Grand Prairie Citizen Police  Academy Alumni Association 

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GRAND PRAIRIE CITIZEN POLICE ACADEMY ALUMNI ASSOCIATION
POLICIES AND PROCEDURES

 

January 1, 2014

Modified November 13, 2017

Statement of Purpose

As a matter of daily business, duties and tasks of the elected officers and the board of directors and of the general membership of the Grand Prairie Citizen Police Academy Alumni Association, hereafter referred to as the “Association”, are subject to change. Currently, to change the duties requires a change in the bylaws. Therefore, it is necessary to create a policy of standardization for operations of the Association. This document can be modified as necessary when changes are deemed necessary by two-thirds (2/3) vote of the Executive Board without a modification to the Bylaws

ARTICLE I - PRINCIPAL OFFICE

Section 1.01A The organization may set up post office boxes for its business outside of the police department. Approved 11-21-2013.

ARTICLE II - PURPOSE

Purpose

Political Activity

Non-Intervention

ARTICLE III - MEMBERS

Classes of Members

Section 3.01A All regular members should report volunteers work hour and meeting hours for all projects to the police department Volunteer Coordinator. Approved 11-21-2013

Annual Dues

Section 3.02A Effective January 1, 2014, annual dues will be $15 per person. Approved 11-21-2013

Payment of Dues

Section 3.03A Graduates of the Fall CPA class who join the organization will be considered a paid member for the following full year. Approved 11-21-2013.

Voting Rights

Section 3.04A A member is in good standing if he or she is current on payment of dues and not in violation of the Association’s Code of Ethics. Approved 12-4-2013

Section 3.04B A member who has not paid in the current year may not vote. Approved 11-21-2013

Termination of Membership

Section 3.05A The Code of Ethics is included as Exhibit “A”. Approved 12-4-2013

Section 3.05B All discussion concerning termination of a member will be done in a closed Executive Session. The Police Department Liaison Officer may attend the closed session. Closed Meeting, Executive Session for Disciplinary Issue is included as Exhibit “B”. Approved 12-4-2013

Resignation

Reinstatement

Transfer of Membership

Disputes

ARTICLE IV - OFFICERS/DIRECTORS

Officers

President

Vice President

Treasurer

Secretary

Directors

Police Liaison

Nominations/Eligibility

Section 4.08A The Executive Board may choose to allow the general membership to form the Nominating Committee at the October meeting. The Nominating Committee, usually 3-4 members, will choose their own chairperson. Approved 11- 21-2013.

Section 4.08B Close relatives are considered to be spouse, parent, child, sibling, grandchild and grandparent. Approved 11-21-2013.

Section 4.08C All positions on the executive Board will be voted on at the same time, late arrivals cannot vote if the nominating committee has “closed the election”. If a run-off is necessary, only members who originally voted can vote in the run-off. Approved 11-21-2013

Section 4.08D A regular member can nominate themselves or any other member in good standing for a position. Approved 11-21-2013.

Section 4.08E The Nominating Committee will collect all member names running for office and should not advertise or give out names of the candidates to other members prior to the December meeting. Approved 11-21-2013.

Section 4.08F In the November general membership meeting, the Nominating Committee should present the opportunity for members to submit their recommendations in writing, by email, or by phone. Approved 11-21-2013.

Section 4.08G The Nominating Committee will formally present the candidate list to the general membership meeting in December. Prior to voting in the January meeting, the Nominating Committee will be responsible for preparing the ballot, distributing and collecting the ballot and announcing the results. The ballot will have sufficient space for write in candidates. The ballots will be counted in another room with the police liaison officer being present with the Nominating Committee. Approved 11-21-2013 Modified 5-8-2017

Section 4.08H A Nominating Committee member who is on the ballot, at the counting of the ballots, that member should remove himself or herself from counting of that particular position by leaving the room. Approved 11-21-2013

Section 4.08I The Nominating Committee shall be responsible for validating the eligibility of all willing candidates prior to creating the ballot. Approved 11-21-2013

