FLOWER MOUND CITIZEN POLICE ACADEMY ALUMNI ASSOCIATION BY-LAWS

ARTICLE I. ORGANIZATION

SECTION 1. NAME
The name of this organization shall be FLOWER MOUND CITIZEN POLICE ACADEMY ALUMNI ASSOCIATION, also known as FMCPAAA, and hereinafter referred to as the Association.

SECTION 2. FISCAL YEAR

A. The fiscal year of the Association shall begin January 1 and end December 31.

B. The first general membership meeting of the fiscal year shall hereinafter be referred to as the Annual meeting.

SECTION 3. PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Association to the extent that they are applicable and do not conflict with these Bylaws.

ARTICLE II. PURPOSE

ARTICLE III. MEMBERS AND DUES

SECTION 1. ELIGIBILITY

A. Membership shall be available to any person who is a graduate of the Flower Mound Citizen Police Academy.

B. No person shall be denied membership in this organization because of race, religion, sex, or ethnic background.

SECTION 2. DUES
A member in good standing, hereinafter referred to as an active member, shall be a person who pays dues annually. Annual dues will be collected in January of each year. Upon graduating from the Citizen Police Academy, individuals who wish to join the Association shall pay dues on a prorated basis in their Graduation year only. Those joining in subsequent years shall pay a full year's dues.

SECTION 3. CONDUCT

A. No member shall promote or represent themselves on behalf of this association for personal, political, or financial gain.

B. By a two-thirds vote of the membership a member may be removed for failure to perform duties, criminal misconduct or unethical behavior.

SECTION 4. RESIGNATION
Any member may resign by filing a written resignation with FMCPAAA Executive board.

SECTION 5. TERMINATION
The Executive Board, after an appropriate hearing and an affirmative vote of two-thirds (2/3) of the Executive Board members, may censure, suspend or terminate an active member for cause. Refer to SECTION 3 for probable causes.

SECTION 6. PROPERTY
Upon termination or resignation of membership, the former member shall return all property belonging to the Association to an Executive Board member.

SECTION 7. REINSTATEMENT
Reinstatement of membership may be made by written request by former member and submitted to the Secretary. The Executive Board may reinstate such former member to membership by an affirmative vote of two-thirds (2/3) of the Executive Board members.

ARTICLE IV. OFFICERS AND ELECTIONS

SECTION 1. ELIGIBILITY
Each officer shall be an active member of the Association.

SECTION 2. OFFICERS
The officers of the Association shall be President, Vice President, Secretary, Treasurer, Historian and Parliamentarian.

SECTION 3. ELECTIONS

A. Officers, with the exception of the Historian and Parliamentarian, shall be elected by ballot in the month of November and elections shall be held in even calendar years.

B. Following the elections, officers shall assume their official duties effective January 1 and shall serve a term of two (2) years or until their successors are elected. An officer can serve no more than two (2) consecutive terms in the same position.

C. The Election Committee is responsible for distributing the most current slate of nominees to each of the active members prior to the November general membership meeting. Email may be used to distribute this slate of nominees.

D. The President does not serve as an Election Committee member.

SECTION 4. ELECTION COMMITTEE

A. There shall be an Election Committee appointed by simple majority approval of the Executive Board at least two (2) months prior to the election of officers. The Election Committee shall be composed of three (3) active members. One (1) alternate shall be appointed to serve in the event one of the Election Committee members is unable to serve. The Election Committee shall elect its own chairman immediately following the appointment of the Election Committee members.

B. The Election Committee shall prepare a slate of nominees from the active members willing to serve, and present this slate to the active members at the October general membership meeting. Additional nominations may be made from the floor at this October general membership meeting.

C. The Election Committee is responsible for distributing the most current slate of nominees to each of the active members prior to the November general membership meeting. Email may be used to distribute this slate of nominees.

D. The President does not serve as an Election Committee member.

SECTION 5. VACANCIES

A. A vacancy occurring in any elected office shall be filled for the unexpired term by an active member appointed by simple majority approval of the Executive Board. At least one week's prior notice of the pending appointment shall be given to the active members by the President.

