CONSTITUTION
THEJUNIOR AUXILIARY OF TUPELO, MISSISSIPPI, INCORPORATED
(May 1, 1999)
(Revised May 1, 2001)
(Revised May 1, 2002)
(Revised May 1, 2005)
(Revised May 1, 2007)
(Revised May 1, 2008)
(Revised May 1, 2009)
(Revised May 1, 2011)
(Revised May 1, 2013)
(Revised May 1, 2014)
(Revised May 1, 2015)
(Revised May 1, 2016)
BY LAWS
ARTICLE I – NAME
THE NAME OF THIS ORGANIZATION SHALL BE THE JUNIOR AUXILIARY OF Tupelo, Mississippi, INCORPORATED.
ARTICLE II – PURPOSEAND POLICIES
SECTION 1. PURPOSE
THE PURPOSE OF THIS ORGANIZATION SHALL BE TO ENCOURAGE MEMBERS TO RENDER CHARITABLE SERVICES THAT 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 JUNIORAUXILIARY OF Tupelo, Mississippi INCORPORATED SHALL BE IN HARMONY WITH THE POLICIES OF THE NATIONAL ASSOCIATION OF JUNIOR AUXILIARIES, INCORPORATED.
ARTICLE III - FIELD OF SERVICE
THE FIELD OF SERVICE SHALL BE THE city of Tupelo and greater Lee County.
ARTICLE IV - MEMBERSHIP
SECTION 1. CLASSES OF MEMBERSHIP
A WOMAN WHO IS AT LEAST TWENTY-five YEARS OF AGE and has resided in the area at least three consecutive years as of the date nominated MAY BE CONSIDERED ELIGIBLE FOR MEMBERSHIP.
THE CLASSES OF MEMBERSHIP SHALL BE AS FOLLOWS:
A.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 minimum 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.Those members failing to meet the Provisional requirements shall be dropped from membership by a 2/3 vote of the Executive Board,
1A Provisional member shall be required to accrue a minimum of thirty-six hours of education and/or training in a manner satisfactory to the Executive Board.
2A Provisional member must pay the local dues upon acceptance of Provisional membership.
B.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 68 hours which includes A MINIMUM OF 24 SERVICE HOURS AND TWELVE EDUCATION HOURS PER YEAR. A member must attend at least 2/3 of the meetings held by the chapter annually. Executive Board meeting attendance will apply to this 2/3 requirement provided the member notifies the President and/or Recording Secretary in advance and attends the Executive Board meeting prior to the meeting to be missed. This privilege may not be used more than two times per year. The balance of the 68 hours (above the required 24 service hours and 12 education hours) may be obtained from additional service hours, administrative hours, and finance project hours. All members will be required to complete committee assignments. FOR EDUCATION PURPOSES, CHAPTER MEETINGS SHALL COUNT ONE HOUR EACH. Seven 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. Finance and administration hour requirements shall be at the discretion of the chapter. ALL HOURS SHALL BE ACCRUED UNDER THE SUPERVISION OF AND IN A MANNER SATISFACTORY TO THE LOCAL BOARD.
Leave of Absence: Those members who for an indefinite period of time are unable to attend regularly scheduled meetings and/or perform a minimum of sixty-eight (68) hours of work under a Placement Chairman may apply for a Leave of Absence:
a.) Requirements: At the discretion of the Local Board, an active member in good standing may apply in writing for a Leave of Absence by April 1. A member on leave of absence shall pay annual National dues and shall be relieved of all other obligations to the chapter. She shall not have the right to vote, hold office, or propose new candidates for membership. No time shall be accredited toward eligibility for Associate membership. To extend a Leave of Absence the member must apply annually in writing to the Executive Board by April 1.
b.) Privileges: A member on leave wishing to return to active status must submit a written request by April 1.
c.) In the case of a life-compromising illness, a member who does not elect to take a leave of absence may be permitted to serve fewer than the number of hours required by JA of Tupelo to maintain active status, subject to the agreement of the executive board. The member still must obtain the minimum number of service and education hours required by NAJA. Assuming that NAJA minimums are met, the member will be extended all privileges of membership, including but not limited to timely promotion to associate status for the member and, in the case of her children, participation in activities such as SHINE, WAVE, Crown Club, and Charity Ball ( escorts.)
