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CHARLESTON, WEST VIRGINIA POLICE DEPARTMENT

CITIZEN POLICE ACADEMY ALUMNI ASSOCIATION (CPAAA)

BYLAWS 1/1/04

ARTICLE I:         NAME, INCORPORATION, IRS STATUS
SECTION 1.Name

The name of the Association shall be the Charleston Police Department Citizen Police Academy Alumni Association.  The official abbreviation of the name shall be CPAAA.

SECTION 2.Incorporation

This section has been established for future consideration.

SECTION 3.IRS Status

This section has been established for future consideration.

ARTICLE II:        OBJECTIVE

SECTION 1. Purpose

The purpose of the CPAAA shall be to:

·          Forge a working relationship with the Charleston Police Department, other law enforcement agencies, and the citizens of Charleston and other West Virginia communities;

·          Provide direct assistance to the CPD and other law enforcement agencies to carry out the mission of the Department;

·          Increase public knowledge, awareness, trust and confidence in the CPD and the Department’s ability to provide effective and efficient public safety;

·          Assist the CPD and other law enforcement agencies to reduce crime and improve the quality of life within West Virginia communities, and;

·          Promote communication within the CPD and among other law enforcement and public safety organizations, public and private.

ARTICLE III:       MEMBERS

SECTION 1. Eligibility/Qualifications

a.                  Graduates of a CPD Citizens Police Academy class whose dues have been paid in full.

b.                  Each person seeking membership shall complete and submit an individual application provided by the secretary.

c.                  Honorary membership granted by vote of the membership.  The secretary shall maintain a roster of honorary memberships.

d.                  Each CPD Citizens Police Academy graduate shall be approved for Association membership by vote of the membership.  Prior to approval, graduates do not have privileges of membership.

SECTION 2. Dues

a.                  Dues of the Association will be $24 dollars per calendar year for each member prorated at $2 dollars per month.

b.                  Dues for new members shall be paid to the Treasurer within thirty (30) days of membership approval. Payment is prorated on a monthly basis for the current calendar year only.

c.                  Dues for current members shall be paid in full by December 31 of the current year for the following year.  The Treasurer shall provide notice of dues at the November meeting.

d.                  Failure to pay dues shall suspend the privileges of membership while a sum is owed.

SECTION 3. Privileges

a.                  Privileges for all CPD Citizen Police Academy graduates whose dues have been paid in full and are members in good standing include making motions, voting, election or appointment to office, appointment to committees, officially representing the Association, reimbursement for approved Association expenses, signing petitions, and such other rights normally conveyed with membership unless otherwise provided.

b.                  Privileges for those granted honorary membership are those specifically granted by vote of the membership, excluding making motions, voting, and election or appointment of office.

SECTION 4. Rosters

a.                  The secretary shall be the custodian of the Association roster, which shall be kept current.

b.                  The Association roster shall be for the authorized use of the CPD and the Association.  The roster shall not be released to any other party without the approval of the executive committee for Association members and the CPD for Department officers.

c.                  The residence telephone number and address of Association members and CPD officers shall not be publicly released without the written consent of the member of officer unless that information is contained in the published residence listing (telephone book) of the telephone service available to the general public.

d.                  The Secretary shall maintain a roster of past presidents.

SECTION 5. Termination

a.                  Any member may terminate their membership by submitting a written resignation to the Secretary or any other officer of the Association.

b.                  Reinstatement shall be by vote of the membership at any regular meeting.

SECTION 6. Removal

a.                  Members, other than officers, may be removed from membership or censured by three-fourths vote of the membership for personal misconduct or personal immorality adversely affecting the Association.

b.                  A charge for removal brought against a member and all evidence supporting the charge shall be presented in writing to the member and the Secretary of the Association.

c.                  A member so charged shall be given the opportunity to refute any and all charges before the membership prior to any motion or vote on the issue at any regular or special meeting.

ARTICLE IV:      OFFICERS

SECTION 1. Officers

The officers of the Association shall be a President, Vice President, Secretary and Treasurer.

SECTION 2. Duties

Officers shall perform those duties:

a.                  Prescribed by these bylaws.

b.                  Customary to the office as described in the parliamentary authority of the Association.

c.                  As provided by vote of the membership.

