WASHINGTON STATE JAIL ASSOCIATION

CONSTITUTION

(REVISED 06-02-94)

ARTICLE 1 1.1 The name of this organization shall be WASHINGTON STATE JAIL

ASSOCIATION.

ARTICLE : 2. OBJECTIVES

2.1 To standardize throughout the state , insofar as is practical , all procedures ,

terminology and forms.

2.2 To promote professionalism of jail personnel.

2.3 To act as liaison for the membership with the legislature and all organizations

which may be concerned with jails.

2.4 To standardize qualifications and training of jail personnel.

2.5 To publish information to its members which may be of interest and concern

to jails , jail officers and personnel .

2.6 To work in cooperation with state and local agencies toward the upgrading

and standardization of jail personnel ..

ARTICLE : 3 MEMBERSHIP

3.1 Except as noted herein , membership in this association may be granted by

the executive board upon receipt of application and establishment of

qualifications . The membership date shall be that date on which such

approval was granted by the executive board and shall become effective

upon payment of annual dues by the applicant , where required .

3.2 Dues , where applicable , are payable annually on the date of membership .

Failure to pay dues within (90) ninety days after the membership date

shall cause a member to be removed from the rolls . Thereafter , membership

may be reinstated in the same manner as for new members .

3.3 REGULAR MEMBERSHIP shall be limited to those who are regularly

employed in a county or city jail or work release facility , and shall not

include temporary employees.

3.4 ASSOCIATE MEMBER shall be open to any person not qualified for

regular membership and may be granted by approval of the executive board .

3.5 PAST PRESIDENT membership status shall be granted to all members

who have successfully completed a minimum of on full term (one year)

as the president of the Association . From the time that past president

status is attained , until leaving full time employment in the field of

corrections , a past president member will continue to pay dues at the

same rate as a regular member. After leaving full time employment in

the field of corrections , a past president will be converted to life membership

status , with all of the applicable benefits and privileges . This amendment

shall become effective on May 31 , 1993 . This membership status shall be

granted to all past presidents of the Association , except in cases where

life membership status has been previously been awarded .

3.6 GROUP MEMBERSHIP shall be granted to Association members of

any agency that has a 50% membership rate in the Association . The

percentage shall include all regular and life members of the agency .

Any member of such an agency may make application for group membership

to the Executive Board . Required in the application shall be (1) Memo to the

board , (2) List of all full time employees of the agency , and (3) a list of all

members in good standing of the WSJA who work for the agency .

If the application is approved by the Executive Board , the Data Processor

shall be instructed to process all renewals and new memberships for that

agency at the group membership rate , until that status changes . Group agencies

shall be required to appoint and maintain an ASSOCIATION LIAISON

employee , who can respond to inquiries of the Executive Board . Each dues

paid for each member shall be discounted by one third of the regular membership

rate . Group memberships shall be eligible for all applicable benefits and

privileges of a regular membership . In the event that a group membership

agency’s membership rate falls below 50% , the membership status of each

member of that agency shall remain in effect until the anniversary date of their

dues payment . Members of the agency shall be permitted to convert their

membership to an individual regular membership by paying the regular

membership fee on an individual basis , with no interruption of membership

status . This membership category shall go into effect on May 31 , 1993 .

3.7 HONORARY MEMBERSHIP may be granted upon the written proposal

of any member in good standing and upon unanimous approval of the executive

board and a majority approval of the membership at the annual conference .

Such membership shall be based upon an outstanding contribution to this

association or to the well being of jails in general . Payment of dues shall

not be required .

3.8 LIFE MEMBERSHIP may be granted to any member in good standing

upon the written proposal of any other member in good standing and upon

unanimous approval of the executive board and majority approval of the

membership at the annual conference . Such membership shall be based

upon outstanding service to this association . Payment of dues shall not

be required .

