Constitution and Bylaws
As amended June 2, 2008.
I: NAME: Effective
II: PURPOSE: The
Georgia Prison Wardens’ Association is a
non-profit organization whose purpose is to organize and promote the
administration of the prison system of
III: MEMBERSHIP:
Membership is divided into four distinct categories, each of which has a definite purpose and role in the administration and proceedings of the organization.
A. Full Membership: These members shall pay dues and have full rights and privileges of the association. These consist of the right to vote, hold office, make motions, resolutions, etc., regarding the activities of the association. Persons eligible for this category shall consist of Wardens and Superintendents of state, county, or privately operated penal and correctional facilities, which operate under the auspices of the Georgia Department of Corrections.
B. Associate Members: These persons will also pay dues and be entitled to attend all meetings open to all members. They will be entitled to discuss matters of business to the association but will not be entitled to enter a motion, hold office or vote in matters of policy of the association. Persons eligible for this category are statewide supervisors.
C.
Honorary
Members: Honorary membership shall
be granted only by recommendation of the membership Committee and
approved by
the majority vote of the full membership.
Honorary members shall be exempt from payment of dues and
registration
fee but will be assessed for banquet costs.
As of this date, members of the State Board of Corrections, the
Commissioner of the Georgia Department of Corrections, Deputy
Commissioner(s)
and duly elected
D. Life Members: This status may only be granted following a review by the membership Committee as to how the individual left their post/position and their standing in the association prior to the presenting to the general membership for approval and approved by the majority of those members present. Life members are exempt from payment of dues and are entitled to all rights and privileges of the full membership. Life members whose families attend the convention will be assessed meal costs.
IV: OFFICERS: The association’s officers shall consist of a Board of Trustees, President, 1st Vice-President, 2nd Vice-President, 3rd Vice-President, Secretary-Treasurer, and Chaplain as a minimum. Other officers may be added if need arises on majority vote of the members. Officers shall be elected and installed at the scheduled business session at the Annual Convention of each year and shall serve one year or until the next Annual Convention and until their successors are elected and installed. Officers may succeed themselves for as many terms as the members may desire.
Duties of
the Officers:
A.
Board
of Trustees: The Board of Trustees
of the corporation/association shall consist of nine (9) members. It shall be the responsibility of the
association
to elect three (3) trustees each year for a three (3) year term, one of
whom
shall be the retiring president at the annual meeting each year. The trustees shall ensure that the
association functions within the confines of the charter and all
existing state
and federal laws.
B. President:
1. Shall be empowered to act as chairman of all meetings held during his/her tenure of office.
2. Shall be authorized to act on behalf of the association as spokesperson or otherwise, when there is not sufficient time or importance to call a meeting of the Executive Committee.
3. Shall be authorized to call meetings of the Executive Committee at any time or, in cases of extreme emergencies, a special meeting of the membership to act on matters of importance.
4. Shall be authorized to sign all checks drawn against the association treasury in the absence of the Secretary-Treasurer.
5. Shall have authority to appoint Committees at his choosing.
6. Shall be empowered to authorize association related purchases up to $1,000.00 for non-asset items only (any purchases over $1,000.00 and fixed assets, regardless of amount, shall be made only on the authority of the Executive Committee).
7. Shall serve as ex-officio member of the Executive Committee.
C. 1st Vice-President: Shall be authorized to act in all instances and with equal power as the President when this officer is not present at the meetings. This officer is in direct succession to the President should this position become vacated.
D. 2nd Vice- President: Shall be authorized to act in all instances and with equal power as the President when this officer and the 1st Vice-President are not present at the meetings. This officer is in direct succession to the 1st Vice-President should this position become vacated.
E. 3rd Vice-President: Shall be authorized to act in all instances and with equal power as the President when this officer, the 1st Vice-President or the 2nd Vice-President is not present at the meetings. This officer is in direct succession to the 2nd Vice-President should this position become vacated. It shall be the responsibility of the 3rd Vice-President as the coordinator of corporate sponsors and vendors attending the convention. In the event there is no 3rd Vice-President, this responsibility goes to the 2nd Vice-President or a member designated by the President.
F. Chaplain: Shall be authorized to represent the association in the event his/her services are needed. The chaplain shall receive all requests for flowers and gifts to members or their immediate family in time of sickness, death, family emergency and any other crisis which would warrant the authorization to purchase flowers or gifts from association funds. The chaplain is responsible for the annual Prayer Breakfast program with the approval of the President.
G.
Secretary-Treasurer:
1. Shall record and keep an accurate and current record of the minutes of the association meetings; shall give a reading of minutes from all past meetings of the membership of the Executive Committee which have not been approved by the membership; shall be empowered to act on all correspondence of the association, except in those cases requiring special attention of the President or some Committee chairperson.
2. Shall keep an accurate role of the officers and members of the association, together with their addresses. Shall notify officers and members of various Committees of their election or appointment, and shall notify members two weeks in advance of all meetings.
