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ARTICLE IV (Dues)
The dues required for all
categories of membership, as described in Article III of the Constitution, shall
be determined by the Board of Directors. Dues shall cover a twelve-month
period from receipt of payment.
ARTICLE V (Meetings)
Section 1: There shall be an
Annual Conference and Business Meeting of this Association each calendar year
prior to October 30th. The time and place of the Annual Conference and
Business Meeting shall be fixed by the Board of Directors. Other meetings
may be called by a majority vote of the Board of Directors.
Section 2: There shall be a
meeting of the Board of Directors during the Annual Conference. Before the
adjournment of each Board of Directors meeting, the Board will fix the date of
the next Board of Directors meeting. There shall be no less than three
meetings of the Board of Directors during the calendar year. Other meetings of
the Board of Directors may be called by the President or upon written request
made to the President by at least five (5) members of the Board. No action
shall be taken by the Board of Directors unless a quorum of said Board of
Directors exists at a given meeting, as provided for in Article VI, Section 2,
of the By-Laws of this Association.
Section 3: Any member of the
Board of Directors may select any other member of the Association as their
proxy, to attend and vote at a Board meeting; or may request the presiding
officer to appoint a proxy, provided the request is received, in writing, prior
to, or during, the Board meeting. No member of the Board shall have more
than one full vote.
ARTICLE VI (Quorum)
Section 1: A quorum for any
meeting other than a Board of Directors meeting shall be the number of members
present at such meeting.
Section 2: A quorum of the
Board of Directors of this Association shall consist of a majority of the duly
qualified and voting members of such Board.
ARTICLE VII (Duties)
Section 1: President---The
President shall call and preside over all meetings of the Board of Directors;
with the advice and consent of the Board of Directors, appoint the Chairs of
each standing committee, and shall fill any vacancies occurring during the terms
of office of the Chairs; appoint the Chairs and members of all other committees;
appoint representatives to other associations; and shall serve as a member
ex-officio of all committees, with the exception of the
Nominations and
Elections Committee.
Section 2:
President-Elect---The President-Elect shall:,
when directed by the President or in the absence of the President, preside at
meetings of the Association and the Board of Directors; and when requested by
the President or when the President is unable to perform the duties, perform the
duties of the President. The President-Elect will act in concert as
coordinator for the Regional Co-Chairs, and make regular reports to the
President regarding the activities within the Regions.
Section 3: Vice
President---The Vice President shall:
be responsible to coordinate the annual training institute for the Association,
and make regular report to the President regarding the activities of the
Conference Planning Committee and also in concert with the Conference Chair.
Section 4: Secretary---The
Secretary shall:
keep minutes of all meetings of the Association and the Board of Directors; and
be the custodian of all papers, documents, and records of the Association.
Section 5: Treasurer---The
Treasurer shall be the custodian of all fiscal property of the Association;
shall receive, hold and disburse the funds of the Association; shall receive
dues and registration fees; shall keep a proper record, in accordance with the
provisions of this Constitution and By-Laws, of all income and disbursements and
shall submit a Treasurer's report at each Board Meeting and to the Association
at the Annual Conference and Business Meeting; and shall give bond at the
expense of the Association in such amount as may be fixed by the Board of
Directors if such is required by said Board.
Section 6: The Board of
Directors may require any officer of this Association to perform additional
duties and functions. Each officer shall, at the expiration or termination
of his/her term of office, deliver to his/her successor in office, all records
and property in his/her possession belonging to the Association.
ARTICLE VIII (Term of
Office)
Section 1: The terms of
office of President, President Elect, Vice President, Secretary, Treasurer, and
Regional Chairs shall be for two (2) calendar years following their election,
and shall commence January 1 of the even years. The President-Elect shall
assume the office of President at the expiration of his/her term as
President-Elect.
Section 2: Standing
committee chair appointments shall be for the duration of the term of office of
elected officers.
