Governing Document

Inspired Minds Academy Policies and Procedures

Version Revised Aug. 2024

The operating policies and procedures of Inspired Minds Academy — membership, educational, financial, safety & conduct, administrative, meetings, officer qualifications & duties, and the appendix of definitions and yearly family dues. Updated by the Board of Administration as needed.

This is a public, read-only copy provided for prospective families. The official, current version is maintained for members inside Inspired Minds Academy.

1. Inspired Minds Academy Vision Statement

Inspired moms inspire families; inspired families inspire the world.

2. Inspired Minds Academy Mission Statement

We mentor and facilitate the scholar phase within a family school commonwealth model and create a community of scholarly families guided by principles of light, liberty, and public virtue with the character of authentic leaders who strengthen and unify our commonwealth and community.

3. Motto

IMA learner. IMA mentor. IMA leader. IMA light.

4. Inspired Minds Academy Purpose

The purpose of Inspired Minds Academy is to inspire moms by: • mentoring them as home educators through interaction with other moms, • encouraging them as they engage in their own learning phases, • developing their leadership capacity through service in classes, committees, and Boards. One of the ways we achieve this purpose is through a weekly Moms' Class. Because it supports our mission by inspiring moms and contributes to the unity of our commonwealth, the class is mandatory.

5. Membership Policies

A. Membership Types

• Participant Member • Voting Member NOTE: Unless otherwise specified, "Member(s)" refers to Participant and Voting Members.

B. Participant Member

Qualifications (per the IMA Constitution): • Read A Thomas Jefferson Education by Oliver DeMille • Read and abide by the current Inspired Minds Academy Policies and Procedures • Complete a family Membership Application • Pay annual, non-refundable family enrollment fee Benefits: • Enroll children in academy classes • Attend activities with their families • Observe meetings and participate in debate, but shall not vote in meetings and shall not hold any elected position • Have priority in renewing their membership before enrollment is opened to the public Responsibilities: • Receive ongoing Leadership Education mentoring by attending moms class and the summer all-mentor training, and by striving to attend other mentor trainings offered by IMA • Attend during Inspired Minds Academy hours • Assist in the Junior Program as assigned • Assist in the cleaning rotation • Present devotionals as assigned • Meet IMA registration and financial deadlines • Fulfill a Role and Duty (as defined in the Appendix)

C. Voting Member

Qualifications (per the IMA Constitution): • Fulfill Participant Member Qualifications • Read A Thomas Jefferson Education for Teens by Oliver DeMille and Shanon Brooks • Re-read and abide by IMA Policies and Procedures annually • Complete at least seven months in Participant Status and attend at least four of the immediately preceding six Member Business Meetings. If a Participant Member attends a summer Member Business Meeting and pays their $50 non-refundable enrollment fee within one month of the meeting, they may count that meeting as one of the four required meetings. Benefits: • Benefits of Participant Members listed above • Vote and make motions in meetings — each family shall have one vote • Hold any officer position subject to qualification and election or appointment Responsibilities: • Fulfill Participant Member Responsibilities listed above • Maintaining voting membership status requires attending a minimum of four of the immediately preceding six Member Business Meetings • Members are responsible to know when they are eligible to vote

D. Membership Status Recording Procedure

The Member Vice President maintains records of membership obligations for the Members and makes them available to all Members. Members are responsible for checking the Membership record for accuracy. Voting membership status information is shared on the Member Business Meeting agendas and in the Member Resource folder in Google Drive.

E. New Member Acceptance Policy and Notice of Nondiscrimination

Inspired Minds Academy admits families of any race, color, national, and ethnic origin to all the programs and activities generally made available to members of the commonwealth. The Member Vice President is the main contact for the prospective member and communicates in a timely manner via email to instruct the family on their next steps and deadlines according to the New Member Acceptance Procedure. The prospective member is responsible for responding, meeting deadlines, and maintaining communication to move the process forward to completion. After the second week of each semester, interested families will be put on the waiting list (see Waiting List Procedure).

