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PURPOSE
The purpose of this Policies and Procedures Manual is to
provide policies and procedures relating to the Alaska
Association of Paralegals ("AAP”) or the “Association”. Many
of the policies and procedures contained herein have evolved
as the Association has grown and faced new challenges. The
guidelines herein will be modified as needed to parallel
changes in the Association and the paralegal profession.
GENERAL ORGANIZATION 
The governing body of the Association is a Board of
Directors composed of officers and directors. Officers
include the President, Vice President, Secretary, and
Treasurer. There are four (4) directors elected for
two-year staggered terms and three (3) directors elected for
one-year terms. Officers are elected by the Board of
Directors and directors are elected by full voting members
of the Association (See Association Bylaws, Art.
5.2.1.1 and 7.2).
AAP is a member of the National Federation
of Paralegal Associations (NFPA). AAP’s Board of
Directors appoints a Primary and Secondary Representative to
NFPA in the manner prescribed by this
Manual. Primary and
Secondary Representatives represent the Association at
NFPA’s regional and annual meetings, apprise the President
and Board of Directors of NFPA matters which should be
addressed by the Association, and perform other
responsibilities as may be described in this Manual. NFPA
Representatives may be assigned by NFPA to chair or serve as
a member of a committee.
AAP has fourteen (14)
standing committees:
1.
Bylaws/Policies
2.
Continuing Legal Education (CLE)
3.
Ethics
4.
Independent Contractors [Ad Hoc]
5.
Librarian/Archivist
6.
Membership
7.
Newsletter [Northern Disclosure]
8.
Nominations & Elections
9.
Program
10.
Promotional/Outreach/Publicity (POP)
11.
Paralegal Education/Scholarship (PES)
12.
Pro Bono
13.
Web Page
14.
Survey
Committee chairs, except for Membership,
are appointed by the President unless an objection is
lodged by the Board at a regularly scheduled meeting at
which the appointment appears on the consent agenda. The
Membership Committee chair is appointed by the Board of
Directors. All committee chairs serve at the pleasure of
the Board.
ASSOCIATION POLICIES
Members
of the Association are bound by the Alaska Rules of
Professional Conduct adopted by the Members of the Alaska
Bar Association (see
http://www.state.ak.us/courts/prof.htm).
1.
The
Association is also a member of the National Federation of
Paralegal Associations (NFPA), which has adopted a Model
Code of Ethics and Professional Responsibility (see
http://www.paralegals.org/Development/modelcode.html).
Association members are expected to adhere to the standards
contained in NFPA’s Model Code of Ethics and Professional
Responsibility. It is recommended that copies be
distributed with the new member packet.
2.
The
Association retains exclusive rights to copyrights and
products of the Association prepared with Association
resources. The Association may from time to time grant
waivers of copyrights for limited materials.
OFFICERS
AND
DIRECTORS
Responsibilities
1.
Attend
all monthly Board of Directors meetings. If you are unable
to attend, please notify the President or Secretary.
Failure to attend more than three (3) consecutive meetings
may result in removal from the Board, which decision will be
made by the Board.
2.
Attend
general membership meetings.
3.
Attend
Association functions.
4.
Prepare
and maintain a file of materials associated with the
responsibilities of your position.
5.
Send
copies of all general correspondence to the Secretary for
filing in the Association’s archives and comply with the
Association’s policy on records retention (see
Librarian/Archivist).
6.
Be
familiar with the Treasurer’s procedures for incoming
expenses and reimbursements.
7.
Be
familiar with Association Bylaws and with this Policy and
Procedures Manual and return the Manual to the AAP
Librarian/Archivist at the end of your term of office.
(11/7/91 BOD)
1.
Board
meetings will be held in accordance with Article 5.3 of the
Association’s Bylaws.
2.
Board
meetings will be held the first Thursday of each month so
the business transacted may be announced at the general
membership meeting. (4/19/83 BOD)
3.
A Board
member is responsible for notifying the President or
Secretary when he/she is unable to attend a Board meeting.
If both are unavailable, notify another officer. Directors
missing three (3) consecutive meetings without sufficient
notice and good reason will be contacted by the President as
to the intent of that Director to continue serving on the
Board of Directors. It will be left to the President’s
discretion as to what constitutes sufficient notice and good
reason as to whether the Director will be asked by the Board
to submit his/her resignation. (1/3/85 BOD)
4.
Agenda
items for the next month’s Board meeting shall be submitted
to the President no later than the 20th of each
month.
PRESIDENT
Responsibilities:
1.
Act as
chief executive officer of the Association (see
Bylaws Article 7.7).
