The purposes for which the Association is formed and the powers it may exercise are set forth in the Constitution.
Section 1. General
The Oklahoma Correctional Association is a dual membership chapter of the American Correctional Association. Membership shall be open to all persons 18 years of age or older who subscribe to and support the goals of the Association and who meet the qualifications of membership and pay established dues.
Section 2. Classes of Membership
Professional Membership: Professional members are persons who are currently working in or who have retired from the criminal justice profession or related area. Professional members shall be eligible to vote, hold office, and serve as committee members.
Associate Membership: Associate members are persons who do not qualify as professional members but who support the goals of the Association. Associate members may be eligible to vote and serve on committees but may not hold an office.
Sustaining Membership: Sustaining members are persons who contribute $100 or more annually to the Association. Sustaining members shall not be eligible to vote or hold office.
Honorary Membership: Honorary members of the Association may be designated by the Executive Board in the best interests of the Association. Honorary members shall not be entitled to hold an office nor vote.
Section 3. Application for Membership
Any persons interested in becoming a member of the Association shall complete an application form for the American Correctional Association/Oklahoma Correctional Association and pay the established dues.
Section 4. Termination of Membership
Membership in the Association is at the pleasure of the Executive Board. The Executive Board may terminate any member for the good of the Association.
Section 5. Membership Dues
American Correctional Association/Oklahoma Correctional Association dual membership dues shall be established by the American Correctional Association. Oklahoma Correctional Association only membership dues shall be established by the Executive Board.
Section 6. Membership Quorum
Ten percent of the members shall constitute a quorum for the transaction of business. A majority vote of the quorum present shall be required to conduct the business of the membership at the annual meeting.
Section 1. Ballots
Elections shall be by secret ballot made available to each member of the Oklahoma Correctional Association eligible to vote. Such ballots shall contain a slate of candidates for each office drawn up by the Nomination/Election Committee, shall contain a provision for write-in votes, and shall be made available to members at least 30 days prior to the election.
Section 2. Voting Process
A. Votes for candidates may be cast during the annual conference in places so determined by the Nomination/Election Committee as approved by the Executive Board.
B. Those members unable to attend the annual conference shall apply for an absentee ballot from the Nomination/Election Committee, which shall promptly verify voter eligibility and mail the ballot with instructions to the absentee member. Absentee ballots shall be received no later than determined by the Nomination/Election Committee for the reception of absentee ballots.
Section 3. Election Results
A. Procedures for counting the ballots shall be established by the Nomination/Election Committee with the approval of the Executive Board.
B. Elected officers shall be announced by the Nomination/Election Committee during the business meeting of the annual conference.
C. The decision of the Executive Board shall be final on all election issues.
Section 1. Officers
The officers of the Association shall consist of the following: president, president-elect, vice president, secretary, treasurer and delegate-at-large.Candidates for any office must have been a member of the Association for at least two (2) years at the time of the election to be considered by the nominating committee.
Section 2. Term of Office
Each officer shall serve a term of two years, except the president which will serve as president-elect, president and then delegate at large, thus serving a three year term. Upon expiration of the president’s term, the president shall automatically become the delegate-at-large for a term of one year. The president-elect shall automatically become the president upon expiration of the president’s term. The officers’ terms of office shall begin on November 1, following their election. No officer shall serve successive terms in the same office. The elections will be scheduled so one-half the board is elected annually. The Vice President and Secretary elections will be held on even numbered years and the Treasurer election will be held on odd numbered years.
Section 3. Powers and Duties
Officers of the Association shall have the following powers and duties:
The president shall represent the Association at all public events, at activities including American Correctional Association affairs, and in correspondence; preside at all meetings of the Association; preserve order and decorum at all meetings of the Association and decide questions of order; set the time, date, and place of all Executive Board meetings and call all such meetings to order; select the members of the Scholarship and Awards Committee; appoint the chairperson of the Archival Committee and of any special committee(s) appointed; and cooperate in the transition from one term to the next. After the expiration of the term the president shall serve on the Executive Board as Delegate-At-Large.
The president-elect shall select the conference chair and recommend to the Executive Board the site for the annual conference to be held during his/her presidency; chair the Nomination/Election Committee; serve as a liaison between the Executive Board and the Conference Committee and the Nomination/Election Committee; perform such duties as directed by the president; and assume the office of president at the end of his/her term.
The vice president shall select the chair of the Resolutions and Legislation Committee and of the Constitution and Bylaws Committee and serve as a liaison between these committees and the Executive Board; serve as co-chair of the Budget Committee; perform such duties as directed by the president; and, upon a declared vacancy in the office of president, assume the position of president for the remainder of his/her term.
The secretary shall serve as registered service agent of the Association; keep, or cause to be kept, minutes of the annual conference business meeting and all Executive Board meetings; maintain all records of the Association including a current Association membership list; be responsible for mailing notice of all meetings and the annual conference; and produce and distribute the Association newsletter.
The treasurer shall be responsible for the safekeeping of all Association funds; keep, or cause to be kept, accurate records of all receipts and disbursements; pay out Association funds as directed by the Executive Board; co-chair the Budget Committee; formally report at the annual conference business meeting the financial condition of the Association to include gross receipts and disbursements for the previous year and the current balance on hand; and be responsible for the administration of the petty cash fund. The treasurer shall be bonded in an amount equal to the prior year’s gross receipts. The fee for bonding shall be paid by the Association.