Section 4.08J Any current member, including Directors, except for current officers may serve on the Nominating Committee. Approved 8-11-2014

Section 4.08K In order to be eligible to run for an officer or director position, a member must have attended at least 6 of the 12 general membership meetings prior to the meeting in which the election is held. Approved 9-8-2014 Modified 5-8-2017

Section 4.08L Each nominee must complete a questionnaire related to the nominee’s involvement in the organization during the previous 12 months. The information in the completed questionnaire shall be presented to the membership by the nominee during the election meeting prior to the vote. Questions should include:

  • How many general membership meetings did the nominee attend during the year?
  • How many GP CPAAA volunteer hours did the nominee log during the year?
  • What GP CPAAA projects was the nominee involved in during the year?
  • Any other information the nominee would like to present.

Approved 9-8-2014 No Longer Applicable - Deleted 11-13-17

Voting

Section 4.09A Directors are elected at large. The ballot will include a list of all nominees, and each member will vote for up to 4 nominees. The 4 nominees with the most votes will become Directors. In the event no past President is available to fill the 5th Director position, and incumbent President is elected to an officer position, the 5 nominees with the most votes will become Directors. No additional vote by members is required Approved 12-4-2013

If there is a tie in the number of votes cast for the 4th position, nominees who received more than the number of votes cast for the 4th (or 5th) position will become Directors. All nominees receiving that number of votes will be submitted to the membership for run-off election. Members will vote up to “N” (the number of positions still open) nominees and the “N’ nominees with the most votes become Directors. If needed, the process is repeated until all positions are filled. Approved 12-4-2013

Section 4.09B The President shall include the election of Officers and Directors as the last item in the January Agenda. Installation of Officers and Directors shall take place immediately after the election. Approved 11-21-2013

Section 4.09C The ballot for officers will include a list of nominees for each position, President, Vice President, Secretary, and Treasurer. Each member will cast one vote for each position. The nominee receiving the most votes from each position will be elected to that position. Approved 12-4-2013

Section 4.09C - Continued In the event of a tie, the nominees receiving the equal number of tie votes will be submitted to the membership for a runoff election. If all nominees receive the same number of votes, the newly elected Directors and Officers will not cast a vote in the runoff election. Approved 12-4-2013

Vacancies

Section 4.10A If a vacancy occurs in the office of the President, the Vice President shall become the President. The new President then can appoint a new Vice President. Approved 11-21-2013

ARTICLE V - MEETINGS

Regular Meetings

Section 5.01A General membership meetings should begin with the Pledge of Allegiance. Approved 11-21-2013

Section 5.01B The general meeting should include the approval of general meeting minutes from the prior general meeting, a presentation of the Treasurer’s report, a recap of the previous Executive Board meeting, and other items the President deems necessary. .Approved 11-21-2013

Section 5.01C An agenda shall be provided by the President for all Board and general meetings. Approved 11-21-2013

Board Meetings

Special Meetings

Quorum

Section 5.04A The Secretary will calculate the number of members present and advise the President if a quorum exists. Approved 11-21-2013

ARTICLE VI - EXECUTIVE BOARD

Duties

Section 6.02A An executive Board member who misses three (3) consecutive Executive Board meetings or six (6) in a term, may be removed from the Executive Board position. A 2/3 vote of the Executive Board is required to remove an officer or director from office for this issue. Approved 11-21-2013

Quorum

Section 6.03A The President or Vice President count as part of the quorum to do business, however the President or Acting President can only vote to break a tie. Approved 11-21-2013

ARTICLE VII - COMMITTEES

Committees

Section 7.01A Special Projects Committee

Project approval/expenditure request (non-operational) will be as follows: The Membership and or the police liaison officers will make recommendations to the Project Chairperson. The Chairperson will organize and prepare the project/expenditure wish list and present it to the board. The board will approves or modifies the wish list, then the wish list will be forwarded to the police dept. liaison officers, who will forward to Chief for approval. The Liaison Officers will return approved list to the board. The board will determine the funding amount for each project dependent on funds available. Once the prior steps are completed for an item, the Chairman for the Special Project Committee will bring the item to the membership during a General Membership meeting for the final approval. Wish list can be updated each quarter. Approved 8-20-2013 Modified 10-13-2013

