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JPS NATIONAL BLUE BOOK - PART I - MAIN DOCUMENT

Revised 06-22-2013 (2013 Convention) Revised 06-23-2012 (2012 Convention)

Revised 06-20-2011 (2011 Convention)

Revised 09-24-2010 (2010 Convention) Revised 03-04-2010 (2009 Convention) Blue Book Split: 02/04/2008 - Based on:

-- Oct 2006 Blue Book (10/26/2006) - Bylaws Updated for 2007 Convention -- Unofficial 2006 Blue Book Split: (April 2006)

JPS NATIONAL

“BLUE BOOK” PART I - MAIN DOCUMENT

SSeeccttiioonn 11:: AARRTTIICCLLEESS OOFF IINNCCOORRPPOORRAATTIIOONN

SSeeccttiioonn 22:: NNAATTIIOONNAALL BBYYLLAAWWSS

SSeeccttiioonn 33:: NNAATTIIOONNAALL SSTTAANNDDIINNGG RRUULLEESS

SSeeccttiioonn 44:: NNAATTIIOONNAALL PPOOLLIICCYY && PPRROOCCEEDDUURREESS

SSeeccttiioonn 55:: NNAATTIIOONNAALL IINNFFOORRMMAATTIIOONN SSEECCTTIIOONN

JPS NATIONAL BLUE BOOK PARTS

Part I: Main Document

Part II: National Convention Handbook

Part III: National History

Part IV: Listing of Life Members

JPS NATIONAL BLUE BOOK - PART I - Main Document: Table of Contents

TABLE OF CONTENTS

AARRTTIICCLLEESS OOFF IINNCCOORRPPOORRAATTIIOONN ________________________________________________________________________ 11

NNAATTIIOONNAALL BBYYLLAAWWSS ________________________________________________________________________________________________ 44

ARTICLE I - Name-Purposes ___________________________________________________________ 4 Section 1 - Name of Organization ________________________________________________________________ 4 Section 2 - Purpose of JPS _____________________________________________________________________ 4

ARTICLE II - Membership - Dues _______________________________________________________ 4 Section 1 - Membership _______________________________________________________________________ 4 Section 2 - Dues _____________________________________________________________________________ 4

(a) Payment - Local & National _______________________________________________________________ 4 (b) Local Dues ____________________________________________________________________________ 4 (c) National Dues __________________________________________________________________________ 4 (d) Join After Sep 30 _______________________________________________________________________ 4 (e) Retain Membership _____________________________________________ Error! Bookmark not defined.

Section 3 - Life Membership ____________________________________________________________________ 5 (a) Life Membership Qualifications ____________________________________________________________ 5 (b) Life Membership - no local chapter _________________________________________________________ 5 (c) Honorary Life Membership Request _________________________________________________________ 5 (d) Honorary Life Membership - National Dues __________________________________________________ 5 (e) Honorary Life Membership - Retired Members ________________________________________________ 5

Section 4 - Dues Payment for National Convention Eligibility _________________________________________ 5

ARTICLE III - Convention - Convention Fund ____________________________________________ 5 Section 1 - Convention ________________________________________________________________________ 5

(a) Convention Dates, Host Chapter(s), & Site Approval ___________________________________________ 5 (b) No Convention Bid ______________________________________________________________________ 5 (c) Convention Bidding - JANUES ___________________________________ Error! Bookmark not defined. (d) Convention Host Chapter - Convention Handbook _____________________________________________ 5

Section 2 Convention Fund _____________________________________________________________________ 6 Convention Fund - Amount, Split, Monies Remaining, Capped Amount _____________________________ 6

Section 3 National Notice to Chapters ____________________________________________________________ 6 Section 4 Chapter National Obligations Qualification ________________________________________________ 6 Section 5 National Convention Delegates __________________________________________________________ 6 Section 6 National Delegate Vote Allowance _______________________________________________________ 7 Section 7 National Convention Financial Statement __________________________________________________ 7

ARTICLE IV Elections ________________________________________________________________ 7 Section 1 - National Officers Election ____________________________________________________________ 7 Section 2 - National Officer Eligibility ____________________________________________________________ 7

(a) Vicinity of Chapter _____________________________________________ Error! Bookmark not defined. (b) Attendance at Convention _________________________________________________________________ 7 (c) National President Eligibility ______________________________________________________________ 7 (d) Local Chapter Candidates Limit ____________________________________________________________ 7 (e) National Officer Qualification _____________________________________________________________ 8

Section 3 - National Officer Candidates ___________________________________________________________ 8 (a) Local Chapter Candidate Expenditure Limit __________________________________________________ 8 (b) National Officer Candidate - JANUES _______________________________________________________ 8 (c) Chapter Candidate Notification ____________________________________________________________ 8 (d) National Officer Candidate Resume _________________________________________________________ 8

Section 4 - National Officer - Method of Election - Voting ____________________________________________ 8 (a) National Officer Election Method ___________________________________________________________ 8 (b) National Officer Election Voting ___________________________________________________________ 8

ARTICLE V - National Officers _________________________________________________________ 8 Section 1 - National Offices, Board of Directors, National Board _______________________________________ 8

Section 2 - National Officer Term - Term Limits-Chapter Transfer ______________________________________ 8 Section 3 - National Officer Removal _____________________________________________________________ 8 Section 4 - National President ___________________________________________________________________ 9

(a) Chief Executive Officer, Board Chairman, Directors Chairman ___________________________________ 9 (b) National President - Meetings______________________________________________________________ 9 (c) National President - Orders & Resolutions ____________________________________________________ 9 (d) National President - Power to Execute Contracts, etc. ___________________________________________ 9 (f) National President - Ex-Officio Member _____________________________________________________ 9 (e) National President - Other Duties ___________________________________________________________ 9

Section 5 - National Vice President ______________________________________________________________ 9 (a) National VP - Parliamentarian _____________________________________________________________ 9 (b) National VP - Delegation of Duties _________________________________________________________ 9 (c) National VP - Power to Execute on behalf of JPS ______________________________________________ 9 (d) National VP - Revisions to Blue Book _______________________________________________________ 9 (e) National VP - National Organization Historian ________________________________________________ 9

National VP - Appoint Convention Photographer ____________________________________________ 9 (f) National VP - Other Duties ________________________________________________________________ 9

Section 6 - National Secretary ___________________________________________________________________ 9 (a) National Secretary - Record Minutes ________________________________________________________ 9 (b) National Secretary - Convention Minutes Deadline _____________________________________________ 9 (c) National Secretary - Membership Notices in JANUES _________________________________________ 10 (d) National Secretary - National Meeting Notices _______________________________________________ 10 (e) National Secretary - Custodian of Papers ___________________________________________________ 10 (f) National Secretary - Corporate Seal Cusodian ________________________________________________ 10 (g) National Secretary - Meeting Attendance - Absence Appointment ________________________________ 10 (h) National Secretary - Other Duties __________________________________________________________ 10

Section 7 - National Treasurer _________________________________________________________________ 10 (a) National Treasurer - Accurate Accounts _____________________________________________________ 10 (b) National Treasurer - Deposit Monies _______________________________________________________ 10 (c) National Treasurer - Authority to Receive & Handle JPS Monies _________________________________ 10 (d) National Treasurer - National Budget _______________________________________________________ 10 (e) National Treasurer - Bonded ______________________________________________________________ 10 (f) National Treasurer - Quarterly Financial Statements ___________________________________________ 10 (g) National Treasurer - Annual Audit _________________________________________________________ 10

National Treasurer - National Audit Committee _____________________________________________ 10 (h) National Treasurer - Financial Statement ____________________________________________________ 10 (i) National Treasurer - Other Duties __________________________________________________________ 10

Section 8 - National JANUES Editor ____________________________________________________________ 10 (a) National Editor - Publish & Distribute JPS Publication _________________________________________ 11 (b) National Editor - Expenditures Limit _______________________________________________________ 11 (c) National Editor - Other Duties ____________________________________________________________ 11

Section 9 - National Member-at-Large ___________________________________________________________ 11 (a) National Bartlesville Member - JANUES Responsibility ________________________________________ 11 (b) National Bartlesville Member - Files _______________________________________________________ 11 (c) National Bartlesville Member - Other Duties _________________________________________________ 11

ARTICLE VI - National Board _________________________________________________________ 11 Section 1 - National Board - Powers _____________________________________________________________ 11 Section 2 - National Board - Meetings, Travel _____________________________________________________ 11

(a) National Board - Meetings _______________________________________________________________ 11 (b) National Board - Travel _________________________________________________________________ 11 (c) National Board - Chapter Requested Visit ___________________________________________________ 11

Section 3 - National Board - Quorum - Voting _____________________________________________________ 11 Section 4 - National Board - Vacancy ____________________________________________________________ 12 Section 5 - National Board - Vacancy - Local Chapter unable to fill ____________________________________ 12 Section 6 - National Board - Committee Chairmen Appointments _____________________________________ 12 Section 7 - National Board - Officers Assistants ___________________________________________________ 12

ARTICLE VII - Local Chapters ________________________________________________________ 12 Section 1 - Local Chapters - Establishment, Maintenance, powers _____________________________________ 12

Section 2 - Local Chapters - Creation by Petition, Charter Granting ____________________________________ 12 (a) Local Chapters - Petition Qualifications & Granting ___________________________________________ 12 (b) Local Chapter - Charter Service ___________________________________________________________ 12

Section 3 - Local Chapters - Petitioning Requirements ______________________________________________ 12 Section 4 - Local Chapters - Bylaws _____________________________________________________________ 12

(a) Local Chapters - Bylaws Adoption _________________________________________________________ 12 (b) Local Chapters - Bylaws Revisions ________________________________________________________ 12

Section 5 - Local Chapters - Meetings, Voting Proxy ________________________________________________ 12 (a) Local Chapters - Meetings _______________________________________________________________ 12 (b) Local Chapters - Voting Proxy Rules, Form _________________________________________________ 12

Section 6 - Local Chapters - Dissolution__________________________________________________________ 13 (a) Local Chapter - Dissolution Requirement ____________________________________________________ 13 (b) Local Chapter Dissolution - Office Closing __________________________________________________ 13 (c) Local Chapter Dissolution Procedure _______________________________________________________ 13

1. Chapter Dissolution - Notification ________________________________________________________ 13 2. Chapter Dissolution - Financial Items _____________________________________________________ 13

(d) Local Chapter Dissolution - Membership Transfers ____________________________________________ 13 Section 7 - Local Chapters - Sponsors ___________________________________________________________ 13

ARTICLE VIII - Annual Tax Statements ________________________________________________ 14 Section 1 - Annual Tax Statements - Form 990 Preparation ___________________________________________ 14 Section 2 - Annual Tax Statements - Form 990 Preparation Expenses ___________________________________ 14

(a) Form 990 Preparation Expenses - Allocation between National & Local Chapters ____________________ 14 (b) Form 990 Preparation Expenses - Statements to Chapters, Penalty for Late Payment __________________ 14

Section 3 - Annual Tax Statements - Local Statement - Deadline ______________________________________ 14

