Bylaws

Chisholm Trail Crime Prevention Association

Constitution and By-laws

 

MISSION STATEMENT

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

 

We, the members of the Texas Chisholm Trail Crime Prevention Association, recognizing that crime prevention is “the anticipation, recognition, and appraisal of a crime risk, and the initiation of some action to remove or reduce it”, hereby through a concentrated, cooperative effort, from the Texas Chisholm Trail Crime Prevention Association (TCTCPA) and adopt the following Constitution and By-Laws.

 

ARTICLE I

 

Section I          The name of the Association shall be as set forth in the Preamble above, and will be an affiliate of the Texas Crime Prevention Association.

 

Section II          Meetings of the Association will be held on a monthly basis. Time and place for said meetings will be decided by the Vice President and approved by the Board of Directors.

 

Section III         The Board of Directors meeting will be held on a monthly basis. (Open Meeting).

 

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

 

Section V          The Association fiscal year shall be from September 1 through August 31.

 

Section VI         The territorial limits of this Association shall be extended to include the area inside the geographical boundaries of Dallas, Tarrant, Wise, Parker, Hood, Ellis, Denton, Johnson, Somerville, Erath, Eastland, Palo Pinto counties. As well as any area that members would feel this association would be beneficial to themselves and/ or their department.  Members are encouraged to join a TCPA region that best fits that individual and departments goals and objectives.

 

Section VII         All business meetings will be conducted according to Robert’s Rules of Order.

 

 

ARTICLE II

 

Section I             Purpose: Said Association was established in 2003 and is organized exclusively to educate and encourage citizen’s participation in prevention of crime through various awareness programs to preserve safe communities for the citizens of Texas. Including for such purposes, the making of distributions to organizations that qualify as exempt organizations under Section 501 (c) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law).

 

Section II          IRS’s Employer Identification Number: 20-0576300

Texas Charter File# 32014303609

Texas Comptroller# 0800299392

 

 

ARTICLE III

 

Section I         There shall be four (4) types of membership, which are defined as follows:

 

  • Active:                 Individuals who have a concerned interest in the promotion of crime prevention in

the State of Texas.  These members will have voting rights and may serve on committees.

 

  • Sponsor:               All businesses, organizations, or groups affiliated with design, manufacture, supply,

installation of security related products, all insurance industry, or others interested in the crime prevention effort. These members will have voting rights for one member of their organization named on the membership application, and may serve on committees.

 

  • Honorary: All persons who in the opinion of the members have rendered outstanding service

to the crime prevention effort in the TCTCPA Region. These members will not have

voting rights but may serve on committees.  (One-year term)

 

  • Life: Persons who, by vote, of the active membership, have shown outstanding service

promoting the purpose of the Association and have been a paid, active member for at least 10 years.  There shall be no dues for this classification of membership.  Life members shall enjoy all the rights of active membership.  The status of Life member shall remain until removed by a vote of the active membership. (Life Member at the TCTCPA Regional Level will cover the members’ dues, this does not provide the benefits of the TCPA Life Membership.

 

Section II      Application for Membership

 

  • Application for Sponsor Membership shall be submitted electronically via the online event registration website managed by TCPA.

 

  • Application for honorary membership shall be submitted by the Membership Committee to the Board of Directors with a recommendation for approval or disapproval. Honorary membership must be adopted by two-thirds vote of the active membership present at the monthly meetings.

 

  • Application for Life Membership shall be submitted in writing by the Membership Committee to the Board of Directors for concurrence.

 

Section III     Suspension

 

The Association shall have the power to exclude, suspend, or expel any member by a majority vote of the voting membership present at any meeting for any conduct deemed to be undesirable or not in the best interest of the Association.  All reasons for suspension must be presented to the President of the Association or chairperson of the Professional Standards Committee in writing for future action.