3.9 The REGULAR , GROUP , PAST PRESIDENT AND LIFE

memberships shall make up the voting power . Each member in good

standing shall be entitled one vote .

3.10 Membership of any type may be withdrawn or altered to a different type

in the same manner for establishing membership .

3.11 Retirement from service or change of job status from active jail duty

shall not alter the type of membership held prior thereto . However ,

associate and honorary members who become full time jail

employees are then qualified for regular membership .

ARTICLE : 4 SCHEDULE OF ANNUAL MEMBERSHIP DUES

REGULAR $15.00

ASSOCIATE $10.00

PAST PRESIDENT $15.00

GROUP $10.00

ARTICLE : 5 EXECUTIVE BOARD

5.1 Regular and life members in good standing shall be eligible to serve

on the executive board . Failure to remain in good standing shall cause

such member to be removed from the executive board .

5.2 The executive board shall consist of (15) fifteen members and shall

include all officers and representatives duly elected by the body or

otherwise appointed as herein provided , plus the immediate past

president .

5.3 Officers shall consist of a president , vice president , secretary ,

treasurer , editor and data processor .

5.4 All officers , with the exception of the secretary , shall be elected by the

membership , except as herein provided . The term of the office of the

president and vice president shall be one year . Commencing with the

1995 - 1996 election , the term of office of the treasurer shall be two

years . Commencing with the 1996-1997 election , the term of office

of the data processor and editor shall be two years . The term of office

of the treasurer , data processor , and the editor shall expire at the end

of the annual conference unless he/she shall be re-elected . The

secretary shall be appointed by the president .

5.5 In the event of a vacancy during the year in the position of president ,

the vice president shall assume the office of president until the next

annual conference.

5.6 In the event of a vacancy during the year in any office other than

president , a replacement shall be appointed from members who

are in good standing , and that replacement shall serve until the

next annual conference .

5.7 There shall be a total of eight (8) representatives on the executive

board , four shall be elected to two year terms at each annual

conference .

5.8 Of the fifteen (15) executive board members at least two shall be

elected to represent line level jail employees and at least one shall

elected to represent each of the following categories : supervisory

jail employees , managers of small jails or work release facilities

(less than 100 beds) , and managers of larger jails or work release

facilities (more than 100 beds) . The jail manager committee chair

shall be one of the current eight representative positions and will be

nominated and run for the jail managers chair representative

position . If no one is nominated or if the position becomes vacant ,

the president shall appoint a replacement to complete the term of

office . This amendment effective with the 1996 - 1997 election

of officers .

5.9 Simultaneous membership on the executive shall be limited to no

more than three (3) persons who are employed by any one

governmental unit .

5.10 The executive board shall have charge of all interests of this

association and shall have authority to act in official capacity

on behalf of the membership , except as otherwise stated herein .

It shall consider and report all proposed measures for the benefit

of the membership and the general welfare of the association .

It shall adopt ways and means for the purpose of advancement

of the association .

5.11 All vacancies occurring on the executive board shall be filled by

presidential appointment upon recommendation and / or

concurrence of its existing members .

5.12 The executive board shall direct all expenditures from funds of

the association , but shall have no authority to financially

encumber the membership beyond the extent of those funds .

5.13 The annual membership dues shall be established by the executive

board in an amount not substantially greater than may reasonably

be anticipated to keep the treasury solvent while pursuing the

goals of the association .

5.14 For the purpose of conducting association business , a quorum

shall consist of (8) eight members of the executive board in

addition of the mandatory attendance of the president or the

vice president.

5.15 The executive board shall meet at least (4) four times a year

at a time and place designated by the president , to conduct

the official business of the association .

5.16 The president is empowered to call a special meeting of the

executive board if , in his / her opinion , such a meeting is

justified . A special meeting of the executive board may also

be called by any voting member in good standing upon consent

of a majority of board members .

5.17 A sergeant at arms may be appointed by the president on either

a temporary or annual basis , to serve at any or all meetings of the

association to maintain order , act as a receptionist , and enforce

the rules during elections .

