JCI National Organization Constitution Guide ENG-2013-01

JCI National Organization Constitution Guide 1

JCI National Organization Constitution Guide

JCI Official Publication


Version 01-2013



JCI Vision . “To be the leading global network of young active citizens.” JCI Mission “To provide development opportunities that empower young people to create positive change.” About JCI JCI is a membership-based nonprofit organization of young active citizens ages 18 to 40 in more than 100 countries who are dedicated to creating positive change in their communities. Each JCI member shares the belief that in order to create lasting positive change, we must improve ourselves and the world around us. JCI members take ownership of their communities by identifying problems and creating targeted solutions to create impact. © Copyright by JCI: All rights reserved. This manual is for the exclusive use of JCI members and can only be reproduced for this purpose. This publication or parts of it may not be translated in any other language without the express permission of the JCI Secretary General. Published by Junior Chamber International (JCI), Inc. 15645 Olive Boulevard – Chesterfield, MO 63017, U.S.A. Tel: +1 (636) 449 3100 Toll free (from USA only): 1 800 905 5499 Fax: +1 (636) 449 3107 E-Mail: [email protected] - Website: www.jci.cc Introduction

For a National Organization member to satisfy the requirements of JCI, it must have a Constitution, which embodies the regulations and reflects the principles of the JCI Constitution. If this is to be achieved satisfactorily, a number of requirements must be identified at each level, i.e., local, national, and international. This publication suggests a framework that provides a degree of standardization on which National Organization Constitutions can be based. It does not pretend to be exhaustive, nor is it intended that it should be followed rigidly. In this regard, some comments have been made to assist in making the most appropriate decisions whenever there are alternatives. Clearly, each Constitution must be drafted in a manner, which makes allowances for local conditions. If, however, a degree of uniformity among National Organization Constitutions can be achieved in a manner which ensures that the principle points in these notes are incorporated, there can be no doubt that the administration of the JCI organization, as a whole, will benefit. National Organization Constitution Guide is just one of the several publications prepared by the JCI World Headquarters. It is our hope that you will find these guides valuable in your efforts to make the national administration more effective, easily managed, and be in accordance with JCI’s recommended structure. We welcome your comments, criticisms, and suggestions so that we may continually improve our services to you. Let us know your other needs, and our professional staff will be happy to assist you. Please be specific in your requests so that we can provide you with pertinent suggestions, publications, and advice. We are here to help you in whatever way we can.

Edson A. Kodama

JCI Secretary General

mailto:[email protected]

http://www.jci.cc/



Table of Contents Introduction .............................................................................................................................................................................. 2 The Purpose of a Constitution................................................................................................................................................. 4 Organizational Structure of a JCI National Organization ........................................................................................................ 4 Specimen Constitution of a JCI National Organization ........................................................................................................... 5

Chapter I Name ................................................................................................................................................ 5 Chapter II Emblem ............................................................................................................................................ 5 Chapter III Affiliation ........................................................................................................................................... 5 Chapter IV Vision and Mission ........................................................................................................................... 6 Chapter V Membership ..................................................................................................................................... 7 Chapter VI General Assembly ............................................................................................................................ 8 Chapter VII National Convention ....................................................................................................................... 10 Chapter VIII National Officers ............................................................................................................................. 11 Chapter IX Board of Directors .......................................................................................................................... 14 Chapter X Duties of the Members of the Board of Directors ........................................................................... 15 Chapter XI Activities ......................................................................................................................................... 16 Chapter XII Finances ......................................................................................................................................... 17 Chapter XIII Dues ............................................................................................................................................... 17 Chapter XIV Senators ......................................................................................................................................... 18 Chapter XV Principal Office ............................................................................................................................... 18 Chapter XVI Rules of Procedure ........................................................................................................................ 18 Chapter XVII Amendments .................................................................................................................................. 18

The question of dues at national level .................................................................................................................................. 20 Standard National Organizational structure .......................................................................................................................... 22



The Purpose of a Constitution

A Constitution is not effective if it attempts to cover matters concerning the day-to-day management of the organization. Such matters can be covered by a Policy Manual. The test of a Constitution’s worth is its effectiveness in giving prospective members a proper understanding of the nature, aims and purposes of the organization. 1. The objectives of a Constitution are:

a. To name the organization b. To define the Vision, Mission and Values of the organization c. To state who is eligible for membership d. To proscribe how the organization shall be governed by covering such matters as:

i. What shall be the supreme authority, how it shall be composed, and when it shall meet ii. What Officers it shall have, who shall elect or appoint them, and how they shall be elected or appointed iii. How the policies shall be implemented, and who shall be responsible for seeing that this work is fulfilled

e. To determine the method by which the organization shall be financed f. To define parliamentary authority g. To outline methods for amending the Constitution

2. The Constitution may be composed of: a. Articles: The Articles of a Constitution are those separately marked sections or clauses, which specify the

purpose or other terms and conditions of the organization. The Articles are the rules and regulations by which the organization will work.

b. Bylaws: The purpose of the Bylaws is to help define the rules and regulations. As such, they are subsidiary to

the Articles of the Constitution and must be drafted in a manner which, in the opinion of the organization, seems best suited to meet its requirements.

