The Idaho Juvenile Justice Association's bylaws and rules establish a structured framework for governance, ensuring transparency, accountability, and effective decision-making essential for advancing juvenile justice initiatives.
Click below to navigate the various rules and procedures that govern the Idaho Juvenile Justice Association.
Section 1. Principal Office. The principal office of Idaho Juvenile Justice Association, Inc., an Idaho nonprofit corporation (“Corporation”), shall be located at P.O. Box 6430, Boise, Idaho 83707. The Corporation may have such other offices as the Board of Directors may designate or as the business of the Corporation may require from time to time.
Section 2. Registered Office. The registered office of the Corporation required by the Idaho Nonprofit Corporation Act, Chapter 3, Title 30, Idaho Code (“Act”), to be maintained in the State of Idaho shall be located at, P.O. Box 6430, Boise, Idaho, 83707 and may be changed from time to time by the Board of Directors.
Section 1. Admission to Membership. Any person shall be admitted as a member of the Corporation upon payment of the annual dues set by the Board of Directors. Each person’s membership shall expire on April 30 of said calendar year. Conditions of membership and procedures for the suspension or termination of a membership by the Corporation may be established from time to time by the Board of Directors and recorded in the minutes of the proceedings of the Board of Directors.
Section 2. Annual Meeting. The annual meeting of the members shall be held at the yearly conference of the Corporation on a date set by the Board of Directors.
Section 3. Special Meetings. The President or the Board of Directors may call special meetings of the members for any purpose or purposes. The President shall call a special meeting of the members upon the written request of members having at least one-tenth (1/10) of the votes entitled to be cast at such meeting.
Section 4. Place of Meeting. Meetings of the members shall be held at the principal office of the Corporation; provided, however, that the President or the Board of Directors may designate any other place as the place of meeting for any annual or special meeting.
Section 5. Notice of Meeting. It shall not be necessary for notice of annual or regular meetings to be given to each member entitled to vote at such meeting. The Secretary, President or members of the Board of Directors shall endeavor to give notice to as many members as reasonable practicable by posting meeting dates on the IJJA website, http://www.ijja.us.
Section 6. Waiver of Notice. Whenever any notice is required to be given to any member under the provisions of the Act or under the provisions of the Articles of Incorporation of the Corporation (“Articles”) or these Bylaws, a waiver thereof in writing signed by the person or persons entitled to such notice, whether before or after the time stated therein, shall be deemed equivalent to the giving of such notice.
Section 7. Officers of the Members Meeting. The presiding officer at members meetings shall be the President of the Corporation or, in the absence of the President, the President Elect or Vice President, in that order, or, in the absence of the President and both President Elect and Vice Presidents, a chairperson elected by the members present at the meeting. The Secretary of the Corporation or, in the absence of the Secretary, any person appointed by the presiding officer of the meeting, shall act as secretary of a members meeting.
Section 8. Quorum and Voting Requirements. One-tenth (1/10) of the members entitled to vote, represented in person or by proxy, shall constitute a quorum at a meeting of members. The members present at a duly organized and convened meeting where a quorum has been present can continue to do business as a quorum until adjournment, notwithstanding the withdrawal of enough members to leave less than a quorum. If a quorum is present, the affirmative vote of the majority of the members represented at the meeting and entitled to vote on the subject matter shall be the act of the members, unless the vote of a greater number is required by the Act, the Articles or these Bylaws.
Section 9. Proxies. A member may vote either in person or by proxy executed in writing by the member. No proxy shall be valid after eleven (11) months from the date of its execution. Every proxy shall be revocable at the pleasure of the member who executed it.
Section 10. Action by Members Without a Meeting. Any action required or permitted to be taken at a meeting of the members of the Corporation may be taken without a meeting if consent in writing, setting forth the action so taken, shall be signed by all of the members entitled to vote with respect to the subject matter thereof. Such consent shall have the same effect as a unanimous vote of members, and may be stated as such in any articles or documents filed with the Idaho Secretary of State under the Act.
Section 1. General Powers and Standard of Care. All corporate powers shall be exercised by or under authority of, and the business and affairs of the Corporation shall be managed under the direction of, the Board of Directors except as may be otherwise provided in the Act or the Articles. If any such provision is made in the Articles, the powers and duties conferred or imposed upon the Board of Directors by the Act shall be exercised or performed to such extent and by such person or persons as shall be provided in the Articles.
A Director shall perform such Director’s duties as a Director, including such Director’s duties as a member of any committee of the Board upon which such Director may serve, in good faith, in a manner such Director reasonably believes to be in the best interests of the
Corporation, and with such care as an ordinarily prudent person in a like position would use3under similar circumstances. In performing such Director’s duties, a Director shall be entitled to rely on information, opinions, reports or statements, including financial statements and other financial data, in each case prepared or presented by:
(a) One (1) or more officers or employees of the Corporation whom the Director reasonably believes to be reliable and competent in the matters presented;
(b) Counsel, public accountants or other persons as to matters that the Director reasonably believes to be within such person’s professional or expert competence; or
(c) A committee of the Board upon which such Director does not serve, duly designated in accordance with a provision of these Bylaws, as to matters within its designated authority, which committee the Director reasonably believes to merit confidence; but such Director shall not be considered to be acting in good faith if such Director has knowledge concerning the matter in question that would cause such reliance to be unwarranted. A person who performs such duties shall have no liability by reason of being or having been a Director of
the Corporation.
