Bylaws

Chisholm Trail Crime Prevention Association

Constitution and By-laws

PREAMBLE

We, the members of the Texas Chisholm Trail Crime Prevention Association, recognizing a need for promoting crime prevention and encouraging public cooperation to reduce criminal opportunities, hereby, through a concentrated, cooperative effort, form the Texas Chisholm Trail Crime Prevention Association, a non-profit organization, and adopt the following Constitution and By-Laws.

In full recognition of fellowship and cooperation available to this Association and its members through its privileges and rights of participation in the government and activities of the Texas Crime Prevention Association (TCPA), it is hereby declared a policy of this Association to exercise fully those privileges and rights and to discharge promptly and fully all obligations imposed upon it by the Bylaws of the Texas Crime Prevention Association (TCPA).

MISSION STATEMENT

To encourage crime prevention by combining law enforcement and citizen efforts to reduce crime through training, programs and functions.

ARTICLE I

Section 1. Meetings of the Texas Chisholm Trail Crime Prevention Association will be held monthly. The members will decide time and place for said meetings.

Section 2. The President may call meetings of the Board of Directors whenever the need arises.

Section 3. The Board of Directors shall consist of elected officers and the Immediate Past President.

ARTICLE II

Section 1. There shall be three types of memberships as defined below. Dues, where applicable, shall expire at midnight on December 31st.

  1. Active Membership: individuals who have a concerned interest in the promotion of crime prevention in the State of Texas. Active members shall have dual membership in the Texas Crime Prevention Association and the Texas Chisholm Trail Crime Prevention Association. Active members will have voting rights and may serve on committees. Dues are $24.00 annually, and calculated in the same manner as the TCPA bylaws dictate.
  2. Honorary Membership: all persons, who in the opinion of the members have rendered outstanding service to the Texas Chisholm Trail Crime Prevention Association effort. Honorary members will not have voting rights but may serve on committees. There are no annual dues.
  3. Life Membership: all persons, who by recommendation of the Membership Committee, and by vote of the Members, have shown outstanding service to the association, Life members shall enjoy all the rights of Active Membership of the Texas Chisholm Trail Crime Prevention Association. There shall be no dues for Life Members of the Texas Chisholm Trail Crime Prevention Association. Life members shall retain their status until it is removed by vote of the members. The Texas Chisholm Trail Crime Prevention Association shall honor life Membership conferred by the Texas Crime Prevention Association.

Section 2. Suspension

  1. The Board of Directors shall have the power to exclude, suspend or expel any member for any conduct deemed detrimental to the association by a two-thirds vote of the active board members present at a board meeting convened by the President. The decision may be appealed to the general membership, who will have the authority to affirm or rescind the board’s decision, by a two-thirds vote of members present at the general membership meeting.
  2. The Board of Directors shall have the authority to remove any board member who has been absent for two consecutive board meetings or who fails to perform the duties of their respective office as prescribed by Article IV, by a majority vote. The President, upon board approval, shall have the authority to appoint a member to fulfill the duties of that office until the next election.

ARTICLE III

Section 1. The Texas Chisholm Trail Crime Prevention Association will conduct monthly meetings. The members shall select the time and place for meetings. All members shall be notified in a timely manner of the dates and locations.

Section 2. Any business of the Texas Chisholm Trail Crime Prevention Association Board of Directors may be conducted by mail, telephone, fax or email, without a formal meeting. Business conducted outside a meeting, convened by the President, must be documented and submitted to the Secretary for presentation at the next board meeting.

ARTICLE IV

Section 1. The Board of Directors of the Texas Chisholm Trail Crime Prevention Association shall consist of a President, Vice President, Training Director, Membership Director, Communications Director, Secretary, and Treasurer. These officers shall be elected from the active members by a majority vote of those present or by absentee ballot at the November meeting. The Board of Directors, with the exception of the President, shall hold office for a two year term, or until their respective successor has been duly selected. No more than two individuals from the same agency or firm shall be elected or appointed to the board.

To be eligible to seek office, a candidate must be a member of the Texas Chisholm Trail Crime Prevention Association for at least one year and have attended a minimum of one-half of the regular meetings in the prior year.

