observe conditions. 2. Suggestions for determining membership problems are: a. Membership brainstorming b. Member interviews conducted by Board. c. Interviews with former Jaycees or prospects who never affiliated. d. Written chapter survey. e. Evaluation by officers of other chapters or of the Maryland Jaycees B. PROJECTS At the General Membership meeting in February or March of each year, a “Plan of Action” shall be adopted consisting of the project or series of projects designed to accomplish the goals and objectives of the chapter. Projects shall be outlined and discussed at planning sessions to be conducted by the Board. C. RE-EVALUATION The priorities, goals and projects of the Plan of Action shall be subject to review and re-evaluation at each General Membership meeting and Board of Directors meeting. When new problems or needs are identified, the priorities and goals shall be readjusted, as the chapter shall deem appropriate. Adopted projects shall be altered or eliminated as necessary and new projects to accomplish identified goals shall be adopted as required. All new projects must be approved by both the Board of Directors and the general membership. A formal re-evaluation of the Plan of Action shall be conducted at either the June or July Mid-Year Review meeting of the Board of Directors in each year. D. ANNUAL REPORT The success of the chapter in accomplishing the Plan of Action shall be analyzed by the Board of Directors in December of each year and the analysis presented to the chapter in an address by the President at the December General Membership meeting. III. PROJECT PLANNING The details of each project shall be identified and recorded no later than two (2) weeks before the first action contemplated under that project is set to be taken. The “Chairman’s Planning Guide” (CPG) shall be used for this purpose as it is a tool for effective planning, financial management, continued success evaluation, systematic record keeping and format for presenting a final report. Within thirty (30) days following the completion of a project or, for a continuing project, no later than December first, each chairperson shall submit all of the material related to his/her project together with his/her completed CPG to the responsible Vice-President or assigned Director for their review and submission to the President for filing with the chapter records. A project chairperson shall complete one project before beginning another. CHAPTER B. CHAPTER MANAGEMENT I. BOARD OF DIRECTORS A. The Board of Directors of the Annapolis Jaycees is empowered to act upon all matters of business of the chapter coming before it, but shall take no final position on any matter of external policy nor shall it take final action affecting any project unless compelled by necessity. B. The general duties and responsibilities of each Board member are: 1. To attend each meeting of the Board and General Membership. 2. To understand the details of the Plan of Action, the Chapter By-Laws and Policies and Procedures and parliamentary procedure. 3. To develop personal goals to be accomplished as a Board member and to actively work to attain those goals. 4. To participate in a Program for Personal Progress in order to communicate with and motivate each member of the chapter. 5. To enthusiastically participate in as many facets and activities of the chapter as possible, assist and cooperate with other members of the Board. 6. To tell the Jaycee story to family, friends, neighbors, bosses, employees and any others with whom you come in contact. 7. To present relevant personal views and those of absent members at all meetings. 8. To admit frankly when other commitments outweigh Jaycee commitments and to thereupon resign so that chapter will not suffer and so that another Jaycee can have the opportunity to serve and to lead. 9. To serve as a non-voting advisor to their successor in office for a period not to exceed two (2) months, following the expiration of their term of office. C. Particular duties and responsibilities of each Board member, in addition to those generally enumerated, are: 1. President a. Supervise the affairs and activities of the chapter. b. Represent the chapter within the community. c. Oversee the preparation of the Plan of Action and budget and insure the relevancy thereof. d. Preside and maintain order at all meetings. e. Represent the chapter at all State, Regional and District Jaycee functions. f. Supervise and assist the officers in the performance of their duties. g. Distribute material of state and national mailings. h. Write monthly article for Newsletter. i. Prepare an agenda for each meeting. j. Arrange for any programs at meetings. k. Supervise the filing of all required Jaycee and governmental forms and reports. l. Appoint the Legal Counsel and Chaplain. m. Serve as Executive Committee chairperson, Awards chairperson and as an ex- officio member of all other chapter committees. n. Supervise the formal publication of the Plan of Action, a membership roster and a calendar of chapter activities. o. Supervise the care and custody of the permanent chapter records. p. Establish a personal acquaintance with all members. q. Assign Directors responsibilities with the approval of the Board. 2. Vice-President for Management Development a. Perform the duties of the President in his/her absence. b. Serve as ex-officio member of all Management Development project committees. c. Institute or assist in programming and supervise all other projects assigned to the Management Development area. d. Supervise and assist assigned Director (s); assign project coordination to Director (s). e. Assist project chairpersons. f. Provide encouragement and assistance for project participation. g. Review internal project activity for fullest chapter expression. h. Assist Treasurer with financial records. i. Supervise publication of Newsletter. j. Write monthly article for Newsletter. k. Procure and supervise the care of a place for each meeting. l. Supervise the custody of chapter flags and banner and see to their display at meetings. m. Supervise the serving of refreshments at meetings. n. Supervise public relations activities for chapter. o. Serve as chairperson of the Chapter Management Committee. p. Submit monthly report of area’s activities to President at each Board meeting. 