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Five StarChapter

Excellence Guide

Jack and Jill of America, Incorporated

First Edition, 2009Jacqueline Moore Bowles21st National President

CHAPTER EXCELLENCE GUIDE

Acknowledgements The National Executive Board would like to thank the Chapter Excellence Committee for creating an outstanding document that will be used to assess a chapter's ability to attract and sustain great members, possess model programming, maintain efficient chapter operations, practice strong financial acumen, and provide lasting support to the community through service and philanthropy. The Committee spent countless hours to ensure that Jack and Jill of America, Incorporated remains the premier family organization in the Country. Please join us in thanking the following Committee members for the hard work and dedication. Jacqueline Moore Bowles, NEB Liaison Mid-Western Region: Linda Murrain, Chair, Past Regional Director Far West Region: Ida Younge, Past National President Central Region: Tara Bradley, Past Regional Director Eastern Region: Vivian Darkes, Past Regional Director Mid-Atlantic Region: Kyle Grinnage, Past Regional Director South Central Region: Brenda Kennedy, Past Regional Director Southeastern Region: Marjorie Belton, Past Regional Director

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Table of Contents

Executive Summary 4

Membership Section 6 - Membership Overview 6 - Membership Document 7 - Membership Profile 10 - Membership Child-Teen Profile 13 - Membership Assessment 14

Programming Section 15 - Programming Overview 15 - Programming Document 16 - Programming Assessment 19

Chapter Operations 20 - Chapter Operations Overview 20 - Chapter Operations Document 21 - Chapter Operations Assessment 26

Financial 27 - Financial Overview 27 - Financial Document 28 - Financial Literacy Assessment 30 - Financial Assessment Survey 31

Community Service/Philanthropy 33 - Community Service/Philanthropy Overview 33 - Community Service/Philanthropy Document 34 - Community Service/Philanthropy Survey 37 - Community Service/Philanthropy Assessment 39

Contacts 40

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Executive Summary

What does a “really” great Chapter look like? A Star Rating system will be used to assess the quality of service or overall experience one should expect to receive from Jack and Jill. Our committee worked to develop a tool that chapters can use, much like the hospitality industry, to rate its value to our members. As you have heard, each committee member has served in a regional and/or national office bringing a wealth of knowledge, leadership experience, and service to this task. We have worked diligently to develop a comprehensive guide that outlines a chapter’s responsibilities to its members and the organization in an effort to ensure members and their families gain the full benefit of the Jack and Jill experience. This guide will also support the continued growth and strengthening of our organization through Chapter development while maintaining institutional memory.

A task force of Past National and Regional Officers was formed to establish, comprehensive guidelines to aid chapters in understanding national excellence requirements in the following key categories: Membership, Programming, Chapter Operations, Financial and Community Service/Philanthropy.

The 5 Stars of Excellence Guide includes a detailed description of:

MEMBERSHIP responsibilities include, but not limited to recruiting philosophy, attendance at Local, Regional and National meetings, as well as outline Associate Group and Father’s Auxiliary support. This section aids in identifying how chapters can grow, retain and educate members.

PROGRAMMING responsibilities include, but not limited to, participation, Teen Development, Legislative, Cultural, Civic, Social and Educational initiatives. This section focuses on effective programming that contributes to satisfied members and demonstrates that the chapter supports the aims and goals of the organization.

CHAPTER OPERATIONS responsibilities that include but not limited to protocol, communications, technology, grievances, standardization of meetings at all levels and hosting Regional/National events. This section supports the education and awareness of the organization for members.

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CONTACTS

National Executive Board Members and Task Force Members names and contact information

National Executive Board

Jacqueline Moore Bowles National President [email protected] Gail M. Johnson National Vice President [email protected]

Tara Joseph-Labrie National Program Director [email protected]

Kimberly Henderson National Recording Secretary [email protected]

Denise Eaton-May National Corresponding Secretary [email protected] Mavis Parkman James National Treasurer [email protected]

Sharon Johnson National Editor [email protected]

Task Force Members

Linda Murrain, Chair, Past Regional Director Mid-Western Region 773-895-1955 [email protected]

Ida Younge, 19th National President Far West Region 626-523-7443 [email protected]

Tara Bradley, Past Regional Director Central Region 405-427-1218 [email protected]

Vivian Darkes, Past Regional Director Eastern Region 609-892-9036 [email protected] Kyle Grinnage, Past Regional Director Mid-Atlantic Region 804-389-5283 [email protected] Brenda Kennedy, Past Regional Director South Central Region 512-627-9704 [email protected] Marjorie Belton, Past Regional Director Southeastern Region 770-719-1449 [email protected]

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FINANCIAL responsibilities as outlined in the National Financial Handbook and Chapter members’ financial literacy.

This section deals with fiscal accountability.

COMMUNITY SERVICE/PHILANTHROPY responsibilities that include but not limited to community service, fundraising and volunteerism. This section will help chapters assess their impact in the community.

A rating scale has been developed and will be included with the guide for each category, to support a Chapter’s understanding of their individual performance in that specific area. Based on achieving an “Excellent” rating in a particular category, the Chapter would receive a Gold Star from the National Officer, with input from the Regional Director, supporting that category.

A 5 Star Rating is a true symbol of Excellence. Chapters achieving this rating will need to demonstrate, that they have excelled in all key fundamental areas of the organization.

The Chapter Excellence Committee will be available to answer questions and serve in an advisory role to assist Chapters with implementation throughout the 2009-2010 Program Year.

