BY-LAWS OF THE KENTUCKY JCI SENATE
ARTICLE I. MEMBERSHIP
Section 1. All Junior Chamber International (JCI) Senators registered with the World Secretariat of JCI are eligible for membership in this corporation, as provided in the United States JCI Senate Constitution. Membership shall be for a period of one (1) year except as defined by Article II, Section 4. No person shall be eligible for membership that owes money to the Kentucky JCI Senate at the time of application for membership or at the time of membership renewal. Membership in the Kentucky JCI Senate may be defined as follows:
Category A: A senator who receives his/her senatorship in Kentucky and who currently resides in Kentucky will have voting rights and will be eligible to run and hold any office.
Category B: A senator who receives his/her senatorship in Kentucky but does not currently reside in Kentucky will have voting rights and will be eligible to run and hold all offices except the office of president, not withstanding Article IV, Section 3.
Category C: A senator who receives his/her senatorship in another state but whom currently resides in Kentucky will have voting rights and will be eligible to run and hold any office.
Category D: A senator who is a dual member (who is a member of Kentucky and another state and does not meet the criteria of A, B, or C above, can not vote or hold any office). The dual member will be required to pay the same amount in dues as Category A, B and C members.
Category E: An associate member must have any of the following awards: Senate Friendship, Congresswoman, US Jaycee Ambassador, Kentucky Thoroughbred or another distinguished award. He/she will not have voting rights and will not be eligible to run or hold any office. The associate member will pay yearly dues, in the amount of the current Kentucky JCI Senate dues, to the Kentucky JCI Senate. The associate member will not be on the US JCI Senate roster and the Kentucky JCI Senate will retain the full amount of dues.
Category F: Honorary membership may be conferred upon any person, other than a Kentucky JCI Senator, deemed to be worthy of such recognition by two-thirds (2/3) vote of Directors present at any regularly scheduled meeting of the Board of Directors, subject to confirmation by a majority of the membership present at any regularly scheduled meeting of the membership. He/she will not have voting rights and will not be eligible to run or hold any office.
* All members must be current on yearly / lifetime dues as stated in Article II, except Category F, which does not require a dues payment.
Section 2. All applications for membership in the Kentucky JCI Senate must be submitted to the Treasurer with dues. No written application shall be necessary for renewal of membership.
Section 3. A member shall be in good standing who has complied with the dues requirements contained herein.
Section 4. Only members in good standing shall have the right to vote, hold office, and participate in functions sponsored by the Kentucky JCI Senate.
Section 5. The President of the Kentucky Jaycees or their appointee shall be a non-voting member of the Kentucky JCI Senate (unless they are dues paid Senator).
Section 6. Conduct unbecoming of a Kentucky JCI Senator can be grounds for Expulsion/Removal from the Kentucky JCI Senate.
- Upon notice of a possible infraction, the Kentucky JCI Senate Board of Directors (BOD) shall meet.
- If by a 2/3 majority vote of the BOD, the infraction shall be deemed suitable for expulsion of said member, the President shall notify the member in question by certified mail, detailing the offense, explaining that the member has 30 days to reply. If no response is received, expulsion shall be considered accepted by said member.
- The member can respond to the infraction either in person or in writing. The member may choose to have the issue decided by either:
1. The BOD at a meeting scheduled as soon as reasonably possible.
2. The general membership at the next regularly scheduled meeting.
d. If the member should choose to have the general membership decide the issue, the meeting would then move to executive session, consisting of membership category’s A, B, C.
e. Expulsion/Removal will require a 2/3 majority vote, whether by BOD or general membership.
f. Expulsion of a life member would entail that member to no refund of life member dues.
ARTICLE II. DUES
Section 1. The annual dues for members shall be that amount as determined from time to time by a majority vote of the Board of Directors. First payment of dues shall determine a member’s Anniversary Date. Each succeeding year, the member’s dues shall be payable on or before the Anniversary Date.
Section 2. Members whose dues are in arrears for a period of ninety (90) days of their Anniversary Date shall be suspended from membership on the ninety-first (91) day. Notice of delinquency will be sent to the member whose dues are in arrears thirty (30) days after the due date.
Section 3. Members suspended for non-payment of dues may be reinstated by payment of current dues.
Section 4. A life Membership shall be ten (10) times the current annual dues.
