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Policy and Procedures Manual of the National
Association of State Judicial Educators
Administration
July 2001
President
President-Elect
Vice President
Secretary
Treasurer
Board of Directors
Regional Directors
President
Purpose:
Conscientious fulfillment of the duties and responsibilities of
the office of President are important to the effective administration
of the organization. Like the CEO of a corporation, the NASJE President
is responsible to all stakeholders of the Association.
Policy:
The President shall serve for a term of one year. The President
automatically takes office after elections at the business meeting
of the annual conference following the President's term as President-Elect.
The President shall represent the members and Board
of NASJE according to the highest standards of professional responsibility.
It is essential that the President uphold the Constitution and Bylaws,
administer the work of the organization through its Board of Directors
and the business of each committee, and represent NASJE's interests
in all of its dealings with external bodies. The duties of the President
are prescribed in Article IV, Section 1 of the Constitution and
Bylaws of the National Association of State Judicial Educators.
Responsibilities:
- preside over all meetings of the Association
and the Board
- exercise a general supervision over all of its
affairs
- serve as an ex officio member of all committees
- appoint chairs, vice-chairs, and members of all
committees
- create additional committees and task groups
necessary to support the work of the Association
- actively seek grants and support the work of
grant projects which enhance the profession of continuing judicial
education
- act as the official representative of the Association
or designate a member to be an authorized representative of organizations
with which NASJE has a liaison relationship
- report to the Board and members of the Association
at least annually on the status of current projects and the work
of the Association
- promote the growth of the Association and the
strengthening of its position within the Court community
- supervise the work of the secretariat
- insure the Association's fiscal viability
- monitor and evaluate the achievement of the Association's
strategic goals
- coordinate the Association's strategic planning
at least once very three years
- demand the highest standard of ethical behavior
in all Association business
Procedure:
Governance:
- The President convenes all meetings of the Board
of Directors. Meetings are face-to-face or by teleconference call.
- Prior to meetings the President circulates an
agenda of issues to be discussed. Board members are invited to
add issues to the agenda. The agenda for the annual meeting is
prescribed in Article VIII, Section 4 of the Constitution and
Bylaws.
- The President gathers and distributes information
and documents necessary for discussion, presides over the meetings,
assures that issues are addressed in a timely manner, accepts
formal motions, manages discussion, and oversees voting.
- The President assures that all sides of an issue
are considered. Although the President may take a position on
an issue, the President should assure that the will of the group
becomes the direction taken. The President should not impose his/her
view on the Board.
- The President only votes to break a tie.
- The Constitution and Bylaws require one annual
meeting, which takes place during the annual conference. A Mid-Winter
Board Meeting is advisable in February of the following calendar
year if pressing business requires and the treasury is sufficient
to support the travel of board members. During the year the Board
meets monthly, if practical, by teleconference call.
- The location of the Mid-Winter Board meeting
should be determined based upon costs of travel and convenience
to the board members.
- The Secretary submits draft minutes to the President
for review, editing and approval as soon as possible after the
meeting. The President notifies the Secretary of any changes in
a timely manner so that minutes can be distributed prior to the
next meeting.
- The President acts on behalf of the Association.
If at all possible, the Board should be consulted in actions of
a non-routine nature. If time does not permit, the President makes
a decision and notifies the Board as soon as possible of the action
taken.
Membership:
- The President sends a welcome letter and certificate
of membership to new members after notification from the chair
of the Membership Committee. The President maintains master copies
of these documents to allow for timely acknowledgement.
- The President regularly communicates with members
through conference calls, letters, and the NASJE News.
- The President circulates an interest survey among
current members to assess interest in committee appointments and
seeking election to the Board.
- The President or chair of the Membership Committee
recognizes new members attending the annual conference.
Committees:
- The President makes appointments to committees
as soon as possible after the annual conference. Chairs and vice
chairs serve for two year terms, committee members for three year
terms. No member can serve more than two consecutive terms on
a committee.
- The President makes committee appointments after
consultation with the President-Elect, Vice President and committee
chairs.
- A roster of committee membership is published
once new appointments are confirmed. This roster should include
names of chairs, vice chairs and members and the year their terms
expire. Unless new appointments have not been made by that time,
terms expire December 31.
- The President communicates any information regarding
Board action, tasks, responsibilities and procedures to committee
chairs.
Secretariat:
- The President generally supervises the work of
the Secretariat.
- The President communicates with the Secretariat
regarding all business matters within the Secretariat's purview
and in matters involving the relationship of the Association and
the Secretariat.
- The President works to assure that all contracted
services of the Secretariat are performed in an expeditious and
adequate manner.
President-Elect
Purpose:
The position of President-Elect insures the continuity of NASJE
leadership. The incumbent's major responsibility is to prepare for
the term of President. As such, the President-Elect shares in the
governance of the Association with the President and Vice President.
