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THE BI-LAWS

 ARTICLE 1 (Name, Objectives and Administration) 

The name, objectives and administration of the Association are as set forth in the Constitution. 

ARTICLE II (Incorporation) 

This Association shall be incorporated as a nonprofit corporation under the laws of the State of Washington. 

ARTICLE III (Affiliation with Similar Associations) 

The relationship of this Association in affiliation with, or as a chapter of, any association having similar philosophies and objectives shall be determined by the majority of those members voting either at the Annual Business Meeting or by mail ballot, as authorized by majority action of the Board of Directors. The WCA is affiliated with the American Correctional Association as a chapter state. 

ARTICLE IV (Dues) 

The dues required for all categories of membership, as described in Article III of the Constitution, shall be determined by the Board of Directors.  Dues shall cover a twelve-month period from receipt of payment. 

ARTICLE V (Meetings) 

Section 1: There shall be an Annual Conference and Business Meeting of this Association each calendar year prior to October 30th.  The time and place of the Annual Conference and Business Meeting shall be fixed by the Board of Directors.  Other meetings may be called by a majority vote of the Board of Directors. 

Section 2: There shall be a meeting of the Board of Directors during the Annual Conference.  Before the adjournment of each Board of Directors meeting, the Board will fix the date of the next Board of Directors meeting.  There shall be no less than three meetings of the Board of Directors during the calendar year. Other meetings of the Board of Directors may be called by the President or upon written request made to the President by at least five (5) members of the Board.  No action shall be taken by the Board of Directors unless a quorum of said Board of Directors exists at a given meeting, as provided for in Article VI, Section 2, of the By-Laws of this Association. 

Section 3: Any member of the Board of Directors may select any other member of the Association as their proxy, to attend and vote at a Board meeting; or may request the presiding officer to appoint a proxy, provided the request is received, in writing, prior to, or during, the Board meeting.  No member of the Board shall have more than one full vote.                                                                            

ARTICLE VI (Quorum)

 Section 1: A quorum for any meeting other than a Board of Directors meeting shall be the number of members present at such meeting.

 Section 2: A quorum of the Board of Directors of this Association shall consist of a majority of the duly qualified and voting members of such Board. 

ARTICLE VII (Duties) 

Section 1: President---The President shall call and preside over all meetings of the Board of Directors; with the advice and consent of the Board of Directors, appoint the Chairs of each standing committee, and shall fill any vacancies occurring during the terms of office of the Chairs; appoint the Chairs and members of all other committees; appoint representatives to other associations; and shall serve as a member ex-officio of all committees, with the exception of the Nominations and Elections Committee.

 Section 2: President-Elect---The President-Elect shall:, when directed by the President or in the absence of the President, preside at meetings of the Association and the Board of Directors; and when requested by the President or when the President is unable to perform the duties, perform the duties of the President.  The President-Elect will act in concert as coordinator for the Regional Co-Chairs, and make regular reports to the President regarding the activities within the Regions.

 Section 3: Vice President---The Vice President shall: be responsible to coordinate the annual training institute for the Association, and make regular report to the President regarding the activities of the Conference Planning Committee and also in concert with the Conference Chair. 

Section 4: Secretary---The Secretary shall: keep minutes of all meetings of the Association and the Board of Directors; and be the custodian of all papers, documents, and records of the Association.   

 Section 5: Treasurer---The Treasurer shall be the custodian of all fiscal property of the Association; shall receive, hold and disburse the funds of the Association; shall receive dues and registration fees; shall keep a proper record, in accordance with the provisions of this Constitution and By-Laws, of all income and disbursements and shall submit a Treasurer's report at each Board Meeting and to the Association at the Annual Conference and Business Meeting; and shall give bond at the expense of the Association in such amount as may be fixed by the Board of Directors if such is required by said Board. 

Section 6: The Board of Directors may require any officer of this Association to perform additional duties and functions.  Each officer shall, at the expiration or termination of his/her term of office, deliver to his/her successor in office, all records and property in his/her possession belonging to the Association.

