Maryland Criminal Justice Association

Bylaws

1. To provide a professional association of persons, agencies and organizations, both public and private, who hold in common professions in criminal justice and make contributions to enhance those professions.
2. To encourage enrollment of persons, agencies and organizations, whose areas of interest, expertise and concern have commonality within criminal justice fields and whose goals and principles are consistent with the MCJA.
3. To establish a Mission and promulgate and promote policies consistent with this Constitution and its By-laws.
4. To publish and distribute varied information in several media formats.
5. To conduct and/or sponsor training conferences and meetings.
6. To promote networking of public and private agencies, and individuals engaged in the criminal justice profession and closely related fields.
7. To promulgate and promote a code of ethics applicable to its members.
8. To recognize professional development by awarding scholarships to universities, higher education, workshops, or other professional organizations for students in the criminal justice curricula.
9. To develop and maintain collaborative relationships with national associations and agencies for mutual assistance and the exchange of ideas and information.
10. To promote ACA and Maryland standards relating to services, facilities and management within the criminal justice fields.
11. To review, periodically, legislative and statutory matters being considered before the state legislature and courts respectively, relating to the fields of criminal justice to include but not limited to corrections, parole and probation, court services law enforcement, and juvenile justice services for the purpose of educating the membership.
12. To support the goals and objectives of the American Correctional Association.

1. Membership shall be open to all persons who are interested in and supportive of the MCJA, subscribe to its Constitution and By-laws, and pay annual dues.
2. Membership in the MCJA shall be of three types:
   1. Dual: Person employed in the field of criminal justice in Maryland with joint membership in the American Correctional Association (ACA) and privileges of ACA, depending on the level of membership as designated by ACA Professional I, Professional II, or Executive Gold.
   2. Associate: Person not employed in the field of criminal justice in Maryland, but who is interested in MCJA (e.g. student, volunteer, retired professional) and has limited membership privileges in ACA membership designated as an Associate.
   3. Other Considerations: As established by ACA (e.g. supporting patrons, organizations, library, and affiliates).
3. Application must be upon the form accepted, prescribed, and furnished by ACA or MCJA Executive Board.
4. MCJA membership rights for those members whose dues are paid-in- full for the current membership year are as follows:
   1. Dual: Eligible to hold certain elective offices; vote at conferences; receive publications; and attend conferences at a reduced registration fee. Additional membership privileges accrue with ACA depending on the level of membership.
   2. Associate: Same membership rights as a MCJA Dual member and those rights accruing with ACA Associate membership, except they cannot hold elected office or vote.
5. Membership dues shall be for the current membership years as determined by ACA requirements or options.
6. The MCJA Executive Committee shall have the power and responsibility to terminate the membership of any MCJA member for non- payment of dues or for behavior that conflicts with either the ACA Code of Ethics or MCJA’s Constitution or By-laws.

1. The MCJA Executive Committee (Committee) shall consist of the following:
   1. Elected Officers as established in Article V of these By-laws and
   2. The Past President.
2. The MCJA Board of Directors (Board) shall consist of the following:
   1. The Executive Committee
   2. Committee Chairpersons as established in Article VII of these By- laws; and
   3. Liaisons as established in Article VIII of these By-laws.
3. Members of the MCJA shall be in good standing in order to fill one of the above positions.
4. The Committee and Board shall provide oversight of the President.
5. The Committee shall assign additional duties to the Board.
6. The Board may declare a vacancy when a member of the Board does not attend at least half of the yearly scheduled meetings. This does not apply to members who have made appropriate prior notification or have extenuating circumstances that have been presented to the Board.
7. In the event a Board member does not attend the requisite meetings, the President will notify, in writing, that member of the Board’s right, at the next scheduled meeting, to declare a vacancy of that member’s Board position.
8. If an Elected Officer does not attend the requisite meetings, the President shall provide such notice.
9. The member receiving notice shall have the opportunity to explain his/her lack of attendance. If any member provides such notice then he/she shall report that action at the next Board meeting. A Board member may then move to declare such vacancy and a vote may follow. If a vacancy is declared, then it is filled according to these By-laws.
10. The Board shall serve as a governing board with the power to transact business and determine programs and policies of the MCJA between annual meetings. The Board may authorize the President to enter into or execute any contract or any other instrument in the name of and on behalf of the MCJA.
11. At least three months prior to the start of a new fiscal year the Board shall approve, by vote, the MCJA annual budget. The fiscal year of the MCJA shall be from January 1 through December 31.
12. The President as established in Article V of these By-laws shall schedule board meetings and the President as necessary may schedule such other meetings. One of the meetings shall be an annual meeting and take place in conjunction with the spring or annual conference.
13. Robert’s Rules of Order Newly Revised shall be the rules of order for the orderly transaction of business in meetings and to the duties of Officers in that connection. A majority of the Board present shall constitute a quorum. The votes of a majority of the quorum shall be the act of the Board.
14. The Board shall act upon recommendations of the Executive Committee as established in Article IV of these By-laws.

