ARTICLE I: THE GEORGIA APCO CHAPTER POLICY MANUAL...strikethrough or underlining as means of...

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POLICY MANUAL of

The Georgia Chapter of the Association of Public Safety Communications Officials International,

Inc.

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GEORGIA APCO POLICY MANUAL

ARTICLE I…………………………………THE GEORGIA APCO CHAPTER POLICY MANUAL

Section 1.1…………………………………………..……………………………Establishment Section 1.2…………………………………………………..…Changes to the Policy Manual

ARTICLE II………………………………………………………………………….…THE CHAPTER

Section 2.1…………………………………………………………….Articles of Incorporation Section 2.2…………………………………………….……Chapter Organizational Structure Section 2.3…………………………………………………...….Equal Opportunity Statement Section 2.4……………………………………………………………………….Rules of Order Section 2.5………………………………….…………………….By-lawsBylaws Change Procedures Section 2.6…...…………………………………………Goals and Objectives of the Chapter Section 2.7………………………………………..……….…..Meetings of the Annual QuorumMembership Quorum

ARTICLE III……………………………………………...………..………….APCO INTERNATIONALORGANIZATIONAL STRUCTURE

Section 3.1……………………………………...…APCO International Organizational Chart Section 3.21………………...…………………………….... Chapter Organizational Structure Section 3.23……………………………….... Statement of Allegiance to APCO International ARTICLE IV……………..………………………………………………………………MEMBERSHIP

Section 4.1..…………………………………………….Membership Application Procedures Section 4.2……......………………………….………………………………..Member Conduct Section 4.3.…………………………………………Senior Member Nomination Procedures Section 4.4……………………………………………..Life Member Nomination Procedures Section 4.5.………….………………………………………...…….Chapter Life Membership Section 4.6……...……………………………….Chapter Honorary Membership Guidelines Section 4.7…………………………………………………………………...Membership Dues Section 4.8………………………………………………………………………..Awards Policy ARTICLE V……………………………………………………………………BOARD OF OFFICERS

Section 5.1……………………………………………………………………………...Meetings Section 5.2……………………………………………………………………………….Minutes Section 5.3……………………………………………………...Significant Action Procedures Section 5.4…………………………………………………………………..Officer Candidates Section 5.5…………………………………………………………………Election Procedures Section 5.6……………………………………Officer Impeachment Processing Procedures Section 5.7………………………………………………………………Campaign Procedures

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ARTICLE VI…………………………………………………...COMMITTEES AND TASK FORCES

Section 6.1……………………………………………………...Committees and Task Forces Section 6.2……………………………………..………………………..Operating Procedures AdvisoryCredentials Committee Section 6.3…………………………………………………………… Membership Committee Commercial Advisory Committee Section 6.4……………….…………………………………………….…Telecommunications Management AdvisoryHistorical Committee Section 6.5…………………………………..…………………Bylaws and Policy CommitteeFrequency Advisory Committee Section 6.6............................................................................. ..............AwardsNominating Committee Section 6.7…………………………………………………………...…….Emergency Management AdvisoryTraining Committee Section 6.8………………………………………………...…………...Conference9-1-1/Technical Advisory Committee Section 6.9…………………………………………………………….Membership Committee Section 6.10.......................................................................................Historical Committee Section 6.11..............................................................Constitution and…………………………………………………... By-laws CommitteeBylaws and Policy Committee Section 6.12………………………………………………………………...Awards Committee Section 6.13……………………………………………………………..Legislative Committee Section 6.14………………………………………………………………..Training Committee ARTICLE VII………………………………………………..………….…ELECTRONIC ……………..PUBLICATIONS

Section 7.1.............................................................................................Official NewsletterInternet Presence Section 7.2……………………………………………………..…………Member Communications………Official Website ARTCLE VIII..………………………………………………………………………...CONFERENCES

Section 8.1……………………………………………………………………………….General Section 8.2.…………………………………………………...Payment of Speaker Expenses Section 8.3………………………………………………………..………….Annual Chapter Conference Section 8.4…………………………………………………………………….Joint Conference ARTICLE IX…………………………………………………………………………………….TRAVEL

Section 9.1……………………………………………………………….General Travel Policy














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ARTICLE I: THE GEORGIA APCO CHAPTER POLICY MANUAL

SECTION 1.1: ESTABLISHMENT

PURPOSE

To define the purpose of the Georgia APCO Chapter Policy Manual and its distribution. AUTHORITY

The Policy Manual is established in accordance with the provisions of the Chapter’s Constitution By-lawsBylaws.. POLICY

1. The Policy Manual shall define policies of the Association Chapter and may

define practices and procedures necessary to implement the requirements of the Chapter’s Constitution and Bylaws.

2. The authority to establish, amend, or delete, or temporarily suspend sections of the Policy Manual is defined in the Chapter’s Constitution By-lawsBylaws. The requirements of the Constitution By-lawsBylaws shall be followed.

3. Copies of the Policy Manual shall be made available to AssociationChapter’s members as follows:

3.1. An printed electronic copy of the complete Georgia APCO Chapter Policy Manual shall be provided to each member of the Board of Officers within 30 days of his or her election to the Board of Officers.

3.2. An printed electronic copy of each section added to the Georgia APCO Chapter Policy Manual shall be provided to each member of the Board of Officers within 30 days after approval of that section.

3.3. An printed electronic copy of each section of the Georgia APCO Chapter Policy Manual that is amended shall be provided to each member of the Board of Officers, within 30 days after approval of the amended section.

3.4. An printed electronic copy of the updated Index shall be provided to each member of the Board of Officers within 30 days after approval of the change.

3.5. A copy of the complete Georgia APCO Chapter Policy Manual in an electronic PDF format shall be maintained on the Georgia APCO website and PSConnect for access by the general membership. Such copy shall be kept current. “Current” shall be defined to include the addition of new sections, the exchange of amended sections, and the removal of deleted sections within 30 days after the Board of Officers approves such action.

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ARTICLE I: THE GEORGIA APCO CHAPTER POLICY MANUAL

SECTION 1.2: CHANGES TO THE POLICY MANUAL

PURPOSE

To define the practices and procedures for making changes to the Georgia APCO Chapter Policy Manual. AUTHORITY

The Georgia APCO Chapter Policy Manual is established in accordance with the provisions of the Chapter Constitution.By-lawsBylaws. Certain requirements for amending the Policy Manual are contained therein. This section further defines those requirements. POLICY

1.The authority to establish, amend, or delete sections of the Georgia APCO Chapter Policy Manual is defined in the Chapter’s Constitution By-laws. The requirements of the Constitution By-laws shall be followed.

2.A proposal to modify the Georgia APCO Chapter Policy Manual may be submitted by the Board of Officers, by any committee of the Chapter, or by any voting member of the Chapter who is eligible to vote in the Annual QuorumMembership Quorum. Such entity shall be known as the “maker.”

2.

1.

3.2. Proposals to modify the Georgia APCO Chapter Policy Manual shall be submitted in accordance with either of the following two formats:

3.1.2.1. Method ‘A’ generally is best used in cases of minor changes to existing sections of the Georgia APCO Chapter Policy Manual.

3.1.1.2.1.1. The maker prepares a cover letter explaining the need for the proposed change and the benefits to be gained.

3.1.2.2.1.2. The maker prepares a document showing the proposed changes in the text. The proposal shall show not less than the entire paragraph in which text is to be changed and may include the entire Georgia APCO Chapter Policy Manual Section.

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3.1.3.2.1.3. The maker highlights text changes by showing text to be deleted as strikethrough text and text to be added as bold or

redline text.

3.2.2.2. Method ‘B’ generally is best used in cases of major changes to an existing section involving changes in text to a significant portion of the document. Method ‘B’ is the only method that is practical for new sections to be added to the Georgia APCO Chapter Policy Manual.

3.2.1.2.2.1. The maker prepares a cover letter explaining the need for the proposed change and the benefits to be gained. The maker includes a statement that the proposed change is either a “new section” or is a “complete replacement of the existing section.”

3.2.2.2.2.2. The maker prepares a complete section that, upon adoption by the Board of Officers, will be inserted into the Georgia APCO Chapter Policy Manual. The new document shall not use strikethrough or underlining as means of highlighting changes to the text.

3.2.3.2.2.3. The format of the proposal shall conform to the general style of Georgia APCO Chapter Policy Manual sections as demonstrated by this section. The Constitution and Bylaws CommitteeBylaws and Policy Committee may be consulted for assistance in formatting the proposal.

4.3. The maker shall submit the proposal to the President.

4. 5.The President shall forward the proposal to the Regional Ambassador Committee for

review and comment. If time permits, the Regional Ambassador Committee may make comments to the maker prior to the proposal being presented to the Board of Officers. Such comments shall be non-binding on the maker.

5.1It is recommended that the Board of Officers forward a copy of the proposal to the Chair of the Constitution and Bylaws Committee for the purpose of their review to ensure the proposed new or modified policy does not conflict with a requirement of the Constitution, the Bylaws, or another section of the Georgia APCO Chapter Policy Manual. The Constitution and Bylaws Committee may also comment on the format of the proposed section.

6.4. The President will forward a copy of the proposal to the Chair of the Bylaws CommitteeBylaws and Policy Committee.

5. The Bylaws CommitteeBylaws and Policy Committee chair shall review the proposed language to ensure the proposed additions or modifications are consistent with both the Chapter’s Bylaws, other Chapter policies, and the style of the policy manual.

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6.56.1. If the proposal is found to conflict with the Chapter’s Bylaws or other policies, the Bylaws CommitteeBylaws and Policy Committee chair shall prepare a report to the Board of Officers explaining the conflict and a recommendation for further action on the proposal.

56.2. The Bylaws CommitteeBylaws and Policy Committee may make

non-substantive changes in the format of the document including changes in font, spacing, grammar, and spelling, punctuation, highlighting, and numbering to conform to the general format of the Georgia APCO Chapter Policy Manual.

56.2.1. The Bylaws CommitteeBylaws and Policy Committee

may correct words that are used improperly when the correction is based upon the context of the sentence within which the word appears and the proper word is readily obvious.

56.2.2. The Bylaws CommitteeBylaws and Policy Committee

may correct a cross-reference to the APCO Constitution, the APCO Bylaws, or to other sections of the Georgia APCO Chapter Policy Manual provided that:

56.2.2.1. The Committee can readily determine the correct

cross-reference based upon the context; or

56.2.2.2. If the Committee is unable to determine the proper cross-reference, then the Committee shall report the problem to the Board of Officers and seek the Board’s guidance in preparation of an amendment to the Policy Manual section that will correct or eliminate the error.

6. The Bylaws and Policy Committee chair shall return the original proposal and the suggested changes made in accordance with section 6.2 of this policy.

6.1 . The President shall distribute copies of the cover letter submitted by the maker and the proposed new or modified text of the Georgia APCO Chapter Policy Manual Section to the Board of Officers. To the greatest extent possible, the President shall endeavor to include these items in the materials distributed to the Board of Officers 30 days prior to the Board meeting.

6.2 . The Board of Officers may propose amendments to the proposed new or modified policy. Each proposed amendment shall be considered individually prior to the entire new policy or modified policy being considered.

7. The new or modified Georgia APCO Chapter Policy Manual Selection shall become

effective upon its passage by a majority vote of the Board of Officers.

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7.1. The Bylaws and Policy Committee shall update the index each time a new

section is added or a section is amended. 7.1

6. 7.16..3 The Bylaws CommitteeBylaws and Policy Committee chair shall return the original proposal and the suggested changes made in accordance with section 6.2 of this policy.

6. 6. 7.1The new or modified Georgia APCO Chapter Policy Manual Section shall become effective upon approval by the Board of Officers.

7.The President shall distribute copies of the cover letter submitted by the maker and the proposed new or modified text of the Georgia APCO Chapter Policy Manual Section to the Board of Officers. To the greatest extent possible, the President shall endeavor to include these items in the materials distributed to the Board of Officers 30 days prior to the Board meeting.

7.1The Board of Officers may propose amendments to the proposed new or modified policy. Each proposed amendment shall be considered individually prior to the entire new policy or modified policy being considered.

7.1 7.1

7.2.88. The new or modified Georgia APCO Chapter Policy Manual Section shall

become effective upon its passage by a majority vote of the Board of Officers.

7.1.1.

7.1.2.8.1 The President shall deliver a printed copy of the approved new or modified Georgia APCO Chapter Policy Manual section to the Chair of the Constitution and Bylaws Committee.

7.1.3.The Constitution and Bylaws Committee shall verify that the new or revised section is in the proper format.

7.1.4.The Constitution and Bylaws Committee may make non-substantive changes in the format of the document including changes in font, spacing, grammar, and spelling, punctuation, highlighting, and numbering to conform to the general format of the Georgia APCO Chapter Policy Manual.

7.1.5.The Constitution and Bylaws Committee may correct words that are used improperly when the correction is based upon the context of the sentence within which the word appears and the proper word is readily obvious.

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7.1.6.The Constitution and Bylaws Committee may correct a cross-reference to the APCO Constitution, the APCO Bylaws, or to other sections of the Georgia APCO Chapter Policy Manual provided that:

7.1.6.1.The Committee can readily determine the correct cross-reference based upon the context; or

7.1.6.2.If the Committee is unable to determine the proper cross-reference, then the Committee shall report the problem to the Board of Officers and seek the Board’s guidance in preparation of an amendment to the Policy Manual section that will correct or eliminate the error.

7.3.The Constitution and Bylaws CommitteeBylaws and Policy Committee shall update the index each time a new section is added or a section is amended. 7.2.

7.3. 87.2. After the Constitution and Bylaws CommitteeBylaws and Policy Committee has verified the accuracy of the new/modified section, the President shall cause the new or modified Georgia APCO Chapter Policy Manual Section and the updated index to be published in accordance with the requirements of Section 1.1 of the Georgia APCO Chapter Policy Manual.

7.3. 7.3.98. Emergency Conditions. Upon making a finding that an unusual

circumstance exists for which significant harm would come to the Chapter if action were delayed until the next meeting of the Chapter’s Membership Quorum, the Executive Committee may waive or modify a requirement contained in the Chapter Policy Manual subject to a requirement that two-thirds of the Executive Committee shall agree to a finding that an unusual circumstance exists and shall agree to the recommended course of action. Furthermore, the President shall cause to be published on the Chapter’s official website the finding of the Executive Committee of an unusual circumstance and its nature and the course of action taken by the Executive Committee.





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ARTICLE II: THE CHAPTER

SECTION 2.1: ARTICLES OF INCORPORATION

PURPOSE

To ensure the Chapter’s Articles of Incorporation are properly maintained and safeguarded as valuable documents.

AUTHORITY

The Chapter Corporate Statements are the legal basis for the formation of the Chapter.

POLICY

The Georgia Chapter of the Association of Public Safety Communications Officials is a volunteer membership organization incorporated March 9, 2000 in the year 2000 in the State of Georgia as a not-for-profit corporation. The Chapter was recognized as a 501(c)(3) organization by the Internal Revenue Service in June 2011on . It is registered to transact business in the State of Georgia. 1. and maintains its corporate headquarters in Conyers, Georgia.

2. 2.The President and Treasurer, or his designee, shall review the Chapter’s Articles of

Incorporation annually to ensure that they are current and accurate. 1.

3.2. Except as permitted below, any change in the Chapter’s Articles of Incorporation

shall be presented to the Board of Officers for approval during a regular meeting of the Board.

4.3. The President Treasurer may update the listing of Chapter officers, as

necessary, to show the current members of the Board of Officers. 5.The Treasurer shall ensure timely payment of all fees necessary to maintain such

registration. 4.

6.5. The President Treasurer shall provide for the preservation of the Chapter’s

Corporate Statements in accordance with the Chapter’s Records Retention Policy.for the life of the Chapter.

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SECTION 2.2: GEORGIA APCO, INC. ORGANIZATIONAL CHART

PURPOSE

The purpose of the following policy is to establish the organizational chart for the association Georgia Chapter.

RESPONSIBILITY AUTHORITY

Establishment of tThe organizational chart of Georgia APCO International is the responsibility of the Executive Directorsitting President as guided by the Chapter’s Association’s Constitution & Bylaws Policy ManualBoard of Officers.

DEFINITION

The organizational chart shows the structure of the association Georgia Chapter and the relationships of its various components. POLICY

The organizational chart is attached.following organizational chart is a graphic representation of the structure and of the Georgia Chapter of APCO.

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Membership

Quorum

Executive Committee

Board of Officers

Standing Committees

Special Committees and Task Forces

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Membership

Quorum

Board

of

Officers

C & B

Committee

Conference

Committee Nominations

Committee

Other

Committees (as established

by President)

Georgia Chapter of the Association of Public Safety Communications Officers

Organizational Chart

March 10, 2004

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SECTION 2.3 EQUAL OPPORTUNITY STATEMENTS

PURPOSE

To establish the Chapter’s policy with regards to Equal Opportunity.

AUTHORITY

United States law and various local laws require that organizations, such as APCO, have a policy with regard to Equal Opportunity. POLICY

1. It shall be the policy of the Georgia Association of Public Safety Officials to provide an equal opportunity to all persons desiring to participate in the Chapter.

1.1 The Chapter, its leadership, and its members, shall not discriminate against any person desiring to become a member of the Chapter or Association, or to become a member of a committee or task force, or to participate in any other chapter activity, on the basis of age, race, color, religion, national origin, political affiliation, gender, sexual orientation, marital status, or disability, or any legally protected class.

1.2The Chapter, its leadership, and its members, shall not discriminate against any person desiring to become a member of the Chapter or the Association in their participation in the Chapter’s activities on the basis of age, race, color, religion, national origin, political affiliation, gender, sexual orientation, marital status, or disability.

1.31.2 The Chapter, its leadership, and its members, shall not discriminate against any non-member of the Chapter desiring to participate or participating in the Chapter’s activities on the basis of age, race, color, religion, national origin, political affiliation, gender, sexual orientation, marital status, or disability, or any legally protected class. The Chapter may limit participation in the Chapter’s activities by non-members based upon other non-discriminatory practices.

2. The Board of Officers shall be responsible for ensuring adherence to this policy by all Chapter members. The Board of Officers may take whatever action they deem appropriate to ensure compliance with this policy up to and including termination of membership.



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SECTION 2.4: RULES OF ORDER

PURPOSE

To establish rules of parliamentary procedure for conducting various official meetings of the Georgia Chapter Association. AUTHORITY

The most current edition of “Robert’s Rules of Order, Revised” is established by Article IX, Section 4 of the Chapter’s Bylaws in the Chapter’s Bylaws as the general rules of parliamentary procedure to the extent that such rules are not inconsistent with special rules of the Association Chapter. “Robert’s Rules of Order Newly Revised” shall govern the Chapter in all cases to which they are not inconsistent with the Bylaws or special rules of order of this Chapter. POLICY

1.ROBERT’S RULES OF ORDER, NEWLY REVISED, TENTH EDITION, October 2000, published by Perseus Publishing of Cambridge, MA, is the current and authorized edition of this document. The special rules contained herein are based upon that document.

1.1In the event of a conflict between the document named above and any other

published version of “Robert’s Rules of Order,” the above named document shall prevail.

2.1. “Robert’s Rules of Order, Newly Revised” and the special rules identified herein

shall govern the conduct of all official meetings of the Association Chapter, including meetings of the Annual Membership Quorum, meetings of the Board of Officers, and meetings of committees appointed by the Board of Officers.

2.11.1 The President shall ensure that a copy of the current, authorized edition of

“Robert’s Rules of Order”“Robert’s Rules of Order, Newly Revised” is available for reference at all meetings of the Annual Membership Quorum and of the Board of Officers. An eBook format or other electronic version, from the official website of Robert’s Rules of Order, is acceptable.

3.2. A majority of the applicable quorum (i.e. the Annual Membership Quorum, or the

quorum of the Board of Officers) shall vote in favor of an action before such action may be implemented.

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3.1.2.1. Unless otherwise specified, the word “majority” shall mean a simple majority consisting of more than 50% of the applicable quorum. In general, members who “abstain” shall not be counted as part of the quorum for purposes of the vote.

3.2.2.2. The Chair is cautioned that certain actionsimpeachment of an

Officer, or the suspension of membership, require that a “super majority” of either two-thirds of the applicable quorum or three-fourths of the applicable quorum to vote in favor of the action before such action may be implemented. 3.2.