Section 2. Presumption of Assent. A Director of the Corporation who is present at a meeting of its Board of Directors at which any action on any corporate matter is taken shall be presumed to have assented to the action unless such Director’s dissent shall be entered in the minutes of the meeting or unless such Director shall file such Director’s written dissent to such action with the Secretary of the meeting before the adjournment thereof or shall forward such dissent by certified or registered mail to the Secretary of the Corporation within three (3) days after the adjournment of the meeting. Such right to dissent shall not apply to a Director who voted in favor of such action.
Section 3. Number, Election and Qualifications of Directors. The Board of Directors of the Corporation shall consist of approximately twenty-four (24) members, fourteen (14) of whom shall be District Representatives, two (2) Tribal Members (each such District or Tribal Representative being elected by the members and only the members for his/her District as such Districts may from time to time be described or designated by resolution of the Board of Directors, those wishing to become District Representatives must be a member in good standing to run for the position), two (2) Floating Board members who are elected by the membership at large and must be a member in good standing, and seven (7) of whom shall be the members of the Executive Board, as such members are hereinafter designated. The Board of Directors of the Corporation shall make diligent efforts to have all Board positions filled with at least one (1) member, if possible. The names and addresses of the members of the first Board of Directors have been stated in the Articles. Such persons shall hold office until the first annual meeting of members and until their successors shall have been elected and qualified. At the first annual meeting of members and biennially thereafter on the date of the annual meeting of members the existing Directors shall elect Directors to hold office until the second succeeding annual meeting.
Section 4. Vacancies. Any vacancy occurring in the Board of Directors may be filled by the affirmative vote of a majority of the remaining Directors though less than a quorum of the4Board of Directors. A Director elected to fill a vacancy shall be elected for the un-expired term of such Director’s predecessor in office. Any directorship to be filled by reason of an increase in the number of Directors may be filled by the Board of Directors for a term of office continuing only until the next regular election of Directors.
Section 5. Removal of Directors. At a meeting of members called expressly for that purpose, any Director or the entire Board of Directors may be removed, with or without cause, by a vote of a majority of the members then entitled to vote.
Section 6. Executive Board. There shall be an Executive Board of the Board of Directors, which shall consist of the President, President Elect, Vice President, Treasurer, Secretary, Past President, and Lead Representative. The Executive Board shall have authority to act on behalf of the Board of Directors with respect to such matters that may arise between meetings of the full Board of Directors, which authority may be exercised to the fullest extent authorized by the law of Idaho.
Section 7. Additional Committees. The Board of Directors, by resolution adopted by a majority of the full Board of Directors, may designate one (1) or more additional committees each of which, to the extent provided in such resolution, shall have and may exercise the authority of the Board of Directors in the management of the Corporation. Each such committee shall consist of two (2) or more persons, a majority of whom are Directors; the remainder need not be Directors. The designation of such committees and the delegation thereto of authority shall not operate to relieve the Board of Directors, or any individual Director, of any responsibility imposed upon it or such Director by law. Any non-director who becomes a member of any such committee shall have the same responsibility with respect to such committee as a Director who is a member thereof. Other committees not having and exercising the authority of the Board of Directors in the management of the Corporation may be designated and appointed by a resolution adopted by a majority of the Directors at a meeting at which a quorum is present, or by the President thereunto authorized by a like resolution of the Board of Directors. Membership on such committees need not be limited to Directors.
Section 8. Directors and Committee Meetings. Meetings of the Board of Directors, regular or special, or meetings of the Executive Board or any additional committee designated by the Board of Directors, may be held either within or without the State of Idaho. Unless otherwise specified in this Section or in the notice for such meeting, all meetings shall be held at the principal office of the Corporation.
Except as otherwise provided in this Section, regular or special meetings of the Board of Directors, the Executive Board, or any additional committee designated by the Board of Directors, may be called by or at the request of the President, any Director or the chair of the committee, as applicable, upon written or verbal notice thereof given to each Director and other committee members, if applicable, at least three (3) days before the meeting. A regular meeting of the Board of Directors shall be held without other notice than this Bylaw5immediately after, and at the same place as, the annual meeting of members. The Board of Directors may provide, by resolution, the time and place for the holding of additional regular meetings without other notice than such resolution.
Members of the Board of Directors, the Executive or any additional committee designated by the Board of Directors may participate in a meeting of the Board or such committee by conference telephone or similar communications equipment by means of which all persons participating in the meeting can hear each other at the same time, and the participation by such means shall constitute presence in person at a meeting. For any meeting held by conference telephone or by similar communications equipment, notice of the meeting shall
be given at least one (1) hour prior thereto by telephone or other communication directly with the Directors and/or committee members.
