Understanding the Duty of Board of Directors

Bylaws and Policies

Chapters should keep their rules of operation in the form of Bylaws and Policies. Bylaws are typically rules of governance that never change, unless permanently modified, and Policies are rules that should not change. Bylaws and Policies are required for your chapter’s Article of Incorporation. Contact the Administrative Vice President if you have questions.

• Sample Bylaws

Articles of Incorporation

To ensure that your members are protected under the State’s or a chapter’s insurance policy, your chapter must be incorporated and renewed annually. It is a fairly simple process, and can be done online at the Secretary of State’s website. Please send a copy of your Articles of Incorporation to the Administrative Vice President every year.

• Sample Articles of Incorporation

Chapter IRS and State Tax Annual Filing

Who must file Form 990 or Form 990 EZ?
An exempt organization that normally has annual gross receipts of $50,000 to $200,000 may file a 990-EZ. An Organization with gross receipts of greater than $200,000 OR assets of greater than $500,000 must file Form 990.

Who can file Form 990-N (e-Postcard)?
An exempt organization that normally has annual gross receipts of $50,000 or less is eligible to file an annual electronic notice Form 990-N instead of an annual information return

• For more information view the Jaycees IRS Filing Guide, or go to the IRS website www.irs.gov/charities/index.html
• Secretary of State Annual Renewal
• Lost your state tax id?

Chapter Nonprofit Status

Chapters of the Minnesota Jaycees are a part of the US Jaycees national group exemption for 501 (c)4 organizations. Some chapters have a foundation that is a 501(c)3 organization that is able to take tax-deductible donations- note that not all chapters have this and it is up to chapters to set this up on their own. For a copy of your proof of nonprofit status please contact US Jaycees customer service at : customerservice@usjaycees.org or 918-584-2481.

Tools for starting new chapters

• US Jaycees Extension Blueprint
• Group Exemption Request
• Minnesota Council of Nonprofits Guide to Starting a Nonprofit
• State Organization’s Governance

As a chapter and individual member in our organization, part of your dues pay for a general liability policy that protects you when you have events.  We also provide access to group-buying power for motor vehicle insurance (for things like floats and demo derbies), haunted house insurance, and liquor liability insurance. The Minnesota Jaycees insurance year starts over on September 22 every year and runs through September 22 the following year.

• Insurance forms (log in required)
• Get a copy of our General Liability Policy by contacting our insurance agent at 952-808-7002
• 11-12 Insurance Manual

Liquor Liability, TIPS Training, DRAM Shop

Many chapters run projects that involve the sale of alcohol and with this comes great responsibility. Chapters must be properly insured and to have members that are TIPS (Training of Intervention Procedures by Servers of Alcohol) trained about liquor liability laws (called DRAM SHOP laws). If your chapter is planning on running a project involving alcohol, especially for the first time, please contact the Chapter Service Center at info@mnjaycees.org.

We do have a certified TIPS trainer that is willing to do region and chapter-based TIPS training. To attend or request a TIPS training, please contact the Administrative Vice President at adminvp@mnjaycees.org. You can also attend TIPS training online on the TIPS training website. Please be sure to send a copy of one of your chapter member’s certification with your liquor liability application.

D & O Insurance

Directors and officers liability insurance is to protect an organization from “intentional” actions taken by an organization’s board of directors or management and someone else thinks these actions are wrong. Our state insurance does NOT provide D & O insurance for local chapters. This is a separate policy that each chapter should procure locally or by contacting our existing insurance agency at 952-808-7002

Risk Management

• Resources on nonprofit risk management
• Managing Summer Event Risk

General Legal Advice

If your chapter does not have legal counsel locally or you haven’t found an attorney to join your chapter yet, you can use the MAP for Nonprofits nonprofit legal help line. It is easy to sign up- you pay an annual retainer fee of a couple hundred dollars and you have access to nonprofit legal expertise. Call 651-632-7228 or check out the information on their website.

Thank you for your patience!

We appreciate your patience while we upgrade the functionality on our state website.  We began 2012 working to upgrade our state website to better organize the resources and improve the navigation. Our upgrade has taken longer than expected due to some problems with a virus attack on our website system- creating a very frustrating situation for members and chapters. We have addressed the vulnerability and continue to monitor the system and work to ensure the site is now accessible to members.

We’ve been working to devote organizational resources to try and bring our website upgrade project back on track. Our web developers have been working overnight each night since the upgrade was commenced Friday of last week.

Right now, you’ll notice the navigation subheadings have changed on the state site, however, they still are not finished and we are working through a “plugin” conflict that is preventing updates to the headers (making it difficult to navigate the website right now).

What’s ahead!

Once we’re finished with our work, we’ll finally have an updated searchable file library and better navigation to get you to the most essential info that you need to manage your chapter and get the most out of your membership.

Get what you need now!

