Policies of the Alexandria Jaycees

As provided in the chapter's Constitution and By-Laws, the Board of Directors has the power to make day-to-day policies for the orderly administration of Chapter affairs.

As of February 2005, the chapter abides by 6 official policies:

• Policy on Complimentary Items
• Policy on Going Over Budget for Chapter Projects
• Policy on Jaycee Sports
• Non-Member Admission Policy
• Policy on Standardized Annual Training for the Board of Directors
• Reimbursement Rules and Regulations

Policy on Complimentary Items

Approved by the Board of Directors - 3/8/94

POLICY #1: General Complimentary Items

As project chairpersons are occasionally offered items from businesses in conjunction with a project they are chairing, it shall be the policy of the chapter that any complimentary item in excess of $50.00 per individual be reported in the CPG.

Decisions on proposed use of items in excess of $50.00 shall be proposed by the project chairperson in the CPG and approved on a case-by-case basis by the Board of Directors.

POLICY #2: COMPLIMENTARY TRIPS FROM TOUR OPERATORS

As tour companies traditionally offer a complimentary trip to the group leader (project chairperson), the project chairperson may utilize the complimentary trip or an alternative use may be proposed. All details regarding the use of the complimentary trip must be fully addressed in the CPG and approved by the Board of Directors.

Policy on Going Over Budget for Chapter Projects

It is the responsibility of the project chairperson to ensure that his/her project remains within budget. This is done in conjunction with supervision by the Director in Charge and the appropriate Vice President. However, there may be times when circumstances will require an increase in expenditures in addition to what was originally budgeted in the CPG.

Since the Board of Directors is responsible for financial oversight of all projects, any project that exceeds its budget by 15% or more will require approval from the Board of Directors before proceeding.

EXAMPLE: A project is CPG'd in January asking the chapter to pay $100 for a new widget to help with membership recruitment. A few weeks later, the price of widgets goes up to $200. The project chairperson must come before the Board and explain why his chapter appropriation has just doubled. He cannot make the purchase until the additional money has been voted for by the Board of Directors.

Policy on Jaycee Sports

Approved by the Board of Directors - 6/8/98

The Alexandria Jaycees, in an effort to provide direct and tangible benefits to its membership, subscribe to the following policy on organized Athletics provided within the Alexandria City limits.

The Chapter will subsidize the registration costs for Alexandria Jaycee's in good membership standing at the time of registration for participation in a sports team organized by Alexandria Jaycees with the intent of including Alexandria Jaycees as a majority of the team's roster. The subsidy will be provided per each sport's season according to the following percentage-based schedule:

For one team in a sport, 60% of registration fees for the season,
For two teams in a sport, 40% of registration fees for the season,
For three teams in a sport, 30% of registration fees for the season,
For four teams in a sport, 20% of registration fees for the season,
For five and above teams in a sport, 10% of registration fees for the season.

The entire cost for the purchase of required softballs for each softball team will also be subsidized as necessary.

Scenario Analysis, Spring Season (12 Softball Games, maximum number of softballs)

Non-Member Admission Policy

1. PUBLIC ARE INVITED EVENTS: Ex. Bachelor/Bachelorette Auction
For Alexandria Jaycees events which the general public are invited to, it will be the policy of the Alexandria Jaycees to leave the subject of admission fees to the discretion of the chairperson. It is recommended that the public pay the same amount as an Alexandria Jaycee.

2. ALEXANDRIA JAYCEE PARTIES/SOCIALS: For Alexandria Jaycee parties it will be the policy that non-members shall pay a fee of at least $3.00 more than a Jaycee member.

3. ALL OTHER FEE REQUIRED EVENTS: Ex. Trips, War Games
For all other events in which a fee is collected in order to participate, it will be the policy of the Alexandria Jaycees to charge an additional minimum $5 surcharge for non-members.

4. RESTRICTED ATTENDANCE EVENTS: Ex. Orioles Bus Trip/Treefari
Regarding any event that is restricted to the number of attendees, chairpeople should give consideration to Alexandria Jaycees members first.

The following situations should be addressed in the CPG, in flyers to promote the event, and in newsletter articles.

Policy on Standardized Annual Training for the Board of Directors

Approved by the Board of Directors on May 10, 2004

At the start of each calendar year, the leadership of the Alexandria Jaycees converts to a new Board of Directors. Since each new Board member will possess levels of leadership skills and Jaycee knowledge that range from little/none to highly experienced, one of the most immediate concerns of each administration is usually Board of Directors training.

Over the years, however, the Long Range Planning Committee has noticed wide inconsistencies in the length, quality and topics of the Board of Directors training. Some years, the training is extensive and well-constructed; other times, the training has been completely overlooked or is not very helpful. Training topics that one administration may stress heavily are often ignored by a subsequent administration that may have different goals.

Therefore, the Board of Directors agrees to allow the Long Range Planning Committee to develop and implement standardized training for each new Board of Directors so that all Board members may get the same training across multiple administrations. Board training will be conducted on a date that is convenient for both the Board of Directors and the Long Range Planning Committee, preferably prior to the Board's first planning session of the year.

At a minimum, the training will address the following leadership topics that are necessary for a successful Jaycee year (note: items do not have to be presented in this exact order, as long as they are presented in some capacity):

1. History of the Chapter

2. Chapter Structure

• Chapter organization and structure
• Regional/State/National structure
• Board Member duties
• Chapter policies & bylaws

3. Fiscal responsibility and the CPG process

4. How to be a Successful Board Member

• The art of delegation
• Your feelings vs. objectivity: doing what's in the best interests of the chapter
• Utilizing your resources

5. Basic recruitment techniques

6. Communications

• Internal
  • Communications flow from Member to Chairperson to Director to VP to President
  • Newsletter, website, list serve, eventline, flyers, postcards
• External
  • Importance of branding / Public image
  • Media relations

7. Team Building

8. Parliamentary Procedure

9. Questions & Answers Session

Reimbursement Rules and Regulations

1. All monies from project fundraisers, day-of-project admission fees, and all other cases where money is collected at a project will turned over to the chapter treasurer within 3 days of the project completion.

2. All proceeds from a project MUST be turned in before any reimbursement will be paid.

3. Reimbursement forms must be turned in within 30 days after the completion of the event for payment.

4. The appropriate VP must sign reimbursement forms before they are given to the treasurer.

5. Reimbursement forms can be given to the Treasurer at Board of Directors meetings, Executive Board meeting, Chapter meetings, or mailed in. Checks will only be written at Board of Director meetings, Executive Board meetings or other chapter events. Checks can also be disbursed by mail.

6. Under no circumstances will personal checks be converted to cash at a project where monies are collected at the door. For example: If a project is held at a bar and the Jaycees are collecting money at the door, personal checks will be accepted for any admission fees. Later on if an individual who paid for admission with a check runs out of cash, they may not come back with their checkbook to make out a check in exchange for cash from the project money collections.

7. Similarly, project chair people must turn in what they receive from collections. You may not receive $100 in cash and than write a $100 check to the Jaycees.

8. On the day of the project, if a project runs out of supplies, i.e.: ice, beer, sponges, cups, etc. money to purchase additional supplies will not come from the collections taken that day. The project chairperson must designate a person to purchase the additional supplies from money out of the designated person's own pocket. The designated person who purchases the supplies can then submit a reimbursement form to the treasurer for reimbursement after the completion of the project.

9. Members, Chairpersons and committee members are not excused from admission fees nor are they eligible for discounts when participating in projects unless it has been stated in the CPG and approved by the Board of Directors.

10. Check logs are required when any funds are submitted to the Treasurer.