ARTICLE VIII (Term of Office) 

Section 1: The terms of office of President, President Elect, Vice President, Secretary, Treasurer, and Regional Chairs shall be for two (2) calendar years following their election, and shall commence January 1 of the even years.  The President-Elect shall assume the office of President at the expiration of his/her term as President-Elect. 

Section 2: Standing committee chair appointments shall be for the duration of the term of office of elected officers.

 ARTICLE IX (Vacancies) 

Section 1: The offices of President, President-Elect, Vice President, Secretary, Treasurer, and Regional Officers may be declared vacant by the Board of Directors upon the failure or refusal of such officer to perform the duties of his/her office or to pay required dues.  Written notification of the pending action shall be sent by registered mail to the last known address of said officer at least 30 days prior to the office being declared vacant. 

Section 2: Any office may be declared vacant by the Board of Directors, upon failure of an officer to attend three consecutive meetings of the Board without reasonable excuse for such absence. 

Section 3: Committee chairs, or member of any committee, may be removed from office by the Board of Directors whenever it appears to the Board that the chair or member is not performing the duties of his/her office. 

Section 4: In the event of a vacancy occurring in the office of the President, the President-Elect shall act as President.  If there is no President-Elect, then the Vice President shall act as President.  The acting President shall immediately call a meeting of the Board of Directors, and the Board shall elect a President to serve during the unexpired term.  The President shall, with the advice and consent of the Board of Directors, fill any other vacancy which may occur. 

ARTICLE X (Nomination and Election Procedure) 

Section 1: Any current member of the Association may be nominated for any elected office of President, President-Elect, Vice President, Treasurer, Secretary and Regional Co-Chairs.

 Section 2: The Nominations and Elections Committee shall contact the membership in writing at least 120 days prior to the first day of the Annual Conference in odd years and ask for suggestions for nominations for the offices of the Association.  The responses must be in the hands of the Nominations Committee within 50 days of the request.  Any person whose name appears on more than 20% of the responses shall be nominated.  The nominations Committee shall submit a list of two or more nominees for each office, selected by member response or by the Committee, and a brief resume of professional association activities of each nominee, to the Secretary at least 45 days prior to the first day of the Annual Conference. 

Section 3: The Secretary of the Association shall mail, thirty (30) days prior to the first day of the Annual Conference, one ballot, which will have space provided for write-in nominees, to each member of the Association whose name and address appears in the record of the Association as a member whose dues are paid as of the current calendar year.  Ballots shall be accompanied by voting instructions, a stamped return addressed envelope bearing the printed notation "BALLOT," and the resume of each nominee.  Members of the Association shall mark their ballots and return them to the Secretary by U.S. Mail.  Ballots shall not be counted unless they are in the hands of the Secretary by the morning of the second day of the conference. The Secretary shall deliver all ballots in unopened envelopes as received from members to the Nominations and Elections Committee for tabulation. 

Section 4: The Nominations and Elections Committee shall tabulate the ballots with at least four members of the Committee present and participating at all times.  They shall report the results of the ballot tabulation to the Secretary and to the President of the Association prior to the announcement to the general membership.  

Such report shall be in writing and recorded in the Secretary's file.  The person receiving the highest number of votes for each office shall be elected to said office.  In the event of a tie the winner will be decided by lot to be cast by the Chair of the Nominations and Elections Committee no later than the next scheduled Board Meeting. 

Section 5: The Secretary shall notify all persons who are elected to office, but not attending the Conference, of their election by U.S. Mail. 

Section 6: By the last day of the Annual Conference there shall be provision made for official installation of the newly elected officers.

 ARTICLE XI (Fiscal) 

Section 1: Fiscal Year---The fiscal year of the Association shall be the same as the calendar year. 

Section 2: Financial Records---The Treasurer shall keep records in a manner approved by the Board of Directors, of all the income and expenditures of the Association.  These records shall be reviewed by a committee appointed by the President for that purpose, or by an accountant annually.  A copy of the report of the review committee or the accountant shall be included in the Treasurer's Annual Report, and upon demand therefore shall be furnished to any member of the Association. 