2.3. The Chair is cautioned that the revocation of a Chapter Senior or Life membership require a “super majority” of either three-fourths of the applicable quorum before such action may be implemented. 3.2.

3.3.The Chair is cautioned that certain votes are based upon the total

membership of the applicable body and not just those members in attendance. In such cases, members who are absent or otherwise abstain from voting have the effect of being a negative vote since they are included amongst the voting quorum for purposes of determining the number of affirmative votes needed for passage.

4.3. All votes on motions and other official actions shall be conducted in one of the

following manners:

4.1.3.1. By a voice vote wherein the Chair calls for “Ayes,” then “Nays,” and finally “Abstentions.” Members of the applicable quorum indicate their vote orally at the appropriate time. The Chair shall make a ruling as to the position receiving the required majority of the vote. In the event the Chair is unable to determine the position having the “majority vote” or in the event that a member of the applicable quorum calls for a “show of hands”, then the Chair shall discard the voice vote and proceed with a “show of hands” vote as described below.

4.2.3.2. By a show of hands wherein the Chair asks all members in favor of

the action to so indicate by raising their hand. The Chair then counts those members as “Aye” votes. Similarly, the Chair shall ask all members opposed to raise their hand and counts those members as “Nay” votes. Finally, the Chair shall ask all of those abstaining to raise their hand to be so recognized. The Chair then announces the final tally.

4.3.By secret ballot wherein the Chair asks each member of the applicable

quorum to indicate his/her preference on a piece of paper. The individual ballots shall be collected and counted by at least two individuals chosen from the quorum and one individual from the Board of Officers appointed

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by the President for that purpose, who shall make the final tally known. To the greatest extent possible, the individuals conducting the count shall be “disinterested parties.” If such “disinterested parties” are not available, then the individuals conducting the count shall represent both sides of the argument.

3.3. .

4.4.3.4. For each method of conducting a vote, only those members of the applicable quorum who are eligible to vote shall cast a “vote.”

5.4. The Annual QuorumMembership Quorum and the Board of Officers may take

action on a matter only as the result of a motion made by a member of the quorum of the respective body, the seconding of that motion by another member of the respective body, and a vote by the quorum of the respective body in accordance with the practices for handling motions as detailed in “Robert’s Rules of Order”“Robert’s Rules of Order, Newly Revised” except as noted below:

5.1.4.1. A request from a member of the quorum to “Call the Question” shall

not be interpreted to mean the motion “Previous Question” as defined in “Robert’s Rules of Order”“Robert’s Rules of Order, Newly Revised” unless the author specifically states his/her intent to make that motion. Rather, when such a “Call” is made, the President may proceed directly to conducting a vote on the matter then at hand.

5.2.4.2. A motion to “Table the Question”, to “Table the Matter” or to similarly “Table…” shall be interpreted to be the motion “Lay on the Table” as defined in “Robert’s Rules of Order”“Robert’s Rules of Order, Newly Revised” unless the maker is otherwise specific as to his/her intent in making the motion. The requirement that another item of immediate urgency having arisen is waived.

5.3.4.3. Matters before the Annual QuorumMembership Quorum that are “Tabled” shall end with the closing of the Annual ConferenceBusiness Meeting if not acted upon.

5.3.1.Matters before the Board of Officers that are “Tabled” shall end with the closing of that Board of Officers Session if not acted upon.

5.3.2.4.3.1. Matters before the Board of Officers that are “Tabled” may be carried from one meeting until the next except that the matter may not be carried past the closing of the next Annual Conference. Annual ConferenceBusiness Meeting.

5.4.4.4. A motion to “Adjourn” a General Business Meeting of the Annual QuorumMembership Quorum shall allow for the ending of the then current meeting of the Annual QuorumMembership Quorum without ending the session of meetings and dissolving the Annual QuorumMembership Quorum. The Session of the Annual QuorumMembership Quorum and its


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dissolution are defined in Section 2.9 2.7 of the Georgia APCO Chapter Policy Manual.

6.5. The “Chair” shall be determined as follows:

6.1.5.1. The President shall serve as the Chair of all meetings of the Annual QuorumMembership Quorum, the Board of Officers Executive Committee, and the Board of Officers except as noted below:

6.1.1.5.1.1. The Vice-President, Treasurer, and the Secretary, and

Executive Council Representative shall serve in order of seniority as the Chair in the absence of the President.

6.1.2.5.1.2. The Board of Officers may appoint one of its members other than the President to serve as Chair during meetings designated as being “informal discussion periods.” The Board of Officers may receive reports and conduct debate on any issue during such “informal discussion periods,” but may not vote on any matter other than the adjournment of that meeting.

6.25.2 The Chairperson of a committee shall serve as the Chair of all meetings of that committee.

7.6. The Chair shall have the following prerogatives:

7.16.1 The Chair decides the applicability of the rules of order and parliamentary procedure and makes all interpretations of such rules and procedure. The Chair may appoint and seek advice from a “parliamentarian” on such matters; however, the decision of the Chair is final.

7.36.2 The Chair shall recognize a member of the applicable quorum desiring to speak before such member shall be granted “the floor.” The chair shall not unreasonably deny any member of the quorum the right to speak.

7.2

7.36.3 The Chair shall recognize non-members of the applicable quorum desiring to speak before such non-member may be granted “the floor.” The Chair shall have sole discretion in granting this privilege to non-members of the quorum.

7.4.16.4 The Chair may limit debate on a matter before the applicable body by taking any of the following actions:

7.4

7.4.26.4.1 By limiting the time allocated to each speaker. In so doing, the Chair shall endeavor to grant an equal amount of time to each side of the argument.




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7.4.1

7.4.26.4.2 By limiting the number of speakers on each side of the issue. In so doing, the Chair shall endeavor to grant equal number of speakers to each side of the argument.

7.4.36.4.3 By setting a specific time at which debate shall end. In so doing, the Chair shall endeavor to ensure that each side of the argument has had an equal opportunity to present its position.

8.7. The President is granted editorial privilege in the wording of resolutions and motions made during the course of a meeting of the Annual QuorumMembership Quorum or the Board of Officers for the purpose of proper language.

8.1.7.1. This privilege shall not be used to change either the intent or the

effect of the resolution or motion passed.

8.2.7.2. If the maker of the resolution or motion is dissatisfied with the wording, he/she may request that it be changed to more correctly state the original language.


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SECTION 2.5: CONSTITUTION AND BYLAWS CHANGE PROCEDURES

PURPOSE

To define the process for submitting and considering amendments to the Constitution and/or Bylaws of the Chapter. AUTHORITY

The Chapter’s Constitution By-laws may be amended by a two-thirds majority vote of the Annual Quorum. in accordance with Article V of the Constitution. The Chapter’s Bylaws may be amended by a two thirds majority vote of the Annual QuorumMembership Quorum in accordance with Article IXXI, Section 111.1 of the Bylaws.

POLICY

1. The Constitution and Bylaws of the Chapter shall be amended only when the membership has been properly notified of the proposal to make an amendment and when approved in accordance with the requirements of the Constitution and/or Bylaws.

2. A proposal to amend the Chapter’s Constitution or Bylaws may be submitted only by the Board of Officers, or a committee formed by the Board of Officers. Such entity shall be known as the “maker” of the proposal.

3. A proposal to amend the Chapter’s Constitution or Bylaws shall be submitted in the form of a resolution. The format of the resolution shall include the following items in the order listed herein:

3.1. A section entitled “INTENT” that shall describe what the proposed amendment will accomplish. Such statement shall be brief, not to exceed two sentences.

3.2. The name of the maker.

3.3. The name of the Annual QuorumMembership Quorum whose consideration is desired. For example, the Annual QuorumMembership Quorum held during the 2004 20102012 Annual Conference2019 Business Meeting would be known as the “20192 2004 2010 Annual QuorumMembership Quorum.”

3.4. One or more “WHEREAS” statements that define the deficiencies of the current language, the need for added language, and/or the benefits to be gained from adding or modifying existing language in the Constitution and/or Bylaws.









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3.5. One or more “RESOLVED” statements that define the Article(s), Section(s), and Paragraph(s) of the Constitution and/or Bylaws to be amended and the proposed changes in the text.

3.5.1. The proposal shall include as much of the existing text as necessary to clearly show how the proposed change integrates into the existing language. In complying with this requirement, the maker shall include not less than the text of the entire paragraph within which a change is proposed.

3.5.2. Text to be deleted shall be shown in the form of strikethrough.

3.5.3. Text to be added shall be shown in the form of underlinebold or

redline.

4.The maker of a resolution may request the assistance of the President and/or the Constitution and Bylaws Committee in the drafting of an amending resolution.

4.1.The President and/or the Constitution and Bylaws Committee shall submit such drafts to the Board of Officers for comment before returning them to the maker.

4.2.Comments made by the President, the Constitution and Bylaws Committee, or and/or the Board of Officers shall not be binding upon the maker.

4.3.Such assistance shall not be construed to be support for the proposal.

5.4. A resolution to amend the Chapter’s Constitution and/or Bylaws shall be submitted to the President not later than JanuaryJune sixty (60) days 1 of the year prior to the conferencebusiness meeting atin which the proposal is to be considered by the Annual QuorumMembership Quorum.

6.5. The President shall cause the entire resolution to be published on the official GA APCO web site and PSConnect not less than sixty thirty (630) days prior to the convening of the Annual ConferenceBusiness Meeting at which the proposal is to be considered by the Annual QuorumMembership Quorum.

7.6. The President shall provide an electronic printed copy of the resolution to the Board of Officers for their review and comment.

8.7. The resolution shall be presented to the Annual QuorumMembership Quorum for consideration as follows:

8.1.7.1. A printed copy of the resolution shall be made available at the First General Business Meeting. The President, or his/her designee, shall read the intent and maker of the resolution.

8.2.The Regional Ambassador Committee representative shall state its position with regards to the proposed amendment immediately following the first reading of the proposal. Such position may be “Recommend Approval.” “Recommend Approval with Amendment”, “Recommend Disapproval”, or “No Recommendation.”


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8.3.7.2. The Board of Officers shall state its position with regards to the proposed amendment immediately following the Board of Officer’s recommendation.. Such position may be “Recommend Approval”, “Recommend Approval with Amendment”, “Recommend Disapproval”, or “No Recommendation.”

8.4.7.3. The President may permit discussion of the resolution and the presentation of amendments during the First General Business Meeting.

8.5.7.4. A printed copy of the resolution and any amendments proposed during the First General Business Meeting shall be made available prior toat the Second General Business Meeting, prior to the election at which the amendment is to be voted on. The President, or his/her designee, shall read the intent and maker of the resolution.

8.6.7.5. The Annual QuorumMembership Quorum shall vote on the resolution and any proposed amendment(s) during the Second General Business Meeting.

8.7.The President shall permit discussion of the resolution, to include the presentation of amendments, during the Second Business Meeting. In the interest of time, the President may limit the total amount of discussion but in doing so shall allow equal time for both the pro and the con arguments and such time allowed shall be not less than 5 minutes for each side.

8.8.The President shall call for a vote on each amendment to the proposed resolution. Such vote may be by secret ballot, by a showing of hands, or by voice subject to the requirement that only eligible voters shall cast a vote.

8.9.The President shall call for a vote on the entire resolution, as amended. Such vote may be by secret ballot, by a showing of hands, or by voice subject to the requirement that only eligible voters shall cast a vote.

8.10.7.6. If approved by the Annual QuorumMembership Quorum, the proposed resolution, as amended, shall become effective upon the adjournment of the Annual ConferenceBusiness Meeting at which it was adopted except that the resolution may specify an alternate effective date.

9.8. The Annual QuorumMembership Quorum may amend the language of a proposed resolution by majority vote on each such proposed revision.

9.1.8.1. The maker of such amendment shall present a written copy of the

proposed amendment to the President prior to the Annual QuorumMembership Quorum’s vote on the amendment. To the extent possible, written copies of the proposed amendment shall be distributed to the members of the Annual QuorumMembership Quorum. However, in the interest of time, the President may read the proposed amendment to the Annual QuorumMembership Quorum.

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9.2.8.2. Such amendment shall not deviate substantially from the stated intent of the original resolution nor shall it propose changes to sections of the Chapter’s Constitution and/or Bylaws that are not directly related to the sections for which the original resolution intended modification.

10.9. A proposal by the Constitution and Bylaws CommitteeBylaws and Policy

Committee to make a non-substantive change to either the Chapter’s Constitution or Bylaws shall be processed as follows:

10.1.9.1. The Constitution and Bylaws CommitteeBylaws and Policy Committee shall prepare the proposal showing the entire Paragraph to be modified with deleted text shown in strikethrough and added text shown in underlinebold or redline text.

10.2.9.2. The Constitution and Bylaws CommitteeBylaws and Policy Committee shall present the proposal in writing to the Board of Officers.

10.3.9.3. If the Board of Officers concurs with the proposed non-substantive changes, such changes shall become effective upon such approval.






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SECTION 2.6: GOALS AND OBJECTIVES OF THE CHAPTER

PURPOSE

To define the requirement for a strategic plan and to require the use of that plan in conducting Chapter business. AUTHORITY

The President Board of Officers is required to set goals for the Chapter in accordance with Article V, Section 1 Article 5, Section 5.5 of the Chapter’s Bylaws. and the Board of Officers is required to review and approve the goals and objectives of the Chapter in accordance with Article IV, Section 1 of the Chapter’s Bylaws. POLICY

1. All action taken by the Board of Officers, any Chapter Committee created by the Board of Officers, or the President shall conform to the goals and objectives of the Chapter as defined in the Strategic Plan except that certain on-going activities of the Chapter (e.g. publication of the Informera newsletter, maintenance of the chapter’s website, frequency coordination activities, presentation of training, and the Annual Conferenceconferences) may continue from one year to the next subject to a requirement that the activity does not undergo a significant change from the prior year.

2. By its very nature, a Strategic Plan is a “living document.” Therefore, the President shall:

2.1 Conduct a periodic review and updating of the current Strategic Plan.

2.2 The Strategic Plan should identify the major goals and objectives for the Chapter over the next 3-5 year period of time.

2.3 In conducting such a review, the President should seek participation from the Board of Officers, and the general membership.

2.4 Present the updated Strategic Plan to the Board of Officers for review and approval prior to its implementation.

3. The President and the Board of Officers shall develop an Annual Business Plan and an Annual Budget a financial forecast that is based upon the goals and objectives contained in the current Strategic Plan.

3.1 The Annual Business Plan shall identify specific goals and objectives for the Board of Officers during the coming fiscal year.




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3.2 The Annual Business Plan should identify specific goals and objectives for the Board of Officers and each committee and task force appointed by the Board of Officers during the coming fiscal year.

3.3The Annual Business Plan shall identify specific goals and objectives for the Board of Officers and all committees during the coming fiscal year.

3.43.3 The Chapter’s financial forecast Budget for the coming fiscal year shall support the accomplishment of the goals and objectives identified in the Annual Business Plan.

4. The President and the Board of Officers shall prepare an annual report that details the accomplishments of the Chapter in meeting or exceeding the goals and objectives of the Strategic Plan during the prior fiscal year. The report is to be presented to the membership during a the Business Meeting held in conjunction with the Annual Conference..

4.1 The President and the Board of Officers shall prepare a status report that identifies progress being made toward accomplishing the goals and objectives of the Annual Business Plan and any obstacles that may prevent their successful completion by the end of the fiscal year.

4.2 The Board of Officers may add, delete, or modify specific goals and objectives contained in the Annual Business Plan so long as such changes are not considered to be taking the Chapter in a new direction or otherwise be considered a significant change in direction.

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SECTION 2.7: MEETINGS OF THE ANNUAL QUORUMMEMBERSHIP QUORUM

PURPOSE

To define the requirements for conducting meetings of the Annual QuorumMembership Quorum. AUTHORITY

Pursuant to Article III, Section 3.3 of the Association’s Policy Manual, the Georgia Chapter of APCO shall conduct a minimum of two formal meetings per year. The voting membership of the Chapter is represented by the Annual QuorumMembership Quorum as provided for in Article IV, Section 4.214.1 of the Chapter’s Constitution By-lawsBylaws. POLICY

1.There shall be at least one General Business Meeting held during each Annual Conference at which the Annual QuorumMembership Quorum shall be officially constituted and “in session.”

2.1. If multiple business meetings occur, the first such meeting shall be known as the “First General Business Meeting” for purposes of conducting the business of the Chapter. It shall designate the opening of a session of meetings during which the Annual QuorumMembership Quorum may conduct business. Typically, the following events happen during this meeting:

2.1.1.1. Resolutions to amend the Constitution and/or Bylaws of the Chapter receive a first reading.

2.2.1.2. Resolutions that do not amend the Constitution and/or Bylaws of the Chapter may receive a first reading. Such resolutions also may be acted upon, at the discretion of the Board of Officers.

2.3.1.3. Candidates for election are nominated and are permitted to address the Annual QuorumMembership Quorum.

2.4.Nominations to award certain members the Chapter Life Member designation are voted upon.

2.4.1.4.

23. A later such meeting shall be designated by the Board of Officers as being the “Second General Business Meeting” for purposes of conducting the business of the Chapter. Typically, the following events happen during this meeting:






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3.1 Election2.1. Election of new officers;

3.1 3.12.2. Voting on changes to the Chapter’s Bylaws; 3.1 2.3. 4. Voting on any additional resolutions proposed at the First General Business

meeting. 4.

3. The President may call additional General Business Meetings, as necessary, to conduct the business of the Chapter.

3.1. The session of meetings during which the Membership Quorum may conduct business shall “Adjourn” automatically without motion or second upon the closing of the Business Meeting. Such adjournment shall close the session of meetings and dissolve the Membership Quorum.

3.2. The session of meetings during which the Membership Quorum may

conduct business shall “Adjourn” automatically without motion or second upon the closing of the Business Meeting. Such adjournment shall close the session of meetings and dissolve the Membership Quorum.

3.3. The session of meetings during which the Membership Quorum may conduct business shall “Adjourn” automatically without motion or second upon the closing of the Business Meeting. Such adjournment shall close the session of meetings and dissolve the Membership Quorum.

4. The time and place of each General Business meeting shall be announced to the

entire voting-eligible membership attending the Business Meeting by publishing same in the official program guide distributed to all registered attendees of the Business Meeting, and by posting announcements any previously unscheduled meetings throughout the conference space. Every effort shall be made to post meeting notices on PSConnect.

5. The time and place of other General Business Meetings that may be called by the

President shall be announced by detailing the time and place of the next General Business Meeting during any general assembly of the membership.

3.1 for the positions of Vice-President, President, held in accordance with the requirements of Article III, Section 2 Article V, Section 5.6 of the Chapter’s By-laws.

4.The President may call additional General Business Meetings, as necessary, to conduct the business of the Chapter.

4.1 4.1


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4.1The session of meetings during which the Annual QuorumMembership Quorum may conduct business shall “Adjourn” automatically without motion or second upon the closing of the Annual ConferenceBusiness Meeting. Such adjournment shall close the session of meetings and dissolve the Annual QuorumMembership Quorum.

4.2The time and place of each General Business meeting shall be announced to the entire voting-eligible membership attending the Annual ConferenceBusiness Meeting by publishing same in the official program guide distributed to all registered attendees of the Annual ConferenceBusiness Meeting, and by posting announcements any previously unscheduled meetings throughout the conference space. Every effort shall be made to post meeting notices on PSConnect..

5.The time and place of other General Business Meetings that may be called by the President shall be announced by detailing the time and place of the next General Business Meeting during any general assembly of the membership.

7.Resolutions to amend the Chapter’s Constitution and/or Bylaws shall be presented to the Annual QuorumMembership Quorum and voted upon in accordance with the requirements of Section 2.5 of the Georgia APCO Policy Manual.

8.

6.

8.Resolutions other than those proposing to amend the Chapter’s Constitution and Bylaws may be presented to the Annual QuorumMembership Quorum and voted upon at any General Business Session, as determined by the Board of Officers.

7.

11.8. Such resolution shall be formatted in the same manner as specified in Section 2.5 of the Georgia APCO Policy Manual for resolutions that propose modifications to the Chapter Constitution and/or Bylaws. Reference to existing sections of the Chapter’s Constitution and Bylaws and the use of strikethrough and underline bold

or redline text to indicate changes in text is required only if appropriate to the intent of the resolution.

