Texas Citizens on Patrol Association Bylaws
TCOPA ByLaws in Black. ByLaw Committee suggested changes in RED.
ARTICLE I - PURPOSE
1.02 Purpose
The purpose, for which this non-profit Association was formed, is to bring together members of Citizens On Patrol, Neighborhood Watch, VIPS, Wise Eyes and other Law Enforcement Volunteer Groups across Texas, to improve relations between the police department and the civilian community in all phases of law enforcement activities.
The Corporation is organized exclusively for charitable, and educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code, 1986, or the corresponding provision of any future Federal law. Such purposes include but are not limited to the purpose, for which this non-profit Association was formed, is to bring together members of Citizens On Patrol, Neighborhood Watch, VIPS, Code Blue, Wise Eyes and other Law Enforcement Volunteer Groups across Texas, to improve relations between law enforcement agencies and the civilian community in all phases of law enforcement activities.
ARTICLE 2 - MEMBERS
2.01Classes of Members
This Association shall have five classes of members, Regular, Honorary, Life, Support and Sponsor. The designation of such classes and the qualifications of such member shall be as follows:
This Association shall have five (5) classes of members, Regular, Honorary, Life, Support and Sponsor. The designation of such classes and the qualifications of such member shall be as follows:
2.01.02 Honorary Members - Any person nominated by the Executive Board and approved by majority vote of the Regular Members present at a general meeting. Persons may be considered for Honorary Membership on the basis of outstanding community service or other special consideration by this Association. Honorary members do not pay dues and are non voting members.
Any person nominated by the Board of Directors and approved by majority vote of the Regular Members present at an annual General Meeting. Persons may be considered for Honorary Membership on the basis of outstanding community service or other special consideration by this Association. Honorary members do not pay dues and are non voting members.
2.01.03Life Members - Any member or members, who, by majority vote of this association, have shown outstanding service promoting the purpose of the association. Life Members shall enjoy all the rights of regular members. These members will not pay dues. The status of Life Members shall remain until removed by a vote of two-thirds (2/3) majority of the members present at the next regularly scheduled meeting.
Any member or members, who, by majority vote of the General Membership, and having displayed outstanding service promoting the purpose of the association. Life Members shall enjoy all the rights of regular members. Life Members will not pay dues. The status of Life Members shall remain until removed by a vote of two-thirds (2/3) majority of the members present at the next regularly scheduled General Meeting.
2.05Voting Rights
Each Regular Member shall be entitled to one vote on each matter submitted to a vote of the members. Member must be present to vote and in good standing.
Each Regular Member shall be entitled to one (1) vote on each matter submitted to a vote of the members. Member must be present to vote and be in good standing.
2.06Termination of Membership
Membership may be terminated for just cause after a hearing before the Executive Board, and a majority vote by the Board. Just cause is defined as any violation of the TCOPA Bylaws or the member’s termination from the agency or organization they represent.
Membership may be terminated for just cause after a hearing before the Executive Board, and a majority vote by the Board of Directors. Just cause is defined as any violation of the TCOPA Bylaws, failure to pay dues, or the member’s termination from the agency or organization they represent.
2.11Appeals
Any member who wishes to appeal a decision of the Executive Board may do so before the general membership by submitting a written request to the Secretary. Such appeals shall be presented to the Regular Members at the next general meeting. Appeals will be decided by a 2/3 majority vote of the members present. (refer to article 3.04)
Any former member may appeal their revoked membership to the general membership by submitting a written request to the Secretary. This request will be submitted at the next regularly scheduled general meeting. After discussion before the Regular Members, such matter shall be resolved by 2/3 majority vote of Regular Members present. (refer to article 3.04)
ARTICLE 3 - MEETINGS OF MEMBERS
3.01Annual Meeting
Annual meetings shall normally be held on once a year at a time and place of the annual conference set by TCOPA. All members shall be notified of any change in meeting time and location.
The Annual meeting shall normally be held once a year at a time and place of the annual conference set by TCOPA. All members shall be notified 30 days in advance of any change in meeting time and location.
3.02Special Meetings
Special Meetings of members may be called by the President or Acting President. Members shall be notified no less than 48 hours in advance of a special meeting.
Special Meetings of members may be called by the President or Acting President. Members shall be notified no less than five (5) days in advance of a special meeting.
3.06Motions
All motions to commit this Association on any matter shall be normally considered first by the Executive Board. Any motions to commit the association on any matter that are proposed at a general meeting shall be referred to the Executive Board for evaluation and approval before being considered for a vote by the membership.
