JACKSONVILLE BEACH CITIZEN POLICE ACADEMY ALUMNI ASSOCIATION
BY-LAWS
Article I. Organization
1.01 Amended 02/09 The official name of the non-profit incorporated organization is the “Jacksonville Beach Citizen Police Academy Alumni Association.” Hereafter sometimes referred to as the “Association.”
Article II Purpose
2.01 Amended 12/19 The purpose of the Association is to bring together the graduates of the Jacksonville Beach Citizen Police Academy, to enhance relations between the community and the Jacksonville Beach Police Department through continuing education, and to provide other assistance to the police department.
2.02 The Association is a non-intervention Association. Members who are not commissioned officers of any law enforcement agency shall not represent themselves as such. The policy of the Association regarding any law enforcement activities is to observe and report any offenses to the appropriate law enforcement agency with jurisdiction over the offense. Any action taken by a member shall not be construed as an official act of the Association or any law enforcement agency. Each member, by completion of their membership application, agrees to indemnify, release and hold harmless the city of Jacksonville Beach, its elected or appointed officials, the Jacksonville Beach Police Department and its officers, and the Association, its Executive Board, officers and members for any results of any action taken on their own initiative.
2.03 Amended 12/19 The Association will not actively promote or campaign as a group, or as individuals representing the Association for or against any issue, candidate or other matter that has been formally brought to the public for vote by any city, county, state, or federal political subdivision. This provision does not restrict any active member from exercising their individual right to promote or campaign for or against issues or candidates of their choice, with the understanding that such activity will not be engaged in a manner which, in any way, implies or appears to reflect this Associations support, or lack thereof, for any such issue or candidate.
Article III Membership
3.01 Membership Classifications.
A. Amended 12/19 Active membership shall be available to any person who is a graduate of the Jacksonville Beach Citizen Police Academy. Active membership shall constitute annual membership dues paid in full. Active members can attend all meetings, presentations and events; will have full voting privileges; are eligible to hold office; and will receive a newsletter subscription.
B. Associate Membership shall be available to any person who is a graduate of another agency’s Citizen Police Academy program. Associate members can attend all meetings, presentations, and events. Payment of dues provides full voting privileges and newsletter subscription. Associate members shall not be eligible to hold office.
C. Amended 12/19 Inactive Membership shall be open to any person who is a graduate of the Jacksonville Beach Citizen Police Academy. Inactive members pay no dues; have no voting privileges; cannot attend meetings, presentations or volunteer at events and will not receive a newsletter subscription.
3.02 No member shall be denied membership in the Association because of race, religion, sex, ethnic background, age or disability. Minimum age for membership is 18 years.
3.03 Amended 12/19 An active member shall be any person who pays the annual dues by the first fiscal day of each year.
3.04 Any member may be removed for just cause, as determined by the Executive Board.
Article IV Membership Disqualification
4.01 A member of the Jacksonville Beach Citizen Police Academy Alumni Association may be disqualified from the organization for the following reasons:
A. Willful violations of any policy or procedures of the Jacksonville Beach Police Department or the lawful directives of any active police officer.
B. Any deliberate act that is unethical or brings discredit to the Jacksonville Beach Citizen Police Academy Alumni Association, Jacksonville Beach Citizen Police Academy or the Jacksonville Beach Police Department.
C. Amended 12/19 At the request of the Chief of Police, Services Commander, Services Sergeant or the Citizen Police Academy Volunteer Coordinator for overt acts which conflict with the goals and objectives Jacksonville Beach Citizen Police Academy Alumni Association, the Jacksonville Beach Citizen Police Academy or the Jacksonville Beach Police Department.
4.02 Amended 12/19 Disqualification requests may be made by any CPA member and must be in writing to the President. This letter shall list the reason(s) for the proposed disqualification.
4.03 The Executive Board may, by a majority vote, recommend to the membership the termination of any member for cause. Said member shall have been given at least ten (10) days prior notice in writing and be allowed to attend the Executive Board meeting to show cause why the member should not be terminated. By a majority vote, the membership may dismiss the member. The Executive Board has the sole discretion to determine what constitutes “cause”.
4.04 Amended 12/19 When any active or associate member is in default of payment of dues for a period of three (3) months from the beginning of the fiscal year, he/she will be reassigned to status of Inactive Membership.