Section 7.01B The Executive Board shall appoint an Audit Committee by the December general meeting. Members who served on the Audit Committee in the prior year are not eligible for the current year. The Audit Committee will make their request to the Treasurer after December 31st for treasurer reports and supporting documentation. The Audit Committee will state their results to the membership no later than the February general meeting. The Audit Committee will sign off on the Annual Audit letter to the President with exceptions noted if applicable. Approved 11-21-2013 Modification Approved 9-8-2014

Section 7.01C The Hospitality Committee is authorized to send cards and token gifts to those specified below as a matter of normal procedure. No prior approval of the Board or membership is required for these items. The funds for these items shall come from the General Fund.

  • Get Well cards may be sent to GPPD Officers and CPAA members who are hospitalized, diagnosed with a serious illness, or suffers a serious illness, or suffers a serious on-duty injury.
  • A gift valued at $25 or less may be given to members of the GPPD who have direct, regular contact with the CPAAA upon their retirement. These include the Volunteer Coordinator, the CPAAA Liaison Officer, the CPA Instructor, and the Chiefs of Police. Any additional amount or gift to any other member of the department or any other person shall require prior approval of the Board. ‘

Approved 8-11-2014

Term of Appointment

Chairman

Quorum

Rules

ARTICLE VIII - FINANCE/RECORDS

Expenditures

8.01A A budget for the organization is to be prepared as soon as new officers and directors take office in January. The budget must be approved by the board by the end of the first quarter. The budget may be revised each quarter of the year. Budget amounts will be determined by a recommendation from the appropriate director and approved or modified by the board. The annual banquet will have its own separate budget. Approved 8-20-2013

8.01B The treasurer will have the authority to write and sign an organizational check up to and including $250.00 with one signature if the check is to cover a cost for a project already approved by the board or the assembly. If the cost is not included in a prior approved project or is not part of routine operating cost for the organization, then the check should have the second signature as stated in Section 8.01. Rejected by the board August 20, 2013 Note: The bylaws were subsequently changed to allow this, so this section is not needed.

8.01C The president has the authority to approve an expenditure up to and including $500.00 on a previous approved project or cost associated with a routine operation expense of the association if the expenditure has to be made immediately and cannot be presented to the board due to a time restriction. The president will advise the executive board and or the assembly at the next organizational meeting of the approval. Approved 8-20-2013

8.01D If an expenditure or a request to spend funds occurs between board meetings and needs immediately attention and cannot be delayed until a regular board meeting and is above $500.00 for an already approved project, or routine cost, or if the proposed expenditure is not routine, the president must request a vote from all the board members by email. The president may proceed, as if approved, if five yes votes are obtained. The president will determine the urgency of the request. A vote by e-mail is to be the exception, and not the routine. Approved 8-20-2013

8.01E The Treasurer must have receipts from a member in order to be reimbursed. Approved 8-20-2013

8.01F An expenditure for mileage will be considered as a donation by the volunteer to the organization. Approved 8-20- 2013

8.01G In order to facilitate payments for online purchases and services, the Treasurer is authorized to obtain a single debit card for the General Fund Checking Account. The card may be used by the President, Vice President, or Treasurer. Purchases and payments made with the debit card are subject to the same procedural requirements and restrictions as those made by check. Additional restrictions include:

  • The card shall be subject to a $250 limit per purchase or use.
  • Payment by check is preferred whenever practical. The debit card should be used only when payment by check is difficult.