3. Vice-President for Individual Development a. Perform the duties of the President in his/her absence and in the absence of theVice-President for Management Development. b. Review Individual Development project activity for most effective and relevant chapter expression. c. Serve as ex-officio member of the Individual Development project committees. d. Supervise and assist assigned Director (s); assign project coordination to Director (s). e. Supervise the planning and execution of all assigned projects. f. Write monthly article for Newsletter. g. Submit monthly report of area’s activities to President at each Board meeting. 4. Vice-President for Community Development a. Perform the duties of the President in his/her absence and in the absence of theVice-President for Management Development and Individual Development. b. Review Community Development project activity for most effective and relevant chapter expression. c. Serve as ex-officio member of Community Development project committees. d. Supervise and assist assigned Director (s); assign project coordination to Director (s). e. Assist project chairpersons. f. Assist in developing new ideas for organization development. g. Supervise public relations for assigned projects and provide liaison with media. h. Supervise the planning and execution of all assigned projects. i. Represent the chapter in the community with regard to assigned projects. j. Write monthly article for Newsletter. k. Submit monthly report of area’s activities to President at each Board meeting. 5. Vice-President for Membership Development a. Review Membership Development project activity for most effective and relevant chapter expression. b. Serve as ex-officio member of Membership Development project committees. c. Supervise and assist assigned Director (s); assign project coordination to Director (s). d. Supervise the planning and execution of all assigned projects. e. Write monthly article for Newsletter. f. Submit monthly report of area’s activities to President at each Board meeting. g. Institute or assist in membership and recruitment. h. Issue Dues notices and keep membership records. i. Institute or assist in activation and retention of current members. j. Provide or arrange orientation for new members. 6. State Director a. Supervise the interclub relations of the chapter b. Represent the chapter together with the President at all State, Regional and District Jaycee meetings. c. Become aware of State and National Jaycee programs and policies and advise chapter thereon. d. Write monthly article for Newsletter. e. Organize and encourage individual and chapter participation in the affairs and activities of the Maryland Jaycees, United States Jaycees and Junior Chamber International. f. Submit monthly report of area’s activities to President at each Board meeting. 7. Secretary a. Maintain meeting attendance records. b. Maintain the chapter calendar. c. Take minutes at all meetings. (Minutes shall contain the type, date, time, place and purpose of meeting; attendance; reports presented; subject of any general discussion; wording of all motions with action taken thereon). d. Prepare synopsis of Board action for the Newsletter each month. e. Print Board minutes for distribution and for approval at next Board meeting. f. Print General Membership meeting minutes for distribution and for approval at next Membership meeting. g. Supervise the sending of all required meeting notices. 8. Treasurer a. Maintain the financial records of the chapter. b. Report on the financial status of the chapter at each Board and General Membership meeting. c. Supervise the receipts and expenditures of each chairperson. d. Maintain a list of chapter assets and the location of each. e. Prepare written reports as required herein and as directed. f. Maintain membership records showing name, current address, age, social security number, date of affiliation and dues anniversary date in conjunction with Membership Development Vice-President. g. File all income tax returns required by law. h. Serve as chairperson of the Financial Management Committee. 9. Director (s) a. Supervise and assist each assigned chairperson in the planning, execution and evaluation of his/her project. b. Insure that all records of a completed project are submitted to appropriate Vice- Presidents. c. Attend initial planning meetings with newly appointed chairpersons and assigned Vice-President. d. Attend all committee meetings of assigned projects. e. Keep informed at all times on progress of assigned projects and report at all meetings when requested. f. Communicate regularly with and learn the duties of assigned Vice-President. g. Write articles for Newsletter on all current assigned projects or assist chairpersons in doing so. 10. Immediate Past President a. Serve as Honorary Chairman of the Board b. Serve as Elections chairperson c. Coordinate liaisons with Past Presidents and Exhausted Roosters. d. Provide advice to Board based upon experience as President. e. Enlighten members regarding the roles of officers and encourage candidacies. f. Serve as chairperson of Long Range Planning Committee. 11. Legal Counsel a. Render legal advice regarding chapter affairs. b. Serve as Parliamentarian at all meetings including the Board of Directors, General Membership and Special Meetings as required. c. Instruct the membership in the elements of parliamentary procedure. d. Assist in the filing of all required governmental reports and returns. e. Supervise the maintenance of the tax-exempt status of the chapter. f. Review all contracts and agreements to be entered into by the chapter. g. Supervise the handling of any chapter legal difficulties. II. ELECTIONS A. 1. An elections committee shall conduct and supervise elections of the chapter and shall settle any dispute that might arise. The Immediate Past President shall be chairperson and shall designate at least three (3) regular, associate or life members not seeking office as their committee. 