Texas Citizens on Patrol Association Bylaws
P.O. Box 1141
Roanoke, Texas 76262
ARTICLE 1 – PURPOSE
- Principle Office
The principle office of the Texas Citizens On Patrol Association hereafter referred to, as TCOPA or Association, shall be located in the State of Texas. The Association may have such other offices, either in or outside the State of Texas, as the Executive Board may determine or as the affairs of this Association may require.
1.02 Purpose
The purpose, for which this non-profit Association was formed, is to bring together members of Citizens On Patrol, Neighborhood Watch, VIPS, Wise Eyes and other Law Enforcement Volunteer Groups across Texas, to improve relations between the police department and the civilian community in all phases of law enforcement activities.
ARTICLE 2 – MEMBERS
2.01 Classes of Members
This Association shall have three classes of members, Regular, Life and Honorary. The designation of such classes and the qualifications of such member shall be as follows:
2.01.01 Regular Members – Regular Members shall be members of Law Enforcement Volunteer groups and Law Enforcement Officers who have applied and been accepted for membership and are in good standing with their respective agencies.
2.01.02 Life Members – Any member or members, who, by appointment of the President, have shown outstanding service promoting the purpose of the association, Life Members shall enjoy all the rights of regular members. These members will not pay dues.
2.01.03 Honorary Members – Any person appointed by the President. This Association may consider persons for Honorary Membership based on outstanding community service or other special consideration. Honorary members do not pay dues and are non-voting members.
2.02 Conduct of Members
No member shall promote or represent themselves on behalf of this Association for personal, political, or financial gain. Inappropriate behavior toward officers and citizens will not be tolerated and may result in termination of membership.
2.03 Eligibility
Regular members shall be members of any Law Enforcement Agency or Branch as well as any Law Enforcement volunteer organization or is associated with a law enforcement program that promotes community safety and involvement, who live or work in Texas at the time of application for membership, and in good standing without regard to age, creed, race, religion, or sex.
2.04 Members in Good Standing
For members to be in good standing they must:
1. Have their dues paid for the current year
2. No criminal charges pending
3. Must be in good standing with their respective agencies
2.05 Voting Rights
Each Regular Member shall be entitled to one vote on each matter submitted to a vote of the members. Member must be present to vote and in good standing.
2.06 Termination of Membership
Membership may be terminated for just cause after a hearing before the Executive Board, and a majority vote by the Executive Board. Just cause is defined as any violation of the TCOPA Bylaws or the member’s termination from the agency or organization they represent.
2.07 Resignation of Membership
Any member may resign by filing a written resignation with the Secretary.
2.08 Property
Upon the resignation or termination of any member, all property belonging to TCOPA, including name badge shall be returned.
2.09 Reinstatement
A former member who has resigned may apply for reinstatement by submitting a written request with the Secretary. The Executive Board, by 2/3-majority vote, may reinstate such former member.
2.10 Transfer of Membership
Membership in this Association is not transferable or assignable.
2.11 Appeals
Any member who wishes to appeal a decision of the Executive Board may do so before the general membership by submitting a written request to the Secretary 60 days prior to the general membership meeting. Such appeals shall be presented to the Regular Members at the general meeting. Appeals will be decided by a 2/3-majority vote of the members present. (Refer to article 3.04)
ARTICLE 3 – MEETINGS OF MEMBERS
3.01 Annual Meeting
Annual meetings shall normally be held on once a year at a time and place of the annual conference set by TCOPA. All members shall be notified of any change in meeting time and location.
3.02 Special Meetings
The President or Acting President may call special Meetings of members. Members shall be notified no less than 48 hours in advance of a special meeting.
3.03 Place of Meeting
General and special meetings shall be held at a place designated by the President or Acting President, in accordance with annual meeting.
3.04 Quorum
The presence of not less than 20 percent of the Regular Members in good standing shall constitute a quorum and shall be necessary to conduct the business of this Association when a vote is required. The Parliamentarian is responsible for determining the number of members for a Quorum.
3.05 Procedure
Common accord shall govern this Association. All disputes shall be handled in accordance with Robert’s Rules of Order unless inconsistent with these Bylaws.
