the satisfaction of the chairman and the placement committee

Transcription

1 Operating Policies ARTICLE I MEMBERSHIP POLICIES (Updated March 2016) SECTION 1. MEMBERSHIP STATUS OBLIGATIONS A. Active 1. Obligations: a. Responsible for New To You donation quota b. Attend placement interview c. Pay annual dues d. Work two (2) community outreach commitments by annual meeting. However, where extenuating circumstances exist, the board of directors may allow a member to pay $35 per shift not fulfilled by this date, participate in another League community activity(s) or assist with inter-league matters needing attention (ex. assist in office). e. Attend five (5) general membership meetings f. Work two (2) three (3) hour A Very Merry Market shifts. To obtain an excused absence or late arrival/early leave for your shift(s) you must contact the vice president of fund development. All unexcused absences will result in a fine of $100 per shift not fulfilled. g. Serve on a League committee, attend committee meetings, and complete committee assignments to the satisfaction of the chairman and the placement committee. h. Work on any financial projects the League may undertake 2. Privileges: a. May vote b. May transfer to another League within the Association of Junior Leagues International (AJLI) c. May apply for any available position on the board of directors or management team 3. Any active member who fulfills all of the above responsibilities by annual meeting enjoys the privileges of membership the following year in the League. This determination will be made by the placement committee and the board of directors. 4. Any active member who does not fulfill the responsibilities enumerated by annual meeting may no longer enjoy the privileges of membership in the League and will be resigned in bad standing. This determination will be made by the placement committee and the board of directors. 5. Years of service include the provisional year and exclude sabbatical or medical/hardship leaves. B. PROS (Postponing Right of Sustainership) 1. An active member of this League may go PROS upon completion of six (6) years of service or otherwise have fulfilled all of the requirements to be a sustainer. A member may continue League involvement as a PROS member until she desires to go sustainer. A membership status request form shall be submitted to the League secretary by April Obligations: a. Pay annual dues b. Attend placement interview c. Serve on a League committee, attend committee meetings, and complete committee assignments to the satisfaction of the chairman and the placement committee d. Encouraged to work on any financial projects the League may undertake, but not required e. Community outreach commitments are encouraged, but not required. f. General membership meeting attendance is encouraged, but not required. g. A Very Merry Market shifts are encouraged, but not required. h. No New To You donation quota

2 3. Privileges: a. May vote b. May transfer to another League within the AJLI c. May apply for any available position on the board of directors or management team 4. No fees will be assessed for PROS members wishing to reclassify as active members. A membership status request form shall be submitted to the League secretary by April 1. C. Sustainer 1. An active member of this League may go sustainer upon completion of eight (8) years of service regardless of the age of the member. However, an active member who has reached the age of 40 by April 1, and has completed three (3) active years is eligible to go sustainer. A membership status request form shall be submitted to the League secretary by April Obligations: a. Pay annual dues b. If applicable, complete committee assignments to the satisfaction of the chairman and the placement committee. c. Encouraged to work on any financial projects the League may undertake, but not required d. No New To You donation quota e. No placement interview f. No community outreach commitments g. No general membership meeting attendance h. No A Very Merry Market shifts 3. Privileges: a. May serve as a committee sustainer advisor b. May transfer to another League within the AJLI c. May apply for any position on the board of directors or management team available to sustainers that the League nominating director sets d. May not vote D. Provisional 1. Obligations: a. Complete New To You requirements (1) Attend orientation (2) Responsible for New To You donation quota (3) Work two (2) three (3) hour shifts, in addition to orientation b. Attend placement interview c. Pay dues (1) Annual dues due by the first general membership meeting (2) Provisional fee due at the June provisional meeting d. Work two (2) community outreach commitments by annual meeting e. Attend five (5) general membership meetings f. Attend provisional meetings as set by provisional committee g. Work two (2) three (3) hour A Very Merry Market shifts. To obtain an excused absence or late arrival/early leave for your shift(s) you must contact the vice president of fund development. All unexcused absences will result in a fine of $100 per shift not fulfilled. h. Sell or purchase five (5) cookbooks over a period of one (1) year i. Develop and execute a provisional project in collaboration with other provisional members. j. Work on any financial projects the League may undertake k. Fulfill any additional requirements approved by the board of directors 2. Privileges: a. May transfer to another League within the AJLI b. May not vote c. May not apply for any available position on the board of directors or management team 2 Membership Policies Updated March 2016