Section 3: Expenditures---The Board of Directors may authorize the payment of necessary expenses to any officer or committee member of the Association incurred in the performance of the duties of his/her office. Sums appropriated by the Board of Directors for expense of operation of a committee or an officer may be disbursed by the Treasurer on written request of the chair.  A committee chair may, to the extent of the funds appropriated to the committee by the Board of Directors, authorize payment of necessary expenses for any member of this committee incurred in performance of the duties of his/her office. 

The Treasurer may disburse sums for the payment of bills incurred by the Regions or for activities and programs of the Regions up to the limit appropriated or credited to the Regions, upon written order of the Regional Chairs. 

Each person receiving funds for expenses shall account to the Board of Directors for such expenditures, and will provide an annual report to the Board documenting all expenditures for the year by no later than December 31st.


Expenditures from the treasury not covered by authorized budget of the Association in amounts not exceeding $75.00 may be made for ordinary purposes incidental to transacting the business of carrying on the program of the Association on written authorization of the President or Vice President and the Treasurer. Expenditures in amounts exceeding $75.00 must be approved by the Board of Directors. 

Once the budget has been reviewed and tentatively approved at the last Board meeting of the calendar year, the Treasurer shall be authorized to release funds for items requiring payment prior to January 1. 

Section 4: Expenditures for Annual Conference and Business Meeting---The Board of Directors may authorize the Treasurer of the Association to establish a special fund for a conference and to set aside in such fund any determined amount of money from the treasury.  To such special conference fund may be added all donations received for that purpose, registration fees, and any other funds received for or from activities or functions of the Annual Conference and Business Meeting.  Such funds shall be placed under the control of the Chair of the Conference Committee who may make disbursement therefrom.  Within sixty (60) days following the Conference and Business Meeting an accounting shall be made by the Chair of the Conference Committee to the Board of Directors of all income and expenditures made in connection therewith, and the Chair shall, following such Conference and Business Meeting, pay to the Treasurer all such funds remaining in his/her possession.

 Section 5: Employment of Necessary Personnel--This Association, by action of its Board of Directors, may employ any person to perform duties necessary for the accomplishment of the Association's purpose. 

Section 6: Upon the dissolution of the Association, its assets remaining after payment, or provision for payment of outstanding debts, shall be distributed to other non-profit organizations possessing similar principles and goals as the Association.  Selection of the receiving organization(s) shall be made by a simple majority vote of the Board of Directors, regardless of whether a quorum exists. 

ARTICLE XII (Committees and Appointments) 

Section 1: Standing Committees 

A.                  Legislative Committee---The members of this committee may include at least one representative from each region appointed by the Chair and subject to ratification by the Board.  

It shall be the duty of the Legislative Committee to determine need for change in laws affecting the purpose and objectives of the Association, and to be informed concerning bills to be introduced in the legislature of the state which affect Association objectives and to report thereupon to the Board of Directors and to make its recommendation for appropriate action to be taken by the Association. 

It shall, upon authorization of the Board, represent the Association and its position on legislation, before any legislative body or bodies in which said legislation is pending, and before any other body which is interested in such pending or proposed legislation. 

It shall, upon authorization by the Board, draft proposed bills, and undertake their introduction to and enactment by legislative bodies and their approval by executive officers. 

Any emergency action taken by the Committee or member thereof shall be reported to a member of the Executive Committee, at the earliest opportunity, for appropriate disposition. 

B.         Public Relations Committee---The members of this committee include the Editor of the newsletter appointed by the Board of Directors, and may include a representative of each of the regions appointed by the Committee Chair. 

It shall be the duty of the Public Relations Committee to publish the Association Newsletter on a regular basis, to provide a cooperative relationship between the Association and other organizations and bodies, and upon approval of the Board of Directors, to provide the public, through the press, radio or television, or through other appropriate channels, with information in both the juvenile and adult correctional fields, in order that the purpose and aims of the Association may be more fully realized and that the Association itself may make a greater contribution to work in related fields. 

