Terms of Service 1 — Michigan Association of District Court Probation Officers

Association By-Laws

According to non-profit status as established in 1991

ARTICLE I

NAME AND PURPOSE

Section I: The name of the organization shall be the Michigan Association of District Court Probation Officers, Inc.

Section II: The offices of the Association shall be located in a place designated by the Executive Board.

Section III: The purpose of this Association shall be to further the aims of Probation and to improve Probation services through the following activities.
(1). Develop and maintain the standards of service;
(2). Review, support and initiate legislation
that affects Probation;
(3). Promote inter-agency relations;
(4). Promote good public relations.

ARTICLE II

MEMBERSHIP

Section I: Active: Active membership shall be open to all Probation Officers, Community Corrections Officers, Compliance Officers, PSI Officers and those providing screening or assessment services who are employed by the court in the State of Michigan and must be approved for membership by the membership committee.

Section II: Associate: Associate membership shall be open to all persons with involvement in Probation services and recommended to and approved by the membership committee.

Section III: Life: Any active member so indicated by the Executive Board, may receive a Life Membership with full voting rights upon termination from active services, (i.e. retirement, career advancement).

Section IV: Voting Rights: Any active member in good standing shall have full voting rights. A member in good standing shall be defined as a member who has his/her membership dues paid to date.

Section V: Any associate shall have the right of participation without a vote.

Section VI: Annual dues shall be determined by the Executive Board, and approved by a 2/3 vote of members at any annual meeting. Dues shall be payable on or before the first day of the annual conference. Current dues are $25.00 per year for active Probation Officers and $100 associate members.

Section VII: To further the aims of the Association, the state shall be divided into geographic regions. Such regions are to be designated by the Executive Board.

ARTICLE III

OFFICERS AND REGIONAL REPRESENTATIVES

Section I: Eligibility: All officers of the Executive Board, Regional Representatives, Alternative Representatives, Conference Co-Chairpersons, Newsletter Co-Editors and Social Media Co-Chairpersons shall be members in good standing at the time of their nomination.

Section II: Officers of the Association shall be President, Vice-President, Secretary, and Treasurer, Conference Co-Chairpersons, Newsletter Co-Editors, Legislative Chairperson and Social Media Co-Chairpersons. Officers shall be elected for a one (1) year term at the annual meeting. The election shall be by a plurality vote. The duties and powers of the Officers are described herein:

Section III: President: The President shall preside over all official meetings. He/She is an Ex-Officio member of all Committees. The President shall serve as the Chairperson of the Executive Board. The President shall appoint any committee deemed necessary by the Executive Board to carry out the purposes of the Association. Persons shall be appointed to the committees by the President subject to the approval of the majority of the Executive Board. The President shall call the annual meeting and any special meetings deemed necessary.

Section IV: Vice-President: The Vice-President shall preside in the absence of the President and perform any duties assigned by the President. The Vice-President shall be an ex-officio member- of all Committees. The Vice-President shall have the responsibility to recruit and keep a current membership list and shall serve as the Chair of the Membership committee.

Section V: Secretary: The Secretary shall keep notes of all meetings, maintain correspondence and keep all non-monetary records. The Secretary shall order and keep inventory of the Association’s stationary, envelopes, and the certificates of membership and appreciation.

Section VI: Treasurer: The Treasurer shall receive and deposit all dues, fees or other contributions. He/She shall pay all expenses authorized by the Executive Board. He/She shall maintain all financial records and report same annually or as required. The records shall be audited annually if directed by the Executive Board. The Treasurer shall provide over the conference registration.

Section VII: Regional Representative: The chairperson of each region shall be the Regional Representative. The Chairperson of each region shall be elected annually by the members of each region. The Regional Representative shall serve as a voice for their region at the Executive Board Meetings. They shall have full voting rights at the Executive Board Meetings and are members of the Membership Committee.

Section VIII: Alternate Representative: Each region shall have an Alternate Representative. The Alternate Representative of each region shall be elected annually by the members of each region. The Alternate Representative may attend all Executive Board Meetings. They shall attend Executive Board Meetings in the event the Regional Representative is unable to attend. The Alternate representative does not have voting rights at the Executive Board Meeting, unless they are attending in the place of the Regional Representative.