The attendance at or participation of a Director or committee member in any meeting shall constitute a waiver of notice of such meeting, except where a Director attends or participates for the express purpose of objecting to the transaction of any business because
the meeting is not lawfully called or convened. Neither the business to be transacted at, not the purpose of, any regular or special meeting of the Board of Directors or any committee designated thereby need by specified in the notice of waiver of notice of such meeting.
Section 9. Waiver of Notice. Whenever any notice is required to be given to any Director or committee member under the provisions of the Act, the Articles or these Bylaws, a waiver thereof in writing signed by the person or persons entitled to such notice, whether before or after the time stated therein, shall be equivalent to the giving of such notice.
Section 10. Quorum and Voting Requirements. A majority of the number of Directors fixed by Section 3 of this Article III shall constitute a quorum for the transaction of business at meetings of the Board of Directors. The act of the majority of the Directors present at a meeting at which a quorum is present shall be the act of the Board of Directors. A majority of the number of committee members fixed and appointed by the Board of Directors or the President, as the case may be, shall constitute a quorum for the transaction of business at a meeting of such committee. The act of the majority of the committee members present at a meeting at which a quorum is present shall be the act of the committee.
Section 11. Action Without a Meeting. Any action required by the Act to be taken at a meeting of the Directors of the Corporation, or any action which may be taken at a meeting of the Directors or of a committee, may be taken without a meeting if a consent in writing, setting forth the actions so taken, shall be signed by all of the Directors, or all of the members of the committee, as the case may be. Such consent shall have the same effect as a unanimous vote.
Section 12. Compensation. No Director or committee member shall receive a salary or other compensation for service in that capacity but may be reimbursed for actual expenses incurred in the performance of such service. This provision shall not preclude any Director6from serving the Corporation in any other capacity and receiving additional compensation therefore.
Section 13. Director Conflicts of Interest. No contract or other transaction between the Corporation and one or more of its Directors or any other corporation, firm association or entity in which one or more of its directors are Directors or officers or are financially interested, shall be either void or voidable because of such relationship or interest or because such Director or Directors are present at the meeting of the Board of Directors or a committee thereof which authorizes, approves or ratifies such contract or transaction or because such Director’s or Directors’ votes are counted for such purposes, if:
(a) The fact of such relationship or interest is disclosed or known to the Board of Directors or committee which authorizes, approves or ratifies the contract or transaction by a vote or consent sufficient for the purpose without counting the vote or consent of such interested Directors; or
(b) The fact of such relationship or interest is disclosed or known to the members entitled to vote and they authorize, approve or ratify such contract or transaction by vote or written consent, in which vote or consent such interested Directors may participate to the extent that they are also members; or
(c) The contract or transaction is fair and reasonable to the Corporation and the fact of such relationship or interest is fully and fairly disclosed or known to the Corporation. Common or interested Directors may be counted in determining the presence of a quorum at a meeting of the Board of Directors or a committee thereof, which authorizes, approves or ratifies such contract or transaction.
Section 14. Loans to Directors. The Corporation shall not lend money to or use its credit to assist its Directors or officers.
Section 15. Liability of Directors for Wrongful Distribution of Assets. In addition to any other liabilities imposed by law upon the Directors of the Corporation, the Directors who vote for or assent to any distribution of assets other than in payment of its debts, when the Corporation is insolvent or when such distribution would render the Corporation insolvent, or during the liquidation of the Corporation without the payment and discharge of or making adequate provisions for all know debts, obligations and liabilities of the Corporation, shall be jointly and severally liable to the Corporation for the value of such assets which are thus distributed, to the extent that such debts, obligations and liabilities of the Corporation are not thereafter paid and discharged.
A Director shall not be liable under this section if, in the exercise of ordinary care, such Director relied and acted in good faith upon written financial statements of the Corporation represented to such Director to be correct by the President or by the officer of the Corporation having charge of its books of account, or certified by an independent licensed or certified public accountant or firm of such accountants fairly to reflect the financial condition of the Corporation, nor shall such Director be so liable if, in the exercise of7ordinary care and good faith, in determining the amount available for such distribution, such Director considered the assets to be of their book value.
A Director shall not be liable under this section, if, in the exercise of ordinary care, such Director acted in good faith and in reliance upon the written opinion of any attorney for the Corporation.
A Director against whom a claim shall be asserted under this section and who shall be held liable thereon shall be entitled to contribution from persons who accepted or received such distribution knowing such distribution to have been made in violation of this section in proportion to the amounts received by them respectively.
Section 16. Annual Dues. At each regular annual meeting or at such other meeting as may be designated in a resolution adopted by the Board of Directors, the Board of Directors shall by resolution designate classes of membership, if there by more than one, and set the annual dues to be paid by each class of membership for the ensuing calendar year.
Section 1. Number. The officers of the Corporation shall consist of a President, President Elect, Vice President, Secretary, Treasurer and Past President. The President, President Elect and Vice President shall be elected by the general membership of the Corporation and the Secretary and Treasurer shall be appointed by the President and approved by the Board of Directors. Such other officers and assistant officers as may be deemed necessary may be elected or appointed by the Board of Directors. Any two (2) or more offices may be held by the same person, except the offices of President and Secretary.