B. In case a vacancy occurs in the office of President, the Vice President shall give notice of the pending appointment.

SECTION 6. REASON TO REMOVE
By an affirmative vote of two-thirds (2/3) of the Executive Board, an officer or chairman may be removed from office for failure to perform duties, criminal misconduct or unethical behavior.

ARTICLE V. DUTIES OF OFFICERS

SECTION 1. PRESIDENT

A. Coordinate the work of the officers and committees of the Association in order that the objectives may be accomplished.

B. Confirm that a quorum is present before conducting any business at all Executive Board and general membership meetings of the Association.

C. Preside at all Executive Board and general membership meetings of the Association or notify the officer next in line to preside in accordance with the Standing Rules.

D. Appoint the Historian and Parliamentarian for a two (2) year term subject to a simple majority approval of the newly elected officers.

E. With the exception of the Election Committee chairman (refer to Article IV. Officers and Elections, Section 4.A), appoint chairmen of standing and special committees subject to a simple majority approval of the Executive Board.

F. Be authorized to sign on the Association's bank accounts.

G. Represent the Association at the CPAANT (Citizen Police Academy Alumni of North Texas) meetings or appoint another active member as representative in his/her absence.

H. Be a member ex officio of all committees except the Election Committee and Audit Committee.

I. At the end of the fiscal year, prepare the President's year end report to be presented at the Annual meeting.

SECTION 2. VICE PRESIDENT

A. Be the aide to the President.

B. Attend all Executive Board and general membership meetings of the Association or notify an Executive Board member if not able to attend.

C. Preside in the absence of the President.

D. Be authorized to sign on the Association's bank accounts.

E. At the end of the fiscal year, prepare the Vice President's year end report to be presented at the Annual meeting.

F. Perform other duties as assigned by the President.

SECTION 3. SECRETARY

A. Attend all Executive Board and general membership meetings of the Association or notify the President who shall appoint an active member present to perform the duties of Secretary.

B. At each general membership meeting of the Association, advise the President when a quorum is reached.

C. Record the minutes of all Executive Board and general membership meetings of the Association.

D. Have a current copy of the Bylaws.

E. Have a current copy of the active membership list.

F. Be authorized to sign on the Association's bank accounts.

G. At the end of the fiscal year, prepare the Secretary's year end report to be presented at the Annual meeting.

H. Perform other duties as assigned by the President.

SECTION 4. TREASURER

A. Attend all Executive Board and general membership meetings of the Association or notify an Executive Board member to present the Treasurer's report.

B. Have custody of all the funds of the Association.

C. Keep books of account and records including bank statements, receipts, budgets, invoices and paid receipts for five years.

D. Receive membership dues and maintain the active member list.

E. Be authorized to sign on the Association's bank accounts.

F. Make disbursements in accordance with the budget adopted by the Association.

G. Present a financial statement at general membership meetings, Executive Board meetings and at other times when requested by the Association or Executive Board.

H. Submit books to the Audit Committee as requested.

I. Maintain 501(c)(3) status for the Association and file all necessary forms in a timely matter.

J. Send a copy of the amended Bylaws document to the IRS if changes are made as required by IRS Letter 1045.

K. File an annual tax report and pay all taxes for the Association, meeting all requirements of the IRS.

L. Ensure compliance with the rules and regulations of all government entities as required.

M. At the end of the fiscal year, prepare the Treasurer's year end report to be presented at the Annual meeting.

N. Perform other duties as assigned by the President.

SECTION 5. HISTORIAN

A. Attend all Executive Board and general membership meetings of the Association or notify an Executive Board member if not able to attend.

B. Act as custodian of all records and materials pertinent to the history of the Association.

C. Compile and keep a record of events and activities to be presented as the official history to the Association.

D. At the end of the fiscal year, prepare the Historian's year end report to be presented at the Annual meeting.

E. Perform other duties as assigned by the President.

SECTION 6. PARLIAMENTARIAN

A. Attend all Executive Board and general membership meetings of the Association or notify the President who will appoint an Executive Board member present to perform the duties of Parliamentarian.