ARTICLE IX - National Memorial Fund (NMF) __________________________________________ 14 Section 1 - NMF - Establishment _______________________________________________________________ 14 Section 3 - NMF - Local Contribution, Deadline ___________________________________________________ 14 Section 3 - NMF- Other Contributions Procedure __________________________________________________ 14

NMF - Contribution Transmittal Letter ______________________________________________________ 14 (a) NMF Transmittal - Donee Information _________________________________________________ 14 (b) NMF Transmittal - Donor Information _________________________________________________ 14 (c) NMF Transmittal - Acknowledgement Information _______________________________________ 14

NMF Acknowledgement - National President, National Treasurer _________________________________ 14 Section 4 - NMF- Time Frame, Chapters Nominees _________________________________________________ 15 (a) NMF - Chapter Nominee Limitation __________________________________________________________ 15 (b) NMF - Chapter Nominee Deadline ___________________________________________________________ 15 (c) NMF - Preferential Voting Method ___________________________________________________________ 15 (d) NMF - Voting Proxy Procedure _____________________________________________________________ 15

ARTICLE X - Deadlines - Checks ______________________________________________________ 15

ARTICLE XI - JPS Seal ______________________________________________________________ 15

ARTICLE X11 - Checks, Notes, Drafts - Signature Authority _______________________________ 15

ARTICLE XIII - Parliamentary Authority _______________________________________________ 15

ARTICLE XIV - Bylaw Amendments ___________________________________________________ 16

NNAATTIIOONNAALL SSTTAANNDDIINNGG RRUULLEESS ____________________________________________________________________________ 1177

I. - JPS National Handbook Parts _______________________________________________________ 18

II. - National Officers - Additional Duties ________________________________________________ 18 A. National Vice President ____________________________________________________________________ 18

1. Maintain JPS Pins Supply ________________________________________________________________ 18 2. Compile Scrapbook ____________________________________________________________________ 18

B. National Secretary ________________________________________________________________________ 18 C. National Treasurer ________________________________________________________________________ 18 D. National Webmaster _______________________________________________________________________ 18

III. - National Standing Committees _____________________________________________________ 18

IV. - Awards ________________________________________________________________________ 19 A. Goodfellow Award ________________________________________________________________________ 19 B. Special Award ___________________________________________________________________________ 19 C. Local Chapter Member of Year ______________________________________________________________ 19

NNAATTIIOONNAALL PPOOLLIICCYY && PPRROOCCEEDDUURREESS ______________________________________________________________ 2200

I. - Membership______________________________________________________________________ 21 A. Membership Record Cards __________________________________________________________________ 21 B. Membership Categories ____________________________________________________________________ 21 C. National Dues after 1st of Convention Month ___________________________________________________ 21

II - JPS Pins (Lapel Pin, Gavel Guard) __________________________________________________ 21

III. National Chronicles _______________________________________________________________ 21 A. National Scrapbook Procedures ______________________________________________________________ 21 B. JANUES Procedures ______________________________________________________________________ 22

IV. National Standing Committees ______________________________________________________ 22 A. National Nominating Committee _____________________________________________________________ 22 B. National Auditing Committee Procedures ______________________________________________________ 22

V. National Memorial Fund (NMF) Procedures ___________________________________________ 22 A. NMF - Nomination Procedure - (see P&P Exhibit ‘E)_____________________________________________ 22 B. NMF - Voting Procedure ___________________________________________________________________ 23

VI. Awards Procedures _______________________________________________________________ 23 A. Goodfellow Award Procedure _______________________________________________________________ 23 B. JPS Special Award Procedure _______________________________________________________________ 23 C. Chapter Member of Year Procedure ___________________________________________________________ 24

P&P Exhibit ‘A’ Membership Outline ___________________________________________________ 26

P&P Exhibit 'B' JPS National Due Dates _________________________________________________ 27

P&P Exhibit ‘C’ Correspondence to National Board _______________________________________ 28

P&P Exhibit ‘D’ National Nominating Committee Procedure _______________________________ 30

P&P Exhibit ‘E’ NMF Nomination Procedure ____________________________________________ 31

P&P Exhibit ‘F’ Chapter MOY Form ___________________________________________________ 32

P&P Exhibit ‘G’ National Convention Proxy Form ________________________________________ 33

P&P Exhibit ‘H’ NMF Proxy Form _____________________________________________________ 34

P&P Exhibit ‘I’ Chapter Voting Proxy Form _____________________________________________ 35

P&P Exhibit ‘J’ Sample Officer Installation Ceremony _____________________________________ 36

P&P Exhibit ‘K’ Sample Chapter Bylaws ________________________________________________ 38

P&P Exhibit ‘L’ National Financial Transmittal Form _____________________________________ 42

P&P Exhibit ‘M’ Reserved for National Membership Form __________________________________ 43

NNAATTIIOONNAALL IINNFFOORRMMAATTIIOONN SSEECCTTIIOONN ______________________________________________________________ 4444

I. - Organization Information __________________________________________________________ 45 A. National Colors, Flower, Motto ______________________________________________________________ 45 B. Resolution - Organization Name Change _______________________________________________________ 45

II. Membership Information ___________________________________________________________ 45 A. Resolution - Open Membership ______________________________________________________________ 45

B. Active JPS Chapters Listing _________________________________________________________________ 45

III. JPS Pins - Information (Lapel Pin - Gavel Guard) ______________________________________ 45

Information - Exhibit ‘A’ Financial Structure Outline ______________________________________ 46

Information - Exhibit ‘B’ Lights of the Sixty Six ___________________________________________ 47

Information - Exhibit ‘C’ Character Building Poem _______________________________________ 48

The following topics can be found in PART III - HISTORY:

JPS - History Timeline

Membership - New Member Examination

Membership - New Member Initiation

Convention - History Timeline

Convention Fund - History Timeline

Convention Attendance Allowance - History Timeline

Chapter Scrapbooks - History Timeline

Financial - Trust Fund - History Timeline

Financial: Endowment & Contingency Fund

Financial: Resolution - Notes & Debentures - 1986

Financial: Resolution - Notes & Debentures - 1992

Memorial Fund - History Timeline

JPS Awards: Best JANUES Reports - History Timeline

o Best JANUES Reporter Award

JPS Awards: JPS Member of Year - History Timeline

JPS Awards: Goodfellow Award Recipients

JPS Awards: Special Award Recipients

Prayers

Exhibit ‘A’ - Past & Present Officers List - By Year

Exhibit ‘B’ - Membership: Dissolved Chapters

Exhibit ‘C’ - Awards: Member of Year List - By Year

Exhibit ‘D’ - Convention List - By Year

Exhibit ‘E’ - Memorial Fund Recipients List - By Unit/Year

JPS NATIONAL BLUE BOOK - PART I - Section 1: Articles of Incorporation

Revised 06-22-2013 (2013 Convention) 1

As reported in the Minutes of the 1951 Convention, the Articles of Incorporation are the Jane Phillips Sorority

Constitution. When changes are necessary, they are to be made in the BYLAWS of the Society.*

*SEE “Resolution – Organization Name Change” adopted in 1988 (See National Information Section: I.-B.)

JJPPSS -- AARRTTIICCLLEESS OOFF IINNCCOORRPPOORRAATTIIOONN

BE IT KNOWN, That the undersigned, citizens of the State of Oklahoma, do hereby voluntarily associate

ourselves together for the purpose of forming a private corporation under the laws of the State of Oklahoma, and

do hereby certify

FIRST:

The name of this corporation shall be

JANE PHILLIPS SOCIETY

SECOND:

That this corporation is formed for benevolent and/or charitable purposes.

And, in connection with, and as incidental to, the purposes for which this corporation is formed, to engage in,

and carry on, activities for the advancement of social intercourse among its members; for the mutual assistance

of the members in time of sickness or necessity, and to provide a fund for the purpose by contributions of the

members thereof from time to time, and for the like incidental benevolent purposes; to inculcate the principles of

charity, justice, sisterly love, fidelity, and loyalty.

To do all and everything necessary, suitable, and proper for the accomplishment of any of the purposes or the

attainment of any of the objects, or the exercise of any of the powers granted to or that may be exercised by

corporations formed for benevolent and charitable purposes under laws of the State of Oklahoma, both in this

State and throughout the United States and elsewhere, and to do any other act or acts, thing or things, incidental

or appurtenant to, or growing out of, or connected with, said purposes, or any part thereof, if not inconsistent

with the laws under which this corporation is organized.

To establish and maintain chapters or local organizations, with such powers, and subject to such limitations, as

may be provided in the bylaws.

To adopt bylaws which may provide for the qualifications of members, mode of election, and terms of admission

to membership; the fees of admission and dues to be paid by members; the expulsion and suspension of

members for misconduct or nonpayment of dues, and also for restoration to membership; contracting, securing,

paying, and limiting the amount of the corporation’s indebtedness; and any and all other regulations consonant

with the objects of the corporation and not repugnant to the law of the land.

To receive, either by way of gift, purchase, grant, devise, or by will, real or personal property, and to hold the

same, and dispose of the same, in the carrying out of the purposes of the corporation.

THIRD:

That the place where its principal business is to be transacted is at Bartlesville, Oklahoma, with branch offices at

such other places as may be determined by the Board of Directors.

FOURTH:

That the term for which the corporation is to exist is perpetual.

FIFTH:

The numbers of directors of this corporation shall be such as from time to time shall be fixed by the Board of

Directors, or in the manner provided in the bylaws, but shall not be less than three nor more than forty-one. In

case of any increase in the number of directors, or should vacancies occur in the Board, such vacancies or all

additional directors may be elected by the directors or by the members at an annual or special meeting as shall be

provided in the bylaws. Election of directors need not be by ballot unless the bylaws so provide.

Until otherwise provided, as hereinabove set forth, the number of directors of the corporation shall be seven and

the names and residences of those who have been selected as directors, and who shall hold their office until the

next annual election, or until their successors are elected and qualified, are as follows:

NAME RESIDENCE

Nona Farquharson Bartlesville, Oklahoma

Della Sexton Bartlesville, Oklahoma

Gwen Calvert Bartlesville, Oklahoma

Izola Moore Bartlesville, Oklahoma

Frances Hill Bartlesville, Oklahoma

Agnes Clarida Bartlesville, Oklahoma

Lee Mosman Bartlesville, Oklahoma

SIXTH:

That the amount of capital stock of this corporation shall be none.

Certificate of Incorporation to be issued subject to the following Constitutional requirements; that the

corporation to which it is issued will submit any difference it may have with employees, with reference to labor,

to arbitration, as shall be provided by law.

IN WITNESS WHEREOF, we have hereunto subscribed our names this 17th day of November, A.D., 1938.

