Bylaws

High Plains Police Chiefs Association

Bylaws

 

101.00             NAME, AFFILATION AND TERM

101.1.01          This organization, created in 2011, shall be known as the High Plains Police Chiefs Association.  This organization shall also be known and referred to by the letters HPPCA in capital letters.

 

101.1.02          This organization shall be in concert with the Texas Police Chiefs Association.

 

101.1.03          The duration of the High Plains Police Chiefs Association (HPPCA) as an organization shall be perpetual.

 

 

102.00             PURPOSE

102.1.01          The purpose of the HPPCA shall be to support the Texas Police Chiefs Association (TPCA) in its promotion and professional development of all executive and management personnel within duly constituted law enforcement agencies as well as other missions of the TPCA, and to facilitate opportunities to encourage participation and interaction among police chiefs in the Panhandle and South Plains of Texas for the purpose of communication, training, discernment of issues, and promoting the TPCA.

 

 

103.00             STRUCTURE

103.1.01          The HPPCA shall be a nonprofit, nonunion, nonpartisan, nonsectarian organization whose members shall have the sole right to govern and control all activities through their duly elected officers.  The HPPCA shall be governed by the Executive Board, which shall consist of the following members: President, 1st Vice-President, 2nd Vice-President, Secretary, Treasurer, and past President of the HPPCA.  All members of the Executive Board present at a meeting of the Executive Board shall constitute a quorum, and shall be entitled to voting privileges.

 

103.1.02          The HPPCA shall uphold democratic principles and refuse application for membership or terminate membership of any individual who advocates the overthrow of the government of the United States of America by force, violence, or unconstitutional means.

 

104.00             MEMBERSHIP

104.1.01                      Active Members

  1. Active Membership may be extended to any person who is the chief administrative head of the police department, or whatever title they may be called, of any incorporated city or town, institution of secondary or higher education, public junior college, airport police in the Panhandle or South Plains Texas area. Panhandle and South Plains of Texas refers to the 51 counties that comprise the Panhandle Planning Commission and South Plains Association of Governments Council of Governments.
  2. An individual must make application to the HPPCA for Active Membership, and may be admitted as an Active Member upon approval of the Executive Board and the payment of proper dues. Active Members shall be eligible to hold elected office, shall have the privilege to vote and participate in all aspects of the HPPCA meetings and activities.
  3. All honorably retired Active Members may retain Active Membership, but cannot hold an elected officer position of the Association as defined in Section 105.00.

 

104.2.01                      Associate Members

  1. Associate Membership may be extended to any person who is certified by the Texas Commission on Law Enforcement Officer Standards and Education (TCLEOSE) as a police officer who serves as assistant chief, or whatever title they may be called, that is the next level of command below chief, sponsored by the agency’s chief, or the special agent in charge of any office of any federal law enforcement agency.
  2. An individual must make application to the HPPCA for Association Membership and may be admitted as an Associate Member upon approval of the Executive Board and the payment of proper dues. Associate Members shall not be eligible to hold elected office, but shall have the privilege to vote, and attend and join in the discussion at official meetings and conferences.  Associate Members may serve on committees and chair certain committees as appointed by the President.

 

104.3.01                      Honorary Members

Honorary Membership may be extended to:

  1. Any person who is certified by TCLEOSE as a police officer who serves at a rank immediately below the second level of command in a police agency; or
  2. An individual who does not meet the requirements as set forth in Sections 104.1.01 A., 104.2.01 A., or 104.3.01 A., however the individual holds a position that works directly with criminal justice operations and the Active Membership. Such individual must first be nominated by the Executive Board and approved by a majority vote of HPPCA voting members present, voting at any official meeting.
  3. Upon approval for Honorary Membership an individual must complete an application to the HPPCA and provide payment of proper dues. Honorary Members shall not be eligible to hold elected office, and shall not have the privilege to vote.  Honorary Members may attend and join in the discussion at official meetings and conferences.  Honorary Members may serve on committees and chair certain committees as appointed by the President.

