Jain Center of Southern California Handbook of Standard Operating Procedures (SOP)

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1 The following are the standard operating procedures for Jain Center of Southern California. This document is a supplement to the JCSC Bylaws. The SOPs may be added, deleted, revised or modified by the JCSC Executive Committee. SOP 1: Nomination Committee The Executive Committee shall appoint a 3-member Nomination Committee including selecting the chairperson to develop a slate of candidates for election to the Board and EC. This Nomination Committee shall be chaired by a former Board or EC member. The members so appointed shall have the following qualifications as a minimum: Chaired by a member of former Board or EC; Must have been a Life Member for at least five (5) preceding years The proposed NC member or his/her spouse must not be a candidate for the election The EC is responsible for putting in place and announce the nomination committee prior to start of the Paryushan Mahaparva for that year. SOP 2: Duties and Responsibilities of Nomination Committee The Nomination Committee shall have the following duties and responsibilities - This list is not all inclusive and the EC may add or delete additional duties and responsibilities as it sees appropriate. The suggested schedule or dates are to be used as guide only. Announce nomination process and distribute nomination forms by first day of Paryushan Mahaparva (item A) Solicit nominations for the election within 22 days after item A Verify eligibility of nominees for the positions they are seeking Furnish a copy of the By-laws to each candidate Inform and educate potential candidates of their roles and responsibilities as member of the Board or EC Actively seek additional nominations, if needed Receive and document voluntary withdrawals from nominees within 32 days after item A. Document the nomination process, finalize list of nominations and submit the list to the EC within 35 days after item A. Page 1 of 8 7 July 2003

2 SOP 3: Election Committee The EC shall appoint a 3-member Election Committee including selecting the chairperson to conduct election. This Election Committee shall be chaired by a current Executive Committee member. The members so appointed shall have the following qualifications as a minimum: Chaired by a member of current EC; Must have been a Life Member for at least five (5) preceding years The proposed Election Committee member or his/her spouse must not be a candidate for the election The EC is responsible for putting in place and announce the election committee prior to the start of Paryushan Mahaparva for that year. SOP 4: Duties and Responsibilities of Election Committee The Election Committee shall have the following duties and responsibilities - This list is not all inclusive and the EC may add or delete additional duties and responsibilities as it sees appropriate. The suggested schedule or dates are to be used as guide only. Secure an independent ballot receiving place (e.g. mailbox) Establish final date (67 days after item A in SOP 2) for ballot postmark Prepare ballots Mail ballots within 45 days after item A in SOP 2 Maintain security of the independent ballot receiving place Count total ballots and collect ballots within 70 days after item A in SOP 2 Count votes for each candidate (including verification of ballots) within 75 days after item A in SOP 2. Document the election process, finalize the vote count by each candidate and submit the results to the EC within 75 days after item A The counting of votes shall be conducted by the Election Committee. The Election Committee may seek assistance from current members of the EC. Each candidate on the ballot or only one of their representatives may witness the vote count. SOP 5: General List of Responsibilities for Board of Directors In addition to specific tasks listed for Directors, the following is a general list of responsibilities for all Directors. This is only a guideline and not claimed to be allinclusive. Develop plans for future facility expansions Page 2 of 8 7 July 2003

3 Coordinate management of existing assets Coordinate major repairs and renovations Appoint two of its members to serve on the Board of Directors of JAINA SOP 6: General List of Responsibilities for Executive Committee Members In addition to specific tasks listed for EC officers, the following is a general list of tasks for all EC members. This is only a guideline and not claimed to be all-inclusive. Serve as a liaison between Mahavir Mandal and the EC Serve as a liaison between Senior s Association and the EC Schedule JCYC classes Serve as a liaison between JCYC and the EC Develop and document curriculum for the Pathshala Attend national conferences on developing and streamlining Pathshala curriculum Serve as a liaison between Share & Care and the EC Serve as a liaison between Ahimsa Awareness Group and the EC Serve as a liaison between JAYA and the EC Coordinate health fair Coordinate adult swadhyays Coordinate all parna, lunch and dinner arrangements except JCYC snacks Coordinate all cultural activities Coordinate all kitchen operations Serve as a custodian of kitchen properties Schedule visits by invited dignitaries Coordinate travel and host family arrangements for invited dignitaries Design and arrange for plaques, certificates etc. Arrange for security. Arrange for general cleaning and trash collection Arrange for routine and incidental maintenance Purchase routine supplies like plates, cups, napkins, plastic wares etc. Operate and maintain audio-video systems Manage Derasar area and co-ordination of poojas. Publish member Directory on biennial basis Maintain database of students and teachers Coordinate rental of facilities including kitchen and dining hall Post a list of scheduled rentals on the bulletin Board on a timely basis. Coordinate rental and erection of tents in the parking lots during major events Maintain a database of library books Maintain records of library circulation Page 3 of 8 7 July 2003

4 Develop and monitor library policies Serve as a liaison between the Library Committee and the EC Appoint an independent auditor SOP 7: General List of Responsibilities for Secretary The secretary shall keep minutes of all meetings of members and of the EC, shall be the custodian of the corporate records, shall give all notices as are required by law or by these by-laws, and, generally, shall perform all duties incident to the office of secretary and such other duties as may be required by law, by the articles of incorporation, or by these by-laws, or which may be assigned to him/her from time to time by the EC. His/her duties and responsibilities include, but are not limited to: Maintain minutes of all meetings of members and of the EC Serve as custodian of the corporate records Give notices of the meetings as required by law or by these by-laws Maintain the membership database. Present a list of new applicants for membership to the EC for approval Update and maintain membership applications Keep track of all keys of Corporation assets Maintain up-to-date status of legal, insurance, taxes, and government requirements Post minutes of EC meetings on the JCSC bulletin board SOP 8: General List of Responsibilities for Treasurer The treasurer shall have charge and custody of all funds of the Corporation, shall deposit such funds as required by the EC, shall keep and maintain adequate and correct accounts of the Corporation s properties and business transactions, shall render reports and accountings to the EC and to the members as required by the EC or members, and shall in general perform all duties incident to the office of treasurer and such other duties as may be required by law, by the articles of incorporation, or by these by-laws, or which may be assigned to him from time to time by the EC. His/her duties and responsibilities include, but are not limited to: Maintain adequate records of the assets, liabilities, receipts and disbursements Present monthly financial statements to the EC no more than 2 (two) months in arrears. Work with the independent auditors and provide them all required and requested information on a timely basis. File appropriate tax returns with all the tax authorities on a timely basis Page 4 of 8 7 July 2003

