CONSTITUTION
Article I
- Name
The name of the Association is the Ohio Correctional and
Court Services Association (OCCSA).
OCCSA is the
The OCCSA shall be incorporated as a non-profit organization
under the laws of the State of
The purposes and objectives of the
OCCSA are as follows:
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 corrections and court services
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 with the field of corrections and court services and whose goals and
principles are consistent with the OCCSA.
3. To establish a
4. To publish and distribute a newsletter and
other information such as a website.
5. To conduct or sponsor training conferences
and meetings.
6. To promote recognition of corrections and
court services as professions and those who work in these professions.
7. To promulgate and promote a code of ethics
applicable to its members.
8. To recognize universities and other
educational institutions by awarding scholarships for students in the
correctional and court services curricula.
9. To develop and maintain liaisons with
national associations for mutual assistance and the interchange of ideas and
information.
10.To
promote a program of compliance with ACA standards relating to services,
facilities and management within the correctional and court services fields.
11.To
review legislative and statutory matters being considered before the state
legislature and courts respectively, relating to the fields of corrections,
court services and youth services.
Article IV
- Non-Discrimination
The business affairs and the programs of the OCCSA shall be conducted on
a non-discriminatory basis. Membership
shall be available to anyone regardless of age, race, religion, color, national
origin, marital status, disability, sex, sexual orientation or Vietnam-era
veteran status. The OCCSA shall require non-discriminatory activities and
programs by its membership.
Individuals and organizations shall be admitted to membership
in the OCCSA as provided in the Bylaws.
The OCCSA is not organized for profit and no part of its net
earnings shall inure to the benefit of any officer, employee or individual, and
no officer, employee or individual of the OCCSA shall receive or be entitled to
receive any income of any kind therefrom, except for reasonable compensation
for services rendered to or for the OCCSA in effecting one or more of its
purposes. No officer or employee of the
OCCSA or private individual shall receive or be entitled to receive any income
of any kind therefrom, except for reasonable compensation for services rendered
to or for the OCCSA in effecting one or more of its purposes.
No officer or employee of
the OCCSA or private individual shall be entitled to share in the distribution
of OCCSA property or assets in the event of liquidation or dissolution of the
OCCSA, whether voluntary or involuntary, and in such event all of the remaining
property and assets of the OCCSA shall, after deducting all necessary expenses
of liquidation or dissolution, as the case may be, be distributed to such
organizations as shall qualify under Section 501 (c) (3) of the Internal
Revenue Code of 1954 (or the corresponding provision of any future United
States Internal Revenue Law). Any such
property and asset not so disposed of shall be disposed of by the Court of
Common Pleas of the county in which the principal office of the organization is
then located, exclusively for such organization or organizations, as said Court
shall determine, which are organized and operated exclusively for such purpose.
This Constitution may be amended by the action of the
membership. An amendment may be suggested by the recommendation of the OCCSA
Board or by petition to the President signed by fifty members in good standing
of the OCCSA.
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 conference at which the amendment is to be submitted
for vote.
The proposed amendment shall be presented, by written
ballot, to the membership at the annual or winter conferences, and upon
two-thirds affirmative vote of those voting, the amendment shall be approved
and effective.
The principal office of the OCCSA is in the State of
BYLAWS
Article I –
MISSION
STATEMENT
The
Article II – MEMBERSHIP
A.
Membership shall be open to all persons who are interested
in and supportive of the OCCSA, subscribe to its Constitution and Bylaws, and
pay annual dues.
B. Membership in the OCCSA shall be of
three types:
1.
Dual: Person employed in the fields of corrections or court
services in
2.
Associate: Person not employed in the fields of
corrections or court services in
3.
Other
Considerations: As established by ACA (e.g. supporting patrons,
organizations, library, affiliates).
C.
Application must be upon the form accepted, prescribed,
and
furnished by ACA or OCCSA Executive Board.
D.
OCCSA membership 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 an OCCSA Dual member and those rights accruing
with ACA Associate membership.
Additional
OCCSA membership rights may accrue if the OCCSA Executive Board approves.
E.
Membership dues shall be for the current membership year as
determined by ACA requirements or options.