Respectively, -The Chapter Excellence Committee

Linda Murrain, Chair, Past Regional Director, Mid-Western Region Ida Younge, 19th National President, Far West Region Tara Bradley, Past Regional Director, Central Region Vivian Darkes, Past Regional Director, Eastern Region Kyle Grinnage, Past Regional Director, Mid-Atlantic Region Brenda Kennedy, Past Regional Director, South Central Region Marjorie Belton, Past Regional Director, Southeastern Region

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MEMBERSHIP Content Recruitment Overview: Retention Participation Succession - Leadership Success Measurements: The success of an organization depends on

the time, talents, and treasures of its members. 1. Chapter develops and executes a membership

recruitment strategy. 2. Chapter has an ongoing member-mentoring

program. 3. Active membership participation on the local,

regional, and national levels. 4. Active children and teen participation. 5. Active Associate and Fathers’ Auxiliary groups. 6. Chapter succession leadership plan. 7. Members willingly chair committees, serve as

age group sponsors and on the executive board. Resources: - Jack and Jill of America, Inc. National Constitution

& Bylaws - Jack and Jill of America, Inc. Member Manual, 8th Edition - Jack and Jill of America, Inc. National Executive Board Directives

- Jack and Jill of America, Inc. Policy and Procedures

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8. Was the budget determined and the financial impact to chapter members determined prior to presentation; did committee have full information as to critical deadlines, time commitments necessary, and supply and equipment needs prior to chapter presentation? 9. Did the chapter successfully complete 75% of the tasks presented in the supplemental survey? 10. Was the project executed as planned in accordance with the timeline and committee plan; were all tasks recorded for future reference; was feedback (both from the chapter and the community) received; were lessons learned and successes clearly stated; was there a chapter participation evaluation; thank you notes to volunteers sent; community impact evaluated; and achievement of goal(s)?

YES NO

YES NO

YES NO

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COMMUNITY SERVICE AND PHILANTHROPY

ASSESSMENT TOOL CHAPTERS MUST BE ABLE TO DOCUMENT AND VERIFY ALL INFORMATION PROVIDED

ACTIVITIES

1. Were committee chair(s) identified prior the end of the program year, for the next year?

2. Did the Executive Committee, or a designated representative thereof, explain the purpose and expectations of the duties of the committee chairperson(s) and committee members at the initial appointment stages?

3. Is there regular communication between your committee chair(s) and committee members regarding project recommendations and meeting logistics, or planned committee meetings with adequate notice, an agenda, minutes recorded, and specified dates planned prior to the meeting?

4. Did the committee contact chapter members regarding their interests in participating on the committee and chapter project recommendations with committee members feeling included and assigned tasks performed?

5. Did the committee survey the chapter membership as to their expertise in needed areas required for project execution (i.e. grant writing, fundraising, non-profit connections, etc.)? 6. Did the committee members collect historical data as to past chapter projects and successful ventures or collaborations? 7. Was a thorough assessment of the targeted community’s need performed along with a risk management analysis, time commitment assessment, and goal setting determination made of the project prior to presentation to the executive board?

YES = 1 /NO = 0

YES NO

YES NO

YES NO

YES NO

YES NO

YES NO

YES NO

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MEMBERSHIP

Recruitment – Retention – Succession

Nearly all organizations come into being based on the conditions of the day and similarities of members. The success of an organization depends on the time, talents, and treasures that members share with their organization because they are the life blood of every organization. For that reason it is crucial to develop a comprehensive recruitment, retention and succession plan in order for the organization to flourish and succeed in its goals. Recruitment New members bring new ideas, increase the organization’s person power, foster chapter growth, prevent member burn out, and hopefully assume leadership roles as they become available. Keep in mind that bringing in new Jack and Jill members goes beyond encouraging mothers to only attend a meeting or event. It includes integrating their family into the chapter and keeping everyone involved.

• Documented membership recruitment strategy and timeline approved by the body.

• Active membership committee o conduct a membership drive o Membership assessment to determine the ages that are needed to

sustain active age-groups o Set specific goals and brainstorm strategies that might reach those

mothers and to make chapter more inviting o Plan an annual membership tea or special meeting to welcome new

members o Conduct a “new member” orientation utilizing chapter officers and

tenured members to facilitate the session • Chapter members should be encouraged to attend the public functions

sponsored by the chapter to increase community visibility. • Established Associate Group.

Retention While recruitment is a goal shared by every chapter, many chapters underestimate the importance of retaining members. There are several reasons why focusing on retaining members is critical to your chapter’s success. Tenured members serve as important role models for newer members. Tenured members have information, knowledge, and understand the culture of the chapter that newer members are able to learn from. It also proves that Jack and Jill is not an overnight process but an ongoing organization.

Retaining members is a major cornerstone of that goal. An effective approach should be implemented at the beginning of the program year with the goal of maintaining the chapter’s tenured members while helping new members feel welcomed.

• Chapter has a documented Retention Plan o Retention plan including retention rates by category, percentage of

drops that were first year members, activities to be undertaken, resources available to help, etc.

o Create a member-mentoring component. o Education for members on the benefits of attending chapter meetings

age-group sponsored activities, chapter activities, regional meetings, and national conventions.

o Executive board and chapter members use multiple mediums for communication, i.e., print, e-mail, phone tree, Web, etc., to maximize returns in order to effectively communicate with members.

o Membership strengths and weaknesses have been formally identified and addressed to avoid loss of membership.

o Contact by Membership committee with financial but in-active members to determine why the member is not attending meetings and to let the member know that she is missed.

o Formal recognition-award program to reward members for outstanding and committed service to the chapter is in place.

Participation: Children – Teens – Associates – Fathers

• Children’s Cluster attendance. • Teen Conference attendance. • Chapter will have Active Associates group

o Planned activities o Chapter liaison to Associates o Invitation to events

• Chapter will have an active Fathers’ Auxiliary. o Planned activities

• Formal observation of National events, i.e., Jack and Jill day, etc. A well educated membership is able to assist in the success of the chapter’s programs and projects.

• Every member should have a copy of the Chapter Bylaws, National Bylaws, Member Manual, Program Handbook and a membership card.

