Annual Meeting Member Amendment Requirements

Transcription

1 ARKANSAS PARALEGAL ALLIANCE, INC. STANDING RULES I. DISTRIBUTION A copy of the Standing Rules of the Arkansas Paralegal Alliance, Inc. (known hereafter as APA ) will be furnished to each Officer, Committee Chairperson, and Director. The most current copy of these Standing Rules will be posted on the Association s official website. II. PROCEDURE FOR AMENDING BYLAWS 1. See Article XV of the Bylaws. 2. Any proposed amendment by a member must be delivered to the Secretary of this Association at least sixty (60) days prior to the annual membership meeting for consideration at the next ensuing Annual Meeting. 3. The President shall give notice of proposed amendments by publication and with the Notice of the ensuing Annual Meeting, or included in a mailed Notice to all members prior to the Annual Meeting. 4. Only amendment(s) submitted in accordance with Article XV of the Bylaws shall be considered during the course of any Annual Meeting. 5. Any amendment shall become effective by the affirmative vote of two- thirds (2/3rds) of the membership present or represented by individual proxy at the Annual Meeting. 6. Any adopted amendment shall become effective immediately unless the amendment specifies an effective date. III. MEMBERSHIP 1. The applicant is, or has been, employed as a Paralegal/Legal Assistant, (hereafter, paralegal ) performing substantial, in contrast to nominal or occasional, paralegal services, under the supervision of a licensed attorney, and which applicant has met one of the following criteria: Qualifications for Active Members: The following shall qualify for active membership: Any individual who has a minimum of one year of work experience as a paralegal and is currently employed as a paralegal, whose attorney attests that such person is qualified as a paralegal and must be performing the duties of a paralegal as defined by the American Bar Association (See Bylaws, Article II, paragraph 2.); or, Any individual who is a Certified Legal Assistant/Certified Paralegal (CLA/CP) as defined and administered by NALA, and is currently working as a paralegal. Qualifications for Associate Members: The following shall qualify for associate membership: Any individual who has less than one year working experience as a paralegal and is Page 1 of 19 Pages

2 currently employed as a paralegal, whose attorney attests that such person is qualified as a paralegal, performing duties of a paralegal as defined by the American Bar Association. Any individual who is a graduate of an accredited paralegal program, but not currently employed as a paralegal. Qualifications for Sustaining Members: The following shall qualify for sustaining membership: Any individual who was formerly employed as a paralegal; or (c) Any individual who is a Certified Legal Assistant or Certified Paralegal (CLA or CP) but is not currently working as a paralegal; or Any law firm, paralegal training program or school, or legal related business. Qualifications for Student Members: The following shall qualify for student membership: Any individual who is currently enrolled and is in good standing in any university, college, junior college or other approved ABA or accredited school pursuing a course of studies for paralegal technology or accredited two- year program offering diploma or certificate in paralegal studies. Each year student members must have a paralegal program official sign an attestation that such student is actively enrolled in the paralegal program, or Any individual who is a student member upon graduation may retain a student membership with this Association for one year post graduation date if not employed as a paralegal. After lapse of this time period, applicant must reapply. 2. Application for membership shall be submitted to the Second Vice President on forms furnished by APA. 3. The Second Vice President shall review each application for proper completion and to ascertain compliance with membership requirements. 4. Immediately upon approval of the application by the Second Vice President, the Second Vice President shall: Notify the applicant that he/she has been accepted for membership; Send a list of new members, by region, to the President, Secretary, Treasurer, Membership Chairman and Directors of the Regions. The list shall include a running total of membership so that all files will correspond. IV. REJECTION / INELIGIBILITY FOR MEMBERSHIP 1. Should an application for membership be received that upon thorough review the Second Vice President is unsure of applicant s eligibility, or feels unable to reach a unequivocable decision on applicant s eligibility, said Second Vice President shall submit the application to the Page 2 of 19 Pages

