Southern Criminal Justice
Association
Annual Executive Board
Meeting
September 24, 2003
Nashville, TN
Members Present: Mustaine, Sanborn, West, Miller, Hensley, Morgan, Crews, Everhart, Tewksbury, Robinson, Fields,
Guests: Dave Camp
Report of the President: Tewksbury
Welcome to Nashville. It’s going be a fun day. Hopefully you’ve had a chance to look at the program. And it promises to be a really good meeting. It may be one of our most successful in a long time.
Yesterday we had a constitutional and bylaws committee meeting to visit and alter, as necessary, the documents of the association. Member of this committee are: Robinson, Sanborn, Camp (chair), Mustaine, Crews, Fields, and Tewksbury were members. Many of our practices do not match our out-of-date policies. Camp will be here sometime to report on the suggested changes we discussed.
Report of the 1st VP: Robinson
As far as we can tell, everything is going fine. Program is here, cups are here, and bags are here. Looks like we made (even surpassed) the room block. Apparently we may have too much money in the Association, we may need to spend more. Robinson gave Mustaine some checks from advertisers.
Report of the 2nd VP: Crews
He is working on the policy and procedure manual right now. Hopefully this will all come together and be in cohesion with the constitution and bylaws.
Report of the Secretary/Treasurer: Mustaine
Went over the financial report. Discussed that we need to find out about non-profit status/procedure, how much money we can have, etc…
ACJS Rep: no one is here. No one has heard anything interesting from ACJS
Journal Editor: Hensley
Things are looking good. Next issue will come out soon; we have several good papers in the pipeline. He will not be editing as much as Doerner. He has made one change: there will be a 25-page limit for papers now. We still continue to get unpublishable manuscripts. They do not meet the guidelines, or they are personal memoirs, or there is no meat to the article. Hensley asked that board members please drum up support for the journal if we have colleagues who are publishing.
Tewksbury asked about publishing the presidential address. Is that something that we want to be pursuing? Morgan asked about considering a conference issue. Discussion about this followed. How long is the typical presidential address? How many people typically submit papers to the journal from their presentation here? One possibility suggested by Morgan is to have a paper deadline for those presenters who would like to have their papers considered for publication. We could also keep this in the region and we might attract new members. We agreed to give this a try for next year. Hensley will announce this at the general meeting in a few days.
Audit: There is no new report. They reported at the Boston meeting.
Awards: Crews
We have them, the presentation has all been worked out. We will be looking for a new corporate sponsor for next year.
Budget and Finance: Robinson
Things look good. We have some more advertisers who will be paying us money.
Fund Raising: Crews and Morgan
Crews got T-shirts made. They look good. This year may be less likely to raise much money, but in years to come when people are used to it, we will make more.
Morgan: got some inmates to create some art. They are fabulous! She also suggested that we challenge every member to sell an ad for the conference program booklet. Tewksbury mentioned that we should do something for the inmates. Morgan said that they would like some stamps. Perhaps we could give them a book of stamps or some money for their accounts. We will revisit this at the next board meeting when we see how much money we actually make.
Mustaine suggested we run the silent auction until the awards ceremony. That way we can give them out at the awards luncheon. And most people aren’t around much anyway after that. We agreed.
Raffle: We will be raffling off some things people brought, a night at the hotel, one of the log cabins that the inmates made. Angela and Duane will be selling tickets.
Constitution and Bylaws Committee: Camp
Camp arrived to explain the situation regarding what we are doing. Yesterday we went through the whole document. We had several objectives in mind: the legalities issue and where we are in the incorporated process. We are a nonprofit corporation with members, however, right now we are in the “inactive” status. We don’t know what is filed with the secretary of state. So, let’s keep the constitution as simple as possible. Then the bulk of our policies, practices, etc. would be in the bylaws. The advantage of this is that the constitution is open to public view and our bylaws are not. We altered membership status a bit, giving the Board of Directors (BOD) the possibility of removing people who do not adhere to our principles and ethical standards. We also removed the voting procedures from the bylaws and will have it as a policy that will be posted to the web site. We will do the same thing for awards. The process from here is for all board members to take a look at it soon. Provide input to the president. Send it out sometime soon to the membership for review. Then at the mid-year meeting in Los Vegas, we will have a meeting for people to voice their concerns. Then any changes can be made and it can be sent out for a mail vote or all changes or nothing. Camp will discuss this at the general meeting.