The specimen Constitution that follows is intended only as a guide. In drafting or reviewing its Constitution, a Local Organization should bear in mind its own particular needs and circumstances. Anyone using this document to draft or review a Constitution should also bear in mind that this sample Constitution, its guidelines and comments reflect the official basic standards of JCI. Therefore, changes, additions or deletions should not be in conflict with the JCI Constitution. Note: The comments made in the sample Constitution (typeset in italics) are not part of the Constitution and should not be included in your Constitution as such.

Organizational Structure of a JCI National Organization The organizational structure of a National Organization must be planned in a manner best suited to meet its own needs. There are, nonetheless, certain aspects of an organization, which should be present in any National Organization. These are: 1. General Assembly: It is through this body that the control and direction of the National Organization are exercised.

The General Assembly is composed by the Local Presidents who vote representing their members and should meet once a year to discuss and vote on Plan of Action, Budget, election of officers and amendments of the Constitution.

2. Board of Directors: The function of the Board of Directors is to facilitate the administration of the National

Organization. The Board of Directors is composed by the elected officers and should meet two or three times during the year to discuss management and leadership issues, services to the Local Organizations and activities. The local presidents are not part of the Board and don’t need to attend these meetings because their reports are presented by the Vice Presidents.



Sample Constitution of a JCI National Organization

CHAPTER I: NAME

ARTICLE 1-1. NAME:

The Association shall be known as JCI (name of the country) and hereinafter in this Constitution shall be referred to as the National Organization.”

CHAPTER II: EMBLEM ARTICLE 2-1. EMBLEM: If any, the emblem of the National Organization shall consist of the emblem of JCI with the name of the country under the logo, which shall be reproduced as below:

BYLAW 2-2. RESTRICTIVE USE: The use of the name, initials and emblem of the National Organization and those of JCI shall be restricted to properly affiliated members of the National Organization and shall not be used by others without the written consent of the National President.

CHAPTER III: AFFILIATION ARTICLE 3-1. AFFILIATION: The National Organization shall be affiliated with Junior Chamber International, hereinafter referred to as “JCI” and this shall involve: 1. Acceptance of the JCI Declaration of Principles and Purposes, which reads as follows:

We believe: "

That faith in God gives meaning and purpose to human life;

That the brotherhood of man transcends the sovereignty of nations;

That economic justice can best be won by free men through free enterprise;

That government should be of laws rather than of men;

That earth's great treasure lies in human personality;

And that service to humanity is the best work of life." 2. Compliance with the Constitution of JCI insofar as this affects the National Organization.

Name of Country



CHAPTER IV: VISION AND MISSION ARTICLE 4-1. JCI VISION: JCI Vision is “to be the leading global network of young active citizens.” ARTICLE 4-2. JCI MISSION: JCI Mission is “to provide development opportunities that empower young people to create positive change.” ARTICLE 4-3. PURPOSES OF THE NATIONAL ORGANIZATION: The purposes of the National Organization shall be: 1. Promote the awareness and acceptance of the responsibilities of active citizenship among members. 2. Promote the Vision, Mission and Values of JCI. 3. Promote active participation of the members in planning and executing projects for the development of their

leadership potential and for a better community. 4. Promote the understanding, goodwill and cooperation among all peoples. COMMENTS ON ARTICLE 4-3: Purpose of a National Organization: It is important to consider that the purpose of the National Board is to lead the organization, handle the management issues, promote concepts and provide services that will enable the Local Organizations to conduct the projects and activities. The National Organization should not compete with its affiliates by conducting projects. ARTICLE 4-4. POLITICS: This National Organization shall refrain from any partisan political activity, and its members will avoid mixing their personal activities with their JCI activities in the sense that the general public might infer that the organization is politically oriented in one way or another. ARTICLE 4-5. RELIGION: This National Organization shall refrain from sectarian or religious activities, and its members will avoid mixing their personal activities with their JCI activities in the sense that the general public might infer that the organization is religiously oriented in one way or another. ARTICLE 4-6. HUMAN RIGHTS: This National Organization, in affirming the JCI Declaration of Principles, subscribes to the Universal Declaration of Human Rights as an example of the promotion of universal respect for, and observance of, human rights, freedoms and equality. ARTICLE 4-7. RIGHTS OF THE CHILD: This National Organization, recognizing and supporting the United Nations Declaration of the Rights of the Child, shall conduct permanent and continuing programs that assist with providing for one or more of the basic needs of children as set out in the Declaration. ARTICLE 4-8. WORLD PEACE: This National Organization, recognizing the fundamental goal of the founder, Henry Giessenbier, Jr., shall commit itself to strive for a true and everlasting world peace.