3 Membership Committee, should an active Membership Committee exist, for a majority opinion of the Committee on the applicant s eligibility. 2. Should the Membership Committee be unable to by majority resolve an applicant s eligibility, said application shall be presented to the Board of Directors for a majority decision by the entire Board. 3. An application for any class of membership shall be rejected if the applicant has not met any one or more of the qualifications as set forth in Article V of the Bylaws. 4. An application for any class of membership may be rejected if: the association becomes aware that the applicant has been convicted of a felony, or the association becomes aware that the applicant has failed to maintain a high standard of professional ethics and might injure the good name of this organization. 5. The Second Vice President shall, within a reasonable time, notify the applicant of such rejection with the justification for said rejection. 6. An applicant whose application is rejected shall be notified that said rejection may be referred to the Board of Directors for reconsideration upon written request made by the applicant to the President. V. RESIGNATION OF MEMBERS See Article V, Section 9 of the Bylaws. VI. REMOVAL FROM MEMBERSHIP 1. See Article V, Section 10 of the Bylaws. 2. Provisions contained in Robert s Rules of Order Newly Revised concerning formal procedure for expulsion must be followed. 3. Information regarding individual membership cancellation must be filed with the President. Upon receipt of such information, the President shall notify the member whose membership is in jeopardy and the Chairperson of the Ethics Committee. The President shall appoint an Investigative Committee of two (2) persons, working with the Ethics Committee chairperson to perform a thorough investigation of such information. The member under investigation shall be requested, by regular mail, to represent relevant information by Affidavit or personal meeting with the Investigative committee. The Investigative Committee shall report its findings to the Board of Directors within sixty (60) days of receipt of the information. One extension of time may be requested by the Investigative Committee and granted by the President, for cause. All such investigations shall be private, and the name of the member under investigation shall not be disclosed to any person, other than the Board of Directors and any persons whose testimony is necessary to the investigation. All communications concerning the investigation proceedings and the Investigative Committee s Report shall be marked Confidential and all files shall be maintained in strict confidence. Page 3 of 19 Pages

4 4. The Secretary shall notify the member under investigation of the action of the board of Directors within fifteen (15) days thereof, by regular mail or electronic mail ( ). Appeal from removal of membership: Any individual whose membership shall have been removed may make written appeal for reinstatement as follows: i. To the Board of Directors, for consideration and passage at the next annual, regular, or special meeting of the Board of Directors held thirty (30) days or more thereafter. Appellant shall have the right to appear before the Board of Directors at said meeting. ii. iii. To the membership, by forwarding written notice of appeal to the Secretary of the Association, not less than ninety (90) days prior to the date of the next Annual Meeting. Such notice shall be placed upon the agenda of the next Annual Meeting at one of the scheduled regular business times. The membership will be reinstated only upon majority vote at such Annual Meeting. No individual whose membership shall have been removed as aforesaid shall have the right to apply for reinstatement more than one time. VI. DUES AND ASSESSMENTS A. Annual Dues: 1. Annual dues for active membership shall be determined by the Board of Directors prior to the beginning of each fiscal year. 2. "APA has the right to change the amount of the dues at anytime. Changing of the dues requires a unanimous approval of the APA Board. If the dues change, a thirty (30) day notice must be given to all members. Any current member that has already paid the dues before November of the current year will be exempt from the changes, but will be expected to pay the amended due rate for the next renewal period." Annual dues for student members shall be (unless qualified by the Paralegal Student Committee as being eligible for one year of free membership). Each year student members must have a paralegal program official sign an attestation that such student is actively enrolled in the paralegal program. Student membership may be retained one (1) year after completion of schooling. (c) Any individual who is a student member upon graduation may retain a student membership with this Association for one year post graduation date if not employed as a paralegal/legal assistant. After lapse of this time period, applicant must reapply. 4. Annual dues for associate members shall be $ Annual dues for sustaining members shall be $ Annual dues for student members shall be free for the first year and $15.00 thereafter. 7. Annual dues for active membership for the current year shall be $ Page 4 of 19 Pages

5 B. Method of payment Annual dues shall be payable to APA and submitted to the Treasurer on or before June 1 of each year. Failure to pay dues by December 31 st shall result in suspension of membership privileges. C. Provisions to fix vary or increase annual dues: 1. See Article VIII, Section 2 of the Bylaws. A. President 1. See Article XII of the Bylaws. VII. OFFICERS 2. The President s first responsibility is to membership. 3. Shall supervise work of other officers and Committee Chairpersons and may delegate special assignments. 4. Shall check the Bylaws and mark all dates during the year for all Association activities and deadlines. 5. Shall make appointments, subject to approval of the Board of Directors, as set forth in the Bylaws. 6. Shall have the Parliamentarian approve each meeting s agenda, in advance if possible, and furnish a copy of the agenda, prior to each meeting, to all officers. 7. Shall have the membership advised as fully as possible, in advance, of pertinent business expected to be conducted at each meeting. This may be accomplished by including a brief description of each such item of business in the official Notice of each meeting, in an issue of the Association publication or via electronic mail notices. 8. Shall refer all non- budged over- budged expenditures to the Board of Directors for approval. 9. Shall approve all mailings to the membership and articles for publication. B. First Vice President 1. See Article XII of the Bylaws. 2. Should be familiar with the Bylaws and prepared to assist the President at any time when requested. 3. Shall serve as the Chairperson of the Education Committee. (See Article XII, Section 3 of the Bylaws) 4. Shall be responsible for organizing seminars and education events C. Second Vice President 1. See Article XII of the Bylaws. 2. Should be familiar with the Bylaws and prepared to assist the President at any time when requested. Page 5 of 19 Pages

