JCI Shakopee Policies

< Back

JCI SHAKOPEE POLICIES

Article I – Conduct Unbecoming a Jaycee

SECTION 1. To preserve and protect the reputation and operations of JCI Shakopee, a member of the chapter may face disciplinary action up to and including removal, suspension, or censure for actions that fail to adhere to the principles, purposes, and rules of the Jaycees. Grounds for investigation and disciplinary action include, but are not limited to:

•Failure to adhere to the Constitution, Bylaws, and Policies of JCI Shakopee.

•Failure to pay dues to the chapter.

•Participation in illegal conduct.

•Improper consumption or distribution of alcohol.

• When representing Junior Chamber International, no member of JCI Shakopee between the ages of eighteen (18) and twenty (20), both inclusive, may serve alcohol at any event affiliated with the Junior Chamber International, nor may they consume alcohol at such an event.

• No member of JCI Shakopee shall provide access to alcohol to persons under the legal age of consumption, or otherwise proscribed from legal consumption, at any event affiliated with the Junior Chamber International. It is the responsibility of the individual providing the alcohol to verify this information to their fullest ability.

•Misfeasance, malfeasance, or nonfeasance of duties as delineated in the Constitution, Bylaws, and Policies.

•Participation in other conduct inconsistent with or tending to bring this chapter or the Jaycee name or movement into disrepute.

SECTION 2. If it appears that any member of JCI Shakopee is failing to adhere to the principles, purposes, and rules of the chapter, the President may force the accused member to appear before the Board of Directors to determine what, if any action is appropriate.

•If the accused member is the chapter president, the chairperson of the board or any other officer of the chapter may force him or her to so appear.

•The accused individual must be given no less than twenty (20) days written notice of charges to be brought, and a full hearing shall be convened no later than 60 days after written notice, at which the accused individual shall be given an opportunity to defend against the accusations.

•Action of suspension, removal or censure of the accused shall be determined by two-thirds (2/3) vote of the chapter’s board of directors present, assuming a quorum. The accused member may not vote in these proceedings.

•Appeal from the board of directors’ decision to convict may be taken to the general membership, with a decision, by two-thirds (2/3) vote, required to overturn the ruling.

•Appeal from the chapter’s decision may be taken to the State Executive Committee, whose decision, by majority vote, shall be final.

Article II – Conflict of Interest Policy

The purpose of this policy is to establish procedures that will protect the interests of JCI Shakopee when contemplating a contract or arrangement that may benefit the private interest of a member or officer of the chapter.

Financial Interest

A person has a financial interest if the person has an ownership or interest with the party the chapter has a transaction or arrangement with, or has a compensation arrangement (direct or indirect) with said organization, or has a similar interest with any entity or individual with which the chapter is negotiating a transaction or arrangement. This interest may be established directly or indirectly, through business, investment, or family, or through other means.

A financial interest is not necessarily a conflict of interest, unless it is so determined by the Board of Directors.

Duty to Disclose

In any case where there is reasonable cause to suspect the existence of a conflict of interest, the interested party must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the Board of Directors.

Determining Whether a Conflict of Interest Exists

Once the interested party has made their presentation, they shall leave the meeting during debate and discussion of said interest, unless further information is requested by the Board of Directors. The chair of the meeting shall have the power to appoint a disinterested person to investigate alternatives to the agreement in question, if they deem it necessary and appropriate.

Once all of the information has been considered, including any alternative arrangements that may be more advantageous to the chapter, the Board of Directors shall determine by a majority vote of disinterested members whether the transaction is in the best interests of the chapter. In conformity with this determination it shall make its decision as to whether to enter into the transaction or arrangement.

Violations of the Conflicts of Interest Policy

If the Board of Directors has reasonable cause to believe a member has failed to disclose a possible conflict of interest, it shall inform the member of the basis for such belief and allow the member to respond to these concerns. If after further investigation it is determined the member has failed to disclose a conflict of interest, the Board of Directors shall take appropriate disciplinary and corrective action as allowed under the Bylaws and Policies.

