2018-19 DM Program Handbook test

PROGRAM HANDBOOK

DES MOINES CHAPTER

JACK & JILL OF AMERICA, INC. | 2018-2019

DES MOINES CHAPTER

JACK & JILL OF AMERICA, INC.| 2018-2019

PROGRAM DIRECTOR I Dimeka Nichols Jennings
PRESIDENT I Kimberly Hines

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Kimberly Hines JACK AND JILL OF AMERICA, INC.
President
DES MOINES
Betty Andrews
Vice President October 28, 2018

Dimeka Jennings Greetings Distinguished, Dazzling & Dedicated Des Moines Chapter Mothers,
Program Director
I am delighted to welcome you to the 2018-2019 program year. It has been said on
Tasha Turner numerous occasions that programming is the “heart” of Jack and Jill of America,
Recording Secretary Incorporated. I strive to expand on this very accurate description, with the
theme, “Our Children, Our VIPs.” VIP is the abbreviation for “Value Ingenious
Diondra Gamblin Programming!” As Mothers, I know that we will continue laying the educational,
Corresponding cultural, and social foundation which will enable our children to meet the demands
Secretary of a globally expanding society. Our membership in Jack and Jill of America, Inc. is a
special one, as we are a sisterhood of mothers committed to working together to
Ayesha Sonoiki give our children all the tools necessary to be successful in life.
Treasurer
I am so excited about the endless possibilities that this programming year offers.
Shondalette Your skills and assets will help us to exceed all expectations in planning activities
Andrews for our children, and we are working toward Five Star Excellence in all our
Financial Secretary operations! We have new mother members and their families to forge relationships
with new programming ideas to inspire us, and new challenges to learn from. It is my
Tara Buie sincere intent that we stay focused on our national motto “Let’s work, let’s play,
Editor let’s live together” as we continue to make a difference for our children and the
children in our community!

Thank you for your commitment to our Chapter’s future and I look forward to
working with each of you.

Kimberly R. Hines

Kimberly R. Hines
President, Des Moines Chapter
Jack and Jill of America, Inc

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TABLE OF CONTENTS

1 Section 1A: National
Section 1B: Foundation
Section 1C: Regional

Chapter History
Chapter Boundaries

2 Chapter Officers
Chapter Teen Officers
Chapter Roster
Chapter Grade Group Rosters
Chapter Committees
Chapter Budget
Chapter Bylaws

3 Carole Robertson Memorial Day
Jack and Jill Day
Founders’ Day
National Black Family Day

4 Explorers Calendar (Pre-School – Kindergarten)
PathFinders Calendar (Grades 1-3)
Range Rovers Calendar (Grades 4-6)
Black Leaders of Tomorrow (Grades 7-12)

5 National Programming Thrust

6 Associates Roster

7 Annual Programming Meeting Notes

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SECTION 1A:
JACK AND JILL OF AMERICA, INCORPORATED – NATIONAL

Jack and Jill of America, Incorporated NATIONAL information is available on the national
website via the member private portal at http://members.jackandjillinc.org/. Please access
the information as needed.
• National Organization Objectives and Aims
• National Motto and Pledge
• National Prayer
• National Hymn
• National Colors, Flower and Emblem
• National History
• National Governance Overview
• National Constitution and Bylaws
• National Directives and Resolutions from the National Executive Board since the last
National Convention
• National Member Code of Ethics (see Policies and Procedures Manual)
• National Organizational Chart
• National Pertinent Facts and Dates to Remember
• National Officer Roster with contact information including elected and appointed national
officers
• National Headquarters contact information including Executive Director • National Census
and Demographics
• National JJOA Chapters by State
• National Theme (current theme, “The Power to Make a Difference” should be referenced
throughout Program Handbook)
• National Programming Thrusts

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SECTION 1B:
JACK AND JILL OF AMERICA FOUNDATION

Jack and Jill of America, Incorporated FOUNDATION information is available on the national
website via the member private portal and at http://members.jackandjillfoundation.org/.
Please access the information as needed.

• Jack and Jill Foundation Overview
• Jack and Jill Foundation Executive Director and Board

FOUNDATION OVERVIEW

Jack and Jill of America Foundation is the philanthropic arm of Jack and Jill of America, Inc.
Since its inception in 1968, the Foundation has distributed millions of dollars to communities all
across America.

In so doing, the Foundation is fulfilling its shared vision with Jack and Jill of America, Inc. to
invest in the future of our children. The Foundation supports programs that not only create
opportunities and challenges for children to learn and practice leadership skills but also build
leadership character in youth. The ultimate goal of every Foundation grant dollar is to
empower young people to make the right life choices. Programs funded by the Foundation
are improving academic test scores, raising literacy and mathematical competencies,
encouraging cultural consciousness and instilling moral and social responsibility in America’s
youth. The Foundation’s activities match the stated philanthropic interests of the Jack and Jill
of America membership. To that end, the Foundation’s giving is directed to chapters,
organizations and communities that are helping our children reach their fullest potential.

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SECTION 1C:
JACK AND JILL OF AMERICA, INCORPORATED

(REGIONAL INFORMATION)

Jack and Jill of America, Incorporated REGIONAL information is available
on the national and regional websites. Please access the information as
needed.
• Regional History
• Regional Map (including chapters listed by state)
• Regional (Calendar) Dates to Remember
• Regional Officer Roster with contact information including elected and
appointed regional officer

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CENTRAL REGION I HISTORY

The Central Region is one of the seven regions established under the regional plan of
organization committee and finally adopted by the national body at the annual
convention in San Francisco in 1957. The Central Region covers the largest
geographical area in Jack and Jill spanning the heartland of America, from the
mighty Mississippi River to the rustic Rocky Mountains. Currently, there are 16 chapters
in seven states that stretch north to Iowa, south to Oklahoma and Arkansas, east to
Illinois, and west to Colorado. States rounding out the rest of the region are Missouri
and Kansas.

At the first Mothers’ Regional The region has hosted five national
Conference held in 1959, eight conventions in 1953 (Memphis, TN),
chapters made up the region including 1958 (St. Louis, MO), 1976 (Denver, CO),
Memphis, TN; St. Louis, MO; Tulsa, OK; 1990 (Memphis, TN) and 2004 (Kansas
Kansas City, MO; Oklahoma, OK; Pine City, MO). The 2018 National
Bluff, AR; Kansas City, KS and Topeka, Convention will be hosted by the
KS. Melba Briscoe was elected the first Central Region in Kansas City, MO
Central Regional Director. again.

The first regional teen conference was Throughout the history of the
hosted by the St. Louis chapter in June organization, the Central Region has
1954 at the Sarah-Page Youth Center been graced with wonderful national
where teens from three chapters -- leaders. Margaret Simms from the St.
Memphis, Oklahoma City and St. Louis Louis Chapter was elected the seventh
attended. The theme for three-day National President in 1962 and in 1978,
conference was “The Teen-age Dr. Lillian A. Parks from the East St. Louis
Citizen.”