6 3. Shall serve as Chairperson to the Membership Committee. (See Article XII, Section 4 of the Bylaws) D. Secretary 1. See Article XII of the Bylaws. 2. Shall prepare roll call for each Board meeting, furnishing a copy to the President and Parliamentarian. 3. Secretary shall maintain a list of all active, students, associate, and sustaining members, which list shall constitute the Membership Register of the Association. 4. Shall prepare and transmit a list of all active, student, associate and sustaining members as of March 1 st each year to the Credentials Chairperson, showing a total count of active, student, associate, and sustaining members reported to the President. 5. Shall prepare the report of the Board of Directors for the Annual Meeting. 6. Shall maintain permanent file of all Minutes. E. Treasurer 1. See Article XII of the Bylaws. 2. Shall be responsible for maintaining Association bank account(s), pursuant to appropriate Resolution of the Board of Directors. 3. Shall be responsible to maintain a ledger that concisely outlines the income and expenses for each APA Bank account for the organization. 4. Shall promptly prepare and process checks for all expenditures approved by the Board of Directors. 5. Shall transmit membership applications, together with evidence of initial dues payments, to the Second Vice President within five (5) working days after receipt. 6. Expense claims must be submitted to the Treasurer in duplicate, with a copy to the President either by postal or electronic mail. 7. Shall serve as the chair to the Finance Committee. F. National Association of Legal Assistants Liaison 1. See Article XII of the Bylaws. 2. Shall be the main contact between the National Association of Legal Assistants (NALA) and APA. 3. Shall be a member of NALA and shall represent this Association at the NALA Annual Meeting. 4. Within sixty (60) days of passage, shall notify the NALA Parliamentarian and Affiliated Associations Director of any changes in the Association s Bylaws. G. Parliamentarian 1. See Article XII of the Bylaws 2. Shall furnish (or explain to) members with a copy of the Rules of Procedure at the Annual Meeting. 3. Shall furnish members with a copy of the General Instructions on Voting at the Annual Meeting. Page 6 of 19 Pages

7 4. Shall supervise the parliamentary procedure at all meetings, counseling the President when asked for an opinion. H. Historian 1. Shall be responsible for maintaining and digitally recording the APA organization s historical and business records. 2. Shall maintain a scrapbook, or other materials maintaining the activities and events for the elected year. I. Expenses 1. See Standing Rule VIII. J. Supplies 1. See Standing Rule XIX. 2. Chairpersons must be active members of the Association, as defined in this Standing Rule Section above. 3. Chairpersons may attend Board Meetings. A. Membership VIII. BOARD OF DIRECTORS The Regional Directors, as set forth in the Bylaws and the elected officers shall comprise the membership of the Board of Directors. The Parliamentarian shall be a non- voting member. B. Authority and Powers 1. See Article XII of the Bylaws. C. Election and Tenure of Regional Directors 1. See Article X of the Bylaws. Declarations of Candidacy must include the signature of the candidate. Declarations shall be sent to the Nominations and Elections Committee within adequate time so that the official slate of candidates can be provided to members within 15 days prior to the Annual Meeting. 2. As each term expires, the succeeding Director shall be elected for a one- year term. A Director must reside, or be employed full- time, within the District represented by said Director. 3. Each Director s term shall commence at the close of the Annual Meeting and end at the close of the following Annual Meeting one (1) year from commencement. 4. Ballots for Election The Nominations and Elections Chairperson must prepare and cause to be mailed (via postal or electronic mail) no later than fifteen (15) days prior to the annual meeting, the official ballots for each Director s position. Marked ballots must be postmarked returned either postally or electronically no later than, five (5) days prior to the Annual Meeting delivered to the Nominations and Elections Page 7 of 19 Pages

