NYPD Citizens Police Academy Alumni Association

BYLAWS of the CPAAA

by laws

THE CONSTITUTION AND BYLAWS

OF THE

CITIZENS' POLICE ACADEMY ALUMNI ASSOCIATION, INC.

OF THE

NEW YORK CITY POLICE DEPARTMENT

















Ratified and adopted: October 1994
Amended: September 1995, September 1999,
December 2001, October,2002
This document supercedes all other versions as of: September, 2003












THE CONSTITUTION AND BYLAWS OF THE
CITIZENS' POLICE ACADEMY ALUMNI ASSOCIATION, INC.



ARTICLE SUBJECT

I NAME

II ORGANIZATIONAL OBJECTIVES, PURPOSES AND GOALS

III MEMBERSHIP. LOGO AND SEAL

IV EXECUTIVE BOARD: POWERS AND COMPOSITION

V COMMITTEES (Standing/AdHoc) AND DUTIES

VI MEETINGS AND VOTING: general membership, dates of, and quorums for conducting business

VII SPECIAL AND EXECUTIVE BOARD MEETINGS: dates, quorums, report requirements, etc.

VIII PROCEDURAL BYLAWS:

a) Robert's Rules of Order, Rev.
b) Fiscal Year
c) Member in good standing defined
d) Elections at Annual Meeting
e) Order of Business at General Membership meeting
f) Methods of voting
g) Nomination & Election Committee
h) Qualified Candidate
i) Committee duties in August and September
j) Absentee ballots
k) Notice of annual meeting
l) Notification of election results

IX ELECTION OF OFFICERS

a) Nominations, voting and holding office
b) Executive Board elections at annual meeting
c) Quorum for elections
d) Creation of Nomination & Elections Committee
e) Terms of Office (staggered)
f) Commencement of terms
g) Reimbursement and Remunerations
h) Consecutive Terms of Office
i) Vacancies

X DUTIES OF OFFICERS

XI DUTIES OF EXECUTIVE BOARD

XII GRIEVANCES, REMOVALS & CENSURES

XIII REVISIONS AND AMENDMENTS



THE CONSTITUTION AND BYLAWS
OF THE
CITIZENS' POLICE ACADEMY ALUMNI ASSOCIATION, INC.
OF THE
NEW YORK CITY POLICE DEPARTMENT

ARTICLE I - NAME

The name of this organization shall be "Citizens' Police Academy Alumni Association", hereinafter referred to variously as the "Alumni Association," "the Association," or "CPAAA".

ARTICLE II - ORGANIZATIONAL OBJECTIVES, PURPOSES AND GOALS

The Alumni Association shall be an independent cooperative of graduates of the Citizens' Police Academy Program administered by the New York City Police Department. Recognizing fellowship and mutual interest engendered by this program, and a desire to promote continued application of the concept of community policing, wherein citizens and the police jointly apply problem-solving techniques to improve and address quality of life issues in New York City, we the graduates formed this Association:

1) To foster the aims of community policing and to develop working partnerships between the police and our communities;

2) To act as an officially recognized liaison group by the NYPD and by our communities to de-fuse rumor and innuendo, especially in times of crisis;

3) To act as a corps of informed, objective volunteer consultants in reviewing police recruitment, training, policies and initiatives;

4) To provide community feedback and forums for the exchange of information between police officers and community members;

5) To educate the general public about community policing, its dangers, ambiguities, difficulties and limitations in an urban environment;

6) To stress the public's role and involvement in problem solving and to correct misperceptions regarding the myths, powers and roles of the police;

7) To provide a knowledge pool which enhances the work of officially established precinct and borough councils;

8) To establish a network of independent, informed community active members citywide, implementing problem-solving strategies through inter-precinct communication and action;

9) To provide a conduit and liaison with the Police Academy, Police Headquarters and the Police Commissioner to provide dialogue regarding training content and methods, and information resources between the police and our communities.




(1)
(9/2003)



ARTICLE III - MEMBERSHIP, LOGO AND SEAL

Any person who has graduated the Citizens' Police Academy Program administered by the New York City Police Department, and is willing to volunteer his or her time and effort in order to further the purposes and goals of the Association, and is in agreement with said purposed and goals, shall be eligible for membership.

From time to time, the Executive Board with the approval of the membership, may wish to bestow Honorary Member status on a distinguished person (s) who has supported community policing concepts or otherwise distinguished themselves by exemplary public service, such as honorary membership shall be "ex-officio".