12.9. All meetings of the Annual QuorumMembership Quorum are conducted in accordance with Robert’s Rules of Order as specified in Section 2.4 of the Georgia APCO Policy Manual.

10. The Chapter Secretary shall record, in writing, all significant actions taken by the chapter at Chapter Business Meetings.

10.1. This written record will be submitted to the membership in the form of

Official Meeting Minutes for review. 10.2. Minutes of Chapter Business Meetings shall be voted on at the next

Chapter Business Meeting. 9.10.3 Upon approval of the minutes, the Chapter Secretary shall forward a copy

of the adopted and approved minutes to the APCO Member Services


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Department in accordance with Article III, section 3.3 of the Association’s Policy Manual.

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ARTICLE III: APCO INTERNATIONAL

SECTION 3.1: APCO, INC. ORGANIZATIONAL CHART

PURPOSE

The purpose of the following policy is to illustrate the organizational chart for the association.

RESPONSIBILITY

Establishment of the organizational chart of APCO International is the responsibility of the Executive Director as guided by the Association’s Constitution & Bylaws.

DEFINITION

The organizational chart shows the structure of the association and the relationships of its various components.

POLICY

The organizational chart is attached.


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Membership

Quorum

Chapters and

International

Affiliates

Executive

CouncilBoard of Officers

(also serves as)

APCO Institute, Inc.

Board of Directors

*

APCO AFC, Inc.

Board of Directors

*

APCO Foundation, Inc.

Board of Directors

Committees

Institute

Advisory

Committee

AFC

Advisory

Committee

APCO

Foundation

Committee

Executive Director

(also serves as)

President

APCO Institute, Inc.

President

APCO AFC, Inc.

President

APCO Foundation, Inc.

APCO Institute,

Inc.APCO AFC, Inc.

APCO

Foundation, Inc.

Association of Public-Safety

Communications Officials-International, Inc

Organizational Chart

*****

August 10, 2002

APCO HQ Staff

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ARTICLE IIII: ORGANIZATIONAL STRUCTUREORGANIZATIONAL STRUCTURETHE CHAPTER

SECTION 32.183.2: CHAPTER ORGANIZATIONAL STRUCTURE

PURPOSE

To identify the organizational requirements for Georgia APCO. AUTHORITY

Chapters are independent sub-divisions of APCO International in accordance with Article II, Section 3 of the Association’s Constitution By-lawsBylaws. However, various sections of both the Association’s Constitution and the Association’s Bylaws require that representatives of the Chapter perform certain essential functions. ThereforeHowever, the Chapter must have a certain minimal structure to perform the duties and functions assigned by the Association. POLICY

1. Georgia APCO has, through the Chapter Constitution and Bylaws, created an organizational structure that satisfies the following requirements in addition to satisfying the needs and desires of the members of the Chapter.

2. The following individual positions are required although, the Chapterthe Executive Committee, Constitution and Bylaws may provide for a single individual to fill more than one of these positions:

2.1 Chapter President 2.2Chapter Vice-President 2.32.2

2.42.3 Chapter TreasurerExecutive Council Member 2.52.4 Chapter Secretary 2.62.5 Executive Council RepresentativeChapter Treasurer 2.6 Immediate Past President 2.7 Four Three Board Officers at Large 2.8 The State 9-1-1 AdministratorExecutive Director of the Georgia Emergency

Communications Authority 2.9 The State Frequency Advisor 2.10 One Commercial Advisory Member

3. The Chapter Constitution and Bylaws provides for a small executive body that is

authorized to conduct the business of the Chapter between meetings of the Chapter Quorum. Such executive body is known as the “Board of OfficersExecutive Committee of the Board of Officers” or such other name as the Chapter deems appropriate.








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4. The Chapter shall may have standing committees as may be required to effectively conduct the Chapter’s business and to represent the membership.


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ARTICLE III: ORGANIZATIONAL STRUCTUREARTICLE III: APCO INTERNATIONALTHE CHAPTER

SECTION 3.33.22.9: STATEMENT OF ALLEGIANCE TO APCO, INTERNATIONAL

PURPOSE

The purpose of the following policy is to express the support of the Georgia Chapter of APCO for the vision and mission of APCO International.

RESPONSIBILITY AUTHORITY

Establishment of the statement of allegiance is the responsibility of the Board of Officers and must directly relate to APCO, International’s vision, mission, and goals.

DEFINITION

The statement of allegiance clarifies the chapter’s purpose. POLICY

The Georgia Chapter of APCO International fully supports and adopts the following published statements by APCO International which are attached: APCO International Vision Statement APCO International Mission Statement APCOI International Code of Ethics



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APCO International Vision Statement

To be the leading organization of public safety telecommunications professionals.

APCO International Mission Statement

APCO International is an international association of telecommunications professionals serving society by fostering the art of public safety communications, affecting public safety decisions of government and industry, and ensuring the professional development for its membership.

APCO International Code of Ethics

We, the members of APCO, recognizing the important role our technologypublic safety plays in improving the quality of life throughout the world, and in acceptance of this personal obligation to our profession, its members and the communities we serve, do here by commit ourselves to the following ethical principles:

Abide by the laws of our respective countries and their political subdivisions. 1.4 Govern our APCO activities by the Constitution & Bylaws and the duly adopted policies

of the Association and our Chapter. Treat fairly all persons regardless of age, race, color, religion, national origin, political

affiliation, gender, sexual orientation, marital status, or disability. race, religion, gender, sexual orientation, disability, age, or national origin. Accept responsibility for our actions. Maintain our professional skills and improve technical competence to undertake

technological tasks, and only undertake tasks for which we are qualified by training or experience, or after full disclosure of limitations.

Protect the safety, health, and welfare of the public and speak out against abuses in those areas affecting the public interest.

Manage each administrative problem objectively without discrimination on the basis of principle and justice; do not seek nor dispense personal favors.

Broaden public knowledge and appreciation of the Association and its achievements. Encourage colleagues and co-workers in their professional development and support

them in subscribing to this code of ethics. Promote communications efficiency in all of public safety.

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ARTICLE IVIVII: MEMBERSHIP

SECTION 4 34.1: MEMBERSHIP APPLICATION PROCEDURES

PURPOSE

To establish the procedure for processing membership applications which are submitted directly to the Cchapter. AUTHORITY

Membership application procedures are established by APCO International. POLICY

The current membership application and dDues sStructure as published by APCO International on the Association’s Official website shall be the official membership application for those seeking membership in the Georgia Chapter.

PENDING




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ARTICLE IV: MEMBERSHIP..



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ARTICLE IVII: MEMBERSHIP

SECTION 434.2: MEMBER CONDUCT

PURPOSE

To establish the following policies for Chapter membership: a code of conduct for the membership of the Georgia Chapter of APCO in accordance with the policies of APCO International, Inc.a Code of Ethics, a Code of Conduct, and to comply with guidelines established for the use of Association websitelistserves and other social media. AUTHORITY

APCO membership is required to be composed of persons of good characterin good standing in pursuant to Article III of per Article II, Section 2.1, of the APCO Internationalthe Association ConstitutionBylaws.

POLICY

1. APCO CODE OF ETHICS

1.1 We, the members of Georgia APCO, recognizing the important role our technologypublic safety plays in improving the quality of life throughout the world, and in acceptance of this personal obligation to our profession, its members and the communities we serve, do here by commit ourselves to the following ethical principles.

Members shall:

1.1.1 Abide by the laws of our country, state, and its political subdivisions. 1.1.2 Govern our APCO activities by the Constitution & Bylaws and the duly

adopted policies of the Association and Chapter.

1.1.3 Protect the safety, health, and welfare of the public and proactively advocate in those areas affecting the public interest.

1.1.4 Manage each administrative problem objectively without discrimination.

1.1.5 Refrain from seeking or dispensing personal favors.

1.1.6 Broaden public knowledge and appreciation of the Chapter and its

achievements.

1.1.7 Encourage colleagues and co-workers in their professional development

1.1.8 Foster respectful relationships.


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2. CODE OF CONDUCT

2.1 The Georgia Chapter of the Association of Public-Safety Communications

Officers adopts this Code of Professional Member Conduct to guide the professional and personal conduct of members of the Chapter:

Members shall:

2.1.1 Support the Chapter’s Mission and Purpose. Our mission and purpose

statement articulates the Chapter’s goals, purpose, and primary constituents served. Each individual member should fully understand and support the mission of APCO International.

2.1.2 Maintain the privacy and confidentiality of information obtained in the

course of our duties where required unless disclosure is required by legal authority. Such information shall not be used for personal benefit or released to inappropriate parties.

2.1.3 Work to strengthen the Chapter’s and the Association’s programs and

services.

2.1.4 Enhance the Chapter’s and the Association’s public standing by demonstrating the Association’s goals and accomplishments through all we say and do. A cooperative spirit must be maintained when working with other professional and business organizations.

2.1.5 Apply the principle or reasonableness to guide our actions.

2.1.6 Conduct all business of the Association with Ensure ethical integrity and

accept responsibility for our actions and behavior.

2.1.72.1.7 Serve the Chapter and the Association in a loyal and honest manner and shall not knowingly be a party to any illegal or improper activities.

2.1.82.1.8 Treat each other with mutual respect and treat all persons fairly regardless of on the basis of age, race, color, religion, national origin, political affiliation, gender, sexual orientation, marital status, or disability.race, religion, gender, disability, age or national origin.

2.1.9 2.1.9Perform their duties in an independent and objective manner and avoid

activities that impair, or may appear to impair, the independence or objectivity of the Chapter.

2.1.9


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2.1.10 2.1.10Agree to undertake only those activities that they can reasonably expect to

complete with professional competence. 2.1.10

2.1.103. Listserve andWebsite and other social media guidelines 2.1.10

2.1.103.1 Georgia APCO adopts in its entirety Article IV, section 4.2, paragraph 3 of the APCO International Policy Manual as approved by the membership quorum on August 14, 2009. 2.1.10

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ARTICLE IV: MEMBERSHIP

SECTION 4.3: SENIOR MEMBER ELIGIBILITY REQUIREMENTS AND NOMINATION PROCEDURES

PURPOSE

To establish the eligibility requirements and procedures for submitting nominations for Senior Membership in the Association.

AUTHORITY

The criteria for selection and privileges accorded members who achieve Senior Member are in the Membership Designations section of this Policy Manual as established by the Membership Quorum.

The eligibility requirements associated therewith are in this section of the Policy Manual and may be restricted in accordance with other sections of this Policy Manual (Article IV: Membership, Section 4.13 Designations).

POLICY

1. The Senior Member designation is added to the member’s current membership category title, except Online Member, which can change during the course of the member’s career based upon one’s current employment status or category of membership (e.g., “Senior Full Member”, “Senior Commercial Member”, or “Senior Associate Member”).

2. All chapters shall recognize a “Senior Member” designation.

3. This honor shall be bestowed in the following manner:

3.1. A nominee for Senior Member shall be nominated by the nominee’s primary (home) Chapter’s Executive Committee.

3.2. The nomination shall be forwarded to the Executive Director for submission to the Credentials Committee.

3.2.1. The nomination shall be in the form of a cover letter together with a completed copy of the SENIOR MEMBER NOMINATION FORM contained in Appendix I herein. The nomination may contain additional supporting documentation.

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3.3. Association staff shall review the nomination for completeness with all applicable requirements.

3.3.1. If anything on the application is unclear or unsubstantiated, staff will contact the nominator directly for additional information.

3.3.2. Staff will complete a summary sheet to verify compliance with the eligibility criteria and forward this with only the Nomination Form and supporting documentation to the Credentials Committee. Extraneous material, including biographical information, shall be removed prior to forwarding to the Credentials Committee.

3.4. The Credentials Committee shall review the nomination for substantive compliance with the eligibility criteria.

3.4.1. In the event the Credentials Committee should have questions or require additional information, they shall ask staff to contact the nominator for the additional information.

3.4.2. Staff shall, on behalf of the Credentials Committee, forward its findings and recommendations to the Executive Committee of the Board of Directors (“Board”) for review.

3.5. The Executive Committee of the Board may grant designation as a Senior Member based upon its review of the nominee’s eligibility and the recommendation of the Credentials Committee.

3.5.1. In the event the Executive Committee of the Board should have questions or require additional information, staff shall be asked to contact the nominator for the additional information.

3.5.2. The Executive Committee of the Board shall cause the Chapter President to be notified of its decision in a letter to the Chapter President.

4. This award shall be presented in accordance with the following:

4.1. The Executive Committee of the Board shall cause a “congratulatory letter" to be prepared and sent to the member.

4.2. Headquarters staff shall forward a “Senior Member Certificate” and “Senior Member Pin" to the Chapter President who shall present the certificate and pin to the member at an appropriate time, place, and manner.

4.3. Headquarters staff shall update the membership database such that the “membership card” shows the new designation.

5. Senior Member Designation — Eligibility Criteria

5.1. To be eligible for APCO International Senior Member designation, a nominee shall, at a minimum:

5.1.1. Be a member in good standing of APCO for at least ten (10) years;

5.1.2. Be a member in good standing at the time of the award; and

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5.1.3. Have demonstrated at least four (4) significant contributions to APCO, including one at the Association level.

5.2. A list of significant contributions to be used to determine Senior Member qualifications is shown below.

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5.2.1. Chapter-level contributions:

5.2.1.1. Served at least one (1) year as President of a Chapter.

5.2.1.2. Served as Conference Chair or Co-Chair of a Chapter Conference.

5.2.1.3. Served as Committee Chair of a Chapter Conference.

5.2.1.4. Served at least two (2) years as a member of a Chapter Executive Board or Committee.

5.2.1.5. Served at least two (2) years as the Chair of a Chapter Standing Committee.

5.2.1.6. Served as a presenter at a Chapter Conference. Not more than one (1) contribution may be counted from this subsection.

5.2.1.7. Served as a Chapter Committee member for a major legislative contribution.

5.2.1.8. Served at least two (2) years as the Chair of a Regional Spectrum Committee.

5.2.2. Association-level contributions:

5.2.2.1. Served at least two (2) years as an Executive Council Representative (or in combination with service on the Board of Directors).

5.2.2.2. Served at least two (2) years as on the Board of Directors (or in combination with service as an Executive Council Representative).

5.2.2.3. Served at least one (1) year as a Group Leader.

5.2.2.4. Served as an actively engaged member of a Special Committee or Task Force (e.g., APCO’s Project Series, CALEA, etc.). Membership on each such Committee shall constitute a single contribution.

5.2.2.5. Served at least two (2) years as an actively engaged member of a Standing Committee. Not more than one (1) contribution may be counted from this subsection.

5.2.2.6. Served as Chair, Co-Chair, or Subcommittee Chair of a Regional or Annual International Conference. Served as Subcommittee Co- Chair of a Regional or Annual International Conference prior to the end of the 2016 committee year. Not more than one (1) contribution may be counted from this subsection.

5.2.2.7. Served at least two (2) years as a Local Area Frequency Advisor.

5.2.2.8. Served at least two (2) years as a member of an Association Advisory Committee (AdComm).

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Membership on each such Committee shall constitute a single contribution.

5.2.2.9. Served as a presenter at a Regional or Annual International Conference. Not more than one (1) contribution may be counted from this subsection.

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5.2.2.10. Served a full term as an officer of another national or international public safety organization (e.g., IACP, IAFC, NENA) or made other contributions that promote APCO-International (beyond benefit to a single Chapter) or to the art of Public Safety Communications. Not more than one (1) contribution may be counted from this subsection.

5.2.2.11. Served at least one (1) term as the Chair of a Standing Committee, Special Committee, or Task Force (e.g., APCO’s Project Series, CALEA, etc.); chairing each such Standing Committee, Special Committee or Task Force would constitute a single contribution. A service term shall be defined by the type of committee; standing committee, special committee or task force.

Served two (2) terms as an actively engaged member of a Standing Committee’s sub-committee or workgroup, or served one (1) term as an actively engaged member

5.2.2.12. term as an actively engaged member of a Special Committee’s sub-committee or workgroup, or Task Force’s sub-committee or workgroup. Service on any such sub-committee or workgroup will only be considered a contribution when the member of the sub- committee or workgroup is not a member of the parent Standing Committee, Special Committee, or Task Force. A service term shall be defined by the type of committee; standing committee, special committee or task force.

5.2.2.13. Served at least two (2) years as a Commercial Advisory Council (CAC) member.

5.2.2.14. Served at least two (2) years as an actively engaged member of a Committee identified in this Policy Manual as an Executive Council Committee. Membership on each such Committee shall constitute a single contribution.

5.2.2.15. Served at least one (1) term as the Chair of the Commercial Advisory Council (CAC). Chairing the CAC would constitute a single contribution. A service term is defined in Article VII, Section 7.6.


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APPENDIX I

SENIOR MEMBER NOMINATION FORM

Name of Nominee:

Chapter Making Nomination:

Qualifications:

Nominee has been a member of APCO since: (Min. of 10 yrs required) Nominee has made at least four (4) significant contributions as noted below in accordance with the requirements Section 4.3 of the Policy Manual. At least one of these contributions must be at the Association level. For each contribution, list the appropriate sub-paragraph number (e.g., 5.2.2.1). Provide supporting detail, as necessary. Additional contributions may be attached.

1. Sub-paragraph

2. Sub-paragraph

3. Sub-paragraph

4. Sub-paragraph

Nomination Approved by Chapter Executive Committee: (date)

Credentials Committee Recommendation for Approval: (date)



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Approval by Executive Committee of the Board of Directors: (date)


SECTION 4.4: LIFE MEMBER ELIGIBILITY REQUIREMENTS AND NOMINATION PROCEDURES

PURPOSE

To establish the eligibility requirements and procedure for submitting nominations for Life Membership in the Association.

AUTHORITY

The criteria for selection and privileges accorded members who achieve Life Member are in the Membership Designations section of this Policy Manual as established by the Membership Quorum.

The eligibility requirements associated therewith are in this section of the Policy Manual and may be restricted in accordance with other sections of this Policy Manual (Article IV: Membership, Section 4.13 Designations).

POLICY

1. The “Life Member" designation is added to the member’s current membership category title, except Online Member, which can change during the course of the member’s career, based upon one’s current employment status or category of membership (e.g., “Full Life Member”, “Commercial Life Member", or “Associate Life Member”).

2. All chapters shall recognize a “Life Member” designation.

3. This honor shall be bestowed in the following manner:

3.1. A nominee for Life Member shall be nominated by the nominee’s primary (home) Chapter upon recommendation of such Chapter’s Executive Committee or by the Board of Directors.

3.1.1. The nomination for the President of APCO-International as a Life Member shall be approved by the Board of Directors. Once approved, the nomination shall be sent directly to the Membership Quorum for consideration during the First General Business meeting

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held at the Annualthe Annual Conference. Approval of the nomination shall require a majority affirmative vote.


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3.2. The nomination for members other than the President of APCO-International shall be forwarded to the Executive Director for submission to the Credentials Committee.

3.2.1. The nomination shall be in the form of a cover letter together with a completed copy of the LIFE MEMBER NOMINA TION FORM contained in Appendix I herein. The nomination may contain additional supporting documentation.

3.2.2. The nomination shall be received at APCO Headquarters not later than the close of business on February 1 of the calendar year of the Annual Conference at which the nomination is to be considered.

3.3. Association staff shall review the nomination for completeness with all applicable requirements.

3.3.1. If anything on the application is unclear or unsubstantiated, staff will contact the nominator directly for additional information.

3.3.2. The nominator has until March 1 to supply the missing information or clarification.

3.3.3. It is in the nominator’s best interest to return the additional information or clarifications as quickly as possible to allow time for further review and additional requests of information if required.

3.3.4. Staff will complete a summary sheet to verify compliance with the eligibility criteria and forward this with only the Nomination Form and supporting documentation to the Credentials Committee no later than April 1. Extraneous material, including biographical information, shall be removed prior to forwarding to the Credentials Committee.

3.4. The Credentials Committee shall review the nomination for substantive compliance with the eligibility criteria.

3.4.1. In the event the Credentials Committee should have questions or require additional information, they shall ask staff to contact the nominator directly for the additional information.

3.4.2. Staff shall, on behalf of the Credentials Committee, forward the committee’s findings and recommendations to the Board of Directors for review no later than April 30 of the calendar year of the Annual Conference at which the nomination is to be considered.

