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Policies, Procedures and Guidelines

Revised 9-15-2014

Previous Revision 5-2-2011

This document may be revised and amended by a majority vote of the Board of Directors without previous notice.

JLNS Policies, Procedures & Guidelines 1 last updated: 9-15-2014

adopted:4/06/09

TABLE OF CONTENTS

Policies, Procedures & Guidelines

AJLI ASSOCIATION POLICIES................................................................................................................. 5

I. SECTION II. Minimum Standards Of Charter, Constitution or Bylaws.................................................5

II. SECTION III. Association Dues...........................................................................................................5

III. SECTION IV. Privileges of Membership..............................................................................................6

IV. SECTION V. Non-Resident Prospective Members..............................................................................7

MEMBERSHIP............................................................................................................................................ 7

I. MEMBERSHIP COMMITMENTS AND PRIVILEGES TABLE...............................................................7

II. REMOVAL FROM MEMBERSHIP......................................................................................................15

III. FINANCIAL HARDSHIP..................................................................................................................... 18

IV. PHILOSOPHICAL GUIDELINES.......................................................................................................20

V. MEMBER CODE OF CONDUCT.......................................................................................................21

VI. ACTIVE MEMBER PLACEMENT AGREEMENT..............................................................................21

VII. LEAGUE LEADER NONCOMPLIANCE POLICY..............................................................................22

VIII. PROCEDURES FOR MEMBERSHIP STATUS CHANGE.................................................................23

IX. SUPPORT OF FUNDRAISERS........................................................................................................24

X. THE LEAGUE CARES (TLC) - LIFE EVENTS...................................................................................25

XI. ORGANIZATIONAL CHART.............................................................................................................25

PLACEMENT............................................................................................................................................ 27

I. POLICIES............................................................................................................................................ 27

FINANCIAL............................................................................................................................................... 29

I. FUNDS................................................................................................................................................ 29

II. ENDOWMENT POLICY...................................................................................................................... 29

XII. INVESTMENT POLICY...................................................................................................................... 31

XIII. JLNS ENDOWMENT FUND (“EF”) DISTRIBUTION GUIDELINES AND DISTRIBUTION FORMULA32

XIV. FISCAL POLICIES............................................................................................................................. 33

XV. FINANCIAL POLICIES & PROCEDURES.........................................................................................34

XVI. FUNDRAISER FINANCIAL RESPONSIBILITIES..............................................................................38

XVII.BUDGETING POLICY....................................................................................................................... 39

XVIII. COMMUNITY GRANT REQUEST SCREENING, EVALUATION AND APPROVAL.....................40

XIX. TAX TIPS FOR MEMBERS (This does not constitute tax advice. You should check with your tax professional to confirm all information listed below.)..................................................................................42JLNS Policies, Procedures & Guidelines 2 last updated: 9-15-2014

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PROJECTS............................................................................................................................................... 42

I. DONE IN A DAY OPPORTUNITIES....................................................................................................42

II. PROJECT SCREENING, SELECTION AND EVALUATION..............................................................43

III. PROJECT FUNDING REALLOCATION POLICY..............................................................................45

IV. COMMUNITY GRANT PROCESS....................................................................................................46

TRAINING................................................................................................................................................. 46

I. TRAINING POLICY............................................................................................................................. 46

I. TRAINING CURRICULUM.................................................................................................................. 46

XX. NEW MEMBER TRAINING AND MEET & GREETS.........................................................................47

MARKETING & COMMUNICATIONS.......................................................................................................48

I. INTERNAL/EXTERNAL MARKETING POLICY...................................................................................48

XXI. PRIVACY POLICY............................................................................................................................. 49

XXII.MEDIA EXCLUSIVITY POLICY.........................................................................................................49

XXIII. IDENTITY STANDARDS...............................................................................................................50

XXIV. COMMUNICATION GUIDELINES.............................................................................................52

XXV. LEAGUE EQUIPMENT.................................................................................................................. 53

XXVI. PORTABLE DISPLAY BOARDS................................................................................................53

XXVII. WEBSITE GUIDELINES............................................................................................................53

XXVIII. WEBSITE LOG ON GUIDELINES.............................................................................................54

XXIX. THE GRAPEVINE GUIDELINES...............................................................................................55

XXX. EBULLETIN GUIDELINES.............................................................................................................56

XXXI. PR KIT....................................................................................................................................... 57

ADVOCACY.............................................................................................................................................. 58

I. PURPOSE........................................................................................................................................... 58

XXXII. DELEGATES............................................................................................................................. 58

XXXIII. SUPPORTED LEGISLATION....................................................................................................58

GENERAL POLICIES............................................................................................................................... 59

I. RETURNED CHECK FEE...................................................................................................................59

XXXIV. EMPLOYMENT POLICY............................................................................................................59

XXXV. SPOKESPERSON POLICY.......................................................................................................59

XXXVI. PROJECT VOTING - CONFLICT OF INTEREST POLICY........................................................59

XXXVII. CONFLICT OF INTEREST POLICY..........................................................................................60

XXXVIII. PARLIAMENTARY POINTERS.............................................................................................62

XXXIX. EXPENSE GUIDELINES FOR CONFERENCE DELEGATES..................................................63

XL. RISK MANAGEMENT........................................................................................................................ 64

XLI. VOTING PER JLNS BYLAWS...........................................................................................................64JLNS Policies, Procedures & Guidelines 3 last updated: 9-15-2014

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XLII. MEETINGS PER JLNS BYLAWS......................................................................................................65

XLIII. OFFICE PROCEDURES...............................................................................................................65

XLIV. COMMUNITY ADVISORS.............................................................................................................66

XLV.CLOSERWARE – MEMBER DATABASE, DONOR DATABASE & WEBSITE..................................67

XLVI. OTHER.......................................................................................................................................... 68


adopted:4/06/09

AJLI ASSOCIATION POLICIES

Binding on All Leagues

This section, “AJLI Association Policies”, is taken directly from the AJLI policies document and the section numbers reflect the original document’s organization.

I. SECTION II. Minimum Standards Of Charter, Constitution or BylawsEach member Junior League shall incorporate in its charter, constitution or bylaws the following material:2.1 A statement of its name which shall include the words “Junior League of (name of city, town or community).”2.2 A statement of its purpose which shall include the statement of individual purpose stated in Article I. of the Bylaws of the Association.2.3 A statement that Junior League reaches out to women of all races, religions and national origins who demonstrate an interest in and a commitment to voluntarism.2.4 A statement that Junior League does not discriminate on the basis of race, religion or national origin.2.5 A statement that all meetings and functions of Junior League shall be held at facilities which do not discriminate against women or on the basis of race, religion or national origin.2.6 A statement that the books and accounts of Junior League shall be kept in accordance with generally accepted accounting principles and shall be audited or reviewed annually by a certified public accountant or the international equivalent at the end of the fiscal year.2.7 A statement that each Junior League in the United States shall immediately send to the Association office evidence of any change in its status as a tax exempt organization under section 501(c)(3) of the U.S. Internal Revenue Code.2.8 A statement that each Junior League located outside of the United States shall immediately send to the Association office evidence of any change in its status as a registered charity in the country in which it is located.

II. SECTION III. Association Dues3.1 Annually, each Junior League shall be billed a per capita dues of thirty-five dollars (U.S.) for each of its members other than Sustaining Emeritus members. Notwithstanding the per capita dues, there shall be an optional cap of $100,000 on the total amount paid annually by any Junior League in the Association. The manner and times of payment shall be described in the Association Procedures.

3.1.1 The Board of Directors shall determine an index based on the U.S. economy for periodic adjustments in the amount of the cap, which adjustments the Board of Directors shall recommend to Junior Leagues for approval.

3.1.2 Dues owed to the Association by Junior Leagues located in the United States are payable in United States dollars. Junior Leagues located outside the United States may elect to pay dues to the Association in the currency of the country in which they are located and the value of these financial obligations may vary from those Leagues located in the United States. The Board may establish policy to further implement this policy.

3.2 Emeritus membership may be granted, upon request, to any Sustaining member who has reached the age of 80 years, and has requested emeritus membership. Upon being granted


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emeritus membership permanently the member shall no longer have a dues requirement to Junior League. The member’s Sustaining Emeritus membership shall be reflected on the League’s roll, but the individual League shall have no financial obligation to the Association for such membership.

3.3 Junior Leagues not paying their dues by October 1 of each fiscal year shall be charged interest on the unpaid sum computed at the prime rate charged creditworthy customers on short-term loans by the Association’s bank on October 1. Any League in arrears for more than one year may be suspended under Article II. A. Section 5 of the Bylaws of the Association.

III. SECTION IV. Privileges of Membership4.1 Transfer PrivilegeOnly New, Active and Sustaining members of Junior Leagues shall have the privilege of transferring membership from one Junior League to another. The privilege of transfer need not extend to a person who has been dropped or expelled from membership by Junior League to which the transfer is desired.

An individual member of a Junior League who transfers to another Junior League shall be granted status in the receiving Junior League consistent with the specification of membership classification established by the receiving Junior League.

A New member who transfers has the right to complete the training for effective community and Junior League involvement as determined by the receiving Junior League.

4.2 Inter-League PrivilegeNew, Active and Sustaining members as described in the Bylaws of the Association, who will be residing temporarily in the area of another Junior League, and who so formally request, shall be granted the inter-league privilege for a period not to exceed one year. The period may be extended by the sending Junior League for one additional year.

An individual member of a Junior League granted the inter-league privilege shall comply with the commitments of the receiving Junior League. The member shall be entitled to all privileges of membership, as determined by the receiving Junior League. The member shall be listed as a member of and pay dues to the sending Junior League, which shall have the final responsibility for the member in all matters.

4.3 Seasonal Inter-League PrivilegeA Sustaining member who resides for a portion of the year near the member’s Junior League and a portion of the year near another Junior League, and who so formally requests, shall be granted the seasonal inter-league privilege. This privilege permits the Sustaining member to participate in Junior League whichever area the member is currently residing.

A Sustaining member may hold the seasonal inter-league privilege in more than one Junior League at a time. The seasonal inter-league privilege may be extended for an unlimited period of time. The Sustaining member shall be listed as a member of and shall pay annual dues to the sending League, which shall have the final responsibility for the member in all matters. The member shall pay to the receiving Junior League an annual seasonal inter-league fee of an amount not to exceed the difference between the receiving League’s sustaining dues and the Association’s per capita dues.


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A Sustaining member granted the seasonal inter-league privilege shall comply with the commitments of Junior League in whose area the member is currently residing.

4.4 Non-Resident PrivilegeActive and Sustaining members, who are living at a distance from their Junior League area, and who so formally request, shall be granted the non-resident privilege. Non-resident Active and Sustaining members who live in an area in which there is a Junior League may retain the privilege indefinitely.

IV. SECTION V. Non-Resident Prospective Members5.1 A Junior League may grant membership to prospective members living outside its geographical area.

5.1.1 The prospective member shall live close enough to another Junior League to participate in that League’s New Member training.5.1.2 The inviting Junior League shall be responsible for orienting the prospective member to the privileges and responsibilities of Junior League membership before she agrees to join.

MEMBERSHIP

I. MEMBERSHIP COMMITMENTS AND PRIVILEGES TABLE

STATUS ELIGIBILITYFINANCIAL

FUNDRAISING

GENERAL OBLIGATIONS

PRIVILEGES & RESTRICTIONS

ACTIVE All members who

have completed the New Member course.

Active Member Annual Dues

Participation in all Fundraisers. Financial and Hourly Fundraising commitments approved by the general membership. $35/hr work shift fee for any hours missed. Financial requirement after event.

General MeetingsMinimum of 4. The Nominating & Placement Committee will be responsible for tracking. $60 buyout for missed required meetings.

Attendance at committee meetingsIf two (2) meetings are missed without informing the chair, the member will be contacted. Ongoing committee

Right to vote and hold office.May transfer to another League, become an Inter-League or Non-Resident member.Is eligible for all other privileges of active membership (such as the insurance policies, hotel, car rental discounts, etc. offered by AJLI).

Trainings.A variety of League-wide


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FUNDRAISING

GENERAL OBLIGATIONS


participation is required. Committee chairs will report out attendance/participation records twice annually to their Council VP and the Nominating & Placement Chair

PlacementMust serve on a League committee.

trainings will be offered throughout the year.

HONORED ACTIVE

Available to Active members who have served four (4) years active service, excluding new member course, non-emergency leaves of absence or resignations.

Active Member Annual Dues.

Half of the Active members’ fundraising requirement -approved by the general membership. $35/hr work shift fee for any hours missed. . Double financial requirement after event.

General MeetingsMinimum of 2. The Nominating & Placement Committee will be responsible for tracking. $60 buyout for missed required meetings.

Attendance at committee meetingsIf two (2) meetings are missed without informing the chair, the member will be contacted. Ongoing committee participation is required (and will be enforced). Committee chairs will report out attendance/ participation records twice

Right to vote and hold office.May transfer to another League, become an Inter-League or Non-Resident member.Is eligible for all other privileges of active membership (such as the insurance policies, hotel, car rental discounts, etc. offered by AJLI).


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FUNDRAISING

GENERAL OBLIGATIONS


annually to their Council VP and the Nominating & Placement Chair.

PlacementMust serve on a League committee, Must complete a Spring Placement Interview.

HONORED ACTIVE GOLD

Available to active members who have served five (5) years active service, excluding new member course, non-emergency leaves of absence or resignations.


None General MeetingsNo commitment.

PlacementAttends all committee meetings. Must complete a Spring Placement Interview.

Right to vote on motions on commitments.May hold office.May transfer to another League, become an Inter-League or Non-Resident member.Is eligible for all other privileges of active membership (such as the insurance policies, hotel, car rental discounts, etc. offered by AJLI).

TrainingEncouraged to attend. A variety of League-wide trainings will be offered throughout the year, including October Trainings in lieu of a General Meeting.


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BASIC LEAVE

Request will be granted to an active member in good standing whose temporary circumstances render her unable to fulfill her League obligations.The member must have a minimum of one (1) year of active membership prior to requesting a Leave.There shall be at least two (2) years of active League participation between Basic Leaves.

How To RequestThe active member must make a written request via her Placement Advisor and the Corresponding Secretary including an effective date and a completion date (3mos increments) AT LEAST ONE WEEK PRIOR TO THE BOARD MEETING date. A leave may be requested any time during the fiscal year.

LengthThe leave may be granted for not less than three (3) months, extendable up to a total of 12 months.


The member is relieved of all hourly work commitments, but is responsible for financial commitments while on Basic Leave.

MeetingsThe member is encouraged to attend General Meetings.

