CONSTITUTION AND BYLAWS
MISSISSIPPI COURT ADMINISTRATORS ASSOCIATION
Adopted October 25, 2007
ARTICLE I - NAME
The name of this Association shall be the Mississippi Court Administrators Association
(MSCAA).
ARTICLE II - PURPOSE
The purpose of the Association shall be to promote professionalism of court personnel in
Mississippi; to increase awareness of and knowledge about court operations; and to foster
cooperation, understanding and exchange of information between court personnel, judges, the
legal community, and others involved with or interested in improving the operation of
Mississippi Courts.
ARTICLE III - MEMBERSHIP
The membership of this Association consists of any individual who is actively engaged in a field
related to court administration or the administration of justice.
The voting membership of this Association consist of any Regular or Associate Member, who
has satisfied the qualifications for membership in accordance with the provisions of these By-
Laws.
Section 1 - Classes of Membership
There shall be four classes of membership in this Association: Regular, Associate, Retired and
Honorary.
A. REGULAR: Regular membership is open to any person employed as a Court
Administrator, Deputy Court Administrator or Assistance Court Administrator, by any court
located in the State of Mississippi. Membership is conferred upon submission of an
application, payment of annual dues and by two-thirds vote of the voting membership.
Members of this class are allowed to vote, serve on committees and be elected as a Board
Member of the Association.
B. ASSOCIATE: Associate membership is open to any person employed in an occupation
or engaged in a field of study related to Courts. Membership is conferred upon submission of
an application, payment of annual dues and by two-thirds vote of the voting membership.
Members of this class are allowed to vote and serve on committees, but may not be elected as
a Board Member of the Association.
C. RETIRED: Retired membership is open to any person who has retired from a position
in a Court in the State of Mississippi. Membership is conferred upon submission of an
application, payment of annual dues and by two-thirds vote of the voting membership.
Members of this class are allowed to serve on committees, but may not vote or be elected as a
Board Member of the Association.
D. HONORARY: Honorary membership may be conferred upon any deserving person by
the Board of Directors or the membership, upon application, to recognize outstanding
contributions toward improving the court system. Honorary members shall not be required to
pay dues. Members of this class are not allowed to vote, nor serve on committees, nor be
elected as a Board Member of the Association.
Section 2 - Membership year
The membership year shall be April 1 through March 31.
Section 3 - Reinstatement Fee
Reinstatement of active membership may be obtained by the payment to the Treasurer of all
delinquent dues and other associated fees. Such payment shall place that member's name in
the applicable class of active membership in the Association.
Section 4 - Suspension of Membership
A member shall be suspended upon two-thirds vote of the Board of Directors after a finding by
a majority vote of the Membership Committee that the member has failed to subscribe to the
Code of Professional Standards of the Association.
Section 5 - Rescission of Membership
A member shall be removed from the active rolls upon two-thirds vote of the active
membership after having been suspended pursuant to Section 4, supra.
Section 6 - Code of Professional Standards
The MSCAA recognizes the importance of ethical conduct by its members in the administration
of justice. MSCAA members hold positions of public trust and are committed to the highest
standards of conduct. MSCAA members observe these standards of conduct to preserve the
integrity and independence of the judiciary. The MSCAA Code embodies our dedication to
upholding and increasing the public's confidence in the judicial branch of government, and also
reflects our commitment to promoting integrity within our Association and profession. MSCAA
members subscribe to the Mississippi Code of Judicial Conduct.
ARTICLE IV - BOARD OF DIRECTORS
The Board of Directors shall consist of six (6) Officers and five (5) Regional Directors. All Board
Members, as a condition of holding their positions, must maintain regular membership in the
Association. The Board of Directors will meet at the Spring and Fall conferences of the
Association at the time designated by the President. Responsibility and authority for general
management of the Association is vested in the Board of Directors.