8 D. Expenses Chairperson. In the alternative a ballot of a member attending the Annual Meeting may be hand- delivered to the Nominations and Elections Chairperson. All ballots received with the required mark (either postal or electronic) must be sealed in separate packets, designating Districts, for delivery to the President at the Annual Meeting. 1. Miscellaneous expenses incurred on behalf of and necessary for the transaction of Association business, such as postage, telephone, telegraph, supplies and stationery not furnished by the Association, shall be allowed in the Association budget. Expense claims for such items must be submitted (either in person, postal, or electronically) to the Treasurer with a copy made to the Association President. 2. Reimbursement of Directors and Officers for attendance at each Board Meeting shall be as fixed by the Board of Directors at the preceding meeting. 3. Travel expense claims must be submitted to the Treasurer (either in person, postal or electronically) within thirty (30) days following the meeting, unless approval for late filing is obtained from the President. Mileage will be reimbursed at the current rate recognized by the Internal Revenue Service. 4. The NALA Liaison or other APA officer representing APA at NALA Annual and/or Mid- Year meetings will be reimbursed for expenses incurred in connection with attendance to those functions upon approval by the Executive Board. E. Supplies 1. See Standing Rule XIX, entitled Supplies. A. Standing Committees IX. COMMITTEE CHAIRPERSONS The Standing Committees of this Association shall be: 1. Annual Meeting (c) (d) (e) (f) See Article VII, Section 4 of the Bylaws. Committee Chairperson for the Annual Meeting shall be appointed by the President. Committee Chairperson shall make recommendations for hotel or motel for the Annual Meeting within thirty (30) days of appointment, coordinating the meeting room and other requirements with the President. Committee Chairperson shall submit a proposed workshop schedule and program to the Board of Directors no later than six (6) months prior to the meeting date, if possible, with a proposed budget or itemization of expected expenditures. Committee Chairperson shall provide the Public Relations Chairperson with complete details of the Annual Meeting in ample time to publicize the same. Committee Chairperson shall obtain brochures or reservation cards from hotel sixty (60) days in advance of the Annual meeting and furnish to the Secretary for Page 8 of 19 Pages

9 inclusion in the Annual Meeting Notice to members. 2. Arkansas Bar Association Liaison and Legislative: See Article XI of the Bylaws. 3. Budget and Finance See Article XI of the Bylaws. 4. Bylaws/Standing Rules Revision and Amendments See Article XI of the Bylaws. 5. Membership See Article XI of the Bylaws. 6. Nominations and Elections See Article XI of the Bylaws. 7. Seminars and Educational Programs See Article XI of the Bylaws. (c) (d) (e) (f) (g) Shall plan and coordinate educational seminars to be held in conjunction with each Annual Meeting, subject to prior approval of the Board of Directors. Shall submit budget for each seminar to the Board of Directors for approval prior to any publicity or announcement of any seminar. Shall coordinate room requirements with each Regional Director hosting a Board meeting at least sixty (60) days prior to the scheduled meeting and seminar, and shall coordinate room requirements for the Annual Meeting workshop with the Annual Meeting Chairperson no later than six (6) months prior, if possible, to the Annual Meeting date. Shall moderate each educational seminar. Shall promptly furnish copies of all correspondence with Committee members, speakers, and others to the President. Shall be responsible for obtaining speakers, reproducing handout material within budget authority), and thanking speakers. Shall provide Public Relations Committee Chairperson with complete details of all seminars in ample time to publicize same. 9. Professional Ethics See Article XIV of the Bylaws. (c) Shall report any alleged violation of the Code of Ethics adopted by the Association to the President for action. Shall automatically be Chairperson of the Investigative Committee for any alleged violations. Shall report the results of such investigation to the Board of Directors for action. Page 9 of 19 Pages