 

104.4.01                      Lifetime Members

Any active member upon completing twenty years of membership in the HPPCA, shall become a non-dues paying Lifetime Member, entitled to all membership privileges under Section 104.1.01 B.

 

104.5.01                      Corporate Members

Any company having an office or conducting business in the State of Texas may become a Corporate Member of the HPPCA, after approval of the Executive Board and the payment of appropriate dues.  Corporate Members shall not be eligible to  hold office or to vote, but shall have the privilege of having representatives attend and join in the discussion at all official meetings, unless otherwise designed by the President.

 

104.6.01                      Application

Each new application for membership shall be made in writing and shall contain such information as prescribed by the Executive Board.  The application shall be presented to the Executive Board, which shall approve or reject the application.

 

104.7.01                      Annual Dues

  1. The dues of the HPPCA shall be determined by the Executive Board and shall be payable upon becoming a member on or in advance of the individual’s membership.
  2. Dues for new members must be paid within 30 days after the individual has applied for and been accepted as a member or membership in the organization will be suspended. An individual cannot attend meetings until dues have been paid.  Dues are annual and not pro-rated.
  3. Renewal dues must be paid at least 60 days after the beginning of the fiscal year or membership in the organization will be suspended.
  4. Any change in the dues structure will require a minimum of two (2) months’ notice to the membership. Addendum “A” to the Bylaws shall outline the annual dues structure and can be updated by the Executive Board when changes are determined by the Executive Board.  Such changes are not subject to vote of the membership as required under Bylaws Section 112.00, Amendments.

 

104.8.01                      Renewal of Membership

Membership shall be renewed each fiscal year, as defined in Section 107.1.01, by payment of dues to the Treasurer.

 

104.9.01                      Duties of Members

  1. Each member shall support the purpose of this HPPCA.
  2. Each member shall work for the betterment of the police profession.

 

104.10.01                    Actions Against Members

  1. A member of the HPPCA shall be considered suspended from membership based on the following:
  2. Severing connections with law enforcement except through retirement or disability.
  3. Non-payment of dues.
  4. The Executive Board may censure, suspend or expel any member for cause; provided that notice of such proposed action and reasons therefore be mailed or given said member ten (10) days in advance of the action. Provided further, that such member shall have an opportunity within ten (10) days after such notice, to answer such charges in writing, directed to the Executive Board, or request a hearing before the Executive Board, which hearing shall be held at such time, place and manner as may be prescribed by the Board.  An appeal from the decision of the Executive Board may be taken at the next called meeting of the HPPCA, where, by a majority vote of the Active voting members present, such decision may be sustained, reversed or modified.
  5. Upon elimination of the cause of suspension, the suspended member may be reinstated by the Executive Board.

 

 

105.00             OFFICERS, QUALIFICATIONS, NOMINATION AND ELECTION, TERM, AND DUTIES

105.1.01                      Officers of the HPPCA

  1. President
  2. 1st Vice-President
  3. 2nd Vice-President
  4. Secretary
  5. Treasurer

 

105.2.01                      Qualifications for Officers of the HPPCA

  1. Only Active Members with at least two years’ continuous service with the HPPCA may be a candidate for office.
  2. The candidate shall be a member of the HPPCA and TPCA in good standing.
  3. The candidate shall be regularly engaged in salaried, active police service as the chief administrator of an agency.

 

105.3.01                      Nomination of Candidates for Officers of HPPCA

  1. The President shall appoint a nominating committee consisting of three (3) past Presidents to establish a slate of officers.
  2. Nominations from the floor are also in order.

 

105.4.01                      Election of Officers

  1. Election shall take place at the October meeting and shall comply with Robert’s Rules of Order.
  2. Election shall be by written ballot when more than one candidate for the same office is nominated, otherwise election may be by acclamation.

 

105.5.01                      Terms and Conditions of Office

    1. Terms

All officers’ terms shall be for one (1) year beginning December 1 of the current year in which the election takes place, or until their successors are elected and installed.