3. Shall be the chief financial officer of the association funds, fixed assets and all other assets, shall be custodian of the financial records of the association, and shall have charge of the investments of the association funds, subject to the direction or approval of the Executive Committee.
4. Shall receive all membership applications. Membership dues in the amount of $75.00 per year shall be assessed all members of the association. Receipts from membership dues shall be deposited to the account of the association. If a bank does not honor a check, it shall be returned to the individual for re-submission and any bank charges assessed the association.
5. Shall be responsible for the receipt of all funds of whatever kind received directly or indirectly from the publication of the official handbook of the association. Shall be responsible for the acceptance of all funds at the annual conference and any other project monies throughout the year. A complete record of each Warden’s /Superintendents ad monies and receipts for same shall be given each submitting member.
6. Shall receive all monies due the association, give proper receipt therefore, deposit the account of the association; and retain copies of all receipts and deposit slips for a reasonable time, but not less than one year. Shall be empowered to make proper disbursement from these funds by checks for such purchases as stationary, printing and other necessary items which are less than $1,000.00. Any distribution of funds for $1,000.00 or more shall be made only on the authority of the Executive Committee or the association membership. The books of the Secretary-Treasurer shall be open at all times to inspection by members of the Executive Committee. The books shall be subject to financial compilation and review by the President or his/her designee annually before the regular annual business meeting and the Secretary-Treasurer shall present a full report of the financial compilation at such meeting, along with a report of his activities for the previous year. The Secretary-Treasurer shall present a financial status report at each Executive meeting. The Executive Committee may request and authorize an audit any time they feel there is a need for additional verification of accounts with a formal audit by an external, independent firm when a new Secretary-Treasurer is elected or every five (5) years.
7. Shall be paid $50.00 per month from association funds. Shall give such bond as required by these by-laws, at the expense of the association and shall perform such duties as may from time to time be assigned to him or her by the Executive Committee. Shall serve as ex-officio member and Secretary of the Executive Committee.
8. Upon completion of his or her term of office, shall forward the original copies of all financial records subsequent to a financial compilation the succeeding Secretary-Treasurer and a copy of the material to the President of the Association.
H. P.O.S.T. Council:
1. The membership will support the President or a former President as his or her designee to the P.O.S.T. Council. This delegate will represent the association in all matters including voting and holding office on the council. This person will attend all meetings and make regular reports to the association and if a designee, to the President during the interim between general meetings.
I. GCA Delegate: The membership will support the President’s appointed delegate to the Georgia Correctional Association. This person shall be a voting member of GCA. This person will represent the association in all matters including voting and holding office on the GCA. This person will attend all meetings and make regular reports to the association and to the President during the interim between general meetings.
V.
COMMITTEES:
A. Executive
Committee:
1. The Executive Committee shall be composed of nine (9) members from the state at large in addition to the elected of officers.
2. The immediate Past President shall serve on the Executive Committee for at least one year.
3. The Committee shall be empowered to serve with the same authority as the membership on matters, which are beyond the authority of the President and occurring when the membership is not in session. All matters passed on by this Committee must be agreed upon by two-thirds majority of those present.
4. The Committee shall be called in session no later than one month prior to each annual meeting of the membership to complete arrangements for the meeting, select matters to be placed on the agenda, secure speakers and invite guests, pass on matters that might be brought to their attention for immediate action. The Committee is also subject to called meetings by the President.
5. All business sessions of the Executive Committee shall be held at a place designated by the President.
6. Presiding officer of the Executive Committee shall be the President or formal order of vice presidents.
B. General Committees: Membership in the standing Committees of the Georgia Prison Wardens’ Association shall be left at the discretion of the President. The President shall designate members of the following Committees within two weeks following his or her election, and shall appoint any further Committees at his or her pleasure. Meetings of Committees shall be held prior to the first session of the annual meetings and the Chairperson of each Committee shall make reports at the general business session. Committees shall be subject to call by their Chairperson on matters of extreme importance touching directly on their authority. The Chairperson shall designate site of the meetings. These Committees are designated as follows:
1. Nominating Committee: Shall be appointed by the President and will consist of seven (7) members, three (3) representing county institutions and three (3) representing state institutions. A chairperson will be appointed for the Committee and his/her vote will break any tie in voting. Nominations from this Committee will be presented to the entire membership for a vote in regard to any office of the association. The Vice-Presidential succession will alternate between county and state wardens.
2. Convention Committee: Shall be composed of a chairperson and two members; shall serve from time appointment until close of the next annual convention; shall be empowered to complete arrangements for meetings and banquet halls upon due authorization of the Executive Committee, which shall have been in session prior to all annual meetings; shall serve as official greeters and hosts for the association at all conventions; and shall pass on the facilities of cities extending bids for the annual convention.
3. Membership Committee: Shall be composed of a chairperson and five members, shall be empowered to act on all matters concerning membership; and pass on all requests for membership; and shall seek to maintain one hundred percent membership among Wardens and Superintendents of the state.