In the meantime, here are some direct links to the things you need and have been asking for while we work through this upgrade:

• Spring 2012 Convention Registration
• Spring awards forms & online nominations
• 2012 Parade_points
• 2012 Dates to Note (official state calendar)
• 2012 Chapter Blue Chip
• Hall of Leadership Nomination form
• Chapter-Project-Grant-Application

Other items you might need:

• Insurance information
• Chapter Taxes
• Chapter Support (list of contacts of state staff)
• Make sure to subscribe to our Yahoo listserv for immediate updates while we finish our website work

Have any questions about other things you are looking for and can’t find?

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Hotel Information

Embassy Suites – Bloomington, 2800 American Blvd West, MN 55431
Room rates are $129 per night plus tax/fees. Ask for the Jaycees block. All rooms are suites and include a FREE hot breakfast buffet and managers social in the afternoon. Reserve rooms at www.embassybloomington.com with the group code MJC, Or call 952-884-4811 and asking for the Reservations Department- requesting group Minnesota Jaycees.
Hotel does have Airport Shuttle to/from Minneapolis/St Paul Airport

Registration includes

• Friday night hospitality
• Saturday trainings
• Saturday lunch
• Sat evening excursion and transportation (look for the announcement)
• Sat hospitality

Trainings tentatively include: (subject to enhancements)

• Friday: JCI Presenter ($25 additional) (sign up at JCI.CC)
• AM sessions- side by side 90 minutes each
• Using the Jaycees to launch positive Impact
• Where can I go?
• Leaders Forum
• Afternoon group sessions
• Session with the State Presidents
• Social Networking for Organizations

Registration

by March 2nd ($50 per person), Send Name, Chapter, Position and contact info to: President Mary Devine (m.p.devine77@gmail.com ) and Political Advisor Jason Gadd (jason@nexgenassociates.com)

Download Mid America Registration Form

Minnesota Jaycees state conventions are an opportunity for members and chapter leaders from around the state to gather and share ideas, network, recognize the outstanding accomplishments of leaders around the state, and have fun! The weekend is packed full of networking, training, business meetings of the state organization, and awards.

Registration

• Mailed registration: Download the 2012 Spring Convention Registration Form
  
• Online Registration       

Good Times and Accommodations

• Friday night activities/entertainment
• Saturday Dance – Theme for Spring: Toga (Bring own Sheets!) Dean-o-Mite Entertainment will be providing music at the dance.
• The Location- Sugar Lake Lodge, 37584 Otis Lane, Cohasset, MN 55721
  To secure hotel room: Call Sugar Lake Lodge Resort at 800-450-4555 to book your rooms in the MN Jaycees block. Please book your room by April 18^th!
• Hospitality Rooms- There are rooms held in a block for hospitality. If you wish to reserve a hospitality room for your chapter, please send an e-mail to conventions program manager at jim@bestmeetings.com
• Premier Banquet Seating- Have you ever wished there was a seat waiting for you at either lunch or dinner at a Convention with your chapter?  If your chapter, region or group of Jaycees want to have premier reserved seating- you now have access to it for a fee. Saturday Lunch Reserved Seating is $100.00 per table (seats 10) Saturday awards Banquet Reserved Seating is $150.00 per table (seats 10). Please send an e-mail to conventions program manager if you are interested.

2012 SAS Convention Agenda

Trainings

Friday 5:00 – 7:30PM Registration Social: Networking!  Bring your business cards and get to know your fellow Jaycees on a more professional level. Networking is a skill of leaders those who succeed at it become well-known leaders and the best performers. Nametags and materials are available near the registration table.

Saturday 10:15 – 11:15AM: Membership Untraining Forget about membership recruitment being a chore. In this training, you will see that membership is all about doing what you already do, but opening the opportunity for others to enjoy the same successes that you have. Be prepared to have your perspective on membership shifted in this Drew Nerdahl original UNtraining. (Presented by: Drew Nerdahl, 2012 Minnesota Jaycees Membership VP, & Mike Kuck)

Saturday 10:15 – 11:15AM: Writing, Blogging, and Publishing Presented by Walter Rhein, author of Beyond Birkie Fever, the story of how America’s greatest ski race (the American Birkebeiner) can be a catalyst for a life of travel and adventure. This workshop will primarily revolve around tips and tricks for successful writing, blogging, and publishing.

Saturday 10:15 – 11:15AM: Time Management and Organization Training This training covers the importance of setting goals and prioritizing in time management, as well as help you begin a life of organization. In order to effectively manage your time and to be productive each day, you must create an appropriate environment. By eliminating clutter, setting up an effective filing system, gathering essential tools, and managing workflow, you will be well on your way to creating an effective workspace. (Presented by:  Joel Blom, JCI Trainer, 2012 Hopkins Jaycees President & Sarah Peters)

Saturday 1:00 – 2:15PM GENERAL ASSEMBLY Training – UN Millenium Development Goals Create change! It starts in our communities and impacts the world. JCI and the US Jaycees have adopted the 8 Millennium Goals as their focus. This training will not only cover those 8 ambitious goals, but will also identify ways your chapters can create change in your communities by implementing the JCI Active Citizen Framework. This is your chance to make an impact! (Presented by 2012 U.S Jaycees President and renowned Minnesota Jaycee Travis Ahlquist)

Saturday 2:30 – 3:45PM: Membership Untraining  This is the same as the morning session, but additional areas will be covered. Feel free to attend both!