PlacementMust have periodic involvement with her Placement Advisor

The member is not required to have a committee placement. The member has the right to vote and to be considered by the Nominating & Placement Committee for assignments as an Active for the following yearIs eligible for all other privileges of active membership (such as the insurance policies, hotel, car rental discounts, etc. offered by AJLI).


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Her Placement Advisor will review status every three (3) months during the leave.

Note:Only under extraordinary circumstances will more than one (1) General Leave be granted to an active member during her League career.

EMERGENCY LEAVE

Request will be granted to an active member in good standing whose situation requires an immediate leave, which was unexpected and unforeseeable.This is not intended to cover needs caused by other volunteer activities.

How To RequestThe member must notify her Placement Advisor, after which the leave shall commence immediately.The leave may be requested at any time during the fiscal year.

LengthThe leave may be granted for no more than three (3) months. If the problem persists, the member must make a written request to extend

Active Annual Dues

The member is relieved of all work shift commitments, but is responsible for financial commitments while on Emergency Leave.

MeetingsThe member is encouraged to attend General Meetings.

PlacementMust have periodic involvement with her Placement Advisor

The member is not required to have a committee placement. The member has the right to vote and to be considered by the Nominating & Placement Committee for assignments as an Active for the following yearIs eligible for all other privileges of active membership (such as the insurance policies, hotel, car rental discounts, etc. offered by AJLI).


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into a General Leave.

LimitsOne emergency leave per five years of service without affecting opportunity for status change.

NEW Any woman, over the age of 21, who is committed to becoming a trained volunteer.Must have paid the Active Dues and the New Member Course.

Active Annual Dues plus a New Member Course Fee (non-refundable)

Participation in all Fundraisers with hourly work commitments approved by the general membership. Financial contribution optional.

General MeetingsMinimum of 4. The Nominating & Placement Committee will be responsible for tracking.

Committee MeetingsMust attend all New Member meetings required by the New Member Committee.

PlacementMust satisfactorily complete the new member course. Time LimitThe new member course must be completed

Status ChangeSecures Active status after fulfillment of commitments and ratification by Board of Directors. New status granted on July 1.

May drop from class in good standing.May transfer to another League or become an Inter-League Member.Can vote with exception. May not vote on bylaws, hold office, or become a Non-Resident member.


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SUSTAINING

Available to active members who have served five (5) years active service, excluding new member course, non-emergency leaves of absence or resignations. Members in good standing, with less than 5 years of Active service, may be given Sustainer Status by recommendation of the Nominating and Placement committee and approval of the Board of Directors when extreme health issues or age prevent the member from continuing as an active member. Sustainer status will also be offered to Active members that will reach Emeritus status during the next League year.

Sustainer Annual Dues

No fundraising requirement.

MeetingsInvited to attend General Meetings

PlacementThe Sustainer is encouraged to continue her work in the community.

No formal Placement commitments.

A sustaining member may hold an elected, voting position if no active member is qualified for and/or interested in the position. In cases where an active member or members and a sustaining member or members are equally qualified and/or interested in an elected, voting position, the Nominating & Placement Committee shall give the active member(s) preference in slating the position.A sustaining member who holds an elected, voting position shall be entitled to all the rights and privileges of an active member, and will willingly engage in the commitments of an Active member.A sustaining member enjoys the privilege of transferring to another League, becoming an Inter-League, Seasonal Inter-League, or Non-Resident


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member.

SUSTAINER EMERITUS

Available to sustaining members who have reached the age of 80 years.

Must notify Membership VP by March 1st of the year in which the member turns 80 or older.

Exempt from all dues


MeetingsInvited to attend General Meetings.

PlacementNo placement commitments.

Same as for sustaining members.

TRANSFER The receiving League must accept and acknowledge the transfer of membership within 30 days of receipt of electronic transfer.

Annual Dues based on the member’s status.

An active transfer has the same fundraising responsibility as an active member.

A new member transfer has the same fundraising responsibility as a new member.

The active transfer has the same General Obligations as an active member.

A new member transfer has the same General Obligations as a new member.

The active transfer has the same privileges & restrictions as an active member.The active transfer must attend a Retreat.

A new member transfer has the same privileges & restrictions as a new member.

INTER-LEAGUE

Available to active, new, or sustaining members who will be residing temporarily in the area of another League.

LengthInter-League status not to exceed one (1) year. The sending League may extend status for one (1) additional year.

Annual Dues based on a member’s status.

Participation in all fundraisers with Hourly and Financial commitments if an Active or New Member at time of transfer.No fundraising requirement if a Sustainer at time of transfer.

Membership commitments depend upon status at time of transfer.

The sending League has the final responsibility for Inter-League members.An Inter-League member is entitled to all privileges of the receiving League, except the right to vote or hold office.

NON-RESIDENT

Active and sustaining members may avail themselves

Annual Dues based on a



May transfer to another League.May not vote or


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of this privilege if they are living at a distance from their League, which makes fulfilling obligations of membership impossible.LengthThis status is not to exceed two (2) years, except where there is no Junior League in the area.

member’s status. Placement

There are no placement commitments.

hold office.

SEASONAL INTER-LEAGUE

Available to active and sustaining Members who reside part of the year in her League and part of the year in another League’s area, allowing her to participate in Junior League in which she is currently domiciled.LengthThis status may be extended for an unlimited period of time.

Annual Dues of sending League based on member’s status plus Seasonal Inter-League fee to receiving League.

A Seasonal Inter-League member shall comply with the fundraising commitments of the League in which she is currently domiciled.

A Seasonal Inter-League member shall comply with the General Obligations of the League in which she is currently domiciled.

May not vote or hold office.The sending League has the final responsibility for Seasonal Inter-League members.A Seasonal Inter-League member shall comply with the Privileges & Restrictions of the League in which she is currently domiciled.

HONORARY Honorary Membership status is available to women who by their service to the League or to their community may be invited to membership in the League.The Board of Directors grants status.LengthThe status is permanent once granted.

Exempt from all dues

Exempt from fundraising commitments.


PlacementThere are no placement commitments. An honorary member may serve as an honorary advisor to a committee or project.

May not vote or hold office.

Table 1-D: Membership Commitments and PrivilegesJLNS Policies, Procedures & Guidelines 15 last updated: 9-15-2014

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*Non-compliance with the above listed commitments will result in: 1.Committe Chair contacting the appropriate Placement Advisor. 2. The Placement Advisor will contact the member and report back to the committee or project chair.

**Failure to comply with the above membership commitments may result in the termination of the member in accordance with the Bylaws, Article IV, Membership, Section 5. Removal.

II. REMOVAL FROM MEMBERSHIP

A. Resignation 1. Eligibility: A member may resign provided she has met all financial and placement obligations. If a member resigns within forty-five (45) days of an event with unfulfilled financial or work requirements, she will do so without the privilege of reinstatement. 2. How to Resign: With all League commitments satisfied, a request to resign must be made in writing to the Membership Vice President at least one week before League dues become payable.3. Reinstatement: A member who has resigned may apply for reinstatement at a

later date upon paying the current year’s dues.

B. Placement Review Nominating & Placement Committee (“N&P”) reviews certain requests for changes in status, including leaves and resignations. In the event a member fails to fulfill her membership commitments, N&P will make a recommendation to the Board of Directors for appropriate action.

C. Fundraiser Non-Compliance1. Role of N&P for Fundraiser Non-Compliance:

a) Reviews the list of non-compliant members with the President, Membership Vice President and Fund Development Vice President on a monthly basis.

2. Fundraiser Non-Compliance Procedure and Timeline:a) Within One Week After Fundraiser: a Non-Compliance list is completed

by the Fundraiser Chair. The N&P Chair and the Membership VP receive the written list from the Fundraiser Chair. The Treasurer bills the member $35/hour for each missed work shift hour, and twice the financial requirement that has not been received. Remittance is due within fifteen (15) days of invoice date.

b) Next Board Meeting (Board Meeting #1): After working with N&P, the Treasurer and the fundraiser Chair, Membership VP gives a status report. Based on time between invoice date and Board meeting, N&P may make a recommendation as to resignation (to ensure objectivity and confidentiality, member names will not be disclosed at this time).


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c) Day After Board Meeting #1: If applicable, the N&P Chair drafts letter(s) based on the Board of Directors’ vote, and sends the letter(s) to the President for approval. After the approval she sends the letter to the League member(s) indicating the Board of Directors' vote to withdraw membership privileges with resignation NOT in good standing if the commitments are not met. The letters contain an option for the League member to address the Board in person or in writing prior to the next Board meeting. All letters are sent via certified and regular mail.

d) Two Weeks After Letter is Mailed: Commitments are due.e) Four Days After Due Date: N&P Chair sends the letter indicating

resignation at the next Board Meeting will occur, with an option for the League member to address the Board in person or in writing.

f) Next Board Meeting (Board Meeting #2): The N&P Chair discloses the individual’s name to the Board of Directors for their deliberation and decision. The League member may make an oral or written presentation.

g) Five Days After Board Meeting #2: If the Board’s decision is to resign the member, the member is resigned. The decision will also indicate if there is not the option for privilege of reinstatement. A letter from the Board will be sent via certified mail to member.

D. Committee/Project Non-Compliance Procedure And Timeline1) Missed Meetings: If two committee/project meetings are missed without informing

the chair, the chair will notify their Placement Advisor who will then contact the League member. After the Advisor makes contact with the League member, the outcome will be reported to the committee/project chairs and the Placement Chair. Communication by the Placement Advisor to the League member includes a reminder of "Placement Agreement" previously agreed to and signed. The Member Resource Advisor will contact the committee chair one or two months afterward and report the status to the Placement Chair.

2) Committee Noncompliance: When committee/project non-compliance is ongoing or serious abuse occurs, the committee chair must submit in writing (to the N&P Chair for review with the N&P committee) the number of meetings missed and/or a statement regarding the lack of committee participation and/or fulfillment of committee expectations.

3) The letter will be reviewed at the next N&P meeting. After review, N&P will make a recommendation for appropriate action to the Board of Directors.

a) Ten Days After Receipt of Chair's Letter: N&P meets and reviews the list. In order to make a recommendation to the Board of Directors, N&P will gather information.

b) Next Board Meeting (Board Meeting #1): After working with N&P and the Council VP of reported non-compliance, Membership VP gives a status report and the N&P recommendation (to ensure objectivity and confidentiality, member names will not be disclosed at this time).


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c) Day After Board Meeting #1: The N&P Chair drafts letter(s) based on the Board of Directors’ vote, and sends the letter(s) to the President for approval. After the approval she sends the letter to the League member(s) indicating the Board of Directors' vote to withdraw membership privileges with resignation NOT in good standing if the commitments are not met. The letters contain an option for the League member to address the Board in person or in writing prior to the next Board meeting. All letters are sent via certified and regular mail.

d) Next Board Meeting (Board Meeting #2): The N&P Chair discloses the individual's name to the Board of Directors for their deliberation and decision. The League member may make an oral or written presentation.

e) Five Days After Board Meeting #2: If the Board’s decision is to resign the member, the member is resigned. The decision will also indicate if there is not the option for privilege of reinstatement.

III. FINANCIAL HARDSHIPAny member of JLNS can apply for a scholarship to relieve her of annual financial commitments. Scholarships are awarded with funds from the Bunny O’Brien Memorial Scholarship Fund. A maximum of five (5) scholarships will be awarded each year; applications are available on the JLNS web site.

A. Who Qualifies?1. A prospective member interested in membership in JLNS2. Any member who is in good standing based on Placement guidelines.

B. How Does a Prospective Member Apply?1. Complete and submit the JLNS New Member Application, indicating a preference for Scholarship consideration.2. Specify amount of assistance requested at this time.3. Discuss situation with New Member Chair.

C. How Does a Member Apply?1. Contact the N&P Chair by February 1 to be effective for following League year..2. Provide N&P Chair with a written explanation of the situation and reason for request.3. Specify amount of assistance requested at this time.

D. Requirements to Qualify:1. A member in good standing based on placement guidelines or the commitments of the New Member training course, as applicable.2. Have not received scholarship for two (2) consecutive years.3. Have not received scholarship more than three (3) times in the past.4. Must agree to remain in good standing for the entire League year for which the scholarship is being provided. This includes meeting all fundraiser financial and hourly commitments and all committee responsibilities.


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5. Sign and return the Scholarship sApplication to the Treasurer on or before the dues payment deadline. Failure to return the contract, or pay the required dues, will result in resignation for non-payment of dues.

E. Responsibilities of Member:1. Each Active and New Member who receives assistance will have a minimum of ten (10) additional work hours that will be a confidential agreement between the member, her Placement Advisor, the Treasurer and possibly, the appropriate Chair(s). 2. Each Sustaining Member who receives assistance will have a minimum of five (5) work hours that will be a confidential agreement between the member, the Sustainer VP, the Treasurer and possibly, the appropriate Chair(s).3. Must remain in good standing for the entire League year for which the scholarship is being provided. This includes meeting all fundraiser commitments and all committee responsibilities.

F. Roles and Responsibilities of Nominating & Placement Chair1. Receive requests and validate that above commitments have been/will be met in order of receipt.2. Bring request before the N&P Committee for vote on whether or not to provide scholarship based on written reasons and request. Requests should indicate details resulting in financial constraints. Example: recent loss of job, family illness that is consuming additional income, etc.3. Notify Board of Directors of number of scholarships to be given and amounts of each – no names shall be provided to protect the confidentiality of the member(s).4. Submit payment request form for Bunny O’Brien Memorial Scholarship Fund and notify Treasurer of member(s) being covered by the scholarship.5. Notify member of outcome and if granted, get their signature on Scholarship Agreement.6. File copies of request and agreement in member’s file with Nominating & Placement.7. Requests are received and reviewed on a first come, first served basis, until funds are exhausted at which time there will be no further scholarships given.8. Note: it is important to maintain the confidentiality of the member, therefore, only the N&P Committee, the Treasurer and possibly the appropriate Chair(s) shall be made aware of the names.

IV. PHILOSOPHICAL GUIDELINESWe, the members of Junior League of Napa-Sonoma, are committed to building an organizational structure that accommodates diversity and provides a rewarding, challenging atmosphere in which to learn, work, and socialize. As a major step toward accomplishing this, the following philosophical guidelines have been established.

A. Promotion of Interdependence, Collaboration, Trust, Authenticity and OpennessWe are a team and all efforts are valuable. We need each other. We trust that all of us are in the League for the right reasons. We are trustworthy -- we say what we mean and do as we say.


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B. Willingness to Address the IssueWe will be honest, confidential, tolerant, and respectful to one another. We agree to disagree, deal directly and have an acceptance of others’ differences. We will face new challenges and work them through to the benefit of all.