1. The Executive Committee (EC) of the Board shall consist of the four (4) elected officers: President, President Elect, Secretary, and Treasurer and the Immediate Past President.
2. The President shall be the Chairperson of the Executive Committee. Meetings of the EC may be called at any time by the President and may be conducted by conference telephone or other conferencing methods. All proceedings shall be documented in writing and presented by the Secretary at the next Board meeting.
3. The duties of the EC are:
   1. Meet and prepare an annual budget for review and approval at the Board meeting scheduled at least three months in advance of the new fiscal year.
   2. May determine the financial investments of the MCJA pursuant to the following guidelines:
      1. MCJA funds reserved for investment shall be set in the range of 15 percent to 20 percent of the MCJA’s monetary assets unless otherwise approved by the Board.
      2. The investments shall be categorized by a recognized investing authority as having not greater than a moderate risk for loss of funds. MCJA funds shall not be in high-risk investments.
   3. Consider, create, and recommend administrative policy issues to the Board.
   4. Monitor and assist the Board of Directors in fulfilling their duties as established in Article VII of these By-laws.
   5. Establish an agenda for Board meetings and MCJA conferences.
   6. Perform all other duties assigned by the President and the Board.
   7. In fulfilling these duties, the EC shall make recommendations to the Board for action and or vote.

1. The MCJA officers shall be: President, President Elect, Treasurer, and Secretary.
2. The President shall have the following duties:
   1. Schedule the Board meeting dates and directs the Secretary to send notice to the Board. A preset Board meeting shall be scheduled in conjunction with the scheduling of conference dates.
   2. Preside at MCJA conferences and Board meetings, including the meeting at which the President Elect succeeds the President.
   3. Meet with the EC to prepare an annual budget for review and approval at the designated Board meeting.
   4. With Board approval, appoint Chairpersons of the Committees and Liaisons as established in Article VII and VIII, respectively, of these By- laws.
   5. Represent the Board between its meetings and report to the Board all-important interim actions.
   6. Be the official spokesperson for the MCJA and represent MCJA’s membership at the Maryland Correctional Training Commission’s regularly scheduled meetings. The President may send a designee if needed.
   7. Ensure proper management of the MCJA budget and investments.
   8. Ensure that the MCJA is represented by its full allocation of Delegates at all meetings/ conferences of the ACA. The Delegate representation shall be designated by the President, after consultation with the EC. The Delegate representation shall only include President, President Elect, Treasurer, Secretary, Immediate Past President, and other Board members. If aforementioned candidates are unable to attend the President shall designate Delegates from the membership to attend.
      