F. New Member Acceptance Procedure

1. Interested families submit a contact form on the website. 2. The Member Vice President emails them a link to the online membership application. 3. Interested families apply online by completing the membership application. 4. The Member Vice President and another Board member interview the prospective member to help the family decide if IMA's vision and mission align with their family vision. 5. The Member Vice President sends approval of the completed application, including instructions to pay the $50 non-refundable enrollment fee by a deadline. 6. The Member Vice President notifies the Treasurer that the application was completed. 7. Upon receiving the $50 fee, the Treasurer notifies the Member Vice President, emails a receipt and a schedule of tuition payments. 8. The Member Vice President informs the Board of new Member information. 9. Board members notify each officer in their stewardship. 10. The Secretary adds the Member to the "Member" email list and invites them to the IMA Member Band and Friends of IMA Band. 11. The Member Vice President emails a welcome letter and "New Member Packet" and arranges orientation. 12. The Junior Director emails the Member about the Junior Program and their responsibilities.

G. Waiting List Policy

Inspired Minds Academy maintains a waiting list for interested families. Families who complete the Membership Application are added to the waiting list: • when enrollment has reached thirty families, • after the first day of classes, • if a family's plans have changed and they decline membership, they can request to be put on the list. The waiting list is maintained by the Member Vice President.

H. Waiting List Procedure

1. Families must complete the online Membership Application to be added to the waiting list. 2. The waiting list is populated in the order applications were submitted. 3. Families who apply after the commonwealth is full and/or after the August All Mentor Training receive notification of placement on the waiting list. 4. When an opening becomes available, the first family is contacted by email and invited to follow the New Member Acceptance Procedure. If their situation has changed, they may be removed or moved to the bottom; the next person is then contacted. 5. If the $50 non-refundable enrollment fee is not received by the communicated deadline, the name is moved to the bottom and the next person contacted. • Between June 1 and Summer Registration Night: deadline is two weeks from the email. • Between Registration Night and the first day of classes: three days from the email. • During the first week of each semester: 24 hours from the email. 6. Deadlines for payment may be adjusted by the Member Vice President as needed.

I. Annual Membership Renewal Procedure

All current Members who intend to renew complete the Membership Application online annually and pay a $50 non-refundable enrollment fee by April 30th of the current year to reserve their space. All unreserved spaces become open to the waiting list on June 1. Current Members who did not complete the application and pay the deposit are invited to follow the Waiting List Procedure.

6. Educational Policies

A. Scholar Program Policies

Classes in the Scholar Program follow principles of leadership education — encouraging a love of learning, reinforcing core values of good statesmanship, and inspiring scholars to educate themselves. IMA offers Scholar Projects created by the Leadership Education Mentoring Institute ("LEMI"). • The Scholar Program is available to children of Members from age 12 to 18. • Mothers of each Member family attend and participate during commonwealth hours and serve in both the Scholar and Junior Programs as assigned. • If a mother cannot attend, she notifies the Junior Director and co-mentor. If a parent is unable to attend, Junior Program children may not attend that day; scholar-class children may attend their Scholar Project with mentor approval. • In sickness or temporary situations, a parent may send a Substitute Parent for the entire day; if it persists beyond four weeks the member should seek Board approval. • All Scholar Program mentors participate in debriefing with co-mentors and Monthly Mentor Trainings led by the Principal Mentor. • Suggested ages follow the Phases of Learning; questions go to the Principal Mentor. • The Scholar Program is not intended to supplant the home learning environment. • Nursing babies are welcome at all times and places. LEMI Projects IMA seeks to offer as needed: Shakespeare Conquest, Key of Liberty, Sword of Freedom/Hero Project, Pyramid Project, Georgics, and other LEMI projects meeting member needs. Non-LEMI scholar classes must be approved by the Principal Mentor, President, and Junior Director.

B. Procedure to Submit a Scholar Class Not Created by LEMI

Members who wish to teach a non-LEMI project submit a basic outline and brief description to the Principal Mentor during the Spring Mentor Selection process preceding the school year. Non-LEMI scholar classes must be approved by the Principal Mentor, President, and Junior Director, based on adherence to the IMA Mentor Manual and the Phases of Learning (per A Thomas Jefferson Education, Leadership Education: The Phases of Learning, and Hero Education). Once approved, mentors submit a more detailed outline and vision (structure, resources, books, plans) before Summer Registration Night, plus a class description for the IMA website.