Section 1 - Officers
The officers of the Association shall consist of a President, First Vice President, Second Vice
President, Secretary, Treasurer, and Immediate Past President who shall be elected or
appointed in the manner and form prescribed by the Bylaws. The Officers of the Association
shall constitute the Executive Committee. The Executive Committee will meet with the Board
of Directors at the Spring and Fall Meetings of the Association, and at any other time as
designated by the President of the Association.
A. President
The President shall preside at all meetings of this Association. It is the President's
responsibility to provide leadership and to exercise general supervision over Association affairs
in accordance with the Constitution and By-Laws, and to maintain liaison and coordination
with all other judicial entities and service departments.
The President shall be an ex officio member of all committees. The President shall have the
power to call special meetings whenever necessary or advisable to promote or maintain the
purpose of this Association.
The President shall form such committees that may be needed to promote or maintain the
purpose of this Association. The President shall make any committee assignments that are
necessary due to vacancy during said President's tenure and shall appoint a Parliamentarian.
The President shall review the Constitution and Bylaws and make recommendations for
amendments when needed.
The President shall serve as the MSCAA appointee to the Judiciary Advisory Committee and/or
any Advisory Board(s), Steering Committees, and any other Boards associated with and in
conjunction with the administration of justice. In the event that the President is unable to
serve in such a capacity, the President will appoint a Regular Member, in good standing, of the
Association to serve in such a capacity.
The President shall be the designated attendee of the MSCAA at the Annual and Mid-Year
Conferences of the National Association of Court Managers.
The President shall make a final report upon leaving office, unto the Association, of all duties
and responsibilities conducted during their tenure.
B. First Vice President
The First Vice President shall perform all duties in the absence of the President and shall work
with the President at all times, and shall perform such other duties as are usually incident to
the Office of First Vice President, and as the Association or President may from time to time
require. In case of a vacancy of the office of President, the First Vice President shall become
President for the remainder of the unexpired Term.
The First Vice President shall chair the Continuing Education Committee.
C. Second Vice President
The Second Vice President shall perform all duties in the absence of the First Vice President
and shall work with the First Vice President and President at all times, and shall perform such
other duties as are usually incident to the office of Second Vice President, and as the
Association or President may from time to time require.
The Second Vice President shall chair the Membership Committee.
D. Secretary
The Secretary shall keep the Minutes of all meetings of this Association; shall have and keep all
books, records, documents, files and other papers belonging to the Association; and shall
perform such other duties as are usually incident to the office of Secretary and as the
Association or President may from time to time require.
The Secretary shall maintain a current listing of all members of the Association and their
classification.
E. Treasurer
The Treasurer shall collect all moneys due the Association and deposit such funds in a proper
depository in the name and to the credit of the MSCAA; shall keep an accurate record of all
moneys received and disbursed; shall receive and audit all bills due by the Association and, if
found correct, shall make payment therefore; shall keep a record of all duly authenticated bills
certified by the Treasurer, showing the amount of same and to whom payable, and for what
the account was due; shall submit a financial statement of all such accounts whenever called
upon by the President of the Association for the same; shall submit a written report at each
business meeting of the Association, showing the amounts disbursed, the balance, if any, to
the credit of the Association; shall be reimbursed by the Association for the necessary
expenses of the office; shall perform such other duties as are usually incident to the office of
Treasurer, and as the Association or President may from time to time require.
The Treasurer shall submit annual statements for the current Associational Year to the
membership during the month of January of the current year.
F. Immediate Past President
The Immediate Past President shall participate as a full member of the Board of Directors and
shall be responsible for providing advice and counsel to the President and other Board of
Director members based on knowledge and experience acquired from previous service in the
Association.
The Immediate Past President shall chair the Nominating Committee.
Section 2 - Regional Directors
The Regional Directors of the Association shall consist of five (5) Regular members of the
Association each drawn from one of the five Mississippi Court of Appeal Districts, who shall be
elected for one-year terms and/or serve in the manner and form prescribed by the By-Laws.