• All members should review and be familiar with the constitution, bylaws and operating procedures of the chapter.

• Members should attend the regional events (Regional Mother’s Conference, Workday Cluster, Children’s Cluster)

• Members should attend the National Convention

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SUPPLEMENTAL SURVEY

1. Was the project presented to the chapter in a positive, thorough, and professional manner?

2. Were all members of the committee given tasks to perform?

3. Did all members of the committee perform their assign tasks as described?

4. Were the goals and expectations of the project clearly defined and stated by the committee to the chapter members in their presentation of the project?

5. Did the committee present the project in a full and thorough manner, describing all member expectations, financial, as well as time commitments of the membership?

6. Did the committee presentation effectively develop chapter buy-in of the proposed project?

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3. Identify any membership expertise that would be beneficial to your project

3. Committee Should Assess Community Needs

• Determine members contacts with proposed projects • Develop a proposed budget and source of funding • Assign a committee member to perform a risk management analysis of

each proposed project • Determine equipment and supply needs • Determine time commitment and number of member/volunteers

needed to perform all of the work needed to complete the project • Do a time-line targeting a starting and completion date • Set the defined goal and benefit of the project, fundraiser, and or

grant • Determine prior to the project who the designated beneficiaries in the

community are of the project BEFORE presenting to the chapter for final approval

4. Chapter Presentation of Committee Recommendation(s) and Proposals

• Be thorough in presentation • Develop chapter “buy-in” • Fully inform the chapter of any financial obligations and or

consequences to the members of the chapter • Inform chapter of individual time commitments expected • Present the project as a “coordination of efforts” between ALL chapter

members to benefit the community • Present the defined goal of the project and result expected • Inform chapter of start and completion date • LET THE CHAPTER MAKE THE DECISION, IT IS THEIR PROJECT

5. Action, Set, Go

• Get Publicity for your project, assign a member to do so • Give everyone SOMETHING to do • Document every step of the process to pass on to the next committee,

Record, Record, Record • Have someone on the committee responsible for presenting the

evaluation criteria • Evaluate each task performed • Follow-up on each task to insure a second check process • Talk about the successes • Talk about the lessons learned • Send Thank You Notes • Evaluate the percentage of your chapter participation • Evaluate the Community Impact of Your Project/Fundraising

Effort/Grant Proposal

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Succession – Leadership It’s important to stress to tenured members and new members the importance of being an active member because the time may come when it is their turn to take on more responsibility. It is surprising how often people are willing to serve as members but unwilling to serve as leaders. Therefore chapter leaders must perform the duties of their office to the best of their ability. Every person has talents and every chapter contains people of varied experiences. For that reason it is the job of the leaders to employ those talents and encourage members to prepare for an office within the chapter.

• Chapter should provide opportunities to develop leaders. o Chapter has a clear understanding of the skills sets that are required

for officers. • Chapter should plan to replace the loss of “unique” talents. • Chapters should have a chair and vice-chair for all committees. • All members should serve actively on at least one committee. • Chapter should a documented succession plan of action.

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MEMBERSHIP Member Profile

Name___________________________________________________________

Address____________________________ City__________________Zip _____

Telephone__________________ Fax#______________ Cell Phone__________

Email address______________________________________________________

Personal Information

Spouse:_______________________ Wedding Anniversary________________

Birthday_______________________

Child(ren) Name(s) and Ages

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

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committee chairs and members beginning their tenure in these capacities. Every chapter should have a Foundation Chairperson and many have an additional fundraising chair who shares additional duties outside those just having relevance to the Foundation activities. All members, new and existing, should be familiar with the roles and duties of all committees of the chapter, as well as the information flow by which to obtain any needed information if there is ever an area of question. Committee chairpersons must be given direction as to their roles and responsibilities by the chapter’s leadership, its executive committee, upon acceptance of their roles. All expectations and timelines should be set at the onset of committee formation. Chapter Collaboration and Inclusion Chapters must learn to work inclusively with all members, collaborate with members of the community, and assess the needs of its community in determining what community service, fundraising, and/or grant-writing projects to undertake. These decisions should be made by the entirety of the chapter, through the leadership of the designated committee(s), upon presentation and approval of the chapter executive committee, and, lastly, but not in the least, upon the decision-making, after full presentation and discussion with the chapter as a whole. Success is much more attainable when a chapter has full chapter participation and buy-in of the designated project and pre-determined goals.

Implementation Steps

1. Chapter Planning and Preparation

• Committee Chair Identification • Time-Sensitive Planning for Committee identification and action plan

for fundraising project, grant application, and/ or community service activity

• Coordination of efforts and communication between committee chairs and executive committee

2. Committee Organization and Direction

• Identify committee members through chapter member volunteers and coordination of member interests

• Contact committee members to set-up initial committee meeting • Have agenda for each member • Identify a secretary to take written notes for each committee meeting

and record each task for the event, project, and/or fundraiser • Set dates for regular committee meetings • Give each member specific tasks to perform between meetings

1. Canvas Chapter Members for Ideas, Contacts, and Interests in committee proposals and ideas

2. Determine what chapter projects/fundraisers, grant proposal have been performed/presented in the past and any historical data available in that regard

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COMMUNITY SERVICE & PHILANTHROPY

