The Raleigh
Jaycees Board Meeting Minutes 8-26-08
Attendance: Ed
Blackman, Jamilyn Cole, Linnell Compton, Cliff Hamilton, Stacy Hanna, Paul
Hoover, Michael McKnight, Karen Ray, John Sauter, Pat Sauter, Mona Shah,
Heather Snyder, Melissa Taylor, Khaner Walker, Beth Worsley, Jeff Zabawa, Andy
Zeh
Call
to Order – Paul Hoover
Pledge of Allegiance
Presentation
of Initial/Final CPGs:
Project:
Wine & Tapas Tasting Initial CPG by Jennifer Roberts; Karen Ray motioned to
approve the CPG as written with a $100 appropriation. Pat Sauter seconded the
motion. Discussion: know that you will do a great job, thanks for running the
project, know it’s hard dealing with the alcohol policy; looking forward to the
event; motion passed.
Project:
Summer Sand Volleyball Final CPG by Peter Ansbacher; Jamilyn Cole motioned to
approve the CPG as written with a return appropriation of $2.77. Khaner Walker
seconded the motion. Discussion: Great event for the chapter, good to see
veteran member run projects, need to change amount in the budget – total not
adding correctly; motion passed.
Project:
Red, White, and Blue Picnic Final CPG by Allison Anderson; Karen Ray motioned
to approve the CPG as written with a return appropriation of $586.73. Motion
seconded by Pat Sauter. Discussion: had a great time, enjoyed the games, thanks
for running the project, Allison thanked everyone for the project chair award;
Allison asked if you have any pictures to please email them to her for the CPG
book; motion passed.
Project:
Haunted House Initial CPG by Dave Gill; Pat Sauter motioned to approve the CPG
as written with a $27,900 appropriation from the chapter. Melissa Taylor
seconded the motion. Discussion: Looking forward to the haunted house this
year; Dave has a lot of great ideas, large items in the budget; hoping to get
donated; talked about unguided house and will be looking into it further with
Michael and Paul with insurance issues; motion passed.
Project:
Fall Turkey Shoot Initial CPG by Carter Pettibone; Melissa Taylor motioned to
approve the CPG as written with a $36,200 appropriation from the chapter. Pat
Sauter seconded the motion. Discussion: appreciate your dedication to this
Chapter, running the blackout party as part of this project; everyone will know
what they are working towards; appreciation events will be added into this
instead of blackout party; questions on insurance about serving alcohol;
questions on having the blackout party and not having it planned in this CPG;
important details are missing from this CPG; ask for seasoned member to be
blackout chair; Ed Blackman made a friendly amendment to remove the $1,500 from
the appropriation and to appropriate it to the appreciation event for the fall
projects; Melissa Taylor accepted this amendment. Appropriation for the Turkey
Shoot is now at $34,700. Also asked chair to change name of vice chair to TBD
based on questions asked about lifetime members. Motion passed.
Ed
Blackman sending around copies of the proposals for the bylaw changes; will
vote on the proposals as a block if we don’t need to have discussions. Please
let Ed know before we get to New Business if you have issues with any of the
proposals.
Award
nominations for Monthly and Trimester awards were held.
Ways
and Means Area Update – Melissa Taylor – looking for a location for the haunted
house, if anyone sees anything then contact Dave Gill; Carter will be running
the Turkey shoot; State Fair added an extra day and pushed it back a week;
trying to make it possible to run both projects at the same time; looking for
someone to chair the fall project appreciation event and will encourage that
person to work closely on this with the project chairs; questions on Dave as
chair and his leadership; his expectations – things have turned around; thanks
so much for helping out with PONY. We will be wrapping up at the second GMM in
September.
Future
of PONY – Carter Pettibone presented information on running two age groups for
next year; information was sent out on board list; At this time PONY only wants
a verbal agreement – we are interested in moving forward; we can back out if we
find other issues; they are currently looking for groups in this area if we are
not interested in running the Tournament. Heather Snyder made a motion to
accept the information presented by Carter and move forward with adding
additional age groups to the Tournament. Motion seconded by Melissa Taylor.