3.06 Motions
All motions to commit this Association on any matter shall be normally considered first by the Executive Board. Any motions to commit the association on any matter that are proposed at a general meeting shall be referred to the Executive Board for evaluation and approval before being considered for a vote by the membership.
ARTICLE 4 – EXECUTIVE BOARD
4.01 Purpose
The Executive Board shall manage all affairs of the TCOPA.
4.02 Officers and Terms
The Executive Board shall be the elected officers from the general membership of the Association except for the 4 regional presidents, which are automatically appointed, to the executive board (refer to Article 5). The term of office for elected positions shall be for two (2) years. No officer may serve more than two (2) consecutive terms unless the office is uncontested in a general election, at which time the Executive Board may approve one additional term. If any single region is not represented through a regional board of directors, then the vacant position normally held by a regional president may be appointed by a majority vote through the TCOPA executive board.
4.03 Quorum
A quorum shall consist of a majority of the Executive Board.
4.04 Board Meetings
Board members are required to attend scheduled Board Meetings. Prescheduled meetings are convened, but not limited to, once a quarter and one (1) for the Conference Walk through at the hosting COP city. A “sign in sheet” will be provided at all meetings and will be kept on file by the Secretary. If a Board Member has more than two unexcused absence from Board meetings, their resignation will be required. Board Members will notify the President, as soon as possible, if they plan to attend the Board meeting.
4.05 Special Meeting
The President or any board member may call special Meetings of Executive Board members. Board Members shall be notified no less than 24 hours in advance of a special meeting unless every member of the board verbally (or through e-mail) consents to a meeting within a shorter period of time. A quorum of the Executive Board must be present to conduct a special meeting.
ARTICLE 5 – OFFICERS AND DUTIES
5.01 Officers
The officers of this Association shall be President, First Vice President, Second Vice President, Secretary, Treasurer and the Regional Presidents. The same person may not hold two offices at the same time. The Executive Board may not have more than 2 elected officers from the same agency.
5.02 Election of Officers (President, 1st Vice President, 2nd Vice President, Secretary and Treasurer)
The President shall appoint a nominating committee of three or more Regular Members. This committee shall prepare a recommended slate of officers from Regular Members willing to serve and present the slate to the members at the annual general meeting. The person that is nominated shall be present at the meeting to be considered as a candidate. Advanced notice of the elections shall be given by email notification.
President and 2nd Vice President will be voted in even years. President will appoint parliamentarian this year as well. 1st Vice President, Secretary, and Treasurer will be voted in odd years. Regional Presidents in even regions will be voted on even years and Regional Presidents in odd regions will be voted in odd years.
Voting shall be done in person at the annual general meeting. A formal notice shall be given to all members as to the time and place of the meeting by email no later than 30 days prior to the meeting. A list of candidates prepared by the nominating committee shall also accompany this announcement. Additional nominations may be made from the floor at the annual general meeting before voting is conducted. Voting will be done by ballot and the results announced before the meeting is adjourned. These results will also be posted on the TCOPA website.
No absentee ballots will be accepted.
5.03 Oath of Office
All TCOPA Board Members will take an Oath of Office at the time of taking their position. A Sworn Peace Officer will give the oath. The oath is attached here as Exhibit A.
5.04 Vacancies
If a vacancy in any position of the Executive Board occurs, the Executive Board will by majority vote, appoint a Regular Member to fill the position for the un-expired portion of the term.
5.05 Resignation
Resignation of any individual from office shall be submitted in writing to the Executive Board. A Board Member who misses meetings per Article 4.04 will be considered to have resigned. The President will notify the Board Members in writing of termination of that Board Member.
5.06 Termination of an Executive Board Member
The Board may terminate the term of an Executive Board Member for just cause after a hearing before the remainder of the Executive Board, and a 2/3-majority vote. Just cause is defined as any violation of the TCOPA Bylaws or other justified reasons.