Article V Officers: Election of Officers and Directors
5.01 Amended 10/20 The officers of the organization shall be President, Vice-President, Secretary, Treasurer, and four elected Directors. The officers shall be elected by and from the active members at a regular meeting announced at least sixty (60) days in advance and representing a quorum. Said officers shall serve no more than two (2) elected consecutive terms in the same position. A vacancy in the President’s position may be filled by the Executive Board for the unexpired portion of the term. Vacancies in other Board positions may be approved by the President for the unexpired portion of the term. Dues paid in full; no waivers or special circumstances will apply for officer candidate.
5.02 Amended 12/19 At the regular scheduled meeting of the Executive Board at least sixty (60) days prior to the election meeting of the membership, the Board shall appoint a committee of three (3) members. The Nominating Committee shall be charged with the duty of preparing a slate of candidates for the Executive Board to run for election at the next meeting of the membership.
5.02.1 The Nominating Committee shall make nominations from the general membership of not less than the number of those required to fill the vacancies on the Board caused by the expiration of terms.
5.02.2 Amended 12/19 The names of all duly nominated candidates for office shall be printed on a ballot, in alphabetical order of surnames, but with adequate space on the ballot for write-in candidates. Such ballots shall be passed out at the next meeting of the membership. Each active member present shall receive one copy of the ballot. Any ballot that cast more than the required number of votes for candidates shall be invalid. The Nominating Committee shall supervise the collection of ballots and counting of the vote. The member-candidate receiving the most number of votes shall be verified by the Nominating Committee. In case of a tie, a run-off election vote will take place under the supervision of the Nominating Committee.
5.02.3 (05/21) In the event a public emergency (i.e. pandemic) or natural disaster makes the holding of an in-person General meeting of the Jacksonville Beach Citizen Police Academy Alumni Association unlawful or impossible, the organization may conduct an Election of Officers vote without holding a formal meeting. The vote will be subjective to same notification process outlined in Article V, 5.01 and ballot preparation outlined in Article V, 5.02.2. The Nominating Committee shall supervise the collection of paper ballots in a safe and effective manner on a date, time and location communicated electronically or by US mail to the membership.
5.02.3.1 (05/21) The Secretary of the Board will retain a list of the electronic vote participants and the paper ballots received for record keeping purposes.
Article VI Officers: Duties and Terms
6.01 The officers of the organization shall be President, Vice President, Secretary, Treasurer and four (4) elected Directors.
6.02 Amended 12/19 The President shall be the chief executive of this Association and shall in general supervise all the business and affairs of the Association. The President shall preside at all meetings, both general membership and Executive Board meetings. The President shall have power to convene special meetings of the membership and Executive Board. In general, the President shall perform all duties incident to the office and such other duties as may be prescribed by the Executive Board. The President (or their designee) is responsible for all communication to the general membership. The President is a non-voting member of the Executive Board and shall vote only to break a tie vote in any such measure before the Board, except as stated in Article IV, Section 4.03.
6.03 The Vice President shall serve in the President’s stead when necessary, and when so acting shall have all the power of and be subject to all restrictions upon the President. The Vice President shall monitor the activities of all committees and be able to report on any committee if the committee chair is not available. The Vice President shall perform all duties incident to the office and other duties as assigned by the President or Executive Board
6.04 The Secretary shall be responsible for keeping and reporting the minutes of all meetings. It shall be the duty of the Secretary to file any certificates or reports required by law, submit to the membership as appropriate any communication addressed to the office of the Secretary, and to give and serve all notices to the membership. The Secretary shall attend to all correspondence of the Association and exercise all duties incident to the office or as assigned by the President and Executive Board.
6.05 Amended 12/19 The Treasurer shall have charge and custody for all funds and securities of the Association that align and abides by tax filing 501 (c) 3. It shall be the duty of the Treasurer to render at all general meetings and other times as requested by the President, a written account of the finances of the association. In addition, the Treasurer will maintain a record of the active members. The Treasurer will, in general, be responsible for all financial business of the Association and perform all duties to the office and such other duties as assigned by the President or Executive Board.
Article VII The Executive Board
7.01 The Management of the Association shall be vested in the Executive Board consisting of the elected officers as provided for in Article V. A ninth board position will be filled by the Immediate Past President.
7.02 The Executive Board shall direct the general management of affairs and membership of the
organization.
