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Maryland Correctional Administrators Association By-Laws ARTICLE I General Section 1: Title This Association is known as the "Maryland Correctional Administrators Association"; hereinafter referred to as "the Association." Section 2: Definitions For the purpose of these by-laws the following definitions apply. Correctional Facility: Any Adult Correctional Institution (ACI), Adult Detention Center (ADC), Adult Community Correctional Facility (ACCF) or any Adult Place of Confinement (APC) as defined in Title 12, Subtitle 14 of the Code of Maryland Regulations. Jurisdiction/Subdivision: Each of the twenty-three counties and each private, organization serving adult offenders in Maryland shall be considered a local jurisdiction. The State Department of Public Safety and Correctional Services is considered as one (1) jurisdiction/subdivision representing the interests of the State. Supporting Agencies: State or local government organizations whose mission is deemed as being related or tangential to the goals and objectives of the Association. ARTICLE II Association Mission Statement The Mission of the Maryland Correctional Administrators Association is to provide opportunities for the development of skills, knowledge and initiatives, to maintain the integrity, and further the interests of Corrections throughout the State of Maryland. ARTICLE III Association Vision Statement The Maryland Correctional Administrators Association is committed to continuous improvement in Corrections for the purpose of promoting enhanced public safety in Maryland. ARTICLE IV Association Goals and Objectives The Association seeks to attain the following goals and objectives: Meet regularly to develop and advance the principles of modern corrections. Establish unity and consensus among local and state correctional administrators on matters of mutual interest and concern. Propose, advocate and monitor relevant legislation. Promote and assist in the development of minimum standards for the management and operation of correctional facilities and inmate programs. Obtain representation on public and private policy making bodies which impact and affect correctional facilities and programs. Promote and encourage the development of staff training resources and programs. Facilitate the coordination of operational and administrative activities between member agencies. Coordinate the collection and analysis of relevant data; sponsor research. Encourage and promote the development, implementation and refinement of effective alternatives to incarceration and reintegration programs. Assist the various jurisdictions in the development of appropriate and adequate correctional resources by coordinating technical assistance between correctional agencies. Encourage advanced levels of knowledge, expertise, initiative, integrity and leadership in the various aspects and elements of corrections throughout the State of Maryland. ARTICLE V Membership, Quorum, Vote, Dues, Rules of Order, Endorsements Section 1: Membership Any individual serving in, or those who are otherwise interested in, corrections in the State of Maryland are eligible for membership in this Association. If in dispute, the Executive Board will determine the type of membership of prospective members. There are four (4) types of membership: Regular Member: A regular member is a correctional administrator and/or his/her designated staff member(s). Each local jurisdiction may have up to six (6) regular members; each member having one (1) vote. All regular members have voting powers at membership meetings. All private organizations are considered one (1) jurisdiction; each member having one (1) vote. Member agencies are required to submit the names of their representatives no later than October 1st of each year or within 45 days of a vacancy. Each State Correctional Agency/Institution and facility may have the number of members/votes as specified hereafter. The following State agencies and institutions are eligible for regular membership. Secretary/Designee, Department of Public Safety and Correctional Services. Three (3) regular members/votes. Commissioner/Designee, Division of Correction. Three (3) regular members/votes. Director/Designee, Division of Parole and Probation. Three (3) regular members/votes. Chairperson/Designee, Maryland Parole Commission. Three (3) regular members/votes. Executive Director/Designee, Maryland Correctional Training Commission. Three (3) regular members/votes. Executive Director/Designee, Maryland Commission on Correctional Standards. Three (3) regular members/votes. Commissioner/Designee, Division of Pre-Trial and Detention Services. Three (3) regular members/votes. Executive Director/Designee, Governor's Office of Crime Control and Prevention. Three (3) regular members/votes. Executive Director/Designee: State of Maryland, Mental Hygiene Administration, Special Populations Division. Three (3) regular members/votes. Executive Director/Designee: State of Maryland, Alcohol Drug Abuse Administration, Criminal Justice Division. Three (3) members/votes. Warden/Designee: Eastern Correctional Institution. One (1) regular member/vote. Warden/Designee: Maryland