SECTION 3. Term

a.                  Officers shall be elected to a one-year term.

b.                  The term of office for officers shall be from January 1 through December 31.

c.                  No member shall serve more that two consecutive terms in each of the offices of President, Vice President, Secretary or Treasurer.

SECTION 4. Nomination and Election

a.                  Officers shall be elected at the annual meeting of the Association in November.

b.                  No member shall hold more that one office at a time.

c.                  Officers shall be privileged Association members only.

d.                  Nominations will be taken from the floor at the November meeting.

SECTION 5. Installation

a.                  Officers elect shall be installed (recognized) at the regular December meeting and will officially assume office on January 1.

SECTION 6. Vacancy

a.                  A vacancy (permanent absence) shall be deemed to exist in the office of an Association officer upon resignation, removal from office, absence from four consecutive regular monthly meetings or when absent from a cumulative total of six regular monthly meetings during their term of office.

b.                  A vacancy shall also be deemed to exist when an officer is permanently incapacitated due to injury or illness that deprives them of the ability to function in their elective office.

c.                  The President, Vice President, Secretary and Treasurer shall submit their resignation in writing to each member of the Executive Committee at least five days prior to the next regular monthly meeting of the Association.

d.                  Upon resignation, the President must state his/her intentions in writing to participate as Immediate Past President.  If the President does not wish to fulfill his/her duties as Immediate Past President, the most recent Past President who is a privileged member in good standing will fulfill the duties as Immediate Past President.

e.                  The Vice President shall immediately fill a vacancy to the Office of President.

f.                    If the Vice President fills a vacancy to the office of President, the membership may hold an election to fill the office of Vice President at the next monthly meeting.

g.                  The membership may hold an election to fill the offices of Secretary and Treasurer at the next monthly meeting.

SECTION 7. Removal

a.                  The President, Vice President, Secretary or Treasurer may be removed from office or censured by a two-thirds vote of the membership for malfeasance, personal misconduct, or personal immorality.

b.                  A charge for removal brought against an officer and all evidence supporting that charge shall be present in writing to the officer and each other executive committee members.

c.                  An officer shall be given the opportunity to refute any and all charges before the membership prior to any motion or vote on the issue at any regular or special meeting.

ARTICLE V:       BOARD OF DIRECTORS

This section has been established for future consideration.

ARTICLE VI:      COMMITTEES

SECTION 1. Executive Committee Membership

The membership of the executive committee shall consist of the following:

a.                  President, Vice President, Secretary, Treasurer and Immediate Past President.

SECTION 2. Executive Committee Authority

a.                  To provide day-to-day management of the business of the Association between regular membership meetings.

b.                  To set the location and date of the executive committee and special committee meetings.

c.                  To conduct other business of the Association as required carrying out Article II of the bylaws and the will of the membership.

d.                  The executive committee, prior to release, shall approve all Association documents or announcements of official policy or position to the media or public by any means.

SECTION 3. Standing Committees

The President shall appoint members to standing committees unless otherwise provided in these bylaws.  Association standing committees shall include but not be limited to:

a.                  Community Affairs Committee

b.                  Finance and Fund Raising Committee

c.                  Training and Marksmanship Committee

SECTION 4. Standing Committee Purposes

a.                  Community Affairs Committee

1.      To assist the CPD foster goodwill, encourage cooperation, promote safety and increase public awareness of CPD activities throughout the community.

2.      To support special events and activities designed to foster goodwill, friendship and fellowship between the Association and the CPD.

3.      To assist the CPD in its public awareness and outreach programs in the City of Charleston, surrounding communities and other law enforcement agencies local, state and federal.

b.                  Finance and Fund Raising Committee

1.      To cooperate with the executive committee and other standing or special committees to fund Association objectives and activities.

2.      To assist the CPD secure funding for approved programs and activities.

3.      To receive and consider outside requests for Association financial support.

4.      The treasurer will serve as a member of this committee.

c.                  Training and Marksmanship Committee

1.      To promote marksmanship performance within the Association, CPD and to assist the CPD sponsor and conduct competitive marksmanship activities and events.

2.      To assist the CPD or other law enforcement agencies to promote firearms and ammunition safety for adults and youth.