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Chapter was elected the eleventh again and in 2018 will plan the first
National President at the 23rd National regional trip for its members and their
Convention in Miami Florida. The region families.
named the annual teen oratorical
competition in her honor. And today, At the 2005 regional conference, the
Dr. Parks remains very active in Jack body voted to honor the legacy and
and Jill and in her community. Dr. Karen leadership of its regional director with
Clark who served as National Program the Tara Bradley Leadership Award
Director from 2000 – 2002 wrote the that recognizes members for their
official national Jack and Jill Children’s commitment to service within Jack and
Prayer. In 2000, she along with her son Jill and the community. Members from
Kyle Clark penned the Rites of Passage across the region compete for this
Ceremony conducted at teen coveted award at every regional
conferences that honors high school mothers’ conference. In 2015 at the
graduating seniors. Sadly, Dr. Clark Mothers’ Conference, the body
died in 2011. In 2016, Dr. Shelley Cooper officially adopted the region’s tagline
from the Kansas City, KS chapter “Cool & Classy Central Region.” In June
became president of the Jack and Jill 2017, led by Regional Director Debrah
Foundation. Mitchell, a record number of attendees
helped commemorate the 60 years of
The region is organized into four the Central Region at the 30th Biennial
clusters: North Cluster (Des Moines, Mothers’ Conference in Oklahoma
Johnson County, Kansas City, KS and City. Special guests included the 25th
Kansas City, MO chapters); South National President Joli Cooper-Nelson
Cluster (Air Capital Wichita, Greater as guest speaker at the awards dinner
Little Rock, Northwest Arkansas, and National Vice President Danielle
Oklahoma City and Tulsa chapters); Brown. The region also celebrated the
East Cluster (Bloomington/Normal, East record-breaking monetary contribution
St. Louis, Greater Peoria IL, and St. Clair from its members to the Jack and Jill
County chapters) and West Cluster Foundation with the first “Spirit of
(Denver, Greater Pikes Peak and South Giving” Foundation Luncheon led by
Suburban Denver chapters). In MAL Elsie Jackson. As an added
addition to organizing regional commemoration to the 60 year-
mothers’ conferences every other milestone, a special resolution was
year, the region plans annual teen unanimously passed by the body
conferences, two mother/teen area requiring all registered members to sign
work day clusters in the fall and four the official registry book documenting
children’s clusters in the spring. In 2014, their attendance at regional mothers’
the region begun hosting chapter conferences for the next 60 years.
presidents' retreats every other year

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The current regional officers for 2017- East St. Louis Chapter; Thembi Connor-
2019 include: Robin Rice Hodges – Garcia – Regional Secretary from the
Regional Director from the St. Clair Greater Peoria Il chapter and April Hall
County Chapter; Michele Henry- Key – Regional Member At Large from
McGee – Regional Treasurer from the the Johnson County Chapter.

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CENTRAL REGION I MAP

Central Region is comprised of 17 Chapters in 7 states:

ARKANSAS - Greater Little Rock (2000), Northwest Arkansas (2014)
COLORADO - Denver (1956), South Suburban Denver (1980), Greater Pikes Peak
(2016)
ILLINOIS - Bloomington-Normal (2000), East St. Louis (1962), Greater Peoria (2014), St.
Clair County (1984), Greater Champaign-Urbana (2018)
IOWA - Des Moines (1962)
KANSAS – Wichita (2000), Johnson County (1970), Kansas City (1957)
MISSOURI - Kansas City (1950)
OKLAHOMA - Oklahoma City (1952), Tulsa (1947)

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CENTRAL REGION I DATES TO REMEMBER

DATE EVENT

August 26, 2018 Chapter Presidents’ Conference Call
August 30, 2018
Chapter Treasurers’ Conference Call
September 2018 (with Financial Secretaries)

September 18, 2018 Jack and Jill Observation Day
September 30, 2018 Carole Robertson Memorial Day
Chapter Treasurers’ Conference Call
October 7, 2018
October 12, 2018 Regional Per Capita Due to Regional Treasurer
National Per Capita Due to Headquarters
October 13, 2018 Chapter Presidents’ Conference Call

October 16, 2018 Chapter Presidents’ Retreat
November 1, 2018 Denver, Colorado
November 4, 2018
November 7, 2018 Mother/Teen Area Workday Super Cluster
November 15, 2018 Hosted by the Denver Chapter
December 2, 2018
December 18, 2018 Chapter Treasurers’ Conference Call

January 2019 Program Handbooks Due

January 6, 2019 Chapter Presidents’ Conference Call
January 15, 2019
January 15, 2019 Chapter Financial Secretaries’ Call
January 24, 2019
January 31, 2019 Chapter Treasurers’ Conference Call

February 3, 2019 Chapter Presidents’ Conference Call

Chapter Treasurers’ Conference Call

National Day of Service
Associate Appreciation
Chapter Presidents’ Conference Call

Up the Hill Submissions Due

Chapter Treasurers’ Conference Call

Founders’ Day – 81 years

Mothers Away From Home Applications Due
Legacy Applications Due

Souper Bowl of Caring – Final Deadline

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February 6, 2019 Chapter Financial Secretaries’ Call
February 10, 2019
February 15, 2019 Chapter Presidents’ Conference Call
February 15-17, 2019
SCOPE Submissions Due
February 19, 2019
March 3, 2019 Central Region Family Trip
March 15, 2019 Memphis, Tennessee
March 19, 2019
April 2019 Chapter Treasurers’ Conference Call
April 6, 2019
Chapter Presidents’ Conference Call
April 7, 2019
April 16, 2019 JMB Financial & Leadership Modules Due
April 27, 2019
Chapter Treasurers’ Conference Call
May 2019
May 2, 2019 National Day of Fitness

May 5, 2019 North Children’s Cluster
May 15, 2019 Hosted by the Des Moines Chapter
Chapter Presidents’ Conference Call
May 30, 2019
May 31, 2019 Chapter Treasurers’ Conference Call
June 2, 2019
July 10-11, 2019 East Children’s Cluster
West Children’s Cluster
July 11-14, 2019 South Children’s Cluster
National Black Family Day
July 28-August 4, 2019
Chapter Treasurers’ Conference Call
(with Financial Secretaries)

Chapter Presidents’ Conference Call

Youth Service Recognition Forms Due
Foundation Contributions Due to the Regional

Treasurer
Chapter Treasurers’ Conference Call

New Member Joining Fees and Spring Reporting Due

Chapter Presidents’ Conference Call

31st Biennial Mothers’ Regional Conference
Hosted by the Bloomington-Normal Chapter
66th Annual Teen Leadership Conference
Hosted by the Greater Peoria, Illinois Chapter
We Are Kings and Queens Cultural Exchange

7-Night Western Mediterranean Cruise

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CENTRAL REGION I EXECUTIVE BOARD ROSTER

Regional Director Regional Treasurer Regional Secretary
Robin Rice Hodges Michele Henry-McGee Thembi Conner-Garcia

National Recording Secretary Regional Member-at-Large
Michelle Gentry Anderson April Hall-Key

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CENTRAL REGION I OFFICER ROSTER

2018-2020 NATIONAL COMMITTEE APPOINTMENTS
CENTRAL REGION

National Committee Regional Chair Chapter Contact

Associates Jacquie Easley Des Moines [email protected]
Budget McGhee 515-418-3964
Bylaws East St. Louis
Michele Henry-McGee [email protected]
Father’s Auxiliary Zina Cruse East St. Louis 618-671-2179
Five Star Chapter
Bret Anderson Tulsa [email protected]
Excellence Crystal Johnson Turner 618-334-6030
Legislative Air Capital Wichita
Membership Tamara King [email protected]
Nominating Kim Dickerson St. Clair County 918-688-9513
Public Relations Heather West South Suburban
Cherdena Daniel [email protected]
Policies & Procedures Torii Ransome Freeman Denver 316-312-6605
Programming Christyle Russell Greater Little Rock
Protocol Tamara Parker [email protected]
Oklahoma City 314-283-6523
Strategic Planning Jon Porter
Technology Lorraine Muhammad Tulsa [email protected]
South Suburban 217-622-4642

Denver [email protected]
St. Clair County 870-247-9246

Johnson County [email protected]
405-808-2548
Bloomington-Normal
[email protected]
225-252-2454

[email protected]
720-323-3057

[email protected]
412-527-9800

[email protected]
913-980-1225

[email protected]
309-531-0032

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CENTRAL REGION I TEEN EXECUTIVE BOARD ROSTER

Jackson Alexander Vicari Holden
Phillips Foundation Chair
President Kansas City, MO
Bloomington-Normal Chapter
Chapter
Naomi Thompkins
Trent Miles Parliamentarian
Vice President Northwest Arkansas
Greater Peoria, IL Chapter
Chapter

Cameryn Hodges Kendall Lanier
Secretary Chaplain
St. Clair County Johnson County
Chapter Chapter

Nya Bottley Ransome Freeman
Treasurer Sergeant at Arms
Des Moines Tulsa Chapter
Chapter

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16

SECTION 2:
JACK AND JILL OF AMERICA, INC.