3.5. The Board of Directors (“Board”) shall review the nomination for compliance with all applicable requirements.

3.5.1. In the event the Board should have questions or require additional information, staff shall be asked to contact the nominator directly for the additional information.

In the event the Board finds that the nominee satisfies all of the applicable criteria, then it shall ratify the nomination not later than May 31 of the calendar year of the Annual Conference at which the

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nomination is to be considered. If ratified, the Board of Directors shall implement Paragraph

3.5.2. 4.1 herein and forward the nomination to the Membership Quorum.


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3.5.3. In the event the Board finds that the nominee does not satisfy all of the applicable criteria but also finds that a special circumstance exists, then it may ratify not later than May 31 of the calendar year of the Annual Conference at which the nomination is to be considered. If ratified, the Board of Directors shall implement Paragraph 4.1 herein and forward the nomination to the Membership Quorum.

3.5.4. In the event the Board finds that the nominee does not satisfy all of the applicable criteria and that no special circumstance exists, then it shall cause notification to the Credentials Committee, the Chapter President and the Executive Director that the nomination has been rejected along with a statement of the deficiencies.

3.6. The Board may waive the above processing deadlines to review and submit to the Membership Quorum for its consideration any nomination for Life Membership when it deems by a two-thirds majority vote of the entire Board that a special circumstance exists warranting waiver of the processing deadlines.

3.7. The Membership Quorum shall consider the nomination for designation as a Life Member during the First General Business Meeting held at the Annual Conference. Approval of the nomination shall require a majority affirmative vote.

4. This award shall be presented in accordance with the following:

4.1. If ratified, the Board of Directors shall cause a “congratulatory letter” to be prepared and sent to the member not later than June 1 of the calendar year of the Annual Conference at which the nomination is to be considered. A copy of the letter shall be forwarded to the Chapter President for information purposes.

4.1.1. The letter shall notify the member of their “nomination" for designation as a “Life Member” and that the nomination will be considered by the Membership Quorum at the upcoming Annual Conference.

4.1.2. The letter shall include an invitation for the member to attend the Annual Conference along with an explanation of the events that will occur. Specifically, the letter should notify the member that the Membership Quorum will consider his/her nomination during the First General Business Meeting held during the Annual Conference.

4.1.3. The letter shall also state that, subject to the Membership Quorum approving the nomination, the member and one guest who is a spouse, significant other or immediate family member will be invited to the Life Member Recognition Event and that the formal presentation of the award will be made at the Closing Event.

4.2. Provided that the Membership Quorum approves the nomination, the Association shall grant the member for future Annual Conferences a complimentary full registration, one complimentary spouse/guest

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registration, and two complimentary Closing Event tickets, but shall not otherwise reimburse the member for any expenses.

4.3. Provided that the Membership Quorum approves the nomination, the newly approved Life Member shall be invited to attend the Life Member Recognition Event.

Provided that the Membership Quorum approves the nomination, the President shall present an appropriate plaque and a “Life Member Pin” during the Closing

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Event held in conjunction with the Annual Conference at which the Life Member designation was approved.

4.4. Provided that the Membership Quorum approves the nomination, staff shall update the membership database and issue the member a new “membership card” showing the new designation.

5. Life Member Recognition Event

5.1. All Life Members, and one guest each who is a spouse, significant other, or an immediate family member, shall be invited to a complimentary meal function held as a “Life Member Recognition Event” in conjunction with the Annual Conference.

6. Life Member — Eligibility Requirements

6.1. To be eligible for APCO Life Member, the nominee shall, as a minimum, complete the requirements of either 6.1.1 or 6.1.2 through 6.1.4 identified below:

6.1.1. Served a full term as President of the Association; or

6.1.2. Be a member in good standing of APCO International for a minimum of fifteen (15) years;

6.1.3. Be a member in good standing at the time of the award; and

6.1.4. Have demonstrated at least five (5) significant contributions toward meeting the global needs of the Association with regards to all regulatory and policy making bodies, the commercial, general public safety, and international communities, or any combination thereof. A list of contributions to be used to determine Life Member qualifications is listed below:

6.1.4.1. Served at least four (4) years as an Executive Council Representative (or in combination with service on the Board of Directors).

6.1.4.2. Served at least four (4) years on the Board of Directors (or in combination with service as an Executive Council Representative).

6.1.4.3. Served at least two (2) years as a Group Leader.

6.1.4.4. Served at least four (4) years as a Commercial Advisory Council (CAC) member.

6.1.4.5. Served at least four (4) years as a Local Area Frequency Advisor.

6.1.4.6. Served at least one (1) term as the Chair of a Standing Committee, Special Committee or Task Force (e.g., APCO’s Project Series, CALEA, etc.). Chairing each such Committee or Task Force would constitute a single contribution. A service term shall be defined by the type of committee; standing committee, special committee or task force.


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6.1.4.7. Served at least two (2) years as an actively engaged member of an Association Advisory Committee (AdComm). Membership on each such Committee shall constitute a single contribution.

6.1.4.8. Served at least four (4) years as an actively engaged member of one or more Standing Committees; not more than two (2) contributions may be counted from this subsection. Membership on each such Committee shall constitute a single accomplishment. Formatted: Font: 12 pt

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on each such Committee shall constitute a single accomplishment.

6.1.4.9. Served as the Chair or Co-Chair of a Regional Conference, or as Chair of a Regional Conference Standing Committee; not more than two (2) contributions may be counted from the subsection.

6.1.4.10. Served at least one (1) year as the Chair or Co-Chair of an Annual International Conference, or as Chair of an Annual International Conference Standing Committee.

6.1.4.11. Served at least four (4) years as an actively engaged member of a committee identified in this Policy Manual as being an Executive Council Committee. Membership on each such Committee shall constitute a single contribution.

6.1.4.12. Made other significant contributions that promote APCO- International in a global scope or to the art of public safety communications (e.g., NPSTC, PSWAC, NCC, NASNA etc.); not more than one (1) contribution may be counted from the subsection.

6.1.4.13. Served two (2) terms as an actively engaged member of a Special Committee or Task Force (e.g., APCO’s Project Series, CALEA, etc.). Membership on each such Committee shall constitute a single contribution. A service term shall be defined by the type of committee; standing committee, special committee or task force.

Served four (4) terms as an actively engaged member of an Standing Committee’s sub-committee or workgroup, or served two (2) terms as an actively

6.1.4.14. (2) terms as an actively engaged member of a Special Committee’s sub-committee or workgroup, or Task Force’s sub- committee or workgroup. Service on any such sub-committee or workgroup will only be considered a contribution when the member of the sub-committee or workgroup is not a member of the parent Standing Committee, Special Committee, or Task Force. A service term shall be defined by the type of committee; standing committee, special committee or task force.

6.1.4.15. Served at least one (1) term as the Chair of the Commercial Advisory Council (CAC). Chairing the CAC would constitute a single contribution. A service term is defined in Article VII, Section 7.6.

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APPENDIX I

LIFE MEMBER NOMINATION FORM

Name of Nominee:

Chapter Making Nomination:

Qualifications:

Nominee has been a member of APCO since: (min. of 15 years required)

Nominee has made at least five (5) significant contributions in accordance with the requirements of the Membership Designations Section of the Policy Manual as noted below. For each contribution, list the appropriate sub-paragraph number (1-12). Provide supporting detail, as necessary. Additional contributions may be attached.

Significant Contributions

1. Sub-paragraph

2. Sub-paragraph

3. Sub-paragraph

4. Sub-paragraph

5. Sub-paragraph

Nomination Approved by Chapter Executive Committee: (date)

Credentials Committee Recommendation for approval: (date)

Board of Directors Recommendation for approval:_________________________________ ((date)

Approved by the Membership Quorum: _________________________________________(date)

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SECTION 4.3: SENIOR MEMBER NOMINATION PROCEDURES

PURPOSE

To establish the procedure for submitting nominations for Senior Membership in the Association.

AUTHORITY

The criteria for selection and privileges accorded to members who have achieved the distinction of being designated a Senior Member are in Article I, Section 3.2, of the

Association’s Bylaws.

POLICY

1.The Senior Member designation is added to the member’s current membership category title, which can change during the course of the member’s career based upon

one’s current employment status (e.g., “Senior Active Member”, “Senior Commercial Member”, or simply “Senior Member” for those in the Member category of membership).

2.Georgia APCO shall recognize a “Senior Member” designation.

3.This honor shall be processed in the following manner:

3.1.The Georgia Chapter upon recommendation of the Georgia APCO Board of Officers shall initiate nomination to Senior Membership Grade.

3.2.The credentials shall be forwarded to the APCO International Executive Director for submission to the Nominating Committee.

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3.3.The Credentials committee for adherence to all applicable requirements shall review the nomination.

3.4.The Credentials Committee shall forward its findings and recommendations to the Board of Officers for review.

3.5.The APCO International Board of Officers, based upon the recommendation of the Credentials Committee and the Board’s review of the Chapter’s documentation, may

grant Senior Membership Grade.

3.6.The results of the Board’s decision will be indicated in a letter to the Chapter President.

4.This award shall be recognized by the presentation of a senior member pin and a congratulatory letter to the new senior member.

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SECTION 4.4: LIFE MEMBER NOMINATION PROCEDURES

PURPOSE

To establish the procedure for submitting nominations for Life Membership in the Association, as well as to clarify certain privileges to Life Members.

AUTHORITY

Criteria for selection and privileges accorded to members who have achieved the distinction of Life Member in the Association are in Article I, Section 3.1, of the APCO

International’s Bylaws.

POLICY

1.The Life Member designation is added to the member’s current membership category title, which can change during the course of the member’s career, based upon one’s current employment status (e.g., “Active Life Member”, “Commercial Life Member”, or

simply “Life Member” for those in the Member category of membership).

2.Georgia APCO shall recognize a “Life Member” designation.

3.This honor shall be processed in the following manner:

3.1.The nominee’s chapter upon recommendation of the Georgia Board of Officers will make the nomination.

3.1.1.This nomination, accompanied by documentation of eligibility, shall be sent to the APCO International Executive Director, for submission to the Credentials Committee,

not later than May 1 of the calendar year of the Annual Conference at which the nomination is to be considered.


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3.1.2.The Credentials Committee for compliance with all applicable requirements shall review the nomination.

3.1.3.The Credentials Committee shall forward its findings and recommendations to the APCO International Board of Officers for review.

3.1.4.The APCO International Board of Officers shall then forward its recommendations to the Executive Council before or during such Conference.

3.1.5.If approved by the Executive Council, the nomination shall be presented to the Quorum of such Conference, which shall make its decision by majority vote.

3.1.6.If not approved in any instance in this process, the Chapter shall be appropriately advised by the Executive Director.

3.2.Nominations for Life Membership may also be initiated by the unanimous vote of the APCO International Board of Officers not later than May 1

of the calendar year of the

Annual Conference at which the nomination is to be considered.

3.2.1.In such case, the APCO International Board of Officers shall forward its nomination to the Executive Council for its approval.

3.2.2.If approved by the Executive Council, the nomination shall be submitted for the consideration of the Quorum at the APCO International Annual Conference.

3.2.3.Notwithstanding the above, the Executive Council may review and submit to the Quorum for its consideration any nomination for Life Membership brought before the

Council, when it deems by majority vote of the entire Council that a special circumstance exists, warranting special consideration and a waiver of the May 1

deadline.

4.Life Members shall be exempt from paying dues in the Georgia Chapter.

5.This honor shall be commemorated with the presentation of a plaque and a Life Member pin at the Closing Banquet held in conjunction with the Annual Conference at

which the Life Member designation was approved.




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ARTICLE IVIIV: MEMBERSHIP

SECTION 344.5: CHAPTER LIFE MEMBERSHIP

PURPOSE

To provide guidelines for Georgia APCO Chapter Life Membership, a designation that can be awarded to individual chapter members based upon the member meeting an established set of guidelines set forth in the Chapter’s Constitution and Bylaws. AUTHORITY

Establishment of a Chapter Life Membership shall be the responsibility and prerogative of the individual member’s local APCO Chapter per Article IV, Section 43.5, of the Association’s BylawsPolicy Manual. POLICY

1. The Chapter Life Member distinction is a designation that is added to the member’s current membership category title.

2. The designation of Chapter Life Member is recognized only within the chapter conferring the distinction.

3. Other than being bestowed with the title and having one’s dues paid by the chapter, the membership privileges of a Chapter Life Member shall be determined by the category of membership for which the member would otherwise qualify.

4. The Chapter Life Member designation does not carry any added privileges at the Association level or within any other chapter(s) that the member happens to also belong.

4.1.4.1. The conferring Georgia Chapter may, when funds are available, annually pay to the Association Office the dues amount specified in the Association’s Policy Manual for the category of APCO membership for which the Chapter Life Member is qualified.

4.1.4.1.1. Eligibility for Chapter Life Member dues payment shall be conditional on the member’s continued participation in public safety in Georgia or attendance and participation at least one Chapter Business Meeting per year.

4.2.4.1.2. In the event that the Chapter discontinues payment of annual

dues for a Chapter Life Member due to inactivity, annual payment as outlined in Section 4.1 will not be restored.

4.1.







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4.1. 4.1.4.2.

4.2.To be eligible for this recognition, the nominee will normally be expected tomust: 4.2.

4.2.1 Have been a member of APCO a minimum of fifteen (15) consecutive years, at least five (5) of which shall be as a member of this chapter; and:

4.2.2 Hold current membership in the appropriate membership category; and;

4.2.3 Have made at least five (5) major contributions at the cChapter and/or Association level, which have contributed significantly to the Cchapter, Association, the commercial community, and/or/or the general public safety community. Items to be considered may include, but not be limited to the following. It is suggested that each additional completion of items 1 through 6 shall each constitute a single contribution.

4.2.3.1 Served a minimum full term as Chapter President;

4.2.3.2 Member of a Chapter Board of Officers for at least four (4) years;

4.2.3.3 Local Area Frequency Advisor for at least four (4) years;

4.2.3.4 Chapter Commercial Committee Chair for at least four (4) years;

4.2.3.5 Executive Council Member for at least four (4) years;

4.2.3.6 Regional or Annual Conference Chair;

4.2.3.7 Regional or Annual Conference Committee Chair;

4.2.3.8 Chapter Conference Chair;

4.2.3.9 Chapter Conference Committee Chair;

4.2.3.10 Chair of Association Standing Committee;

4.2.3.11 Chair of Chapter Standing Committee;

4.2.3.12 Major contribution to the art of communications;

4.2.3.13 Any item from the requirements for Life Membership in the Association (Article IV, Section 4.43.1.3, of the Association’s Policy ManualBylaws – within the specified limitations) that is not already listed above.

5. This honor shall be bestowed upon qualified members by the Georgia Chapter upon recommendation by the Georgia Board of Officers and majority approval of the Chapter quorum. Notification of this appointment shall be sent to the Membership Department at the Association office.

5.


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6. Life members may be sanctioned for any violation of the code of conduct, code of ethics, or for conduct unbecoming of a Life Member or which has the potential to bring significant discredit upon the chapter or the public safety profession.

5.6.1. Any sanction imposed on a Chapter Life Member shall be made through the

following procedures: 5.

5.6.1.1. Any voting eligible member may submit a statement accusing a Chapter Life Member to the Chapter President.

5. 5.6.1.2. The President shall immediately appoint a three person

investigation committee consisting of two voting eligible members of the Chapter and one current member of the Executive Committee of the Board of Officers.

5. 5.6.1.3. The investigation committee shall objectively and to the fullest

extent possible, investigate all available evidence and make a full report of its findings to the Executive Committee of the Board of Officers within thirty (30) days of the filing of the accusation.

5. 5.6.1.4. The Executive Committee shall, within fifteen (15) days, make

a recommendation on the most appropriate action to take in response to the accusation. Such recommendation shall be: revocation of Chapter Life Membership; Suspension of the Chapter Life Membership; censure of the Chapter Life Member, or no action.

5. 5.6.1.4.1. Given the high honor a Chapter Life Membership entails,

the Executive Committee is cautioned that any ambiguity in the accusations or evidence should be construed in favor of the accused.

5. 5.6.1.4.2. Should the recommendation bey to take no action, the

matter shall be deemed moot. 5.

5.6.1.5. Should a recommendation be made to revoke, suspend, or censure the Chapter Life Member, the President shall report the accusations to the membership at the next regularly scheduled meeting of the quorum, and announce the recommendations of the Executive Committee.

5. 5.6.1.6. The membership shall be polled by secret ballot to determine

the sanction to be imposed upon the Chapter Life member. The ballot shall offer voters a choice between revocation, suspension, censure, or no action. The results of the vote shall be published by announcing the results to the membership.

5. 5.

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ARTICLE IIIVV: MEMBERSHIP

SECTION 434.6: CHAPTER HONORARY MEMBERSHIP GUIDELINES

PURPOSE

To acknowledge the guidelines for APCO Chapter Honorary Membership. AUTHORITY

Establishment of a Chapter Honorary Membership is provided for in Article IV, Section 3.54.6, of APCO International’s BylawsPolicy Manual. POLICY

1. Chapter Honorary Membership is a designation that can be awarded, at the prerogative of the Georgia chapter, to individuals (current APCO members or non-members alike) based upon the individual meeting an established set of guidelines.

2. The Chapter Honorary Member distinction is a designation that does not carry any added privileges at the Association level or within any other chapter(s) that the member happens to also belong.

3. The following persons are eligible for this category:

3.1. Those who have made significant contributions to the objectives of the Georgia Chapter.

3.2. Retired members who have held membership in any category for more than ten (10) consecutive years.

4. This honor shall be bestowed if the Georgia APCO Board of Officers makes a motion to such effect and the Chapter quorum passes such a motion by a majority vote.

5. The term of this category shall be for a period of twelve (12) months and thereafter as determined by the Chapter Board of Officers in accordance with the provisions of this section.

5.6. Chapter Honorary Members are not eligible to vote unless otherwise holding a voting eligible membership.

5.



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SECTION 4.7: MEMBERSHIP DUES PURPOSE

To establish the dues required for membership.

AUTHORITY

Dues rates are to be set for each category of membership and specified in the Policy Manual in accordance with Article XII of the Association Bylaws.

POLICY

1. Dues are due and payable on January 1st 1St of each calendar year. Any adjustment to the dues structure must be approved in accordance with Article XII of the Association Bylaws.

1.1. Any annual adjustments shall not exceed the cumulative or average change in the Consumer Price Index (CPI) rounded to the nearest U.S. dollar for the preceding Calendar Year or Years since the last increase was approved.

1.1.1. A two-thirds majority vote of the whole Board of Directors is required for the CPI dues adjustment. The Board of Directors shall consider a potential CPI dues adjustment each year.

1.1.2. In the event that no increase is approved for a particular year, the next increase that can be approved by the Board of Directors will be cumulative only in the amount of the current Calendar Year’s CPI adjustment plus the preceding three Calendar Years’ CPI adjustment but not to include the Calendar Year in which the last dues increase was approved nor any year preceding that Calendar Year.

1.2. If, for any reason, a resolution for a dues increase above the CPI adjustment as described above should be recommended by the Board of Directors, the Executive Council must indicate concurrence or non-concurrence. A majority vote of the Membership Quorum at the Annual Conference must then be received to approve such an increase.


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2. The dues structure shall include two tiers for the “Chapter” portion of the Full Member category.

2.1. The Chapter sets the tier level. The higher tier shall apply upon majority approval of the Chapter’s Full Member quorum and shall remain in effect until rescinded.

3. The dues rates for each category are listed below:

Effective Effective January 1, 2009 January 1, 2010 Dues PeriodDues Period

3.1. Full Member Dues

Tier 1 $ 92

Tier 2 $120

3.2. Associate Member Dues $ 69

3.3. Commercial Member Dues $154

3.4. Governmental Membership Dues billed on Per 3.1 and 3.2 one statement for entity.

$92

$120

$69

$154

4. Each Chapter shall receive a portion of the dues paid by members of that Chapter, such amount to support Chapter activities. The amount of the “Chapter” portion shall be based upon the following:

4.1. For Full Members: 20% of the Tier 1 amount plus 100% of the difference between the Tier 1 amount and the Tier 2 amount if the Chapter has chosen to set Tier 2 as the dues amount for their membership.