3.      To promote Association or CPD activities directed toward the education of the public about the legal responsibilities and requirements concerning the purchase, ownership, transportation, personal carry and responsible use of firearms and ammunition.

4.      To support Association and CPD approved training initiatives.

SECTION 5. Chairpersons and Resignations

a.                  Each standing committee shall elect a chairperson and vice-chairperson from its membership.

b.                  The President shall appoint all special committee chairpersons and vice-chairpersons.

c.                  Committee chairpersons shall submit their resignation to the Association President.

d.                  Committee members shall submit their resignation to their committee chairperson.

e.                  Chairpersons are responsible for the conduct and actions of assigned committees.

SECTION 6. Special Committees

The President may establish special committees, define their purpose, duration and appoint members and other persons approved by vote of the membership.

SECTION 7. Ex-officio Membership

The President, Vice President, Secretary and Treasurer are ex-officio, non-voting, advisory members of all Association standing or special committees.

SECTION 8. Advisory Associated

The Mayor, the Chief of Police and the Commander of Assistant Commander of the Community Policing Services Division, are ex-officio, non-voting, advisory associates to the executive committee.

SECTION 9. Official Policy Coordination

All committees shall coordinate the release of Association policy and position through the Executive Committee prior to release to the media or public by any means.

ARTICLE VII:     MEETINGS

SECTION 1. Board of Directors

This section has been established for future consideration.

SECTION 2. Executive Committee

a.                  The executive committee shall meet once a month or as deemed necessary to conduct the day-to-day business of the Association.

b.                  Members and guests invited by the committee may attend.

SECTION 3. Standing Committee

a.                  Each standing committee shall meet as deemed necessary.

b.                  Each committee shall present official minutes to the Secretary and provide other reports as required to the President in writing.

SECTION 4. Quorum

a.                  A quorum for the purpose of amending the bylaws or conducting regular meeting is 20% of members with privileges of membership.

b.                  A quorum for all standing or special committee meetings is a majority of the members appointed by the President with privileges of membership.

c.                  A quorum for committees where the membership is designated by these bylaws shall be a majority of those members so designated.  By positions or by members filling positions.

SECTION 5. Voting

A majority vote of those with privileges of membership shall decide all questions unless otherwise specified in these bylaws.

SECTION 6. Executive Session

All committees may enter into executive (closed) session upon a proper motion and vote.  A closed session restricts attendance to committee members only as provided in these bylaws.

SECTION 7. Special Association

a.                  A special meeting may be called by 1) the President, 2) the executive committee, or 3) a petition signed by a majority of the membership.

b.                  The membership petition shall state the purpose for the meeting and shall be delivered by certified mail to each member of the executive committee.

c.                  The President shall provide a written notice at least five (5) calendar days advance notice stating the purpose of the special meeting and specify the location, date, and time of the special meeting by certified mail to each officer and by regular or electronic mail to each member.

d.                  A special meeting called by petition of the membership must be held within thirty (30) calendar days of notification to the Secretary.

SECTION 8. Teleconferencing and Electronic

Meetings of the executive committee and any other committee may be held by electronic means.

SECTION 9. Minutes

a.                  Official minutes shall be prepared for all regular, executive committee, standing committee and special committee meetings, excluding any executive session of a meeting.

b.                  The Secretary shall be the official custodial of all committee minutes.

c.                  Regular meeting minutes shall be distributed to members.

ARTICLE VIII:    REPRESENTATION

SECTION 1. Affiliation

The Association may join and participate in the offices, boards, committees and activities of the City of Charleston, WV, the CPD and other law enforcement, governmental or civic organizations unless the membership of the Association determines that certain procedures, purposes, policies, or activities are not compatible with the philosophy and purpose of this Association.

SECTION 2. Association Representative

The President shall serve as the Association representative and official spokesperson to the City of Charleston, WV, the CPD and all other entities.

SECTION 3. Alternate Association Representative

a.                  The Vice President shall serve as the alternate representative and alternate official spokesperson to the City of Charleston, WV, the CPD and all other entities.

b.                  In the absence of the President and Vice President, the executive committee may appoint a temporary representative or temporary official spokesperson for the Association.

c.                  The membership may appoint official representatives or spokespersons for the Association by vote of the membership for a specified term and purpose.

d.                  Any member running for political office will not be endorsed by the Association, however, the Association will not prohibit the member from stating their membership to the public.