2. Any candidate to an elected position which is contested by two (2) or more candidates may appoint a designee to observe the ballot counting for that position. B. 1. The chairperson shall determine those members who are present and eligible to vote before the election shall begin. 2. A regular member may vote only if the member: a. Is present b. Was a member on November 1. c. Has their dues in the possession of the Elections committee chairperson or President by midnight two (2) days prior to the day of the election. C. Nominating and seconding speeches and campaign demonstrations shall be permitted for the following positions when the position is contested by two (2) or more candidates and with a duration no longer than as follows: a. For the office of President 10 minutes b. For the offices of Vice-Presidents 4 minutes with voice second only. c. For the office of Secretary, Treasurer 3 minutes with voice second only D. 1. After each nomination for the office of President, the candidate shall address the membership no longer than five (5) minutes. Following the address (es), a question and answer period not exceeding with five (5) minutes duration for each candidate may be conducted. 2. All questions for the Presidential question and answer period shall be submitted to the Election Committee chairperson by 8:00 PM on election night and the chairperson shall randomly draw the questions to be asked of the candidate (s). 3. A member may submit only one (1) question. 4. Each selected question will be addressed to all Presidential candidates with thirty (30) seconds allowed for a response by each candidate. E. 1. After each nomination for each of the offices of Vice-President, the candidate shall address the membership no longer than three (3) minutes. Following the address (es) by the candidate (s) for each office, a question and answer period not exceeding two (2) minutes duration for each candidate to that office may be conducted, if requested by any candidate for that office. 2. A Vice-Presidential question and answer period shall be conducted in accordance with the policies and procedures for a Presidential question and answer period, as applicable and with the exception that questions may be submitted immediately prior to the question and answer period. F. After the nominations are closed for the offices of Secretary, Treasurer and Director (s), a question and answer period not exceeding two (2) minutes duration for each candidate may be conducted. G. The election for each office shall be conducted following the address (es), if any, and the question and answer period for that office. H. Voting shall be by secret ballot and numerical results shall not be revealed by the committee. The requirement of secret ballot may be waived by unanimous consent when there is only one (1) nominee for a particular office. I. The order of election shall be as follows: a. President b. Vice-President for Management Development c. Vice-President for Individual Development d. Vice-President for Community Development e. Vice-President for Membership Development f. State Director g. Secretary h. Treasurer i. Director (s) J. An unsuccessful candidate may be nominated for another office. K. A majority vote shall be required for the election of all officer(s); but, in the case of Director(s), corresponding with the number to be elected obtaining the greatest plurality, shall be declared elected. L. If an office remains unfilled after the first ballot, the balloting shall be repeated as many times as are necessary and as specified in this section to obtain a majority vote for a single candidate. The candidate who receives the fewest votes on each ballot shall be dropped from the list of eligible candidates. M. When a vacancy shall have occurred in any elective office, an election shall be conducted to fill the vacancy in accordance with the By-Laws and these Policies and Procedures as applicable. N. Each candidate shall be responsible for removing all of his/her campaign material from the meeting place. O. No modification of these election rules may be made between the September General Membership meeting and the November election. P. Campaign material cannot be placed in the election hall prior to 5:00 PM on the day of the election. III. GENERAL A. The chapter shall maintain a permanent post office box at the Annapolis Post Office, which shall be the chapter office mailing address. No member should use any other address as a return or RSVP address for any purpose unless specifically authorized by the Board. B. The chapter shall maintain a permanent listed telephone number with a local answering service. The answering service shall be supplied with an up-to-date listing of the name, address, work and home phone numbers of the President and Vice-Presidents. C. The chapter shall maintain adequate insurance against liability for all functions and projects. D. The historical records, equipment and supplies of the chapter shall be maintained in a single, accessible location, if possible. E. DUES Notwithstanding any act by the Board, membership or any member, any applicant shall become a member of the Annapolis Jaycees after the requirements for affiliation are satisfied including the payment of a year’s dues in advance. Thereafter, annual dues for each member shall be due on the first day of the month which is the anniversary month during which that member’s name was enrolled on the membership roster of the United States Jaycees. The By-Laws of this chapter govern dues notices and the consequences of non-payment. IV. COMMITTEES A. LONG RANGE PLANNING COMMITTEE The Long Range Planning committee shall consist of the Immediate Past President who shall act as chairperson and one (1) past member of the Board of Directors and two (2) current members of the Board of Directors and one (1) other member, all of whom shall be appointed by the chairperson. The committee shall determine whether present