Reception, Diagnostic and Classification Center. One (1) regular member/vote. Warden/Designee: Metropolitan Transition Center. One (1) regular member/vote. Warden/Designee: Maryland Correctional Adjustment Center. One (1) regular member/vote. Warden/Designee: Maryland Correctional Institution for Women. One (1) regular member/vote. Warden/Designee: Maryland Correctional Institution - Jessup. One (1) regular member/vote. Warden/Designee: Maryland House of Correction. One (1) regular member/vote. Warden/Designee: Maryland House of Correction Annex. One (1) regular member/vote. Warden/Designee: Roxbury Correctional Institution. One (1) regular member/vote. Warden/Designee: Maryland Correctional Institution - Hagerstown. One (1) regular member/vote. Warden/Designee: Maryland Correctional Training Center. One (1) regular member/vote. Warden/Designee: Western Correctional Institution. One (1) regular member/vote. Warden/Designee: Patuxent Institution. One (1) regular member/vote. Warden/Designee: Brockbridge Correctional Facility. One (1) regular member/vote. Commander/Designee: Herman L. Toulson Boot Camp. One (1) regular member/vote. Executive Director/Designee: Central Home Detention Unit. One (1) regular member/vote. Administrator/Designee: Central Laundry Facility. One (1) regular member/vote. Warden/Designee: Maryland Correctional Pre-Release System. One (1) regular member/vote. Administrator/Designee: Baltimore City Correctional Center. One (1) regular member/vote. Administrator/Designee: Baltimore Pre-Release Unit. One (1) regular member/vote. Administrator/Designee: Baltimore Pre-Release Unit – Women’s Annex. One (1) regular member/vote. Administrator/Designee: Eastern Pre-Release Unit. One (1) regular member/vote. Administrator/Designee: Jessup Pre-Release Unit. One (1) regular member/vote. Administrator/Designee: Poplar Hill Pre-Release Unit. One (1) regular member/vote. Administrator/Designee: Southern Maryland Pre-Release Unit. One (1) regular member/vote. Associate Membership: Any person sponsored or recommended by a Regular Member of the Association, who may uphold its intent as noted in Articles II and III, shall be deemed eligible for membership. Associate members do not have voting rights. Business Membership: Any company producing products or services designed for and intended to promote the principles of modern corrections and which is sponsored or recommended by any Regular Member of the Association, which shall uphold its intent as noted in Article II and III, may be deemed eligible for membership. Business Members may be placed on an agenda of the Association with the expressed consent of the President and may only use displays at Association sponsored events with the approval of the Executive Board. Business members do not have voting rights but may serve on committees where appropriate. Lifetime Member: Any regular member, upon their retirement may be eligible for lifetime membership. A lifetime membership recognizes and honors the contributions made to the Association and the corrections profession by an individual over the span of a career. Lifetime memberships are bestowed and conferred by a vote of the regular membership following appropriate nomination by a current regular member. Lifetime members are exempt from paying annual dues and have one (1) vote as outlined in Article V, Section III. Lifetime members cannot hold elected office, but may serve on committees. Section 2: Quorum For voting purposes a quorum of the membership, as defined below, must be present to conduct/transact the business of the Association. General Membership Meetings: At least twenty (20) regular members from at least eight (8) jurisdictions/agencies must be present as determined by the Association’s Secretary. Executive Board Meetings: At least eight (8) Executive Board members from at least five (5) jurisdictions/agencies must be present as determined by the Association’s Secretary. Section 3: Vote Simple Majority: A simple majority vote is required for passage of any motion. The President may take a motion from the floor, which must be seconded for a vote to occur. The vote may be either a voice vote or a show of the hands for or against a seconded motion. The presiding official determines the outcome of all simple votes and his/her decision is final. Each jurisdiction in attendance may have up to six (6) votes, with the exception of the State, which will have a total of [Fifty-five] (55) votes as enumerated in Article V, Section I. A. A vote by proxy is not allowed under any circumstance. Voting Eligibility: In order for a regular or lifetime member to exercise (his/her) vote they must: Be in attendance at the regular membership meeting during which the vote is cast. Be current in the payment of annual dues as required in Section 4 of this Article, as determined by the Treasurer. With the exception of the first 12 months of membership, in order to be eligible to vote for officers of the Association, in addition to A and B above, a regular member must have attended at least one-half (1/2) and not less than two (2) regular membership meetings annually. For voting purposes, the annual conference is not considered a General membership