C. Conflict ResolutionWe are committed to the idea that different viewpoints are good for the organization. They challenge the group, inspire creativity, and move us toward growth. Conflict can be positive. We will not avoid conflict; rather develop effective means of managing it.

D. Accountability At All LevelsWe believe in the concept of shared leadership. We are responsible for the work of the League. We all share its successes and failures.

E. ResponsibilityWe are committed to fulfilling Junior League of Napa-Sonoma's Mission Statement and complying with the membership commitments of our League. It is the responsibility of each League member to attend all required meetings in a punctual and timely manner and to take the initiative of being informed and communicating the issues.

F. Financial AccountabilityWe are committed to the fiscal health of this organization. It is the financial responsibility of each member to be active in the growth of funds, be aware of the budget and strive to work within the budget.

G. Expectations of Flexibility and FairnessCreativity, innovation, collaboration, and effective decision-making suffer under a restrictive, punitive system. We will respect the needs of the individual members and strive for understanding and fairness. We will be flexible, focus on the issues and be willing to take risks.

H. Promotion of DiversityDifferences among members must be respected. Our differences make us strong. Differences provide natural resources: varying expertise, experience, talent, education, and personalities. Heterogeneous groups do the most effective decision-making. We all have varying lifestyles, time constraints, priorities and stress levels. These will be acknowledged and respected.

I. Support for Risk TakingWe are a training organization. The organization is a support system that allows individuals to take on challenges in comfort. We will learn and grow through our successes and failures.

V. MEMBER CODE OF CONDUCTJunior League of Napa-Sonoma members will be active participants in ensuring that JLNS provides all of its members with a healthy atmosphere in which to learn, work, and socialize. Each member will conduct herself and assist other members in conducting themselves in a manner in which the potential of women in all levels of leadership will be developed. This will occur in an environment where the respect for member differences of opinion, volunteer interests and time available for League commitments exists. Members will take responsibility for creating such a


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setting by fulfilling the commitments of their League placement, communicating honestly and openly through proper channels and speaking with one voice once a decision has been made, whether it be at the Committee, Council, Board, Executive Committee, or General Membership level.

VI. ACTIVE MEMBER PLACEMENT AGREEMENTA copy of this agreement, as amended, will be provided to each member at the beginning of their membership with JLNS and the executed agreement will remain in effect for the duration of their membership.

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Junior League of Napa-Sonoma will:

1. Provide you with an ongoing training experience through the JLNS trainings and AJLI trainings such as NorCalRenoHon and the Organizational Development Institute (ODI).

2. Provide opportunities to enhance and develop your leadership training, skill set and encourage your self-growth.

3. Provide a variety of opportunities to positively impact families through projects, community involvement and membership commitments.

4. Offer you choices in fundraiser commitments and obligations.5. Provide you with a Placement Advisor who serves as your mentor and advocate in the League

and with the Nominating Committee.6. Give you the benefits of membership in an internationally recognized organization wherein the

membership is transferable to other Junior Leagues in the United States, Canada, Great Britain and Mexico.

7. Regard you as a person with individuality and value.

As an Active Member of Junior League of Napa-Sonoma, I will:

1. Fulfill my membership commitments for an active member. Those commitments include meeting committee responsibilities, attending general meetings and participating in League fundraisers by meeting all fundraiser commitments.

2. Follow League Policy/Bylaws and utilize communication approval procedures.3. Pay my dues and submit all expense reports in a timely fashion.4. Give written notice in a timely fashion of any status changes5. Be open and honest with my Placement Advisor regarding my intent, goals, needs and skills, so

that an appropriate placement is available to me.6. Communicate with my Placement and chair(s) if I am unable to fulfill my responsibilities and need

to request a Leave of absence.7. Understand the time/duty commitment of assignments before accepting them and fulfill my

committee/project/leadership position obligations.8. Provide feedback, suggestions and recommendations to my chair(s) or to the Board of Directors if

these might increase the effectiveness of a committee, project or fundraiser.9. Bring "the priceless gift of service and enthusiasm which lightens the load for all".10. Strive to make it the best year possible for the League and myself and have fun doing it!


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VII. LEAGUE LEADER NONCOMPLIANCE POLICY

A. Officers, Directors and Committee ChairsOfficers, Directors and committee chairs may be removed from office by a two-thirds (2/3) vote of the Board of Directors. The President or an Officer may propose removal of an Officer, Director, or committee chair with reasonable notice to the Board and to the Officer, Director, or chair for the following reasons:

1. Failure to perform reasonable duties of the position2. Violation of the Bylaws, or Policy, Procedures and Guidelines of the League3. Conduct detrimental to the interest of the League or its reputation4. Refusing to carry out the League’s Code of Conduct and Member’s Rights & Responsibilities5. Refusal to render reasonable assistance in carrying out the League's purposes.

The Officer, Director or committee chair shall be afforded an opportunity to be heard through the N&P committee. N&P will hear from the individual proposed to be removed as well as the President or Officer proposing the removal. N&P will then work out a plan of improvement with the individual proposed to be removed. If, after an adequate amount of time has passed, according to N&P the situation has not been remedied, the referring member requests a recommendation from N&P to the Board of Directors. N&P has the power to suggest other appropriate alternative remedies in addition to removal from office. The N&P Chair will facilitate the Closed Session at the following Board of Director’s meeting to let the member proposed to be removed be heard. That member is allowed to bring a person with her for support during this Closed Session. Removal requires a two thirds (2/3) vote by the Board of Directors.

B. PresidentThe President may be removed from office by a two-thirds (2/3) vote of the Board of Directors. The removal of the President may be proposed at the request of three (3) Officers or Directors with reasonable notice to the Board and the President for the following reasons:

1. Failure to perform reasonable duties of the position2. Violation of the Bylaws or Policies, Procedures and Guidelines of the League3. Conduct detrimental to the interest of the League or its reputation4. Refusing to carry out the League’s Code of Conduct and Member’s Rights & Responsibilities5. Refusal to render reasonable assistance in carrying out the League's purposes.

The President shall be afforded an opportunity to be heard through the Nominating & Placement Committee (N&P). N&P will hear from the President as well as the three (3) Officers or Directors proposing the removal. N&P will then work out a plan of improvement with the President. If, after an adequate amount of time has passed, according to N&P the situation has not been remedied, the referring member(s) requests a recommendation from N&P to the Board of Directors. N&P has the power to suggest other appropriate alternative remedies in addition to removal from office. The N&P Chair will facilitate the Closed Session at the following Board of Director’s meeting to let the President be heard. The President is allowed to bring a person with her for support during this Closed Session. Removal requires a two thirds (2/3) vote by the Board of Directors.


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C. Nominated, Elected or Special PositionA member holding a slated, elected or special position, other than a Board position, may be removed from the position upon the recommendation of the appropriate Board or Council member after reasonable notice and opportunity to be heard for good cause. The reasons for this removal may include:

1. Failure to perform reasonable duties of the position2. Violation of the Bylaws or Policies, Procedures and Guidelines of the League3. Conduct detrimental to the interest of the League or its reputation4. Refusing to carry out the League’s Code of Conduct and Member’s Rights & Responsibilities5. Refusal to render reasonable assistance in carrying out the League's purposes

The nominated or special position shall be afforded an opportunity to be heard through the Nominating & Placement Committee (N&P). N&P will hear from the member proposed to be removed as well as the Board or Council member proposing the removal. N&P will then work out a plan of improvement with the individual proposed to be removed. If, after an adequate amount of time has passed, according to N&P the situation has not been remedied, the referring member requests a recommendation from N&P to the Board of Directors. N&P has the power to suggest other appropriate alternative remedies in addition to removal from office. The N&P Chair will facilitate the Closed Session at the following Board of Directors’ meeting to let the member proposed to be removed be heard. That member is allowed to bring a person with her for support during this Closed Session. Removal requires a two thirds (2/3) vote by the Board of Directors.

VIII. PROCEDURES FOR MEMBERSHIP STATUS CHANGE

A. NotificationsApplications must be made in writing to the member’s Placement Advisor and the Corresponding Secretary by March 1 to be effective July 1.

B. CommitmentsAll dues, fines and fundraiser obligations must be satisfactorily fulfilled before a change in status is granted. A member wishing to resign must notify her Placement Advisor in writing one week before dues become payable, otherwise the member is responsible for the coming year’s dues.

C. SustainersAny sustainer may be reclassified as an active by a majority vote of the Board of Directors. Written requests for reclassification should be sent to the Nominating & Placement Chair prior to March 1.

D. ReinstatementAny member who has resigned from the League with privilege of reinstatement may be reinstated by a two-thirds (2/3) majority vote of the Board of Directors and payment of dues for the current year.

E. LeavesLeaves of absence may be requested by first contacting the Placement Advisor.


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F. TransfersA member transferring in to JLNS will be welcomed by the N&P committee, interviewed and placed on a committee if applicable. An active transfer will attend a JLNS Retreat or orientation. A member transferring out of JLNS will notify her Placement Advisor and the Corresponding Secretary. Her transfer will be initiated upon fulfillment of her commitments.

IX. SUPPORT OF FUNDRAISERS

A. DefinitionAnnual membership support is required for all League fundraising activities. When a fundraiser is presented to the membership for approval, the membership commitments of the fundraiser will be defined and approved by the active membership placements.

B. ParticipationParticipation in all fundraisers is mandatory for all Active and New Members unless the member is currently active non-resident or if the member is currently on an approved medical, general, sabbatical, or emergency leave. A transfer who is motioned into Junior League of Napa-Sonoma 90 days prior to a fundraiser will be required to fulfill any fundraiser hourly and financial commitments based on their level of membership. The Nominating & Placement Committee (N&P) at their discretion, on a case-by-case basis, can modify a transfer’s fundraiser commitments.

C. ResignationMembers requesting a resignation from Junior League of Napa-Sonoma must submit a letter to the Nominating & Placement Chair forty-five (45) days prior to the fundraising event to be considered exempt from participation (financial and otherwise) in said fundraiser.

D. Fundraiser Obligations1. Any member who does not fulfill her fundraiser commitments by the deadline shall be notified in writing immediately after the fundraising event. This obligation includes both financial and hourly commitments.2. Member fiscal requirements must be completed 2 weeks before fundraising event date (or arrangements must be made with the Treasurer by this date). Members will be automatically invoiced after the event.

3. She then must remit the total of her financial commitments.4. A member still delinquent 30 days after the initial notification shall be suspended from membership, notified of this suspension, and her membership in Junior League of Napa-Sonoma shall be resigned at the next meeting as stated in Junior League of Napa-Sonoma Bylaws - Procedures for Termination in Article IV, Membership, Section E, unless full payment of all delinquencies is made prior to said meeting.


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X. THE LEAGUE CARES (TLC) - LIFE EVENTSThe League established The League Cares (TLC) program to better support our members in times of celebration as well as sorrow. Funds will be solicited from the membership in order to make gestures of support to any member in need.

1. TLC referrals will come from the membership, and will be kept confidential and anonymous as necessary.2. Contributions to the TLC effort are voluntary and the entire program is self-funded by the generosity of members and guests.2. TLC dollars will be tracked separately and will not be accounted for in the JLNS operating budget. Account is a term used for tracking purposes, and does not indicate a separate banking account.3. Support includes, but is not limited to, cards and correspondence.4. When there is death in a member’s immediate family, an in memoriam contribution will be made from TLC account to the Bunny O’Brien Memorial Fund. This amount will be 5% of the balance in the TLC account, not to exceed $50.00. A formal letter acknowledging this contribution will be sent from the Community Funding committee; a personal note will be sent from the President on behalf of the membership.

XI. ORGANIZATIONAL CHART 1. MEMBERSHIP DEVELOPMENT COUNCIL

New Member, Retention & RecruitmentNominating & Placement Arrangements & Training

2. COMMUNITY OUTREACH COUNCILCommunity Projects Communications Committee Junior SPAC

3. FUND DEVELOPMENT COUNCILEvents/Sponsorship CommitteeCommunity Funding CommitteeJunior Treasurer

4. FINANCE COMMITTEETreasurer, Junior Treasurer, Fund Development VP, Community Funding Chair, President, President Elect and Immediate Past President. Any Finance Committee Advisors appointed by the Board will attend quarterly committee meetings as well.


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PLACEMENT

The JLNS Leadership Guide and Placement Manual can be found in the JLNS office as well as on the JLNS website (www.jlns.org). Please refer to those documents for up-to-date descriptions of JLNS positions and committees.

I. POLICIES

B. Role of AdvisorPlacement Advisors will counsel members at least twice a year on placement opportunities and League policies.

C. Duty to InformEach Active should keep her Advisor informed of any changes in current League placement and community involvement.

D. Placement ChoicePlacement will do everything possible to assign members to their committee of first choice; however, this may not always be possible.

E. Conference DelegatesConference delegates, other than the President, President-Elect or President-Elect-Elect, are selected by the Nominating & Placement Committee and ratified by the Board of Directors. Delegates to Organizational Development Institutes (ODIs) shall be selected by the Nominating & Placement Committee and ratified by the Board of Directors. The Board of Directors will provide input relating to the strategic direction of the League and the relevant ODI tracks that the delegates should attend. Qualifications for being a delegate are training and interest in a specific “track” established by the conference organizers. The member asked to attend the conference has usually served on a committee in that specific track, and will be asked to report back to the membership.

F. LeavesIf a League member makes a commitment to plan/accomplish a task while placed on a committee, then finds she needs to request a leave, she needs to find the best possible solution (i.e., finding a substitute) working with her chair and committee, before the leave is granted.

G. Nominating IneligibilityThe members and chair of the current Nominating & Placement Committee may not be selected as a delegate to any conference or ODI and may not be selected for any League position slated by the Nominating & Placement Committee for the following League year, unless recommended by the Board of Directors.

H. Placement Advisor Goals and Objectives 1. Effectively mentor advisees

a) Connect with advisees on a monthly basis – General Meetings, committee meetings, email, telephone, in person meetings when required.


adopted:4/06/09

http://www.jlns.org/

b) Actively reach out to New Actives – in the fall the Placement Advisor (“PA”) will engage on a monthly basis with New Actives regarding the League and their Placement and at least one of the meetings should be a more extended face to face conversation.c) Attend committee meetings -- attend at least every other month and have a spot on the agenda (could be a simple reminder of upcoming events or a more in-depth discussion topic like fundraiser compliance or the Placement process).d) Connect with committee chairs – support the chairs’ efforts, observe the interactions and watch for developing issues, work with chairs on any non-compliance issues sooner rather than later. The nature of this support requires that the PA work with the chair either in person or via telephone or email.e) Fundraiser compliance – be aware of any developing issues early and work with the member and the Fundraiser Chairs right away.