The delegate-at-Large shall represent OCA as a delegate at the American Correctional Association’s Annual Congress of Corrections; attend dual-membership and affiliate meetings at such conferences; and serve as liaison between OCA and ACA.
THE EXECUTIVE BOARD
Section 1. Composition
The Executive Board shall consist of the elected officers of the Association and the Delegate-At-Large.
Section 2. Powers and Duties
The Executive Board shall have the power to make and enforce rules for management of the operation of the Association consistent with the Constitution and Bylaws. The Executive Board may propose Bylaws to be adapted by the membership and carry out any other duties authorized herein. The Executive Board shall determine the advisability of a proposed amendment to the Constitution and Bylaws on a “do/do not pass” basis.
Section 3. Meetings
The Executive Board shall meet quarterly at such times and places as deemed appropriate by the president. The Executive Board may have special meetings in addition to the quarterly meetings as the president deems appropriate. The secretary shall provide each member at least three days notice to all meetings. Any member in attendance shall be deemed to have waived notice unless stated otherwise. All meetings of the Executive Board shall be open to the general members.
Section 4. Quorum
A quorum of the Executive Board shall consist of a majority of the members. A majority vote of the quorum present shall be required to conduct business.
Section 1. Chair
As provided for in these Bylaws, the designated officers shall appoint the chairpersons of all committees whether special or standing. Membership of the committees shall be appointed as provided for in these Bylaws. The actions of all committees are subject to review and approval of the Executive Board.
Section 2. Standing Committees
Standing committees shall be established as follows:
SCHOLARSHIP AND AWARDS COMMITTEE
This committee shall be appointed by the president and shall consist of seven members who shall elect a chairperson. The Scholarship and Awards Committee shall be broadly representative of the membership of this Association. The committee shall establish criteria, review nominations, and select recipients for the Harjit Sandhu Criminal Justice Scholarship, the Leon Dwight Russell Scholarship, and other awards approved by the Executive Board prior to the annual conference.
The chair of the Archival Committee, selected by the president, shall maintain the historical records, documents, and other notable memorabilia of the Association. The chair of the Archival Committee shall select other committee members as needed and shall publish a historical document every fifth anniversary of the Association.
The Nomination/Election Committee shall be chaired by the president-elect and consist of the President-elect, Secretary, Vice-President, and Delegate-at-Large. This committee will also be responsible for counting all ballots cast during the election each year. No less than three board members will be present during the ballot counting.
The chair of the Conference Committee, selected by the president-elect, shall appoint committee members as necessary. This committee shall be responsible for planning and conducting the annual conference and related events. The committee shall have the authority, subject to the approval of the Executive Board, to select a site for the annual conference; make all hotel contracts and arrangements; choose a program theme; prepare the conference budget; provide speakers and entertainment; and coordinate host, hospitality, and associated functions. The Conference Committee shall account for all conference receipts and expenditures and return any balance to the Association.
RESOLUTIONS AND LEGISLATION COMMITTEE
The chair of the Resolutions and Legislation Committee, selected by the vice president, shall choose committee members as necessary. This committee shall monitor and educate the Association and the Executive Board regarding proposed legislation concerning corrections and shall submit recommendations to the Executive Board. The Committee shall also propose, for adoption by the Association, resolutions which my include, but are not limited to, recognition for outstanding service in the field of corrections, honorary membership, and another notable contribution to the Association.
CONSTITUTION AND BYLAWS COMMITTEE
The chair of the Constitution and Bylaws Committee, selected by the vice president, shall choose committee members as necessary. This committee shall annually review the Constitution and Bylaws and make recommendations for amendment(s) to the Executive Board. The committee may accept for review any written suggestions made by a member in good standing and shall accept for review any suggested amendment(s) referred by the Executive Board.
The Budget Committee shall be composed of four members, to include the vice president and the treasurer, who shall serve as chairpersons of the committee, and two persons selected by the chairs. The committee shall be responsible for submitting to the Executive Board quarterly financial reports which reflect the Association’s current fiscal status. The committee shall also be responsible for developing a budget for the upcoming year to be approved by the Executive Board no later than the end of the first quarter of the calendar year.
The membership Committee shall be composed of a minimum of three members; each selected by the president with the chair of the committee designated by the President. The committee shall be responsible for activities directed toward expanding membership of the organization, coordinating membership information with the American Correctional Association and other related duties as directed by the Board or as deemed appropriate by the committee. The Chair of the committee shall provide a membership report to the Board on a quarterly basis.
Section 3. Special Committees
Special committees may be appointed as needed by the president of the Association subject to the approval of the Executive Board.
ANNUAL ASSOCIATION MEETING
The annual meeting of the Association shall be held on a date set by the Executive Board. Notice to the membership shall be sent by the secretary at least 30 days in advance.
AMENDMENTS TO THE BYLAWS
These Bylaws may be amended by a vote of the membership. Upon approval of the Executive Board, the amendment(s) shall be presented for approval at the annual conference. Notice of amendment(s) shall be sent to the membership at least 30 days prior to the annual conference. Amendment(s) shall be placed on a ballot to be voted on by the membership in the same manner as voting for candidates for office. Amendment(s) may also be submitted by petition. If an amendment is submitted by petition of ten percent of the membership, then it shall be placed on the ballot for vote of the membership without approval of the Executive Board.