F. The OCCSA
Executive Board shall have the power and responsibility to terminate the
membership of any OCCSA member for non-payment of dues or for behavior that
conflicts with either the ACA Code of Ethics or OCCSA’s Constitution or Bylaws.
Article
III – EXECUTIVE
BOARD
A.
The OCCSA Executive Board (Board) shall consist of the
following:
1.
Elected Officers as established in Article V of these
Bylaws;
2.
Past Presidents in attendance at the Board meeting;
3.
Four Cabinets: Adult Institutional, Adult Community-Based,
Juvenile Institutional, and Juvenile Community-Based as established in Article
VII of these Bylaws.
4.
Standing Committee Chairpersons as established in Article
VIII of these Bylaws; and
5.
Liaisons as established in Article IX of these Bylaws.
Members of the
OCCSA shall be in good standing in order to fill one of the above positions.
B.
The Board shall provide oversight of the President.
C.
The Board shall assign additional duties to the Cabinets.
D.
The Board may declare a vacancy when a member of the Board
who is not a Past President does not attend at least two (2) of the four (4)
scheduled meetings in a 12 month period.
1.
In the event a Cabinet member does not attend the requisite
meetings, the Vice President of that Cabinet 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.
2.
If the Vice President of a Cabinet does not attend the
requisite meetings, the Secretary shall provide such notice.
3.
If an Elected Officer does not attend the requisite
meetings, the President shall provide such notice.
4.
If the President does not attend the requisite meetings, the
Vice President shall provide such notice.
5.
If a Committee Chairperson or Liaison does not attend the
requisite meetings, the President shall provide such notice.
If any member provides such notice then
he/she shall report that action at the next Board meeting. The member receiving
notice shall have the opportunity to explain his/her lack of attendance. 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.
E.
The Board shall serve as a governing board with the power to
transact business and determine programs and policies of the OCCSA 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 OCCSA.
F.
At the third quarterly meeting the Board shall approve, by
vote, the OCCSA annual budget. The fiscal year of the OCCSA shall be from
December 1 through November 31.
G.
Quarterly Board meetings shall be scheduled by the President
as established in Article V of these Bylaws, and such other meetings may be
scheduled by the President. One of the
quarterly meetings shall be an annual meeting and take place during the second
quarter of the calendar year in conjunction with the annual conference.
H.
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 shall constitute
a quorum. The votes of a majority of the
quorum shall be the act of the Board. In
the absence of a quorum, votes of the Board shall not be taken.
I.
The Board shall act upon the recommendations of the
Committee of Elected Officers as established in Article IV of these Bylaws.
Article
IV-
COMMITTEE OF ELECTED OFFICERS
A.
The Committee of Elected Officers (CEO) of the Board shall
consist of the five (5) elected officers: President, President Elect, Vice
President, Secretary, and Treasurer; and the Immediate Past President.
B.
The President shall be the Chairperson of the CEO. Meetings
of the CEO may be called at any time by the President and may be conducted by
conference telephone or other conferencing methods. The President shall report
CEO proceedings to the Board at the next meeting.
C.
The duties of the CEO are:
1.
Meet after the annual meeting to prepare an annual budget
for review and approval during the next Board meeting.
2.
Determine the financial investments of the OCCSA pursuant to
the following guidelines:
a.
OCCSA funds reserved for investment shall be set in the
range of 33 percent to 40 percent of the OCCSA’s monetary assets unless
otherwise approved by the Board.
b.
The investments shall be categorized by a recognized
investing authority as having not greater than a moderate risk for loss of
funds. OCCSA funds shall not be in high-risk investments.
3.
Consider, create, and recommend administrative policy issues
to the Board.
4.
Monitor and assist the four (4) Cabinets to comply with
their duties as established in Article VII of these Bylaws.
5.
Establish an agenda for Board meetings and OCCSA
conferences.
6.
Perform all other duties assigned by the President and the
Board.
In fulfilling
these duties, the CEO shall make recommendations to the Board for action.
Article V - ELECTED OFFICERS
A.
The OCCSA officers shall be: President, President Elect,
Vice President, Treasurer, and Secretary.
B.
To be a candidate for President Elect or Vice President, a
member shall currently serve or have served on the Board and shall be in good
standing.
