STANDINGPOLICIES
JUNIORAUXILIARYOF GREENWOOD 2016-2017
RevisedSeptember 2016
1.AllChairmenandOfficersmustkeepaccurateandup-to-daterecordsand notebookswhichshallbetransferredtotheirsuccessors.
2.MembersarerequiredtoremainfortheentireChaptermeeting.Anymember whoneedstobeexcusedearlymustsubmittheirrequestinwritingtotheExecutiveBoardforapproval.Thisrequestmustbesubmittedpriortothemeetinginquestion.AnymemberleavingbeforetheadjournmentofchaptermeetingwithoutExecutiveBoardapprovalshallbecountedabsentandwillbenotifiedbytheCorrespondingSecretary.ExceptionsmaybemadebytheExecutiveBoardforemergencysituations.Anymemberarrivingafterrollhas beencalledwillbecountedabsent.
3.Sustainingmembersmayattendanymeetingandshouldbeinvitedtoallsocialactivities.
4.Anymembermissingtwo(2)ChaptermeetingswillbenotifiedinwritingbytheCorrespondingSecretary.Anymembersmissingthree(3)ChaptermeetingswillbenotifiedinwritingbytheCorrespondingSecretaryandverballybytheChapterPresident.
5.MembersarenottobringchildrentoJAmeetingsorprojects.
6.AllscheduledinformationmustbeturnedintothePlacementChairmannolater thantheFridaybeforetheExecutiveBoardmeetingonTuesday.Meetingsand/oractivitiesmustbeonthescheduleinorderforhourstobedeductedifmissed.
7.HoursmustbeintothePlacementsChairmanbytheendofChaptermeeting.If absent,sendhourstothePlacementsChairmanwithinseven(7)daysafterchaptermeeting.Failuretodosowillresultinlossofhoursforthatmonth. It is the responsibility of each member to input their own hours accordingly on the jagreenwood.org site.
8.Members who havebeenassigned to work aproject (must beon that month’s schedule),signeduptoworkaproject,assignedtobringsomethingforaproject,and/orvolunteeredtobringsomethingforaprojectareexpectedtofulfillthatobligation.MembersunabletofulfillthoseobligationsshouldfindasubstituteandreportthatsubstitutetothePlacementChairandProjectCommitteechairman. Ifamemberdoesnotfindasubstitute,thatmemberwillbeassigneddoubleservicehours equivalenttothosemissed(i.e.additionaltwoservicehoursfor missingaonehourproject).Hourswillbeassignedeveniftheminimumservicehourrequirementsfortheyearhavebeenmet.TheProjectChairmanshallreporttheassignmentatthefollowingExecutiveBoardmeeting.Anyexcusesmustbeclearedbytheproject/committeechairpriortothescheduledmeetingtoavoid
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assignmentofhours.ThispolicyshallnotapplytoCottonBallworkday, clean-updayandanyotherscheduledactivityinvolvingthepreparationandcompletionofCottonBall,whichisaddressedinStandingPolicy#24.
9.Accruedhoursdonotincludetraveltime.MemberscannotbereimbursedbyJA formileage,gas,travel,etc.,unlessthereissignificantcosttomemberforapproved expense.Intheeventofsignificanttravelcostaccruedbyamember,membermustsubmitwrittenrequesttoExecutiveBoardforconsideration.
10.AnyprojectexpenseincurredbyamembershouldbeturnedintotheTreasurer orAssistantTreasureratthecurrentChaptermeeting,sothatprojectbudgetscan bekept up to date.Onemonth’s graceperiod will be allowed.After suchtime, neithertheTreasurernortheAssistantTreasurerwillacceptanyreceiptsfor refundstomembers.Areimbursementformfilledoutcompletelymustaccompanyallreceiptsinordertoreceivereimbursement.Ifacommitteechairmanforeseesthecommitteemaygooverbudgetforanyreason,chairmanmustsubmitwrittenrequesttoExecutiveBoardforapproval.
11.IfanydaughterofaGreenwoodJuniorAuxiliarymemberingoodstandingis submittedasacandidateformembership,hernameshallautomaticallyappearon themembershipballot,providedshemeetsallothermembershiprequirements.PreferencewillbegivenintheorderMembershipRecommendationFormsarereceivedbytheParliamentarian.Ifthenumberofcandidatesmeetingthelegacy provisionexceedsthenumberofavailableslotsformembership,theirrecommendationsautomaticallycarryovertothenextyearwheretheywillbegivenpriorityintheorderinwhichtheirapplicationwerereceivedthepreviousyear.
