Inn Policies

Policies of the James Kent American Inn of Court (revised/adopted on March 28, 2017)

These Policies supplement the James Kent American Inn of Court Bylaws.

Meetings

  • The James Kent American Inn of Court (the “Inn”) normally meets eight times a year, to include: a Welcome Social (normally with a New-Member Orientation included) in September; four dinners with pupilage group presentations (in October, November, January, and February); a Winter Holiday Social in December; an Annual Meeting in March; and a Joint Meeting with the I’Anson/Hoffman American Inn of Court in April.
  • The Executive Committee will decide the venue for the Socials and Dinners prior to the start of the Inn year.
  • Regent Law School normally hosts the Annual Meeting, and it normally takes place at The Founders Inn.
  • The Executive Committee is responsible for the Joint Meeting in odd years, and the I’Anson/Hoffman American Inn of Court is responsible for the Joint Meeting in even years; the Presidents of each Inn normally coordinate appropriate logistics.

Committees

  • The Executive Committee may establish committees in addition to those required by the Bylaws.
  • The Inn normally has the following standing Committees: Membership, Program, and Hospitality.

Administration

  • The Executive Committee will select a Regent Law School student to serve as the Student Administrator.
  • Ideally, the Student Administrator will be a rising 2L student to allow service for two consecutive years.
  • The Student Administrator will be compensated as approved by the Executive Committee.
  • The responsibilities of the Student Administrator are set out in a separate Inn policy document.
  • The Executive Committee will select a CLE Coordinator, who will be responsible for coordinating with Virginia CLE to obtain CLE approval for programs.
  • The Executive Committee may authorize a member to maintain the Inn website, with appropriate compensation.

Membership

  • The Inn’s target membership is 90-100 members (not including emeritus and honorary members), with an approximately equal number of members for each classification (Student, Associate, Barrister, and Masters of the Bench).
  • As needed, the Membership Committee and the Executive Committee may consider specific recruitment of Regent Law School professors and local judges.
  • The Inn maintains a separate policy on “Membership Tracking Process” that addresses membership recruitment, renewal, and tracking.
  • Unless they request otherwise, Alumni, Emeritus, and Honorary Inn members will be invited to all meetings, including the Annual Meeting and Joint Meeting with the I’Anson/Hoffman American Inn of Court; additionally, they will be encouraged to participate in the Inn’s Mentorship Program.
  • Normally, the Inn’s first gathering each year will contain a New Member Orientation.
  • Approximately seven pupilage groups will be established each year, four of which normally will present during the current Inn year.
  • To the extent practicable, each pupilage group will be diverse, have members from each classification, have a judge as Chair, have an Executive Committee member to liaise with the Executive Committee, and have a Program Committee member to liaise with the Program Committee.
  • Ideally, each Inn member will present once every other year (except students – all students will be in a presenting group each year).
  • At the end of each Inn year, a Membership Satisfaction Survey will be conducted, and the Executive Committee will consider related feedback in amending Inn Policies.
  • Renewals will be made available to the current membership at the end of the Inn year for the following year, with a reminder email to be sent out prior to July 1.

Program Development Plan

  • Pursuant to the Bylaws, the Inn will have a Program Committee.
  • Ideally, each presenting pupilage group will contain a member of the Program Committee.
  • The Executive Committee member assigned to each presenting pupilage group is responsible for ensuring adequate CLE materials are prepared and submitted to the Program Chair and the Student Administrator (for distribution) prior to the scheduled meeting.
  • During the summer prior to a new Inn year, the Executive Committee will decide on a theme for the upcoming year, although the Program Committee may modify the theme as necessary to address current and “hot” topic areas that may be of interest to the Inn membership.
  • There normally will be four pupilage-group presentations per year, which incorporate the theme.
  • CLE presentations will emphasize the ethics of the practice, but also professionalism within the practice, e., aspirational aspects beyond required ethical standards.

Diversity Plan

  • The James Kent American Inn of Court fully embraces the American Inns of Court Diversity Policy, a copy of which is attached to this document. Further, the James Kent Inn is committed to the goals of diversity and inclusiveness in all aspects of Inn administration, including but not limited to recruitment, membership, pupilage group formation, and Inn leadership.

Community Outreach Plan

  • The Inn will strive to conduct at least one community-service oriented project per year; efforts should be made to do so in coordination with Regent Law School.
  • The Inn will consider competition between pupilage groups to increase the effectiveness of any such project.

Mentoring Plan

  • The Inn will maintain an active Mentorship Program.
  • All student members will be mentees with assigned mentors.
  • Any Associate members who request mentors will be assigned mentors to the extent possible.
  • Mentors normally will be Masters of the Bench, although the Executive Committee may approve other Inn members as appropriate.
  • Mentors will be encouraged to meet with each mentee at least once a semester and to be generally available to answer questions and provide guidance to their mentees via phone and/or email.
  • At the end of each Inn year, a Mentorship Evaluation Survey will be conducted, and the Executive Committee will consider related feedback in amending the Mentorship Program.

Leadership Succession Plan

  • Consistent with and in supplementation of the Bylaws, prior to the Annual Meeting the Executive Committee will approve a slate of Officers, to include a President, a President-Elect (expected to become President the following year), an Immediate Past-President (the current President), a Treasurer (a member affiliated with Regent School of Law), and a Secretary.
  • The responsibilities of each of these Officers (as well as designated Committees and the Student Administrator) are in a separate Policy.
  • The Executive Committee also will select and approve, prior to the Annual Meeting, such other Executive Committee members as it deems appropriate.
  • The responsibilities of the non-Officer Executive Committee members will be as directed by the President, upon consultation with the Executive Committee.
  • The expected rotation within the Executive Committee is from (1) a new non-Officer member to (2) Program/Membership Chair to (3) an Officer Position to (4) President-Elect to President to (5) Immediate Past President. Ideally, before serving as President, a member should chair at least two Committees established by the Executive Committee.
  • The position of President normally will be a one-year position and will rotate between attorney and judge.
  • One of the non-Officer Executive Committee members will be the Program Committee Chair.
  • One of the non-Officer Executive Committee members will be the Membership Committee Chair.

Changes to these Policies

Any changes to these Policies require approval from a majority of the current Executive Committee members.