2.PENALTIES: AN ACTIVE MEMBER FAILING TO FULFILL THE YEARLY REQUIREMENTS FOR MEMBERSHIP FORFEITS THAT YEAR OF WORK ACCREDITED TOWARD ASSOCIATE MEMBERSHIP ELIGIBILITY. An Active member who becomes delinquent in attendance at meetings, duties, and/or dues shall be sent a questionnaire form from Executive Board asking for reasons for delinquency, interest in the organization, and desire to remain a member. Failure to comply within 10 days constitutes a resignation. Please see the following as an example of suggested wording for such correspondence:
DATE
Dear Jane,
It has come to our attention that you may have had trouble recently meeting some of your duties as an active member of Junior Auxiliary. Executive Board values your membership and contribution to our organization. If for any reason, however, your interest in or ability to fulfill your obligation to J.A. has changed, we understand. Please respond within ten (10) days of receipt of this letter, explaining your situation so that we can respond in an appropriate manner.
Sincerely,
Executive Board
Junior Auxiliary of Tupelo
3.PRIVILEGES: a.) 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. b.) AT THE DISCRETION OF THE LOCAL BOARD, A MEMBER MAY BE TEMPORARILY EXCUSED FROM ACTIVE SERVICE.
C.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 and one-half 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. They shall have all the privileges of membership except the right to vote, hold office or nominate candidates for membership. An associate member shall pay national association dues. The privilege of change in status shall be granted only once a year (by the April meeting).
D.LIFE - LIFE MEMBERS ARE THOSE WHO, AFTER HAVING ACCUMULATED A MINIMUM OF FIVE and one-half 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.
E.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 THE MEMBER MUST:
1. COMPLETE TWENTY-FOUR HOURS OF VOLUNTEER COMMUNITY SERVICE WITHIN THE COMMUNITY AND TWELVE EDUCATION HOURS PER REMAINING YEAR TO FULFILL THE REQUIREMENTS;
2. PAY NON-RESIDENT DUES TO CHAPTER OF RECORD;
3. REPORT SERVICE 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-five YEARS OF AGE and has resided in the area at least three consecutive years as of the date nominated MAY BE CONSIDERED ELIGIBLE FOR MEMBERSHIP.
SECTION 3.MEMBERSHIP PROCEDURE
A.Proposal of Members
1.The name of the person being nominated for membership shall be handed in writing to the Ex-Officio a member of the Constitution and By-Laws Committee.
2.The nominee must be seconded by two other Active members who are in good standing and the nomination must be signed and dated.
3.An active member's name may appear a maximum of three times on nomination forms.
4.The Ex-Officio, a member of the Constitution and By-Laws Committee, shall serve as chairman of the Admissions Committee (the same as the Constitution and By-Laws Committee). This committee shall submit the names to the general assembly on the day of the election.
B.Election to Membership
1. New members shall be elected annually.
2. The Executive Board shall determine the number of Provisional members eligible to be taken in annuallyas recommended by the Long Range Planning Committee.
3. The names of all eligible nominees shall be placed on an election ballot in alphabetical order and shall be voted on by the members present. Each member may vote for no more than the number determined by the Executive Board. Thedesignated number receivingmajority vote shall be elected to membership. In the event that a tie occurs for the final position, all candidates involved in the tie will be elected to membership.
4. All names of prospective members, properly endorsed, shall be submitted to the Ex Officio. Nomination forms must be turned into the Ex-Officio on or before March 31. The ballot will be prepared prior to the April meeting. The nomination list will be read at the beginning of the April Chapter meeting. There will be a 15 to 20 minute break and then the vote will be taken
5. All candidates' names will be removed after each election and may be resubmitted the following year.
6. All new members shall be elected by secret ballot.
7. Any member may cast a vote by proxy as concerns election of new members, provided this vote by proxy shall have been reported in writing to the head of the Constitution and By-Laws Committee prior to the time of voting.
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 general assembly. Associate membership is granted only in April. Letters requesting change of status are to be received by the Recording Secretary by April 1. 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.
The member shall be notified of the change in status by the Corresponding Secretary if the member is not present at the meeting when the change is approved.
SECTION 5.Membership Quota
The total Active membership shall be as many as one hundred (100) members (this number is based on Active membership, excluding Provisional members, as of May 1 of the current year. It is recommended that Provisional class size consist of a minimum of ten (10) and a maximum of twenty-five (25). The total Active membership number can be increased in case of a tie vote in the final position* or in the case of a transferring member to as many as one hundred five (105) Active members. (*see Article IV, Section 3: B-3)
ARTICLE V - DUES AND CHARGES
ALL CLASSES OF MEMBERSHIP WITH THE EXCEPTION OFPROVISIONAL AND LIFE MEMBERS SHALL PAY ANNUAL DUES TO THE ASSOCIATION.