CHAPTER V: MEMBERSHIP ARTICLE 5-1. DEFINITION: Local Organizations whose objectives and activities are in accordance with the purposes of JCI and the National Organization, and which are formally affiliated to the National Organization, shall be members of the National Organization. ARTICLE 5-2. QUALIFICATIONS: Membership of the National Organization shall be open to Local Organizations in the geographical area of the National Organization provided that such organizations: 1. Must comply with the requirements of the National Organization as laid down in this Constitution. 2. Have objectives and policies, which are consistent with the purposes of the National Organization and JCI. 3. Maintain age limits as per Article 5-6 of the present Constitution. 4. Maintain a minimum membership of twenty five (25) members for a fully affiliated Local Organization. BYLAW 5-3. REQUIREMENTS: Applications for membership in the National Organization shall be lodged in writing with the Secretary General at least thirty (30) days prior to the Annual Meeting of the General Assembly where the application will be voted. Such applications must be accompanied by: 1. A copy of the applicant’s Constitution 2. The applicable National Organization and JCI dues for the subsequent fiscal year 3. The Plan of Action for the ensuing year The Local Organization applying for membership must also comply with the following requirements: 1. Have the records of all its members in the JCI database. 2. Have listed the current local officers in the JCI online Directory. COMMENTS ON ARTICLE 5-3: National Organizations should not have Potential and Provisional Local Organizations because a group can either be in the formation stage (having less than 25 members) or ready to me a fully affiliated Local Organization. ARTICLE 5-4. PROCEDURE: Every application for membership in the National Organization, which meets the requirements of Article 5-2 and Bylaw 5-3, shall be accepted upon approval by a two-thirds (2/3) majority of the General Assembly. BYLAW 5-5. PROBATIONARY PERIOD: During the first six (6) months of its affiliation, a Local Organization will be provisional. During this period, it can participate in all National Organization meetings but will not have voting rights. After the six months the Board of Directors will decide if the Local Organization fulfilled all requirements for full affiliation or if it should continue in the provisional status. COMMENTS ON ARTICLE 5-5: Not allowing voting rights to newly affiliated Local Organizations at the same General Assembly where they are affiliated will avoid affiliations for pure voting purposes.



ARTICLE 5-6. AGE LIMIT: Local Organization members shall maintain age limits of not less than eighteen (18) and not more than forty (40) years for individual members, provided that membership may continue until the end of the calendar year in which the person reaches the age of forty (40) years, except for the Immediate Past President, who may serve in that capacity for not more than one (1) year. ARTICLE 5-7. RESIGNATION: Any Local Organization may terminate its association with the National Organization and may cease to be associated immediately upon its lodging notice with the President of its wish to do so accompanied by all monies it owes to the National Organization. ARTICLE 5-8. DISQUALIFICATION: Where two-thirds (2/3) of the members of the Board of Directors are of the opinion that a Local Organization is no longer qualified for membership in the National Organization due to the violation of Article 5-2, the membership of that Local Organization may be suspended or terminated subject to ratification by a two-thirds (2/3) vote of General Assembly.

CHAPTER VI: GENERAL ASSEMBLY

ARTICLE 6-1. SUPREME AUTHORITY:

The General Assembly shall constitute the supreme authority of the National Organization. It shall direct the affairs of the National Organization and shall retain all rights and privileges not specifically assigned to the Board of Directors, the President, or any other National Organization officer. BYLAW 6-2. EXCLUSIVE PREROGATIVES: The General Assembly shall have the exclusive prerogative to vote on any and all of the following matters: 1. Election of all Elective National Officers. 2. Approval of appointments of non-elected members of the Board of Directors. 3. Affiliation and disqualification of Local Organizations. 4. Approval of the National Plan of Action for the ensuing year. 5. Approval of the National budget for the ensuing year. 6. Determination of the National Organization Convention site. 7. Approval of the Strategic Plan and reports. COMMENTS ON BYLAW 6-2: 1. No one can serve as a member of this Board of Directors without having been elected or approved by the General

Assembly. 2. The President may appoint other special assistants or directors without the approval of the General Assembly, but

those appointees cannot be Officers of the National Organization or members of the Board of Directors. BYLAW 6-3. SPECIFIC RESPONSIBILITIES: The General Assembly shall receive and act upon reports and recommendations referred to it by the Board of Directors or any member of that body. ARTICLE 6-4. COMPOSITION: The General Assembly shall be composed of:



1. The Board of Directors 2. The President of each affiliated Local Organization. In the event that a Local President is unable to attend a meeting of the General Assembly, he shall notify the Secretary General in writing of his designated representative who must be a member of the Board of Directors of said Local Organization. Each Local Organization should have one seat in General Assembly and an additional seat, without voting or speaking rights, for the next year’s Local President listed in the JCI online Directory. ARTICLE 6-5. VOTING: In any vote by the General Assembly, all Local Organizations whose current dues are paid as prescribed by the Constitution shall have a number of votes based on the following schedule:

Membership Votes

Minimum 25 1 vote 30 members 2 votes 40 members 3 votes 55 members 4 votes 75 members 5 votes 100 members 6 votes 150 members 7 votes 200 members 8 votes 300 members 9 votes 450 members 10 votes No Local Organization should have more than 10 votes.

Members of the Board of Directors shall have the right to speak and to move and second motions in a meeting of the General Assembly but shall have no vote. BYLAW 6-6. VOTING STRENGTH: For the purpose of Article 6-5, the voting strength shall be based on declared and paid-up membership of the Local Organizations recorded in JCI database at the time of any vote. ARTICLE 6-7. PROXIES: Proxies shall not be recognized. BYLAW 6-8. CASTING VOTE: The National President shall have the casting vote in cases of equality votes, except in the case of election of National Organization Officers and the selection of the National Organization Convention Site. ARTICLE 6-9. QUORUM: A quorum for the General Assembly shall comprise Local Organization Presidents (or their authorized representatives) having fifty-one (51) percent of the total possible votes provided by Article 6-5. ARTICLE 6-10. MEETINGS: The Annual Meeting of the General Assembly shall be held at the National Convention. An additional General Assembly



meeting will be held during the month of January or February to receive and vote the financial report from the previous year Board of Directors. The location of this meeting will be decided at the General Assembly of the previous National Convention. Special meetings may be called by the President, the Board of Directors or by 1/3 of the votes of the General Assembly on a mail ballot.

