North Texas Police Chiefs Association | By-Laws
101.00 NAME, AFFILIATION AND TERM
101.01 This organization, created in 1960, shall be known at the North Texas Police Chiefs Association. This organization shall also be known and referred to by the letters NTPCA in capital letters.
101.02 This organization shall be in concert with the Texas Police Chiefs Association.
101.03 The duration of the North Texas Police Chiefs Association (NTPCA) as an organization shall be perpetual.
102.01 The purpose of the NTPCA 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 in the State of Texas as well as other missions of the TPCA, and to facilitate opportunities to encourage participation and interaction among police chiefs in North Texas for the purpose of communication, training, discernment of issues, and promotion of the TPCA. The assets of the Association shall at all times be dedicated to the purposes set out above, and none of the net earnings shall inure to the benefit, in whole or in part, of any private individual, association or corporation.
103.01 The NTPCA 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 NTPCA shall be governed by the, Board of Officers which shall consist of the following members: President, 1st Vice-President, 2nd Vice-President, Secretary, Treasurer, and past Presidents of the NTPCA. All members of the Board of Officers present at a meeting of the Board of Officers shall constitute a quorum, and shall be entitled to voting privileges. The Board of Officers may meet and vote electronically when deemed necessary by the President.
103.02 The NTPCA 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.
104.01 ACTIVE MEMBERS
A. Any person who is licensed by the Texas Commission on Law Enforcement (TCOLE) as a peace officer serving as a Chief of Police or City Marshal, who is the chief administrative head of the police department, or whatever title they may be called, of any incorporated city or town, public or private institution of secondary or higher education including college and university police, airport police, transit police,railroad police, water district police as defined in the Texas Water Code,public and private hospital district police and retired Police Chiefs may hold Active Membership in the Association with the proper payment of proper dues.
B. Active Members are eligible to fully participate in all aspects of Association business at a General Business Meeting of the Association.
C. “Retired police chief” refers to a retired Texas Police Chief eligible to retire with current employer and who does not take another position as a police chief with another agency.
D. Chiefs appointed from out of state must have a peace officer license or equivalent from that state and acquire a Texas peace officer license within one year of appointment or membership will be suspended.
E. Interim or acting chief administrative heads of a police department are not eligible for Active Membership unless they are retired Police Chiefs who hold Active Membership.
104.02 ASSOCIATE MEMBER
A. An Associate Membership may be extended to the following individuals upon the approval of the Board of Directors and the payment of proper dues:
1. Any person who is licensed by the Texas Commission on Law Enforcement (TCOLE) as a peace officer with command responsibilities and sponsored by the agency’s chief of police;
2. The Special Agent or Assistant Special Agent in charge of any office of any federal law enforcement agency;
3. The head of any state law enforcement agency and their command staff;
4. A director of public safety whose duties include the supervision of a law enforcement agency and who is a former Active or Associate Member;
5. A person who serves as a legal advisor, part time or full time, to a law enforcement agency;
6. Members of the academic community who are actively engaged in teaching or research in the areas of law enforcement;
7. Elected law enforcement officials to include sheriffs and constables;
8. Retired chiefs of police from other states that now reside in Texas.
B. Associate Members, however, shall not be eligible to hold elected office, but shall have the privilege to attend and join in the discussion at official meetings and conferences. Associate Members are eligible to serve on committees and chair certain committees as appointed by the President.
C. Interim or acting chief administrative heads of a police department are eligible for Associate Membership.
104.03 Honorary Members
Honorary membership may be extended to:
A. Any person who is certified by TCOLE as a police officer who serves at a rank immediately below the second level of command in a police agency; or
B. An individual who does not meet the requirements as set forth in Sections 104.01 A., 104.02 A., or 104.03 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 Board of Officers and approved by a majority vote of the NTPCA voting members present, voting at any official meeting.
C. Upon approval for Honorary Membership an individual must complete an application to the NTPCA 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.
104.04 Lifetime Members
A past President of the NTPCA upon surrendering the Presidency to a new, incoming president and any active member upon completing twenty years of membership in the NTPCA, shall become a non-dues paying Lifetime Member, entitled to all membership privileges under Section 104.01 B.