Section 2. Duties of the President

  1. The President shall preside at all meetings of the Texas Chisholm Trail Crime Prevention Association.
  2. The President shall be executive head of the Texas Chisholm Trail Crime Prevention Association and shall exercise general supervision over its affairs, and shall be responsible for the enforcement of these By-laws.
  3. The President shall keep the Membership fully informed of the activities of the Texas Chisholm Trail Crime Prevention Association.
  4. The President shall approve all expenditures not to exceed $250.00. Expenditures in excess of $250.00 must gain approval by a vote of the majority of the Board of Directors.
  5. The President shall appoint a Sergeant-at-Arms to fulfill the duties of that office as needed.
  6. The President shall have the power to appoint chairpersons and members of all committees.
  7. The President shall vote only in the case of a tie vote.
  8. The President shall represent the Texas Chisholm Trail Crime Prevention Association at public functions and be responsible for public relations.
  9. The President shall be the regional representative to all Texas Crime Prevention Association board meetings, or shall assign an appropriate delegate.
  10. The President shall have the authority to delegate any of these duties and responsibilities.

Section 3. Duties of the Vice President

  1. The Vice President shall assist the President
  2. In the absence or disability of the President, the Vice President shall perform all the duties of the President.
  3. The Vice President shall oversee and coordinate special projects and events.
  4. The Vice President shall perform other duties as assigned

Section 4. Duties of the Training Director

  1. The Training Director shall be responsible for planning, coordinating, and conducting a minimum of 16 hours of TCLEOSE training during each calendar year at no charge to Texas Chisholm Trail Crime Prevention Association members.
  2. The Training Director shall coordinate Association monthly meeting and program
  3. The Training Director shall perform other duties as assigned

Section 5. Duties of the Membership Director

  1. The Membership Director shall assist the President and the Vice President.
  2. In the absence or disability of the Vice President, the Membership Director shall perform all the duties of the Vice President.
  3. The Membership Director shall be responsible for monitoring current membership, presenting membership allocations to the Board for approval and appraising the Texas Crime Prevention Association monthly of new memberships and renewals, in accordance with Texas Crime Prevention Association procedures. The Membership Chair will obtain necessary funds from the Treasurer monthly to pay Texas Crime Prevention Association membership dues. The Membership Chair shall maintain a database of members
  4. The Membership Director shall perform other duties as assigned.

Section 6. Duties of the Communications Director

  1. The Communications Director shall assist the President and Membership Director.
  2. The Communications Director shall be responsible for the monthly meeting notice and quarterly newsletter.
  3. All correspondence related to membership shall be routed through the Communications Director
  4. The Communications Director shall perform other duties as assigned.

Section 7. Duties of the Secretary

  1. The Secretary shall keep a record of all meetings of the Texas Chisholm Trail Crime Prevention Association.
  2. The Secretary shall notify members of their election to office.
  3. The Secretary shall furnish the President with a list of unfinished business.
  4. The Secretary shall perform other duties as assigned.

Section 8. Duties of the Treasurer

  1. The Treasurer shall receive and disburse all funds of the Texas Chisholm Trail Crime Prevention Association as directed or approved by the President.
  2. The Treasurer shall keep and preserve proper vouchers and books of account for the Texas Chisholm Trail Crime Prevention Association, which shall be open to inspection and shall be subject to audit at any time by an auditing committee duly appointed by the President.
  3. The Treasurer shall submit the following reports:
  4. A detailed monthly financial report based on reconciliation of the monthly bank statement and other fiscal records. This report will be presented to the General Membership for approval at the monthly meeting.
  5. The Treasurer will prepare a consolidated year-end report and cause an independent report to be prepared by a Certified Public Accountant.
  6. Both year-end reports will be forwarded no later than ten days prior to the February general membership meeting to the Audit Committee and the President. The Audit Committee will report their findings to the General Membership.
  7. The Treasurer shall perform other duties as assigned.