ARTICLE 6. DUTIES OF OFFICE

6.1 The duties of the president are to:

6.11 Preside at all meetings of both the membership and the executive board.

6.1.2 Appoint committees provided herein

6.1.3 Cast the deciding vote in the event of a tie vote.

6.1.4 Provide direction and inspiration for members by assuming a leadership role.

6.1.5 Upon termination of office , turn over all president’s records to his successor.

6.1.6 At the end of his / her term take up the position of past president on the

executive board , unless elected to another office .

6.2 Duties of the vice president are to :

6.2.1 Serve as a member of the executive board .

6.2.2 Perform the duties of the president in the absence of the latter .

6.2.3 Becomes president following the vice president’s one year term .

6.3 Duties of the secretary are to :

6.3.1 Serve as a member of the executive board .

6.3.2 Record the minutes of all official meetings of the executive board and of the

membership , and to retain the original set Of such minutes in a permanent file .

6.3.3 Maintain the necessary correspondence , retain copies thereof in a permanent

file and provide similar copies to the president .

6.3.4 Notify in writing all appropriate members of regular and special meetings .

6.3.8 Release all records , correspondence , equipment , moneys and other property

of the association to his / her successor within (10)days of the termination of

his / her office .

6.3.9 Forward all funds collected for the association to the treasurer .

6.4 Duties of the treasurer

6.4.1 Serve as a member of the executive board .

6.4.2 Maintain the financial records , including accurate and up to date ledgers of

all income and expenditures , plus supporting documents for each transaction .

6.4.3 Provide a written financial report at each regular meeting of the membership

and executive board , and at any other reasonable time upon request of any

voting member in good standing .

6.4.4 Collect all incoming funds and pay all expenditures of the association .

6.4.5 Deposit association funds in a bank of his / her choice , upon notification

of the executive board , and issue checks thereon for approved expenditures ,

which checks shall be signed by both the president and treasurer , except

that upon approval of the executive board the president may waive signing

of such checks .

6.4.6 Release all records , correspondence , equipment , moneys , and other property

of the association to his / her successor within (10) days of the termination

of his / her office .

6.4.7 Forward all correspondence received for the association to the secretary .

6.5 Duties of the editor are to:

6.5.1 Collect and disseminate information to and from the membership ,

including the surveying of current legislation relating to jails .

6.5.2 Prepare , have printed and distribute association publication

at an interval to be determined by the executive board .

6.5.3 Act as an information officer to any individual , organization

or association to which this association may reasonably relate .

6.6 Duties of the data processor are :

6.6.1 Maintain the membership roster in a computer data base .

6.6.2 Enter and update all data in the computer at least one time per month .

6.6.3 Produce "dues notice" letters advising members of their expiration

at least two months prior to the expiration date .

6.6.4 Produce an updated membership roster monthly for the secretary on request

and at least four times each year for all other board members .

6.6.5 Produce mailing labels for the secretary , the president , treasurer ,

editor , nominating committee , and other board members as authorized

by the president.

ARTICLE 7. COMMITTEES

7.1 Committee chairman shall be appointed by the president , who may

also appoint other committee members or defer such appointments

to the respective committee chairmen .

7.2 All committee appointees shall be voting members in good standing .

Failure to remain in good standing shall preclude any member from

continued committee participation .

7.3 The association shall have the following standing committees .

Constitution and by laws , membership and awards , legislative ,

training , nominating , and program . The president shall appoint

such special committees and sub committees as may be required by

the by laws as he / she may find necessary .

7.4 Duties of the constitution and by laws committee shall be to :

7.4.1 Review the constitution and by laws for clarity of intention

including omissions , duplications and contradictions .

7.4.2 Receive proposals to amendments from the membership .

7.4.3 Draft all proposed amendments in constitutional form and present

them to the membership , by mail (included in the nomination ballot)

together with recommendations for approval or disapproval .