ACTIVE MEMBERS (INCLUDING MEMBERS ON LEAVE OF ABSENCE) AND NON-RESIDENT MEMBERS SHALL PAY sixty dollars ANNUAL DUES. ASSOCIATE MEMBERS SHALL PAY thirty-five dollars ANNUAL DUES.
PROVISIONAL MEMBERS SHALL BE LIABLE FOR CHAPTER DUES OF sixty dollars 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 APRIL 1. ALL DUES ARE PAYABLE TO THE ASSOCIATION UPON THE RECEIPT OF STATEMENT AND ARE DELINQUENT AFTER JULY 15. AN ASSOCIATE MEMBER MAY, AT ANYTIME, 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.
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.
ARTICLE VI – CHAPTER MEETINGS
SECTION 1.REGULAR AND SPECIAL MEETINGS
Regular meetings shall be held at 9:30 on the first Thursday of each month. FOR EDUCATION PURPOSES, CHAPTER MEETINGS SHALL COUNT ONE HOUR EACH. Seven CHAPTER MEETINGS MUST APPLY TOWARD THE ANNUAL EDUCATION REQUIREMENT. CHAPTER MEETINGS HELD IN ELECTRONIC FORMAT ARE PROHIBITED.
Special meetings shall be held at the discretion of the Executive Board or upon written request of 16 members of the chapter. Notice of special meetings will be given within 5 days of meeting date,
SECTION 2.QUORUM
A quorum of the chapter shall consist of a majority of the voting members.
SECTION 3. VOTING
ABSENTEE BALLOTS AND PROXY VOTING ARE PROHIBITED EXCEPT IN THE CASE OF NEW MEMBER ELECTIONS IN WHICH ABSENTEE VOTING WILL BE ALLOWED. Chapter business may be decided by electronic vote in the event that members are unable to assemble due to time or situation constraints. The results of the electronic vote are to be read at the next meeting of members, and the verbiage of the electronic vote is to be included in the body of those minutes. Electronic voting on new members shall not be allowed.
ARTICLE VII – OFFICERS
CHAPTER OFFICERS ARE THE PRESIDENT, First VICE-PRESIDENT, Vice-President forWelfare, Vice-President for Finance, Vice-President for Projects, RECORDING SECRETARY, TREASURER, Assistant Treasurer, AND Parliamentarian (Ex-Officio).
SECTION 1.NOMINATION AND ELECTION
The Nominating Committee shall present a slate of candidates to include the aforestated officers, the Co-chairman for Welfare, and the Co-Chairman for Finance. The immediate Past President is automatically Chairman of the Nominating Committee and a member of the Constitution and By-Laws Committee. The chairman is in charge of all elections of new members.
Officers 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.
OFFICERS ASSUME DUTIES AT THE BEGINNING OF THE CHAPTER FISCAL YEAR, MAY 1. The exception shall be the Treasurer's term that may be two consecutive years.
SECTION 2.DUTIES
THE PRESIDENT IS THE CHIEF EXECUTIVE OFFICER OF THE CHAPTER, PRESIDES AT ALL CHAPTER AND EXECUTIVE BOARD MEETINGS AND IS EX-OFFICIO TO ALL COMMITTEES EXCEPT THE NOMINATING COMMITTEE. THE PRESIDENT APPOINTS ALL COMMITTEES, INCLUDING THE CHAIRMAN, UNLESS OTHERWISE PROVIDED. THE PRESIDENT SHALL ALSO FILL COMMITTEE VACANCIES SUBJECT TO THE APPROVAL OF EXECUTIVE BOARD.
THE First VICE-PRESIDENT ASSUMES THE DUTIES OF THE PRESIDENT IN THE ABSENCE OF THE PRESIDENT. She shall serve as Provisional Trainer and at the end of the year of service in that capacity shall automatically become President. If the First Vice-President is unable to serve, an election will be held to fill this office.
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 SHALL MAINTAIN A FILE OF ESSENTIAL RECORDS ON EACH MEMBER. THESE FILES ARE TRANSFERRED TO THE SUCCESSOR AT THE CLOSE OF THE TERM OF OFFICE.
THE TREASURER AND THE Assistant Treasurer ARE 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 SENDING COPY OF STATEMENT OF CASH BALANCES TO NAJA HEADQUARTERS BY MAY 1. FOR PROMPT PAYMENT OF ALL DUES AND FEES TONAJAHEADQUARTERS BY JULY 15, AND FOR SENDING A COPY OF FORM 990 OR 990-N FILED WITH INTERNAL REVENUE SERVICE TO HEADQUARTERS BY OCTOBER 15 OF EACH YEAR.
The Vice-President for Welfare shall be Chairmanof the Welfare Committee and shall be responsible for overseeing all welfare projects.