STANDING
RULES
OF
NORTHEAST
TEXAS ASSOCIATION OF
LEGAL ASSISTANTS, INC.
ADOPTED
JULY 13,1989
(amended July 11, 1991)
(amended November 12,1992)
(amended October 13,1994)
(amended October 20,1999)
A.
GENERAL PROCEDURES
1.
MEMBERSHIP MEETINGS
Membership meetings are held the third Wednesday of each
month at noon unless otherwise directed by the Board of Directors.
Oral and/or written reports of Officers and Chairpersons are made at
this meeting. The regular meeting in December is known as the annual
meeting and is for the purpose of electing officers, receiving
annual reports of officers and committee chairpersons, and
conducting such other business as may be necessary. Any other
meetings of membership shall be in accordance with the Bylaws of
this association (Refer to Bylaws, Art. VI). Unless otherwise
directed by the Board of Directors, all meetings are to be held at
the Longview Community Center, 500 E. Whaley Street, Longview,
Texas. One-fourth (1/4) of the total membership constitutes a quorum
(Refer to Bylaws, Art. VI, Sec. 6.1).
2.
BOARD OF DIRECTORS MEETINGS
The Board of Directors, composed of elected Officers and all
committee chairpersons, meets on the first Wednesday of each month
at noon at a place to be specified by the President. All board
members are required to attend such meetings. A majority of the
members of the board constitutes quorum for transaction of business.
(Refer to Bylaws, Art. VIII, Sec. 8.3). All members are welcome to
attend board meetings.
3.
EXECUTIVE COMMITTEE MEETINGS
The Executive Committee, composed of officers, acts in
emergency between regular meetings of the Board of Directors, when
necessary, for the best interest of the association. Four (4)
members of total Executive Committee constitutes a quorum. (Refer to
Bylaws, Art. VIII, Sec. 8.2).
4.
REPORTS
a.
Each Officer, with exception of President, makes report at
each meeting of the Board of Directors and at the annual meeting of
membership. President makes report at annual meeting of membership.
b.
Chairperson of each committee makes report at each meeting of
Board of Directors and at annual meeting of membership, except that
those chairpersons in charge of special functions make reports in
accordance with procedures set out hereinbelow.
c.
Reports of special functions are due at the first meeting of
the board following such function and are due at the first
membership meeting immediately following report to the board.
d.
Reports made to the Board of Directors may be oral or
written.
e.
Annual reports of all Officers and Chairpersons are in
writing for annual meeting of membership.
f.
Reports of all Officers and Chairpersons, with exception of
President, are due not less than five(5) days prior to annual
meeting and directed to the President with copy to Secretary and
Parliamentarian.
g.
Reports are prepared on 8 ½" x 11" paper, limited
to two pages, and signed by the respective Officer or Chairperson.
B.
ROSTERS
Second Vice President prepares a roster of members in
accordance with forms as required by NALA and furnishes each Officer
and Chairperson a copy. The roster is for confidential use of
members and may not be used for any reason other than association
business. Members shall not furnish this list of members to any
other person or organization without permission of the Board.
C.
COLLECTIONS INSUFFICIENT CHECKS
The Treasurer of the association, with approval of the Board,
may take legal action in the event she is unable to collect an
insufficient check given in connection with any event sponsored by
the association.
D.
FILES
1.
GUIDELINES FOR RETENTION OF FILES
a.
The Charter, Articles of Incorporation and minutes of board
and regular meetings of the association are retained permanently by
the Secretary.
b.
Bylaws and Standing Rules of Association are maintained in
permanent manner by the Parliamentarian.
c.
Books and records of Treasurer are maintained for the period
established by the Internal Revenue Service for retention of
records.
d.
Files of all other Officers and Chairperson are retained in
accordance with guidelines established by NALA.
2.
TRANSFER OF FILES
All files of Officers and Committee Chairperson are delivered
to incoming Officer or Chairperson as soon as possible after
installation.
E.
MINUTES
All minutes of the association are to be retained by the
Secretary and published in the newsletter of the association for
review by all members.
A.
VOTING
All Active, Associate and
Student members may vote, unless they have chosen to be a non-voting
member. (Refer to Bylaws, Art. IV, Sec, 4.1, 4.2, 4.3 and 4.5).
There is no proxy voting. In case of the necessity of an emergency
telephone vote, a prepared statement, approved by the board, is read
to telephoned member. No opinion is to be expressed by the caller. A
voting list is presented to board evidencing name of members and
vote of those members.
B.
SPECIAL MEETINGS
Any special meetings of
Board of Directors or membership are to be called and held in
accordance with the provisions set forth in the Bylaws of the
association. (Refer to Bylaw Art. VI, Sec. 6.2).
C.
EXPENSES
1.
Allowed expenses for Officers and Chairperson include the
following, subject to amount
provided in budget:
a.
Postage and photocopy expenses.
b.
Long distance telephone, if mandatory in conduct of business
of Officer and/or Chairperson.
c.
Supplies and stationery, other than furnished by this
association or NALA, when approved for purchase by the board.
d.
All other expenses approved by the board prior to such
expenses being incurred.