2. Responsibility for member satisfactiona) Understand and embrace the Human Resources component of the role – be member’s “go to person,” champion, confidante, help ‘fix’ problemsb) Watch for League/life balance issues c) Help members understand their opportunities, obligations and rightsd) Work with members who are struggling and/or not connectede) Check in with members periodically to make sure they are satisfied with their committee placement and create a career path for future committee & leadership goals.f) Address and manage any problems or concerns about personal issues

3. Raise visibility of the PA rolea) Get in front of the League periodically (target twice per year, once for education and once for Placement)b) Grapevine articles three to four times during the year (examples: describe the PA role, PA profiles, Placement activities and Placement Fair)c) General Meeting Sign In – be ‘on’, stand and greet each member and guest, watch for members who look lost and reach out, and communicate when members check ind) Add value to the member and their committees – ask committee chairs for feedback, ask members for feedback

4. Placementa) Ensure members understand the process and tools available via training opportunities. Quick training can occur via PA agenda time at committee meetings or via a more formal League training eventb) Engage in a substantive dialogue with members on their opportunities and wishes for the following year during the Placement interview process.c) Build the idea of both a near and long range plan for League service / career pathing via training and during Placement discussions.d) Encourage members regarding their Placement interest and opportunities as well as to understand and reach for their League goals/objectives


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5. Develop and deliver a fun and effective Placement Faira) During Placement Committee meeting in January brainstorm ideas for a creative approach, build on the idea of ‘Never Lost’ or ‘Chart Your Course’ (treasure map or passport, prizes for the most ‘stops’ or ‘stamps’, etc.)b) Engage February/March with the various committee and fundraiser chairs to have interesting tables.

FINANCIAL

I. FUNDS

I. OperatingThis includes the JLNS checking and savings accounts which are managed by the JLNS Treasurer and Junior Treasurer, and overseen by the Board of Directors. Non-designated contributions (e.g. Annual campaign donations) are allocated here.

J. Reserve & CapitalSee Section V. Fiscal Policies.

K. The League Cares (TLC)See Membership, Section X. The League Cares (TLC) – Life Events

L. Bunny O’Brien Memorial Scholarship FundMonies can be contributed specifically to this fund from members and non-members. Contributions are also made from The League Cares (TLC) dollars in the event of a JLNS member’s immediate family member passing away. Monies in this Fund are to be used to alleviate financial hardship for prospective and current members of JLNS. The Fund is overseen by the Community Funding committee, with recommendations for its use provided by the Nominating & Placement committee. The Board of Directors must approve all disbursements.

M. JLNS Endowment FundMonies can be contributed specifically to this fund from members and non-members. All contributions to this Fund are restricted. The Fund is overseen by the Community Funding committee. Investment decisions are administered by the Finance committee after the approval of the Board of Directors.

II. ENDOWMENT POLICY

N. DefinitionJunior League of Napa-Sonoma Endowment Fund (the "Endowment Fund", formerly George P. McNear Fund) shall include money and property contributed by donors to Junior League of Napa-Sonoma ("League") and designated by the donor for use in the Endowment Fund. Gifts to the League not specifically designated by the donor may be placed in the Endowment Fund at the discretion of the Board of Directors of the League (“Board of Directors”). The Board of Directors of the League in its sole discretion may refuse to accept any gift for any reason and/or may condition the acceptance of any gift in any manner it sees fit.


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O. UseThe Endowment Fund shall be used by the League for its community programs, including but not limited to projects, Done-In-A-Days, Community Assistance grants and all similar activities directly or indirectly related to the League's charitable and educational purposes of promoting voluntarism and improving the community through the effective action and leadership of trained volunteers.

P. AdministrationThe Endowment Fund shall be administered by the League's Finance Committee. All investment decisions affecting the Endowment Fund shall follow the criteria set out in Junior League of Napa-Sonoma Investment Policy. The Finance Vice Committee shall at all times keep, and make available, accurate records of all donations for review by members of the Community Funding Committee and the JLNS Board of Directors.

Q. Non-Cash GiftsNon-cash gifts, devises, or bequests to the League for the Endowment Fund may be retained in the form received or liquidated by the League at any time, subject to the approval of the Board of Directors. Subject to the conditions specified herein, any non-cash gift, devise or bequest for the Endowment Fund may be directly used by the League in the process of carrying out its activities or may be contributed to any Section 501(c)(3) public charity selected by the Board of Directors. The Board of Directors retains the right to select and use its own appraiser(s) to assign a value to non-cash items the League receives that do not have a readily ascertainable market value (e.g. non-publicly traded securities, works of art, etc.).

R. Real EstateAll decisions with regard to whether the Endowment Fund shall accept, reject, or condition the acceptance of contributions of real estate shall be made by the JLNS Board of Directors on a case-by-case basis and shall take into account such considerations as whether an environmental study of the property has been completed, whether all taxes on the property are current and paid, and whether any other parties would hold or retain any current of future interests in the property.

S. PrincipalThe principal balance of the Endowment Fund shall be at least Ten Thousand Dollars ($10,000) until the original endowment restrictions expire June 1, 2012. After June 1, 2012, the principal of the Endowment Fund shall not be invaded except under unusual circumstances and only then if either (1) the invasion is for charitable and educational purposes and is approved by a two-thirds (2/3) vote of the League's voting members either present at the general or special meeting called for that purpose at which a quorum is present or by written consent, or (2) the Board of Directors, acting upon advice of legal counsel, by majority vote, decides to invade all or part of the principal of the Endowment Fund to avoid serious, adverse tax consequences to the League, such as a loss of its federal or state tax exemption(s).

T. InterestOptions for distribution of interest earned from the Endowment Fund will be recommended to Junior League of Napa-Sonoma Board of Directors by the Finance Committee and the Community Projects committee, approved by a majority of the present and voting Members of Junior League of Napa-Sonoma Board of Directors and


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administered by the Finance committee. Income that is not distributed shall continue to be held in the Endowment Fund as accumulated income unless expressly allocated to principal by resolution of the Board of Directors.

U. Annual ReviewThe Board of Directors will annually vote to (a) contribute a portion of the gifts to the League not specifically designated by donors to the Endowment Fund (b) contribute a portion of the interest earned on the JLNS Savings account to the Endowment Fund and (c) contribute up to 5% of funds raised over and above each League sponsored Fundraiser goal to the Endowment Fund.

V. TerminationAfter June 1, 2012, The Endowment Fund can terminate upon the earlier of (1) a vote to terminate the Endowment Fund cast by two-thirds (2/3) of the League's voting members who are present at a general or special meeting called for that purpose at which a quorum is present or by written consent, or (2) by a majority vote of the Board of Directors to terminate the Endowment Fund, after receipt of advice of legal counsel that the continued existence of the Endowment Fund will have a serious, adverse effect on the tax-exempt status of the League.

XII. INVESTMENT POLICY The Finance Committee will review this policy bi-annually and is accountable to the Board of Directors for managing Junior League of Napa-Sonoma’s financial investments within the following parameters:

A. Operational Funds1. Standard: The standard of prudence in managing Junior League of Napa-Sonoma’s overall portfolio shall be the "Prudent Person Rule" which states: "Investments shall be made with the judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived."2. Assets: Assets are to be managed with the goal of achieving the maximum long-term return and capital growth from interest and dividends, yet maintaining the liquidity necessary to meet cash flow commitments.3. Maturity: The type and length of investments will be determined based on the projected cash flow commitments of Junior League of Napa-Sonoma. The maximum maturity in any one investment shall not exceed five (5) years. 4. Investment Types: Funds will be invested in Certificates of Deposit in federally insured institutions, or in United States Treasury or Government Agency obligations, or Money Market Funds invested in Government-backed securities. Funds shall not be invested in limited partnerships and second mortgages. Deposits (checking, savings and/or certificate of deposit separately or in aggregate) with any single financial institution shall not exceed an amount covered by Federal insurance without annual review of the health of the institution by the Finance Committee. The Finance Committee will then report to the Board of Directors its findings and recommendations.

a) Procedure: All investment activity shall be initiated by the Finance Committee and approved by the Board of Directors. Such activity and approval shall be properly documented.


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b) Policy Notification: A copy of Junior League of Napa-Sonoma Investment Policy shall be provided to the outside investment firm as applicable.c) Benchmarks: The Board will monitor the implementation of the Investment Policy through an annual review of the investment portfolio.

B. Endowment Fund1. Standard: The standard of prudence in managing Junior League of Napa-Sonoma’s Endowment Fund portfolio shall be the “Prudent Person Rule” which states: “Investments shall be made with the judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived.”2. Investment Objective: Assets are to be managed with the goal of achieving the maximum long-term return and capital growth. The underlying securities will provide an overall moderate level of risk for the portfolio in line with other Non-profit organizations as defined by a professional financial consultant.3. Investment Types: Funds shall not be invested in limited partnerships, second mortgages or any other securities that do not meet the moderate risk profile set forth in the Investment Objective.4. Procedure: All investment activity shall be initiated by the Finance Committee and approved by the President. Such activity and approval shall be properly documented.5. Policy Notification: A copy of Junior League of Napa-Sonoma Investment Policy shall be provided to the outside investment firm.6. Oversight and Reporting: The Finance Committee shall meet quarterly to review the Endowment Fund investment and then report on the status of the portfolio quarterly to the Board of Directors. In addition, an extensive portfolio review shall be conducted in April that will include the Finance Committee, and if JLNS is using an outside Advisor, the investment consultant. The results and recommendations of this meeting will be provided in writing to the Board of Directors by May.

XIII. JLNS ENDOWMENT FUND (“EF”) DISTRIBUTION GUIDELINES AND DISTRIBUTION FORMULA

A. Investment Objectives Investment Objectives emphasize preservation of principal through conservative investing. EF principal is to be managed with the goal of safely achieving maximum long-term return and capital growth from interest and dividends, yet maintaining liquidity necessary to make a distribution. The Finance committee (FC) working in conjunction with the League’s Board of Directors, (BOD), will monitor the implementation of the Investment Policy regularly.

B. Restricted vs. Non-Restricted Funds:Non-restricted funds are defined as realized gains, interest and dividends. Any portion or all of this earned income may be used for distribution annually. Interest that is not distributed shall continue to be held in the EF as accumulated income (non-restricted funds) unless expressly allocated to principal by resolution of the League’s BOD. Donor contributions from cash, credit card, employee matching gifts, stock, real estate, etc. are defined as restricted funds. All donations received from Junior League of Napa-Sonoma are defined as restricted funds. Tracking of restricted and non-restricted funds will be


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done by the Treasurer, working closely with the Community Funding committee and reporting to the League’s Finance Committee.

C. Distribution Formula/ Interim Spending Policy:The Finance Committee will formulate a distribution policy after the JLNS Endowment is legally secured.

D. Timeline for Distribution to LeagueThe Treasurer, along with the Finance committee, shall derive the actual distribution amount using the recommended Distribution Formula.

E. Distribution AmountThe Finance committee approves the distribution amount and informs the League’s BOD of the recommended amount to be given in the following year to the Community Programs at a Board Meeting. The League’s BOD votes on the amount to be distributed after which the Community Outreach Vice President is responsible to notify the Community Projects committee of the additional amount available for funding decisions made in the same League year.

Definition of Terms1. Donor: Any person, family unit (couple, partners, etc.), business, corporation, non profit organization, foundation, estate bequest, etc. who gives a contribution to the EF.2. Contributions: Any gift given to the EF.3. Corpus/Principal: Funds from donations made to the EF. 4. Restricted Funds: Funds that are not available for distribution and are protected in the Corpus.5. Non-Restricted-Funds: Funds available for distribution. These funds can only be distributed by using the approved Distribution Formula. 6. Income/Earnings: Funds generated from investing the Corpus as well as prior years’ interest and dividends so that the funds’ intent is to realize a net gain. Only interest/dividends can be used form the previous year, using the approved Distribution Formula, to make a distribution.7. JLNS Community Projects: The League’s Community Projects is a multi-faceted approach to solving a serious community need. To be successful, it must do two things:

a) Combine both League interests and community needsb) Offer members with diverse interests a variety of ways to use their individual strengths.


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XIV. FISCAL POLICIES

A. Reserve AccountA Reserve Account should be set up to equal 19 months of League operating expenses (expenses less the cost of annual fundraising events). The desired balance of 19 months shall be calculated by averaging the prior 3 years of actual expenses per our year-end financial statement then calculating 19 months based on that average. Interest earned on this account should remain in the account until the reserve balance reaches 19 months of expenses. Annual contributions to this fund from net profits when possible if this fund is below the desired balance. All or part of the reserve account can used as needed by the league with a majority vote by the Board of Directors.

B. Capital AccountThe initial balance of $10,000 set aside for this fund can be used for purchases of capital equipment by a majority vote by the Board of Directors. If all or part of this account is used, a portion of net profit, if available, shall be set aside to bring this account up to $10,000.

C. Audit Committee PolicyThe Finance Committee Advisor will review the internally audited annual financial statements and reports to ensure they are in compliance with the generally accepted accounting principals for nonprofit organizations. The Finance Committee Advisor will be the liaison with the external auditor. At least every five years, but more often if deemed appropriate, the Finance Committee will undertake a comprehensive review of the League’s external auditor and will recommend any auditor changes to the Board. The board has the responsibility to approve any change. As per JLNS Bylaws, the League will undergo a review or audit annually.

XV. FINANCIAL POLICIES & PROCEDURES

A. How To Handle Expenses (LEAGUE MEMBER):From time to time, JLNS members will purchase items for their committee when it is not feasible to request a check in advance from the Treasurer. Please note that members may not pay for outside services (bands, hall rental, equipment rental, individuals providing service to the league) under any circumstances. Prior notice to the treasurer is always required. Receipts must be received within forty-five (45) days of purchase. To be personally reimbursed for League, please follow the instructions noted below:

1. Filling Out the Forms: Use an “EXPENSE REIMBURSEMENT FORM” for all expense reimbursements. The Expense Reimbursement Form can be obtained from the Treasurer or downloaded from the Members Only – Reference Documents section on the JLNS website. 2.

a) Enter the name of the individual submitting the Expense Reimbursement Form and the name of the committee (and budgeted category, if applicable) absorbing the expense.


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b) Detail each item requiring reimbursement. Specify the budgeted line the expense falls under, item description and amount (including tax). Member expenses such as photocopying, babysitting, committee refreshments, decorations and gifts for committee members ARE NOT reimbursable. Include any explanation for unusual circumstances (deposits, refunds of deposits or partial reimbursements) within the “Item Description.”c) Add the cost of all the items listed and enter the sum as the “Total Amount Due.”d) Enter the pertinent information regarding to whom the check should be issued, as well as the complete mailing address where the check should be sent.e) All supporting receipts or documentation must be attached to the Expense Reimbursement Form before approval will be made and the request can be processed.