3 E. Emeritus 1. Emeritus membership will be granted upon request and/or submission of membership status request form to the League secretary for any sustaining member who has reached the age of 80 years. 2. Obligations: a. Encouraged to work on any financial projects the League may undertake, but not required b. No New To You donation quota c. No League placement d. No annual dues e. No community outreach commitments f. No general membership meeting attendance g. No A Very Merry Market shifts 3. Privileges: a. May serve as a committee sustainer advisor b. May transfer to another League within the AJLI c. Membership shall be reflected on the League s membership roll, however, the League shall have no financial obligation to the association regarding her membership. d. May not vote SECTION 2. DUES AND OTHER FINANCIAL OBLIGATIONS A. Annual Dues 1. Annual dues, which include AJLI dues, shall be $110 for active, provisional, and PROS members and $75 for sustaining members. Provisional members will have an additional $70 fee. 2. Payment a. Dues are payable between January 1 and April 1, in one installment. The Treasurer shall send a notice to each member on March 1. Dues must be paid in full by April 1. b. Members whose dues are not paid by April 1 will be assessed a $20 late fee as active, provisional, PROS, and sustaining members will be notified by letter. c. Members whose dues are not paid by May 31, will be removed from membership in bad standing for non-payment of dues. d. A membership status request form to resign or to move to sustainer membership must be submitted to the League secretary by April 1, or the member is liable for coordinating membership status dues. e. Provisional member s annual dues and provisional fees are both to be paid in full by the first general membership meeting. f. In case of extreme circumstances, the board of directors is authorized to waive dues for one (1) or more sustainers for a period of one (1) year, with further consideration by successive board of directors. Criteria used in waiving dues include the following: (1) members years of service to the League (2) members contributions to the League during her years of service (3) present status of members' contributions to the League (4) financial circumstances 3. Refunds of dues will not be made to members resigning during the fiscal year, to members who have been removed from membership, or to a provisional failing to meet the requirements. SECTION 3. RESIGNATIONS A. Any member of this League who is in compliance with dues, membership status obligations, or in the performance of League duties, and has returned all League keys to the office manager at headquarters may resign in good standing. A membership status request form shall be submitted to the League secretary before April 1; otherwise, a member shall be liable for dues for the coming year. 3 Membership Policies Updated March 2016

4 SECTION 4. REINSTATEMENTS A. Any member who has resigned while in good standing may be reinstated by a 2/3 vote of the board of directors and upon payment of a reinstatement fee of $35. B. Any member who has been removed from membership or has resigned in bad standing may apply to be reinstated. However, their case must be reviewed with the placement chairman and League secretary and the reinstatement must be approved by a majority vote of the board of directors. C. Financial and working obligations for fund development/board approved community project and meeting credits for the league year will be prorated by quarters for a member reinstating into the League. D. Members who are reinstated in the League will owe 100% of their annual dues if reinstated between July 1 and prior to October 1; 75% if reinstated between October 1 and prior to January 1; 50% if reinstated between January 1 and prior to April 1; and 25% if reinstated between April 1 and prior to July 1, or such percentage as might be charged for the reinstating member to the League by AJLI. SECTION 5. LEAVES A. Procedure 1. All membership leave request forms shall be submitted to the League secretary by April Requests will be considered by the board of directors. B. Types of Leaves 1. Maternity Leave a. A leave shall not extend a total of three (3) months. The leave may begin as early as six (6) weeks prior to the baby s due date and no later than one (1) week after baby's birth. This leave is automatically granted upon submission of the membership leave request form to the League secretary. b. Obligations: (1) Responsible for New To You donation quota (2) Attend placement interview (3) Pay annual dues (4) Required to work two (2) community outreach commitments (5) No general membership meeting requirements during leave and meeting credits are reduced by one (1). (6) Required to work two (2) three (3) hour A Very Merry Market shifts (7) Committee requirements still need to be met or placement committee has the authority to seek other placement for the remainder of the year. 2. Placement Leave a. This is leave from placement duties during a given League year. A member on placement leave is responsible for all other obligations and shall be limited to four (4) persons per year. (1) If there is a greater number of applicants than available places, then the following guidelines shall apply: (a) Number of years of active placements served (b) Applicants placement history (c) Number of previous leaves (d) The year the applicant goes sustainer b. Obligations: (1) Responsible for New To You donation quota (2) Attend placement interview (3) Pay annual dues (4) Required to work two (2) community outreach commitments (5) General membership meeting requirements are the same as active membership status. (6) Required to work two (2) three (3) hour A Very Merry Market shifts (7) No League placement 4 Membership Policies Updated March 2016

5 3. General Leave a. For sufficient reasons pertaining to health, family situations or demands on a member s time beyond her control, a general leave of absence may be granted for a three (3) month period. Under extenuating circumstances, the League secretary may grant an extension of this leave for additional three (3) month periods. b. Obligations: (1) Responsible for New To You donation quota (2) Attend placement interview (3) Pay annual dues (4) Required to work two (2) community outreach commitments (5) No general membership meeting requirements during leave and meeting credits reduced by one (1). (6) Required to work two (2) three (3) hour A Very Merry Market shifts (7) Committee requirements still need to be met or placement committee has the authority to seek other placement for the remainder of the year. 4. Sabbatical Leave a. A leave of absence granted by the League secretary for one (1) year (coinciding with the League fiscal year). An active resident who has been a member in good standing of the League for at least five (5) years (excluding other leaves and/or resignations) is eligible and no reason is needed. This type of leave will be granted to a maximum of four (4) members in any one (1) year. Each eligible active member may receive only one (1) sabbatical year during her years of service. (1) Selection guidelines: (a) Number of years of active placement served (b) Applicants placement history b. Obligations: (1) No New To You donation quota (2) Attend placement interview (3) Pay annual dues (4) No community outreach commitments (5) Attend three (3) general membership meetings, two (2) of which will be voting meetings (6) No A Very Merry Market shifts (7) No League placement 5. Medical/Hardship Leave a. A leave of absence granted by the League secretary for one (1) year to members who, due to medical reasons or other extenuating circumstances are unable to participate in any League activity for a shortterm period. This leave may not be extended. b. Obligations: (1) Responsible for New To You donation quota (2) Attend placement interview (3) Pay annual dues (4) No community outreach commitments (5) No general membership meetings (6) No A Very Merry Market shifts (7) No League placement SECTION 6. NEW TO YOU A. As the League s continuous fundraising project, all members are encouraged to volunteer at New To You. 1. Three (3) hour shifts may be worked from the opening until the close of the store. a. The three (3) hour shift need not be three (3) consecutive hours and can be worked over a period of time. 2. Financial and working obligations at New To You will be prorated for a member transferring into the League. 5 Membership Policies Updated March 2016