Section 2. Election, Appointment and Term of Office. Except for the Secretary and Treasurer, the officers of the Corporation shall be elected by the general membership. The President shall name those individuals appointed to offices of Secretary and Treasurer at the Board of Directors’ meeting immediately following the annual meeting of members and submit those names to the Board of Directors for approval.
The Past President shall prepare a ballot of nominees with room for write-in nominations. Ballots shall be approved by the Board of Directors. Ballots shall be distributed to members at the annual IJJA conference upon conference check in. Ballots will be mailed to all members who do not plan to attend the conference and request a Ballot. Mail in Ballots must be delivered to the IJJA PO Box one week before the annual conference to guarantee they are counted. The Board of Directors will approve an appointed proctor to assist the Past President in tallying the votes. The ballots shall be opened and counted in the presence of the Past President and proctor. Announcement of newly elected Board of
Directors will remain confidential until the business luncheon or awards banquet held at the annual meeting.
All newly elected Board of Directors will take office at the conclusion of the annual meeting.
Section 3. Removal. Any officer or agent may be removed by the Board of Directors whenever in its judgment the best interest of the Corporation will be served thereby, but such removal shall be without prejudice to the contract rights, if any, of the person so removed. Election or appointment of an officer or agent shall not of itself create contract rights.
Section 4. Vacancies. A vacancy in any office because of death, resignation, removal, disqualification or otherwise, may be filled by the Board of Directors for the un-expired portion of the term..
Section 5. President. The President shall be the principal executive officer of the Corporation and subject to the control of the Board of Directors, shall in general supervise and control all of the business and affairs of the Corporation. The President shall, when present, preside at all meetings of the members and of the Board of Directors. The President may sign, with the Secretary or any other proper officer of the Corporation. Thereunto authorized by the Board of Directors, any promissory notes, deeds, mortgages, leases, contracts, or other instruments that the Board of Directors has authorized to be executed, except in cases where the signing and execution thereof shall be expressly delegated by the Board of Directors or by these Bylaws to some other officer or agent of the Corporation, or shall be required by law to be otherwise signed or executed; shall approve all checks or other withdrawals in excess of five hundred dollars ($500); and in general shall perform all duties incident to the office of President and such other duties as may be prescribed by the Board of Directors from time to time. Said officer may co-sign with another executive officer any check or promissory of the Corporation. The President shall maintain at the registered office or principal place of business of the Corporation a register of members of the Corporation, showing the names and addresses of such. The President shall have the custody of and properly protect all executed deeds, leases, agreements and other legal documents and records to which the Corporation is a party or by which it is legally affected.
Section 6. Vice Presidents. In the absence of the President or in the event of the President’s death, inability or refusal to act, the President Elect or Vice President, in that order shall perform the duties of the President and, when so acting, shall have all the powers of and be subject to all the restrictions upon the President and shall perform such other duties as from time to time may be assigned to the President Elect or Vice President by the President or by the Board of Directors. The Vice President shall chair the speaker committee. Said officer may co-sign with another executive officer any check or promissory note of the Corporation.
Section 7. Secretary. The Secretary shall attend all meetings of members and meetings of the Board of Directors and shall prepare and maintain proper minutes of those meetings. The Secretary shall cause notice to be given of all meetings of the members and meetings of the Board of Directors as required by these Bylaws. The Secretary shall in general perform all duties incident to the office of Secretary and such other duties as from time to9time may be assigned to the Secretary by the President or by the Board of Directors. Said officer may co-sign with another executive officer any check or promissory note of the Corporation.
Section 8. Treasurer. The Treasurer shall be the principal financial officer of the Corporation and shall have charge and custody of and be responsible for all funds of the Corporation. The Treasurer shall sign all checks and promissory notes of the Corporation and shall receive and give receipts for moneys due and payable to the Corporation from any source whatsoever and deposit all such moneys in the name of the Corporation in such banks, trust companies or other depositories as shall be selected in accordance with the provisions of Article V of these Bylaws. The Treasurer shall keep or cause to be kept, adequate and correct accounts of the Corporation, including accounts of its assets, liabilities, receipts, and disbursements. The treasurer shall submit to the Board of Directors and the President when required statements of the financial affairs of the Corporation. The Treasurer shall in general perform all the financial duties incident to the office of Treasurer and such other duties as from time to time may be assigned to the Treasurer by the President or by the Board of Directors. If required by the Board of Directors, the Treasurer shall give a bond for the faithful discharge of the Treasurer’s duties in such sum and with such surety or sureties as the Board of Directors shall determine. Said officer may co-sign with another executive officer any check or promissory note of the Corporation. Treasurer shall notify the Executive Board of any checks written over $500.00 (five hundred dollars).
Section 9. Past President. The Past President shall be a member of the Executive Board. The Past President shall provide continuity to the Executive Board by advising on past practices of the Corporation. Said officer may co-sign with another executive officer any check or promissory note of the Corporation. Past President shall secure nominations for awards to be presented at the annual conference. Past President shall ensure elections for board positions are conducted according to IJJA rules and President shall ensure board is aware of all IJJA bylaws and standing rules, and shall keep said rules updated.