3. Approval: Before submitting the Expense Reimbursement Form to the Treasurer, the form must be approved using the following guidelines:

a) The committee chair must approve all payment request forms for the committee members, regardless of whether the check will be issued to the individual member or a vendor (for vendor payments, please use the Vendor Check Request form). Approval can be indicated by signature or by an email from the approver to the Treasurer attaching the payment request form and indicating in the body of the email the payee and amount approved along with the appropriate budget line item for the expense.b) If a committee chair is initiating a payment request, the committee chair must have her VP approve and sign the form. One committee chair cannot approve payment requests submitted by another committee chair. Approval can be indicated by signature or by an email from the approver to the Treasurer attaching the payment request form and indicating in the body of the email the payee and amount approved along with the appropriate budget line item for the expense.

B. How To Handle Expenses (OUTSIDE SERVICES):To request payment to a third party for League expenses, please follow the instructions noted below:

1. Contracts:a) All contracts require the signature of the League President.b) The League President will require the Board of Directors’ approval for all contracts involving payments that are over a committee’s annual budget. Criteria for the Board’s approval will include the committee’s strategic goals, committee and council support, general membership surveys, event publicity, other League events surrounding the event date, a break-even analysis, and/or pre-event sales. Contracts requiring payments that are over the committee’s annual budget should come to the League President at least three (3) months prior to the date of contract execution.c) The Treasurer must be given a copy of all contracts that will require the disbursement of money.


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d) All invoices should be sent to the JLNS office, not to a League member’s address.

2. Bids: A minimum of two written quotes are required for purchases of services or materials over $5,000.3. Filling Out the Forms: Use a “VENDOR CHECK REQUEST” form for all vendor payments. The Vendor Check Request form can be obtained from the Treasurer or downloaded from the Members Only – Reference Documents section on the JLNS website. 4.

a) Enter the name of the individual submitting the Vendor Check Request form and the name of the committee (and budgeted category, if applicable) absorbing the expense.b) Detail the budget line for that expense.c) Enter the date the check is needed as well as the vendor’s name.d) Enter total amount due and include a detailed explanation of the expense.e) Enter the complete mailing address where the check should be sent.f) All supporting receipts or documentation must be attached to the Payment Request Form before approval will be made and the request can be processed.

5. Approval: Before submitting the Payment Request Form to the Treasurer, the form must be approved using the following guidelines:

a) The committee chair must approve all payment request forms for the committee members, regardless of whether the check will be issued to the individual member or a vendor. Approval can be indicated by signature or by an email from the approver to the Treasurer attaching the payment request form and indicating in the body of the email the payee and amount approved along with the appropriate budget line item for the expense.b) If a committee chair is initiating a payment request, the committee chair must have her VP approve and sign the form. One committee chair cannot approve payment requests submitted by another committee chair. Approval can be indicated by signature or by an email from the approver to the Treasurer attaching the payment request form and indicating in the body of the email the payee and amount approved along with the appropriate budget line item for the expense.

C. Authorized Signors for Expense Reimbursements and Vendor Check Requests

Below please refer to the chart for your Committee or Board positions authorized signor for Expense Reimbursements or Vendor Check Requests. Please note that all members requesting either a reimbursement for expenses or a Vendor Check must have the signature of an authorized signor. If the correct authorized signor signature is not present the request will be returned to obtain the proper signature.

In the event of an Emergency situation and your committees Authorized Signor is not available at all (Out of Town, in the Hospital etc) the Emergency Authorized Signors are the following Board Members:


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President

Treasurer

Immediate Past President


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League Position Authorized Signors

President Treasurer

President Elect President

Immediate Past President President

Council VP President

Committee Chair (see note A below) Council VP

Committee Chair Elect (see note A below) Council VP

Committee Member Committee Chair or Council VP

Treasurer Council VP

Jr. Treasurer Council VP

Recording Secretary President

Corresponding Secretary President

Parliamentarian/Historian Council VP

Senior SPAC Council VP

JR SPAC Council VP

Finance Committee Advisor President

Note A - Co- Chairs cannot authorize each others Expense Reimbursement request or Vendor Check request per the PPG’s page 33 second paragraph.

Authorized Signors who are responsible for managing a part of the JLNS Budget please remember when approving Expense Reimbursements or Vendor Check Requests to always make sure the following are present:

Forms are filled out exactly like the examples in the PPG

The correct Budget Line Item is filled in

Receipts are attached

Also please remember when authorizing a Reimbursement or Vendor Check to list the expense in your records of the Budget activity for the part of the Budget you are responsible for.

D. Additional Notes / Deposits:6. Complete an Expense Reimbursement form ONLY for your League personal expenses. Financial relationships should be built between JLNS and another business (e.g. caterer). Members absorbing vendor expenses (and thus submitting personal reimbursement forms) will receive IRS 1099 from the League. Use Vendor Check Requests when applicable.7. Timeliness: Receipts must be received within forty-five (45) days of purchase.8. End of Fiscal Year: Please submit Expense Reimbursement Forms in a TIMELY manner. Final requests must be submitted no later than July 15. Requests for expense reimbursement that are not received by July 15 will not be processed unless the delay has been discussed and approved by the Treasurer by June 30. 9. Large Checks: Checks over $1,000 require two signatures, making the processing time longer. Please plan ahead for these expenditures.10. Direct Billing: If the member has instructed a company to invoice the League directly, she must still complete a Vendor Check Request.11. Deposits: All checks should be photocopied twice. Please keep a copy for committee records and submit a copy with the checks to the Treasurer within 3 days of collection.12. Delivery of Deposits: Please DO NOT hold deposits. We need to treat our donors and members with respect while continuing to accurately state our financial position on a monthly basis. Please submit checks to Treasurer for deposit within 3 days of collection. The preferred practice is to have all checks sent directly to the JLNS Office.Conferences: All expenses related to attendance at conferences are to be approved by the Membership VP before being submitted to the Treasurer for payment (see Guidelines for Conference Delegates for further details, available in the Reference Documents section of the web site).

XVI. FUNDRAISER FINANCIAL RESPONSIBILITIES

A. BudgetAny new proposed fundraiser or mini-fundraiser must prepare a line item budget for approval by the Board of Directors. Budgeted fundraiser expenses shall be no more than 40% of the projected gross revenue of the fundraiser.


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B. Board ApprovalThe Existing/ongoing Fundraiser Chairs should work with the Treasurer, Fund Development Vice President, President and President-Elect to prepare a line item budget for approval by the Board of Directors. This approval must occur at least 6 months before the fundraiser is to occur. The Fundraiser Chairs and Treasurer jointly shall prepare monthly reports to the Board containing updates on the fundraiser, including a budget-to-actual report. These updates should also include historical trends for revenue items and other pertinent information necessary to enable the Board to assess the financial impact of the event on the League, and any event modifications or contingency plans. Upon request of the Board, the Fundraiser Chairs shall attend monthly Board Meetings, as a guest, to present updates on the fundraiser.

C. OveragesExpenditures outside the Budget needs the PRIOR approval of the League President, Fund Development Vice President, and Treasurer.

D. Proceeds DisclosurePrior to any announcement to League members of a fundraiser's “bottom line” proceeds, the League President, Fund Development Vice President and the Treasurer shall review the final transaction statement.

E. Preliminary Financial ReportThe fundraiser chair(s) is/are responsible for submitting ALL event expenses within 10 days after the event. The Treasurer will complete a preliminary financial report for each event within 21 days after the event. A copy of this report will be submitted to the Board of Directors.

F. Final Financial ReportThe balance of projected profit is to be stated to the Board of Directors no later than 45 days after the event. At this time, the Treasurer will submit a final financial report to the Fund Development Vice President and to the Board of Directors.

G. Credit Card PaymentsThe names and numbers of persons using credit cards through the JLNS website shall be deleted immediately at the conclusion of the event for which payment was made and in no event shall those numbers remain longer than 30 days. At this time, the Treasurer will certify to the Board of Directors that the information has been deleted.

XVII. BUDGETING POLICYThe JLNS Finance committee and Board of Directors shall abide by the following parameters when developing each year's budget:

A. Budgeted RevenueTotal Revenue shall include all funds generated to support the Junior League of Napa-Sonoma and its programs. This includes income generated through Endowment Funds, General and Restricted Donations, League Dues, Interest Income and Fundraising.


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B. Budgeted Total ExpensesThe budget should be based on a review of the average of the past two years actual revenue and expenses, and budgeted expenses will not exceed 80% of projected revenue. This will be reviewed semi-annually to consider current economic environment by the Finance committee.

Operating expenses are defined as all activities other than Program and Training services including: management and general activities, administration and membership development (recruiting, soliciting dues, member relations). Net Fundraising Revenue is defined as the Net Revenue of event Fundraisers plus non-event fundraising income plus other donations. Net Revenue of event Fundraisers is defined as Total Event Revenue minus Total Event Expenses.

1. Program and Training ExpensesProgram and Training expenses (excluding AJLI Dues) shall not exceed the average of the last 2 years’ (not including the current fiscal year) actual expenses.

Program and Training expenses are defined as all activities that result in goods, services or funding being distributed to our members and the community as outlined by our mission.

2. Community Program Funding Community Program such as projects, community response, Done-In-A-Day activities and other community outreach shall be funded at the Board’s discretion, duly exercising its fiduciary responsibility to the League and with consideration of the League’s overall mission and current financial condition.

C. Discretionary SavingsThe Finance committee will make recommendations to the Board of Directors semi-annually regarding the investment of discretionary savings.

NOTE: Once the budget has been drafted using the above formula, committees will provide feedback to the Finance committee regarding the need to increase or decrease line item amounts as a result of forecasted program, economic or other changes.

XVIII. COMMUNITY GRANT REQUEST SCREENING, EVALUATION AND APPROVALEach year, the Community Projects Committee will receive, review and evaluate Community Grant Applications, document that review, and make recommendations to the Board of Directors for final approval so that the awards may be distributed at the annual dinner in May.


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A. Timeline: The Community Projects Committee must have its recommendations final so that they may be presented and voted on at the April Board of Directors meeting, and submitted to the General Membership for approval in the same month.

B. Requirements: Agencies requesting grant funds should hold 501(c)(3) tax exempt status and have a locally-based board of Directors, or, in some cases, may be an appropriate agency which effectively addresses the current focus area of the Junior League of Napa-Sonoma. Programs requesting funding must address vital community needs in the League’s geographical service area.

C. Application: The requesting agency must submit an application to the Community Outreach VP in adequate time to allow the Community Projects Committee to review and evaluate the request in time to present their recommendations to the Board in April. The Application should include:

1. One page Executive Summary, to include:a) Dateb) Name and full street address of organization, along with full contact information for the designated contact person (phone, e mail)c) Short description of the project or initiatived) Number of individuals, geographic areas, and target population benefiting from the proposal/agency worke) Period the funding request will coverf) Total project budgetg) Dollar amount requested (not to exceed $10,000)h) Signature of executive director or board chair

2. Narrative:a) Organizational Background (history, mission and goalsb) Description of current programs, activities and accomplishmentsc) Purpose of request: Goals and Outcomesd) Organizational Capacity and Progress—how the organization is positioned to achieve its goals, the specific activities to be conducted, along with timelines and number, characteristics and involvement of participantse) Planned utilization of JLNS volunteersf) Evaluation plan—how will progress toward desired outcomes be measuredg) Outline of how the JLNS contribution will be recognized if granted

3. Attachments:a) List of Board of Directorsb) Most recent financial statementc) Proof of 501 (c) (3) status, if availabled) Projected line item budget, noting the specific use of the funds requested from the League, as well as other potential sources of fundinge) If available, annual report, articles and reviews of the organization’s programs

D. Review Criteria and Documentation: The Community Projects Committee shall consider and rate the grant request utilizing the following criteria, and ranking each area 1 (low) – 5 (high) in order to evaluate which grants will be recommended to the Board:

1. Alignment of the agency’s work/project proposal with the League mission

2. Reputation of the agency in the communityJLNS Policies, Procedures & Guidelines 40 last updated: 9-15-2014

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3. Agency’s established track record—do they generally achieve their goals, meet a need in the community with a positive impact?

4. Need in the community—is there a need this agency meets that is not already well/adequately served in the specific community involved?

5. Financial need—to what extent will the funds provided by JLNS enable success?

6. What is our track record with the agency? Have we funded them in the past? How were the funds used?

7. Opportunity for increased JLNS community visibility

8. Volunteer opportunities for members

9. Agency efficiency (percentage of administrative overhead to entire budget)

10. Amount requested as proportion of available JLNS grant funds

E. Grant Approvals1. A grant request must be approved by a majority of the Community Projects

Committee members before being advanced to the Board.

2. The total recommended should exceed the total budgeted for Grants in a given year.

3. The Board of Directors must approve the recommended grants by a 2/3 majority...

4. The awards will be presented at the Annual Dinner.

XIX. TAX TIPS FOR MEMBERS (This does not constitute tax advice. You should check with your tax professional to confirm all information listed below.)

A. ReceiptsKeep copies all your receipts. Record a description on the back of each receipt copy.

B. DuesThe IRS has ruled that dues to charitable organizations are deductible if, in return, the member receives no substantial personal benefit. Accordingly, Junior League of Napa-Sonoma dues qualify as a charitable contribution for members.

C. Automobile Usage1. The cost for driving incurred by a member’s use of her personal automobile in connection with her Junior League of Napa-Sonoma service is a deductible expense on member’s tax return. Contemporaneous, detailed records must be kept, including mileage and purpose of each trip.2. The costs for parking, tolls, bus, and cab expenses may also be deducted if not reimbursed by Junior League of Napa-Sonoma.3. Insurance costs, repairs and depreciation are not deductible.


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D. TravelThe cost of overnight lodging and meals are deductible if not reimbursed by Junior League of Napa-Sonoma. Refer to Junior League of Napa-Sonoma “Conference Packet” for additional information available in the League Office.

E. Fundraisers/LuncheonsThe portion of any ticket for a lunch or fundraiser, which exceeds the actual cost of the food or other benefit received, is deductible.

F. Other Expenses Related to Volunteer Work1. Expenses for telephone calls, stationery, postage or duplicating are deductible.2. The cost of volunteer time, meals and entertainment are not deductible.3. Baby-sitting expenses incurred while performing charitable services have been ruled nondeductible by the IRS.

G. Charitable Expenses for Non-Itemizers1. The Tax Reform Act of 1986 disallowed charitable deductions for individuals who do not itemize their personal deductions.

