Paralegal Division of the Utah State Bar

Standing Rules

(Adopted 4/99)

I. Officers and Directors
II. Committees
III. Directors and Geographic Regions
IV. Reports
V. Records and Files
VI. Amendments to the Standing Rules

I. Officers and Directors

A. Chair

1. The Chair’s first responsibility is to the Paralegal Division (“Division”) membership.

2. The Chair presides at all meetings of the Division and the Board.

3. The Chair represents the Division at official functions.

4. The Chair oversees the work of other elected and appointed officers, directors and committee chairs and delegates assignments as required.

5. The Chair makes appointments for approval by the Board.

6. The Chair prepares a meeting agenda and prior to the meeting furnishes a copy of the agenda to all officers, directors and committee chairs.

7. Prior to Division membership meetings, the Chair fully advises the membership of the pertinent business expected at membership meetings. This may be accomplished by publication of a detailed agenda in the official notice of the meeting.

8. The Chair prepares the Annual Report of the Board for the annual meeting. The report may include a summary of Division goals, accomplishments and milestones, appointments, and budget projections.

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B. Chair-Elect

1. The Chair-Elect automatically succeeds to the office of the Chair.

2. In the event of the Chair’s absence, incapacity or disqualification, the Chair-Elect performs the duties of the Chair.

3. The Chair-Elect shall be familiar with the bylaws and be prepared to assist the Chair at any time requested.

C. Secretary

1. The Secretary maintains the permanent files and records of all Division meetings and correspondence.

2. The Secretary records the minutes of all Division meetings and shall submit a draft to the Board for approval at the next regularly scheduled meeting. After obtaining the Board’s approval of the minutes, the Secretary shall finalize ­the minutes and forward copies to all Directors within 30 days of approval.

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D. Finance Officer

1. The Finance Officer receives and reviews all requests for disbursements and reimbursements, obtains the approval of two members of the Executive Committee, and submits the approved requests for payment to the Bar’s accounts payable department.

2. The Finance Officer reviews and reconciles financial reports provided by the Bar and submits written financial reports to the Board upon request, and reports to the membership at the Division Annual Meeting.

3. The Finance Officer prepares an annual budget for approval by the Board.

At the Board’s discretion, Directors and others may be reimbursed for mileage and other expenses for:

a. attendance at the first meeting of the Board;

b. attendance at the Bar's annual and mid-year meetings;

c. attendance at the Division annual meeting; and

d. attendance at other meetings at which, in discretion of the Board, is required.

Reimbursement shall be at the rate allowed by the Internal Revenue Service for charitable activities, or such lesser amount, as approved by the Board.

E. Bar Commission Liaison

1. The Bar Commission Liaison serves as the contact between the Division and the Board of Bar Commissioners. The Liaison will, under the direction of the Board, communicate the Division’s goals, object­ives and philosophies to the Bar Commission and keep it apprised of the various activities in which the Division is involved and which may be of interest to the Bar Commission and Bar members. The Bar Commission Liaison will also keep the Division’s Board advised of Bar activities which are of interest to Paralegals.

2. The Bar Commission Liaison shall attend and participate in the Bar’s mid-year and annual meetings.

The Bar Commission Liaison shall sit as an ex-officio member of the Board of Bar Commissioners, representing the Division by attending and participating in all Bar Commission meetings and functions.

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F. Parliamentarian

1. The Parliamentarian supervises parliamentary procedure at all Division meetings, counseling the Board as appropriate.

2. The Parliamentarian updates the Division Bylaws and Standing Rules, as necessary.

3. The Parliamentarian drafts notices of membership meetings for approval by the Chair. Upon approval, notices shall be mailed to all Members.

4. At least 90 days prior to the Division Annual Meeting, the Parliamentarian issues a call for nominations and declaration of candidacy for Directors of the Division, in the form attached hereto as Appendix E,.

a. "At large" Directors shall be nominated by any three Division Members in any region.

b. Regional Directors shall be nominated by any three Division Members in their respective geographic region.

c. Each nominee may be nominated for a single position in any given election.

5. The Parliamentarian presents a slate of candidates to the membership 30 days prior to the date on which ballots will be counted.

6. The Parliamentarian obtains the consent of nominees for office as no candidate's name may be listed on the slate without the consent of the candidate.