      The Delegates’ expenses shall be defrayed, in whole or in part, by MCJA.
      1. The Delegate(s) expenses shall be defrayed for lodging, transportation (e.g. mileage, tolls, airline flights, ground transportation), and conference registration, when applicable. Mileage and per diem shall not exceed the Federal rate and shall be included in the annual budget. Reimbursement shall be provided upon review of itemized receipts.
      2. The above guideline applies to other conferences or seminars as approved for attendance by the Board of Directors and supported by the budget.
   9. Submit an annual report to ACA.
   10. Perform other duties as may be assigned by the Board.
3. The President Elect shall have the following duties:
   1. Assume the office of President at the end of the term of the President.
   2. In the event that the President is unavailable, may serve as MCJA’s liaison to other professional associations in the criminal justice profession.
   3. Monitor compliance with the Constitution and its By-laws.
   4. Preside at the MCJA meetings and conferences in the absence of the President.
   5. Assume the duties of President if that office is vacated for any reason.
   6. Perform other duties as may be assigned by the President or Board.
4. The Secretary shall have the following duties:
   1. Take minutes of the Board and EC meetings and, within 14 days of that meeting distribute them to the Board.
   2. Maintain a current list of Board members to include their terms of office, if applicable, Board positions and contact information, and distribute it to the Board at least two (2) times a year.
   3. Send, in writing or by electronic transfer, at least 10 days advance notice to the Board of the time and place of a Board meeting.
   4. Be custodian of the MCJA records and correspondence, see that the books, reports, statements, certifications and all other documents and records required by law are properly kept and filed such as the Statement of Continued Existence as a non-profit corporation with the Secretary of State.
   5. Perform other duties as may be assigned by the President or Board.
5. The Treasurer shall have the following duties:
   1. Be bonded for the faithful discharge of his/her duties as the Board may require, at the expense of the MCJA.
   2. Custody and disbursement of MCJA funds, investments and other assets. All the MCJA funds not otherwise employed shall be deposited to the credit of the MCJA in such banks or other depositories as the Board may designate. Disbursement of the MCJA funds shall only be for those purposes as established by the approved budget of the MCJA unless the Board authorizes other non-investment disbursements. He/she shall sign or endorse all checks, drafts, or other evidence of indebtedness issued in the name of the MCJA. Financial records, including but not limited to all receipts and expenditures, shall be kept in a permanent file.
   3. Manage all funds related to training events and conferences of the MCJA.
   4. Engage a financial auditor to perform an annual compilation report or audit of the MCJA financial records. The EC shall decide which level of review is necessary. He/she shall make recommendations regarding the MCJA’s fiscal policies and the financial auditors employed by the MCJA may recommend practices as, or that may otherwise be indicated.
   5. Prepare, in writing, and present, at a minimum, a quarterly financial report to the Board. Report semi-annually, in writing, the state of the investments to the Board. Submit an annual financial report for publication in the MCJA newsletter.
   6. In close coordination with the President, shall manage the investments. To allow for the prompt payment of the MCJA’s obligations, he/she must efficiently manage the invested funds.
   7. Prepare and submit all required and pertinent financial reports and returns to the proper agencies in a timely manner consistent with the non- profit status of the MCJA.
   8. Transition to his/her successor, no later than 30 days after vacating office, all books, records and papers, as well as a transition report to include, but not be limited to, accounts, account balances, receivables, payables and any pertinent contracts or other correspondence.
   9. Perform other duties as may be assigned by the President or Board.
6. Each Committee Chairperson shall have the following duties:
   1. Schedule and preside at Committee meetings including maintaining and distributing meeting minutes.
   2. Report, if needed, Committee decisions and recommendations to the Board for final action;
   3. Submit an article for each MCJA newsletter.
   4. Manage the Committee budget if applicable.
   5. Shall develop a strategic plan for the Association, including the annual review and modification of the plan and relevant goals and objectives.
   6. Perform other duties as may be assigned by the President or Board.

1. A member, in good standing, may make nomination of a member, in good standing, for elective office, to include; President Elect, Treasurer, Secretary. The nomination shall be sent along with the nominee’s biographical statement and nominee’s consent to the Election Coordinator and received sixty (60) days prior to the voting deadline. A member may accept the nomination for only one elected office.
2. The terms of President, President Elect, Treasurer, and Secretary shall be limited to two (2) years. The Treasurer and Secretary are elected for two (2) year terms and may serve two (2) consecutive terms, or four (4) consecutive years. The elected officials’ terms shall begin at the adjournment of the annual conference in the year in which they are elected.
   
   In the event that an elected position is not filled through the election process, then the President with approval of the Board shall appoint a qualified member to serve the term of that elected position.
   
   However, if that unfilled elected position is President-elect then a special election shall be held to elect that officer pursuant to Article VI of these By- laws.
3. Any elected officer may resign at any time by giving written notice to the President. Such resignation shall take effect at the time specified therein.
   
   If a vacancy occurs for President Elect, a special election shall be held to elect that officer for the un-expired term of that office.
   
   If a vacancy occurs for Treasurer or Secretary, the President, with approval of the Board, may appoint an MCJA member, to fulfill the duties for the un- expired term of that office.
4. The Immediate Past President shall serve as the Election Coordinator. If he/she is unavailable, the President shall appoint an Elections Committee member to serve as the Election Coordinator. The Election Coordinator and Elections Committee members shall not be seeking office.

1. Submit an article in the MCJA newsletter and/or by MCJA-Alert describing the nomination and election process, including a format for biographical statements and mailing information.
2. Verify that the nominating and consenting nominated parties are in good standing as established in Article II A of these By-laws.
3. Prepare the ballots, including the nominees’ biographical statements and send them, in a format prescribed by the MCJA Board, to all members of the Association no later than 45 days prior to the voting deadline.
4. Count the votes and announce results, at the annual conference, and prepare a written record identifying the newly elected officers and their terms of office. A plurality of the votes cast shall elect a candidate. The Elections Committee shall verify the vote count.