Periodic Reviews

To ensure that JCI Shakopee continues to operate in a manner consistent with charitable purposes and does not jeopardize its tax-exempt status, periodic reviews shall be conducted to determine whether compensation arrangements are reasonable and appropriate, and whether any partnerships, contracts, or arrangements conform to the policies of the chapter and do not result in impermissible private benefit. The findings of this review shall be presented to the Board of Directors.

When conducting periodic reviews, the chapter may, but need not, use outside financial advisors and consultants if deemed appropriate. The use of such persons shall not relieve the board of its responsibility for ensuring periodic reviews are conducted.

Article III – Whistleblower Policy

General

JCI Shakopee requires directors, officers and members to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. As representatives of the Jaycees, we must practice honesty and integrity in fulfilling our responsibilities and comply with all applicable laws and regulations.

Reporting Responsibility

It is the responsibility of all directors, officers and members of this chapter to report ethics violations or suspected violations in accordance with this Whistleblower Policy.

No Retaliation

No director, officer or member who in good faith reports an ethics violation shall suffer harassment, retaliation or adverse employment consequence. A member who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including disassociation from the chapter. This Whistleblower Policy is intended to encourage and enable the membership to raise serious concerns within the governing structures of JCI Shakopee prior to seeking resolution outside of the chapter.

Reporting Violations

JCI Shakopee has an open door policy and suggests that members share their questions, concerns, suggestions or complaints with someone who can address them properly. In most cases, the President of the chapter will be an appropriate contact for any concerns. However, if you are not comfortable speaking with this individual or you are not satisfied with the response to your concerns, you are encouraged to speak with a member of the Board of Directors. All officers are required to report suspected ethics violations to the President, who has specific and exclusive responsibility to investigate all reported violations. If the actions in question directly concern the conduct of the President and/or other members of the Board of Directors, investigative authority shall be given to the highest ranking neutral officer following the order of succession as delineated in the Bylaws.

Acting in Good Faith

Anyone filing a complaint concerning a violation or suspected violation must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense.

Confidentiality

Violations or suspected violations may be submitted on a confidential basis by the complainant or may be submitted anonymously. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.

Article IV – Document Retention Policy

In accordance with the principles of the Sarbanes-Oxley Act, which addresses the destruction of business records and documents, nonprofit organizations should have a written, mandatory document retention and periodic destruction policy. Policies such as this will eliminate accidental or innocent destruction.

Based on the 2004 recommendations of the National Council of Nonprofit Associations, JCI Shakopee has adopted the following guidelines for document retention and destruction.

Type of Document

Minimum Requirement

Accounts payable ledgers and schedules

7 years

Audit reports

Permanently

Bank Reconciliations

2 years

Bank statements

3 years

Checks (for important payments and purchases)

Permanently

Contracts, mortgages, notes and leases (expired)

7 years

Contracts (still in effect)

Permanently

Correspondence (general)

2 years

Correspondence (legal and important matters)

Permanently

Correspondence (with customers and vendors)

2 years

Deeds, mortgages, and bills of sale

Permanently

Depreciation Schedules

Permanently

Duplicate deposit slips

2 years

Employment applications

3 years

Expense Analyses/expense distribution schedules

7 years

Year End Financial Statements

Permanently

Insurance Policies (expired)

3 years

Insurance records, current accident reports, claims, policies, etc.

Permanently

Internal audit reports

3 years

Inventories of products, materials, and supplies

7 years

Invoices (to customers, from vendors)

7 years

Minute books, bylaws and charter

Permanently

Patents and related Papers

Permanently

Payroll records and summaries

7 years

Personnel files (terminated employees and/or volunteers)

7 years

Retirement and pension records

Permanently

Tax returns and worksheets

Permanently

Timesheets

7 years

Trademark registrations and copyrights

Permanently

Withholding tax statements

7 years

©2004 National Council of Nonprofit Associations, www.ncna.org

Any member of JCI Shakopee may seek to view the documents and records in possession of the chapter during normal operating hours and with at least 48 hours prior notice delivered to the appropriate member of the Board of Directors.

