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Brooklyn Chapter Bylaws
Brooklyn Chapter Jack and Jill of America, Incorporated Brooklyn Chapter Jack and Jill of America, Incorporated
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Bylaws Bylaws Updated October Updated October 2020 2020
Contents
PREAMBLE ARTICLE I: NAME ARTICLE II: OBJECTIVES AND AIMS ARTICLE III: MEMBERSHIP
Section I: – Composition Section II: – Classification and Requirements of Membership A. Active Membership B. Responsibility of Active Membership C. Member on Leave D. Legacy E. Transfer-in Membership F. Reinstatement of Membership G. Children of Active Members H. New Membership I. New Member Eligibility Requirements Section III Termination
ARTICLE IV: CHAPTER GUIDELINES
A. Associate Membership B. Fathers’ Auxiliary
ARTICLE V: OFFICERS
A. THE ELECTED OFFICERS B. ELIGIBILITY REQUIREMENTS FOR OFFICERS C. THE DUTIES OF THE ELECTED OFFICERS
ARTICLE VI: COMMITTEES
A. EXECUTIVE COMMITTEE B. EXECUTIVE BOARD C. STANDING COMMITTEES
ARTICLE VII: DUES AND ASSESSMENTS ARTICLE VIII: MEETINGS ARTICLE IX: ELECTIONS
APPENDIX A 3 3 3 3 4 4 4 4 4 5 6 6 7 7 8 8 9 9 9 10 10 10 11 11 15 15 15 16 20 21 22 26
(March 1991; Amended May 1999, November 2001, March 2004, June 2005, April 2006, May 2007, May 2008, September 2008, May 2009, January 2011, May 2012, October 2012, January 2013, May 2013, January 2014 & March 2014, May 2018, May 2020, October 2020)
PREAMBLE
WHEREAS, the Brooklyn Chapter of Jack and Jill of America, Incorporated is composed of mothers who desire that their children be associated more closely, and that they grow to manhood and womanhood enjoying and profiting by their society, and
WHEREAS, the mothers wish certain definite, yet flexible and adjustable rules to be promulgated for the general guidance of such officers, who are duly elected to administer the affairs of the chapter, and to promote their interests, be it therefore enacted and adopted the following by-laws of this organization:
ARTICLE I: NAME
The name of this group shall be Jack and Jill of America, Incorporated, Brooklyn Chapter.
ARTICLE II: OBJECTIVES AND AIMS
Section I: The objects of this organization are: to create a medium of contact for children which will stimulate growth and development;
to provide for children, constructive educational, cultural, civic, recreational, health and social programs
Section II: The aims of this organization are: to aid mothers in learning more about their children by careful study; to seek for all children the same advantages which we desire for our own;
ARTICLE III: MEMBERSHIP
Section I: – Composition
The membership of Brooklyn Chapter shall consist of mothers, female legal guardians or female legal custodial caretakers living in the boroughs of Brooklyn and Staten Island, New York, whose children are between the ages of two (2) and through the nineteenth (19) year, and who are otherwise qualified for membership.
A. Active Membership:
1. Consists of full participation in service, attendance and financial responsibilities.
2. The active status of a member terminates at the end of the program year which includes all conventions when the youngest child reaches age twenty or when the youngest child completes high school. 3. Upon the death of an active member, the children may continue affiliation with the organization for the duration of that program year and the program years, if the parent (guardian) so desires. Said deceased member shall be classified as having completed her tenure in good standing thereby granting immediate legacy status to their children, irrespective of their age or if they continue to participate in the organization. In the event of the father’s remarriage, the new mother shall be invited to membership.
B. Responsibility of Active Membership:
1. Service - All members are required to sponsor an age group activity in their respective child’s age group each program year. 2. Attendance - All members are required to attend sixty percent (60%) of all Mothers’ meetings, and meetings of committees to which they are assigned, and Executive Committee meetings (i.e., officers, group chairpersons, group secretary/treasurers, committee chairpersons, etc.) If, a mother misses two (2) consecutive meetings and/or activities, notice will be submitted to the Vice President, and the mother will be under consideration for
to support all legislation aimed at bettering the conditions of all children; to promote and support the projects of the Regional and National Jack and Jill organization
3. Financial Responsibility All members are required to pay all dues, assessment fees, fundraising commitments, late fees and any other fees voted on by the chapter by the imposed deadline. Dues are payable to “Brooklyn Chapter, Jack and Jill of America, Inc.” and must be received by the Financial
Secretary no later than August 1st. Fund-raising and/or assessment monies are due no later than March 30th of the current Program year, or at the discretion of the Vice President. A date other than March 30th must be announced at the October Mothers’ Meeting. Dues received beyond August 1st will be assessed a late fee of $50.00. On September 1st, if dues or any outstanding assessment fees, fundraising commitments, late fees, postal fees and any other fees voted on by an age group or chapter have not been paid, termination proceedings will be commenced.