The Regional Directors are to be the liaisons between the Executive Committee and the
membership of those Directors' Regions. Their responsibilities are to remain in contact with
the members of their Regions, to inform those members of the events of the Association and
to otherwise convey any directives from the Board of Directors.
The Regional Directors shall meet with the Executive Committee at the Spring and Fall
Meetings of this Association.
Section 3 - Elections
All members of the Board of Directors with the exception of the Immediate Past President,
shall be elected by a two-thirds majority vote of the voting membership, in good standing, of
the Association who are present and voting at the Spring Business Meeting. The President,
First Vice President, Second Vice President, Immediate Past President and all Five (5) Regional
Directors shall hold their respective elected/appointed office for a term of one (1) year. The
Treasurer and Secretary shall hold their respective elected office for a term of two (2) years. All
Board of Director members will take office upon the conclusion of the Spring Business Meeting
in which elected/appointed.
Section 4 - Eligibility for Office
Eligibility for office is limited to Regular Members in good standing. A member is in good
standing if dues are paid, renewed or reinstated for the current fiscal year in which the
elections are held in accordance with these By-Laws.
Section 5 - Vacancies
If a vacancy occurs in any Board of Director position except President, the Board of Directors
shall appoint a qualified member of the Regular Membership to complete the unexpired term.
In the event of a vacancy in the position of President, the current First Vice President will fulfill
the remainder of said President's Term of Office. Said appointment shall be approved by the
Regular Membership at the next regular meeting, in the manner prescribed under Section 3 -
Elections, supra.
ARTICLE V - COMMITTEES
In addition to the Board of Directors, there shall be Committees of the Association to conduct
the business of said Association. Committees shall meet upon the call of the Chairperson,
upon request of a majority of the Committee members, at the direction of the President, and
as otherwise provided in these By-Laws.
Section 1 - Standing Committees
The Standing Committees of the Association are Continuing Education, Nominating,
Membership and Awards.
A. Continuing Education Committee
It shall be the duty of this committee to work with the Mississippi Judicial College
Representative(s) to provide the best programs, speakers and material for the training
sessions.
It shall be the duty of this committee to review the Continuing Court Education Hours of each
member to ensure compliance with and implementation of the Rules and Regulations adopted
by the Mississippi Supreme Court by Order dated January 24, 1989.
The First Vice President shall chair the Continuing Education Committee. The Committee shall
consist of all current Officers of the Association and at least two (2) individuals selected from
the eligible membership of the Association who shall be nominated by the Nominating
Committee and presented unto the voting membership at the Spring Business Meeting.
B. Membership Committee
It shall be the duty of this committee to develop and implement programs and activities to
attract new members to the Association and influence existing members to retain
membership. The committee will conduct membership drives, develop informational material
on the benefits of membership, develop informational material on the organization and
functions of the Association and provide related material for publication and for viewing on the
Association Website. This committee shall be responsible for conducting the New Member
Breakfast to be held annually at the Fall Conference.
The Second Vice President shall chair the Membership Committee and the five (5) Regional
Directors shall serve as the additional members of this Committee.
C. Nominating Committee
It shall be the duty of this committee to select a recommended slate of eligible members, in
good standing, to serve the Association as Board and Committee members. The Immediate
Past President shall chair this Committee and at least four (4) individuals selected from the
eligible membership of the Association who shall be nominated and presented by the
Nominating Committee unto the voting membership at the Spring Business Meeting.
It is the responsibility of this Committee to present those nominations at the Spring Business
Meeting of the Association. This includes the responsibility for soliciting the interest of
qualified members, reviewing the membership status and eligibility of nominees and
developing ballots for election. Any eligible member, in good standing, may be nominated
from the floor at the Spring Business Meeting of the Association.
Election and/or appointment to serve on the Nominating Committee shall not disqualify an
otherwise eligible member from becoming a candidate; however, such member shall
immediately resign from the Nominating Committee.
