Meetings

We encourage the use of League House for all committee meetings. For maximum enjoyment and safety we ask that you follow these guidelines.

To hold a meeting at League House: Contact the Administrative Director to schedule a meeting at League House. Rooms will be assigned on a space availability basis for day and evening meetings. Arrangements for security, parking, supplies, etc. must be handled through the Administrative Director. Each committee is responsible for setting up and clearing all items used at the time of the meeting. League House is also available to members and community organizations for professional, civic or private affairs. Contact the Administrative Director for space availability and the rental fee schedule.

League House Evening Meeting Hours: Tuesday and Thursday, 6:30 p.m. - 10:00 p.m.

1. League House is available on a first come, first served basis. Call the office to schedule ALL meetings on the central calendar. Indicate the room you would like, number of people expected, any table or equipment needed, and a request for security. 2. Meeting locations are posted in the front hall. Room assignments should not be changed without first consulting the weekly meeting calendar to be certain another room is available. 3. Refreshments: Coffee is available in the kitchen by request only when a meeting has been scheduled. Thermal pots, cups, trays, etc. are available in the kitchen. When serving a buffet meal, a tablecloth and pad must be requested for the dining room table. Please return everything to the kitchen after the meeting. Rinse cups and dirty dishes and place in dishwasher. A soda machine is located in the basement ($.60 can). You may bring your own beverages and prepared food. For a list of suggested caterers, contact the League Office. 4. Clean Up. YOU ARE RESPONSIBLE FOR THE CLEAN UP AFTER YOUR MEETING. If you are planning a meeting where food is served, you must take special care to clean up afterwards. All dishes, cups, glasses, etc. should be returned to the kitchen after the meeting. Rinse and place cups and dishes in the dishwasher. If additional cleaning expense is incurred as a result of your meeting, your account will be charged for the cleaning service. 5. League House is a nonsmoking facility. 6. Schedule your meetings (day and/or evening) through the Administrative Director (x 221 in the office).

• All calendar dates must be cleared through the office.
• Priority is given to general membership meetings.
• No meetings should be scheduled at the time of a membership meeting or on official League holidays.
• Use the Annual Calendar to determine meeting and event dates.
• Call the office immediately when a meeting has been scheduled.
• Dates recorded by the 1st of each month will automatically be published in the update.
• The League Office is the official voice to The League. Our number is everywhere! Therefore, all staff members need to be aware of everything that is going on so that correct information is available to the members.
• A fact sheet for any JLC event (In-League or Community) should be given to the League Office. This sheet should include Who, What, Where, When & How.
• A sign-in/sign-out sheet is on the bureau in the main foyer. The person responsible for the meeting must sign-in and sign-out when the meeting is concluded.

7. Cancel your meetings 24 hours in advance. This gives the office time to cancel security if it is not needed. If the office is not informed of a meeting cancellation (24 hours in advance) and security is scheduled unnecessarily, the council/committee will be charged for that expense. The cost is currently $15.00 an hour. Please complete your meeting by 10 p.m. to prevent overtime costs. 8. Children are welcome at League house with your supervision. Please be responsible for their conduct and cleaning up after them.

Meeting At Other Locations 1. Call League House to schedule meetings on the central calendar. Be sure to make available the location, time, etc. You would be amazed at the number of phone calls we get! 2. All meetings and functions of The Junior League of Cleveland, Inc. will be held at facilities, which do not discriminate against women, or on the basis of race, religion or national origin. If you have any doubts about the location you are choosing, please contact the President or your Council VP for clarification.

Meeting Minutes Minutes are important, as they are the JLC’s history. Minutes should be taken at all Council/Committee meetings. Copies of your meeting minutes must be sent to the President, President Elect, Administrative Vice President, Council Vice President and the Administrative Director. (up to top)
Services

Copying
1. Each committee is responsible for their own copying. 2. Contact the office to arrange large, in-house copying efforts. Quantities in excess of 1,200 should be done outside of League House. 3. The League House copier is located on the second floor. 4. The copy machine requires an access code. Codes are assigned to specific committees.
Access codes will be provided to committee chairs. 5. All copy charges will be applied to the appropriate committee/council budget.

Mailboxes
Each Board member is assigned a mailbox. If a committee does not have an assigned box, the mail will be placed in the mailbox of the committee or council’s Vice President. If you anticipate a need for your own mailbox, please contact House Operations.

Mailings
Procedures for mailings must be arranged through the Administrative Director. The Mailings are outsourced. If you want to do your own mailing you must make arrangements through the Administrative Director for labels and prepaid envelopes. Your committee will be charged for these mailings. The Update and other large mailings are outsourced.

RSVP Line
The League office RSVP Line, ext. 335, will accept RSVP’s for membership meetings, that do not require the collection of money and Informational Meetings. The office does not accept RSVP’s for committee meetings, JLC Leadership Institute courses, and social events that require the collection of money or fund raisers.

Supplies 1. Letterhead, envelopes, postcards, folders, nametags and metered postage are available through the League office. Supplies can be obtained from the administrative staff during regular office hours. If you call ahead, the staff will be happy to get your supplies ready and leave them in your box. The President and Administrative Vice President also have access to the supplies. Please complete the Office Supply Expense Sheet for all supplies used by your committee. Your budget will be charged accordingly. 2. Postage - Postage for first class mailings should be acquired by putting through a check request for the necessary amount of postage required. Allow yourself one week of lead-time. Checks for stamps are not available without lead-time. 3. Mailing Labels - The office can provide mailing labels for your committee or labels by membership status. Please request a set of labels three days prior to the date you need them. May and June are particularly busy months and may require one week advance notice. Your budget will be charged accordingly.

Typing 1. The office is responsible for typing the correspondence of the President and all letters to the community. The office does not type notices, minutes, member correspondence, etc. 2. Each council/committee should have their own secretary who is responsible for meeting minutes, reports, notices, etc. Start the year off right and assign someone on your committee to handle this task.

(up to top)