Policy:
The President-Elect shall serve for a term of one year prior to
taking office as President. The President-Elect automatically takes
office after elections at the business meeting of the next annual
conference following election to Vice President. The duties of President-Elect
are broadly described in Article IV, Section 2 of the Constitution
and Bylaws of the National Association of State Judicial Educators.
Responsibilities:
- assume the responsibilities of President when,
for any cause, the President is unable to act
- assist the President in conducting the business
of the Association as prescribed in the previous policy
- serve as an officer of the Association and a
member of the Board of Directors
- coordinate the work of the Regional Directors
- assist the president and Regional Director with
on-site coordination of the annual conference
- recommend Association members to the President
to fill committee slots as chairs, vice-chairs, and members
- assist the President with strategic evaluation
and monitoring
- assist the President with coordinating the Association's
strategic planning at least every three years
Vice
President
Purpose:
The position of Vice President is the first office in the line of
automatic ascension to the Presidency. The Vice President's major
responsibility is to assist the President and President-Elect in
the governance of the Association
Policy:
The Vice President shall serve a term of one year prior to taking
office as President-Elect. The Vice President is an elected position.
The duties of the Vice President are prescribed in Article IV, Section
3 of the Constitution and Bylaws of the National Association of
State Judicial Educators.
Responsibilities:
- perform the duties of President when both the
President and President-Elect are absent
- serve as an officer of the Association and member
of the Board of Directors
- assist the President and President-Elect in conducting
the business of the Association
- recommend Association members to the President
to serve as chairs, vice chairs and members of committees
- assist the President with strategic evaluation
and monitoring
- assist the President with coordinating the Association's
strategic planning at least every three years
Secretary
Purpose:
The Secretary maintains the official record of all Association business.
This is an elected position which serves a two year term. The duties
of Secretary are outlined in Article IV, Section 4 of the Constitution
and Bylaws of the National Association of State Judicial Educators.
Responsibilities:
- serve as an officer of the Association and member
of the Board of Directors
- keep a complete record of all proceedings and
official correspondence to the Board and the Association
- take minutes of all meetings of the Board of
Directors and the business meeting of the annual conference
- distribute copies of the minutes to the Board
and the Secretariat after approval of the President
- maintain the contract with the secretariat under
the supervision of the President
Treasurer
Purpose:
The Treasurer maintains the fiscal records of the Association. The
Treasurer is elected to serve a two year term. The duties of Treasurer
are outlined in Article IV, Section 5 of the Constitution and Bylaws
of the National Association of State Judicial Educators.
Responsibilities:
- serve as an officer of the Association and a
member of the Board of Directors
- issue a Treasurer's report of all financial transactions
to the membership at each annual meeting of the Association and
at each Board meeting
- approve the payment of all invoices over $500.00
before payment by the secretariat
- oversees the following activities of the Secretariat
normally associated with the office of Treasurer or required by
the Constitution and Bylaws.
- keep general charge of financial records and
accounts of the Association and make them available for an audit
upon request of the Board
- receive and disburse moneys of the Association
- deposit and maintain funds in a bank account
approved by the Board
- collect membership charges and notify delinquent
members of their status
- maintain books of account showing all receipts
and disbursements of the Association and an account of its cash
and assets
- assist in the drafting and maintenance of the
Secretariat contract
Board
of Directors
Purpose:
The Board of Directors serves as the governing body of the Association.
The Board consists of the President, the President-Elect, the Vice
President, the Secretary, the Treasurer, the four Regional Directors
and the immediate Past President. Article III, Section 1 of the
Constitution and Bylaws of the National Association of State Judicial
Educators.
Responsibilities:
- attend all meetings of the Board of Directors
called by the President
- assist the President in conducting the business
of the Association
- provide liaison to committees of the Association
upon appointment by the President
- approve all contracts and grants maintained by
the Association
Regional
Directors
Purpose:
Regional Directors are elected for two year terms by the members
of each respective region. Generally the Director represents the
interest of the members from states in that particular region or
country in the case of international members. The duties of Regional
Director are listed in Article IV, Section 6 of the Constitution
and Bylaws of the National Association of State Judicial Educators.
Responsibilities:
- actively recruit potential new members, committee
members, and officers
- make regular contact with the members of their
region in order to update members on Board decisions and to solicit
comments and suggestions regarding Board or regional business
- support the timely collection of association
dues from members of the region upon the request of the President
- communicate regional news to NASJE News committee
- perform additional duties as may be assigned
by the Board or the President
- recommend sites for the annual conference every
fourth year when it is planned for each director's region
- work with the President and Education Committee
to plan social events and assist with logistics and for the annual
conference in a director's region
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