5 Design and maintain pledge forms Disburse corporate funds as required by the EC. Obtain original invoices or expense reports for making payments Reconcile all the bank and brokerage accounts. Collect and deposit corporate funds as required by the EC in a timely manner Issue proper receipts as required by the law Send out collection reminder notice Bhandar collections as well as collections in other locked boxes on JCSC premises shall be performed in presence of at least 3 other individuals, maintain its log and deposit the funds in the bank and brokerage accounts in a timely manner. SOP 9: General List of Responsibilities for Public Relations Officer The public relations officer shall be in charge of coordinating the communications with members of the Corporation and with other organizations as well as the general public. The basic policy regarding all such communications will be adopted by the EC and all activities of the public relations officer shall be in compliance with such policy. His/her duties and responsibilities include, but are not limited to: Serve as a liaison between the members and the EC Serve as a liaison between the outside community and the EC Compose, edit and distribute s Distribute press releases and advertisements for the media Compose, edit, publish and distribute newsletters Compose, edit, publish and distribute souvenirs Update bulletin Board on a regular basis Publish EC resolutions in newsletter, as appropriate Coordinate announcements on the notice Board Maintain and update website on a timely basis Update library database on website regularly Obtain clearance for copy-righted materials, if any, on the website SOP 10: Guidelines for Charitable Contributions to Other Institutions From time to time, JCSC members have requested to support other charitable institutions through the services of JCSC. The following requirements must be met for the requests to be considered: 1. The institution must have a current tax-exempt status in the country they are currently operating. Page 5 of 8 7 July 2003

6 2. The institution must be operating for at least five (5) years as the tax-exempt entity prior to application to JCSC. 3. The institution must have at least five (5) member governing body to make all the disbursement decisions. These requests must be submitted to the JCSC EC with the following information about the said institutions in as much detail as possible. Name of the institution Mailing address and physical address Tax-exempt number and status Copy of their annual reports for the previous two years covering their charitable activities, financial accounts, list of recipients of their charitable disbursements, etc. The applications will be reviewed within two EC monthly meetings from the time of application. The EC may accept the application, reject the application with an explanation or ask for more information to help make a decision. A 3% of the charitable contributions designated for any specific institution shall be retained by JCSC for administrative services. This fee may be changed by EC at its monthly meetings. This fee may be waived on a case-by-case basis. SOP 11: Facility Rental Various sections of the Jain Center are available for rental for a variety of personal events such as wedding, anniversary celebration, religious discourses, business meetings, to name a few. The applicants must fill out the rental agreement to start the process of application. The rentals will be on first-come-first-serve basis. The event shall be within the general purpose and guidelines of the JCSC. Rules for Reservation & Terms of Payments 1. Reservation must be made by the requestor by filling the details required in the agreement personally at JCSC facility. 2. JCSC life members will get priority in the facility rental. 3. Reservation will be considered based on review of the application for the purpose of the usage and subject to availability of the facility. Page 6 of 8 7 July 2003

7 4. The applicant will be notified of the approval or rejection within 3 to 5 working days following the EC monthly meeting from the date of the application. 5. Reservation will be confirmed after reviewing the application for the purpose of the usage, based on the subject to availability of the facility. 6. JCSC reserves the right to cancel or reject the application with a full refund of the deposit % of the total amount of fee plus a full security and cleaning deposit must be made when the reservations agreement is finalized. 8. The confirmation of the reservation will only be made after the rental agreement is signed and payment is made. 9. The remaining balance of the reservation fees must be made at least 15 days prior to the event. Failure to do so will cause to loose the reservation as well as the deposit. The general guidelines and rules for facility usage, rental fees, food, cleaning and insurance requirements will be provided at the time application. These guidelines and rules will be part of the rental agreement. SOP 12: Membership Application Any person interested in the understanding, observance and furtherance of the Jain religion as stated in Section 1.01 of the JCSC by-laws can submit an application to become a member of the Corporation. An application form may be requested from the Secretary or can be downloaded from the JCSC website. Each individual shall be entitled to hold only one (1) Membership in the Corporation. Membership in the Corporation is nontransferable and nonassignable. Applicants 21 years and above shall be admitted to Membership on making application in writing, payment of the applicable Membership dues, and upon approval by the EC. The rights of various categories of JCSC memberships are explained in Section Two of the by-laws. There is a limit on the number of Members the Corporation may admit annually. The EC is authorized to increase the number of life members during a calendar year by no more than 10% over what the life membership was on June 30 th of the preceding year. Membership applications not approved by the EC shall remain on the waiting list for no more than one (1) year from the date of the application. Thereafter, the applicant will need to reapply for Membership. The secretary will maintain the waiting list of Membership applications. Page 7 of 8 7 July 2003

8 SOP 13: Food Preparation and Menu Selections SOP 14: JCSC Facility Use Guidelines SOP 15: Pooja Guidelines Page 8 of 8 7 July 2003