STANDING RULES OF THEEL PASO INTERPRETERS AND TRANSLATORS ASSOCIATION
As Amended February 2009
No. 1. DISTRIBUTION: A copy of the Standing Rules shall be furnished to each elected officer and committee director. Copies of the Standing Rules may be requested by members from the Bylaws and Standing Rules Director.
No. 2. EXECUTIVE COMMITTEE:(Refer to EPITA Bylaws, Article V, Board of Directors, Section 1, a), Number and Term).The members of the Executive Committee are the elected officers of the Association. The Executive Committee is empowered to act for the association when necessary between its regular meetings. No action of the Executive Committee will conflict with any action taken by the assembly of the association, and except in matters placed by the bylaws exclusively under the control of the Board, the association assembly may give the Board instructions which it must carry out, and can countermand any action of the Board if it is not too late.
No. 3 BOARD OF DIRECTORS:The Board of Directors consists of the Elected and Appointed officers of
the association.
No. 4. BOARD OF DIRECTORS MEETINGS:(Refer to EPITA Bylaws, Article IV, Board of Directors, Section 4, Meetings and Quorum).
The first Board of Directors Meeting will immediately follow the installation of officers. A minimum of six meetings will be held throughout the year.
No. 5. ANNUAL MEETING: (Refer to EPITA Bylaws, Article III, Membership, Section 3, Regular Meetings, 2.) the annual meeting shall be held in March. The order of business shall include reports of the Elected and Appointed officers and Special Committee Directors, election of officers and such other business as shall properly come before the annual meeting. Installation of officers will be in April.
No. 6. ECHOES:ECHOES shall be issued monthly.
No. 7. GENERAL DUTIES AND REQUIREMENTS OF OFFICERS AND DIRECTORS:
A. Officers and Directors shall refer to the Bylaws for specific duties. Other requirements are set out in these Standing Rules.
B. Responsibility to the membership is an implied duty which all officers and directors should keep firmly in mind. Decisions should be made and duties performed on the sole basis of what would be best for the Association. Personal preferences should not be allowed to interfere.
C. Officers and directors should be aware at all times that they must set an example for members and that they represent the membership in all contacts with the public.
D. Every effort should be made by officers and directors to attend all functions of the Association.
E. Written reports should be prepared for board meetings, monthly regular meetings, and annual meeting.
F. Mailings, other than routine and customary letters, should first be submitted to the President for approval.
G. EXPENSES:
(1) Every effort should be made to stay within the budget established by the board for each office.
(2) If circumstances require expenditures exceeding that amount in the budget, the expenditure of such excessive amount must first be approved by the Executive Committee.
(3) Submit expense vouchers at regular meeting following the date the expenditure was incurred.
H. Each officer and committee director shall consult the files of predecessors.
I. Each officer and committee director shall prepare a calendar for the entire fiscal year, designating events and deadlines.
J. Officers and committee directors shall turn their respective files over to their successor immediately, with the exception of the Treasurer. The Treasurer shall transfer the books after audit, which audit should be made immediately following the annual meeting.
K. Correspondence should be answered promptly. Copies of all letters shall be sent to the President and any other officer or chairman concerned with the contents.
L. Mailing. When appropriate, the use of telecopy, facsimile, or other means of electronic mail, shall be acceptable means of transmission, provided the President and any other officer or chairman concerned are provided with copies.
M. FILES:
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All files of officers and committee directors (except as otherwise specified in these Standing Rules), containing list of duties and procedures, El Paso Interpreters and Translators Association Bylaws, and Standing Rules, shall be delivered to the incoming officer or committee director at the board meeting immediately following the annual meeting or within one week. If no successor has been appointed to a committee, the files shall be given to the president.
(2) With the exception of permanent files, files of officers and directors shall consist of necessarily
permanent files and informative files for the current year plus the prior year; and said officers and directors shall be responsible for destruction of obsolete and miscellaneous material and correspondence.