The logo of the Association shall be the logo of the Police Academy of the City of New York, with the following changes. Above the artwork, in curved lettering, shall be inscribed CITIZENS' POLICE ACADEMY. The banner of the Police Academy logo, which reads "Enter to Learn - Depart to Serve" is replaced by a new banner which reads "ALUMNI ASSOCIATION" and the motto "Understanding Through Knowledge" shall e used elsewhere in conjunction with the "re-drawn" logo; and these words shall be the official motto of the Citizens' Police Academy Alumni Association. (Amended and Adopted; September 1995).

The logo shall be used for correspondence of the Association including, but not limited to: minutes of meetings, press releases, meeting notices, official proceedings, logs, and media such as films, videotapes and advertising.

A seal with the Association's name shall be made and given to the Recording Secretary for safekeeping. The seal shall appear on all official documents, resolutions, and where appropriate. The seal is affixed below:

(SEAL)

ARTICLE IV - EXECUTIVE BOARD

The Alumni Association shall elect the following officers to the Executive Board. These officers shall be elected by the general membership at its annual meeting in September and serve terms as stated in Article IX, paragraph (e) of this CONSTITUTION AND BYLAWS. The Executive Board, also referred to as "The Board," shall be the primary representatives of the membership and serve non-compensated terms as volunteers.

There shall be a minimum of thirteen (13) elected officers of the Board and two (2) appointed member officers. (Amended & Adopted: September 1999)

The Board shall be authorized to form a not-for-profit corporation and open bank accounts under the Association's name and obtain insurance for the protection of its Directors and Officers against civil suits which might arise from their duties related to the Citizens' Police Academy Alumni Association and/or any not-for-profit corporation arising from the Association.

The officers who are elected shall be as follows: (As Amended & Adopted: September 1999)*

1 President
1 Executive Vice President (Adopted: September 1999)*
8 Vice Presidents - one per NYPD Patrol Borough (9/99)*
1 Treasurer
1 Recording Secretary
1 Corresponding Secretary

Additionally, the President may appoint the following members to the Executive Board who shall serve at the President's pleasure with the approval of the general membership:

Sergeant-at-Arms
Parliamentarian
(2) (9/2003)



ARTICLE V - COMMITTEES


A. There shall be four (4) standing committees which shall be appointed by the President with the advice and consent of the majority of the Executive Board.

Membership Affairs
Finance
Public & Media Relations
The Speaker's Bureau & Guest Speakers

a) There shall be no restrictions on any officer becoming a chairperson of any standing committee.
b) The President, may, as needs arise, from time to time, appoint ad-hoc (non-standing) committees or other working groups as deemed necessary to promote the business and general well being of the organization. These committees shall be comprised of volunteer members of the Alumni Association.
c) Ad hoc committees require ratification by a majority of the members present at the meeting at which they are appointed.
d) The president shall be considered an "ex-Officio" member of every committee of the Alumni Association except the grievance committee.
e) No individual shall serve as the chairperson of more that one (1) standing committee at a time.
f) Committee members who fail to attend three (3) consecutive meetings, without a valid excuse, may be dropped from the committee.
g) All committees shall report to the general membership verbally when deemed necessary, but must submit written reports to the Board and the Recording Secretary as may be directed by the President.

MEMBERSHIP AFFAIRS COMMITTEE

The Membership Affairs Committee shall oversee all aspects of membership records, including but not limited to: dues, working with the treasurer; attendance; membership cards and identification; use of Association jackets, hats and medallions; keeping and disseminating lists of officers and members. In addition, Membership Affairs Committee will be responsible for bereavement and good will activities.

FINANCE COMMITTEE

The Finance Committee shall submit budgets annually each December, coordinate requests for funds; oversee expenditures to prevent deficit spending, except as approved by the Board and the majority of the membership; work closely with the Treasurer; raise funds and solicit donations as is appropriate and within the laws of the city and state of New York. Other financial responsibilities also may be assigned to the Finance Committee by the Board and approved by the membership. The Finance Committee will work closely with the Treasurer and the Executive Board to fulfill the obligation to ensure that an annual independent audit is conducted.

PUBLIC AND MEDIA RELATIONS COMMITTEE

The Public and Media Relations Committee shall promote the image and name of the organization to enhance its reputation, shall issue press releases, bulletins, policy papers and n newsletters, process requests for interviews, news articles and public information regarding the Association's goals, purposes and policies. The Committee shall be the liaison between the media and the public's right to know, and the CPAAA.

SPEAKERS' BUREAU AND GUEST SPEAKERS' COMMITTEE

The Speakers' Bureau and Guest Speakers' Committee shall arrange speakers for the general membership meetings on topics in keeping with the aims and goals of the Association.