2.
The President of this association has the right to approve an
expenditure not to exceed $50.00 without prior permission of the
Executive committee or Board of Directors.
I.
NALA AND TAPA MEETING EXPENSES.
Subject
to the funds being available,
the following expenses are allowed, if budgeted or approved by the
Board of Directors:
1.
The registration fee, hotel expenses, travel expenses, and up
to $50.00 per diem for the NALA Liaison to attend and represent this
association at the NALA Annual
Meeting each year.
Subject to the funds being available, the following
expenses are allowed, if budgeted or approved by the Board of
Directors:
2.
Maximum of $575.00 for expenses associated with the president
attending and representing this association at the semi-annual TAPA
meetings each year.
J.
COMMITTEE CHAIRPERSONS
1.
Committee Chairpersons give reports at each meeting of board.
Reports give names of all committee members and brief, concise
statement regarding committee's decisions. Motions are made
following report.
2.
Annual reports are given at annual meeting of the membership
and are to be typed, dated, signed, and cover the year's work.
Copies are given to President, Secretary and Parliamentarian.
3.
Copies of all correspondence are sent to the Association's
President.
4.
Copies of all mailouts or publicity printing are sent to
President for approval prior to printing.
A.
DUTIES OF OFFICERS.
1.
PRESIDENT. (Refer to Bylaws, Art. XI, sec. 11.1)
a.
With assistance of Executive committee, appoint, within 30
days, all Committee Chairpersons of the association.
b.
Appoint, from time to time, Chairpersons of special
committees as may be deemed necessary, subject to approval of board;
may appoint Executive Committee member as liaison to the local bar
association.
c.
Preside at all meetings of association, Board of Directors
and Executive Committee, and supervise work of Officers and
Committee Chairpersons.
d.
Provide copies of agenda to members of board before call to
order of such meeting.
e.
Make certain all necessary committee reports are ready for
presentation at appropriate meetings.
f.
Review minutes of all meetings, confer with parliamentarian,
and advise secretary of any changes. Approve final copy of all
minutes.
g.
Ex-officio member of all committees, with exception of
nominating committee, but has no vote on such committees.
h.
Appoints Parliamentarian.
i.
May appoint a Student Liaison.
Such Student Liaison shall attend and report at Board
Meetings, but shall have no vote at such meetings
j.
Perform such other duties as ordinarily pertain to this
office.
2.
FIRST VICE PRESIDENT/EDUCATIONAL PROGRAMS CHAIRPERSON.
(Refer to Bylaws Art. XI,
sec. 11.2)
a.
Preside at all meetings of association, Board of Directors
and Executive committee in absence of President.
b.
Be Chairperson of the Educational Programs Committee and as
such perform the following functions:
Planning all seminars and workshops held by the association
either individually or co-sponsored by this association and NALA.
Obtaining speakers, arranging programs, and places to hold
such seminars and/or workshops.
Be responsible for complying with minimum educational
requirements imposed by NALA on the association contained in Bylaws
Article VI, sec. 6.3.
c.
The First Vice President shall automatically succeed to
office of President the year following office as First Vice
President.
3.
SECOND VICE PRESIDENT/MEMBERSHIP COMMITTEE CHAIRPERSON/
ETHICS COMMITTEE
CHAIRPERSON. (Refer to Bylaws, Art. XI, sec. 11.3).
a.
Be Chairperson of Membership Committee, and as such, perform
the following duties;
Furnish applications to prospective members. Call prospective
members a few days before general membership meeting.
Give names of new members to Secretary, President and
Treasurer at time of or prior to presentation for membership.
Applications must be made on standard forms approved by NALA, and
all applications must be presented to board for acceptance or
rejection, including members to be reinstated.
Send letter of welcome as well as copies of Bylaws and
Standing Rules, and a membership roster, to new members immediately
after such acceptance.
Perform such duties as ordinarily pertain to this office and
as may be prescribed by the board.
b.
Be Chairperson of Ethics Committee, and as such, perform the
following duties:
Receive all the complaints as to violations and shall
investigate the facts therefor and shall take such action as he or
she may deem necessary.
A member may be suspended or expelled upon proper complaint
to this committee, after hearing, upon finding of a violation or
violations of Bylaws,
Art. XIII, Sec. 13.2. Procedures
in Bylaws Art. XIII and the current edition of Robert's Rules of
Order shall be followed.
In the event of the suspension or expulsion of a member,
appeals may be made in accordance with Bylaws, Art. XIII, Sec. 13.3.
4.
SECRETARY. (Refer to Bylaws, Art. XI, Sec. 11.4)
a.
Take minutes of all meetings of the association, Board of
Directors, and Executive committee, and keep a minute book
containing all minutes, which
are to be signed by the Secretary and approved by the President.
Motions must be clearly set forth and include the fact that motion
was seconded. Discussions should not be included. Names of new
members approved
should be
included. Treasurer's report should be attached to the
minutes, and any corrections to Treasurer's report should be
approved by Treasurer. Corrections to minutes should be noted.
b.
Receive written reports of all committees.
c.
Keep record
of members,
officers and Chairpersons.
d.
