New York State JCI Senate By-Laws. New York State JCI Senate By-Laws. New York State JCI Senate 2004 By-Laws

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1 New York State JCI Senate By-Laws New York State JCI Senate By-Laws ARTICLE I NAME AND AFFILIATION ARTICLE I NAME AND AFFILIATION This organization shall be known as the New York State JCI Senate. The name of this organization shall be known as the New York State JCI Senate. This organization is affiliated with the United States JCI Senate and will endeavor to associate itself with all state and international JCI Senate groups and JCI New York State (AKA Jaycees et al.). This organization is a wholly independent entity, affiliated with the United States JCI Senate. This group is, however, associated with the Jaycees International movement, and with the New York State Jaycees. These By-Laws shall be in compliance with the United States JCI Senate Constitution and By-Laws. The Constitution of the United States JCI Senate is made a part of the New York State JCI Senate by affiliation as a member state.

2 ARTICLE II PURPOSE AND LIMITATIONS ARTICLE II PURPOSE The principle purposes of this organization shall be: A. To encourage local Jaycee chapters to nominate deserving past and present Jaycees for membership in the JCI Senate. B. To promote fellowship among JCI Senators. C. To meet locally as individuals or groups, to provide a means for retaining and expanding friendships, and exchanging ideas and information. D. To provide educational and training advisors to the United States Junior Chamber and its local organization members. Other purposes may from time to time be approved by a majority of the Senators present at a duly convened meeting. This organization shall be non-partisan, non-sectarian, and non-profit in its purposes and activities. This organization shall wholly abstain from any political affiliation or the endorsement of any candidates for public office. This organization shall maintain a role of non-interference in the affairs and activities of the Jaycee organization at any level of its structure, and shall assist the Jaycees as invited, asked, or requested, but only after careful and due consideration. The primary purpose of this organization shall be to promote fellowship among JCI Senators in New York State, to further the principles of JCI (Jaycees) and the tenets of the Jaycee Creed: We believe that faith in God gives meaning and purpose to human life; That the brotherhood of man transcends the sovereignty of nations; That economic justice can best be won by free men through free enterprise; That government should be of laws rather than of men; That earth s great treasure lies in human personality; And that service to humanity is the best work of life. To assist the New York State Jaycees in promotion of the objectives of JCI and to encourage the nomination of outstanding and eligible Jaycees to the JCI Senate. To assist or provide counsel to the New York State Jaycees and local chapters upon request, not in lieu of Jaycees personal experience. To promote fellowship among Senators and all JCI organizations throughout the world. This organization shall be non-profit, non-sectarian, non-partisan and nondiscriminatory in purpose and action. Section 6 Section 7 The New York State JCI Senate, as a organization, shall not support, endorse or campaign for any candidate for local Jaycee office or Regional or State office. Toward these ends, we adopt the following as our creed: We believe that faith in God gives meaning and purpose to human life; That the brotherhood of man transcends the sovereignty of nations; That economic justice can best be won by free men through free enterprise; That government should be of laws rather than of men; That earth s great treasure lies in human personality; And that service to humanity is the best work of life.