NAME RESIDENCE

Nona Farquharson Bartlesville, Oklahoma

Della Sexton Bartlesville, Oklahoma

Gwen Calvert Bartlesville, Oklahoma

Izola Moore Bartlesville, Oklahoma

Frances Hill Bartlesville, Oklahoma

Agnes Clarida Bartlesville, Oklahoma

Lee Mosman Bartlesville, Oklahoma

STATE OF OKLAHOMA, ]

WASHINGTON COUNTY, ]

Before me, a Notary Public in and for said County and State, on this 17th day of November, A.D., 1938,

personally appeared Nona Farquharson, Della Sexton, Gwen Calvert, Izola Moore, Frances Hill, Agnes Clarida

and Lee Mosman, to me known to be the identical persons who executed the within and foregoing instruments,

and acknowledged to me that they executed the same as their free and voluntary act and deed for the uses and

purposes therein set forth.

My commission expires (Seal) N. R. Kerr

June 1, 1939 Notary Public

I hereby certify that the within named Directors were duly elected at a meeting held for said purpose, and at the

place named, in a duly published call of the same on the 17th day of November, A. D., 1938.

Nona Farquharson

President

JPS NATIONAL BLUE BOOK - PART I - Section 2: JPS National Bylaws

JJPPSS -- NNAATTIIOONNAALL BBYYLLAAWWSS

ARTICLE I

NAME- PURPOSES

Section 1: The name of the organization shall be Jane Phillips Society, hereafter referred to as JPS. JPS and

any possessive or plural forms thereafter shall mean Jane Phillips Society.

Section 2: The nature of the business of JPS and the objects or purposes proposed to be transacted, promoted,

or carried on are benevolent and/or charitable.

ARTICLE II

MEMBERSHIP – DUES

Section 1: MEMBERSHIP

Admission to membership in JPS is limited to those having the following common bond of

association:

Employees on the regular payroll of ConocoPhillips, Phillips 66 or Chevron Phillips

Chemical Company or former employees of Phillips Petroleum Company, ConocoPhillips,

Phillips 66 or Chevron Phillips Chemical Company, hereafter referred to as the

Companies.

Employees of those companies closely affiliated with the Companies.

Sponsors/former sponsors

Spouses of employees

Relatives, over the age of 18, of a current member

Other persons interested in promoting the purpose of JPS.

Applications from the above individuals should be submitted to the local chapter of their choice.

Section 2: DUES

(a) An applicant shall be admitted to membership by paying both local and National dues;

(b) Payment of local dues is subject to chapter bylaws in accordance with the current needs of

that chapter. Any member who does not pay dues on or before the local due date will be

considered a new member upon rejoining.

(c) National dues are $5.00 per member per year and are due to the National Treasurer on

February 28. If payment has not been received by February 28, a $25.00 penalty will be

assessed by National to those chapter(s) failing to meet the February 28 deadline.

(d) National dues for persons joining the Society after September 30 are waived for the

remainder of that year. The payment of National dues places them in good standing through

December of the following year.

Section 3: LIFE MEMBERSHIP

(a) A member who has completed twenty (20) consecutive years of membership in JPS shall be

granted Life Membership. It shall be the responsibility of the president of the local chapter

to notify the National President with copies to all the National Board members when a

member is eligible for this honor. A member granted Life Membership has the option to

continue to pay National dues. A Life Member may terminate JPS Membership if so

desired by notifying the local chapter; they in turn are to notify the National President with

copies of the letter to all National Board members;

(b) Any member relocating to a location where there is no organized chapter and retaining

membership in a chapter, by payment of both local and National dues, may be granted Life

Membership under the above provision;

(c) In recognition of outstanding service to the Nation, the State or fellowman, or JPS, a

member may be granted an Honorary Life Membership upon recommendation of the local

chapter and the written approval of the National Board. Members receiving this honor will

have full privileges of Life Membership;

(d) An Honorary Life Member has the option to continue to pay National dues;

(e) A Retired Member may be granted an Honorary Life Membership upon recommendation of

the local chapter according to the guidelines of ARTICLE II, Section 3(c).

Section 4: NATIONAL CONVENTION ELIGIBILITY

In order to be eligible to attend the annual National Convention, members must have paid their

dues to the National Treasurer by the last day of the preceding month in which the convention is

ARTICLE III

CONVENTION

Section 1: (a) A National Convention will be held each year in June. The host chapter(s) will be approved

by the delegates at the National Convention two (2) years in advance. The dates and site of

conventions will be approved by the delegates at the National Convention no less than one

(1) year in advance.

(b) If a convention bid is not made by the chapters two (2) years in advance, the National Board

will submit a report by September 1 outlining a convention site, appoint the necessary

chairman and assign individual chapters the responsibility for various events and functions

for convention.

(c) Hosting chapter should refer to the JPS Convention Procedures Chapter Handbook for

guidance and information on hosting convention. As set out in the Handbook, certain items

require approval from the National Board before finalizing:

Hotel contract

Registration fee

Registration packet

National Board is to respond within 15 days or approval reverts to hosting chapter.

Section 2: CONVENTION FUND

Every chapter will contribute $9.00 per member per year, except the host chapter(s), for a National

Convention Fund, such count to be based on membership as of May 31 each year. IF PAYMENT

HAS NOT BEEN RECEIVED BY JULY 15, A $25.00 PENALTY WILL BE ASSESSED BY

NATIONAL TO THOSE CHAPTER(S) FAILING TO MEET THE JULY 15 DEADLINE.

One-third (1/3) of this National Convention Fund will be forwarded to the hosting chapter by

September 1 to be used as they choose and receipt of check shall be acknowledged immediately by

letter or e-mail to the National Treasurer with copies to all National Board Members.

Two-thirds (2/3) of this National Convention Fund will be deposited into the Truity Credit Union

National Account to pay for the National Board convention expenses and hotel accommodations

should the convention city hotel not choose to give the National Board a complimentary suite.

Upon completion of the financial statement following convention, if monies remain in the hosting

chapter(s) financial convention account , the balance in the account up to the 1/3 allowance, will be

returned to the National Treasurer for deposit into the National Convention fund.

A maximum amount not to exceed $5,000 is to be maintained in the National Convention Fund.

Any amount above $5,000 and all interest accumulated for the year will be deposited into the

National Memorial Fund by July 15, following the conclusion of the annual convention.

Section 3: At least forty-five (45) days before the date of any National Convention, the Secretary shall cause

written notice thereof to be given each chapter, giving time, date and object of such convention.

Section 4: All National obligations, (i.e., tax preparation payment, Memorial Fund payment, Convention

Fund payment, annual audit and financial statement, etc.), must be met by a chapter 30 days prior

to convention. If all National obligations are not met, a chapter will be denied active participation

in the current year’s convention. Said participation to include but not be limited to: delegates

and/or proxies; candidate(s) for National Office; and bids for convention.

Section 5: At the National Convention, at least fifty percent (50%) of the active chapters must be represented

by delegates or by proxies. Each chapter shall be allowed the number of votes, either in person or

by proxy, based on National Membership as of 30 days prior to convention according to the

following scale below. Each chapter shall furnish their delegate/alternate list and/or proxy to all

National Board members and the convention chairman(men) at least 15 days prior to Convention.

1-5 Members - 1 Delegate

6-13 Members - 2 Delegates

Section 6: Each delegate shall be allowed one vote either in person or by proxy. A chapter shall be allowed

the number of votes by proxy equivalent to its normal representation.

Section 7: Within 60 days following convention, the convention chairman(men) shall furnish a complete

convention financial statement to the National Board for their approval prior to publication in the

JANUES. If statement is not furnished within 60 days, the Chapter hosting that convention will

pay a penalty of $50.00 for each 30-day period the statement is past due.

ARTICLE IV

ELECTIONS

Section 1: The National Officers shall be elected by the authorized delegates or their proxies at the annual

National Convention.

Section 2: Any member of JPS in good standing is eligible for any National Office, provided that:

(a) They must be in attendance at convention, except in emergency cases approved by the

National Board.

(b) To be eligible for President, the member must have served on the National Board at least

one term within the past five years, including the present term. (Term to be July 1 to

June 30.)

( c) Each chapter may be allowed two candidates to serve on the National Board at the same

time. Chapters sponsoring two candidates will not be allowed to submit both candidates

for the same office.

(d) Any candidate running for National Office must have served as a local chapter officer.

Candidate must be qualified for the office for which they desire to run.

Section 3: (a) Any chapter who has a candidate(s) for any National Office shall limit each candidate’s

total campaign expenses to a maximum of $75.00, such expenses to be borne by the local

chapter.

(b) Each candidate for National Office will be permitted one full page of campaign material to

be published in one issue of JANUES prior to convention. No other campaign material will

be permitted in the regular monthly report(s).

(c) Sixty (60) days prior to convention, each chapter having a candidate(s) for National Office

shall notify the National President and the National Nominating Committee Chairman, in

writing, the office each candidate is seeking.

(d) Any candidate running for National Office must submit their resume stating their

qualifications for the office they desire to the National Nominating Chairman for

verification prior to being considered eligible for the office and placed on the ballot. The

same must be submitted for candidates nominated at the Nominating Committee Meeting or

from the floor at the business meeting.

Section 4: Method of election and voting shall be:

(a) Election will be by ballot vote, using a single ballot listing offices and candidates. If a

single slate exists for any office(s) election can be by acclamation, the office(s) that have

multiple candidates will continue to be by ballot.

(b) Voting will be by majority vote. All delegates and the National Board, including the

President, are eligible to vote in the election of officers. The Head Teller will present a

written report of the results of the balloting to the President in order for the President to

determine if one candidate received a majority of the votes. If no candidate receives a

majority of votes, there will be a run-off between the two candidates receiving the most

votes. In the case where there are only two candidates running and there is a tie, it is

considered a lost vote and the vote is to be cast until someone has a majority of the votes.

ARTICLE V

OFFICERS

Section 1: The National Officers of JPS shall consist of a President, Vice President, Secretary, Treasurer,

JANUES Editor, and when applicable, Member-at-Large. The National Officers of JPS shall

constitute the National Board of Directors for the Corporation and the National Board of JPS.

Section 2: Each of said officers shall hold office from July 1 to June 30. Officers may be elected to succeed

themselves twice; however, if a member fills an unexpired term of an elected officer, they are still

eligible to be elected to that office and succeed themselves once.

In the event a National Officer relocates to a chapter where there are already National Officers, all

officers shall be permitted to serve out the remaining term of office.

Section 3: Any officer of the National Board shall be subject to removal by a two-thirds vote of the National

Board with justifiable cause.

Section 4: The PRESIDENT shall:

(a) Be the Chief Executive Officer of JPS and Chairman of the Board of Directors of the

corporation;

(b) Preside at all meetings of the National Board and of the delegates in attendance at National

Convention;

(c) See that all orders and resolutions of the National Board are put into effect;

(d) Execute all contracts, deeds, certificates, bonds or other obligations authorized by the

National Board and sign certificates required by law to be signed by the President;

(e) Appoint the JPS National Webmaster to update and maintain the JPS National Web Site.

(f) Perform such other duties as customarily appertain to the Office of the President or as may

from time to time be prescribed by the National Board not inconsistent with the provisions

of law or these Bylaws;

(g) Be an ex-officio member of all committees, except the Nominating Committee.