C.
The President shall have the following duties:
1.
Schedule the first and third quarterly Board meeting dates
and direct the Secretary to send notice to the Board. The second and fourth
quarterly Board meetings shall be scheduled in conjunction with the scheduling
of conference dates.
2.
Preside at OCCSA conferences and Board meetings, including
the meeting at which the President Elect succeeds the President.
3.
Meet after the annual meeting with the CEO to prepare an
annual budget for review and approval at the next Board meeting.
4.
With Board approval, appoint Special Committees and their
members. Also, appoint Chairpersons and members of the Standing Committees and
Liaisons as established in Article VIII and IX, respectively, of these Bylaws.
5.
Represent the Board between its meetings and report to the
Board all important interim actions.
6.
Be the official spokesperson for the OCCSA.
7.
Ensure proper management of the OCCSA budget and
investments.
8.
Ensure that the OCCSA is represented by its full allocation
of Delegates at all meetings/conferences of the ACA. The order of Delegate
representation shall be President, Vice President, President Elect, Treasurer,
Secretary, ACA Liaison, Cabinet VPs and other Board members until delegate
positions are filled. The President, in consultation with the CEO, shall
designate such Delegates and other alternates as may from time to time be
necessary. The Delegates’ expenses shall be defrayed, in whole or in part, by
the OCCSA.
9.
Perform other duties as may be assigned by the Board.
D.
The President Elect
shall have the following duties:
1.
Assume the office of President at the end of the term of the
President.
2.
OCCSA liaison to other professional associations in the
fields of corrections, court services and youth services.
3.
Monitor compliance with the Constitution and its Bylaws.
4.
Perform other duties as may be assigned by the President or
Board.
E.
The Vice President shall have the following duties:
1.
Preside at the OCCSA meetings and conferences in the absence
of the President.
2.
Assume the duties of President if that office is vacated for
any reason.
3.
Edit the OCCSA newsletter and Chair the Publications
Committee.
4.
Perform other duties as may be assigned by the President or
Board.
F.
The Secretary shall have the following duties:
1.
Take minutes of the Board and CEO meetings and, within 30
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 at least 45 days advance notice, in writing, to the
Board of the time and place of a Board meeting.
4.
Be custodian of the OCCSA records and 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.
G.
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 OCCSA.
2.
Custody and disbursement of OCCSA funds, investments and
other assets. All the OCCSA funds not otherwise employed shall be deposited to
the credit of the OCCSA in such banks or other depositories as the CEO may designate.
Disbursement of the OCCSA funds shall only be for those purposes as established
by the approved budget of the OCCSA unless other non investment disbursements
are authorized by the Board. He/she shall sign or endorse all checks, drafts,
or other evidence of indebtedness issued in the name of the OCCSA. Financial
records, including but not limited to all receipts and expenditures, shall be
kept in a permanent file.
3.
Manage all funds related to conferences of the OCCSA.
4.
Engage a financial auditor to perform an annual compilation
report or audit of the OCCSA financial records. The CEO shall decide which
level of review is necessary. He/she shall make recommendations regarding the
OCCSA’s fiscal policies and practices as may be recommended by the financial
auditors employed by the OCCSA, or that may otherwise be indicated.
5.
Prepare, in writing, and present 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 OCCSA newsletter.
6.
In close coordination with the President, shall manage the
investments. To allow for the prompt payment of the OCCSA’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 OCCSA. Register with the Ohio Attorney General as
a charitable trust as established in Section 109.26 of the Ohio Revised Code.
8.
Timely pay renewal dues for web hosting and the OCCSA’s
domain name, www.occsa.org, to maintain
that property of OCCSA.
9.
Transition to his/her successor, no later than 15 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.
10.
Perform other duties as may be assigned by the President or
Board.
H.
Each Cabinet Vice President shall have the following duties:
1.
Schedule and preside at Cabinet meetings including
maintaining and distributing meeting minutes.
2.
Report, if needed, Cabinet decisions and recommendations to
the Board for final action;
3.
Submit an article for each OCCSA newsletter.
4.
Manage the Cabinet budget.
5.
Perform other duties as may be assigned by the President or
Board.
Article VI - ELECTIONS
A.
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: