SCPAAA Bylaws
ARTICLE I – NAME AND TYPE OF ORGANIZATION
The name of this organization shall be the Sherwood Citizens Police Academy Alumni Association, hereinafter referred to in these bylaws as SCPAAA. The SCPAAA shall be located in the City of Sherwood, County of Pulaski, and State of Arkansas. The organization shall be incorporated as a non-profit organization under the laws of the State of Arkansas and shall maintain its status as a nonprofit organization in accordance with the guidelines established by the U.S. Department of the Treasury, Internal Revenue Service. SCPAAA shall operate as a tax-exempt charitable organization pursuant to §501(c)(3) of the Internal Revenue Service code, and any provision of the bylaws inconsistent with that status shall be void and of no effect. The fiscal year shall be a calendar year, January 1 through December 31.
a. Said organization is organized exclusively for charitable, religious, education, and scientific purposes, including for such purposes, the making distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code.
b. Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
ARTICLE II – PURPOSE AND MISSION STATEMENTS
The purpose of SCPAAA is to bring academy graduates and others together to promote and enhance community relations between the Sherwood Police Department and businesses and citizens in all phases of law enforcement. Its mission is to provide continuing education, increase community involvement, improve crime prevention awareness, and to assist and support the Sherwood Police Department when called upon. As graduates of the Sherwood Citizens Police Academy and as members of the SCPAAA, we are dedicated to improving the quality of life in the City of Sherwood by supporting our police department and its interactions with businesses, citizens and other organizations. Our mission will be achieved through education, service, volunteerism, fundraising, community involvement, and encouraging others to attend the Sherwood Citizens Police Academy training.
ARTICLE III – MEMBERSHIP AND VOTING RIGHTS
Section 1. Membership. The SCPAAA shall have four (4) types of membership. The designation of each type and qualifications for each shall be as follows:
1) Regular members shall be graduates of the Sherwood Citizens Police Academy in good standing. Regular membership dues are $20.00 annually; payable January 1st. If a graduate joins SCPAAA after June 30th, dues shall be prorated to $10.00. Regular members who are current in payment of annual dues are eligible to vote on matters coming before the SCPAAA. Voting members shall have the right to cast one vote for the election of the officers for the Board of Directors or any issue brought before the membership.
2) Associate members shall be verified eligible to attend the Sherwood Citizens Police Academy. Associate membership dues are $10.00 annually; payable January 1st. Associate members cannot hold office and will not have voting rights. Associate members will be encouraged to attend the academy.
3) Honorary members shall be any person nominated by a member of SCPAAA and approved by a majority of the membership at a general membership meeting. Honorary members pay no dues, cannot hold office, and will not have voting rights.
4) Business memberships shall be available to any business that believes in our purpose and supports our mission. Business membership has no voting rights. There are three (3) levels of business membership:
a. Gold level membership, with annual dues of $150.00.
b. Silver level membership, with annual dues of $120.00.
c. Bronze level membership, with annual dues of $80.00.
Section 2. Responsibilities of Members – Members of SCPAAA shall conduct business in a professional and ethical manner, upholding the principles and bylaws of the SCPAAA at all times. Members shall actively support the SCPAAA through attendance at meetings, voicing opinions, voting, and promptly paying membership dues. Members may serve on committees and perform other duties as charged by the Officers, Board of Directors, or membership of the SCPAAA.
Section 3. Membership Termination – A member may resign from the SCPAAA by submitting a written resignation. A member will lose membership in the SCPAAA upon failing to pay annual membership dues or to meet any other requirements agreed upon by the membership, unless the Board of Directors determines that such members are not required to pay annual membership dues or complete the agreed upon requirements.
Section 4. Reinstatement – A member terminated due to nonpayment of dues or other monetary obligations shall be reinstated upon payment of the unpaid obligations to the SCPAAA. A member who has forfeited all rights and privileges of membership must reapply for membership.
ARTICLE IV – BOARD OF DIRECTORS
Section 1. Authority
The business of the SCPAAA shall be managed by the Board of Directors. Board members shall receive no compensation for their services. The SCPAAA shall not be operated for pecuniary gain or profit. The Board of Directors may propose policies, rules and regulations, and standard operating procedures for adoption by the general membership. All of these positions shall report to the membership as directed by the President.