7. The Parliamentarian makes sure that nominees for office are qualified.

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II. Committees

A. Executive Committee

1. The Executive Committee approves all mailings to members and articles for publication.

B. Education

1. The Education Committee plans and presents seminars with the approval of the Executive Committee.

2. The Education Committee coordinates seminars with the Bar's CLE Department, including preparation of materials to be published or disseminated.

3. The Education Committee serves as the Division’s appointee to the Bar’s annual and min-year meeting committees.

4. The Education Committee develops and coordinates speakers and the agenda for the Division Annual Meeting.

C. Marketing and Publications

1. The Marking and Publications Committee develops programs to promote projects and activities of the Division and develop community service and other projects including member forums and the annual meeting.

2. The Marketing and Publications Committee develops promotional brochures and other media for the Division and the profession.

3. The Marketing and Publications Committee establishes contacts and acts as liaison to other community and professional organizations.

4. One committee member shall be the appointee to the Bar Journal Committee.

5. The Market and Publications Committee coordinates the preparation of and edits articles submitted for publication in the Bar Journal.

6. The Marketing and Publications Committee coordinates with the Bar staff to place articles of interest to the Division and legal assistants in general in the Bar Journal.

7. The Marketing and Publications Committee develops promotional brochures and other media for the Division and the profession.

8. The Marketing and Publications Committee edits, approves and disseminates for publication any and all material pertaining to the Division and submits the same to the Chair for approval.

D. Membership

1. The Membership Committee coordinates with the Bar office in mailing membership cards or certificates to all members as applications are approved.

2. The Membership Committee maintains a current roster of membership and provides all officers and chairmen with a copy at least quarterly or as requested.

3. The Membership Committee coordinates with the Finance Officer ­and the Bar staff for mailing annual dues statements.

4. The Membership Committee is responsible for drafting and revising applica­tions for membership in accordance with the requirements of the Bar and the Standards for Membership attached hereto as Appendix A.

5. The Membership Committee, in cooperation with the Marketing Committee, develops programs to encourage membership in the Division.

E. Ethics Committee

1. The Ethics Committee provides guidance to the membership in the area of legal and professional ethics in accordance with the Canons of Ethics for Legal Assistants attached hereto as Appendix B.

2. The Ethics Committee refers complaints of suspected ethical violations to the Office of Bar Counsel for consideration.

3. The Ethics Committee in cooperation with the Office of Professional Conduct develops programs to educate Division members, attorneys and others on the ethical utilization of legal assistants.

F. Professional Standards Committee

1. The Ethics Committee provides guidance to the membership in the area of legal and professional ethics in accordance with the Canons of Ethics for Paralegals attached hereto as Appendix B.

2. The Ethics Committee refers complaints of suspected ethical violations to the Office of Bar Counsel for con­sideration.

3. The Ethics Committee in cooperation with the Office of Professional Conduct develops programs to educate Division members, attorneys and others on the ethical utilization of Paralegals.

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III. Directors and Geographic Regions

1. In accordance with the Bylaws, the Board will periodically evaluate the distribution of Division membership and determine geographic regions for the purposes of electing directors. A map of the geographic regions is attached hereto as Appendix D.

2. The total number of Directors shall not exceed 13, with nine elected at-large and one from each of the four geographic regions.

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IV. Reports

1. Each Director and Committee Chair shall make a written report to the Division Membership at the Division Annual Meeting. The reports shall be submitted to the Chair at least 30 days prior to the Annual Meeting.

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V. Records and Files

1. All files of Directors and Committee Chairs shall be delivered to the incoming Officers, Committee Chairs and Directors immediately following installation. If no successor has been appointed, files shall be given to the Chair.

2. The following permanent files shall be maintained:

a. Finance Officer: Books and financial records

b. Parliamentarian: Bylaws and Standing Rules, election records

c. Secretary: Minutes and correspondence

3. With the exception of the permanent files listed above, files of the Officers, Directors and Committee Chairs shall consist of necessary permanent files and informative files for the current year plus the preceding two years with a list of the duties, procedures and deadline dates. Officers, Directors and Committee Chairs shall be responsible for destruction of obsolete and miscellaneous material and correspondence.

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VI. Amendments to the Standing Rules

1. A majority vote of the Board shall be required to adopt, amend or suspend a Standing Rule.

2. The Standing Rules shall automatically reflect any Bylaw amendments insofar as they affect said Rules.


Updated on website - January 14, 2004