Home | ACPAAA Purpose | Calendar | 2010 Executive Board | Favorite Links | Useful Telephone Numbers | ACPAAA By-Laws | ACPAAA Volunteer Opportunties | Submit Volunteer Hours | Volunteer Hours | ACPAAA Newsletters | Members Only | Photos | Contact us | Disclaimer

Arlington Citizen Police Academy Alumni Association

ACPAAA By-Laws

 

Arlington Citizen Police

Academy

Alumni Association


BYLAWS

(Adopted November 2008)


ARTICLE 1 – OFFICE

1.1 Principle Office

The principle office of the Arlington Citizen Police Academy Alumni Association, hereafter referred to as ACPAAA or this association, shall be located in the City of Arlington, County of Tarrant, State of Texas. The association may have such other offices, either within or outside the State of Texas, as the Executive Board may determine or as the affairs of this association may require.


1.2 Purpose

The purpose of this not-for-profit association is to bring together graduates of the Arlington Citizen Police Academy, to improve relations between the police department and civilian community in all phases of law enforcement activities, and to further the aims and objectives of the Arlington Police Department. The Executive Board shall manage the affairs of the ACPAAA.


ARTICLE 2 – MEMBERS AND CONDUCT

2.1 Eligibility

Regular members shall be graduates of the Arlington Citizen Police Academy who live or work in the city of Arlington at the time of application and are in good standing. Applicants will not be discriminated against regarding age, sex, creed, religion, or race. They shall submit the proper documentation required by the Arlington Police Department upon request.


2.2 Members’ Classes

This association shall have two classes of members, Regular and Honorary. The designation of such classes and the qualification of such members shall be as follows:


Regular Members – Regular Members shall be graduates of the Arlington Citizen Police Academy who have applied for membership and paid their annual dues.


Honorary Members – Any person nominated by the Executive Board and approved by majority vote of the regular members present at a general meeting. Persons may be considered for a lifetime honorary membership on the basis of outstanding community service or other special consideration by this association. Honorary members are outstanding citizens who assist the association but have not attended the classes. These members cannot hold office and do not hold the privilege of voting. However, they may attend the general meetings and voice their concerns and/or opinions. Honorary members are listed in the Alumni directory.


2.3 Members’ Code of Conduct

No member shall promote or represent himself or herself on behalf of this association or the Arlington Police Department for personal, political, or financial gain.

Members will:

  1. respect each person

  2. share responsibilities

  3. listen courteously

  4. criticize ideas only, not people

  5. keep open mind

  6. mute all pagers and cell phones

  7. always work as a team


2.4 Executive Board Members’ Code of Conduct

The Board commits itself and its members to ethical, businesslike, and lawful conduct, including proper use of authority and appropriate behavior when acting as board members.

  1. Board members must have loyalty to the membership as a whole.

  2. Board members must avoid conflict of interest.

  3. There shall be no self or business promotion by a Board member and the organization.

  4. When the Board is to decide upon an issue about which a member has an unavoidable conflict of interest, that member shall withdraw himself from the deliberation and the vote.

  5. Board members must not use their position to obtain employment for themselves, family members, or close associates.

  6. Board members will respect the confidentiality appropriate on issues of sensitive nature.


2.5 Voting

Each regular member shall be entitled to one vote on each matter submitted to a vote of the members.


2.6 Termination of Membership

Violation of all or any part of the code of conduct may be just cause for a hearing by the Executive Board. The Executive Board, after an appropriate hearing, discussion, and affirmative vote by two-thirds of members in attendance, may counsel, suspend, or terminate a regular or honorary member for just cause. A letter will be sent to the Arlington Police Department regarding the Board’s decision. Upon recommendation from the Arlington Police Department, the Executive Board will terminate a member immediately.


2.7 Resignation

A member may resign by filing a written resignation with the Secretary.


2.8 Property

Upon termination or resignation of membership, the member shall return all property belonging to the ACPAAA or the Arlington Police Department to any Executive Board member or the Secretary of Community Affairs of the Arlington Police Department within 24 hours. Any security badge or pass must be turned over immediately.


2.8.1 Storeroom Keys

The five (5) numbered keys to ACPAAA storeroom shall be turned into the Presiding President for Log In on or before December 31 and turned over to the new President on or before January 1 for Log Out to Executive Board members and Arlington police personnel.


2.8.2 Post Office Keys

The two (2) keys to ACPAAA post office box shall be transferred from presiding President to the new President and Treasurer prior to January 1.


