Citizen's Academy Alumni By-Laws

Article I

OFFICES AND ORGANIZATION

Section 1: Location
The Erlanger Police Department, Citizen’s Police Academy Alumni Association’s main location will be:
505 Commonwealth Avenue
Erlanger, Kentucky 41018.

Section 2: Purpose
The Alumni Association was formed to assist the Erlanger Police Department in the many tasks necessary to serve the citizens of Erlanger.

Section 3: Political Activity
The Alumni Association will not lend its support or name for the purpose of any political activity. Political activity is defined, for the purposes of these by-laws, as actively promoting or campaigning as a group, or as individuals, appearing to represent the Alumni Association for or against any issue, candidate or other matter that has been formally brought forth to the public for a vote of federal, state, city or any political subdivision thereof. This provision shall not serve to restrict or encumber any member from exercising his/her right to promote or campaign for or against issues or candidates of his/her choice, with the understanding that such activity shall not be engaged in a manner which in any way implies or appears to reflect this Alumni Association.

Section 4: Non-Intervention Policy
The Alumni Association is a non-intervention association. Members are neither commissioned officers of any law enforcement agency nor are they to represent themselves as such (unless coincidental). The policy of the Alumni 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 be construed as an unofficial act of the Alumni Association or any law enforcement agency. Each member agrees to indemnify, release and hold harmless the City of Erlanger, its elected or appointed officials, the Erlanger Police Department and its officers, and the Alumni Association, the Alumni Association officers and members for any results of any action taken on his/her own initiative. Furthermore, it is the policy of the Alumni Association that no member shall carry a weapon to any event unless approved by the Erlanger Police Department. Any member in violation will be expelled from the Alumni Association with no right to appeal, notwithstanding Article II, Section 3.


Article II

Membership

Section 1: Eligibility
Any person who is a graduate of the Erlanger Police Department’s Citizen Police Academy is eligible for membership. No person shall be denied membership in the Alumni Association because of race, religion, sex, age or ethnic background.

Section 2: Dues
A member is good standing shall be defined as a person who pays dues. Alumni Association dues per member shall be: a payment of $10.00 (ten dollars) initially and $5.00 (five dollars) annually. Annual dues for a Business Membership shall be $100.00 (one hundred dollars) and each paid business shall receive a plaque.

Increases in membership dues shall be voted on and approved by the general membership. A two thirds (2/3) majority vote of a quorum of the membership present is required to approve the increase.

Dues will be payable during the month of January of each year. Any member who has not paid annual dues by the last day of February of that year will be dropped from full membership status. Dues cover January to December.

Section 3: Revocation of Membership Status
Any member may be expelled from the Alumni Association for either failing to perform the duties of his/her office and/or for illegal and/or immoral conduct (conduct that is considered to be damaging to the Alumni Association, the Erlanger Police Department, the City of Erlanger or other law enforcement agencies). All accusations must be presented to the officers in writing. The officers will discuss and examine the charges for compliance with the by-laws. After a majority affirmative vote, the officers will notify the affected member, in writing or direct verbal contact, of the charges, the date, time and location for the next meeting at which the charges will be placed on the agenda for the general membership. The affected member will be suspended from all Alumni Association affiliation until a final result is reached. A two thirds (2/3) majority vote of a quorum of the membership present is required to approve revocation of membership status. The decision of the general membership will be reviewed by the Erlanger Police Department liaison. Confirmation of revocation of membership status by the Erlanger Police Department liaison is final.


Article III

GENERAL MEMBERSHIP MEETINGS

Section 1: Frequency of Meetings
General membership meetings shall be held twelve (12) times per year on the second Wednesday of each month. The meetings will start at 7 p.m. and be held at the Erlanger Police Department. Date, time and location are subject to change. The secretary will attempt notification of all members of such a change either in writing, email or direct verbal contact ten (10) days prior to the meeting.
The annual meeting for the election of officers shall occur at the regular scheduled December meeting with the nominations for officers being conducted at the regularly scheduled November meeting.

Section 2: Special Meetings
A special meeting of the officers, committees or the general membership may be called by the President or Department Liaison with ten (10) days notice either by mail, email or direct verbal contact.

Section 3: Eligibility to Vote
Each full member of the Alumni Association, present and in good standing shall have one vote in matters brought before the General Membership for consideration or action. All votes shall be cast by “show of hands” as a matter of expediency; however, the President may call for a “secret ballot” vote on any issue. There shall be no absentee or proxy voting permitted.

The Alumni Association shall be governed by common accord and the parliamentary authority shall be Robert’s Rules of Order (Current Edition).


Article IV

OFFICERS, COMMITTEES AND CONDITIONS

Section 1: Officers
The officers of the Alumni Association shall consist of a President, Vice President, Secretary and Treasurer.