C. Junior Program Policies

Classes in the Junior Program follow leadership education by structuring time not content and inspiring a love of learning. • Available to children of Members up to age thirteen; special circumstances discussed with the Junior Director. • Mothers attend and serve in the Scholar and Junior Programs as assigned; absences are reported to the Junior Director and co-mentor. • If a parent is unable to attend, Junior Program children may not attend that day; Scholar Program children may attend their Scholar Project with mentor approval. • Substitute Parent allowed for temporary situations; beyond four weeks seek Board approval. • All Junior Program mentors debrief with co-mentors and attend Monthly Mentor Trainings; feedback goes to the Junior Director. • Suggested ages follow the Phases of Learning. • Not intended to supplant the home learning environment. Nursing babies welcome. • All moms participate in Moms' Class.

D. Mentor Policies

The Principal Mentor oversees mentors and provides coaching, training, and correlation. • Mentors have freedom to teach as they choose while adhering to the Vision, Mission, and Educational Philosophy. Students are not coerced, forced, or shamed into academic achievement. • Members wishing to mentor a class or Scholar Project are encouraged to contact the Principal Mentor starting in January prior to the year they wish to teach. • Scholar Mentors are trained for their project (exceptions approved by the Board). • Mentors unable to attend consult the Junior Director and co-mentor. • IMA rotates mentor positions to develop leaders: Scholar Program Mentors are encouraged to serve two years, then mentor in the Junior Program for at least one (ideally two) years. Each scholar class is ideally taught by a second-year and a first-year mentor. • Outstanding youth may serve as Student Mentors; outstanding alumni in a Depth phase may serve as Intern Mentors (not a Member, attends independently). See Mentor Qualifications and Duties. • Nursing babies welcome at all times and places.

E. Mentor Qualifications and Duties

Mentors are Member volunteers and receive no compensation. Roles: Scholar Program Mentor, Junior Program Mentor, Student Mentor, Intern Mentor. Scholar Program Mentor — Qualifications: Adult Member; mentors come as two women, two men, or a husband and wife; desire to grow and willingness to receive mentoring. Duties: attend project training; purchase own books/binders and study materials; co-mentor the project; participate in mentor events, trainings, debriefings; report to the Principal Mentor; plan to mentor for two years. Junior Program Mentor — Qualifications: Adult Member; two women, two men, or husband and wife; desire to grow. Duties: attend Junior Program training incl. Summer All Mentor Training; submit or select a class structure; purchase own materials; mentor the class; participate in mentor events; report to the Junior Director; accept a position or fill in as directed. Student Mentor — Qualifications: child of a Member; interest in assisting; demonstrates maturity; a school year must pass after completing a scholar project before student-mentoring it. Duties: set goals with mentors; purchase own books/binders; assist in the classroom; participate in evaluations; pays no tuition but pays for supplies/field trips as determined. Intern Mentor — Qualifications: 18+ and previously attended IMA as a student; no longer taking scholar projects; desire to grow. Duties: attend training; pay a $50 non-refundable Intern Participation Fee; purchase own materials; co-mentor with two other mentors; participate in moms' class, mentor events, trainings; report to the Principal Mentor; plan to mentor for one year. Procedure: consult the Principal Mentor in a timely manner.

F. Mentor Selection Procedure

The Mentor Selection Committee is a special committee appointed by the President at a Member Business Meeting early in the second semester. It selects Scholar Program mentors and recommends which Scholar Projects will be offered the following year. The Principal Mentor chairs the committee, which includes the President, the Junior Director, and two or three other Members to ensure an odd number. Operation: 1. Interview all Members for mentoring preferences, completed training, and special skills (including families likely to join next year). 2. Collect information about children and the classes they have taken / are interested in. 3. Submit a recommendation of Scholar Projects and classes to the Board of Administration. 4. Assign the mentors, including the Mom's class mentor. 5. Create a Scholar Mentor Worksheet for the Principal Mentor's LEMI registration.

7. Financial Policies

A. General Financial Policies

Financial policies protect the members, the Treasurer, and the Board, and should be fool-proof and fox-proof. • Checks, approved bank transfers, and in-person bank deposits are acceptable for tuition and fees. Reimbursements are paid by check. Cash, PayPal, and Venmo are not accepted for tuition or fees. • The President and Administrative Vice President have full access and passwords to the bank account. • The Treasurer has limited access without permission to withdraw money. • IMA shall not have a debit card. • After elections, bank account passwords are changed and appropriate access given to current officers.