Community Service & Philanthropic Thrust It is important that we recognize those chapters who excel in areas that our organization places at the height and pinnacle of its focus. This would be the area of community service and philanthropy. These areas emphasize our collective efforts to increase the well-being of human welfare, and assistance through charitable aid and donations. These areas also encompass the sacrifice of the valuable asset of time that each individual member, teen, chapter, or region devotes to their respective community in an effort to promote humanitarian activities as well as those activities which serve to improve the lives of not only children but the human condition as a whole. Those chapters representing our organization’s vision of excellence deserve our collective recognition and commendation. Jack and Jill of America Foundation, Inc. The Jack and Jill of America Foundation, Inc. is the philanthropic arm of Jack and Jill of America Inc. Its purpose is to “promote the excellent preparation of succeeding generations of children as leaders, in all walks of life, so that they may attain their fullest potential as individuals, enjoy rewarding and fulfilling lives, and contribute to world peace, progress, and prosperity”. The Foundation supports programs that not only create opportunities and challenges for children to learn and practice leadership skills, but also builds support that builds character in youth. The Foundation provides financial support to charitable organizations, and teen and associate groups of Jack and Jill of America, Inc. chapters through a grant application process for particular grant awards, and, to non-member youth through scholarship awards. Ultimately, the goal of the Foundation is to empower our youth to make the best life choices in preparation of becoming tomorrow’s leaders. Effective Executive Committee Leadership A chapter must have an effective leadership team in place in order to guide its members through successful community service and philanthropic efforts. Both areas of service should not only reflect the particular needs of the community in which the chapter is located, but, should also reflect, and be related to, the mission and goals of our organization. The executive committee along with its Foundation, fundraising, programming committees, and its age or group level community service activities should be working simultaneously to insure that the projects are cooperatively existing within a manageable level for effective chapter participation. It goes without saying that the chapter leadership should insure that all of the necessary training and transition of information has taken place prior to new

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Employer/Business______________________________________________

Organizations (Offices Held)________________________________________

__________________________________________________________________

__________________________________________________________________

Church/Religious Affiliation (Offices Held)__________________________________

____________________________________________________________________________________________________________________________________

Hobbies____________________________________________________________

Awards/Recognitions__________________________________________________

Jack and Jill Information

Member since_____________________ Sponsored by:______________________

Legacy __________________

Offices/Year (Current and Previous)______________________________________

______________________________________________________________________________________________________________________________________________________________________________________________________

Regional/National conferences/workshops/clusters/meetings attended

(Please list location and date)

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Members sponsored:______________________________________________________________________________________________________________________________________________________________________________________________

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Current Program Year

Committee Selection (Indicate 1st and 2nd choice)

Membership____ Jack and Jill Day______ Service Project_____ Foundation_____

Bylaws_____ Finance/Budget_______ Protocol_________ Other__________

Host Children Group Activity (Month/Group)

September_____ October_____ November_____ December_____ January_____

February_____ March_____ April____ May_____ June_____

I would like to chair or co-chair the following committees:

I would like to serve as a sponsor for the following age group:

My thoughts and ideas for the current program year:

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COMMUNITY SERVICE AND PHILANTHROPY Content Overview: Jack and Jill of America, Inc. Community Service and Philanthropic Thrust Jack and Jill of America Foundation, Inc. Effective Executive Committee Leadership Chapter Collaboration and Inclusion Chapter Knowledge of Community Needs Success Measurements: A Chapter’s Leadership Team Must Effectively

Order and Guide Its Members Through the Successful Planning and Development of Community Service, Philanthropic, and Grant-Writing Endeavors 1. Chapter Planning and Preparation 2. Committee Organization and Direction 3. Committee Should Assess Community Needs 4. Chapter Presentation of Committee 5. Recommendation(s) and Proposals 6. Implementation, Execution, and Evaluation of

the Project Resources: Jack and Jill of America Foundation, Inc.

Jack and Jill of America, Inc. Membership Manual, 8th Edition Jack and Jill of America, Inc., Scope Publication http://www.jack-and-jill.org/ Regional Member-At-Large

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19.What donations to J&J ARE NOT tax deductible? (checks made payable to the chapter even if it is deposited in the fundraising account)

20.What donations to J&J ARE tax deductible? (Support of local IRS approved charities).

21.What percentage of chapter fundraising profits MUST go to the FOUNDATION? (1/3)

22. What can the remaining funds be used for? (Support of local IRS approved charities)

23.When must the Regional Secretary Treasurer send all chapter donations to the National Treasurer? (6/1)

24.What is the penalty for a chapter’s failure to support the Foundation? (Suspension)

25.What 3 fundraising situations require a disclosure statement that the contribution is not tax deductible? (1. The chapter normally has gross receipts of $1000 annually, 2. 10+ persons per year are solicitated, 3. The solicitation is in written form, by television, radio or telephone.

26.Who are the chapter officers required to sign chapter contracts? (President & Treasurer)

27.Can a chapter raise money or get a sponsor to send chapter teens to Teen Conference? (No)

28.When hosting a regional or national event who are the only officers authorized to sign contracts (Regional events – Regional Director & Regional Secretary Treasurer. National events - National President & National Treasurer)

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MEMBERSHIP

CHILD-TEEN PROFILE

Age-Group__________________________________________________________ Name______________________________________________________________ Name of Member_____________________________________________________ Teen Email address___________________________________________________ School_____________________________________________________________ Birthday_____________________ Grade________________________________ Extra-curricular activities_______________________________________________ Volunteer and Community service activities________________________________ Special Talents____________________________________________________________ Recognition/Awards__________________________________________________ Hobbies___________________________________________________________

Favorite Things

Places to Go_________________________________________________________ Things to Do________________________________________________________ Movie______________________________________________________________ Food_______________________________________________________________ Best Thing about Jack and Jill __________________________________________________________________ __________________________________________________________________

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MEMBERSHIP ASSESSMENT TOOL CHAPTERS MUST BE ABLE TO DOCUMENT AND VERIFY ALL INFORMATION PROVIDED

A comprehensive membership plan for “A Five Star Chapter” should include the following components: recruitment, retention, participation and a succession-leadership plan. Recruitment

1. Chapter executes a membership assessment plan Yes No to determine ages of children that are needed to sustain active and viable age-groups.