2.8.3 Pass Key

The coded passkey assigned to the presiding President shall be transferred to the new President in the presence of the Quarter Master and with the approval of the APD by the first Board meeting of the New Year.


2.8.4 Locker Closet Keys

The four (4) keys to ACPAAA locker closet shall be transferred from presiding President to new President prior to January 1.


2.9 Reinstatement

A written request signed by the former member, proper documentation, and payment of dues must be filed with the association’s Secretary. A reinstatement may occur following the completion of a thorough background check by the Arlington Police Department and the discussion and affirmative vote from two-thirds of the Executive Board members in attendance.


2.10 Transfer of Membership

Membership in this association is not transferable or assignable.


2.11 Appeals

Any current member may present an appeal to a decision of the Executive Board before the general membership by submitting a request to the Secretary for consideration. Such appeal shall be presented to the regular members at the next general meeting. Any former member may appeal their revoked membership to the general membership by submitting a request to the Secretary. After discussion before the regular members at a general meeting, such matter shall be resolved by a written ballot from a quorum of the regular members present at the meeting.


ARTICLE 3 – MEETINGS OF MEMBERS

3.1 Board Meetings

The January Executive Board meeting shall be a joint meeting of out-going and incoming Executive Board members. Executive Board Meetings shall normally be held on the first Thursday of each month at a time and place set by the President. All Executive Board members shall be notified of any change in meeting time and location.


3.2 General Meetings

General meetings shall normally be held on the second Thursday of each month at a time and place set by the President. All members shall be notified of any change in meeting time and location.



3.3 Special Meetings

The President or the Secretary may call special meetings of members or of the Executive Board. Members shall be notified no less than 48 hours in advance of a special meeting. No mandatory meeting of Board members can be held unless all Board members are properly notified.


3.4 Place of Meetings

General and special meetings shall be held at a place designated by the President.


3.5 Quorum

The presence of not less than 15 percent of the general members in good standing shall constitute a quorum and shall be necessary to conduct the business of this association when requiring a vote.


3.6 Procedure

This association shall be governed by common accord. All disputes shall be handled in accordance with Robert’s Rule of Order unless inconsistent with these bylaws.


3.7 Resolutions

All motions to commit this association on any matter shall normally be considered first by the Executive Board. Any motion offered at a general meeting will be referred to the Executive Board for evaluation and action as appropriate. Members should submit proposed resolutions to any board member prior to the Executive Board meeting.


ARTICLE 4 – EXECUTIVE BOARD

4.0 Election of Officers and Directors

Not later than the regular meeting in October, the President shall appoint a nominating committee of three (3) or more regular members, none of who can be on the ballot or current Executive Board members. This committee shall prepare a recommended slate of officers and five (5) Directors from regular members willing to serve and present the slate to the members at the November general meeting. After presentation of the slate of officers by the nominating committee, the meeting will be opened to additional nominations from the floor. Each office will be addressed individually to ensure full opportunity is afforded for additional nominations.


Based on the full slate of officers as established in the preceding paragraph, a printed ballot shall be mailed to all regular members of this association not later than November 20 of the current year. Ballots must be returned to the Chairman of the Nomination Committee, by mail only, postmarked no later than December 3 of the current year. The nominating committee shall tabulate the votes on the evening of the December general meeting. Elected officers will assume their respective duties on the following January 1. All ballots postmarked after December 3 will remain unopened, and retained, with all returned ballots, as a matter of record for one year.


4.1 The Executive Board shall manage the affairs of the Arlington Citizen Police Academy Alumni Association.


4.2 Officers and Terms

The Executive Board shall consist of nine (9) elected officers.

The officers of this association shall be a President, Vice President, Secretary, Treasurer, and five (5) At-Large officers herein known as Directors.


No two (2) or immediate family members shall be officers during the same year.


No two (2) offices may be held at the same time by the same person except in special circumstances addressed by the President and Executive Board.


The term of office for the officers shall be for one (1) year. No officer may serve more than two (2) consecutive terms in the same office unless the said office is uncontested in a general election, at which time the Executive Board may approve one additional term.


4.3 Quorum

A quorum shall consist of five (5) or more members of the Executive Board.


4.4 Vacancies

A vacancy in any position of the Executive Board because of death, resignation, disqualification or otherwise, may be filled by the Executive Board for the unexpired portion of the term. Resignation of any individual from office will be submitted in writing to the Secretary.