7.03 Amended 10/11 Members of the Executive Board and Directors shall be elected for terms of two (2) years.
7.04 A quorum for the purpose of the Executive Board shall consist of at least five (5) Board members.
7.05 The Executive Board shall have the power to recommend policies to the general membership, to designate and appoint all committees, establish an advisory board, fill vacancies of any elected officers until a successor is elected and installed, and to recommend termination of members if necessary.
7.06 Amended 12/19 The Executive Board shall have the power to expend organization funds up to $250.00 for the purpose of carrying out the objectives and purposes thereof. Funds over $250.00 and not previously approved in the budget, must be approved by the board and a majority of active CPAAA members. Any non-budgeted amount being proposed that is greater than or equal to $500 will require a “First Read” with the active general membership to obtain feedback. Once the feedback period is over, the proposal will be adjusted accordingly before being presented for the “Final Read”. The “Final Read” and board vote of the proposal will be held at the next scheduled board meeting. When the proposal receives a majority of votes from the board, it will be presented to the active general membership.
7.07 (05/21) The Executive Board will communicate board business to the General Membership via electronic mail (email). For those members who lack access to email technology, communication will be done by US mail. It is the responsibility of the member to communicate to the Secretary of the Board any changes to their email address and/or regular address.
7.08 (05/21) In the event a public emergency (i.e. pandemic) or natural disaster makes the holding of an in-person Executive Board meeting of the Jacksonville Beach Citizen Police Academy Alumni Association (JBCPAAA) unlawful or impossible, the organization may conduct its board meetings by electronic or other remote access means as reasonably necessary for the duration of the emergency or disaster.
7.08.1 (05/21) Any JBCPAAA Executive Board meeting may be conducted solely by one or more means of remote communication through which all of the Directors may participate with each other during the meeting, if the number of Directors participating in the meeting would be sufficient to constitute a quorum. A director’s participation in a meeting by this means is deemed to be present in person at the meeting.
7.08.2 (05/21) The JBCPAAA shall use its best efforts to implement any such virtual board meetings with full regard for the need to maintain as much as possible accessibility for all board members, including those with disabilities and those who lack access to sophisticated technology tools.
7.08.3 (05/21) Any action that could be taken at an in-person board meeting, including bylaws amendments, may also be taken at a virtual meeting held pursuant to this clause but any action taken at any such virtual meeting shall be subject to ratification at the first regular meeting of the organization held after such virtual meeting or meetings.
7.08.4 (05/21) During a virtual meeting, all reasonable technology must be used to authenticate each board member who attends.
7.08.5 (05/21) The President will make the determination to hold a given board meeting as a virtual meeting during the duration of the emergency or disaster.
Article VIII Disqualification of Executive Board Member
8.01 All provisions of Article IV Membership Disqualification pertain to executive Board Members.
8.02 Amended 10/20 Any Executive Board Member who misses two (2) consecutive monthly board or general membership meetings in one (1) year without an excusable reason as determined by the President, shall be immediately removed from his/her position due to non-performance of duties.
8.03 In the event the President of the Executive Board is ruled ineligible or unable to serve and is removed, the Vice President will immediately become President and a new Vice President will be appointed by the Executive Board.
8.04 In the event the Vice President is removed from office or unable to serve a new Vice President will be appointed by the Executive Board.
8.05 In the event that the Secretary, Treasurer, or any Director becomes ineligible or unable to serve, the Executive Board will appoint a replacement from the general membership to serve out the remainder of that Board Member’s term. The appointed member will be eligible for election as provided for in Article 5.01 if he/she has not served two (2) consecutive elected terms just prior to appointment.
Article IX General Membership Meetings
9.01 General meetings will be held once per month. The dates, time and place will be determined by the Executive Board and published to the general membership.
9.02 Amended 12/19 A majority of active members in attendance shall constitute a quorum and shall be necessary to conduct the business of the Association.
9.03 Amended 12/19 Each active and associate member present and in good standing shall have one (1) vote in matters before the membership. Each officer shall have one (1) vote. There shall be no proxy vote.
9.03.1 (05/21) In the event a public emergency (i.e. pandemic) or natural disaster that makes the holding of an in-person vote of the General Membership of the Jacksonville Beach Citizen Police Academy Alumni Association (JBCPAAA) unlawful or impossible, the organization may conduct its vote by electronic means (email) or by US mail as reasonably necessary for the duration of the emergency or disaster.