6 3. All members are responsible for a minimum of $500 donation quota of merchandise per year, unless otherwise noted in Section 1 Membership Status Obligations or Section 6 Leaves. Annual meeting is the deadline all donation quota credit. a. Where extenuating circumstances exist, the board of directors may grant an extension B. Working Shifts 1. NO SMOKING PLEASE! This is for the safety of our shop. 2. No exchanges or refunds are to be made, however use your good judgment. For example, if a person is getting hostile about the situation, return his money and do not take unnecessary chances. 3. Do not hold merchandise for customers or members. 4. Checks are accepted from League members, paid employees, and sustainers only! No IOUs from anyone. 5. League members and paid employees may purchase merchandise from the sales floor only. 6. Please remember that there is always something that needs to be done, as this is our shop! 7. On a slow day or when there are no customers in the shop, you may go through the racks and straighten clothes, size, color coordinate, and hang all garments with the right sleeve facing out. 8. Be observant for customers who might try to put clothing in the dressing room under their clothing and walk out, or put items in their shopping bags. If you suspect someone may be trying to shoplift, straighten a rack near them to let them know you have your eye on them. 9. Do not leave the shop for any reason unless there are two workers inside. 10. Do not hesitate to call the chairman when a paid employee is guilty of wrongdoing. Please call the chairman if you have any suggestions or comments. 11. Be on time to work your shift. 6 Membership Policies Updated March 2016

7 ARTICLE II GOVERNING POLICIES (Updated February 2017) SECTION 1. BOARD OF DIRECTORS A. Additional duties, other than those described in Section 4, Article IX of the Bylaws for the officers of the Board of Directors are as follows: 1. President a. The President is the leader of the League and is committed to the League s values. She works to inspire a common vision for the League and its work, conducts meetings and is a spokesman and advocate for the League with the public. The President leads and facilitates Board of Directors meetings and oversees efforts to build and maintain a strong Board of Directors. She helps the board develop governing policies and guides the work of the Board of Directors. The President must be impartial cool, calm and collected. She accepts all other duties as described in the bylaws. 2. President-Elect 1. The President-Elect is the next in succession to become the President of the League. The President- Elect works to develop a thorough understanding of existing organizational systems and to form new ideas and strategies to strengthen the League. The President-Elect builds her own capacity to assume the responsibility of the presidency and plans for activities and support that will build strong working relationships between Board members, staff and organizational stakeholders. She builds a working knowledge of all aspects of the organization and of the rules that govern the League. She prepares herself to assume the role of President while supporting and working with the current President to ensure continuity of leadership. The President-Elect understands and appreciates the existing Board culture and organizational cultural norms. She builds the moral authority to lead by setting an example of commitment, assesses the effectiveness of existing organizational systems, and learns enough about the roles of the Secretary and Treasurer to effectively support them. She also develops new ideas to strengthen organizational systems and understands strategies to effectively run an organization. She accepts all other duties as described in the bylaws. 3. Secretary a. The Secretary is one of only two statutory officers of the League. She is responsible for ensuring that accurate documentation exists to meet legal requirements and the important documents of the League are being maintained in an appropriate way. The Secretary is the repository of corporate responsibility within the Board of Directors and the organization. She is familiar enough with the bylaws and policies to ensure they are being followed at Board of Directors meetings and in related operations. This officer oversees legal compliance by ensuring that the following activities are performed by Board of Directors and/or staff: the appropriate execution and custody of the League s legal documents, the provision of notice of Board of Directors and membership in accordance with the bylaws, and the accurate recording and timely distribution of the minutes of Board of Directors and general membership meetings (only needed if voting). She keeps current records of membership statuses and membership leaves of all members. The Secretary also provides notice of Board of Directors meetings when notice is required. She accepts all other duties as described in the bylaws. 4. Treasurer a. The Treasurer operates as the chief financial officer of the League. She serves as the interpreter of the League s financial data for the Board of Directors and monitors all bank accounts. She is accountable to the Board of Directors to ensure proper care and custody of all the funds and securities of the League, and is charged with monitoring the financial operations of the League and with ensuring the accuracy and sufficiency of all financial reports and discussion documents presented to the Board of Directors. The Treasurer assists in the preparation of the budget and continually monitors the budget. She will provide financial oversight to all League employees. Typically the Treasurer will be the Board of Director s link to the League s auditor and assures the timely preparation of the audit as well as the necessary filing of state, parish, and national tax returns. She accepts all other duties as described in the bylaws. 7 Governing Policies Updated February 2017

