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Seattle University School of Law

Dispute Resolution Board By-Laws

Article I

Name

The name of this Assembly shall be the Seattle University School of Law Dispute Resolution Board (hereinafter Board).

Article II

Mission

The purpose of the Board is to increase awareness of alternative dispute resolution processes and to promote the development of dispute resolution skills within the law school community.

In furtherance of these goals, the Board shall strive to:

  1. Administer the American Bar Association (hereinafter ABA) Competitions in Negotiation, Client Counseling, and Mediation; and
  2. Co-host an event for Conflict Resolution Day each October; and
  3. Present at least one continuing legal education program each school year on a dispute resolution topic; and
  4. Present other speakers, workshops, and events as will further the goals of the Board.

Article III

Members

The Board shall consist of a maximum of thirty-five (35) students. Only Board members shall be allowed to vote in Board proceedings.

Section 1. The Board shall select its new members twice per academic year; the first selection shall be completed no later than October 1st; the second selection shall be completed no later than April 1st.

  1. Each prospective candidate shall submit a written statement of interest and resume to the Board's Vice President of Membership. These documents will be submitted in individually sealed envelopes and/or to a single sealed envelope to be opened by the Vice President of Membership or members of the Membership Committee only.
  2. Each Board member shall review each prospective candidate's resume and statement of interest. Each Board member will be given a candidate score sheet, on which he or she should write comments and give a numerical rating from one (1) to ten (10) for each candidate, with one (1) being the highest score and ten (10) being the lowest score. The names shall be removed so that Board members will review the information anonymously.
  3. After rating each candidate's resume and statement of interest, each Board member shall give the candidate score sheet to the Vice President of Membership.
  4. The Board shall interview all of the candidates. The Vice President of Membership shall be present during all interviews that he/she is able to attend. The Vice President of Membership shall be accompanied by one designated Board member for each interview. If the Vice President of Membership is unable to attend an interview, any Board member may sign to accompany the designated Board Member. This is so that the same people see all the prospective candidates to prevent the numbers from being skewed and to maintain consistency in the interviewing process.
  5. Board members shall not participate in interviews of personal friends. Each Board member shall make the decision if they should abstain from an interview based on his/her personal relationship with the prospective member.
  6. The scores for each candidate will be averaged by the Vice President of Membership and the Membership Committee.
  7. To be considered for the Board, the numerical ranking must be above half the possible points. (If the highest possible score is 100, only numbers above 50 will be considered for membership).
  8. After the interviewing and scoring process is complete, the Vice President of Membership, the Membership Committee, and the Executive Board shall determine whom to extend membership. Suggestions and concerns from general Board members, particular those who interviewed candidates, may be solicited.
  9. The Vice President of Membership shall then notify those candidates who are being offered membership in writing. The Vice President of Membership will also notify those candidates, in writing, who are not being offered membership.

Section 2. Alternates may be chosen in the event a member should resign or be removed from the Board.

  1. Alternates shall be selected in accordance with the procedure outlined in Section 1.
  2. After the Board has determined the number of prospective candidates that will be offered membership, the Board will determine how many, if any, alternate candidates will also be notified.
  3. Alternate candidates will be offered an opportunity to either accept or deny the offer to become an alternate.
  4. If the alternate candidate accepts the position as an alternate and is not offered membership prior to the next membership recruitment period, the alternate's will be asked to resubmit a brief letter of continued interest during the next membership drive.
  5. The letter of continued interest will be used to demonstrate the alternate candidate's sustained interest for scoring purposes only.

Section 3. By a majority vote, a Board member may be removed from office or from the Board for non-compliance. Non-compliance is defined as, but not limited to, the following:

  1. Misconduct having a negative impact on the Board as defined by the Executive Board;
  2. Failure to attend regularly scheduled meetings without prior notification;
  3. Failure to fulfill assigned duties or other duties as promulgated in these by-laws.