104.05 Corporate Members
Any company having an office or conducting business in the State of Texas may become a corporate member of the NTPCA, after approval of the Board of Officers 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 designated by the President.
Each new application for membership shall be made in writing and shall contain such information as prescribed by the Board of Officers. The application shall be presented to the Board of Officers, which shall approve or reject the application.
104.07 Annual Dues
A. The dues of the NTPCA shall be determined by the Board of Officers and shall be payable upon becoming a member on or in advance of the individual’s membership.
B. Dues for new members must be paid within thirty (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.
C. Renewal dues must be paid at least 60 days after the beginning of the fiscal year or membership in the organization will be suspended.
D. Any change in the dues structure will require a minimum of two (2) months notice to the membership. Addendum “A” to the By-Laws shall outline the annual dues structure and can be updated by the Board of Officers when changes are determined by the Board of Officers. Such changes are not subject to vote of the membership as required under By-Law Section 112.00, Amendments.
E. Failure to submit dues will result in being removed from the NTPCA roster and list server.
104.08 Renewal of Membership
Membership shall be renewed each fiscal year, as defined in Section 107.01, by payment of dues to the Treasurer.
104.09 Duties of Members
A. Each member shall support the purpose of this NTPCA.
B. Each member shall work for the betterment of the police profession.
104.10 Actions Against Members
A. The Association expects all members to maintain the highest of professional ethical standards. To that end, the Association reserves the right to take appropriate action to preserve the integrity of our profession and our Association.
B. The Board of Officers 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 respond to the cause of censure or expulsion in writing, directed to the President, for consideration by the Board of Officers, or request a hearing before such Board, which hearing shall be held at such time, place and manner as may be prescribed by the Board of Officers. An appeal from the decision of the Board of Officers may be taken at the next called meeting of the NTPCA, where, by a majority vote of the Active voting members present, such decision may be sustained, reversed or modified.
104.11 Suspension of Membership
A. A member of the Association shall be considered suspended from membership upon:
1. Severing connections with law enforcement except through retirement or disability; with the exception of Lifetime Members;
2. Failure to acquire or maintain a Texas Peace Officer License, with the exception of Lifetime Members;
3. Non-payment of dues (when required); or
4. Action taken by the Board of Officers for cause as outlined in Section 104.10
B. Upon the elimination of the cause of suspension, the suspended member may be reinstated by the Board of Officers.
105.00 BOARD OF OFFICERS, QUALIFICATIONS, NOMINATION, ELECTION, TERM AND DUTIES
105.01 Officers of the NTPCA
B. 1st Vice President
C. 2nd Vice President
105.02 Qualifications for Officers of the NTPCA
A. Only Active Members with at least two years’ continuous service with the NTPCA may be a candidate for office.
B. The candidate shall be a member of the NTPCA and TPCA in good standing.
C. The candidate shall be regularly engaged in salaried, active police service as the chief administrator of an agency.
105.03 Nomination of Candidates for Officers of NTPCA
A. The President shall appoint a nominating committee consisting of three (3) past Presidents to establish a slate of officers with the immediate past president serving as chair. If the immediate past president is not in attendance, the President shall appoint the most recent past president as chair. If at least three (3) past presidents are not in attendance, the President may appoint enough Active Members to comprise a three (3) member committee.
B. Nominations from the floor are also in order after the Nominating Committee presents its slate of officers.
105.04 Election of Officers
A. An election shall take place at the September meeting and shall comply with Robert’s Rules of Order.
B. An election shall be by written ballot when more than one candidate for the same office is nominated, otherwise the election may be by acclamation.
105.05 Terms and Conditions of Office
All officers’ terms shall be for one (1) year beginning October 1st of the current year in which the election takes place, or until their successors are elected and installed.
Officers of the organization shall serve as members of the Board of Officers and shall not be monetarily compensated for their time and service. The Board of Officers serves for the good of the NTPCA and to further the NTPCA’s goals and objectives. The Board may establish procedures consistent with these By-Laws to govern this organization unless amended or repealed by a majority vote of the Board of Officers members present.