8 B. Other officers of the Board of Directors are the Nominating Director and the Executive Vice President and their duties are as follows: 1. Nominating Director a. The Nominating Director ensures that slated members of the Board, Management Team and Nominating Committee possess the competencies necessary for effective performance in their respective areas of responsibility. She will educate and train the membership on the competencies needed for these roles, giving them tools to gain these competencies if needed. The women slated to serve on the Board, Management Team and Nominating Committee will be identified through an application and interview process that is described in Section 3 of the Governance Policies. She accepts all other duties as described in the bylaws. 2. Executive Vice President (EVP) a. The Executive Vice President leads the Management Team through assuring they are knowledgeable about the strategic direction of the League as set out in the Strategic Plan. She guides the team in the development of the Annual Plan regarding shorter-term objectives. The EVP assures that the team understands the objectives of the League that set the operating conditions and that they understand its responsibility to report, as scheduled, data that supports compliance with these objectives. She assures that the team has the resources necessary to accomplish their work effectively and assures systems are in place for the collection and dissemination of data supporting program and operations. She supports a strong, collaborative communication system between the Board of Directors and the Management Team through periodic meetings to achieve overall planning and organizational assessment. The EVP is responsible for day-to-day operations and the execution of the work of the League through the Management Team. She accepts all other duties as described in the bylaws. C. Additional eligibility, other than those described in Section 2, Article IX of the Bylaws. 1. After the President fulfills her term and if she decides to remain Active status, she must take one League year away from the Board of Directors, Management Team, and Nominating Committee. She may take the Advisory status, as described in Section 4 of the Governance Policies. 2. To be eligible to apply for the President-Elect position one must have previously served a minimum of one (1) term on either the Management Team or Board of Directors. SECTION 2. MANAGEMENT TEAM A. Composition 1. Executive Vice President (EVP), Executive Vice President-Elect (during the last year of the EVP s term) and four (4) Council Vice Presidents: Administrative, Community Projects, Fund Development, and Membership. The EVP serves as the Management Team manager and serves on the Board of Directors with voice and vote. B. Election and Eligibility 1. Members of the Management Team (other than the EVP if an EVP-Elect is already in place) shall be elected by the membership from a slate prepared by the Nominating Committee. All candidates for Vice President positions must be members of the League in good standing, as defined by the Bylaws, at the time of their application for consideration and must remain this status throughout their term of office if elected. C. Term 1. Other than the EVP-Elect, the term of each Vice President shall be two (2) years and each Vice President may serve until her successor is duly elected. The EVP-Elect shall serve a one-year term in the last year of the EVP s term and then assume the office of EVP. 2. A member may serve more than one term in the same position, which may not be consecutive. D. Duties of the all Council Vice Presidents are as follows: 1. Shall develop, implement and evaluate strategies at Management Team meetings 2. Shall work, assist and advise respective committee chairmen to plan and execute their goals set forth in the annual plan 3. Shall encourage committee chairman to submit all committee reports by required due date 8 Governing Policies Updated February 2017

9 4. Shall help structure and develop the group share information on the League website for each respective council committees 5. Shall plan, direct and preside over at minimum two (2) council meetings/ per League year 6. Shall attend all Management Team meetings with the purpose of obtaining or imparting information 7. Shall attend all training and planning sessions prior to beginning duties as Council Vice Presidents 8. Shall report directly to the EVP, manager of the Management Team, with all general membership questions, concerns and/or suggestions 9. Shall submit council reports to the EVP by the required due date 10. Shall keep all members updated on League issues through all available communication 11. Shall assist new members in transitioning to Active membership and implement strategies for retaining Active membership 12. Shall report any placement problems from her council to the Management Team and if needed address the issue with the Placement committee. 13. Shall work with the Management Team and respective council chairmen to direct and assign all League publications, Annual Report, etc. E. Additional duties of Council Vice Presidents 1. Administrative Vice President: a. Manages the Communications, Construction, and Headquarters committees. 2. Community Projects Vice President: a. Manages the Community Impact, Project Research & Development, and Scholarships & Grants committees. 3. Fund Development Vice President: a. Manages the A Very Merry Market, Annual Campaign, and New to You committees. 4. Membership Vice President a. Manages the Membership Development, Sustainer Outreach, Placement, and Provisional Admissions committees. F. Resignations 1. Any Vice President may resign from her position at any time. Such resignation shall be made by written notice and shall take effect at the time specified thereon and, if no time is specified, at the time of its delivery to the Board of Directors. The acceptance of the resignation by the Board of Directors shall not be necessary to make it effective. Resignation of a Vice President shall not discharge any accrued obligation or duty of such Vice President as a Management Team member or member of the League. G. Removal 1. The Board of Directors may suspend a Vice President with cause. A Vice President may be removed at any time with or without cause by a majority vote of the voting membership. H. Vacancies 1. A vacancy in the position of EVP shall be filled by the EVP-Elect, who shall very the balance of the unexpired term of the vacating EVP and then serve a full term as EVP. A vacancy in the position of EVP, when there is no EVP-Elect, or any other Vice President shall be filled from a single slate submitted by the Nominating Committee to the membership. The replacement Vice President shall serve the remainder of the term of the position and may serve until her successor has been duly elected. Service in a position by a replacement Vice President shall not be counted when calculating term limits unless the tear served by the replacement Vice President is greater than six (6) months. SECTION 3. NOMINATING A. The nominating process for all available Board of Director, Management Team, and Nominating Committee positions will be as follows: 1. Eligible members interested in serving in the above listed available positions will fill out an Application to Serve, due to the Nominating Committee during the month of October on a day set by the current Nominating Committee. 9 Governing Policies Updated February 2017