All motions to commit this Association on any matter shall be normally considered first by the Board of Directors. Any motions to commit the association on any matters that are proposed at a general meeting shall be referred to the Board of Directors for evaluation and approval before being considered for a vote by the membership.
ARTICLE 4 - BOARD OF DIRECTORS
4.02Officers and Terms
The Executive Board shall be the elected officers from the general membership of the Association except for the 4 regional association presidents which are automatically appointed to the executive board (refer to Article 5). The term of office for elected positions shall be for two (2) years. No officer may serve more than two (2) consecutive terms unless the office is uncontested in a general election, at which time the Executive Board may approve one additional term. If any single region is not represented through a regional board of directors, then the vacant position normally held by a regional president may be appointed by a majority vote through the TCOPA executive board.
The Board of Directors shall consist of up to, but not more than, fourteen (14) members to include the President, Immediate Past President, Vice President, Secretary, Treasurer, and the Regional Vice President from each of not more than nine (9) regions that contain the same areas and borders as the Texas Dept. of Public Safety Regions. The elected officers from the general membership of the Association shall be the President, Vice President, Secretary, Treasurer, and nine (9) Regional Vice Presidents (RVP), shall be elected by and from members of their own respective region.
The normal day to day operations of the Corporation shall be conducted by the Executive Board which consists of the four (4) elected officers and the Immediate Past President. Any other decisions, which could affect or concern the membership, shall include the entire Board of Directors. The term of office for elected positions shall be for two (2) years. No officer may serve more than two (2) consecutive terms unless their office is uncontested in a general election, at which time the Executive Board may approve one (1) additional 1-year term. If any single region is not represented through a Regional Vice President, then the vacant position shall remain vacant for that election period
4.03Quorum
A quorum shall consist of a majority of the Executive Board.
A quorum for a meeting shall consist of a majority of the Board of Directors and/or the Executive Board.
4.04Board Meetings
Board members are required to attend scheduled Board Meetings. There are prescheduled meetings. The prescheduled meetings are always on the fourth Saturday of February, May, August, and November and one for the Convention Walk through at the hosting COP city. A sign in sheet will be provided at all meetings and will be kept by the Secretary. If a Board Member misses more than two (2) meetings, their resignation will be required. Board Members will notify the President whether or not they plan to attend the Board meeting two (2) weeks prior to the Board meeting.
Board members are required to attend all scheduled Board Meetings. Prescheduled meetings are convened in the months of February, May, August, and November, and one (1) for the Convention Walk through at the hosting COP city. A “sign-in sheet” will be provided at all meetings and will be retained by the Secretary. If a Board Member misses more than two (2) consecutive meetings, their resignation will be required, unless excused due to work, emergencies, etc. Board Members will notify the President whether or not they plan to attend the Board meeting two (2) weeks prior to the Board meeting.
4.05Special Meeting
Special Meetings of Executive Board members may be called by the President or any board member. Members shall be notified no less than 24 hours in advance of a special meeting unless every member of the board verbally (or through e-mail) consents to a meeting within a shorter period of time. A quorum of the Executive Board must be present to conduct a special meeting.
Special Meetings of the Board of Directors or the Executive Board may be called by the President. Members shall be notified no less than five (5) days in advance of a special meeting unless every member of the board verbally (or through e-mail) consents to a meeting within a shorter period of time. A quorum of the Executive Board must be present to conduct a special Board of Directors meeting.
ARTICLE 5 - OFFICERSAND DUTIES
5.01Officers
The officers of this Association shall be a President, First Vice President, Second Vice President, a Secretary, Treasurer and the Regional Association Presidents. No two offices may be held at the same time by the same person.
The Officers of this Association shall be a President, Vice President, Immediate Past President, Secretary, and Treasurer. The Regional Vice Presidents will be voting members of the Board of Directors. No two (2) offices may be held at the same time by the same person.
5.02 Election of Officers (President, 1st Vice President, 2nd Vice President, Secretary and Treasurer)
The President shall appoint a nominating committee of three or more Regular Members. This committee shall prepare a recommended slate of officers from Regular Members willing to serve, and present the slate to the members at the annual general meeting. The person that is nominated shall be present at the meeting in order to be considered as a candidate. Advanced notice of the elections shall be given by email notification.
President and 2nd Vice President will be voted in even years. Parliamentarian will be appointed by President this year as well. 1st Vice President, Secretary, and Treasurer will be voted in odd years. Regional Presidents in even regions will be voted on even years and Regional Presidents in odd regions will be voted in odd years.