N. SUPPLIES:
(1) Obtain letterhead and envelopes from the Secretary who shall be responsible for maintaining a supply of both.
(2) Obtain expense vouchers from the Treasurer.
(3) One complimentary copy of El Paso Interpreters and Translators Association Bylaws and Standing Rules shall be furnished to all officers and committee directors for their permanent files. As subsequent editions are printed, a complimentary copy shall be furnished to all officers and committee directors.
A complimentary copy of El Paso Interpreters and Translators Association Bylaws and Standing Rules shall be furnished to each new member.
Members wishing to purchase new sets of Bylaws and/or Standing Rules may obtain them from the Treasurer at the cost of copying.
No. 8. PRESIDENT: (Refer to Article V - Board of Directors, Section 3 - Duties, EPITA Bylaws)
In addition to being familiar with the Bylaws and the Standing Rules, the President will:
A. Supervise work of other officers and committee directors and delegate special assignments, if desired.
B. Remember that first responsibility is to membership. Encourage full discussion and properly explain matters to the assembly, so that no confusion exists about a question. In the event a Parliamentarian is appointed, then the Parliamentarian may explain matters to the assembly.
C. Check Bylaws and mark dates for all Association activities and deadlines.
D. Appoint Committee Directors to be approved by the Executive Committee. In the event a Committee Director repeatedly fails or refuses to perform assigned duties, the President may, after approval of the Executive Committee, request the director=s resignation. Thereafter, the President may appoint a successor.
E. Furnish a copy of the agenda, prior to the meetings, to the Executive Committee.
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Approve all expenditures from budgets.
G. Send congratulatory letter to members who have passed a certification exam, whether state or federal, or any other accreditation, and advice ECHOES Editor of those passing the examination.
H. Refer to Standing Rule No. 23 pertaining to minutes.
No. 9. VICE PRESIDENT:(Refer to Article V - Board of Directors, Section 3 -Duties, EPITA Bylaws)
In addition to being familiar with the Bylaws and the Standing Rules, the Vice President will:
A. Serve as ex-officio member of the Membership Committee and work with the Membership Director to stress membership increase.
B. Handle any violations of the Code of Ethics.
C. Initiate proceedings for the suspension of members when necessary. See Standing Rule No. 27.
D. In the event the President is absent at any of the meetings, the Vice President shall preside.
E. Refer to Standing Rule No. 23 pertaining to minutes.
No. 10. RECORDING SECRETARY: (Refer to Article V - Board of Directors, Section 3 -Duties, EPITA Bylaws)
In addition to being familiar with the Bylaws and the Standing Rules, the Recording Secretary will:
A. Refer to Standing Rule No. 23 for information pertaining to minutes.
B. Send rough draft of board meeting minutes and regular meeting minutes within 10 days from date of meeting to the President for review, corrections and approval before preparing in final form.
C. Prepare report of Executive Committee for each general meeting and for the annual meeting. The actions of the Executive Committee must be ratified by the assembly.
D. Prepare report of Board of Directors for annual meeting.
E. MAINTAIN PERMANENT FILE OF ALL MINUTES.
F. Be responsible for collecting files to be placed in permanent storage records each year. These records should include the following:
(1) Minutes of all board meetings and regular meetings.
(2) Report of Executive Committee actions.
(3) Copy of each issue of ECHOES printed during the year.
(4) Copy of printed roster distributed to membership.
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Provide the Communications Director with a summary of the actions taken by the assembly at each
meeting in order to have it published in the ECHOES issue for the following month.
No. 11 CORRESPONDING SECRETARY: (Refer to Article V - Board of Directors, Section 3 -Duties, EPITA Bylaws)
In addition to being familiar with the Bylaws and the Standing Rules, the Corresponding Secretary will:
A. Conduct all correspondence of the Association as requested by the President.
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Gather and submit all the information to be included in EPITA’s web page, such as the names of the
current Board of Directors, any changes in directors of committees, approved amendments to the Bylaws and Standing Rules, information for the calendar about local, state, and national seminars and workshops of interest to interpreters as well as the information about EPITA’S monthly meetings, to include date, time, location and speakers.
