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

    Walt Lazear Mike Nepi Tracey Ryan Van Vanderwal 2

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 3

FCCPAAA Bylaw Change Proposal October 29, 2011

Proposed Changes by Position

       At Large Director Positions Committee Chairpersons Duties President Duties Vice President Duties Treasurer Duties Assistant Treasurer Duties Secretary Duties 4

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 5

FCCPAAA Bylaw Change Proposal October 29, 2011

Committee Chairpersons

  Membership Chairperson Fundraising Chairperson   Canteen Chairpersons (2 positions) Outreach Chairperson 6

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 7

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 8

FCCPAAA Bylaw Change Proposal October 29, 2011

Canteen Chairpersons

(2 Positions)      Manage and operate mobile Canteen Configure and maintain truck Stock and inventory supplies Schedule crew deployments Plan for upgrade / replacement of truck 9

FCCPAAA Bylaw Change Proposal October 29, 2011

Outreach Chairperson

    Support civilian and uniformed law enforcement causes Seek meal donations for district stations Prepare / submit articles to news media publication Staff information distribution booths 10

FCCPAAA Bylaw Change Proposal October 29, 2011      

President

(no changes) 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

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

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

    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 14

FCCPAAA Bylaw Change Proposal October 29, 2011

Secretary

  Records minutes at Board and membership meetings Retain and preserve meeting minutes and other legal documents     Minutes from all Board and Standing committee meetings Correspondence Contracts Bylaws  Not expected to attend all committee meetings 15