Section 2: Elections and Terms of Officers
Nominations for the offices of President, Vice President, Secretary and Treasurer shall be entertained at the November regular general membership meeting. The election of the offices will be held at the December regular general membership meeting. All terms of office shall be from January 1st through December 31st of the following year. A term consists of one (1) calendar year.

Section 3: Removal
Any elected officer may be removed from office for due cause by the membership by a two thirds (2/3) majority vote whenever in it is determined to be in the best interest of the Alumni Association, but such removal shall be without prejudice.

Section 4: Vacancies
Any vacancy in an office of the Alumni Association will be appointed by the remaining officers, with the approval of the department liaison, until the end of the term.

Section 5: President
The President shall be the principal officer and the authorized spokesperson of the association. The President shall preside over all general membership and officer meetings.

Section 6: Vice President
In the absence of the President, or in the event of his/her inability or refusal to act, the Vice President shall perform the duties of the President.

Section 7: Secretary
The Secretary shall keep the minutes of all meetings and maintain a record of attendance at such meetings. The Secretary will keep a roster of members. The Secretary is responsible for all correspondence and documents of the Alumni Association. The Secretary shall be responsible for verifying the Treasurer’s report as complete and accurate.

Section 8: Treasurer
The Treasurer shall be responsible for all funds, securities and payment of bills for the Alumni Association. The Treasurer shall compile and maintain a monthly report and distribute said report to the membership monthly.

Section 9: Compensation
Officers shall not receive remuneration or compensation for their services; however they may receive reimbursement of a valid expense(s) of operation of the Alumni Association that has prior approval of the officers of the Alumni Association.

Section 10: Committees
The President may form a committee(s) as he/she sees fit. Each committee will have a chairperson to speak on behalf of the committee. The President shall assign the term of the committee and number of persons. Standing committees shall be; the membership committee, social functions, by-laws and fund raising.


Article V

FINANCIAL POLICY

Section 1: Contracts
The Officers may authorize agents of the Alumni Association to enter into any contract or execute and deliver any instrument in the name of and on behalf of the Alumni Association.

Section 2: Deposits
All funds of the Alumni Association shall be deposited to the credit of the Alumni Association in Heritage Bank.

Section 3: Checks and Drafts
All checks, drafts or orders for the payment of money, notes or other evidences of indebtedness issued in the name of the Alumni Association shall be signed by any two (2) elected Officers.

Section 4: Gifts
The Officers may accept on behalf of the Alumni Association any contributions, gifts, bequests or devise.

Section 5: Fund Raising
Fund raising activities shall be approved by the majority vote of the membership. No fund raising event shall violate the purpose of the organization, articles of incorporation or the By-laws of the Alumni Association.

Section 6: Financial Records
All expenditures can be approved by an Officer up to $100.00. All other expenditures over that amount shall need the approval of at least two (2) Officers. All approved expenditures will be paid by check and signed by two (2) Officers.

Section 7: Net Earnings
No part of the net earnings shall accrue to the benefit of Alumni Association members.


Article VI

BOOKS AND RECORDS

The Alumni Association shall keep correct and complete books and records of accounts, and shall also keep minutes of all meetings and attendance records. All books and records of the Alumni Association may, upon written request, be inspected by any member for any proper purpose at any reasonable time. All original books and records will be kept and maintained by the Secretary with the exception of financial records, which will be kept by the Treasurer. A roster of all members will be maintained by the Secretary. All records and books will be inspected by the department liaison.


Article VII

FISCAL YEAR

The fiscal year of the Alumni Association shall begin on the first day of January and end on the last day of December in each calendar year.


Article VIII

LOGO

A logo which has the name of the “Erlanger Police Department Citizen’s Police Academy Alumni Association” has been adopted and may be altered by a majority vote of the full membership with the approval of the police liaison.


Article IV

WAIVER OF NOTICE

Whenever any notice is required to be given under the provisions of the Kentucky Non-Profit Corporation Act, the Articles of Incorporation or the By-laws of the Alumni Association, a waiver thereof in writing signed by the person or persons entitled to such notice, whether before or after the time stated therein, shall be deemed equivalent to the giving of such notice.


Article X

AMENDMENTS OF BY-LAWS

A two-thirds (2/3) majority vote of the quorum of the membership present at any general membership meeting shall be required to alter, amend or repeal these by-laws and for new by-laws to be adopted and added.


Article XI

LIAISON

The Chief of the Erlanger Police Department or his/her designee shall appoint a sworn member of the police department to act as a liaison between the Erlanger Police Department and the Alumni Association.


Article XII

PARLIAMENTARY AUTHORITY

The Alumni Association shall be governed by common accord and the parliamentary authority shall be Robert’s Rules of Order (current edition).


Article XIII

RATIFICATION

The above By-laws being duly adopted by a majority vote of a quorum of the General Membership present at a meeting duly called and held on Wednesday, May 11th, 2005.

Having operated in accordance with these By-laws since Wednesday, May 11th, 2005, these By-laws shall be effective as of that date.

Erlanger Police Department