2.
Act as
spokesperson for the Association and represent Association
views.
3.
Prepare
agendas with the Secretary’s assistance for each board
meeting. Deadline for submission of items for the agenda is
the 20th of each month.
4.
Conduct
board meetings according to parliamentary procedure. This
requires familiarity with Roberts Rules of Order.
5.
Conduct
general meetings and business meetings.
6.
Activate
the Executive Committee and ensure it performs its
responsibilities, as set forth in this Policies and
Procedures Manual.
7.
Be
familiar with every phase of the Association’s operations.
8.
Monitor
performance of committee chairs. Consult with committee
chairs as necessary and bring matters of concern regarding
committee activities or performance to the Board of
Directors, as necessary.
9.
Be
accessible to Association members.
10.
Share
with the Vice President attendance at committee meetings and
other Association functions.
11.
Respond
to inquiries and requests from the community.
12.
Maintain
a master calendar of all Association activities, as well as
relevant NFPA activities.
13.
Appoint
committee chairs, with the exception of the Membership
Committee, and inform the Board of such appointments on the
consent agenda at the next regularly scheduled meeting.
14.
Initiate
the process of appointing the NFPA Primary and Secondary
Representatives (these appointments are ratified by the
Board of Directors).
15.
Prepare a
monthly article for the Association newsletter,
Northern Disclosure. This responsibility may be
shared with the Vice President on an alternating basis.
16.
Sign
checks reimbursing the Treasurer, as needed. The President
shall be a signer on the Association’s bank account.
17.
Perform
any other responsibilities as outlined in Article 7.7 of the
Association’s Bylaws.
18.
Make
officer, board, and committee recognitions at year-end, i.e.
may include certificates of appreciation, letters to
employers, etc.
VICE PRESIDENT
Responsibilities:
1.
Assume
the responsibilities of President when necessary. (See
Bylaws Article7.8.)
2.
Serve as
liaison between the Association and the Alaska Bar
Association as directed by the Board or by established
policy.
3.
The
Association’s Vice President, in conjunction with the
Association’s President, shall act in the capacity of
liaison with the Alaska Bar Association and shall:
a.
Maintain
contact with the Alaska Bar Association’s paralegal liaison.
b.
Maintain
a subscription to the Bar Rag and advise the
Newsletter Committee of Alaska Bar Association activities
which may be of interest to the Association.
c.
Present
to the Alaska Bar Association any concerns, proposals, etc.,
as determined and directed by the Board of Directors.
d.
Attend
Alaska Bar Association meetings and annual conventions where
the content is of interest to the Association and report to
the Board of Directors and Association membership.
4.
Perform
responsibilities as may be assigned by the President.
5.
Periodically review this Policies and Procedures Manual for
needed revisions and see that those revisions are approved
by the outgoing Board of Directors each February (see
Bylaws/Policies Committee).
6.
Provide
each officer, director, and committee chair with a current
Policies and Procedures Manual. Confirm with each newly
elected officer, director, and committee chair that he/she
has reviewed the Manual and is aware of his/her
responsibilities and responsibilities.
7.
When
committee chairs are changing, ensure that the committee’s
files are transferred to the new chair or are deposited with
the Librarian/Archivist in conformance with the records
retention policy (see Librarian/Archivist). Also ensure
that the outgoing committee chair’s Policies and Procedure
Manual is transferred to the new chair.
8.
Perform
any other responsibilities as required by Article 7.8 of the
Association’s Bylaws.
SECRETARY
Responsibilities:
1.
Prepare
minutes of Board of Directors, general membership, and
special meetings. Substantive Board actions are to be put
into the form of resolutions for future reference. (4/5/84
BOD) (See Bylaws Article 7.9.)
2.
Prepare
monthly newsletter articles summarizing Board of Directors’
and general meetings.
3.
Routinely
monitor the Association’s voice mail and either respond
appropriately to inquiries or pass information to other
officers or board members as appropriate.
4.
Maintain
the key to the Association’s mailbox and pick up mail on a
routine basis.
5.
Review
incoming correspondence and distribute to the appropriate
officer, director, or committee chair. The Secretary shall
respond to requests for corporate information, including the
biennial corporate report.
6.
Maintain
the Association’s corporate files, including articles of
incorporation and amendments, bylaws and amendments,
agreements and contracts, bank resolutions, board
resolutions, membership list, and correspondence.
7.
Maintain
the Association’s corporate minute book, including
preparation of resolutions reflecting actions taken by the
Board of Directors.
8.
Prepare
affidavit for NFPA Credential Committee regarding annual
meeting representation by NFPA representative(s).