B. Registration Policies

Collected before a Member is eligible to register: $50 non-refundable family enrollment fee; proof of youth protection training; completed Family Liability Release Form; any outstanding balance from the previous year. A $100 tuition deposit is due at registration along with the Member Engagement Form. Registration is not guaranteed without payment; the remaining balance is due on the first day of classes. Registration closes when the commonwealth is full or after the second week of each semester.

C. Registration Procedure

1. At or before the Summer Registration Meeting, the Member VP and Treasurer verify eligibility. 2. The Treasurer generates the registration form; the Member VP shares the link with eligible Members, who have two weeks from the Summer Registration Meeting; after the deadline the Member VP withdraws access. 3. A Member who misses the deadline moves to the top of the waiting list and is no longer guaranteed registration (generally a three-day deadline, at the Member VP's discretion). 4. New members after the Summer Registration Meeting receive the link in the "Welcome to IMA" email with a deadline (generally three days). 5. Changes to registration are coordinated with the Treasurer, Junior Director or Principal Mentor, and affected mentors.

D. Special Financial Arrangements Procedure

Special tuition arrangements are made by submitting a schedule of payments via email or written communication among the Member, President, and Treasurer. All special arrangements must be paid in full by the end of the first semester; second-semester joiners pay in full by the fourth week of the semester.

E. Refund and Withdrawal Policy

• If a student withdraws from a class within the first four weeks of a semester, the Member may request a prorated tuition refund less supplies already purchased. • If a family withdraws within the first four weeks, the Member may request a prorated refund less supplies and the yearly family dues. • The annual non-refundable enrollment fee is never refunded. • After the fourth week of each semester, no refunds are made. The withdrawing Member notifies the Member Vice President.

F. Refund and Withdrawal Procedure

1. The Member VP notifies the Board that a Member is withdrawing. 2. The President notifies the Members; officers and committee chairs adjust as necessary. 3. The Treasurer unregisters children and prepares refunds or final invoices; the President or Administrative VP executes refunds. 4. The Member VP removes the family from the "Member" BAND and the "People" document. 5. The Secretary removes the family's access to the IMA Google Drive.

G. Reimbursement Policy

Members request reimbursement for items purchased for the commonwealth within the approved budget by May 15th, following the Reimbursement Procedure.

H. Reimbursement Procedure

• Submit a completed Request for Reimbursement form and a copy of the receipt to the Treasurer. Without a receipt there is no reimbursement. • Mark personal items on receipts clearly. Tax is reimbursed only if all items on the receipt are submitted to IMA. • All purchases are reviewed and approved by the President or Administrative Vice President. • Reimbursements are paid via check. • All requests are due by May 15 unless approved by the President and Treasurer. • Third-party tuition payments or reimbursements are the Member's responsibility.

Auditing Committee Procedure

The Auditing Committee is defined, created, and serves per the IMA Constitution, Article 10, Section 3. • Committee members receive the annual Treasurer's Report after June 1. • Separately or together, they review the report for accuracy and adherence to generally accepted accounting procedures. • Questions may be directed to the Treasurer of the fiscal year under review. • The committee creates a report and shares it with members at the June Member Business Meeting.

8. Safety and Conduct Policies

A. Code of Conduct

At IMA we speak a language of freedom, inviting families on the journey of self-education. Students are not coerced, forced, or shamed into academic achievement (re-read A Thomas Jefferson Education or contact the Member VP or Principal Mentor). • Parents retain full responsibility for the safety and behavior of their children at IMA. • Corporal punishment will not be used or tolerated. • Discipline concerns are handled at the lowest level possible; unresolved concerns are taken to parents. • Mentors and students come ready to learn and show respect in dress, appearance, language, and manners. • Shoes should be worn in and around the facility.

B. Child Safeguarding Policies

• Parents retain full responsibility for the safety and behavior of their children at IMA. • Each mom shows current youth protection certification (e.g., BSA, PCAUT, or churchofjesuschrist.org) at registration. • During second semester, at least one Member discussion is devoted to a child safeguarding topic chosen by the Member VP. • Every classroom has two mentors, at least one of whom is a Member. • Parents are notified in a timely manner if their children depart established boundaries. • Parents retain responsibility for diapering and communicate preferences about young children in bathrooms. • Mentors do not meet alone with students; one-on-one meetings occur with another adult aware and in close proximity. • Members introduce themselves to visitors or strangers; those seeking help are directed to the Food and Care Coalition (299 E 900 S, Provo, UT; open 8:30–5:30 daily).