10 10. Newsletter and Public Relations B. Reports See Article XI of the Bylaws. (c) (d) (e) (f) (g) Shall act as editor and have charge of publishing and circulating the Association s publication, Writ of Assistants, quarterly. Shall submit a draft or blue- line copy to the President at least ten (10) days prior to printing and distribution. Shall have the duty of editing, approving, and handling any and all material for publication pertaining to the Association, including arrangements for radio and television programs, or any other media. Must submit proposed articles to the President for approval prior to publication. Shall investigate advertising prices in legal publications and journals and make recommendations to the Board of Directors. Shall work with the Annual Meeting Chairperson and Seminars/Educational Programs Chairperson in publicizing all projects and activities of the Association Shall aid in developing promotional brochures for the Association. 1. Each Chairperson shall make a written and an oral report at the Annual Meeting of the membership. This report shall be submitted to the President at least thirty (30) days prior to the Annual Meeting in camera ready form. 2. Each Chairperson shall also submit an original and two (2) copies of a written report to the Secretary and one (1) copy to the President, at least ten (10) days prior to each meeting of the Board of Directors. 3. Copies of all reports shall be retained in the files of the Committee chairperson. C. Expenses See Standing Rule VIII, Section D. D. Supplies See Standing Rule XIX. E. The President shall be consulted in any question involving actions of the Committee Chairpersons not specifically addressed by these Standing Rules or the Bylaws of this Association. X. EXPENSES Chairpersons shall be allowed the following expenses: A. Miscellaneous expenses incurred on behalf of and necessary for the transaction of Association business, such as postage and telephone. Expense claims must be submitted to the Treasurer every ninety (90) days (either in person, or via postal or electronic mail). Written approval of the President for expense claims must be submitted with the claim form. B. If the Board of Directors determines that a member has incurred or will incur extraordinary Page 10 of 19 Pages

11 expenses for something other than usual stationery, postage, or attendance at an official Association meeting, the Board may authorize payment of such extraordinary expenses in advance of incurring said expenses. C. Supplies and stationery, other than furnished by the Association. D. When called by the Board of Directors to any Annual Meeting, Board Meeting, or special meeting, the following expenses may be allowed: 1. Travel expense (mileage only) must be submitted to the Treasurer within thirty (30) days following the meeting, unless approval for late filing is obtained from the President. E. Expense claims: See Standing Rule VII, Section E.6. And VIII, Section D 1. XI. ELECTION OF OFFICERS A. President, First Vice President, Second Vice President, Secretary, Treasurer and Historian and Directors: 1. The President shall appoint a Nominations and election Chairperson no later than sixty (60) days prior to the annual meeting to present a slate of Officers to the membership. See Article X of the Bylaws. 2. Calls for nomination shall be issued in accordance with Article X of the Bylaws. 3. Qualifications and method of election shall be in accordance with Article X of the Bylaws. B. Vacancies in Offices See Article X of the Bylaws. C. Pursuant to Robert s Rules of Order Newly Revised (Section 45), nominations for each office specified in the Rule shall be called for from the floor of the Annual Meeting. XII. NOMINATIONS AND ELECTIONS A. The Chairperson shall prepare the Declaration of Candidacy Form for Officers and shall submit same to the President for approval. Forms shall contain: (1) a statement that the member is actively employed as a Paralegal; (2) consent form language near the signature; (3) blanks for the candidate to list qualifications for office; and (4) the deadline date for returning forms. B. The Chairperson shall prepare the Declaration of Candidacy Form for Directors and shall submit the same to the President for approval. Forms shall contain: (1) a statement that the member is actively employed as a Paralegal; (2) consent form language near the signature; and (3) the deadline date for returning forms. C. President, First Vice President, Second Vice President, Secretary Treasurer, Historian and Directors 1. Call for Declarations of Candidacy and the Declaration Form shall be mailed to all members no later than February 1 st. The Call shall list Officer and Director Positions to Page 11 of 19 Pages