9.
Collect
monthly or periodic meeting minutes and annual reports from
committee chairs.
10.
Provide
assistance to the President as necessary.
11.
Circulate
association newsletters received by the Association to the
Board of Directors, applicable committee chairs, or
coordinators.
12.
Supervise
the Assistant Secretary.
13.
Assume
the responsibilities of the Assistant Secretary when
necessary.
14.
Maintain
telephone calling card on behalf of the Association.
15.
Maintain
a current “contact list” of names, addresses, telephone
numbers and e-mail addresses for all board members and
committee chairs.
16.
Perform
other responsibilities as required by Article 7.9 of the
Association’s Bylaws, including ensuring that proper notice
of meetings is given in accordance with the Bylaws and as
required by law.
ASSISTANT SECRETARY
Policies:
1.
The
Assistant Secretary may be appointed by the Board of
Directors pursuant to Article 7.9 of the Association’s
Bylaws.
2.
The
Assistant Secretary may be a full, associate, or student
member of the Association in good standing.
Responsibilities:
Perform
responsibilities as assigned by the Secretary or President,
including:
1.
Assist
Secretary in picking up the Association’s mail and
distributing it appropriately.
2.
Filing,
typing, copying, and distributing materials to the Board of
Directors and committee chairs for each Board of Directors’
meeting or as otherwise assigned.
3.
Attend
all regular and special meetings in the absence of the
Secretary.
4.
Take
minutes of meetings in the absence of the Secretary.
TREASURER
Responsibilities:
1.
Assume
custody and responsibility for all Association funds.
2.
Receive
and disburse Association funds.
3.
Advise
the President of the Association’s financial activities,
particularly when large obligations are incurred or when
funds appear low.
4.
Balance
the Association’s check register.
5.
Prepare a
monthly Treasurer’s report to the Board of Directors of the
Association’s financial activities, including a listing of
receipts and disbursements. This report will typically be
distributed to the Board of Directors with the agenda.
6.
Confirm
the accuracy of the Association’s annual budget, considering
projected needs and Association growth. If in any one month
a committee spends more than 1/12 of its annual budget, that
fact shall be noted on that month’s Treasurer’s report.
7.
Review
the annual dues of the Association and advise the Board of
Directors if you believe they should be adjusted.
8.
Review monthly luncheon charges and costs and advise
the Board of Directors if they need to be adjusted.
9.
Maintain
a copy of each committee’s budget, particularly the CLE
Committee, and be aware of the budget’s financial
implications to the Association.
10.
Prepare
the annual non-profit corporate tax return and other
documentation required by any state or federal entity.
11.
Ensure
that an annual review of the Association’s books is
conducted by an impartial entity. (10/6/88 BOD)
12.
Prepare
new signature cards for the Association’s checking account
as soon as practical after elections.
13.
Verify
bills and invoices with persons knowledgeable to ensure the
proper disbursement of Association monies. If a question
arises as to a bill submitted for payment, including
instances where payment of the bill would cause the
committee to exceed its budget, consult with the President
or return the bill to the committee chair.
a.
Ensure
that monies disbursed are documented by a Reimbursement
Request supported by a bill, invoice, receipt, etc.
14.
Document
monies deposited by deposit slip with a notation as to the
source (i.e., seminar, monthly general meeting, promotional
items, donation, etc.). Deposits are made on a regular
basis as funds are received.
15.
Checks
payable to the Treasurer shall be signed by the President.
16.
Ensure
that checks exceeding $100.00 are signed by two officers.
17.
Evaluate
current banking services and recommend changes as
appropriate.
18.
Retain
second key to the Association’s postal box.
19.
Perform
other responsibilities as required by Article 7.10 of the
Association’s Bylaws.
Procedures:
1.
Committee
chairs are to consult with the President when it is
anticipated that expenditures will exceed one-quarter of the
committee’s annual budget for any given quarter of a year,
or when it becomes known that a committee will exceed its
annual budget. The President and Treasurer will determine
whether any such expenditure will be permitted.
2.
Questions
of a budgetary nature are to be brought to the Board
before the debt is incurred or upon submitting the
committee’s annual budget to the Executive Committee.
(11/6/84 BOD)
EXECUTIVE COMMITTEE
Policies:
1.
The
Executive Committee shall be appointed in accordance with
Article 6.2 of the Association’s Bylaws.
2.