  1. Conditions

Officers of the organization shall serve as members of the Executive Board and shall not be monetarily compensated for their time and service.  The Executive Board serves for the good of the HPPCA and to further the HPPCA’s goals and objectives.  The Board may establish procedures consistent with these Bylaws to govern this organization unless amended or repealed by a majority vote of the Executive Board members present.

 

105.6.01                      Duties and Responsibilities of President

  1. Serve as the executive head and official spokesperson for the HPPCA, representing the HPPCA in all outside activities.
  2. Preside at all regular or called meetings of the HPPCA and Executive Board.
  3. Call meetings of the Executive Board as required.
  4. Appoint standing and special committees as needed.
  5. Appoint a Nominating Committee to establish a slate of officers in accordance with Section 108.3.01 D. 1. – 3.
  6. Determine the order of business for the HPPCA; schedule and prepare agendas for all regular and called meetings and board meetings.
  7. Serve as an ex-officio member of all committees with the right to vote, except for the Nominating Committee.
  8. Exercise personal leadership in the motivation of other officers, committee members, and general membership; establish and fulfill the goals and objectives; work in partnership with the Executive Board in managing the affairs of the HPPCA.
  9. Present slate of officers for election to the HPPCA membership.

 

105.7.01                      Duties and Responsibilities of the 1st Vice-President

  1. Serve as Presiding Officer in the absence or disability of the President.
  2. Fill an unexpired term of the President in the event of a vacancy.
  3. Schedule programs and select meeting locations for regular meetings.
  4. Perform such other duties as may be assigned by the President or the Executive Board.

 

105.8.01                      Duties and Responsibilities of the 2nd Vice-President

  1. Serve as Liaison between the President and any standing and/or special committees.
  2. Perform such other duties as may be assigned by the President or the Executive Board.

 

105.9.01                      Duties and Responsibilities of the Secretary

  1. Keep complete and accurate minutes of HPPCA meetings and present minutes of the previous meeting at the next meeting.
  2. Notify the membership of meetings and events.

 

105.10.01                    Duties and Responsibilities of the Treasurer

  1. Collect all dues and be responsible for all funds of the HPPCA and for the records of its financial affairs. Preserve all books, papers and other property belonging to the HPPCA and make a complete report of the conditions of the HPPCA on an annual basis.  Have the authority to disburse funds for HPPCA expenses.  Place all unexpended money in a fund to the credit of the HPPCA.  Account for and deliver to the successor in office all monies and property of the HPPCA and perform all other duties as voted by the HPPCA or as required by the President or Executive Board.
  2. Distribute renewal notices.
  3. Update and distribute the membership roster.

 

105.11.01                    Line of Succession

  1. In the event of a vacancy in the office of President the 1st Vice-President shall succeed the President for the unexpired term and shall be eligible to seek election to the Office of President for the following year.
  2. In the event of a vacancy in the office of a Vice-President the Executive Board shall appoint a member to fill the Office for the unexpired term.
  3. In the event of a vacancy in the office of the Secretary the Executive Board shall appoint a member to fill the Office for the unexpired term.
  4. In the event of a vacancy in the office of the Treasurer the Executive Board shall appoint a member to fill the Office for the unexpired term.

 

106.00             MEETINGS

106.1.01          The HPPCA shall meet regularly every other month on the last Wednesday of the month unless otherwise announced and/or rescheduled by the President.

 

106.1.02          Regular meeting shall be structured to include, if necessary, a Chief’s Session for Active Members immediately following the General Session for all members.

 

106.1.03          Cancellation of regular meetings should be announced two (2) weeks prior to the scheduled meeting date.

 

106.1.04          HPPCA meetings shall not conflict with scheduled meetings of the Texas Police Chiefs Association meetings.

 

106.1.05          Only the President, with the approval of the Executive Board, may call special meetings.

 

106.1.06          A quorum for a general HPPCA meeting shall consist of those members present at the meeting.

 

106.1.07          Only the Presiding Officer may determine and/or revise the agenda.

 

106.1.08          Robert’s Rules of Order Newly Revised shall govern all meetings of the HPPCA, the Executive Board, and of all other committees.  Minutes of all meetings will be filed with the Secretary.  The President may appoint a Parliamentarian.