B. Advise on matters of parliamentary procedure when requested.

C. At the end of the fiscal year, prepare the Parliamentarian's year end report to be presented at the Annual meeting.

D. Perform other duties as assigned by the President.

ARTICLE VI. EXECUTIVE BOARD

SECTION 1. MEMBERS OF THE EXECUTIVE BOARD
The Executive Board shall consist of the elected and appointed officers of the Association.

SECTION 2. DUTIES OF THE EXECUTIVE BOARD

A. Transact and direct all business of the Association.

B. Create standing and special committees as it may deem necessary to promote the objectives of the Association.

C. Unless otherwise stated in the Bylaws, all appointments and approvals by the Executive Board are by a simple majority.

D. Appoint an Audit Committee consisting of not less than three (3) active members, who are not authorized signers for the Association's bank accounts, at least thirty (30) days prior to the second scheduled general membership meeting of the fiscal year, to audit the Treasurer's accounts from the previous fiscal year.

E. Prepare and submit an annual budget for the fiscal year to the Association for adoption.

F. Approve bills within the limits of the budget.

G. Fill vacancies of officers and chairmen.

H. Designate a representative of the Association to attend other Citizen Police Academy Alumni Association meetings and conventions at the local, state, and national levels as deemed appropriate.

SECTION 3. EXECUTIVE BOARD MEETINGS

A. Regular meetings of the Executive Board shall be held prior to each general membership meeting of the Association, the day and time to be established by the Executive Board at its first meeting of the fiscal year, this first Executive Board meeting being called by the President.

B. A simple majority of the Executive Board members shall constitute a quorum.

C. Special meetings of the Executive Board may be called by the President or by a simple majority of the Executive Board members, a minimum of two (2) days notice being given.

D. Any Executive Board member may invite one of the standing or special committee chairmen or any other active member of the Association to attend an Executive Board meeting.

E. Any active member can request to attend an Executive Board meeting, this request being made to any Executive Board member.

F. The President can call a closed meeting of the Executive Board. Unless otherwise stated by the President, an Executive Board meeting will be considered open to active members by invitation or request.

ARTICLE VII. GENERAL MEMBERSHIP MEETINGS

SECTION 1. GENERAL MEMBERSHIP MEETING SCHEDULE

A. General membership meetings shall occur at least quarterly per fiscal year. In even calendar years, meetings must be scheduled in October and November to accommodate the election process. The time, date and frequency of the general membership meetings shall be established by the Executive Board. Five (5) days notice shall be given to the active members if change of date and time is needed.

B. Special meetings of the Association may be called by the President or by a simple majority of the Executive Board, a minimum of two (2) days notice having been given to the active members.

C. The election of officers shall be conducted at the meeting in November in the even calendar years.

D. At the Annual meeting, each Executive Board member from the previous year shall present their year end report.

SECTION 2. QUORUM
The presence of not less than ten percent (10%) of the active members shall constitute a quorum and shall be necessary to conduct the business of the Association.

ARTICLE VIII. VOTING

SECTION 1. GENERAL MEMBERSHIP VOTING REQUIREMENTS

A. Each active member shall have one (1) vote in matters before the membership.

B. With the exception of the meeting for the election of officers, active members must be present to cast their vote.

C. There shall be no proxy votes.

SECTION 2. ELECTION OF OFFICERS VOTING REQUIREMENTS

A. Voting by email will be allowed so active members who cannot attend the meeting for the election of officers will be able to cast their vote.

B. Write-in candidates can be submitted by active members present as well as by active members voting by email.

C. In the event an email vote has been cast and the active member is in attendance at the meeting for the election of officers, the vote at the meeting will supersede the email vote.

ARTICLE IX. LIAISON

An appointee of the FMPD shall act as a liaison between the Association and the FMPD. The Liaison is invited to attend all Association meetings and to advise any Association committees, but is not eligible for Association membership.

ARTICLE X. AMENDMENTS

These Bylaws may be amended at any general membership meeting of the Association, provided a quorum is present, by an affirmative vote of two-thirds (2/3) of the active members present and voting. Notice of the proposed amendment(s) shall have been given at the previous general membership meeting.