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1 National Recording MEMORANDUM TO: FROM: SUBJECT: Jack and Jill of America, Inc. Members Tara Joseph Labrie 1 in 4 Conference Attendance Requirement Follow Up to March 22, 2011 Communiqué DATE: October 21, 2011 In 2008, Article 1, Section 1 A2, of the National Constitution and Bylaws was amended to include the following: An active member shall be required to attend one national convention or one regional conference or one regional area workday/cluster within each four year period for the duration of her membership tenure. The Policies and Procedures Manual, Section 7.8 states that commencing August 31, 2011 and every August 31st thereafter, chapter MIS administrators must generate a report out of the MIS system of all members who have not attended one of the above listed conferences since The chapter Vice President/Membership Chair or her designee shall send a letter notifying the member that the records reveal she is not in compliance and must attend one of the activities listed above in order to remain/graduate in good standing or she shall be terminated. According to the Policies and Procedures Manual, if at the end of the four year period, a mother has not attended one of the enumerated conferences: She has not graduated in good standing and her membership SHALL be terminated. Her child (ren) graduating that year is(are) not eligible for legacy status; Her remaining child (ren) that has (have) not graduated out will not be eligible for legacy status. If you have NOT met your requirement to date, please register and attend your region s fall 2011 Mothers Area Work Day/Cluster. If you are not able to attend an Area Work Day/Cluster this fall and you have not met your 1:4 requirement, you can attend a Teen Conference this spring/summer or please join us for the 75 th Anniversary Celebration at our National Convention in Philadelphia, Pa, July 25 29, 2012.

2 National Recording We are pleased to announce that as of October 20, 2011, MIS has been updated to capture, record, and verify every member s conference attendance. Chapter MIS Administrators and Regional Secretaries can now populate a report of every member s conference attendance. Please contact your chapter s MIS Administrator TODAY to verify that your conference attendance is properly confirmed. Here are a few frequently asked questions: 1) Does attending a regional children s clusters fulfill the 1 in 4 meeting requirement? No, children s clusters are not one of the conferences that count towards the requirement. Only national convention, mothers and teen regional conferences or regional area workday/cluster. The confusion comes from some regions use the term Cluster instead of Area Work Day. The mothers clusters count towards the requirement, NOT the children s clusters. 2) If you cannot attend Area Work Day/Cluster, Teen Conference, National Convention by August 31, 2011 are there any options available to avoid termination of membership? Yes, a member has the option to remain as an active member, if her child will not reach the age of 20 by the end of the program year. She would be required to meet all chapter, region and national obligations, including, but limited to: payment of dues, per capitas, assessments, hosting age group activities, attending meetings AND attend one of the mandated conferences in order to tenure out in good standing, not be terminated, and not have legacy status granted to her child (ren); 3) What is the deadline to meet the conference attendance requirement for members who joined Jack and Jill prior to August 1, 2008? Members who joined prior to August 1, 2008, must meet your conference attendance by August 31, 2012 and each subsequent four (4) year until membership tenure ends. Members that joined Jack and Jill after the August 1, 2008, the obligation must be met within four years after the joining date and each subsequent four (4) year by August 31 st of the fourth (4 th ) year, until membership tenure ends; 4) Will attending another region s Area Work Day/Clusters or Teen and Mothers regional conferences satisfy the conference attendance requirement?

3 National Recording No. Members shall attend their respective regional conferences and Area Work Day/Clusters in order to meet the conference requirement. 5) What happens if a member does not attend the required conferences? Failure to meet the conference attendance mandate will result in automatic termination of membership effective the new program year. All regions and chapters are responsible for enforcing this bylaw; there are no exceptions and no appeals to the termination of membership penalty. Chapter Presidents and Vice Presidents/Membership Chairs you have the awesome task of reaching out to each and every one of your members to assist them in complying so that they can avoid failing to meet this important mandate. If you have questions, please contact, ncsjacqueline@jack and jill.org. This letter will also be available the National Website. Please see accompanying applicable governance documents below. TJ L:dp

4 APPLICABLE 1:4 GOVERNANCE BYLAWS Article I Membership Section 1 Classifications A. Active Members 1. Mothers, female legal guardians, or female custodial caretakers with children between the ages of two (2) years and through the nineteenth (19) year may hold active membership in Jack and Jill of America, Incorporated. (2008) 2. To maintain membership, a member must be in good standing. Good standing as used in this document means a mother must be active and financial. Active is defined as participating in local chapter activities, sponsoring age-group activities and supporting the Foundation. An active member shall be required to attend one national convention or one regional conference or one regional area workday or cluster within each four-year period for the duration of her membership tenure. Financial is defined as having paid all chapter, regional and national dues, assessments and fees. (2008) POLICIES AND PROCEDURES MANUAL National Recording One in Four Attendance Requirement Policy 7.8 I. PURPOSE The purpose of this policy is to define how compliance with the bylaw one in four attendance requirement is administered and measured. II. POLICY Effective 2008, an active member shall be required to attend one of the following activities to fulfill the one in four requirement. 1. One national convention 2. One regional mother s conference 3. One regional teen conference 4. One regional area workday/mothers cluster For regional activities, attendance must be in the member s home region. Attending another region s activities shall not count towards this requirement. A Mother must actually register and attend the activity. Attendance at a Children s Cluster does not count.

5 Existing/Current Members A member who graduates out by 2012 must have attended one of the four activities listed above between 2008 and her graduation date in order to graduate in good standing. All members graduating post 2012 shall attend one of the four activities listed above every four years in order to graduate in good standing. New Members New Members (joining Jack and Jill of America, Inc, after the 2008 National Convention) shall attend one of the four activities listed above by their fourth year of membership. III. PROCEDURE National Recording 1. Existing/Current Members A member s compliance with this policy shall be determined as of August 31st of each calendar year after all financial deadlines have passed for the prior fiscal year and all regional and/or national conferences/conventions have been held for that year, and prior to submission of membership documentation and per capita taxes to the regional and national organization for the new program year. 2. New Members New Members will be reviewed and expected to be in compliance as of August 31st of their fourth year of membership. 3. Responsibilities The responsibility for monitoring compliance shall reside with the regions and chapters. Commencing August 31, 2011, and each August 31st thereafter, chapter administrators shall generate a report out of the MIS system of all members who have not attended one of the above listed activities since The local Vice President/Membership Chair or her designee shall send a letter notifying the member that the records reveal she is not in compliance and must attend one of the activities listed above in order to remain/graduate in good standing. 4. Penalties If a mother is determined to have not complied with this policy on August 31st, of their fourth year, the penalty imposed upon the mother shall be termination effective the new program year. If a mother member graduates out of the organization and she has not met the one-in four requirement: IV. AFFECTED PARTIES All Members