meeting. Separate and specific rules governing the vote for election of Association officers are enumerated in Article VI, Section 7 of these By-Laws. Section 4: Membership Dues and Fees Membership Dues are payable by July 01 of each year. The amount of the various membership dues and any other association fees shall be proposed annually by the Budget and Finance Committee for approval by a vote of the Executive Board. Section 5: Membership Year The membership year will run from July 1 through June 30, annually. Any member whose dues are three months in arrears are ineligible for active participation in association activities, including voting, until dues are paid. Section 6: Rules of Order The rules contained in the most current edition of Robert’s Rules of Order shall govern the Association in all cases to which they are applicable, and in which they are not inconsistent with these By Laws. Any amendment to the By Laws of this Association requires a two-thirds majority vote for approval. Section 7: Endorsements The Association shall not endorse candidates for office or employment nor endorse services or products. The Association may endorse or promote legislation, laws, rules, regulations, policies, and procedures that are in the best interest of the Association as approved by the Executive Board. ARTICLE VI Officers and Meetings Section 1: Association Officers The elected officers of the Association are: President Vice-President Treasurer Secretary Section 2: Eligibility Only Regular Members are eligible to hold office. Each officer serves a term of two (2) years and cannot serve successive terms in the same office with the exception of the Secretary or Treasurer. Section 3: Executive Board The Executive Board is comprised of the four (4) elected officers, the Committee Chairpersons, the Regional Representatives, and the most recent past President. Regional representatives are appointed by the President when one of the regions listed below is not otherwise represented by an officer or a committee chairman. Region 1 Garrett, Allegany, Washington, Frederick and Carroll Counties Region 2 Montgomery County/Prince George’s County Region 3 Calvert, Charles and St. Mary's Counties Region 4 Anne Arundel, Baltimore, Howard and Harford Counties Region 5 State Agencies Region 6 Cecil, Kent, Queen Anne's and Caroline Counties Region 7 Talbot, Dorchester, Wicomico, Somerset, and Worcester Counties The Executive Board performs the following functions: Establish annual organizational goals consistent with the Association's objectives contained herein and make policy or establish positions consistent with these goals and objectives when time constraints prohibit the advice and consent of the membership regarding a particular issue. Review and approve an annual budget and, when necessary, approve expenditures beyond the annual budget only when such funds are available. Review and approve any grant application and/or special program activities sponsored by the Association and determine management of grants. Review proposed legislation. A meeting of the Executive Board will be scheduled as needed to discuss legislative matters. Representing regional areas, Executive Board members will encourage and develop a broad based membership and further determine membership categories. Review and approve recommended By-Law changes and amendments prior to presentation in writing to the general membership. Provide administrative oversight of the Maryland Correctional Administrator Scholarship Foundation in accordance with the Articles of Incorporation and By Laws of that organization. Section 4: Transfer of Power If, at any time, the President is unable to act, by reason of absence, or otherwise, the Vice-President takes his/her place and performs all the duties of the President. If neither the President nor Vice-President is available to act, the Treasurer or Secretary presides in that order. Section 5: Meetings General membership meetings are held at least four (4) times each calendar year. The specific time and place of the next general membership meeting is announced prior to the adjournment of each meeting. Special meetings may be called at the discretion of the President. The President calls an Executive Board meeting or special meetings at his/her discretion or when requested in writing, stating business to be acted upon, by six (6) or more members representing at least six (6) jurisdictions. Section 6: Election of Officers Biennial elections shall have candidates for the following offices: Vice President, Treasurer and Secretary. The Vice President becomes President by acclimation in two years. Elections are held prior to June 1st every other year beginning in 1995. The President establishes the date of election and selects the Nominating Committee consisting of seven (7) members representing each of the seven (7) different regions as defined in Article VI, Section 3 of the By-Laws. The President appoints a Chairperson from one of the seven (7) regions to serve in that capacity. This Committee is appointed at least six (6) months before the election meeting. At its first meeting, the nominating committee issues a memoranda requesting that the General Membership submit