ARTICLE IV

 

Section I       Business Meetings

 

The Texas Chisholm Trail Crime Prevention Association will conduct monthly meetings.  Any General meeting which may include a luncheon and will be held at a location designated by a simple majority vote of the active members in attendance, or so named by the Vice President, and the cost of said luncheon shall be absorbed by each individual member (The member shall be responsible for the first $5.00 Dollars of their meal. If their meal exceeds the $10.00 threshold, they shall be responsible for everything over that amount: example – $12.50 meal would mean the member is responsible for $7.50 of the cost of the meal. The only exception would be if there is a sponsor for the meal. This would also include a special exception for the Christmas Awards Luncheon. This cost would be set and voted on by the board members). All current members shall be notified as to the date and location.  The purpose of the monthly meetings is to further the crime prevention efforts in the Texas Chisholm Trail area and to exchange information and ideas between members in the area of crime prevention.

 

Section II      Travel and Subsistence for Programs Guest(s)

 

The President may be authorized to pay travel and subsistence for any program guest(s) dependent upon the condition of the Association’s budget and the approval of the Board of Directors.

 

Section III     Election of Officers

 

The election of officers shall take place at the November meeting.  The installation of officers shall take place at the December meeting.  The newly installed officers shall begin the duties of the respected office on January 1st immediately following their installation. In order to serve as an Officer and / or Board Member(s)

1). The applicant/nominee shall be currently employed as a full time sworn Peace Officer or,

2). Full time civilian officer employed by a law enforcement agency with a job description detailing a prominent crime prevention role. Or,

3). Being an Honorably Retired Law Enforcement Officer as stated by TCOLE. Or

4). Working Part time as a Peace Officer after having Honorably Retired from a Department. Or

5). Working as a full-time civilian in a loss prevention role within a major company/corporation

5). Must have a signed letter by your department Supervisor or Chief stating that you will be given the time needed to fulfill your obligations as a Board member.

 

 

 

 

 

Section IV     Conduct of Association Business

 

Any emergency or unexpected business of the Association may be conducted by mail, telephone, or email and without a formal meeting, as the need arises.  Business conducted by telephone must be documented and submitted to the Association Secretary.

 

Section V      Conference Scholarship

 

I:  Nominations

  • Must be an active member, in good standing, with TCTCPA for one (1) year prior to the conference requested, and participate in TCTCPA events,
  • Must attend six (6) TCTCPA monthly meetings during the aforementioned year.
  • Considerations will be given 1st to those that did not receive a scholarship the previous year.
  • All nominations or requests are subject to approval by your immediate supervisor, if applicable,
  • All nominations or requests must be submitted by the April monthly meeting,
  • Scholarship recipients will be notified at the TCTCPA monthly meeting before the conference deadline, and
  • It is mandatory to show proof of attendance to at least 70% of classes offered at conference if scholarship is awarded. If recipient is unable show proof, or conference participation is less than 70%, the recipient will be responsible to repay TCTCPA for payments made on their behalf.

 

II:  Scholarship Funding:

  • TCTCPA scholarship recipients are responsible for submitting hotel reservations before the deadline, and does not cover the cost of lodging or meals.
  • TCTCPA is not responsible for cancellation fees or late registration fees.
  • TCTCPA is not responsible for incidentals, damages, etc. that are incurred during the hotel stay.

 

III:  Summer Conference:

  • Three (3) individual registration fees will be paid by TCPA (Regular conference fee only)
  • TCTCPA will cover the cost of 3 scholarships after the 3 scholarships from the state (TCPA) have been issued.
  • TCTCPA will not cover any cost associated with the attendee’s room, travel, meal or any other expenses brought on by the attendee for their attendance at the conference.
  • TCTCPA will pay for registration and hotel for President, or President’s designee, to the Summer Conference to represent TCTCPA at all official functions. This is not considered a scholarship.  TCTCPA is not responsible for incidentals, damages, etc. that are incurred during hotel stay. After the President has sought other means to pay for the conference: example: current department and / or State Board position.

 

 

ARTICLE V

 

Section I       Officers

 

The Board of Directors shall consist of concurrent elected officers and immediate past president.  The elected officers of the Association shall be:  President, Vice President, Training Coordinator, Secretary, Treasurer, Communications and Membership Chairperson.  These officers shall comprise the Board of Directors of the Association.  These officers shall be elected by a simple majority vote of active members in attendance at said monthly meeting.  These officers shall be on staggered, two (2) year consecutive term.  Each Board Member, As well as the President shall be able to hold office as long as they desire, or they are defeated with exception of the President may run for office as many times as desired or until defeated. The President shall not hold the same office for more than four (4) consecutive terms.  Exceptions for the Presidents position can be made if no interest is express by any member to hold the office of President.