Section 5: The VICE PRESIDENT shall:

(a) Act as Parliamentarian;

(b) Have such authority and perform such duties as may at any time be delegated to the Vice

President by the National Board or the President, and, in the absence of the President, the

duties and powers of the office shall be performed and exercised by the Vice President;

(c) Have the power to sign and execute, on behalf of JPS, contracts, or other obligations which

shall have been authorized by the National Board, shall be coordinated with the like powers

of the President, and any contract so authorized, signed by the Vice President in lieu of the

President, shall be as valid and binding as if signed by the latter;

(d) Make necessary revised pages for the Blue Book after each convention, clearing such pages

with the National Board before reproducing, and forward them to the chapters with an

explanatory letter by October 31 of the current year.

(e) Act as Historian for the National Organization. In this capacity, it shall be the

Vice President’s duty to preserve and maintain a scrapbook containing material of

permanent interest to the Society. The Vice President will be responsible for appointing a

Convention Photographer each year;

(f) Perform such other duties as may be directed by the National Board not inconsistent with

the provisions of Law or of these Bylaws.

Section 6: The SECRETARY shall:

(a) Attend all meetings of the National Board and meetings of delegates at National Convention

and shall record the minutes of such meetings and provide a record copy to Bartlesville’s

National Officer for the permanent file;

(b) Furnish the minutes of the convention to every chapter within sixty (60) days after each

convention. Ninety (90) days after convention Chapter Presidents should return any

corrections to the National Secretary. A corrected version of the minutes will be re-issued

by the National Secretary to all Chapter Presidents within one hundred and twenty (120)

(c) Be responsible for all National meeting notices;

(d) Be the custodian of all papers brought before the National Board for action or ordered on

(e) Have the custody of the Corporate Seal, and shall affix and attest the same when authorized

by the National President or Vice President;

(f) Act at all National Conventions and all meetings of the National Board. In the absence of

the Secretary at any of said meetings, the presiding officer may appoint any person to act as

Secretary of the meetings;

(g) Perform such other duties as may be directed by the National Board not inconsistent with the

provisions of Law or of these Bylaws.

Section 7: The TREASURER shall:

(a) Keep full and accurate accounts of all receipts and disbursements in the books of JPS;

(b) Deposit all monies and other valuable effects in the name and to the credit of JPS National,

in the Truity Credit Union.

(c) Have authority to receive and give receipts for all monies due and payable to JPS from any

source whatever and to give full discharge for the same, and to endorse for deposit on behalf

of JPS all checks, drafts, notes, warrants, orders, and other papers requiring endorsement;

(d) At the beginning of the JPS Fiscal year, March 1, National Treasurer shall prepare a General

and Convention Account budget for the upcoming year for submission to and approval by

the National Board. Budgets will include estimated expenses as detailed in the bylaws and

other annual expenses such as bond, lockbox payment, etc. Items not included on the

approved budgets will require National Officer approval prior to payment.

(e) Be required to be bonded in an amount satisfactory to the National Board for the faithful

performance of the duties of the office and for the restoration to JPS in case of death,

resignation, or removal from office, of all books, papers, vouchers, money or other property

of whatever kind in the Treasurer’s possession, belonging to JPS;

(f) Prepare a quarterly statement of the General Fund, Convention Fund, and Memorial Fund.

Upon approval of such statements by the National Board, the statements will be published in

the JANUES;

(g) Appoint a committee by April 15 to audit the National books and accounts of JPS and

vouchers and papers relating thereto to be completed by April 15. The committee shall

consist of a chairman and two (2) committee members. A minimum of two (2) committee

members shall be JPS members from the National Treasurer’s local Chapter. If necessary,

one (1) committee member may be a non-JPS member in order to provide someone with

accounting experience to aid in conducting the audit. The National audit is to be completed

by May 15;

(h) Prepare a full statement of finances, including all assets, of the corporation for tax purposes

and be furnished to the Chapters before Convention, preferably sent with the convention

recommendations.

(i) Perform such other duties as may be directed by the National Board not inconsistent with

Section 8: The JANUES EDITOR shall:

(a) Edit, publish, and mail by the 15th of each month to local chapters a publication of JPS,

including the first issue following convention;

(b) Be required to limit the expenditure within the budget provided by the National Board;

(c) Perform such other duties as may be directed by the National Board not inconsistent with

Section 9: At all times Bartlesville must be represented on the National Board, if not by an Officer(s), by a

Member-at-Large.

(a) It shall be the responsibility of the Bartlesville representative(s) on the National Board to

see that each complete annual file of JANUES is book-bound (hard back) and kept on file in

Bartlesville. Expense of binding is to be borne by the Bartlesville Chapter.

(b) The Bartlesville representative(s) on the National Board shall be responsible for keeping the

National files up-to-date. All of the past National Presidents’ files, convention minutes, and

legal documents shall be kept intact;

(c) The Bartlesville representative(s) on the National Board shall perform such other duties as

may be directed by the National Board not inconsistent with the provisions of Law or of

these Bylaws.

ARTICLE VI

NATIONAL BOARD

Section 1: The National Board shall have all the powers of JPS and all the management of its business,

unless otherwise provided by law. It shall make rules and regulations not inconsistent with Law

and these Bylaws for the guidance of the affairs of JPS. It shall make a report and render an

account to the National Convention delegates showing, in detail, the condition of the property and

the financial affairs of JPS, and generally possess all the powers and perform all the duties usually

exercised or imposed upon directors or trustees of similar organizations.

Section 2: (a) Regular meetings of the National Board shall be held at such times and places as the

Council may determine. Special meetings may be called by the president, vice president, or

secretary, and special meetings shall be called by an officer upon the request in writing of

three or more members of the National Board. Notice of special meetings of the National

Board shall be given in such manner as the National Board may from time to time

prescribe.

(b) The National Board shall curtail all nonessential travel. If a situation arises in a chapter

where the presence of a National Officer is required, the National Officer nearest that

location shall make the trip with the prior approval of the majority of the National Board.

(c) A chapter may request the visit of a National Officer for non-essential business at that

chapter’s expense.

Section 3: A majority of all the National Board shall constitute a quorum for the transaction of any business at

any meetings thereof, but less than a quorum may adjourn from time to time and from place to

place until a quorum is in attendance. All questions shall be decided by vote of a majority of the

members of the National Board present.

Any action may be authorized or approved by a majority of the National Board, in any appropriate

manner, even though they shall not be actually present at any such meeting.

The yeas and nays shall be taken and recorded on demand of any Member of the National Board

present unless the National Board orders otherwise, provided each member of the National Board

shall always have the right to have their own vote recorded.

Section 4: Should a vacancy occur on the National Board by death, resignation, failure to accept the Office,

inability to discharge the duties thereof, or otherwise, before the expiration of a term, the chapter

from which the resigning officer was a member shall have the privilege of selecting a member to

fill the existing vacancy on the National Board, with the exception of the office of President.

The vice president shall replace the president as set out in Article IV, Section 2, and the elected

president’s chapter shall select a new vice president. Selections to fill all vacancies are subject to

approval of the National Board.

Section 5: In the event the chapter is unable to fill the vacancy as set out in Section 4, or in the case of

dissolution of a chapter where the officer involved does not transfer membership to another

chapter, it shall be the duty of the National Board to fill the vacancy.

Section 6: All National Committee Chairmen shall be appointed by the National Board.

Section 7: Officers may appoint assistants as needed with the approval of National Board.

ARTICLE VII

LOCAL CHAPTERS

Section 1: Chapters may be established and maintained, with such powers and subject to such limitations as

may be herein provided.

Section 2: (a) Local groups may petition the National Board for a charter to maintain a local chapter with

eight (8) or more members and the payment of National dues. The National Board is

authorized to pass upon petitions in regular form and empower local groups with the right

and authority to confer upon their membership the rights and privileges of JPS. Local

groups are granted charters and duly constituted into chapters, and their members and their

successors are duly authorized to exercise the privileges entailed therein.

(a) The National President shall plan and preside at Charter Service.

Section 3: Local groups in petitioning for a charter pledge their fidelity and honor in their obedience to the

law and orders of the said JPS.

Section 4: (a) Local chapters shall be empowered to adopt bylaws governing said chapters, but which shall

not violate the Articles of Incorporation or the National Bylaws of JPS.

(b) Chapters will submit copies of local Bylaws to each National Board member by April 15.

Bylaws of local chapters must be revised in accordance with those revisions to the National

Bylaws.

Section 5: (a) Meetings of the various chapters shall be held periodically.

(b) Chapters may adopt a CHAPTER VOTING PROXY to allow a quorum to conduct the

business of the chapter at its meetings. Therefore, the following CHAPTER VOTING

PROXY may be incorporated in that chapter’s bylaws as follows.

CHAPTER VOTING PROXY

TO ____________________ CHAPTER OF JPS;

I, _____________________, a member in good standing of the ________________Chapter of

JPS, hereby authorize the chapter’s President, Vice President, Secretary or Treasurer (in that order) in attendance

at any business meeting of the ______________Chapter at which the undersigned is not in attendance, to cast

vote(s) for me in my stead in accordance with the Bylaws of JPS. This proxy shall not be used except to make

the necessary quorum and can be revoked by me at any time.

Date_____________________ Signed_____________________________

Section 6: (a) Dissolution of a chapter is required when there is no longer an active member of that

chapter, or if there are no longer Life or Honorary Life Members/Retired Life or Retired

Honorary Life Members, who desire to maintain a chapter at that location.

(b) The dissolution procedure shall be as follows:

1. Notify the National President with copies to all National Board members of the

chapter’s decision to dissolve. Upon notification of dissolution, the National President

shall make arrangements for the nearest National Board member to meet with the

chapter within 30 days, the expense to be borne by National.

2. Within 30 days, the following steps shall be completed:

All financial obligations of the chapter shall be paid.

All remaining funds shall be donated to the JPS Memorial Fund or a charitable

organization.

A complete financial statement and complete audit shall be prepared.

The National Board member shall be furnished with the chapter’s Charter, Blue

Books, financial statement, audit, membership cards, and financial records of

the chapter.

(c ) Transfers of membership shall be as follows:

3. Any JPS Member still qualifying for membership under Article II may transfer

membership to the chapter of their choice.

4. Members requesting transfer shall notify the chapter of their choice with copies to all

National Board members.

5. Transfers of membership may be made only upon completion of the dissolution

procedure.

Section 7: Although not every chapter has sponsors, they are a definite and welcome part of JPS.

Chosen by and for the local chapters, they are usually the spouses of the Companies’ management,

for and with whom the members work, who have shown interest in the Society. Sponsors do not

pay dues, either local or National. They serve as counselors and are granted full privileges of

attendance at business meetings, social functions, and conventions. The number of sponsors and

length of term will be determined by annual chapter review and membership approval, for the

needs of the local chapter.

ARTICLE VIII

ANNUAL TAX STATEMENTS

Section 1: Preparation of Form 990, Informational Return of Organization Exempt from Income Tax for JPS

will be provided by a Certified Public Accountant appointed by the National Board.