nominations to the committee. All such nominations must be received by the nominating committee at least sixty (60) days prior to the scheduled election. Note: Nominations may be accepted from the floor up to and including the general membership meeting preceding the elections. The nominating committee shall select at least one (1) candidate for the following Association offices: Vice President Treasurer Secretary The slate of candidates is presented to each regular and lifetime member for voting on a separate and official written ballot. Write in candidates are neither permitted nor accepted. The voting takes place in strict accordance with the following: The Secretary determines each member’s eligibility to vote. A member of the nominating committee provides each eligible member a separate ballot with all candidates for the respective offices listed thereon. Members cast their vote(s) in private and deposit the completed ballots in a secure ballot box. When all votes are cast, the chair of the nominating committee opens the ballot box and supervises the counting of the ballots. The nominating committee verifies the results and presents them in writing to the President who in turn announces the results to the membership. The Vice President of the Association shall by acclimation be elevated to the position of President for the next two (2) years. The term of each office shall be two (2) years. ARTICLE VII Vacancies and Removal Section 1: Vacancy Whenever any vacancy occurs in any office, such vacancy may be filled by the Executive Board and/or the term of such an officer shall expire on the seating of his/her successor or after the next biennial election. Section 2: Removal Any officer or member of the association may be removed for adequate cause by a two-thirds majority vote of the Association's general membership upon recommendation of the Executive Board. ARTICLE VIII Duties of Officers Section 1: President The President presides at all meetings of the Association, calls Executive Board meetings and, special meetings of the members, affixes the name of the Association and signs all instruments that may require the same, and discharges such other duties as may be required of him/her consistent with the law and these By-Laws. Section 2: Vice-President The Vice- President assists the President in discharging his/her duties and functions and, in the President's absence accedes to the functions and performs the duties which would otherwise be required of the President, if present. The Vice-President oversees all committees. Specifically, the Vice-President: Ensures committees meet; Monitors committee work and progress; Ensures mandated committee functions are performed and/or met; Section 3: Treasurer The Treasurer is assigned the following duties: Maintain all financial reports; Receive all the funds of the Association and deposit same in such banks as directed by the Executive Board. The same shall be paid out only under the direction of the President, Executive Board, or a vote of the general members; At least annually, prepare and submit to the Association a statement showing the financial condition of the Association; Obtain an independent audit of the Association’s financial records annually; Notify the Secretary of those members delinquent in the payment of dues by October 01 of each year. Section 4: Secretary The Secretary is assigned the following duties: Keep a full and complete record of proceedings of the meetings; Keep the seal of the Association and affix the same to all instruments executed by the President which may require it; Keep a current list of all members and their addresses; Classify membership applications; and when in dispute submit such applications to the Executive Board for a final determination. Notify members of their election to membership; Notify membership of arrears, dues and meetings; Perform other administrative services as the Association may require. ARTICLE VIIII Committees Section 1 Within sixty (60) days after the annual meeting for election, the President elect appoints chairpersons and vice chairpersons for each standing and ad hoc committee. The committee chairperson appoints committee members. The following standing and Ad Hoc committees are established: Legislative Committee (Standing): It Shall: Obtain, review, comment and make recommendation(s) concerning proposed legislation; Draft legislation and forward it to the Executive Board for review prior to final approval by the general membership; Educate and enlighten legislators and politicians regarding specific legislation on correctional issues in general; as by the membership of the Association. Coordinate testimony on legislation identified and approved by the Executive Board, and Submit Committee Activity Reports to the Executive Board and General Membership. Training, Research and Professional Development Committee (Standing): It Shall: Collect, organize and disseminate technical data, that assists correctional facilities (e.g. court opinions, new program developments, new security techniques, management tools, research studies, etc.); Provide coordination of technical assistance between various facilities. Assist County or State jurisdictions in