Junior Auxiliary of Tipton County

Revised Constitution, April, 2017

1

Junior Auxiliary of Tipton County, Inc.

CONSTITUTION

AND

BY-LAWS

(Revised April, 2017)

Junior Auxiliaryof Tipton County, Inc.

P.O. Box 955

Covington, TN 38019

Incorporated December 10th, 1975

(The Junior Auxiliary of Tipton County, Inc. is a 501(c)(3) charitable and educational organization)

TABLE OF CONTENTS

  1. ARTICLE I- NAMEPage 5
  2. ARTICLE II - PURPOSE AND POLICIESPage 5

Section 1 ~ Purpose...... Page 5

Section 2 ~ Policies...... Page 5

  1. ARTICLE III - FIELD OF SERVICEPage 5
  2. ARTICLE IV - MEMBERSHIPPage 5

Section 1 ~ Classes...... Page 5

A.Provisional...... Page 5

B.Active...... Page 6

  1. Requirements...... Page 6
  2. Penalties...... Page 6
  3. Privileges...... Page 6
  1. Associate to Life Privilege...... Page 6
  2. Leave of Absence...... Page 6

C.Associate...... Page 6

D.Life...... Page 6

E.Sustaining...... Page 7

F.Non-Resident...... Page 7

Section 2 ~ Admission to Membership...... Page 7

Section 3 ~ Membership Procedure...... Page 7

Section 4 ~ Changes in Membership...... Page 7

  1. ARTICLE V - DUES AND CHARGESPage 8
  2. ARTICLE VI - CHAPTER MEETINGSPage 9

Section 1 ~ Regular and Special Meetings...... Page 9

Section 2 ~ Quorum...... Page 9

Section 3 ~ Voting...... Page 9

  1. ARTICLE VII - OFFICERSPage 9

Section 1 ~ Nomination and Election...... Page 9

Section 2 ~ Duties and Term of Office...... Page 9

  1. ARTICLE VIII - EXECUTIVE BOARDPage 10

Section 1 ~ Composition and Duties...... Page 10

Section 2 ~ Meetings...... Page 11

  1. ARTICLE IX - COMMITTEESPage 11

Section 1 ~ Standing Committees...... Page 11

  1. Finance Committee...... Page 11
  2. Public Relations Committee...... Page 11
  3. Projects Committee...... Page 11
  4. Nominating Committee...... Page 12
  5. Education Committee...... Page 12
  6. Scholarship Committee...... Page 12
  7. Membership Committee...... Page 12

Section 2 ~ Special Committees...... Page 13

  1. Parliamentary Committee...... Page 13
  2. Internal Auditing Committee...... Page 13
  1. ARTICLE X - PROGRAMPage 13

Section 1 ~ Eligibility...... Page 13

Section 2 ~ Requirements...... Page 14

  1. ARTICLE XI - POLICIESPage 14

Section 1 ~ Fiscal Year...... Page 14

Section 2 ~ Inurnment of Income...... Page 14

Section 3 ~ Conflict of Interest...... Page 14

Section 4 ~ Legislative or Political Activities...... Page 14

Section 5 ~ Operational Limitations...... Page 14

Section 6 ~ Financial Records...... Page 15

  1. ARTICLE XII - AMENDMENTS AND RULES OF ORDERPage 15
  2. ARTICLE XIII - DISSOLUTIONPage 15

CHAPTER POLICIES

  1. Hours ...... Page 16
  2. Leave of Absence...... Page 16
  3. Meetings...... Page 17
  4. Code of Conduct...... Page 17
  5. Mandatory Finance Project...... Page 17
  6. Committee Budgets...... Page 18
  7. Area Meetings and Annual Education Conference...... Page 18
  8. Junior Auxiliary’s Yearbook...... Page 18
  9. Records...... Page 18
  10. Membership Outreach...... Page 19
  11. Social Events...... Page 19
  12. NAJA-Approved Attire...... Page 19
    BYLAWS

ARTICLE I - NAME

THE NAME OF THIS ORGANIZATION SHALL BE THE JUNIOR AUXILIARY OF Tipton County, Tennessee, 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 Tipton County, Tennessee, Incorporated, 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 Tipton County, Tennessee.

ARTICLE IV- MEMBERSHIP

SECTION 1 ~ CLASSES OF MEMBERSHIP

A WOMAN WHO IS AT LEASTTWENTY-ONE (21) YEARS OF AGE and a resident of Tipton County unless their home county does not host a Junior Auxiliary Chapter, MAY BE CONSIDERED ELIGIBLE FOR MEMBERSHIP.