12 be filled and direct interested members to file the enclosed Declaration Form with the Chairperson. It is incumbent upon the candidate to ascertain that the Declaration of Candidacy has been timely received by the Chairperson. 2. The Chairperson shall check with the Secretary to ascertain that candidates are members in good standing and forward, by regular or electronic mail, to the Secretary copies of the Declarations of Candidacy for Officers, together with a transmittal letter listing names of the candidates. A copy of the transmittal letter and enclosures shall be mailed (either postal or electronically) to the President and Publications Chairperson. 3. No later than thirty (30) days prior to the annual meeting, the Chairperson shall forward to each member of the District for which a Director is to be elected, a ballot containing the names of all candidates for the District Director. 4. The Nominations Chairperson shall collect the Director ballots and deliver them to the President at the Annual meeting. 5. The Chairperson shall assist with the election of Officers at the Annual Meeting, as directed by the President. D. Campaign Guidelines 1. Officers A qualified candidate who has filed the appropriate Declaration to run for an elected office may not campaign by mail, except as published in the qualifications of each candidate, furnished with the appropriate Declaration Forms, will be published in the issue of the Association s publication immediately preceding each Annual Meeting. Campaigning at the Annual Meeting shall be limited to such time and place as shall be designated by the Board when scheduling Annual Meeting events. Candidates shall be clearly identified at all times at the Annual Meeting by special badges and/or ribbons. No campaign material will be allowed to be distributed. 2. Regional Directors A qualified candidate who has filed the appropriate Declaration to run for Director of a District may obtain a list of the names and addresses of the members of the Region for purposes of campaigning by mail. Only one mailing, on non- letterhead paper, shall be allowed and the content of the mailing shall be limited to giving background information and qualifications of the candidate. These guidelines apply to candidates for both expired and unexpired terms. XIII. BOARD MEETING PROCEDURE A. Regular meetings are open to the general membership. Motions and seconds to motions must be made by Board Members or Committee Chairperson only, but any member may discuss motions. B. Privilege of the Floor Any member may participate in discussions, but only Board Members and Committee Chairperson may propose action. Page 12 of 19 Pages

13 C. Proxies D. Voting No proxy voting will be allowed. 1. Only one vote per Board member shall be permitted those serving in a dual capacity as an Officer and Director. 2. Upon demand of any Director, the vote on any question, proposition, or motion shall be taken by secret written ballot. E. Reports of Officers and Committee Chairpersons will be summarized in the Minutes of the Meeting. F. Quorum A majority of the entire Board of Directors shall constitute a quorum and shall be requisite at all meeting of the Directors for the transaction of any business. See Article VII of the Bylaws. G. Debate The President may limit time for debate on any subject, and no speaker shall be permitted to speak more than twice on any one subject and not more than three (3) minutes each time, except at the request or by permission of the President. H. Motions The President has the right to require any main motion, amendment, or instructions to a Committee to be in writing. I. Annual Meeting The Annual meeting of the Board of Directors of this Association may be a closed meeting. A. Time and Place XIV. ANNUAL MEETING PROCEDURE In April or May of each year, the Annual Meeting of the membership will be held at a site selected by the Board of Directors. B. Registration 1. All voting members must register prior to or at the Annual Meeting by presenting his/her APA Membership card. Such registration shall be on the official form provided by the Association. The membership Chairperson shall check all registrations as to membership in the Association. 2. The Annual Meeting Committee shall prepare all badges and other material to be distributed to the registrants, including tickets for social functions, if any. 3. All members attending the annual seminars in conjunction with the Annual Meeting shall pay a registration fee to be set by the Board of Directors. Only members and guests invited by the President may attend the annual business sessions. 4. Non- members may attend seminars and social functions in connection with the Annual Meeting as set by the Board of Directors. Page 13 of 19 Pages

14 5. The Chair may limit time for debate on any subject and this Rule takes precedence over any other Rule. C. Election Procedure 1. The president shall appoint a Judge and four (4) Tellers. 2. The Parliamentarian shall give basic parliamentary instructions to the Judge and the Tellers. 3. The President shall announce the number of members eligible to vote, as shown in the Report of the Membership Chairperson, and shall instruct the members how to mark, fold and deposit ballots with the Tellers. The President shall also instruct the Tellers how to distribute and collect ballots and to retire for tallying the vote. Voting members will be required to present proper identification before being allowed to cast votes. 4. The Judge shall hand the Report to the President, who shall then read the entire Report and declare the names and offices of those elected; or lacking a majority, shall call for re- balloting. 5. The Tellers Reports shall be entered in the Minutes. D. Quorum 1. One fourth (1/4) of the voting membership shall constitute a quorum. XV. GEOGRAPHICAL REGIONS A. There shall be five (5) Directors on the Board, each representing one of the following Regions (or, a Director for each of those regions among the five where membership is of a quantity with activity of a quality to warrant a regional Director): REGION 1: REGION 2: REGION 3: REGION 4: REGION 5: B. Official Roster Benton, Carroll, Boone, Marion, Baxter, Washington, Madison, Newton, and Searcy Counties. Fulton, Sharp, Randolph, Clay, Izard, Stone, Lawrence, Greene, Independence, Jackson, Craighead, Mississippi, Cleburne, Poinsett, White, Woodruff, Cross, Crittenden, Prairie, Saint Francis, Lee, Monroe, Arkansas, and Phillips Counties. Crawford, Franklin, Johnson, Pope, Van Buren, Sebastian, Logan, Conway, Scott, Yell, and Perry Counties. Pulaski, Faulkner, Garland, Grant, Lonoke and Jefferson Counties. Polk, Montgomery, Hot Spring,, Howard, Pike, Clark, Dallas, Cleveland, Lincoln, Desha, Sevier, Little River, Hempstead, Nevada, Ouachita, Calhoun, Bradley, Drew, Miller, LaFayette, Columbia, Union, Ashley and Chicot Counties. 1. The Secretary shall maintain an accurate register of Officers, Special and Standing Committee Chairpersons, and the Directors of this Association. A copy of such register shall be provided to each member of the Board of Directors and Committee Chairpersons. Page 14 of 19 Pages