CHAPTER INFORMATION

• Chapter History
• Chapter Boundaries
• Chapter Officers
• Chapter Teen Officers
• Chapter Roster
• Chapter Grade Group Rosters
• Chapter Committees
• Chapter Budget
• Chapter Bylaws

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Kirkwood Hotel

DES MOINES CHAPTER I HISTORY

Originally established more than 50 years ago, the Des Moines Chapter
was founded during a candlelight ceremony conducted by the late
National President, Margaret E. Simms at the historic Kirkwood Hotel.
The sixteen original charter members: Billie J. Morrow, Inez Morrow,
Dorothy Wallace Arlene Morris, Willie Glanton, Ellen Robinson, Delories
Spriggs, Crystal Pesvy, Dorothy Lewis, Gloria Bowman, Barbara Parkey,
Jeanette Bethel, Berniece Wright, Edith Sharp, Dorothy Garre and Chapter
President Edythe Cawthorne, were a small but dedicated group.
These early Chapter members made invaluable contributions to the Jack
& Jill of America organization as a whole serving at National and Regional
levels in roles including Regional Director (Graphenia Woodson), National
Editor and National Vice President (Frances Hawthorne). Initial
programming centered on strengthening community ties and outreach
efforts o assist those in need.
After a hiatus of several years, the Des Moines Chapter reactivated in
1998. Rasheedah Abdullah, Deloris Hawkins, Valencia McCown, Linda
Berry, Caryl Thomas and Veleska Buie, were assisted by retired members
Veola Perry and Betty Duncan who joined to launch the Des Moines
Chapter’s revitalization effort.

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19

DES MOINES CHAPTER I MAP & BOUNDARIES

Chapter boundaries extend in a 50 mile radius from the city of Des Moines
including the following counties: Polk, Dallas, Story, Jasper, Warren,
Madison, and Boone.

Boone - 50014 | 50036 | 50064 | 50099 | 50107 | 50134 | 50156 | 50212 | 50217 | 50220
| 50223 | 50226 | 50235 | 50248 | 50249 | 50276 | 50530
Dallas - 50003 | 50038 | 50039 | 50061 | 50063 | 50066 | 50069 | 50070 | 50072 | 50109 |
50111 | 50128 | 50146 | 50156 | 50167 | 50220 | 50233 | 50235 | 50261 | 50263 | 50265 |
50266 | 50276 | 50277 | 50323 | 50325
Jasper - 50028 | 50054 | 50055 | 50106 | 50112 | 50127 | 50135 | 50137 | 50141 | 50153
| 50161 | 50162 | 50168 | 50169 | 50170 | 50208 | 50228 | 50232 | 50234 | 50237 | 50242
| 50251
Madison – 50033 | 50061 | 50070 | 50072 | 50149 | 50155 | 50211 | 50218 | 50222 | 50229 |
50240 | 50257 | 50261 | 50273
Polk - 50007 | 50009 | 50021 | 50023 | 50035 | 50046 | 50047 | 50061 | 50073 | 50109 |
50111 | 50124 | 50131 | 50156 | 50161 | 50168 | 50169 | 50226 | 50228 | 50237 | 50244 |
50265 | 50266 | 50307 | 50308 | 50309 | 50310 | 50311 | 50312 | 50313 | 50314 | 50315 |
50316 | 50317 | 50319 | 50320 | 50321 | 50322 | 50323 | 50324 | 50325 | 50327 | 50395
Story – 50010 | 50014 | 50046 | 50055 | 50056 | 50105 | 50122 | 50124 | 50134 | 50154 |
50161 | 50201 | 50206 | 50230 | 50236 | 50239 | 50244 | 50247 | 50248 | 50278
Warren - 50001 | 50047 | 50061 | 50118 | 50125 | 50139 | 50151 | 50166 | 50210 | 50211
| 50225 | 50229 | 50240 | 50252 | 50257 | 50265 | 50320

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DES MOINES CHAPTER I OFFICERS

President Financial Secretary
Kimberly Hines Shondalette Andrews
[email protected] [email protected]

Vice President Editor
Betty Andrews Tara Buie
[email protected] [email protected]

Program Director Historian
Dimeka Nichols Jennings Tara Buie
[email protected] [email protected]

Recording Secretary Foundation Chair
Tasha Turner Diondra Gamblin
[email protected] [email protected]

Corresponding Secretary Teen Advisor
Diondra Gamblin Nyra Bottley
[email protected] [email protected]

Treasurer Associate Chair
Ayesha Sonoiki Betty Andrews
[email protected] [email protected]

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DES MOINES CHAPTER I TEEN OFFICERS

Teen Name Officers
Nya Bottley Regional Teen Treasurer
Amara Marks Teen President

Mckenzie Turner Teen Vice President
Vacant Teen Recording Secretary
Lehana Sonoiki Teen Treasurer
Sean Sonoiki Teen Foundation Chair

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DES MOINES CHAPTER I MEMBER ROSTER

Adams, Shondalette Andrews, Betty Bottley, Nyra M.
515.419.5502 (c) 515.334.5377 (h) 515.224.1426 (h)
[email protected] [email protected] [email protected]

Buie, Tara Creighton, Charis Gamblin, Diondra R.
702.218.3489 (h) 515.867.0300 (c)
702.218.3489 (c) 515.339.0350 (h) [email protected]
[email protected]
515.339.0350 (c)
Harvey, Hayley [email protected]
515.633.8711 (h)
515.991.3196 (c) Hines, Kimberly Nichols Jennings, Dimeka
[email protected] 515.883.0960 (h) 515.978.9332 (h)
336.253.7036 (c) [email protected]
[email protected]

Jones, Valerie Marks, Tsehaye Rhuppiah, Jennifer
214.773.5282 (h)
515.292.2363 (h) 515.334.2087 (h) 214.773.5282 (c)
[email protected]
515.520.2629 (c) 515.334.2087 (c) om
[email protected] [email protected]
Turner, Tasha
Sonoiki, Ayesha Stewart, Ashley 702.755.7080 (c)
515.778.7232 (c) 619.246.3919 (c) [email protected]
[email protected] [email protected]

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DES MOINES CHAPTER I GRADE GROUP ROSTERS

EXPLORERS (Pre School-Kindergarten)

NAME BIRTHDATE GRADE PHONE MOTHER
Andrew V. Buie
4/7/13 K 702.218.3489 Tara Buie

Canan Y. Jennings 2/8/16 Pre 515.978.9332 Dimeka Jennings

Kai M. Jennings 10/6/12 K 515.978.9332 Dimeka Jennings

Charles Rhuppiah III 10/16/15 Pre 214.773.5282 Jennifer
Rhuppiah

Trent M. Sonoiki 10/21/15 Pre 515.778.7232 Ayesha Sonoiki

Charles E. Stewart 6/8/14 Pre 619.246.3919 Ashley Stewart

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PATHFINDERS (Grades 1-3)

NAME BIRTHDATE GRADE PHONE MOTHER
Tristan Sonoiki
4/4/07 2nd 515.778.7232 Ayesha Sonoiki