Section 9. Term of Office

  1. The term of office for members of the Board of Directors, with the exception of the President, shall be two years, from January 1st following elections to December 31st of the next calendar year. The term of office for the President shall be one year, from January 1st to December 31st of the elected term year.
  2. Election of Officers will be held at the general membership meeting in November of each year.
  3. Board Members’ terms shall be staggered. The Vice President, Membership Director and Secretary shall be elected in even numbered years. The Training Director and Communications Director and Treasurer shall be elected in odd numbered years.

ARTICLE V

Section 1. Standing Committees

  1. An Audit Committee shall be appointed by the President prior to the end of the fiscal year consisting of three members whose duty it shall be to examine the financial report made to the President and all the accounts of financial transactions made by the Treasurer. They shall attach to the financial report a statement that they have examined the accounts and submit a written report of their findings.
  2. A By-laws Committee shall be appointed by the President whose duty it shall be to review all proposed amendments to the Texas Chisholm Trail Crime Prevention Association by-laws and make recommendations to the General Membership. This committee shall annually review current Texas Chisholm Trail Crime Prevention Association by-laws to ensure that amendments are added, deleted or changed as they are voted on by the Membership. The committee shall have no less than three members.

Section 2. The President may appoint other committees as the need arises.

ARTICLE VI

Section 1. Ten percent (10%) of Active Members in good standing shall constitute a quorum for the transaction of any business.

Section 2. A majority vote of quorum present and voting shall be sufficient for the transaction of any business.

Section 3. Absentee Voting

  1. Absentee voting will be permitted and officially accepted if the absent member meets the following conditions:
    1. The member must be current as a paid member with voting rights.
  2. The member must have attended a minimum of two of the last six monthly meetings.
  3. The member must have received a minimum of three days prior notice on each matter to be voted on.
    b. Members in attendance who must leave the meeting before votes are actually cast may also submit absentee ballots.
  4. Each member (absent or present but leaving early) casting absentee ballots must sign each ballot submitted to ensure proper control and accurate counting of official votes
  5. Absentee ballots shall be placed in a sealed envelope inscribed with the words “Official Ballot,” and mailed or hand delivered to the Secretary of the Texas Chisholm Trail Crime Prevention Association. Envelopes will remain sealed until the time of voting.

ARTICLE VII

Section 1. The Active Membership shall have the power to make such by-laws and rules as are necessary to regulate the affairs and business of the Texas Chisholm Trail Crime Prevention Association, which are not inconsistent with provisions of the Articles of Incorporation or the laws of the State of Texas.

Section 2. Amendments to the by-laws must be submitted in writing to the Secretary at least 60 days prior to being considered for adoption. Membership shall be notified in 45 days.

ARTICLE VIII

Section 1. None of the funds received by the Texas Chisholm Trail Crime Prevention Association shall be used for the private pecuniary profit of anyone connected therein.

Section 2. Upon dissolution of the Texas Chisholm Trail Crime Prevention Association, all assets of the Texas Chisholm Trail Crime Prevention Association shall be given to the Texas Crime Prevention Association for the furthering of the concepts of crime prevention in the State of Texas. Prior to transfer of the Texas Chisholm Trail Crime Prevention Association assets, a complete audit must be conducted.

ARTICLE IX

These written, approved and adopted by-laws of the Texas Chisholm Trail Crime Prevention Association shall be strictly adhered to.

Adopted December 11, 2003
Amended March 11, 2004

Amended November 10, 2005

Texas Chisholm Trail Crime Prevention Association
BY-LAWS
SIGNATURE CLAUSE

The proceeding document was researched, prepared and approved by the By-laws Committee of the Texas Chisholm Trail Crime Prevention Association, as evidenced by the signatures hereto affixed, and were presented to and approved by the Membership as amended at a General Membership meeting on the 10th of November 2005, at the Spring Creek BBQ, 13125 South Freeway in Fort Worth, Texas.

Texas Chisholm Trail Crime Prevention Association
BY-LAWS
SIGNATURE CLAUSE
Board of Directors

President: ___Billy Rudd_____________________

Vice President___vacant (new position) __________

Training Director____Debbie Lockhart____________

Membership Director____Frances Jackson ________

Communications Director __Pam Jetsel___________

Secretary____Alison Letnes ____________________

Treasurer____ Alison Letnes ___________________