Section 10. President Elect. The President Elect shall be a member of the Executive Board. The President Elect shall Chair Regular and Executive Board meetings in absence of President. The President Elect shall service as hotel coordinator for the annual conference, for rooms and meals, attend meetings with the President to update other organizations of IJJA conference planning, co-sign checks for the Treasurer, and accept the position of President the following year.
Section 11. District, Tribal, and Floating Representatives. The District Representatives shall be members of the Board of Directors. The two District Representatives from each district shall be elected only by the members of his or her district and shall represent that district at the Board meetings. The Tribal Representatives shall be appointed by the tribal leaders and accepted by the Board of Directors. Floating Representatives will be appointed by the Board of Directors. The term of office for the Representatives shall be staggered and shall be for
two years. Representatives shall distribute Board of Director minutes to the general10membership in their district or area of responsibility within one month of receiving them from the Lead Representative for comment and response. Representatives shall have membership on all standing committees with the exception of the Executive Board. The Representatives may perform other duties assigned to Representatives by the President.
Section 12. Lead Representative. The Lead Representative shall be elected by the board of directors for a one-year term. Lead representative shall be nominated from the District, Tribal, or Floating representative positions, at the November Board meeting. The Lead Representative shall distribute Board of Director minutes to the District, Tribal, and Floating Representatives for distribution to the general membership in their district or area of responsibility within one month of receiving them from the secretary for comment and response.
Section 1. Indemnification. The Corporation shall indemnify any director, officer or former director or officer of the Corporation against expenses actually and reasonable incurred in connection with the defense of any action, suit or proceeding, civil or criminal, in which such person is made a party by reason of being or having been a director or officer, except in relation to matters as to which such person is adjudged to be liable for willful misconduct in the performance of such person’s duties to the Corporation.
Section 2. Books and Records. At its registered office or principal place of business, the Corporation shall keep: (i) correct and complete books and records of account; (ii) minutes of the proceedings of its members and Board of Directors; and (iii) a record of the names and addresses of all members. Any books, records and minutes may be in written form or in any other form capable of being converted into written form within a reasonable time. All books and records of the Corporation may be inspected by any member, or his agent or attorney, for any proper purpose at any reasonable time.
Section 3. Loans. No loans shall be contracted on behalf of the Corporation and no evidences of indebtedness shall be issued in its name unless authorized by a resolution of the Board of Directors. Authority may be general or confined to specific instances.
Section 4. Checks, Drafts, etc. All checks, drafts or other orders for the payment of money, notes or other evidences of indebtedness issued in the name of the Corporation, shall be signed by such officer or officers, agent or agents of the Corporation as provided in these Bylaws or in such manner as shall from time to time be determined by the Board of Directors.
Section 5. Deposits. All funds of the Corporation not otherwise employed shall be deposited from time to time to the credit of the Corporation in such banks, trust companies or other depositories as the board of Directors may select.
Section 6. Annual Financial Statements. The Board of Directors shall produce a balance sheet as of the closing date of the last fiscal year, together with a statement of income and expenditures for the year ending on that date, upon request to the members.
Section 7. Fiscal Year. The fiscal year of the Corporation shall begin on the first day of July an end on the last day of June in each year, except that the first fiscal year shall begin on the date of incorporation.
Section 8. Amendments. These Bylaws may be altered, amended or repealed and new Bylaws may be adopted by the Board of Directors of the Corporation at any regular or special meeting.
Section 9. The Idaho Juvenile Justice Association has a mission to change the world for the better through training. We believe in diversity and inclusion as a catalyst for meaningful change. We advocate for equality, justice, and equity in all our initiatives. Our commitment to diversity is woven into the fabric of our organization, from our leadership to our members. Together, we’re making strides towards a more inclusive society where everyone’s rights are protected, and everyone’s voice is heard.
President Duties:
1. Chair Executive Board and IJJA Board of Directors. Supervise all of the business and affairs of the IJJA. Set tentative meeting schedule at the 1st meeting (September – after conference) for the year.
2. Make or cause to be made, a full written report of all Board and IJJA activities and expenditures at the annual membership meeting.
3. Appoint a Secretary and Treasurer.
4. Generate agenda for each meeting.
5. Set up meeting space and coordinate with Past President for lodging flights, including meals (if appropriate) for Board members.
6. Attend Idaho Juvenile Justice Commission meetings as often as possible (meetings are quarterly), but at least once/year with President Elect also in attendance.
7. Coordinate with Executive Board to submit a letter to Idaho Juvenile Justice Commission in January/February requesting scholarship funding if funding is available, for the upcoming conference (include dollar amount of request).
8. Submit official final letter of request to Idaho Juvenile Justice Commission requesting the monies designated by the Commission for scholarships (may or may not match the request), if funding is available.
9. Report (with Treasurer) to Idaho Juvenile Justice Commission in October/December (after conference) with list of scholarship recipients and account of Commission monies, if utilized.
10. Address issues/concerns of Board or membership at each meeting, or as they arise.
11. Ensure that Representatives and Board Members understand, and are fulfilling, their tasks as representatives and on their respective committees and are following the Standing Rules & Bylaws of the IJJA.
