Policy & Procedures Manual Table of Contents

Policy and Procedures Manual of the National Association of State Judicial Educators

Secretariat

July 2001

PURPOSE:
Secretariat procedures are intended to define the responsibilities of the NASJE Secretariat and its relationship to the NASJE Board and its members.

POLICY:
The business of the Association shall be conducted in a professional manner, consistent with effective communications principles and according to the Constitution and Bylaws of the National Association of State Judicial Educators and the operating procedures outlined in this manual. The Secretariat, under the direction of the President, will assist in the recording of Association business, including finances. At all times the Secretariat will conform to generally accepted accounting principles.

PROCEDURE:

1. A professional secretariat shall be selected by the Board of the Association to assist in fiscal management and communications.
2. The work of the Secretariat shall be supervised by the President with the advice and consent of the Board.
3. The Secretariat shall be under contract to assume some responsibilities performed previously by the Secretary and Treasurer of the Association. These duties are to:
   a. Record and maintain membership records
   b. Archive a current hard copy and electronic copy of the Constitution and Bylaws and Policy & Procedures Manual.
   c. Archive all official documents of the Association
   d. Maintain the Association's 501(c)(3) status and documentation of any Certificates of Deposit or other investment
   e. Maintain all fiscal records including checking account, investments, financial statements, and transactions
   f. Administratively support the work of the officers, regional directors, and committees, projects, and task forces of the Association
   g. Provide a financial report to the Board at each of their meetings
   h. Maintain routine communication with the President regarding Association business

OVERSIGHT:
The work of the Secretariat will be supervised by the President of the Association. Any secretariat duties relating to the fiscal business of the Association will be handled in conjunction with the President and the Treasurer. Duties relating to the communications of the Board and committees will be performed in concert with the President, Secretary, and committee chairs. Details of those duties are specified below. There is no intent in this policy to vest the Secretariat with authority to make decisions on behalf of the Association.

PROCEDURES:

Communications:

1. Communications about the secretariat/Association relationship will be through the President and the secretariat's designee
2. The Secretariat will maintain a 24 hour-a-day phone line answered by either a voice messaging system or the secretariat personnel
3. Inquiries which cannot be handled by the secretariat will be forwarded to the appropriate Board member, committee chair, or member
4. Any communications regarding finances or the financial relationship between the Secretariat and the Association will be in writing and directed to the Treasurer or President
5. The Secretariat will archive the official copy of the Policy & Procedures Manual and the Constitution and Bylaws and will distribute revisions as directed by the President and chair of the Bylaws committee.

Finances:

1. When moneys come into the Association, the Secretariat will receive, record, receipt, and deposit moneys into the Association bank account.
2. The Secretariat will seek approval of the President and/or Treasurer before making payment on an invoice of $500. The Secretariat will send a copy of the invoice to the President, who will promptly signify approval or disapproval on the face of the invoice.
3. In the case of invoices under $500, the Secretariat will notify the Treasurer by fax transmittal. The Secretariat will write a check, record the transaction, and will mail the check promptly to the appropriate party.
4. Payment for invoices for Secretariat services shall be approved by the President or Treasurer.
5. The Secretariat will submit quarterly financial reports to the President and Treasurer. This will be a financial report reflecting the beginning balance, income and disbursements, and a final balance.
6. The Secretariat will file appropriate papers and take appropriate action to maintain the Association's tax-exempt stats

Membership:

1. Upon notice from the chair of the membership committee that a new member has been accepted, the Secretariat updates the official computer-based membership list and notifies the the President of the Association and JERITT of the new member upon payment of dues. (See policy 4.010.)
2. The membership list should include name, address, position, phone and FAX number, email address, membership category (as determined by the membership committee), and date of initial membership.
3. In January the Secretariat will invoice members for dues for the current year. A second notice is to be generated in April, and a third, and final, notice will be sent in June referencing August 15 as the last day to be registered as a voting member for the upcoming conference. If payment has not been received by August 15, membership in NASJE will be dropped.
4. New members from the previous conference will be added to the membership list as soon as membership is approved, but the membership will be valid through the following calendar year.
5. Upon request of the President, the Secretariat will mail notices or information to individuals on the list. When appropriate, this notice will be posted on electronic bulletin boards and in related organization newsletters.
6. After approval by the President or Treasurer, mailing labels will be provided to an individual or organization. The President or Treasurer will indicate if the Secretariat should bill the requester $25.00 for this service.

Annual Conference:

1. At the request of the Education Committee chair, the secretariat will mail notice of, and an information packet about, the annual conference.
2. The Secretariat will administer registration and keep the following records:
   a. conference registration
   b. session rosters
   c. social events registrations
   d. related events registration
   e. a financial accounting by name, amount paid, and itemized events
3. The Secretariat will send timely information to the Education Committee Chair, the local conference host and the Board about conference registration.
4. Upon request of the President, Education Committee Chair or local host, the Secretariat will compile conference, Board and meeting materials in numbers adequate for distribution using JERITT's mailing list.
5. Upon request of the President, the Secretariat will provide on-site registration assistance at the annual conference.
6. When conducting on-site registration, the Secretariat will be prepared to accept membership applications or mail them out to requesters after the conference, whatever is more practical.
7. Under the direction of the Treasurer, the local conference host, and the Education Chair, the Secretariat will prepare a financial statement after 30 days of the conference end. This statement will include expenses, sources of income, expenditures, accounts payable, and an account balance.
8. May contract separately with Secretariat to handle vendor fairs

Other Association Archives and Records:

1. The Secretariat shall archive all association financial records, official bylaws, and policy and procedures manual.
2. As new records and documents are created, the Secretariat will add these documents and catalogue such additions.