2014 POLICIES and PROCEDURES MANUAL...Missouri City - Sugar Land Chapter J&J Page 2 of 19 Policies and Procedures – Rev. 10/14 Missouri City - Sugar Land Chapter Jack and Jill of

Missouri City - Sugar Land Chapter J&J Page 1 of 19 Policies and Procedures – Rev. 10/14

Jack and Jill of America, Incorporated

Missouri City - Sugar Land Chapter

2014 POLICIES and PROCEDURES MANUAL




2014 Policies and Procedures Manual

Table of Contents

Section Chapter

Procedure

Number

Page

Introduction N/A 3

Chapter Programming - Grade Group Activity Planning & Execution 1 4

Chapter Programming – Grade Group Activity Invitations 2 8

Chapter Programming - College Set Committee 3 10

Chapter Programming – Grade Group Activity Completion Activities 4 11

Chapter Committee Member Responsibilities 5 13

Chapter Member Financial Responsibilities 6 14

Chapter Member Reimbursements 7 17

Chapter Committee Chairs Financial Responsibilities 8 18

Glossary N/A 19




Policies and Procedures Manual

INTRODUCTION

The Jack and Jill of America, Incorporated, Missouri City – Sugar Land Chapter

Policies and Procedures Manual is one of a series of governing documents created

to provide operational guidance to members and chapters.

The purpose of this manual is to give notice, document and describe those policies

and procedures unique to our chapter or whose implementation requires further

clarity.

This manual complements the National Constitution and Bylaws, National Policies

and Procedures, South Central Region Policies and Procedures Manual, Missouri

City - Sugar Land Chapter Bylaws, Code of Ethics and is to be used in conjunction

with all other existing governing documents. It is intended to be a living document

and subject to modification on an as need basis.

Committee Members: 2012-2013

Karen DeBose, Chair

Stephanie Collier

Veronica Dorsey

Ariann Grant

LaDonna Harris

Regina Holmes

Coretta Middleton

Nicole Smothers


Subject Effective

Date

Regional

Policies

Reference

Procedure

Number

Local Bylaws

Reference

Chapter

Programming -

Grade Group

Activity

Planning and

Execution

May

2014 N/A 1

I. PURPOSE

To ensure chapter grade group activities are properly planned and executed with the

full participation of all Host Mothers.

II. POLICY

Host Mothers must plan activities at least a month in advance, attend all required

host activity planning meetings, and actively participate in the planning and

execution of the activity. Designated Host Mother shall ensure proper liability

insurance documentation is present for all participants, provide the chapter financial

team with the activity budget, work with the financial team to verify payment

collection, purchase tickets and/or snacks as needed, validate attendance via sign in

sheet, and take photographs at all grade group activities.

III. PROCEDURE

A. Planning

1. Host Mothers of each activity shall identify a Lead Host Mother (LHM) during

Strategic Planning or at time determined by the PD.

2. LHM shall ensure proper liability insurance documentation is present for all

participants.

3. LHM shall request volunteers to complete one or more of the following activities

tasks: 1) create flyers; 2) create electronic invitations; 3) ensure the Activity Report

& Evaluation (AR&E) form is signed by all attendees; 4) complete the AR&E

Form; 5) provide healthy snacks; 6) take pictures and submit to the Historian; 7)

contact for Financial Secretary, purchase tickets, complete voucher and submit to


Treasurer for reimbursement. If all tasks have not been selected, the LHM shall

assign the remaining tasks.

4. Chapter President, Program Director (PD), and any Chapter President Assigned

Designee are responsible for communicating and coordinating Chapter or Grade

Group activities sponsored at the National/Regional level.

5. Host Mothers will plan, secure the activity at least two months in advance. If

more time is needed (i.e. guest speakers, advance bookings, etc.) planning

activities shall begin at least 3 months prior to the activity.

6. Host Mothers shall be in attendance and assist with the planning and supervision

of the activity in an equitable manner.