Any checks returned by the bank due to insufficient funds or “frozen/blocked accounts” will subject the mother to thirty-five ($35.00) dollar returned check fine in addition to any late fees. Fiscal year is June 1st through May 31st. The Program year is the same as the fiscal year. A member who is not financial at any time during a program year shall not be entitled to vote until she resumes the status of being financial. If a member has not met her financial responsibility, the mother will be under consideration for termination. Mothers have the option of making payments to the chapter (i.e. chapter dues, assessments, black family dinner payments, etc.) via a pay pal link established by the Chapter Treasurer.
The payer (mother) will incur all fees associated with this transaction. 4. Conference/Cluster Attendance Requirement – An active member shall be required to attend one National convention or one Regional conference or one Regional Area
Workday/Cluster within each four year period for the duration of her membership tenure. 5. Code of Ethics Requirement - All members must sign the Code of Ethics
Acknowledgement Form each Program year by September 30th. The Business Manager will be responsible for distributing the form and the Membership Chair will be responsible for maintaining/filing the forms.
C. Member on Leave
An active member may apply for a leave of absence by submitting a letter of request to the Chapter’s Vice President or designee by May 1st. The letter will be reviewed by the Executive Committee before submission to the membership for approval. Please note,
E. Transfer-in Membership:
A member may be transferred into the Brooklyn Chapter upon receipt of notification to the Brooklyn Chapter from the National Corresponding Secretary that she was an active
any member requesting a leave of absence after March 1st, must pay the full dues voted upon at the March Mothers’ meeting. A vote during the May Chapter meeting is required to approve the request. Leaves of absence prohibit the participation of the entire family during the leave period, unless otherwise authorized by the Executive Committee due to extenuating circumstances. However, the names of children whose mothers are on leave will appear on their respective group rosters. A mother may be granted a leave of absence for one (1) year. A mother may not be granted a leave of absence in her teen’s graduating year and/or her final year of active membership. If a member wishes to extend a leave of absence for a second year, the member must send a letter requesting an extension of her leave of absence to the Executive Committee by March 1st. A vote during the May Chapter meeting is required to approve the extension. In no case shall a leave of absence exceed the period of two (2) program years. Any member who has been granted a leave of absence as outlined above must pay National and Regional per capita assessments through the Brooklyn Chapter, and fulfill the conference attendance requirement set forth in Article III, Section B (4).
D. Legacy:
The female child or female spouse of a male child shall be entitled to automatically become a member of the chapter where they are currently living upon submission of an application and payment of any required monies under the following conditions: (1) Legacy status is granted to each child (male or female) who graduates from a Jack and Jill chapter and whose mother was an active member at the time of the child’s graduation or granted immediate legacy status due to the death of their mother who completed her tenure in good standing.
(2) Each legacy (male or female) shall attain membership through this process only once. If legacy status was granted to the first female spouse of a male child, any subsequent spouse must seek membership as a new member.
(3) Members entering the chapter under this classification are oriented and initiated annually on the same timetable as other incoming members.
(4) Members entering the chapter under this classification are expected to fulfill the requirements of membership as established by the Brooklyn Chapter and the National Organization. Members who do not fulfill the obligations of membership are subject to the same process of membership termination as outlined in Article IV.
(5) Members terminated may not re-apply for membership under legacy status.
F. Reinstatement of Membership:
A mother who has completed her tenure in good standing and, due to changed circumstances desires to again become a member of Jack and Jill of America, Incorporated shall be entitled to automatically become a member of the chapter where she is currently living upon submission of an application and payment of any required monies except that the “one time” National Headquarters Fee shall not be due upon rejoining the organization.
G. Children of Active Members:
Children of members shall be divided into six groups based on age or grade as follows: Ages 2 through 5 Grades: nursery through kindergarten Ages 6 through 8 Grades: one through three Ages 9 through 10 Grades: four through five Ages 11 through 12 Grades: six through seven Ages 13 through 14 Grades: eight through nine (Jr. Teen) Ages 15 through 19 Grades: ten through twelve (Sr. Teens)
Children and teens are expected to attend the respective age group activities and/or meetings. Placement in groups shall be based on the above guidelines. If a member wishes her child to be placed in a different group, a written notification must be submitted to the Executive Committee with a recommendation from the current Age Group Chairperson prior to the Executive Committee meeting in June. Members shall be responsible for including their child(ren) in the family in the respective groups. If, for some valid reason, a member does not wish to include a child or children, a leave of absence must be submitted to the Executive Committee, stating the reason, prior to the April Executive Committee meeting. The active status of a teen must terminate when
member, and has relocated to our geographical location within one (1) year. Transferred members will be responsible for prorated local dues. If a member transferred prior to January 1st, that member will be responsible for fund-raiser and/or assessments per financial responsibilities of active members. Transferred members and their children shall be invited to all chapter meetings and/or appropriate activities, and shall be expected to attend as per attendance requirements of active membership.