(3)
(9/2003)

B. GRIEVANCE COMMITTEE

There will be a permanent, separate, independent grievance committee. The Chair of the committee will not be a member of the board. The Chair will be an independent officer of the CPAAA elected to a two-year term. The other members of the committee will be one volunteer from each patrol borough. The volunteers shall not be members of the executive board. The grievance committee will meet monthly to review any pending complaints and conduct investigations if necessary. The committee has the option of holding additional meetings if the members of the committee determine that it is required.

The Chair of the Grievance Committee may elect to appoint up to two co-chairs from among the eight patrol borough representatives to assist in carrying out the mandates of the Grievance Committee. These co-chairs serve at the pleasure of the Chair and will step down as co-chairs if a new Chair is elected and prefers to appoint other committee representatives as co-chairs.

The Grievance Committee, with the approval of the Executive Board, also may conduct mediation if the committee feels that the situation requires such intervention.




ARTICLE VI - REGULAR MONTHLY MEETINGS AND VOTING

A. Regular meetings shall be held on the 4th Monday of each month at 6:30 PM at Police Headquarters, on the Second Floor Press Room, Once Police Plaza, New York, New York, or at an alternative location determined by a majority of the Executive Board. These shall be the regular monthly meetings.

A meeting day which falls on a holiday shall be switched to an alternative date determined by a majority of the Executive Board, and in such case, the Corresponding Secretary shall cause to be mailed to every member in good standing, at his or her address as it appears on the official membership list of the Association, a meeting notice stating the time and place of the rescheduled meeting at least two weeks prior to the date of that meeting.

On motion of any member at the regular monthly meeting in June, by voice vote each year, the August meeting may be suspended for vacation (provided that no urgent reasons exist for holding a regular monthly meeting in August.

A quorum for conducting business at regular monthly meeting shall be no less that twenty-six (26) members, including officers (which is twice the number of elected board members). Any meeting may be adjourned from time to time. In such event, it shall not be necessary to provide further notice of the time and place of the adjourned meeting provided that an announcement of the time and place of the adjourned meeting is given at the meeting so adjourned.


B. Members are expected to attend regularly scheduled monthly meetings, to check the attendance sheet, to notify the Corresponding Secretary of address and telephone changes, and to pay annual dues.

C. Membership may terminate after sixty (60) days upon notice of non-payment of dues. The Treasurer shall have the right to extend membership with reduced or token dues to any member who may need special consideration.






(4)
(9/2003)
ARTICLE VII - SPECIAL AND EXECUTIVE BOARD MEETINGS


Special meetings and Executive Board meetings may be called by the President if a majority of the Executive Board concurs. The purposes of special meetings shall be served by mail, fax, telephone or personal delivery to each member not less than ten days before such special meeting including the time, date and location of the meeting.

Executive Board meetings shall be held at least once a month for the purpose of conducting Association business. Meetings shall be chaired by the President and only elected officers of the Association shall be permitted to vote on issues presented at Board meetings. Executive Board meetings are open to members in good standing, but without comment. There shall be no less than ten (10) Executive Board meetings a year.

The times and places, and dates of Executive Board meetings shall be conveyed to members of the Board by advance notice sent by mail, fax, telephone, or by personal delivery no less than seventy-two (72) hours and no more than thirty (30) days before the time set for the meeting. Association members, with business to bring before the Board, shall contact the Corresponding Secretary at the previous regular monthly meeting or by phone during normal business hours to determine time, date and place of the next Executive Board meeting. Thereafter the member in good standing may attend Board meetings specifically concerned with the member's business before the Board.

A quorum for conducting business at Executive Board meetings shall be no less than three (3) officers. A report of Executive Board meeting prior to a regular monthly meeting shall be included in the Recording Secretary's report or in the President's comments at the regular monthly meetings. Likewise, reports on any special meeting affecting the welfare or interest of the General Membership shall be included at the next regular monthly meeting.


ARTICLE VIII - PROCEDURAL BYLAWS

A. "Roberts Rules of Order, Revised" shall govern the business meeting of the Association, unless "Roberts Rules" conflicts with an explicit section of this Constitution. If so, this Constitution shall prevail.

B. The fiscal year of the CPAAA shall begin on January 1st and end on December 31st of the calendar year.

C. Only members in good standing shall be eligible to vote, nominate officers, or hold office in the CPAAA upon adoption of this Constitution and Bylaws. A members in good standing shall be any graduate of the Citizens' Police Academy program of the New York City Police Department who has paid the required membership dues on or before April 30th of that year (unless April 30th falls on a weekend, in which case dues may be received by close of business on May 1st or 2nd), and who has attended NO LESS THAN FOUR (4) REGULAR MONTHLY MEETINGS IN THE TWELVE (12) MONTHS BETWEEN SEPTEMBER 30TH OF THE PREVIOUS YEAR AND JULY 31ST OF THE CURRENT ELECTION YEAR.