the development, implementation and refinement of work release, pre-release and reintegration programs; Provide qualified members of State, County, or City jurisdictions to make presentations concerning effective correctional practices; Serve as Association liaison with the Maryland Correctional Training Commission staff to advise on County Maryland and State agency training needs and provide a mechanism for feedback concerning program outcomes; Develop training resources and make them available to assist other agencies when a need exists. Devise a uniform system for gathering and disseminating statistical data which will result in an accurate and useful data base. Conduct research as approved by the Executive Board and Submit Committee Activity Reports to the Executive Board and General Membership. Budget and Finance Committee (Standing): It Shall: Prepare and submit to the Executive Board an annual budget which supports the Association’s goals and objectives. Conduct an internal audit annually and report results to the Executive Board. Review and recommend financial strategies for the deposit of Association Funds. Submit Committee Activity Reports to the Executive Board and General Membership. Prepare and submit recommendations for each year’s membership dues and association fees. Mental Health/Substance Abuse (Standing): It Shall: Coordinate the collection, evaluation and dissemination of information regarding mental health/substance abuse issues in corrections. Identify and coordinate training and resources. Identify and report on available Federal, State and local resources. Serve as Association liaison with State and Local agencies regarding Mental Health/Substance Abuse Issues. Submit Committee Activity Reports to the Executive Board and General Membership. Information Resource and Technology Committee (Standing): It Shall: Develop and implement Association’s Public Relations Plan. Promulgate and review Association’s Mission, Goals, and Objectives. Disseminate Association’s position on issues deemed relevant to the membership. Prepare any materials or documentation necessary to support the Association’s position, including but not limited to press releases, fact sheets and position papers. Stay abreast of and report current trends and new innovations in correctional technology. Contact vendors, obtain samples, schedule demonstrations, test and evaluate new technologies. When possible and appropriate, coordinate BETA Testing of products. Submit Committee Activity Reports to the Executive Board and General Membership. Standards Committee (Standing): It Shall: Keep the membership informed of the activities of the Maryland Commission on Correctional Standards. Stay abreast of and report on current national trends affecting standards. Ensure full representation of state, local, private and other entities during review and revision of Maryland’s regulations. Submit Committee Activity Reports to the Executive Board and General Membership. State and Local Policy Board (Standing): It Shall: Be comprised of highly qualified and experienced correctional professionals representing the diverse nature of the Corrections profession within Maryland. Promote public safety through the development and implementation of effective integrated statewide correctional processes; Identify issues, develop policy statements and foster cooperative action to assist correctional professionals in fulfilling their respective functions. Offer guidance for decision making in the field, inform political leaders, and educate the public whenever possible and appropriate. Submit Committee Activity Reports to the Executive Board and General Membership. Legal Issues Committee: (Ad Hoc): It Shall: Keep the Association informed of relevant case law. Provide or obtain legal advice at the request of the President. Draft legislation for introduction by the Association. Submit Committee Activity Reports to the Executive Board and General Membership. By-Laws Committee (Ad Hoc): It Shall: Conduct a biennial review of the Association By Laws. Solicit and maintain By-laws concerns from the membership. Present to the Executive Board in writing any recommended changes to the By Laws prior to an Association vote. Submit all proposed amendments in writing to the membership at least ten (10) days prior to the General Membership meeting at which they will be considered. A two-thirds majority vote is necessary for the amendment to be approved. Submit Committee Activity Reports to the Executive Board and General Membership. Section 2 The Committee Chairperson or Vice-Chairperson shall be prepared to make a report of committee activities at each membership and Executive Board meeting. Any recommendation presented to the membership at a general meeting or to the Executive Board for action must be presented in written as well as oral form. Standing Committees shall meet at least quarterly or with such frequency as necessary to accomplish the committee’s mission as approved by the President. Ad Hoc Committees shall meet as needed and/or as directed by the President. Published 11/2001 Article V, Section 7 Endorsements was approved and published 5/14/2003 Revised August 2009 Webmaster: Cindy Reisberg