Bylaws of the San Marcos Citizen Police Academy Alumni Association, Inc. 

ARTICLE I

Name and Location

The name of the corporation is the San Marcos Citizen Police Academy Alumni Association, Inc., hereby referred to as the "Alumni Association." The principal office of the Alumni Association shall be the office of the Citizen Police Academy Police Manager, San Marcos Police Department, San Marcos, Texas 78666, but meetings of the Alumni Association may be held at such places designated by the Executive Committee.

ARTICLE II

Mission Statement

The mission of the Alumni Association shall be to promote and enhance the relationship between the community and the San Marcos Police Department through the advocating of continued law enforcement education of the Association, supporting and promoting special projects that strengthen the services provided by the San Marcos Police Department, and assisting the San Marcos Police Department in specific projects when requested by that organization.

The Association shall utilize any funds generated through its activities to support its mission as a non-profit corporation.

ARTICLE III

Membership

A. Members: Membership in the Association shall be available to any person who is a graduate of the San Marcos Police Department’s Citizen Police Academy and who’s dues are paid in full. No person shall be denied membership in the Alumni Association because of race, religion, sex, handicap, political affiliation, age, or ethnic background.

B. Compensation: No member shall receive any compensation.

C. Voting: No member shall vote by proxy or in absentee.

D. Removal:Any member may be removed from the Alumni Association, with or without cause, by two-thirds vote by ballot at a regular or special meeting of the Association, provided notice of such proposed action is included in the meeting notification.

E. Enumerated Powers: In managing the affairs of the Alumni Association, the Association shall specifically have, but not be limited to, the power of adopting standing rules, employing individuals, and authorizing the disbursement of funds.

ARTICLE IV

Officers: Duties and Terms

A. Officers: The officers of the Alumni Association shall be: President, Vice-president, Treasurer, and Secretary.

B. Term: The term of office shall be one year and begins at the close of the Annual Meeting. No officer may serve more than two consecutive terms in the same office.

C. President: The President shall preside over all meetings of the Association and the Executive Committee, and may co-sign checks, promissory notes and contracts. The President shall appoint committee chairs and members, except for specific Chair positions named in these Bylaws. The President shall also appoint special committees, chairs, and members thereof as the need arises, subject to the confirmation of the Executive Committee, and be an ex-officio member of every committee. The President shall fill vacancies on standing committees.

D. Vice President: The Vice-President shall assume such duties as may be assigned by the President or Executive Committee. In the absence of the President, the Vice-President shall perform all of the duties of the President. The Vice-President may co-sign checks, promissory notes, and contracts and shall be responsible for membership recruitment.

E. Treasurer:The Treasurer shall be the custodian of all funds, may co-sign checks, promissory notes, and contracts, and shall provide a financial report at each regular Association meeting. The Treasurer shall, with the assistance of the Budget Committee, be responsible for the preparing of an annual budget with the final approval of the budget coming from the Association.

F. Secretary: The Secretary shall record the proceedings of all meetings of the Association and the Executive Committee, provide each member with a copy of the Minutes of each Association and Executive Committee meeting, and may co-sign checks, promissory notes, and contracts. The Secretary shall provide notice to each member prior to any regular or special meeting.

ARTICLE V

Elections

A: Officers: Officers shall be elected by ballot from nominations made from the floor immediately upon adoption of these Bylaws and thereafter at the Annual Meeting from nominations received from the nominating committee or made from the floor. A plurality vote shall elect.

B. Nominating Committee: The Nominating Committee shall be elected by ballot from nominations made from the floor at the meeting prior to the Annual Meeting. The Nominating Committee member receiving the most votes shall be the committee Chair. The term of the Nominating Committee shall be from the election of its members until the close of the Annual Meeting.

C. Vacated Positions: Any elected position vacated may be filled by nomination from the Executive Committee and election by the Association by plurality vote.

ARTICLE VI

Meetings

A. Number of Meetings: Association meetings shall be held twelve (12) times annually with meeting times, dates, and locations to be decided by the Executive Committee.