The only exception to the above noted criteria to establish membership in good standing is as follows. In the event of a meeting cancellation, and such cancellation was not announced at the previous meeting and was not announced on the CPAAA hotline by the date of the previous meeting, persons seeking membership in good standing may fulfill their required meeting attendance by attending
three (3) meetings in eleven (11) months since September 30th of the previous year.


D. Elections shall take place at the Annual meeting in September of each year. At the Annual meeting, officers shall be elected and amendments, deletions or modifications to this Constitution will be voted upon in accordance with the Bylaws and procedures outlines herein.


(5)
(9/2003)
E. The order of business at regular meetings shall be:

1. Opening ceremonies which shall include, but not be limited to the following:
a) The Pledge of Allegiance to the flag of the United States of American
b) A moment of silence dedicated to fallen police officers and all victims and causal ties in the war on crime
2. The President's remarks
3. Reading of the Agenda
4. Guest Speaker (if scheduled)
5. Reading of the Minutes
6. Reports of the Committees
7. Reports by Members (precinct activities, events, etc.)
8. Business (finished)
9. Business (new)
10. Good and Welfare
11. Adjournment

The order of business may be suspended, modified, abridged or dispensed with, in whole or in part, upon a motion made by any officer of the Executive Board, or upon a motion made by any member attending, seconded and approved by a simple majority vote of the members present.

At all meetings members will be required to check in with the appropriate attendance representative. Members will vote by a showing of hands, by voice vote or by role call.

F. Written ballots will be used for all elections and when otherwise requested by a two-third (2/3) majority of the members present.

G. NOMINATION AND ELECTION COMMITTEE, Duties of (Adopted September 1999)

There shall be a Nomination and Election Committee appointed as an "ad hoc" committee, once each year in April, for the purpose of accepting nominations for elections and Constitutional Amendments as required for the Annual Voting Meeting in September of that year. Thereafter the Committee will be dissolved. The Committee will be composed of not more than eight (8) members in good standing appointed by the President. These members shall ideally live at least one in each of New York City's Police Patrol Boroughs; however if sufficient volunteers from each Patrol Borough are not found, a member of the Committee may come from, and/or represent any Patrol Borough designated by the President. The members of said Committee shall accept nominations of members qualified to run for office during the months of May, June and July. Additionally, at the regular monthly meetings in May, June and July, nominations of qualified candidates who are members in good standing and have expressed a desire to run for an office may be accepted by the Committee. The Chair of the Committee shall read aloud all candidates deemed to be in good standing who are qualified to run for any expiring office. The Executive Board may also present its recommendations for a candidate, or slate of candidates through the Chair of the Committee during May, June and July. The candidate(s) recommended by the Executive Board, shall not have any more weight in determining election resistless or ballot positions than candidates recommended by the General Membership. All candidates for office must be willing to serve, and if any decline, his/her name shall immediately by withdrawn from consideration by the Chair of the Committee.

H. QUALIFIED CANDIDATE; eligible period and requirements (Adopted, September 1999)

Consistent with Section (C) of this Article, and Section ( C), Article IX, the ten (10) month period(see Note) of September 30th of the previous year and July 31st of the year in which a candidate runs for office shall be considered the "eligible period" during which a candidate must have attended at least FOUR (4) GENERAL MEMBERSHIP MEETINGS, and PAID REQUIRED DUES on or before April 30 of the election year. If April 30th falls on a weekend, dues must be received by close of business May 1st or 2nd.

(6)
(9/2003)

(Note: There is generally no meeting in August and in the month in of September in which the election is held, and, therefore, these months are not considered a part of the "eligible period" for candidates. [Adopted by Executive Board Resolution November 1998]).


I. COMMITTEE DUTIES IN AUGUST AND SEPTEMBER (Adopted: September 1999)

Insofar as there is generally no regular monthly membership meeting of the CPAAA in August for summer recess, it shall be the duty of the Nomination and Election Committee, in August, to prepare written ballots for use during the Annual Meeting in September, to supervise the actual election, count ballots and tabulate results of votes for any amendments, and to present results by the conclusion of the Annual Meeting insofar as all ballots have been received.