The procedure for removal is:

  1. The Board member's misconduct shall be reported to the Executive Board.
  2. The Executive Board shall convene to ascertain the merits of the alleged non-compliance/misconduct.
  3. The member shall then be notified of the non-compliance/misconduct and be required to meet with the Executive Board.
  4. Assuming that the Board member wishes to remain a member of the Board, the Executive Board shall then determine either:
    1. that the explanation for non-compliance is accepted, and the Board member remains a member of the Board;
    2. to remove the Board member immediately unless the Board member requests a special hearing before the Board; or
    3. to allow the Board member to appear before the Board at the request of the Board member. The Board member shall be notified of such decision within three school days of meeting with the Executive Board.
  5. The faculty advisor shall be notified, in writing, of the Board's decision.
  6. If the Board member requests a hearing before the Board, a special meeting of the Board shall be no later than two (2) weeks after the date the decision is made.
  7. In no event shall the Board member be denied his or her right to comment before the Board if the Board member so requests.
  8. Procedures for the special meeting, if requested by the Board member, are as follows:
    1. A special Board meeting shall be called, and at least fifty-one percent (51%) of the entire Board must be present for the member's removal to be discussed.
    2. In the event that fifty-one percent (51%) is not present, the Executive Board shall determine how to proceed. However, the failure to achieve a simple majority be should not held against the Board member.
    3. The member will be given an opportunity to present his or her side. The Executive Committee will be given an opportunity to present its side.
    4. The Board member has the option of writing a letter that will be distributed to the entire Board.
    5. If the Board member fails to appear at this meeting, such failure shall be deemed appropriate to justify removal of the Board member.
    6. General discussion and questions will be allowed after the presentations.
    7. After the presentations, general discussion, and questions, a vote for removal will be taken. One-hundred percent (100%) of the represented Board shall vote.
    8. If fifty-one percent (51%) of the represented Board votes to remove the member in question, the removal will be effective immediately. Conversely, if fifty percent (51%) or more of the represented Board votes against removal, the Board member shall not be discharged.

Section 4. Members may compete in all three in-house competitions provided that such members have notified the Vice President of Intra-house Competitions and that Competition's Co-Chairs of their intention to compete. There must be a sufficient number of non-competing members available to carry out the in-house competition responsibilities before the Board member will be allow to compete. The Competition's Co-Chairs will determine how many members may compete as described below:

  1. Members must petition the Board Chair(s) and Competition Co-Chairs of their desire to compete by a deadline established by the Board for each competition. In response, the Board Chair(s) and Competition Co-Chairs must approve or disapprove such petition within five (5) days of the member's petition of intent.
  2. To ensure that no conflict of interest arises, members who have received approval to compete in an in-house competition may assist in preparation for the competition except that:
    1. No member/competitor may solicit judges for the competition. Every effort shall be made to avoid solicitation of judges that are related to or in an otherwise close personal relationship with a competing member;
    2. No member/competitor may procure, prepare, or otherwise come in contact with the problems of the particular competition; and
    3. No member/competitor may enter the judges' room on the day of the competition.

Article IV

Duties of Board Members

Section 1. The duties, commitments, and responsibilities of Board members include, but are not limited to, the following:

  1. Attendance at all scheduled meetings. Absences will be excused in the event of a legitimate conflict as determined by the Communications Director;
  2. Participation in the administration of all Board competitions, unless a Board member is either: 1) allowed to compete as provided in Article III, Section 4; or 2) excused from administration by the Vice President of Intra-house Competitions and the Competition's Co-chairs;
  3. Participation on (at least) one committee;
  4. Ten (10) office hours per semester; and
  5. Respond to an All-Board general email soliciting input, etc.

Article V

Officers

The Board shall be headed by an Executive Board. The Executive Board shall consist of the following officers:

  1. A President;
  2. A Vice-President of Membership;
  3. A Vice-President of Intra-house Competitions;
  4. A Vice-President of Regional Competitions;
  5. A Vice-President of Community Development;
  6. A Communications Director; and
  7. A Treasurer.

Section 1. These officers shall perform the duties prescribed by these by-laws.

Section 2. Officers shall be elected by the third (3rd) week in April. Outgoing officers shall determine the most effective way to preserve the institutional knowledge of their position and pass it to their successor.

Section 3. The election of officers shall be conducted by the outgoing President and shall be by secret ballot. A simple majority of the Board is required to elect officers.

Section 4. Candidates for a Board officer position must make the Board aware of their intentions by posting a letter of intent in the boardroom at least one (1) week prior to the Board vote. Such letter should state the candidates' intentions regarding employment, law school activities, and other responsibilities during their potential term of office.