105.06 Duties and Responsibilities of President
A. Serve as the executive head and official spokesperson for the NTPCA, representing the NTPCA in all outside activities.
B. Preside at all regular or called meetings of the NTPCA and Board of Officers.
C. Call meetings of the Board of Officers as required.
D. Appoint standing and special committees as needed.
E. Appoint a Nominating Committee to establish a slate of officers in accordance with Section 108.03 D.1.
F. Determine the order of business for the NTPCA; schedule and prepare agendas for all regular and called meetings and board meetings.
G. Serve as an ex-officio member of all committees with the right to vote, except for the Nominating Committee.
H. 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 Board of Officers in managing the affairs of the NTPCA.
I. Present slate of officers for election to the NTPCA membership.
105.07 Duties and Responsibilities of 1st Vice-President
A. Serve as Presiding Officer in the absence or disability of the President.
B. Fill an unexpired term of the President in the event of a vacancy.
C. Schedule programs and select meeting locations for regular meetings.
D. Perform such other duties as may be assigned by the President or the Board of Officers.
105.08 Duties and Responsibilities of the 2nd Vice-President
A. Serve as Liaison between the President and any standing and/or special committees.
B. Perform such other duties as may be assigned by the President or the Board of Officers.
105.09 Duties and Responsibilities of the Secretary
A. Keep complete and accurate minutes of the NTPCA meetings and present minutes of the previous meeting at the next meeting.
B. Notify the membership of meetings and events.
105.10 Duties and Responsibilities of the Treasurer
A. Collect all dues and be responsible for all funds of the NTPCA and for the records of its financial affairs. Preserve all books, papers and other property belonging to the NTPCA and make a complete report of the conditions of the NTPCA on an annual basis. Have the authority to disburse funds for NTPCA expenses. Place all unexpended money in a fund to the credit of the NTPCA. Account for and deliver to the successor in office all monies and property of the NTPCA and perform all other duties as voted by the NTPCA or as required by the President or Board of Officers.
B. Distribute renewal notices.
C. Update and distribute the membership roster.
A. In the event of a vacancy in the office of President occasioned by death, resignation, removal, suspension or inability to serve for any reason, 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.
B. In the event of a vacancy in the office of a Vice-President, the Board of Officers shall appoint a member to fill the Office for the unexpired term.
C. In the event of a vacancy in the office of the Secretary, the Board of Officers shall appoint a member to fill the Office for the unexpired term.
D. A vacancy in the office of the Secretary shall be filled by the Treasurer for the unexpired term.
E. A vacancy in the office of Treasurer shall be filled by an election thereto of a Board of Officers member.
F. Vacancies may be filled by temporary appointment thereto by the President.
G. Should any member of the Board of Officers no longer hold the position of Chief Administrator of a police agency, that member will have six months to comply with section 105.02 C. of these By-laws. Failure to do so will require the member to resign from the Board of Officers.
106.01 The NTPCA shall meet regularly on the last Wednesday of the month unless otherwise announced and/or rescheduled by the President.
106.02 Regular meetings shall be structured to include, if necessary, a Chief’s Session for Active Members immediately following the General Session for all members.
106.03 Cancellation of regular meetings should be announced two (2) weeks prior to the scheduled meeting date.
106.04 NTPCA meetings shall not conflict with scheduled meetings of the Texas Police Chiefs Association meetings.
106.05 Only the President, with the approval of the Board of Officers, may call special meetings.
106.06 A quorum for a general NTPCA meeting shall consist of those members present at the meeting.
106.07 Only the Presiding Officer may determine and/or revise the agenda.
106.08 Robert’s Rules of Order Newly Revised shall govern all meetings of the NTPCA, the Board of Officers, and all other committees. Minutes of all meetings will be filed with the Secretary. The President may appoint a Parliamentarian.