Section IX: Conference Co-Chairpersons: The Conference Co-Chairpersons shall gather and present to the Executive Board, annual meeting site information and shall organize the speakers for the annual meeting. The Conference Co-Chairpersons will not obligate the Association to the meeting place, speaker, etc. unless the Executive Board approves of the selections. The Conference Co-Chairpersons shall be elected annually by the general membership.

Section X: Newsletter Co-Editors: The Newsletter Co-Editors shall be elected annually by the general membership. Their duties include compiling and publication of a newsletter for the organization to be published to the membership throughout the year. The Co-Editors shall compile and maintain an active mailing list for the organization. They shall have full voting rights at the Executive Board Meetings.

Section XI: Legislative. The Legislative Chairperson, who shall serve for one year, or as elected, shall submit to the Annual Meeting any legislation to inform and further the purposes of the Association. The Chairperson, shall review and report on any pending legislation concerning or affecting probation. The Chairperson has the authority and responsibility to recruit additional committee members as needed. The Chairperson shall delegate appropriate work as necessary and submit for Executive Board approval, position statements to represent the Association in its efforts to work with legislative or criminal justice related agencies. The Legislative Chairperson shall have full voting rights at the Executive Board meetings.

Section XII: Social Media Co-Chairpersons. The Historian Committee, the Co-Chairpersons of which shall serve for one year, shall annually catalogue and document the history of the current Association year and submit a report to the Executive Board. The primary duty of the Social Media Co-Chairs will be to assist in the creation, development and maintenance of the MADCPO Inc. website and maintain social media including Facebook, Google Docs, Twitter, or any other platforms deemed appropriate and to facilitate discussion and information distribution via those platforms. The content of the web site and features shall be approved by the Executive Board, with input and direction from the association membership. Note the Social Media Co-Chairs have the authority to maintain the web site be making additional changes, deletions, updates and corrections as needed. If there are major changes such as in the style, format or substantive content, these types of changes must have approval of the Executive Board. Each year the Social Media Co-Chairs shall prepare a report, which upon passing, shall become a part of the official MADCPO Inc., history. The Co-Chairpersons are free to develop new ideas or functions and establish a committee as needed which will facilitate the collection and development of the Association’s history and will be published on the MADCPO web site. (For example, this may include research of past periodicals, Newsletters, Directories, minutes and conduct interviews to gather all necessary material). They may recruit additional help or consult other data as needed. The Chairperson of which, shall have full voting rights at the Executive Board.

Section XIII: Wage: All officers of the Executive Board, Regional Representatives, Alternate Representatives, Conference Co-Chairpersons, Newsletter Co-Editors, Social Media Co-Chairpersons, perform their duties without any monetary compensation.

ARTICLE IV

EXECUTIVE BOARD

Section I: The Executive Board shall consist of the President, Vice-President, Secretary, Treasurer, Regional Representatives, Regional Alternates, Immediate Past President, Newsletter Co-Editors, Social Media Co-Chairpersons, Legislative and Conference Co-Chairpersons.

Section II: The Executive Board shall be charged with the management and control of the Association business.

ARTICLE V

COMMITTEES

Section I: Nominating: The Nominating Committee shall be made up of the Immediate Past President and not less than two other Past Presidents. The Nominating Committee shall be responsible for the preparation of a slate of candidates. Each year a President, Vice-President, Secretary, Treasurer, Conference Co-Chairpersons, Legislative Chairperson, Historian, and Newsletter Co-Editors will be selected as a slate of candidates to present to the general memberships at the annual meeting. These offices will be voted on at the annual meeting and shall require a majority vote of members present and voting. Additional nominations for these positions shall be accepted from the floor prior to the vote. Upon resignation of any officer, excluding President, the Executive Board has at its discretion, the power to accept nominations from the floor or hold an election to fill the office that has been vacated. The election shall be held at the Executive Board meeting in which the resignation is accepted. It shall require a majority vote of voting members present.