4.2. For Associate Members: 20% of the dues amount.

4.3. For Commercial Members: 30% of the dues amount.

4.4. For members of the International Chapter, the above identified amounts shall be held in account by the Association. The use of these monies shall be restricted to support of the Executive Council Member from the International Chapter and to other activities in direct support of the Chapter.

5. The Association shall have the option of issuing all publications and other communications electronically or charging 10% over the normal appropriate membership dues for members of a Chapter outside the U. S. (including members of the International Chapter) to cover additional mailing expenses.

6. The specified dues are to be paid in United States dollars ($) as follows:

6.1. Members in the United States of America and its Territories shall submit their dues to the Association Headquarters, which then shall distribute the “Chapter" portion, as appropriate.

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6.2. Chapters in countries other than the United States of America and its Territories may choose to have their members submit their dues to the Chapter office in which case the Chapter office may deduct the “Chapter" portion prior to forwarding the remainder to APCO headquarters. The purpose of this alternate procedure is to minimize the cost of transferring money from one country to another, then back again.

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7. Individuals who become a new member from January through March will have their dues billed by headquarters staff at the full applicable rate. Individuals applying for membership from April through September will have their dues billed by headquarters staff at the full applicable rate, but shall have their dues for the following year pro-rated based on the month in which they join. No dues will be collected for a new member who becomes a member from October through December.

7.1. Headquarters staff shall apply the pro-rated savings as a credit against the dues that will be due and payable on January 1 of the calendar year immediately following the year in which the individual becomes a member.

8. Individuals seeking membership in more than one Chapter (i.e. seeking to become “Multiple Members” in accordance with the Membership Designations section of this Policy Manual, shall pay dues in accordance with the following:

8.1. The full amount of dues as described in Paragraph 3 above for membership in the primary or “Home Chapter”; PLUS

8.2. An amount equivalent to the “Chapter" portion as described in Paragraph 4 above for membership in the “additional” Chapter.

8.2.1. Such “Chapter” portion shall be payable for each “additional” Chapter within which membership is desired.

8.3. In accordance with Membership Designations section of this Policy Manual, members granted the “Life Member" designation are exempt from paying dues for the life of the member or until such member resigns from the Association. The exemption from paying dues shall apply to all Chapters within which the member maintains a membership.

8.3.1. This exemption from paying dues does not relieve the member from the requirement of the General Eligibility section of this Policy Manual wherein the member must have a business or work-related reason for requesting membership in Chapters other than his/her primary or “Home Chapter".

8.4. APCO Headquarters shall distribute the dues collected for “Multiple Members” as follows:

8.4.1. The primary or “Home Chapter" shall receive the “Chapter” portion received in accordance with Paragraph 8.1 above.

8.4.2. Each “additional” Chapter shall receive the “Chapter" portion received in accordance with Paragraph 8.2 above.

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SECTION 4.7: MEMBERSHIP DUES

PURPOSE

To establish the dues required for membership.

AUTHORITY

Dues rates are to be set for each category of membership and specified in the Policy Manual in accordance with Article II of APCO International’s Bylaws.

POLICY

1.Dues are due and payable on January 1st of each calendar year. Any

adjustments to the dues structure must be approved in accordance with the Association’s Bylaws.

2.The dues structure shall include two tiers for the Chapter portion of the Active

member category.

2.1.The Chapter sets the tier level. The higher tier shall apply upon majority approval of the Chapter’s active member quorum and shall remain in effect until

rescinded.

2.2.The difference between the two tiers shall be entirely a Chapter portion.

3. Georgia Chapter dues rates are charged at the Tier 1 rate.

4. The dues rates for each category are listed below:

4.1Active Member Dues

Tier 1 $ 80 Tier 2 $105

4.2Member Dues $ 60

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4.3Commercial Member Dues $135

4.4Governmental Membership Dues Per 1 and 2 (Billed on one statement for entire entity)

ARTICLE IV: MEMBERSHIP SECTION 4.1: MEMBERSHIP APPLICATION PROCEDURES

[Changes are subject to approval by a two-thirds majority of the whole Board of Directors.]

PURPOSE Establish the procedure for submitting applications for Membership in the Association.

AUTHORITY The general eligibility requirements for membership and the benefits accorded to various

membership categories are in accordance with the General Eligibility and Membership Categories sections of this Policy Manual, as established by the Membership Quorum.

POLICY 1. The membership application procedures contained herein apply to individuals seeking

membership in the Association. 1.1 Applications from individuals who work or reside within the geographic

boundaries of a Chapter of the Association, other than the International Chapter, shall be processed in accordance with this policy.

1.2 Applications from individuals who work or reside within the geographic boundaries of the International Chapter (i.e., individuals who work or reside outside the geographic boundaries of any other chartered Chapter) shall be

processed in accordance with this policy subject to a further requirement that such processing also shall conform with the requirements of Section 4.10 of this

Policy Manual. 2. An initial application for APCO membership shall be processed in the following

manner: 2.1 APCO Headquarters shall develop and maintain one or more “application forms”

for use by individuals desiring to join the Association. 2.1.1 Copies of the “application form” shall be published in each issue of the

official APCO magazine. 2.1.2 Copies of the “application form” shall be available for mail-out or for

hand-out at meetings, conferences, and other venues likely to be attended by individuals who would qualify for membership in the

Association. Page 1 of 4 Section 4.1

Article IV: MEMBERSHIP SECTION 4.1: MEMBERSHIP APPLICATION PROCEDURES

Approved by Executive Council: 08/14/09

2.1.3 Copies of the “application form” also shall be available for completion and submission on the Association website with payment of dues via

a secure process. 2.2 Individuals desiring to join the Association shall submit a completed “Application

for Membership” form to the Association Headquarters. 2.2.1 The applicant is encouraged to submit the proper full year’s dues

payment with the application in order to expedite the application process. If the applicant is uncertain as to the correct dues amount or if there are mitigating circumstances where it is not possible to submit

the payment with the application, the Association Headquarters will


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initiate an invoice upon receipt and review of the application. 2.2.2 All applications without proper payment shall be placed in a pending

status, without issuance of any member benefits to the applicant. They will be completed when the correct dues amount has been

received. 2.3 After the completed application form and appropriate dues amount has been

received and credited, the Association Headquarters shall determine whether the applicant meets the criteria for membership and the appropriate category of membership in accordance with General Eligibility and Membership Categories

sections 4.12 of this Policy Manual. 2.3.1 Questions regarding eligibility or the appropriate membership category

of a particular applicant shall be referred to the President of the applicant’s Chapter.

2.3.2 The Association Headquarters shall submit the names and affiliations of all new members to the President and Secretary of the Chapter,

allowing them fourteen-days (14 days) to review and comment on the new member’s eligibility. (See paragraphs 2.7 and 2.8 for further

information about a possible challenge to a specific new membership.) 2.4 If it is determined that the applicant is not eligible for any category of

membership, the Association Headquarters shall return the full amount of the submitted dues payment along with a letter explaining the reason for rejection of

the application. 2.5 If it is determined that the applicant is eligible for membership in a different membership category than is reflected on the application form, the Association

Headquarters shall contact the applicant to explain the justification for this determination and attempt to resolve any differences between the actual dues

payment that was received and the dues amount required for the correct membership category.

2.6 Upon determination that the applicant is eligible for the membership category being applied for, and the proper dues payment has been received, the Association Headquarters shall add the applicant’s name and contact

information to the membership database and issue the applicant an appropriate membership card. Page 2 of 4 Section 4.1

Article IV: MEMBERSHIP SECTION 4.1: MEMBERSHIP APPLICATION PROCEDURES


2.7 If, after an applicant has been accepted for membership and the membership card has been issued, it is determined that an error was made and the applicant

in fact does not meet the criteria for an membership, the Association Headquarters shall notify the applicant in writing that the membership has been

cancelled and the membership card has been revoked. The applicant shall be entitled to a full refund of any and all (current and/or future) dues payment(s)

that had been received by the Association, within 90 days of the applicant becoming a new member. Written notification of the revoked status of a

member shall be sent to the President of the Chapter within 30 days of the occurrence.

2.8 If, after an applicant is accepted for membership and the membership card has been issued, it is determined that the granted membership category is not appropriate pursuant to the General Eligibility and Membership Categories

sections of this Policy Manual, the Association Headquarters shall notify the member in writing about the need for a corrected membership category and that

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the membership card has been recalled. 2.8.1 A corrected membership card shall be issued to the member.

Regardless of the length of time that has transpired, neither the Association Headquarters nor the Chapter shall attempt to collect for

any additional dues that would otherwise be receivable had the Association not been at least partially responsible in accepting the applicant’s application under an incorrect membership category.

2.8.2 Any excess dues held by the Association shall not be refunded directly to the member; but shall be credited towards the member’s

future renewals. 2.8.3 The correct dues amount shall be reflected in the next renewal

invoice. 2.8.4 Chapter notification of the change in status will be reflected in the normal monthly roster sent to the designated Chapter representative.

3. Membership Renewal Process 3.1 Members who do not renew their membership prior to February 1st of each year

shall be dropped from active membership in the Association. 3.2 The Association Headquarters shall establish a membership renewal procedure

that provides members with at least three notices prior to termination. 3.3 The Association Headquarters shall provide the President and/or the Secretary

of each Chapter with the names of each member who has been dropped from active membership.

3.3.1 A copy of the report shall be forwarded to the Chapter and Member Services Committee for information and possible follow-up.

3.4 The Association Headquarters shall create an “Exit Survey” that seeks information with regard to why an individual has dropped their membership.

Page 3 of 4 Section 4.1 Article IV: MEMBERSHIP

SECTION 4.1: MEMBERSHIP APPLICATION PROCEDURES Approved by Executive Council: 08/14/09

3.4.1 The “Exit Survey” shall be distributed to each member being dropped.

3.4.2 The Association Headquarters shall analyze the returned surveys and provide feedback to the Executive Committee of the Board of the

Directors. 4. Updating a member’s information.

4.1 It is the responsibility of each member to provide updates to their contact information.

4.2 Contact information can be updated on the APCO web site or by contacting the Association Membership Office.

4.3 Chapter officers or anyone that becomes aware of an error in a member’s information should contact the Association Headquarters.

5. Updating a member’s category. 5.1 Members who change employment status that affects their membership

category shall notify APCO Headquarters. 5.2 The Association Headquarters shall update the member’s voting privileges

immediately upon notification of the category change. 5.3 The Association Headquarters shall update the member’s dues so that the

proper amount will be billed during the next annual billing cycle. Page 4 of 4 Section 4.1


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ARTICLE IV: MEMBERSHIP SECTION 4.2: MEMBER CONDUCT


PURPOSE To establish the following policies for Association membership: a Code of Ethics, a Code

of Conduct, and guidelines for use of the various Association List Serves.

AUTHORITY Association membership is required to be composed of persons in good standing

pursuant to Article III of the Association Bylaws.

POLICY 1. CODE OF ETHICS

1.1 We, the members of APCO, recognizing the important role Public Safety plays in improving the quality of life throughout the world, and in acceptance of this personal obligation to our profession, its members and the communities we

serve, do hereby commit ourselves to the following ethical principles: 1.1.1 Abide by the laws of our respective countries and their political

subdivisions. 1.1.2 Govern our activities by the Bylaws and the duly adopted policies of the

Association. 1.1.3 Protect the safety, health and welfare of the public and proactively

advocate in those areas affecting the public interest. 1.1.4 Manage each administrative problem objectively without discrimination.

1.1.5 Refrain from seeking or dispensing personal favors. 1.1.6 Broaden public knowledge and appreciation of the Association and its

achievements. 1.1.7 Encourage colleagues and co-workers in their professional development.

1.1.8 Foster respectful relationships. Page 1 of 3 Section 4.2

Article IV: MEMBERSHIP Section 4.2: MEMBER CONDUCT


2. CODE OF CONDUCT 2.1 The Association of Public-Safety Communications Officials-International, Inc., sets forth this Code of Conduct to guide the professional and personal conduct of

members of the Association: Members shall:

2.1.1 Support the Association’s Mission and Purpose. Our mission and purpose statement articulates the Association’s goals, purpose, and

primary constituents served. Each individual member should fully understand and support the mission of the Association.

2.1.2 Maintain the privacy and confidentiality of information where required unless disclosure is required by legal authority, of information obtained in the course of our duties. Such information shall not be used for personal

benefit or released to inappropriate parties. 2.1.3 Work to strengthen the Association’s programs and services.

2.1.4 Enhance the Association’s public standing by demonstrating the Association’s goals and accomplishments through all we say and do. A

cooperative spirit must be maintained when working with other

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professional and business organizations. 2.1.5 Apply the principle of reasonableness to guide our actions.

2.1.6 Ensure ethical integrity and accept responsibility for our actions. 2.1.7 Serve the Association in a loyal and honest manner and shall not

knowingly be a party to any illegal or improper activities. 2.1.8 Treat each other with mutual respect and treat all persons fairly

regardless of age, race, color, religion, national origin, political affiliation, sex, sexual orientation, marital status, or disability.

2.1.9 Perform their duties in an independent and objective manner and avoid activities that impair, or may appear to impair, the independence or

objectivity of the Association. 2.1.10 Agree to undertake only those activities that they can reasonably expect

to complete with professional competence. Page 2 of 3 Section 4.2

Article IV: MEMBERSHIP Section 4.2: MEMBER CONDUCT


3. LIST SERVE GUIDELINES 3.1 The Association of Public-Safety Communications Officials-International, Inc.,

establishes this set of guidelines for the use of the APCO List Serve (APCOInternational electronic communication services):

3.1.1 Do not distribute, or disseminate defamatory, infringing, obscene, or other unlawful material or information. Do not use the APCO List Serve

to publish or post material protected by intellectual property laws, rights of privacy or publicity or any other applicable law unless you own or control the rights thereto or have received all necessary consents.

Where quotes are used or references are made appropriate credit shall be given to the original author. The Association is not responsible for any use of anything you say or post. All applicable federal, state and

local laws apply. 3.1.2 It is the responsibility of the sender to, when appropriate; identify any

restrictions on the distribution of information in the posting. 3.1.3 Do not post any materials (including software and other information) that

could harm (or is designed to harm) other users’ computers or would allow others to inappropriately access software or Web sites. The

Association does not allow posting or use of computer programs that contain destructive features such as: viruses, worms, Trojan horses, or

bots for the use of scrolling, showing multiple screens, and other activities that can be disruptive to online communication.

3.1.4 Do not use the APCO List Serve to threaten, harass or abuse others participating in any Association communication.

3.1.5 Refrain from all expressions that reflect negatively on yourself and others.

3.1.6 The Association does not tolerate disruptive activity online, such as persistent off-topic comments and postings or statements that incite others to violate these guidelines or participate in illegal activities.

3.1.7 Falsely impersonating an APCO Board Member, employee or any other person with the intent to mislead or cause harm to others is forbidden.

3.2 The following notice shall automatically be included in all electronic messages transmitted over the APCO List Serve:

3.2.1 CONFIDENTIALITY NOTICE: This e-mail message including attachments, if any, is intended only for the person or entity to which it is

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addressed and may contain confidential and/or privileged material. Any unauthorized review, use, disclosure or distribution is prohibited.

THE ASSOCIATION RESERVES THE RIGHT TO REMOVE ANY INDIVIDUAL FROM ANY APCO LIST SERVE.

Page 3 of 3 Section 4.2

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ARTICLE IV: MEMBERSHIP SECTION 4.3: SENIOR MEMBER NOMINATION PROCEDURES [Changes are subject to approval by a two-thirds majority of the whole Board of

Directors.]

PURPOSE To establish the procedure for submitting nominations for Senior Membership in the

Association.

AUTHORITY The criteria for selection and privileges accorded to members who have achieved the

distinction of being designated a Senior Member are in the Membership Designations section of this

Policy Manual. as established by the Membership Quorum..

POLICY 1. The Senior Member designation is added to the member’s current membership

category title, which can change during the course of the member’s career based upon one’s

current employment status or category of membership (e.g., “Senior Active Member”, “Senior Commercial Member”, or simply “Senior Member” for those in the Member

category of membership). 2. All chapters shall recognize a “Senior Member” designation.

3. This honor shall be bestowed in the following manner: 3.1 A nomination for designation as a Senior Member shall be initiated at the

member’s primary (home) Chapter level upon recommendation of such Chapter’s executive committee.

3.2 The nomination shall be forwarded to the Executive Director for submission to the Credentials Committee.

3.2.1 The nomination shall be in the form of a cover letter together with a completed copy of the SENIOR MEMBER NOMINATION FORM

contained in Appendix I herein. The nomination may contain additional supporting documentation.

3.3 The Credentials Committee shall review the nomination for compliance with all applicable requirements.

Article IV: MEMBERSHIP Section 4.3: SENIOR MEMBER NOMINATION PROCEDURES


3.3.1 The Credentials Committee shall forward its findings and recommendations to the Executive Committee of the Board of Directors

(“Board”) for review. 3. 4 The Executive Committee of the Board may grant designation as a Senior

Member based upon the recommendation of the Credentials Committee and the Executive Committee of the Board’s review of the member’s eligibility.

3.4.1 The Executive Committee of the Board Directors shall notify the Chapter of its decision in a letter to the Chapter President.

4. This award shall be recognized in accordance with the following: 4.1 The Executive Committee of the Board shall cause a “congratulatory letter” to be

prepared and sent to the member. 4.2 Headquarters staff shall forward a “Senior Member Pin” to the Chapter President

who shall present the pin to the member at an appropriate time and place. 4.2.1 While it is preferable to make such presentation during a Chapter

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meeting or event, the Chapter President shall give due consideration to the timeliness of the presentation. The Chapter President may forward

the “Senior Member Pin” to the member without making a formal presentation.

4.3 Headquarters staff shall update the membership database and issue the member a new “membership card” showing the new designation.

Article IV: MEMBERSHIP Section 4.3: SENIOR MEMBER NOMINATION PROCEDURES


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APPENDIX I

SENIOR MEMBER NOMINATION FORM Name of Nominee:

Chapter making nomination: Qualifications:

Nominee has been a member of APCO since: (10 yrs total required) Nominee has made at least 3 major accomplishments that have contributed to APCO in

accordance with the requirements of the Member Designations section of the Policy Manual as

noted below. At least one of these accomplishments must be at the Association level. For each

accomplishment, list the appropriate sub-paragraph number (1-15). Provide supporting detail,

as necessary. Additional accomplishments may be attached. 1. Sub-paragraph 2. Sub-paragraph 3. Sub-paragraph

Nomination approved by Chapter Executive Committee: (date) Credentials Committee recommendation for approval: (date)

Approval by Executive Committee of the Board of Directors: (date) Approved by Executive Council: 08/14/09


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ARTICLE IV: MEMBERSHIP SECTION 4.4: LIFE MEMBER NOMINATION PROCEDURES


PURPOSE To establish the procedure for submitting nominations for Life Membership in the

Association.

AUTHORITY Criteria for selection and privileges accorded to members who have achieved the

distinction of Life Member in the Association are in the Designations section of this Policy Manual as established by

the Membership Quorum.

POLICY 1. The “Life Member” designation is added to the member’s current membership

category title, which can change during the course of the member’s career, based upon one’s current employment status or category of membership (e.g., “Active Life Member”,

“Commercial Life Member”, or simply “Life Member” for those in the Member category of membership).

2. All Chapters shall recognize the designation of a member as a “Life Member”. 3. This honor shall be bestowed in the following manner:

3.1 A nomination for designation as a Life Member shall be initiated either by the nominee’s primary (home) Chapter upon recommendation of such Chapter’s

executive committee or by the Board of Directors. 3.2 The nomination shall be forwarded to the Executive Director for submission to the

Credentials Committee. 3.2.1 The nomination shall be in the form of a cover letter together with a completed copy of the LIFE MEMBER NOMINATION FORM contained in Appendix I herein. The nomination may contain additional supporting

documentation. 3.2.2 The nomination shall be received at APCO Headquarters not later than

the close of business on April 1st of the calendar year of the Annual Conference at which the nomination is to be considered.

3.3 The Credentials Committee shall review the nomination for compliance with all applicable requirements.

3.3.1 The Credentials Committee shall forward its findings and recommendations to the Board of Directors for review not later than April

15th of the calendar year of the Annual Conference at which the nomination is to be considered.