C. The Corresponding Secretary shall act as Recording Secretary in the absence of the Recording
Secretary.
D. Prepare a report of her activities as Corresponding Secretary for each meeting as well as for the Annual Meeting.
E. MAINTAIN A PERMANENT FILE OF ALL CORRESPONDANCE.
No. 12. TREASURER: (Refer to Article V - Board of Directors, Section 3 -Duties, EPITA Bylaws)
In addition to being familiar with the Bylaws and the Standing Rules, the Treasurer will:
A. Refer to Standing Rule No. 24 pertaining to budget.
B. Provide the Secretary and the Membership Director with a list of members in good standing, updating said list each month as necessary.
C. Furnish accounting of membership to Executive Committee when requested.
D. Promptly reimburse expenses already approved. However no payment shall be reimbursed for expenses not budgeted and approved, without first obtaining approval by the Board of Directors.
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Deliver all financial records for the year to the auditor or audit committee within ten (10) days of the annual meeting. Files of financial records for previous years shall be delivered to the incoming Treasurer at the annual meeting or within ten (10) days thereafter.
No. 13. ADVOCACY. (Refer to EPITA Bylaws Article V – Board of Directors, Section 3(a) – Duties)
In addition to being familiar with the Bylaws and the Standing Rules, the Advocacy Director will:
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Promote the profession of interpreting and translating by providing pertinent information for the courts, attorneys, court reporting companies and the community in general.
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Educate the courts, attorneys, court reporting companies and the community in general by making them aware of the need for the services of interpreters and translators.
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Promote the development of a more professional working relationship with the different entities.
No. 14. BYLAWS AND STANDING RULES DIRECTOR:- (Refer to EPITA Bylaws Article V - Board of Directors,
Section 3 -Duties, and Article VI - Amendments to Bylaws and Standing Rules)
In addition to being familiar with the Bylaws and the Standing Rules, the Bylaws Director will:
A. Furnish the President with a copy of the proposed amendments or revisions to be submitted to the assembly.
B. After amendments or revisions to the El Paso Interpreters and Translators Association Bylaws have been approved by the membership, this Director shall make any editorial changes necessary to renumber paragraphs or pages or to correct errors in punctuation, grammar, or spelling. Final draft, before reprinting, shall be approved by the President or a committee assigned to approve same.
C. If amendments or revisions do not require renumbering and are not longer than one page, have said amendments or revisions printed in ECHOES in order for each member to have a copy of the approved amendments or revisions.
D. If amendments or revisions require a complete reprinting of the Bylaws, prepare sufficient copies for all members and mail as a separate mailing.
No. 15. COMMUNICATIONS DIRECTOR: (Refer to EPITA Bylaws Article V - Board of Directors, Section 3 –Duties)
In addition to being familiar with the Bylaws and the Standing Rules, the Communications Director will:
A. Refer to Standing Rule No. 4 pertaining to ECHOES.
B. This Director shall appoint his/her committee members.
C. Be responsible for an adequate number of issues of ECHOES being printed so that each member in good standing will receive a copy. A courtesy copy of each issue shall also be mailed to the Texas and New Mexico Interpreters and Translators Associations. Left over issues should be given to the Membership Director.
D. Work together with the other Directors to include information about those committees in each issue.
E. Be responsible for the timely mailing of ECHOES to provide information about following meeting to the membership.
F. Include a deadline calendar for submission of articles to be published.
G. Retain one copy of each printed issue for EPITA's permanent files.
No. 16. ETHICS DIRECTOR: (Refer to EPITA Bylaws Article V - Board of Directors, Section 3 –Duties)
In addition to being familiar with the Bylaws and the Standing Rules, the Ethics Director will:
A. Serve as an advisor to the members inquiring about ethical issues.
No. 17. MEMBERSHIP DIRECTOR: (Refer to EPITA Bylaws Article V - Board of Directors, Section 3 –Duties)
In addition to being familiar with the Bylaws and the Standing Rules, the Membership Director will:
A. Receive and promptly answer all inquiries for membership, providing the interested party with an application for membership, a Fact Sheet, and an issue of ECHOES, whether current or old.