7. A Host Mother who is unable to host her assigned activity must notify the LHM

and the GGC immediately and take action to secure her own replacement or have

the GGC reassign another Host Mother if needed.

8. Host Mother shall send email to GGC copied to the Program Director (PD) and

LHM to officially record her inability to host her assigned activity and request to

be assigned to host a later activity. This email shall be sent with as much advance

notice reasonably possible given the situation.

9. Host Mother unable to host assigned grade group activity must actively work with

the Grade GGC and PD to schedule hosting another activity later in the program

year to avoid membership violations per chapter bylaws.

B. Execution

1. GGC shall prepare a folder containing a liability form for each child and grade group

roster with parent contact information.

2. LHM shall ensure proper liability insurance documentation is present for all

participants.

3. As the chapter allows for a set amount per grade group activity per child, Host

Mothers shall notify the grade group mothers of any additional costs prior to the

activity if the cost of an activity exceeds this amount. Funds for ticket purchases

must be paid by the designated deadline. Tickets will be purchased for only those

who have paid by the deadline. Tickets will be purchased for only those who have

paid by the deadline.

4. Chapter Mothers must be timely with their RSVPs.


5. Host Mothers shall inform chapter mothers that payments shall always be provided

to the Financial Secretary and schedule a deadline for payment.

6. Chapter Mothers payments must be paid by the deadline for a child to attend the

event.

7. Designated Host Mother shall inform the Financial Secretary of the activity and

cost. A format detailing the grade group involved, date of the activity, amount of

money to be paid per each child, a deadline of payment due and a grade group roster

shall be given to the Financial Secretary.

8. Designated Host Mother shall contact the Financial Secretary after the deadline to

verify the amount of money collected.

9. Host Mothers shall provide reasonable time to Financial Secretary and Treasurer for

payments. Ideally, Host Mother should submit vouchers 7 days in advance to allow

Treasurer time to confirm receipt of funds by Financial Secretary and to process

actual check with two signatures, and to record in computer system.

10. Designated Host Mother will complete the designated Voucher for Check Request

Form and submit it to the Chapter Treasurer with required original receipt and quote

documentation. The check request is based solely on the amount collected by the

Financial Secretary.

11. Designated Host Mother will purchase tickets and distribute them in advance (if

applicable) to Chapter Mothers based on logistics planned and communicated by

the Host Mothers.

12. Designated Host Mother may choose to purchase tickets with her own funds and

then be reimbursed by the chapter (with prior approval from the financial team).Host

Mothers will purchase healthy snacks (if needed) and bring them to the activity.

This expense shall be agreed to by the Host Mothers and a cost budgeted before

purchase. Snacks may be eaten during the activity or pre-bagged to go after the

activity.

13. Host Mothers will purchase healthy snacks (if needed) and bring them to the

activity. This expense shall be agreed to by the Host Mothers and a cost budgeted

before purchase. Snacks may be eaten during the activity or pre-bagged to go after

the activity.

14. Designated Host Mother shall prepare the AR&E form for each activity for children

or parent to sign. An additional sheet of paper shall be available for contact

information for parents not attending the event and designation of a Chapter Mother

in attendance to monitor them.

15. Chapter Mothers shall arrive on time as not to delay the start of the group activity.


16. Chapter Mothers dropping child(ren) off at a grade group activity shall pick up

child(ren) on time. Chapter Mothers unable to pick up child(ren) as planned shall

notify Host Mothers immediately in order to facilitate alternative plans for picking

up child(ren).

17. The Membership Representative for each Grade Group and the PD are responsible

for tracking annual grade group attendance. Note: Should a child be unexcused

from two (2) consecutive activities the membership representative and PD will

coordinate the results and notify the Membership Chair. The Membership

Committee will review and remind the mother of chapter bylaws and membership

requirements via a written warning. After three (3) consecutive unexcused absences,

a mother will be bound by chapter bylaws.

18. Designated Host Mother(s) shall take pictures at the event and provide photos to

Chapter Historian for the Scrap Book. Host Mothers shall take plenty of close-up,

small group shots. Each child should appear in at least one photo, if possible.