10 2. From the eligible candidates that turned in Applications to Serve, the Nominating Committee will schedule and conduct formal interviews with individual candidates during the month of November. Two (2) members of the Nominating Committee must serve as interviewers. 3. The Nominating Committee will formulate a single slate for the available positions on the Board of Directors, Management Team, and the Nominating Committee. 4. The Nominating Director will present the entire proposed slate to the Board of Directors at the December Board of Directors meeting. The Nominating Committee will present the proposed slate of the Board of Directors to the membership at the December general membership meeting. Additional candidates may be considered by the process described in Article VIII, Section 4 of the Bylaws. 5. At the January Board of Directors meeting the Board of Directors will vote to approve the proposed slate of the Management Team. At the January general membership meeting the membership will vote to approve the proposed slate of the Board of Directors and the Nominating Committee. B. Current members of the Nominating Committee may apply for any available position on the Board of Directors or Management Team. They will not conduct any interviews for the positions that they have applied. SECTION 4. STANDING COMMITTEES A. Standing committees are those representing activities that are continuing in the program of the League. With the exception of committees required by the Bylaws, they may be created or dissolved as the need indicates by the President, with the approval of the Board of Directors. B. Standing committees are as follows: (effective League year) 1. Administrative Council a. Public Relations and Marketing b. Publications c. Headquarters 2. Community Projects Council a. Community Impact b. Scholarships & Grants 3. Fund Development Council a. A Very Merry Market b. Capital Campaign c. New to You 4. Membership Council a. Membership Development b. Placement c. Provisional Admissions d. Sustainer Outreach C. Each Active member shall be assured of placement on a standing committee, unless they are serving on the Board of Directors, Management Team, Nominating Committee, or have been approved for a type of leave as described in Section 5 of the Membership Policies, that has no obligation of a committee placement. D. Advisory status is available only to past presidents who have Active membership status. A past president who accepts the advisory status assumes only the responsibility of paying annual dues. Advisory status is granted on an annual basis at the time standing committees are selected. Those taking advisory status are encouraged to make use of their League training by serving as a resource upon request. E. Committee Meetings 1. Committees shall hold scheduled meetings as often as the council Vice President and committee chairman see fit in order to meet the annual goals of the committee. If a member misses a committee meeting, it is her responsibility to acquire all notes and/or committee tasks from the committee chairman. F. Should a committee member not comply with committee obligations, the Placement committee shall investigate means of improving her service within that standing committee or seeking other opportunities for her to serve on another standing committee. If this action produces no results, this person shall have the opportunity to be heard before the Membership Vice President and/or League Secretary. 10 Governing Policies Updated February 2017

11 G. A member who falls behind in her standing committee obligations (which include committee meetings, the planning and execution of committee work, and any other League activity for which she is responsible) is not in good standing and forfeits her rights and privileges of membership. SECTION 5. CRITERIA FOR ADMISSIONS A. Additional criteria, other than those described in Section 2, Article III of the Bylaws 1. A Provisional member must complete the provisional admissions training course and fulfill all provisional requirements as described in Section 1 of the Membership Policies, and support the League s mission and vision to be considered for Active membership into the League. 2. If elected to Active membership she shall agree to engage in community service in connection with the program of the Junior League and fulfill all Active membership obligations, as described in Section 1 of the Membership Policies, the following League year. 3. The Junior League of Alexandria, Inc. does not discriminate on the basis of race, creed, religion or natural origin. B. Invitation to Membership 1. The President and/or Secretary shall write letters of invitation to each provisional member submitted by the Provisional Admissions committee and elected to active membership by the Board of Directors. SECTION 6. FINANCIAL POLICIES A. Budgeted Expenditures 1. All budgeted expenditures over $500 are required to have more than one bid or price quote. These bids should be submitted with the coordinating committee chairman s monthly report to the Management Team for approval and made available to the Treasurer upon request. B. Non-Budgeted Expenditures 1. All non-budgeted expenditure requests (any over budget expenses) must be submitted with the coordinating committee chairman and/or council Vice President s monthly report for prior approval by the Board of Directors. C. Check Requests 1. To be reimbursed for a purchase you have made for League expenditures you must have prior approval from your committee chairman, if committee chairman is seeking reimbursement prior approval from the council Vice President is needed. 2. Requests of a League check for League expenditures that are be paid prior to services rendered or items received must be made by a committee chairman, member of the Management Team, or member of the Board of Directors. 3. The process of requesting a check from the League is as follows: a. Fill out the League s Check Request Form with attached receipts or invoices b. Acquire all needed signatures and prior approval c. Place the Check Request Form in the League Office Manger s inbox 2. Checks will be written every other week. Checks that are due prior to services rendered or items received will be written in a timely manner on an as needed basis. D. Donations and Solicitations 1. External solicitation for donations (monetary or non-monetary) to support any Junior League of Alexandria project, event, etc. must be approved by the respective Vice President (example: Community Impact solicitations Community Projects VP) AND the Board of Directors prior to solicitation. 2. Internal solicitations for donations (monetary or non-monetary) to support any Junior League of Alexandria project, event, etc. must be approved by the respective Vice President (example: Community Impact solicitations Community Projects VP) prior to solicitation. 3. Once approved, all solicited donations that are received must be logged with the League Office Manager for record keeping and submitted with the coordinating committee chairman s monthly report. 11 Governing Policies Updated February 2017