COMMENTS ON BYLAW 6-10: Because the Annual Report or accounts will not be completed by the time the National Convention occurs (about three (3) months before the year’s end), it is then recommended that a special meeting of the General Assembly be scheduled for some time in January of February, so the outgoing National Board can present its full report and accounts and perhaps receive a final discharge from General Assembly at this time.

CHAPTER VII: NATIONAL CONVENTION

ARTICLE 7-1. PURPOSE: The purpose and business of the National Organization Convention shall be: 1. To receive the report of the Board of Directors 2. To elect Officers for the ensuing year 3. To approve the appointment of the non-elected members of the Board of Directors 4 To approve the National Organization Plan of Action for the ensuing year 5. To approve the budget for the ensuing year 6. To transact any other business appropriate to a National Convention including training for National and Local

Officers and general membership as well. ARTICLE 7-2. PROGRAM: The National Convention program shall include meetings of the General Assembly and the incoming and outgoing Boards of Directors. BYLAW 7-3. DATE AND PLACE: The Convention shall take place each year during the month of October. The date and place shall be decided upon by a majority vote of the General Assembly at the Convention two years prior thereto. COMMENTS ON BYLAW 7-3: By having the National Organization Convention in October, there is plenty of time for the incoming National Organization Officers to be fully prepared for their term and to attend the JCI World Congress entirely aware of what these duties will be. BYLAW 7-4. CANCELLATION: The Convention can only be canceled for unexpected events occurring within the area of the National Organization. The Convention must be rescheduled as soon as possible after the initial date. BYLAW 7-5. BUSINESS: The supervision of meeting arrangements and general programs for the Convention shall be the responsibility of the Board of Directors or any person appointed by the Board of Directors upon proposal made by the National President.



CHAPTER VIII: NATIONAL OFFICERS ARTICLE 8-1. ELECTED OFFICERS: The elected Officers of the National Organization shall be: 1. President. 2. Executive Vice President. When the National Organization reaches de number of five (5) Vice Presidents and an

additional Executive Vice President for each additional five (5) Vice Presidents. 3. One Vice President for every group of five (5) fully affiliated Local Organizations. COMMENTS ON ARTICLE 8-1: 1. The number of Executive Vice Presidents depends on the size of the National Organization and the number of Vice

Presidents. Because the role of the Executive Vice President is to supervise Vice Presidents, the position should only be created when the number of Vice Presidents becomes too big to be supervised by the National President.

2. The role of Vice Presidents is to provide services and help Local Organizations and one Vice President should not

have more than five (5) Local Organizations assigned. ARTICLE 8-2. APPOINTED OFFICERS: The appointed Officers of the National Organization shall be: 1. General Legal Counsel 2. Treasurer 3. Secretary General. If the National Organization has only five (5) Local Organizations or less, the positions of Secretary and Treasurer will be combined and only one officer will be appointed and the position of General Legal Counsel will not be appointed and the task will be assigned to the Immediate Past President. COMMENTS ON ARTICLE 8-2: Supervision and reporting system: To ensure an efficient management, the number of national officers must be realistic with the needs. A small National Organization with a few Local Organizations doesn’t require much work so the officers should be kept to the minimum. The number of officers will only increase when the number of Local Organizations increases, creating the need for more Vice Presidents to provide the services to the Local Organizations. When the number of officers increases a supervision and reporting system should be implemented. For example, when the number of Vice Presidents becomes too big to be supervised by the President, an Executive Vice President should be created to supervise the Vice Presidents and report their actions to the President. The size of the National Organization Board depends on different factors, such as the distance between Local Organizations, the size of the National Organization and the country, and the budget and needs of the National Organization, but the number of elected and appointed members of the National Board should never exceed fifty percent (50%) of the number of Local Organizations because these national Board members come from the membership of the Local Organizations and only past Local Presidents should seek national leadership positions because all other members are still needed by Local Organization to lead and conduct activities and projects. ARTICLE 8-3. IMMEDIATE PAST PRESIDENT: In addition to the elected Officers and the appointed Officers, the Immediate Past President shall be an Officer of the National Organization.



ARTICLE 8-4. DUTIES: The Officers of the National Organization shall carry out duties assigned by the President or as stipulated in this Constitution. ARTICLE 8-5. SELECTION: Each Officer designated in Article 8-1 must be elected by a majority of votes cast at a General Assembly Meeting during the National Convention. ARTICLE 8-6. APPROVAL OF APPOINTMENTS: The appointment of each Officer to be a member of the Board of Directors, as designated in Article 8-2, must be approved by a majority of votes cast by the General Assembly during the National Organization Convention or any meeting as specified in Article 6-10, or by mail ballot no later than thirty (30) days after the appointment by the Board of Directors. ARTICLE 8-7. PERIOD OF OFFICE: Elected Officers shall hold office for a period of one (1) year commencing the first day of January following their election. Appointed Officers can hold the office for the period of one (1) year commencing the first day of January following their appointment or can serve a shorter period depending on the task or responsibility, except for the Secretary General who can serve for a longer period. In the case of appointment after the first day of January, the period of office will only be for the remaining part of the year of operation. ARTICLE 8-8. SUCCESSION: No Officer may hold the same office twice. However, at the discretion of the President, an Officer shall be permitted to be elected or appointed to a full term in the same office if: 1. That Officer was appointed to the office during the year and will not have served more than four (4) months in such