H. New Membership:
New member consideration may occur annually. At the October meeting: 1. The Membership Chair shall present the projected distribution of children, by age and sex for the following program year and the maximum number of new members, if any, to admit. 2. The membership will vote to determine an intake process for the current
program year. 3. Election of new chapter members may only be held once a program year during the months of February through April. 4. During any program year when the chapter votes to have membership intake and specifies a maximum number of prospective new mothers (the “Intake Cap”), the slate of prospective new mothers sponsored and presented to the chapter for membership must not exceed the Intake Cap. 5. Upon attaining at least two-third (2/3) vote of the members present and voting prospective new mother may receive an invitation to membership. 6. New members’ orientation shall be held before the initiation ceremony. 7. In the event of an intake process, the initiation of new members shall be held no later than May 31st. 8. New members shall be required to attend orientation and initiation.
I. New Member Eligibility Requirements:
All new members in the Brooklyn Chapter shall be residents of Brooklyn and or Staten
Island. Proposed members shall have children between the ages of two (2) and nineteen (19) at the time of entry into Brooklyn Chapter. A Brooklyn Chapter member who sponsors a member who fails to meet the eligibility requirements shall be penalized by the automatic leave of absence of one (1) year. The sponsored member shall be terminated.
he/she graduates from high school, or reaches age twenty (20), whichever comes first. The active status also terminates when the mother/legal guardian/custodial caretaker withdraws her membership or is terminated from membership with the Brooklyn chapter of Jack and Jill of America, Incorporated.
A. A member can be terminated for non-payment of dues, fundraising commitments, assessments or late fees. Dues cannot be accepted for any member with outstanding fundraising commitments, assessments or late fees for the prior program year. All late payment of monies is subject to a fifty dollar ($50.00) fine.
B. A member can be terminated if she has not attended the required number of meetings, or satisfied her convention/conference/cluster attendance requirement set forth in Article II, Section II (B) (4). C. Any member who has been officially notified, by written communication, that she is under consideration for termination must appear before the Executive Committee as required. Failure to appear will result in automatic termination of the member. A member who has been expelled may appeal at the Regional and National level of the organization. D. The Membership Chair shall notify a member of the termination of her membership via written communication therein stating the reasons for the termination and the member’s right to appeal. A member shall have 30 days to appeal after receiving notification of termination. The first level of appeal shall be to the Brooklyn Chapter’s Executive Board. The second level of appeal shall be to the Regional Director. If the appeal at the regional level is deemed unsatisfactory, a member then may appeal to the National Advisory Council. E. A member who wishes to discontinue her membership should submit a written resignation.
ARTICLE IV: CHAPTER GUIDELINES
A. Associate Membership:
Mothers considered for membership in “The Associates Group” shall be former members who served their complete tenure in Jack and Jill of America, Incorporated. A member becoming an Associate member must pay the National, Regional, and Per Capita Tax and any fees upon which the local Chapter and Associates mutually agree. She may attend
National, Regional and local meetings as a non-voting member. She may not hold office.
She may not sponsor members.
Associate members may organize at the local level into a group known as the “Associates
B. Fathers’ Auxiliary
The spouse of an active member within the Brooklyn Chapter is eligible to participate in the Fathers’ Auxiliary.
ARTICLE V: OFFICERS
The records of each office shall be turned over to the incoming officers at the final Executive Board meeting of the year. All outgoing chapter officers must complete all reports due at the end of their tenure and turn over all files and records to incoming chapter officers, and hold a transition meeting by June 15th. Appointed officers must include, but shall not be limited to Foundation Chair, Parliamentarian and Protocol Chair.
A. THE ELECTED OFFICERS OF THE ORGANIZATION SHALL BE:
President Vice President Program Director Recording Secretary Corresponding Secretary Financial Secretary Treasurer Editor/Public Relations Officer
Group” of Jack and Jill of America, Incorporated with a minimum of five (5) financial associate members. Financial is defined as having paid all chapter associate dues or life membership fees commensurate with years of a membership in good standing in Jack and Jill of America, Inc. The Associates Group shall organize through the local chapter only. The Associate Group must give financial support to the Jack and Jill of America Foundation, Incorporated. They may support the Foundation by assisting and/or supporting the local chapter with its fundraiser, by having their own fundraiser, or by making a donation. All funds of the Associates Group must be submitted and deposited into the local chapter operating and/or fundraising accounts. (1) Any member who has graduated in good financial standing from the chapter may become an associate member.
(2) Upon the death of a child of an active member, the member may continue her affiliation with the organization as an Associate member if she has no other child between the ages of 2 and 19.