7.4.4 Monitor the proceedings of the association for constitutionality .

7.5 Duties of the membership and awards committee shall be to :

7.5.1 Actively recruit new members .

7.5.2 Encourage members to renew their membership .

7.5.3 Recommend to the executive board the recipients for such awards

as may be approved by the membership .

7.6 Duties of the legislative committee shall be to :

7.6.1 Act as a liaison with the legislature and with individuals having authority

over matters of legislative interest to the association .

7.6.2 Draft specific proposals in legislative matters as determined by

the executive board .

7.6.3 Propose to the executive board action in matters of legislative concerns

to the association .

7.7 Duties of the training committee shall be to :

7.7.1 Monitor jail officer’s training needs .

7.7.2 Propose appropriate action to meet such demands .

7.7.3 Act as a liaison with agencies and persons providing jail officer training .

7.8 Duties of the nominating committee shall be to conduct annual elections in the manner

outlined in ARTICLE X , paragraphs 1 through 5 .

7.9 Duties of the Conference committee shall be to

7.9.1 Recommend to the executive board probable site(s) for the annual conference.

7.9.2 Do complete planning and make arrangements for the annual conference .

7.9.3 Prepare , have published and circulate to the membership , conference

programs and other pertinent material , in cooperation with the secretary

and the editor .

7.9.4 Conduct the annual conference under the supervision of the president .

ARTICLE 8. ANNUAL CONFERENCE

8.1 The annual conference shall be held at a time and place designated by the executive board

after considering the recommendations by the program committee .

8.2 All business requiring action by the membership shall be determined by a majority vote

by eligible members voting by mail returning their ballots prior to the annual conference .

8.3 The president shall appoint a three member committee to count the election ballots . The

ballot tally shall be completed prior to the annual business meeting . The committee shall

consist of WSJA members from three separate agencies who have not been nominated

for a position affected by the results in the election at hand .

8.4 The agenda for the annual business meeting shall be:

8.4.1 Call to order

8.4.2 Reading of the minutes of the last annual business meeting .

8.4.3 Presentation of the financial report for the period since the last annual business

meeting .

8.4.4 Correspondence of general interest and concern .

8.4.5 Committee reports .

8.4.6 Unfinished business .

8.4.7 New business .

8.4.8 Notification of election results .

8.4.9 Destruction of mail in ballots .

8.4.10 Vote on all life memberships proposed by the board .

8.4.11 Adjournment .

8.5 Annual audit :

8.5.1 During the annual conference the president shall appoint a committee of three voting

members , assisted by the treasure , to review the financial records . Said committee

shall submit to the president a written report of its findings , which shall be read at

the annual business meeting and retained in the permanent records . Said committee

shall include in its report the following determinations :

8.5.1.1 That the ledger balance is equal to the sum of :

1. the checkbook balance plus

2. the savings account balance plus

3. any investments balance plus

4. undeposited checks or cash

5. any authorized cash fund balance .

8.5.1.2 The documentation exists for all transactions , including the following :

1. checking deposit receipts

2. savings deposits receipts

3. investment receipts

4. purchase receipts

5. dues receipts

6. canceled checks

7. bank, savings and investments

8.5.2 As an alternative to the committee action described above the executive board

may elect to have the same procedure conducted by a professional accountant

of its own choosing within (30) thirty days prior to the annual conference .

8.5.3 Any discrepancies , errors or omissions in the financial records as determined by

either the review committee or the accountant shall be refereed to the membership

which may dispose of the matter at the annual business meeting or refer it to the

executive board for disposition .

ARTICLE 09: ELECTIONS

09.1 Elections shall be determined by a majority of those voting members who have voted by mail

and returned their ballot prior to the annual conference.