office prior to December 31. 2. For a valid reason accepted by the President, that Officer was obliged to resign before completing four (4) months

of his term of office. BYLAW 8-9. EMERGENCY: In the event of the cancellation of an Annual Convention, the Officers may remain in office beyond the term set out in Bylaw 8-6 until elections can be held. BYLAW 8-10. VACANCIES: Section 1. Vacancies in all offices other than that of President may be filled through appointment by the President, subject to the approval of the General Assembly by mail ballot. Section 2. Upon the death, disability, resignation or other disposition that shall prevent the President from serving, the Executive Vice President with the longest uninterrupted affiliation to JCI will assume the presidency for the duration of the term for which the President had been elected, subject to the approval of the General Assembly. If the National Organization does not have the position of Executive Vice President, the rule applies to the position of Vice President. ARTICLE 8-11. CONFLICTING OFFICE: No elected or appointed Officer of the National Organization shall hold office in a Local Organization, with the exception that the Immediate Past President of a Local Organization shall not be considered an Officer of a Local Organization for



the purpose of this bylaw. BYLAW 8-12. NOMINATIONS: Section 1. Deadline: All nominations for elective offices must be made on the prescribed form and forwarded by Local Organizations to the Secretary General to arrive at least sixty (60) days prior to the opening of the Convention. The Secretary General shall, within fifteen (15) days after the deadline date for nominations, forward to all Local Organizations a list of nominees together with the essential curriculum vitae of the candidates. Section 2. Extension Of Deadline: In the event that fewer candidates than existing positions are received, the President may extend the time for the filing of nominations for that office for a period to expire no later than 09:00 hours of the day marking the first General Assembly of the Annual National Convention. Section 3. Approval: Every nomination shall be subject to written approval by the Local Organization of the nominee. Where a nominee is himself the Local President, his nomination form shall be signed by a senior elected Officer other than the nominee. BYLAW 8-13. NOMINATIONS COMMITTEE: Subject to the approval of the Board of Directors, the President shall appoint a Nominations Committee to examine the eligibility and qualifications of each nominee for the particular office sought. The Committee, consisting of Past Presidents, shall be chaired by the Immediate Past President and shall report its findings to the General Assembly. BYLAW 8-14. PROCEDURE: Each nominee shall appear personally before the Nominations Committee. BYLAW 8-15. QUALIFICATIONS: Section 1. Age: No person shall be elected or appointed who will reach his fortieth (40th) birthday prior to assuming office. Section 2. Member: Every nominee for election and every appointed Officer shall be an individual member of a Local Organization, and, at the time of the election or appointment, the Local Organization must be current in the payment of dues to the National Organization. Section 3. Convention Attendance: Unless he is excused by the President for valid reasons, every nominee for election shall be registered and in attendance at the National Convention at which he is a nominee. Section 4. Specific Qualifications for the candidate for National President: The candidate for National President shall have served at least one of the last five (5) years on the Board of Directors in an elected position. COMMENTS ON BYLAW 8-15, SECTION 4: This section is obviously inapplicable to the first year of existence of a National Organization. It is suggested to include it, but to ask the General Assembly to waive this section at the time of the elections. BYLAW 8-16. CONTINUED MEMBERSHIP: All Officers must remain individual members of their Local Organizations throughout their term of office; also, their Local Organizations must remain affiliated with the National Organization throughout the term of their office. Otherwise, Officers shall automatically lose office (unless they change their membership to another Local Organization). BYLAW 8-17. OATH:



All elected or appointed Officers shall take the following Oath or Solemn Declaration of Office to be administered by the President at the Annual Convention or, if necessary, as soon thereafter as possible:

“I do solemnly swear that I will faithfully execute the office of (title) of (name of National Organization) and will, to the best of my ability, serve as a living example of this organization’s philosophy and belief, and will uphold and enforce the Constitution of the National Organization and JCI at all times.”

BYLAW 8-18. REMUNERATION: All Officers shall serve without financial remuneration.

CHAPTER IX: BOARD OF DIRECTORS ARTICLE 9-1. COMPOSITION: The President, the Vice President(s), the Immediate Past President, the Secretary General (or Secretary), the Treasurer and the General Legal Counsel shall comprise the Board of Directors. ARTICLE 9-2. DUTIES: The Board of Directors shall: 1. Manage the affairs of the National Organization within the powers vested in it by the Constitution and the General

Assembly. 2. Implement the action decided upon by the General Assembly. 3. Coordinate the activities of all Officers in their duties 4. Plan and coordinate National Organization activities 5. Receive reports from its members. 6. Propose, receive or consider constitutional amendments; endorse, recommend against, or request changes to

them. 7. Recommend the affiliation of Local Organizations to the General Assembly 8. Be empowered by a vote of two-thirds (2/3) of its members to dismiss any Officer who does not fulfill the duties of

the office. 9. Upon recommendation of the President, set the duties and composition of a Strategic Planning Committee and

appoint its members. BYLAW 9-3. MEETINGS: Section 1. The Board of Directors shall meet a minimum of four (4) times a year at the National Organization Secretariat or any place and time set by the a majority of its members. Section 2. Meeting at National Organization Convention: 1. The Board of Directors shall meet prior to the meeting of the General Assembly. 2. A joint meeting of the newly elected Board of Directors and the outgoing Board of Directors shall be held at the

National Organization Convention following the adjournment of the General Assembly. BYLAW 9-4. QUORUM: A quorum of the Executive Committee shall comprise a majority of its members. BYLAW 9-5. VOTING: 1. At all meetings of the Board of Directors, each member shall have one vote. 2. Voting shall be determined by a show of hands unless decided otherwise at the President’s own discretion or by a



majority of two-thirds (2/3) of the members present at the meeting.