B. Prepare a monthly report to include:
Number of inquiries
Number of letters sent in response
Of the above, how many have joined?
C. The Vice President shall serve as ex-officio member of the Membership Committee.
No. 18. PROFESSIONAL DEVELOPMENT DIRECTOR: (Refer to EPITA Bylaws Article V - Board of Directors, Section 3 –Duties)
In addition to being familiar with the Bylaws and the Standing Rules, the Professional Development Director will:
A. Plan and coordinate for educational speakers at the regular meetings.
B. Encourage the membership to have study courses in preparation for examinations.
C. Plan and coordinate with the Annual Workshop Director for the speakers and presenters at the annual workshop. The fee for this workshop to be approved by the membership.
D. Obtain and furnish education article for each issue of ECHOES, as well as provide the ECHOES= editor with complete information about workshops and/or seminars or other education events pertaining to interpreters and translators, whether in El Paso, Texas, or elsewhere.
E. Work with the Public Relations Director in promoting regular meetings, seminars and/or workshops, and educational material.
No. 19. PUBLIC RELATIONS DIRECTOR: (Refer to EPITA Bylaws Article V - Board of Directors, Section 3 –Duties)
In addition to being familiar with the Bylaws and the Standing Rules, the Public Relations Director will:
A. Assist membership committee in marketing and advertising the benefits of membership in the association.
B. Promote in the community the benefits of EPITA.
C. Prepare and furnish press release to the newspaper and radio stations at least three weeks prior to each function.
D. Assist the Annual Workshop Director with the promotion of the event.
No. 20. STANDING RULES DIRECTOR: (Refer to EPITA Bylaws Article V - Board of Directors, Section 3 –Duties)
In addition to being familiar with the Bylaws and the Standing Rules, the Standing Rules Director will:
A. Refer to Standing Rule No. 26 referring to changes.
B. Be aware of changes necessary to the Bylaws and Standing Rules, and work in effecting editorial changes.
C. Have revisions or amendments to Standing Rules published in ECHOES once they have been approved. The Director shall review the Standing Rules prior to each reprinting and make any editorial changes necessary to renumber paragraphs or pages or to correct errors in punctuation, grammar or spelling. Final draft for reprinting shall be approved by the President or a committee assigned to approve same.
SPECIAL COMMITTEE DIRECTORS:
No. 21. ANNUAL WORKSHOP DIRECTOR - (Refer to EPITA Bylaws Article V - Board of Directors, Section 1, b) Number and Term)
In addition to being familiar with the Bylaws and the Standing Rules, the Annual Workshop Director will refer to Part II of these Standing Rules pertaining to annual workshop guidelines.
A. This Director shall keep a permanent file with the guidelines to be followed.
B. Refer to Standing Rules Part II - Annual Workshop Procedures
No. 22. AUDIT DIRECTOR - (Refer to EPITA Bylaws Article V - Board of Directors, Section 1, b) Number and Term)
In addition to being familiar with the Bylaws and the Standing Rules, the Audit Director:
A. Shall audit all financial records of the El Paso Interpreters and Translators Association, verifying all receipts and disbursements.
B. Shall deliver the books of the preceding Treasurer to the newly elected Treasurer within 45 days of receipt and shall present an audit report covering such books at the June regular meeting.
No. 23. DIRECTORY DIRECTOR: (Refer to EPITA Bylaws Article V - Board of Directors, Section 1, b) Number and Term)
In addition to being familiar with the Bylaws and Standing Rules, this Director will:
A. Prepare the member directory for publication. The directory shall contain as to each member:
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Name
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Certifications and other degrees or accreditations.