4.5 Duties and Responsibilities


4.5.1 President

The President shall:

  1. Be the principal officer of the Arlington Citizen Police Academy Alumni Association.

  2. Preside at all meetings of the Executive Board.

  3. Co-sign checks, promissory notes and contracts “as specified in Article 6, Section 6.1 Checks and Drafts.”

  4. Appoint standing and special committee chairmen and members thereof as the need(s) arise.

  5. Be an ex-officio member of each committee except the Nominating Committee.

  6. The President shall be empowered to vote on all matters of the Executive Board.


4.5.2 Vice President

The Vice President shall:

  1. Assume such duties as may be assigned by the President or the Executive Board.

  2. In the absence of the President, preside at all Executive Board meetings.

  3. Co-sign checks, promissory notes and contracts “as specified in Article 6, Section 6.1 Checks and Drafts.”

  4. In the absence of the President, create special committees and appoint chairmen and members thereof, as the need arises, fill vacancies on standing committees.

  5. Be empowered to vote on all matters of the Executive Board.


4.5.3 Secretary

The Secretary shall:

  1. Keep the minutes of general meetings of the members and of the Executive Board.

  2. Give all notices in accordance with the provisions of these bylaws or as required by law.

  3. Keep a register of the postal address of each member.

  4. In general, perform all duties as may be assigned to him/her by the President or by the Executive Board.

  5. In the event of his or her absence, the President shall assign a member to assume said duties.

  6. Co-sign checks, promissory notes and contracts “as specified in Article 6, Section 6.1 Checks and Drafts.”


4.5.4 Treasurer

The Treasurer shall:

  1. Be custodian of all funds and securities of the association.

  2. Receive and give receipts for moneys due and payable to this association from any source.

  3. Make a financial report at each meeting of the Executive Board and General membership.

  4. Co-sign checks, promissory notes and contracts “as specified in Article 6, Section 6.1 Checks and Drafts.”

  5. Count cash received, twice, with the total initialed by two members.

  6. Use funds only for the purpose intended as related to those who provided the funds.

  7. Scrutinize all invoices.

  8. Not accept handwritten support documents from the person being reimbursed. Only reimburse by a check for the amount shown from actual/original receipts.

    (8.a) All approved requests must have invoice prior to check being written, followed by actual receipt and/or invoices.

  9. Not issue a check over $100.00 without prior approval by the Executive Board.

  10. Deposit all moneys in the name of this association in such depositories as shall be selected in accordance with the provisions of these bylaws.

  11. Be responsible for the cash.

  12. Be accountable to the Executive Board for actions.

  13. Separate “restricted” donations on the books of the organization and only use these as directed by the donor.

  14. In general, perform all duties enacted to the office of Treasurer and such other duties as may be assigned to him/her by the President of the Executive Board

  15. Coordinating the changing of accounts for new Officers via the Treasurer’s Procedures Manual.

  16. Provide the newsletter an itemized list of current donations to date.


4.5.5 Directors

The Directors shall:

  1. Be responsible for fundraising activities.

  2. Provide leadership

  3. In general, perform all duties and responsibilities as prescribed by the Executive Board.


ARTICLE 5 – COMMITTEES

5.1 Ex-Officio

The President shall be an ex-officio (non-voting) member of each committee, except the Nominating Committee. Each Committee shall report to the Executive Board. Each committee shall make no binding policy or agreements without the approval of the Executive Board.


5.2 Nominating Committee

See section 4.0 – Election of Officers and Directors


5.3 Treasury Audit Committee

The Treasury Audit Committee shall consist of three voting members, excluding the Executive Board members, appointed by the President. The Treasury Audit Committee shall conduct reviews of the treasury records, bank records and receipts. This committee shall submit their findings in writing to the

Executive Board in April, July, October and January of the following year. The audit report must be signed by all Treasury Audit Committee members.


5.4 Newsletter Committee

A Newsletter Committee chairman shall be appointed by the President with the approval of the Executive Board and will be responsible for the publication and distribution of ACPAAA, Police Department and other appropriate news in a periodic newsletter. The newsletter shall be distributed to each voting member, other organizations and individuals as approved by the Executive Board. The Newsletter Committee may consist of additional voting members and other persons recruited by the chairmen to help in these efforts.


The newsletter must be approved by a committee of three (3) members and presented to the Community Affairs APD officer before each publication.


