By-Laws Change Proposal - Fairfax County Citizens Police

Report
Fairfax County Citizens Police Academy
Alumni Association
Summary of FCCPAAA Bylaw Changes
FCCPAAA Annual Meeting
October 29, 2011
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FCCPAAA Bylaws Change Proposal
October 29, 2011
Bylaws Committee
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Walt Lazear
Mike Nepi
Tracey Ryan
Van Vanderwal
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FCCPAAA Bylaw Change Proposal
October 29, 2011
 Purpose:
To ensure for the currency of the bylaws and that the
duties of FCCPAAA officers and At-Large directors are distributed
fairly and appropriately
 Background:
Bylaws last modified in October 2009
 Discussion:
Bylaws committee formed pursuant to Spring
FCCPAAA meeting
 Committee Meeting Schedule:
Biweekly, starting in May
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FCCPAAA Bylaw Change Proposal
October 29, 2011
Proposed Changes by Position
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At Large Director Positions
Committee Chairpersons Duties
President Duties
Vice President Duties
Treasurer Duties
Assistant Treasurer Duties
Secretary Duties
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FCCPAAA Bylaw Change Proposal
October 29, 2011
At Large Directors
 Modifying current positions to assign specific functions / duties
 Creating committees based on current programs / Board needs
 Requesting At Large Directors to accept new committee chair
positions
 Elections / terms of appointments remain the same
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FCCPAAA Bylaw Change Proposal
October 29, 2011
Committee Chairpersons
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Membership Chairperson
Fundraising Chairperson
Canteen Chairpersons
Outreach Chairperson
(2 positions)
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FCCPAAA Bylaw Change Proposal
October 29, 2011
Membership Chairperson
 Maintain / update membership roster and email list
 Provide email list to Board members when changes occur
 Send dues invoices to members
 Electronic and paper
 Process new applications and payments, merchandise sales / gifts
 Send welcome e-mails to new members acknowledging dues
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FCCPAAA Bylaw Change Proposal
October 29, 2011
Fundraising Chairperson
 Generate Fundraising Plan
 Activities and Goals
 Sell logo gear
 Participate in Loyalty Rebate programs
 Execute fundraising events
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FCCPAAA Bylaw Change Proposal
October 29, 2011
Canteen Chairpersons (2 Positions)
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Manage and operate mobile Canteen
Configure and maintain truck
Stock and inventory supplies
Schedule crew deployments
Plan for upgrade / replacement of truck
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FCCPAAA Bylaw Change Proposal
October 29, 2011
Outreach Chairperson
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Support civilian and uniformed law enforcement causes
Seek meal donations for district stations
Prepare / submit articles to news media publication
Staff information distribution booths
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FCCPAAA Bylaw Change Proposal
October 29, 2011
President (no changes)
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Leads and facilitates the activities of the organization
Provides overall implementation of organization purposes and goals
Serves as spokesperson for the organization
Calls meetings of the board and the membership
Presides over board and member meetings, prepares agenda(s), and
arranges for speakers and/or special events
 Initiates and guides strategic planning
FCCPAAA Bylaw Change Proposal
October 29, 2011
Vice-President
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Perform the duties of the President in the absence of the President
Communicates to the Membership
Facilitates member communication
Publishes the Association Newsletter
Oversees the Web and other Media Sites
Performs other duties as assigned by the President
FCCPAAA Bylaw Change Proposal
October 29, 2011
Treasurer
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Track income and expenses at transaction level
Deposit income
Reconcile bank statements with financials
Request invoices or expense documentation, if needed
Document and file (hard copy) deposits and receipts
Maintain association records and make available upon request, as required by law
Reconcile transactions with monthly statements
“Close the books” - finalize records from prior year, ensure all payments and
expenses are documented and reconciled. Finalize income and expense statements
for reports and IRS
Prepare financial statements for spring membership meeting (operating statement,
balance statement, inventory statement)
File e-postcard with IRS (required to keep 501c3 status)
File Annual Report and send payment to Virginia State Corporation Commission
Prepare financial statements for annual membership meeting (operating statement,
balance statement, inventory statement, next year’s budget, multiple year overview).
FCCPAAA Bylaw Change Proposal
October 29, 2011
Assistant Treasurer
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The following duties will transfer from the Treasurer:
 Reimburse members for expenses
 Phone-in credit card payments
 Receive deposit and inventory statements for Quartermaster Section, and track
income and expenses
 Set-up new PayPal accounts as needed
 Process credit card payments through PayPal
 Review and confirm legitimacy of all transactions
 Utilize online banking system
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FCCPAAA Bylaw Change Proposal
October 29, 2011
Secretary
 Records minutes at Board and membership meetings
 Retain and preserve meeting minutes and other legal documents
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Minutes from all Board and Standing committee meetings
Correspondence
Contracts
Bylaws
 Not expected to attend all committee meetings
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