3 ARTICLE III MEMBERSHIP ARTICLE III MEMBERSHIP All JCI Senators with residency in New York, or who have received their Senatorships in New York, are eligible for membership in this organization and may become a member by making payment of annual dues of this organization as set forth by these by-laws which shall include the per capita dues of the United States JCI Senate. The annual dues for membership in this organization shall be $30.00 per year. The annual dues amount is to be addressed by the membership at it s annual meeting at least every 5 years. Discussion of annual dues may be bought up to the membership at any time with a vote of 2/3 of the Board of Directors and at least 90 days notice to the membership. Life membership in the New York State JCI Senate shall be available to any member upon receipt of $275, payable in one single payment or three payments within the fiscal year. The principal of the life membership dues shall be invested and the interest used to pay the yearly United States JCI Senate dues for each life member. Should the interest be insufficient to fund the annual United States JCI Senate dues for life members a portion of the principal shall be used to complete the payment of the United States JCI Senate annual dues. A committee consisting of the President, Chairman of the Board and the Treasurer will act as the custodians of all financial accounts beginning and ending with the fiscal year of this organization. This committee may recommend the allocation of up to $500 per year be transferred from the life membership fund to the New York JCI Senate general treasury for the purpose of membership recruitment and retention. The recommendation must occur during the annual New York State JCI Senate budget process and shall require a 2/3 vote of the membership in attendance at the meeting where an annual budget is voted on in order for the transfer to be approved. Section 6 All JCI Senators with residency in New York, or who have received their Senatorships in New York, are eligible for membership in this organization and may become a member by making application and payment of annual dues; $5.00 of which will be paid to the United States JCI Senate as per capita. The annual dues for membership in this organization shall be $20.00 per fiscal year, fiscal year being July 1 ending June 30 each year. An initiation fee of $20.00 will be paid by each new member which will be deemed his membership dues for the remainder of that fiscal year. Dues become payable upon application. Annual dues must be paid prior to the election of officers (Senate) at the New York State Jaycee Annual Meeting. Members whose dues are in arrears will not be entitled to vote at the Election Meeting. Association Membership: Senators not qualifying for membership under Section 1, Article III, wishing to associate themselves with the New York State JCI Senate may do so by paying associate dues of ½ current membership dues per year which will be treated subject to, Article II. Life membership in the New York State JCI Senate shall be available to any member upon receipt of $250, payable in one single payment or three payments within the fiscal year at the then current dues rate. The principal of the life membership dues shall be invested and only the interest will be utilized as part of the general fund. A committee consisting of the President, Chairman of the Board and the Treasurer will act as the custodians of the account beginning and ending with the fiscal year of this organization.

4 ARTICLE IV GOVERNMENT The government of this organization shall be vested in a Board of Directors as Described in these By-Laws, and shall be subject to the will of the membership. Robert s Rules of Order shall govern the proceedings of all meetings of this organization in matters not specifically provided for in the by-laws. A. This organization may not suspend these by-laws for any purpose. ARTICLE IV GOVERNMENT The government of this organization shall be vested in a Board of Directors as Described in these By-Laws, and shall be subject to the will of the membership. Robert s Rules of Order, Newly Revised shall govern the proceedings of all meetings. Vacancies of the elected officer positions shall be filled by the majority vote of the membership present at the next membership meeting. The Chairman shall call a special board meeting for the election of President or Secretary in the event of resignation or death. Such an election shall only be held with a minimum of 30 days prior notice to the membership. Officers elected shall serve until the next Annual Election Meeting.

5 ARTICLE V Section 6 Section 7 ELECTED OFFICERS AND DUTIES The responsibility for carrying out the functions of this organization shall be vested in the President, Secretary, Treasurer, four (4) Vice Presidents and the Chairman of the Board. The term of office shall be effective July 1 and end June 30. The immediate past Senate President shall be Chairman of the Board. These officers comprise the Board of Directors and are additionally responsible for the assets and activities of the organization. President: The president is the principal officer of this organization and shall be its representative at all official functions. The President shall preside at all meetings of the organization, be an ex-officio member of all committees, and direct and administer the affairs of the organization in concert with the Board of Directors. The President shall be empowered to appoint all standing and special committees and their chairperson, a liaison to the JCI New York State and persons to fill any vacancies on the Board of Directors as well as other appointed positions deemed necessary by the majority of the membership. All appointments are to be with the approval of the Board of Directors and shall be effective immediately. Vice President: There shall be four (4) vice presidents, each responsible for outreach to JCI Senators in one of the geographic regions described in Appendix A: Recognized Regions of the New York State JCI Senate. Secretary: The Secretary shall attend all regular meetings of the organization and record in writing the minutes of such meetings. Records of minutes are to be kept and filed in an orderly manner and shall be available on the organization s website no later than 30 days after the meeting. Notice of the availability of meeting minutes will be sent to elected officers of the New York State JCI Senate Board of Directors, the JCI New York State President, and President of the United States JCI Senate. Treasurer: The Treasurer shall develop an annual budget and present it for approval to the Board of Directors. The approved budget shall then be presented to the membership for approval at the Annual Meeting. The Treasurer shall provide an accounting of assets in writing to each elected officer and member at each meeting; fall, winter and State Election Meeting and will also provide an annual financial report at the next New York State JCI Senate meeting after the end of the fiscal year. The Treasurer shall keep a roster of name and address of all paid members of the New York State JCI Senate and supply updated copies to ARTICLE V Section 6 Section 7 Section 8 ELECTED OFFICERS AND DUTIES The responsibility for carrying out the functions of this organization shall be vested in the President, Secretary, Treasurer and four Vice Presidents. The immediate past Senate President shall be Chairman of the Board for one year. These officers comprise the Board of Directors and are additionally responsible for the assets and activities of the organization. President: The president is the principal officer of this organization and shall be its representative at all official functions, will preside at regularly scheduled meetings, and shall be responsible for proper conduct of this organization and its business. Vice President: There shall be four vice presidents, each responsible for outreach to JCI Senators in one of the geographic regions described in Appendix A: Recognized Regions of the New York State JCI Senate. Secretary: The Secretary shall attend all regular meetings and record in writing the minutes of such meetings. Records of minutes are to be kept in an orderly manner and to filed with copy of each meeting sent to elected officers of the New York State JCI Senate Board of Directors, the New York State Jaycee President, and President of the United States JCI Senate. Newsletter to include notice of meetings with registration form attached. The Secretary will assume the duties of the President in his absence. Treasurer: The Treasurer shall be appointed by the President at the Annual Election Meeting in April and approved by a majority vote of the membership present at the meeting. The Treasurer shall provide an accounting of assets in writing to each elected officer and member at each meeting; fall, winter and State Election Meeting. The Treasurer shall keep a roster of name and address of all paid members of the New York State JCI Senate and supply updated copies to elected officers. The Treasurer shall open a checking account in the name of the New York State JCI Senate at a bank in his area, approved by the President, and the account should be set up to require one of two signatures on a check the President or the Treasurer no later than 30 days after his appointment. All monies collected are to be deposited in the account and all bills are to be paid by check. The Senate shall expect an individual appointed by the New York State Jaycees to act as liaison officer. This individual may vote if a dues paying member of the New York State JCI Senate.