J. ABSENTEE BALLOTS (Adopted September 1999)

Absentee ballots will only be issued upon request, if the Chair of the Committee has been notified by the end of the July membership meeting preceding the election. Otherwise, all members wishing to vote, must be members in good standing, and must be present at the Annual Meeting in September to cast a vote. There will be no other exceptions. No member casting an absentee ballot shall be permitted to case a second vote in person if attending the Annual Meeting in September. Absentee ballots must be received at the designated mailing address not later than forty-eight (48) hours prior to the date of the Annual Meeting.


K. NOTICE OF ANNUAL MEETING (Adopted September 1999)

Notice of the Annual Meeting (also known as Annual Voting Meeting) shall be given to all alumni members by the Corresponding Secretary, at least (15) days prior to said meeting.

L. NOTIFICATION OF ELECTION RESULTS

Announcements of newly elected officers shall be given as stated, by the end of the Annual Meeting, if possible, and in the October monthly meeting notice as well as being announced during the October meeting. All other Articles with respect to Election of Officers and procedures shall be consistent with these bylaws.


ARTICLE IX - ELECTION OF OFFICERS

A. Any member in good standing shall have the right to nominate, to vote, to hold office and to serve on committees of the CPAAA. For a member in good standing to be eligible to run for an office, the member must reside, work or own property within the confines of the office they are seeking.

B. Elections for members of the Executive Board shall be held at the Annual meeting of the CPAAA which shall be on the regular meeting held in September.



(7)
(9/2003)











C. A quorum of at least two-thirds of members-in-good-standing is required for elections to take place at the Annual meeting.

D. At the regular monthly meeting in May, the President shall call for volunteers from the membership to create an ad hoc Nomination and Election Committee. This Committee shall be composed of eight (8) members in good standing, one representing each NYPD Patrol Borough of New York City.

This Committee shall submit a slate of all "eligible candidates" [as defined in Article IX, Section A] to fill any office whose term expires in September, November or January. The Chairperson of the Nomination and Election Committee shall take additional nominations from the floor during the June and July meetings. During the month of September, the Committee shall supervise the election. IF, for any reason, the election is to be postponed for good cause, two-thirds (2/3) of the members in good standing present at the meeting, unless the meeting has been postponed, must vote for such postponement of the election.

The Nomination and Election Committee will ensure the preparation, distribution to eligible voters, collection and supervision of the counting of said ballots. Following the tally of ballots (including any absentee ballots) the Committee will announce the results before the conclusion of the meeting at which the election takes place.

Absentee mail ballots will be issued upon written request which must be received by the Chair of the Nomination and Election Committee by the end of the July membership meeting preceding the election. Otherwise, all members-in-good-standing wishing to vote must be present at the Annual Meeting in September to cast a vote. There will be no other exceptions. No member casting an absentee ballot shall be permitted to cast a second vote in person if attending the Annual Meeting in September. Absentee ballots must be received at the designated mailing address not later than forty-eight (48) hours prior to the date of the Annual Meeting.

Notice of the Annual Meeting in September listing all candidates for offices up for election at the September meeting, or notice of pending bylaws revision(s), shall be given to all alumni members
by the Corresponding Secretary at least fifteen (15) days prior to said meeting. At the September meeting all candidates will be given three (3) minutes to present their candidacy to the membership. Also at the September meeting table space for literature will be made available to candidates upon request.

E. Terms of Office: In order to insure continuity of leadership, terms of officers shall be staggered with respect to their elections as follows:

One (1) President 2 year term, starting in September
One (1) Executive Vice President 2 year term, starting in September
Eight (8) Vice Presidents 2 year terms starting in September
Recording Secretary 2 year term starting in September
Corresponding Secretary 2 year term starting in November
Treasurer 2 year term starting in January of the
following year after the annual meeting at
which the President is elected.











(8)
(9/2003)

NOTE: The terms of the President, the Executive Vice President, the Vice Presidents of Brooklyn North and South, Queens North and South, the Corresponding Secretary and the Recording Secretary shall expire in the even numbered years. The terms of the Vice Presidents of Manhattan North and South, the Bronx, Staten Island and the Treasurer shall expire in odd numbered years. The terms of the Parliamentarian and Sergeants at Arms (officers appointed by the President), shall be continued indefinitely or until re-appointed as provided in ARTICLE IV.

The term of office of the Corresponding Secretary begins two month later because of the need to train and transfer materials to his/her successor. The term of the Treasurer starts in January to coincide with the start of CPAAA's fiscal year.


F. All officers shall commence their terms immediately after the conclusion of regular business, and before the opening of business, at the October meeting, with the exceptions of the Corresponding Secretary and the Treasurer who will commence their duties immediately after the conclusion of regular business, and before adjournment at the November and January meetings respectively as noted above. All officers shall confer with their successors to ensure continuity of operations.


