EASTERN
SHORE CHRYSALIS
STANDING
OPERATING PROCEDURES
ARTICLE
I NAME
The
name of this community shall be Eastern Shore Chrysalis
Community, hereinafter referred to as the Community. It
is recognized as a standing committee of the Eastern Shore
Emmaus Community.
ARTICLE
II PURPOSE
Section
1. The purpose of the Community shall be to
develop, challenge, inspire, and equip Christian youth leaders
for Christian actions in their homes, churches, schools,
and communities through the Chrysalis experience.
Section
2. This Community is affiliated with Chrysalis
International of the Upper Room, Nashville, Tennessee. A
copy of the Letter of Agreement between this Community and
the Upper Room is attached to these Standard Operating Procedures
(SOPS).
ARTICLE
III MEMBERSHIP
Section
1. Youth members are those who have completed
a Chrysalis or other 4 th Day Movement experience.
Section
2. Adult members are those who have completed
a Chrysalis, Walk to Emmaus, or other 4 th Day movement
experience and desire to be a part of this Chrysalis Community.
Section
3. The membership roster is included in the
Eastern Shore Emmaus Community roster.
ARTICLE
IV BOARD OF DIRECTORS
Section
1. Purpose
Direction
of the Community shall be vested in a Board of Directors
of fifteen elected members who shall uphold the integrity
of the program as agreed in the Letter of Agreement between
this Community and The Upper Room.
Section
2. Composition
There should be three
clergy members, six youth members and six adult lay members.
Three of these, one clergy, one lay adult, and one youth
should serve as liaisons to the Eastern Shore Emmaus Board.
Board members should
have served on an Eastern Shore Chrysalis team.
There should be a
representative from the Eastern Shore Emmaus Board with
voice and vote.
The Chrysalis Community
Music Director, who should be appointed annually by the
Board of Directors, should be an ex-officio member of the
Board of Directors.
Section
3. Terms of Office
Directors shall be
elected by the Community in three classes of five Directors
in each class. Each class shall serve three years. A youth
whose term continues after graduation may complete the term
if he/she desires. In each class there should be one clergy,
two youth, and two lay adults.
Board members shall
not succeed themselves in consecutive terms.
Terms of office shall
begin January 1 and end December 31.
Nominations will be
accepted by the Board Chairperson after requesting nominations
from the Community through the newsletter, gatherings, and
HOOTS in August and September. The Board Chairperson will
present the names to the Board in October and a ballot will
be prepared. The nominations will be presented at the October
HOOT and further nominations will be accepted from the floor.
A list of nominees will be made available to the Community.
The election will be held at the November Emmaus Community
Gathering by written ballot.
Section
4. Officers
Officers
shall be a Chairperson, Vice Chairperson, Secretary and
Treasurer. All of these shall be adults. In case of absences,
meetings will be chaired in this order.
Section
5. Election of Officers
Officers of the Board
of Directors shall be elected annually at the November meeting
for a one year term beginning at the January Board meeting.
Officers may succeed
themselves except that the Chairperson and Vice Chairperson
may serve no more than one year.
Section
6. Meetings
The Board shall meet
monthly at a time and place designated by the Board and
announced to the membership.
Special meetings may
be called as needed.
Meetings shall be
open to the community.
Section
7. Quorum
Seven elected members
shall constitute a quorum providing it is a regularly scheduled
meeting and written notice of the meeting has been given
to all Board members at least seven days in advance of the
meeting.
Nine elected members
shall constitute a quorum at called meetings providing all
Board members have been notified in advance of the meeting.
Section
8. Registrar
The
Registrar shall be appointed annually by the Board upon
nomination by the Chairperson. The Registrar may succeed
himself/herself.
Section
9. Vacancies on the Board
If
vacancies occur the Board shall solicit nominations from
the Community in the next available newsletter, and it may
make its own nominations. Should multiple vacancies occur
for different unexpired terms, a person can be nominated
for only one of those terms. The committee will present
the list of nominees at the next HOOT after the newsletter
solicitation. Additional nominations shall be solicited
from the floor and the election shall take place immediately.
Such election is only for the remainder of the unexpired
term(s) being filled.
Section
10. Board members who are absent from three
(3) consecutive meetings of the Board without notifying
the Chairman or Vice Chairman may be removed from the Board.
ARTICLE
V COMMITTEES
Section
1. The Board shall appoint annually persons
to chair or co-chair these standing committees.
HOOTS
Nominations
Agape
Music
Existing
Emmaus committees may be utilized as is mutually agreeable
and beneficial to both Emmaus and Chrysalis. The Chairperson
of the Board is ex-officio member on all committees with
voice and vote. All committees of more than two should have
both adult and youth members. Duties of each committee shall
be defined and updated regularly and passed from one chairperson
to the next.
Section
2. Other committees may be appointed as needed.
ARTICLE
VI WEEKEND EXPERIENCES
Section
1. Team selection and Participant selection
will be handled by the Board and the Registrar.
Section
2. The Community shall follow the guidelines
of the Chrysalis International Movement in the formation
and conduct of the Chrysalis Weekend Experiences.
Section
3. The Board of Directors shall have general
oversight in all matters pertaining to the Chrysalis Weekend
Experience.
Section
4. The Board of Directors shall the choose the
Lay Director, the Adult Assistant Lay Director(s), and the
Youth Assistant Lay Director for each Chrysalis Weekend
at least six months prior to the weekend. The Weekend Lay
Director with the Board’s approval shall choose persons
to serve as team members for each Weekend experience.
Section
5. The Board of Directors, with the advice of
the Board Clergy, shall choose the Weekend Spiritual Director
for each Chrysalis Weekend experience. The Weekend Spiritual
Director shall choose the Weekend Assistant Spiritual Director(s)
with the help of the Board. Clergy persons may serve in
positions other than as Spiritual Directors or the giving
of clergy talks only when necessary.
Section
6. The Board of Directors shall approve all
persons asked to serve on a team for a Weekend Experience
before the said persons are invited.
Section
7. Team members shall pay team fees in full
before the flight begins except in very extenuating circumstances
approved in advance by the Board. No one who has an outstanding
balance shall serve on a team until all debt is cleared
and current fees are guaranteed.
Section
8. Completed team applications/information sheets
shall be in the possessions of the Registrar prior to the
first team meeting.
Section
9. Participant sponsors seeking financial aid
should apply in advance. Awards will be made by the Board
on a case by case basis.
Section
10. Participants shall be selected from completed
participant application/information sheets.
Section
11. All team members are required to have a
background check prior to the first team meeting.
ARTICLE
VII AMENDMENTS
Proposed
amendments to these operating procedures may be presented
in writing to the Board by any member of the Board at least
one month prior to consideration by the Board. The Eastern
Shore Emmaus Board shall be notified of any proposed changes.
To be adopted, proposed amendments must pass by vote in
the affirmative by a three-fourths vote of the total membership
of the Board. A copy of adopted amendments must be printed
in the newsletter, sent to the Eastern Shore Emmaus Board,
sent to Chrysalis International in Nashville, and attached
hereto.
These
Standard Operating Procedures have been developed and accepted
by the Chrysalis Board as of this date _____________________________________________________.