12 4. Donations and solicitations are permitted and encouraged for New to You and A Very Merry Market if certain procedures are followed as outlined in the Operating Policies. E. Junior League Grants 1. The Junior League s primary aim is volunteer service, not money-raising (except to support its own service programs) and if the League were to make donations to all worthy causes, the donations would of necessity be too small to be effective. On the other hand, a sizable donation to a selected organization no matter how worthy would tend to injure the League in the eyes of other soliciting groups. However, the League may make a token donation. a. The organization receiving the financial assistance must be tax exempt under Section 501(c)(3) of the Federal Internal Revenue Code. b. Consideration should be given those organizations which provide opportunity for future volunteer training and placement for our membership. c. Grants may not exceed the amount of the current budget for the League year. d. Consideration should be given to the degree to which the proposed project falls into the present focus area and relates to the League mission and vision. F. Contracts 1. Any contracts entered into by this League will be submitted to the Board of Directors for approval. The Board of Directors will determine if review by outside counsel is necessary. 2. The Board of Directors shall have the authority to enter into contracts having a duration of less than 1 year and a less than $500 financial impact. Any contracts entered into by this League for duration longer than one year or having a financial impact greater than $500 should be approved by the Board of Directors and voted on by the membership. In either case, the Board of Directors will determine if review by outside counsel is needed. G. Miscellaneous 1. The majority of League funds shall be deposited in financial institutions with an office(s) in Central Louisiana. H. Fundraisers 1. All fundraisers should be approved by the Board of Directors. Approval is contingent upon receipt by the Board of Directors of a budget and plan document. If the fundraiser requires financial commitment by the League in excess of $5,000 or mandatory participation by the membership, then membership approval is needed in the first year. 2. Any fundraiser outside of the major fundraisers (ie New to You and A Very Merry Market) must be approved by the Board of Directors before any external solicitations or donation requests are made. 3. Fundraisers shall be evaluated annually by the Fund Development Vice President and Treasurer to determine whether or not changes in the League s fund development efforts should be recommended to the Board of Directors. 4. A minimum of 5 percent (5%) of all fundraising revenue will be allocated to the Annual Campaign Fund. The remainder shall go to the General Fund. I. Internal Transfers 1. When a transfer of funds between banking accounts is needed the internal transfer authorization form must be filled out and signed by either the President or the Treasurer. Documentation of the transfer must be attached to the authorization form and both filed with the Office Manager. J. Signatures on Bank Accounts 1. Signatures are as follows: a. General Account President, Treasurer, President-Elect b. Savings Account President, Treasurer, President-Elect c. A Very Merry Market Account President, Treasurer, A Very Merry Market chairman, and A Very Merry Market Treasurer d. New to You President, Treasurer, and New to You chairman e. Construction President, Treasurer, and Construction chairman f. Building Fundraising President, Treasurer, and Construction chairman 2. Signatures should be updated in a timely manner, so that by the start of the new League year the new leaders are on the coordinating bank accounts. 12 Governing Policies Updated February 2017

13 SECTION 7. CONFLICT RESOLUTION POLICY A. In the event of conduct or activities by a member of the Junior League of Alexandria which is in contravention of the Bylaws, or Operational Policies, and which becomes disruptive to or interferes with the conducting of League business, such that the suitability of a member s status in the League is in question, the Board of Directors states that: 1. Said conduct or activity be brought to the attention of the Board of Directors to be investigated. 2. That subsequent to a thorough investigation of the conduct or activity, the designated Officers of the Board of Directors shall meet personally with the League member(s) involved to resolve the issues. 3. That in the event no resolution of the issues is accomplished, the matter will be brought to the Board of Directors with a recommended plan of action from the Officers of the Board of Directors that met with the League member(s). 4. Upon acceptance of a plan of action involving revocation of membership, notice shall issue pursuant to the Bylaws, Article III, membership in the League, Section 8, and a hearing shall be conducted before the Board of Directors if necessary. 5. If cause for revocation of membership is found by 2/3 vote of the Board of Directors, the member(s) involved shall be removed from the rolls of membership of the Junior League of Alexandria in bad standing. SECTION 8. NEW TO YOU A. Acceptable Donations 1. Every container brought into the shop must be taped, tied, bagged, boxed or stapled with your name on it. 2. Clean and in good condition: a. Clothes (adult and children) b. Books, hardback and paperback c. Shoes (adult and children) d. Appliances in working order e. Furniture (sofas, chairs, desks, shelves, etc.) 2. Unacceptable Donations: a. Cosmetics and lotions b. Weapons (knives, guns, etc.) c. Perishable items (food) d. Containers with debris, bugs, or other grime that was acquired from being stored outside or in storage B. When dropping off any donations, members are to sign in with your name and drop off date C. A blank donation form may be picked up at the time of drop off for your personal tax purposes. SECTION 9. COMMUNICATIONS POLICY A. In order to increase the community s awareness of the JLA and facilitate a consistent, singular voice for the organization, the following practices are required: 1. All external communications shall be approved by the Administrative Vice President, EVP, and President. Communications shall be defined as all external print and digital communications (including brochures and mailings), press releases, media advisories, photos and social media postings. Members shall not ask Office Manager or communications chairman to distribute or post any item without evidence of approval from the Administrative Vice President, EVP, and President. Copies of all correspondence must be provided to the communications chairman and Administrative Vice President. 2. Internal correspondence and written material such as committee minutes and memos need not be reviewed by anyone. However, the respective Vice President or EVP, even when intended solely for internal use, shall review items such as the invitations, training brochures, and meeting materials, before being printed. 3. Press releases shall be written and released by the communications chairman or Administrative Vice President, with approval by the EVP or President. Members may assist in the creation and distribution, as directed. 13 Governing Policies Updated February 2017

