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BYLAWS OF THE

 

CITIZENS POLICE ACADEMY ALUMNI

 

ASSOCIATION OF SCHAUMBURG

 March 11, 2013

 

 

 

Article I                     Name

Article II                   Purpose

Article III                 Membership

Article IV                  Dues

Article V                    Officers

Article VI                  Elections

Article VII                 Finances

Article VIII               Disqualification of a Member

Article IX                  Reinstatement of a Member

Article X                    Removal of an Officer

Article XI                  Meetings

Article XII                Quorums

Article XIII               Voting

Article XIV                Disclaimer of Liability

Article XV                  Amendments

 

BY LAWS OF THE CITIZENS POLICE ACADEMY

ALUMNI ASSOCIATION OF SCHAUMBURG

 

 

 

Article I - Name

 

Section 1

 

The name of the association shall be the Citizens Police Academy Alumni Association of Schaumburg (hereafter referred to as the “Association”) or CPAAAS.

Section 2

The Association shall function as a non-profit entity in the village of Schaumburg, Illinois.

Article II - Purpose

Section 1   

The purpose of this Association shall be to assist and support the Village of Schaumburg and the Schaumburg Police Department in their overall missions.  The Association shall develop and coordinate meaningful and constructive projects through volunteerism and service to the community.  The Association shall promote the civic development of its members through educational presentations on law enforcement issues, relevant community topics and service opportunities through the Schaumburg Police Department and other civic organizations.

Article III - Membership

Section 1

Only those persons who have received a certificate of completion from the Citizens Police Academy provided by the Schaumburg Police Department shall become a member.

Section 2

Members must be at least 18 years of age.

Section 3   

Only members who have paid their annual dues shall be able to vote on Association business or hold elected offices.

Section 4   

No person shall be denied membership in this Association because of race, age, sex, religion, ethnic background, or disability.

Section 5   

Since this is a participation-driven Association, members are asked and encouraged to attend meetings and participate in functions on a regular basis.  All members and elected Board of Directors serve on a voluntary basis.

Section 6             

The Schaumburg Police Department Liaison(s), as appointed by the Chief of Police, shall have a standing invitation to all meetings and be considered as an Honorary member, who does not vote nor hold office in the association.

Section 7   

Honorary members are individuals who have not graduated from the Citizens Police Academy but have demonstrated extraordinary achievement in promoting civic pride or community service.  Honorary members must be approved by the elected Board of Directors followed by a vote of the paid members.  These members are non-voting and may not hold office.

Article IV - Dues

Section 1             

The amount of dues for members shall be set by a majority vote of the members present at an Association meeting.

Section 2   

Annual membership dues are payable on or before January 1st and are on a voluntary basis.  Members who do not pay annual dues do not have voting privileges and other benefits given to paid members.

Section 3   

An initiation fee will be due upon joining the Association.  If a member fails to pay their dues by the due date a fee may be required to rejoin.

Article V - Officers

Section 1   

The elected officers shall be known as the Board of Directors (hereafter referred to as the “Board”).  The Board shall be the governing body of this Association having control, direction, and general management of the business of this Association.

Section 2   

The Board shall consist of elected officers and the immediate past president, who will serve as a non-voting advisor.

Section 3             

The elected officers of this Association shall be:

President

Vice President

Recording Secretary

Corresponding Secretary

Treasurer     

Section 4             

Duties of officers are as follows:

 

President   

The President shall preside over all Board and Association meetings.  To establish all necessary committees and appoint chairpersons for said committees, subject to the approval of the Board.  The President shall vote only to break a tie vote at any Board or Association meeting. The President shall coordinate with the Treasurer to ensure that all required legal reports are filed in a timely manner.  The President will also perform any other necessary duties of this office.   The President shall be responsible to direct fellow board members or committee members to complete assigned sections of the annual report of the business of the association.  The annual report shall be completed by March 31st of each year and available upon request by the paid membership. 

 

Vice President      

The Vice President shall assume duties of the President in his/her absence.  Vice President will serve as a liaison/coordinator of all committees and perform any other necessary duties of this office.  The Vice President shall keep the President informed of all conditions and performances of all committees. 