B. Annual Meeting: The Annual Meeting of the Association shall be held in January of each year.

C. Special Meetings: Special meetings of the Association may be called by the President or by two (2) members of the Executive Committee, as needed, with the date, time and location of each meeting set by the President or Executive Committee members calling the meeting. Reasonable advance notice of the meeting shall be given to each member by the Secretary.

D. Quorum: A quorum shall consist of the members present.

ARTICLE VII

Committees

A. Executive Committee: There shall be an Executive Committee composed of the officers and the Public Relations Committee Chair. The Executive Committee shall appoint committee chairs and members as described in these Bylaws.

In an emergency, a majority of the Executive Committee members present shall have all of the powers of the Association between meetings, except the power to amend the Articles of Incorporation or these Bylaws, to dissolve the corporation, or to remove a member of the Association. Specifically, where necessary to maintain the security of an operation, a majority of the Executive Committee may authorize the expenditure of funds. Any funds expended shall be reported at the next regular meeting of the Association.

B. Financial Review Committee: There shall be a Financial Review Committee consisting of at least three members, of which the Treasurer shall not be a member. The Committee members and Chair shall be appointed by the Executive Committee. The Committee shall, no later than the next regular meeting after the Annual Meeting, prepare and present to the Association a report describing the financial stability of the organization in an effort to ensure the non-profit objectives of this corporation.

C. Public Relations Committee: There shall be a Public Relations Committee consisting of at least three members. The Committee and Chair shall be appointed by the Executive Committee within 30 days of the close of the Annual Meeting.

The Public Relations Committee shall deal with the Alumni Association’s public relations, which may include fundraising and media-relation activities, history, and the production of the organization’s newsletter.

D. Nominating Committee: There shall be a Nominating Committee of at least three members. After obtaining the consent of each candidate, the Nominating Committee shall distribute to each member one month prior to the Annual Meeting, a notice setting forth a proposed slate of candidates with at least one candidate for each of the positions to be filled.

E. Budget Committee: The Budget Committee shall consist of at least three members, of which one shall be the Treasurer. Budget Committee members and Chair shall be appointed by the Executive Committee. The Budget Committee shall draft an annual budget for the corporation, which the Treasurer shall forward to the Association for approval at the regular meeting immediately after the Annual Meeting.

F. Special Committees: Special committees may be created by the President. The Chair shall be a member, but additional members need not be.

ARTICLE VIII

Financial Policy

A. Contributions: Any contributions, bequests or gifts made to the Alumni Association shall be accepted or collected and deposited only in such manner as designated by the Association.

B. Depositories: The Executive Committee shall determine what depositories shall be used by the corporation as long as depositories are located within the State of Texas, are authorized to transact business in the State of Texas, and are federally insured. All checks and orders for the payment of money from said depositories shall bear the signature of two officers.

C. Fund Disbursement: Funds secured by the Association shall be used only to meet those objectives of the organization’s mission statement. All contracts and evidence of debt may be executed only as directed by the Association or, in emergencies, by the Executive Committee.

D. Fiscal Year: The Alumni Association’s fiscal year shall be the calendar year.

ARTICLE IX

ARTICLE X

Amendments

These Bylaws may be amended by two-thirds vote of the Association, provided that the amendment has been submitted to the members in writing at least thirty days prior thereto, as needed until after recognition of exemption under Internal Revenue Code 501 (c)(3), and thereafter only at the Annual Meeting.

ARTICLE XI

Parliamentary Authority

Robert’s Rules of Order, Newly Revised, shall be the parliamentary authority for all matters of procedure not specifically covered by the Articles of Incorporation, the Bylaws or by special rules of procedure adopted by the Association.

Original Adoption Dated:

APPENDIX

Standing Rules

San Marcos Citizen Police Academy Alumni Association, Inc.

1.1 Dues

Dues in the amount of $15.00 are to be paid in full annually beginning on the date of the corporation’s fiscal year. New members paying dues on or after the date of the graduation ceremony of a fall Citizen Police Academy class will not pay dues in the immediately following fiscal year, but will retain their membership in the corporation.

2.1 Meeting Dates, Locations, and Times

Meetings - The Executive Committee shall decide the time, date, and location of each of the eleven (11) regular meetings and the Annual Meeting.

3.1 San Marcos Police Department’s Role in the Alumni Association