projects and activities are meeting the long-term goals of the chapter. The committee shall, from time to time, formulate and prepare for presentation to the Board of Directors and the membership a statement of the extent to which current projects fulfill the chapters long term goals. B. CHAPTER MANAGEMENT COMMITTEE The Chapter Management Committee shall consist of the Vice-President for Management Development who shall act as chairperson, the Legal Counsel, the Treasurer and four (4) other members to be appointed by the President. The committee shall be empowered to study and report on any matter referred to it by the President and the Board of Directors. This may include such matters as administrative procedures, By-Law revisions, chapter fundraising, financial procedures, public relations and other subjects that relate to the general maintenance and functioning of the chapter. C. EXECUTIVE COMMITTEE The Executive Committee shall consist of the President who shall act as chairperson, the four Vice-Presidents and other members of the Board of Directors that the President may appoint from time to time. The Executive Committee shall review and evaluate the chapter’s programming activities, overall functioning and general well-being and shall make policy recommendations to the Board of Directors and the general membership. CHAPTER C. FINANCIAL MANAGEMENT I. The fiscal year of the Annapolis Jaycees shall commence on the first (1) day of January and end on the thirty first (31) day of December of each year. II. The Treasurer shall be the custodian of the financial records of the chapter together with the checkbook and savings account passbook. III. The financial records shall consist of a monthly journal for the entry of each item of income and expense, a journal summary and a ledger account for each project or budgeted item. IV. The Board-elect shall prepare a budget for the fiscal year to be adopted no later than the January, February or March General Membership meeting. V. The report required of the Treasurer at each meeting shall consist of the balance on hand as of the previous report, the receipts and disbursements recorded since the previous report, the current balance, the accounts payable and the accounts receivables. VI. The Treasurer shall render written reports quarterly or otherwise as directed by the Board which, for each project or budgeted item, shall reflect the budgeted figure, the activity since the last such report, the activity since the commencement of the fiscal year and the anticipated balance at the end of the fiscal year. VII. Any overrun of a budgeted item or expenditure shall be presented to the Board for appropriate action. VIII. The budgeted funds and any receipts for each project shall be maintained in the chapter accounts unless a separate account is authorized by the Board. IX. No expenditure shall be made to or on behalf of any member or for any product or service except upon presentment of a written bill, a paid invoice, or a verified voucher accompanied by cash receipts or other evidences of expenditures. X. The practice of advancing sums on behalf of members for registration fees shall be discouraged except when dictated by chapter necessity. When such sums are expended, the chapter shall be entitled to immediate reimbursement. The Treasurer shall bill members periodically for these sums and any other amounts due the chapter. XI. All bills, prior to submission to the Treasurer, shall be approved by the appropriate Vice-President, Director and Committee chairperson for accuracy. XII. All project chairpersons before requesting any money for a project, shall submit a proposed budget to the Treasurer. XIII. Advances shall be handled in the following manner: A. The Treasurer shall give the project chairperson a check to cover one (1) or more areas of expense; B. The chairperson shall return to the Treasurer any all receipts, bills, etc., for expenditures made; C. If any of the advances exceeds the expenditures, then the difference shall be returned to the treasury. XIV. A prior written cost estimate shall be required before any printing is contracted for or on behalf of the Annapolis Jaycees. XV. Every contractual agreement entered into or on behalf of the Annapolis Jaycees, Inc. which exceeds the value of $200.00 in the aggregate shall be in writing and be signed by the President and Legal Counsel of the Annapolis Jaycees, Inc. XVI. RESERVE FUND A. The chapter shall maintain a separate and non-lapsing “Reserve Fund” bank account for the purpose of having contingency funds, available in the event of an unexpected cash flow emergency. The Reserve Fund shall be funded at a suggested minimum level of $2,000.00, which the Treasurer and the President shall administer in accordance with the other financial management procedures outlined in the By-Laws and Policies and Procedures. B. The Board of Directors may draw upon the Reserve Fund when circumstances dictate, subject to the following limitation: at the time the Board of Directors approves a release of monies from the Reserve Fund to cover emergency expenditures, it must also approve an implementation plan to fully reimburse the Reserve Fund within ninety (90) days of the withdrawal of such monies from the Fund. The membership shall be notified of these actions at the next occurring regular membership meeting. If the implementation plan cited in this provision requires the undertaking of a previously unapproved project, then the membership shall have the right to approve the project in accordance with other provisions contained in the By-Laws and Policies and Procedures. CHAPTER D. PERSONNEL MANAGEMENT I. IN GENERAL The overall success of any Jaycee chapter is frequently directly proportionate to the percentage of its members who are active in chapter projects. In order to insure the greatest degree of participation by the greatest number of members, some membership activation device should be utilized. II. ACTIVATION Methods to facilitate members’ personal development and to keep members active in chapter activities, such