5.5 Committee Term of Duty

Each member of a committee shall continue as such until his/her successor is appointed, unless the committee shall be sooner terminated, or unless such member shall cease to qualify as a member of this association for any reason.


5.6 Chairman

One member of each committee shall be appointed chairman by the President. The chairman shall govern all meetings of the committee.


5.7 Vacancies

Vacancies in the chairmanship of any committee may be filled by appointment by the President.


5.8 Quorum

Unless otherwise provided in the appointment of a committee, a majority of the whole committee shall constitute a quorum.


5.9 Rules

Each committee may adopt rules for its own operation consistent with these bylaws.


ARTICLE 6 – CHECKS, DEPOSITS, AND FUNDS

6.1 Checks and Drafts

All checks, orders for payment of money, notes or other evidences of indebtedness issued in the name of the association shall be signed by two association officers. The Treasurer shall be the primary endorser on all such documents and the President shall be the primary co-signer. In the event the Treasurer is unavailable, the President shall assume such duties of the Treasurer as pertains to this paragraph and the Vice President shall assume the duty of primary co-signer. In the event both the Treasurer and President are unavailable, the Vice President and Secretary shall assume the duties of the endorser and co-signer respectively. All transactions covered under ARTICLE 6, Paragraph 6.1, not endorsed by the Treasurer, shall be reported to the Treasurer and the Board of Directors at the next Board meeting. All pertinent documents pertaining to these transactions shall also be turned over to the Treasurer as soon as possible.


6.1. a Checks and Drafts

In the event that the Treasurer is temporarily unavailable, the President shall obtain the checkbook and assume such duties of the Treasurer.


6.2 Deposits

All funds of this association shall be deposited promptly to the credit of this association in such banks, trust companies, or other depositories as the Executive Board and general membership have agreed upon.


6.3 Gifts

The Executive Board may accept, on behalf of this association, any contribution or gift, with notice to the membership.


ARTICLE 7 – BOOKS AND RECORDS

7.1 Books and Records

This association shall keep correct and complete books and record of accounts and shall also keep minutes of the proceedings of its members, Executive Board, and committees. A record giving names and addresses of all members entitled to vote shall be kept at the registered or principal office of this association. All books and records of this association may be inspected by the regular members upon written request to the President, to be produced within seven days.


ARTICLE – 8 ANNUAL DUES

8.1 Annual Year

The annual year of this association shall begin on the first day of January and end on the last day of December in each year.


ARTICLE 9 – DUES

9.1 Annual Dues

The Executive Board may determine with approval of two-thirds (2/3) of a quorum of regular members present at a general meeting, the amount of the induction fees, if any, and the annual dues payable to this association by regular members.


9.2 Payment of Dues

Dues shall be payable in advance on the first day of January in each year. Any member who has not paid his/her dues on or before the first day of January will still be required to pay full annual for the remainder of the year upon the approval of the Executive Board.


9.2.1 New Membership Dues

New Spring Citizen Police Academy graduates are required to pay full annual dues for the remainder of the first year. New Fall Citizen Police Academy graduates are required to pay full annual dues which will be applied to the following year.


9.3 Classification of Dues

9.3.1 Individual – any individual that is a graduate of the Arlington Citizen Police Academy and paid annual dues to the ACPAAA.


ARTICLE 10 – ACPAAA MAILING ADDRESS

10.1 Mailing Address

The Post Office Box 944, located in the Main Post Office at 300 E. South Street, Arlington, TX 76004, will be the permanent address of the ACPAAA. Any changes to the above address must be approved by the Executive Board and voted on by the General Membership.


ARTICLE 11 – AMMENDMENTS TO BYLAWS

11.1 These bylaws may be revised, amended or repealed and new bylaws may be adopted by two-thirds (2/3) majority of the votes returned by mail. The count of such vote will be tabulated by representatives of the Bylaws committee. At least two (2) weeks notice, in writing shall be given to all regular members of an intention to revise, amend, or repeal these bylaws.


11.2 Original bylaws adopted in 1988, amended 1991, October 1994, September 1996, October 2001, November 2002 and completed revised and adopted August 2006.


ARTICLE 12 – DISSOLUTION

12.1 Dissolution

In the event this association is dissolved without prior termination or disposition of funds, the remaining funds, after payment of any indebtedness, shall be given to a charitable organization as recommended by the Arlington Police Department.

Questions? Comments? Contact the Webmaster