Michael McKnight friendly amended the motion to read: I would like to make a
motion that we move forward with good faith negotiations for adding additional
age groups and hosting the tournament for additional years in the future and we
are not committing at this time. Carter Pettibone will be the representative at
this time. Amended motion seconded by Khaner Walker. No other discussion;
motion passed.
Membership
Area Update – Membership Team in Ali Houchin’s absence – open houses will be
run at the director level since no one stepped up to run the project;
activation is going well; will be sending out info for members to sign up to
volunteer; 3rd trimester socials run on director level; new member
fall kick-off will come up soon; don’t have any of the numbers – asked to email
out to the board; questioned about project being run on director level if not
done by chair.
Individual
Development Area Update – Jamilyn Cole – have provided great opportunities this
year; great to have some competitors winning at the state level; home
improvement project – Adam will be the chair; some projects are almost done;
have a few projects still having events; any plans for tools training – don’t
have a chair at this time; want to have options for people to have other
projects to attend besides Turkey shoot and Haunted house.
Business
and Communications Area Update – Beth Worsley – thank you to everyone for your
patience in this area; working to figure out what needs to be done and how we
can still get it done; Meagan O’Dowd has stepped up to help with PR/marketing
info; Karen Ray will be the director over the Installation Banquet; John Sauter
will be office assistant; Pat Sauter will be the director over the Ski Trip;
working on marketing for projects; please remind the project chairs that we
need info for marketing early; working on booth at the Convention Center grand
opening; Beth could use some help at this event; Discussions with NBC-17
meeting about new website – working on haunted house and chapter level; put out
stories and then put up on news; office design – basic design of the room now;
will have smaller tables; will have a screen in the corner; back corner will be
the info center; will make room for food and will have a workstation. Continue
to keep it clean; please clean up after yourselves – we have visitors that come
in on a regular basis; submit your article for Jaycall; have project chairs –
Allison Anderson for Installation Banquet; Leah Breckstein for Ski trip; if you
know of any marketing opportunities – please let us know – Harleyfest is coming
up; Ed Blackman – website – excuse the delays; will be making the changes and
sending out to the board again.
State
Director Area Update – Stacy Hanna – had a great time at convention; won lots
of awards and will be giving them out at the GMM next week; did have two
winners that are possible to go to national convention; will get email out of
idea on motion for money to send the winners to national convention; great
opportunity for these folks
Treasurer
Area Update – Heather Snyder – any checks/deposits get those to me tonight;
will be updating the budget report and getting that out to everyone once we get
number for PONY wrapped up
Legal
Counsel Area Update – Michael McKnight – everything has already been discussed.
Secretary
Area Update – Heather Snyder – Heather motioned to approve the minutes for the
July meeting. Jeff Zabawa seconded the motion. No discussion. Motion passed.
Please get your agenda topics to me early – this will be the different format
for the GMM
New
Business:
Jeff
Zabawa mentioned that he was elected as VP for the State JCs at Convention;
Stacy Hanna will be a regional director; looking forward to new positions
Bylaws
Committee Update – Ed Blackman – Ed Blackman motioned to include the report of
the committee to be entered into the minutes so that the proposal and rationales
would be available to future boards. Seconded by Stacy Hanna; motion passed.
Please see attached proposals. Ed Blackman motioned to allow him to use the
Chapter announce list to send info to the members about the bylaws and updates
from tonight’s meeting. Motion seconded by Stacy Hanna. Motion passed. We have
seven proposals with only one needing further discussion. Ed Blackman motioned
for the board to endorse proposals 1-4 and 6-7 as presented by the bylaws
committee. Stacy Hanna seconded the motion. Discussion: had plenty of
discussion by email; motion approved. Ed Blackman motioned for the board to
endorse proposal 5 as presented by the bylaws committee. Stacy Hanna seconded
the motion. Discussion: this proposal changes the bylaws that changes practice,
only title of VP as it stands now; Membership VP would get the roster
responsibilities; Beth Worsley would like to see a VP of Communications; in the
past we had designated VPs but bylaws committee feels not necessary to have as
chapter is run; motion passed.