as the Springboard and Degrees of Jaycees programs, shall be utilized as interest dictates. III. PROJECT PERSONNEL MANAGEMENT The responsibility for the proper utilization of personnel in chapter projects rests with the project chairperson, or, in the case of a large project, with a designated sub-chairperson. Their responsibility for manpower effectiveness is not total, however, as each project within the chapter is supervised by a Director. When a chairperson experiences difficulties in recruiting or effectively utilizing workers, he/she should seek the assistance of the Director designated for that project. Because the ultimate responsibility for the success or failure of a project remains with the Vice- President, his/her guidance is also valuable when personnel problems are encountered. Chairperson should be encouraged to seek help from the Director and Vice-President in solving problems which plague their projects. A Chairman’s Planning Guide should be given to the chairperson when he/she volunteers to chair a project. In addition, the assigned Vice-President and Director shall hold a planning meeting with the chairperson to review the questions of the Chairman’s Planning Guide. CHAPTER E. RECRUITMENT AND ORIENTATION I. RECRUITMENT A. IN GENERAL Obviously, no organization can grow without new members and the Jaycees are no exception. Based on the theory that members should want to share their Jaycee experience with others, considerable effort should be exerted to bring new members into the chapter. Experience has proven that many young people need only be asked, and this simple act of inviting a friend, neighbor or co-worker to attend a Jaycee function can be the first step toward a rewarding and enriching experience for them. Every member serves as an unofficial recruiter and the organization will grow on the strength of its reputation and that of its members. B. MEMBERSHIP DRIVES Periodic membership drives serve two (2) primary purposes: to provide encouragement for members to seek out and find prospects within a specifically defined period of time, and to bring to the public, through effective publicity methods, the Jaycee story and the chapter’s desire to reach out into the community for new blood. To be successful, membership drives should contain two (2) essential ingredients. First, there must be a concerted effort on the part of all members of the chapter to bring in new members; real effort by only a handful of member’s serves only to dissuade the chapter from becoming interested in future drives. Conversely, a successful membership recruitment effort, utilizing the talents of many members, gives encouragement to all members. Second, the effort must go beyond the traditional “Join This Club” approach and provide for the prospective member a relevant set of reasons for joining the Jaycees as opposed to any of the other service clubs vying for his/her membership. Each member must determine for themselves the needs and interests of the prospect and how the Jaycees can meet this young person’s objectives. Above all, the membership effort must provide accurate information for the prospect on what the Jaycees are and are not. Confusing rhetoric on “what a great bunch of people” the Jaycees are can often have little effect in influencing the decision of a bright, active young person to join the Jaycees. Appeals based more on the Jaycees record of achievement, their service to the community or their value to the individual are frequently more palatable to the prospect and more effective upon his/her decision. C. JAYCEE WEEK Each year, one (1) week is set aside specifically for the purpose of encouraging new member campaigns and spreading the news about the Jaycees throughout the community. This week, commencing on the third Sunday in January, provides an excellent opportunity for the chapter to join with other local chapters and with the Maryland and United States Jaycees in recruiting new members. D. M-NIGHTS Another effective recruitment technique is the M (for membership) Night. An M-Night is a social program for prospective Jaycees (and, frequently, their spouses), attended by chapter officers and State officers, during which the prospect is given an orientation into the Jaycees and is encouraged to delve deeply into the organization’s philosophy and objectives. II. ORIENTATIONS Orientations should be given before each General Membership meeting. Included should be a general overview of the organization, its officers and their duties, affiliations with the State and National organizations, chapter programming and a question and answer period. As an outgrowth of the verbal orientation, each new member, upon joining, should be given a membership kit which includes a current copy of the Plan of Action and other relevant material. CHAPTER F. INDIVIDUAL DEVELOPMENT I. IN GENERAL The Annapolis Jaycees recognize that its members deserve no less than the ultimate opportunity to develop their individual abilities in the areas of leadership and community service. Article II of the Articles of Incorporation of the Annapolis Jaycees states that it is “the further purpose (of the Annapolis Jaycees) to provide the young persons constituting its membership with training in leadership and civic consciousness.” The Jaycees effect this development through giving members the opportunity to participate in projects for the benefit of the entire community. By rendering service to the Annapolis area, members of the Jaycees constantly increase their potential for personal growth. II. SPEAK-UP JAYCEE The objective of the Speak-Up Jaycee, another seminar in leadership development, is to teach skills in public speaking. A fundamental public speaking course, Speak-Up develops self- confidence and courage in Jaycees to the end that the chapter and the community will benefit from the member’s newly acquired ability and desire to speak out clearly and convincingly on matters of interest. Because Speak-Up merely gives the participant know-how to become an effective public speaker, it is the duty of every chapter officer and