14 4. Any member approached by a member of the News media should consult with the President, EVP and Administrative Vice President prior to taking part in an interview. Where feasible, a member of the Board of Directors, the Administrative Vice President, or communications chairman should facilitate the interview and where possible, be physically present or on the phone while interview is being conducted. 5. The personal information, including addresses, phone numbers, and addresses of League members cannot be used for solicitation purposes external to the League. 6. Blast s are restricted to League business and events. Any exceptions need to be submitted to the Board of Directors before a regularly scheduled Board of Directors meeting for review and approval. 7. The League shall follow the AJLI Social Media guidelines when establishing and managing social media accounts. 8. Members are encouraged, but not required, to share social media posts on their respective networks. Unless designated as an official spokesperson of the League, members should identify their thoughts and opinions as their own and disclosure their relationship to The Junior League of Alexandria, League members should consider posting a disclaimer on their personal website, blog, or network, such as The views expressed herein are the personal opinions of (League member s name). The content is not read or approved by The Junior League of Alexandria or The Association of Junior Leagues International and does not necessarily represent the views of those parties. 9. The Administration Vice President and Communications chairman shall ensure a photo release has been signed before posting or using in a printed publication. For minors, approval must be provided by the child s legal guardian. 10. On all public social media accounts the President and EVP should have full administration rights and privileges. The Administrative Vice President, Communications chairman, and the respective chairman (example: A Very Merry Market Facebook page A Very Merry Market chairman) should have editor rights and privileges. Public social media accounts include; Facebook pages: Junior League of Alexandria, New to You, Secret Ingredients, and A Very Merry Market, Instagram account: JL.Alexandria. On all private/secret social media accounts the President, Secretary, Membership Vice President, and the respective chairman (example: secret JLA Sustainer Facebook group Sustainer Outreach chairman) should have full administrative rights and privileges. The entire Board of Directors and Management Team should be included in all groups to keep information fluid between all accounts. Secret social media accounts include; Facebook groups: JLA Actives/Provisionals, JLA Sustainers, and JLA Provisionals. No other form of social media accounts shall be created to represent the League without prior approval from the Board of Directors. SECTION 10. ADMINISTRATION A. Technology 1. Any technology, software or office equipment purchase in excess of $100 must be approved by the Board of Directors, after being reviewed by the Management Team. The Management Team must present any and all alterations or changes required. If new equipment is needed, the Management Team must present to the Board of Directors at least two options and budget implications for each. Any item under $100 can be authorized for purchase by approval of both the EVP and President. 2. Software purchased or developed for the League is for the exclusive use of the League. 3. Anti-virus software must be continually maintained on the computer system by the Office Manager. 4. All data is the property of the League and is for the exclusive use of the League. 5. Use of the League computer system is for the sole purpose of conducting League business. 6. If a JLA member suspects a computer virus has been generated from a JLA office correspondence she should contact the office immediately. The Office Manager will inform the Administrative Vice President who will investigate the situation and determine if information about the problem, or a solution to it, should be communicated to all League members. B. Office Manager Procedures 1. The Office Manager reports directly to the President of the League. The EVP serves as the back-up manager to the Office Manager. 14 Governing Policies Updated February 2017