Article VI

Duties of Officers

Section 1. The President shall preside over all meetings and oversee all projects of the Board. Official duties shall include, but are not limited to, the following:

  1. Calling and heading all board meetings;
  2. Posting the agenda for the meetings and providing it to the Communications Director to be included with the minutes to be distributed to all members;
  3. Acting as the official Board representative at all University and community functions involving the Board;
  4. Voting, but only in the event of a tie vote in order to break such tie;
  5. Delegate tasks of any Executive Board member that should become unable to fulfill his/her duties during the course of his/her role on the Executive Board.
  6. Serve as the contact person between the Board and the ABA and the Washington State Bar Association except regarding the competitions, at which point the Vice Presidents of Intra-school and Regional Competitions shall act as the contact.

Section 2. The Vice-President of Membership is second-in-charge of the Board and shall be included by the President in all important correspondence and important decision-making events. He/she assumes the duties of the President in the event that the President is unable to fulfill his/her duties. Official duties shall include, but are not limited to, the following:

  1. Assisting with all administrative duties;
  2. Participating on any ad-hoc committees that are created;
  3. Organizing Membership Drives in Fall and Spring;
    1. Organizing and overseeing a membership committee that soliciting applications for Membership in Fall and Spring and publicizing the Membership Drives; and
    2. Participating in all interviews of prospective new members or appointing one member-at-large to serve this function jointly with the Vice President for Membership;
  4. Enforcing Board obligations, including office hours, meeting attendance, and competition attendance;
  5. Organizing 1 (or more) social function(s) each Semester for Board members; and
  6. Organizing the Board's annual picture in the Spring.

Section 3. The Vice-President of Intra-School Competitions shall be in charge of administering all in house competitions. Official duties shall include, but are not limited to, the following:

  1. Informing the Board of the ABA-sponsored writing competitions and coordinating the dissemination of this information to the school;
  2. Acting as the Board contact to the ABA for the in-house competitions in conjunction with the Faculty Advisor;
  3. Delegating to three pairs of board members the jobs of Intra-school Competition Chairs for the Negotiation, Client Counseling, and Meditation Intra-school Competitions. Each pair of Competition Co-Chairs shall supervise the following committees for their respective competition:
    1. Logistics Committee, which shall be in charge of room reservations, food, parking, name tags, signage, and any other tasks necessary to complete the competition;
    2. Judge's Committee, which shall be in charge of contacting local attorneys, counselors, mediators, and client-volunteers as needed.
  4. Providing guidance to and oversight of the three sets of Competition Co-Chairs, ensuring that the tasks for competitions are on track and proceeding appropriately as described on the DR Board TWEN site.
  5. Forwarding problem packets and communications from the Faculty Advisor and the ABA to the Competition Co-Chairs and Competitors as needed.

Section 4. The Vice-President of Regional Competitions shall be in charge of administering all regional competitions. Official duties shall include, but are not limited to, the following:

  1. Acting as the Board contact to the ABA for the Regional competitions in conjunction with the Faculty Advisor;
  2. Forwarding competition entries to the sponsor of the Regional competitions;
  3. Procuring signed Agreements to Compete from Intra-school competition winners who would like to participate in the Regional competitions;
  4. Delegating to board members the jobs of Student-Coaches for each group of Regional competitors, and provide guidance to and oversight to those Student-Coaches, ensuring that the practice rounds and preparation for the Regional competitions are on track and proceeding appropriately as described on the DR Board TWEN site; and
  5. Forwarding problem packets and communications from the Faculty Advisor and the ABA to the Student-Coaches and Regional Competitors.

Section 5. The Vice-President of Community Development shall be responsible for community outreach, professional development and event coordination. Official duties shall include, but are not limited to, the following:

  1. Facilitating the organization and planning of the one mandatory CLE and all other CLE's presented by the Board by:
    1. Choosing a program topic with input from all board members; or
    2. Supporting members who want to present specific programs; and
    3. Working with the school's CLE Director to schedule a date and determine subject needs; and
    4. Appointing and overseeing two CLE Co-Chairs, who will appoint a planning committee and organize all logistics and presenters for the CLE.
  2. Facilitating the organization and planning of an event for Conflict Resolution Day by;
    1. Maintaining a relationship with the Dean's office regarding CR Day; and
    2. Appointing and overseeing two CR Day Co-Chairs, who will appoint a planning committee and organize all logistics and presenters for the event.
  3. Working with the Center for Professional Development to include ADR opportunities at the yearly CHOICES conference.
  4. Working with other student organizations to expose students to dispute resolution practices in various fields of law.
  5. Working with the Dean's office, Center for Professional Development, and Faculty to expand opportunities for students to learn about and get involved in alternative dispute resolution. These tasks will be undertaken in accordance with the furtherance of the Board's goals.
  6. Maintaining the Board's relationships with the WSBA and KCBA Dispute Resolution sections and other organizations as determined by the Executive Board. VP may appoint an organizational liaison in furtherance of this goal.