PROJECTS

I. DONE IN A DAY OPPORTUNITIES

A. Done In a Day (DIAD) OpportunitiesNew (or recurring) Done in a Day opportunities should be referred to the Community Projects Committee for review and selection. When determining whether a project or event should be made available as a DIAD opportunity for the members, the committee should consider whether the opportunity meets one or more of certain criteria, and after the event, assess the degree to which the opportunity met the expectations. Documentation through a simple checklist, both before and after is desirable:

1. Consistency with JLNS mission, vision and focus

2. Appeal to the General Membership

3. Impact Potential

4. Community recognition and/or visibility for the League

5. Potential for attraction of new members

II. PROJECT SCREENING, SELECTION AND EVALUATION

A. Project DefinitionA project is a longer-term undertaking that requires both ongoing financial and member support/collaboration (as opposed to simply being a repeating Grant, or DIAD opportunities which are repeated each year, or more frequently). A project may be for multiple years, or may be shorter, but generally Junior League of Napa-Sonoma will create a project, or


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collaborate with other groups or agencies on projects, in order to meet a community need by contributing administrative, marketing, advocacy, financial and volunteer support.

B. Projects Screening/EvaluationProposed or possible projects should be screened and evaluated before they are submitted for Board approval. Whether this screening and evaluation will be conducted at the subcommittee or Board level can be determined at the time a Project is being considered, and may vary depending on the size and scope of the project and available resources.

1. Agencies for/with which a project is being considered must:a. Have an IRS Section 501(c)3 tax exempt status; be a governmental unit; or

be developed using the League's 501(c)3 status to implement a special or Signature Project which meets the League's mission and focus area.

b. Agency operates within Napa and/or Sonoma Countyc. Provide a non-voting position on the Board of Directors or other local

Overseeing Board or Committee.d. Submit a Board Resolution, authorizing the project proposal. e. Provide a designated point person who will be assigned to facilitate activities

with JLNS. 2. The following criteria will be used when selecting new projects to develop and

present to the general membership. These criteria shall be reviewed every three years to ensure that they remain relevant. The project criteria for 2011-2013 are:

a. Project must address a community need that is directly related to the League's current vision and/or focus area.

b. Project must request both volunteers as well as funding.c. Project should include initial and/or ongoing training of League volunteers.d. Project shall at some point provide a mix of both direct service opportunities

(hands-on working with clients) and indirect service opportunities (not working directly with client).

e. Enough activities need to be available in the evenings and on weekends, and primarily concentrated between the months of September through April, in order to maximize the degree to which members may participate in those opportunities

f. In order to ensure a variety of opportunities for members, the activities provided by the proposed project need to be measured against current JLNS projects and anticipated DIAD opportunities. The proposed project should offer unique opportunities for the members as much as possible

(such as mentoring, education, serving as docent, etc).g. JLNS must have the required resources, both monetarily and in terms of

member support, in order to commit to any projecth. Project should be visible to the community – Ample opportunity for

community recognition and exposure to potential members should be present.

3. Specific elements to consider:

a. Amount of monetary support being sought

b. Degree of ongoing member support requiredJLNS Policies, Procedures & Guidelines 43 last updated: 9-15-2014

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c. Agencies reputation in the community

d. Degree to which the project will lead to lasting community impact

e. Degree to which the needs addressed by the project are met elsewhere in the community

f. The degree to which the project increases the visibility of JLNS in the community

g. Likelihood of interaction with potential new League members

h. Likely member support and opportunities for member satisfaction

4. Documentation: A project proposal will either be submitted by the requesting agency, or created by the committee or JLNS parties responsible for the screening and evaluation. This proposal should outline:

a. What the project is - identify the key parties and outline the scope of the project in terms of goals, objectives, community impact (what is the need and how does the project address those needs?), along with timelines

b. specify how the project addresses a League focus area/vision

c. Specify the recommended monetary support, supported by a realistic detailed budget reflecting the project’s specific goals

d. Outline the number of League volunteers needed, volunteer opportunities available, and roles the league will fulfill (e.g, steering committee, office volunteers, direct client contact, etc.)

e. All project proposals shall be accompanied by a resolution or minutes from the “partner” agency’s Board of Directors authorizing the project

C. Project Approval1. As part of the review process, a presentation should be made to the Board of

Directors, and with their approval, the General Membership. The written proposal should be made available to both.

2. Prior to a vote by the General Membership, the proposed project must be approved by the Board of Directors.

3. Pros and cons will be provided by the Board of Directors to the general membership.

4. Voting: The vote on all potential and renewing projects shall be:a) Documented in writingb) Contingent on a sufficient volunteer commitmentc) Contingent on sufficient League fundsd) Take place at one timee) Held only if a quorum is available to votef) Accepted/renewed only upon 2/3 majority vote

D. Annual EvaluationAll existing projects will be evaluated on at least a yearly basis by the Board of Directors using the Project Review Process which includes:


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1. Project performance reports completed by the agency and the committee chair of the committee charged with the project or other designated League member including a review of:

a. Financials – money received and how spent; updated budget

b. League member participation/satisfaction; client participation/satisfaction

c. Progress towards goals and objectives

d. Community impact

e. Recommended changes, if any

f. Request for ongoing support, financial or otherwise

2. Board of Directors will vote on whether to continue each project annually, or as per contract

E. Project ContractA potential project passed by the membership will become a Junior League of Napa-Sonoma project when an agreed upon contract is signed by the necessary parties involved.

III. PROJECT FUNDING REALLOCATION POLICYIn the event a proposed project is voted in as a project by the general membership, but cannot go forward as a project due to a lack of sufficient volunteer commitment, then funds previously allocated in the League budget for that project year for the project shall be reallocated to any community line item at the discretion of the Board of Directors serving during the year the project was to have gone forward.

IV. COMMUNITY GRANT PROCESSSee Section IX Community Grant Request Screening, Evaluation and Approval in the Financial section.

TRAINING

I. TRAINING POLICY

A. ObjectiveTraining will be offered to members of Junior League of Napa-Sonoma to provide education on community issues, orientation to the League and development of leadership skills.

B. Course ObjectivesA course catalog will be maintained by the Arrangements & Training committee.

C. Course Material Retention PlanAll course material will be saved to a CD and stored at the League office.


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D. TopicsThe Arrangements & Training committee and the President will determine the training topics for each League year.

E. LogisticsThe Arrangements & Training committee is responsible for coordinating the logistics of each training.

F. Focus AreaThe trainings planned by the Arrangements & Training committee will support Junior League of Napa-Sonoma’s Focus Areas.

I. TRAINING CURRICULUM

H. Enrichment Opportunities1. Basic: Courses in this category will focus on membership education on topics such as League history, policies and procedures, introduction to League Leadership, League career and provisional training. Courses in this category will not require any prior League or professional experience. Courses will consist mainly of lecture or self-paced materials.2. Advanced: Courses in this category will focus on membership training more in depth than basic education. Topics could include complex leadership and management principles, strategic planning, and community leadership. These courses will typically require a prerequisite course or prior League or professional experience. Courses should include more advanced training techniques such as role playing, group participation, practical applications, and testing.3. Community Training Opportunities: Courses in this category will be outside training opportunities available to League members.4. League Tool Box: This category will include templates for League business. Examples include standard ice breakers, agenda templates, and standard evaluations.

I. Goal One (1) training in each category for a total of four (4) opportunities per League year.

XX. NEW MEMBER TRAINING AND MEET & GREETS

A. Membership RoleThe New Member Committee will coordinate one (1) half-day seminar and necessary additional training for New Members to cover the topics contained in the New Member Course Outline set forth in Paragraph B immediately below. New members must complete the application and pay dues prior to New Member seminar. The New Member Committee will guide all members in areas of recruitment and retention. This committee will train new Members on League policies. This formal training will occur at the beginning and end of the New Member year


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B. New Member Course OutlineIt is the responsibility of the New Member Committee to ensure the following information is communicated to the Provisional members. This process will be done through a combination of large group trainings with the entire provisional class and smaller, more interactive group events, designed to foster teamwork and group bonding. Some education may be delivered through the JLNS general member trainings, which can be required for the provisional members as part of their program.

1. Junior League of Napa-Sonoma Orientationa) History and philosophyb) How to use the web sitec) Trainings for membersd) History, Mission, Vision and strategic goalse) Organization structure and administration

2. AJLIa) Historyb) Services offered

3. Community Impacta) Where and how we give – Grants, Projects, Co-sponsorships, DIAD, Community Response, etc. b) Past Projectsc) SPAC/Advocacyd) Our reputation/image in the communitye) Participation in a hands-on, DIAD-type community project as a new member group

4. League Communications Toolsa) Websiteb) Grapevine and other JLNS publicationsc) General Meetings

5. Financea) Where we spend our moneyb) Fundraisers and our members’ commitment to themc) Dues amount and due date

6. Member Responsibilitiesa) Commitments, obligations, expectationsb) Leave options, rights and privileges c) Sustainer benefits and qualificationsd) Transfer opportunitiese) Role of Nominating and Placement Committees, self-submittal processf) Mentoring relationship with Board membersg) Recruiting – role of each member

C. MEET & GREETS

Potential New Members shall receive prior to making a commitment:

1. JLNS tri-fold with purpose of League and AJLI information 2. Current focus of League


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3. Financial information 4. Committee Time commitment, # of GMs 5. Dues information 6. Financial Commitment to events and annual giving 7. Spring & Fall application 8. Potential New Member must complete the application and pay dues prior to New Member seminar

MARKETING & COMMUNICATIONS

I. INTERNAL/EXTERNAL MARKETING POLICY

D. Use of Our NameWritten communications for external circulation will refer to Junior League of Napa-Sonoma on the first reference. Subsequent references may refer to the League or JLNS.

E. League LogoJunior League of Napa-Sonoma logo with the Associations membership tagline underneath it must be visible on all external and internal League communications. The slogan, “Women building better communities” should be incorporated into external communications if it is not already present on the stationery being used. In all public implementations, event logos shall be accompanied by the words “Junior League of Napa-Sonoma.”

F. Press ReleasesPress releases will list two contacts for Junior League of Napa-Sonoma events. The first contact listed will be one of the Event Co-Chairs and the second will be a Communications committee contact. If the press release concerns a League-wide issue, the primary contact will be the President.

G. EmailsWhen electronic mail communications replace a written communication, including letters, flyers and press releases, email will be treated in the same manner as regular written communications. It will conform to the same rules regarding logos and contacts when appropriate. Members cannot send out email to the community without having all the appropriate, regularly established approvals, when it is an initial communication or when presented as a proposal.

XXI. PRIVACY POLICYThis section discloses the information-gathering and dissemination practices for the services and membership opportunities offered via Junior League of Napa-Sonoma. Junior League of Napa-Sonoma has created this policy in order to demonstrate its firm commitment to safeguarding the privacy of its members.

A. Information owned by JLNS about members, donors, underwriters, grant recipients, and current and past Projects is to be accessible to appropriate League members for the conduct of League business.


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B. Individual members’ contact information is made available to all members for the conduct of League business and shall not be shared for non-League business without the individual’s approval.

C. Individual members’ contact information is available in the online directory via the JLNS website as well as in the Yearbook. Such contact information in the online directory must be password protected. Each League member must be offered the opportunity to determine what personal contact information, if any, will be available in the online directory.

D. Notwithstanding the restrictions above, a League member’s contact information may be made available to the general public via printed material, The Grapevine and the public section (non-password protected area) of the JLNS website as requested for the conduct of League business, and only with the express written or e-mailed permission of the League member whose contact information is being made available.

E. League members’ contact information shall not be made available for commercial purposes.

F. Information about membership obligations and financial information about members’ donations/underwriting shall be accessible to those needing it in conducting League business. Such financial information may not be released to the membership at large, or to those without a specific need for it.

G. The JLNS mailing lists are to be used solely for conducting JLNS business and will not be distributed to any other sources.

XXII. MEDIA EXCLUSIVITY POLICYJunior League of Napa-Sonoma shall not, as a general rule, enter into an exclusive agreement regarding media coverage or advertising of a JLNS event, project or fundraiser with any individual, company or agency.

This policy does not prevent JLNS from entering a media sponsorship agreement with any individual, company or agency for a specific event, project or fundraiser. Any such media sponsorship agreement will be in writing, agreed to and signed by JLNS and the other party to the sponsorship agreement. Both the President and Community Outreach Vice President shall be involved in the negotiation of any and all media sponsorship agreements. JLNS reserves the rights, unless otherwise specified in any media sponsorship agreements, to solicit media coverage and/or pay for media advertising for any purpose from other individuals, companies or agencies outside of any such media sponsorship agreement.

XXIII. IDENTITY STANDARDSThe standards set forth in this section ensure a consistent, professional identity of Junior League of Napa-Sonoma. This section provides guidelines to which all materials printed by, and on behalf of, Junior League of Napa-Sonoma must adhere. These guidelines apply to official publications of the League, and also to the League’s partners in projects, community services, committees, fundraisers, and to events sponsored or co-sponsored by Junior League of Napa-Sonoma.

A. AJLI PR/Marketing Campaign (adopted 2002)Junior League logo is designed to capture the essence of our organization its history, leadership and mission. The logo consists of a symbol, logotype and tagline that produce


adopted:4/06/09

a compelling impression of what it means to be a Junior League and a Junior League member.

Junior League logo is part of a PR/Marketing campaign developed in response to League demand for an integrated marketing effort to promote our organization. This logo is the first step in meeting the AJLI Board of Directors’ goal to help “Junior Leagues have a recognizable, positive public image.” AJLI has also created several key messages for each League to use and build upon. Image advertising, press kits, brochures and video are available.

B. Logo & TaglineJunior League logo has classic qualities of simplicity, solidity and integration. It is recognizable and memorable. To build familiarity and thus recognition, it should never be altered. Like a fingerprint, it always appears exactly the same.

JLNS will use the logo below, Example A as the primary logo to be replaced by Example B when space must be considered.

Example A

Example B


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For all questions concerning the logo and Junior League branding, please refer to the AJLI website (link provided below) or see the PDF file that follows this document.

http://www.ajli.org/ama/orig/resourcecenter/IdentityStandards08.pdf

C. Typeface - Arial Arial is the typeface to be used in conducting JLNS business. This includes, but is not limited to, JLNS letterhead, envelopes, postcards, notecards, giving envelopes, publications and solicitations.

League events have freedom of expression through different typefaces, but the League message should remain in Arial (i.e. mission statement, vision statement, etc.)

The use of the Arial family of typefaces throughout all applications is a fundamental aspect of Junior League style. Arial has been chosen not only for the classic characteristics but also for its flexibility. Arial offers three different weights in both roman and italic.