Section II: Legislative: The Legislative Committee: the Chairperson of which shall serve for one year, shall prepare and submit to the Annual Meeting any legislation to further the interest and purposes of the Association. The committee shall review and report on any pending legislation concerning or affecting probation. The Legislative Chairperson, who shall serve for one year, or as elected, shall submit to the Annual Meeting any legislation to inform and to further and purposes of the Association. The Chairperson, shall review and report on any pending legislation concerning or affecting probation. The Chairperson has the authority and responsibility to recruit additional committee members as needed. The Chairperson shall delegate appropriate work as necessary and submit for Executive Board approval, position statements to represent the Association in its efforts to work with legislative or criminal justice related agencies. The Legislative Chairperson shall have full voting rights at the Executive Board meetings.

Section III: The Historian / Social Media: The Co-Chairpersons are free to develop new ideas or functions and establish a committee as needed.

Section IV Membership: The Membership Committee of which the Vice-President is the chair shall be made up of all the Regional Representatives and shall review and act on all applications for membership and associate membership and shall be responsible for the active soliciting of new members.

ARTICLE VI

ANNUAL MEETING

There shall be an Annual Meeting of the Association, held at such time and place as shall be designated by the Executive Board.

ARTICLE VII

AMENDMENTS

Amendments may be made to the By-Laws at any Annual Meeting upon 30 days notice to the membership in writing. Such Amendments shall require 2/3 vote of members present and voting.

ARTICLE VIII

Association Funding

Section I: This Association shall provide its funding through:

1. Paid Memberships
2. Sale of Advertising in the Association’s Newsletter and other printed material
3. Fees for training and Annual Conference

Section II: The Associations monies, (or financial assets), are to be used only for the express purposes of funding and conducting MADCPO INC., business and all other operations that pertain to related Criminal Justice agencies.

Section III: This Association shall be a non-stock corporation. Voting rights shall be outlined with Article II Section 4.

ARTICLE IX

Section l: General Operation Guidelines. This Association shall operate under the Guidelines of the United States Treasury Department of the Internal Revenue Service Code Section 501 (c) (4) as an Association of Employees.

Section II: This Association shall operate under the Articles of Incorporation pursuant to the provisions of Act 162, Public Acts of 1982, as filed with the Michigan Department of Commerce, State of Michigan.

Section III: This Association will not discriminate against any person on the basis of race, color, religion, or national origin.

ARTICLE X

Section I: Members of this Association shall have no net worth upon dissolution of the Association.

Section II: Upon dissolution of the Association, all assets of the Association shall be distributed to one or more Public Universities within the State of Michigan. Disbursement of assets will be at the discretion of the Board of Directors.

ARTICLE XI

Division of Region I

On May 23rd, 2001 at the annual business meeting a motion to separate Region I into Region I-A and I-B. The motion was seconded and passed by the membership. The courts to be included in 1-A are those district courts located in Monroe, Washtenaw, and Wayne Counties totaling 33 courts. Region 1-B will consist of Macomb and Oakland Counties, totaling 26 counties. A Regional Representative and Alternative Representative will be elected from both 1-A and 1-B.

Article XII:

Change and/or additional voting process:

On May 23, 2021 at the annual business meeting a motion to amend voting process of Board Members and Regional/Alternative representatives may be conducted remotely by use of a survey system, polling or by any other means deemed appropriate in the event an in person annual meeting is not held. For elections to be valid, 2/3 of the membership in attendance must participate in the voting process. This includes the 2021 voting process. The MADCPO membership will be notified of the election results within 7 business days from the date of the vote. The motion was seconded and passed by the membership

Article XIII:

Emergency voting to amend MADCPO By-laws

On May 23, 2021, at the annual business meeting a motion to allow emergency voting, at any time deemed necessary by Executive Board and not limited to an Annual Meeting, may be used to amend MADCPO By-Laws if written notice is sent to all members 30 days prior to date of vote. Voting may be completed in person, use of survey software, polling, or any other format deemed appropriate by the Executive Board. Amendment changes using this type of voting format will only be conducted if 2/3 of the full membership participates in voting process. The motion was seconded and passed by the membership.