Section 2. Officers
The officers of the SCPAAA shall be: President, First Vice President, Second Vice President, Third Vice President, Recording Secretary, Corresponding Secretary, Treasurer, Parliamentarian, and Chaplain. The President may appoint a Parliamentarian and a Chaplain.
Section 3. The Executive Committee shall have authority to transact any necessary business between Board of Directors’ regular meetings. The President, Second Vice President, Recording Secretary, and Treasurer, together with the Past President, form the Executive Committee. The Executive Committee shall keep a record of its proceedings, and their actions shall be ratified by the full Board of Directors at their next regular meeting.
Section 4. Duties of Officers and Committees
The President shall preside at all meetings, and shall appoint Standing Committee Chairmen with the ratification of the Executive Committee.
4.1 The First Vice President shall serve as Program Committee Chair, and shall fulfill other duties as assigned by the President. The First Vice President shall perform the duties of the President in the absence of the President.
4.2 The Second Vice President shall serve as Finance/Audit Committee Chair, and shall be responsible for the fund raising activities and for organizing and overseeing a committee to facilitate all fund raising programs and activities. The Second Vice President shall perform the duties of the President in the absence of the President and the First Vice President.
4.3 The Third Vice President shall serve as Membership Committee Chair, shall form a committee to facilitate the recruitment of new members; the delivery of dues collected to the Treasurer, and shall assist with the accurate maintenance of a current membership roster. The Third Vice President shall perform the duties of the President in the absence of the President, the First Vice President and the Second Vice President.
4.4 The Recording Secretary shall keep an accurate record of all meetings bound in a permanent record book. These records shall be open to any member for review. He/she shall present these at all meetings in a form directed by the President.
4.5 The Corresponding Secretary shall be the public information resource for the SCPAAA. He/she shall be responsible for general membership communications and for providing information for updating the SCPAAA web site.
4.6 The Treasurer shall receive and be custodian of all bills and revenues upon authorization by vote of the general membership and approval by the Board. The Treasurer shall keep an account of all funds received and disbursed by him/her, and shall prepare and present a financial report at general membership meetings and as required by the President. Any member expecting reimbursement for expenses over $100.00 must have prior approval of the Treasurer and the Board. The Treasurer shall see that any member’s request for reimbursement of expenditures for SCPAAA business over $100.00 will have Board approval before disbursement. The Treasurer shall keep a current roster of the membership of the organization and shall send out notices of dues each November for the upcoming year. The Treasurer shall have financial statements available upon request, and in printed form quarterly, and available at all general membership meetings.
Section 5. Standing Committees
The Board of Directors may create committees to perform necessary functions. These committees may be created combined, or dissolved as deemed necessary by the Board. Any regular or associate member may volunteer or be asked to serve on any committee. These Standing Committees may include, but are not limited to:
• Program Committee
• Membership Committee
• Newsletter Committee
• Nominating Committee
• Bylaws Committee
• Public Relations Committee
• Finance/Audit Committee
Section 6. Budget
The Board of Directors shall discuss and set the budget for each year at the January Board Meeting. The SCPAAA shall provide for an annual audit of the records and accounts by three (3) designated persons to be chosen by the Board of Directors.
Section 7. Attendance
Any Board Member who has been absent without excuse from three consecutive regular meetings of the board, commission or committee on which such member serves, shall be removed from office. A vacancy shall be declared to exist and the President shall make an appointment to fill the vacancy with Board approval, and the person filling the vacant position shall serve the remainder of the predecessor’s term.
Section 8. Term of Office
The term of office for the officers and chairmen shall be one (1) year.
ARTICLE V – MEETINGS
Section 1. General Membership Meetings shall be held on the first Tuesday of each month at 6:30 p.m., unless otherwise ordered by the Board of Directors. The usual location of general membership meetings shall be the Sherwood Council Chambers, 2199 East Kiehl Avenue, Sherwood, AR 72120.
Section 2. Special Meetings shall be held at the call of the President, or upon request of four (4) members of the Board of Directors. The purpose of the meeting shall be stated in the call, and no other business shall be transacted.
Section 3. Regular Board of Directors’ Meetings shall be held prior to the general membership meetings at such time and place as determined by the President.