C. Visitor Policy

A visitor is a scheduled, occasional guest. IMA welcomes visitors who are potential members visiting to learn more, children of members on a temporary break from another school, or relatives temporarily visiting as guests. Members hosting a visitor: • notify the Member VP and the mentor of the class to be visited; • may be asked to keep a visiting child with them if distracting or if the class is unsuitable that day; • ensure visitors wear a VISITOR badge from the Member VP; • ensure visitors respect mentors, members, and IMA policies; • ensure visitors are not left in the hallway unattended.

D. Substitute Parent Policy

A substitute parent is an adult arranged to act as guardian for a Member's children for an entire school day during sickness or temporary situations. They must actively engage in the same roles as the member they replace. A Member attending with their own children may not act as a substitute parent for another Member. The Member makes the substitute aware that they should: • remain the entire school day unless arrangements are made for scholar-project children; • introduce themselves at Devotional and to co-mentor(s) and the Junior Director; • wear a SUBSTITUTE badge from the Member VP; • be aware of the role and duty they will fulfill and be given relevant materials; • be aware of the IMA Safety and Conduct Policies.

E. Field Trip Policy

Family release forms are completed at registration. Before leaving the IMA location for a planned field trip, mentors must notify parents.

9. Administrative Policies

A. Building Policy

Families respect the building by cleaning up after themselves and not using the facility's supplies. All food stays in the kitchen and gym areas as requested by the Seventh Day Adventist Community Center. Mentors and students straighten up after classes and activities. Families rotate to help clean the building after classes and are encouraged to work together.

B. Zoom Policy

IMA owns a Zoom room funded by members. Members may use it for personal, non-commercial purposes as long as they are scheduled and do not interfere with IMA use. The Tech Committee creates and maintains the IMA Zoom room schedule.

C. New Commonwealth Creation Policy

IMA develops leaders who impact families and communities. Our small size is intentional and necessitates forming new commonwealths to accommodate the good families we attract — a natural and encouraged part of growth. When a Member desires to start a new commonwealth, they are a Torchbearer and are encouraged to follow the New Commonwealth Creation Procedure, which promotes open communication, preserves relationships, facilitates mentoring, and strengthens the community. If there is a budget surplus, IMA may help the new commonwealth with training costs at the Board's discretion.

D. New Commonwealth Creation Procedure

• The new Torchbearer informs the Board of Administration of their intent as soon as possible — ideally at least a semester before offering classes. • The new Torchbearer may form a special committee for the new commonwealth at a Member Business Meeting (as chair), enabling regular open reporting and member support. • As a current Member, the new Torchbearer has access to mentoring from experienced Torchbearers and training materials from Brenda Haws at New Commonwealth Schools.

10. Meetings

A. Member Business Meetings

Regular meetings of the membership conduct commonwealth business and hear officer and committee reports. • Attended by Participant and Voting Members only, in person or via Zoom; attendance for voting qualification is counted during roll call. • The President chairs per Robert's Rules of Order (current edition, Newly Revised). If absent, the Administrative VP chairs; in the absence of both, the Member VP chairs. • The Board sets the date and time. A minimum of 30% of Voting Members must attend to conduct business. • After business, the Principal Mentor may conduct training for all parents (guest speakers, debriefing, workshops, simulations, or program-specific training).

B. Special Meetings

Special Meetings may be called by the Board of Administration or by written request of six Members. Notice stating the purpose is given to each Member at least 48 hours prior by phone, email, or other written method. Business is limited to that stated in the notice.

C. Summer Registration Meeting

Held in the summer before classes begin to hear class offerings, open class registration, and meet selected mentors. A $100 tuition deposit is due at registration.

D. Annual Spring Meeting

The March Member Business Meeting is the Annual Spring Meeting, for conducting business, electing officers, and hearing officer reports. The Auditing Committee is elected separately at the April Member Business Meeting (Article X, Section 3 of the IMA Constitution).

E. Nomination Procedure

At least three weeks before the Annual Spring Meeting, the Member VP provides the list of all qualified candidates for each position up for election. At the meeting, Voting Members may nominate qualified and willing candidates from the floor (including themselves). Nominations/elections proceed in this order unless the chair directs otherwise: 1. Offices up for election (IMA Constitution Article 7, Section 3), in the order listed in the bylaws. 2. Elected offices appointed since the last election (Constitution Article 3, Section 15). 3. Offices vacated due to current election results or member circumstances. No member makes more than one nomination per office. Nominations need no second. Nominees may withdraw at any time. Nominations and elections for each office are completed before proceeding to the next.

