Junior Auxiliary

Cabot, Arkansas, Inc.

P.O. Box 267

Cabot, Arkansas 72023

The Junior Auxiliary of Cabot, Arkansas, Inc. is a 501 (c) (3)

Charitable Organization.

DATE OF INCORPORATION

October 26, 1987

Updated2017

TABLE OF CONTENTS

Junior Auxiliary Prayer

Junior Auxiliary Slogan

Constitution

•Article I - Name……………………………………………………….………… 4

•Article II - Purpose and Policies………………………….…………...…………. 4

•Section 1. Purpose

•Section 2. Policies

•Article III - Field of Service……………………………………...………….…… 4

•Article IV - Membership………………………………………………..……….. 4

•Section 1. Classes of Membership

•Provisional

•Active

•Associate

•Life

•Sustaining

•Non-Resident

•Section 2. Admission to Membership

•Section 3. Membership Procedure

•Section 4. Changes in Membership

•Article V - Dues and Charges…………………………………………………….. 8

•Article VI - Chapter Meetings…………………………………………………….. 9

•Section 1. Regular and Special Meetings

•Section 2. Quorum

•Section 3. Voting

•Article VII - Officers……………………………………………………………... 10

•Section 1. Nomination and Election

•Section 2. Duties

•Article VIII - Executive Board…………………………………………………….11

•Section 1. Composition and Duties

•Section 2. Meetings

•Section 3. Hour Requirements for the Executive Board

•Article IX - Committees………………….……………………………………..…14

•Section 1. Standing committees

•Finance Committee

•Public Relations Committee

•Projects Committee

•Nominating Committee

•Education Committee

•Scholarship Committee

•Membership Committee

•Section 2. Special Committees

•Article X - Program……………………………………………………………… 16

•Section 1. Eligibility

•Section 2. Requirements

•Article XI - Policies……………………………………………………………… 17

•Section 1. Fiscal Year

•Section 2. Inurement of Income

•Section 3. Conflict of Interest

•Section 4. Legislative or Political Activities

•Section 5. Operational Limitations

•Section 6. Financial Records

•Article XII - Amendments and Parliamentary Authority…………………………..18

•Article XIII - Dissolution…………………………………………………….…....18

Chapter Policies/Procedures/Internal Operations………………………………………...19

Code of Ethics…………………………………………………………………………….19

Finance Projects…………………………...……………………………………………....20

Service Projects………..…………………………………………………………………..21

Education Hours…………………………………………………………………………..21

National Convention………………………………………………………………………21

Area Meeting………………………………………………………………………………21

Welfare Donations………………..………………………………………………………..21

Sunshine Fund Guidelines……………………………………………………………….…22

CONSTITUTION

JUNIOR AUXILIARY OF CABOT, ARKANSAS, INC.

ARTICLE I - NAME

THE NAME OF THIS ORGANIZATION SHALL BE THE JUNIOR AUXILIARY OF CABOT, ARKANSAS, INCORPORATED.

ARTICLE II- PURPOSE AND POLICIES

SECTION 1. PURPOSE

THE PURPOSE OF THIS ORGANIZATION SHALL BE TO ENCOURAGE MEMBERS TO RENDER CHARITABLE SERVICES WHICH ARE BENEFICIAL TO THE GENERAL PUBLIC, WITH PARTICULAR EMPHASIS ON CHILDREN; TO COOPERATE WITH OTHER ORGANIZATIONS PERFORMING SIMILAR SERVICES.

THIS ORGANIZATION IS ORGANIZED EXCLUSIVELY FOR CHARITABLE, EDUCATIONAL, RELIGIOUS, OR SCIENTIFIC PURPOSES WITHIN THE MEANING OF SECTION 501 (C) (3) OF THE INTERNAL REVENUE CODE.

SECTION 2. POLICIES

THE POLICIES OF THE JUNIOR AUXILIARY OF CABOT, AR SHALL BE IN HARMONY WITH THE POLICIES OF THE NATIONAL ASSOCIATION OF JUNIOR AUXILIARIES, INCORPORATED (HEREINAFTER REFERRED TO AS NAJA).