      C.        Membership Committee---The members of this committee may include one

                  representative from each region appointed by the Committee Chair. 

The duties of the Membership Committee shall be to promote, solicit and secure membership in the Association, to collect and transmit dues received to the Treasurer, to issue membership certificates or cards and to maintain an accurate membership list for distribution to the Board of Directors, the Editor of the newsletter and for other mailing purposes as approved by the Board of Directors. 

D.        Conference and Training Committee---The Committee Chair shall appoint its members and fill any vacancies which may occur. 

It shall be the duty of the Conference and Training Committee to serve when requested in an advisory capacity to Association members desirous of conducting meetings or in such advisory capacity as the Association activities dictate and generally to serve as a resource group as approved by the Board of Directors.  With the approval of the Board of Directors, the Committee may undertake planning of educational institutes or conferences or cooperate with other agencies or organizations in such planning and promote such activities as are designed to improve the professional competence and ability of Association members. 

E.         Finance and Budget Committee---The Committee Chair shall appoint its members and fill any vacancies which may occur.  The Treasurer shall act as an ex-officio member of this committee. 

It shall be the duty of the Finance and Budget Committee to prepare an annual budget for the Association which shall set forth as accurately as possible all expenditures necessary for the respective committees and officers to carry out their responsibilities as set forth in this Constitution and By-Laws. 

The proposed budget and financial recommendations of the Committee shall be promptly submitted to the Board of Directors for consideration and review at the last Board meeting of the calendar year, subject to review and approval. 

F.        Nominations and Elections Committee---The Nominations and Elections Committee shall consist of six (6) members, two of which shall be named by the President of the Association and one by each of the four (4) Regional Chairs.  The President may appoint any member of the committee as Chair, and the President shall fill any vacancy which may occur. 

All committee members must have been a member of the Association for at least one year.

The Committee shall conduct elections and nominations as prescribed by Article X of these By-Laws. 

G.        Resolutions Committee---The Committee Chair may appoint one member from each region, and may fill any vacancies which may occur. 

The Resolutions Committee shall submit all resolutions to the Board of Directors at least ninety (90) days prior to the date of the Annual Meeting.  There shall be three categories of resolutions as follows: 

(1) Constitutional

(2) Policy Positions

(3) By-Laws and Operational Matters 

Required Procedures: 

(1)        Constitutional matters must be acted upon in accordance with Article VI of the Constitution. 

(2)        Policy Positions--The Board of Directors must decide which of the following three options to apply:

(a) Exercise Board prerogative;

(b) Poll membership by mail ballot;

(c) Present at Annual Business Meeting
                                                                  for action. 

(3)        By-Laws matters must be acted upon in accordance with Article XIV of these By-Laws.  Operational matters only require Board action. 

Resolutions from floor at Annual Meeting: No resolutions will be accepted from the floor by the President except: 

(1)        The emergency issues which are considered by the President sufficiently important to refer to the Board of Directors for a determination as to whether they should be presented to the membership for ballot vote; or 

(2)        Resolutions for acknowledgment to persons and/or organizations for commendable service. 

No persons except members in good standing are eligible to either submit or vote on resolutions. 

H.         Women in Criminal Justice Committee---This committee shall include a Chair or Co-Chairs, who may appoint representatives from each of the four regions, as well as other members necessary to fulfill the purposes of the committee. 

It shall be the purpose of this committee to enhance the recruitment, training, employment, recognition, and advancement of women professionals throughout the Criminal Justice system.  An effort will be made to involve women and men, who are interested in the purpose of this committee, from all organizational levels.  

The method used to achieve this purpose shall include a program contribution to the annual conference, networking and information sharing meetings, and career and professional development activities.

I.          National Association of Blacks in Criminal Justice---This committee shall include a Chair or Co-Chairs, who may appoint representatives from each of the four regions, as well as other members necessary to fulfill the purposes of the committee.