CHAPTER X: DUTIES OF MEMBERS OF THE BOARD OF DIRECTORS

PRESIDENT BYLAW 10-1. DUTIES: The President shall: 1. Be the official representative of the National Organization 2. Serve as the Chief Executive Officer of the National Organization 3. Preside at all meetings of the General Assembly and the Board of Directors 4. Supervise the overall operations of the National Organization and travel on its behalf 5. Report to the General Assembly and Board of Directors

VICE PRESIDENT BYLAW 11-2. DUTIES: The Vice President shall: 1. Carry out such duties as may be assigned by the President, particularly to monitor, coordinate and promote the

growth and development activities in his assigned Local Organizations. 2. Visit, communicate, and work with the Local Organizations assigned by the President to:

a. Promote the purposes of JCI b. Guide and assist Local Organizations Officers in the development of their Local Organizations. c. Give advice to officers in Local Organization management. d. Promote and give guidance in executing planned extensions. e. Ensure effective communications between assigned Local Organizations and the National Organization f. Promote among assigned Local Organizations the implementation of community projects and programs

adopted by the National Organization.

SECRETARY GENERAL BYLAW 10-3. DUTIES: The Secretary General shall: a. Be the administrative Officer of the National Organization responsible directly to the President. b. Be responsible for the operation of the Secretariat and the implementation of policies according to the direction of

the President. c. Give notice to the members of all meetings of the General Assembly and Board of Directors. d. Be responsible for keeping a permanent record of the minutes of such meetings; these records shall be open to

inspection by members at all reasonable times. e. Be responsible for the preparation of an Annual Report on the activities and programs of the National Organization.

TREASURER BYLAW 10-4. DUTIES: The Treasurer shall: a. Issue notices of dues payable



b. Be responsible for their collection and keep books of accounts of the National Organization c. Be responsible for the disbursement of monies at the direction of the Board of Directors d. Be responsible for the preparation of an Annual Report on the financial affairs of the organization and for the

quarterly financial statements which should be distributed to all Local Organizations e. Prepare and submit a proposed budget for the National Organization All checks and other orders relating to the banking accounts of the National Organization shall be signed by the President or the Secretary General and shall be countersigned by the Treasurer.

GENERAL LEGAL COUNSEL BYLAW 10-5. DUTIES: The General Legal Counsel shall: a. Serve as Parliamentarian to the Board of Directors and the General Assembly b. Rule on matters of parliamentary procedure at the request of the presiding Officer c. Make sure that the JCI and National Organization Constitutions are respected at all times d. Propose amendments to the National Organization Constitution if necessary e. Review and approve the Local Organization Constitutions COMMENTS ON BYLAW 9-6: In very small National Organizations, the immediate Past President can serve as General Legal Counsel. BYLAW 10-6. PARLIAMENTARIAN: In the absence of the General Legal Counsel, the President – with the concurrence of the meeting – shall appoint a Parliamentarian who shall serve for the period of the meeting.

DIRECTORS BYLAW 10-7. DUTIES: The Directors shall: a. Promote, coordinate, and supervise program or project activities within the terms of reference of their assigned

responsibilities. b. Study information received relating to their responsibilities and recommend suitable action to the Board of Directors. c. The Directors will Report to a member of the Board of Directors, depending on the task they are responsible for.

CHAPTER XII: ACTIVITIES BYLAW 11-1. NATIONAL PROJECTS: The National Organization shall promote community projects conducted by the Local Organizations and only establish national endorsed projects when the subject of the project affects all or most communities in the country. BYLAW 11-2. JCI-ENDORSED AND NATIONAL PROGRAMS: Where possible, the National Organization shall also promote the adoption of JCI-endorsed and national programs among the Local Organizations as long as these programs don’t interfere or reduce the local community projects. BYLAW 11-3. AWARDS:



The National Organization shall set an Awards Program to recognize and honor outstanding achievement in the fulfillment of the JCI Mission by Local Organizations and individual members, and possibly appoint a national Board member to act as Awards Manager.

CHAPTER XII: FINANCES

ARTICLE 12-1. FINANCIAL YEAR: The financial year of the National Organization shall be the calendar year. BYLAW 12-2. BOOKKEEPING: The cashbook, ledger and other bookkeeping records of the National Organization shall be maintained by the Treasurer under the supervision of the Board of Directors. BYLAW 12-3. BUDGET: The Treasurer shall submit a proposed budget for the ensuing year to the Board of Directors at its meeting during the National Convention for its consideration. The proposed budget, with the recommendations of the Board of Directors, shall then be submitted for its approval to the General Assembly at the Convention.