1. There may be the following Committees and duties to fulfill the MCJA constitutional purposes and objectives:
   1. Communications Committee
      Develops, disseminates, and promotes through various media, the MCJA. The Committee shall be responsible for compiling, publishing, and disseminating the MCJA - Nexus Newsletter. The Newsletter shall be published at least four times per year. Provide general information to the public about the association and shall ensure maintenance of a website with current information. Post most current information regarding upcoming MCJA events on the website. Each Committee shall submit an article for the quarterly publication.
   2. Membership Committee
      The Committee is responsible for soliciting membership for MCJA from correctional professionals, affiliate organizations, students, and other interested individuals in the State of Maryland. Coordinate with the American Correctional Association (ACA) Membership Services Department to maintain a list of active ACA/MCJA members. The information will be reported at each Board meeting. The Committee chair works in conjunction with other committees to ensure all members receive mailings and/or notifications. Promote membership through innovative programming and work with ACA Membership Services Department to assist with the marketing needs. The Committee chair will forward MCJA membership information to new members within thirty (30) days.
   3. Scholarships and Awards Committee
      Recommends to the Board the creation of awards and scholarships and establishes the criteria for receiving such an award or scholarship. The committee publishes the criteria for applying for the award and scholarship in the MCJA newsletter and/or website. The committee recommends, for Board approval, the most qualified candidate according to those criteria.
   4. Professional Development and Training Committee
      Coordinates and develops training and educational opportunities for MCJA members and interested parties. Provides input for conference programs and specialized training.
   5. Conference Committee
      Plan and produce a spring and fall conference, including to but limited to site selection, conference theme, and program format.
   6. Constitution and By-Laws Committee
      The Committee is responsible for establishing, maintaining, and updating MCJA Constitution and By-Laws. This Committee shall be responsible for drafting and proposing amendments to the MCJA Constitution and By- Laws. The Committee shall furnish a written copy of all recommendations and/or proposed amendments to the Board for approval. The Committee shall present the proposed amendments to the membership, once approved by the Board. All suggestions and proposals pertaining to the Constitution and By-Laws shall be presented to this committee for approval prior to being presented to the Board or membership for action.
   7. Resources Committee
      The committee manages the promotion and acquisition of grants, scholarship, sponsorship, donations, and other forms of support from vendors, other professional organizations and MCJA donors for the sole purposes of supporting MCJA in carrying out its purposes and objectives.
2. The President shall appoint and the Board approves, a Chairperson from the membership for each committee. To ensure continuity in the work of such Committees, the President shall consider for re-appointment, members who have previously participated actively in Committee work. The Chairperson shall preside at Committee meetings, present Committee reports at Board meetings and take on other duties and responsibilities as assigned by the President with Board approval. At least one (1) time per year, each Committee shall submit an Annual Report for publication in the MCJA newsletter.
3. Special Committee and its members may be appointed and charged by the President with Board approval, in order to consider a special issue, the completion of which shall be reported to the Board. The term of office shall automatically cease at the end of the President’s term or at the completion of the specific task for which the committee was established and presentation of the committee’s final report.

1. There may be the following MCJA Liaisons with respective duties to fulfill the MCJA constitutional purposes and objectives:
   1. Legislative Liaison
      It shall be the duty of the Legislative Liaison to gather and monitor all legislation affecting the field of corrections. It shall be the responsibility of this Liaison to research and advise the Board of developments in legislation and relevant case law relating to corrections and court services. Identify issues, research, and write proposal drafts to be presented to MCJA membership.
   2. Elections Liaison
      Coordinates the nominating and election processes for elected offices. The Immediate Past President shall serve as the Elections Coordinator. If he/she is unavailable, the President, with Board approval, shall appoint that Liaison from the Board. The Elections Liaison shall administer the policy of the Association for submission of ballots in accordance with Article VI of the By-Laws. She/he shall ensure that each member receives an election ballot. The Liaison shall report the election results by publication and to the membership verbally.
   3. Other
      As determined by the Board.
2. The President shall appoint and the Board approves the MCJA Liaisons from the MCJA membership. To ensure continuity in the work of such Liaisons, the President shall consider for re-appointment members who have previously participated actively in Liaison work. Each Liaison shall present reports at Board meetings and take on other duties and responsibilities as assigned by the President with Board approval. The other liaisons shall submit at least one (1) such article.

1. The By-laws may be amended by the action of the membership. An amendment may be suggested by the recommendation of the MCJA Board or by petition to the President signed by twenty-five (25) members in good standing of the MCJA.
2. Notice containing the full text of any proposed amendment shall be provided to the membership, in a format prescribed by the MCJA Board, at least 15 days and not more than 45 days prior to the date of implementation of the proposed change.
3. The proposed amendment shall be presented, in a format prescribed by the MCJA Board, to the membership and upon two-thirds affirmative vote of those voting, the amendment shall be approved and effective.