ARTICLE III - FIELD OF SERVICE

THE FIELD OF SERVICE SHALL BE the Cabot School District and surrounding Cabot area.

ARTICLE IV – MEMBERSHIP

SECTION 1. CLASSES OF MEMBERSHIP

A WOMAN WHO IS AT LEAST TWENTY-ONE YEARS OF AGE MAY BE CONSIDERED ELIGIBLE FOR MEMBERSHIP. THE CLASSES OF MEMBERSHIP SHALL BE AS FOLLOWS:

•PROVISIONAL - PROVISIONAL MEMBERS ARE THOSE WHO ARE ENGAGED IN COMPLYING WITH THE REQUIREMENTS FOR ADMISSION TO ACTIVE MEMBERSHIP AND ARE NOT ELIGIBLE TO VOTE OR HOLD OFFICE. PROVISIONAL MEMBERS ARE REQUIRED TO SERVE A TERM OF SIX MONTHS AND TO COMPLETE A PROVISIONAL COURSE WITHIN THIS PERIOD. ONE EXTENSION OF SIX MONTHS MAY BE GRANTED BY THE LOCAL BOARD IN THE CASE OF A PROVISIONAL WHO, FOR UNAVOIDABLE REASONS, IS UNABLE TO COMPLETE THE COURSE WITHIN THE REQUIRED TIME. PROVISIONAL MEMBERS SHALL BE REQUIRED TO COMPLETE PROVISIONAL EDUCATION AND TRAINING IN A MANNER SATISFACTORY TO THE LOCAL BOARD AND IN ACCORDANCE WITH ASSOCIATION PROVISIONAL TRAINING MANUAL; SHALL ATTEND AT LEAST 2/3 OF THE REGULAR MEETINGS HELD BY THE CHAPTER DURING THIS PERIOD AND SHALL PAY DUES TO THE CHAPTER. ALL HOURS ACCRUED BY A PROVISIONAL SHALL BE RECORDED AS PROVISIONAL HOURS UNDER EDUCATION. A CHAPTER MEMBERSHIP CARD SHALL BE SENT TO NAJA HEADQUARTERS WITHIN THIRTY DAYS UPON ACCEPTANCE OF THE PROVISIONAL MEMBER. Provisionals are required to attend 2/3 of provisional meetings in addition to regular chapter meetings. Provisionals, who for unavoidable reasons are unable to complete the course within this required time, will be required to complete the next provisional training. After completing six months of provisional training, a provisional shall be required to accrue ½ of regular year hours in education and service hours only.

•ACTIVE - ACTIVE MEMBERS ARE THOSE WHO HAVE COMPLETED THE REQUIREMENTS FOR PROVISIONAL MEMBERSHIP AND HAVE BEEN ADMITTED TO ACTIVE MEMBERSHIP BY A TWO-THIRDS VOTE OF THE LOCAL BOARD. THEY SHALL BE ENTITLED TO ALL THE PRIVILEGES AND RIGHTS OF MEMBERSHIP, INCLUDING THE RIGHT TO HOLD OFFICE AND TO VOTE AND ARE RESPONSIBLE FOR CARRYING OUT THE ACTIVITIES OF THE CHAPTER.

• REQUIREMENTS: TO MAINTAIN MEMBERSHIP IN GOOD STANDING, A MEMBER SHALL attend at least 2/3 of the regular meetings held by the chapter annually, SHALL PAY DUES TO THE ASSOCIATION ANNUALLY, AND SHALL OBTAIN A MINIMUM OF TWENTY-FOUR SERVICE HOURS AND TWELVE EDUCATION HOURS PER YEAR. FOR EDUCATION PURPOSES, CHAPTER MEETINGS SHALL COUNT ONE HOUR EACH. SIX CHAPTER MEETINGS MUST APPLY TOWARD THE ANNUAL EDUCATION REQUIREMENT. OTHER EDUCATION HOURS MAY BE OBTAINED FROM ADDITIONAL CHAPTER MEETINGS, ANNUAL MEETING, AREA MEETINGS, AND CHAPTER/COMMUNITY SEMINARS. ALL HOURS SHALL BE ACCRUED UNDER THE SUPERVISION OF AND IN A MANNER SATISFACTORY TO THE LOCAL BOARD. Hour sheets must be submitted monthly but no later than the end of each quarter (August, November, February, April). Failure to submit hour sheets timely will result in the loss of those hours.