every veteran Jaycee to encourage the Speak-Up graduate to use their skills whenever appropriate both within and without the chapter. III. JAYCEE OFFICE If a member determines that their interest in the Jaycees and their work is sufficiently intense to motivate them to more active participation with their chapter, their entry into a campaign for a Jaycee office should be encouraged by every officer of the chapter. “Officers’ Orientations” are an effective way of making the members knowledgeable in the various chapter offices. During such sessions, members (hopefully prospective officers) are shown the responsibilities and duties of the various offices and can thereafter determine in which area their main interest lies and to which office they will commit themselves. IV. FAMILY LIFE DEVELOPMENT Family Life Development provides seminars for the study and discussion of marriage, parenthood and family life in general. Through study and the exchange of ideas, the Jaycee couple will find encouragement and guidelines to strengthen their marriage and family relationship together with strengthen their relationship with other couples participating in the seminar. The Jaycee couple will be aided in achieving the appropriate balance among demands of family, vocation and community service. CHAPTER G. PUBLICATIONS I. INTRODUCTION In an effort to provide information to members and others interested in the progress of the Annapolis Jaycees, the chapter distributes several publications, including a monthly newsletter, an annual schedule of the chapter’s activities and a guide to the management and operation of the chapter. No cost is assessed to the members for any of these publications and expenses are paid out of the Chapter Operating budget. Wherever possible, the publications should be self- supporting by revenues generated through paid advertisements. II. CAPITOL HILL TIMES The Capitol Hill Times is the name given to the chapter’s monthly newsletter. An editorial staff, directed by the newsletter Editor, should work actively with the Board of Directors in an effort to provide the members with the widest possible range of information of interest to the chapter. The Editor of the Capitol Hill Times is one of the most important contributors each year to the chapter’s success. Through this person’s skill and tenacity, the chapter members are made aware of the chapters progress and growth and are kept informed of projects and developments effecting not only their chapter, but also their individual lives as Jaycees. Among the items included in the Capitol Hill Times each month should be columns by the President and Vice-Presidents, information of interest for the members, the minutes of the preceding Board of Directors meeting, articles on current or upcoming projects of broad interest and appeal and a list of all sponsors. The Editor has free editorial license to comment on affairs involving Jaycees and letters from members are encouraged. The newsletter should be mailed no later than seven (7) days preceding a Tuesday meeting and should display in a prominent place the date and time of the upcoming meeting. Newsletters should be mailed not only to all regular and associate members, but also to all newsletter sponsors, the President of the Maryland Jaycees, the District Manager representing Annapolis, the Maryland Jaycees Awards chairperson and the United States Jaycees in Tulsa, Oklahoma. In order to help defray the expense of the newsletter, sponsors should be solicited in January of each year for an annual financial contribution. These sponsors are generally businesses in the Annapolis area owned or managed by those who have exhibited interest in the Annapolis Jaycees. III. PLAN OF ACTION Each year, following the adoption of the schedule of projects and the chapters annual fiscal budget, the chapter publishes a booklet containing a calendar for the Jaycees year, a list (and, if possible, a brief description) of all projects and a directory of the names, addresses and telephone numbers of all regular and associate members. This booklet is traditionally called the chapter’s Plan of Action and should be made available to the members no later than the April General Membership meeting each year. Here again, sponsors should be solicited for financial support and a copy of their advertisement should be placed in a prominent place in the publication if the sponsor so desires. IV. CHAPTER REFERENCE MANUAL In order to provide a ready reference of the chapter’s organization, government and policy, the Annapolis Jaycees publish and maintain a Chapter Reference Manual. The Manual contains a copy of the charter and By-Laws of the Annapolis Jaycees Inc., a glossary of Jaycee terms and policy guidelines for the following areas of Jaycees life: A. Planning and Programming B. Chapter Management C. Financial Management D. Personnel Management E. Recruitment and Orientation F. Individual Development G. Publications H. Meetings I. Interclub Relations J. Individual Recognition V. STATE AND NATIONAL PUBLICATIONS In addition to the publications provided by the Annapolis Jaycees, the club receives through the mail the Jaycee magazine, the official publication of the United States Jaycees and the Junior Chamber International, as well as occasional publications from the Maryland Jaycees. CHAPTER H. MEETINGS I. BOARD OF DIRECTORS A. Regular Board meetings shall be conducted on the first Tuesday of each ` month at a time and place established by the Board. B. Membership participation and interclub visitations are encouraged at these meetings. C. Comprehensive discussion regarding all facets of chapter programming and management shall be encouraged. D. The Board-elect shall attend and participate in the regular Board meeting in December of each year. E. The Board-elect shall meet and organize in December of each year and assume management of the chapter on January first. II. GENERAL MEMBERSHIP A. Regular General Membership meetings shall be conducted on the third Tuesday of each month at a time and place to be designated by the Board. B. The