5.07 Appeals of an Executive Board Member
Any former board member may appeal the revocation of their term to the general membership by submitting a written request to the Secretary or Acting Secretary. This request will be submitted at the next regularly scheduled general meeting. After discussion before the Regular Members, such matter shall be resolved by 2/3-majority vote of Regular Members present. (Refer to article 2.11)
5.08 President
The President shall be the principle executive officer of the Association and shall in general supervise and control all the business and affairs of this Association. The President shall preside at all meetings of the members and of the Executive Board. The President shall sign with the Treasurer or First Vice President necessary documents. In general, The President shall perform all duties incident to the office of the President and such other duties as may be prescribed by the Executive Board or a majority vote of the Regular Members. The President shall be empowered to vote in case of a tie.
5.09 First Vice President
In the absence of the President or in the inability or refusal to act, the First Vice President shall perform the duties of the President, and when so acting shall have all the powers and shall be subject to all the restrictions upon the President, becoming the Acting President. The First Vice President shall serve as liaison between hosting city of State Conference and Executive Board. The First Vice President shall perform such duties as may be assigned to them by the President, the Executive Board, or a majority vote of the Regular Members. The First Vice President shall be empowered to vote on all matters of the Executive Board.
5.10 Second Vice President
In the absence of the First Vice President or in the inability or refusal to act, the Second Vice President shall perform the duties of the First Vice President, and when so acting shall have all the powers and shall be subject to all the restrictions upon the First Vice President. The Second Vice President will be responsible for WebPages and media. The Second Vice President shall perform such duties as may be assigned to them by the President, the Executive Board, or a majority vote of the Regular Members. The Second Vice President shall be empowered to vote on all matters of the Executive Board.
5.11 Secretary
The Secretary shall keep the minutes of general meetings of the members and meetings of the Executive Board; give all notices in accordance with the provisions of these bylaws or as required by law, keep a register of the postal and/or email addresses of each member; and, in general, perform all duties as may be assigned to them by the President, the Executive Board, or a majority vote of the Regular Members. The Secretary shall also be responsible for providing a copy of the minutes from the annual meetings to the Regular Members. The Secretary shall also be responsible for providing a copy of the minutes from board meetings to the Executive Board thirty (30) days from date of Board Meeting. In the absence of the Secretary, the President shall assign a member to assume such duties, with the approval of the Executive Board. The Secretary shall be empowered to vote on all matters of the Executive Board.
5.12 Treasurer
Treasurer shall perform all the duties assigned to the Office of Treasurer, including all Federal and State requirements, and the President, the Executive Board, may assign such other duties as to them or a majority vote of the Board of Directors. The Treasurer is the principal officer to take charge of, custody of and be responsible for all funds and securities of this Association, and in addition shall comply and adhere with Article 7, of these Bylaws. Duties of Treasurer include:
- Receiving and issuance of receipts for all monies due and payable to this Association from any source
- Deposit all monies in the name of this Association in such depositories as shall be selected in accordance with the provisions of these bylaws
- Be responsible for providing a written quarterly financial report to the Board of Directors and an annual written financial Report to the Regular Membership at the Annual meeting
Treasurer shall be empowered to vote on all matters of the Executive Board and Board of Directors.
5.13 Regional Presidents
The Regional Presidents shall serve as representatives of their respective regions on the State Executive Board. The Regional Presidents will be responsible for communicating to their respective regions, activities of the TCOPA. The Regional Presidents shall perform such duties as may be assigned to them by the President, the Executive Board, or a majority vote of the Regular Members. They shall be empowered to vote on all matters of the Executive Board. Map of the regions is Exhibit B.
5.14 Parliamentarian
The Parliamentarian shall advise the President, other officers, committee members and regular members on matters of parliamentary procedures. The parliamentarian’s role during a meeting is purely an advisory and consultative one and to ensure that Robert’s Rules of Order are adhered to. The Parliamentarian will be appointed by the President and has no voting rights except those afforded a Regular Member and shall attend the Executive Board Meetings.
ARTICLE 6 – COMMITTEES
6.01 Committees
The President may designate and appoint, as needed one or more committees, and the members thereof. Each committee Chairperson shall report to the Executive Board and attend the Executive Board meetings or provide a report to a designated person from the Executive Board. Each committee shall make no binding policy or agreements without approval of the Executive Board.