D. Awards Committee
It shall be the duty of this committee to receive the applications, in writing, of all applicants for
the following awards: Justice Achievement, the Robert D. Church Memorial Scholarship, and
Award of Excellence. This Committee will consist of a Chairman and at least four (4) individuals
selected from the eligible membership of the Association who shall be nominated and
presented by the Nominating Committee unto the voting membership at the Spring Business
Meeting.
All submitted nominations for each Award shall be sponsored by a Regular Member of the
Association. A Regular Member may sponsor more than one nominee. All nominees must be
permanent resident citizens of the State of Mississippi.
The Committee shall notify the voting membership of the Association as to the availability of
nomination forms and procedures for obtaining said forms. The Committee shall notify the
voting membership of the deadlines for submission of said nominations and procedures for
submission. The nomination forms for all Awards shall be made available through the
Committee Chairman or via the Association Website.
The committee shall thoroughly review all candidates for each award, and develop a point
system for determining the recipient of each award in accordance with the Committee's
policies and procedures and in accordance with the By-Laws herein. The Committee shall meet
and make its recommendations for recipients of each Award to the Executive Committee by
March 1st of each year. The winning recipients will be announced and award presentations
made, at the Spring Conference during the business luncheon of the Association.
The committee shall set other policies as needed to complete their duties and goals.
a. The Justice Achievement Award
The purpose of the Justice Achievement Award is to bestow on a well-deserving Mississippian,
who is a permanent resident of the State of Mississippi and who by their resolve, persistence,
or endeavor, have selflessly contributed to the administration of justice within the State of
Mississippi.
It is the goal of the Mississippi Court Administrators Association to recognize an individual who
has contributed to the Court Administration concept in Mississippi; to the Court system as a
whole; and who through their dedication and diligence institute or magnify a community
project which results in a substantial benefit not only to the Court system but to the
community and State as well.
The nominee must be a permanent resident of the State of Mississippi, nominated by a Regular
Member of the MSCAA Association and must meet the standards for nomination as set by the
Award Committee.
This award shall be given to only one recipient, or omitted, and is presented at the Spring
Business Luncheon by the First Vice President of the Association or their designee.
This Award need not be awarded annually, but only upon the recommendation of the Awards
Committee and decision of the Executive Committee
b. The Robert D. Church Memorial Scholarship
The purpose of the Robert D. 'Bob' Church Memorial Scholarship is to award unto a deserving
individual a scholarship in memory of Robert D. 'Bob' Church for his assistance in establishing
the Mississippi Court Administrators Association and for his long standing devotion through
the Mississippi Judicial College.
The nominee must be a permanent resident of the State of Mississippi. The Scholarship shall
be awarded to a student attending an Institution of Higher Learning in the State of Mississippi,
pursuing a career in a field of study related to the advancement of justice who must be
nominated by a Regular Member of the Association and in accordance with the standards set
by the Award Committee.
This award shall be given to only one recipient, or omitted, and is presented at the Spring
Business Luncheon by the Second Vice President of the Association or their designee.
This Award need not be awarded annually, but only upon the recommendation of the Awards
Committee and decision of the Executive Committee.
c. Award of Excellence
The purpose of the Award of Excellence is to recognize a Regular Member of the Association
who has and/or continues to significantly contribute to the profession of court management;
to the Justice system as a whole; and who, through their commitment and dedication, have
substantially benefitted not only the Court System but their communities and the public we
serve.
The nominee must be a permanent resident of the State of Mississippi and a Regular Member
of the MSCAA at the time of nomination, must be nominated by a Regular Member of the
Association, and must meet the standards for nomination as set by the Awards Committee.
This award shall be given to only one recipient, or omitted, and is presented at the Spring
Business Luncheon by the President of the Association or their designee.
This Award need not be awarded annually, but only upon the recommendation of the Awards
Committee and decision of the Executive Committee.
