Elections Bylaws and Policies

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Adopted: December 2, 1965

Last Revised: April 2020

CONSTITUTION

ARTICLE V – GOVERNMENT

SECTION 1. The government of this organization shall be prescribed in the Bylaws. 

SECTION 2. The officers and directors of this organization shall be elected or appointed in the manner prescribed by the Bylaws and shall hold office until their successors are duly elected and qualified. 

BYLAWS

ARTICLE III – GOVERNMENT

SECTION 1. Governing Body: This organization will be governed by the Board of Directors which shall have control and management of the organization at the will of the membership and shall consist of:

President

Chairman of the Board

Management Development Vice President

Community Development Vice President

Individual Development Vice President

Public Relations Vice President

Membership Development Vice President

State Delegate

Secretary

Treasurer

Management Development Director

Community Development Director

Individual Development Director

Public Relations Director

Membership Development Director

SECTION 3. Vacancies on the Board of Directors, with the exception of President, shall be filled by a vote of the Board of Directors; such elected official shall serve for the duration of the term of the individual being replaced. Vacancy of the position of President shall be governed by the Order of Succession as defined in the Bylaws, and he/she shall serve for the duration of the term of the individual being replaced. 

 ARTICLE IV – ELECTIONS

SECTION 1. Not less than sixty (60) days prior to the annual election, the President shall appoint a nomination committee of three (3) members. 

SECTION 2. The Nomination Committee shall, not less than twenty (20) days prior to the annual elections decide upon and make recommendations to the members in writing the names of candidates for election. 

SECTION 3. No member of the Nomination Committee shall be eligible for any office by action of the Nomination Committee. They may be nominated from the floor.

SECTION 4. The Nomination Committee shall obtain nominees for each office. No officer shall be eligible for the same office for more than two (2) consecutive terms.

SECTION 5. Directors are elected for a one (l) year term. No elected Director shall be eligible for the same office for more than two (2) consecutive terms, after which time he/she shall be ineligible for one (1) year before he/she can again be elected to said office.

SECTION 6. Any person elected to fill a vacancy of less than one-half (1/2) an unexpired term shall be eligible for re-election to the same office and, if elected, it shall be considered as the first year of holding said office. 

SECTION 7. At the regular membership meeting immediately preceding, and at the annual election meeting, any individual member may be nominated from the floor. A nominee must verbally or by written and signed proxy accept the nomination before it becomes effective. 

SECTION 8. At the annual election there shall be elected, in order:

President

Management Development Vice President

Community Development Vice President

Individual Development Vice President

Public Relations Vice President

Membership Development Vice President

State Delegate

Secretary

Treasurer

Management Development Director

Community Development Director

Individual Development Director

Public Relations Director

Membership Development Director

SECTION 9. Proxies signed and dated will be recognized when in writing for both voting and intent to run for an office. The President shall appoint an Election Committee to supervise the election process. 

SECTION 10. Officers shall take office January 1. 

ARTICLE V – MEETINGS

SECTION 1. The annual election meeting of the organization shall be held at the last membership meeting in September each year. Written notice of such meeting shall be sent to each member at his/her last known address at least ten (10) days prior thereto. 

ARTICLE VI – DUTIES OF OFFICES

SECTION 1. The President, as chief executive of the organization, shall supervise the organization’s affairs and activities. He/She shall prepare a Plan of Action for approval by the Board of Directors and membership to be presented no later than the first regular meeting in March. He/She shall prepare a budget for approval by the Board of Directors and membership to be presented no later than the first regular meeting in March. A Parliamentarian and a Chaplain shall be appointed by the President, subject to the approval of the Board of Directors.

SECTION 2. The Management Development Vice President shall work with the President on the administrative affairs of the organization. He/She shall oversee and be responsible for all activities and projects listed under his/her area. Areas of responsibility include, but are not limited to, the official records of this organization, Chairman’s Planning Guides, ways and means, and socials. The duties of the Management Development Vice President may be enlarged at the will of the President. He/She shall meet monthly with assigned director. 

SECTION 3. The Community Development Vice President shall work with the President on all community involvement concerns. He/She shall oversee and be responsible for all projects listed under his/her area. The duties of the Community Development Vice President may be enlarged at the will of the President. He/She shall meet monthly with assigned director. 

SECTION 4. The Individual Development Vice President shall work with the President on all individual development programs. He/She shall oversee and be responsible for all projects listed under his/her area. The duties of the Individual Development Vice President may be enlarged at the will of the President. He/She shall meet monthly with assigned director. 

SECTION 5. The Public Relations Vice President shall work with the President and be responsible for all chapter public relations. He/She shall oversee and be responsible for all projects listed under his/her area. He/She shall be the primary contact with representatives of public promotions including, but not limited to, the newspaper, radio, and television, to promote JCI Shakopee throughout the community. He/She shall oversee the Newsletter Editor and, to the best of his/her ability, ensure the taking of photographs at all JCI Shakopee projects. The duties of the Public Relations Vice President may be enlarged at the will of the President. He/She shall meet monthly with assigned director. 

SECTION 6. The Membership Development Vice President shall work with the President on the membership activation and retention affairs of the organization. He/She shall be responsible for all projects listed under his/her area. He/She will be responsible for the issuance of notices of membership dues payable, and the collection of said membership dues. The duties of the Membership Development Vice President may be enlarged at the will of the President. He/She shall meet monthly with assigned director. 

SECTION 7. The State Delegate shall act as liaison officer between JCI Shakopee and other local chapter, district, regional, state and national organizations. He/She shall seek to maintain the interest of the membership in the activities and meetings of these organizations, and seek to maintain the interest of those organizations in the activities and meetings of JCI Shakopee. The duties of the State Delegate may be enlarged at the will of the President. 

SECTION 8. The Secretary shall maintain the minutes of all Board and membership meetings, and make said minutes available at the next scheduled meeting. He/She shall keep a permanent record of minutes of such meetings. 

SECTION 9. The Treasurer shall maintain the finances of the organization, disburse funds at the direction of the Board of Directors and/or the general membership, and shall publish four (4) quarterly statements as to the financial condition of the organization. Expenditures in excess of one hundred (100.00) dollars on a non-approved project must be approved by a majority of the general membership present at a given meeting. The Treasurer shall furnish a good and sufficient bond, the cost of which shall be assumed by the organization. 

SECTION 10. The Directors shall be responsible for the members of their team. Directors shall also work with their designated Vice Presidents and project chairpersons in their area. 

SECTION 11. The Chairman of the Board shall be a member of the Board of Directors, and shall be charged with providing insight, guidance, and mentorship for the Board of Directors and the chapter.  This shall be considered a natural extension of their service and term as president, given successful completion of the term.  In the event that the president immediately preceding the current president is unable or unwilling to serve in this capacity, the President may nominate a former president who is still an active member to fill this role, subject to approval by the Board of Directors, or the position may be left vacant.

SECTION 12. The order of succession shall be as follows: 

President

Management Development Vice President

Community Development Vice President

Individual Development Vice President

Public Relations Vice President

Membership Development Vice President

State Delegate

Secretary

Treasurer

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