ABCDEFGHIJKLMNOPQRSTUVWXYZAbcdefghijklmnopqrstuvwxyz1234567890ABCDEFGHIJKLMNOPQRSTUVWXYZAbcdefghijklmnopqrstuvwxyz1234567890ABCDEFGHIJKLMNOPQRSTUVWXYZAbcdefghijklmnopqrstuvwxyz1234567890

D. Approval ProcessAll printed materials coming from the League must have the approval of the appropriate Council VP and Community Outreach Vice President before printing. In addition, all letters directed to community markets must also be approved for form and content by the Community Outreach Vice President and President prior to being sent. A copy of the approved material should then be sent to the Council VP and the President for their records.

I. EventsJLNS events that occur with frequency should try to keep the look and feel of the event consistent year after year to increase recognition in the community. The look of the JLNS logo, mission and vision statement must remain the same as detailed in these JLNS Policies, Procedures and Guidelines.

XXIV. COMMUNICATION GUIDELINESGuidelines are for all e-mail and print communications. Where an e-mail replaces a letter, these guidelines must be adhered to. The guidelines are subject to change without notice. Please check the website for the latest updates.

A. Internal Communications Member -> Chair -> Council VP -> Community Outreach VP -> President.

The member will receive the final OK from the Communications VP. The Member is then responsible for timely distribution of the approved piece.

1. The Grapevine:


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http://www.ajli.org/ama/orig/resourcecenter/IdentityStandards08.pdf

Member -> Chair -> Communications Chair Community Outreach VP -> President.

2. Website – Members Area: Member -> Chair -> Communications Chair Community Outreach VP -> President.

Material may be submitted to the Communications Committee or the Communications VP.

B. External Communications1. Website - Public Pages

Member -> Chair -> Communications Chair Community Outreach VP -> President.

2. CommunityMember -> Chair -> Communications Chair -> Community Outreach VP -> President

The member will receive the final OK from the President. The member is then responsible for distributing the approved piece to the community.

3. Community AdvisorsMember -> Chair -> Community Outreach VP -> President.

The member will receive the final OK from the Community Outreach VP. The member is then responsible for distributing the approved piece to the Community Advisors.

4. MediaMember -> Chair -> Communications Chair Community Outreach VP -> President.

The member will receive the final OK from the Community Outreach VP. The member will then be responsible for submitting the approved piece to the media.

5. AJLIMember -> Chair -> President Elect -> President.

The member will receive the final OK from the President Elect. The member will then be responsible for timely distribution to AJLI.

XXV. LEAGUE EQUIPMENTAll League equipment, including audio visual equipment, will remain in the JLNS office. The process for checking it in and out will be to use the sign-out/sign-in sheets on the Bulletin Board in the Office. Day and time of expected return required at check-out. This equipment is to be checked out for the use of JLNS members for JLNS activities.


adopted:4/06/09

XXVI. PORTABLE DISPLAY BOARDSJunior League of Napa-Sonoma’s portable display boards will remain in the possession of our League and will not be loaned out to community agencies. They will be stored in the JLNS office. They will display only League-related material. Requests for use of the boards at a League-sponsored event must be made by using the sign-out/sign-in sheets on the Bulletin Board in the Office. Day and time of expected return required at check-out. Communications Committee will maintain the display boards and will review them for accuracy and impact every three years.

XXVII. WEBSITE GUIDELINES

A. New Content All new content submitted for posting on the JLNS website must follow the appropriate approval process. Please see the Communication Guidelines for further information.

B. Approved SubmittalsMember -> Chair -> Council VP -> Community Outreach VP -> President.

Only pre-approved (by submitting members Council VP) material may be submitted for posting on the website. Members can submit via e-mail to the [email protected] . The President or President Elect will approve postings. Approved content should be submitted as either unformatted text in the body of an e-mail or sent as a Word document attachment. Make certain your material is sent along with the approving email from your Council VP so that it is known that the item has cleared the approval process. The process will be as follows:1) Email for Pre-approved (by submitting members council VP) submissions to the calendar are sent to [email protected] (if items are sent to any other member of the team she will forward them to the above address and alert sender of the proper procedure).2) The President (or her designee) will read all email and forward appropriate submissions to all the people below:

A) VP of Community OutreachB) Chair(s) of Communications C) Web-mistress

D) President Elect

E) Sustainer in charge of the Sustainer Postcard

If for some reason the web-mistress finds that she will be unable to fulfill her duties within 24-48 hours, she will alert the Communications Chair so that the item(s) can be posted in a timely manner.The message is sent to all to expedite the process of posting. It will also keep both the VP and the Chair aware of items that may also need to be included in other publications.]


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mailto:[email protected]

C. PhotosFull resolution photos may be written onto a CD to be delivered to the JLNS office, or emailed to [email protected]. All photos must be titled with names and event detailed in photograph for use on the JLNS web site.

D. LogosLogos should be submitted for posting as a .jpg file, format where possible. These files can also be sent via e-mail or left on a disk at the JLNS office.

E. Timeline for PostingWhere possible, material submitted for publication on the JLNS website will be posted within five (5) business days. If the matter is urgent, please contact the Web Mistress.

F. Reservation of Editing RightsCommunications committee reserves the right to edit submissions and make decisions concerning photography/article content, suitability and placement on the Website

G. Content Instructions When submitting content, please indicate the following:

1. Name2. Committee3. The exact posting location for publication (i.e. Public or Members Area, name of

specific page, and where on the page)4. Placement of any accompanying photos or graphics (must be in .jpg format)

H. Posting CaveatOnly information submitted to the Web Mistress will be posted. Members cannot assume that information will be posted if it is not submitted. Please do not promote the existence of materials or information on the League website until you have personally checked to see that your submittal has been properly posted!

I. PrivacyIf you submit a personal e-mail address, postal address, telephone or fax number for posting in the Member Area, it will be published. If you do not want your personally identifiable information posted, then do not include it. Please refer to our Privacy Policy and security information to find out why it is safe to post this kind of information on our website.

XXVIII. WEBSITE LOG ON GUIDELINESThese guidelines have been created to protect you and your fellow members’ privacy. By following these guidelines, we can conduct our online business in a safe and secure environment.

A. For Members OnlyNever give out your password to anyone who is not a member. If you are interested in demonstrating the Member Area to another person or group of people, then you need to supervise the online session in person.

B. Password DistributionThe password will be emailed to you from the Web Master or President-Elect.


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C. Be Aware of Your EnvironmentDo not leave the password written down somewhere next to your computer in a public area (e.g. a sticky note on your computer at work). If you need to write down the password, then put it in a safe location (e.g. a locked cabinet drawer).

D. Passwords Will Not Be PublishedPasswords will not be published in The Grapevine, on the League website or in any other printed League publication.

E. Lost PasswordIf you forget your password, you can retrieve it by the online mechanism set up on the Website. The Website automatically emails it back to you.

XXIX. THE GRAPEVINE GUIDELINES

A. Description of The GrapevineThe Grapevine is a newsletter, published as needed each League year. It averages 12 pages per issue, and contains articles consisting of League and member news and community service updates. Each issue may contain paid advertising. The Grapevine is distributed via email or postal mail to all members of JLNS, our Community Advisors, our advertisers and Project partners with copies also sent to other NorCal Leagues and AJLI.

B. Description of The NewsletterThe internal newsletter (named differently each year to reflect the theme of the sitting President, hereby referred to as The Newsletter) is an internal newsletter, published in months where The Grapevine is not published, and is a supplement to The Grapevine. It contains short internal announcements about League issues and activities, and provides links to extended information available via the JLNS website. The newsletter is available to all members of JLNS via email or postal mail. The Communications team creates and publishes each issue in coordination with the Community Outreach VP.

C. ArticlesAny member may submit an article for publication in The Grapevine. The Communications Chair and Community Outreach VP have final editing authority and they will contact authors if there are major revisions. The editorial staff reserves the right to edit submissions and make decisions concerning ad/article content and suitability. See Subsection F below for submittal procedures.

D. DeadlinesApproved copy due to the Communications Chair and the President approximately two weeks before publication date.

E. FormatArticles may be submitted directly to the Communications Chair via e-mail, preferably as a Word attachment. Text in the body of an e-mail message is also acceptable, but not preferred. Please do not format your work. Use the Arial font.

F. PhotosPlease indicate to the Communications Chair if you have photos to accompany your article. Names and captions should be included. Photos should be at least 300 dpi. The


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Communications Chair reserves the right to refuse any photos that do not meet the required technical specifications. Any pictures of children should be accompanied by the written permission of the parent or guardian authorizing publication of the photograph.

G. ApprovalsAs with all communications, Grapevine articles must follow the Internal and External Communications Guidelines. All articles submitted for publication in The Grapevine must be approved by: Committee Chair -> Council VP -> Community Outreach VP-> President. The Community Outreach VP will forward your approved article to the Communications Chair once it has been given final approval.

H. Quality ControlMake sure that you have checked for spelling, grammatical and typing errors, and that the author’s name appears on the article. Make sure all names are spelled correctly in the article.

I. ReportersCommittees are responsible for writing and submitting articles. Specific articles may be requested by the Communications committee.

J. PhotographerCommittees and/or members are responsible for taking and submitting their own photographs for publication.

XXX. EBULLETIN GUIDELINES The eBulletin is an internal email, sent out once a month to supply supplemental information to the League. It contains short internal announcements about League issues and activities, and provides links to extended information available via the JLNS website or other websites. The eBulletin is sent via email to all members (that have an email address) of JLNS. The President Elect creates and publishes each issue in coordination.

A. ArticlesAny member may submit an announcement for publication in eBulletin to the President Elect and she has final editing authority.

B. Editorial ControlThe President Elect reserves the right to re-direct articles and announcements submitted to the eBulletin to Grapevine and The Newsletter. The Community Outreach VP will make final editorial decisions regarding which of the other publications an article or announcement will appear.

C. Publication DatesThe eBulletin will be sent out as close to the 15th of the month as prudent unless there are circumstances for changing the date.

D. DeadlinesThe eBulletin deadline is the 13th day of the month.


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E. Internal Use OnlyThe eBulletin is for internal use only, and will not be distributed to any external organizations or individuals.

F. FormatAnnouncements may be submitted directly to the President Elect via e-mail (to her personal email address or to [email protected]), as text in the body of an e-mail message ONLY. Please do not format your work.

G. LengthAnnouncements should be no more than 80 words, plus a headline. If extra information is required, we will post it on the Member Area of the JLNS website and provide direct links.

H. ApprovalsThe eBulletin announcements follow these guidelines; All articles submitted for publication must be approved by: The President Elect The Community Outreach VP and The President.

I. Quality ControlMake sure that you have checked for spelling, grammatical and typing errors, and that the committee’s name appears in the article. Make sure all names are spelled correctly.

J. PhotosThe eBulletin does not accept photos.

K. GuidelinesThe Communications Committee will maintain these guidelines in conjunction with the President Elect.

XXXI. PR KIT

A. UpdatesThe PR Kit will be published once a year during the summer, and updated as necessary during the rest of the League year. This kit should also be used for prospective member packets as well as corporate sponsor solicitations.

B. ContentsThe PR Kit consists of a presentation folder, our brochure and other descriptive material about Junior League of Napa-Sonoma. The purpose of the PR Kit is to inform prospective Members, the community, our financial supporters, and the beneficiaries of our organization on how the League is promoting voluntarism and improving the community. The PR Kit describes our Community Projects, Done-In-A-Day endeavors, etc. We WILL NOT publish internal League information in this publication. This packet reports what the League does to benefit the community. It should include as appropriate:

JLNS brochure & JLNS business card

“Thanks to JLNS” sheet


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Facts about JLNS

Annual Report

Membership Benefits & Application

Corporate Sponsor Descriptions & Form

Press Releases

JL of Bay Area ad slick

ADVOCACY

I. PURPOSESPAC is the acronym for the State Public Affairs Committee of the Junior Leagues of California. Its mission is to engage in project-driven legislative advocacy on behalf of its member Leagues in four focus areas: education, health, family support, and violence prevention. SPAC is comprised of two delegates from each of its sixteen member California Junior Leagues: Bakersfield, Fresno, Long Beach, Los Angeles, Monterey County, Napa-Sonoma, Oakland-East Bay, Orange County, Palo Alto-Mid Peninsula, Pasadena, Riverside, Sacramento, San Diego, San Francisco, San Jose, and Santa Barbara.

XXXII. DELEGATESThere will be two SPAC delegates at all times representing JLNS to the State Public Affairs Committee of the Junior Leagues of California and is a two year commitment.

The Senior SPAC Delegate shall represent the League at all SPAC conferences. She shall act as liaison between California SPAC and the Board and the membership at large. The Senior SPAC also has a seat on the JLNS Board of Directors.

The Junior SPAC member will assist the Senior SPAC member in the advocacy efforts on behalf of the league's mission and visions, and will be slated as Senior delegate the following year.

XXXIII. SUPPORTED LEGISLATIONSPAC and supported legislation within JLNS. As bills are introduced for the new legislative year, the SPAC delegates are responsible to review what bills directly impact the JLNS current projects and to bring forward for JLNS Board of Director for approval. If approval is achieved, the next step is to have the current Board of Director’s endorse letters of support to be sent to the author’s office by the SPAC delegates. The Senior SPAC will then track the supported bills and report on any further letter writing campaigns during the life cycle of said bills.

GENERAL POLICIES


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I. RETURNED CHECK FEE

A. PolicyA fee of $25.00 may be charged for non-sufficient fund checks returned by the bank.

XXXIV. EMPLOYMENT POLICYJunior League of Napa-Sonoma will not employ any member (including New Members, Actives, Sustainers, Honorary) of the League in any office staff position.

XXXV. SPOKESPERSON POLICYIt is imperative that Junior League of Napa-Sonoma presents a clear and consistent message to the community. To ensure this, only the President or her appointed representative may speak on behalf of the League. If you are approached to speak with the media or another community agency, please direct them to the President of Junior League of Napa-Sonoma or contact her to clear the meeting and its content prior to speaking.

Any member speaking on behalf of JLNS should be comfortable speaking about our Mission, Vision and Community Program as well as specifics in regard to our current Projects, Community Grants and our Fundraisers. Knowledge of League demographics may be required as well, depending on the engagement. Any identified spokesperson must speak directly with the President to clear all speaking topics and ensure all necessary material is understood and included in the presentation/interview.

XXXVI. PROJECT VOTING - CONFLICT OF INTEREST POLICY

A. PolicyJunior League of Napa-Sonoma members who are entrusted with voting responsibilities for Project Funding or Community Assistance Funds need to maintain their objectivity and cast their vote based on what is in the best interests of the organization and the membership.