IV. AFFECTED PARTIES Lead Host Mother

Host Mothers

Grade Group Chair

Program Director

Chapter Historian

Membership Committee

Membership Chair

Chapter President


Subject Effective

Date

Regional Policies

Reference

Procedure

Number

Local

Bylaws

Reference

Chapter

Programming –

Grade Group

Activity Invitations

May

2014 N/A 2

I. PURPOSE To ensure Grade Group Host Mothers provide adequate notice to Chapter Mothers

for Grade group activities.

II. POLICY

Host Mothers shall provide hard copy invitations to Grade Group Activities at or

prior to the Mothers meetings and via email with a minimum of 2 weeks’ notice. E-

mail reminders shall be sent week of the activity.

III. PROCEDURE

1. Designated Host Mother shall provide a 14-day notice of scheduled grade group

activity via emails, flyers and/or electronic invitations. Emails are the official

correspondence for chapter communications. Designated Host Mother shall send

an email reminder the week of the activity.

2. Host Mothers shall provide flyers and/or invitations at a Chapter Mothers meeting

at least two weeks in advance of the activity.

3. Host Mothers shall include the PD and Historian (keeper of the chapter scrapbook)

when distributing emails/flyers.

4. Host Mothers shall document any additional costs and associated payments with

deadlines required from Chapter Mothers for grade group activities in

emails/flyers.

5. Host Mothers planning outdoor activities shall ensure that an alternative activity

and/or location are taken into consideration. The flyer/invitation shall read “Rain

or Shine Activity” and specify alternate details for “Rain Date” conditions shall

the activity be dependent upon the weather.


6. Designated Host Mother shall send a “save the date” email notice as soon as the

date, time, and place are reserved and provide all details to GGC as soon as

possible.

7. Designated Host Mother shall set a deadline several days prior to activity to accept

RSVPs and accept RSVPs accordingly. It is recommended to identify one Host

Mother to receive RSVPs in order to increase efficiency in validating planned

attendance.

8. Designated Host Mother shall make a courtesy call to Chapter Mothers who have

not RSVP’d by the scheduled deadline.

9. GGC shall forward corrections or updates to the grade group list to the Vice

President/Membership Chair. Vice President/Membership Chair is responsible for

updating the grade group roster and forwarding updated contact information to the

Chapter Mothers in that grade group.

IV. AFFECTED PARTIES Chapter Mothers

Host Mothers

Lead Host Mother

Grade Group Chair


Subject Effective

Date

Regional Policies

Reference

Procedure

Number

Local Bylaws

Reference

Chapter

Programming –

College Set Committee

May

2014 N/A 3

I. PURPOSE

To define the criteria for committee members and to outline the benefits and

responsibilities of the committee.

II. POLICY

The CSC's focus is on Jack and Jillers whose mothers are active members of the

MC-SL Chapter, who have completed high school, who are attending college, and

who have not yet reached age 20.

III. PROCEDURE

1. The chair of the CSC shall be appointed by the MC-SL Chapter President no later

than the Strategic Planning Meeting. The chair shall be a Chapter member with a

teen who is a member of the committee.

2. The CSC's focus is on Jack and Jillers whose mothers are active members of the

MC-SL Chapter, who have completed high school, who are attending college, and

who have not yet reached age 20.

3. The Chair of the CSC shall submit a budget request annually to the Budget

Committee.

4. The Chair of the CSC shall send the members courtesies (e.g., school supplies, gift

cards, edible items, etc.) once per semester.to support this committee.

5. The Chair of the CSC shall work with the Ebonies GGC(s) to schedule a date for

the CSC member(s) to speak to the Ebonies on agreed upon topics. Chapter

Members spending unapproved funds on behalf of Jack and Jill may result in loss

of personal funds.

IV. AFFECTED PARTIES

Committee Members

Committee Chairs

Executive Board


Subject Effective

Date

Regional Policies

Reference

Procedure

Number

Local Bylaws

Reference

Chapter

Programming –

Grade Group

Activity Completion

Activities

May

2014 N/A 4

I. PURPOSE

To ensure Host Mothers promptly and properly execute Grade Group completion

activities.