11. Officers

A. Elected Officers

The elected officers are the President, Administrative Vice President, Member Vice President, Junior Director, and Treasurer. • President, Junior Director, and Treasurer are elected by ballot at the Annual Spring Meeting in odd-numbered years; Administrative VP and Member VP in even-numbered years. • Term of office is two years. Elected officers attend all Member Business Meetings. • Vacancies are filled by Presidential appointment with Board approval; an appointee serves until the next Annual Spring Meeting election regardless of odd/even year.

B. Qualifications and Duties — President

The President uses the IMA Constitution as a standard to ensure classes, meetings, activities, and administration emulate and protect IMA's Vision, Mission, and Purpose. Qualifications: Current Voting Member; has served on the Board for at least two fiscal years; LEMI-trained or attended a Board-approved Adult Course; has taught a scholar class at IMA. Duties: chairs Board meetings and reports at Member Business Meetings; presides at all IMA gatherings (may delegate conducting); provides vision and counsel; recommends appointed officers for Board approval; facilitates officer training; seeks ongoing mentoring from the Torchbearer; ensures the Treasurer is aware of special financial arrangements; serves on the Mentor Selection Committee; coordinates with the Administrative VP to secure and manage the location; shares control of financial accounts with the Administrative VP. Officers reporting to the President: Administrative VP, Member VP, Principal Mentor, Junior Director, and Secretary.

B. Qualifications and Duties — Administrative Vice President

Ensures administration is carried out with integrity and honesty; reports to the President. Qualifications: Current Voting Member; LEMI-trained or Board-approved Adult Course; has taught a scholar class at IMA. Duties: attends Board and Member Business Meetings and reports; attends all IMA events; conducts meetings when the President is absent; with the Treasurer proposes a budget for Board approval; maintains/presents the emergency evacuation plan; updates Policies and Procedures as instructed by the Board; updates the IMA Constitution upon amendment; ensures the website is up to date before registration; coordinates with the President to secure and manage the location; shares control of financial accounts with the President. Officers reporting to the Administrative VP: Activities Committee Chair and Tech/Weekly Committee Chair.

B. Qualifications and Duties — Member Vice President

Ensures Members understand the vision of the membership requirements and maintains records of membership obligations; reports to the President. Qualifications: Current Voting Member; LEMI-trained or Board-approved Adult Course; has taught a scholar class at IMA. Duties: attends Board and Member Business Meetings and reports; attends all IMA events; clarifies and shares the vision of membership requirements; creates/updates the membership application annually; creates an annual membership directory; is the main contact for interested families and through the New Member Acceptance Procedure; manages the waiting list; invites new members to BANDs and shares the IMA Google Drive; manages registration; facilitates orientation; maintains and shares membership-status records; sends a membership-status email each semester (October and January); provides the Voting Member list to the Secretary at each meeting; provides the list of qualified candidates at least three weeks before the Annual Spring Meeting.

B. Qualifications and Duties — Treasurer

Conducts IMA finances with integrity and precision; reports to the President. Qualifications: Current Voting Member; ability to maintain records; willingness to learn and use accepted accounting procedures. Duties: attends Board and Member Meetings and reports; attends all IMA events; with the Administrative VP assembles an annual proposed budget for Board approval; creates the registration form before the Summer Registration Meeting; prepares class rosters and budgets and tracks expenditures; tracks administrative expenditures; creates and sends invoices and records payments; keeps records using accepted accounting procedures; ensures recurring expenses are paid; prepares reimbursements; maintains a property inventory; ensures the President is aware of special arrangements and follows up on payments; presents monthly accounting reports; prepares the annual Treasurer's report for the Auditing Committee at the close of the fiscal year.

B. Qualifications and Duties — Junior Director

Ensures the Junior Program follows leadership education and IMA's Vision, Mission, and Educational Statement; reports to the President. Qualifications: Current Voting Member; LEMI-trained or Board-approved Adult Course; will not teach a scholar project during her term; has served in the Junior Program for at least 5 semesters. Duties: attends Board and Member Business Meetings and reports; attends all IMA events; determines classes by age/number and assigns rooms; secures Junior Program mentors; maintains mentor assignments and oversees substitutes; shares the Junior Program vision via trainings and debriefs; with the Principal Mentor plans the annual all-mentor training; decides a second-semester child-safeguarding topic; serves on the Mentor Selection Committee; oversees park days and optional field days; conducts Junior Program mentor debriefing; communicates Junior Program responsibilities to new Members; designs any afternoon Junior Program; maintains the IMA closet and Junior Program supplies; recommends an Assistant Junior Director as needed. The Assistant Junior Director reports to the Junior Director.