15 2. None of the contents of the official membership rosters shall be divulged to outside sources for any reason whatsoever, and each and every member receiving a roster, or portion thereof, shall be so bound by these restrictions. The rosters are for official use in connection with Association business, and the information contained therein must not be made public, except in connection with specific duties of Officers or Chairpersons, or upon approval of the Board of Directors. C. Membership Roster Upon request of an Association member, the Secretary may furnish a list of members within said member s District, for good cause shown. Regions lists of Association members may also be released to Director Candidates. A list of ALL members may be provided to any member upon request, or in some cases on a routine basis. All members are required to be bound by the provision that the APA membership roster is to be kept confidential. XVI. APA PUBLICATION A. Distribution and Mailing 1. The Newsletter Chairperson and his/her Committee, if such Committee exists, will ensure that a copy is provided to each member in good standing either via electronic or postal delivery, depending on the needs and or requests of the member. 2. At least four (4) issues must be published during each fiscal year. B. The Chairperson shall submit a draft or blue- line copy of each issue to the President and the First Vice President at least ten (10) days prior to publication for their approval. C. Files 1. The Chairperson s files shall contain (1) printed copy of each printed issue for a permanent record. Care should be taken not to print excessive copies, but a minimum of extra copies should be available for future requests. Electronic versions or stored processed versions of each edition shall also be a part of the Chairperson s files, and shall be stored on compact discs (CD) or other storage media appropriate. 2. Every effort shall be made to return all pictures, with a proper record being made of the same. D. Failure to secure a Chairperson In the event a volunteer to serve as Chairperson is unable to be located, the Association shall attempt, through the voluntary efforts of any willing Association member and the efforts of the Board members, to publish some volumes of the Association s official publication. E. Budget The budget for the Association s publication is determined by the Board of Directors upon recommendation of the Chairperson. Page 15 of 19 Pages

16 XVII. PUBLICITY RELEASES All proposed press, radio, and television releases, or coverage, shall be submitted to the Newsletter/Public Relations Chairperson and the President for approval prior to distribution. Historian is to receive copies of any such releases. XVIII. APA FILES A. All files of Officers, Committee Chairperson and District Directors shall be delivered to the incoming Officers, Committee Chairperson, and the Directors at the Board meeting immediately following the Annual Meeting, or within two (2) weeks. If no successor has been appointed, files should be given to the President. The President s files shall be delivered to the newly elected President within thirty (30) days of expiration of the President s term of office. B. Permanent Files 1. Permanent files shall be those of the Treasurer, Historian, Bylaws in the Parliamentarian s files, Minutes, Official Association roster, contracts and files maintained by the Historian. 2. Permanent files shall be stored at a place to be designated by the Board of Directors each year. C. With the exception of permanent files listed above, files of Officers and Committee Chairpersons shall consist of necessarily permanent files and informative files for the current year, plus two (2) years and should include a list of duties, procedures and deadline dates for the office. The Officers and Chairperson shall be responsible for destruction of obsolete and miscellaneous material and correspondence. Chairpersons in charge of special projects, or Committees, shall maintain the permanent file, and Committee members may destroy their files when the project is completed. D. The Treasurer shall retain copies of all income tax reports, financial reports and ledger records indefinitely, together with all other miscellaneous financial data for the current year. E. Files of the Treasurer and Annual Meeting files of the President and Secretary shall be delivered to the incoming Officers expeditiously, but in no event later than thirty (30) days following the Annual Meeting. XIX. SUPPLIES A. Letterhead and envelopes are available for Officers, Chairpersons and Directors. B. Postage may be purchased by individuals and statements of expense rendered pursuant to Standing Rule VIII, Section E(1), Rule IX, Section D(1), and Rule X, Section C. C. There shall be no charge to any member requesting a copy of the Association Bylaws. A copy of the current Bylaws shall be placed on the Association s official web- site. D. Sections A. through D. above are subject to change at any time, upon approval of the Board of Directors. Page 16 of 19 Pages