Section 2: (a) Yearly expenses for preparation will be borne as follows: One-half (1/2) of the dollar

assessment will be shared by local chapters on a ratio of total chapter membership to total

National membership as of May 31 of each year with the minimum assessment being $5.00

per chapter. Chapters whose share is less than the minimum will not be assessed. The

balance will be borne by National.

(b) Statements of expense to be mailed to each chapter by National Treasurer within 30 days of

receipt from tax preparer. Chapter payment is due 30 days after receipt of statement from

the National Treasurer. IF PAYMENT HAS NOT BEEN RECEIVED WITHIN 30 DAYS,

A $25.00 PENALTY WILL BE ASSESSED BY NATIONAL TO THOSE CHAPTER(S)

FAILING TO MEET THE DEADLINE.

Section 3: A financial statement with audit report as stipulated by the National Treasurer in accordance with

our Certified Public Accountant will be prepared under the direction of the local President by the

local Treasurer. An original and one copy will be forwarded to the National Treasurer by April 15

of each year.

ARTICLE IX

MEMORIAL FUND

Section 1: A perpetual Memorial Fund in honor of Jane Gibson Phillips, in units of five (5) years, is

established.

Section 2: All chapters shall contribute five percent (5%) of all moneymaking projects each year to this

Memorial Fund. No chapter shall contribute less than $10.00 in any one year. The chapter(s)

hosting the convention shall have the option of contributing the full five percent (5%) or making a

$10.00 minimum contribution to the Memorial Fund during the year in which they are hosting

convention. Payments are to be made by the chapters to the Memorial Fund on a March 1 to the

end of February basis. The five percent (5%) shall be based on net profits and shall be transmitted

to the National Treasurer by April 15 of each year with copies of the transmittal to all National

Board members. IF PAYMENT HAS NOT BEEN RECEIVED BY APRIL 15, A $25.00

PENALITY WILL BE ASSESSED BY NATIONAL TO THOSE CHAPTER(S) FAILING TO

MEET THE APRIL 15 DEADLINE.

Section 3: Contributions to the Memorial Fund in loving memory or in honor of a special occasion are

welcome and encouraged. All letters transmitting donations should be written to the National

President and copies sent to the rest of the National Board, with the check attached to the National

Treasurer’s copy.

This transmittal letter should indicate:

(a) In whose memory or honor the contribution is made;

(b) The name and address of the donor;

(b) The name and address to whom the acknowledgement should be sent.

The National President will acknowledge the contribution with an appropriate donation card or

letter to the family of the loved one or to the person in whose honor the contribution was made.

The National Treasurer will acknowledge receipt of the check to the donor and the National

President.

Section 4: During the twelve (12) months (convention to convention) prior to the completion of a five-year

unit, the National Board shall request the local chapters to submit recommendations to be

presented to the delegates at the forthcoming convention for the use of these funds for some

charitable project, to be given in the name of JPS.

(a) Each chapter shall be limited to one recommendation.

(b) Recommendation must be submitted to the National Board by April 1.

(c) With each chapter having one (1) vote, the Memorial Fund will be decided by preferential

voting as described in The Scott, Foresman Roberts Rules of Order Newly Revised (Scott,

Foresman and Company, Publishers).

(d) A proxy will be attached to the Memorial Fund written recommendations and mailed to

each chapter, along with the Call to Convention. Each chapter not attending convention

must submit a proxy, indicating preference of ALL nominees, or the proxy will be

considered null and void.

ARTICLE X

DEADLINES

Section 1: The deadlines stated in these Bylaws are the dates in which the correspondence and/or monies are

due to the appropriate National Officer, with copies to all other National Officers. ALL CHECKS

are to be attached to the National Treasurer’s copy.

ARTICLE XI

Section 1: The seal of JPS shall be in the form of a circle and shall bear the name of JPS and the year of its

incorporation.

ARTICLE XII

CHECKS, NOTES AND DRAFTS

Section 1: All checks, notes, drafts, warrants or orders for the payment of money shall be signed by the

Treasurer or by such persons as the National Board may from time to time designate for such

purposes.

ARTICLE XIII

PARLIAMENTARY AUTHORITY

Section 1: The rules contained in The Scott, Foresman Robert’s Rules of Order Newly Revised, (Scott,

Foresman and Company, Publishers), shall govern JPS in all cases to which they are applicable,

and in which they are not inconsistent with the National Bylaws.

ARTICLE XIV

AMENDMENTS

Section 1: These Bylaws may be amended in whole or in part by a vote of the delegates and the National

Board at National Convention. Recommendations received by the National Board must indicate

the name of the member or the name of the chapter submitting the recommendations or they will

not be presented to the membership. At no time shall the National Board reveal the name of the

member or the chapter submitting the recommendation. All recommendations received by the

National Board that meet the above criteria to amend the Bylaws will be presented to the delegates.

An amendment to the Bylaws goes into effect immediately upon its adoption unless the motion to

adopt specifies another time for becoming effective. Adoption will be by two thirds vote.

The National Board will be responsible for correcting typographical errors and renumbering

problems when issuing adopted Bylaw changes following convention.

JPS NATIONAL BLUE BOOK - PART I- Section 3: JPS National Standing Rules

JPS NATIONAL

STANDING

Standing Rules govern administration as opposed to rules regarding

parliamentary procedure and also include unusual duties of officers

JJPPSS NNAATTIIOONNAALL SSTTAANNDDIINNGG RRUULLEESS

I. JPS NATIONAL HANDBOOK A. The “Blue Book” shall be the official handbook of JPS National.

B. It shall consist of following parts:

1. Part I: Main Document

a. Section 1: Articles of Incorporation

b. Section 2: National Bylaws

c. Section 3: National Standing Rules

d. Section 4: National Policy & Procedures

e. Section 5: National Information Section

2. Part II: National Convention Handbook

3. Part III: National History

4. Part IV: Listing of Life Members

II. NATIONAL OFFICERS - ADDITIONAL DUTIES A. The NATIONAL VICE PRESIDENT shall:

1. Maintain the supplies of the Official JPS Pin and the National Board Insignia Pin (also known as

the Gavel Guard).

2. Compile the annual National Scrapbook - See Policy & Procedures III - A.

B. The NATIONAL SECRETARY shall:

Furnish contact information for all National Officers to all Chapter Presidents and also put in the

JANUES, immediately following National Convention.

C. The NATIONAL TREASURER shall:

Deposit the Stock Dividends plus Late Dividends in the Truity Credit Union Memorial Fund

Performance Account as a contribution to the current Memorial Fund Unit.

D. The NATIONAL WEBMASTER appointed by the National President shall:

1. Maintain the National JPS Website in such a manner that:

a. The website contains information that is pertinent to all chapters. Examples of possible

content are:

. Convention Information

. Surveys and Comments

. Calendar with National Due Dates for Chapters and for the National Board

. National Janues

b. No individual chapter information will be kept on the National Website.

c. The website should not contain any member's personal information aside from contact

information for National Board Members.

2. The National Webmaster will coordinate the payment of fees for the website. National will

reimburse the payment for this.

III. NATIONAL STANDING COMMITTEES The National Standing Committees shall be:

A. National Auditing Committee - See Policy & Procedures IV - B.

B. National Nominating Committee - See Policy & Procedures - Exhibit “D”.

IV. NATIONAL CONVENTION

TRAVEL EXPENSE: Travel expense is paid by National. National Board members must

furnish either gasoline receipts or an airline ticket receipt when requesting travel reimbursement.

REGISTRATION: Registration for all National Board members and the National Photographer

are paid by National. The photographer should not be a voting delegate from their chapter. Check and

completed forms are submitted to the host chapter(s) by the National Treasurer.

V. AWARDS

A. GOODFELLOW AWARD

JPS National or individual JPS Chapters may honor retiring Company Managers for their

outstanding service to JPS with presentation of a “Goodfellow Award”.

See Policy & Procedures VI - A.

B. SPECIAL AWARD:

At its discretion, the JPS National Board may present a Special Award to a JPS member to

recognize their outstanding contributions to the JPS organization.

See Policy & Procedures VI - B.

C. LOCAL CHAPTER MEMBER OF YEAR AWARD (MOY)

Local Chapters may choose an annual Local Member of Year Award.

See Policy & Procedures - VI - C.

VI. AMENDMENTS

These Standing Rules may be amended in whole or in part by a vote of the delegates and

the National Board at National Convention.

An amendment to the Standing Rules goes into effect immediately upon its adoption unless the

motion to adopt specifies another time for becoming effective. Adoption will be by majority vote.

The National Board will be responsible for correcting typographical errors and renumbering problems

when issuing the adopted Standing Rules changes following convention.

JPS NATIONAL BLUE BOOK - PART I- Section 4: JPS National Policy & Procedures

JPS NATIONAL

POLICY &

PROCEDURES

Policy and Procedures provide additional detailed policies and procedures

regarding administration.

JJPPSS NNAATTIIOONNAALL PPOOLLIICCYY && PPRROOCCEEDDUURREESS

I. MEMBERSHIP

A. MEMBERSHIP RECORD CARDS:

1. Membership record cards are to be prepared for all new members at the time of joining and

forwarded to the National Secretary.

2. The National Secretary should be informed promptly of transfers, resignations, changes in

names, etc., in order that membership record cards can be kept up-to-date at all times.

3. Membership record cards can be secured from the National Secretary.

4. Inactive records shall be stored with National Records in Bartlesville.

5. It is optional that Local Chapters keep membership record cards for each member and record

thereon the offices held by the member, the committees on which they serve, and other

pertinent information which may be of use to the Local Chapter.

B. MEMBERSHIP CATEGORIES - See P&P Exhibit “A” for an outline

1. Regular

a. Pays both National and Local Dues

b. When retired, still pays both National and Local Dues

2. Life Member

a. Twenty (20) Consecutive Years with JPS

b. Pays both National and Local Dues

3. Honorary Life Member

a. Only by Chapter Nomination to National Board

b. Pays both National and Local Dues

4. Retired Life Member

a. Does not pay National Dues

b. May still pay Local Dues, if Local Bylaws so state

5. Retired Honorary Life Member

a. Does not pay National Dues

b. May still pay Local Dues, if Local Bylaws so state

C. NATIONAL DUES RECEIVED AFTER FIRST DAY OF CONVENTION MONTH Dues received by the National Treasurer after the first day of convention month will not be

processed until after convention, at which time new membership will be issued.

II. JPS PINS

A. JPS Lapel Pins are to be ordered through the National Vice President.

B. The National Board Insignia Pin (Gavel Guard) is presented to newly elected National Officers.

It is to be worn with their JPS Lapel Pin.

III. NATIONAL CHRONICLES (SCRAPBOOK - JANUES):

A. NATIONAL SCRAPBOOK

1. Each chapter shall submit their chapter report & pictures to the National Vice President on or before

April 15.

2. Materials for inclusion in the National Scrapbook are:

a. Report (1-2 pages) on the activities of the chapter from March 1 through February 28.

b. Officer pictures

c. Life Members pictures.