RANGE ROVERS (Grades 4 -5)

NAME BIRTHDATE GRADE PHONE MOTHER
Solomon Adams 1/24/09 515.419.5502
Shondalette
Hudson Gamblin 1/24/09 515.867.0300 Adams

Diondra Gamblin

Justin Jones 8/15/09 515.292.2363 Valerie Jones

Nia Sonoiki 10/04/08 515.778.7232 Ayesha Sonoiki

Sean Sonoiki 6/20/06 515.778.7232 Ayesha Sonoiki
Hadley Harvey 4/9/07 515.633.8711 Hayley Harvey

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Black Leaders of Tomorrow (Grades 7-12)

NAME BIRTHDATE GRADE PHONE MOTHER
Tyrese Andrews
3/15/99 Grad 515.334.5377 Betty Andrews
Nya Bottley
10/10/02 10th 515.224.1426 Nyra Bottley
Chastain Evans
1/25/00 Grad 515.883.0960 Kimberly Hines
Hannah Harvey
12/8/01 11th 515.633.8711 Hayley Harvey

Chastin Jones 1/7/03 8th 515.292.2363 Valerie Jones
Austin Jones Jr. 2/25/06 7th 515.292.2363 Valerie Jones
Amara Marks 1/7/03 10th 515.334.2087 Tsheye Marks
Lehana Sonoiki 7/23/04 9th 515.778.7232 Ayesha Sonoiki
Sean Sonoiki 6/20/06 7th 515.778.7232 Ayesha Sonoiki
McKenzie Turner 6/8/02 11th 702.755.7080 Tasha Turner

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DES MOINES CHAPTER I COMMITTEES

CONSTITUTION AND BYLAWS ADULT AND FAMILY ACTIVITIES

CHAIR: Betty C. Andrews ALL MEMBERS OF THE CHAPTER TO SERVE
Jennifer Rhuppiah & Ashley Stewart

COMMUNITY SERVICE LEGISLATIVE AND EDUCATION
ALL MEMBERS OF THE CHAPTER TO SERVE CHAIR: Tasha Turner
Tshaye Marks
BUDGET/FINANCE Jacquie Easley-McGhee, RAC
CHAIR: Ayesha Sonoiki,
Shondalette Adams CHILDREN’S AGE GROUP COORDINATORS
Valeska Buie, Associate Chair CHAIR: Dimeka Jennings
Tara Buie— Explorers
FOUNDATION/FUNDRAISING Ayesha Sonoiki -_Pathfinders
CHAIR; Diondra Gamblin Diondra Gamblin— Range Rovers
Tasha Turner Nyra M. Bottley, Tshaye Marks—Teen BLT’s
Elsie Jackson, Associate
Jacquie Easley-McGhee, RAC MEMBERSHIP
CHAIR; Betty C. Andrews
AUDIT Shondalette Adams
CHAIR: Nyra M. Bottley, Tara Buie
Tara Buie
Jennifer Rhuppiah HEALTH
CHAIR: Hayley Harvey
FATHER’S AUXILIARY Shondalette Adams
CHAIR: Betty C. Andrews Valerie Jones
Eddie Andrews

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DES MOINES CHAPTER I COMMITTEE DESCRIPTIONS

CONSTITUTION AND BYLAWS COMMITTEE

This committee shall:

A. Recommend and/or revise the Constitution when necessary. (This includes reviewing
the recommendations from regional and national and coordinating responses.)

B. Keep organization informed of content periodically.
C. Participate in orientation workshop.
D. Advice membership on relevant national and local legislative issues.
E. Lobby as requested by the membership.
F. Attend and conduct workshops on children’s issue, which are impacted by

legislation.

COMMUNITY SERVICE COMMITTEE

This committee shall:

A. Inform the organization regarding community service opportunities.
B. Research and develop a plan by which the organization can fulfill its

community service obligation.
C. Plan and coordinate J&J National Day of Service (MLK Day)
D. Plan and coordinate the Living History Breakfast, an annual chapter breakfast

honoring a local community servant.

FINANCE COMMITTEE

This committee shall:

A. Responsible for organization’s budget to be presented at or before the May
meeting each year with voting to follow at June meeting.

B. Select an outside auditor to conduct a year-end audit of all books and financial
records of the organization.

C. Make an official report to the general body no later than the first meeting of the
program year.

D. Inform membership of the function of National Foundation and its
relationship to local chapter and community.

E. Keep up-to-date information relating to Foundation/Fundraising business.
F. Responsible for fundraising plans and implementation of fundraisers.
G. Responsible for formulating a plan for disbursement of funds.
H. Plan, coordinate Financial Literacy Workshop for youth and teens.

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(COMMITEES CONT.)

FOUNDATION/FUNDRAISING COMMITTEE
This committee shall:

A. Inform membership of the function of National Foundation
and its relationship to the local chapter and community.

B. Keep up-to-date information relating to Foundation business.
C. Plan and implement fundraiser(s),and formulate disbursement plan.

AUDIT COMMITTEE
This committee shall:

A. Conduct an audit of the chapter’s accounts
B. Report the results to the members.

FAMILY AND ADULT ACTIVITY COMMITTEE
This committee shall:

A. Plan and coordinate adult activities for the year.
B. Plan and coordinate family activities for the year.

LEGISLATIVE AND EDUCATION COMMITTEE
This committee shall:

A. Develop a program for the chapter as we work together to address the
“Children’s Defense Fund” (CDF) Collaborative using the National
Legislative Committee best practices.

B. Develop a program for the chapter as we work together to address the
“Cradle to College” Initiative using the National Legislative Committee
best practices.

C. Coordinate the S.T.E[A]M. activity-in conjunction w/ Full STE[A]M AHEAD

29

(COMMITEES CONT.)

CHILDREN’S AGE GROUP COORDINATORS COMMITTEE

This committee shall:
A. Ensure that age group activities are planned according to guidelines.
B. Keep attendance and activity records.
C. Keep chapter informed of issues regarding children’s activities
D. Plan and coordinate Father’s Appreciation Day.

MEMBERSHIP COMMITTEE

This committee shall:

A. Plan and implement procedures for acquiring new members, including
an initiation and orientation workshop and programming to enhance
membership retention.

HEALTH COMMITTEE

This committee shall:
A. Planning community and chapter health activities and workshops.
B. Promote the Jack and Jill of America, Inc. National Health Initiative.
C. Coordinate the following:

• Chapter Activity: Volunteer/Walk - March of Dimes
• National Day of Fitness
• Other chapter health initiatives that continue to plague the

African American Community; Cancer, Diabetes, Obesity,
and Mental Health.

FATHER’S AUXILIARY COMMITTEE
This committee shall:

A. Plan an activity specifically for the fathers.
B. Maintaining a father’s roster.
C. Participate and support the activities of the chapter.
D. ATTEND conference calls with the Regional Father Auxiliary chair.
E. Incorporate the Father’s Auxiliary Initiatives/Activities into the

programming year.

