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Fairfax County Citizens Police Academy Alumni Association Summary of FCCPAAA Bylaw Changes FCCPAAA Annual Meeting October 29, 2011
FCCPAAA Bylaws Change ProposalOctober 29, 2011 Bylaws Committee • Walt Lazear • Mike Nepi • Tracey Ryan • Van Vanderwal
FCCPAAA Bylaw Change ProposalOctober 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
FCCPAAA Bylaw Change ProposalOctober 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
FCCPAAA Bylaw Change ProposalOctober 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
FCCPAAA Bylaw Change ProposalOctober 29, 2011 Committee Chairpersons • Membership Chairperson • Fundraising Chairperson • Canteen Chairpersons(2 positions) • Outreach Chairperson
FCCPAAA Bylaw Change ProposalOctober 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
FCCPAAA Bylaw Change ProposalOctober 29, 2011 Fundraising Chairperson • Generate Fundraising Plan • Activities and Goals • Sell logo gear • Participate in Loyalty Rebate programs • Execute fundraising events
FCCPAAA Bylaw Change ProposalOctober 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
FCCPAAA Bylaw Change ProposalOctober 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
FCCPAAA Bylaw Change ProposalOctober 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 ProposalOctober 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 ProposalOctober 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 ProposalOctober 29, 2011 Assistant Treasurer • Thefollowing 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
FCCPAAA Bylaw Change ProposalOctober 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