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Operating Rules

The following are operative rules as adopted by the Executive Committee. In the event these rules conflict with the CITOC Charter, the Charter takes precedence.  

 

 

1. Categories of Membership

   CITOC membership is organizational with representation by an individual. Members             should be able to speak authoritatively for their jurisdiction on technology issues. Voting     rights within an organization is limited to the individual representing that membership.         Other individuals under that organization may participate with CITOC in a non-voting             capacity as organizational liaisons.

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   Large Court Member: an individual serving in the position of court chief information               technology officer or as the most senior IT Manager, whose jurisdiction serves a                   population of over 1 million, and has been nominated by their respective state court             administrator for State CIO, or respective court manager for local jurisdictions.

 

   Small Court Member: an individual serving in the position of court chief information               technology officer, or as the most senior IT Manager, whose jurisdiction serves a                   population of less than 1 million and has been nominated by their respective state court       administrator for State CIO, or respective court manager for local jurisdictions.

 

   Statewide Member: An unlimited collection of Large Court Members and Small Court           Members within a single state. States that elect to have a statewide membership must         select a point of contact that will report and track Large Court Members and Small Court       Members for the state.

 

   Organizational Liaisons: Organizational liaisons are relationships that bring more                   knowledge and expertise to the fulfillment of the mission of CITOC. Liaison contacts (as       designated by the official CITOC member) may not vote and do not have membership         status but enjoy a direct relationship with CITOC—including invitations to CITOC                   membership meetings. Vendor companies and for-profit entities are not allowed liaison       status but are encouraged to join the vendor organization listed below in Vendor                   Relationships.

 

   There are no membership fees for liaisons, but liaisons are required to pay any                     applicable conference fees.

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   Discretionary Membership: Due to hardship circumstances, the Executive Committee is       authorized to approve memberships based on its discretion contingent upon the                   member actively participating on one or more committees. These memberships are for a     period of one year and must be reviewed and approved by the Executive Committee on       an annual basis.

 

CITOC Operating Rules, December 2023                                                                 Page 1 of 3 

   Substitution of Membership: When an individual leaves his/her position, another person       within the same court/jurisdiction may become a member upon recommendation by their     respective court manager and approval of the Executive Committee.  

 

2. Member Voting

    Voting shall be limited to Large Court Members and Small Court Members in good                standing. Each member shall be entitled to one vote on each matter submitted to a vote      of the membership at any general business meeting or electronic vote as authorized by        the Executive Committee.

 

    Voting by postal mail, e-mail, or by proxy is prohibited for all elections of the Executive          Committee. Voting on issues may be allowed by email at the discretion of the Executive      Committee.

 

3. Member Dues

    Annual dues for membership shall be established by the Executive Committee. Any              member who fails to pay dues by the time of the annual meeting shall not be entitled to        vote and shall be dropped from the membership roster until the indebtedness is paid.          Annual dues received on or after July 1 of the member’s first year of membership will            cover in full the member’s annual dues through December 31 of the following year.

    Large Court Membership          $500/year   

    Small Court Membership           $250/year

    Statewide Membership              $5,000/year

 

4. Membership Meetings   

    The members of CITOC shall meet annually at a time and place designated by the                Executive Committee to conduct business. A quorum shall consist of 1/10 of the total            membership at the time of the annual meeting.

 

    The selection of the site and the date of the annual membership meeting shall be made      no less than 6 months in advance of the meeting and notice to the membership shall be      made not less than 3 months in advance of the meeting.

 

    Other membership meetings can be held at the discretion of the Executive Committee          and the interest of the membership.

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    All elections and all other matters voted on at any meeting of members at which a                quorum is present shall be determined by a majority of those eligible to vote who are            present in person.

 

5. Executive Committee Meetings

    The Executive Committee shall conduct periodic conference calls between face-to-face

 

CITOC Operating Rules, December 2023                                                                Page 2 of 3 

    meetings. At a minimum, the Executive Committee shall have at least one face-to-face          meeting annually, in addition to the annual membership meeting, with additional                    meetings as needed.  

 

6. Executive Committee Eligibility  

   

    To be eligible to serve on the Executive Committee the CITOC member must meet the        following criteria: 

 

  • A member in good standing 

  • Meet the requirements of the Executive Committee position (e.g. CIO of an AOC) 

  • A member of CITOC for a minimum of two years

 

​7. Special Interest Committees

    CITOC members will vote during each annual membership meeting to establish special        interest committees for the following year.  Each Special Interest Committee shall                  include a deliverable (e.g., technical experience bulletin, webinar, presentation) that can      be completed by the next annual meeting.

 

    Each Special Interest Committee shall self-select a committee chair. The committee              chair is responsible for organizing committee meetings at least quarterly. Each Special          Interest Committee shall include at least one member of the Executive Committee. The        Executive Committee member is responsible for reporting status and deliverables to the      Executive Committee at the Executive Committee meetings.

 

    Special Interest Committees can be dissolved at the discretion of the Executive                      Committee if insufficient progress is being made towards the deliverable of the                      committee.

 

8. Vendor Relationships

    All vendor relationships must be coordinated through vendor/industry associations such      as the Integrated Justice Information Systems Institute (IJIS).

 

9. Secretariat

    The National Center for State Courts shall serve as Secretariat as defined by the                    Memorandum of Understanding between CITOC and the National Center for State                Courts.

 

10. Parliamentary Procedures

     All meetings shall be conducted in accordance with Roberts Rules of Order.

 

CITOC Operating Rules, December 2023                                                                Page 3 of 3 

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