Presented by Madeline NeumannNational Chapter Coordinator

Parliamentary Procedure: Robert’s Rules of Order Responsibilities of Chapter Officers

o Each officer has a jobo Each job has responsibilitieso They all work togethero No one person runs a chaptero Each officer should be willing to share information with board

members and the membership President

o Leads the chapter o Gives ED directiono Sets the direction the chapter goes ino Works with the approval of the boardo Responsible for overseeing all reports due to Nationalo Prepares agenda for all meetings

Executive Directoro Works under the president, they are NOT the leader of the

chaptero Answers to the boardo Handles day-to-day business of the chaptero May be a non-survivor, but then can’t vote

Treasurero Custodian of all financial bookso Prepares all financial reportso Prepare and submit a Treasurer’s Report for ALL chapter

meetingso Transparency

Must allow membership ability to view books Should have books at meetings so membership can view them If someone asks a question or wants to see financial information, you

must not take it personally, they have that right

Secretaryo Take minutes at all meetings

Submit minutes to National Chapter Coordinator within 30 days of meeting

Submit draft to president for feedback After President reviews minutes, submit to executive board

before next meetingo Safeguards all chapter paperworko Sends out chapter correspondence

   

Chapter Meetings/Voting Procedures

oMembership Meeting

oBusiness Meeting

oExecutive Session

Chapter Meetings/Voting Procedures

oMembership Meeting

All survivors present may vote Your Annual Meeting is considered a membership

meeting Minutes must be taken and made available to the

membership and National Chapter Coordinator

Chapter Meetings/Voting Procedures Con’t.

oBusiness Meeting

All members are invited to attend, however only executive board members may vote

Members present my express their opinions, if the board allows it, but they may not vote

Minutes must be taken and made available to the membership and National Chapter Coordinator

Chapter Meetings/Voting Procedures Con’t.

oExecutive Session

The president may go into Executive Session any time during a Business Meeting or Membership Meeting

When you go into Executive Session all people not on the chapter’s executive board must leave the room, unless invited to stay by the President

Chapter Meetings/Voting Procedures Con’t.

oExecutive Session Con’t.

General minutes must be taken and made available to the executive board and National Chapter Coordinator

These minutes do not need to be as detailed as the business or membership meetings, as they serve to keep a brief record of what was discussed and what motions were passed

Meetingso In personoConference calloNOT via emailoMUST take minutes for meeting to be official

chapter meeting

MinutesoRepresent history recording of chapteroNever to be destroyedoMust be detailed, but not verbatimoMust Include

Attendees Date Location

Minutes Con’t. oMotions MUST be detailed

Include $ amounts Specific action to be taken

oBoard Votes in between meetings Emails Phone calls Brought into next meeting’s minutes via a motion

oAttached to minutes Agenda Treasurer’s Report

Communicationo Face to Face

Best option – especially when handling sensitive issues

Logistically difficult sometimeso Phone

One-on-one Conference call

Communication Con’t.oWritten

Snail Mail Meeting notices Newsletter Events

Email Convenient Good for board votes Bad for open discussion Can be destructive

BylawsoBlueprint of your organizationoHow you govern your chapteroShould be more general

Standard Operating Procedure - SOPoHow you put your polices into practiceoMore detailed

Amending Your Chapter’s BylawsoBylaws Committee

Draft changes/additions to bylaws Committee approves changes

oChapter Executive Board Bylaws Committee presents proposed changes Chapter Board votes to approve changes

Amending Your Chapter’s Bylaws Con’t.oNational Chapter Coordinator

Chapter submits proposed changes for National Board’s approval

Chapter Coordinator Submits proposed changes to the National Board for their approval

Gives direction to chapter If approved, signs back page and returns to chapter

Amending Your Chapter’s Bylaws Con’t.oMembership

Must be notified in writing of all proposed changes 30 days notice of membership meeting Have ability to vote on proposed changes

oAmended Bylaws Back page signed by chapter officers upon

membership acceptance Send copy of back page to National Chapter

Coordinator Within 30 days of meeting

What you can change in your bylawsoOfficersoTerm lengths and limitsoAnnual meeting monthoChapter name

Must also amend incorporation papersoTerritory

Developing/Amending SOPsoSOP Committee

Write new SOPs as needed or directed by chapter president

Draft changes/additions to SOPs Committee approves changes

Developing/Amending SOPs Con’t.oChapter Executive Board

SOP presents proposed changes Chapter Board votes to approve new and/or changes

oMembership Must be notified in writing of all proposed changes 30 days notice of membership meeting Have ability to vote on proposed changes

Examples of where chapters can use SOPsoTravel PolicyoNominations/Electionso Police Week ExpendituresoHands on Programs

Nominations oSOP for Nominations

Letter of intent Application Review of applicants Applicant MUST be a survivor on C.O.P.S.’ Database

Exception: Executive Director with NO vote

Elections oMust be held at your Annual Membership MeetingoNew roster after each election or change in officers

You have 30 days to submit to Nat. Chapter Coordinator Must include for all new officers

Confidentiality Form Nominees Pledge

Financial Ethics and Accountability Form Minutes showing election results

Chapter FinancesoAll chapter officers have a fiduciary responsibility

to chapteroTreasurer

Custodian of the books Make books available to ALL chapter members Record all deposits properly Obtain receipts for all expenditureso Maintain Expense Reports for reimbursements

Chapter Finances Con’t.oTreasurer Con’t.

Treasurer’s Report Presented at EVERY meeting Attached to minutes Line items details of ALL transactions

Chapter Finances Con’t.oTreasurer Con’t.

Quarterly Financial Reports Due 30 days after end of each quarter Includeso Bank Statement Reconciliationo Transactions in Transito Cash Receipts Journal (Deposits)o Cash Disbursements Journal (Expenditures)o Bank Statements

Chapter Finances Con’t.oTreasurer Con’t.

Annual Reports 990 Form prepare o Submit to IRS by 8/15o Submit copy to National Chapter Coordinator by 9/30

State Annual Reporto File with your stateo Submit proof of filing with Nat. Chapter Coordinator by 9/30

Audit Review – Submit to the Nat. Chapter Coordinator by 9/30

15% Tithe

National C.O.P.S.o Parent Corporation

501c3 is in National C.O.P.S.’ nameo Local Chapters Bound to National

Charter Bylaws: Article XIII Chapter Status, Section 1 Articles of Affiliation: Article III, Section A, B and D 501c3 Status

National C.O.P.S.

52 Local Chapter

s

IRS501c

3 Statu

s

•Articles of AffiliationArticles of Affiliation•BylawsBylaws

•Articles of IncorporationArticles of Incorporation

The relationshipBetween at National National C.O.P.S. C.O.P.S. and the Local Local Chapters: Chapters:

Local Chapters Responsibilities to NationaloAbide by your bylawsoSubmit all required reports/paperwork by deadlines

Roster Confidentiality Form Nominees Pledge Financial Ethics and Accountability Form

Minutes Quarterly financial reports

Local Chapters Responsibilities to National Con’t.oSubmit all required reports/paperwork by deadlines

Annual reports Audit 990 State Annual Report filing

oAttend Chapter Training AnnualoAnnual Tithe of 15%

Benefits Chapters Receive from Nationalo Under National’s 501c3 Umbrellao C.O.P.S. Stellar Reputationo C.O.P.S. National Law Enforcement Networko Training

Chapter Training Traumas of Law Enforcement

o Hands-On Programso National’s Relationship with the Department of

Justiceo Chapter to Chapter Network