2. Chapter conducts a membership-recruitment Yes No drive.

Retention 3. Chapter has an ongoing mentoring program. Yes No

Chapter Participation

4. 50% of chapter membership attend the special Yes No programs such as Jack and Jill Day, Black Family

Day and Founders Day. 5. The age group activities have a 75% attendance Yes No

rate. 6. The chapter has an active Associates Group Yes No

and Father’s Auxiliary. Regional and National Participation

7. Every member attended a Regional or Yes No National Conference within the last three years.

8. 50% of chapter teens attend the Regional Yes No Teen Conference.

Succession-Leadership

9. 75% of chapter members have served as an Yes No age-group sponsor, committee chair or on the executive board.

10. Term limitations are established for the Executive Yes No Board in the chapter bylaws.

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CHAPTER FINANCIAL LITERACY SURVEY

All the information that any chapter member needs to fulfill and understand her financial obligations is clearly written and available in the Jack & Jill of America, Inc. Financial Handbook and the Jack & Jill of America, Inc. Member Manual.

Why does the organization continue to have the challenge of receiving money and reports on time? It is because the rank and file members NEVER read these handy documents. Members do not understand the “why” of the deadlines. In order to keep chapter members on point and up to date, twice a year chapters should administer a financial literacy test to its members.

QUESTIONS

1. What is the J&J fiscal year? (6/1-5/31) 2. What is the chapter end-of-year report deadline? (6/30) 3. What is the penalty for late, incorrect or incomplete end-of-year reports after

deadline? ($500) 4. When are per capita reports due? (9/30) 5. When are new member reports and fees due? (5/31) 6. Financial activity is maintained in what computer software? (Quicken or

QuickBooks) 7. How often is a chapter audit required? (At the end of each fiscal year)] 8. When should a CPA audit the books? (When the chapter demands one and if

the budget allows it.) 9. When should a chapter treasurer make financial reports to the chapter? (At

each regularly scheduled meeting) 10.What chapter officer collects and receipts all funds? (Financial Secretary) 11.What chapter officer deposits and disburses funds? (Treasurer) 12.What chapter officer is the ultimate manager of all funds? (President) 13.What 3 officers are bonded and allowed to sign checks? (President, Vice

President, Treasurer) 14.How many signatures are REQUIRED on all checks? (2) 15.What is the only number of bank accounts a chapter can have? (2) 16.What are those accounts? (Operating & Fundraising) 17.What is the Jack and Jill of America, Inc. IRS designation? (501(c)4) 18.What is the Jack and Jill of America Foundation IRS designation? (501(c)3)

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FINANCIAL LITERACY ASSESSMENT TOOL

ACTIVITIES

1. Financial Literacy Assessment Online Survey – 75% of chapter membership pass rate of 75% or above.

2. Budget committee and Audit committee members listed in the Program Book.

3. Upcoming year’s operating budget presented and approved by membership by April 30th.

4. Upcoming year’s Jack & Jill Foundation fundraising goals presented and approved by membership by April 30th.

5. Annual Chapter audit performed & completed prior to August 30st.

6. Chapter checks should have chapter name on them.

FEES & REPORTING

7. New member reports and fees submitted by May 31.

8. End of year reports and fees submitted by June 30.

9. Per capita reports and fees submitted by September 30.

10. Foundation Contributions submitted to Regional Secretary/Treasurer by May 15th.

YES = 1 / NO = 0

YES NO

YES NO

YES NO

YES NO

YES NO

YES NO

YES NO

YES NO

YES NO

YES NO

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PROGRAMMING

Content Program expectations on the National, Overview: Regional and Local levels

Success Measurements: Programming that supports the aims of the Organization on the National, Regional and Local Levels 1. Adherence to National Program Initiatives 2. Adherence to Regional Program Initiatives 3. Adherence to Local Program Initiatives 4. Recognition by NEB for Excellence in Chapter

Programming/Chapter Program Book 5. Article/Photos in UP THE HILL 6. Article/Photos in SCOPE 7. Chapter Programs that highlight the elements of

Jack and Jill of America, Inc. Educational, Social, Recreational, Cultural, Civic Health Issues, Legislative Issues and Leadership Development, Service

Resources: - Jack and Jill Manual – 8th Edition- Section on Programming - 2008 Report of the Nation (PD Valeska Buie Chapter Programming Report)

- 2007-EOY evaluation forms by PD Valeska Buie (currently on website)

- Southeastern Region Tool Box (concept originated by Southeastern Region Chapter Programming Committee, Chaired by Sharon Butler (2003-2005) and Former Regional Director (2005-2007) - Eastern Region Tool Box 2007 Edition - Materials distributed by the NEB and National Program Director (2008-2010) - National, Regional and Local Best Practices (where available) - UP THE HILL (current editions or back issues) - SCOPE (current editions or back issues).

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CHAPTERS MUST BE ABLE TO DOCUMENT AND VERIFY ALL INFORMATION PROVIDED


PROGRAMMING

Programming It has been said that Jack and Jill Chapter Programming is the “heart” of the organization. Monthly activities are the way that we “create a medium of contact for children which will stimulate growth and development and provide for children, a constructive educational, cultural, civic, recreational and social program.” Chapters who achieve a 5 Star Excellence Rating in Chapter Programming pay close attention to details and make every effort to plan stellar programs that will be well attended, enjoyable, enriching and meaningful to the participants. Successful Chapter Program Directors and Group Leaders adhere to the guidelines provided by the National Executive Board and the National Program Director. They work as a collaborative team with the mothers in their children’s age groups to plan in advance and schedule innovative programs that reflect the National and Regional Initiatives when indicated. They support one another as they strive for inclusion and maximum participation. Jack and Jill activities enjoy a priority status in a family’s busy schedule. A successful program leaves everyone looking forward to the next activity as it is a chance to get together again with friends. An enthusiastic mother member creates an enthusiastic child/teen member. Traditional Days of Observance in the Organization-Required

• Founder’s Day (January)- Honor Charter Members, Rededication Service, Jack and Jill Workshops

• Associates Appreciation Day (February) • Fathers Appreciation Day- (April) • Black Family Day (May)- established by Dr. Eva Wanton, 13th National

President • Jack and Jill Day (September)- Family Worship, Chapter-wide Family Outing

or Dinner • Carole Robertson Memorial Day (September)- Memorial Service in honor of

Carol Robertson, age, 14, who lost her life as a victim of the 16th Street Baptist Church as a result of the tension in the area. Ceremony can include a candle lighting ceremony and a reading of the poem, “To Carol”.