The Vice President of Community Development will notify the Faculty Advisor of all upcoming programming, and shall confer with them regarding administrative policies.

Section 6. The Treasurer shall be in charge of administering Board funds. Official duties shall include, but are not limited to, the following:

  1. Preparing an Annual Budget in consultation with the Faculty Advisor by the end of September, unless otherwise notified by the Business Office;
  2. Overseeing the payment of the Board's debts;
  3. Authorizing purchases over the amount of twenty-five ($25) dollars;
  4. Maintaining an accurate account of distribution of funds; and
  5. Reporting the financial position of the Board as requested.

Section 7. The Communications Director shall be in charge of maintaining all Board records. Official duties shall include, but are not limited to, the following:

  1. Drafting all correspondence for the Board;
  2. Recording and distributing the minutes of the meetings;
  3. Maintaining the files and records of the Board;
  4. Appointing the Webmaster and supervising his/her team.
    1. The Webmaster will be in charge of maintaining the website and the DR Board Twen page. The Webmaster may select a committee to assist in these duties.
  5. Maintaining the database of Judges for In-House competitions; and
  6. Appointing and overseeing a Judges Committee Chair for each In-House competition.
    1. The Judges Committee Chair will be responsible for recruiting judges for their particular In-House Competition, coordinating with the Competition Co-Chairs and the VP of In-House Competitions, and all appropriate follow up with Judges after the competition. The Chair may select a committee to assist in these duties.

Article VII

Meetings

Section 1. The Board shall meet at least two (2) times per month either in person or via an email meeting for every full month that school is in session. An email meeting is appropriate only if: 1) an in person meeting has already been held that month or will be held later that month, and 2) there is little or no new information to discuss with the Board.

Section 2. Special meeting may be called by the President; however, at least forty-eight (48) hours notice shall be given to all members of these special meetings. Regular attendance requirements will apply to special meetings. Emergency meetings may be called by the President with twenty-four (24) hours notice to all members. Regular attendance requirements will not apply to emergency meetings.

Section 3. Meetings may be scheduled by any two (2) members upon notice to the President.

Section 4. Members unable to attend a meeting shall give notice at least one (1) day in advance of the meeting to the Communications Director.

Section 5. A quorum shall consist of a simple majority (50% + 1) of the Board members. A proxy shall be counted in the determination of a quorum. Only general proxies that apply to any vote shall be considered valid.

Article VIII

Amendment of Bylaws

  1. The bylaws shall be amended only upon approval of at least two-thirds (2/3) of the Board.
  2. The bylaws shall be reviewed at least every two (2) years to determine if revision or updating is required. If the Board determines that there is a need to amend the bylaws, an ad hoc committee shall be selected by the President/ to draft the proposed amendment(s).
  3. A copy of the proposed amendment(s) shall be distributed to all Board members one (1) week in advance of voting on the proposed change(s).

Article IX

Faculty Advisor

  1. A Faculty Advisor may be recommended by each Board to the Dean for a term coinciding with that of the Board. If not, the current Faculty Advisor shall be maintained.
  2. The Faculty Advisor shall be invited to be present at each Board meeting.
  3. The Faculty Advisor shall advise the Board and assist the Student-Coaches with coaching and training the SU Regional Teams.

Article X

Committees

Committees not already mentioned above under an Executive Board Officer may be formed on an ad-hoc basis by any Executive Board member.

Special Rules of Order

  1. The agenda shall be posted at least one (1) day in advance of any meeting for each item requiring a membership vote.
  2. The Board shall dispense with the reading of the previous meeting's minutes.
  3. All members of the Board shall read these bylaws and agree to abide by them.
  4. The Board reserves the right to impose sanctions upon any competitor in violation of Competition rules, including, but not limited to, withdrawal from a competition after the mandatory drop deadline as established by that Competition's Co-chair. Sanctions include, but are not limited to, suspension of participation from future competitions.

Revised 2/2008