It shall be the purpose of this committee to focus attention on relevant legislation, law enforcement, prosecution, and defense-related needs and practices, with emphasis on the courts, corrections, and the prevention of crime. Among its chief concerns is the general welfare and increase influence of all people of color as it relates to the administration of justice.  

J.         Representative(s) to the American Correctional Association---There shall be one or more representatives to the program planning committee and to the Delegate Assembly of the American Correctional Association.  The number of representatives shall be determined by the Board. 

It shall be the duty of the(se) representative(s) to represent the State Association in program planning for the annual Congress and at Delegate Assembly meetings at the mid-winter conference and the annual Congress, and to report the results of these activities to the Board. 

K.       Representative to the Western Correctional Association---There shall be one representative to the Western Correctional Association Board of Directors. 

The duty of this representative shall be to represent the state Association at the mid-winter board meeting and at the board meetings held during the annual conference, and to report the activities/programs of members states, as well as of the Western Correctional Association, to the Board.

          L.         Criminal Justice Training Commission Committee This committee shall include a Chair or Co-Chairs, who may appoint representatives from each of the four [five] regions, as well as other members necessary to fulfill the purposes of the committee.  It shall be the purpose of this committee to focus attention on relevant legislative and training issues that may have an impact on the criminal justice system and those involved in it. 

M.        WCA Representative to the Jail Industries Board RCW 36.110.030 required WCA to select one administrator from a city or county corrections department to be appointed to the Jail Industries Board of Directors.  The duty of this representative shall be to represent the State Association at Jail Industries Board meetings and to report the activities/programs of its members, as well as of the Jail Industries Board, to the WCA Board. 

Section 2: Special Committees ---There may be created by the President, with the approval of the Board of Directors, additional committees as may, from time to time, seem desirable for the fulfillment of specific purposes of limited nature and term.

 

                                             ARTICLE XIII (Regional Organization) 

Section 1: The State shall be divided into five (5) regions: Northwest Region, Southwest Region, Central Region, Northeast Region and Southeast Region

The Northwest Region shall consist of the following counties: 

Whatcom                                Island

San Juan                                 Kitsap

Skagit                                      Snohomish

Clallam                                    Jefferson

 

The Southwest Region shall consist of the following counties: 

Pierce                                      Cowlitz

Thurston                                  Clark

Grays Harbor                          Mason

Lewis                                       Wahkiakum

Pacific 

               

The Central Region shall consist of the following counties: 

King

 

The Northeast Region shall consist of the following counties:

Ferry                                        Pend Oreille

Okanogan                               Spokane

Chelan                                    Stevens

Douglas                                  Lincoln                                      

 

The Southeast Region shall consist of the following counties: 

Skamania                              Asotin

Klickitat                                  Adams

Yakima                                   Whitman

Benton                                    Columbia

Garfield                                   Walla Walla

Grant                                       Franklin

Kittitas

 

Section 2: The officers of each region shall be: A Chair or Co-Chair.  The Regional Chair shall have one (1) vote on the Board of Directors or Co-Chairs shall each have one-half (1/2) vote.  Board standing Committee Chairs shall have one-half (1/2) vote.  In the event a Co-Chair is absent from a Board of Directors meeting, the Co-Chair present will hold a full vote. 

Section 3: Duties---The Chair or Co-Chairs shall be the presiding officers of the Region and shall perform such duties as are consistent with the principles of the Constitution and By-Laws of this Association in furtherance of the development of the Region toward the end of promoting a vital and progressive State Association.  S/he shall preside at all Regional Meetings and shall have duties, consistent with the structure of his/her Region, as are possessed by the President of the Association with reference to the Association.   

S/he shall provide for regular Regional Meetings and s/he shall within sixty (60) days after s/he takes office call a committee together to consider and determine dates and arrangements for Regional Committee parallel to Standing Committees of the Association and such special and other committees as the interests of the Region indicate to be desirable.  S/he shall make appointments to other committees as provided by the Constitution and By-Laws.

