GCPAAA Bylaws

BYLAWS

GRAPEVINE CITIZEN POLICE ACADEMY ALUMNI ASSOCIATION

Revised November 16, 2005

Approved January 18, 2006

	ARTICLE 1 - Purpose Principle Office 1.1 The principle office of the Grapevine Citizen Police Academy Alumni Association, hereafter referred to as GCPAAA or this Association, shall be located in Grapevine, Texas. Purpose 1.2 The purpose for which this not for profit association is formed is to provide an organization for the exchange of information and ideas among members and between the association and local police authorities; to assist in the growth and development of this Association; and to direct communications, services and mutual aid among the members which will improve their ability to serve the needs of law enforcement and the local community.

	ARTICLE 2 - ELECTION OF OFFICERS Election of Officers 2.1 The President shall ask for nominations from the members at a general meeting in the month of November. The general members will then vote on each office to be filled. The newly elected officers will be sworn in at the end of the election process and assume office at that time.

	ARTICLE 3 - EXECUTIVE BOARD Purpose 3.1 The Executive Board shall manage the affairs of the GCPAAA. Officers and Term 3.2 The Executive Board shall consist of the elected Officers of this association. Officers shall serve a term of two years, or until a successor has been elected. Quorum 3.3 A quorum shall consist of three or more members of the Executive Board. Past President 3.4 The immediate Past President shall be an ex-officio member of the Executive Board and shall-not have board-voting privileges.

	ARTICLE 4 - OFFICERS Officers 4.1 The elected officers of this Association shall be a President, a Vice President, a Secretary, Treasurer, and Historian. No two offices may be held by the same person. Vacancies 4.2 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 must be submitted in writing to the President. President 4.3 The President shall be the principal executive officer of the chapter and shall in general supervise and control all the business and affairs of this Association. He/She shall preside at all meetings of the members and of the Executive Board. He/She shall sign with the Treasurer or Vice President all necessary documents. In general, he/she shall perform all duties incident to the office of the President and other such duties as may be prescribed by the Executive Board. The President shall be empowered to vote on all matters of the Executive Board. The President is to be elected in the elections held in even numbered years. Vice President 4.4 In the absence of the President or in his/her inability or refusal to act, the Vice President shall perform the duties of the President and when so acting shall have all the powers and shall be subject to all the restrictions upon the president. The Vice President shall perform such duties as may be assigned to him/her by the President or the Executive Board. The Vice President is to be elected in the elections held in odd numbered years. Treasurer 4.5 He/She shall have charge/custody of and be responsible for all funds and securities of this association; receive and give receipts for moneys due and payable to this Association from any source; and deposit all moneys in the name of this association in such depositories as shall be selected in accordance with the provisions of these bylaws. He/She shall, in general, perform all the duties enacted to the office of Treasurer and such other duties as may be assigned or him/her by the President or by the Executive Board. The Treasurer is to be elected in the elections held in even numbered years. Secretary 4.6 The Secretary shall keep the minutes of general meetings of the members and of the Executive Board; give all notices in accordance with the provisions of these bylaws, or as required by law; keep a register of the postal address of each member. He/She shall in general, perform all duties as may be assigned to him/her by the President or by the Executive Board. In the event of the absence of the Secretary, the President shall temporarily assign a member to assume such duties. The Secretary is to be elected in the elections held in odd numbered years. Historian 4.7 The Historian shall maintain a historical documentation of the Alumni to include, but not be limited to, a historical book, photographs, news reports concerning the Alumni or the Grapevine Police Department, videos and/or other forms of data, a narrative account of the actions of the Alumni during his/her term of office. He/She shall distribute a newsletter to all members as scheduled by the Board of Directors. The Historian is to be elected in the elections held in even numbered years. The immediate Past Historian shall be an assistant to the newly elected historian, in order to maintain continuity and direction of the historical documentation of the Association, and shall not have board-voting privileges.