12. Direct meetings to facilitate communication and progress of the Idaho Juvenile Justice Association in their goals.
13. Review and facilitate changes to Rules and By-Laws of the Association, as necessary.
14. Coordinate with Treasurer to sign checks over $500.00
President Elect Duties
1. Chair Regular and Executive Board meetings in absence of President.
2. Serve as the hotel coordinator for the annual conference.
3. Coordinate room reservations for all scholarship recipients, if applicable, after receiving final scholarship information from the Lead Representative.
4. Provide a finalized rooming list to the hotel for IJJA Board Members and Speakers. Other rooming lists may include scholarship “roommates,” Judges’, Prosecutors’, and Elected Officials’ rooms.
5. Serve as primary contact of the hotel for questions regarding rooming issues during the conference (scholarship recipients may not make rooming adjustments directly with the hotel – the hotel will understand that any adjustments will only be made through the
President-Elect).
6. Coordinate with the hotel for meal counts for IJJA conference and serve as the hotel coordinator for the annual conference.
7. Attend Juvenile Justice Commission meetings with President to update Commission on status of Board and conference preparations.
8. Assist President as necessary during current year and accept the position of President for the following year.
9. Coordinate with Treasurer to sign checks over $500.00
Past President Duties
1. Advises on past practices of the Corporation and oversees the operation of IJJA as an Executive Board member.
2. Vice Chair of the conference committee.
3. May co-sign all checks (with other Executive Officer) over the amount of $500 authorized by the Board of Directors.
4. Meets once every (2) months, or as often as deemed necessary, as part of the Executive Board.
5. Attends all regular Board meetings, as Board of Directors’ member.6. Solicits nominations for following year’s Board of Directors from membership (via website, newsletter, or e-mail) approximately late June/early July.
7. Prepares ballots of nominees for each individual District (with room for write-ins). BALLOTS ARE DISTRICT-SPECIFIC: i.e. Top of ballot lists Executive Board members up for election (consistent on all ballots) – Bottom portion lists Representative nominees for that specific district and District Ballots shall be given to all IJJA members in attendance at the Annual Conference, to be provided at Conference Registration.
8. Ballots must be returned to the designated ballot box located at the Registration Desk at Conference no later than the end of the last breakout session one day prior to the annual business meeting.
9. Ballots shall be counted at the conference location prior to the business meeting. Ballots are counted by the IJJA Past President and one other designated IJJA board member. Election results shall be announced at the IJJA business luncheon.
10. Solicits nominations for the John Shuler and Commitment to Service Awards from membership (via website, newsletter, and/or E-mail) approximately mid to late June. Nominations may be mailed, faxed, emailed or submitted online via the IJJA website to the Past President, but are due by the August Board Meeting.
11. Nominations are collected and separated by District.
12. District Representatives will vote for the award recipient in their respective district at the August IJJA meeting. (i.e. District I nominations will be voted on by District I Representatives). In the event a Representative is nominated, the remaining District Representative from that District shall make the determination. If no other District Representative exists for that District, the Board of Directors shall vote in that Representative’s place. All Board Members shall vote on the John Shuler award recipient.
13. Once award recipients are determined, plaques will be ordered from a designated vendor. Plaques will be awarded to recipients at the IJJA conference.
14. Advises on past practices of the Association and oversees the operation of IJJA as an Executive Board member.
15. May co-sign all checks (with other Executive Officer) over the amount of $500 authorized by the Board of Directors.
16. Meets once every (2) months, or as often as deemed necessary, as part of the Executive Committee.
17. Attends all regular Board meetings, as Board of Directors’ member.
Vice President Duties
1. Poll board membership and Conference Evaluations for topics and speaker ideas.
2. Be the Chair of the Speaker Committee. Contact prospective speakers for availability/commitment. Negotiate date/time for speaker presentations, fees, travel expenditures (flight & hotels), etc. Provide speaker updates to the Board of Directors and request approval to confirm speaker commitments. Send e-mail confirmations to speakers with negotiated terms and obtain speakers’ resume, biography and audio/visual needs.
3. Set time and room schedule for breakout session times.
4. Schedule opening speaker, banquet speaker, and closing speakers, as needed.
5. Provide Board with speaker itinerary. Work closely with President concerning decisions regarding speakers, maintaining open communication regarding status of conference itinerary and continue to update the board at each meeting.
6. Provide conference itinerary to each speaker. Speakers should be confirmed by May, if possible. Work with speakers to obtain any remaining missing information as needed.
7. Assist speakers in making necessary travel arrangements OR advise speakers to bring all travel expense receipts to conference for reimbursement, as negotiated. If the speaker requests IJJA to make their arrangements, direct bill to IJJA.
8. Request and assign moderators to each speaker. Create a list and schedule of moderators before the conference. Speak with moderators and provide them with copies of the schedule and speaker biography/ introduction. Work with CEU/POST/MCLE committee to provide moderators with required paperwork.
9. Provide a list of speaker A/V needs to the assigned committee. This list also goes to the hotel contact person for fee negotiations. Ensure the hotel, past president, and A/V committee lead have received the A/V list and that all items will be provided.