 

106.1.09          The Presiding Officer shall preserve order and decorum.

 

106.1.10          Members may bring guests to a general HPPCA meeting.  Such guests should be individuals who support the purposes of the HPPCA.  Prior to the meeting Members need to inform the Presiding Officer or another Executive Board Officer that a guest is present at the meeting and the identity of the guest.  Based upon the nature of the meeting agenda the Executive Board may request that guests leave the room during portions or all of the discussions related to HPPCA business.

 

 

107.00             FISCAL YEAR

107.1.01          The fiscal year for the HPPCA shall be from January 1 through December 31.

 

107.1.02                      Independent Review of Fiscal Accounting

 

The Executive Board shall call for an independent review of fiscal accounting for the HPPCA at least once every fiscal year.  A report of the review findings shall be distributed to the membership.

 

 

108.00             STANDING COMMITTEES

108.1.01                      Standing Committees shall be:

  1. Goals and Objectives
  2. Membership
  3. Legislative
  4. Nominations
  5. Bylaw

 

108.2.01                      Appointments

Committee appointments shall become effective at the beginning of the fiscal year for a term of one year.

 

108.3.01                      Duties

    1. Goals and Objectives Committee

Assesses the present condition, and future direction of the HPPCA with a focus on identifying strategy(s) to strengthen and improve the organization.

    1. Membership Committee

Encourages active participation among its membership, serve as the welcoming committee to newly appointed police chiefs, inviting them to join the HPPCA and TPCA.

    1. Legislative Committee

Identifying and developing legislative positions on issues concerning law enforcement and the HPPCA.  During HPPCA meetings shall provide a report to the membership on the status of legislative issues.

    1. Nominations Committee
      1. The Nominating Committee will be comprised of three (3) Past Presidents of the HPPCA. The immediate Past President shall serve as Chair and two (2) additional representatives shall be chosen from Past Presidents of the HPPCA.
      2. In the event the immediate Past President cannot serve, the Nominating Committee shall select its own Chair.
      3. In the event that one or more of the three (3) Past Presidents are unable to serve, the President shall make appointments from the Active membership in order to form a committee of three (3) members.
      4. It shall be the duty of the Nominating Committee to nominate at least one (1) candidate for each office required to be filled by election and to present a slate of officers to the Executive Board.
    2. Bylaw Committee
      1. Review the bylaws on an annual basis to determine if changes are required.
      2. Edit/correlate all proposed amendments and resolutions; present proposed changes to the Executive Board.
      3. May propose amendments and resolutions.
      4. Distribute approved amendments and/or resolutions to the membership after Executive Board approval.

108.4.01          Additional committees and their responsibilities as determined by the President or Executive Board may be established.

 

 

109.00             REVENUE

109.1.01          No income, contribution or other revenue or funds shall benefit any individual member.

 

 

110.00             ENDORSEMENT AND SPONSORSHIP

110.1.01          No member, non-member or non-member organization shall be permitted to use the name or initials of the HPPCA in a manner to state or imply sponsorship or endorsement or any commercial product or service, except as approved by the Executive Board.

 

110.1.02          The Executive Board may approve outside organizations, agencies or individuals to sponsor HPPCA meetings.

 

110.1.03          The Presiding Officer may allocate time for the sponsor for presentation purposes during HPPCA meetings.

 

 

111.00             REIMBURSEMENT

111.1.01          Officers and members may be reimbursed for any costs or expenses incurred as a result of the performance of their duties.  All reimbursements must be approved by the Executive Board.

 

 

112.00             AMENDMENTS

112.1.01          These Bylaws may be amended, altered, or revised as follows:

    1. By a two-thirds vote, provided copies of the proposed amendments shall have been distributed to all voting members one (1) month prior to the meeting t which the vote will be taken.
    2. By unanimous vote of the voting membership, if such amendments have not been distributed as required by A. of this Section.