Saturday 2:30 – 3:45PM: Liquor Liability Insurance & Risk Management As an organization, many of our activities carry inherent liability risks. Unfortunately, in this day and age, people in the community are more than willing to point to event organizers for liability for injuries and incidents that occur at your event. You do not want to deal with a lawsuit – these can mean financial ruin for your chapter and potentially the whole organization. Protect your chapter and your members! We will go over our insurance coverage and how your chapter can take advantage of our optional liquor liability, motor vehicle, and haunted house coverage. We will go over the chapter requirements and application process for those coverage. We will also talk about some risk management practices for your chapter’s events. (Presented by: Char Blashill, 2012 Minnesota Jaycees Insurance Program Manager)

Saturday 2:30 – 4:00PM: Achieving Well-Being: Setting Goals for a Life Worth Living: Life is easier and more enjoyable when one feels fulfilled and successful in all areas of life. Balance is key for a life of well-being. This training will focus on the skills needed to set and achieve goals to live that life of balance and well-being you’ve been craving! As a participant in this training you will practice identifying steps to improve areas of your life, such as physical health, relationships, finances, and career. You will walk away with an action plan and steps already placing you closer to a fulfilling, successful, balanced life full of well-being that will last. Note: Please wear comfortable clothes and shoes to this training; there will be some physical movement involved!  (Presented by: Kathleen Sprole, 2012 Minnesota Jaycees Individual Development VP, JCI Trainer)

First Time Attending?

No worries, as a first time convention attendee, we have a program that helps you navigate the weekend and get to know other Jaycees in attendance- email our Membership VP at membershipvp@mnjaycees.org for information. You can sign up when you register for convention.

Individual Development Competitions

Registration for Speak-up, Write-up & Debate:
Submissions are due to IDVP by email or phone (idvp@mnjaycees.org), Write-up submissions (500 words or less) due via email.

Topics: TBA

Contact Information regarding ID activities: Individual Development Vice President Kathleen Sproole, idvp@mnjaycees.org

Recognizing Chapter Achievements

More information on the awards process can be found in the Members area. Questions about submitting awards and deadlines can be directed to mdvp@mnjaycees.org.

Governance

As a membership organization, a portion of the weekend is spent on governance of the state organization. The board of the Minnesota Jaycees is made up of representatives of local chapters across the state and state leadership. At our board of directors meetings, chapters participate in the oversight and governance of our organization including voting on bylaw and policy changes.

Upcoming Convention Dates:

2012 Fall Convention: September 21-23, Craguns, Brainerd, MN
2013 Annual Convention: January 25-27, Crowne Plaza, Plymouth, MN

Discounted Sam’s Club Membership

Sign up for a discounted Jaycees Sam’s Club membership for yourself or your chapter! Sam’s Club of Minnesota will be in attendance on Friday night with sign-up information. Stop by their booth to take advantage of your discount!

Homeward Bound Theatre Company presents Alfy’s “World of Robotic Puppets

A great addition to your chapter events and festivals- come and check out this amazing attraction. Directed by a Jaycee alum, this program is a fun way to enhance your chapter’s public events. Imagine fun-filled life size puppets roaming around, charming people of all ages. How? Through the “magic” of radio control, their life-like puppets visit, share jokes and quips with unsuspecting guests. Consider bringing them to your chapter’s events! Looking for some information ahead of time? Email mail@homewardboundtheatre.org

The chapter had attendees park in an open hay field and invited them to hop on to 1 of 4 wagons being pulled by a team of draft horses. Attendees went on a ride through the woods which took about 10 minutes and each wagon arrived into a clearing where a heated tent was set up. Inside, they found Santa, Mrs. Claus, hot chocolate and cookies. Inside the tent kids and kids at heart, got to have a chat with Santa and either take their own picture or have a professional photo done. Then they took a wagon back to the field where their cars were parked. This was a completely free event for anyone, but they did put out a donation jar to help cover the costs of the event and received $140.

The goal of this event was to build awareness of the Rush City Jaycees within the community and let the community know the chapter is active and ready to help the community. Additionally, the chapter was able to work with another service club in the area- the Rock Creek Lions helped out by providing a donation a volunteer that was able to help on site.

Chapter president Bethany Harapat shared, “the highlight of the day was watching the kids waiting in line to see Santa and Mrs. Claus just oozing with excitement! Made me proud to be part of such a great organization”

Check out the recent article in the Pine City Pioneer that featured the chapter’ s outstanding work: “Jaycees put the merry back in holiday season” http://bit.ly/vELy8n

The Numbers

How many Volunteers: 10 volunteers from our chapter, other Jaycee chapters &Lions Club
# of attendees you got this year: 400 attendees
Amount of $ raised: $140 (it was a free event)