10. Work with President-Elect to ensure speakers have rooms reserved at the conference hotel, as negotiated. Confirm arrival and departure dates with each speaker.
11. Assist in developing the conference program. Deadline is August 31st, or as soon as possible.
12. Prepare thank you notes and arrange speaker gifts. Gifts will be given to speakers when they check into the conference. Thank you notes should be given to speakers.13. Receive master copies of all handouts from speakers. Ensure enough copies are made if the speaker has not brought them him/herself, if negotiated. Ensure handouts are received by moderators prior to applicable sessions.
14. Act as contact for all speakers at conference and take care of speakers’ needs/concerns.
15. Structure evaluations with secretary to summarize and tabulate for board’s review.
16. Organize and supervise the CEU’s, MCLE’s, and POST credits. Delegate these to other board members as needed.
17. Coordinate with Treasurer to sign checks over $500.00.
Treasurer Duties
1. The Treasurer is appointed by the IJJA President and shall be the principle financial officer for IJJA and shall have charge and custody of and be responsible for all funds of the IJJA.
2. The Treasurer shall co-sign any and all checks on any amount exceeding $500.00.
3. Sign all checks and promissory notes and shall receive and give receipts for monies due and payable to the IJJA from any source whatsoever and deposit all such monies in the name of IJJA in such financial institutions as determined by the IJJA Board.
4. Keep adequate and correct accounts, including assets, liabilities, receipts and disbursements. Provide a report at each meeting and upon the request of the IJJA Board or President.
5. The IJJA Treasurer will receive all memberships and record current paid members for that fiscal year and coordinate with the Secretary.
6. Manage all conference registrations and immediately following the IJJA Conference, prepare final financial accounting (expenses/income) for the conference.
7. In September, attend first meeting and present brief explanation of responsibilities and requirements for reimbursement procedures.
8. Ensure payment for board meeting meals, travel and lodging.
9. By April, complete current board information for state tax commission to maintain tax exempt status (will be mailed or contact state tax commission).
10. By June, submit tax information to contacted accountant for tax purposes.
11. In July, contact the conference site and provide form ST-101 (tax exempt form) for upcoming conference. Prepare current conference registration form and receive board approval to be posted to the IJJA website, http://www.ijja.us. Also, work with the Lead Representative on scholarships awarded and accepted.
12. In August, record and maintain all registrations from scholarship recipients and conference attendees. Maintain meal counts for President Elect. Maintain accounting of vendor payments and work with lead vendor representative.
13. In September, continue to maintain meal counts for President Elect. Also continue to maintain accounting of vendor payments and work with lead vendor representative. Submit registered IJJA members for printing name tags. Bring start-up cash for conference (raffles, apparel, etc.) and work with President to acquire a safety deposit box or safe at the conference site/hotel. Pick up and account daily for income and
deposit in safety deposit box. Finalize all billing with hotel to ensure accuracy.
Secretary Duties:
1. Record minutes of each IJJA board meeting and take roll of board members at each meeting. Submit minutes to the President for proof reading and approval prior to emailing the minutes to the board members. Minutes must be emailed to board members within two weeks of the last meeting for distribution to IJJA members.
2. Ensure every Board Member has signed the Code of Conduct form each year. Keep signed forms on file.
3. Maintain a current list of all members and distribute to Board of Directors. IJJA Membership cards or certificates should be emailed to current IJJA members, annually.
The signature of the President needs to be changed annually.
4. Keep accurate membership lists, based on updates from the Treasurer. E-Mail the membership list to Board Members as necessary.
5. Update all IJJA forms, brochures, and other documents as necessary.
6. Complete any additional task assigned by President.
7. Write and distribute the IJJA Newsletter at least quarterly.
Lead Representative Duties:
1. Assist the President in filling all Board positions by locating candidates and obtaining votes from entire Board.
2. Create emails after Board Meetings, to be sent to District & Tribal Representatives, with important IJJA information to be further distributed to District IJJA members, including meeting minutes that have been approved to send out.
3. Coordinate with the Treasurer to determine scholarship distribution numbers in each District. IJJA awards scholarships to members depending on funding availability. If IJJA receives funding from the Misdemeanor Training Council, this funding can only be used for scholarships for those who work in adult probation. Recipients of MPO scholarships must be registered with POST to certify they are Misdemeanor Probation Officers. All scholarships recipients must follow scholarship guidelines as laid out in the IJJA Scholarships Frequently Asked Questions.
4. First scholarship drawing is July 1 st or next business day. Second scholarship drawing is July 15 th or next business day. Other drawings are done as scholarships are declined and at the discretion of the board. Lead Representative will communicate with board if other drawings are necessary.
5. Notify scholarship recipients, by e-mail, and provide a Scholarship Acceptance/Transferee form. Any member drawn for a scholarship can choose to accept, decline, or transfer their scholarship to any paid IJJA member within their District. MPO scholarships can only be transferred to an IJJA member within their district who is certified by POST as an MPO. If declined, the scholarship will be returned to the general drawing. Ensure supervisors have signed the returned scholarship forms.