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DES MOINES CHAPTER I BUDGET

Chapter Budget - Jun '18 - May '19
Mothers
5,025.00
Income 525.00
100 Chapter Dues 0.00
100.1 Active Members 0.00
100.2 Active Mothers New in May
100.4 Members on Leave 5,550.00
100.5 Late Fees
Total 100 Chapter Dues 585.00
200 Regional Per Capita 195.00
200.1 Active Members
200.2 New Member Joining Fee 0.00
200.5 Associates 0.00
200.6 Member on Leave 465.00
200.7 Regional Assessments 1,245.00
Total 200 Regional Per Capita
300 National Per Capita 930.00
300.1 Active Members 276.00
300.2 New Member Joining Fee
300.3 Associates 0.00
300.4 Life Members - 10 Years 0.00
300.5 Life Members - 15 Years 0.00
300.6 Life Members - 20 Years 0.00
300.7 Members on Leave 0.00
300.8 National Conv Assessment 180.00
Total 300 National Per Capita 1,386.00
400 Headquarters Assessment 300.00
500 Meetings
500.1 Children's Cluster 0.00
500.2 Mothers' Workday/Cluster 0.00
500.3 National Convention 0.00
500.4 Regional Conference 0.00
500.5 Teen Conference 0.00
500.6 Other Meetings 0.00
Total 500 Meetings 0.00

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600 Other Income 1,045.00
600.10 Misc. Income 484.24
600.2 Special Chaptr Assessment 0.00
600.3 Interest Income 0.00
600.5 Xfer from Fundraising Acct 0.00
600.6 Grants/Gifts/Contribution 0.00
600.7 Up the Hill Income 0.00
600.8 Program Activities 0.00
600.81 Program Activities
1,529.24
Total 600 Other Income 10,010.24
Total Income
Expense 400.00
300.00
1000 Programming 100.00
1000.1 Initiation/Installation
1000.2 Family Activities 0.00
1000.21 Fam Activities-J&J Day 500.00
1000.4 Children Activities 150.00
1000.5 Chapter/Parental Activities 1,450.00
1000.6 Other Activities
175.00
Total 1000 Programming 0.00
1500 General Operating 0.00

1500.1 Advertisements 200.00
1500.2 Bank Charges 300.00
1500.3 Clerical Assistance
1500.4 Computer Equip/Accessory 35.00
1500.5 Courtesies 0.00
1500.6 Duplication/Printing 0.00
1500.7 Legal, Accounting, Audit
1500.8 Office Supplies 40.00
1500.9 Other Contributions 0.00
0.00
1500.91 Postage/Shipping 0.00
1500.92 Refunds/NSFs 0.00
1500.93 Telephone/Telecomm
1500.94 Travel 40.00
1500.95 Miscellaneous 750.00
Total 1500.9 Other Contributions
Total 1500 General Operating 975.00
2000 Regional Per Capita 195.00
2000.1 Active Members
2000.3 New Member Joining Fees 0.00
2000.5 Associates 0.00
2000.6 Member on Leave 525.00
2000.7 Regional Assessments

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2000.9 Late Fees 0.00
Total 2000 Regional Per Capita 1,695.00
3000 National Per Capita
1,380.00
3000.1 Active Members 276.00
3000.2 New Member Joining Fee 0.00
3000.3 Associates 0.00
3000.4 Life Members-10 years 0.00
3000.5 Life Members-15 Years 0.00
3000.6 Life Members-20 Years 0.00
3000.7 Members on Leave 300.00
3000.8 Natl Convention Assessment 0.00
3000.9 Late Fees 50.00
3000.91 Bonding Fees/Insurance 0.00
3000.92 Up The Hill
Total 3000 National Per Capita 2,006.00
4000 Headquarters Assessment 300.00
5000 Meeting
5000.1 Children's Cluster 0.00
5000.2 Mothers Workshop/Cluster 0.00
5000.3 National Convention 1,739.26
5000.4 Regional Conference 985.00
5000.5 Teen Conference 450.00
5000.6 Other Meetings 400.00
5000.7 Chapter Meetings 150.00
Total 5000 Meeting 3,724.26
Total Expense 9,925.26
84.98
Net
Income

33

DES MOINES CHAPTER I BYLAWS

BYLAWS

PREAMBLE

We, the members of the Des Moines Chapter, Jack and Jill of America,
Incorporated, in order to more fully implement the goals of the
organization, to more specifically articulate the aspirations of our
members, and more decisively define both policies and procedures of
this body, do hereby adopt the following Bylaws. These Bylaws shall not
supersede the governing documents of Jack and Jill of America, Inc.
(11/2012)

ARTICLE I. NAME

The name of this organization will be the Des Moines Chapter, Jack
and Jill of America, Incorporated.

ARTICLE II. OBJECTIVES AND AIMS

Section I. Objectives
The objective of this non-profit organization is to create a medium
of contact for children, which will stimulate growth and
development, and to provide for them a constructive
educational, cultural, civic, recreational and social program.

Section II. Aims
The aims of this organization are:
A. To aid parents in learning more about their children by careful study.
B. To seek for all children the same advantages which we desire for our

own.
C. To support all national and local legislation aimed at bettering the

condition of all child

ARTICLE III. MEMBERSHIP

Section I. Number
A. The minimum number of fifteen (15) members is required for any

chapter membership in the National organization. The membership
shall include active member (s) on leave, but shall not include
associates and members who have transferred in after the 1st
meeting of the calendar year.
B. Members shall hold residence within a 50-mile radius of the city of Des
Moines, Iowa.
Section II. Active Membership
A. An active member must meet all the participation requirements
as outlined in Article III, Section III of the chapter bylaws.
B. Mothers, Legal Guardians or Custodial Caretakers with children

34

between the ages of two (2) years and nineteen (19) years.
C. An active member must be financial with National, Regional and

Chapter fees as provided in Article III, Section III ÐSubsection B of the
chapter bylaws.
D. Any child who resides with and is receiving long term continuous care
from a mother or guardian who is a member of Jack and Jill,
Incorporated can participate in the chapter in which the mother or
guardian is an active member.
E. Upon the death of an active member, the children of the member may
continue their affiliation with the organization for the duration of that
fiscal period and the ensuing fiscal years, if the remaining parent
(guardian) so desires. Said deceased member shall be classified as
having completed her tenure as an active member in good standing
thereby granting legacy status to her children.
Section III. Participation
To maintain membership in this organization a mother must adhere to the
following:

A. Registration

In order for a mother to be an active participant she
must have at least one child, registered in the Chapter,
by June 1st of each year.
B. Dues, Assessments
Payment must be made by the May meeting of each program
year for the ensuing program year. (11/2012) Failure to pay dues
and assessments will result in termination of membership unless the
member pays all required chapter dues and assessment and all
reinstatement fees as set forth in the National Bylaws. Individuals
whose dues have not been paid by the deadline will lose their
active membership status and their names and those of their
children will be eliminated from the Chapter rolls.
C. Attendance

1. The expectation of the organization is that a mother attends all
meetings and is responsible for the attendance of her children
at all meetings and activities.

2. The absence of an active member from three (3)
consecutive meetings and or thirty three percent (33%) of the
regularly scheduled meetings during the calendar year is good
reason for disciplinary action from the Chapter, unless a
member is:

1. Out of the city
2. Prohibited by employment or a

governmental appointive
commitment
3. Confined in a hospital or to her home by
personal or other family illness or disability

35

4. On leave of absence.
3. The Membership Chair shall notify a member, who, according to
club attendance records, has missed her second meeting, without
an approved excuse during a program year.
4. It is the responsibility of the mother to notify the Chapter

Vice President or Recording Secretary, prior to the
mother’s meeting or scheduled activity if she or her
child(ren) are unable to attend.
5. Unless an absence is previously excused based on good reasons set out
in Subsection – 2 above, the Executive Board must approve more than
three (3) consecutive absences in a program year. Approvals for
absences that exceed those allowed for in these bylaws require the
following A mother must submit her request for excessive absence(s) in
writing to the Executive Board. The request shall be made prior to the
excessive absence(s) but must be made no later than fifteen (15) days after
the absence has occurred.

a. A mother must have reasonable cause for the excessive
absence (i.e. work, professional or educational
responsibilities, and illness or death.) The Executive Board
may request verification regarding the above.

b. The Executive Board will notify the mother in writing within
fifteen (15) days regarding a decision on her request.