6.02 Terms of Committees
Each committee will continue from date of appointment for a term specified by the President.
6.03 Chairman
The President shall appoint one member of each committee chairman. The chairman shall govern all meetings of the committee.
6.04 Vacancies
Vacancies in the membership of any committee may be filled by appointment by the President.
6.05 Quorum
Unless otherwise provided in the appointment of a committee, a majority of the whole committee shall constitute a quorum and any action decided by a majority of the quorum, shall be the decision of the committee.
6.06 Rules
Each committee may adopt rules for it’s own operation consistent with these bylaws
ARTICLE 7 – CHECKS, DEPOSITS AND FUNDS
7.01 Checks and Drafts
All checks, drafts, or orders for payment of money, notes, debit/credit cards or other evidences of indebtedness issued in excess of $250 in the name of this association shall be signed by two of the following officers: Treasurer, President, or the First Vice President. That board member shall not sign any check issued to them. No check shall be issued until an original receipt is submitted to the Treasurer. The board prior to any expenditure must approve all monies spent.
7.02 Deposits
All funds of this Association shall be deposited promptly to the credit of this Association in such banks, trust companies, or other depositories as the Executive Board may select.
7.03 Donations
The Executive Board may accept, on behalf of this Association, any contribution or gift deemed appropriate and useful.
ARTICLE 8 – BOOKS AND RECORDS
8.01 Books and Records
This Association shall keep correct and complete books and records of accounts and shall also keep minutes of the general meetings and Executive Board meetings. A record giving names and addresses of all members entitled to vote shall be kept at the registered or principal office of this Association. The Regular Members upon written request to the President may inspect all books and records of this Association. Such request shall be honored on or before 15 business days.
8.02 Annual Review
An Audit Committee shall review the financial records of this association annually. The records shall be gathered and presented to the Audit Committee no later than January 31 and returned to the Executive Board by the end of the first quarter.The Audit Committee’s report will be submitted to the Executive Board no later than March.
ARTICLE 9 – FISCAL YEAR
9.01 Fiscal Year
The fiscal year of this Association shall begin on the first day of January and end on the last day of December in each year.
ARTICLE 10 – DUES
10.01 Annual Dues
The Executive Board determines, with approval of two-thirds of a quorum of Regular Members present at a general meeting, the amount of annual dues payable to this Association by Regular Members.
10.02 Payment of Dues
Regular Member dues are due and payable by the annual conference. If a member is unable to attend, dues must be paid by July 1st.
10.03 Defaults and Termination of Membership
Any member shall be in default in the payment of dues if dues are not paid. At such time the Executive Board may consider their membership for termination. A former member, currently in good standing who has not paid their dues by the time specified shall be reinstated upon payment of current dues.
ARTICLE 11 – TEXAS CITIZENS ON PATROL ASSOCIATION ANNUAL CONFERENCE
11.01 Responsibility
It shall be the responsibility of the hosting COP Association to organize and implement the annual State Conference. The Executive Board and hosting association will meet at least two (2) times to discuss options and to secure approval by the Board. The hosting association’s responsibilities include but are not limited to the venue, early registration/mixer, awards ceremony, guest keynote speaker, and breakout sessions.
11.02 Income from Conference
Any monies from conference fees, exhibitor fees, and other associated conference income will go to the hosting association. The hosting association will donate 10% of net profits to TCOPA at the end of the conference. A request for annual dues will be included on the State Conference Registration form. Any annual dues and member information collected by the host association will be submitted to TCOPA prior to the start of the conference.
ARTICLE 12 – AMENDMENTS TO BYLAWS
12.01 Amendments to Bylaws
These Bylaws may be altered, amended, or repealed. When there is a need for the Bylaws to be altered, amended, or repealed, a Bylaw Committee shall be appointed by the President to make the suggested changes. The Bylaw Committee will then present the proposed changes to the Executive Board before presenting the proposed changes to the General Membership at the next general meeting.
New Bylaws may be adopted by a two-thirds (2/3rd) majority of the Regular Members present at the annual General Meeting during which the proposed changes are presented. At least thirty (30) days notice, in writing and/or Email, shall be given to all Regular Members of an intention to alter, amend or repeal these bylaws or specific elements of the Bylaws.