13.NewAssociateandLifememberswillbehonoredannuallywithafunctiontobedeterminedbytheEntertainmentCommittee.
14.Allofficers,projectCommitteeChairmenandstandingcommitteechairmenor representativesarerequiredtosubmitareporttotheRecordingSecretarypriortooratthechaptermeeting.AreportmustbesubmittedtotheRecordingSecretary atthedesignatedtimeinordertobe givenatthemonthlychaptermeeting.FailuretosubmitareportinwritingbytheFridayfollowingChaptermeetingmayresultinthedeductionofoneAdministrativehour.AnyprojectchairmanrequiringactionfromtheBoardmustattendandpresenttheirrequestattheExecutiveBoardMeeting.
15.MembersingoodstandingmaysubmitawrittenrequesttotheExecutiveBoard foraleaveofabsence.Requestswillbeconsideredonanindividualbasis.A leaveofabsencemaynotexceedone(1)year.SaidmembermustreinstateactivestatusbyApril10.Failuretodosowillresultinmemberbeingdroppedfrommembership.
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16.Amember/committeeinchargeofsupplyshallinventorythestoragefacilityand beresponsibleforthepurchase,andproperstorageofsupplies.Membersshould followthestatedprocedureforreceivingsaidsupplies.
17.InventorywhichisintheJuniorAuxiliaryofGreenwoodstoragefacilityisthepropertyoftheJuniorAuxiliaryofGreenwood.RentalandloansofspecifieditemsmaybearrangedthroughthestoreroomchairmanandapprovedbytheExecutiveBoard.Onceapproved,astoreroomagreementformmustbecompletedandsigned bythestoreroomchairmanorastoreroomcommitteemember.Allstoreroomkeys mustbecheckedinandoutthroughthestoreroomchairman.Oncereturned,thestoreroomchairmanorcommitteememberwillsignitemsbackintostoreroom.No onebutACTIVEJuniorAuxiliarymembersshouldhaveuseofthestoreroomor possessastoreroomkey.
18.ACrownAwardshallbegiventoanactivememberingoodstanding,whodisplays thefollowingqualities:
1Leadershipabilityandinitiatesnewideas.
2Outstandingworkintheareaofservice
3Abilitytodelegateresponsibilities
4PresentspositiveJuniorAuxiliaryimagetothepublic
5AbilitytoworkwellwithallJuniorAuxiliaryMembers
Thisawardshallbevotedonbytheentirechapterbyballot.Thechapterrecognizes thePresident’soutstandingqualities;therefore,sheshallnotbeeligiblefortheaward.Twotellers(Life/Associatemembers)shallbeappointedbythePresidenttotallyvotesanddeclarewinner.
19.Theregular monthlymeetingsof theJuniorAuxiliaryof Greenwood willoccuras follows:
a)ChapterMeetingswillbeheldat6:00pmontheFIRSTTUESDAYofeach monthAugustthroughMay.
b)ExecutiveBoardMeetingswillbeheldat5:15pmontheFIRSTTUESDAY ofeachmonth,priortotheChapterMeeting.
c)AllExecutiveBoardandChapterMeetingsshallbeheldattheEpiscopalChurchoftheNativity.
20.BasedupontherecommendationofNAJAanextrayear’sbudgetshallbekeptin theChaptersbankaccountiffinanciallypossible.Thefollowingformulashould beusedtocalculateoneyear’sreserve:
PROJECTEXPENSES
+NATIONALANDREGIONALEXPENSES
+ADMINISTRATIVEEXPENSES
------
=RESERVEFORONEYEAR
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21.Eachactivememberisrequiredtopayanannualfeeof $25 for Entertainment.Provisionalmembersarerequiredtopaya$25provisionalfee. Memberswho are assignedtobringsomethingtoaJuniorAuxiliaryfunctionmay countthisashoursandwillnotbe reimbursedfor expenses.Membersmay chose topayanadditional$25andoptoutofbeingassignedtobringsomethingtoaJunior Auxiliaryfunction.
22.Allchaptermembers mayberequiredtocontributeaminimumofone hourtotheNationalServiceproject(PALS)eachyear.
23.CandidatesformembershipshallbereviewedbytheMembershipCommittee.TheMembershipCommitteeshallpreparetheslateofcandidatesand presenttheslateattheSeptemberBoardandChaptermeetingforvote. Thecandidatesmustbeelectedbymainmotionofthemembership.