B. ELIGIBILITY REQUIREMENTS FOR OFFICERS 1. The President and Vice President:
(a) shall have been a member of the Brooklyn Chapter for at least two years; and (b) shall have served on the Executive Board for at least one year; and
(c) shall have attended one previous National Convention, Mothers’ Regional Convention, or a Mothers’ Cluster Meeting in the last 3
years.
2. All other officers shall have been members of the Brooklyn Chapter for at least one year. 3. (a) All candidates for office must have attended at least 2 Mothers’ meetings during the current program year inclusive of the meeting during which she is nominated. (b) All candidates for office must be in good financial standing.
C. THE DUTIES OF THE ELECTED OFFICERS SHALL BE AS FOLLOWS:
1. THE PRESIDENT SHALL
A. Guide the activities of mothers and children.
B. Preside at the regular Mothers’ meetings and meetings of the Executive Board and the Executive Committee.
C. Appoint committees and serve as Ex-Officio member of all committees, except the Nominating and Audit Committee.
D. Enforce the chapter bylaws.
E. Render an annual culminating report at the May Mothers’ meeting.
2. THE VICE PRESIDENT SHALL
A. Assume the powers and duties of the President in the latter’s absence or in ability to act. B. Serve as the Chairperson of the Membership Committee.
3. THE PROGRAM DIRECTOR SHALL
A. Plan and insure implementation of the Chapter’s yearly social, cultural, civic, recreational and education programs in accordance with directives from National.
B. Chair the Program Committee.
C. Coordinate all group activities and serve as Advisor to each group chairperson.
D. Coordinate the Black Family activity.
E. Receive the written reports group activities.
F. Distribute copies of the Chapter Handbook to the membership by October 31st.
4. THE RECORDING SECRETARY SHALL
A. Keep the minutes of all proceedings of the membership, Executive Committee and Executive Board.
B. Keep a register of all members and record attendance at meetings.
C. Notify the Vice President of any member who has missed two (2) Membership meetings during the current Program year. D. Serve as Corresponding Secretary in the absence of the latter.
C. Compile up-to-date membership contact information yearly. The information must be accessible to the Chapter by the October meeting. Serve as a member of the Bylaws Committee. D. Conduct an orientation for prospective new members, which shall explain the responsibilities of membership and present such other information about the organization to enable prospective members to make an informed decision to join. E. Serve as a signatory on the chapter bank account.
F. Be responsible for the Associate Membership.
A. Correspond on behalf of the chapter, the Executive Committee and the Executive Board.
B. Keep a current list of the names and addresses of all members and notify the members of all Membership meetings. C. Acknowledge death and illness of members and their immediate family. D. Distribute any National correspondence to the membership by the most expeditious method available under the given circumstances. E. Serve as Recording Secretary in the absence of said officer.
6. THE FINANCIAL SECRETARY SHALL
A. Record all income received.
B. Issue official receipts for income.
C. Turn over all monies received to the Treasurer promptly.
D. Monitor expenditures of the Chapter budget.
E. Prepare and maintain a roster of members in good financial standing.
F. Serve as a member of the Budget Committee.
7. THE TREASURER SHALL
A. Deposit all chapter funds in a chapter bank account approved by the Executive Committee, and issue checks signed by the Treasurer, President, and/or Vice President for authorized expenditures. B. Submit a detailed account of receipt and disbursements (i.e., General Ledger report).
1. At the June Executive Board meeting; and
2. At the next September’s General Membership meeting.
C. Submit books to the Internal Financial Evaluation Committee by the 15th day of June each year.
D. Close books jointly with the Financial Secretary on the 15th day of June each year.
E. Serve as Chairperson of the Budget Committee and prepare a budget to be proposed to the chapter membership prior to March (i.e. by February 28th or 29th).
F. Give a Financial Report at each meeting.
G. Generate monthly financial reports in Quickbooks, which includes monthly bank reconciliations, P&L (budget vs. actual), balance sheet and general ledger reports and upload the original Quickbooks format to the chapter website.
H. Deposit all monies within five (5) days of receiving them from the Financial Secretary.
I. Submit chapter EOY (end of year) reports to National and/or Regional Treasurer by June 30th each year.
J. Will bring budget amendments (e.g. new item, non-recurring one time expenditures, self-funded items, increases, over budgets).
K. Issue 1099s to vendors and IRS by January 31st annually.
8. THE EDITOR/PUBLIC RELATIONS OFFICER SHALL
A. Prepare Chapter press releases for media distribution regarding Chapter and group activities. B. Coordinate the preparation of materials for inclusion in Up the Hill
and other Jack and Jill publications.
C. Coordinate the periodic distribution of the Chapter newsletter.
D. Arrange for photographs of group activities and the Chapter membership activities. E. Obtain copies of publicity from Chapter activities.