No
other business.
Meeting
adjourned with the JC Creed.
2008
Raleigh Jaycees Bylaws and Policies Committee Report to the Board Attached
below:
Proposal
1:
To strike the
words “tenth day of the month established as the anniversary month” in Article
IV, section 1, and replace them with “renewal date
established by the North Carolina Jaycees”.
ARTICLE IV DUES
Section 1. AMOUNT
Membership dues in the Raleigh Jaycees shall be determined by
the Board of Directors on a per annum basis, payable annually in advance no
later than the tenth day of the month established as the
anniversary monthrenewal date established by the North Carolina
Jaycees. The dues may be increased the exact amount of any State
or National Jaycee dues increase without an amendment or modification of these
Bylaws. Any additional dues increase will require a majority vote by those
members present at any General Membership meeting. Written notification must be
given to all members two weeks prior to voting.
Rationale:
This bylaw dates
from the time when the end of anniversary month was the due date for membership
renewals. It has changed since then, so
we need to update our bylaws accordingly.
However, rather
than changing our bylaws to comply with the current NC Jaycee policy, which may
change again in the future, the Bylaws committee believes that it would be best
to change the bylaws to track future changes.
We therefore
recommend that our bylaws should be changed to specify that annual dues are due
on the renewal date set by the NC Jaycees.
Proposal
2:
To strike the
text “an exofficio member” in Article V, section 1, paragraph A, subparagraph
(i), and replace it with “a non-voting ex-officio member”.
ARTICLE V BOARD OF DIRECTORS
Section 1. GENERAL PROVISIONS
(A) Composition
(i) The Board of Directors shall include the President, up to
six (6) Vice Presidents, Secretary, Treasurer, Assistant Treasurer, State
Director, Publicity Director, Legal Counsel, Immediate Past President and ten
(10) additional directors. An additional director shall be added to the Board
for each additional twenty members over two hundred (200) who shall join the
Raleigh Jaycees. The additional directors will be determined by the membership
total as of January 1 of the current year, and the total number of directors
shall not exceed fifteen (15). The Immediate Past President shall automatically
become a member of the Board of Directors for a term of one (1) year and shall
serve as Chairman of the Board of Directors. Any local member who shall hold office
as an officer of the United States Jaycees or the North Carolina Jaycees shall
during such term of office automatically become and remain an non-voting exofficio
member of the Board of Directors.
Rationale:
Raleigh Jaycees
members who become officers in the
We determined
that ex officio directors can be a valuable communication channel between our
chapter and the NC and US Jaycees, and so should be retained. However, we determined that they should not
be voting members because they have not been elected to represent the Raleigh
Jaycees, and because their duties to the NC or US Jaycees may not always allow
them to attend board meetings regularly.
We therefore
recommend that our bylaws should be changed to specify that ex officio directors are non-voting members
of the Raleigh Jaycees Board of Directors.
Proposal
3:
To strike the
entire text of Article VI, section 4 and replace it with “A new election will
be held to fill any vacancy after annual elections and before installation.
Members seeking office shall inform a member of the Nominations and Elections
Committee no later than one week prior to the general membership meeting at
which the member seeks to be elected.
The membership shall be notified of nominations via an official Raleigh
Jaycees announcement email list (such as Broadcast) on the Sunday prior to each
general membership meeting. Nominations
of such members shall be made by the Nominations and Elections Committee at the
beginning of that meeting as the first order of business, followed by the
election. Time will be allowed for
candidates to address the membership in accordance with Article VI, section 2,
paragraph B (iii).”
ARTICLE VI NOMINATION AND ELECTION OF OFFICERS
Section 4. VACANCIES AFTER ANNUAL ELECTIONS AND BEFORE INSTALLATION
A new election will be held to fill the any
vacancy after annual elections and before installation.