6 elected officers. The Treasurer shall open a checking account in the name of the New York State JCI Senate at a bank in their area, approved by the President, and the account should be set up to require one of two signatures on a check the President or the Treasurer no later than 30 days after their election. All monies collected are to be deposited in the account and all bills are to be paid by check. The Treasurer will assume the duties of the President in the President s absence. BLANKPAGE

7 ARTICLE VI ELECTION OF OFFICERS ARTICLE VI ELECTION OF OFFICERS Qualifications for the office of President of the New York State JCI Senate shall be restricted to the following: a member in good standing for one year immediately prior to running for office, and must be no longer of Jaycee age. Qualifications for other elected officials in the New York State JCI Senate shall be restricted to the following: a member in good standing for one year immediately prior to running for office, and must be no longer of Jaycee age. Vice Presidents shall be residents of the regions they are elected to represent. The membership must be notified of the upcoming election at least 90 days prior to the election meeting via the mail or . Names of prospective candidates for Senate office should be sent to the Election Committee Chairperson at least 60 days prior to the Annual Election Meeting. The Secretary shall mail or a list of all declared candidates to the membership at least 30 days prior to the Election Meeting. Said notification shall include Article VI Sections 1, 2 and 3 of these bylaws. Nominations for office may be made from the floor immediately before balloting. Qualifications for the office of President of the New York State JCI Senate shall be restricted to the following: a member in good standing for one year, dues paid for four months prior to seeking office, and must be 40 years of age or older. No exceptions are to be made to these qualifications unless voted on by 2/3 of the total paid membership in attendance at a regular meeting of the New York State JCI Senate. State Jaycee officers cannot hold office in the Senate during the same time. Qualifications for other elected officials in the New York State JCI Senate shall be restricted to the following: a member in good standing for one year, dues paid for four months prior to seeking office, and must be over 40 years of age. Vice Presidents shall be residents of the regions they are elected to represent, or alumni of Jaycee chapters within those regions. Names of prospective candidates for Senate office should be sent to the Senate President 60 days prior to the Annual Election Meeting. The Secretary will mail a list of all candidates to the membership at least 30 days prior to the Election Meeting. Section 6 At the Annual Election Meeting there will be elected a President, Secretary, Treasurer, and four (4) Vice Presidents. All officers shall serve one term of office in their respective position. All elections will be determined by majority vote. Voting will be by individual secret ballot for contested races and no member may cast more than one ballot per office. For all uncontested races the vote shall be by acclamation. Nominations for office may be made from the floor immediately before balloting. At the Annual Election Meeting there will be elected a President, Secretary and four Vice Presidents. Following the elections, the President has the power to appoint a Treasurer, and individuals to Vice President positions that remain vacant. All officers shall serve one term of office in his respective position. All appointments are subject to approval by the general membership. Section 7 Elected officers will take office effective July 1 and end June 30, which shall be the beginning and ending date of the organization s fiscal year. Section 6 Voting will be by individual secret ballot and no member may cast more than one ballot per office. Proxies will not be recognized unless the Senator is at an official Jaycee Meeting in an official capacity and recognized as such. Section 7 Elected officers will take office effective July 1, and end June 30, which shall be the beginning and ending date of the organization s fiscal year.