D. Responsibility for Children’s Activity
1. A mother may not be absent from her scheduled
children’s activities as outlined in Article V of the
chapter bylaws more than one (1) time in any program
year.
2. A mother must serve as Lead Mother for at least one (1)
activity, and participate in two (2) other children’s
activities per year.

E. Committee Responsibility to Committee (s)
1. A mother must serve on at least one (1) committee as
listed in Article VI, Section V of the chapter bylaws.
2. Lack of participation as outlined above will result in
expulsion from the organization.

Section IV. Age
The active status of a member terminates at the end of the program year
when the youngest child reaches age nineteen (19), or when the
youngest child completes high school. 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)

Section V. Quorum

36

For purposes of conducting “official” business, a quorum will be
required and will be defined as forty percent (40%) of the financial
membership. “Official Leave-of-Absence members” and “associate
members” will not be counted in the official quorum. A simple
majority will be required when voting to pass a motion. (Simple
majority will be one vote over half the total financial members
voting, the quorum.)

Section VI. Leave of Absence
A. The maximum leave of absence will be one (1) year.
B. Any member who has been granted a leave of absence by the
local chapter must pay National, Regional, per capita tax, and
chapter dues and assessments. Leaves of absence prohibit the
participation of the entire family during the leave period.
C. Notification for request for leave of absence or termination must
be postmarked not later than October 1st.

Section VII. Transfer
All transfers are subject to the rules as set forth in our National Constitution.

A. A financial member of a Jack and Jill Chapter, who changes her
place of residence may within a period of one (1) year, transfer to an
existing chapter in the new city, irrespective of chapter membership
quotas. The mother shall effectuate the transfer request and forward
to the National Headquarter office. The National Executive Director
shall verify with the local chapter that the mother is in good standing.
This transfer process shall be completed within sixty (60) days of receipt
of the request from the former chapter. The Executive Director at the
National Headquarters, with the approval of the National
Corresponding Secretary will notify the new chapter, the former
chapter, and the Region, and the applicant of the approved transfer.
B. A member who changes her place of residence within a region but
has been an active member in good standing in a chapter for a
period of three years or more is not required to transfer to an existing
chapter in the new city, if she’s able to maintain the obligations of
membership as established by the original chapter. The former
Chapter shall transfer the membership to the National Office, upon
request.

1. The status of this membership shall not exceed five (5)
years. If the member transfers overseas, she shall pay
National per capita until she returns to the United States.
The member shall be in non-resident active status and shall
maintain this status until she affiliates with a chapter. Per
capita tax shall be paid by the financial member to the
National Corresponding Secretary by the September
meeting of each year.

2. No member of good standing who transfers to another chapter

37

shall be required to pay National, Regional and local dues twice
in one fiscal year.

Section VIII. New Members
A. New members joining through legacy status shall be in addition to the
chapter quota:

1. Initiated annually
2. Admitted for membership even in situations where membership

exceeds chapter maximums.
B. Annually at the September meeting the chapter shall decide upon the
maximum number of new members to be accepted based on a report
which projects vacancies, anticipated transfers and distribution of
children by age as, compiled by the Membership Committee, the
President, and the Program Director.
C. Nomination of Prospective Members

1.Active members in good standing who hold membership
in Jack and Jill may submit names of prospective
members.

2.Completed forms shall be submitted to the Membership
Committee Chair by February 1st of each chapter year.

3.Active members shall be prepared to discuss Prospective
Members at the January mother’s meeting.

4. A Prospective member’s name may be submitted no more than
three (3) times.

5. A Membership Informational Event will be held between the months
of October to February. All nominated prospective members must
attend this event to be considered for membership in the Des Moines
Chapter of Jack and Jill of America Inc. (11/2012)

D. Election of New Chapter Members
1. Election of new members shall be held at the March mother’s
meeting of each year.
2. To be eligible to vote, a member must have active status.
3. Prospective members shall be elected by secret ballot.
4. Prospective members shall be invited to join the Des Moines
Chapter of Jack and Jill of America Inc. if she receives a
simple majority of the vote of the active members present
and voting.
5. A written invitation to become a member shall be sent
to all duly elected prospective members within one
(1) week of the election by the Vice
President/Membership Chair.
6. Prospective members must accept the invitation to
membership two (2) weeks prior to the date of the
induction ceremony. Acceptance of invitation into
membership shall require:

38

a. A written letter of acceptance.
b. Payment of all joining fees including a $100 dollar Headquarters
Assessment.
c. Payment shall be made by cashier check or money order.
E. Induction of New Members
1. The induction ceremony shall be held no later than May 31st.
2. Newly elected members shall be required to attend the New
Member orientation to be held prior to the Induction
Ceremony.
3. As necessary new members shall be required to purchase the
Jack and Jill Manual and Bylaws as stated in the National
Bylaws
4. Newly elected members shall be required to attend the Induction
Ceremony
5. The roster of new members, their joining fees and one hundred
dollars ($100) Headquarters assessment must be sent to National
Headquarters two (2) weeks prior to the initiation or no later than
May 31st. However, a member entering the chapter under Article
I, Section II of the National bylaws (New Members) who has
previously paid the Headquarters Assessment shall not be
required to pay that assessment again.

Section IX. Special Membership

A. Legacy
The female child or spouse of a male child shall be entitled to
automatically become a member of the chapter where they are
presently living upon submission of an application and payment of any
required monies under the following conditions:
a. Legacy status is granted to each child (male or female)
who graduates from a Jack and Jill Chapter and whose
mother is a member in good standing at the time of the
child's graduation from the chapter.
b. If legacy status was granted to the first spouse of a
male child, any subsequent spouse must seek
membership as a new member.
c. Members entering the Chapter under this legacy
classification are oriented and initiated on the
same timetable as other incoming members.
d. Members entering the Chapter under this legacy
classification are expected to fulfill the requirements of
membership as established by the local Chapter and the
National Organization. Members who do not fulfill the
obligations of membership are subject to the same process
of membership termination as outlined in Article III,

39

Section X of the chapter bylaws.
e. Members terminated may not re-apply for membership

under legacy status.
f. A mother who has completed her tenure in good

standing and due to changed circumstances desires to
again become a member of Jack and Jill of America,
Incorporated shall be entitled to automatically
become a member of the chapter where she is
presently living upon submission of an application and
payment of any required monies, except that the “one
time” National Headquarters Fee shall not be due upon
rejoining the organization.
B. Associate Members
Associate Memberships are available to those members who fulfill
requirements as outlined in Article I, Section 1C of the National
bylaws.
C. Life Members
Any mother, female legal guardian or female custodial caretaker who
has been an active member for at least 10 years, has completed her
tenure in good standing and has reached Associate status may apply for
Life Membership as outlined in Article I, Section 1 D of the National
bylaws.
1.Dues
a. A one-time Life Membership fee commensurate with the

number of years of active membership must be paid as

indicated to the National Treasurer. (2008)

b. Mothers with ten (10) years membership shall pay the

one time Life Membership fee of $450.

c. Mothers with fifteen (15) years membership shall pay the
one-time Life Membership fee of $350. (2008)

d. Mothers with twenty (20) years membership shall
pay the one-time Life Membership fee of $250.

2. Life Member Benefits and Responsibilities
a. Life Members may, but are not required to,
attend chapter meetings, regional
conferences or national conventions. Life
members are not required to assume chapter
obligations and do not have voting privileges at
any level. (2008)
b. Life Members who attend national conventions,
regional conferences and cluster meetings will
receive a reduction on conference and
convention registration fees.