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Postal and e-mail addresses
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Telephone and fax numbers.
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Interpreting modes and areas of expertise
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Areas of expertise in Translation
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Employment
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Equipment.
B. Obtain at least three bids for the printing of the Directory and submit to the Board of Directors for approval. And order as many copies printed as the Board of Directors and this Director consider necessary.
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Distribute to each of the members one directory free of charge. Members wishing to obtain another
directory may purchase it for the cost of printing one directory.
D. Supervise the distribution of directories to courts, law firms, court reporters, mediation and arbitration services, and other businesses as they request a copy.
E. Maintain a list of the directories distributed.
No. 24 NOMINATIONS AND ELECTIONS DIRECTOR: (Refer to EPITA Bylaws Article V - Board of Directors, Section 1, b) Number and Term)
In addition to being familiar with the Bylaws and the Standing Rules, the Nominations and Elections Director will:
A. Provide ECHOES Editor with the nominations open notice to be included in the December newsletter, requesting nominations to be submitted no later than January 10.
B. Contact the nominees to obtain their acceptance or rejection to the nomination. If nomination accepted obtain a brief sketch of the nominee, and provide ECHOES Editor with a list of nominees and their sketches to be included in the Newsletter to be published in February.
C. Prepare ballots for election of officers for the March meeting.
No. 25. MINUTES: Minutes of all meetings shall be reviewed for corrections by the President and Vice President, and shall be approved and signed by the President and Secretary of said meeting.
A permanent file containing all minutes of the association must be kept.
No. 26. BUDGET: A proposed budget shall be prepared by the President and Treasurer and presented to the membership no later than the second general meeting of their fiscal year.
No. 27. GENERAL INSTRUCTIONS ON VOTING.
A. VOTING RIGHTS: Only members in good standing have the right to vote.
B. PROXIES: No proxy voting will be allowed. Write in votes are allowed.
C. In the event of a tie vote, the membership shall immediately proceed to vote by ballot to dissolve the tie.
A clear majority is required to break a tie.
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In the event any ballot cast in an election of officer, does not show a majority for any nominee, the
nominee having the lower vote on the first ballot shall be dropped, and the same procedure shall be
followed until one nominee has received a majority of all votes cast.
No. 28. CHANGES TO STANDING RULES
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ADOPTION: Standing Rules may be adopted at any regular meeting of the association. Adoption
Requires a majority vote.
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AMENDMENT OR RESCISSION: Standing Rules may be amended or rescinded at any regular
meeting by a majority of the vote, with previous notice as specified in two (2) hereof.
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Proposed changes may be submitted by officers, directors or membership at any time.
They shall be submitted to the Standing Rules Director and shall include the reason for suggesting the change.
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To comply with previous notice as used in B above, such proposed changes must be
receivedby the Standing Rules Director at least 25 days before the next meeting. Such Director must give notice to the membership through ECHOES.
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SUSPENSION: These Standing Rules may be suspended by two-thirds vote of the members
present at any meeting, for that meeting only. Any action taken during such suspension shall be binding upon the Association.
D. These Standing Rules shall automatically reflect any changes in the El Paso Interpreters and
Translators Association Bylaws.
E. Amendments to these Standing Rules shall be effective immediately upon adoption unless a future date is specified in the amendment.
No. 29. SUSPENSION OR EXPULSION OF MEMBERS: (Refer to EPITA Bylaws Article III, Membership, Section 6.-Expulsion, Section 1, b) Number and Term)
The Disciplinary Committee shall be formed by the Vice President as chair and two members selected for known integrity and good judgment, and shall conduct a confidential investigation to determine whether further action, including the preferring of charges if necessary, is warranted.
A. DISCIPLINARY PROCEEDINGS:
(1) A member may be suspended or expelled. A disciplinary proceeding may be initiated by the Vice President.
(2) Provisions contained in Robert’s Rules of Order, Newly Revised, concerning formal procedures for expulsion must be followed.