4. Legislative Committee: Shall be composed of a chairperson and two (2) members. All legislative matters affecting the association shall be referred to this Committee for study and recommendation to the association. If the Committee finds the legislative matter of interest to the association then the Committee shall make the recommendation to the Executive Committee for action.
5. Steering Committee: Shall be composed of a chairperson and a minimum of four (4) or as many members as the President deems necessary for that term. This Committee shall be directed expressly by the President for the purpose of coordination projects, updating by-laws or any project deemed necessary by the President.
6. Resolution Committee: Shall be composed of a chairperson and four (4) members as appointed by the President. This Committee will take motions referred to them and compose them into a resolution for presentation at the President’s direction.
7. Scholarship Committee: Shall be composed of a chairperson and four (4) members as appointed by the President. They shall meet and review all applicants for scholarship. They shall make recommendation to the Executive Committee prior to the Summer Convention of those that meet established criteria for the awarding of scholarships. The Executive Committee shall determine the number of scholarships to be awarded on a yearly basis. Minimum criteria shall include employment by the Georgia Department of Corrections or a county or private facility or an immediate family member of an eligible employee, Minimum criteria shall include employment by the Georgia Department of Corrections or a county or private facility or an immediate family member of an eligible employee. Additional criteria include an essay, need, grade point average and attendance at a college or university accredited through Council for Higher Education Accreditation (CHEA) or the U.S. Department of Education (USDE) or both. Technical colleges are not eligible for consideration.
VI.
MEETINGS:
A. An annual convention of the Georgia Prison Wardens’ Association, Inc. shall be held at a place and on a date selected by the President no later than the prior winter conference if one is held. It is the preference that the convention dates be scheduled to avoid Father’s Day and prior to the beginning of the fall school year. Hotel accommodations, rates and other conference obligations may dictate otherwise. The length of the convention will be set by the business and training needs determined by the President and the Executive Committee.
B.
County
Commissioners, legislators and members of the State Board of
Corrections shall
not be charged for registration but will be assessed for banquet costs. It
was also passed to charge members and their guest a fee of $100 for
convention meals. Non-members will be
assessed $150 per person for meals while attending the Convention,
non-members
are those who attend the convention and do not pay annual dues.
C. Any other sessions of the entire membership shall be termed “special meetings” and shall be called only by the authority of the Executive Committee, who, having met in Executive session, feels that matters of extreme importance should be passed upon immediately by the general membership.
D. The President shall act as presiding officer at all meetings, and in his absence the Vice-President shall serve in such capacity in the succession of election and will conduct the business session.
E. A meeting of the Executive Committee prior to the annual convention shall decide speakers and guests invited to the convention, and shall prepare convention agenda.
VII.
DUES: Dues
shall be set at the amount of $75.00 per year for all applicable
members and shall be collected at the annual convention.
(Changed from $25 to $50 on June 12,
2005, Amended to $75 on June 2, 2008.) It
was also passed to charge members and their guest a fee of $100 for
convention
meals. Non-members will be assessed $150
per person for meals while attending the Convention, non-members are
those who
attend the convention and do not pay annual dues. (Amended
as of June 2, 2008 during
General Session of membership.)
VIII. HANDBOOK: The association shall sponsor a handbook to be published annually and distributed at the annual convention. This handbook will serve as a directory of all state, private (corporate) and county facilities, probation detention and diversion centers, and personnel of the Georgia Department of Corrections.
A.
Ads may be sold
to any private vendor, employee group or citizen desiring to purchase
same. They may not be sold to inmate
groups, any group whose goals are in direct conflict to the association
or the
law of the State of
B. All monies will be collected by the individual Warden/Superintendent selling ads and turned over to the Treasurer for deposit into the association’s account. An amount to be determined annually will be used to offset registration costs for the annual convention. The Treasurer will then pay all necessary costs related to the handbook.
IX.
OTHER ITEMS:
A. Any full time, paid Warden or Superintendent of any state, private or county operated penal or correctional facility who is killed in the line of duty shall have $1,000.00 paid to his/her widow, children or estate of same in his/her honor. The President shall assess other emergency situations, which directly relate to a full-time, paid employee, on an individual basis and a majority vote of the Executive Committee and may be awarded an amount not to exceed $2500.00 for the Warden or Superintendent and $1000.00 for other employees.
X.
BUSINESS OF
THE ASSOCIATION:
A. Any member may make a motion during an appropriate time and while the membership is in attendance. A motion should be brief and stated verbally and may pertain to any business of the association. A motion requires a second and two-thirds majority vote to pass.
B. Motions, which are very lengthy or too complex to state verbally for all to consider, should be turned over to the Resolution Committee to draft a resolution. These matters should be reserved for large monetary expenditures, by-laws revisions, legislative proposals, etc. A resolution shall also require a second and a two-thirds majority vote.
XI. PROCEDURE: This association will follow basic parliamentary procedures as outlined in Robert’s Rules of Orders revised edition, copyright 1984. The Association’s Secretary-Treasurer will keep a copy for reference unless otherwise directed by the President.