II. POLICY

Host Mothers shall provide an AR&E form to the GGC and PD, original receipts to

the Chapter Treasurer, pictures to the Chapter Historian and an oral report to the

Chapter Mothers at the next Chapter Mother’s meeting following the grade group

activity.

III. PROCEDURE

1. Designated Host Mother shall utilize an ARE form to submit to the GGC within

one month of activity completion. Designated Host Mother completing the AR&E

form shall include at least 2 pictures to be sent to the Historian.

2. Host Mothers shall discuss and evaluate the contents of the AR& E Report before

submittal to address any concerns regarding planning, activity execution, and/or

attendance problems. All problems identified shall be included on the Activity

Report prior to submission. The GGC shall be notified to ensure lessons learned are

communicated for future implementation. The GGCs shall communicate all grade

group lessons learned to the PD.

3. Lead Host Mother shall follow-up with Designated Host Mother on the submission

of the AR&E form and photos, if she did not submit them herself.

4. Designated Host Mother shall submit original receipts for reimbursement to Chapter

Treasurer within 30 days or less.

IV. AFFECTED PARTIES Host Mothers

Chapter Mothers


Grade Group Chair

Chapter Treasurer

Chapter Historian

Program Director


Subject Effective

Date

Regional Policies

Reference

Procedure

Number

Local

Bylaws

Reference

Chapter

Committee Member

Responsibilities

May

2014 N/A 5

I. PURPOSE

To ensure all committee members actively participate in the planning,

development, and implementation of all tasks of the committee.

II. POLICY

All committee members shall attend committee meetings and actively participate

in and support the committee’s activities.

III. PROCEDURE

1. Committee Chairpersons are appointed by the President of MC-SL Chapter.

2. Members of the MC-SL Chapter shall sign- up for a minimum of two committees.

3. Committee Members shall attend committee meetings and participate in phone or

e-mail conferences.

4. Committee Members shall support the committee’s activities with attendance,

performing assigned duties, and remaining until the activity or event is complete

5. Committee Chairperson shall determine the mode of committee meetings, whether

in person, by phone, or email.

6. Committee Members shall always respect the opinions of others and not engage in

verbal or written confrontations regarding committee activities at Jack and Jill

events, meetings, or activities.

7. Minutes shall be taken at each Committee meeting and provided to members by the

next meeting date.

IV. AFFECTED PARTIES Committee Members

Committee Chairs


Subject Effective

Date

Regional Policies

Reference

Procedure

Number

Local

Bylaws

Reference

Chapter

Member Financial

Responsibilities

May

2014 N/A 6

I. PURPOSE

To ensure the Chapter Financial Team (Financial Secretary and Treasurer) and

Chapter Members financial responsibilities are defined and met.

II. POLICY

All chapter members shall timely meet all financial obligations in accordance with

the current chapter bylaws.

III. PROCEDURE

1. Chapter Members shall submit their financial payments directly to the Financial

Secretary or a bonded officer using a "Receipt of Money" form for cash payments.

2. The Financial Secretary shall review the "Receipt of Money" form, sign the form,

and return a copy of the form to the Chapter member and keep a copy for her records.

3. The Financial Secretary shall record all payments made by each member prior to

transferring funds to the Chapter Treasurer.

4. The Financial Secretary shall transfer funds to Treasurer within 10 days of receipt

with a copy of the Receipt of Money form.

5. The Chapter Treasurer shall deposit all funds received into the appropriate chapter

bank accounts within 3 days of receipt.

6. Chapter members shall submit dues and other payments in accordance with the

current Chapter ByLaws.

7. The President, or the Vice President in her absence may, upon request by the

member, may establish payment plans for dues after the due date not to exceed

August 1 of the same program year. The maximum number of pay arrangements for

any member may not exceed two (2) consecutive years.