24.COTTONBALL
a)Everymemberisrequiredtoattendandparticipateinworkday,clean-upday andallscheduledactivitiesinvolvingthepreparationandcompletionof CottonBallinordertoremainamemberin goodstanding.Additionally, everymemberisrequiredtoattainatleasttwelve(12)financehourseach year.Failingtoworkthisminimumrequirementwillresultinafailuretoachievegoodstanding.
b)Eachmemberisexpectedtosellorpurchaseherassignednumberofrequired CottonBallraffletickets.Requiredraffleticketsandmoneyshouldbeturned intotheCottonBallAssistantatthechaptermeetingpriortoCottonBall.If moneyandstubsarenot turnedintotheCotton BallAssistantbynoonon workdaythememberwillnotbein goodstanding.
c)Anymemberwishingtobeexcusedfromworkday, clean-updayand/orany scheduledactivityinvolvingthepreparationandcompletionofCottonBallmustappearinpersonbeforethe Boardtopresenttheirrequest.TherequestmustbemadenolaterthanthemeetingExecutiveBoardmeetingimmediately precedingCottonBall.TheExecutiveBoardwillrevieweachrequestonacasebycasebasis.Ifthe Boardfindsvalidreason forthemembertobeexcused,theywillassignthememberuptofifteenadditionalserviceand/orfinancehoursaboveandbeyondtheirrequiredhoursandwilldesignateatimeperiodinwhichthehoursmustbecompleted.Areportoutliningthemember’s hours will begive bythe Placements Chair to theExecutiveBoard. Anymembernot excusedorwhofailstoattendanyofthefunctionslisted above,willnotbeamemberingoodstanding.
d)Onlyunforeseenemergencieswhichwouldpreventamemberfromattendingworkday,clean-updayand/oranyscheduledactivityinvolvingthe
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preparationandcompletionofCottonBallwillbeconsideredanunexcused absence.ThemembermissinganyofthesefunctionsmustappearbeforetheExecutiveBoardattheBoardMeetingimmediatelyfollowingCottonBallif theywishtorequesttheirabsencebeexcused.TheExecutiveBoardwillrevieweach requestonacasebycasebasis.If the Boardfindsvalidreason forthemembertobeexcusedtheymaydeductserviceand/orfinancehours. Ifamemberisnotexcused,thentheywillnotbeamemberingoodstanding.
e)Membersarrivinglatetoanyrollcallwillautomaticallybedeductedaone- halfservicehourpereachfifteenminutesoftardiness.(Lateisconsidered afterrollcalliscomplete.)AnymemberwhoarrivesafterrollcalliscompleteshouldimmediatelyreporttooneoftheCottonBallAssistants.
f)Anymemberfailingtomakeupmissedorassignedhourswillnotbeamemberingoodstanding.
g)DaughtersofLifeMembersoftheJuniorAuxiliaryofGreenwoodareeligibletobeCottonBallMaidsduringtheirsenior yearofhighschool,regardlessof thecountyorstateinwhichtheyreside.Itisthe responsibilityoftheLifeMembertocontacttheJuniorAuxiliaryofGreenwoodtoconfirmher daughter’s eligibilityandprovide all informationnecessaryforCotton Ball. AllotherCottonBallmaidsMUSTliveinLefloreCountyand/orattend schoolfulltimeinLefloreCounty.AllmaidsmustbeunmarriedandhavenotbornechildrentobeeligibleforparticipationintheCottonBall.Non-JA maidsandsponsorswillbeselectedbasedontheMaidsGuidelines,foundintheMaidsChairman’snotebook.
h)Allspouses,datesand/or guestsofJAmembersmustpurchaseaticketto attendCottonBall.
25.Anyexpenditureordonationexceeding$1000mustbeapprovedbyamajority voteofthechapter.
26.MembersarerequiredtoattendatleastoneAreaMeetingorAnnualEducation Conferenceduringtheirtimeinactiveorprovisionalmembership.Thisrequirementshallbeginwiththe2013-2014provisionalclass.AllBoardmembers areencouragedtoattendanareameetingortheAnnualEducationConferencewhileinoffice.
27.MembersshallsignMembershipCommitmentFormsannuallyattheMayChaptermeeting.
28.EachyearthechapterwillhonoralifememberattheCottonBallforhercontinued contributionstotheJuniorAuxiliaryandhercommunity.
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