ARTICLE IX (Vacancies)
Section 1: The offices of
President, President-Elect, Vice President, Secretary, Treasurer, and Regional
Officers may be declared vacant by the Board of Directors upon the failure or
refusal of such officer to perform the duties of his/her office or to pay
required dues. Written notification of the pending action shall be sent by
registered mail to the last known address of said officer at least 30 days prior
to the office being declared vacant.
Section 2: Any office may be
declared vacant by the Board of Directors, upon failure of an officer to attend
three consecutive meetings of the Board without reasonable excuse for such
absence.
Section 3: Committee chairs,
or member of any committee, may be removed from office by the Board of Directors
whenever it appears to the Board that the chair or member is not performing the
duties of his/her office.
Section 4: In the event of a
vacancy occurring in the office of the President, the President-Elect shall act
as President. If there is no President-Elect, then the Vice President
shall act as President. The acting President shall immediately call a
meeting of the Board of Directors, and the Board shall elect a President to
serve during the unexpired term. The President shall, with the advice and
consent of the Board of Directors, fill any other vacancy which may occur.
ARTICLE X (Nomination and Election Procedure)
Section 1: Any current
member of the Association may be nominated for any elected office of President,
President-Elect, Vice President, Treasurer, Secretary and Regional Co-Chairs.
Section 2: The
Nominations and
Elections Committee shall contact the membership in writing at
least 120 days prior to the first day of the Annual Conference in odd years and
ask for suggestions for nominations for the offices of the Association.
The responses must be in the hands of the
Nominations Committee within 50 days of the request. Any
person whose name appears on more than 20% of the responses shall be nominated.
The nominations Committee shall submit a list of two or more nominees for each
office, selected by member response or by the Committee, and a brief resume of
professional association activities of each nominee, to the Secretary at least
45 days prior to the first day of the Annual Conference.
Section 3: The Secretary of
the Association shall mail, thirty (30) days prior to the first day of the
Annual Conference, one ballot, which will have space provided for write-in
nominees, to each member of the Association whose name and address appears in
the record of the Association as a member whose dues are paid as of the current
calendar year. Ballots shall be accompanied by voting instructions, a
stamped return addressed envelope bearing the printed notation "BALLOT," and the
resume of each nominee. Members of the Association shall mark their
ballots and return them to the Secretary by U.S. Mail. Ballots shall not
be counted unless they are in the hands of the Secretary by the morning of the
second day of the conference. The Secretary shall deliver all ballots in
unopened envelopes as received from members to the
Nominations and
Elections Committee for tabulation.
Section 4: The
Nominations and
Elections Committee shall tabulate the ballots with at least four
members of the Committee present and participating at all times. They
shall report the results of the ballot tabulation to the Secretary and to the
President of the Association prior to the announcement to the general
membership.
Such report shall be in
writing and recorded in the Secretary's file. The person receiving the
highest number of votes for each office shall be elected to said office.
In the event of a tie the winner will be decided by lot to be cast by the Chair
of the Nominations and Elections Committee no later than the next scheduled
Board Meeting.
Section 5: The Secretary
shall notify all persons who are elected to office, but not attending the
Conference, of their election by U.S. Mail.
Section 6: By the last day
of the Annual Conference there shall be provision made for official installation
of the newly elected officers.
ARTICLE XI (Fiscal)
Section 1: Fiscal Year---The
fiscal year of the Association shall be the same as the calendar year.
Section 2: Financial
Records---The Treasurer shall keep records in a manner approved by the Board of
Directors, of all the income and expenditures of the Association. These
records shall be reviewed by a committee appointed by the President for that
purpose, or by an accountant annually. A copy of the report of the review
committee or the accountant shall be included in the Treasurer's Annual Report,
and upon demand therefore shall be furnished to any member of the Association.
