FLOWER MOUND CITIZEN POLICE ACADEMY ALUMNI ASSOCIATION STANDING RULES

I. Organization

A. The Flower Mound Citizen Police Academy Alumni Association, also known as the FMCPAAA, is hereinafter referred to as the Association.

B. The Bylaws of the Association govern the definition of terms used in these Standing Rules and in the event there may be a conflict between the Standing Rules and the Bylaws, the Bylaws take precedence.

II. Dues

A. Annual dues shall be $20.00 (twenty dollars) per person.

B. For an individual joining in their Graduation year from the Citizen Police Academy, prorated dues are $8 plus $1 for each month left in the calendar year. For example, if an individual joins in June, dues would be $8 plus $7 for the remaining months of June through December.

III. Expenditures

A. All checks issued by the Association require the signature of two (2) authorized signers on the Association's bank accounts.

B. If funds permit, the Association shall pay the expenses of the active member(s) designated as representative(s) to attend other Citizen Police Academy Alumni Association meetings and conventions at the local, state, and national levels. Expenses to be paid shall be one or more of the following to be determined by simple majority approval of the Executive Board:

1. Registration fee.

2. Mileage: 45 cents per mile with a minimum of 40 miles round trip or airfare and transportation if less than mileage.

3. Hotel room (including related parking fees) at published convention/seminar rate, double occupancy.

4. Meals not to exceed $30 per person per day.

5. Other expenses not listed above that may be deemed appropriate for the event.

C. Fees incurred, due to a returned check, shall be paid by the person(s) who submitted the check.

D. The Association shall not reimburse for sales tax paid on purchases for which the Association is sales tax exempt.

IV. Officers

A. President

1. Responsible for the duties as stated in the Bylaws.
2. Responsible for ensuring there is an agenda for both the Executive Board meetings and the general membership meetings.
3. Responsible for providing guidance and direction to the Volunteer Coordinator.

B. Vice President(s)¹

1. Responsible for the duties as stated in the Bylaws.
2. Responsible for the Softball Committee and ensuring a chairman is approved by the Executive Board as stated in the Bylaws. Keep current on committee activities in order to provide updates at the Executive Board meetings.
3. Responsible for the Hospitality Committee and ensuring a chairman is approved by the Executive Board as stated in the Bylaws.

C. Secretary

1. Responsible for the duties as stated in the Bylaws.
2. Responsible for providing guidance and direction to the Webmaster.
3. Responsible for the Election Committee and ensuring members are appointed by the Executive Board as stated in the Bylaws. Keep current on committee activities in order to provide updates at the Executive Board meetings.
4. For election of officers, certifies that all votes are those of active members in accordance with the Bylaws.

D. Treasurer

1. Responsible for the duties as stated in the Bylaws.
2. Responsible for the Membership Committee and ensuring a chairman is approved by the Executive Board as stated in the Bylaws. Keep current on committee activities in order to provide updates at the Executive Board meetings.
3. Ensure dues are paid for memberships in other associations as approved by the Executive Board. Some of these associations may include, but are not limited to, Citizen Police Academy Alumni of North Texas (CPAANT), National Citizens Police Academy Association (NCPAA) and Texas Citizen Police Academy Alumni Association (TCPAAA).
4. Maintain a history of the amendments to the Bylaws and Standing Rules.
5. Maintain a documented list of the Association's physical assets and their location.

E. Historian

1. Responsible for the duties as stated in the Bylaws.
2. Ensure that digital photographs are taken at Association events.

F. Parliamentarian

1. Responsible for the duties as stated in the Bylaws.
2. Responsible for the Audit Committee and ensuring the chairman and members are appointed by the Executive Board as stated in the Bylaws. Keep current on committee activities in order to provide updates at the Executive Board meetings.

G. Immediate Past President

1. Serve on the Executive Board in an advisory capacity for one (1) year following his/her term of office.
2. Shall have no voting rights in any matters before the Executive Board.

V. Executive Board Voting

A. If an Executive Board member cannot be present at an Executive Board meeting, they can request that voting on actions not be considered complete until he/she is able to cast an email vote on the action and said vote must be sent to the President no later than three days following that Executive Board meeting.

B. There shall be no proxy votes.

VI. Executive Board and General Membership Meetings

A. The order of succession for presiding at all Executive Board and general membership meetings shall be President, Vice President, Secretary and then Treasurer.

B. If neither the President, Vice President, Secretary nor Treasurer can be in attendance, the meeting shall be cancelled and notification shall be sent by the President to either all active members or the Executive Board members as appropriate.

C. A standing agenda item for the Executive Board meetings will be a call for any recommendations for changes to the Bylaws or Standing Rules.

VII. Annual Meeting

VIII. Standing Committees

A. Chairmen

1. Only active members shall be eligible to serve as committee chairmen or committee members.
2. The term of each chairman shall be one (1) year or until the selection of a successor.
3. Previous chairmen shall serve in an advisory capacity for one (1) year.
4. Each chairman shall present a plan of work to the Executive Board for approval.

B. Hospitality Committee

1. Reports directly to the Vice President.
2. Coordinate Christmas holiday dinner for the Flower Mound Police Department.

C. Election Committee

1. Reports directly to the Secretary.
2. Elect a chairman and follow the Election process as documented in the Bylaws.
3. Request that nominees for officers submit bios to the Election Committee for the purpose of sharing with the active members prior to the election.

D. Membership Committee

1. Reports directly to the Treasurer.
2. Recruit new members and promote the Association to eligible Citizen Police Academy (CPA) graduates.
3. Responsible for annual membership drive. Mail out annual membership renewal packet to all eligible CPA graduates prior to January 1 of each year.
4. Attend a meeting of each new CPA class, along with the President or other designated representative, to talk about the Association and membership in the Association.
5. If membership dues have not already been received from graduate, provide membership information and application to each new eligible CPA graduate immediately following graduation.
6. Direct all membership dues to be mailed to the attention of Treasurer. All membership dues and applications received by the Membership committee should be forwarded directly to the Treasurer of the Association.

E. Audit Committee

1. Reports directly to the Parliamentarian.
2. Present the Audit Committee report to the Association for review and adoption.

F. Softball Committee

1. Reports directly to the Vice President.

IX. Special Committees

A. Special committees are created for a one time special purpose and then dissolved when their mission has been completed. They have no ongoing yearly function.

B. Only active members shall be eligible to serve as committee chairmen or committee members.

C. The term of each chairman shall be one (1) year or until the committee is dissolved (if less than one year) or until the selection of a successor.

D. Each chairman shall present a plan of work to the Executive Board for approval.

X. Volunteer Coordinator

A. Only an active member shall be eligible to serve as Volunteer Coordinator.

B. Appointed by the President with the simple majority approval of the Executive Board.

C. Report directly to the President.

D. The focal point for the dissemination of requests for volunteers by the Flower Mound Police Department.

E. Coordinate active member responses to requests and submit names of volunteers to the Flower Mound Police Department.

XI. Webmaster

A. Appointed by the President with the simple majority approval of the Executive Board.

B. Report directly to the Secretary.

C. Maintain the Association's website at www.fmcpaaa.com (the Association also owns the fmcpaaa.org domain).

D. Ensure that a current copy of the Bylaws and the Standing Rules are accessible from the website.

E. Review the annual domain renewal request received by the Website Administrator via the website and submit the invoice to the Treasurer for payment.

XII. Membership Lists

XIII. Amendments