Section 2 - Special Committees
The President may, with approval of the Board of Directors, establish such special committees
as may be appropriate to carry out the purposes of the Association. Special Committees
automatically terminate at the conclusion of each Spring Meeting unless re-established by the
President.
ARTICLE VI - MEETINGS
There shall be two conference meetings of this Association per year, one in the Spring and one
in the Fall, subject to changes mandated by the Mississippi Judicial College.
Section 1 - Date and Location
The date and location shall be determined by the Mississippi Judicial College.
Section 2 - Attendance
All Regular, Associate, Retired, or Honorary Members, in good standing, may attend the
business meeting of this Association or any other activity sponsored by this Association. Only
Regular and Associate Members, in good standing, shall vote on any manner of business
brought before this Association.
Section 3 - Quorum and Voting
A simple majority of the voting membership, in good standing, and present, shall constitute a
quorum at any meeting. Except as otherwise provided in these By-Laws and subject to quorum
requirements, transaction of business shall be by simple voice vote.
Section 4 - Rules of Procedure
Roberts Rules of Order, Revised, shall govern the conduct of all business meetings except as
otherwise provided in the Constitution and By-Laws. The President may appoint a
Parliamentarian to provide counsel or rulings on questions of parliamentary procedure or
application of these By-Laws.
Section 5 - Order of Business
The order of business at all meetings shall be set by the Executive Committee.
ARTICLE VII - FINANCIAL MATTERS
The Financial obligations of the Association shall be vested in the Board of Directors and
membership as stated within these By-Laws.
Section 1 - Fiscal Year
The fiscal year of the Association shall be April 1 through March 31.
Section 2 - Dues
The Board of Directors shall set the annual dues for all classes of membership in the
Association. Any change in the annual dues shall be communicated to the full membership of
the Association at a Business Meeting, or in writing to the membership, before the change shall
take effect. Dues are non-refundable and non-transferrable, except by a majority vote of the
Board of Directors upon presentation of written application therefore and good cause.
Section 3 - Payment of Dues
Annual dues are payable on or before March 31. Any member who has not paid current annual
dues by the close of the first day of the Spring Conference shall be dropped from the active
membership of the Association.
ARTICLE VIII - RESOLUTIONS and AMENDMENTS
Resolutions regarding Association policies, activities or operations not otherwise provided for
in these By-Laws may be submitted by any voting member, in good standing, or the Board of
Directors, as a whole. Standing or Special Committees may make recommendations to the
Board of Directors for resolutions or amendments to the By-Laws. Resolutions must be
submitted in writing to the Board of Directors through its President no later than sixty (60)
days prior to the Fall Business Meeting, for study and recommendation.
Nothing in this Article prevents any voting member, in good standing, from presenting an item
of business from the floor at the business meeting. Any item brought on the floor at the
business meeting will be considered in accordance with the provisions of these By-Laws.
Resolutions or amendments of these By-Laws requires approval of a majority of those voting
members, in good standing, and present at the business session of the Spring Business
Meeting. By-Laws amendments shall be in full force and effect immediately upon its adoption
at the Spring Business Meeting, unless otherwise provided.
In case of an emergency where the welfare of the Association could be affected, and where a
By-Law amendment needs to take place between conferences meetings, the President may call
for a discussion and vote by the Executive Committee. Upon majority vote, the Executive
Committee may enact said amendment in the By-Laws. The President will then inform the
membership of the action taken and why it was taken, via written correspondence, to the
Regular membership of the Association. This amendment will then be voted on by the voting
membership at the next conference meeting. If said amendment should fail at the meeting, it
would immediately be rescinded from the By-Laws.
ARTICLE IX - DISSOLUTION
Upon dissolution of the Association, the Executive Committee shall, after paying or making
provision for payment of all of the liability of the Association, dispose of all assets of the
Association in such manner and to such judicial organization or organizations operated
exclusively for charitable or educational purposes as the Executive Committee shall
determine. All state funds shall lapse to the state.