National Programs through 2010 National Leadership Project – This project is funded by Jack and Jill of AmericaFoundation and was introduced in 2007 in all 7 regions. The concept encourageschapters to partner with Boys and Girls Clubs of America to implement leadershiptraining of community youth utilizing the Teen Leadership and Development GuideTraining Modules.

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c. the funding of their Delegates’ and Alternates’ budgeted conference expenses

Chapter Cash Flow

1. Two separate checking accounts. One for Foundation, one for chapter operations. No co-mingling of funds. NO DEBIT CARDS ALLOWED.

2. Each account must have three signatories on file. (President, Vice President and Treasurer). Two of the three signatures are required on each check. It takes two signatures to remove funds from any Jack and Jill of America account.

3. Monthly Treasurer’s Quicken or Quickbooks Income/Expense (or Banking Summary) should be distributed to each chapter member.

4. Reimbursements are made for budgeted and approved chapter expenses only. Reimbursement vouchers with receipts (required,) must be properly signed by a combination of two of the following officers, The President, Treasurer, and Financial Secretary.

Fees & Reporting Deadlines

1. Jack & Jill of America, Inc. calendar including reporting deadlines should be found in each chapter program book. All chapters must adhere to these guidelines.

2. Upcoming fees and reporting deadlines should be noted on each chapter membership meeting agenda.

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FINANCIAL

Chapter financial management is simple when the guidelines presented in the Jack & Jill of America, Inc. Financial Handbook are followed. When used consistently, this structured and legal manner of handling chapter financial matters is a key component to maintaining chapter health and strength, the organization’s 501c4 status and the foundation’s 501c3 status. Each chapter should develop the culture of following the guidelines in the Financial Handbook in order to avoid financial improprieties, the appearance of favoritism and establish expectations for behavior. Chapter funds are protected as are the officers.

The chapter financial officers and executive board members must have a working knowledge of the organization’s financial rules, fees & reporting deadlines, chapter bylaws, and the approved and balanced chapter budget. These elements should always be considered when making recommendations to the chapter and setting meeting agendas.

Beyond the executive board, all chapter members should have basic Jack & Jill financial knowledge. Among the many benefits of an educated membership are greater adherence to deadlines and succession planning. Everyone should know:

Bonded Chapter Financial Officers

1. President – the ultimate manager (Signs checks) 2. Vice President – (Signs checks) 3. Financial Secretary – receives money, gives receipts, records income,

member of the budget committee. 4. Treasurer – chairs budget committee, maintains and balances checking

accounts, writes checks, and monitors expenditures based on the approved chapter budget, prepares monthly budget and banking reports and financial reports. (Signs checks)

Budget

1. The budget must be based on the chart of accounts (page 22 Financial Handbook).

2. A five star chapter must have enough cash on hand to support: a. the activities outlined in the chapter program book b. basic chapter operating expenses

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National Day of Service – Plan a day of volunteering on Martin Luther King’sBirthday. The National Program Committee at the 2006 National Convention inHouston promoted this activity.

The Thompson Family Fund – The Thompson Quintuplets were born May 8, 1997and have been a National Service Project since 1998 when the organization made a commitment to assist the family until the children are adults. The family resides in Washington, DC with the continued support of Jack and Jill of America, Inc. and Foundation. Every chapter is asked to donate $50 each year to the fund.

Dismantling the Cradle to Prison Pipeline – This national legislative initiative is embraced by every chapter. A variety of programs have been successfullyimplemented in chapters across the country focused on stopping this vicious cycle.The National Legislative Committee is the resource for information on this project.

Youth Service Recognition - Recognition of service greater than 25 hours per year will be awarded.

Teen Leadership & Development Initiative – Rolled out in the Mid-Western Region in 2005, this program was introduced to chapters nationwide in 2006. Itincludes 16 leadership modules with suggested activities for implementation with teen groups.

Regional Programming- to be determined by the Regional Director and theRegional Team but some current examples include participation in RegionalConferences, Teen Conferences, Clusters and Workdays.

Local Programming It is through local programming that chapters implement the goals of theorganization and carry out the aims and objectives that provide the “medium ofcontact” for children. It is through local programming efforts that children will beexposed to cultural enrichment and challenged to try new activities, acquire socialskills and learn more about their African-American heritage. They can be encouraged to accept different leadership positions and hold office at the local andregional levels as they move through the teen group. They will make friends thatlast a lifetime.

Program Elements-Age group activities should incorporate the identified elements ina creative, age-appropriate activity. There are many cost effective resourcesavailable in your local community to assist in developing activities that are fun andlife enriching for our children. Make sure that your yearly calendar includes one ormore of these elements every month. A balanced program will touch on each one atleast once during the year.