Article IV: MEMBERSHIP Section 4.4: LIFE MEMBER NOMINATION PROCEDURES


3.4 The Executive Committee of the Board of Directors (“Board”) shall review the nomination for compliance with all applicable requirements.

3.4.1 In the event the Executive Committee of the Board finds that the nominee satisfies all of the applicable criteria, then it shall forward the nomination

with a recommendation for approval to the Board of Directors for ratification not later than May 1st of the calendar year of the Annual

Conference at which the nomination is to be considered. If ratified, the

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Board of Directors shall implement Paragraphs 4.1 and 4.2 herein and forward the nomination to the Membership Quorum.

3.4.2 In the event the Executive Committee of the Board finds that the nominee does not satisfy all of the applicable criteria but also finds that a special circumstance exists, then it may forward the nomination to the Board of Directors for ratification not later than May 1st of the calendar year of the

Annual Conference at which the nomination is to be considered. If ratified, the Board of Directors shall implement Paragraphs 4.1 and 4.2 herein and

forward the nomination to the Membership Quorum. 3.4.3 In the event the Executive Committee of the Board finds that the nominee

does not satisfy all of the applicable criteria and that no special circumstance exists, then it shall notify the Chapter President and the Executive Director that the nomination has been rejected along with a

statement of the deficiencies. 3.5 The Board of Directors shall review the nomination for compliance with all

applicable requirements and shall respond to the request for ratification not later than June 1st of the calendar year of the Annual Conference at which the

nomination is to be considered. In granting ratification of the nomination, the Board of Directors should be cognizant of the authority granted to the Executive

Committee of the Board in Paragraphs 3.4.1 and 3.4.2 herein. 3.6 Notwithstanding the above, the Executive Council may review and submit to the

Membership Quorum for its consideration any nomination for Life Membership brought before the Executive Council, when it deems by majority vote of the entire

Executive Council that a special circumstance exists, warranting special consideration and a waiver of the processing deadlines.

3.7 The Membership Quorum shall consider the nomination for designation as a Life Member during the First General Business Meeting held at the Annual

Conference. Approval of the nomination shall require a majority affirmative vote. 4. This award shall be recognized as follows:

4.1 If ratified, the Board of Directors shall cause a “congratulatory letter” to be prepared and sent to the member not later than June 15th of the calendar year of

the Annual Conference at which the nomination is to be considered. A copy of the letter shall be forwarded to the Chapter President for information purposes.

4.1.1 The letter shall notify the member of their “nomination” for designation as a “Life Member” and that the nomination will be considered by the

Membership Quorum at the upcoming Annual Conference. Article IV: MEMBERSHIP

Section 4.4: LIFE MEMBER NOMINATION PROCEDURES Approved by Executive Council: 08/14/09


4.1.2 The letter shall include an invitation for the member to attend the Annual Conference along with an explanation of the events that will occur.

Specifically, the letter should notify the member that the Membership Quorum will consider his/her nomination during the First General Business

Meeting held during the Annual Conference. 4.1.3 The letter shall also state that, subject to the Membership Quorum

approving the nomination, the member will be invited to the Life Member Recognition Event and that the formal presentation of the award will be

made at the Closing Banquet. 4.2 If the nomination is ratified, the Association shall grant the member a

complimentary full registration for the Annual Conference, but shall not otherwise reimburse the member for any expenses.

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4.3 Provided that the Membership Quorum approves the nomination, the newly approved Life Member shall be invited to attend the Life Member Recognition

Event. 4.4 Provided that the Membership Quorum approves the nomination, the President

shall present an appropriate plaque and a “Life Member Pin” during the Closing Banquet held in conjunction with the Annual Conference at which the Life Member

designation was approved. 4.5 Provided that the Membership Quorum approves the nomination, Headquarters

staff shall update the membership database and issue the member a new “membership card” showing the new designation.

5. Life Member Recognition Event 5.1 All Life Members, and their spouses or significant others, shall be invited to a

complimentary meal function held as a “Life Member Recognition Event” in conjunction with the Annual Conference.

Article IV: MEMBERSHIP Section 4.4: LIFE MEMBER NOMINATION PROCEDURES


APPENDIX I

LIFE MEMBER NOMINATION FORM Name of Nominee:

Chapter making nomination: Qualifications:

Nominee has been a member of APCO since: (15 years total required) Nominee has made at least 5 major accomplishments that have contributed to APCO in

accordance with the requirements of the Membership Designations Section of the Policy Manual as noted

below. For each accomplishment, list the appropriate sub-paragraph number (1-8). Provide

supporting detail, as necessary. Additional accomplishments may be attached.

1. Sub-paragraph 2. Sub-paragraph 3. Sub-paragraph 4. Sub-paragraph 5. Sub-paragraph

Nomination approved by Chapter Executive Committee: (date) Credentials Committee recommendation for approval: (date)

Executive Committee of the Board of Directors recommendation for approval: (date) Board of Directors recommendation for approval: (date)

Approved by the Annual Quorum: (date) Approved by Executive Council: 08/14/09

ARTICLE IV: MEMBERSHIP SECTION 4.5: CHAPTER LIFE MEMBER GUIDELINES


PURPOSE To recommend guidelines for APCO Chapter Life Membership, a designation that can be awarded to individual chapter members based upon the member meeting an established

set of guidelines set forth in the Chapter’s Constitution and Bylaws.

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AUTHORITY Establishment of a Chapter Life Membership shall be the responsibility and prerogative

of the individual member’s local APCO Chapter pursuant to this Section.

POLICY 1. The Chapter Life Member distinction is a designation that is added to the member’s

current membership category title. 1.1 The designation of Chapter Life Member is recognized only within the chapter

conferring the distinction. 1.2 Other than being bestowed with the title and having one’s dues paid by the

chapter, the membership privileges of a Chapter Life Member shall be determined by the category of membership for which the member would

otherwise qualify. 1.3 The Chapter Life Member designation does not carry any added privileges at the

Association level or within any other chapter(s) that the member happens to also belong.

2. The conferring chapter shall annually pay to the Association Office the dues amount specified in the Policy Manual for the category of membership for which each such

Chapter Life Member is qualified. 3. The following guidelines are recommended as a minimum for Chapter Life Membership

and should be considered for incorporation in the chapter’s Constitution and Bylaws. Assistance is available to chapters from the Association Membership Department and the Bylaws Committee. To be eligible for this recognition, the nominee will normally be

expected to: { Page 1 of 2 Section 4.5 Article IV: MEMBERSHIP

Section 4.5: CHAPTER LIFE MEMBER GUIDELINES Approved by Executive Council: 08/14/09

3.1 Have been a member of the Association a minimum of fifteen (15) years, at least five (5) of which shall be as a member of this chapter; and

3.2 Hold current membership in the appropriate membership category; and 3.3 Have made at least five (5) major contributions at the chapter and/or Association

level, which have contributed significantly to the chapter, Association, the commercial community, and/or the general public safety community. Items to be considered may include, but not be limited to the following. It is suggested that each additional completion of items 3.3.6 through 3.3.13 shall each constitute a

single contribution. 3.3.1 Served a minimum full term as Chapter President.

3.3.2 Member of a Chapter Board of Officers for at least four (4) years. 3.3.3 Local Area Frequency Advisor for at least four (4) years.

3.3.4 Chapter Commercial Committee Chair for at least four (4) years. 3.3.5 Executive Council Member for at least four (4) years.

3.3.6 Regional or Annual Conference Chair. 3.3.7 Regional or Annual Conference Committee Chair.

3.3.8 Chapter Conference Chair. 3.3.9 Chapter Conference Committee Chair.

3.3.10 Chair of Association Standing Committee. 3.3.11 Chair of Chapter Standing Committee.

3.3.12 Major contribution to the art of communications. 3.3.13 Any item from the requirements for Life Membership in the

Association that is not already listed above. 4. This honor shall be bestowed upon qualified members by the nominee’s chapter upon

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recommendation by the chapter’s executive committee and majority approval of the chapter quorum. Notification of this appointment shall be sent to the Membership

Department at the Association office. Page 2 of 2 Section 4.5


ARTICLE IV: MEMBERSHIP SECTION 4.6: CHAPTER HONORARY MEMBER GUIDELINES


PURPOSE To set forth the guidelines for APCO Chapter Honorary Membership.

AUTHORITY Establishment of a Chapter Honorary Membership shall be the responsibility and

prerogative of the individual member’s local Chapter pursuant to this Section.

POLICY 1. “Chapter Honorary Member” is a designation awarded by a Chapter to an individual,

who may be either a current member of the Association or a non-member, based upon the

individual meeting a set of guidelines established by the Chapter. 2. The Chapter Honorary Member distinction is a designation that does not carry any

added privileges at the Association level or within any other Chapter of which the individual

may be a member.

3. The conferring Chapter shall annually pay to the Association Headquarters the dues amount specified in this Policy Manual for the “Member” category of membership.

4. In general, the following persons are eligible for this category: 4.1 Those who have made significant contributions to the objectives of a Chapter. 4.2 Retired members who have held membership in any category for more than ten

(10) consecutive years. 5. This honor shall be bestowed if a Chapter Executive Committee makes a motion to

such effect and its Chapter Quorum passes such a motion by a majority vote.

6. The term of this category shall be for a period of twelve (12) months and thereafter as the

Chapter may determine in accordance with the provisions of this section. Page 1 of 1 Section 4.6


ARTICLE IV: MEMBERSHIP SECTION 4.7: MEMBERSHIP DUES

[Changes are subject to the approval by a two-thirds majority of the whole Board of Directors.]

PURPOSE To establish the dues required for membership.

AUTHORITY Dues rates are to be set for each category of membership and specified in the Policy

Manual in accordance with Article XII of the Association Bylaws.

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POLICY 1. Dues are due and payable on January 1st of each calendar year. Any adjustment to the

dues structure must be approved in accordance with Article XII of the Association Bylaws.

1.1 Any annual adjustments shall not exceed the cumulative or average change in the Consumer Price Index (CPI) rounded to the nearest U.S. dollar for the preceding

Calendar Year or Years since the last increase was approved. 1.1.1 A two-thirds majority vote of the whole Board of Directors is required for

the CPI dues adjustment. The Board of Directors shall consider a potential CPI dues adjustment each year.

1.1.2 In the event that no increase is approved for a particular year, the next increase that can be approved by the Board of Directors will be

cumulative only in the amount of the current Calendar Year’s CPI adjustment plus the preceding three Calendar Years’ CPI adjustment but not to include the Calendar Year in which the last dues increase

was approved nor any year preceding that Calendar Year. 1.2 If, for any reason, a resolution for a dues increase above the CPI adjustment as

described above should be recommended by the Board of Directors, the Executive Council must indicate concurrence or non-concurrence. A majority

vote of the Membership Quorum at the Annual Conference must then be received to approve such an increase.

2. The dues structure shall include two tiers for the “Chapter” portion of the Active Member

category. Page 1 of 3 Section 4.7

Article IV: MEMBERSHIP Section 4.7: MEMBERSHIP DUES


2.1 The Chapter sets the tier level. The higher tier shall apply upon majority approval of the Chapter’s Active Member quorum and shall remain in effect until rescinded.

3. The dues rates for each category are listed below: Effective

January 1, 2009 Dues Period

Effective January 1, 2010

Dues Period 3.1 Active Member Dues

Tier 1 $ 92 $92 Tier 2 $120 $120

3.2 Member Dues $ 69 $69 3.3 Commercial Member Dues $154 $154

3.4 Governmental Membership Dues billed on one statement for entity.

Per 3.1 and 3.2 4. Each Chapter shall receive a portion of the dues paid by members of that Chapter,

such amount to support Chapter activities. The amount of the “Chapter” portion shall be

based upon the following:

4.1 For Active Members: 20% of the Tier 1 amount plus 100% of the difference between the Tier 1 amount and the Tier 2 amount if the Chapter has chosen to

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set Tier 2 as the dues amount for their membership. 4.2 For Members: 20% of the dues amount.

4.3 For Commercial Members: 30% of the dues amount. 4.4 For members of the International Chapter, the above identified amounts shall be held in account by the Association. The use of these monies shall be restricted to

support of the Executive Council Member from the International Chapter and to other activities in direct support of the Chapter.

5. The Association shall have the option of charging 10% over the normal appropriate membership dues for members of a Chapter outside the U. S. (including members of the

International Chapter) to cover additional mailing expenses. 6. The specified dues are to be paid in United States dollars ($) as follows:

6.1 Members in the United States of America and its Territories shall submit their dues to the Association Headquarters, which then shall distribute the “Chapter”

portion, as appropriate. 6.2 Chapters in countries other than the United States of America and its Territories

may choose to have their members submit their dues to the Chapter office in which case the Chapter office may deduct the “Chapter” portion prior to

forwarding the remainder to APCO headquarters. The purpose of this alternate procedure is to minimize the cost of transferring money from one country to

another, then back again. Page 2 of 3 Section 4.7

Article IV: MEMBERSHIP Section 4.7: MEMBERSHIP DUES


7. Individuals who become a new member from January through March will have their dues

billed by headquarters staff at the full applicable rate. Individuals applying for membership from April through September will have their dues billed by headquarters staff at the full applicable rate, but shall have their dues for the following year pro-rated based on the month in which they join. No dues will be collected for a new member who

becomes a member from October through December. 7.1 Headquarters staff shall apply the pro-rated savings as a credit against the dues

that will be due and payable on January 1 of the calendar year immediately following the year in which the individual becomes a member.

8. Individuals seeking membership in more than one Chapter (i.e. seeking to become “Multiple Members” in accordance with the Membership Designations section of this

Policy Manual, shall pay dues in accordance with the following: 8.1 The full amount of dues as described in Paragraph 3 above for membership in the

primary or “Home Chapter”; PLUS 8.2 An amount equivalent to the “Chapter” portion as described in Paragraph 4 above

for membership in the “additional” Chapter. 8.2.1 Such “Chapter” portion shall be payable for each “additional” Chapter

within which membership is desired. 8.3 In accordance with Membership Designations section of this Policy Manual,

members granted the “Life Member” designation are exempt from paying dues for the life of the member or until such member resigns from the Association. The

exemption from paying dues shall apply to all Chapters within which the member maintains a membership.

8.3.1 This exemption from paying dues does not relieve the member from the requirement of the General Eligibility section of this Policy Manual

wherein the member must have a business or work-related reason for requesting membership in Chapters other than his/her primary or

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“Home Chapter”. 8.4 APCO Headquarters shall distribute the dues collected for “Multiple Members” as

follows: 8.4.1 The primary or “Home Chapter” shall receive the “Chapter” portion

received in accordance with Paragraph 8.1 above. 8.4.2 Each “additional” Chapter shall receive the “Chapter” portion received in

accordance with Paragraph 8.2 above. Page 3 of 3 Section 4.7


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ARTICLE IVIIV: MEMBERSHIP

SECTION 344.8: AWARDS POLICY PURPOSE To establish the awards policy of the Chapter. AUTHORITY Establishment of the awards policy is the responsibility of the Board of Officers pursuant to Article VI of the Chapter’s Bylaws. as guided by Article XIV of the Association’s Bylaws. POLICY 1. Awards are a form of recognition to individuals, committees and others for

special service to the Chapter and/or Association. 2.The Chapter will make nominations to APCO International for recognition by the

Association as deemed appropriate by the Chapter Board of Officers or a quorum of the membership.

2. 3.The Chapter will recognize a Communications Officer of the Year at each annual

conference. Such recognition may be given in conjunction with the Georgia Chapter of NENA at a joint conference when such joint conference serves as the Chapter’s annual conference.

3.1.Nominees for Communications Officer of the Year must have excelled in their

performance or gone above and beyond their normal work duties to make a significant difference in the emergency communications profession.

3.2.The Communications Officer of the Year will be determined through the following

process: 3.2.1.A Call for Nominations will be published on the Chapter website and in the

Chapter Newsletter. Nominations must be based on performance during the year twelve months

immediately preceding the annual conference. 3.2.2. For example, if the conference is held in 200510, the nominated act should

have occurred in 200409. 3.2.3.Nomination packets must be mailed to the Awards Committee Chair by the

published deadline.


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3.2.4.Nomination packets should include: 3.2.4.1.Nomination Form 3.2.4.2.Letters of Commendation 3.2.4.3.Newspaper articles (if applicable) 3.2.4.4.Detailed Summary of nominees Background/education/etc. 3.2.4.5.Recent Picture 3.2.4.6.Recordings of event (if applicable) 3.3.The recipient of the Communications Officer of the Year maywill receive the

following honors when Chapter funds are available to cover the costs: 3.3.1.A one year membership to APCO, International; 3.3.2.A plaque in their honor to be presented at the opening business meeting

during the Chapter’s annual conference;

3.3.3.Registration, Lodging, and Meals at the Chapter’s Annual Conference.

4.3. The Judy Bryant Award of Excellence will be awarded periodically as deemed

appropriate by the Board of Officers.

4.1.3.1. Nominees for the Judy Bryant award must be current members of Georgia APCO and have been registered members for at least three years before being nominated. 4.1.

4.1.3.2. Qualified nominees will consistently demonstrated the characteristics embodied by Judy: dedication, leadership, humor, integrity, ethics and endurance.

4.1.3.3. Nominations must be made in writing and submitted to the Board of Officers no later than forty-five (45) days before the conference at which the award will be presented.

4.1.Winners of this award will be chosen by the Board of Officers and presented with the award at the conference award ceremony.

3.4. 4. A President’s Award may be presented periodically, at the

discretion of the President, for special services, contributions, or achievements obtained by a public safety communications professional, whether or not such professional is an APCO member.







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5. The outgoing President shall be awarded a plaque or other award

as deemed appropriate by the Board of Officers at the closing banquet of the last conference of the President’s term.

4.1. 4.1. 4.1.

4.1. 4.1.

4.2Qualified nominees will consistently demonstrate the characteristics embodied

by Judy: dedication, leadership, humor, integrity, ethics and endurance. 4.3Nominations must be made in writing and submitted to the Board of Officers

no later than forty-five (45)thirty days before the annual conference at which the award will be presented.

4.2.Winners of this award will be chosen by the Board of Officers and presented

with the award at the opening business meeting of the annual conference.conference award ceremony.

4.3.The nature of the award will be determined by the Board of Officers but should

include, at a minimum a plaque to be presented at the opening business meeting, or awards banquet of the Chapter’s annual conference.

5.A President’s Award may be presented periodically, at the discretion of the President, for special services, contributions, or achievements obtained by a public safety communications professional, whether or not such professional is an APCO member. 6.The outgoing President shall be awarded a plaque or other award as deemed

appropriate by the Board of Officers at the closing banquet of the last conference of the President’s term.


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ARTICLE IV: BOARD OF OFFICERS

SECTION 545.1: MEETINGS

PURPOSE To establish the requirements for official meetings of the Board of Officers. AUTHORITY The Board of Officers shall meet and conduct the business of the chapter at such times and places as the President or a majority of the Board of Officers shall specify as authorized by Article VI, Section 26.97 of the Chapter’s Bylaws.

POLICY

1. The Board of Officers shall, at a minimum, meet in person in the same city as the Annual Conference and in the same city as thetwo fallspring formal chapter meetings as defined in Article II, section 2.7 of the Chapter’s policy manual. These two required meetings shall each be held the first full day preceding the conference or chapter meeting.

1.1 The Board of Officers may meet at such other times and places as

necessary to conduct the business of the Chapter.

1.2 Meetings held other than at the Annual Conference or spring fallconferences meeting may be conducted via teleconference and/or other electronic means. as deemed appropriate by a majority of the Board of Officers..

1.3 Any Board Member not attending or participating in three (3) scheduled 1.3 meetings in a given term of office, without having the prior

approval of the President of the AssociationChapter shall be removed from his/her term of office, having and aanother Member appointed to complete his/her present term year(s).

2. A Quorum consists of a simple majority of the members of the Board of Officers. A Quorum is required to conduct the business of the Board of Officers and it may not officially meet otherwise.

3. Copies of documents requiring the signatures of the Board of Officers shall be provided to the Board of Officers for review a minimum of twenty-four hours prior to signing.