3. Current year scrapbook will be presented to the National President. (Current practice began 2005.)

B. JANUES

1. The National JANUES Editor will edit and compile local chapter reports into one document and e-mail

it to the President and JANUES Reporter of each chapter for distribution to members.

2. FORM OF SUBMISSION:

Chapter Reports are to be e-mailed to the National JANUES Editor.

3. DUE DATE: Chapter Reports are due to the National Editor by the last working day of each

month unless the Editor notifies otherwise.

4. LENGTH: Reports cannot be more than four (4) pages.

5. MARGINS: Left & Right Margins: ¾”; Top & Bottom Margins: minimum of 1”

6. DOCUMENT SIZE: Size less than 400 KB.

7. CONTENT:

a. Focus on Chapter Activities & News, Charitable Projects, Fundraisers, Members News.

b. Pictures and clip art are acceptable. The chapter report must stay within the maximum size

limit of 400 KB.

c. Be sensitive to other readers’ religious preferences and beliefs.

d. COPYRIGHTS: Quips and quotes are acceptable. Do not use copyrighted material

8. JANUES ACHIEVEMENT AWARD:

Each year, JANUES Achievement Awards will be presented to the Chapter JANUES Reporters

at the National Convention based on the following criteria:

a. Twelve (12) consecutive reports for the period April through March.

b. Reports must have been received by the Editor’s deadline.

c. There is one exception for the twelve consecutive reports: Newly chartered chapters only

need to have consecutive reports from the date of charter issue to the end of their first year.

9. MEMBER OF THE YEAR: Chapters may announce their Member of the Year in any

issue of the JANUES.

10. Arrange for notices of new memberships, deaths and life memberships granted for the previous year

(June 1 to May 31) to be published in the August JANUES.

IV. NATIONAL STANDING COMMITTEES

A. NATIONAL NOMINATING COMMITTEE - See P&P Exhibit “D”.

B. NATIONAL AUDITING COMMITTEE

1. Note: These procedures can also be used by Local Chapter Auditing Committees.

2. The Auditing Committee shall not be composed of a Board Member or an officer who has

authority to sign checks. (Exception for those chapters where all members are officers.)

3. Auditing Committee shall verify:

a. That all information from ALL accounts (including Petty Cash) has been furnished.

b. That all disbursements are made by check and not by cash.

c. That bank statements have been reconciled monthly with checkbooks and against total

receipts and disbursements.

d. That the General Ledger balances agree with the bank accounts.

e. That all of the Sub Ledgers balances agree with the General Ledger.

V. NATIONAL MEMORIAL FUND

A. NATIONAL MEMORIAL FUND NOMINATION PROCEDURE - See P&P Exhibit “E”

B. NATIONAL MEMORIAL FUND VOTING PROCEDURE: 1. The voting shall be by "Preferential Voting", as stated in The Scott, Foresman Robert's Rules of Order

Newly Revised.

2. “On the preferential ballot - for each office to be filled or multiple-choice question to be decided - the

voter is asked to indicate the order in which he prefers all the candidates or propositions, placing the

numeral 1 beside his first preference, the number 2 beside his second preference, and so on for every

possible choice.”

3. “In counting the votes for a given office or question the ballots are arranged in piles according to the

indicated first preferences - one pile for each candidate or proposition.” 4. The number of ballots in each pile is then recorded for the tellers' report. These piles remain identified

with the names of the same candidates or propositions throughout the counting procedure until all but

one are eliminated as described below.”

5. If more than half of the ballots show one candidate or proposition indicated as first choice that choice

has a majority in the ordinary sense and the candidate is elected or the proposition is decided upon.

6. But if there is no such majority, candidates or propositions are eliminated one by one, beginning with

the least popular, until one prevails, as follows:

a. The ballots in the thinnest pile - that is, those containing the name designated as first choice by the

fewest number of voters--are redistributed into the other piles according to the names marked as

second choice on these ballots.

b.The number of ballots in each remaining pile after this distribution is again recorded. c. If more than half of the ballots are now in one pile, that candidate or proposition is elected or

decided upon. If not, the next least popular candidate or proposition is similarly eliminated...,” and

so on until a majority has been attained.

VI. AWARDS PROCEDURES

A. GOODFELLOW AWARD PROCEDURE

1. The Goodfellow Award is only presented upon retirement of the Manager.

2. The Award is given to honor the retiring Company Manager for outstanding service and support

to JPS.

3. The National Board and /or Local Chapters can present the award.

4. Local Chapters should inform the National Board of their decision and obtain the official

Goodfellow Award Certificate.

B. JPS SPECIAL AWARD PROCEDURE

1. The JPS Special Award is to acknowledge those JPS Members who have shown:

a. Unwavering JPS Spirit

b. Willingness to mentor JPS members

c. Continuous long-term service to JPS

d. Knowledge of JPS

e. Loyal devotion to JPS

2. Since this is a most prestigious award, much consideration should be given before nominating a

JPS Member to the National Board for consideration.

3. Special Award Procedure:

a. This award is only presented at the discretion of the JPS National Board.

b. This award is not an annual presentation.

c. Nomination can be made by a JPS Member or by a Chapter.

d. A written request should be submitted to the JPS National Board.

e. The Special Award Honoree will be announced at the annual JPS National Convention.

C. CHAPTER MEMBER OF THE YEAR (MOY) PROCEDURE

1. Chapters may select a Chapter Member of the Year using the following criteria which should

cover only the current year’s activities (March 1 - February 28):

a. Achievements, initiative, and good judgment

b. Efforts in increase membership and to create interest

c. Suggestions for improving JPS

d. Completion of assigned duties & promptness

e. Assistance to others in their duties and cooperation with Members and Officers

f. Consideration of Management’s view toward JPS activities

2. Each chapter shall submit to the National Board the name and a short write-up about their

Member of the Year using the MOY Form. See Exhibit P&P Exhibit “F”

3. All Chapter Members of the Year will be recognized at the annual JPS National Convention.

VII. AMENDMENTS

i. These Policies and Procedures may be amended in whole or in part by a vote of the

National

Board.

ii. Amendments go into effect immediately after adoption by the National Board.

iii. The National Board will advise each Chapter in writing of any changes made to the

Policies and Procedures Section. These changes should be transmitted in a timely

manner. It is also suggested that any changes made in the prior year be highlighted

in the revisions to the Blue Book which are sent out to chapters and members.

Exhibit “A” - JPS Membership Categories Outline

Regular Member Pays both National & Local Dues, even when retired

Life Member 20 Consecutive Years with JPS

Pays both National & Local Dues

Honorary Life Member Only By Local Chapter Nomination to National Board

Pays both National & Local Dues

Retired Life Member Does not pay National Dues

May pay Local Dues if Local Bylaws so state

Retired Honorary Life Member Does not pay National Dues

May pay Local Dues if Local Bylaws so state

National Policy & Procedures - Exhibit “A” -

JPS MEMBERSHIP CATEGORIES OUTLINE

JPS NATIONAL BLUE BOOK - PART I - Section 4: JPS National Policy & Procedures

Exhibit “B” - JPS National Due Dates

DATE JPS NATIONAL POLICY & PROCEDURES -

EXHIBIT “B” - JPS NATIONAL DUE DATES

January 1

Membership dues are due January 1 and payable to the National Treasurer on or before the

last day of February. [ See Article II, Section 2 (c) ]

Dues received by the National Treasurer after the last day of February will be a NEW

membership. [ See Article II, Section 2 (b) ]

Dues paid after September 30 are good through December of the following year. [ See

Article II, Section 2 (d) ]

30 Days after receipt of

statement

Payment of proportionate share of annual tax return fees is based on membership count as

of May 31. Due 30 days after receipt of statement. $25.00 penalty imposed on those

chapters who do not meet the deadline. [ See Article VIII, Section 2 (b) ]

March 1 Chapters will advise the National Board of their new officers.

April 1 Recommendations due to National President.

Memorial Fund nominee information due to National President if being awarded that year.

April 15

Payment of Memorial Fund due from each chapter. $25.00 penalty imposed on those

chapters who do not meet this deadline. [ See Article IX, Section 2 ]

Chapters will submit local history and scrapbook items to the National Vice President for

the National scrapbook.

Chapters will submit copies of local Bylaws to each National Board member. Bylaws of

local chapters should be revised in accordance with those revisions to our National Bylaws. [ See Article VII, Section 4 (a) and (b) ]

Annual Financial Statement and Audit due from each chapter. [ See Article VIII, Section 3) ]

Chapters will send Chapter Member of the Year resumes to the President.

60 Days Prior

to Convention Chapters will advise National Nominating Committee Chairman and the National Board of

the office for which each of their candidates will be running. [ See Article IV, Section 3 (c) ]

45 Days Prior

to Convention

Call to Convention will be issued by the National Secretary. [ See Article III, Section 3 ]

30 Days Prior

to Convention All National obligations must be met by this date in order for the chapter not to lose their

delegate/proxy votes at convention, National Officer Candidates, etc. [ See Article III,

Section 4 ]

15 Days Prior

to Convention Delegate and Proxy form/s due to the National Board and Convention Chairman (men).

60 Days After

Convention Minutes of Convention to be issued by the National Secretary.

Complete Convention Financial Statement to the National Board from hosting chapter

convention chairman (men).

July 15 Convention Fund is due - $9.00 per member based on membership count as of the last day

of the month preceding convention. [ See Article III, Section 2 ] $25.00 penalty for those

chapters failing to meet the deadline.

October 1 Chapters shall have submitted additions and/or corrections to the convention minutes to the

National Board.

October 31 Updated Blue Book information to be issued by National Vice President to Chapter

Presidents.

Exhibit “C” - Correspondence - Local Chapters to National Board

JPS NATIONAL POLICY & PROCEDURES

EXHIBIT “C” - CORRESPONDENCE - LOCAL CHAPTERS TO NATIONAL BOARD

I. GENERAL INFORMATION: A. This procedure is to create a uniform correspondence system from the Local Chapters to the National Board

by standardizing the duties of Local Chapter Officers and coordinating those duties with the work of the

appropriate National Officer.

B. Just as National Officers are allowed to have assistants, Local Chapter Officers duties may be assigned as

necessary to facilitate Local Chapter operations. The National Board should be advised about any of these

Local Chapter duty assignments.

C. Correspondence can be in the form of :

1. Email with attached form/letter (PREFERRED METHOD)

2. Hard copy form or letter sent by USPS or fax

D. All National Payments checks are to be made payable to “JPS - NATIONAL” with a payment notation.

E. In the absence of instructions, reply directly to the member/officer originating the correspondence with copies

to those designated in the original. All correspondence should be acknowledged and answered promptly.

Communication and flexibility are two useful tools in keeping a volunteer organization running smoothly.

II. The LOCAL PRESIDENT shall: A. Direct correspondence to the National President with copies to all National Board members.

B. Notify the National President of the serious illness or death of any member or sponsor.

C. Notify the National President when a member is eligible for Life Membership. This duty may be delegated.

D. Be advised at all times of all Local Chapter Correspondence and should be copied on all correspondence

unless otherwise notified.