•PENALTIES: AN ACTIVE MEMBER FAILING TO FULFILL THE YEARLY REQUIREMENTS FOR MEMBERSHIP FORFEITS THAT YEAR OF WORK ACCREDITED TOWARD ASSOCIATE MEMBERSHIP ELIGIBILITY and is placed on six-month probationary period. During this period, they must attend 2/3 of the regular meetings and fulfill a minimum of 12 service and 6 education hours. A member failing to fulfill these requirements will be automatically excused from chapter membership. Any member not on official board-approved leave who misses six consecutive meetings will be dropped from chapter membership.

•PRIVILEGES:

•ANY MEMBER WHO, AFTER HAVING SERVED A MINIMUM OF FIVE ACTIVE YEARS AND HAVING PAID TO THE ASSOCIATION A TOTAL AMOUNT EQUAL TO TEN ADDITIONAL YEARS OF CURRENT ASSOCIATE DUES, SHALL BE ABSOLVED FROM FURTHER FINANCIAL OBLIGATION.

•AT THE DISCRETION OF THE LOCAL BOARD, A MEMBER MAY BE TEMPORARILY EXCUSED FROM ACTIVE SERVICE for a period no longer than 6 months. A member who for unavoidable reasons needs an extended time should write a letter of resignation to the Executive Board explaining and may at the discretion of the local board re-apply for membership at a later time.

•ASSOCIATE -ASSOCIATE MEMBERS ARE THOSE WHO, WHILE SERVING AS ACTIVE MEMBERS IN GOOD STANDING OF A PROVISIONAL OR ACTIVE JUNIOR AUXILIARY CHAPTER, HAVE ACCUMULATED A MINIMUM OF FIVE YEARS OF ACTIVE SERVICE AND WHO DESIRE TO CHANGE MEMBERSHIP CLASSIFICATION. THE MEMBER SHALL PAY ASSOCIATE DUES. AT THE DISCRETION OF THE CHAPTER, AN ASSOCIATE MEMBER MAY BE ACCORDED ASSOCIATE ACTIVE STATUS. A member must have attended a minimum of one area or annual meeting within her five years of active service. The ExecutiveBoard must be notified in writing three (3) months prior to the month a member requests to be designated an associate member. In order for the member to obtain associate status in November, the member must complete 1/3 of the required hours (4 education, 8 service, 3 finance) and have attended 2/3 of the meetings held from May 1. If these requirements are not met, the member continues to be an active member. At such time the requirements are met (during any month), the member may change to associate status. An associate member shall have full voting rights and shall be able to nominate and serve as a reference for provisional members providing the member has participated in at least one service project during the previous Junior Auxiliary year.

•LIFE -LIFE MEMBERS ARE THOSE WHO, AFTER HAVING ACCUMULATED A MINIMUM OF FIVE YEARS OF ACTIVE SERVICE, HAVE PAID TO THE ASSOCIATION A TOTAL AMOUNT EQUAL TO TEN ADDITIONAL YEARS OF CURRENT ASSOCIATE DUES. AT THE DISCRETION OF THE CHAPTER, A LIFE MEMBER MAY BE ACCORDED LIFE ACTIVE STATUS. A life member shall have full voting rights and shall be able to nominate and serve as a reference for provisional members providing the member has participated in at least one service project during the previous Junior Auxiliary year.