B. Definition of Conflict of Interest1. Definition: A conflict of interest is defined as a monetary or other relationship with an individual, group, non-profit or company that might affect the ability of a voting member to make unbiased judgments on behalf of the League.2. Disclosure: A voting member who either works at a nonprofit agency, or is a consultant for an agency that has applied for funding, or who serves as a member of their Board of Directors, must disclose this type of relationship to either the chair of her committee and/or the President of the League prior to discussion or voting.3. Exclusion From Voting: This situation is a conflict of interest and this member will be excluded from voting on funding for this particular agency. Likewise, Sustainers who have an opportunity to gain must disclose any conflicts to the chair of the committee and/or the President of the League as a matter of record.


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XXXVII.CONFLICT OF INTEREST POLICY

A. Purpose1. Protecting the League: The purpose of the conflict of interest policy is to protect the League's interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an Officer of the League.2. State Laws: This policy is intended to supplement, but not replace any applicable state laws governing conflict of interest applicable to nonprofit and charitable organizations.

B. Definitions1. Interested Person: Any member of the JLNS Board of Directors who has a direct or indirect material financial interest, is an interested person. Examples of financial interest:

a) A person has a financial interest if the person may benefit financially, directly or indirectly, through business, investment or family,b) An ownership or investment interest in any entity with which the League has a transaction or arrangement, orc) A compensation arrangement with the League or with any entity or individual with which the League has a transaction or arrangement ord) A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the League is negotiating a transaction or arrangement.

2. Compensation: Compensation includes direct and indirect remuneration as well as gifts or favors that are substantial in nature.

C. Procedures1. Duty of Disclosure: In connection with any actual or possible conflicts of interest, a Board member who believes she may be an "interested person" must disclose the existence and nature of her financial interest to the other Directors or members of the committee considering the proposed transaction or arrangement. All Board members will sign the JLNS Conflict of Interest & Confidentiality Agreement at the beginning of her term, and will update the Board throughout her term should personal circumstances change.2. Determining Whether a Conflict of Interest Exists:

a) After disclosure of the financial interest, the potentially interested person shall leave the Board meeting while the financial interest is discussed and voted upon.b) The remaining Board members shall decide whether a conflict of interest actually exists.

3. Procedures for Addressing the Conflict of Interest:a) The Chair of the Board shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.b) After exercising due diligence, the Board shall determine whether the League can obtain a more advantageous transaction or arrangement with reasonable efforts from a person or entity that would not give rise to a conflict of interest.


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c) If a more advantageous transaction or arrangement is not reasonably attainable under circumstances that would not give rise to a conflict of interest, then the matter will be presented to the Board of Directors. The Board of Directors shall determine by a majority vote of the disinterested Directors whether the transaction is fair and reasonable to the League. The Board of Directors shall make its decision as to whether to enter into the transaction or arrangement in conformity with such determination.

D. Violations of the Conflict of Interest Policy1. Failure To Disclose: If the Board or committee has reasonable cause to believe that a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.2. Corrective Action: If, after hearing the response of the member and making such further investigations as is warranted in the circumstances, the Board determines that the member has in fact failed to disclose an actual or possible conflict of interest, it shall take the appropriate disciplinary and corrective action.

E. Records of ProceedingsThe minutes of the proceedings shall contain:

1. The names of the persons who disclosed or were otherwise found to have a financial interest in or connection with, an actual or possible conflict of interest; 2. The nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the Board's or committee's decision as to whether a conflict of interest in fact exists.3. The names of the persons who were present for Board discussion and vote relating to the transaction or arrangement;4. The content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection herewith.

F. Annual StatementsAffirmation: Each Director, principal Officer, special position and committee chair shall annually sign a statement which affirms that such person:

1. Has received a copy of the Conflicts of Interest Policy2. Has read and understands the Policy3. Has agreed to comply with the Policy, and4. Understands that the League is a charitable corporation and that in order to maintain its federal tax exemption, it must engage primarily in activities which accomplish one or more of its tax-exempt purposes.

G. Periodic Review1. Charitable Purpose: Periodic reviews shall be conducted to ensure that the League operates in a manner which is consistent with its charitable purposes and that it does not engage in activities that could jeopardize its status as an organization exempt from federal income tax. An appropriate time for such review is during Strategic Planning.2. Focus: The periodic reviews shall, at a minimum, include the following subjects:


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a) Whether compensation arrangements and benefits are reasonable and the result of arms’ length bargaining.b) Whether partnership and joint venture arrangements and arrangements with independent contractors conform to written policies, are properly recorded, reflect reasonable payments for goods and services, further the League's charitable purposes and do not result in impermissible private benefit.

H. Use of Outside ExpertsUse Allowed: In conducting the periodic reviews, the League may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the Board of its responsibility for ensuring that periodic reviews are conducted.

XXXVIII. PARLIAMENTARY POINTERSIt is not necessary for all members to master the finer points of Parliamentary Procedure; however, knowledge of the following chart will help a member to accomplish what she wishes in a meeting.

To Do This You Say ThisSecon

d Requir

ed

Debatable

VoteRequire

d

Introduce business “I move that...” Yes Yes Majority

Amend a motion “I move to amend the motion by...” Yes Yes Majority

*End Debate “I move the previous question.” Yes No 2/3

Have something studied further “I move we refer this matter to a Committee.”

Yes Yes Majority

Postpone consideration of a motion

“I move we postpone this matter until...”

Yes Yes Majority

*Suspend consideration of a motion

“I move we table the motion.” Yes No Majority

*Consider motion previously tabled

“I move to take from the table...” Yes No Majority

*Ask for voice vote to be verified

“I call for a division of the house.” No No No vote

*Object to consideration of an undiplomatic matter

“I object to consideration of this matter.”

No No 2/3

*Object to a procedure “Point of order” No No No vote


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To Do This You Say ThisSecon

d Requir

ed

Debatable

VoteRequire

d

*Request information “Point of information” No No No vote

*Adjourn meeting “I move that we adjourn.” Yes No Majority

*Reconsider a vote “I move to reconsider the vote on..." Yes Yes Majority

* Not amendable

XXXIX. EXPENSE GUIDELINES FOR CONFERENCE DELEGATESThe policy of Junior League of Napa-Sonoma is to pay all reasonable expenses of each delegate that are directly related to conference attendance. It is incumbent on each League member to economize as much as is reasonable on all travel-related expenses.

When a member is chosen to be a delegate to a conference, Junior League of Napa-Sonoma will pay the following expenses:

A. Registration Fees and Materials Handled by President and/or Delegate

B. Hotel Accommodations1. Handled by delegate2. Delegate should be prepared to charge the hotel bill to their credit card when checking out and turn in receipt for reimbursement.3. If two members are attending a conference, they will share a room. Should a member prefer room of her own, all costs of this additional room will be her responsibility.

C. TransportationHandled by Delegate

1. Airfare – Delegate is expected to book well in advance (usually at least 30 days) and to book non-refundable tickets to find the most economical fares.2. Transportation to and from airport3. Mileage at current IRS mileage allowance rate (this covers gas, wear & tear on the car, insurance, etc) – Treasurer will determine this rate for the delegate.4. Tolls5. Parking fees

D. Meals (including tax & tip)1. Maximum $35.00 a day as needed2. Alcohol is not reimbursed3. Meal expenses in excess of the above amount may be reimbursed at the discretion of the Fund Development VP, who will take into account the reasonable cost of meals in the region.


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E. Non-Reimbursable Expenses1. JLNS will not reimburse non-League business expenses, hotel health club and pool charges, snacks or sundries, parking/traffic tickets and loss/theft of personal property. 2. Other non-reimbursable expenses include any cost arising from the member’s absence from home or her place of business. Such expenses would include: pet-sitting fees, housekeeping arrangements and the loss of wages. 3. The League does not reimburse any costs of entertaining other conference attendees.

Expense reimbursements must be accompanied by the appropriate receipts! Please remember to ask for and keep receipts for all expenses. At the conclusion of the trip, file a timely payment request form and attach the appropriate receipts.

XL. RISK MANAGEMENTThe Board of Directors recognizes its role of stewardship over the resources of JLNS, both human and property. JLNS” Risk Management goals are to have the highest possible concern for the safety of its members, guests, staff and public in combination with maximum protection to prevent financial loss of League property and assets. The JLNS Risk Management Plan consists of the following components:

JLNS Conflict of Interest and Confidentiality Agreement (for use with staff and outside services). This document is signed and filed in the JLNS office. Found on JLNS website.

JLNS Board Member Conflict of Interest and Confidentiality Agreement. This document is signed and filed in members’ files in the JLNS office. Found on JLNS website.

JLNS Whistleblower Policy Found on JLNS website.

JLNS Investment Policy. Under Financial section of this document.

JLNS Audit Policy. Under Financial section of this document

JLNS Record & Retention Policy

JLNS Emergency Response Plan. This includes protocol for handling a range of emergences as well as the following two documents that should be present at all JLNS events (all three documents found on JLNS website):

o Event Detail Worksheet

o Incident Report Form

The Risk Management Plan documents can be modified without notice at the discretion of the JLNS Board of Directors.


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XLI. VOTING PER JLNS BYLAWS

A. Board meetings1. A quorum is the majority of voting members. Every Board position is entitled to one vote, except the Immediate Past President. She will only vote in the case of a tie. 2. A ¾ vote is required to resign a member without the privilege of reinstatement.3. A majority vote is required to fill vacancies on the Board of Directors.4. JLNS Policies, Procedures & Guidelines can be amended by a majority vote of the Board of Directors.

B. General meetings1. 30% of voting members constitutes a quorum. 2/3 of votes cast are shall decide issues regarding community projects, fundraisers, amendments to bylaws, member obligations, honorary members, position statements and focus areas. All other questions shall be decided by majority vote (e.g. budget, strategic plan, etc.).

C. Membership Status1. New members are eligible to vote on all issues with the exception of bylaws.2. Honored Gold members are eligible to vote on all issues with the exception of fundraising commitments.

D. Voting Between Meetings

If a quorum does not exist at a Board or General meeting or if an issue arises between meetings, voting may take place by polling the voting Delegates by mail, email or by telephone. The results of any such vote shall be ratified at and reflected in the minutes of the next regularly scheduled meeting.

XLII. MEETINGS PER JLNS BYLAWS

A. Board meetingsThe Board shall hold a minimum of ten (10) meetings a year.

XLIII. General meetingsThere will be a minimum of eight (8) general meetings per League year.

XLIV. OFFICE PROCEDURESThe office of Junior League of Napa-Sonoma is located at 52 Mission Circle #205, Santa Rosa, CA 95404

A. KeysKeys to the outer office will be checked out by the President at the beginning of the year (July) to those that need regular access.

Keys to the inner office will be issued to the three Presidents, the Treasurer, Finance Committee Advisor and Corresponding Secretary. Nominating and Placement may be issued a key if the need arises.


adopted:4/06/09

A lockbox has been installed on the front door for those who may need occasional access.

The President will change the code once a year to insure security.

Put lockbox (when used) in bin below light switch and get it to lock up.

Make sure that the key to the bathroom has been returned to bin below light switch.

B. ProceduresPlease lock the front door when you are working alone in the office

Sign in and out of office (this is how our PG&E usage is determined)

Please turn off lights when locking up

Make sure door to inner office is closed and locked

Take a garbage containing food or drink out to the dumpster (next to McDonalds)

If paper garbage is full, take out to dumpster

If you drop something, pick it up. If you need a vacuum, one is available for your use.

. Please use caution when working alone and entering and exiting the building.

Portable heaters are Never to be used.

DO NOT leave boxes or items on table or floor. If you have to leave something for someone else to pick up, clearly mark it and put it out of the way.

If something needs to go to storage, take it to storage. Ask your VP how.

Double check lock on the front door when leaving.

XLV. COMMUNITY ADVISORS

A. Purpose To advise and support the Junior League of Napa-Sonoma. Bring depth and breadth of understanding of community and non-profit issues to JLNS.

B. MembershipNumber of Community Advisors should be no less than six (6) and no more than fourteen (14).

C. Length of ServiceOne (1) year commitment, renewable in one (1) year increments.

D. Selection Process1. An advisory committee composed of President, President Elect, Community Outreach VP, Fund Development VP, and Senior SPAC. The Community Outreach VP shall chair this selection committee.


adopted:4/06/09

2. Basis of nomination: Through inter-league and/or Community Advisor recommendations, JLNS Board shall assess the needs of the League for the coming year and suggest individuals in the community likely to be available to address those needs. (For example, executive directors for our projects, experts on volunteer management, local PR gurus, strategic planning mentors, etc.)3. JLNS Board shall be notified of potential changes and asked for possible nominations.

E. Meetings/Inclusion1. Community Advisors’ Sips n’ Suds in September/October. Kick off the year with a “State of the League” hosted by the Board (hopefully before the Board meeting) – to address areas where the League could use their referrals, advice and expertise. 2. Community Advisors will be invited to the Holiday Dinner and Annual Dinner.3. Community Advisors will be extended open invitations to all General Meetings.4. Community Advisors will be extended an Invitation to each of our fundraising events.5. Community Advisors will be invited to other volunteer activities (i.e. Done in a Days).

F. Commitment1. Willing to provide direction to the League in area of individual expertise.2. Provide a biography for publication (newsletter, web site, etc.)3. Briefly speak at one (1) General Meeting, introducing the League to their background and potential contribution as a Community Advisor.4. Attend at our Annual Dinner and Awards Banquet in late Spring

XLVI. CLOSERWARE – MEMBER DATABASE, DONOR DATABASE & WEBSITEJunior League of Napa-Sonoma uses web-based Closerware database management to run our membership database, our supporter database and our website. Detailed instructions regarding access, use and responsibilities can be found in “Closerware Guidelines” under JLNS Reference Documents on the members-only JLNS website.


adopted:4/06/09

XLVII. OTHER

A. All monies solicited from the membership or the community, where the receipt of it will be received through the mail, must use the JLNS address as the return address. All requested monies and responses are to be mailed to the JLNS address.

B. Response cards for fundraisers or events should request that checks indicate which fundraiser the check is paying for.

C. When mail is returned to office requiring either a change of address in our database or removal from our database, those items will be given to the President Elect.

D. When mail of a New Member, Active or Sustainer is either returned or otherwise indicates a change of address or contact information, which information will be given to the Corresponding Secretary.

E. The Outstanding New Member Award: This award is presented each year at the Annual Dinner and Awards Banquet to recognize an outstanding new member from the previous year who has made exceptional contributions to the League as well as exhibiting great potential and enthusiasm as a Junior League of Napa-Sonoma member. This award is determined by the Membership VP and the New Member Chair(s).

F. Unless all or part of a JLNS event or meeting is designated and authorized as a JLNS fundraiser, no sales or solicitation by the party or business hosting the event, or any JLNS member, or any outside person or business can occur in connection with the JLNS meeting or event.


adopted:4/06/09

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