• Educational

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• Social

• Cultural

• Civic

• Recreational

• Leadership Development

• Health

• Legislative

It is the responsibility of the Chapter Program Director to organize and facilitate theformation of the chapter Age Group Program for the calendar year. This can be accomplished at a Mother’s planning retreat. The Program Director works with theAge Group Leaders and the mothers to outline a complete program that covers allof the Jack and Jill Initiatives and program thrusts. It is also a good idea to involve the youth in the planning. Responsibility for input into the program can increase asthey mature so as by the time they reach the teen group they are engaged andresponsible for their own activities. It is the responsibility of each and every mother member to participate in theplanning of the overall group activities. It is also the member’s responsibility tohave children participate in all activities (not just the one’s they like), notify thelead organizer when a child in unable to participate, take an active role in planning and executing an activity. Post activity responsibilities include completing theactivity evaluation in a timely manner. Organizing photos as souvenirs forparticipants or for preparation of articles for SCOPE and UP THE HILL can also be done. In large chapters, mothers can form teams to plan an activity, sharing someof the duties and responsibilities. In small chapters, combining age groups forcertain activities is sometimes helpful and less wear and tear on a family’s schedule. All activities and the chapter wide calendar are published in the Chapter ProgramHandbook, which is distributed to all mothers at the beginning of the chapter year.This document is submitted to the National Office by November 1st. This is primarily the responsibility of the Chapter Program Director, who should be assisted by acommittee. There are guidelines for the contents of the book which can be found inthe form of a checklist, listed on the national website or in the program manual. Additional forms that assist in the management of the chapter programming tasksinclude liability release forms, medical information forms, chapter program handbook checklist, end-of-year program assessment, Youth Service Recognitionform, Activity Planning Workshop, Activity Report and Evaluation Form, Passport toLeadership Certificate.

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FINANCIAL

Content Overview: Bonded Financial Officers Budget Cash Flow Fees and Deadlines Success Measurements: Chapter financial management is simple when

the guidelines are followed. 1. Bonded Financial Officers 2. Budget 3. Chapter Cash Flow 4. Fees and Reporting

Resources: - Jack and Jill of America, Inc. Financial Handbook

- Jack and Jill of America, Inc. National Bylaws - Chapter Bylaws - Chapter Budget - Chapter Program Book

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CHAPTER OPERATIONS ASSESSMENT TOOL CHAPTERS MUST BE ABLE TO DOCUMENT AND VERIFY ALL INFORMATION PROVIDED

To achieve excellence “A Five Star Chapter” should include the following elements in Chapter Operations. Meetings

1. Are Executive Board meetings held prior to all Yes No general meetings?

2. Are dates, time and location published well in Yes No advance (at least two weeks prior) so that general membership may attend?

3. Is the treasurer’s report given and made available Yes No at every general meeting?

Protocol

4. Does your chapter have a protocol chair? Yes No Communication

5. Does every member receive a copy of all the Yes No National/Regional communications?

6. Are recent National/Regional Yes No communications reviewed at general meetings? Membership Information System (MIS)

7. Have all your members reviewed their own Yes No membership record for accuracy?

8. Are all current chapter officers listed in the Yes No MIS? Grievances

9. Has your chapter been grievance free Yes No for the last 3 years?

Hosting a National/Regional Conference 10.Has your chapter hosted a National or Regional event Yes No

within the last 5 years or scheduled to host an event in the next 5 years.

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PROGRAMMING ASSESSMENT TOOL CHAPTERS MUST BE ABLE TO DOCUMENT AND VERIFY ALL INFORMATION PROVIDED

ACTIVITIES

1. Chapter adheres to the National Program Initiatives

2. Chapter celebrates Jack and Jill Day 3. Chapter celebrates Black Family Day 4. Chapter commemorates Carol Robertson Day 5. Chapter celebrates Founders Day 6. Chapter adheres to the Regional Program

Initiatives 7. Chapter has been recognized by the NEB for

Excellence in Chapter Programming/Chapter Program Book

8. Chapter submitted articles for SCOPE and Up the

Hill with Photos 9. Chapter adheres to Local Program Initiatives 10. Chapter Programs highlight the elements of Jack

and Jill Programming: Educational, Social, Recreational, Cultural, Civic, Health Issues, Legislative Issues and Leadership Development, Service

YES = 1 / NO = 0

1. YES NO 2. YES NO 3. YES NO 4. YES NO 5. YES NO 6. YES NO 7. YES NO 8. YES NO 9. YES NO 10. YES NO

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CHAPTER OPERATIONS Content Overview: Meetings (Committee, Executive Board and General) Protocol Communication MIS (Membership Information System) Grievances Hosting National/Regional Events Success Measurements: A Knowledgeable and Well Informed

Membership Functioning in a Proficiently Run Chapter 1. Accurate Committee, Executive Board and

General Meeting Minutes reflecting overall chapter operations and programming as approved by the general membership

2. Thorough knowledge and adherence to Jack and Jill ceremonies, rituals and courtesies

3. Effective, timely communication resulting a well informed membership

4. Jack and Jill MIS system contains updated accurate information for all membership classifications and officers

5. The absence of any formal grievances 6. The planning and execution of a well organized

cluster, conference or convention Resources: Jack and Jill of America, Inc. National Constitution

& Bylaws Jack and Jill of America, Inc. Membership Manual,

8th Edition Jack and Jill of America, Inc. Financial Manual, Rev. 10/2008 Jack and Jill of America, Inc. Grievance Policy, Effective, March 1, 2007 Robert’s Rules of Order Newly Revised, 10th Edition

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• Remember the chapter is hosting on behalf of the National Board or the Region. It is their event, not the chapter’s event.

• Important Reminders: o Signatures on all contracts shall be the National

President/National Treasurer or the RD/ST. Chapters should not enter into any contracts as they may

be held liable for any expenses incurred. o Be prepared at meetings. Have all information, quotes,

samples, etc. available. (Have multiple copies) o Make Time Lines, complete Action Items and adhere to

deadlines o Sell Jack and Jill! Educate the sales people, vendors, etc. about

our organization.