CHAPTER XIII: DUES ARTICLE 13-1. PAYMENT: Local Organization members shall pay annual dues approved by the General Assembly to the National Organization for every active member: Note: General comments on this Article can be found “The Question of Dues at National Organization Level.” BYLAW 13-2. DUE DATE: Dues for the current year shall be payable annually by March 31. COMMENTS ON BYLAW 14-2: 1. Dues could be payable to the National Organization at once or in several installments according to Local

Organization membership declarations. 2. It is suggested to have no more than two (2) membership declarations and, as a result, no more than two (2) dues

payment dates. 3. It is suggested that the payments of dues be made at the same time as the membership declaration. ARTICLE 13-3. COLLECTION OF DUES IN TRUST: All payments made by individual members and/or Local Organizations for JCI dues shall be held in trust by the Local Organizations and the National Organization, be included in the next membership registration and remitted in full to JCI by the National Organization with its next dues payment COMMENTS ON ARTICLE 14-3: This article must be included in the National Organization’s Constitution, as dues collected or remitted in the name of JCI (or any level of the organization) is to be held in trust and remitted in full to JCI regardless of where collected. Every Local Organization and National Organization is obligated to enforce this policy to ensure accurate membership declaration and avoid Local or National Organizations’ collecting JCI dues from members and failing to send it to JCI.



BYLAW 13-4. SUSPENSION: Local Organizations whose dues payments are more than three (3) months in arrears shall be automatically suspended from membership in the National Organization and shall lose all voting rights until such dues have been paid. BYLAW 13-5. TERMINATION: Local Organizations whose dues payments are more than twelve (12) months in arrears shall cease to be affiliated to the National Organization. Such disaffiliation shall be subject to ratification by a two-thirds (2/3) vote of General Assembly upon proposal of the Board of Directors.

CHAPTER XIV: SENATORS ARTICLE 14-1. DEFINITION: An award entitled JCI “Senatorship,” granting life membership in the organization and in the JCI Senate, may be awarded to individual members or past members to honor them for rendering outstanding service to JCI. The awarding of such status shall not exempt the member from paying regular dues to the organization. ARTICLE 14-2 APPLICATION: The Senatorship application shall be submitted by the Local Organization President to the National Organization President to confirm the qualifications. All Senatorship applications shall be approved and endorsed by the National Organization President before being presented to JCI. BYLAW 14-3. REVOCATION: The Board of Directors may recommend to the JCI President that a Senatorship be revoked, temporarily suspended, or withdrawn if the Senator has not conducted himself in a manner worthy of a Senator, or if the actions of the Senator are not in the best interests of the organization.

CHAPTER XV: PRINCIPAL OFFICE ARTICLE 15-1. PLACE: The principal office of the Local Organization shall be located at (the legal and physical location of the National Office).

CHAPTER XVI: RULES OF PROCEDURE ARTICLE 16-1. DESIGNATION: The meetings of this National Organization shall be conducted according to this Constitution and, where not otherwise provided, to Robert’s Rules of Order Revised. ARTICLE 16-2. WAIVER: Articles and Bylaws of this Constitution may be waived by a unanimous vote of members at the Annual General Meeting provided that four-fifths (4/5) of the total voting strength in attendance participate in the vote.

CHAPTER XVII: AMENDMENTS ARTICLE 17-1. ARTICLES: Articles may be amended by a two-thirds (2/3) vote of the General Assembly members present and voting at the National Organization Convention, provided that written notice of the proposed amendment is given to each Local Organization



thirty (30) days prior to the National Organization Convention. ARTICLE 17-2. BYLAWS: Bylaws may be amended by a simple majority vote of the General Assembly members present and voting, provided that written notice of the proposed amendment is given to each Local Organization sixty (60) days prior to the Convention. ARTICLE 17-3. EFFECTIVE DATE: This Constitution shall take effect immediately on approval by a two-thirds (2/3) majority of members at a National Organization Convention. Any amendments to Articles or Bylaws will take effect on the 1st of January of the year following the National Organization Convention at which they have been voted upon.



The Question of Dues at National Organization Level Due to the major differences between various countries in terms of economy, purchasing power, and membership recruitment, it is impossible to provide National Organizations or potential National Organizations with anything other than general remarks on how to handle the question of dues. First of all, there is evidence of a lack of understanding of the organization’s structure. The dues that an individual member pays to the Local Organization are financial resources not only for the Local Organization but also for the National Organization and JCI. Neither a Local Organization nor a National Organization is as strong on its own as it is within an international organization; consequently, every member or prospective member should be informed of this basic principle. Ideally, the individual will understand that the payment of dues grants membership of not only a Local or National Organization but also of JCI. Secondly, dues paid by the members are not supposed to finance community development projects or any related matters or programs which are supposed to be financed by fund-raising projects or sponsorships. Dues are to finance the administrative functioning of the Local Organization and, as a result, the administrative functioning of the National Organization and JCI. Before determining the dues that the Local Organizations will pay to the National Organization, the National Organization must first set the standards of dues to be paid by the members to the Local Organizations. This is based on the fundamental point that it is necessary that the basic dues paid by the members be enough to pay the JCI dues through the National Organization, and that the remaining part—at National Organization and Local Organization levels—will be sufficient to finance the functioning of the National Organization and Local Organization satisfactorily. Other factors to be considered are: 1. The kind of members the National Organization wants (quality versus quantity; “young” people versus “old” people;

beginners in the work field versus well-established managers or self-employed business people, etc.) 2. The kind and level of services the National Organization intends to provide to its members. (Volunteer Secretary

General working alone to fully equipped secretariat with paid Secretary General and permanent staff, etc.) The above-mentioned remarks show how difficult it is to determine a dues level. Two very important observations are apparent: 1. When a philosophy is set, it is difficult to change it, i.e., if you decide on low-level dues and then determine to raise

it, you will probably encounter members fighting against the raise and possibly leaving the organization. But experience shows that the opposite is likely as well: if the dues level is high and the National Organization decides to reduce it because it feels this will open the doors more widely to new members, members will also be lost.

