POLICY  1: NAME AND OFFICE

                Section  1 -  1:     The name of the organization shall be The Canada J.C.I. Senate -
                                            Le Senat J.C.I. du Canada.

                                             1 -  2:                          The initials  J.C.I., when used herein mean Junior Chamber International (J.C.I.) Inc.

                                             1 -  3:                          The term “Senate” when used herein means an organized group of J.C.I. Senators.

                                             1 -  4:                          The principal office of this organization shall be vested with the President.

POLICY  2: ASSOCIATION AND AFFILIATION

                Section  2 -  1:     The organization shall not hold any classification of membership in the Canadian Junior Chamber/Jeune Chambre du Canada or any administrative division of the Canadian Junior Chamber/Jeune Chambre du Canada.

                                             2 -  2:                          The organization shall be associated with the Canadian Junior Chamber/Jeune Chambre du Canada through a Canada J.C.I. Senate Liaison Officer, duly appointed by the Canadian Junior Chamber/Jeune Chambre du Canada from amongst their current membership.  This Officer need not be a J.C.I. Senator.

                                             2 -  3:                          The President of this organization or his representative shall be the Canadian Junior Chamber/Jeune Chambre du Canada Relations Officer.

POLICY  3: PURPOSE

                Section  3 -  l:      The purposes of the organization are:      

(1) To promote fellowship amongst Senators,

(2)     To maintain contact between J.C.I. Senators and the Junior Chamber Movement, and

(3)     To provide a Newsletter for the exchange of ideas and information on and about Senators. 

POLICY  4: MEMBERSHIP

                Section  4 -  1:     All J.C.I. Senators registered with the World Secretariat of Junior Chamber International (J.C.I.) Inc., and currently residing in Canada are members.

                                             4 -  2:                          All J.C.I. Senators who received their Senatorship as a Canada Junior Chamber/Jeune Chambre du Canada will be members, as long as they choose.  Those who move out of the country will continue to be members.

                                             4 -  3:                          Any J.C.I. Senator not residing in Canada is eligible for Associate Membership in this organization if so approved by the Executive.

                                             4 -  4:                          Canadian Junior Chamber/Jeune Chambre du Canada Governors/Maple Leafs shall be associate members of the Canada J.C.I. Senate.

                                             4 -  5:                          Associate members shall have no right to vote and shall be entitled to such services as the Executive may determine from time to time.

                                             4 -  6:                          The only lifetime members of this organization will and shall be Life Members of the Canada J.C.I. Senate. 

POLICY  5: ELECTIONS

                Section  5 -  l:      The Immediate Past President or his/her delegate shall be the Chairman of the Nominations and Elections Committee.  He/she will ensure that there are candidates for all offices and will run the elections portion of the Annual Meeting.

                                             5 -  2:                          The person or persons allowing their name to stand for the office of Vice President must be residing in the opposite side of the country to that of the President, the Manitoba/Ontario border being the dividing line.

                                             5 -  3:                          No member of the Nominating Committee shall be eligible for nomination for any office by action of the Nominating Committee.

                                             5 -  4:                          An individual may be elected to office of the Canada J.C.I. Senate in absentia if he/she has consented to allow his/her name to stand for said office in writing, such notification of intent to be read to the General Assembly of the Canada J.C.I. Senate by the Nominations Chairman prior to the election.

                                             5 -  5:                          If an individual allows his/her name to stand for office in the Canada J.C.I. Senate and cannot, due to unforeseen circumstances, be present at election time, the Nominations Chairman will allow a designated person to speak on the candidates behalf.  Said time to be five (5) minutes for the office of the President and three (3) minutes for the office of the Vice President, this being the same amount of time allotted to the respective candidates should they be present.

                                             5 -  6:                          Sixty (60) days prior to the Annual Meeting, the Nominating Committee will submit in writing to the Secretary Treasurer, the names of the Candidates for election.  The Secretary Treasurer shall publish these names in the pre-convention issue of the Senate Newsletter.

                                             5 -  7:                          The Senate Newsletter will not be used for campaigning for office of the Canada J.C.I. Senate.

                                             5 -  8:                          Nominations from the floor may be made immediately before balloting with the verbal consent of the nominee(s) if present, or the written consent of the nominee(s), if absent.

                                             5 -  9:                          Only members of the Canada J.C.I. Senate may cast a ballot in the annual election or stand for election.  Candidates must be forty or more years of age.

                                             5 - 10:                         Voting shall be by individual secret ballot and no person shall cast more than their own ballot.  Proxy votes will not be recognized.