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SECTION 455.2: MINUTES

PURPOSE To establish a procedure for recording and retaining official minutes of meetings of the APCO Board of Officers. AUTHORITY Minutes of meetings of the Board of Officers are required by Article V,III, Section 53.23 of the National Association’s BylawsPolicy Manual. POLICY

1.Minutes of all official meetings of the Board of Officers shall be recorded.

2.1. The official minutes of the meetings of the Board of Officers will provide a permanent, written record of actions taken, decisions made, and a listing of items discussed.

3.2. The Chapter Secretary will record, in writing, the minutesall significant actions taken by the Board of Officers at each of all meetings of the Board of Officers.

4.3. Minutes of all official meetings of the Board of Officers shall be reviewed and approved by the Board.

4.13.1 At the conclusion of each meeting, copies of the minutes taken shall be forwarded to each member of the Board of Officers within fifteen (15) days.

4.23.2 Each member of the Board shall make any corrections necessary and return their corrections within ten (10) business days of receipt.

3.3 The Board of Officers shall approve the minutes, as corrected, at their next meeting or at the first meeting at which the corrected minutes are available.


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5.

5.4. Official minutes of all meetings of the Board of Officers shall be retained in compliance with the Chapter Records Retention Policy as outlined in Article XI of this Manual. NEED TO WRITE A RECORDS RETENTION POLICY for the life of the Chapter.

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SECTION 455.3: SIGNIFICANT ACTION PROCEDURES

PURPOSE

To establish the requirements for reporting significant actions of the Board of Officers to the membership. AUTHORITY The membership shall be notified by the President of significant actions taken by the Board of Officers as authorized by Article VII, Section 27.18 of the Chapter’s Bylaws. POLICY

1. The Board of Officers may take a variety of actions in performing their duties.

1.1 The Board of Officers may be required to take actions under exigent circumstances in which the Board must act before it can reasonably obtain ratification from the Membership. The Membership will be asked to ratify this action after the fact. Exigent circumstances include the following:

1.1.1. Failing to act would bring irreparable harm to the reputation of the Chapter.

1.1.2. Failing to act would cause a financial loss exceeding $1,000.

1.1.3. Failing to act would eliminate an opportunity for the benefit of the Chapter based on a deadline set by a source outside of the Chapter.

1.2. Significant actions are those that can notcannot wait until the next scheduled membership meeting, but can wait until the Membership can be asked to ratify the action using the “Thirty-Day Rule” process.. Significant actions include the following:

1.2.1. Non-substantive changes to the Constitution and Bylaws.

1.2.2. Any action that would amend, or otherwise affect the currently filed status, of the Articles of Incorporation of the Chapter.

1.2.3. Any action that would modify or waive a requirement contained in the Chapter Policy Manual.

1.2.3

1.2.4Any action that would modify or waive a requirement contained in the Chapter Annual Conference Manual.


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2. When the Board of Officers takes action based on exigent circumstances, they

shall provide the following facts in addition to the requirements of the standard “Thirty-Day Rule” notification processto the membership within thirty days of taking such action.

2.1. The Board shall provide the Membership with the details of the actions

they took within thirty (30) days of the meeting of the Board within ten (10) days of the meeting of the Board.. Notification may be made by electronic means, including a posting on the official website of the Chapter.

2.1.1. All the facts, issues and anything known to be controversial about the matter shall be clearly spelled out in the notification.

2.1.2. All the reasons for having to use the rule rather than wait for a regularly scheduled meeting of the quorum shall be spelled out and justified by the Board of Officers. (Examples: emergency conditions or time constraints).

2.12.2.

2.2The Board shall identify the harm the Chapter would have experienced should they not have taken action.

2.3. The Board will list any alternatives they considered prior to their action

2.32.4. .

2.4The Board will identify any consequences that would impact the Chapter if their action is not ratified by the Membership.

2.4 2.52.5. Should the quorum fail to ratify the Board’s action taken under

exigent circumstances the Board shall return the Chapter as near as possible to its condition prior to the Board’s action.

3. The Board of Officers shall follow these steps, commonly known as the “Thirty-Day Rule”, for any significant actions they propose to take, which require Membership ratification.

3.1All the facts, issues and anything known to be controversial about the matter

shall be clearly spelled out in the notification.

3.2All the reasons for having to use the rule rather than wait for a regularly scheduled meeting of the quorum shall be spelled out and justified by the Board of Officers. (Examples: emergency conditions or time constraints).

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SECTION 545.4: OFFICER CANDIDATES

PURPOSE To establish the criteria for candidates for the Chapter’s Board of Officers. AUTHORITY Requirements Qualifications to run for election to the Chapter’s Board of Officers are established in Article IIVI , Sections 2 and 11 of the Chapter’s ConstitutionBylaws. POLICY

1. The right to hold elected office is a privilege of active voting eligible members (as

defined by APCO International) only. 2. All prospective chapter officer nominees, including incumbents, shall, no later

than 90 days prior to the Spring Annual Conferenceelection, announce their candidacy for the office which they wish to hold.

2.1 This should be done in the form of a letter of intent to the Chapter

President, along with a letter of support from their agency and/or department head, if applicable, as required in Article III, section 2, of the Chapter By-laws.

2.12.2 There will be no nominations from the floor. 2.2Candidates for the Board of Officers are required to provide a letter of support

from their agency and/or department head.

2.42.3 In the event that any candidate is lacking the required documents after the 90 day deadline, that candidate’s nomination shall not be validated by the nominating committee.

2.3.22.4 If there is not a sufficient number of validated nominations within

the 90 day deadline, the membership will be notified that nominations are still needed, and all letters of candidacy and supporting documents must be presented no later than 12:00 noon the day following the regularly scheduled opening business meeting at the annual conferencewhich the election is held.

2.3.1 The credentialsnominating committee shall verify the qualifications of any candidates nominated pursuant to this paragraph. Clarify with C & B


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2.5

2.3.2An election will be held at a called specially called business meeting before the last training session of the annual conference. Only active voting eligible members, as confirmed by APCO International’s membership records and/or by checking the membership card of the member. will be permitted to cast a vote.

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SECTION 554.5: ELECTION PROCEDURES

PURPOSE To establish the criteria for the election of candidates for the Chapter’s Board of Officers. AUTHORITY Election pProcedures are established established pursuant to Article VI of the Chapter’s Bylaws. in Article III, Section 2 of the Chapter’s Constitution. POLICY

1. Officers shall be elected, by secret ballot in the event that more than one

candidate seeks a particular office, from nominations submitted by the nominating committee. 1.1.1 Should a candidate be unopposed in an election, members shall complete

a secret ballot indicating their choice to confirm, or not confirm, the election of the candidate to the office for which they had been nominated.

2. Elections shall take place at a regularly scheduled business session at the

annual conference, and shall be determined by a simple majority of the ballots cast. In the event a candidate does not obtain a majority of the votes cast, a runoff election shall be held between the two (2) candidates who received the greatest number of votes. 2.1 Candidates must be eligible to hold office in accordance with Article IV of

the Chapter’s BylawsI, Sections 2 and 11 of the Chapter’s Constitution. 2.2 An election will be held at a specially calledthe second general business

meeting of athe annual conference. before the last training session of the annual conference in the event that a sufficient number of validated nominations have not been received prior to the regularly scheduled business meeting.

3. Active Voting membership statuseligibility will be confirmed using APCO

International’s membership records and/or by checking the membership card of the member.


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SECTION 545.6: OFFICER IMPEACHMENT PROCESSING PROCEDUREREMOVAL PROCESSS

PURPOSE To define the procedures to be followed after a member of the Board of Officers is accused of improper conduct. AUTHORITY A member of the Board of Officers may be removed from office as authorized in Article VIX, Section 3 of the Chapter’s Bylaws. POLICY

1.Impeachment is the process by which accusations of misconduct are filed against a member of the Board of Officers of the Chapter. The word “impeachment” implies only an accusation, which then must be investigated and adjudicated through a careful process that protects both the interests of the Chapter and the rights of the individual.

2.1. A member of the Board of Officers may be impeached removed for reasons of malfeasance (an act that is positively unlawful), misfeasance (the doing of a lawful act in an unlawful or improper manner), or nonfeasance (failure to perform a duty) of duty, or for committing such other act(s) that bring significant discredit upon the Chapter.

3.2. Persons, either members of the Chapter or other persons, may accuse a member of the Board of Officers of misconduct by submitting a written accusation to the President of Georgia APCO. Such written accusation shall be as specific as possible.

4.3. Upon receipt of the written accusation, an investigation of the accusations shall be conducted as follows:

4.13.1. The President Senior Member of the Board of Officers not accused

shall immediately notify the accused and the other members of the Board of Officers of the accusations.

3.2. The Senior Member of the Board of Officers not accused shall appoint a three-person an “Investigation Committee” consisting of three Past Presidents, Past Board Officers, Chapter Life Members, and long-standing Chapter Members of the Chapter, at least two of whom shall not have served on any Board of Officers with the accused.. Should the accusations


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contain allegations of a criminal nature, the matter will be turned over to the proper investigative authority. The accused shall be immediately placed on an administrative leave of absence and removed from all duties, responsibilities, privileges and authorities associated with their position until completion of the criminal investigation or removal in accordance with the Chapter Bylaws and Policy Manual.

4.24.2.1 In the event that Past Presidents, two of which have never served with the accused, are not available to serve on the investigation committee, the Senior Member of the Board of Officers not accused shall appoint a maximum of two voting eligible members who have held membership in the Chapter for a minimum of five years, and who are generally recognized as having high moral and ethical character to serve in place of the past presidents who have never served with the accused..

4.2

4.33.3. The Investigation Committee shall review the facts and circumstances related to the accusations and shall draw conclusions as to the merit of the accusations. The Investigation Committee shall prepare a written report on its findingss to include a specific recommendation as to whether the officer should be impeached. The report shall be presented to the Board of Officers, the Executive Director, the accused, and the accuser.

4.43.4. If the Investigation Committee finds that the accusations are without merit, and, therefore, does not impeach the officer, then the matter is settled and no further action is required, except that the accuser shall be permitted to appeal the report of the Investigation Committee to the Senior Member of the Board of Officers..

4.53.5. If the Investigation Committee finds that the accusations are with merit and, therefore, impeaches the officertheir findings shall be provided to the Senior Member of the Board of Officers not accused. , then the President shallThis member shall immediately notify the Board of Officers that the officer has been impeached. The President shall forward a copy of the accusation and the report of the Investigation Committee to each member of the Board of Officers by U.S. Mail or other appropriate means. Members of the Board of Officers shall hold the report and all other communications regarding the impeachment findings in the strictest confidence.

4.6The Senior Member of the Board of Officers not impeached shall immediately suspend the member(s) impeached.

4.73.6. The Senior Member of the Board of Officers not impeached shall advise the accused that he/she has a right to legal counsel during the course of the impeachment process. Such legal counsel, if obtained, shall be at the sole expense of the accused. Any Legal Counsel employed by the Chapter shall not serve as the legal counsel to the accused due to the

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potential conflict of interest from also representing the Chapter in this matter.If the findings indicate the officer is to be considered for removal, the Senior Member of the Board of Officers not accused shall immediately place the officer on Administrative Leave.

4.83.7. The Senior Member of the Board of Officers not accusedimpeached shall schedule a meeting of the Board of Officers to occur not less than fifteenthirty (1530) days and not more than forty-givesixty (4560) days after the date the Investigation Committee submits its report impeaching the officer except that a longer period time is permitted upon a majority vote of the Board of Officers and the consent of the accused. In scheduling this meeting, the Senior Member shall provide the Board of Officers a minimum of thirty (30) days noticeday notice of the time and place for the meeting. This notification is to allow Board Officers time to make appropriate arrangements for their own attendance. The cost of travel to/from the meeting, lodging, and/or per diem for the Board of Officers, for the Chair of the Investigation Committee and for the Chapter’s Legal Counsel shall be the responsibility of the Chapter subject to the Chapter’s travel policy.

4.93.8. The Board of Officers meeting shall be held in “Executive Session” with attendance restricted the Board of Officers, the Chair of the Investigation Committee, the accused, the accuser, Legal Counsel for the Chapter, and legal counsel for the accused, and the President.

4.103.9. The Board of Officers shall review the written report of the Investigation Committee and make such inquiry, as it deems appropriate.

4.113.10. The accuser shall be permitted to make comments on the reasons for his/her accusations and to make comments regarding the report prepared by the Investigation Committee.

4.123.11. The accused shall be permitted to make comments in his/her defense and to question the accuser and the Chair of the Investigation Committee. The accused’s legal counsel may make comments and ask questions, as appropriate.

4.133.12. The Board of Officers shall vote by secret ballot on a motion to remove the accused from office. To pass, the motion must receive a two-thirds (2/3) vote of the entire Board of Officers as stipulated in the Chapter’s By-lawsBylaws.

4.143.13. The Board of Officers also may vote to “censure” the officer upon a finding that the accused committed the act contained in the impeachment investigation but such act was not of a severity to warrant removal from office. Such vote to “censure” shall be by secret ballot and require a majority vote of the Board of Officers members in attendance at the meeting.

4.153.14. In the event the Board of Officers votes to remove the officer from office, the President Senior Member of the Board of Officers not accused

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shall cause to be published in the next feasible issue of the Informerposted to the website and on PSConnect, a statement that the officer had been removed from office for cause as determined by the Board of Officers. The details of the accusations made and the results of the investigation shall not be released to the public and all persons involved should refrain from discussing the matter.

4.163.15. In the event the Board of Officers votes to “censure” the officer, the President Senior Member of the Board of Officers not accused shall cause to be published in the next feasible issue of the Informerposted to the website and on PSConnect, a statement that the officer had been “censured” for cause as determined by the Board of Officers. The details of the accusations made and the results of the investigation shall not be released to the public and all persons involved should refrain from discussing the matter.

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SECTION 554.7: CAMPAIGN PROCEDURES

PURPOSE To establish acceptable activities for members running for election to the Chapter Board of Officers. AUTHORITY The Chapter’s members elect members of the Board of Officers as authorized in Article IIVI, Section 2 of the Chapter’s Bylaws. POLICY

1. The following procedures shall apply during a candidate’s campaign prior to the Annual Conferenceelection.

1.1 Upon request of a candidate, APCO Headquarters will provide one set of mailing labels or a database suitable for preparation of mailing labels per election cycle.

1.1.1 If a database is provided, it shall be subject to all conditions and restrictions specified by APCO to prevent unauthorized use or dissemination.

1.1.21. Candidates are encouraged to submit articles for publication in the

Informer.posting on the website and on PSConnect.

2. The following procedures shall apply at the Annual Conference.

1.2. 2.1There will be no restriction on campaign literature at the Annual Conference;

however, hotel and convention center policies must be adhered to. 2.2Registration packet “stuffers” are limited to one item. It is the responsibility of

the candidate to arrange to have the item placed in the packets.


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ARTICLE VII: COMMITTEES AND TASK FORCES

SECTION 656.1: COMMITTEES AND TASK FORCES

PURPOSE The purpose of the following policy is to establish the designations, rules and duties of APCO Committees and Task Forces. AUTHORITYRESPONSIBILITY Establishment of the Committees and Task Forces is the responsibility of the President of the Chapter as guided by the Constitution and Bylaws, and Board of Officers. DEFINITION APCO Committees are made up of volunteers appointed by the President for the duration of his/her term or until replaced in accordance with paragraph 3 of this policy. POLICY 1. Standing Committees

1.1Certain Standing Committees are required under Article V, section 1 of the

Georgia APCO By-law’s. 1.21.1. Committee members should represent a cross-section of the active

members of the chapter except as noted below. Members of Standing Committees, with the exception of the Executive Committee, shall serve at the pleasure of the President and their terms shall expire concurrently with that of the President unless dissolved earlier.

1.2. The Executive Committee,Committee hereafter known as the Board of

Officers, shall consist of a President, Vice President, Secretary, Treasurer, Association Executive Council Representative Member, three at-large members, and and the immediate Past-President. 1.2.1. Specific duties of the Executive Committee are enumerated in

Article VII of this policy manualthe Chapter Bylaws. 1.31.2.2. Members of the Executive Committee are elected by the

membership quorum on staggered terms as defined in Article VI of the Chapter’s Bylaws.




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1.4The Operating Procedures Advisory Committee shall act as a forum for matters pertaining to communications operating procedures, records, files and training.

1.5The Telecommunications Management Advisory Committee shall serve

as a forum for those directly responsible to administrative and executive levels of state and local government for the development and management of telecommunications programs.

1.6The Commercial Advisory Committee shall advise the chapter, through the President, of

matters it feels are of interest to the chapter.

1.7The Frequency Advisory Committee shall act in accordance with the frequency coordination system manual of APCO International, Inc. and shall make recommendations to the President concerning frequency coordination.

1.3. The Nominating Credentials Committee shall consist of at least threefive (35) past Presidents of the chapter, if available and they agree to serve, that are members in good standing, onethree of which shall be actively participating in the chapter meetings., 1.43.1. tThe Chairperson of which shall be appointed by the Chapter

President. 1.81.43.2. In the event that threefive (35) past Presidents are not

available to serve, the President may appoint a maximum of two long-term members of the Chapter who hold a voting eligible membership, to the nominatingcredentials committee.

1.9The Emergency Management Advisory Committee shall serve as a forum

in matters concerning emergency management and disaster services communications, particularly as pertains as to the total public safety communications needs during emergencies and disasters.

1.10The 9-1-1/Technical Advisory Committee shall consist of a cross-section

of the membership experienced in technical issues pertaining to 9-1-1, radio, and other applications used in emergency communications. The 9-1-1/Technical Advisory Committee shall provide guidance to those members seeking guidance with regards to technical issues relating to 9-1-1, radio systems, and other technical systems.

1.11The Membership Committee is hereafter known as the Regional

Coordinators Ambassador Committee. This committee shall explore, and with the approval of the Board of Officers, implement programs that enhance the membership of the chapter by recruiting new members, retaining current members, and encouraging lapsed members to renew

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their membership. Regional Ambassadors shall be a subcommittee of the Membership Committee.

1.4.

1.12The Historical Committee shall procure and maintain historical information

and documents pertaining to past activities of the Chapter. 1.5.

1.12 1.121.6. The Bylaws CommitteeBylaws and Policy Committee shall

maintain the Chapter’s governing documents and review proposals for additions or revisions to such documents.

2. Special Committees

2.1. The President may appoint special Committee’s as he deems necessary for specific tasks. These may include:

2.1.1A Constitution and By-laws Committee charged with maintaining the

Constitution, By-laws, and other official documents of the Chapter. 2.1.22.1.1. TheAn Awards Committee charged withis responsible for

receiving and reviewing nominations for awards and recommending nominees for recognition by the Chapter.

2.1.32.1.2. TheA Legislative Committee is responsible for monitoring

legislative developments on both the State and Federal level that may affect the Chapter and its membership. 2.1.3

2.1.5.2.1.3. TheA Conference Committee responsible for planning and executing chapter training workshops and conferences. 2.1.3

2.1.7.2.1.4. TheA Training Committee shall work with the conference

and Regional Coordinator Ambassador Committees to develop and coordinate training opportunities to be presented by the Chapter.

2.2. Members of special committees shall serve at the pleasure of the

President and their terms shall expire concurrently with that of the President unless dissolved earlier.

2.3. The President and/or a majority of the Board of Officers shall specify

duties of special committees. 3. An appointed Committee member may be declared to be unfit for further service

and replaced on the committee if, without a valid excuse, one repeatedly fails to

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participate in Committee meetings, and/or fails to contribute one’s fair share in accomplishing the committee’s duties, or violates the Member Code of Conduct or Member Code of Ethics..

3.1. In order for an appointed Committee member to be declared unfit for

further service on the committee, the Committee Chair must notify the President in writing describing the specific problems.

3.2. The President shall issue a decision within 30 days of notification as to

whether he will disqualify the member or not.

3.3. If the President chooses to disqualify the member, he shall direct the Chapter Secretary to notify the member in writing within 10 days of this disqualification from the committee to include the reason(s) for the disqualification.

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ARTICLE V: COMMITTEES AND TASK FORCES

SECTION 5.2: COMMERCIAL ADVISORY COMMITTEE 3.3

PURPOSE

The purpose of the following policy is to establish the rules and duties of the Georgia APCO Commercial Advisory Committee.

AUTHORITY

Establishment of the Committee is the responsibility of the President of the Chapter as

guided by the Bylaws, and Board of Officers.