Members seeking office shall inform a member of the
Nominations and Elections committee no later than one week prior to the general
membership meeting at which the member seeks to be elected. The membership shall be notified of any
such nominations via an official Raleigh Jaycees announcement email list (such
as Broadcast) on the Sunday prior to each general membership meeting. Nominations of such members shall be made by
the Nominations and Elections committee at that meeting, followed by the
election. Time will be allowed for
candidates to address the membership in accordance with Article VI, section 2,
paragraph B (iii).Nominations will be
made at a general membership meeting followed by the election at the next
general membership meeting.
Rationale:
Our current
bylaws were instituted at a time when contested elections for offices other
than President were more common, and the weeks between nomination and election
to fill a vacancy allowed members the time to consider the alternatives. Now, however, contested elections for offices
other than President are very rare, and the delay serves little real
purpose. Additionally, the weeks between
nomination and election drags out the efforts of a President-elect to fill
vacant positions and get the incoming board members up to speed.
The Bylaws
committee wanted to continue to have the Raleigh Jaycees membership elect board members prior to
installation, and to retain some period to allow members to consider their
votes, while also speeding up the process of filling the board after annual
elections.
We therefore
recommend that our bylaws dealing with vacancies between our annual elections
and installation should be changed to open nominations at the beginning of a
general membership meeting, have them remain open through the meeting, and have
the election at the end of the meeting.
Proposal
4:
To strike the
last sentence in Article VI, section 7, and replace it with “A member holding
the position of Legal Counsel, Treasurer, Assistant Treasurer, or Publicity
Director may hold the same position for up to two consecutive terms. No other Board Member shall hold the same
position with substantially similar duties two consecutive terms. Term limits for any office may be lifted by a
2/3 vote of the membership present at the second general membership meeting in
September, provided that the membership is notified in writing of such a vote
fourteen (14) days prior to the meeting.”
ARTICLE VI NOMINATION AND ELECTION OF OFFICERS
Section 7. RE‑ELECTION
Any member of the Board of Directors of the Raleigh Jaycees,
provided such members qualifications are certified by the Nominations and
Elections Committee, may be re‑elected to serve. A member holding the
position of Legal Counsel, Treasurer, Assistant Treasurer, or Publicity
Director may hold the same position for up to two consecutive terms. No otherHowever, no
Board Member shall hold the same position with substantially
similar duties for two consecutive full terms. Term limits
for any office may be lifted by a 2/3 vote of the membership present at
the second general membership meeting in September, provided that the
membership is notified in writing of such a vote fourteen (14) days prior to
the meeting.
Rationale:
One of the missions
of the Raleigh Jaycees is leadership development, and to that end our bylaws do
not allow board members to remain in the same position for more than one year,
since doing so prevents others from having the opportunity to learn from the
challenges and opportunities of that position.
However, some of the more technically oriented positions have proved
challenging to fill with a new person each year. It is not uncommon to have the same person
hold the same position for two years, sometimes using the “two consecutive full
term” loophole: resigning on December 30 of the first term and retaking office
on January 1 of the second term.
Additionally, in
the past our bylaws created very specific positions for each VP and director: a
candidate would not run for VP, but to be the Management Development VP, for
example. The Bylaws committee believes
that when we revised our bylaws to have the VPs elected into a generic VP role,
with duties specified by the President, this provision was missed. Because the positions of VP and director no
longer have specific titles, we currently should not allow someone to run for VP if they are
currently a VP, or director if they are currently a director.
The Bylaws
committee believes that that should be allowed, as long as the person is
assigned different duties in the new position, allowing them to continue their
development as a leader of the chapter.
We therefore
recommend that our bylaws should be changed to allow the Legal Counsel,
Treasurers, and Publicity Director to serve two consecutive terms, to clarify
that holding the same position in two consecutive terms with different duties
is allowed, and to close the “full term” loophole.
Proposal
5:
To insert a new
sentence at the end of Article VII, section 5 reading “One Vice President shall
be designated the Membership Vice President, and shall be assigned the duty to
ensure that an accurate record of the membership of the organization exists and
is maintained accordingly” and strike the words “insure that an accurate record
of the membership of the organization exists and is maintained accordingly, and
shall” from Article VII, section 6.