The
Executive Committee may exercise the authority of the Board
of Directors in the management of the Association in
accordance with Bylaws Article 6.2, except that it shall not
have the authority of the Board in reference to (1)
appointing or removing any Director, officer, or member of
such committee of the Association, (2) amending the Articles
of Incorporation, (3) adopting a plan of merger, (4)
authorizing the sale, lease, exchange, or mortgage or other
disposition of all or substantially all of the property and
assets of the Association, (5) authorization of the
voluntary dissolution of the Association or revoking
proceedings thereof, (6) adopting a plan for the
distribution of the assets of the Association, or (7)
amending, altering, or repealing any resolution of the
Board. (Bylaws, Article 6.2)
3.
The
designation of the Executive Committee and delegation of
authority to it does not relieve the Board of Directors or
any member of the Board from responsibility imposed upon the
Board of Directors. (Bylaws, Article 6.2)
Responsibilities:
1.
Initial
responsibility for conducting the administrative
responsibilities of the Board of Directors.
2.
Prepare
the Association’s budget no later than August 31st
of each year and present the budget to the Board of
Directors for approval. (1/4/89 BOD)
3.
Review
amendments to the Association’s Bylaws, as recommended by
the Bylaws/Policies
Committee. Recommend Bylaw amendments to the Board.
4.
Review
and recommend amendments to the Association’s Policies and
Procedures Manual, as recommended by any officer, director,
or committee chair. (See Bylaws/Policies, Responsibilities ¶
1.)
5.
Review
and recommend other policy determinations as directed by the
Board. Regularly examine the Association’s missions and
goals and recommend modifications as necessary.
6.
Perform
other responsibilities as assigned by the President or Board
of Directors.
NFPA REPRESENTATIVES
Policies:
1.
The NFPA
Primary and Secondary Representatives:
a.
Must be
full members of the Association;
b.
Shall be
appointed by a majority of the Board of Directors;
c.
Shall
serve staggered two year terms;
d.
Shall
have terms to be renewed at the pleasure of the Board of
Directors;
e.
Shall
attend all meetings of the Board of Directors, with voting
privileges;
f.
Shall be
asked to resign if absent from three (3) consecutive Board
of Directors meetings without sufficient notice and good
reason (see Officers and Directors, Responsibilities
¶ 1).
(10/6/88
BOD)
2.
The NFPA
Primary Representative typically fills the position after
serving first as the Secondary Representative.
3.
When
attending an NFPA meeting on behalf of the Association, the
NFPA Representatives will submit an expense report,
including receipt copies, to document expenditures, even if
money was advanced for expenses.
4.
The
Association will release its membership roster to NFPA for
credit card and insurance information. (11/30/88 BOD)
5.
Non-AAP,
NFPA members may attend AAP
CLE
seminars and Association general meetings at the
Association’s member price. (2/2/89 BOD)
Responsibilities – Primary Representative:
1.
Represent
the Association at NFPA regional conferences and annual
meetings. The Board of Directors will determine which
meetings the NFPA Representative(s) will attend by
appropriating monies for travel, lodging and miscellaneous
expenses.
2.
Act as
liaison between NFPA and the Association.
3.
Prepare a
monthly article for the newsletter advising the general
membership of NFPA activities and national issues. The
Primary and Secondary Representative may alternate months
for preparing the article. (11/15/88 BOD)
4.
Keep the
Board of Directors informed of NFPA activities and request
Board approval for actions, when necessary.
5.
Chair or
actively participate in the NFPA committee assigned to the
Association by NFPA, if any.
6.
Receive
and review NFPA correspondence and route to others for
assistance in responding, if needed. Maintain a file of the
Association’s correspondence with NFPA and make these files
available to the Association’s Board of Directors or other
members as needed.
7.
Analyze
and draft position papers on issues of national importance
and as may be requested by NFPA or other entities.
8.
Maintain
the NFPA Policy and Procedures Manual and update as needed.
Advise the Board of Directors or other Association members
of information in this Manual of which they may have need.
9.
Advise
the Board of Directors and/or Association members in advance
about proposed resolutions or discussion topics scheduled
for the NFPA annual meeting and obtain views on the issues
for voting purposes.
10.
Update
the NFPA mailing list of Association members on a quarterly
basis, using the system requested by NFPA. Coordinate with
the Membership Committee Chair so that the NFPA mailing list
of Association members is kept current on a quarterly
basis. On a monthly basis, inform the membership chair who
administers the Association mailing list of any changes in
the NFPA Board of Directors or their addresses, any new NFPA
associations, any changes of address for NFPA associations,
and any change of name or address for the NFPA Reporter
editor. (11/7/91 BOD) This responsibility can be assumed by
the Membership Committee, with the agreement of both
parties.
11.
Coordinate with the Association’s Treasurer to ensure that
NFPA dues are paid on a quarterly basis.
