Maryland Criminal Justice Association

Bylaws

1. To provide a professional association of persons, agencies and organizations, both public and private, who hold in common the goal of bettering the professions of criminal justice and enhancing their contribution to 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 Bylaws.
4. To publish and distribute a newsletter and other information such as a website.
5. To conduct and/or sponsor training conferences and meetings.
6. To promote recognition of criminal justice professions and those who work in these professions.
7. To promulgate and promote a code of ethics applicable to its members.
8. To recognize professional development by awarding scholarships to universities and higher education for students in the criminal justice curricula.
9. Todevelop and maintain liaisons with national associations for mutual assistance and the interchange 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 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 and juvenile justice services.

1. Membership shall be open to all persons who are interested in and supportive of the MCJA, subscribe to its Constitution and Bylaws, and pay annual dues.
2. Membership in the MCJA shall be of three types:
   1. Dual:  Person employed in the fields 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 fields 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, affiliates).
3. Application must be upon the form accepted, prescribed, and furnished by ACA or MCJA Executive Board.
4. MCJAmembership 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 year 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 Bylaws.

1. The MCJA Executive Committee (Committee) shall consist of the following:
   1. Elected Officers as established in Article V of these Bylaws and
   2. The Past President.
2. The MCJA Board of Directors (Board) shall consist of the following:
   1. The Executive Committee
   2. Standing Committee Chairpersons as established in Article VII of these Bylaws; and
   3. Liaisons as established in Article VIII of these Bylaws.
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 Elect 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 Bylaws.
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 Bylaws 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 Bylaws.

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:
      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.
      1. 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 Bylaws.
   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.
   
   Article V - ELECTED OFFICERS
   
   
   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 Standing Committees and Liaisons as established in Article VII and VIII, respectively, of these Bylaws.  Special Committees may be established and a Chair appointed, with Board approval.
      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 only include President, President Elect, Treasurer, Secretary, other Board members, and Past President. If aforementioned candidates are unable to attend the EC shall designate Delegates 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, mileage, tolls, airline flights, conference registration and transportation to and from airport when applicable. Receipts must be submitted to the EC for review and approval. A $50.00 maximum daily per diem shall be allotted to the Delegate(s) for meals upon review of itemized receipts, excluding alcoholic beverages.
         2. The above guideline applies to other conferences or seminars as approved for attendance by the Board of Directors.
      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 Bylaws.
      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. Perform other duties as may be assigned by the President or Board.
   
   Article VI - ELECTIONS
   
   
   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 by June 15.  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 Bylaws.

   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.
      
      The Elections Coordinator shall have the following duties:
      1. Submit an article in the Spring MCJA newsletter 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 Bylaws.
      3. Prepare the ballots, including the nominees’ biographical statements and mail them to all members of the Association no later than July 1 with a deadline for return of July 31.
      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.
   
   ARTICLE VII – COMMITTEE CHAIR DUTIES
   
   
   1. There may be the following Ad Hoc and Standing Committees and duties to fulfill the MCJA constitutional purposes and objectives:
      1. Elections (Ad Hoc)
         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 Coordinator from the Board.
      2. Communications
         Promotes, through various media, the MCJA. Publishes and distributes the MCJA newsletter and oversees the maintenance of website for the membership.
      3. Membership
         Promotes membership in the MCJA by arranging a continual recruitment drive that reaches out to all the state and local criminal justice disciplines and agencies in Maryland.
      4. Scholarships and Awards Ad Hoc
         Recommends to the Board the creation of awards and scholarships and establishes the criteria for receiving such an award or scholarship. Publishes the criteria for applying for the award and scholarship in the MCJA newsletter and/or website. Recommends, for Board approval, the most qualified candidate according to those criteria.

      5. Professional Development
         Coordinates and develops training and educational opportunities for MCJA members and interested parties.   Provides input for conference programs and specialized training.
      6. Conference
         Plan and produce a spring and fall conference, including to but limited to site selection, conference theme, and program format.
   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. A Special Committee (Ad Hoc) 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.
   
   Article VIII – LIAISONS
   
   
   1. There may be the following MCJA Liaisons with respective duties to fulfill the MCJA constitutional purposes and objectives:
      1. LEGISLATIVE LIAISON
         Advise the Board of developments in legislation and relevant case law relating to corrections and court services.
      2. OTHER – As determined by the Board.
   2. The President shall appoint and 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.
   
   Article IX – CONFERENCES
   
   The MCJA shall hold an annual training conference in conjunction with the annual meeting of the Board.
   
   Article X – AMENDMENTS
   
   
   1. The Bylaws may be amended by the action of the membership. An amendment may be suggested by the recommendation of the Board or by petition to the President signed by twenty-five members in good standing of the MCJA.
   2. Notice containing the full text of any proposed amendment shall be given to the membership, in writing, 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, by written ballot, to the membership and upon two-thirds affirmative vote of those voting, the amendment shall be approved and effective.
   
   
   Adopted 05/23/07