E. PENALTIES FOR OFFICERS
ARTICLE VI: COMMITTEES
Committees, standing or special shall be appointed by the President with the approval of the Executive Committee, as it shall from time to time deem necessary to carry on the work of the organization. Responsibilities of current committees shall be appended to these Bylaws. The appointed Chair of a committee shall have 1-year tenure and may be renewed annually, but not to exceed 4 consecutive years.
A. EXECUTIVE COMMITTEE
1. The Executive Committee shall consist of all elected Chapter officers and the Parliamentarian.
2. The Executive Committee shall meet upon notification of the President.
B. EXECUTIVE BOARD
1. The Executive Board shall consist of all officers – Brooklyn Chapter, Committee Chairpersons, Group Chairpersons, and each group’s Secretary/Treasurer. 2. It shall be the responsibility of the Executive Board to propose programs for the mother’s membership and to propose policy for the Chapter,
Upon the recommendation of the Executive Committee, the Executive Board shall notify membership of any violations of duties of officers and the action taken by the Board if any.
1. An officer who fails to fulfill the duties of the office shall be subject to removal from office upon the vote of 2/3 of the Executive Board. Said officer’s position shall then be filled by an interim appointment of the President, approved by the Executive Committee. 2. An officer who refuses to relinquish the records pertaining to that office within the proper time allotted shall be suspended from the organization until the next election of officers. When an officer is suspended from the organization by the Executive Board, a written communication shall be sent to the officer, and the suspended member will be removed from the membership roll.
C. STANDING COMMITTEES
There shall be seven (7) Standing Committees. They shall be Membership, Fundraising, Program, Bylaws, Health, Nominating and Legislative.
subject of the approval of the general membership. 3. The Executive Board shall serve as the Grievance Committee concerning local issues. This section does not apply when bringing a grievance against the Chapter President. The procedure for filing a local grievance shall be governed by the Chapter Policy and Procedures but in no event shall contradict the National Grievance process. Any person against whom a grievance has been brought shall not serve upon the Grievance Committee with regard to that issue alone and may not vote or be privy to the deliberations of the Grievance Committee as concerns the grievance filed and considered against that person. 4. The Executive Board shall meet prior to each Membership meeting. Additional meetings shall be held in November and June.
1. THE MEMBERSHIP COMMITTEE SHALL
A. Consist of the Vice President, who will serve as the Chairperson, the Secretary/Treasurers from each group and the Financial Secretary. B. Maintain service and attendance records and be responsible for assessing the membership with regard to service, attendance and financial obligations. C. Be responsible for placing the children in appropriate age groups based on the requirements of Article III, Section H. D. Plan and work with related committees on the program for the initiation of new members and recognition of teen graduates and graduating mothers in May.
2. THE FUNDRAISING COMMITTEE SHALL
one
(1) representative from each group, appointed by the Group Chairperson(s). B. Plan and promote fundraising activities.
3. THE PROGRAM COMMITTEE SHALL
A. Consist of the Program Director who will serve as Chairperson and the Group Chairperson(s) from each group. B. Be responsible for compliance with National and Regional
requirements for cultural, educational, social and civic activities.
C. Coordinate all group and mother activities.
4. THE BYLAWS COMMITTEE SHALL
A. Consist of a Chairperson, appointed by the President, the Vice President and at least one (1) representative from each group. B. Keep the Chapter Bylaws under study and bring to the attention of members appropriate recommendations for revision. NOTE: The Chairperson will also serve as Parliamentarian at Executive Board, Executive Committee and Membership meetings, and will serve as custodian of the Chapter’s Bylaws and the Chapter’s copy of Robert’s Rules of Order, and will perform all duties usual to this office.
5. THE HEALTH COMMITTEE SHALL
B. Provide information and experiences to members, families and communities at large that will influence positive behaviors regarding health
6. THE NOMINATING COMMITTEE SHALL
A. Be elected by the Membership by the October Mothers’ Meeting. The Chair shall be the person with the highest number of votes.
In order to run for Nominating Chair, the Chair shall have been a member of the Brooklyn Chapter at least two full program years prior to election. B. Present a slate of nominees for office at the January Mothers’ meeting, at which time additional nominations may come from the floor.
C. Reconvene after the January Mothers’ meeting to review the eligibility and willingness of all nominees and prepare a final report. The list of candidates will be included in the mailing that is sent to the membership prior to the March Mothers’ meeting. The final report will be presented at the March Mothers’ meeting, at which time the membership will vote for the candidate.
7. LEGISLATIVE COMMITTEE SHALL
A. Consist of a Chairperson, appointed by the President and at least one representative from each age group. B. Inform the membership of National and Regional Legislative Projects and coordinate the chapter’s participation. C. Develop and promote the chapter’s legislative activities.