12.
Perform
all responsibilities assigned by NFPA to the Representative.
13.
Involve
the Secondary Representative with NFPA activities and
delegate specific tasks.
14.
Ensure
that the Secondary Representative is properly prepared for
the position of Primary Representative at the end of his/her
term as Secondary Representative.
Responsibilities -- Secondary Representative:
1.
Serve as
Primary Representative in the absence of the Primary
Representative.
2.
Assist
the Primary Representative with all activities relating to
NFPA as requested or reasonably delegated.
3.
The
Secondary Representative accedes to the office of Primary
Representative at the conclusion of the Primary
Representative’s term, which is presently two years.
ALL
COMMITTEE CHAIRS
Policies:
1.
Committee
members are expected to attend all committee meetings. When
circumstances do not allow attendance, it is the
responsibility of the member to notify the committee chair
in advance. Committee members missing three (3) consecutive
meetings without sufficient notice and good reason will be
contacted by the committee chair as to the intent of that
member to continue serving on that committee. It will be
left to the committee chair’s discretion as to what
constitutes sufficient notice and good reason. (10/88 Bylaws
Committee)
Responsibilities:
1.
Establish
policies necessary for the effective, orderly, and timely
transaction of committee functions.
2.
Schedule
committee meetings as needed to timely conduct the
committee’s business.
3.
Prepare
and maintain a file of the committee’s meeting minutes and
activities, to include a list of persons attending. The
Association has a standard form for Committee Minutes (see
Forms and Attachments).
4.
Submit to
the Board of Directors, via the President or Secretary,
preferably electronically, at least four (4) days prior to
Board meeting, minutes for each committee meeting for
inclusion with the monthly Board meeting agenda.
5.
Attend
the monthly Board of Directors meetings, as needed.
Maintenance of a committee liaison with the Board is
permitted in lieu of attendance.
6.
Attend
general membership meetings and present oral reports to the
members, as needed. File a similar written report with the
Secretary for filing with the record of the general meeting.
7.
Coordinate with the Membership Committee chair so new
members interested in your committee are promptly contacted
and invited to participate. It is suggested that each
committee chair formulate a form letter advising these new
members about the responsibilities of the committee, the
responsibilities and time required by each committee member,
and the committee meeting times and locations.
8.
Maintain
and send copies of incoming, outgoing, and internal
correspondence, memoranda, and minutes to the Secretary.
9.
Committees and/or Committee Chairs shall not set policy,
forward e-mails, correspondence, or other communications on
behalf of AAP without prior Board approval unless the
authority to do so is otherwise given in the Bylaws or
Policies and Procedures. All communications must be signed
by the Committee Chair and approved as to form by the
Executive Committee.
10.
Prepare
an annual budget for the committee and submit it, prior to
August 15th of each year, to the Executive Committee to be
included in the Association’s budget.
11.
Monitor
the expenses of the committee and notify the President if,
in any calendar quarter, the committee may spend more than
one-quarter of its budget.
12.
Be
familiar with and comply with the Treasurer’s procedures for
income and expenses.
13.
Be
prepared to respond to Board of Directors’ inquiries
regarding committee use of Association monies.
14.
Assume
responsibility for collection of monies due as a result of
committee activities and timely forward same to the
Treasurer with an appropriate accounting and explanation.
15.
Be
familiar with and comply with these Policies and Procedures
and the Association’s Bylaws, particularly Article 6,
Committees.
16.
Ensure
that committee files and a Policies and Procedures Manual
are forwarded to the new committee chair within two weeks of
appointment or election. If that person is not yet known,
forward these materials to the Vice President.
17.
Prepare
monthly newsletter articles as appropriate to keep the
general membership informed of specific committee activities
or accomplishments.
18.
Committee
chairs should review NFPA's web site and list serves and, at
their own discretion, subscribe to applicable list serves.
BYLAWS/POLICIES COMMITTEE
Policies:
1.
Members
of the Bylaws/Policies Committee must be full (voting)
members of the Association.
Responsibilities:
1.
Interpret
the Association’s Bylaws and Policies and Procedures Manual,
as requested.
2.
Periodically review the Association’s Bylaws and Policies
and Procedures, along with the Vice President, and recommend
needed revisions to the Board of Directors.
3.
Revise
the Association’s Bylaws and Policies and Procedures as
directed by the Board of Directors and pursuant to Article
11 of the Association’s Bylaws.
4.
Perform
other responsibilities as may be assigned by the President
or the Board of Directors.
CONTINUING LEGAL EDUCATION (CLE)
COMMITTEE
Policies:
1. &nb | 