8 ARTICLE VII COMMITTEES STANDING COMMITTEES The Assistance to Membership (ATM) Committee, Constitution and By-Law Committee, Finance Committee, Newsletter Committee, Nominations and Elections Committee, Return the Favor Committee, Scholarship Committee, and the position of Chaplain shall be established as standing committees of this organization. The charge of these standing committees shall be as follows: A. The Assistance to Membership chairperson shall promote the program with JCI New York State and the New York State JCI Senate. B. The Constitution and By-Law Committee shall monitor any needed changes to the New York State JCI Senate By-Laws necessitated by changes to the US JCI Senate Constitution or By-Laws or by circumstances within the New York State JCI Senate. This committee shall also consider and issue a recommendation on all proposed amendments to these by-laws. A complete review of the by-laws of this organization by this committee shall be completed every 5 years. A complete review can occur more often at the request of the President and the Board of Directors. C. The Finance Committee shall consist of five (5) voting members, including the Treasurer and one (1) Senator from each of the four (4) state regions. The Treasurer will serve as Chairperson of the Committee. The finance committee shall make recommendations to the Board of Directors on the annual budget and any issues dealing with the financial condition of the organization. Budget recommendations for the next fiscal year shall be submitted to the Finance Committee prior to April 15 th. BLANKPAGE The preliminary budget, approved by the Finance Committee, shall be presented to the Board of Directors by May 1 st and the final budget submitted for approval of the membership at the Annual Meeting. D. A newsletter informing the membership of upcoming events, positions of the organization etc. shall be published four (4) times per year.

9 Copies of the newsletter shall be sent to the membership and the United States JCI Senate Board of Directors via , or United States Postal Service. E. At the Mid-Year Meeting, the President shall activate the Nominations and Elections Committee. The committee shall consist of not less than three (3) nor more than five (5) members including the Chairman of the Board who shall serve as its chairperson. No member of this committee shall run for any New York State JCI Senate office. The Nominations and Elections Committee shall publish and assure compliance with all requirements and qualifications for elective office, as specified in these by-laws. The Treasurer shall certify and register accredited voting delegates as specified in these by-laws. The Nominations and Elections Committee shall formulate, publish, interpret, and enforce election rules, subject to the approval of the Board of Directors. The Nominations and Elections Committee shall tabulate votes for the office of President, Vice Presidents, Secretary and Treasurer and shall announce the results of all voting, including Vice Presidents. BLANKPAGE F. The Return the Favor Program shall be run consistent with the United States JCI Senate Return the Favor Program. G. The Scholarship Program shall be run consistent with the United States Foundation Scholarship Program. H. The duties of the Chaplain shall be those normally expected of such office. SPECIAL COMMITTEES A. The Board of Directors may establish Special Committees to address needs identified by the membership. The Board of Directors shall identify the charge and duration of the Special Committee.

10 ARTICLE VIII VACANCIES In the event any elected office becomes vacant by death, disability, resignation, or otherwise, the vacant office shall be filled for the remainder of the term as follows: A. If the office vacated shall be the Presidency, the Treasurer shall assume the title and duties of the office. B. If the vacancy is for any other elected office of the organization, the President may appoint a successor with approval of a majority of the Board of Directors. Such vacancies shall be filled within thirty (30) days and may be voted upon via the mails or . C. In the event of the Presidency being vacated, the successor to that office shall honor the appointments made by their predecessor in order to ensure continuity in programming and to avoid disruption of current services and activities. BLANKPAGE