	ARTICLE 5 - MEMBERS Classes of Members and Conduct 5.1 The Association shall have two classes of membership, Regular and Honorary. The designation of such classes and the qualifications of such members shall be as follows: Regular Members 5.1.1 Regular members must be graduates in good standing of the Grapevine Citizen's Police Academy without regard to age, creed, race, or sex. Each application will be referred to the Executive Board for confirmation and acceptance. New members will be formally installed at the next meeting after acceptance and payment of designated member dues. Honorary Members 5.1.2 Honorary Members may be designated and approved by the membership in open voting at any regularly scheduled association meeting. Honorary members could include the mayor, city manager, police chief or anyone deemed worthy of this award. Honorary Members will not be allowed to vote or hold any elected office. Conduct 5.2 No member shall promote or represent themselves on behalf of this association for personal, political, or financial gain. Voting Rights 5.3 Voting rights are restricted to Regular Members in good standing. Termination of Membership 5.4 The Executive Board, after an affirmative vote of two-thirds of its members (present) may censure, suspend or terminate a member for cause. 5.4.1 The executive board, after an affirmative vote of two-thirds of its members, may terminate the membership of any member who shall be in default in the payment of dues for the period fixed in these bylaws. 5.4.2 The Executive board, after a board member misses four consecutive meetings, will consider this an automatic termination by said board member barring any special considerations, i.e. illness. Resignation 5.5 Any member may resign by filing a written resignation with the secretary. Property 5.6 Upon termination or resignation of membership, prior member shall immediately return all property belonging to this Association to the current President. Reinstatement 5.7 Upon written request signed by a former member and filed with the Secretary, the executive board may reinstate such former member to membership. Appeals 5.8 Any 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 regular members at the next general meeting. After discussion before the regular members at a general meeting, such matter shall be resolved by majority written ballot of a quorum of regular members.

	ARTICLE 6 - MEETINGS OF MEMBERS General Meeting 6.1 There will be a minimum of four general meetings held each year at a time and place set by the Board of Directors. All members shall be notified of any change in meeting time and location. Special Meeting 6.2 Special meetings of members may be called by the President or Acting President. Members shall be notified no less than 48 hours in advance of a special meeting. Quorum 6.3 A Quorum shall consist of the regular members in attendance along with a majority of the Executive Board and shall be necessary to conduct the business of this Association when requiring a vote. Procedure 6.4 This Association shall be governed by common accord. All disputes shall be handled in accordance with Robert's Rules of Order unless inconsistent with these bylaws. Resolutions 6.5 All motions to commit this association on any matter shall be normally considered first by the Executive Board. Such motions, if offered at a general meeting, shall be referred to the Executive Board for evaluation and action as appropriate

	ARTICLE 7 - COMMITTEES Committees 7.1 The President may designate and appoint one or more committees and the members thereof. The President shall be an ex-officio (non-voting) member of each committee. Each committee shall report to the Executive Board. Each committee shall make no binding policy or agreements without the express approval of the Executive Board. Term of Office 7.2 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. Chairman 7.3 One member of each committee shall be appointed chairman by the President. The chairman shall govern all meetings of the committee. All members of the committee will have voting privileges on decisions brought before them. Vacancies 7.4 Vacancies in the membership of any committee may be filled by appointment by the President. Quorum 7.5 Unless otherwise provided in the appointment of a committee, a simple majority shall constitute a quorum, and the act of a majority of the members present at a meeting at which a quorum is present shall be the act of the committee. Rules 7.6 Each committee may adopt rules for its own operation consistent with these bylaws.

	ARTICLE 8 - CHECKS, DEPOSITS AND FUNDS Checks and Drafts 8.1 All checks, drafts, or orders for payment of money, notes, or other evidences of indebtedness issued in the name of this Association shall be signed by two of the following officers: Treasurer, President and/or the Vice President. Deposits 8.2 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 may select. Gifts 8.3 The Executive Board may accept, on behalf of this Association, any contribution or gift with consent of the voting members.

	ARTICLE 9 - BOOKS AND RECORDS Books and Records 9.1 This Association shall keep correct and complete books and records of accounts and shall also keep minutes of the proceedings of meetings 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 by written request to the President, and will be produced within seven days. Annual Review 9.2 The Treasurer's books and records shall be examined annually, in January, by a committee of three or more regular members appointed by the President. The findings of such review will be submitted to the general membership at the next general meeting for approval.

	ARTICLE 10 - ANNUAL YEAR Annual Year 10.1 The annual year of this Association shall begin in the first day of January and end on the last day of December in each year.

	ARTICLE 11 - DUES Annual Dues 11.1 The Executive Board may determine, with approval of two-thirds (2/3) of regular members present at a general meeting. Payment of Dues 11.2 Dues shall be payable in advance on the first day of January in each year. If a new member joins after July 1st, he/she will pay half the annual dues amount for the first year. Default and Termination of Membership 11.3 When any member shall be in default in the payment of dues for a period of three months from the beginning of the annual year or such period for which dues become payable, his/her membership may be considered for termination by the Executive Board.

	ARTICLE 12 - AMENDMENTS TO BYLAWS Amendments to Bylaws 12.1 These bylaws may be altered, amended. or repealed. New bylaws may be adopted by a two-thirds (2/3) majority of the regular members, in attendance, as presented by the Executive Board at any general meeting. At least two (2) weeks notice, in writing, shall be given to all regular members of an intention to alter, amend, or repeal these bylaws.

	ARTICLE 13 - DISSOLUTION Dissolution 13.1 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 the Grapevine Police Department Benevolent Fund, Inc.

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