 

Only active members in good standing may hold an elected office.  Any office vacated shall be filled by an appointment by the President for the remainder of that term of office.

 

Board Members can be removed by a simple majority vote of members and board present for their absenteeism (missing 3 or more meetings in a calendar year, without prior approval), failure to comply with job duties and or description. Detrimental or disparaging remarks that bring shame to the Association.

 

Terms of Office for Elected Officers:

 

President is elected yearly,

Secretary, Membership Chairperson and Communications will be elected on even number

Years,

                Vice President, Training Coordinator, Treasurer will be elected on odd number years

 

Appointed Officers:

 

Civilian-at-Large:  Appointed by the President.

Sergeant-at-Arms:  Appointed by the President.

 

Section II      Duties of the President

 

  • Shall preside at all meetings of the Association. Shall have the power to appoint Chairperson of all committees.

 

  • Shall be the executive head of the Association and shall exercise general supervision over its affairs, and shall be responsible for the enforcement of the by-laws.

 

  • Shall keep the current membership fully informed of the activities of the Association.

 

  • May approve all expenditure of funds not to exceed $250.00. In the event expenditures exceed $250.00, approval must be received from the Board of Directors.

 

  • Shall vote only in case of a tie.

 

  • Shall represent the Association at public functions and on the Texas Crime Prevention Association Board and be the official spokesperson for the organization.

 

  • Shall appoint annually a nominating committee consisting of three (3) current members.

 

  • Shall notify the members of their election to office.

 

 

 

Section III     Duties of the Vice President

 

  • Shall assist the President

 

  • In the absence of the President, the Vice President shall perform the duties of the office of the President.

 

  • Shall serve as Chairperson of the By-Laws Committee. At the beginning of December of each year, shall submit to the Secretary the most current and revised copy of the By-Laws to be distributed to the membership.

 

  • Shall be responsible for monitoring legislative reform, on the local and state level, which will benefit the crime prevention effort in the Texas Chisholm Trail Area and throughout the State. Shall serve as Chairperson of the Legislative Committee.

 

 

Section IV     Training Coordinator

 

  • The Training Coordinator shall assist the President and the Vice President when so instructed by the President,
  • In the absence, or disability, of both the President and the Vice President, the Training Coordinator shall perform the duties of the Office of the President,
  • Shall be responsible for general membership meeting programs and locating meeting sites,
  • Be a TCOLE Certified Instructor,
  • Adhere to bylaws within TCPA (Article XIV, Section 5),
  • Ensure compliance with TCOLE rules and guidelines, and
  • Upon relinquishing the position, immediately convey all property and outlines of current business affairs to the incoming successor along with assistance and cooperation, if necessary.

 

 

Section V      Communications

 

  • The Communications shall assist the President, Vice President and Training Coordinator when so instructed by the President,
  • Will be responsible for the generating of publicity for the Association through the use of the news media, website, or any form of communication, and
  • Upon relinquishing the position, immediately convey all passwords, media, etc. to incoming successor along with assistance and cooperation, if necessary.”

 

 

Section VI     Duties of the Treasurer

 

  • The Treasurer shall receive and disburse all funds of the Association as directed and approved by the Board of Directors.

 

  • The Treasurer shall keep and preserve proper vouchers and books of account of the Association, which shall be open to inspection and which shall be subject to audit at any time by the Audit Committee. The Audit Committee shall be appointed in September and will conduct an audit in September and again at the end of the fiscal year (August).

 

  • The Treasurer shall submit written reports as required, but not less than a final report for the fiscal year and a status report at each business meeting.

 

  • The Treasurer shall maintain all records necessary to fulfill the requirements of the State and Federal Tax Exempt Status held by the Association and file all required applications and forms necessary to retain such status in a timely manner.

 

  • The Treasurer may be bonded in an amount deemed necessary by the Board of Directors.