III. The LOCAL VICE PRESIDENT shall: A. In the absence of the Local President, handle all correspondence as set out above for the Local President.

B. Handle all Local Chapter History & Chapter Scrapbook Activities correspondence with the National Vice

President, if the Local Chapter Bylaws do not designate a History Officer.

IV. The LOCAL SECRETARY shall: (Or Membership Chairman or Treasurer as applicable per Chapter Bylaws)

A. MEMBERSHIP CHANGES

1. Membership changes are handled directly with the National Secretary.

2. New Members’ Dues: Copy of correspondence with the chapter check attached is sent directly to National

Treasurer with copies to all National Board members.

3. Names of new members are to be listed alphabetically in the correspondence.

B. NATIONAL DUES - PAYMENT

1. Same procedure as in A. Correspondence to the National Secretary should state that the chapter check is

attached to the National Treasurer’s copy with copies to all National Board Members.

2. National Dues for new members are payable immediately. Membership renewals are due on February 28.

3. Payments received by the National Treasurer after the first day of the convention month will not be

included in the reports at the convention.

C. TRANSFER OF MEMBERS - Upon a member’s request to transfer to another chapter:

1. Send correspondence/form to the National Secretary requesting that the National Membership Records be

updated to reflect the transfer.

2. Copies of this correspondence are sent by the “Transferring” Chapter’s Local Secretary to:

a. The National Secretary with copies to all National Board members

b. The “Receiving” Chapter’s Local President

Exhibit “C” - Correspondence - Local Chapters to National Board

3. The “Receiving” Chapter’s Local Secretary sends an acknowledgment of the member’s transfer to:

a. The Secretary with copies to all National Board Members

b. The “Transferring” Chapter President

D. CHANGES IN OFFICERS

Immediately following Local Chapter Officer Elections (by March 1) or whenever there is a change in

officers, furnish the following information to all National Officers:

a. Office

b. Name

c. Business Address

d. Phone and Fax Numbers

e. Email ID, if applicable

E. CHANGES IN SPONSORS

Same procedure as D. (Changes in Officers)

V. The LOCAL TREASURER shall: A. Use the National Financial Transmittal Form for all National Financial Payments except for Membership

items.

B. Handle the following financial duties:

1. ANNUAL TAX STATEMENTS

a. Prepare and submit the Local Chapter Financial Statement to the National Treasurer using the forms

and information furnished by the National Treasurer.

b. Submit the Local Chapter Financial Statement by the April 15 deadline.

2. ANNUAL NATIONAL MEMORIAL FUND PAYMENT

a. Shall calculate and submit the annual National Memorial Fund Payment (Per the National Bylaws) by

the April 15 deadline.

b. Send Transmittal Form to the National Treasurer with copies to all National Board Members.

3. ANNUAL CONVENTION FUND

a. Shall calculate the Convention Fund amount due per the National Bylaws and submit payment by the

July 15 deadline.

b. Send Transmittal Form to the National Treasurer with copies to all National Board Members.

VI. The LOCAL JANUES REPORTER shall: Compile and submit the monthly Local Chapter JANUES Report to the National JANUES Editor per the

JANUES procedures and deadlines as directed by the National JANUES Editor.

Exhibit “D” - JPS National Nominating Committee

EXHIBIT “D” JPS NATIONAL NOMINATING COMMITTEE 1. The primary duty of the National Nominating Committee shall be to secure a slate of candidates for each

office of JPS - National.

2. The members of the National Nominating Committee shall consist of a representative of each chapter of

JPS, said representative to serve from convention to convention.

3. Each candidate for National office will be permitted one full page of campaign material to be published in

an issue of JANUES prior to convention. No other campaign material will be permitted in the regular

monthly reports. (ARTICLE IV, Section 3(b) of the Blue Book). Each member of the National

Nominating Committee should remind their JANUES Reporters of this ruling.

4. A write-up of job duties for each National office will be published in the March issue of JANUES, such

write-ups to be used when contacting possible candidates for the various offices. It is highly desirable that

the candidates know how much work and time is involved in fulfilling the various offices.

5. The National Nominating Committee Chairman will write a letter for publication in the March issue of the

JANUES, encouraging members to run for office.

6. A resume should be prepared by the candidate detailing their qualifications for the office for which they are

running. The resume should include local chapter offices held, committee chairmanships, etc. The resume

should be sent to the Chairman of the National Nominating Committee 30-45 days prior to convention for

distribution at convention.

7. The Chairman of the National Nominating Committee shall submit to the National Board, immediately after

convention, a report of the committee's work; names of the members who served on this committee and a

list of members who might be candidates for chairman of the committee the following year. This

information will be passed on to the new National Board to assist them in their appointment of a National

Nominating Committee Chairman for the following year.

8. If, in the course of the National Nominating Committee's work, the members of that committee should

come upon recommendations for the betterment of the Society, they are to feel free to make such

recommendations, after discussions with their local Chapters, to the National Board. If these are

recommendations which can be handled by the National Board, they will do so; otherwise, they will be

taken to the delegates for vote at convention.

9. It shall be the decision of the host chapter to decide when skits for candidates are to be held. Each

representative of the National Nominating Committee should advise their respective chapters of the

decision of the host chapter(s) as soon as it is known for their planning candidate campaign skits and

convention skits.

10. The file of the Chairman of the National Nominating Committee shall be considered a permanent file and

returned to the National President after each convention. Miscellaneous correspondence may be destroyed

after a one-year period; a list of past members of this committee shall be retained permanently to aid the

chairman in making suggestions for chairman for the following year.

Exhibit “E” - JPS National Memorial Fund - Nominations Procedure

EXHIBIT “E” - NATIONAL MEMORIAL FUND NOMINATIONS PROCEDURE

1. Make sure on ALL contacts with any organizations that it is understood that this is to be voted on by the

delegates of JPS and that such organization MUST NOT contact the Companies for a donation due to our

contact or they may forfeit all rights to be considered.

2. The entire balance of the National Memorial Fund will be awarded to the chosen recipient.

3. The item(s) purchased with the balance of the National Memorial Fund must remain viable and visible for a

minimum of five (5) years. Examples of this can be found within the various units of the Memorial Fund

listed in the National Blue Book - Part III History Section - Exhibit “E”.

4. A recipient being recommended by a chapter should have been in existence and operation for a minimum of

three (3) years prior to the Memorial Fund unit for which they are being recommended.

5. In regard to a suggested recipient of the National Memorial Fund...in November, 1981, the National Board

set the deadline date for all written recommendations (pictures excluded) for the National Memorial Fund. If

a chapter has a recipient to recommend, keep this date in mind, as RECOMMENDATION MUST BE

RECEIVED BY APRIL 1.

6. For the written recommendation, a letter from the chapter should be sent to the National President with

copies to all other National Board members stating: 1) The name of the recommended recipient; 2) A brief

background of the organization including the number of years the organization has been in existence and

operating; 3) The item(s) to be purchased. Said letter shall be limited to one (1) page for this information

and one (1) page of pictures of the recommended recipient and/or the item(s) to be purchased may be

attached as it will be included in all delegates' convention bags. Said letter is to be approved by all National

Board members prior to convention. In the event said letter is not approved, the chapter will be notified and

asked to submit a revised letter in conjunction with the above guidelines.

7. National Memorial Fund recommendations will be presented at the convention during the business meeting

on Saturday. They are to be made ONLY by a member of the chapter making the recommendation and a

time limit of five (5) minutes will be allocated for each presentation. Under no circumstances are

representatives of the possible recipient of this Fund to be present. Since your National Board feels that each

recommendation should be voted on its merits only, there will be NO campaigning such as handouts or skits

(this includes slides, films, etc.) because of time limitations.

8. A plaque should be posted by the recipient with the following wording:

Presented to (name of recipient) in Loving Memory of Jane Gibson Phillips by the National Jane

Phillips Society, (date).

Exhibit “F” - JPS Chapter Member of the Year Form

JPS NATIONAL POLICY & PROCEDURES - EXHIBIT “F”

JPS CHAPTER MEMBER OF THE YEAR FORM

Name ______________________________________ Date ______________________________

Chapter _____________________________________

Please fill out the form below on why your member was selected to represent your chapter as Member of the

What fund raising activities did the Member of the Year participate/chair during the last year (March 1 through

February 28)?

Activity Chair/Committee

What service project/s did the Member of the Year participate/chair during the last year (March 1 through

February 28)?

Activity Chair/Committee

Describe in 100 words or less why your member was selected to represent your chapter as Member of the Year.

Exhibit “G” - JPS National Memorial Fund Proxy Form

EXHIBIT “G” OFFICIAL NATIONAL CONVENTION PROXY FORM

SEND THIS PROXY TO THE NATIONAL SECRETARY OF JPS, WITH A COPY TO ALL NATIONAL

BOARD MEMBERS NO LATER THAN ______________.

To: ________________________, National Secretary

The _________________________ Chapter of JPS hereby authorizes

____________________________ (A National Board Member, excluding the President) or

____________________________ (A Convention Chairman) or

____________________________ (Chairman of the Nominating Committee), or

____________________________ (A person of your choice who will be in attendance)

to cast votes for and in its stead at the _________________ Annual Convention, in number equal to that

permitted in the Bylaws of JPS.

Local Chapter President: _____________________________________

Local Chapter Secretary: _____________________________________

Date: _____________________________________

Votes allowed _____ Reference: National Bylaws, Article III, Section 5

Votes cast in person by the Delegate(s) ______

Votes Allowed on the Proxy ______

cc: National Board

Exhibit “H” - JPS National Memorial Fund Proxy Form

EXHIBIT “H” - JPS NATIONAL MEMORIAL FUND PROXY

SEND THIS PROXY TO THE NATIONAL SECRETARY OF JPS NO LATER THAN

_________________. Votes allowed on the Proxy – 1 per Local Chapter.

To: ________________________, National Secretary

The _________________________ Chapter of JPS hereby authorizes

____________________________, a National Board Member, or

____________________________, a Convention Chairperson(s), or

____________________________, a delegate of your choice in attendance to cast the Memorial Fund

vote for and in its stead at the _________________ National Convention.

Proxy to be cast by preference vote, please vote on each by indicating preference, i.e., 1st, 2nd, 3rd, 4th, and so

on. Don’t use a number more than once. All nominees must have a preference.

(Name of Memorial Fund Nominee)

President (Local Chapter)

Secretary (Local Chapter)

This form is to be mailed with the National Memorial Fund Chapter Nominations to each chapter prior to convention.

This will allow the chapters to give instructions on how their Memorial Fund proxy vote should be cast and by whom.

Exhibit “I” - Chapter Voting Proxy

EXHIBIT “I” - CHAPTER VOTING PROXY

TO JPS ____________________ CHAPTER:

I, _____________________, a member in good standing of the ________________Chapter of

JPS, hereby authorize the chapter’s President, Vice President, Secretary or Treasurer (in that order) in

attendance at any business meeting of the ______________Chapter at which the undersigned is not in

attendance, to cast vote(s) for me in my stead in accordance with the Bylaws of JPS. This proxy shall

not be used except to make the necessary quorum and can be revoked by me at any time.