ARTICLE III. LIFE MEMBERSHIP COMMITTEE AND LIFE MEMBER FUND
Section 1. There will be a five (5) person trusteeship set up to control these funds. The President and Chairman of the Board of the Kentucky JCI Senate will serve one (1) year terms as trustees, during their term of said office, and the remaining three (3) trustees will serve a staggered three (3) year term, with a trustee being elected each year at the annual meeting. The elected trustees must be existing Life Members. The existing Life Members shall meet previous to the Annual Meeting and shall recommend to the general membership the new trustee to be elected each year.
Section 2. The Life Membership Committee shall maintain control of funds in the Life Member Fund and will disperse annually to the Treasurer of the Kentucky JCI Senate the amount needed to pay the Life Members renewal dues for the current fiscal year, unless waived by the Kentucky JCI Senate. A majority of the Committee will constitute a quorum on matters concerning the Life Member Fund.
Section 3. Accounting of the condition of the Life Member Fund shall be submitted to the Treasurer of the Kentucky JCI Senate by the trustees prior to the Annual Meeting of the Kentucky JCI Senate and maintained in a separate fund entitled “Life Member Fund”.
ARTICLE IV. GOVERNMENT
Section 1. The government of this organization shall be vested in a Board of Directors comprised of a President, a Vice President, a Secretary, a Treasurer, a Sergeant at Arms, and Chairman of the Board, who are at the will of the membership.
Section 2. The Board of Directors shall have the control and management of the property of the organization subject to the will of the membership. Funds of the organization can only be withdrawn from the bank with which they are on deposit by the signature of the President or Treasurer. All disbursements for organization funds shall be by check only, and with the prior approval of the Board of Directors.
Section 3. It shall be the duty of each of the Board of Directors to attend all Board and Membership meetings. Any Officer or Director who is absent without excuse for two (2) consecutive Board and /or Membership meetings may be requested by the Board of Directors to submit a letter of resignation to the Board of Directors.
Section 4. Vacancies on the Board of Directors, whether appointed or elected, shall be filled by Presidential appointment, with the approval of the Board of Directors, and shall serve the remainder of the term.
Section 5. The Board of Directors shall:
- Examine and make recommendations on progress, philosophies, budget, and policy.
- Have power to remove and reinstate members.
- Approve delegations to National and International Conventions.
- Conduct any other business as may be presented from time to time.
Section 6. Ex-officio members of the Board of Directors shall not have a vote on the Board.
Section 7. A quorum shall be 50% plus one of the voting members of the Board of Directors.
Section 8. Voting by the General Membership will be required for the approval of all resolutions, to approve policy, programs, philosophies, and financial plans.
ARTICLE V. ELECTIONS
Section 1. A nominating / fair elections committee comprised of not less than two (2) nor more than four (4) of the most recent Past Presidents shall be appointed no later than the regular meeting immediately preceding the Annual May Meeting.
Section 2. No member of the nominating committee shall be eligible for nomination for any office, but can be nominated from the floor during the elections.
Section 3. Forty Five (45) days prior to the May Annual Meeting, the nominating committee will submit to the Secretary in writing, the names of candidates for election. The Secretary will notify the membership at least thirty (30) days prior to the May Annual Meeting a list of all candidates.
Section 4. Nominations from the floor may be made immediately prior to balloting.
Section 5. Only members whose dues are currently paid may cast a ballot in the annual election.
Section 6. At the annual election, there will be elected a President, aVice President, a Secretary, a Treasurer, and a Sergeant at Arms, all of whom constitute the Officers of this organization, and will serve for one (1) year terms. Any unfilled executive officer positions will be appointed by the President, subject to approval of the membership.
Section 7. In the case of contested elections for any office, voting shall be by individual secret ballot and no person will cast more than one (1) ballot for any one office. Proxies will not be recognized. A candidate’s representative shall be permitted to witness the counting of the votes, if desired.
Section 8. Officers and Directors will take office effective immediately following the election upon being sworn into officeat the May Annual Meeting.
Section 9. The immediate Past President of the Kentucky JCI Senate shall be known as the Chairman of the Board and is a voting member of the Board of Directors.
Section 10. Qualifications for election to office:
- President – Must be a member in good standing of the Kentucky JCI Senate and must have served at least one (1) year as an officer prior to seeking this office. Candidate can not hold any type of local, state, national, or international office while serving as Kentucky JCI Senate President.