ARTICLE 13 – DISSOLUTION
13.01 Dissolution
Upon dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501C3 of the Internal Revenue Code, or corresponding section of any future Federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not so disposed of shall be disposed exclusively for such purposes or to such organization or organizations that are organized and operated exclusively for 501C3 purposes.
Adopted June 20, 2009, Revised August 19, 2012
Note: After approval at the General Meeting this date will change to say “Approved and Adopted July XX, 2018”
Texas Citizens On Patrol Association Exhibit A
Adopted June 19th, 2010
(Repeat after me)
I, (state your name) – – Do solemnly swear – – in the presence of fellow members and friends – – to uphold the office of – – (state your office) to the best of my abilities. – – I realize it is an important responsibility, – – and I will conduct myself accordingly.
I will be a leader, and strive to make decisions – – for the betterment of the association. And when the office is vacated, – – I will share what I have learned with my successor. So help me God.
Congratulations
Texas Citizens On Patrol Association Exhibit B
Adopted June 19th, 2010
Revised March 24th, 2018
District 1
Dallam, Sherman, Hansford, Ochiltree, Lipscomb, Hartley, Moore, Hutchinson, Roberts, Hemphill, Oldham, Potter, Carson, Gray, Wheeler, Deaf Smith, Randall, Armstrong, Donley, Collingsworth, Parmer, Castro, Swisher, Briscoe, Hall, Childress, Hardeman, Wilbarger, Wichita, Foard, Cottle, Motley, Floyd, Hale, Lamb, Bailey, Cochran, Hockley, Lubbock, Crosby, Dickens, King, Knox, Baylor, Archer, Yoakum, Terry, Lynn, Garza, Kent, Stonewall, Haskell, Throckmorton, Young, Gaines, Dawson, Borden, Scurry, Fisher, Jones, Shackelford, Stephens, Andrews, Martin, Howard, Mitchell, Taylor, Nolan, Callahan and Eastland.
District 2
Clay, Montague, Cooke, Grayson, Fannin, Lamar, Franklin, Red River, Bowie, Jack, Wise, Denton, Collin, Rockwall, Hunt, Rains, Hopkins, Titus, Delta, Morris, Cass, Marion, Upshur, Wood, Camp, Van Zandt, Kaufman, Dallas, Tarrant, Parker, Palo Pinto, Erath, Hood, Johnson, Ellis, Henderson, Gregg, Smith, Rusk, Harrison, Panola, Shelby, Sabine, San Augustine, Nacogdoches, Angelina, Cherokee, Anderson, Navarro, Hill, Bosque, Somervell, Comanche, Hamilton, Mills, Coryell, McLennan, Limestone, Freestone, Trinity, Houston, Leon, Robertson, Falls, Bell, Milam, Williamson, Burnet and Lampasas.
District 3
El Paso, Hudspeth, Culberson, Loving, Winkler, Ector, Midland, Glasscock, Sterling, Coke, Runnels, Coleman, Brown, Tom Green, Irion, Reagan, Upton, Crane, Ward, Reeves, Jeff Davis, Pecos, Crockett, Schleicher, Sutton, Edwards, Kinney, Maverick, Val Verde, Terrell, Brewster and Presidio.
District 4
Concho, Mcculloch, San Saba, Menard, Mason, Llano, Kimble, Gillespie, Blanco, Travis, Bastrop, Lee, Burleson, Brazos, Grimes, Madison, Walker, San Jacinto, Polk, Tyler, Jasper, Newton, Orange, Hardin, Liberty, Montgomery, Washington, Fayette, Caldwell, Hays, Kendall, Kerr, Real, Austin, Harris, Chambers, Galveston, Brazoria, Fort Bend, Wharton, Dewitt, McMullen, Live Oak, Bee, Karnes, Dewitt, Victoria, Jackson, Matagorda, Calhoun, Refugio, Goliad, Aransas, San Patricio, Nueces, Kleberg, Kennedy, Willacy, Cameron, Hidalgo, Starr, Zapata, Jim Hogg, Brooks, Webb, Duval and Jim Wells.
