CONSTITUTION AND BY LAWS

WASHINGTON STATE JAIL ASSOCIATION

CONSTITUTION

(REVISED 06-02-94)

ARTICE 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.

3.5 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 due paying member of such an agency shall
hold a regular membership. The 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 date 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 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 state 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:

6.1.1 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.

5.1.4 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 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 my 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 bylaws,
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 outline in
ARTICLE X, paragraphs 1 through 5.

7.9 Duties of the Conference Committee shall be:

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.

8.4.4 Correspondence of general interest and concern.

8.4.5 Committee reports.

8.4.6 Unfinished business.

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 9: ELECTIONS

9.1 Elections shall be determined by a majority of those voting members who have noted by mail and
returned their ballot prior to the annual conference.

9.2 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:

9.2.1 Conduct a third ballot.

9.2.2 Ask if either candidate wishes to withdraw.

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

9.3 All officer shall be elected in accordance with 5.4 of this constitution and by laws or until their
successors are elected.

9.4 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.

9.4.1 Clarification by executive board 3/17/95 Qualified is defined as member in good standing at the time of nomination.

9.5 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. The final ballot shall contain a small bio on each candidate and be
mailed to all qualified voting members no later10.1 than 45 days prior to opening day of the annual
business conference.

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, which ever 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. 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.

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 II.

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