                                             5 - 11:                         The members of the Executive shall take office effective upon election.

                                             5 - 12:                         The annual elections are for a one year term.  No elected member of the Executive may serve more than one year in any one office.

                                             5 - 13:                         Voting credentials will be handed out to all eligible voters as a Standing Order of the Day which will be the second item of business.                                             

POLICY  6: GOVERNMENT

                Section                6 -  1:                          The government of this organization shall be vested in the Executive.

                                             6 -  2:                          The Executive of the organization shall be the Immediate Past President, President, Vice President and Secretary Treasurer.

                                             6 -  3:                          The Executive shall have the control and management of the property of the organization subject to the will of the membership.  Funds of the organization may be withdrawn from the bank or trust corporation with which they are on deposit by the signature of any two of the following: the President, the Vice President and the Secretary Treasurer.

                                             6 -  4:                          The Executive shall:

(1) Approve delegations to meetings of J.C.I. Senators and to other functions of        concern to the Canada J.C.I. Senate.

(2)     Execute and make recommendations to the Canada J.C.I. Senate on activities, policies and budgets.

(3)     Conduct any other business as may properly be presented from time to time.

(4)     Appoint a Finance Committee.

                                             6 -  5:                          The Finance Committee shall review the financial operations of the

                                                                                Senate for the previous year, prepare and present a report to the

Annual Meeting as a result of that review and prepare a proposed budget for the next fiscal year.

                                         6 -  6:                          Travel, registration and accommodations shall be paid for the Executive to attend the Annual Meeting.  Travel expenses shall be paid for the President or his delegate to attend the US J.C.I. Senate Annual Meeting.

                                         6 -  7:                          A quorum of the Executive shall be three (3) voting members.

                                         6 -  8:                          The fiscal year of the organization shall end on March 31^st of each year.

                                         6 -  9                           The Canada J.C.I. Senate roster and associated e-mail list must not be used for any commercial activity without the expressed written consent of the Canada J.C.I. Senate Executive.

POLICY  7: DUTIES AND RESPONSIBILITIES

            Section  7 -  1:     The President will be responsible for:

(1) The periodic publication of a Newsletter.

(2)     Coordinating of the activities of the Canada J.C.I. Senate with the Canadian Junior Chamber/Jeune Chambre du Canada.

(3)     Appointing replacements, as needed, with the approval of the Senate Executive.

(4)     Examining and making recommendations to the membership on activities, policies and budgets.

(5)     The day-to-day operations of the Canada J.C.I. Senate and holding executive meetings as required.

(6)     The appointment of a Director for each of the Ten Provinces.

(7)     Ensuring that there be a host for the Annual Meeting/Meeting of the Crew.

(8)     Such other duties, which may arise from, time to time.

                                              7 -  2:                         The President may from time to time, appoint other officers, as may be required for the efficient management of the Canada J.C.I. Senate.

                                              7 -  3:                         Should a President for unforeseen reasons not be able to complete his/her term of office, the Past President will automatically assume the duties of the President.  Should a Vice President for unforeseen reasons not be able to complete his/her term of office, that office will remain vacant until the next Annual Meeting/Meeting of the Crew.

                                             7 -  4:                          The Vice President will be responsible to the President and will be responsible for the supplies of the Senate, having available for sale at the meetings of the Canada J.C.I. Senate.  Vice President will also represent the President when directed to do so.

                                             7 -  5:                          The Secretary Treasurer will be responsible for:

(1) The running of the office as directed by the President.

(2)     The banking, signing officers, checking records, and will provide the Executive with quarterly financial statements or as directed by the President.

(3)     The update of the Senate roster.

(4)     The distribution of the Senate Newsletter as supplied by the President.

(5)     The records as they pertain to the Canada J.C.I. Senate.

                                             7 -  6:                          The Past President will be an advisor to the President and will assist the President.  The Past President will ensure that there are candidates for all offices, chair the nominating committee and run the election portion of the annual meeting.

                                             7 -  7:                          The Directors will operate under the direction of the President and will be responsible for promoting the aims of the Canada J.C.I. Senate within the boundaries of their own Province.

POLICY  8: MEETINGS

                Section  8 -  1:     Annual Meeting and elections of this organization shall be held during the Annual Meeting of the Crew/Canada J.C.I. Senate.  Notice of this meeting shall be published in the pre-convention issue of the Senate Newsletter.

                                             8 -  2:                          That the date of the event be such that there be no conflict with the U.S. Meeting of the Crew or Mother’s Day.  Recommended dates be the second or third weekends in April or May.