D. Disseminate materials on the legislative process as well as information on topics pertinent to children and their families
D. OTHER COMMITTEES
1. THE INTERNAL CHAPTER EVALUATION COMMITTEE
SHALL
A. Consist of a Chairperson, appointed by the President and three (3) other members elected by the membership at the January Mothers’ meeting. B. Receive the Chapter’s financial books from the Treasurer and Financial Secretary in July, audit same, and submit a report at the September Membership meeting.
A. Consist of the Treasurer who will serve as a Chairperson and at least one (1) representative from each group. B. Assist the Treasurer with preparing the Budget to be approved at preferably the March mother's meeting, but no later than the May mother's meeting. C. Be responsible for the preparation of a budget for the fiscal year, which commences on June 1 and shall submit said budget to the members at the May Mothers’ meeting.
3. AGE GROUP CHAIRS:
THE GROUP CHAIRPERSON (S) SHALL
A. Between late May and mid-June call a meeting of all mothers and/or teens who participate in the various age groups during the year. Mothers and teens who will participate in the following year shall be invited to the meeting. NOTE: The purpose of the meeting shall be to evaluate past activities and to make suggestions for the forthcoming year. The Group Chairperson and Secretary/Treasurer must be elected, including by consensus, and their names given to the President, Vice President, and Program Director by the June meeting of the Executive Board.
B. In February, call a meeting of mothers and or teens who will be active in the groups to assess and finalize plans for the program year’s activities.
C. Oversee the planning and implementation of activities.
D. Attend meetings of the Executive Board.
E. Collaborate with the Secretary/Treasurer as to the contents of the written reports at the group activities. F. Report the activities of the group to the Chapter.
G. Attend meetings of the Program Committee.
4. THE GROUP SECRETARY SHALL
ARTICLE VII: DUES AND ASSESSMENTS
A. There shall be an initiation fee for new members. The National Headquarters assessment shall be included among fees required of new members prior to initiation. B. Chapter dues shall be fixed yearly and shall be based on the recommendation of the Budget Committee and voted by the membership. C. National and Regional per capita taxes, assessments, and fees (as established by the Regional conferences and National conference) are included in Chapter membership fees due from each member by August 1st. These taxes, assessments and fees are non-refundable.
D. All dues are payable by August 1st of the new Program year. Any member who fails to comply will be subject to the provisions of Article IV regarding termination. No
B. Maintain the group’s activity book.
C. Keep a record of attendance of each activity.
D. Serve as a member of the Membership Committee.
E. As a member of the Membership Committee, report to that committee’s Chairperson the names of those children who have missed two (2) consecutive activities without notifying the Group Chairperson, or who have been excessively absent, including situations where absence has not been consecutive.
F. Contact group members who have been excessively absent to ascertain the reason for absence and try to alleviate problems of attendance. Each member should be contacted after the second missed activity. G. Reimburse the group’s members for those activities designated by the group for reimbursement. H. Prepare, with the Group Chairperson, reports of group activities. Three copies of the report shall be made with copies going to the Program Director, Editor/Public Relations Officer and the Vice President. Other committees may be set up as required with the approval of the Executive Committee, or at the request of a majority of the members present and voting. Responsibilities of all current committees will be appended to these By-Laws.
ARTICLE VIII: MEETINGS
A. Regular Mothers’ meetings shall be held on the fourth Sunday of the months of September, October, January, March and May. In the event the fourth Sunday occurs on a holiday weekend, the meeting date shall be rescheduled to the most convenient Sunday closest to the fourth Sunday. The President shall review the calendar and announce projected amended dates at the September meeting. Special meetings shall be called at the order of the President on two (2) weeks notice and shall be counted as a regular meeting. B. A regularly scheduled meeting date can be amended by a majority vote of the membership with one (1) month’s advance notice.
C. Only members who have met their financial obligations prior to the commencement of the Mother’s meeting are entitled to vote. Financial obligation for this section is defined as (any member who has met all of her financial responsibilities regarding the payment of dues, assessment fees, fundraising commitments, late fees, postal fees and any other fees voted on by the chapter. A quorum for taking a vote is one third (1/3) of the financially eligible members minus the number of absent financial members who provide notification of their intent to absent themselves from the meeting. D. Notice of Mothers’ meetings shall be emailed, addressed to each member at her last
dues will be accepted if the member has an outstanding, unpaid assessment from the current Program year. E. The cost of children’s activities will be subsidized by allotments from the treasury. As part of the proposed budget, money is to be allocated to the age group treasurers by the Chapter Treasurer on a per child basis. All monies remaining in group treasuries at the end of the Program year will re-vert to the Chapter’s treasury. F. Parents shall be assessed for their own activities.
G. Mothers shall be obligated to contribute to the fundraising activities of the chapter the sum voted by a simple majority of the members present and voting at any regular meeting. H. All monies are to be sent to the Financial Secretary. This includes, but is not limited to monies for payment of dues, Initiation fees, fundraising, assessments, and all other fees voted upon by the membership. These monies are non-refundable.