9.03.1.1 (05/21) Electronic Mail (email) or US mail voting by the General Membership (defined in Article III) is permitted for the duration of the emergency or disaster. Such calls of vote are to be reserved for issues of importance. The member will be given a 30 day notification of the motion to be voted on along with any pertinent background information. The vote will be held no less than 30 days from the notification date of the motion.
9.03.1.1.1 (05/21) Vote by email will be conducted in the following manner: (a) vote to pass the motion or (b) vote to reject the motion. A simple majority of all responses received (email/US mail) is required to pass the vote.
9.03.1.1.2 (05/21) Any member (defined in Article III) who votes by US mail must ensure their vote is received by the deadline (date & time) indicated in the notification.
9.03.1.2 (05/21) The Secretary of the Board will keep a record of the member’s (defined in Article III) participation when voting by electronic means (email) or US mail.
9.04 The organization shall be governed by common accord. Any disputes shall be handled in accordance with the latest edition of Robert’s Rules of Order.
Article X Fiscal Year
10.01 The fiscal year of the organization shall be from January 1 through December 31, inclusive of one (1) year.
Article XI Liaison
11.01 Amended 12/19 The Jacksonville Beach Citizen Police Academy Volunteer Coordinator shall act as a liaison between the Citizen Police Academy Alumni Association and the Jacksonville Beach Police Department. The Liaison shall report activities and progress to interested parties with both organizations, and provide assistance (suggested speakers and contacts, etc…) to Citizen Police Academy Association. The Liaison is invited to attend all general meetings and serve on any committee, but is not eligible for regular membership.
11.02 New 10/20 The Jacksonville Beach Police Department Liaison will be an Officer from the ranks assigned by the Chief of Police. This Liaison will serve as an advisor to the CPAAA Board of Directors and will report matters regarding the CPAAA to the Chief of Police. The liaison is invited to attend all board and general meetings, serve on any committee, but will not be eligible for regular CPAAA membership.
Article XII Committees
12.01 The President may designate the establishment of one or more committees.
Article XIII Financial
13.01 Amended 12/19 The fiscal year is to begin January 1 of each year. The financial records are to be audited each year within 60 days after the end of the fiscal year by an Audit Committee appointed by the President. In preparation for the yearly audit, the Treasurer and one Board Member shall reconcile the financial records on a Quarterly basis.
13.02 Amended 12/19 All funds secured by the Jacksonville Beach Citizen Police Academy Alumni Association, whether by donations, fund raisers or any other outside sources shall be used exclusively to assist the Jacksonville Beach Police Department. Dues shall be used exclusively to assist with the operations and functions of the Jacksonville Beach Citizen Police Academy Alumni Association. Annually, prior to year-end, the Treasurer shall prepare and submit a budget for the forthcoming year which will be approved by the Executive Board. Once approved by the Board, the budget will be presented to the active membership as the approved budget for the coming year in either the December or January CPAAA meeting. Any new proposed budget line items should be provided to the Treasurer prior to the budget presentation to the Board.
13.03 Any funds remaining at the end of the fiscal year shall be carried over into the next fiscal year.
Article XIV Amendments
14.01 Amended 12/19 These bylaws may be altered, amended or repealed and new by-laws may be adopted by a majority of the active members in good standing present at a regular meeting. At least 30 days notice in writing shall be given to all active members of an intention to modify or repeal these bylaws.
Article XV Dissolution
15.01 In the event this Association is dissolved without prior limitation or disposition of funds, the remaining funds after payment of all indebtedness shall be given to the Jacksonville Beach Police Department.
Original Adoption Date: April 20, 2000
President Vice President
Lee Dorson William Ostrowski
Secretary Treasurer
Margaret Warren Sarah Anthony
Article 3.03 Amended October 2001
Articles 1.01, 2.01, 3.01, 4.01, 11.01, 13.02 Amended February 2009
Articles 2.01, 2.03, 3.01A, 3.01C, 3.03, 4.01C, 4.02, 4.04, 5.01, 5.02, 5.02.2, 6.02, 6.05, 7.06, 9.02, 9.03, 11.01, 13.01, 13.02, 14.01 Amended December 2019
Articles 5.01, 8.02 and 11.02 (new) Amended October 2020
Articles 5.02.3, 5.02.3.1,7.07, 7.08, 7.08.1,7.08.2, 7.08.3, 7.08.4, 7.08.5, 9.03.1,9.03.1.1, 9.03.1.1.1, 9.03.1.1.2, 9.03.1.2 New May 2021