Corresponding Secretary

The Corresponding Secretary shall draft all internal and external correspondence.  The Corresponding Secretary is required to keep copies of all correspondence and report that correspondence to the Board.  The Corresponding Secretary shall maintain membership records and perform any other necessary duties of this office.

Recording Secretary       

The Recording Secretary shall record and maintain minutes of Board meetings and Association meetings and shall perform any other necessary duties of this office.  The Recording Secretary shall publish meeting minutes so they are available to all members in advance of each monthly meeting. 

Treasurer   

The Treasurer shall be in charge of all funds held and transacted within this Association and maintain accurate records of all monetary transactions.  The Treasurer shall present a detailed financial report at all Association meetings and arrange an annual audit and present audit results to the Board and all Association members.  The Treasurer will also coordinate with the President to ensure that all required government reports are filed in a timely manner and also perform any other necessary duties of this office.

Section 5   

In the event both President and Vice President are not in attendance for a meeting, the remaining officers present will appoint an officer to preside.  If the Recording Secretary is absent at any meeting, the President shall appoint an interim Recording Secretary.  

Article VI - Elections

Section 1

The election of officers shall be in April and shall be from a slate of candidates nominated by the members at the March meeting.  In the event that more than two candidates are running for the same office, a Primary election will be held at the March meeting to select two candidates to run for office.  The top two candidates for that office will then face off in the General election in April.  Each candidate may seek only one office per election. 

Section 2   

Elections will be held at the April meeting of the Association.

Section 3

The elected officers shall be installed at the April meeting election and shall assume their positions at the same meeting.

Section 4

Terms of elected officers shall be for a period of two years.  On odd numbered years, the President, Treasurer, and Recording Secretary will be elected.  On even numbered years, the Vice President and Corresponding Secretary will be elected.

Section 5

No officer may succeed himself/herself for the same office more than two terms.

Section 6   

A vacancy in an elected office will be filled at the earliest possible Association meeting when nominations can be made and a vote tallied.  In the event a sitting Officer resigns, is removed from the Board of Directors, or is no longer able to execute the  duties of his/her office, the elected replacement Officer’s time served is not considered a full two-year term.

Section 7   

The election shall be by the majority of dues-paying members present.  (See Article III, Section 3)

Section 8

In the event there are no candidates running for a Board of Director Officer position, the current officer may retain their position for a period not to exceed one additional year until a replacement is elected.  Each month following, there will be an opportunity to find a candidate to run for the office.  If the current officer does not wish to retain his/her position, the remaining officers will absorb the duties of the vacant officer position until a replacement is elected. 

Article VII - Finances

Section 1             

 

The fiscal year shall run from May 1 through April 30 of each year.

Section 2   

The association is a 501-(c)-3 organization and subject to the charter that defines the finances of the association.  All funds secured through dues, grants, initiation fees, donations, and proceeds from selected fundraisers may be used to assist the continuing education of Alumni members and/or to fund the ongoing operations of this association.

Specific donations and fund raisers designated for the Angel Fund will be used for the benefit of the community.

Section 3             

All Association funds and Angel funds remaining in the treasury at the end of the fiscal year (April 30th) shall be carried over to the next fiscal year.

Section 4             

A yearly independent audit shall be conducted at the end of the fiscal year.  In the event there is a change in the office of Treasurer, an independent audit shall also be performed.  The audit process shall ensure the non-profit objectives of the Association.  In the event of the dissolution of this association, all funds shall be dispersed in accordance with present Illinois statutes.

Article VIII - Disqualification of a Member

Section 1

Disqualification requests may be instituted on any member of the association, including honorary members.

Section 2   

Grounds for disqualification will be as follows:

a) Conviction of a felony or class A or B misdemeanor

b) Any activity or action that is disruptive to the operation, the goals and objectives of this Association 

c) Any act that is considered unethical or would cause a negative image of this Association and/or the Schaumburg Police Department.

Section 3

The procedure for disqualification will begin with a written request to the President.  The President shall then convene a meeting of the Board of Directors at a convenient time and place to determine the course of action to be taken.  All Board members shall be present. 

The individual in question shall then be notified of the time and place of a meeting with the Board and shall be invited to appear on his/her behalf, or provide written comments pertaining to his/her defense.  At this time the individual will have the option to resign.  The debate over disqualification shall be conducted in private by the Board, outside the presence of the individual in question.