ARTICLE IX: ELECTIONS
A. Chapter Officers shall be elected by the majority vote of members present who are active members, present and voting at Mothers’ March meeting and shall serve for a two (2) year term or until their successors are elected. Members of the Nominating Committee shall not be eligible to serve as a candidate for elected office. B. Nominees from the floor shall be present at the time the Nominating Committee gives its report. C. Candidates for elected office shall be present at the time of election, barring absence due to emergency circumstances . D. Elected officers shall serve for a term of two (2) years and may not exceed two consecutive terms.
1. The President, Vice President, Recording Secretary and Editor/Public Relations Officer shall be elected during the Program years beginning with even numbers.
2. The Treasurer Corresponding Secretary, Financial Secretary and Program
known email address, at least seven (7) days prior to the date of the meeting, unless the member has indicated a preference to receive such notice via regular mail. In such case, notice of Mothers’ meetings shall be mailed, addressed to each member at her last known address, at least seven (7) days prior to the date of the meeting. A copy of the agenda will be included in the meeting notice. E. If a member is unable to attend a meeting, notice shall be given to the Corresponding Secretary. Notification does not constitute an excused absence. An excused absence does not relieve a member’s responsibility to attend sixty percent (60%) of all meetings. F. The time of children’s activities shall be determined by the mothers in the group. The number of activities shall be determined in the same manner, but there shall be a minimum of six (6) activities and/or meetings per Program year. The inclusion of guests at children’s activities shall be left to the discretion of the Chairperson and the mothers involved. Out-of-town Jack and Jill members are automatically invited to children’s activities. All Jack and Jill activities must be properly chaperoned. G. Conference calls and teleconferencing are acceptable forms of assembling for Committees and Special Meetings.
E. Campaigning 1. Campaign material is limited to one sheet of paper. 2. At the time of submitting nominating credentials, candidates must meet the qualifications for elected office as outlined in the applicable bylaws. 3. Candidates must submit a Chapter Letter of Verification signed by their Chapter President or a written letter of recommendation signed by an elected member of the chapter’s Executive Board. Both must address the candidate’s membership and financial status at the time of submitting their nominating credentials. When a candidate requests, within a reasonable time frame, a Chapter Letter of Verification from the President or a written letter of recommendation signed by an elected member of the chapter’s Executive Committee, such letter must be provided in time for the election. The letter of verification or letter of recommendation must address the
candidate’s membership and financial status at the time of the candidate’s submission of her nominating credentials. 4. No gifts (edible or otherwise) can be given prior to the election. 5. Electronic Communications e.g. TEXT MESSAGES and ALL FORMS OF ELECTRONIC DISTRIBUTION, ELECTRONIC POSTING OF CAMPAIGN LITERATURE, AND SOCIAL MEDIA are PROHIBITED including but not limited to email, Facebook, Twitter, snapchat, periscope, websites, blogs, etc. 6. Printed material includes all items printed on PAPER only. For example, paper fans, paper bookmarks, and paper visors are considered printed material. If any items are printed on plastic, rubber, or anything other than paper, it will be considered a gift. 7. All campaign materials must be removed from the voting room at the beginning of the meeting. 8. The Nominating Committee is to administer the nomination process and monitor the campaign process. 9. The Presiding Officer of the meeting conducts the election process. The Tellers Committee assists with the distribution and tally of ballots.
ARTICLE X: CONVENTION DELEGATES
A. The President will be the delegate to the National Convention. B. The Vice President shall act as alternate for the President.
C. The method by which the expenses of each delegate are handled shall be decided annually by a majority of members present and voting.
ARTICLE XI: PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert’s Rules Of Order Newly Revised shall govern in all cases to which they are applicable and in which they are not inconsistent with National, Regional or Brooklyn Chapters Bylaws and any special rules of orders which may be adopted.
ARTICLE XII: AMENDMENTS
The Bylaws may be amended at any Mother’s meeting in which a quorum is present provided
10. If after the first ballot is cast, a candidate does not receive a majority vote for the respective office, balloting will continue, retaining on the ballot ALL candidates who do not voluntarily withdraw. 11. Any candidate found in violation of these guidelines will be disqualified from running for any office. Any candidate having been found in violation of the established campaign guidelines will not be installed or if sworn in will be removed from office.
F. The new officers shall be installed at an annual Initiation Ceremony on or before May
31st. The new officers shall assume the responsibilities upon installation.
G. The names of the elected officers must be sent to the National Office no later than
June 15th.