Program and local arrangements, 2004: Crews
Crews and Robinson will meet and make sure everyone is up to speed. Robinson will appoint local arrangements person on Saturday.
Membership: Fields
Fields passed around the new membership application.
Nomination and Elections: Sanborn
Peter Wood is new 2nd VP. Julie Kunselman and Florence Ferguson will be new Directors at Large, replacing Everhart and Sloan.
One issue: We discussed an issue with the ballot. Tewksbury would like this to be a board decision. We concurred that we all agreed with his decision, we can all support the election.
Fields indicated that a larger issue is that the ballots were late in coming out because we didn’t have enough candidates. Why didn’t we have enough candidates? There is some apathy among members. Let’s talk up the general meeting and encourage people to be informed. Let’s encourage people to get involved. We need to even encourage students to come to the general meeting and stay involved. Let’s work on changing the culture that we have developed around here about lack of involvement.
Start looking around for people to run for election next year. There is a board seat up and the sec/treasurer is up for election.
Secretariat: Fields
Passed out a financial report for his position. Mustaine will go over membership at the Friday meeting, since Fields will be absent. He went a little over this year, but gave Crews $700.00 to start up the T-shirts. There is a new Dean at EKU, Fields thinks there will be no problem getting him to honor the previous/continuing agreements that we have with them.
2005 Meeting: Crews
Thinking about the Sea Turtle Inn at Jacksonville Beach, and Savannah. People suggested we look at a couple of properties at Jacksonville Beach, not just the Sea Turtle, see what the best deal we can get is. He will have a contract in hand at the mid-year meeting (not signed).
Webmaster: Robinson
Please update your contact information!!! Encourage members to do so as well. Also, if we have things to post send them Matt’s way. Be sure to sign up for the list-serve, that is the way to get important announcements.
Old
Business:
None
New Business:
Tewksbury mentioned that we have some policies we operate under, and there are many policies that really ought to be rescinded because we are out-of-date. Tewksbury will go over them quickly and we can vote on whether or not we agree. After that, we will discuss some policies that we need to add.
Policy Number vote
72-03 unanimous to rescind.
75-04 unanimous to rescind
75-05 unanimous to rescind
76-02 unanimous to rescind
76-03 unanimous to rescind
78-03 unanimous to rescind
80-02 unanimous to rescind
81-01 unanimous to rescind
81-04 unanimous to rescind
82-01 unanimous to rescind
83-03 unanimous to rescind
85-02 unanimous to rescind
85-05 unanimous to rescind (Fields can’t vote, but he would vote no).
86-01 unanimous to rescind
86-02 unanimous to rescind
87-03 unanimous to rescind
89-01 unanimous to rescind
89-06 unanimous to rescind
91-04 unanimous to rescind
92-01 unanimous to rescind
93-05 unanimous to rescind
95-01 unanimous to rescind
95-02 unanimous to rescind
95-03 unanimous to rescind
96-01 unanimous to rescind
97-01 unanimous to rescind
97-02 unanimous to rescind
97-03 unanimous to rescind
The committee recommends 4 new policies:
03-01 The outstanding educator award committee is comprised of the winners of the past 3 years. Unanimous to add.
03-02 The association will pay for all reasonable on-site visit costs. Passes unanimously to add.
03-03 The immediate past president chairs the nominations and elections committee. Passes unanimously to add.
03-04 All participants in the annual conference must register. Passes unanimously to add.
**all policy motions made by Sanborn and seconded by Robinson.
Policy changes are effective immediately. Rescinded policies will be a part of the archive.
Meeting adjourned 11:20am
Next meeting is 9am on Saturday 27, 2003