Section 3:
Expenditures---The Board of Directors may authorize the payment of necessary
expenses to any officer or committee member of the Association incurred in the
performance of the duties of his/her office. Sums appropriated by the Board of
Directors for expense of operation of a committee or
an officer may be disbursed by the Treasurer on written request of
the chair. A committee chair may, to the extent of the funds appropriated
to the committee by the Board of Directors, authorize payment of necessary
expenses for any member of this committee incurred in performance of the duties
of his/her office.
The Treasurer may disburse
sums for the payment of bills incurred by the Regions or for activities and
programs of the Regions up to the limit appropriated or credited to the Regions,
upon written order of the Regional Chairs.
Each person receiving funds
for expenses shall account to the Board of Directors for such expenditures, and
will provide an annual report to the Board documenting all expenditures for the
year by no later than December 31st.
Expenditures from the treasury not covered by authorized budget of the
Association in amounts not exceeding $75.00 may be made for ordinary purposes
incidental to transacting the business of carrying on the program of the
Association on written authorization of the President or Vice President and the
Treasurer. Expenditures in amounts exceeding $75.00 must be approved by the
Board of Directors.
Once the budget has been
reviewed and tentatively approved at the last Board meeting of the calendar
year, the Treasurer shall be authorized to release funds for items requiring
payment prior to January 1.
Section 4: Expenditures for
Annual Conference and Business Meeting---The Board of Directors may authorize
the Treasurer of the Association to establish a special fund for a conference
and to set aside in such fund any determined amount of money from the treasury.
To such special conference fund may be added all donations received for that
purpose, registration fees, and any other funds received for or from activities
or functions of the Annual Conference and Business Meeting. Such funds
shall be placed under the control of the Chair of the Conference Committee who
may make disbursement therefrom. Within sixty (60) days following the
Conference and Business Meeting an accounting shall be made by the Chair of the
Conference Committee to the Board of Directors of all income and expenditures
made in connection therewith, and the Chair shall, following such Conference and
Business Meeting, pay to the Treasurer all such funds remaining in his/her
possession.
Section 5: Employment of
Necessary Personnel--This Association, by action of its Board of Directors, may
employ any person to perform duties necessary for the accomplishment of the
Association's purpose.
Section 6: Upon the
dissolution of the Association, its assets remaining after payment, or provision
for payment of outstanding debts, shall be distributed to other non-profit
organizations possessing similar principles and goals as the Association.
Selection of the receiving organization(s) shall be made by a simple majority
vote of the Board of Directors, regardless of whether a quorum exists.
ARTICLE XII (Committees and
Appointments)
Section 1: Standing
Committees
A.
Legislative Committee---The members of this committee
may include at least one representative from each region appointed
by the Chair and subject to ratification by the Board.
It shall be the duty of the
Legislative Committee to determine need for change in laws affecting the purpose
and objectives of the Association, and to be informed concerning bills to be
introduced in the legislature of the state which affect Association objectives
and to report thereupon to the Board of Directors and to make its recommendation
for appropriate action to be taken by the Association.
It shall, upon authorization
of the Board, represent the Association and its position on legislation, before
any legislative body or bodies in which said legislation is pending, and before
any other body which is interested in such pending or proposed legislation.
It shall, upon authorization
by the Board, draft proposed bills, and undertake their introduction to and
enactment by legislative bodies and their approval by executive officers.
Any emergency action taken
by the Committee or member thereof shall be reported to a member of the
Executive Committee, at the earliest opportunity, for appropriate disposition.
B.
Public Relations Committee---The members of this committee include the Editor of
the newsletter appointed by the Board of Directors, and
may include a representative of each of the regions appointed by
the Committee Chair.
It shall be the duty of the
Public Relations Committee to publish the Association Newsletter on a regular
basis, to provide a cooperative relationship between the Association and other
organizations and bodies, and upon approval of the Board of Directors, to
provide the public, through the press, radio or television, or through other
appropriate channels, with information in both the juvenile and adult
correctional fields, in order that the purpose and aims of the Association may
be more fully realized and that the Association itself may make a greater
contribution to work in related fields.
C.
Membership Committee---The members of this committee
may include one
representative from
each
region appointed by the Committee Chair.