15 2. Training: The Board of Directors is responsible for scheduling and coordinating training for the Office Manager. 3. Reviews: The Board of Directors is responsible for scheduling and coordinating the annual review for the office manager. Annual review is to take place by December 31 st. The review must include the President and one other member of the Board of Directors. 4. Maintenance: The Office Manager is responsible for coordinating maintenance and repairs. An annual contract to maintain all hardware and software must be maintained. The Office Manger is responsible for keeping the League s internet access and accounts current. 5. Office Keys: The President, EVP, and Office Manager shall each have a set of keys to the JLA Office. Keys shall be turned over to their successor at the end of their term. A roaming key may be checked out through the Office Manager for other members to have access to the office after hours. 6. Office Supplies: The Office Manager is responsible for procuring general operating supplies. 7. Scheduling: Headquarters is available to all League members for conducting League business, but must be scheduled before hand to make sure there are no conflicting arrangements. All meetings, to be held at headquarters, must be scheduled through the Headquarters chairman at least one week prior to the requested meeting date. Leave meeting area clean and ready for next meeting: clear table(s), return chairs, sweep if needed, and empty trashcans of any food or drink. SECTION 11. ANNUAL AWARDS A. At the conclusion of each League year, the members of the League will be invited to nominate a member of the organization to be recognized at the Annual Meeting. The awards for consideration are as follows: 1. Provisional of the Year: Chosen by the membership, this provisional member is one who has demonstrated excellence in this year's class by taking on leadership roles and/or responsibilities to further the impact of the League in the community. 2. Active of the Year: Chosen by the membership, this active member is one who has demonstrated excellence and commitment to the League during this year. 3. Sustainer of the Year: Chosen by the membership, this sustainer member is one who has demonstrated excellence and commitment to the League during this year. 4. Rising Star: Chosen by the Active membership, this is a newer member of the League (less than 5 years of service) that has jumped right into activities, leadership positions, and is poised for great growth. 5. Recognition awards: Members who have reached milestone years shall be awarded appropriate recognition. SECTION 12. STRATEGIC PLAN The Board of Directors shall ensure that all Annual Plans, Goals and Initiatives, and the Board of Directors work plan are in line with the Strategic Plan. See Appendix A for the current League strategic plan. SECTION 13. WHISTLEBLOWER POLICY The League requires that all members and employees observe high ethical standards in the execution of their responsibilities. It is the intent of the JLA to comply with all laws and regulations that apply to its operation; with the League s mission and vision statements; and with the Bylaws and Operational Policies. The full cooperation of all members and employees with this policy is necessary to achieve and maintain such compliance. Any member or employee may report practices that are unlawful or are noncompliant with the League s mission, Bylaws or Operational Policies, and should do so in good faith, having reasonable grounds for believing that the practices disclosed are in violation of the League s governing and operating principles. Such individuals are protected from retaliation if the report is made in the following manner: A. If the whistleblower is a member of the Board of Directors, a written complaint should be sent to the President. If the matter involves the President or if the Board of Directors member is not comfortable in making the report 15 Governing Policies Updated February 2017

16 to the President or feels that the President has not responded appropriately, the complaint should be sent to the Secretary. B. If the whistleblower is a member of the League, but not a member of the Board of Directors, a written complaint should be sent to the chairman or the Vice President of the committee or council to which the member is placed. If the matter involves the chairman or Vice President, or the member is not comfortable in making the report directly to the chairman or Vice President, or believes that the chairman or Vice President has not responded appropriately, the complaint should be sent to the Nominating Director or EVP. C. If the whistleblower is an employee of the League, a written complaint should be sent to the employee s immediate supervisor (i.e New to You employees New to You chairman). If the matter involves the supervisor or of the employee is not comfortable in making the report to the supervisor or feels that the supervisor has not responded appropriately, the complaint should be sent to the President. If the matter involves the President or if the employee is not comfortable in making the report to the President or feels that the President has not responded appropriately, the complaint should be sent to the Nominating Director or EVP. The recipients of the written complaint must fully and promptly investigate all complaints brought to them and must take appropriate corrective action, bearing in mind the best interests of the League. The League will not retaliate, either by suspending from ship or ending employment, respectively, against any member or employee who has submitted and allegation in good faith. However, if it is found that the allegation was not made in good faith, adverse membership or employment consequences, whichever is applicable, could ensue. SECTION 14. DOCUMENT RETENTION AND DESTRUCTION POLICY A. The following chart outlines the various records that the JLA is likely to have along with recommended retention periods. The list is not exhaustive. It is important to remember that certain documents should be kept in a safe, locked location. B. It should be noted, that items in the safe, locked location should be originals, but it is a good idea to keep copies in files that are easily accessible. (i.e. original letter from State of Louisiana/Federal Government authorizing the JLA s tax exempt status) in the safe, locked location vs. photo copy of the letter on file in the office with the Office Manager. C. It is critical that a minimum of three years worth of records be accessible and complete in the event of a LA Division of Taxation/LA Secretary of State/IRS audit, which may take place up to a minimum of three years after the period is closed. D. The Office Manager should always keep an up-to-date inventory of all League records, including not only those items that are kept in the files, but also the contents of the League s safe, locked location. E. The inventory of all League Records to include: 1. Description of the item of record 2. Reason for retention 3. File location while Active 4. File location while inactive 5. Retention period 6. Format F. General Documents and Headquarters Records Document Description Retention Period Income tax exemption ruling 7 years Articles of Incorporation (charter) with amendments Permanent Bylaws and Standing Rules (i.e. original, dated copy of each revision) 7 years Contracts 3 years Leases 3 years Employee Records 7 years Current & Expired Insurance Contracts 7 years Treasurer and Finance Committee Documents Permanent 16 Governing Policies Updated February 2017

17 Federal and state income tax returns Audited/reviewed annual financial statements Membership/Sustainer lists Membership/Sustainer Contact information Year-over-Year League Budgets Bank records deposit slips and statements Bills/Invoices rendered Financial policies/guidelines Donor Contact Information/Contributions 3 years 3 years 5 years Permanent 5 years 3 years 3 years 7 years Permanent 17 Governing Policies Updated February 2017

18 Junior League of Alexandria Operating Policies APPENDIX A 18 Governing Policies Updated February 2017