11 ARTICLE IX MEETINGS ARTICLE VII MEETINGS There shall be an Annual Meeting to elect officers and should coincide with the JCI New York State Spring meeting. There shall be an Annual Meeting to elect officers and should coincide with the New York State Jaycees spring meeting. The regular meetings of this organization will be held on the same weekend as the JCI New York State Fall and Winter Board of Directors Meetings. The regular meetings of this organization will be held on the same weekend as the New York State Jaycee fall and winter Board of Directors Meetings. Other meetings may be called by the President after approval by 2/3 of the Board of Directors. Thirty days notice via the mails (mail or ) will be required for special meetings. The President or a designee are to have their full or partial registration paid for the Fall, Winter and Annual General Membership Meeting by the New York State JCI Senate and all United States JCI Senate National Meetings. Other meetings may be called by the President after polling the Board of Directors. Thirty days notice will be required for special meetings. The President, Secretary and Treasurer of the New York State JCI Senate are to have their full or partial registration paid for the fall, winter and Annual General Membership Meeting by the New York State JCI Senate at Annual Meeting as delegates from New York State JCI Senate, funds permitting.

12 BLANKPAGE ARTICLE VIII LIMITATIONS The New York State JCI Senate, as an organization, shall not support, endorse or campaign for any candidate for local Jaycee office or Regional or State office. Nor shall this organization cause undue influence or disruption of local chapter or the New York State Jaycees, as a whole. This organization shall wholly abstain from any political affiliations or the endorsement of any candidate for public office. This organization is pledged to aid only those Jaycee chapters or officers requesting assistance on a non-interference and mutually agreeable basis and by letter or personal request to the New York State JCI Senate President.

13 ARTICLE X AMENDMENTS These By-Laws may be amended by 2/3 majority of those paid members present at officially constituted meetings. Said amendments will take effect immediately. A minimum of 30 days notice, in writing, to each member is required prior to voting on amendments to these By-Laws. Notice may be made to the last known US mail or electronic mail address. ARTICLE IX AMENDMENTS These By-Laws may be amended by 2/3 majority of those paid members present at officially constituted meetings. A minimum of 30 days notice, in writing, to each member is required prior to voting on amendments to these By-Laws. Notice may be made by U.S. Mail or to a verified electronic mail address. An electronic mail address shall be considered verified if provided to an officer of the NY JCI Senate by the Senator to whom it belongs, so long as messages sent to that address are not returned..

14 APPENDIX A: Recognized Regions of the New York JCI Senate APPENDIX A: Recognized Regions of the New York JCI Senate Region West: Allegany, Cattaraugus, Chautauqua, Erie, Genesee, Livingston, Monroe, Niagara, Ontario, Orleans, Wayne, Wyoming and Yates counties. Region Central: Broome, Cayuga, Chemung, Chenango, Cortland, Delaware, Herkimer, Jefferson, Lewis, Madison, Oneida, Onondaga, Oswego, Otsego, St. Lawrence, Schuyler, Seneca, Steuben and Tompkins counties. Region East: Albany, Clinton, Columbia, Essex, Franklin, Fulton, Greene, Hamilton, Montgomery, Rensselaer, Saratoga, Schenectady, Schoharie, Warren and Washington counties. Region South: Bronx, Duchess, Kings, Nassau, New York, Orange, Putnam, Queens, Richmond, Rockland, Suffolk, Sullivan, Ulster and Westchester counties. Bylaws Revised: August 30, 2011 Region West: Allegany, Cattaraugus, Chautauqua, Erie, Genesee, Livingston, Monroe, Niagara, Ontario, Orleans, Wayne, Wyoming and Yates counties. Region Central: Broome, Cayuga, Chemung, Chenango, Cortland, Delaware, Herkimer, Jefferson, Lewis, Madison, Oneida, Onondaga, Oswego, Otsego, St. Lawrence, Schuyler, Seneca, Steuben and Tompkins counties. Region East: Albany, Clinton, Columbia, Essex, Franklin, Fulton, Greene, Hamilton, Montgomery, Rensselaer, Saratoga, Schenectady, Schoharie, Warren and Washington counties. Region South: Bronx, Duchess, Kings, Nassau, New York, Orange, Putnam, Queens, Richmond, Rockland, Suffolk, Sullivan, Ulster and Westchester counties. Bylaws Revised: April 23, 2004