The duties of the Membership
Committee shall be to promote, solicit and secure membership in the Association,
to collect and transmit dues
received to the Treasurer, to issue membership certificates or
cards and to maintain an accurate membership list for distribution to the Board
of Directors, the Editor of the newsletter and for other mailing purposes as
approved by the Board of Directors.
D.
Conference and Training Committee---The Committee Chair shall appoint its
members and fill any vacancies which may occur.
It shall be the duty of the
Conference and Training Committee to serve when requested in an advisory
capacity to Association members desirous of conducting meetings or in such
advisory capacity as the Association activities dictate and generally to serve
as a resource group as approved by the Board of Directors. With the
approval of the Board of Directors, the Committee may undertake planning of
educational institutes or conferences or cooperate with other agencies or
organizations in such planning and promote such activities as are designed to
improve the professional competence and ability of Association members.
E.
Finance and Budget Committee---The Committee Chair shall appoint its members and
fill any vacancies which may occur. The Treasurer shall act as an
ex-officio member of this committee.
It shall be the duty of the
Finance and Budget Committee to prepare an annual budget for the Association
which shall set forth as accurately as possible all expenditures necessary for
the respective committees and officers to carry out their responsibilities as
set forth in this Constitution and By-Laws.
The proposed budget and
financial recommendations of the Committee shall be promptly submitted to the
Board of Directors for consideration and review at the last Board meeting of the
calendar year, subject to review and approval.
F. Nominations
and
Elections Committee---The
Nominations and
Elections Committee shall consist of six (6) members, two of which
shall be named by the President of the Association and one by each of the four
(4) Regional Chairs. The President may appoint any member of the committee
as Chair, and the President shall fill any vacancy which may occur.
All committee members must
have been a member of the Association for
at least
one year.
The Committee shall conduct
elections and nominations as prescribed by Article X of these By-Laws.
G.
Resolutions Committee---The Committee Chair
may appoint one member from each region, and
may fill any vacancies which may occur.
The Resolutions Committee
shall submit all resolutions to the Board of Directors at least ninety (90) days
prior to the date of the Annual Meeting. There shall be three categories
of resolutions as follows:
(1) Constitutional
(2) Policy Positions
(3) By-Laws and Operational
Matters
Required Procedures:
(1)
Constitutional matters must be acted upon in accordance with Article VI of the
Constitution.
(2)
Policy Positions--The Board of Directors must decide which of the following
three options to apply:
(a) Exercise Board
prerogative;
(b) Poll membership by mail
ballot;
(c) Present at Annual
Business Meeting
for action.
(3)
By-Laws matters must be acted upon in accordance with Article XIV of these
By-Laws. Operational matters only require Board action.
Resolutions from floor at
Annual Meeting: No resolutions will be accepted from the floor by the President
except:
(1)
The emergency issues which are considered by the President sufficiently
important to refer to the Board of Directors for a determination as to whether
they should be presented to the membership for ballot vote; or
(2)
Resolutions for acknowledgment to persons and/or organizations for commendable
service.
No persons except members in
good standing are eligible to either submit or vote on resolutions.
H.
Women in Criminal Justice Committee---This committee shall include a Chair or
Co-Chairs, who
may appoint representatives from each of the four regions, as well
as other members necessary to fulfill the purposes of the committee.
It shall be the
purpose of this committee to enhance the recruitment, training, employment,
recognition, and advancement of women professionals throughout the Criminal
Justice system. An effort will be made to involve women and men, who are
interested in the purpose of this committee, from all organizational levels.
The method used to achieve
this purpose shall include a program contribution to the annual conference,
networking and information sharing meetings, and career and professional
development activities.
I. National Association of
Blacks in Criminal Justice---This committee shall include a Chair or Co-Chairs,
who may appoint representatives from each of the four regions, as well as other
members necessary to fulfill the purposes of the committee.