B. PRIVACY OF RECORDS AND PROCEEDINGS: All proceedings under these rules and the name of
the member under investigation shall not be disclosed in any communication or to any person other than to persons whose testimony is necessary in connection with the proceeding or to members of the Disciplinary Committee. However, at the request of the accused member, a disciplinary hearing and the entire record and all proceedings shall be made public. All communications concerning disciplinary proceedings are to be marked “confidential” and all disciplinary files are to be maintained in strict confidence.
No. 30. INSUFFICIENT CHECKS
El Paso Interpreters and Translators Association may take legal action in the event of the inability to collect an insufficient or non-collectable check given in connection with any El Paso Interpreters and Translators Association sponsored function or sale.
No 31. EDUCATIONAL FUNDING FOR MEMBERS
Any member in good standing may request funds towards the registration fee to attend out of town educational seminars and workshops, but no member shall receive more than $150.00 per year.
Requirements to apply for funds are:
1. The member must have been an active member for 12 months, and
a) Must have attended a minimum of eight monthly meetings; and
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Has participated in local seminars, mini-workshops and workshops sponsored by EPITA.
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Has been a contributing member.
In other words, the member must participate as a contributing working member of the association, as well as participate and/or attend local educational projects sponsored by EPITA before asking for assistance to attend out of town workshops.
PART II
ANNUAL WORKSHOP PROCEDURES
No. 1 DATES OF ANNUAL WORKSHOP:The Annual Workshop must be held on a Saturday not earlier than the third weekend in April and not later than May 31. Date shall be subject to approval by the Board of Directors.
No. 2 OFFICIAL PROGRAM:The program, including the registration form, shall be published in ECHOES beginning at the earliest time possible, starting preferably with the January issue in order to allow everyone out of town to make plans to attend.
The Official Program shall include the date, time and place where the workshop will be held. The fee, including members and non-members fee, deadline for registration, late registration fee, and door registration. It shall also include the names of the presenters/speakers and the topic of their presentation.
No. 3 ANNUAL WORKSHOP DIRECTOR:(EPITA Bylaws Article IV, Sections 1 and 3)
A. The Annual Workshop Director shall be appointed by the President and confirmed by the
Executive Committee.
B. The Annual Workshop Director shall appoint committees to plan all details of the workshop, under the guidance of the President.
C. The Annual Workshop Director shall make written reports of the progress of the workshop
planning.
D. The Annual Workshop Director shall secure the site for the workshop one (1) year in
advance.
E. The Annual Workshop Director shall have information regarding the date, time, and location
of the workshop, published in ECHOES beginning 6 months prior to the date in order to provide sufficient notice to out-of-town attendees.
F. The Annual Workshop Director shall prepare and submit a proposed Workshop budget to the
President as early as possible. The Annual Workshop Director shall prepare and submit the final annual workshop financial report to the Association at the first general meeting after thirty days from the date of the Workshop.
No. 4 FINANCES, FUNDS AND DISTRIBUTIONS:
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A. A separate account known as Annual Workshop Fund for the applicable year, shall be
maintained by the Treasurer.
B. All approved expenses of the annual workshop are paid from this fund, which expenses may include printing, badges, meal functions, and gifts for speakers.
C. Any profit from the annual workshop, after all receipts and approved expenses have been
paid, shall be deposited with the general funds of the association. Any confirmed deficit shall
be paid from the general funds of the association.
D. The finance director for the Annual Meeting shall keep an accurate record of all funds
received and disbursed in accordance with generally accepted procedures, which records shall be submitted for audit no later than thirty days after the Workshop.
No. 5 WORKSHOPS: Educational presentations at the Annual Workshop shall be coordinated by the Professional Development Director and approved by the Executive Committee.
No. 6 GENERAL:
A. Immediately upon the appointment of a new Annual Workshop Director, the previous year
Director shall deliver to him/her all annual workshop files.