ARTICLE VII DUTIES
Section 5. VICE PRESIDENTS
Each of the Vice Presidents shall carry out all duties assigned to him or her by the President or the Board of Directors. One Vice President shall be designated the Membership Vice President, and shall be assigned the duty to ensure that an accurate record of the membership of the organization exists and is maintained accordingly.
Section 6. SECRETARY
The Secretary shall report directly to the President unless
directed otherwise. The Secretary shall insure that an accurate
record of the membership of the organization exists and is maintained
accordingly, and shall notify all members of the time, place and
purpose of all special meetings. They shall keep, except as noted in Article V
Section 1 Subsection E, and make available an accurate record of the
proceedings of all regular and special meetings of the organization and shall
serve as Secretary of the Board of Directors and shall, in general, do and
perform all duties usually incident to the office of Secretary.
Rationale:
We currently
give the responsibility of maintaining the roster to the Membership VP. This proposal changes our bylaws to reflect
current practice.
Additionally,
this section of our current bylaws does not give any VP any title other than “Vice
President”, but other sections give responsibilities to the “Membership Vice
President”. This change ensures that one
VP will be designated the Membership VP for the purposes of those
responsibilities, while still allowing the President and Board of Directors to
assign other duties as they see fit.
We therefore
recommend that the bylaws should be changed to create the office of Membership
Vice President, and that the duty to maintain the roster should be transferred
to that office.
Proposal
6:
To strike the
third sentence of Article VII, section 7, paragraph A and replace it with “All
money shall be deposited by the Treasurer, Assistant Treasurer or by any other
individual designated by the Board of Directors in a bank and account chosen by
the Board of Directors.”
ARTICLE VII DUTIES
Section 7. TREASURER AND ASSISTANT TREASURER
(A) Treasurer
The Treasurer shall report directly to the President unless
directed otherwise. The Treasurer shall handle the money of the organization
and faithfully account therefor. All money shall be deposited by the Treasurer,
Assistant Treasurer or by any
other individual designated by the Board of Directors in a bank and
account, to be chosen by the Board of
Directors, to the credit of the Raleigh Jaycees.
Money shall be withdrawn only upon check signed by the Treasurer, Assistant
Treasurer or by three (3) other individuals designated by the Board of
Directors. All checks greater than One Thousand Five Hundred Dollars
($1,500.00) shall require a check request bearing the signature of the
President and one Vice President.
Rationale:
Currently, our
bylaws state that “All money shall be deposited by the Treasurer”. However, during our large Ways and Means
projects, we collect large sums of money every day for many sequential
days. Our Legal Counsel thinks that the
bylaws could be read to allow our current practice of permitting the Treasurer
to delegate the duty to deposit to the Finance Subchair of the project. However, the Bylaws committee believes that
we should change the bylaws to officially allow the duty to deposit to be
spread out, while requiring the additional protection of requiring board
approval of any individual other than the Treasurer and Assistant Treasurer.
Additionally,
the meaning of last part of the sentence was not clear to the members of the
Bylaws committee, to the point that we sought clarification from our Legal
Counsel. We believe that the changes
preserve the original intent, while making that intent much more clear to less
experienced readers.
We therefore
recommend that our bylaws should be changed to allow other individuals to be
given the authority to deposit money, and to clarify where that money should be
deposited.
Proposal
7:
To strike the
double period at the end of Article V, section 1, paragraph B and replace it
with a single period; to strike the words “by the a member” in Article VI,
section 2, paragraph B, subparagraph (i) and replace them with “by a member”;
to strike the word “therefor” in Article VII, section 7, paragraph A and
replace it with “therefore”; to strike the word “counselthe” in Article VII,
section 9, paragraph B and replace it with “counsel the”.
Rationale:
Our current
bylaws contain some typos: extra punctuation, extra or misspelled words, and a
missing space.
The Bylaws committee therefore recommends that our bylaws should be changed to fix those errors.