8. Chapter Members shall submit separate checks for Operating and Fundraising

payments and not mix payments together on one check. When submitting cash, a

Receipt of Money form shall be used.

9. Chapter Members and Chapter Guests donations are tax deductible only if made

directly to Jack and Jill of America Foundation.

10. Only MC-SL Chapter members may write checks for grade group or chapter

activities.

11. Payments for chapter dues, chapter or grade group activities, assessments, special

events or late charges may be paid in cash, pay pal, personal/bank check or money

order.

12. Chapter Members may submit a single check for payment of multiple activities that

will be deposited in the Operating Account, unless otherwise specified by the

Financial Secretary and/or Treasurer. Chapter members must submit a separate

check for activities that will be deposited in the fundraising account.

IV. AFFECTED PARTIES Chapter Members

Chapter Guests

Chapter Financial Secretary

Chapter Treasurer


Subject Effective

Date

Regional Policies

Reference

Procedure

Number

Local

Bylaws

Reference

Chapter

Member

Reimbursements

May

2014 N/A 7

I. PURPOSE

To ensure Chapter Members are promptly reimbursed for chapter incurred

expenditures.

II. POLICY

Chapter Members shall properly and promptly submit receipts in order to receive

chapter reimbursement in a timely fashion.

III. PROCEDURE

1. Chapter Members are responsible for submitting the designated Voucher for Check

Request Form with receipts to obtain reimbursement of budgeted expenditures made

on behalf of Jack and Jill. A written quote, invoice or contract shall be submitted

for expenditures that will be paid directly to vendors.

2. Chapter Members shall submit receipts for expense reimbursement within 30 days

of the activity or event. Requests for expense reimbursement must be received in

the fiscal year in which the expense occurred. Treasurer must receive end of chapter

year expenses no later than June 10th.

3. Vouchers and original receipts must be submitted via U.S. mail or/hand-delivered

to the Treasurer as original receipts are required for financial records as per Chapter

ByLaws.

IV. AFFECTED PARTIES Chapter Members Chapter Treasurer


Subject Effective

Date

Regional Policies

Reference

Procedure

Number

Local

Bylaws

Reference

Chapter

Committee Chairs

Financial

Responsibilities

May

2014 N/A 8

I. PURPOSE

To ensure all Committee Chairs properly manage committee budgets.

II. POLICY

All Committee Chairs shall follow standard chapter budgetary operating procedures

in the management of committee budgets.

III. PROCEDURE

1. Committee Chairs shall work with their respective committee to develop a detailed

budget for events and expenses based on the funding allocated to the committee in

the annual chapter budget or approved by the body as modification to the budget.

2. Committee Chairs shall submit their proposed budget to the Budget Committee. The

Budget Committee is responsible for development of budgets and presentation of

all proposed budgets to EB and the membership.

3. Committee Chairs and/or Committee Members shall not spend money on behalf of

Jack and Jill without an approved budget.

4. Chapter Members spending unapproved funds on behalf of Jack and Jill may result

in loss of personal funds.

5. Chapter Treasurer shall provide periodic updates on the status of committee budgets

(spending versus budget) at the monthly Chapter Mother’s meeting.

6. Committee Chairs shall submit proposed budget changes to the budget committee

Chair (Treasurer), who submits the changes to EB, and then submits to the

membership.

7. The MC-SL Chapter President and Treasurer must sign all legal agreements on

behalf of the MC-SL Chapter.


IV. AFFECTED PARTIES Chapter Members Committee Members Committee Chairs Executive Board


GLOSSARY OF TERMS

1. AR&E - Activity Report & Evaluation

2. CSC - College Set Committee

3. EB - Executive Board

4. GGC - Grade Group Chair

5. LHM - Lead Host Mom

6. MC-SL - Missouri City-Sugar Land

7. PD - Program Director

Documents

2014 POLICIES and PROCEDURES MANUAL...Missouri City - Sugar Land Chapter J&J Page 2 of 19 Policies and Procedures – Rev. 10/14 Missouri City - Sugar Land Chapter Jack and Jill of