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ByLaws

As Amended January 8, 2013

ARTICLE III - MEMBERSHIP

Retired members of the Edmond Police Department are eligible for membership.

As Amended March 7, 2000

ARTICLE I - NAME

The name of this organization shall be the "Edmond Citizens Police Academy Alumni Association (ECPAAA)".

ARTICLE II - MISSION STATEMENT

The Mission of the ECPAAA is to increase public support of the Edmond Police Department; improve relations between the public and the Edmond Police Department; and educate the public about the function and role of the Citizens Police Academy.

ARTICLE III - MEMBERSHIP

Section 1: The membership shall consist of an elected Board who will make suggestions to membership. Certain items will require total membership vote. Only graduates of the Edmond Citizen Police Academy will be considered for membership.

ARTICLE IV -OFFICERS

Section 1: The elected Officers of the ECPAAA shall consist of a:
  • Chairperson
  • Vice-Chairperson
  • Secretary-Recorder
  • Treasurer
These Officers shall assume office effective January 1, following their election, and serve one (1) year. Elections shall continue to be held at the October meeting preceding the January meeting in which the officers elect shall assume office. Five Board members will also be elected at the same time. Three Board members will be elected to serve a two (2) year term and two (2) will be elected to serve a one (1) year term.

Section 2: Elected Officers may be re-elected for a second one (1) year term but are not eligible to serve for more than two (2) consecutive terms.

Section 3: The Executive Committee shall fill a vacancy occurring in an office for the unexpired term.

Section 4: Board Members may be re-elected for a second one (1) year term; but are not eligible to serve for more than two (2) consecutive terms.

Section 5: Nominations for new officers will be accepted at the August meeting, to be voted on and installed at the Annual Alumni Association Meeting in October. Upcoming Officers shall be nominated by a quorum of all available voting members.

ARTICLE V - DUTIES OF OFFICERS

Section 1: The Chairperson shall preside at all meetings of the ECPAAA and the Executive Committee, and shall appoint all necessary committees, sign all orders and perform any other duties pertaining to such office.

Section 2: The Vice-Chairperson shall preside in the absence of the Chairperson and perform all duties of the Chairperson. The Vice-Chairperson will also preside as Parliamentarian.

Section 3: The Secretary-Recorder shall keep the correct records of all meetings of the ECPAAA, conduct the correspondence, shall present to the membership all incoming communications and shall perform all duties pertaining to such office.

Section 4: A Treasurer shall be elected by the membership when such a position becomes necessary due to anticipation of funds received or expended. The Treasurer shall be an Officer and member of the Executive Committee. The Treasurer shall be ready at all times to report on the condition of the treasury. The Treasurer's report may be audited before a new Treasurer takes office. The Treasurer shall pursue non-profit status for the ECPAAA. Members may seek reimbursement of expenses incurred on behalf of the ECPAAA by direct contact to the Treasurer. Any expenditure over five hundred dollars ($500.00) must be approved by a majority of the quorum membership present at any properly noticed Special meeting or a regular meeting of the ECPAAA.

Section 5: The Police Liaison shall be asked to coordinate all ECPAAA business with the Edmond Police Department, and provide guidance to the membership where appropriate. The Police Liaison may appoint a member of the Police Department to act as substitute Liaison in his or her absence.

ARTICLE VI - MEETINGS AND QUORUMS

Section 1: Regular meetings shall be held on the first Tuesday of each even month. The regular meeting in October shall be known as the Annual Alumni Association Meeting for the purpose of installing new officers. Four socials will be held each year in conjunction with the Citizens Police Academy graduations, and special holidays.

Section 2: For regular meetings, a quorum shall consist of two (2) officers and at least twenty-five percent (25%) of the membership.

Section 3: Special meetings may be called at the discretion of the Executive Committee which at least two (2) Officers and at lest three (3) active voting members present. Said special meetings may only be called after forty-eight (48) hours notice to the general membership. The purpose of such meetings shall be to discuss ECPAAA business that is of such a nature, that its completion is required prior to the date of the next regularly scheduled ECPAAA meeting. Minutes of special meetings shall be recorded and presented to the membership at the next ECPAAA meeting following the special meeting.

Section 4: The Executive Committee may meet without notification to the membership. These meetings are limited strictly to agenda planning, discussion of committee action and other business that does not require voting approval by the membership.

ARTICLE VII - COMMITTEES

Section 1: The Executive Committee shall be composed of the Officers of the ECPAAA and a liaison Police Officer appointed by the Chief of Police to serve in an advisory position to the ECPAAA.

A. The Chairperson of the Executive Committee will establish and appoint special committees to carry out and implement activities for the ECPAAA. Each committee shall be appointed for a special purpose, and the Chairperson, in turn will select the committee members from the voting membership.
B. The Vice-Chairperson of the Executive Committee will help insure that these committees are functioning properly.

Section 2: The duties of the Executive Committee shall be to direct and provide for the best interest of the ECPAAA, subject to approval of the membership.

ARTICLE VIII - PARLIAMENTARY AUTHORITY

The rules contained in "Robert's Rules of Order, Revised", shall govern the ECPAAA in all cases to which they are applicable, and in which they are not inconsistent with the Bylaws.

ARTICLE IX - CHIEF OF POLICE

The Chief of Police of the Edmond Police Department shall have exclusive approval authority for any activity approved by the ECPAAA, that could directly or indirectly, be interpreted by the general public, as an activity sanctioned by the Edmond Police Department or the City of Edmond. The Chief of Police may appoint a liaison Police Officer to serve in an advisory position to the ECPAAA.

ARTICLE X - AMENDMENTS

These Bylaws may be amended by simple majority of the voting members present. They may be amended at any regular meeting, provided that notice to amend has been given to the membership at a regular meeting at least one (1) month prior.

AMENDMENTS TO BYLAWS

On October 6, 1998, with a quorum membership present, the membership unanimously voted to approve the following amendment to the ECPAAA Bylaws, at Article IV - Officers, Section 1 (strikeout text representing former, now deleted language, and underlined test representing language added by amendment):

These Officers shall assume office at the October January meeting, and serve one (1) year. Elections shall continue to be held at the October meeting, preceding the January meeting in which the Officers elect shall assume office.

Amendment 2001-1

On April 3, 2001, with a quorum membership present, the membership unanimously voted to approve the following amendment to the ECPAAA Bylaws, at Article VI, Meetings and Quorums, Section 1 (strikeout text representing former, now deleted language):

Section 1: Regular meetings shall be held on the first Tuesday of each month.

On April 5, 2011, with a quorum present, the membership unanimously voted to approve the following amendment to the ECPAAA Bylaws, at Article 5, Section 4:
Section 4: A Treasurer shall be elected by the membership when such a position becomes necessary due to anticipation of funds received or expended. The Treasurer shall be an Officer and member of the Executive Committee. The Treasurer shall be ready at all times to report on the condition of the treasury. All checks are to have two (2) signatures for amounts over one hundred ($100.00). The Treasurer's report shall may be audited before a new Treasurer takes office. The Treasurer shall pursue non-profit status for the ECPAAA. Members may seek reimbursement of expenses incurred on behalf of the ECPAAA by direct contact to the Treasurer. Any expenditure over five hundred dollars ($500.00) must be approved by a majority of the quorum membership present at any properly noticed Special meeting or a regular meeting of the ECPAAA.

Last Updated on Sunday, 12 January 2014 11:30
 

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