40

c. Past national presidents shall be entitled to life
membership upon completion of their term of
office; this designation waives conference fees,
lodging and travel expenses for future national
conferences. A former national president who
remains an active member upon completion of
her term of office must meet active member
obligations of her local chapter. (2008)

d. Life members will be entitled to the following
privileges: reduced registration fees, reserved
seating, a gold life pin, life membership
certificate, card and inclusion on the mailing list
for national publications. (2008)

3. Honorary Life Member
a. Outstanding and influential mothers who have made
meritorious contributions to children and children's welfare shall
hold Honorary Life Membership, when recommended by the
membership and approved by the National Executive Board.

C. Fathers’ Auxiliary
Fathers’ Auxiliary may be established as a support group for the
chapter.

Section X. Expulsion of Members
A. In accordance with the provisions of the National bylaws, Article I, Section

5 (Termination of Membership), members shall be subject to expulsion
if they fail to:
1. Meet their attendance requirement and their children’s
attendance requirement.
2. Meet their financial obligation by the appropriate due date.
3. Meet their committee responsibility.
B. In the case of an expulsion of a member, the Executive Committee
will direct the Corresponding Secretary to notify the member by
registered letter of the expulsion indicating the specific basis for
expulsion and the member’s right to appeal as stipulated in the
National Grievance Procedure. Copies of the letter are to be sent to
the Regional Director, the National Officer of the respective region,
and the National Recording Secretary. Termination of membership
must comply with all National rules and regulations.
C. A member expelled from the chapter shall have thirty days (30) to
appeal after
receiving notification of termination, first to the local chapter executive
board, and the local chapter membership, second to the Regional
Director. If the grievance is not resolved, the member of the chapter shall
appeal to the National Executive Board.

41

D. The chapter or its representative and the member must appear at
the time and place designated by the Regional Director, in the first
instance, and/or by the Executive Board in the second instance at the
expense of the chapter.
E. The chapter shall notify the National Recording Secretary in
writing of members dropped from their rolls within fifteen (15)
calendar days after taking the action. The notice will specify the
reason for the expulsion.

Section XI. Procedures for Reactivation of Member
Upon an affirmative ruling by the Regional Director and/or National
Officer, an expelled member will be reactivated immediately and
notified in writing by the Corresponding Secretary.

ARTICLE IV. FINANCE

Section I. Initiation Fee,

Dues, Assessments

A. Initiation Fee
All new members will pay an initiation fee upon acceptance
for membership. Payable two (2) weeks prior to Installation
Ceremony.

B. Dues
Yearly dues for members include National and Regional Per
Capita Tax and Teen Per Capita Tax for each registered
teenager (age thirteen (13) and over) and local fees, due by the
May meeting of each programming year.

C. Assessments

Any outstanding assessments (as approved by the general body),
or dues, must be paid no more than thirty (30) days after the
assigned due date. All assessments must be paid before the
payment of next year’s dues.
D. New Members Dues (Per Capita Tax) and Assessments

The roster of new members, per capita tax for new
members and Headquarters Assessments of one hundred
dollars ($100.00) must be sent to the National Headquarters
no later than May 31st.
Section II. Financial Reports
The Treasurer and the Financial Secretary shall submit a financial
statement to the National Treasurer for the period of June 1st
through May 31st no later than June 30th of the calendar year.
A. This statement must be submitted on the form provided by the
National Treasurer.
B. This statement must be prepared and signed by the designated
officers of the period June 1st through May 31st.

42

C. Delinquent reports will be subjected to the approved fines imposed by
national.

ARTICLE V. MEETINGS

Section I. Mother’s Meetings
Mother’s meeting will be held once a month, September
through June, unless otherwise notified.

Section II. Children’s groups
Children’s groups will meet once a month. Parents will be designated
to lead the planned activity for the month. The lead parent is
responsible for finding a substitute if the lead parent cannot
participate in the activity that was assigned. A monthly activity must
take place. Exceptions may be made by a majority vote of members
of an effected group, or as required by a simple majority vote of the
members in an affected group. In the event a visitor attends a
group activity, the visitor will pay incurred cost of activity. This
privilege will not be abused.

ARTICLE VI. NOMINATION, ELECTION OF OFFICERS AND THEIR DUTIES

Section I. Nomination, Election of Officers
A. Nomination – The Nominating Committee shall consist of five (5)
members elected by the body at the September Chapter Meeting.
B. The Chapter Chairperson shall be the person receiving the highest
number of votes.

The Presiding Officer shall appoint Tellers to administer the balloting
process, count votes, and certify election results prior to elections.

1. Eligibility to Run for Office
a. A member desiring to run for office must be a member in
good standing at all levels of the Organization (Chapter,
Regional and National) when the nomination is accepted.
i. The member must remain a member in good standing at
all levels of t h e Organization throughout the election
process and their tenure in office.
ii. Should an officer be found non-compliant with any of
the Organization’s governing documents, she will be
deemed ineligible a n d immediately removed from
slate/office.

Procedures:
Elections at all levels of the Organization
A. The Nominating Committee shall:

i. Prepare the ballot of slated candidates
B. The Presiding Officer shall:

i. Conduct elections

43

ii. Announce election results
C. Tellers shall:

i. Administer the balloting process, using a secret ballot
process

1. In the event that electronic balloting is used, the Tellers
shall sit with the vendor, conduct sample/test
balloting prior to the actual election, and personally
observe the secret balloting process to ensure that
the electronic equipment is working properly.

ii. Count all properly cast ballots
iii. Report election results to the Presiding Officer
iv. Prepare a written report of the election process,

including the results, for submission to the
Recording Secretary. (11/2012)
C. Criteria for Officer
1. A candidate for office shall have active membership
status at the time of nomination and have been in the
chapter for one year.
2. A candidate for office shall be in compliance financially
at the time of nomination.
3. Candidates for President, Vice President, and Program Director shall
have served on the Executive Board for one year prior to being
nominated and shall have attended at least one (1) previous
regional conference and two (2) previous regional
workday/clusters within the past (4) years. Only in the event a
member does not meet the criteria to serve in the position of the
President, Vice President and Program Director, the alternative
criteria shall be a member has served on the Executive Board for
one year prior to being nominated and shall have attended at
least one (1) previous regional conference and one (1)
workday/cluster within the past four (4) years.
4. All outgoing chapter officers shall complete all reports due by
May 3 1st and transfer all files and records to the incoming
chapter officers by June 15th. Financial Officers will file
reports in alignment with the dates stated by National.
D. Election
1. Election of chapter officers by secret ballot shall be held at the
March meeting.
E. Installation
The officers of this organization shall be the following:
A. President, Vice President, Program Director, Financial
Secretary, Recording Secretary, Corresponding
Secretary, Editor, Sergeant at Arms Parliamentarian and
Foundation Chair.
B. The newly elected officers will be properly installed for the
incoming year no later than May 31st. Officers assume the

44

responsibilities of their office upon installation.
C. The National Bylaws shall govern chapter officers
F. Registration with National
The names of the elected officers must be sent to the National Office
no later than June 15th of each year.

Section II. Vacancy of Office
When an office is vacated after elections, but prior to the end of term,
the president will fill the vacancy within thirty days (30) after notification.
This appointment will continue until the end of elected term.

Section III. Officers and Their Duties (year elected)
A. President
It is the duty of the President to act as Chair of all regular meetings and
executive board meetings, and serve as the ex-official member of all
committees in the chapter except the nominating committee.
It shall be the duty of the President to:
1. Preside over all regular mothers’ meetings and Executive Board meetings.