Voting shall be done in person at the annual general meeting. A formal notice shall be given to all members as to the time and place of the meeting by email no later than 30 days prior to the meeting. A list of candidates prepared by the nominating committee shall also accompany this announcement. Additional nominations may be made from the floor at the annual general meeting before voting is conducted. Voting will be done by show of hands and the results announced before the meeting is adjourned. These results will also be announced by email.
No absentee ballots will be accepted.
The President shall appoint a nominating committee of three (3) or more Regular Members. This committee shall prepare a recommended slate of Officers from Regular Members willing to serve, and present the slate to the members at the annual general meeting. The person that is nominated shall be present at the meeting in order to be considered as a candidate. Advanced notice of the elections shall be given by email notification.
President and Vice President will be elected in “even” years. If President elect is a sworn Officer then the Vice President elect should be a Non-Sworn member (and vise versa). Accordingly; Secretary and Treasurer will be elected in odd years. The Parliamentarian will be appointed by the President. Regional Vice Presidents in “even” numbered regions will be voted in even years and Regional Vice Presidents in “odd” numbered regions will be elected in odd numbered years.
Voting shall be done in person at the annual General Meeting, except for Regional elections. A formal notice shall be given to all members as to the time and place of the meeting by email no later than 30 days prior to the meeting. A list of candidates prepared by the nominating committee shall also accompany this announcement. Additional nominations may be made from the floor at the annual General Meeting before voting is conducted. Voting will be done by show of hands, or if requested by a candidate, they shall be by paper ballots and the results announced before the meeting is adjourned. These results will also be announced by email.
No absentee or proxy ballots will be accepted.
5.04 Vacancies
If a vacancy in any position of the Executive Board occurs, the Executive Board will by majority vote, appoint a Regular Member to fill the position for the un-expired portion of the term.
If a vacancy in any position of the Executive Board, except Immediate Past President, occurs, the Executive Board will, by majority vote, appoint a Regular Member, or an RVP, to fill the position for the un-expired portion of the term.
5.05Resignation
Resignation of any individual from office shall be submitted in writing to the Executive Board. A Board Member who misses meetings per Article 4.04 will be considered to have resigned. The President will notify the Board Members in writing of termination of that Board Member.
Resignation of any individual from office shall be submitted in writing to the Executive Board. A Board of Director member who misses Two (2) consecutive scheduled Board meetings in accordance with Article 4.04 will be considered to have resigned. The President will notify Board of Director members in writing of termination of that Board Member.
5.06Termination of an Executive Board Member
The term of an Executive Board Member may be terminated for just cause after a hearing before the remainder of the Executive Board, and a 2/3 majority vote by the Board. Just cause is defined as any violation of the TCOPA Bylaws or other justified reasons.
The term of a Board Member may be terminated for just cause after a hearing before the remainder of the Board of Directors, and a 2/3rds majority vote by the majority of the Board Members present. Just cause is defined as any violation of the TCOPA Bylaws or other justified reasons.
5.08President
The President shall be the principle executive officer of the Association and shall in general supervise and control all the business and affairs of this Association. The President shall preside at all meetings of the members and of the Executive Board. The President shall sign with the Treasurer or First Vice President necessary documents. In general, The President shall perform all duties incident to the office of the President and such other duties as may be prescribed by the Executive Board or a majority vote of the Regular Members. The President shall be empowered to vote in case of a tie.
The President shall be the principle executive officer of the Association and shall in general supervise all the business and affairs of this Association. The President shall preside at all meetings of the members, Board of Directors, and of the Executive Board. Duties to include:
- The President shall sign with the Treasurer or Vice President all necessary documents
- The President shall be empowered to vote in case of a tie
- Appoint Standing and Special committees as the need arises
- Is ex-officio member of each committee except the Nominating Committee
In general, the President shall perform all duties incidental to the Office of the President and such other duties as may be prescribed by the Executive Board or a majority vote of the Board of Directors.
5.09First Vice President
In the absence of the President or in the inability or refusal to act, the First Vice President shall perform the duties of the President, and when so acting shall have all the powers and shall be subject to all the restrictions upon the President, becoming the Acting President. The First Vice President shall serve as liaison between hosting city of State Conference and Executive Board. The First Vice President shall perform such duties as may be assigned to them by the President, the Executive Board, or a majority vote of the Regular Members. The First Vice President shall be empowered to vote on all matters of the Executive Board.