- All other elected officers – Must be member in good standing of the Kentucky JCI Senate for at least one (1) full year.
ARTICLE VI. MEETINGS
Section 1. Annual Meeting: The annual meeting of this organization will be held in May as determined by the Board of Directors. Notice of this meeting will be mailed to each member at their last known address (mailing and/or e-mail) at least thirty (30) days prior to the election meeting.
The mailing noted in Article V, Section 3 will be deemed sufficient to meet the needs of both by-laws.
Section 2. Regular Meetings: There will be two (2) regular meetings held throughout the year with the dates, location, and time determined by the Board of Directors. Notice of these meetings must be sent to all members at their last known address (mailing and/or e-mail) at least 30 days prior to the meeting except in an emergency situation when the originally scheduled date and/or location needs to be changed. Notice should be sent to all members as soon and as best as possible.
Section 3. Board of Directors Meetings: the President shall designate the location and time of these meetings. Sufficient notice shall be given to all Board Members.
ARTICLE VII. DUTIES OF OFFICERS
Section 1. Each officer shall provide a report to the membership at all Regular and Board Meetings identifying their official activities.
Section 2. The President is the Chief Executive of the organization and shall supervise the affairs and activities and will make an annual “State of the Organization” report to the membership prior to the elections.
Section 3. The Vice President shall preside at Membership and Board Meetings in the absence of the President. The Vice President shall also work with the President on internal affairs such as membership, public relations, the newsletter, and related internal programming. In addition, the Vice President will work with the President on all external and international affairs conducted by the Kentucky JCI Senate and other duties as may be assigned by the President.
Section 4. The Secretary shall give the Secretary’s report at each Membership Meeting and shall:
- issue notices of Regular and Special meetings.
- record and maintain minutes of all meetings.
- handle the correspondence for the organization.
Section 5. The Treasurer shall give a Treasurer’s report at each Membership meeting and shall:
- issue notices of dues at least 30 days in advance.
- maintain accurate accounting records for the disbursement and collection of all monies for the organization and Life Member Fund.
- most recent bank statement shall be included in each general membership meeting written report, detailing current and projected financial status. Past 12 months statements shall be available for review upon request.
- The office of Treasurer shall be limited to 2 consecutive elected one (1) year terms.
- Maintain and file all necessary government documents
i. Kentucky Secretary of State
ii. Internal Revenue Service
Section 6. The Sergeant at Arms shall be responsible to maintain orderly meetings and to also maintain discipline and order in the Senate Hospitality Suite at all times. Also to make sure that all those participating in the Hospitality Suite are current paid members or guests of paid members.
Section 7 In accordance with the Kentucky Jaycee Foundation By-Laws the sitting Senate President will serve a one (1) year term on the KYJC Foundation Board effective January 1 – December 31 each year.
ARTICLE VIII. COMMITTEES
Section 1. A committee will be known as a working body of organization members to accomplish a specific goal.
Section 2. The Board of Directors will determine the specific internal and or external committees necessary to accomplish the organization’s yearly goals.
Section 3. All Committee Chairmen, Vice-Chairmen, and members will be appointed by the President, subject to the approval of the Board of Directors.
Section 4. The President and Executive Vice President shall be ex-officio members of each committee.
Section 5. Committee Chairmen shall maintain the necessary records, and the committee shall meet as often as necessary to accomplish the committee’s goals, with reports being made at Membership Meetings.
ARTICLE IX. REGION 5 NATIONAL VICE PRESIDENTS
Section 1. The eldest Kentucky JCI Senate Past President shall have the first right of refusal for the nomination to the office of Region 5 National Vice President.
Section 2. If the eldest should pass, the next eldest will then have the opportunity, until all Past Presidents may pass.
Section 3. If all Past Presidents pass, the Kentucky Senate will pass its turn in the Region 5 rotation.
ARTICLE X. RULES OF ORDER
Section 1. The most recently revised “Robert’s Rules of Order” shall govern the proceedings of all meetings of the organization and its constituent parts, or as provided in the By-laws (which supersedes Robert’s Rules of Order).