primary purpose of the meetings shall be to conduct the business of the chapter. C. Items recommended for inclusion on the agenda are: 1. Call to Order 2. Invocation 3. Pledge of Allegiance 4. Adoption of Agenda 5. Introductions 6. Induction of New Members 7. Reading and Approval of Minutes 8. Reports: a. Management Development b. Individual Development c. Community Development d. Membership Development e. State Director f. Financial g. Special Committees 9. Special Orders of Business 10. Unfinished Business 11. New Business 12. Chapter Recognition 13. Pass the Gavel (general discussion) 14. Announcements 15. Jaycee Creed 16. Adjournment D. Meetings shall begin promptly at the schedule hour and shall terminate no later than two (2) hours thereafter. E. Any scheduled program which does not pertain to chapter programming shall be conducted following adjournment/ F. Regular meetings shall be open to the public and members shall be encouraged to bring guests. G. All motions shall be submitted by the maker thereof in writing to the Secretary on the form provided. CHAPTER I. INTERCLUB RELATIONS I. Article IX of the Articles of Incorporation of the Annapolis Jaycees provides as follows: The corporation shall be…affiliated with the Maryland Jaycees, the United States Jaycees and Junior Chamber International, and shall be subject to the constitution and by- laws of those organizations insofar as they affect and prescribe the functions of local Jaycee Chapters. The Annapolis Jaycees participate in State projects and regularly attend all Maryland Jaycee Board meetings. In addition, chapter delegations will attend the Annual Meeting (Convention) and members and officers are encouraged to attend Maryland Jaycees Executive Board meetings. II. VISITATIONS Visitations by members of the Annapolis Jaycees to other Jaycee chapters are strongly encouraged. A visitation team should consist of at least four (4) members, including the State Director, whose responsibility it is to organize the team and make contact with the chapter to be visited. The State Director should provide the members of the visitation team with clear directions to the meeting place, or arrange for a car-pool trip to the meeting and should be prepared to introduce the members of the team at the meeting. The purpose of the chapter visitations is to allow Jaycees to have the opportunity to see how other chapter meetings are run, to meet other Jaycees, to gain a more diverse insight into the types of projects run by Jaycee chapters and to show other chapters the pride the Annapolis Jaycees have in their organization. Although no members should be discouraged from attending as many visitations as desired, an effort should be made to encourage new members and those who have never before been on a visitation to participate in this most worthwhile endeavor. Visitations are also encouraged for District and region meetings and seminars conducted for Jaycees throughout the State. III. The Interclub Relations area generally, and the activities connected with it, are the responsibility of the State Director of the Annapolis Jaycees. CHAPTER J. INDIVIDUAL RECOGNITION “DIGNITY DOES NOT CONSIST IN POSSESSING HONORS, BUT IN DESERVING THEM.” Aristotle I. The chapter recognizes that one basic need and desire of individuals is to be recognized for their efforts. Appropriate recognition can provide strength to the weak, speed to the slow and enlightenment to the ignorant. Keeping in mind these needs and desires, awards and individual recognition can become a vital tool in the management of the chapter and ultimate fulfillment of the goals of the membership. II. The Board of Directors shall determine the recipient of each award established herein except as otherwise indicated. III. The Board shall from time to time make presentations of certificates of appreciation and other forms of recognition, as appropriate. IV. MONTHLY RECOGNITION A. JAYCEE OF THE MONTH 1. A Jaycee of the Month award may be presented to an Annapolis Jaycee not serving on the Board of Directors for a given monthly period in recognition of their outstanding achievement in promoting, supporting and exemplifying the tenets of the Jaycee Creed and the goals of the Annapolis Jaycees in general. 2. Any regular member of the chapter not serving on the Board of Directors, in good standing, shall be eligible to be nominated. 3. In no event shall it be construed that a Jaycee of the Month be selected for every month. The Board may decline to make such a selection merely by failing to cast a majority for any nominee or by making no nominations. 4. Each Board member who nominates an individual shall be responsible for submitting the reasons and qualifications for their nomination to the other members of the Board for their consideration and judgment. 5. The general membership shall be encouraged to submit suggestions for nominees to any Board member. 6. The recipient of the award for any given month shall be selected at the first Board meeting following the last day of the month for which the award is to be given. There shall be no delays for voting on nominations or any tabling of the balloting. Selection shall be based solely on the presented and the known information and qualifications and not on any information and qualifications or other material to be presented at a later date. 7. Voting shall be conducted by secret ballot. Paragraph IV.A.1. above shall be read by the Secretary before the balloting. Each member of the Board who is present may cast a blank ballot or a ballot indicating his/her choice. Each member shall cast only one (1) vote notwithstanding the number of nominees. The President shall cast a vote only when there would otherwise not be an uneven number of Board members voting. When the President is not voting because an uneven number of Board members are meeting, he/she shall cast a vote if a tie has resulted upon the counting of the other ballots. 