THE CLASSES OF MEMBERSHIP SHALL BE AS FOLLOWS:

  1. 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 SHALL BE REQUIRED TO SERVE A TERM OF SIX (6) MONTHS AND COMPLETE A PROVISIONAL COURSE WITHIN THIS PERIOD. ONE EXTENSION OF SIX (6) 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 HOURSUNDER EDUCATION. A minimum of thirty-six (36) hours is required to move to Active membership.A CHAPTER MEMBERSHIP CARD SHALL BE SENT TO NAJA HEADQUARTERS WITHIN THIRTY (30) DAYS UPON ACCEPTANCE OF THE PROVISIONAL MEMBER.
  2. ACTIVE: ACTIVE MEMBERS ARE THOSE WHO HAVE COMPLETED THE REQUIREMENTS FOR PROVISIONAL MEMBERSHIP AND HAVE BEEN ADMITTED TO ACTIVE MEMBERSHIP BY A TWO-THIRDS (2/3) 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.

  1. REQUIREMENTS:TO MAINTAIN MEMBERSHIP IN GOOD STANDING, A MEMBER SHALL PAY DUES TO THE ASSOCIATION ANNUALLY, AND SHALL OBTAIN A MINIMUM OF TWENTY- FOUR (24) SERVICE, five (5) Finance hours, AND TWELVE (12) EDUCATION HOURS PER YEAR. FOR EDUCATION PURPOSES, CHAPTER MEETINGS SHALL COUNT ONE (1) HOUR EACH. SIX (6) 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. Additional Education hours may be obtained through video and written literature. Each member seeking to receive approved credit for this type of education hour must submit a written paragraph to the Education chairperson. ALL HOURS SHALL BE ACCRUED UNDER THE SUPERVISION OF AND IN A MANNER SATISFACTORY TO THE LOCAL BOARD.
  2. PENALTIES:AN ACTIVE MEMBER FAILING TO FUFILL THE YEARLY REQUIREMENTS OF MEMBERSHIP FORFEITS THAT YEAR OF WORK ACCREDITED TOWARD ASSOCIATE MEMBERSHIP ELIGIBILITY.
  3. PRIVILEGES:
  1. ANY MEMBER WHO AFTER HAVING SERVED A MINIMUM OF FIVE (5) ACTIVE YEARS AND HAVING PAID TO THE ASSOCIATION A TOTAL AMOUNT EQUAL TO TEN(10) ADDITIONAL YEARS OF CURRENT ASSOCIATE DUES, SHALL BE ABSOLVED FROM FURTHER FINANCIAL OBLIGATION.
  2. AT THE DISCRETION OF THE LOCAL BOARD, A MEMBER MAY BE TEMPORARILY EXCUSED FROM ACTIVE SERVICE.
  1. 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 (5) 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. Associate members wishing to retain the right to vote on new members may do so by performing twenty-four (24) hours of work per year. Associate memberships will not be granted if Active Chapter membership drops below twenty (2O) members. Written request to change classification must be submitted to the Chapter President by the February meeting.
  2. LIFE: LIFE MEMBERS ARE THOSE WHO, AFTER HAVING ACCUMULATED A MINIMUM OF FIVE (5) YEARS OF ACTIVE SERVICE, HAVE PAID TO THE ASSOCIATION A TOTAL AMOUNT EQUAL TO TEN (10) ADDITIONAL YEARS OF CURRENT ASSOCIATE DUES. AT THE DISCRETION OF THE CHAPTER, A LIFE MEMBER MAY BE ACCORDED LIFE ACTIVE STATUS.
  3. 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.

F. 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 THIS MEMBERMUST:

1. COMPLETE TWENTY-FOUR (24) HOURS OF VOLUNTEER COMMUNITY SERVICE WITHIN THE COMMUNITY AND ACCRUE TWELVE (12) EDUCATION HOURS PER REMAINING YEAR TO FULFILL THE REQUIREMENTS;

2. PAY NON-RESIDENT DUES TO CHAPTER OF RECORD;

3. REPORT HOURS OF SERVICE AND EDUCATION 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 (21) YEARS OF AGE and a resident of Tipton County unless their home county does not host a Junior Auxiliary Chapter MAY BE CONSIDERED ELIGIBLEFOR MEMBERSHIP.