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o May result in chapter probation or suspension o Issues need to be resolved at the level that they occur (Keep

Your Chapter Business Within Your Chapter)

Hosting National/Regional Events • It is the responsibility of each chapter to host a National or Regional

event. The National or Regional Time and Place Committee recommends the calendar for vote by the delegates at its respective conferences. Chapters failing to host events may be subject to suspension based on the recommendation of the National or Regional officers.

• Requires a majority vote of the chapter to serve as a host chapter of a National or Regional Event. The President does not have the authority to commit the chapter without its approval. A record of this vote should be documented in the chapter’s general meeting minutes.

• Obtain an overview of the event from the presiding national/regional officer as well as their expectations of the chapter. When possible, attend at least one of these events in advance and shadow the host chapter. If unable to do so, reach out to one of your sister chapters that have served in this capacity before. You might even request that the National Officer/RD visit your chapter and share her thoughts regarding the event and field questions directly from the membership.

• Appoint (may volunteer) your chair and co-chair and establish your steering committee which may include, but not be limited to:

o Logistics (see attached sample chart) o Program o Registration o Budget o Banquet o Workshops/Speakers o Journal o Off-Site Events o Protocol/Courtesies

• Committees meet in an effort to develop a plan to implement their portion of the event, formulate budget to be incorporated into overall event budget, obtain quotes, etc. (Perform the “leg work”) The plan will be communicated to the steering committee via the committee chair in a detailed report.

• In between steering committee meetings, questions, comments, concerns, etc. Should go to the Event Co-Chair and Chair who will communicate with the National Officer/RD for opinions, decisions, payments, etc.

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CHAPTER OPERATIONS Chapter Meetings (Steps to having effective meetings)

• Committee Meetings - The Committee structure provides many benefits to the Chapter. It affords each member the opportunity to learn and understand the organization. The structure also provides a unique opportunity for members to brainstorm in achieving excellent programs, projects and events. Additionally, the prospect to interact with all members in the Chapter in smaller groups cultivates the “bonding” process. The structure also eliminates the membership serving as the committee of the whole, as it pertains to lengthy discussions in general meetings.

o Committee reports and/or committee minutes (both to include attendance records) shall be submitted in writing to the Executive Board for adoption prior to presentation to the membership.

o All correspondence, flyers, tickets, and other printed materials shall be reviewed and approved by the President or the Executive Board prior to official use.

o The President serves as Ex-Officio member of all Committees, except the nominating committee, and shall be notified by the Committee Chair of all committee meetings.

• Executive Board Meetings o Provides for a thorough vetting of ideas which may even include

friendly debate thus resulting in the best product/recommendation

o Offers consensus building opportunities o Review National/Regional correspondence and recommend

action to be taken by chapter if any. o Discuss and systematically review committee reports prior to

general meeting for thoroughness, etc. o Formulate agenda for general meeting o Executive Board meetings are open to all members, with only

Executive Board members retaining the right to vote • General Meetings

o Minutes and reports distributed prior to meeting whenever possible so that membership comes prepared with questions, concerns and recommendations, or to vote upon action(s) to be taken.

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o Adhere to agenda utilizing Robert’s Rules of Order, Newly Revised (See sample agenda on Membership Handbook, pgs.151 - 155)

o Agenda should include: Minutes Statement of the Treasurer Officers Reports Executive Board Report Standing Committee Reports

o Age Group Activity Reports Special Committee Reports Unfinished Business New Business Communications and Announcements

Protocol - “Good Manners” (See Membership Manual, pgs. 134 -150)

• Should be displayed at all levels of the organization as it provides for a positive environment in which to conduct the business of our organization.

• Ensures a positive image to the community. • Chapter President and the Executive Board set the tone for the

chapter. • Each member has a responsibility to be aware of chapter protocol • Each chapter should have a protocol chair who is:

o Familiar with all of the Jack and Jill ceremonies, the required attire, materials needed and proper set-up for each ceremony

o Familiar with and is able to follow the correct protocol for rank, form of address, title and procession especially when hosting National and/or Regional Officers

Communication – “Exchange of information/Personal rapport” • Open, positive, clear and TIMELY • Communication received from National or Regional is to be shared with

all members in its entirety. It is the member’s responsibility to read it. • Communicate during meetings, not after

o Every member has the right to: Voice their opinion Ask questions when necessary Make suggestions

• Sharing of information is a two-way process which requires each party to be courteous. “It’s not what you say, but how you say it.”

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MIS • Data should be kept current • Chapter Administrator and back-up administrator • Have every member go into her record and verify accuracy of her own

information annually. o Family demographics (grade changes, legacy status for

graduating teens, email changes, etc.) • Important tasks include:

o Processing National and Regional per capita o Processing Transfers o Processing New Members o Processing Terminations

In “Good Standing” or not Associate status (Regular or Life)

o Updating Officer Roster

Grievances – (See Jack and Jill of America, Incorporated Grievance Policy, effective March 1, 2007 – can be found on the private portal of the national website at www.jack-and-jill.org )

• If we all abided by the Jack and Jill Code of Ethics for Members (See Membership Manual, pgs. xiv - xvii) this section entitled “Grievances” would not be considered necessary. “In order to honor its Founders, maintain a standard that allows its members to serve as role models for our children, preserve Jack and Jill of America, Incorporated as a desirable and honorable affiliation and to protect our organization from harassment, ridicule, scandal or legal liability, I do voluntarily agree to observe the following rules of conduct…”

• Warning Signs o Poor or negative chapter communication o Lack of a “spirit of inclusiveness”, perceived or in fact o Leadership dictating to members versus being representative of

the body that placed them in leadership o Chapter apathy o Development of cliques o Diminished attendance at meetings o Minimal participation in chapter and/or children’s activities

• Effects and Outcomes o Grievances are sure to cause hurt and/or hard feelings within

the chapter (may even trickle down to the children) o Grievances always have consequences to one or more members

and has the potential to impact the entire chapter o May result in membership termination

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