Date_____________________ Signed_____________________________

Reference: National Bylaws - Article VII, Section 3(b).

Exhibit “J” - JPS Chapter Officers Installation Ceremony

JPS NATIONAL POLICY & PROCEDURES - EXHIBIT “J”

“SAMPLE” -- JPS CHAPTER OFFICERS -INSTALLATION CEREMONY (Note: Installing Officers have option of writing own ceremony as long as the Oath of Office is taken)

Will those who have been chosen for office please come forward.

In all organization work, some are chosen to lead while others follow. You have been chosen to lead and it is, therefore,

your responsibility to see to it that the fine progress this chapter has made be continued, and to lead it to greater

achievements. It is your duty to lead others in loyalty to the organization and so fulfill the trust which has been placed in

________________________- The Office of President, for which you have been chosen, is one of great responsibility

requiring your utmost attention, wisdom and forbearance. The members will look to you for counsel and advice. It

should be your constant study how best to cultivate the social virtues and how to promote understanding among the

members of the ______________ Chapter. You should be cautious in the execution of your trust - courteous and ever

ready to lend a helping hand to the members of the Society. You should set an example of good order and punctuality,

for only by so doing can you expect similar attention from others.

It will be your duty to preside at all meetings of the _______________ Chapter, to hold regular meetings and see that

special meetings are called when the occasion demands. You will perform such other duties as customarily appertain to

the Office of President or as may from time to time be prescribed not inconsistent with the provisions of law or our

Bylaws, and you shall be an ex-officio member of all committees, except the Nominating Committee.

___________________- The Office of Vice President, to which you have been elected, requires that you assume the

duties of the President in the absence or at the request.* You should exemplify the lights of friendliness, kindness,

unselfishness, and charity in your assistance with all matters concerned with the Society.

*Duties of Historian may be inserted if necessary.

___________________- As Secretary, it will be your duty to record the minutes of all meetings, and to give and serve all

notices of your chapter. You shall care for all papers brought in or ordered filed, and perform such other duties as

assigned to you by the members of your chapter.

___________________- As Treasurer, it will be your duty to keep full and accurate accounts of all receipts and

disbursements in the books of your chapter as provided in its Bylaws.

____________________- As JANUES Reporter, it will be your duty to have in the possession of the Editor by the last

working day of the current month for publication in JANUES, news of _______________ Chapter or any individual

members of your chapter, or any news that might be of interest to members of all chapters.

_________________ ** - As Historian, it will be your duty to keep a history of the activities of your chapter throughout

the year, compiling it for record in a scrapbook provided for such recording, and to furnish the Vice-President and

Historian with like material for the Scrapbook.

**Optional - May be included with duties of Vice President.

Exhibit “J” - JPS Chapter Officers Installation Ceremony

___________________*** - As Member-at-Large, it will be your duty to do all in your power to advance the purposes

of the Society, to counsel with the other Officers to promote the welfare of _______________ Chapter, and to perform

such duties as may be requested of you.

***It is very unusual for a chapter to have Member-At-Large among its elected officers. However, if one is desired, we

suggest the wording given or an adaptation of it to suit local needs for the office.

With this knowledge of your duties, it now gives me great pleasure to install you in the office for which you have been

elected. Will you, therefore, please repeat after me the Obligation or Oath of Office?

I do solemnly and sincerely promise in the presence of the members of this organization, that I will to the

best of my ability, faithfully and impartially perform all of the duties belonging to the office for which I

have been selected; that I will conform to the code of honor and do all within my power to promote the

welfare and prosperity of our Society.

As you start your voyage through this year, follow the Lights of the Sixty-Six. And I charge you, the members of

__________________Chapter, with the responsibility to support the efforts of these, your duly elected officers,

reminding you that the success of the Society depends upon all of us. I ask, therefore, that - with them - you renew your

promise to follow the Lights of the Sixty-Six - Courage, Fidelity, Honesty, Integrity, Happiness and Joy, Purity, Faith

and Hope, Obedience, Charity, Truth, Kindness and Unselfishness, and last, Friendliness. With all of us working

together our organization, based on the meanings of these lights, cannot fail. Upon this, your solemn promise, I extend

to you the right hand of fellowship with best wishes for success in your office.

And now, let us join in prayer:

Our Father, which art in Heaven, whose wisdom and goodness manifest themselves in all the works of creation,

we invoke Thy blessing upon those here assembled. We commend to Thy special care and guidance the officers

into whose hands we have placed the government of this chapter. Endue them with a just appreciation of the

responsibilities they are about to assume - direct their footsteps in ways of pleasantness and paths of peace. May

all our acts reflect the honor of Thy Holy Name. Amen

Exhibit “K” - Sample - Chapter Bylaws

JPS NATIONAL POLICY & PROCEDURES - EXHIBIT “K”

“SAMPLE” -- CHAPTER BYLAWS

ARTICLE I

NAME- PURPOSES

Section 1: This organization shall be known as JPS ____________ Chapter.

Section 2: Its purpose and aim shall be benevolent and/or charitable, educational and social.

ARTICLE II

MEMBERSHIP – DUES

Section 1: Membership in JPS will be in accordance with the National Bylaws of JPS as outlined in Article II.

Section 2: (a) Local dues for __________________Chapter shall be $__________ per member per year as set by

the local board of directors or officers (Executive Council) in accordance with current needs of this

chapter, plus current National dues.

(b) National dues will be provided in the National Bylaws of JPS, Article II, Section 2 and 5.

ARTICLE III

MEETINGS

Section 1: Meetings of this chapter shall be held periodically and special meetings may be called by the officers as

needed.

Section 2: __________ percent of the members including _____________ officer(s) shall constitute a quorum.

Section 3: The chapter shall be represented at National Convention by delegate or delegates as outlined in the Bylaws,

Article III, Section 5, subject to Article II, Section 4.

ARTICLE IV

ELECTIONS

Section 1: Officers shall be elected annually by secret ballot during the month of January to take office March 1 of

each year.

Section 2: Any member of JPS in good standing is eligible for any local office. (Membership of one year sometimes

made a prerequisite for office of President and Vice President).

Section 3: A vacancy in the office of the president shall be filled by the vice president. Vacancies in all offices shall

be filled as outlined in the National Bylaws, Article VI, Sections 4 and 5.

ARTICLE V

OFFICERS

Section 1: The officers of the JPS _____________________ Chapter shall consist of a President, Vice President,

Secretary, Treasurer, JANUES Reporter and Historian. (The election of a Historian is optional and such

duties may be assigned to the Vice President. This has been done in the National Organization.)

Section 2: Each of said officers shall hold office from date of annual election and installation, or until a successor is

elected and installed officers may be elected to succeed themselves only once.

Section 3: The President shall be the Chief Executive Officer of the chapter. The President shall preside at all

meetings of the chapter and see that meetings are conducted in a business like manner. The President shall

see that orders and resolutions of the National Organization are placed into effect. The President shall co-

sign all checks with the Treasurer or Vice President and be bonded, cost of the bond to be borne by the

chapter. The President shall perform such other duties as customarily appertain to the office of the

President. The President shall be ex-officio member of all committees, except the nominating committee.

Section 4: The Vice President shall have such authority and perform such duties as may at any time be delegated by

the President and in the absence of the President the duties and powers of that office shall be performed

and exercised by the Vice President. (In the absence of a Historian, those duties may be included. See

Section 8.

Section 5: The Secretary shall keep a complete and accurate record of minutes of all meetings, and give and serve

notices of the chapter. The Secretary shall care for all papers brought in or ordered filed and perform such

duties as may be assigned

Section 6: The Treasurer shall keep full and accurate accounts of all receipts and disbursements in the books of the

chapter and shall deposit all monies and valuable effects in the name and to the credit of JPS

_______________ Chapter in the institution designated by the membership.

The Treasurer shall have authority to receive and give receipts for all monies due and payable to the

chapter from any source whatever and to give full discharge for the same and to endorse for deposit on

behalf of the chapter all checks, drafts, notes, warrants, etc., requiring endorsement. The Treasurer shall

disburse the monies of the chapter under the direction of the Society by check whenever practicable, co-

signing with the President or Vice President to validate the chapter's checks. The Treasurer shall be

bonded, cost to be borne by the chapter.

Section 7: The JANUES Reporter shall prepare and have in the possession of the National JANUES Editor by the last

working day of each month a detailed report consisting of the activities, such as charity projects, ways and

means, social and business meetings, of the ___________________ Chapter which will be of interest to

other chapters.

Section 8: The Historian shall preserve and maintain a Scrapbook containing material of a permanent interest to the

__________________ Chapter and shall forward a yearly history of the chapter to the National Vice

President for recording in the National Scrapbook. (This office is optional, but duties for the National

Scrapbook must be cared for by the Scrapbook Chairman if not delegated to the Historian or Vice

President.)

ARTICLE VI

EXECUTIVE BOARD

Section 1: The Executive Board shall consist of the elected officers (and chairmen of the standing committees) of the

__________________ Chapter. A majority of the Council shall constitute a quorum.

Section 2: The Executive Board shall act on all matters brought before it and shall see that meetings are conducted as

scheduled, counsel with standing committees as necessary, fill possible vacancies among the officers

(provided for in Article V), and generally possess all the powers and perform all the duties usually

exercised by or imposed upon such a council.

Section 3: It shall be the duty of the Executive Board to audit or cause to be audited annually, by a committee or

otherwise, the books and accounts of _________________ Chapter. Copies of this audit, with the

committee recommendations and comments, MUST BE forwarded to all Board members.

ARTICLE VII

CONVENTION DELEGATES

Section 1: Before each National Convention, the ___________________ Chapter shall decide by vote the number of

delegates it wishes to send up to a maximum permitted by the National JPS (Article III, Section 5, National

Bylaws).

Section 2: Election of convention delegates shall be by secret ballot, each member being allowed to cast as many

votes as the number of delegates decided upon by the chapter, distributed one to a candidate.

(Requirements of attendance at meetings, etc., according to local decision may be substituted or included

as desired).

ARTICLE VIII

DISSOLUTION OF CHAPTER

Section 1: When it is necessary that a chapter dissolve, the procedure will be as outlined in Article VII, Section 6, of

the National Bylaws.

ARTICLE IX

BYLAWS

Section 1: The Bylaws of ________________ Chapter shall at no time violate the Articles of Incorporation or the

Bylaws of the National Organization of JPS.

Section 2: The Bylaws of _______________ Chapter may be amended or repealed, in whole or in part, by a majority

vote of the membership, notice of such proposed change having been given to the membership in writing

______ days in advance.

ARTICLE X

COMMITTEES

Section 1: Committees necessary for the proper functioning of a chapter will vary according to local and temporary

needs. The following are merely suggested: membership, charitable, social, sports, ways and means,

entertainment, and auditing.

ARTICLE XI

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