                                             8 -  3:                          That the annual reunion commence on Friday evening and conclude with the Sunday luncheon.  That the Sunday program include a Prayer Breakfast with a keynote speaker.

                                             8 -  4:                          That the meeting of the crew be held in Canada, alternating each year on the opposite sides of the Ontario/Manitoba border.

                                         8 -  5:                          That each year emphasis be put on a revisit to a former year in the history of the Canadian Junior Chamber/Jeune Chambre du Canada, and that the President of that year be responsible for a portion of the program during which he/she will, in conjunction with members of their Board, highlight his/her year, and display such items of interest as they may have available.

                                         8 -  6:                          That, from time to time, a joint Meeting of the Crew be held with the members of the US Crew.

                                         8 -  7:                          That the suitable facilities be provided for the conduct of the Senate Annual Meeting.

                                         8 -  8:                          That time be provided for the current President of the Canadian Junior Chamber/Jeune Chambre du Canada to deliver a message to inform those in attendance of current Junior Chamber activities, etc., should they choose to do so.

                                         8 -  9:                          That a nautical theme be maintained throughout the promotion and program as much as possible.                              

                                         8 - 10:                         That all members of the Canada J.C.I. Senate be members of the “Crew”.

                                         8 - 11:                         That nominations to the ”Crew” may be made for individuals not eligible under Section 8 – 10 above, such as U.S. Senators, individuals, etc.  These nominees not be current Jaycees.

                                         8 -12:                          That nominations be accepted or rejected by a committee comprising of the Past President and the President of the Senate.

                                         8 - 13:                         Nominations may only be submitted by members of the “Crew”.

                                         8 - 14:                         That all functions be open to Crew Members and their partners.

                                         8 - 15:                         That the Secretary Treasurer of the Senate maintain a roster of all “Crew” members.

                                         8 - 16:                         That the hosting group keep the Executive of the Senate informed of their activities by a monthly report to the President and shall provide a final report to the Executive and the bid Chairman of the next year.  This report to be available by July 30 of the current year.

                                         8 - 17:                         That the host group, make available a suite for the individual whose year is being honoured, for the purpose of hospitality and the display of memorabilia.

                                         8 - 18:                         That bids to host the “Crew” Meeting be presented by interested groups at the Annual Meeting of the Canada J.C.I. Senate one year prior to the event.

                                         8 - 19:                         That the hosting chairman of the Meeting of the Crew publish, no later than the Christmas Newsletter, an agenda and the registration costs.

                                         8 - 20:                         Meetings of the Executive – The Executive shall meet at the Annual Meeting of the Crew/Canada J.C.I. Senate and at such other times as determined by the President.  It shall be the duty of each member of the Executive to attend all Executive Meetings.  Any member of the Executive who is absent without valid reason from three (3) consecutive Executive Meetings may have their office declared vacant by the Executive. Meetings of the Executive may be held by telephone or other means of communications acceptable and accessible to all members of the Executive.

                                         8 - 21:                         All Past Presidents of the Canada J.C.I. have the privilege of attending Executive Meetings.  They will not be allowed to vote.

POLICY  9: CONTRIBUTIONS

            Section  9 -  1:     A Financial contribution of the individuals member’s choice may be paid annually.

POLICY 10: AMENDMENTS

            Section 10  - l:     Sixty (60) days notice is required of any proposed amendments to these policies.  Notice shall be given by publication in the Canada J.C.I. Senate Newsletter.

                                        10  - 2:                         Amendments will be presented as motions at the Annual Meeting.  A simple majority is required to pass the motion.

                                        10  - 3:                         The Secretary Treasurer shall keep current a master copy of these Terms of Reference including any amendments there to.

                                        10  - 4:                         The Terms of Reference of the Canada J.C.I. Senate and the Guidelines will be updated and reviewed by a committee of Past Presidents appointed by the President.  The Chairmanship of this committee will alternate yearly from East to West.

POLICY 11: PUBLICATION

            Section 11 -  1:    These Terms of Reference and Policies shall be published in every issue of the Canada J.C.I. Senate Directory and shall be made available, on request, to all members of the Canada J.C.I. Senate.

                                        11 -  2:                         The guidelines for the Annual Meeting/Meeting of the Crew are to be included in the Canada J.C.I. Roster                               

Adopted in Kamloops, July 1974                                                                                         Amended in Ottawa, May 16, 1998

                                                                                                                                            Amended in Winnipeg, May 29, 1999

                                                                Amended in Charlottetown, May 20, 2000