Article V – Designating Allocation of Delegate Votes for State Offices

Section I: The purpose of these rules is to create a simple, fair, and impartial procedure to delineate how the votes of the chapter should be allocated when voting for state offices.

Section II: Discussion and voting

1.During discussion and voting, any candidate seeking the position under discussion will be asked to leave the room, unless the chair determines that his/her presence is required to answer questions or otherwise facilitate discussion.

2.Discussion and debate rules shall allow for a member to speak an unlimited number of times, with the restriction that the member may not extend his/her comments beyond 5 minutes at a time. All other guidelines for debate and discussion shall remain in place.

3.A candidate for state office who is also a member of JCI Shakopee shall retain the right to vote if a ballot or other anonymous method of voting is in use.

4.Once debate and discussion is finished (or with a motion to close debate being made and passed in proper fashion), the chair shall call for a vote allocating the support of the entire chapter delegation for that position.

a.The motion should not designate a specific candidate, unless there is no opposition for the position in question. In that case, the motion may designate a specific candidate, and may be voted upon by voice or rising vote.

b.The chair will state and post the names of the candidates for that office. Unless otherwise stated, members may only vote for one candidate.

c.Voting shall be done by ballot, with all necessary supplies (paper, receptacle for ballots, etc.) being provided for the members upon request.

d.During balloting, no speeches or discussion is in order.

e.Once the ballots are collected, the Secretary (and at least one other member, for verification purposes) shall count the votes for each candidate. Spelling and other errors may be ignored if voter intent may still be clearly determined.

f.Once tabulated, the results are given to the chair, who shall state the total number of ballots cast, and the amount of votes each candidate received. If a candidate received at least 2/3 of the ballots cast, then the motion passes and that candidate receives the support of all of our delegates for that position. If no candidate reaches the 2/3 threshold, the motion fails.

5.If the motion to allocate the chapter’s votes fails, discussion shall resume under the same rules as stated above. At this point, the following motions may be in order:

a.A motion to commit the support of the entire voting delegation to a specific candidate. As this represents an expression of the will of the entire chapter, a 2/3 majority is required.

b.A motion to designate the division of the votes of the chapter’s delegates between multiple candidates. The motion must state the division to occur (for example: “I move to designate our delegate votes for state president so that Candidate A receives 8 votes and Candidate B receives 7 votes”). This motion requires a majority vote to pass.

6.If the membership wishes, they may provide additional instructions in the event that the candidate of first choice should withdraw or be eliminated from the final ballot. Such motions should follow the guidelines listed Section II, number four (4).

7.If a member so wishes, a motion to close discussion may be introduced. As with any closing of debate and discussion, a 2/3 affirmation is required for passage.

8.If no motion gains approval and discussion has concluded, the chair shall make a reasonable prompt for any additional comments or motions. In the absence of any response, discussion shall be concluded without a recommendation.

9.In the absence of a recommendation for the designation of delegate votes from the chapter, it shall be left to the judgment of each delegate to determine how to cast his/her vote for that position.

10.If the chapter should not be able to field a full delegation to participate in voting, the delineation of delegates for each candidate shall be divided proportionally according to the recommendation of the chapter, rounded to the nearest whole delegate.

11.The designation of the votes of the chapter delegation shall be seen as the expressed will of the chapter, and each delegate agrees to uphold those interests to the fullest extent possible. However, if extenuating circumstances of a relevant and undeniable nature should arise, the delegation as a whole may vote to suspend the recommendation of the chapter prior to casting their votes.

a.Minutes of the discussion must be kept, along with a list of those present.

b.A 2/3 vote of the chapter delegation is required to suspend the recommendation.

c.The delegation may not adopt any other formal action.

d.A full report, along with the minutes of the discussion, must be delivered to the chapter at the next scheduled meeting, explaining why the delegation voted to suspend the recommendation of the chapter.

12.No official announcement of the allocation of delegates shall be made by the chapter, or by any individual acting in his or her capacity as an officer of the chapter, until after the minutes of the meeting in question have been submitted in due form.

Previous JCI Shakopee Constitution and Bylaws
Table of Contents