G. All Executive Board Officers, Chairpersons, and members of committees are volunteers and shall serve without any monetary remuneration, except that these persons shall be entitled to reimbursements for actual and documented expenses approved by the Executive Board, incurred in the performance of their duties to the Alumni Association.


H. An officer shall be entitled to serve only two (2) consecutive terms in the specific office on the Executive Board. The two-term limit applies only to the specific office that a member is elected to on the board. There is no restriction for a member in good standing to run for election for a different elected position in the organization on the board. Non-consecutive terms are unlimited.


I. If a vacancy occurs during the term of office the following provisions shall be observed: when seven (7) months or less remain in the term, the President, with the approval of at least two-thirds (2/3) of the Executive Board, shall appoint a member-in-good-standing and who is otherwise eligible to hold the vacant office, to fill the remaining months of the vacated term. When more than seven (7) months remain in the term, a special election will be conducted for the balance of the unexpired term. At the next available general meeting after notification of the vacancy, the President will ask for volunteers to constitute an ad hoc election committee, and will call for nominations. Additional nominations will be taken at the next general meeting, after which the election will take place. Notice of the special election will be made available on the CPAAA hotline. Only members-in-good-standing will be eligible to vote in special elections. Members who may have fulfilled their attendance obligation at four (4) meetings since the last roster of members-in-good-standing was published (at the previous May meeting) must initiate their placement on the roster of eligible voters by contacting the membership chair who will verify fulfillment of the attendance and dues payment prior to the election.










(9)


(9/2003)
ARTICLE X - DUTIES OF OFFICERS

1. PRESIDENT

a) Preside at all Executive Board and regular monthly meetings.

b) Cast the deciding vote in case of a tie or to create a tie.

c) Call special and Executive Board meetings; preside at all hearings regarding removals or censures of officers and members.

d) Appoint the Sergeant-at-Arms and Parliamentarian to the Executive Board with the approval of the majority of the general membership present when such appointments are made.

e) Appoint Chairpersons of all committees and the full membership of volunteers to the Nominating and Election Committee.

f) Co-sign checks and other official correspondence and documents together with the Treasurer and other Executive Board officers.

g) Be the official principal officer of any not-for-profit corporation formed in connection with the Alumni Association and have supervision and control of all business affairs of said corporation.

h) Have all such powers as may reasonably be construed as belonging the Chief Executive of this Association and/or corporation.

i) To uphold, protect and defend the image, purpose and functioning of the Citizens' Police Academy Alumni Association in an honorable manner to the best of his/her abilities.

2. EXECUTIVE VICE PRESIDENT (Adopted September 1999)

To assist and support the President as Executive Officer and to perform all the duties in the absence of the President, or because of the President's inability to perform the duties of that Office, including, but not limited to, presiding over General, Special and Executive Board meetings, countersigning financial instruments, documents and correspondence at the request of the Treasurer and Secretaries. To serve as the President's liaison with all Committees, and to oversee the Executive Board as requested by the President. To investigate complaints and adjudicate grievances at the request of the President, to submit reports, as are deemed necessary, to the President, the Executive Board and the General Membership. To possess a working knowledge of the day to day operations of the Association, and have access to information needed to carry on the business of the Association. To take full responsibility for upholding and defending the goals, image and purposes for which the CPAAA was established. To have an independent vote at the Executive Board and General Membership meetings. To discharge the powers and duties of Executive Vice President in an honorable and professional manner.







(10)


(9/2003)

3. VICE PRESIDENTS (8)

a) To assist and perform all necessary duties in support of the President or Executive VP.

b) One Vice President to preside at meetings in the absence of the President and Executive VP.

c) To oversee all committees and committee Chairpersons as appointed by the President.

d) To perform the duties of the Executive VP in the event of his/her inability or refusal to act.

4. TREASURER

a) To act as Chief Financial Officer of the Association and any no-for-profit corporation therewith.

b) Keep a true recording of all financial matters.

c) Prepare a financial report and accounting to be read at regular monthly meetings and Executive Board.

d) Open and maintain all necessary bank accounts and be financially and fiscally responsible for these at a bank approved by the Executive Board.

e) Be a member of any fund-raising ad/or finance committees.

f) Co-sign checks with the Chairperson as well as other finance-related correspondence and documents required by the Executive Board.

g) Collect members' dues, contributions, or grant monies and keep accurate records of said payments.

h) Submit proposed financial initiatives such as investment programs, group insurance, travel and health plans, or fund-raising programs to the Executive Board for presentation to the general membership.

i) Make available, at reasonable times, places, and locations, a copy of the latest written financial report for inspection by any member in good standing.