17 XX. CORRESPONDENCE AND MAILINGS A. Correspondence should be answered promptly. Copies of all letters shall be sent to the President, Secretary and to any other Officer or Chairperson concerned with the contents. B. Mailings, other than routine and customary correspondence, should first be submitted to the President for approval. A. Requirements of Officers and Directors XXI. BUDGET 1. Officers and Directors (except the Student Director) must be active members of the Association and must be actively employed as Paralegals. (c) Employed full time, performing substantial, in contrast to nominal or occasional, paralegal services under the supervision of a licensed attorney; or, Regularly employed on a part- time basis, performing substantial, in contrast to nominal or occasional, paralegal services under the supervision of a licensed attorney; or, If self- employed, employed performing substantial, in contrast to nominal or occasional, paralegal services under the supervision of a licensed attorney in a manner which would qualify the individual for active membership in the Association. 2. Officers and Directors must be legally competent to enter into Contracts, and must be citizens of the United States. 3. Duties See Article XII of the Bylaws and Standing Rules VII, VIII, and IX. B. Committee Chairpersons Requirements 1. Chairpersons must be active members of the Association, as defined in Standing Rule XXI, Section A (1) above. 2. Chairpersons may attend Board Meetings. A. Seminars: XXII. REGISTRATION FEES A registration fee may be assessed for educational seminars, subject to prior approval by the Board of Directors. B. Annual Seminar: A registration fee for the Annual Seminar may be assessed members, as well as non- members. Proposed fees must be submitted to the Board of Directors for approval prior to any publicity. C. A late charge may be assessed by the Board of Directors for registrations for seminars and the Page 17 of 19 Pages

18 Annual Seminar, provided that it is determined in advance and published in all brochures, notices and advertisements. XXIII. AMENDMENTS TO STANDING RULES A. Proposed recommendations for amendments to Standing Rules may be submitted by any member. Recommendations must be submitted in writing to the President thirty (30) days prior to each Board Meeting so that the proposals may be placed on the agenda for consideration by the Board. B. A majority vote of the Board of Directors shall be required to amend or suspend a Standing Rule. C. The Standing Rules shall automatically reflect any Bylaw amendments, insofar as they affect these Rules. VOTE BY MAIL (POSTAL AND ELECTRONIC) The Board of Directors may vote by mail, both postal and electronically, and the results of such voting shall be spread upon the Minutes of the next meeting held following such mail vote. XXVI. MINUTES AND NOTICES A. The Secretary shall record the Minutes of all Board Meetings and the Annual Meeting. The Secretary shall draft Minutes of each meeting within thirty (30) days of such meeting and shall submit such draft to the President, First Vice President and Parliamentarian. The draft may include summaries of Officers and Chairpersons reports, except the Presidents. Upon approval of the draft, the Secretary shall finalize and distribute it to Officers, Board Members, and Committee Chairpersons in person or by either postal or electronic mail delivery. B. The Secretary shall draft Notice of regular Board Meetings. Upon approval by the President, the Secretary shall send (either postal or electronically) the Notice to all Board Members and Committee Chairpersons not less than thirty (30) days prior to the meeting. The same notice procedure shall be followed for a special meeting, except the Notice shall be sent not less than ten (10) days prior to the meeting. C. The Secretary shall draft Notice of the Annual Meeting of the membership and submit to the President ninety (90) days prior to the meeting date. Upon approval by the President, the Secretary shall furnish a copy to the Editor of the Associations publication. Notice shall be so published in said publication in order to reach members no later than forty- five (45) days prior to the meeting. Page 18 of 19 Pages

19 APPROVED THIS 19TH DAY OF SEPTEMBER, 2012 /s/ Jennifer Kirk Jennifer Kirk, CP, President of Arkansas Paralegal Alliance, Inc /s/ Carrie Dawson Carrie Dawson, Secretary of Arkansas Paralegal Alliance, Inc Page 19 of 19 Pages