09.2 Should a simple majority fail to result from the mail in ballots , a tie breaking (second ballot)

election shall be conducted at the annual business meeting , with eligible members casting secret

ballots . Should a tie vote result from the second ballot , the chairman may cause the tie to be

broken by any of the following procedures :

09.2.1 Conduct a third ballot .

09.2.2 Ask if either candidate wishes to withdraw .

09.2.3 Upon consent of the two candidates , toss a coin to decide the winner .

09.3 All officer shall be elected in accordance with 5.4 of these constitution and by laws or

until their successors are elected .

09.4 Prior to the election the data processor shall provide the nominating committee with a list of

candidates who are qualified for each vacancy to be filled , together with a list of their qualifications .

Such list shall be compiled without favoritism to any member or group of members , except

as specified herein . Upon receipt of said list the nominating committee shall make its selection

therefrom

09.5 The nominating committee shall submit to the membership a nomination ballot by mail,

including a list of two or more candidates for each position to be filled .The nomination

ballot shall list the qualifications for each position to be filled together with space for

write in nominations from the membership . The nominating committee will review all entries

on the returned nomination ballots , adding all qualified members names (who consent to serve

in that capacity) on the final ballot . All candidates whether nominated by the nominating

committee or on the nominations ballot shall receive equal treatment during the election .

ARTICLE 10. AMENDMENTS TO THE CONSTITUTION

10.1 A two thirds majority of eligible members returning their mail in ballots shall be required

to ratify proposed amendments to the constitution .

10.2 The constitution and by laws committee shall review all proposed amendments for clarity

and for duplication or contradiction with existing wording before such proposal is submitted

to the membership for a vote .

10.3 By laws may be adopted by the executive board for purposes of clarifying or implementing

the constitution , providing that no by law shall be in contradiction of or go beyond the scope

and general intent of the constitution .

10.4 The amount of annual dues shall be specified in the by laws .

ARTICLE 11. REMOVAL OF ELECTED OFFICIALS

11.1 Any officer or representative may be removed from position for malfeasance , misfeasance ,

or nonfeasance of office or for unexcused failure to attend three board meetings , including

the annual business meeting , in any elective year .

11.2 An excused absence shall be determined by the executive board , based upon apparent

cause which would tend to prevail over the attendance requirements .

11.3 Action to remove a board member from position shall be taken upon an affirmative vote

of at least (7) seven of the remaining board members , or a two thirds majority , whichever

is greater , provided a quorum is present .

11.4 Any voting member of the body who is in good standing may bring charges against an

officer or a representative in a meeting of the executive board . The executive board

shall conduct hearings into the charges and may hear testimony for and against the

accused . Since the executive board is without authority to impose legal sanctions ,

legal counsel shall not be heard , although the accused shall have the right to have one

other voting member in good standing consult with him / her during the hearing.

The decision of the executive board shall be final , except that by a majority vote

it may consider the case at a later date upon receipt of new information .

ARTICLE 12. RULES OF ORDER

12.1 When any question comes before this association for which no provisions have been

made in the constitution and by laws , the presiding officer shall be governed by rules

as set forth in Robert’s Rules of Order

12.2 Except for executive sessions , all meetings of this association , including those of

its committees , shall be open to all members and each member shall have the right of

discussion on any matter .

12.3 The executive board , by majority vote of its members present and voting , shall have

the right to hold executive sessions to hear matters which might otherwise embarrass ,

demean or incriminate persons . No official action shall be taken in such executive

sessions without knowledge of the membership .

12.4 On all questions coming before the membership , voting shall be conducted by mail in

ballot as provided herein . Second ballots may be taken verbally or by a count of hands

during the annual business meeting .

ARTICLE 13. ETHICS

13.1 This association shall at no time endorse , recommend or otherwise contribute to any

candidate for political office.

13.2 No member of this association shall use this association or his / her membership in it

to further any personal political aspirations ; nor shall the association as a body take part in

movement not in keeping with its objectives , as stated in ARTICLE ll

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