It shall be the purpose of this
committee
to
focus attention on relevant legislation, law enforcement, prosecution, and
defense-related needs and practices, with emphasis on the courts, corrections,
and the prevention of crime. Among its chief concerns is the general welfare and
increase influence of
all
people of color as it relates to the administration of justice.
J.
Representative(s) to the American Correctional Association---There shall be one
or more representatives to the program planning committee and to the Delegate
Assembly of the American Correctional Association. The number of
representatives shall be determined by the Board.
It shall be the duty of
the(se) representative(s) to represent the State Association in program planning
for the annual Congress and at Delegate Assembly meetings at the mid-winter
conference and the annual Congress, and to report the results of these
activities to the Board.
K. Representative to the
Western Correctional Association---There shall be one representative to the
Western Correctional Association Board of Directors.
The duty of this
representative shall be to represent the state Association at the mid-winter
board meeting and at the board meetings held during the annual conference, and
to report the activities/programs of members states, as well as of the Western
Correctional Association, to the Board.
L. Criminal Justice Training
Commission Committee – This committee shall include a Chair or Co-Chairs, who
may appoint representatives from each of the four [five] regions, as well as
other members necessary to fulfill the purposes of the committee. It shall
be the purpose of this committee to focus attention on relevant legislative and
training issues that may have an impact on the criminal justice system and those
involved in it.
M.
WCA Representative to the Jail Industries Board – RCW 36.110.030 required WCA to
select one administrator from a city or county corrections department to be
appointed to the Jail Industries Board of Directors. The duty of this
representative shall be to represent the State Association at Jail Industries
Board meetings and to report the activities/programs of its members, as well as
of the Jail Industries Board, to the WCA Board.
Section 2: Special
Committees ---There may be created by the President,
with the approval of the Board of Directors,
additional committees as may,
from time to time,
seem desirable for the fulfillment of specific purposes of limited nature and
term.
ARTICLE XIII (Regional Organization)
Section 1: The State shall
be divided into
five (5) regions: Northwest Region, Southwest Region, Central
Region,
Northeast Region and Southeast Region.
The Northwest
Region shall consist of the following counties:
Whatcom
Island
San Juan
Kitsap
Skagit
Snohomish
Clallam
Jefferson
The Southwest
Region shall consist of the following counties:
Pierce
Cowlitz
Thurston
Clark
Grays
Harbor
Mason
Lewis
Wahkiakum
Pacific
The Central
Region shall consist of the following counties:
King
The
Northeast
Region shall consist of the following counties:
Ferry
Pend Oreille
Okanogan
Spokane
Chelan Stevens
Douglas Lincoln
The
Southeast Region shall consist of the following counties:
Skamania Asotin
Klickitat
Adams
Yakima
Whitman
Benton
Columbia
Garfield
Walla Walla
Grant
Franklin
Kittitas
Section 2: The officers of
each region shall be: A Chair or Co-Chair. The Regional Chair shall have
one (1) vote on the Board of Directors or Co-Chairs shall each have one-half
(1/2) vote. Board standing Committee Chairs shall have one-half (1/2)
vote. In the event a Co-Chair is absent from a Board of Directors meeting,
the Co-Chair present will hold a full vote.
Section 3: Duties---The
Chair or Co-Chairs shall be the presiding officers of the Region and shall
perform such duties as are consistent with the principles of the Constitution
and By-Laws of this Association in furtherance of the development of the Region
toward the end of promoting a vital and progressive State Association.
S/he shall preside at all Regional Meetings and shall have duties, consistent
with the structure of his/her Region, as are possessed by the President of the
Association with reference to the Association.
S/he shall provide for
regular Regional Meetings and s/he shall within sixty (60) days after s/he takes
office call a committee together to consider and determine dates and
arrangements for Regional Committee parallel to Standing Committees of the
Association and such special and other committees as the interests of the Region
indicate to be desirable. S/he shall make appointments to other committees
as provided by the Constitution and By-Laws.