ARTICLE VI – QUORUM
A Quorum for General Membership Meetings shall be those regular members in good standing present at a duly noticed membership meeting, provided that a majority of Board of Directors is also present. A quorum for Board of Directors Meetings and Executive Committee Meetings shall be a majority of that body. If less than a majority of the Board of Directors or Executive Committee is present at a duly noticed meeting, a majority of those present may adjourn the meeting without further notice.
ARTICLE VII – DUES
Membership dues shall be set by a majority vote of the Board of Directors (see membership section for current dues amounts). A majority vote by those present will constitute approval, and the change shall take effect with the next regular dues period. Dues shall be payable January 1st of each year. If a graduate joins after June 30th, dues shall be prorated to one half.
ARTICLE VIII – NOMINATIONS & ELECTIONS
A Nominating Committee of not less than three (3) members may be appointed by the President in October of each year. This committee shall select a slate of candidates for the Board of Directors. The nominating committee shall submit the slate of candidates to the voting membership at the November general membership meeting. The slate of candidates may be supplemented by nominations from the floor. The resulting slate will be furnished to the membership for a vote. An Election Committee of not less than three (3) members may be appointed by the President. This committee shall provide all election materials and shall act as tellers for the election at the November meeting. The Board of Directors may perform these duties in lieu of the appointment of this committee. Annual elections shall be held at the November general membership meeting. When there is only one candidate for an office, the election may be by voice vote. Written ballots will be used for contested offices. A majority vote shall elect the officers. Ceremonial installation of officers will take place at the December general membership meeting with the term of office beginning January 1st of the new year.
ARTICLE IX – PARLIAMENTARY AUTHORITY
The most current revision of Roberts Rules of Order shall govern all proceedings, except where inconsistent with the provisions of the bylaws of this organization.
ARTICLE X – AMENDMENTS TO BYLAWS
Any member may propose amendments to the Bylaws. All proposed amendments to the bylaws shall be submitted to the Board of Directors for study and recommendation. All proposed amendments shall be presented in writing or electronically to the active members of record at least thirty (30) days prior to the date of an annual or other general membership meeting. The bylaws may be altered, amended or repealed and new bylaws may be adopted by the affirmative vote of a 2/3 majority vote of the regular members present at a duly noticed General Membership meeting, provided that the initial Bylaws adopted by the Society shall be in effect until such alterations may occur. Amendments to the Bylaws will become effective immediately after the votes are tallied and the Board of Directors announces the results.
Additionally, a special meeting of the General Membership may be called by the President for the purpose of amending the bylaws. A Bylaws Revision Committee may be appointed by the President biannually. This committee should consist of at least three (3) regular members. The goal of this committee is to assess the current bylaws and write and propose pertinent revisions to the Board of Directors. Proposed amendments to the bylaws shall be made in writing to the Bylaws Revision Committee. All bylaws amendments approved by the Board of Directors shall be supplied to the General Membership in written form. The General Membership will vote on the proposed bylaws at one of the regularly held general membership meetings. Approved amendments will take effect immediately upon passage.
ARTICLE XI – INDEMNIFICATION
There shall be no liability on the part of any Director, Officer, or member of the SCPAAA for any of its debts or obligations, either contractual or otherwise. Each current and past member of the Board of Directors and Executive Officer of the Society shall be indemnified by the Society against all costs and expenses reasonably incurred by or imposed upon him/her in connection with the defense of any action, suit or proceeding to which he/she is made a party by reason of being or having been a Director, Officer, or member, except in relations to matters as to which he/she shall be adjudged in such action, suit or proceeding to be liable for wanton negligence or willful misconduct in the performance of duty.
ARTICLE XII – DISSOLUTION
In the event of dissolution of the SCPAAA, no Members, Officer, or Directors shall have any vested right, intern or privilege of, in or to the assets, functions, affairs, funds, or franchise; and all funds or other assets remaining after payment of all costs and expenses of such dissolution shall be distributed for one or more exempt purposes within the meaning of Sections 501(c)(3) of the Internal Revenue Code, or corresponding section of future federal tax code; as listed in in Article I, section (b).
1st reading of bylaws: Oct. 4, 2007
2nd reading of bylaws Nov. 1, 2007
3rd reading of bylaws Dec. 4, 2007
Bylaws approved: December 4, 2007
Bylaws amendments approved: February 20, 2009