C. Board of Administration

The Board uses combined wisdom to support officers and to decide matters larger than each position. The Board comprises the President, Administrative VP, Member VP, Junior Director, Treasurer, Principal Mentor, and Secretary. • A standing committee elected by the Members with general supervision of affairs between Member Business Meetings; fixes meeting times. • Approves appointed officers; updates/writes Policies and Procedures per the Constitution. • Decides events; approves exceptions to LEMI training for scholar mentors; approves vacancy appointments; approves the budget; addresses body concerns; approves classes/projects offered; creates appointed positions as necessary. • Meets weekly or as needed; may invite appointed officers and Members. • Seeks consensus in making decisions.

D. Appointed Officers

Appointed officers include a Secretary and a Principal Mentor; others are appointed as needed. They are Members of IMA, perform duties designated by the Board, are appointed by the President with Board approval, and serve a one-year term unless otherwise specified.

E. Qualifications and Duties — Secretary

Ensures organization and record keeping; reports to the President. Term: one year. Qualifications: Current Member; ability to maintain records; good organizational skills. Duties: attends Board meetings, keeps minutes, records assignments and decisions, and creates the agenda as assigned; attends Member Business Meetings, prepares the agenda (including member-requested items), keeps minutes and makes them available; attends all IMA events; maintains organization of the IMA Google Drive; ensures Principal Mentor parent-training notes are accessible; monitors IMA email, routes messages to the correct Board members, and sends large-scale announcements to "Members" and "Community" on BAND.

E. Qualifications and Duties — Principal Mentor

Ensures leadership-education principles are taught and practiced and mentors parents and mentors; reports to the President. Term: three years. Qualifications: Current Voting Member; LEMI-trained or Board-approved Adult Course; has taught a Scholar Project for at least 2 years at IMA; experienced with leadership education principles in their home. Duties: attends Board and Member Business Meetings, reports, and completes NCS training; attends all IMA events; shares and protects the IMA vision; decides topics and presides over Member training; debriefs with mentors and plans trainings; with the Junior Director plans the annual all-mentor training; with the President and Junior Director approves non-LEMI classes; chairs the Mentor Selection Committee and purchases needed trainings; administers the Mentor Training Scholarship from surplus training funds; facilitates new- and ongoing-mentor training and councils.

E. Qualifications and Duties — Assistant Junior Director (optional)

Reports to the Junior Director. Qualifications: Current Member; ability to delegate and follow through. Duties: assist the Junior Director as needed.

E. Qualifications and Duties — Activity Committee Chair

Duties: calls and conducts committee meetings; delegates responsibilities; meets with the Administrative VP and/or Board as requested; reports monthly at Member Business Meetings; fulfills responsibilities per the "Activity Committee Description and Duties" file in the Google Drive.

E. Qualifications and Duties — Tech/Weekly Committee Chair

Duties: calls and conducts committee meetings; delegates responsibilities; meets with the Administrative VP and/or Board as requested; reports monthly at Member Business Meetings; fulfills responsibilities per the "Tech Committee Description and Duties" file in the Google Drive.

12. Appendix

A. Definitions — Member Roles and Duties

Each member fulfills a Role and a Duty in the commonwealth. • A Role is an educational responsibility — for example, the class you mentor. • A Duty is an administrative responsibility — for example, holding an elected or appointed position or serving on a committee.

A. Definitions — Yearly Family Dues

Every family pays into the following budget categories; amounts are set by the Board of Administration each year: • Administrative fund • Activity fund • Building fund • Training fund

B. Yearly Family Dues (2024–2025)

$20 — Mom's class, Zoom account, administrative expenses → Administrative fund $20 — Events (subsidized 2024–2025) → Activity fund $75 — Building donation to the Provo Adventist Community Center (funds and cleaning in lieu of rent) → Building fund $85 — Sending mentors and interested members to LEMI training → Training fund Total: $200