Approved 6-8-2015

8.01H Any expenditure made by a member, volunteer, or other person in the name of the organization or for the benefit of the organization prior to the expenditure being formally approved shall be considered a donation by the person to the organization. Such expenditures shall not be reimbursed by the organization. The portion of an expenditure over the amount approved shall be considered a donation and shall not be reimbursed. Expenditures must meet at least one of the following criteria in order to be considered for reimbursement:

  • Approved at a board meeting prior to the expenditure; or
  • Approved at a general membership meeting prior to the expenditure; or
  • Included in the approved budget for the organization for routine expenditures, such as P.O. Box Rental, Web Site Hosting Fees, etc.; or
  • Made under Sections 7.01C, 8.01B, 8.01C, or 8.01D; or
  • Part of the Hospitality Budget and approved by the Hospitality Committee prior to the expenditure; or
  • Part of the Annual Police Banquet Budget and approved by the Banquet Committee prior to the expenditure.

Approved 11-9-2015

Debts

Deposits

Gifts

Records

ARTICLE IX - ANNUAL YEAR

ARTICLE X - PARLIAMENTARY AUTHORITY

ARTICLE XI - AMENDMENTS TO BYLAWS

ARTICLE XII - DISSOLUTION

Dissolution

Distribution of Funds

Exhibit “A” Code of Ethics Approved 12-4-2013

The following Code of Ethics is established to guide the conduct of the members of the Grand Prairie Citizen Police Academy Alumni Association. Violation of this Code of Ethics may be considered cause for termination of membership from the Association.



      • The Association does not sanction and will not tolerate language or behavior of any form which is or can be perceived as attempt to slur, threaten, harass, or shame any person in regard to race, color, religion, national origin, gender or disabilities.


      • No member of the Association shall in any way misrepresent themselves as an officer, employee, or representative of the Grand Prairie Police Department.


      • No member shall promote or represent themselves on behalf of this association for personal political or financial gain.


      • All clothing or items identifying the Association can only be purchased or worn by a member in good standing. All graphic representations, logos, colors and clothing styles used must be approved by the Association and purchased from an authorized vendor (currently The Logo Factory in Grand Prairie). The current authorized colors are white and black. No tee shirts, striped colors, and only shirts with collars are allowed. Modification Approved 3-18-2014


      • Members of the Association shall be aware of the locations and situation in which they wear clothing displaying the name, logo, or any reference to the association. Clothing bearing any of these referenced emblems shall not be worn in inappropriate places such as bars or clubs.


      • All members and officers will respect the organization chain of command. To avoid confusion within the organization, the members should refrain from making recommendation or getting into decision making situation with the GPPD management. All organizational requests should follow through the association liaison officer. There may be times the GPPD management may through contact make a suggestion or state some information to a member. The member should note the information and forward it to the executive board without making any commitment to the police management on the subject.


      • In doing so:
        • Are expected to maintain high standards of personal conduct.
        • Are expected to conduct themselves in a courteous and civil manner
        • Are expected to work toward a constructive resolution of conflicts
        • Are expected to refrain from vulgar or obscene language or behavior
        • The member shall not engage in any disruptive influences or behaviors.

Exhibit “B” Closed meeting, Executive Session for Disciplinary Issues Approved 12-4-2013

Members subject to disciplinary action will be given up to two (2) opportunities to appear before the Executive Board.

The member will be given up to five (5} minutes to discuss the issues.

.

Closed meetings can have no observers and no minutes are taken. The only written record will be the basic information detailing who was present, when, and where the meeting was held, and the ultimate outcome of the meeting. This information will not be filed as an open record.

What transpires in a closed meeting is not to be discussed outside of the meeting .An announcement containing results will be made to the general membership.

Any vote taken will be done outside the presence of the affected party.

An expulsion of a member requires a two-thirds (2/3) vote of the entire Executive Board. No other business can be discussed.

Full Text Approved on December 4, 2013 by the Executive Board

Revised by the Executive Board March 18, 2014 as noted in each section

Revised by the Executive Board August 11, 2014 as noted in each section

Revised by the Executive Board September 8, 2014 as noted in each section

Chairperson: s/s Mike Kennedy _ President s/s Tommy Johnson