2. Instead of letting Local Organizations first fix the dues to be paid them by their members—and then trying to

determine how to pay dues to the National Organization yet keep enough for the Local Organization to function adequately—the National Organization should work the opposite way. (By doing so, Local Organizations would leave to the National Organization Officer the burden of finding money to pay dues to JCI yet still permit the National Organization to function properly.) It is therefore preferable to ask: What do we have to pay to JCI? What does our National Organization need to function properly and to provide a satisfactory service to members? And, finally, what amount should the members pay to their Local Organizations to reach the overall goal? This is working by addition rather than subtraction and deficit.

Finally, the minimum dues to be paid by a National Organization to JCI is $1,417.50 per year (Based on a 135 members paying $10.50), and the basic dues to be paid to JCI per each member is $10.50 per year. But this takes care of the JCI dues only. What about the National Organization and Local Organization financing? It is suggested that the members should pay their Local Organizations at least four (4) times what is due to JCI, 50 percent



remaining at Local Organization level, 50 percent being remitted to the National Organization, out of which the National Organization will pay the JCI dues. In other words, the National Organization will get 25 percent of the members’ dues paid to the Local Organizations. That is theory. Facts must be based on a careful and comprehensive study.



Administrative Structure of the National Organization For a National Organization to be efficient, it needs to have efficient people for the right positions. When the Local Organizations work according to the structure suggested by JCI, the past local Presidents are the ideal candidates for the national positions. However, not all local Presidents want or can be a candidate for national officer, because of age, work, Family or other reasons. For this reason, the national structure cannot be too big because every year a limited number of past local presidents run for national positions. If the national structure is too large, with too many positions, the National Organization will be forced to look for candidates who have not yet completed their cycle with the Local Organization and still have some years of contribution to offer at local level. If the National Organization takes these members from the local environment and work, it will only debilitate the activities and leadership of the Local Organization and this is exactly the opposite of what a National Organization should be doing. Appoint directors for every simple and easy task just to please members of campaign committees will create two problems, will steal the active member who can still be useful at the local activities and will substantially increase the size of the national Board with positions that have little or no learning value through participation. Instead of having the best members working on local projects, the National Organization gives them a position that will only help the ego or to thank for some support. To ensure that the organization Works best, offering the outstanding service with experienced officers, the administrative structure should follow these criteria: Elect one (1) Vice President for each group of 5 to 10 Local Organizations. The number can change according to geographic conditions of the country or distance the Vice President must travel to visit the assigned Local Organizations. Elect one (1) Executive Vice President for each group of 5 Vice Presidents. When the position of Executive Vice President is created, a National Executive Committee must also be created. The Vice Presidents will not be part of the Executive Committee because they are represented in that body by their direct supervisor(s), the Executive Vice President(s). If the National Organization has less than ten (10) Local Organizations, one or two Vice Presidents are enough for the development work and in this case, there is no need for a supervisor (the Executive Vice President) because the President can easily supervise one or two Vice Presidents and the other two members of the National Board (Treasurer and Legal Counsel). The Past National President can also be the Legal Counsel in organization with less than 10 Local Organizations. The Past National President should also be the National Senate Director. The creation of positions for the “dedicated” members, who cannot leave JCI activities even after having held almost all positions, should also be avoided. A member who passes year after year changing positions at the national Board is only taking the seat of those who would like to learn something they can apply in their personal lives and in the community. The role of JCI is to create active citizens who will lead and create impact in the community and if a member cannot be active to work and make the community a better place, he or she should not take the opportunities of the positions at the national (or local) board that are reserved for the members who want to learn and develop themselves and become more active citizens. On the next page we offer a sample of structure for National Organizations with less than 5 and more than 40 Local Organizations.



Structure for National Organizations with LESS THAN 5 Local Organizations

National President

Secretary and Treasurer Vice President Past President and Legal Counsel

Structure for National Organizations with MORE THAN 5 and LESS THAN 10 Local Organizations

National President

Secretary Treasurer Past President and Legal Counsel Vice President Vice President


Past President and Director of the Senate

National President

Vice President

Vice President

Vice President

Legal Counsel

Secretary General

Treasurer


Past President and Director of the Senate

National President

Executive Vice President

Secretary General

Treasurer Legal

Counsel

Vice President

Vice President

Vice President

Vice President

Executive Vice President

Vice President

Vice President

Vice President

Vice President

24

JCI Vision .

“To be the leading global network of young active citizens.”

JCI Mission

“To provide development opportunities that empower young people to create positive change.”

About JCI

JCI is a membership-based nonprofit organization of young active citizens ages 18 to 40 in more than 100 countries who are dedicated to creating positive change in their communities. Each JCI member shares the

belief that in order to create lasting positive change, we must improve ourselves and the world around us. JCI members take ownership of their communities by identifying problems and creating targeted solutions to create

impact.

JCI National Organization Constitution Guide ENG-2013-01

Documents

Transcript of JCI National Organization Constitution Guide ENG-2013-01