Applicants for admission to the Provisional class will be nominated by Active, Life, and Associate members. It is the potential Provisional member’s responsibility to complete the application and submit the seventy dollar ($70.00) non-refundable application fee by the first Provisional meeting (the fee covers provisional dues, internal affairs, JA materials, and the required apron).

SECTION 3 ~ MEMBERSHIP PROCEDURE

The Provisional Trainer will submit a list of names and a short bio to the officers of the chapter to vote on for admission to Provisional Training. A ballot vote will be taken by the officers to approve applicant admission to the class. A two-thirds (2/3) majority vote is required for admission. The Provisional members fulfilling all requirements of Provisional membership will become active members upon a two-thirds (2/3) vote of the Executive Board. The Chapter reserves the right to limit the membership as needed.

SECTION 4 ~ CHANGES IN MEMBERSHIP

Application of change to another class of membership must be made in writing to the Chapter President. Changes to another class of membership shall become effective upon the approval of the Executive Board. This status will be granted only once a year and will become effective in May, unless a leave of absence has occurred. In that case, the status will become effective at the time the member fulfills the time of the excused absence.

In order to be excused from active service, a member must submit a written request to the Executive Board for consideration, shall pay dues and financial assessment, if applicable, and shall be released of all other obligations to the Chapter. The member shall not have the right to vote or hold office. Leaves shall be granted for a maximum of six (6) months and may be reconsidered at the discretion of the local 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 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 TRANSFERRING, THE NAME OF THE MEMBER IS BE PLACED ON THE CHAPTER WAITING LIST AND IS ACCEPTED IN ORDER OF APPLICATION. The President of the Chapter from which a transfer is made must certify that the transferring member is in good standing. The Chapter is responsible for sending notification of the change in residence of the member together with the complete information regarding the membership record to the President of the Chapter to which the transfer is being made. No member is taken into membership of another Chapter until all records have been received by the Chapter to which the member is transferring.

A member, who resigns or is dropped from the Chapter in good standing, upon investigation and approval of the Executive Board, can be reinstated. Any reinstated member will be required to complete Provisional training that year. Previous active service accumulated will be credited and upon five (5) years of active service can request change in membership.

If during an Active member’s five (5) year term of service, a member exhibits inappropriate behavior, she may be formally dismissed from a currently held Board or Committee position or dropped from membership by a two-thirds (2/3) majority vote of the Executive Board. The Executive Board shall distinguish what act(s) are deemed inappropriate behavior detrimental to the Chapter or the Chapter’s standing in the community.

ARTICLE V- DUES AND CHARGES

ALL CLASSES OF MEMBERSHIP WITH THE EXCEPTION OF PROVISIONAL ANDLIFE 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. ASSOCIATE MEMBERS SHALL PAY $35 ANNUAL DUES. The Chapter will collect additional $5 local dues from Active members each year to cover Chapter operating expenses.

PROVISIONAL MEMBERS SHALL BE LIABLE FOR CHAPTERDUES IMMEDIATELY UPON ACCEPTANCE OF THE INVITATION TO MEMBERSHIP. Provisional members shall pay seventy dollars($70.00) dues by first Provisional meeting. ACTIVE, ASSOCIATE, AND NON-RESIDENT DUES FOR THE COMING YEAR SHALL BE PAYABLE TO THE CHAPTER NO LATER THAN March 31. Failure to receive dues by March 31 shall constitute a resignation. 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 EQUIVALENTOF TEN (10) YEARS ASSOCIATE DUES TO ATTAIN THE STATUS OF LIFE MEMBER. THIS AMOUNT MUST BE FORWARDED IMMEDIATELYTO HEADQUARTERS IN ORDER FOR LIFE MEMBERSHIP STATUS TO BE GRANTED.

REFUNDS OF DUES WILL NOT BE MADE TO MEMBERS RESIGNING DURING THE FISCAL YEAR.

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

ASSOCIATE MEMBERS DROPPED FOR NON-PAYMENT OF DUES MAY BE REINSTATED UPON PAYMENT OF A MINIMUM OF CURRENT YEAR ASSOCIATE DUES

ARTICLE VI - CHAPTER MEETINGS

SECTION 1 ~ REGULAR AND SPECIAL MEETINGS

Regular meetings shall be held on the third Tuesday of each month. FOR EDUCATION PURPOSES, CHAPTER MEETINGS SHALL COUNT ONE HOUR EACH. SIX (6) 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 the written request of two-thirds (2/3) of the members of the Chapter.