2. Enforce the Constitution and Bylaws of the
organization on a National, Regional, and Chapter
level.

3. Serve as ex-officio member of all committees except
the nominating committee.

4. Cast the deciding vote when necessary.
5. Create and appoint ad hoc committees and

their chair and Co-chair, except the nominating
committee.
6. Appoint children and teen age group sponsors and co-
sponsors.
7. Appoint Parliamentarian, Sergeant at Arms, Father’s
Auxiliary Chair and Program Coordinator.
8. Oversee membership development.
9. Shall define the program thrust of the chapter as defined by
National.
10. Shall serve as spokesman and interpreter of the work and
philosophy of the Chapter to the community.
11. Attend the National and/or Regional Convention as a
delegate and attend Regional cluster.
B. Vice-President
It is the duty of the Vice-President to act in the absence of the
President, whenever necessary and will be an ex-official member of
all committees. The Vice President is the Chair of the Membership
Committee.
It shall be the duty of the Vice President to:
a. In the absence of the President, shall be vested with

the power to perform those duties.
b. Serve as Chair of the Membership Committee. In that

45

capacity she will communicate informally and formally
with mothers interested in becoming members.
c. Oversee the orientation program and initiation
program for new members.
d. Process all membership applications, chapter
transfers, legacy application, and leave of
absence requests. Notify National and Regional of
membership changes and issues.
e. Will track current member’s active status and when
indicated formally notify a member when their
membership status is in jeopardy due to non-compliance
with National or Chapter Bylaws.
f. Work with the Associate Chair to coordinate the
transition of mother’s from the Mother group to the
Associate group.
g. Work with the Program Director to coordinate their
efforts for membership retention and development,
evaluating age group membership vacancies to
determine where the chapter’s need is and to project
the next two years regarding membership numbers.
h. Supervise the election of new members.
i. Maintain a prospective new member roster annually.
j. Order membership supplies from National as
needed for both new and current members.
k. Develop the annual membership roster by June of each
program year.
l. Work with the President and the Program
Director in developing the Annual Membership
book by September of each program year.
C. Program Director
It is the duty of the Program Director to serve as chair of the Adult
Program Committee and coordinate Adult and Family activities. The
Program Director will be the coordinator of children’s programs and will
be responsible for maintaining registration records of all children. The
Program Director is responsible for the Annual Program Handbook.
It shall be the duty of the Program Director to:
1. Develop and implement a multifaceted program for the
program year that will provide a constructive, cultural, and
educational and/or community serving experience for
children and mothers.
2. Work closely with each committee chair and Co-Chair in
coordinating the multifaceted chapter programming.
3. Serve as Co-Chair of the Children’s Committee in order to
coordinate the multifaceted chapter programs.
4. Work closely with the Teen Sponsors and the Teen
Officers in coordinating the multifaceted chapter

46

programming.
5. Assign children to the various age groups in

compliance with the National and Chapter
Bylaws.
6. Recommend to the President, members to be
appointed Children’s and Teen’s Sponsors and Co-
Sponsors.
7. Convene the age group sponsors and co-sponsors at the
start of the current program year to plan the year’s
activities.
8. Assume the powers and duties of the President and/or
Vice President in their absence.
9. Have Program Handbook ready for disbursement at
the September meeting.
10. Mail the Program Handbook to the National Program
Director and the Regional Director before November
1st.
D. Program Coordinator
It shall be the duty of the Program Coordinator to:
1.Serve as a resource person to the Program Director and

each child’s age group
2.Work under the direction of the Program Director to

assist in the coordination of the Annual program
handbook, children’s activities of each age group, and
the end of the year program report.
The Program Coordinator shall have attended by the end of her term
at least one (1) regional conference and two (2) regional
workday/clusters to meet the qualifications to run for the position of
Program Director.’

E. Treasurer
It is in the duty of the Treasurer to: make a permanent record of all incoming
and outgoing monies of the organization, and to file a financial report with
the National Organization. The Chapter Treasurer receives and disburses
all Chapter funds, including monies collected and disbursed by and for
Chapter teens and associates. She will deposit all funds or monies in the
appropriate accounts; and disburse the same by check after receipt of a
signed voucher. Note: All disbursements must contain the signature of two
officers (Treasurer, President, or Vice- President) and be disbursed as per the
budget or vote of members. The Treasurer will not engage online transfers
between accounts.

The Treasure must also:
a . Prepare financial reports of income and expenses (budge to

actual and a balance sheet for Chapter members at all regularly
scheduled meetings.

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b . Chair Budget/Finance Committee
c. Prepare a balance sheet, income and expenses (budget

to actual), bank
reconciliations, and general ledger for all Executive Board
Meetings.
d . Complete and file the EOY due on June 30th
e . Submit financial records to audit committee and maintain all
financial records a n d vouchers for submission.
f.Maintain only 2(two) bank account in the Chapter’s name for
operating and fundraising.
g . Generate all reports using QuickBooks.
h. Complete and file all financial reports as required by the
National Treasurer or Regional Treasurer.
i. Accept funds from Financial Secretary by signing a
confirmation of funds exchange form (The exception is the
download of funds from PayPal). The Treasurer will give a copy
of the report to the Financial Secretary. (11/2012)

F. Financial Secretary
It shall be the duty of the Financial Secretary to:
1. The Financial Secretary will receive and record all monies
submitted to the organization and will serve on the
finance committee.
2. It is the duty of the Financial Secretary to assist the
Treasurer whenever and wherever possible.
3. Turn over to the Treasurer all monies received.
4. Work in cooperation with the Treasurer to compile and transmit
such financial reports and statements as are required by the
National and Regional Bylaws to be sent to the National
Treasurers and Regional Secretary.
5. The Financial Secretary will notify all members of past
due financial obligations as necessary and will
prepare with the Treasurer a complete written
financial report as determined by Chapter, Regional
or National By-Laws.
6. Promptly notify the Vice President of member(s)
delinquent in their financial obligations.
7. Maintain a journal listing names of members and an
itemized breakdown of monies received, categorizing
sources of all income.

G. Recording Secretary
48 It shall be the duty of the Recording Secretary to:

1. Keep a record of the proceedings of each meeting and
read the minutes of the previous meeting if those minutes
have not been distributed to the members before the
meeting.

2. Distribute minutes of the previous month mother’s
regular meeting to the members via Email.

3. Keep a register of all members and record their attendance
at the meeting.

4. Verify the number adequate for a quorum at the
mother’s meeting and notify the President.

5. Notify the Vice President following the November through
May meetings of any members who according to the
attendance records have missed two (2) membership
meeting during the program year.

6. Record the minutes of the Executive Board Meeting
and distribute those minutes to the general
membership at the beginning of the mother’s regular
monthly meeting.

7. Preserve all books, records and documents about her office.
H. Corresponding Secretary

It shall be the duty of the Corresponding Secretary to:
1. Handle all correspondence as may be required.
2. Compile and distribute revised Chapter Bylaws
following a National and/or Regional Convention if
indicated.
3. Following the revision, the Corresponding Secretary is
responsible for distribution of the revised Chapter
Bylaws.
4. Read all correspondence at Executive Board meetings
and Mothers’ meeting.
6. Keep a current list of all members’ names and
addresses. Prepare credential of delegates
and representatives to National and Regional
conventions.
7. Send a copy of all proposed amendments to the
Constitution and Bylaws to the National Headquarters.
8. Approve all transfers, verify legacy as provided in the
Bylaws and notify the Regions affected of the census
change.

I. Sergeant-At-Arms
It shall be the duty of the Sergeant-At-Arms to:

1. Maintain orderly conduct of all meetings at all times.
2. Mail courtesy for the birth of a child or death of a family

member or member has been hospitalized.
J. Editor/Historian

It shall be the duty of the Editor to:
1. Chair the Publicity committee
2. Serve on the archival committee
3. Write any articles or other material that the Chapter requires for
publicizing Chapter activities and accomplishments.
4. Encourage age group sponsors and members to submit materials to
the Editor in a timely manner.

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