•SUSTAINING - SUSTAINING MEMBERS ARE THOSE PERSONS IN THE COMMUNITY WHO ARE NOT ELIGIBLE FOR ACTIVE MEMBERSHIP AND UPON WHOM THE CHAPTER DESIRES TO BESTOW AN HONORARY MEMBERSHIP DUE TO OUTSTANDING SERVICE OR FINANCIAL CONTRIBUTION TO THE CHAPTER.

•NON-RESIDENT - ACTIVE MEMBERS IN GOOD STANDING ARE ENTITLED TO NON-RESIDENT MEMBERSHIP, WHICH IS OPEN TO THOSE WHOSE RESIDENCE IS CHANGED TO THAT OF ANOTHER COMMUNITY.

IF A NON-RESIDENT MEMBER WISHES TO COMPLETE ACTIVE OBLIGATION AND ATTAIN ASSOCIATE STATUS THE MEMBER MUST:

•COMPLETE TWENTY-FOUR HOURS OF VOLUNTEER COMMUNITY SERVICE WITHIN THE COMMUNITY AND TWELVE EDUCATION HOURS PER REMAINING YEAR TO FULFILL THE REQUIREMENTS;

•PAY NON-RESIDENT DUES TO CHAPTER OF RECORD;

•REPORT SERVICE AND EDUCATION HOURS TO CHAPTER OF RECORD.

UPON ATTAINING ASSOCIATE STATUS, THE MEMBER PAYS TO THE ASSOCIATION A TOTAL AMOUNT EQUAL TO TEN (10) YEARS OF ASSOCIATE DUES TO ATTAIN LIFE STATUS.

SECTION 2. ADMISSION TO MEMBERSHIP

A WOMAN WHO IS AT LEAST TWENTY-ONE YEARS OF AGE MAY BE CONSIDERED ELIGIBLE FOR MEMBERSHIP. The chapter nomination form must be properly and completely filled out before nomination. The application must be signed by 2 active / associate / life members, OR the applicant must provide 2 personal letters of reference.

SECTION 3. MEMBERSHIP PROCEDURE

Proposed members will be approved by ballot with the approval of 2/3 of the quorum present.

SECTION 4. CHANGES IN MEMBERSHIP

Application to change to another class of membership must be made in writing to the Recording Secretary. Changes to another class of membership shall become effective upon the approval of the Executive Board, and members shall be notified in writing of the action of the Board.

ANY MEMBER IN GOOD STANDING WHO CHANGES RESIDENCE SHALL BE PERMITTED TRANSFER PRIVILEGES TO A CHAPTER IN THE NEW LOCALITY. THE RIGHT OF TRANSFER GRANTED IN THIS SECTION DOES NOT EXTEND TO A PERSON WHO HAS BEEN DROPPED OR WHO HAS RESIGNED FROM AUXILIARY MEMBERSHIP. PROVISIONAL MEMBERS SHALL TAKE ANY ADDITIONAL TRAINING REQUIRED BY THE CHAPTER TO WHICH THEY TRANSFER. IF THERE ARE NO VACANCIES IN THE CHAPTER TO WHICH A MEMBER IS TRANSFERRING, THE NAME OF THE MEMBER SHALL BE PLACED ON THE WAITING LIST AND SHALL BE ACCEPTED IN ORDER OF APPLICATION. An active member who cannot fulfill her requirements for any given year may be granted a leave of absence. The leave of absence will be requested of and granted by the Executive Board for the period needed, not to exceed 6 months. If a member fails to meet her duties after 6 months, her membership will be forfeited.

ARTICLE V - DUES AND CHARGES

ALL CLASSES OF MEMBERSHIP, WITH THE EXCEPTION OF PROVISIONAL AND LIFE MEMBERS, SHALL PAY ANNUAL DUES TO THE ASSOCIATION.

ACTIVE MEMBERS (INCLUDING MEMBERS ON LEAVE OF ABSENCE) AND NON-RESIDENT MEMBERS SHALL PAY $65 ANNUAL DUES and $35 local chapter dues. ASSOCIATE MEMBERS SHALL PAY $35 ANNUAL DUES.