Section 4: At the end of
his/her term of office, each officer shall deliver to his/her successor all
books, records, and property belonging to the Association which have been in
his/her possession.
Section 5: Election of
Regional Officers shall be at the same time as the election of the officers of
this Association
If Regional offices become
vacant, the President may appoint persons to those positions.
Section 6: Elections---The
candidate for each office receiving the greatest number of votes shall be
elected.
In the event of a tie, the winner will be decided by lot to be cast by the Chair
of the Nominations and Elections Committee no later than the next scheduled
Board Meeting. The Chair or Co-Chair shall serve for two
calendar years. The Regional Chairs shall be members of the Board of
Directors of this Association during their term of office.
Section 7: Standing
Committees---Members of the Association Standing Committees shall be members of
the Standing Committees of the same classification in the regions they
represent. One member of each of the Association Standing Committees
shall be designated by the Regional Chair as Chair of the Regional Committee.
Section 8:
Districts---District groups may be formed within any Region or Regions for any
purpose relating to the field of corrections if interest warrants.
Section 9: Such By-Laws as
are necessary for the operation of the program within the Region shall be
drafted by the Regional Officers. This proposed draft shall then be
submitted to the Board of Directors for their approval and for determination of
the fact that they do not conflict with any provision of this Constitution and
By-Laws. Upon approval of the Board of Directors, the By-Laws may be
amended by a majority vote of those voting at any duly announced regional
meeting. Amendments must also be approved by the Board of Directors before
they become operative. Said By-Laws and future amendments thereto shall be
submitted to the regional membership for approval.
ARTICLE XIV (Amendments)
An amendment to these
By-Laws may be proposed by the Board of Directors or by a petition in writing
signed by at least twelve (12) voting members of this Association. The
proposed amendment must be read at a regular meeting of the Board of Directors
and can be voted on by the Board of Directors after at least one publication of
the proposed amendment in the Association newsletter. A two-thirds
majority of the members of the Board of Directors voting is necessary for
approval. Such amendment shall go into effect immediately unless the
amendment itself states otherwise.
WASHINGTON CORRECTIONAL ASSOCIATION AWARDS
The WCA will annually
recognize the achievements of individuals and/or organizations who make
outstanding contributions to the field of corrections by presenting
appropriately inscribed plaques to those selected. Each year, the
President will appoint a chair who will appoint a committee to solicit
nominations for awards, evaluate the nominees and make recommendations to the
Board of Directors. At the Board's discretion, more than one award may be
made in each category, or if no deserving candidates are nominated in any given
category, that category award shall not be given.
The approved categories for
awards and the criteria for each area:
Citizen Award:
To be awarded to an individual or agency not employed by any
correctional agency or program, who has made major contributions to the success
of corrections and/or to furthering the aims of the field of corrections.
Professional Award:
To be awarded to an individual employed in corrections, who has
made major contributions to enhancing the effectiveness of corrections through
that employment or who exemplifies the image of professionalism in the
corrections field.
News Media Award:
To be awarded to an individual or agency employed in the news
media, who has made major contributions to enhancing public awareness of
correctional issues and goals through that employment.
Academic Achievement Award:
To be awarded to an individual employed in academia, who has
enhanced the success of corrections programs or furthered the aims of
corrections through excellence in education.
Special Award:
To be awarded to a member of the WCA who has made major
contributions to furthering the aims and goals of the Association through
activities performed on behalf of the Association.
Law Enforcement Award:
To be awarded to an individual or agency employed in law
enforcement who has made a major contribution to enhancing the effectiveness of
law enforcement through that employment or who exemplifies the image of
professionalism in the law enforcement field.
Helen B. Ratcliffe Award:
To be awarded to an individual (man or woman) who has, through
individual efforts, enhanced or supported the professional growth of women in
corrections.
The nominations process has
been made as simple as possible in order to encourage participation. A
committee consisting of members representing the regions will review the
nominations received from our membership and create a slate of recommended
candidates that will be voted on at the July Board meeting.
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