ARTICLE XI. DELEGATIONS
Section 1. Delegations consisting of not more than two (2) officers starting with the President and one (1) other in descending order shall represent the vote and or will of the Organization at National and International conventions. Such delegates shall exercise only those powers vested in them by the Board of Directors. Their registration fees shall be paid from the organization funds subject to the approval of the Board of Directors and availability of funds.
ARTICLE XII. RESOLUTIONS
Section 1. All resolutions shall be presented to the Board of Directors prior to any Regular Meeting.
Section 2. A resolution may be accepted by a simple majority of members present at any regular or special meeting.
ARTICLE XIII. POLICY
Section 1. From time to time the Board of Directors, as it deems proper, may establish and alter Policies regulating the regular and normal affairs of the Organization so long as such policies do not conflict with the By-laws or the laws and policies of bodies to which this organization is affiliated. Such Policies shall be announced to the membership and published in the Minutes of the pertinent meeting of the Board of Directors; and such policies shall be kept together in written form by the Secretary and attached to the By-laws.
Section 2. It is recommended that each incoming Board of Directors review current Policies of the Organization and at that time approve Policies in effect or make changes as they deem proper.
ARTICLE XIV. AMENDMENTS
Section 1. These By-laws may be amended by a two-thirds (2/3) vote of the members present at any regular or special meeting provided written notice of the proposed action has been given to each member at their last known address or email address at least thirty (30) days prior to the meeting.
Section 2. A by-laws committee will be appointed by the current Presidentto review these by-laws and submit proposed changes and updates as may be needed.
POLICY MANUAL OF THE KENTUCKY JCI SENATE
Policy 1. Budget/Treasurer
Section 1. Budget is defined as projected income or expense only.
Section 2. A budget for the new physical year beginning June 1 shall be submitted by the incoming Treasurer for approval at the first regularly scheduled Board of Directors meeting following the May Annual Meeting.
Section 3. The approved budget shall be available upon request by the membership no later than 60 days after June 1.
Section 4. No budget shall be approved that contains a projected deficit.
Section 5. Approved budget line items may be increased or decreased only by the action of the Board of Directors.
Section 6. Notify the general membership of unpaid and or ‘missing” members for assistance in retention / reactivation efforts.
Section 7. The outgoing Treasurer shall submit at the May Annual Meeting a year end financial statement showing income and expenses for the year as well as a year end statement of assets and liabilities.
Section 8. An audit committee can be appointed by the President to conduct an audit annually, based upon the year end financial statement submitted by the Treasurer. This audit must be completed by the first All State Meeting following the May Annual Meeting.
Section 9. No funds of this organization may be administered by anyone except the Treasurer or President without the approval of the Board of Directors.
Section 10. All monies received shall be deposited within ten (10) days of being received.
Section 11. No Kentucky JCI Senator shall charge any expenditure to this organization without authorization from the Treasurer and approval of the President. Anyone in violation of the above shall be held liable for the charged expense.
POLICY 2. GENERAL
Section 1. Per Article II, Section 1 of the By-Laws – Annual dues may be changed as deemed necessary.
Section 2. The Kentucky JCI Senate will pay for and give new members their Kentucky JCI Senate name badge upon payment of their first year’s annual or Life Member dues.
Section 3. Life members may receive
a. a Life Membership name badge, certificate, and/or card.
- all issues of the State and National newsletter.
Section 4. Mailings – All mailings of the Kentucky JCI Senate shall be by the most cost efficient means available.
Section 5. Hospitality Room
- Each Senator is responsible for their conduct and that of any guest they bring into the Kentucky JCI Senate Hospitality Suite. Any Senator or their guests who become loud, belligerent or disorderly will be asked to leave the suite.
- Kentucky JCI Senators are responsible for the payment of any required fees or donations to the Hospitality Suite Donation Box for guests they bring to the suite.
- Unless special circumstances exist, any one Kentucky JCI Senator is only allowed to bring one (1) guest at a time into the Hospitality Suite.
Section 6. As it is the intent of the KY JCI Senate to support the KY Jaycees, the KY JCI Senate will make every effort to meet jointly at the KY Jaycee Annual Meeting in January and their May meeting each year.
Section 7. These Policies may be amended by a majority vote of the Board of Directors.
Proposed addition: The Kentucky JCI Senate waive 1st year dues for new Kentucky Senators and pay their first years US JCI Senate dues.
Bylaw and Policy Revisions
Last known revision August 6, 2011