H. Any vacancy in an office occurring if an office is not filled or after a candidate is elected shall be filled by appointment from the President with the approval of the Executive Committee. Candidates for appointment must meet eligibility requirements of the position as stated in the Chapter Bylaws. The exception shall be a vacancy in the office of President which shall automatically be filled by the Chapter Vice President.
notice of such proposed amendment(s) be included in the notices of two Mothers Meetings in a Program year and the amendment(s) receives the approval of 2/3 vote of all members present. All such bylaws and amendments thereto shall be subject to review by the National President or the National Corresponding Secretary. Chapters are required to submit a copy of their most recent bylaws to the Regional Director.
Budget To review line items to ensure chapter programming and committee needs can/and are met. To prepare a budget consistent with the Chapter’s resources and programs. Recommends an outside auditor for Executive Committee approval. The Treasurer is the Committee Chair.
By-Laws To ensure the Chapter’s By-Laws are - Consistent with the National Constitution and Regional By-Laws - Serve the needs of the Brooklyn Chapter - Provide for equity and fairness among members - Reviewed bi-annually and distributed before the end of the program year
Community Outreach To identify and research organizations suggested by the membership who would benefit from Jack and Jill monetary contributions and/or community service. To determine if organizations receiving monetary contributions are in good standing with 501(c) (3) status. To maintain a list of organizations that have been recipients of Jack and Jill fund-raising dollars including the year and dollar amounts. To set a community service theme or focus at the beginning of the program year, and to communicate that theme or focus, to the extent warranted, to other committees and age group planning.
Education To promote educational programs for young people, parents and families; to encourage and support educational opportunities at the local and national level; to recognize educational achievement.
Foundation To know and understand The Jack and Jill of America Foundation’s program; to develop and obtain funding for proposals in support of the Chapter’s project(s)/initiative(s). To identify other sources of funds to augment proposed program. To obtain and disseminate information on Foundation to the members.
Fundraising To develop a chapter wide fundraising strategy to achieve increased support for foundation, scholarships for youth, and charitable organizations.
Health To develop and identify health issues that are important to the mothers, our children, our entire family, and the African-American community at large. Providing information and experiences in a way that influences taking positive action regarding our health.
Hospitality To organize and implement hospitality within the Chapter; to coordinate provision of refreshments/food at major Chapter events/meetings and arrangements for refreshments/foods at the Annual Black Family Dinner. To arrange “set-up” of space for all mother’s meetings.
Internal Chapter Evaluation Committee To evaluate the books of the Brooklyn Chapter. Members are appointed in January and will be responsible for submitting completed forms to regional/national officers by August 31st. The chair will make a formal report to the chapter at a scheduled mother’s meeting.
International Awareness To promote awareness of international issues to the chapter and create supportive initiatives to demonstrate the chapter’s interest in making a difference. 26
Legislative To facilitate support for local/regional and national legislation impacting on children and families and report to the body on action to be taken.
Membership To establish and maintain guidelines for membership in the Brooklyn Chapter and, for children, in various age groups. To advise members of eligibility to sponsor new members. To provide orientation for prospective new members and a training workshop for new members. Maintain accurate records of mothers attendance at mothers’ meetings and committee meetings to ensure services commitment. To facilitate the initiation of new members into the Chapter. The Vice President is the Committee Chair.
Networking To develop creative strategies to increase membership networking. To prepare appropriate press releases for Chapter calendar events. To prepare Chapter newsletter. To compile a list and establish a relationship with representative of local newspapers, radio, and TV. Members will share responsibility for taking pictures at chapter events/activities and writing articles. The Public Relations Officer/Editor is the Committee Chair.
Nominating To inform the membership, in line with Chapter By-Laws, of positions that will be vacated at the close of the program year. To identify with the committee candidates for office and present a slate to the membership at the January meeting. Elections are typically held at the March meeting.
Policy & Procedures To create and maintain The Policy and Procedures Manual of the Brooklyn Chapter, Jack and Jill. The Policy and Procedures Manual coordinates the various sources of suggestions and requests by members, regional and national guidance, as well as state, and federal laws. Policies are intended to be guides for the discretionary action of the Executive Committee and/or Executive Board. Procedures are intended to be specifications for officers, which do not leave room for discretion. They are intended to be a control over the chapter operations.
Program To encourage age groups to creatively plan programs that are age appropriate. Assess the needs of the children and evaluate all activities. Make recommendations to membership to the Executive Board on programming. To execute directives made by the Executive Board, and regional and national officers regarding programming. The Program
Director is the Committee Chair.
Scholarship To administer the Chapter scholarship program. Develop a list of scholarship award criteria for youth outside of the organization, and residing in our community.
Tellers/Timekeepers (a) To ensure the integrity of the voting process; (b) to distribute, collect, tabulate and maintain ballots; (c) to prepare ballots; (d) to record entry and exit of membership during meetings; and (e) to have ample representation at all mother’s meetings.
Technology (a) to establish and maintain a website for the chapter; (b) to act as a liaison between chapter and website master (if applicable); and (c) keep abreast of technology that will benefit the chapter.