Finally, the Board may conclude with a three-fifths vote necessary to pass the proposal to the floor of an Association meeting.  A three-fifths vote by all dues-paying members present will be necessary to disqualify the individual in question.  When a member is disqualified (or resigns voluntarily) the member shall immediately surrender all Association property.

Article IX – Reinstating of a Member

Section 1

Reinstatement request may be instituted from a disqualified member in writing. 

Section 2

The procedure for reinstatement will begin with a written request to the President.  The President shall then convene a meeting of the Board of Directors at a convenient time and place.  All board members shall be present.

The individual shall be notified of the time and place of the meeting and shall be invited to appear on his/her behalf, or provide written comments pertaining to his/her defense.

The debate over reinstatement shall be conducted in private by the Board, outside the presence of the individual.  Following the debate, the individual will be allowed to address the Board.                                                                  

Finally, the Board may enter into a private debate to conclude, with a three-fifths vote to pass the proposal to the floor of an association meeting.  A three-fifth vote by the dues paid members present will be necessary to reinstate an individual.

Initiation fee and dues are required for reinstatement at this time.

Article X - Removal of an Officer

Section 1

Grounds for removal of an Officer will be as follows:

A)   Conviction of a felony or Class A or B misdemeanor.

B)   Any activity or action that is disruptive to the operations, the goals and objectives of this association. 

C)   Any act, including gross neglect of duty that is considered unethical or would cause a negative image of the association or the Schaumburg Police Department.

A petition must contain detailed information on the grounds for removal of the officer.  The Board shall address the petition details with that officer with the objective of resolving any conflicts or dissatisfaction with the goal of restoring harmony to the association.

Section 2  

In the event of a condition as mentioned in Article X, Section 1, a petition with not less than ten dues-paying member signatures requesting the removal of an officer from his/her elected office is received by a Board member, the Board member holding that petition is obligated to convene a Board meeting of all the other officers.

Section 3

If Article X, Section 1 does not resolve the conflicts presented to the Board, the procedure for removing an officer shall be as follows:

The officer petitioned shall be notified of the time and place of a special Board meeting.  The petitioned officer shall be invited to appear on his/her behalf or to provide written comments pertaining to his/her defense.  Board members shall debate in private outside of the presence of the petitioned officer.  Following the debate, the petitioned officer will be allowed to address the Board.  The Board is required to pass the petition to the floor of the next Association meeting.

Section 4

The members present at the Association meeting can then, by motion, proceed to debate and vote on the petition in question.  If the motion is passes by a two-thirds majority of the dues-paying membership, the office will be immediately considered vacated.

Article XI - Meetings

Section 1

Association meetings shall be held a minimum of four times per year. The exact date, time and place will be decided by a Board vote.         

Section 2   

Board meetings may be called at any time by the President, with reasonable notice. 

Section 3

Special meetings of the Association may be called at any time by the President with reasonable notice to the members.   

Article XII - Quorums

Section 1   

Board:  Three-fifths of the Board shall constitute a quorum at any meeting of the Board.

Section 2

Association:  No quorum of less than 10 dues-paying members shall be required to transact business at an Association meeting. 

Article XIII - Voting

Section 1

A simple majority of dues-paying members present shall decide, by voting on any question at any general meeting of this Association except as otherwise herein provided. 

Section 2

Provision for Absentee Voting

An Official ballot will be made available to dues-paying members only for elections of officers if the paid members are aware in advance that they cannot be in attendance for the election meeting.

Only the official absentee ballots received no later than five business days prior to the election meeting will be counted.

The address for mailing the absentee ballot will be included with the official ballot. 

Article XIV - Disclaimer of Liability

Section 1   

No member of this Association may enter into any agreement or contract, either oral or written, on behalf of this association without documented approval of the Board.

Article XV - Amendments

Section 1             

A By Laws Revision Committee may be appointed by the President, or at the request of a majority of the Association, as the need arises.

Section 2   

Each dues-paying member must be provided in writing any proposed By Law revisions at least fourteen days prior to the vote.

Section 3   

A two-thirds majority vote of dues-paying members present at an Association meeting will be required for the revisions or amendments to the By Laws to pass.

 

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