Section 4: At the end of his/her term of office, each officer shall deliver to his/her successor all books, records, and property belonging to the Association which have been in his/her possession. 

Section 5: Election of Regional Officers shall be at the same time as the election of the officers of this Association 

If Regional offices become vacant, the President may appoint persons to those positions. 

Section 6: Elections---The candidate for each office receiving the greatest number of votes shall be elected. In the event of a tie, the winner will be decided by lot to be cast by the Chair of the Nominations and Elections Committee no later than the next scheduled Board Meeting.  The Chair or Co-Chair shall serve for two calendar years.  The Regional Chairs shall be members of the Board of Directors of this Association during their term of office. 

Section 7: Standing Committees---Members of the Association Standing Committees shall be members of the Standing Committees of the same classification in the regions they represent.  One member of each of the Association Standing Committees shall be designated by the Regional Chair as Chair of the Regional Committee. 

Section 8: Districts---District groups may be formed within any Region or Regions for any purpose relating to the field of corrections if interest warrants. 

Section 9: Such By-Laws as are necessary for the operation of the program within the Region shall be drafted by the Regional Officers.  This proposed draft shall then be submitted to the Board of Directors for their approval and for determination of the fact that they do not conflict with any provision of this Constitution and By-Laws.  Upon approval of the Board of Directors, the By-Laws may be amended by a majority vote of those voting at any duly announced regional meeting.  Amendments must also be approved by the Board of Directors before they become operative.  Said By-Laws and future amendments thereto shall be submitted to the regional membership for approval.

 

 ARTICLE XIV (Amendments) 

An amendment to these By-Laws may be proposed by the Board of Directors or by a petition in writing signed by at least twelve (12) voting members of this Association.  The proposed amendment must be read at a regular meeting of the Board of Directors and can be voted on by the Board of Directors after at least one publication of the proposed amendment in the Association newsletter.  A two-thirds majority of the members of the Board of Directors voting is necessary for approval.  Such amendment shall go into effect immediately unless the amendment itself states otherwise.

 

WASHINGTON CORRECTIONAL ASSOCIATION AWARDS 

The WCA will annually recognize the achievements of individuals and/or organizations who make outstanding contributions to the field of corrections by presenting appropriately inscribed plaques to those selected.  Each year, the President will appoint a chair who will appoint a committee to solicit nominations for awards, evaluate the nominees and make recommendations to the Board of Directors.  At the Board's discretion, more than one award may be made in each category, or if no deserving candidates are nominated in any given category, that category award shall not be given. 

The approved categories for awards and the criteria for each area: 

Citizen Award: To be awarded to an individual or agency not employed by any correctional agency or program, who has made major contributions to the success of corrections and/or to furthering the aims of the field of corrections. 

Professional Award: To be awarded to an individual employed in corrections, who has made major contributions to enhancing the effectiveness of corrections through that employment or who exemplifies the image of professionalism in the corrections field. 

News Media Award: To be awarded to an individual or agency employed in the news media, who has made major contributions to enhancing public awareness of correctional issues and goals through that employment. 

Academic Achievement Award: To be awarded to an individual employed in academia, who has enhanced the success of corrections programs or furthered the aims of corrections through excellence in education. 

Special Award: To be awarded to a member of the WCA who has made major contributions to furthering the aims and goals of the Association through activities performed on behalf of the Association. 

Law Enforcement Award: To be awarded to an individual or agency employed in law enforcement who has made a major contribution to enhancing the effectiveness of law enforcement through that employment or who exemplifies the image of professionalism in the law enforcement field. 

Helen B. Ratcliffe Award: To be awarded to an individual (man or woman) who has, through individual efforts, enhanced or supported the professional growth of women in corrections. 

The nominations process has been made as simple as possible in order to encourage participation.  A committee consisting of members representing the regions will review the nominations received from our membership and create a slate of recommended candidates that will be voted on at the July Board meeting.


Last Updated: 02/03/2010 10:42 PM
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