PROVISIONAL MEMBERS SHALL BE LIABLE FOR CHAPTER DUES IMMEDIATELY UPON ACCEPTANCE OF THE INVITATION TO MEMBERSHIP. ACTIVE, ASSOCIATE, AND NON-RESIDENT DUES FOR THE COMING YEAR SHALL BE PAYABLE TO THE CHAPTER NO LATER THAN the April chapter meeting. ALL DUES ARE PAYABLE TO THE ASSOCIATION UPON RECEIPT OF STATEMENT AND ARE DELINQUENT AFTER JULY 15. AN ASSOCIATE MEMBER MAY, AT ANY TIME, PAY THE EQUIVALENT OF TEN YEARS ASSOCIATE DUES TO ATTAIN THE STATUS OF LIFE MEMBER. THIS AMOUNT MUST BE FORWARDED IMMEDIATELY TO HEADQUARTERS IN ORDER FOR LIFE MEMBERSHIP STATUS TO BE GRANTED. Failure to pay dues by the April meeting will constitute your resignation from the chapter.

REFUNDS OF DUES WILL NOT BE MADE TO MEMBERS RESIGNING or dropped from membership DURING THE FISCAL YEAR.

REFUNDS WILL NOT BE MADE TO PROVISIONAL MEMBERS FAILING TO MEET THE REQUIREMENTS.

ARTICLE VI- CHAPTER MEETINGS

SECTION 1. REGULAR AND SPECIAL MEETINGS

Regular meetings shall be held at least eleven (11) times a year. FOR EDUCATION PURPOSES, CHAPTER MEETINGS SHALL COUNT ONE HOUR EACH. SIX CHAPTER MEETINGS MUST APPLY TOWARD THE ANNUAL EDUCATION REQUIREMENT. CHAPTER MEETINGS HELD IN AN ELECTRONIC FORMAT ARE PROHIBITED.

Special meetings shall be held at the discretion of the Executive Board or upon written request of two-thirds (2/3) members of the Chapter.

SECTION 2. QUORUM

A quorum shall consist of two-thirds (2/3) of the active members.

SECTION 3. VOTING

ABSENTEE BALLOTS AND PROXY VOTING ARE PROHIBITED. MEMBERS AND ELECTION OF OFFICERS SHOULD NOT BE DONE ELECTRONICALLY.

ARTICLE VII- OFFICERS

CHAPTER OFFICERS ARE THE PRESIDENT, VICE-PRESIDENT, RECORDING SECRETARY, AND TREASURER.

SECTION 1. NOMINATION AND ELECTION

The Nominating Committee shall present a slate of candidate(s). The Nominating Committee shall be composed of the Ex-officio (who shall serve as the committee chairman), the Vice President (who shall serve as the committee co-chairman), and shall consist of one (1) member from each active member class appointed by the President (or the Executive Board). If the current Ex-officio is unable to serve a past Ex-officio will be asked to be the chairman. The current President should not be a member of this committee.

Officersand Executive Board members shall be elected by ballot no later than the March meeting of the Chapter for a term of one year or until their successors are elected. The chapter will vote on the slate ofcandidatesby a quorum of members.

OFFICERS and Executive Board members ASSUME DUTIES AT THE BEGINNING OF THE CHAPTER FISCAL YEAR, MAY 1. The term of office for the Treasurer will be at least two years.

SECTION 2. DUTIES AND TERM OF SERVICE

THE PRESIDENT IS THE CHIEF EXECUTIVE OFFICER OF THE CHAPTER, PRESIDES AT ALL CHAPTER AND EXECUTIVE BOARD MEETINGS AND IS AN EX-OFFICIO MEMBER TO ALL COMMITTEES EXCEPT THE NOMINATING COMMITTEE. THE PRESIDENT APPOINTS ALL COMMITTEES INCLUDING THE CHAIRMAN, UNLESS OTHERWISE PROVIDED. ONE YEAR TERM OF OFFICE AFTER HAVING SERVED AS VICE-PRESIDENT.