5. RECORDING SECRETARY

a) Keep a record of all resolutions and proceedings at meetings of the general membership, Executive Board, special meetings, and disciplinary meetings such as removals or censures.









(11)


(9/2003)




b) At regular monthly meetings, read the minutes of the previous meeting, any significant updates, and keep a file of said minutes for inspection by any member in good standing.

c) Keep a record of attendance and determine who is a member in good standing using these records in accordance with Article IX (c).

d) Co-sign checks issues in the name of the Alumni Association with the President, Treasurer, or other Executive Board members as is necessary for the good order of the Association.

6. CORRESPONDING SECRETARY

a) Be responsible for all Association and Executive Board correspondence including, but not limited to, announcements, meeting notices, position papers, fax and telephone communications, and any other Association correspondence.

b) In the absence of the Recording Secretary, read the minutes of the previous meeting and any updates at regular monthly meetings.

c) Keep attendance records and take minutes in the absence of the Recording Secretary.

d) Act as liaison with the Citizens' Police Academy Advisor or other representatives at Police Headquarters with respect to meetings, advisories, mailing list distributions, training suggestions, and participation of the Alumni Association in police programs.

e) Perform other duties as may be delegated and work closely with the Recording Secretary in areas of mutual concern to the membership.

7. SERGEANT-AT-ARMS - appointed by the President, approved by the general membership

a) Maintain order and decorum at all regular monthly meetings of the Alumni Association.

b) Assist the presiding officer in other ways as may be directed.

c) Physically receive written ballots from the floor at elections and deliver them to the chairperson of the Nomination and Election Committee, the Recording Secretary, or any other officer of the Association as the chairperson may direct to count said ballots.

d) Assist in the taking of attendance and substantiating that all persons attending are either members or guests of the Association.













(12)
(9/2003)



8. PARLIAMENTARIAN - appointed by the President, approved by the general membership

a) Possess a copy of "Robert's Rules of Order, Revised" and a current copy of the Constitution and Bylaws.

b) Be familiar with the documents listed in (a), general parliamentary procedures, and order of regular monthly meetings, and implement and rule on the correctness for the good order of the meetings.

c) Act as protocol officer with respect to ceremonial functions, displays of the American Flag and other flags used in displays.

d) Act as liaison with other officers of the Executive Board with regard to guest speakers, dignitaries, and correct forms of address and titles used in person and in correspondence of the Association.

ARTICLE XI - DUTIES OF EXECUTIVE BOARD

a) To oversee all operations of the Alumni Association.

b) To present policy decisions to the general membership.

c) To outline programs and plans for the Association

d) Coordinate overall committee activities.

e) Assist the President in filling vacancies out outlines in Article IX.

f) Follow-up on grievances presented to the Executive Board as specified in Article XII.

g) Present recommendations to officials of the city, state, or to officials of the federal government, the Police Department of the City of New York, the Police Academy, the Deputy Commissioner of Training, or to community organizations with intent to promote better police service, implement improved training, or to improve the administration of arrest, prosecution, and justice in New York.

Such official recommendations shall occur only after approval by the general membership. This official recommendation shall be presented in writing at the regular monthly meeting for approval by majority vote by the general membership.

Nothing in this section is intended to preclude other communications of an informal or emergency nature by any member with any of the previously mentioned officials or organizations.













(13)
(9/2003)

h) Develop and supervise special projects approved by the members. (Membership in the CPAAA does not preclude any person from being involved in any special project). Any special project will have a member of the Executive Board, designated by the President, to be coordinator of the special project or the President may call for the establishment of an ad hoc committee to supervise the special project.

i) The Executive Board may establish a panel of advisors consisting of experts or distinguished persons in a particular field. These experts may be called upon to give insight and guidance in their area of expertise. Such advisors may be designated as honorary members of the CPAAA, but may not vote, hold office, or nominate officers. Advisors will normally not be compensated and act purely voluntarily, unless compensation is specifically approved by the Executive Board.

j) The Executive Board may authorize the spending of up to and including one hundred dollars ($100) without prior approval of the general membership, provided that sufficient funds remain for the ordinary expenses of operation as determined by the Treasurer. Justification for spending of all funds must be presented in the next report of the Alumni Association.

k) The Executive Board may cause to be created a not-for-profit corporation for the Citizens' Police Academy Alumni Association, pursuant to the laws of the State of New York. Such corporation shall be managed by at least three (3) officers or directors each of whom is at least nineteen (19) years of age.