6. Coordinate with District Representatives for follow-up scholarship assistance.
7. If scholarships include cost of the of hotel rooms, create a rooming list of scholarship “roommates” and send it to the President-Elect. Scholarship recipients working within one (1) hour of the conference site will not be eligible for scholarship hotel rooms.
8. Keep board and members updated on “transfer of scholarship” rules.
9. Keep the “Save the Date” flier updated and distribute.
District, Tribal, and Floating Representatives Duties:
1. Committed to, and supportive of, the mission and goals of IJJA.
2. Hold office for a term of two years. If this is not possible due to unforeseen circumstances after the Representative has been elected, the Representative is to make every effort to hold office until the Annual Conference in September is complete.
3. Hold office until successors have been elected and qualified. Continue handling all assigned duties until a new Representative has been elected, as notified by President.
4. Attend all Board of Director meetings. Only two absences will be allowed.
5. Vote on monetary and other important issues at meetings.
6. Vote for Lead Representative at the first IJJA meeting, with entire IJJA Board.
7. Acquire memberships through promotion of Association and contact with District members. Continually encourage membership in your district by contacting previous members that have not renewed and potential new members.
8. Represent your district at every meeting. Give a report of events occurring in your district every meeting. This information will be included in the IJJA newsletter.
9. Distribute minutes to general membership in your district within two weeks of receiving them from the secretary. Minutes from the November meeting will be sent to all members, regardless if membership has been renewed. Minutes from all future meetings will be distributed to current members only.
10. Maintain regular contact with IJJA members in their district and provide any necessary information. A district representative acts as liaison to the members.
11. Have membership on conference committees, with the exception of the Executive Committee. Attend to rules and duties of those specific committees.
12. Acquire at least ten (10) raffle prizes for the raffle committee before the conference.
13. Perform other duties as assigned by the President.
14. Each board member is expected to pay $8.00 towards the lunch fee at board meetings. Although the Board most often pays for travel and lodging expenses, it is the Representative’s responsibility to pay for their own food expenses. Please speak with
your Employers and ask them to support you in any way possible.
Entertainment Duties:
This committee is responsible for deciding entertainment options for the conference. This includes all functions except for the IJJA luncheon. All monies spent MUST be voted on and approved by the Board of Directors. Also, all contracts entered into MUST be signed by an Executive Board member, preferably beginning with the President. If the President is not physically available to sign the contract, then the contract can be signed by the Past President, President Elect or Vice President (in that order).
Newsletter Duties:
This committee is responsible for obtaining information from the different Board members and sending out a QUARTERLY (fall, winter, spring & summer) newsletter. Deadline dates should be established and placed in the first newsletter. Members at large can also submit articles to the newsletter. The newsletter needs to be submitted to the E-Board for approval and spell checking prior to being sent out. Copies of past newsletters can be obtained from the last newsletter lead.
Raffle Duties:
Choose raffle committee members and lead. Revise IJJA donation letter. All IJJA board members are responsible for obtaining at least ten (10) raffle items for the annual Conference. Keep a list of donated items and determine a designated person to store the items near the conference location. This committee is also responsible for coordinating other events (i.e. Monday Night Football board) and obtaining door prizes and purchasing big gift items, as needed. The committee also organizes drawings throughout the conference and the sale of tickets (although all changes in ticket sales must be approved by the Board). All monies donated and received must go through the treasurer for accounting purposes. The raffle committee also works during the whole conference to make sure the correct prizes go to the correct recipients and that vendors are properly advertised. Make sure all money donations go through the treasurer. Send out thank-you cards to all Vendors who have donated to the raffle.
Registration Duties:
This committee is lead by the IJJA Treasurer and the Secretary will assist. Ensure all necessary registration information and equipment is at the registration desk, to include IJJA signs, name tags, and lanyards. Committee can solicit board members to assist at the registration desk for rotating coverage. Individuals paying for registration at the time of arrival usually require receipts. The registration desk also sells guest tickets.
CEU's, MCLE's, & POST Credits Duties:
Gather all relevant information to apply for CEU/POST/MCLE credits.
Hotel Duties:
The President & President-Elect will lead this committee and serves as the liaison to hotel staff during the conference.
Vendor Duties:
Choose vendor committee members and lead. This committee solicits vendors, sends out information regarding vendor options (vendor letter/packet), and assists vendors in setting up booths, requests vendor name tags and conference information. They are available to vendors during the conference to assist them in meeting with conference participants. Negotiate terms of vendor contract and work closely with IJJA Treasurer
Scholarship Duties:
Lead Representative is the chair of the Scholarship Committee. The Lead Representative will work closely with the IJJA Treasurer to determine proper scholarship distribution numbers in each district.
Audio/Visual Duties:
This committee ensures that Conference Speakers have all their Audio/Visual equipment needed for breakout sessions. They handle onsite A/V problems and work closely with the Hotel Contact and Vice President (in charge of Speakers). Solicits board members to bring laptops, projectors, and speakers for use at the conference.
Awards Duties:
The Past President is the lead of the committee and is responsible for collecting award nominees and presenting them for vote at the August Board Meeting.
Join us for the 2024 Idaho Juvenile Justice Association Conference!
September 9-10, 2024 in Idaho Falls, Idaho.