THE VICE-PRESIDENT ASSUMES THE DUTIES OF THE PRESIDENT IN THE ABSENCE OF THE PRESIDENT ELECTED FOR A TERM OF ONE YEAR. AUTOMATICALLY BECOMES THE PRESIDENT THE NEXT YEAR; MOVES TO EX-OFFICIO THE FOLLOWING YEAR. The Vice-President assists with the responsibilities and trains in the role of President.

THE RECORDING SECRETARY KEEPS THE MINUTES AND THE ROLL OF THE MEETINGS OF THE CHAPTER AND THE EXECUTIVE BOARD; KEEPS A CORRECT, CLASSIFIED LIST OF THE NAMES AND ADDRESSES OF ALL MEMBERS AND MAINTAINS A FILE OF ESSENTIAL RECORDS ON EACH MEMBER. THESE FILES ARE TRANSFERRED TO THE SUCCESSOR AT THE CLOSE OF THE TERM OF OFFICE. Minutes must be sent into the Executive Board no later than one (1) week after monthly Chapter meeting. ELECTED FOR A TERM OF ONE YEAR; MAY BE RE-ELECTED FOR ONE ADDITIONAL TERM.The Recording Secretary answers and keeps on file all correspondence relating to the Chapter. They are to maintain post office box and get correspondence to appropriate person at the earliest convenience. The post office key is the responsible of the recording secretary and can be used by others as approved, and will be transferred to the successor. They are responsible for the sunshine fund and orders related to the fund such as flowers, cards, etc.

THE TREASURER and Assistant Treasurer IS CUSTODIANS OF ALL CHAPTER FUNDS; COLLECT ALL DUES AND ASSESSMENTS AND RECEIVE MONIES; KEEP FULL AND ACCURATE ACCOUNTS AND PRESENT FINANCIAL STATEMENTS AT THE REGULAR MEETINGS OF THE CHAPTER AND THE BOARD; PRESENT AN ANNUAL REPORT OF THE BALANCE SHEET AT A CHAPTER MEETING AND TRANSFER TO SUCCESSORS ALL BOOKS AND FINANCIAL RECORDS. THE TREASURER and Assistant Treasurer ARE RESPONSIBLE FOR FILING ONLINE THE STATEMENT OF CASH BALANCES BY MAY 15, FOR PROMPT PAYMENT OF ALL DUES AND FEES TO NAJA HEADQUARTERS BY JULY 15, AND FOR SENDING A COPY OF 990 or 990-N FILED WITH INTERNAL REVENUE SERVICE TO HEADQUARTERS BY OCTOBER 15 OF EACH YEAR. The treasurer is required to hold a budget meeting March prior to the new fiscal year and present at the April chapter meeting. THE ASSISTANT TREASURER SHOULD BECOME THE TREASURER THE FOLLOWING YEAR OR THE TREASURER MAY BE RE-ELECTED FOR ONE ADDITIONAL TERM.

Any files/passwords/materials/chapter items/important or related information for any and all board members, essential to the successor, must be transferred at the close of the term of office.

ARTICLE VIII- EXECUTIVE BOARD

SECTION 1. COMPOSITION AND DUTIES

THE EXECUTIVE BOARD IS COMPOSED OF THE OFFICERS AND THE CHAIRMEN OF COMMITTEES INVOLVING ADMINISTRATIVE OR PROGRAM RESPONSIBILITY. EXCEPT AS OTHERWISE PROVIDED, CHAIRMEN ARE APPOINTED BY THE PRESIDENT. THE TERM OF OFFICE OF THE CHAIRMEN IS ONE YEAR.

THE EXECUTIVE BOARD HAS GENERAL CHARGE AND CONTROL OF THE BUSINESS AND PROPERTY OF THE CHAPTER. IT IS RESPONSIBLE FOR THE MONTHLY EXAMINATION OF THE STATEMENTS OF ALL CHAPTER BANK ACCOUNTS.