l) The Executive Board may receive resignations at any time by any member or officers of the Association. The resignation shall be accepted by the President or Recording Secretary, stating the reasons for the resignation. Such resignation shall take effect immediately and the acceptance of such resignation shall not be necessary to make it effective. In cases such as resignation or removal, the Executive Board is authorized to follow applicable procedures as outlined in Sections

m) The Executive Board and the CPAAA as an organization is hereby prohibited from endorsing any political party, organization or candidate for public office. Further, the Alumni Association shall remain neutral on intra-police political matters. These prohibitions, however, shall not in any way prevent the CPAAA from otherwise honoring, publicizing or crediting any public official or individual for outstanding service or achievement with respect to crime detection, prevention, prosecution, judicial conduct, or victim's rights. Likewise, the Executive Board may be vocal in its condemnation of individuals or institutions whose inaction or lack


ARTICLE XII - GRIEVANCES, REMOVALS & CENSURES

A grievance or complaint is described as an allegation of a violation of the Association's Constitution and Bylaws or of misconduct or conduct detrimental to the image, goals, and purposes of the Alumni Association on the part of any officer or member. Only members-in-good-standing as defined in Article VIII, Section (C) shall be permitted to file grievances.

If a member believes there is a grievance regarding the organization, the member should submit the grievance in writing to the Grievance Committee. No copy of the grievance is to be given to any other individual on the board or in the membership, nor should a copy of the charges be given to anyone outside the organization. The Grievance Committee will send out a form letter to the complainant indicating receipt of the grievance and assigning the complaint a case number.

If the grievance Committee, after review and investigation, if necessary, determines that the grievance is justified, the Grievance Committee will then bring the grievance before the board. The Grievance Committee will advise the board of the


(14)
(9/2003)


charges that the Committee has determined to be justified and the Committee's recommended action. The Board will vote on the recommendations and the membership will be advised at the next general meeting following the board meeting. In addition, a letter will be sent to the member who submitted the grievance on the day after the board meeting. The letter will indicate the board's actions. If, however, the Grievance Committee determines that the grievance is not justified the Committee will so notify the complainant in writing. Any grievance determined by the Committee not to be justified will not be brought to the board or to the general membership.

The Grievance Committee will maintain written records of all grievances submitted, the disposition of the Committee's deliberations and any correspondence related to grievances.

The Executive Board may effect removals or censures of any officer or member whose conduct is detrimental to the goals or image of the CPAAA. These actions may flow from the grievance process, or from actions or conduct made known to the Executive Board. Two-thirds (2/3) or more of the Executive Board is required and the following procedures must be observed.


1. Notice must be served in writing, by certified mail, to the member or officer in question requesting him/her to appear before the Executive Board and show cause why he/she should not be removed.
2. The member or officer shall receive a statement of reason why his/her conduct may be just cause for removal.
3. An opportunity to resolve the offending conduct must be granted to the officer or member for a ninety (90) day period of probation.
4. Absent any change in said offending or detrimental conduct by the officer or member, the Board must bring the matter to the attention of the general membership at the next regular meeting at which time a majority vote of the members present shall cause the following actions to be taken: a) removal from position and/or membership or b) censure as the membership deems appropriate.

Reinstatement of any member may not be undertaken for a minimum of six (6) months after expulsion or removal, and then only by a majority vote of both the Executive Board and the General Membership. No officer, once expelled or removed from office, may be restored to that office upon reinstatement.



ARTICLE XIII - REVISIONS AND AMENDMENTS


It being the intention of this organization, at all times, to remain lawful, if any provision of the Constitution and Bylaws be void, unenforceable, or deemed contradictory to law, then the offending portion of this document shall be excised as soon as is practicable by notice to the general membership and the remaining part of this Constitution and Bylaws shall remain in full force and effect with the excised portion deleted.

The Constitution and Bylaws may be adopted, amended, modified or repealed by the general membership at any time as they are entitled to vote in any election for officers of the Executive Board.



(15)

(9/2003)



Proposed revisions, modifications, amendments or repeals shall be submitted in writing to the President and the Recording Secretary. Due notice of the proposed revision, modifications, amendments or repeal shall be distributed in three (3) consecutive meetings and discussed as "New Business: at said meetings by the general membership. At the following meeting, the proposed change(s) may be adopted upon approval of two-thirds (2/3) of the members in good standing voting in person or by absentee ballot provided that a quorum has been constituted.


After adoption of revision (s), modification(s) amendment(s) or repeal, the Recording Secretary and the Corresponding Secretary shall record the adopted changes and have a concise statement of the change (s) available to the members at the next regular meeting.













































(16)

(9/2003)