VIRGINIA JCI SENATE
POLICY AND PROCEDURE FOR NOMINATING AND ELECTIONS COMMITTEE
Adopted February 25, 1995
Amended May 18, 1996 and February 22, 1997
1. At the February meeting, the President shall appoint a Nominating and Elections Committee, consisting of not less than three (3) members. The Immediate Past President shall be the Chairman.
2. The purpose of the Nominating and Elections Committee is to gather qualified candidates for the various elected positions of our organization.
3. If persons wish to be nominated through the Nominating and Elections Committee, they must submit their request in writing to the Committee no later than one (1) week prior to the annual meeting.
4. At the annual meeting, after the Nominating and Elections Committee has given its report, the floor will be open for further nominations.
5. Elections shall be held according to Robert’s rules of order.
6. The elections shall proceed in the following order: President, Vice President, Directors.
7. It shall be the Nominating and Elections Committee’s responsibility to prepare the ballot, with names collected before the annual meeting and adding the names nominated from the floor.
8. Numerical voting shall remain the confidential information of the Elections Committee.
VIRGINIA JCI SENATE
POLICY CONCERNING CAMPAIGN LITERATURE, MATERIAL, ETC FOR CANDIDATES
As Adopted February 25, 1995
The purpose of this policy is to maintain the tradition of the organization by not allowing a political atmosphere to overshadow the true purpose of our organization, which is social, fraternal, and being of assistance to the Jaycees when asked.
Candidates may campaign by word of mouth (i.e. telephone or person-to person conversation) or by use of a personalized individual letter.
Candidates may not campaign by use of a generalized letter to the membership, signs, flyers, handouts, trinkets or give-aways.
Candidates may insert a campaign article into the official Senate publication distributed to the Senate membership before the annual meeting.
It is hoped that by this written policy, that no candidate will feel it necessary to attempt to circumvent the tradition of the Virginia J.C.I. Senate regarding political activities.
VIRGINIA JCI SENATE
POLICY CONCERNING FINANCIAL AUDIT
As adopted May 19, 2018
An annual financial audit shall be conducted prior to the budget meeting each year. At the May meeting the President shall appoint the committee for the audit which shall consist of at least three (3) Senators, none of whom can be any elected officer or the Treasurer who served the previous year. The results of the audit shall be presented to the general membership at the budget meeting.
GOOD OF THE SENATE
Adopted May 19, 2018
The Good of the Senate committee shall be comprised of the past Virginia JCI Senate Presidents who are in attendance at a duly called meeting of the Virginia JCI Senate. The role of the Good of the Senate is to act as advisor to the current Virginia JCI Senate President on matters of interest pertaining to the operations of the Virginia JCI Senate. Those matters may originate from any Virginia Senator. The chair of this committee is the immediate COB.
THE VIRGINIA JCI SENATE BY-LAWS
As amended May 20, 1995
As Amended May 31, 2008
Article I DUTIES
Section 1. The President shall preside at the meetings of this association and its Executive Committee and perform such duties as are incumbent in this office. The President shall be an ex officio member of all committees.
Section 2. The Vice President, in the absence of the President, shall perform all duties of the President and shall perform other duties as assigned by the President. The Vice President shall be an ex officio member of all committees.
Section 3. The Directors shall be the “contact” people of the association and shall perform other duties as assigned by the President.
Section 4. The Secretary shall keep the minutes of all meetings of this association and have charge of all non-financial records and shall perform other duties as assigned by the President.
Section 5. The Treasurer shall keep accurate books and records of the financial affairs of this association and prepare financial reports for each meeting and shall perform other duties as assigned by the President.
Section 6. The Virginia JCI Senate/Virginia Jaycees Liaison shall be chairman of the New Senator Application Advisory Committee. The Liaison’s duties shall be to receive and process all applications, and assist in Senatorship presentations. The Liaison shall perform other duties as assigned by the President.
Section 7. The Chaplain shall be responsible for all religious activities of the Senate and shall perform other duties as assigned by the President.
Section 8. The Sergeant of Arms shall be responsible for all money collections at meetings, assist in the Senate Hospitality Suite, preserve order at all Senate functions and shall perform other duties as assigned by the President.
Section 9. The Immediate Past President shall be responsible for the continued review and when necessary modification of the Senate’s Constitution, By-Laws and policies. Shall be chairman of the nominations and elections committee and perform other duties as assigned by the President.
Section 10. The officers shall take office on the First day of July succeeding their election.
Article II DUES
Membership dues in this association shall be $35.00 a year.
Article III EXECUTIVE COMMITTEE
The Executive Committee shall consist of the President, Vice President, five (5) Directors, the Secretary, the Treasurer, an assigned representative of the Virginia Jaycees and the immediate Past President of the Virginia JCI Senate. The immediate Past President shall be an ex officio member. The assigned representative of the Virginia Jaycees will have voting privileges if he is also a Senator.
Article IV ELECTIONS
1. The President and Vice President shall be elected at the Annual Meeting by a majority of members present and entitled to vote.
2. The (5) five Directors shall be elected at the Annual meeting by a plurality of members present and entitled to vote.
Article V FINANCE COMMITTEE
There shall be a standing Finance Committee consisting of five (5) voting members, including the Treasurer, Vice President, Immediate Past President, and two (2) Senators at Large, each of whom shall serve a one year term. The Senators at Large shall be appointed by the President with approval from the Executive Committee. The Treasurer shall serve as chairman of the Finance Committee, which shall meet at least quarterly prior to all regular meetings of the Virginia JCI Senate.
The Finance Committee shall have the following duties and responsibilities:
(a) To assist the President in the preparation of the budget for the coming fiscal year and recommend approval or changes as appropriate when the budget is presented for consideration to the Executive Committee and the general membership attending the Annual Summer Meeting.
(b) To make recommendations to the general membership on all requests and motions for expenditure of funds other than items addressed in the annual budget. No matter of non -budgeted expenditure shall be presented to the membership for approval until it has been considered by the Finance Committee and passed to the membership with the Committee’s recommendation for approval or disapproval and its reasons for such recommendation. The Committee shall act promptly on all such matters and shall be required to make its presentation at the immediate next regular meeting after a matter has been referred to the Committee by any member of the Virginia JCI Senate.
Article VI NEW SENATOR APPLICATION ADVISORY COMMITTEE
There shall be a standing New Senator Application Advisory Committee which shall consist of five (5) members. The five members shall be the Virginia JCI Senate/Virginia Jaycees Liaison, the President of the Virginia Jaycees, the President of the Virginia JCI Senate and two (2) other Virginia JCI Senators. These two Senators shall be appointed by the President of the Virginia JCI Senate with approval of the Executive Committee. The chairman and members names shall be published to the membership through the first Senate newsletter each year. The duty of this committee is to review and advise on New Senator Applications.
Article VII RULES OF ORDER
All meetings of the association shall be conducted according to the latest revision of Robert’s Rules of Order.
Article VIII QUORUM
Section 1. The quorum at an association meeting shall consist of ten (10) members.
Section 2. The quorum of the Executive Committee shall consist of a majority of the members of that committee.
Article IX AMENDMENTS
The By-Laws may be amended at any meeting, called for that purpose, by a majority of members present and entitled to vote.
Article X NOTICE
Notice of the meetings referred to in Article IX shall require written notice to each active member at least fifteen (15) days prior to said meetings.
Article XI POLICIES
The Executive Committee shall have the power to make policy, not inconsistent with the Constitution and By Laws, for the orderly administration of Senate affairs. These policies may be declared amended or repealed by a majority vote of the Executive Committee at any regular or special meeting of the Executive Committee.