8. Jaycee of the Month will be awarded to that member receiving a simple majority of the votes cast. If no majority is reached, the lowest vote total will be dropped from consideration and voting will continue. If four (4) or more persons are being considered and there is a tie among the nominees, those receiving the lowest total votes will be dropped from consideration and voting shall continue. 9. The nominee who shall receive a vote of the majority, as opposed to plurality, of those members voting shall become the recipient of the award. 10. After the selection of a Jaycee of the Month, balloting for a second Jaycee of the Month shall proceed. (Provided no member of the Board shall interpose an objection). Such a motion would pass with the affirmative vote of two-thirds (2/3) of those Board members present. The above provisions shall govern the selection of the second Jaycee of the Month, as applicable. B. BOARD MEMBER OF THE MONTH 1. A Board Member of the Month will be awarded to that member of the Board of Directors, excluding the President, who has best fulfilled the prescribed duties of office and has also best exemplified those qualities of friendship, cooperation and service in all activities related to the organization. The Board member selected for this honor will be at the sole discretion of the President based on the input he/she has received from other Board members. V. QUARTERLY RECOGNITION A. A Jaycee of the Quarter award may be presented to the outstanding Annapolis Jaycee for the quarter based upon the criteria for Jaycee of the Month. Similar recognition may be awarded a member of the Board of Directors at the discretion of the President. B. For purposes of this Section, the quarters shall be as follows: 1. January 1 – March 31; 2. April 1 – June 30; 3. July 1 – September 30; 4. October 1 – December 31; VI ANNUAL RECOGNITION A. The awards year for annual awards shall begin January 1st and December 31 st. Selection of the recipients shall be made at a special Meeting of the outgoing Board of Directors in December or January. Announcement and presentation of the annual awards shall be made at the Awards and Installation Banquet. B. The following annual awards are hereby established: 1. Projects of the Year. Presented to the chairperson of the most outstanding project completed in Management Development, Individual Development, Community Development, and Membership Development during the awards year. It should be noted that a project cannot be submitted in more than one (1) area. This does not preclude the project from being nominated for Project of the Year. 2. Project of the Year. Presented to the chairperson of the single most outstanding project of the year. 3. New Project of the Year. Presented to the chairperson of the single most outstanding new project of the year. New project of the year is defined as a project that has never been run before within the chapter. 4. Chairperson of the Year. Presented to that chairperson, the success of whose project was a direct result of their understanding and utilization of the Chairman’s Planning Guide and of the manner in which he/she coordinated the efforts of their committee. 5. Director of the Year. Presented to that Director who during the year fulfilled his/her duties in an exemplary manner and made outstanding progress in accomplishing his/her personal goals. This honoree is selected by the Board rather than the President. 6. Officer of the Year. Presented to that officer who during the year fulfilled his/her duties in an exemplary manner and made outstanding progress in accomplishing his/her personal goals. This honoree is selected at the sole discretion of the President. 7. Bill W. Fillingham Memorial Award. Presented in memory of the late thirteenth President of the Annapolis Jaycees (1960-1961) to that past member of the Board of Directors whose service to and efforts on behalf of the chapter were outstanding considering the magnitude of their past service already given to the chapter. 8. Keyman Award. Presented to that individual whose service to and efforts on behalf of the chapter. In the absolute discretion of the President, have constituted the key contributions which have made the President’s year as successful as it was. 9. William Brownfield Memorial Award. Presented in memory of the author of the Jaycee Creed to that Annapolis Jaycee, who concluded his/her first year of Jaycee affiliation during the awards year, in recognition of his/her achievements in accomplishing personal goals and of his/her outstanding service to the chapter. The first year of affiliation is understood to mean that period of time from when a member joins through the second annual convention in February of the Maryland Jaycees. 10. Annapolis Jaycee of the Year. Presented to the Annapolis Jaycee who has demonstrated outstanding support, dedication and enthusiasm beyond his/her first year of affiliation, as defined in the Brownfield Award, in recognition of his/her achievements in accomplishing personal goals and of his/her outstanding service to the chapter and to the community on behalf of the chapter. 11. Other awards may be created by the Board of Directors from time to time. Business or private sponsorship for all awards shall be encouraged. VII. SPECIAL RECOGNITION A. The affectionate honorary title “Exhausted Rooster” may be conferred on an Annapolis Jaycee whose regular membership has terminated or is about to so terminate by virtue of their arrival at age forty (40) who is deemed by the Board of Directors, in its discretion, to have exemplified the tenets of the Jaycee Creed, in general, and, in particular, to have brought credit to and been a credit to the Annapolis Jaycees. B. Maryland Jaycees Militia. This high honor is to be voted upon by secret ballot. The requirements for this award are as stated in Maryland Jaycee publications. C. JCI Senator. This high honor is to be voted upon by secret ballot. The requirements for this award are as stated in Maryland Jaycee publications. D. USJCC Ambassadorship. This high honor is to be voted upon by secret ballot. The requirements for this award are as stated in Maryland Jaycee publications.
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