Furnish a copy of minutes of all meetings that will appear in
the association newsletter, as well as maintained in a central
location.
e.
Take roll call for all meetings.
f.
Sign documents as required of secretary.
g.
Preserve in permanent file all records of value to
association and its Officers. Deliver all records and minute book to
successor as soon as practical after installation.
h.
Issue call to annual meeting.
i.
Send appropriate cards regarding sympathy, births, get-well,
etc. to members on behalf of membership, and keep membership advised
of these matters.
j.
Perform such duties as may be assigned to this office by the
President or board; and perform such other duties as usually pertain
to this office.
5.
TREASURER/FINANCE CHAIRPERSON
(Refer to Bylaws, Art.
XI, sec. 11.5)
a.
Collect all dues, and remit NALA affiliation fee on or before
October 1 as directed, accompanied by roster of members on form
prescribed. Remit dues
on behalf of NALA Liaison in a timely manner as directed by NALA.
Dues for this association shall be paid as follows:
For members in good standing on December 31st of
each year, and renewing for the following fiscal year: $30.00 for
active members; $30.00 for associate members; $20.00 for student
members; and a minimum of $50.00 for sustaining members.
Dues are payable January 1st, with a late fee of $5.00 to be
assessed after January 31st.
For new members making application from January 1st through
September 30th of each year: $30.00 for active members; $30.00 for
associate members; $20.00 for student members; and a minimum of
$50.00 for sustaining members. Dues are payable at the time
application is made. In
the event application is denied, the dues will be returned to the
applicant.
For new members making application from October 1st through
December 31st; $15.00 for active members; $15.00 for associate
members; $10.00 for student members; and a minimum of $25.00 for
sustaining members. Dues are payable at the time application is
made. In the event
application is denied, the dues will be returned to the applicant.
b.
Deposit funds of this association on a timely basis in such
bank as board may direct.
c.
Make disbursements by check, signed by Treasurer or by
President.
d.
Keep correct account of all receipts and disbursements,
employing double-entry system.
e.
Furnish monthly statement of finances of association to all
members of board and give report thereof to members.
f.
Prepare and distribute dues notice on or before December 15.
g.
Prepare and recommend budget, approved by board, and
submitted to membership at beginning of fiscal year.
h.
Prepare income tax report for current fiscal year, if
required.
i.
Obtain signature cards for changing of authorized signatures
on checks, and see that proper filing is made with bank.
j.
Be chairperson of the Finance Committee and as such shall
have the following duties:
Be in charge of raising funds for any purpose whatsoever
other than seminars and workshops arranged by the Educational
Programs Chairperson, and shall devise such methods of obtaining
funds as may be proper for any special project or purpose as
determined by this association.
All proposed projects shall be presented to Board of
Directors for approval and to membership for ratification of action
of board.
Collect all money from money-making projects together with
accurate accounting therefor.
6.
NALA LIAISON (Refer to Bylaws, Art. XI, Sec. 11.6).
a.
Attend annual meeting of NALA.
b.
Receive minutes of all meetings of NALA.
c.
Receive all correspondence from NALA, and coordinate all
matters pertaining to said correspondence.
d.
Report to this association upon all meetings of NALA.
e.
Upon receipt of notice of meetings and agenda of meetings of
NALA, submit in writing, any matters which this association wishes
brought before NALA.
f.
See that Officer roster is furnished to NALA Headquarters and
that any other information is provided as requested.
g.
Make reports to NALA Affiliated Association Chairperson as
required.
h.
Maintain a permanent file of all minutes of meetings of NALA.
i.
Within sixty (60) days of passage of any amendments to the
Bylaws or this association's membership application,
notify the NALA Parliamentarian
and Affiliated
Associations Chairperson of such changes.
7.
PARLIAMENTARIAN (Refer to Bylaws, Art. XI, section 11.7)
a.
Rule on questions of order; interpret Bylaws of this
association.
b.
Review Bylaws and Standing Rules of this association and
present proposed amendments or revisions to association.
c.
Review minutes of meetings of Board of Directors, Executive
Committee, and membership, and report any needed changes to
President.
d.
Maintain permanent file on Bylaws and Standing Rules of this
association.
e.
Perform such other duties as usually pertains to this office.
L.
DUTIES OF STANDING COMMITTEE CHAIRPERSONS.
1.
EDUCATIONAL PROGRAMS CHAIRPERSON
First Vice President serves as Educational programs
Chairperson. Duties are outlined above.
2.
MEMBERSHIP CHAIRPERSON/ETHICS CHAIRPERSON
Second Vice President serves as Chairperson for both
Membership and Ethics Committees. Duties outlined above.
3.
FINANCE CHAIRPERSON
Treasurer serves as Finance Chairperson.
Duties are outlined above.
4.
NOMINATIONS AND ELECTIONS CHAIRPERSON
a.
Chairperson shall select a committee and the Chairperson and
committee shall mail a straw ballot to all voting members and accept
all written nominations of qualified persons for elected offices,
made by members of association. Such straw ballot shall list those
persons ineligible for immediate past offices and a list of all
members eligible for office.
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