 

Section VII   Duties of the Secretary

 

  • Shall keep and record all meetings of the Association.

 

  • Shall keep a roster of members in attendance at all meetings of the Association, keep the minutes of the Association meetings, and perform such duties as may be assigned by the President.

 

  • Shall furnish the President with a list of unfinished business and send correspondence on special occasions.

 

  • Shall transfer within 30 days after his or her expired term all files, documents, minute book and all records of the Association to the newly appointed secretary.

 

  • Shall be responsible for the distributing by-law proposals to the Board of Directors.

 

Section VIII Duties of the Membership Chairperson

 

  • The Membership Chairperson shall be responsible for conducting the business of the Membership Committee.

 

  • Shall keep a roster of all members of the Association.

 

  • Shall be responsible for the issuance of membership pins, cards, and certificates.

 

  • Shall report the membership rolls to the Association by the President.

 

 

ARTICLE VI

 

Section I       An Audit Committee consisting of three (3) members shall be appointed by the President prior to the ending of the fiscal year. It shall be their duty to examine the financial report made to the President and all the accounts of financial transaction made by the treasurer. They shall attest to the financial report a statement that they have examined the accounts and that they find the accounts in order, and the financial statement to be accurate. If inconsistencies are found, the matter will be referred to the Board of Directors for appropriate action.

 

Section II      Other Committees may be appointed by the President as the need arises.

 

 

ARTICLE VII

 

Section I       Quorum voting- Five (5) active members including at least one board member. Shall constitute a quorum for the transaction of business of a scheduled meeting.

 

 

Section II      A majority vote of a quorum present and voting shall be sufficient for the transaction of business except with the respect to an amendment to the By-Laws or Rules.

 

 

ARTICLE VIII

 

Section I       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 Association as are not inconsistent with provision of the Articles of Incorporation or the laws of the State of Incorporation.

 

Section II      Amendments to By-Laws must be submitted in writing to the Secretary at least sixty (60) days prior to voting.  By-Laws can only be amended twice within a fiscal year

 

Section III     A two-thirds vote of the active membership present and voting shall be necessary to carry an amendment to the By-Laws or Rules.

 

 

ARTICLE IX

 

Section I       Annual Dues

 

New and renewal memberships will be $30.00.  The term of membership will be for a period of one-year, effective January 1st each year.  New member dues who join before the annual conference will be $30.00.  New members who join at or after the annual conference, membership will cover the remaining portion of the current year and all the following year.  Dues will not be prorated.  Dues must be paid annually on December 31, prior to attending the Annual General Membership Meeting held at the Summer Conference, or to take the Certified Crime Prevention Specialist test.”

 

Section II        Use of Association Funds

 

None of the monies received by the Association shall be used for the private pecuniary profit of anyone connected therein

 

Section III       Dissolution

 

Upon the dissolution of the Association, the Board of Directors shall after paying or making provision for the payment of all of the liabilities of the Association, dispose of all of the assets of the Association exclusively for the purpose of the Association in such manner, or to such organization or organizations organized and operated exclusively for charitable, educational, religious, or scientific purpose as shall at the time qualify as an exempt organization or organizations under Section 501 (c)(3) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States Internal revenue Law) as the Board of Directors shall determine. Any such assets not so disposed of shall be disposed of by the court of Common Pleas of the County in which the principal office of the Association is then located, exclusively for such purpose or to such organizations or organizations, as said court shall determine, which are organized and operated exclusively for such purposes.

 

 

ARTICLE X

Section I       State Affiliation

 

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, it is hereby declared a policy of the Association to exercise fully those privileges and rights and to discharge promptly and fully all obligations imposed upon it by the By-Laws of the Texas Crime Prevention Association.

 

Section II     The Board of Directors shall provide for a prompt review, approval and forwarding of all reports required or requested by the Texas Crime Prevention Association.

 

Section III     The Board of Directors shall provide for the prompt payment of all dues and other obligations to the Texas Crime Prevention Association.

 

 

Signed and Witnessed by:

__________________________________________              President TCTCPA

__________________________________________              Secretary TCTCPA

 

On this date ___________________.

 

(Click here to get a PDF of the official signed copy)