ARTICLE IX:      PARLIAMENTARY AUTHORITY

SECTION 1. Rules of Order

The rules contained in the current issue of Robert’s Rules of Order Newly Revised shall govern the business of the Association where they are not inconsistent with these bylaws and any special rules adopted by the Association.

ARTICLE X:       BYLAWS

SECTION 1. Interpretation

The Association bylaws shall be interpreted in accordance with the principles of interpretation contained in the parliamentary authority of the Association.

SECTION 2. Review

The bylaws shall be reviewed during the September meeting.

SECTION 3. Amendment Notice

A notice of change describing the proposed revision or isolated amendments and specifying the location, date and time of the meeting shall be provided by the President at least fifteen (15) days in advance of the meeting by regular or electronic mail to each member at the address of record.

SECTION 4. Amendment Meeting

The meeting shall be held at a location where the entire membership can be accommodated.

SECTION 5. Amendment Vote

The Association bylaws may be amended by a two-thirds vote of the membership present, a quorum in attendance, at any regular or special meeting of the Association

ARTICLE XI:      DISTRIBUTION OF ASSETS

SECTION 1. Earnings

No part of the net earnings of the Association shall be distributable to members or officers, except that the Association shall be authorized and empowered to pay reasonable compensation for service rendered in carrying out the purposes in Article II.

SECTION 2. Assets

a.                  Upon the dissolution of the Association, the executive committee, after paying or making provision for the payment of all of the liabilities of the Association, shall dispose of all assets of the Association in accordance with the intent of Article II.

b.                  Consideration should be given to disposal of assets to divisions or affiliates of the CPD.

c.                  An appropriate court of the Kanawha County shall dispose of any assets not disposed of by the executive committee.

d.                  Courts are requested to consider organizations that are operated exclusively for purposes similar to Article II.

ARTICLE XII:     INDEMNIFICATION

SECTION 1. Coverage

The membership may provide for indemnification by the Association of any and all of its executive committee members or officers or person formerly holding any of these positions. Indemnification shall be against any expenses actually and necessarily incurred by them in connection with the defense of any actions, suit, or proceeding in which they are made a party or parties by reason of such office.

SECTION 2. Exemption

Indemnification shall not include any executive committee member or officer adjudged in such action, suit, or proceeding to be liable for gross negligence or misconduct in the performance of duty and to any matters settled by agreement predicated on the existence of such liability.

ARTICLE XIII:    BONDING

SECTION 1. Fidelity Bonds

The membership may provide bonding by the Association of the Treasurer and all other officers, agents and employees of the Association who handle funds of the Association.  Any fidelity bonds shall be executed in favor of the Association in such amounts as the membership approves.  Each fidelity bond shall be executed by the Treasurer, officer, agent or employee as principal and by a corporate surety approved by the executive committee.

SECTION 2. Premium

The Association shall pay all premiums for fidelity bonds approved, and the premiums shall be considered an Association expense.

ARTICLE XV:     DISTINGUISHED SERVICE AWARD

ARTICLE 1. Purpose

This award is established in recognition of Frederick L. Marshall, CPD Chief of Police, who founded the Citizen Police Academy and supported the formation of an Alumni Association.

SECTION 2. Eligibility and Award Presentation

This award will be awarded to one privileged member annually.  All privileged members are eligible to receive this award.  The recipient will be announced and the award presented at the December Holiday Celebration by the current CPD Chief of Police.

SECTION 3. Nomination Procedures

A “Distinguished Service Award Nomination Recommendation Form” will be distributed at the October monthly meeting in addition to being mailed to privileged members by the organization’s secretary.  The secretary will receive the forms from members by October 31 and forward them collectively to the Commander of the Community Services Division.  The Community Services Division Commander, with the assistance of their staff and the current Chief of Police, will review the nominations and determine which member will receive the award.

ADOPTED:    Regular Meeting, November 10, 2003

REVISED:      Regular Meeting, November 10, 2003 to include Article XV.

ATTEST:

___________________________

Randy Morgan, 2004 President

___________________________

Judy Stephenson, 2004 Secretary

___________________________

J. T. Mike Ferrell, 2004 Treasurer