106.09 The Presiding Officer shall preserve order and decorum.
106.10 Members may bring guests to a general NTPCA meeting. Such guests should be individuals who support the purposes of the NTPCA. Prior to the meeting, Members need to inform the Presiding Officer or another Board of Officers’ Officer that a guest is present at the meeting and the identity of the guest. Based upon the nature of the meeting agenda, the Board of Officers may request that guests leave the room during portions or all of the discussions related to NTPCA business.
107.00 FISCAL YEAR
107.01 The fiscal year for the NTPCA shall be from October 1st through September 30th.
107.02 Independent Review of Fiscal Accounting
The Board of Officers shall call for an independent review of fiscal accounting for the NTPCA at least once every fiscal year. A report of the review findings shall be distributed to the membership.
108.00 STANDING COMMITTEES
108.01 Standing Committees shall be:
A. Goals and Objectives
Committee appointments shall become effective at the beginning of the fiscal year for a term of one year.
A. Goals and Objectives Committee
Responsible for assessing the present condition and future direction of the NTPCA with a focus on identifying strategy or strategies to strengthen and improve the organization.
Responsible for encouraging participation and membership in the NTPCA. Shall serve as a welcoming committee to newly appointed police chiefs and inviting them to join the NTPCA.
C. Legislative Committee
Responsible for identifying and developing legislative positions on issues of concern to law enforcement and the NTPCA. During NTPCA meetings, shall provide a report to the membership on the status of legislative issues.
D. Nominations Committee
1. The Nominating Committee will be comprised of three (3) Past Presidents of the NTPCA. The immediate Past President shall serve as Chair and two (2) additional representatives shall be chosen from Past Presidents of the NTPCA.
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 form the Active membership in order to form a committee of the 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 Board of Officers.
E. By-Law Committee
1. Review the By-Laws on an annual basis to determine if changes are required.
2. Edit/correlate all proposed amendments and resolutions; present proposed changes to the Board of Officers.
3. May propose amendments and resolutions.
4. Distribute approved amendments and/or resolutions to the membership after Board of Officers approval.
108.04 Other committees and their responsibilities, as determined by the President or Board of Officers, may be established.
109.01 No income, contribution or other revenue or funds shall benefit any individual member.
110.00 ENDORSEMENT AND SPONSORSHIP
110.01 No member, nonmember or nonmember organization shall be permitted to use the name or initials of the NTPCA in a manner to state or imply sponsorship or endorsement or any commercial product or service, except as approved by the Board of Officers.
110.02 The Board of Officers may approve outside organizations, agencies or individuals to sponsor NTPCA meetings.
110.03 The Presiding Officer may allocate time for the sponsor for presentation purposes during NTPCA meetings.
111.01 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 Board of Officers.
112.01 These By-Laws may be amended, altered, or revised as follows:
A. By two-thirds vote of the NTPCA voting members present, voting at any official meeting, provided copies of the proposed amendments shall have been distributed to all voting members one (1) month prior to the meeting at which the vote will be taken.
B. By unanimous vote of the NTPCA voting members present, voting at any official meeting, if such amendments have not been distributed as required by A. of this Section.
Annual Dues Structure of the NTPCA as Determined by the Board of Officers
Date Approved: September, 2015
I. Annual Dues Structure is determined as set forth in By-Law Section 104.07.
104.07 – Annual Dues
A. The dues of the NTPCA shall be determined by the Board of Officers and shall be payable upon becoming a member on or in advance of the individual’s membership.
B. Dues for new members must be paid within thirty (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 prorated.
C. Renewal dues must be paid at least sixty (60) days after the beginning of the fiscal year or membership in the organization will be suspended.
D. Any change in the dues structure will require a minimum of two (2) months notice to the membership. Addendum “A” to the By-Laws shall outline the annual dues structure and can be updated by the Board of Officers when changes are determined by the Board of Officers. Such changes are not subject to vote of the membership as required under the By-Laws Section 112.00, Amendments.
II. Dues are structured as follows:
A. $25.00 Active, Associate, Honorary, Membership(s)
B. $100.00 Corporate
III. This dues structure will be effective October 1, 2016, and will remain in effect until such time as the Board of Officers determines it should be changed.
Debra Waltham, President NTPCA 2015
For the NTPCA Board of Officers