Board members must attend two-thirds (2/3) of scheduled board meetings. Board members whom do not fulfill this requirement may be relieved of board duties.

All Committee meetings must be announced to the Chapter.

SECTION 2 ~ QUORUM

A quorum shall consist of one-half (1/2) plus one (1) of the voting members.

SECTION 3 ~ VOTING

ABSENTEE BALLOTS AND PROXY VOTING ARE PROHIBITED, this includes electronic voting.

ARTICLE VII - OFFICERS

CHAPTER OFFICERS ARE THE PRESIDENT, VICE-PRESIDENT, RECORDING SECRETARY,TREASURER,Ex-Officio, and Parliamentarian.

SECTION 1 ~ NOMINATION AND ELECTION

Nominations for the Executive Board slate will be submitted by Chapter members by the January Chapter meeting. The Nominating Committee shall present the slate of candidates at the February Chapter meeting; nominations may also be made from the floor. Only Active members in good standing are eligible to hold office. Incoming Active members may be considered for office with the exception of Vice-President, Recording Secretary, and Treasurer. The slate will be voted on no later than the March Chapter meeting. OFFICERS ASSUME DUTIES AT THE BEGINNING OF THE CHAPTER FISCAL YEAR, MAY 1.

SECTION 2 ~ DUTIESAND TERM OF OFFICE

The former officer shall turn over all pertinent supplies and information to their successor no later than May 1.

THE PRESIDENT IS THE EXECUTIVE OFFICER OF THE CHAPTER, PRESIDES AT ALL MEETINGS OF THE CHAPTER AND THE EXECUTIVE BOARD AND IS EX-OFFICIO TO ALL COMMITTEES EXCEPT THE NOMINATINGCOMMITTEE. THE PRESIDENT APPOINTS ALL COMMITTEES, INCLUDING THE CHAIRMAN, UNLESS OTHERWISE PROVIDED. Standing Committee Chairmen will be elected by the Chapter; the President will appoint the Chairmen of the Standing Committees’ sub-committees. The President shall prepare the Annual Standards Review and be the Annual Meeting Chairman. The Chapter President shall be the primary key holder to the meeting room, post office box, storage facility, and the bank lock box. The Chapter President (or her designee) will be responsible for checking the mail and dispersing it to the appropriate officers. ONE (1) 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 (1) YEAR. AUTOMATICALLY BECOMES THE PRESIDENT THE NEXT YEAR; MOVES TO EX-OFFICIO THE FOLLOWING YEAR.

The Ex-Officio shall be the immediate past President. The Ex-Officio shall fill in as needed.

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 NAMES AND ADDRESSES OF ALL MEMBERS AND MAINTAINS A FILE OF ESSENTIAL RECORDS ON EACH MEMBER. THESEFILES ARETRANSFERRED TO THE SUCCESSOR AT THE CLOSE OF THE TERM OF OFFICE. The Recording Secretary shall prepare copies of the minutes from the previous general meeting to mail to absent members and the Associate or Life Members having requested such within two (2) weeks of the meeting. The Recording Secretary shall inform the President of the presence or the absence of a quorum before any business is transacted, shall notify a member in writing when the member misses three (3) general meetings during the fiscal year, and notify a member that fails to attend six (6) meetings in a fiscal year that said member has lost one year of credit. ELECTED FOR A TERM OF ONE (1) YEAR; MAY BE RE-ELECTED FOR ONE (1) ADDITIONAL TERM.

THE TREASURER IS CUSTODIAN OF ALL CHAPTER FUNDS, COLLECT ALL DUES AND ASSESSMENTS AND RECEIVE MONIES, KEEP FULL AND ACCURATE ACCOUNTSAND 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 IS 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 FORM 990 OR 990-N FILED WITH THE INTERNAL REVENUE SERVICE TO HEADQUARTERS BY OCTOBER 15 OF EACH YEAR. The Treasurer shall be bonded. The Treasurer shall maintain primary possession of the Chapter laptop. The Chapter President and the Treasurer shall be required signer and cosigner on all financial documents. In case of emergency or when the President is unavailable, the Assistant Treasurer will serve as a third signature.THE TREASURER AND THE ASSISTANT TREASURER ARE ELECTED FOR A TERM OF ONE (1) YEAR.THE ASSISTANT TREASURER SHOULD BECOME THE TREASURER THE FOLLOWING YEAR OR THE TREASURER MAY BE RE-ELECTED FOR ONE ADDITIONAL TERM.