POLICY

Pending

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ARTICLE VI: COMMITTEES AND TASK FORCES

SECTION 6.2: OPERATING PROCEDURES ADVISORY COMMITTEE

PURPOSE

The purpose of the following policy is to establish the rules and duties of the Georgia APCO Operating Procedures Advisory Committee.

RESPONSIBILITY

Establishment of the Committee is the responsibility of the President of the Chapter as guided by the Constitution and Bylaws, and Board of Officers.

DEFINITION

The Operating Procedures Advisory Committee shall act as a forum for

matters pertaining to communications operating procedures, records, and files.

POLICY

The Operating Procedures Advisory Committee shall serve as a

clearinghouse for information regarding operating procedures in practice through out the State of Georgia. Additionally, this committee shall provide

guidance to members seeking information on records and file management.



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SECTION 6.3: COMMERCIAL ADVISORY COMMITTEE

PURPOSE

The purpose of the following policy is to establish the rules and duties of the Georgia APCO Operating Procedures Advisory Committee.

RESPONSIBILITY


DEFINITION

The Operating Procedures Advisory Committee shall act as a forum for

matters pertaining to communications operating procedures, records, and files.

POLICY

1.The Commercial Advisory Committee shall advise the Chapter of matters and developments in commercial areas which may affect the Chapter and

its members.

2.The President or Committee Chair shall present such matters to the conference quorum, or the Board of Officers, for such action as may be

appropriate.



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SECTION 6.4: TELECOMMUNICATIONS MANAGEMENT ADVISORY COMMITTEE

PURPOSE

The purpose of the following policy is to establish the rules and duties of

the Georgia APCO Telecommunications Management Advisory Committee.

RESPONSIBILITY


DEFINITION

The Telecommunications Management Advisory Committee consists of

active members of APCO International and the Georgia Chapter of APCO International, Inc.

POLICY

The Telecommunications Advisory Committee shall serve as a forum for those directly responsible to administrative and executive levels of state

and local government for the development and management of telecommunications programs


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SECTION 6.5: FREQUENCY ADVISORY COMMITTEE

PURPOSE

The purpose of the following policy is to establish the rules and duties of the Georgia APCO Frequency Advisory Committee.

RESPONSIBILITY


DEFINITION

The Frequency Advisory Committee shall act in accordance with the

frequency coordination system manual of APCO International, Inc., and will make recommendations to the Chapter concerning frequency coordination.

POLICY

1.The Chapter Frequency Advisor shall be appointed by a majority vote of

the Chapter Board of Officers and shall act as Chairperson of the Frequency Advisory Committee and shall meet the qualifications

established by the APCO International, Inc. Board of Officers.

2.Any funds needed for travel/lodging expenses to attend the Annual National Conference or meetings will be provided for by APCO

International, Inc.


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SECTION 656.32.6: NOMINATING CREDENTIALS COMMITTEE

PURPOSE The purpose of the following policy is to establish the rules and duties of the Georgia APCO Nominating Credentials Committee. AUTHORITYRESPONSIBILITY Establishment of the Committee is the responsibility of the President of the Chapter as guided by the Constitution and Bylaws, and Board of Officers. DEFINITION The Nominating Committee shall consist of at least five (5) past presidents of the chapter, if they are available and agree to serve that are in good standing, three of which shall be actively participating in the chapter meetings. POLICY 1. The Chapter President shall appoint the Chairperson of the Nominating

Credentials Committee. 2. The Nominating Credentials Committee shall meet either in person or by

conference call within twenty (20)- days of the close of the period in which candidates must announce their intention to seek office.

3. The committee shall review the nominations to determine the candidates

qualifications for office. 3.1 Only nominations supported by a letter of interest and a letter of agency

support, when applicable, received by the stated deadline shall be considered.

3.3.2 Only those qualifications as enumerated in Article VI and Article VII of the

Chapter’s Bylaws may be considered when determining a Candidate’s eligibility for office.

3.4. This committee shall report a slate of nominees to the chapter prior to the casting

of ballots, to be considered by the quorum, in accordance with Article VIV, Section 7 of the Chapter By-laws.the Chapter Policy ManualBoard of Officers. 3.







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SECTION 6.7: EMERGENCY MANAGEMENT ADVISORY COMMITTEE

PURPOSE

The purpose of the following policy is to establish the rules and duties of the Georgia APCO Nominating Committee.

RESPONSIBILITY


guided by the Constitution and Bylaws, and Board of Officers.

DEFINITION

The Emergency Management Advisory Committee shall serve as a forum in matters concerning emergency management and disaster services communications, particularly

as pertains to the total public safety communications needs during emergencies and disasters.

POLICY

Membership on the Emergency Management Advisory Committee should include

members from all applicable radio services, as well as a member from the emergency management area.


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SECTION 6.8: 9-1-1/TECHNICAL ADVISORY COMMITTEE

PURPOSE

The purpose of the following policy is to establish the rules and duties of the Georgia APCO 9-1-1/Technical Advisory Committee.

RESPONSIBILITY


guided by the Constitution and Bylaws, and Board of Officers.

DEFINITION

The 9-1-1/Technical Advisory Committee shall consist of a cross-section of the membership experienced in technical issues pertaining to 9-1-1, radio, and other

applications used in emergency communications.

POLICY

The 9-1-1/Technical Advisory Committee shall provide guidance to those members seeking guidance with regards to technical issues relating to 9-1-1, radio systems, and

other technical systems.


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SECTION 6.956.43: MEMBERSHIP COMMITTEE PURPOSE The purpose of the following policy is to establish the rules and duties of the Georgia APCO Membership Committee. RESPONSIBILITY AUTHORITY Establishment of the Committee is the responsibility of the President of the Chapter as guided by the Constitution and Bylaws, and Board of Officers. DEFINITION The Membership committee will consist of an Active Member appointed by the President. The Membership committee shall all explore and, with the approval of the Board of Officers, implement programs to enhance the membership of this chapter, through recruitment of new members, the retention of current members and by encouraging past members to rejoin the chapter.

POLICY 1. Mission Statement

We are dedicated to providing an effective channel of communication between our membership and Board of Officers. We are committed to providing training, networking, and other resource materials to public safety constituents of our regions. We are organized, trained and committed to effectively recruiting members from every area of public safety that are eligible for membership in APCO, International and its Georgia Chapter. We will work to accomplish our mission in a manner that inspires the trust and confidence of all that we serve.

2. Program Goals: the Board of Officers has established the following program

goals for the Membership Committee and Program;

2.1 To establish an open line of communications between and among our membership and its Board of Officers;

2.2 To facilitate the education of other public safety communications personnel with regards to APCO, International and its Georgia Chapter in terms of mission, purpose, and benefits;

2.3 To recruit other public safety communications personnel to join APCO and take advantage of the training, networking, and services that we provide; and




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2.4 To establish a sense of community among public safety communications

personnel in an effort to share ideas, programs, and resources with each other.

3 Program Structure

Since implementation, the program has been based on regions as outlined by the Georgia Emergency Management Agency. There are currently eight (8) regions as delineated in the chart below.

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Each region shall be assigned a Membership Ambassadors to serve as a point of contact for membership and the Board of Officers.

4. Term of Service

4.1 Membership Regional Ambassadors shall serve two year terms consistent

with Presidential elections. 4.2 Chapter President appoints members of the committee. Members

Ambassadors may be reappointed by subsequent Presidents with no limit on the number of terms an ambassadors committee member may serve, so long as that member continues to meet the requirements for active membership status.

5. Appointment

5.1 Beginning with the 2006 elections, membersMembers interested in serving as Membership a Regional Ambassador shall submit a letter of interest and a letter of agency support by February 1st of each even numbered year for consideration by the incoming Presidential candidate(s).

5.2 Appointments will be made once the President has been elected.

5.3 In the event that a Membership Regional Ambassador position is vacated,

it is at the discretion of the President to appoint a replacement. 6. Duties & Initiatives

The Membership Committee Chair and their recruited Ambassadors will be responsible for fulfilling the following duties:

6.1 Membership

Actively recruit new members Send out welcome letters and materials to new members Follow up with expired members to encourage renewal Serve as point of contact with members and others interested in

chapter or association activities Provide membership materials to potential members Serve as the Communications Officer of the Year Award Committee

6.2 Communication

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Submit monthly reports of contacts (new members, contacts with current, expired, or potential members).

Upon request of the President attend meetings of the Board of Officers and present a report to the Board regarding committee activity (presentation made by chairperson or designee).

Attend business meetings and present a report to the quorum regarding committee activity (presentation made by chairperson or designee).

Communicate identified needs of the membership to the Board of Officers.

Communicate with members regarding developments or initiatives of concern to the chapter, association and its membership (conferences, legislation, etc.).

Make recommendations for the development of and serve as the Silent Key Committee.

Provide information and articles to be presented through our chapter web page and newsletter.

6.3 Regional Meetings & Training

Host regional meetings for emergency communications personnel to network, discuss issues of mutual concern, and learn about the benefits of membership in APCO

Identify and facilitate the delivery of regional training

6.4 Conferences

Upon request of Conference Chair assist in conference pre-planning (recommend training topics, speakers, securing vendors, and preparations)

Upon request of President or Conference Chair assist with conference activities (registration, vendor setup, attendee bags)

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SECTION 656.1054: HISTORICAL COMMITTEE PURPOSE The purpose of the following policy is to establish the rules and duties of the Georgia APCO Historical Committee. RESPONSIBILITY AUTHORITY Establishment of the Committee is the responsibility of the President of the Chapter as guided by the Constitution and Bylaws, and Board of Officers. DEFINITION The Historical Committee is charged with procuring and maintaining historical information and documents pertaining to past activities of the Chapter.

POLICY 1. The Historical Committee shall cooperate with the APCO International

nternational, Inc. Historical Committee, to preserve the history of the Chapter, and the Association.

Historian as provided for in Article V, Section 11 of the Chapter’s by-laws. 2. The Historical Committee shall with procure and maintain historical information

and documents pertaining to past activities of the Chapter. 3. The Historical Committee shall develop, to the extent possible, an electronic

archive of the Chapter’s historical documents, and should make these archives accessible for viewing by the Chapter’s members through a portal on the Chapter’s website..




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SECTION 56.656.11: CONSTITUTION AND BY-LAWS COMMITTEEBYLAWS AND POLICY COMMITTEE

PURPOSE The purpose of the following policy is to establish the rules and duties of the Georgia APCO Constitution and By-laws CommitteeBylaws and Policy Committee. RESPONSIBILITY AUTHORITY Establishment of the Committee is the responsibility of the President of the Chapter as guided by the Constitution and Bylaws, and Board of Officers. DEFINITION The Constitution and By-laws Committee is responsible for maintaining the Constitution and By-laws and other official documents of the Chapter.

POLICY 1. The Chapter’s By-lawsBylaws and Constitution shall be reviewed annually to

ensure compliance and concurrence with the by-lawsBylaws and policies of APCO International, Inc.

2. The Chapter’s Policy Manual shall be reviewed annually to ensure compliance

and concurrence with the Chapter’s Bylaws. 3. The Bylaws CommitteeBylaws and Policy Committee shall review and process

proposals for amending the Chapter’s governing documents in accordance with Article I and Article II of this Policy Manual.in accordance with Article II, section 2.5 of this policy manual.








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SECTION 65.1276.6: AWARDS COMMITTEE PURPOSE The purpose of the following policy is to establish the rules and duties of the Georgia APCO Awards Committee. RESPONSIBILITY AUTHORITY Establishment of the Special Committees is the responsibility of the President of the Chapter as guided by the Constitution and Bylaws, and Board of Officers. DEFINITION The Chapter charges the Awards Committee with receiving and reviewing nominations for awards and recommending nominees for recognition.

POLICY 1. The Awards Committee will receive and review nominations for all awards

bestowed by the Chapter. 2. After reviewing nominations the committee will recommend to the Board of

Officers the nominee who most closely meets the established criteria for the award. 2.

2.3. The Awards Committee may develop and suggest criteria for new awards as deemed appropriate. All new awards must be approved by a majority vote of the Board of Officers prior to implementation.

3.The Committee Chair will present awards on behalf of the Board of Officers at

each annual conference.



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4.Generally, the Membership and Ambassador Committee will staff the Awards Committee.

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SECTION 6.135.8: LEGISLATIVE COMMITTEE PURPOSE The purpose of the following policy is to establish the rules and duties of the Georgia APCO Legislative Committee. RESPONSIBILITY Establishment of the Committee is the responsibility of the President of the Chapter as guided by the Constitution and Bylaws, and Board of Officers. DEFINITION The Legislative Committee is responsible for monitoring legislative developments on both the State and Federal level that may affect the Chapter and its membership.

POLICY 1.The Legislative Committee will monitor, track, and report on state and federal

legislation, that might affect 9-1-1 and other public safety communications systems, on behalf of the Georgia Chapter of APCO.

2.The Legislative Committee will notify the membership, through the Regional

Ambassador Committee or Board of Officers, any legislative developments, which may potentially affect public safety communications in the State of Georgia.


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SECTION 6.146.75.9: TRAINING COMMITTEE PURPOSE The purpose of the following policy is to establish the rules and duties of the Georgia APCO Training Committee. RESPONSIBILITY AUTHORITY Establishment of Standingthe Committees is the responsibility of the President of the Chapter as guided by the Constitution Bylaws and and Bylaws, and Board of Officers. DEFINITION The Training Committee shall work with the conference and Regional Ambassador Committees to develop and coordinate training opportunities to be presented by the Chapter.

POLICY 1. The Training Committee shall work with the conference and Regional

Ambassador Committees to develop and coordinate training opportunities to be presented by the Chapter.

2. The Training Committee shall work with the Conference Committee to establish

and deliver the training agenda for Chapter Conferences and Trainingand Training Workshops.

3. The Training Committee shall follow established Chapter policies regarding

conference procedures, speaker’s fees, and travel reimbursement.



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SECTION 56.108: CONFERENCE COMMITTEE PURPOSE The purpose of the following policy is to establish the rules and duties of the Georgia APCO Training Committee. AUTHORITY Establishment of Special Committees is the responsibility of the President of the Chapter as guided by the Bylaws and Board of Officers.

POLICY 1. The Conference Committee shall present a minimum of two training events each

calendar year. One event shall be known as the annual conference, the other as a training workshop.

2. The Conference Committee shall generally consist of members of the Training

Committee, and at least one member of the Executive Committee of the Board of Officers, who shall serve as Chair of the committee.

3. The Chair shall negotiate the most favorable terms possible when soliciting

proposals for meeting space, meals, and other costs associated with the conference.

3.1 All contracts must be approved by the full Board of Officers prior to

signing. 3.2 The Conference Committee may not obligate Chapter funds for any

purpose other than those expressly allowed in Article VIII of this policy manual.





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ARTICLE VII: PUBLICATIONS SECTION 7.1: OFFICIAL NEWSLETTER

PURPOSE

To establish guidelines for the publication of the official newsletter of the Georgia

Chapter of APCO.

AUTHORITY

Article VI, Section 1 of the Constitution of the Georgia Chapter of APCO allows for the preparation, publication and distribution of such publications as may be

deemed necessary, reasonable, and proper.

POLICY

1.The official publication of the Georgia Chapter of APCO shall be known as “The Informer”.

2.The Informer shall be published on a quarterly basis.

3.Members will generally receive The Informer via electronic means. However, members who lack the means to access the electronic version of The Informer

may request a hard copy.

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ARTICLE VIII: PUBLICATIONS ELECTRONIC PUBLICATIONS

SECTION 7.267.1: OFFICIAL WEBSITEINTERNET PRESENCE

PURPOSE To establish guidelines for the maintenance of the official website of the Georgia Chapter of APCO.

AUTHORITY The Board of Officers is responsible for carrying out the business of the Chapter pursuant to Article VI of the Chapter’s Bylaws. Article VI, Section 1 of the Constitution of the Georgia Chapter of APCO allows for the preparation, publication and distribution of such publications as may be deemed necessary, reasonable, and proper. POLICY

1. The Georgia Chapter of APCO shall maintain a presence on the Internet which will serve as the Chapter’s official website.

2. The Chapter may, at the discretion of the Board of Officers, engage in Social

Media to communicate with the Chapter’s membership and to promote the Chapter’s activities.

3. The Board of Officers will appoint a Website Administratormaster who shall

maintain the website in accordance with the wishes and desires of the Board of Officers.




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ARTICLE VII: ELECTRONIC PUBLICATIONS

SECTION 67.2: MEMBER COMMUNICATIONS

PURPOSE To establish guidelines for the maintenance of the official website of the Georgia Chapter of APCO.

AUTHORITY The Board of Officers is responsible for carrying out the business of the Chapter pursuant to Article VI of the Chapter’s Bylaws. POLICY

1. 1. The Board of Officers may establish an electronic newsletter to be published on the Chapter’s official website.

2. The Board of Officers may establish such other means of communicating Chapter activities to the membership as it deems necessary and appropriate.




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2. The Board of Officers may establish such other means of communicating Chapter activities to the membership as it deems necessary and appropriate.



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ARTICLE VIIII: CONFERENCES

SECTION 788.1: GENERAL

PURPOSE To establish guidelines for the conferences of the Georgia Chapter of APCO.,

AUTHORITY The Board of Officers is responsible for establishing policies and procedures for the presentation of training conferences to the membership of the Chapter. POLICY

1. The Chapter shall present a training conference or workshop at least twice per year.

2.An annual conference of the Chapter shall be held each MarchSeptember, or as near

such date as possible. 3.An additional conference or workshop shall be held in NovemberMarch, or as near

such date as possible, each year. 4.2. Each conference or workshop shall present the membership with at least eight

hours of training related to public safety communications. 5.3. Each conference or workshop shall include at least one business meeting, at

which the quorum will be presented with updated information on developments within the Chapter and Association.



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SECTION 878.2: PAYMENT OF SPEAKER EXPENSES

PURPOSE To establish guidelines for the reimbursing and/or paying of expenses incurred by speakers at conferences of Georgia APCO.

AUTHORITY The Conference Committee shall recommend speakers for conferences and/or workshops as deemed appropriate. Speakers who are confirmed to speak may be eligible for reimbursement of certain expenses. The payment of sSpeaker expensess shall not be confirmed without the approval of a majority of the Board of Officers. POLICY

1. Speakers who are confirmed to speak at a Georgia APCO conference may be extended complimentary lodging according to the following guidelines as long as funds are available and upon approval of a majority of the Board of Officers.:

1.1 Speakers attending from within the State of Georgia may be provided

complimentary lodging for one night’s stay. 1.2 Speakers attending from outside of the State of Georgia may be provided

complimentary lodging for two night’s stay.

2. Meal expenses may shall be reimbursed at a rate not to exceed the limits established in the Federal per dieum guidelines.

3. Speakers traveling from out-of-state mayshall be reimbursed for travel expenses

following general travel guidelines established in Article VIIIIX, of this policy manual.section 9.1.


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SECTION 878.3: ANNUAL CHAPTER CONFERENCE

PURPOSE To establish guidelines for organizing and presenting a chapter an annual training conference and business meeting.

AUTHORITY The Board of Officers shall be responsible for setting procedures and policies regarding the presentation of training conferences. POLICY

1. The Chapter shall meet every March September or as near such date as possibleno less than twice a year. Such meeting shall be known as the Annual Conference.

2. The place of such meeting shall be determined by the following method:

2.1At each annual conference, the membership will be polled, either verbally or by written ballot, to determine the most desirable location for the next annual conference. However, the Board of Officers retains the authority to determine the location of the annual conference based on the best interest of the Chapter.

2.22.1. The Conference Chair shall request bids from hotels, conference centers, and other facilities that are large enough to accommodate the Chapter conference.

2.32.2. The Conference Committee Chair shall make a recommendation to

the Board of Officers as to the most favorable location for the conference. 3. The Annual Conference shall include at least one official business meeting at

which the quorum shall be updated on developments within the Chapter. 4. The Annual Conference may include a vendor exhibit at the discretion of the

Board of Officers. 5. Conference Committee Chair Duties:

5.1. The Chairperson of the Conference Committee shall contract negotiate a contract proposal with the Conference facility at the direction of the Board of Officers. Such contract must include at a minimum:


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5.1.1. A number of sleeping rooms at the Conference Hotel blocked for use by the expected attendees at a negotiated rate;

5.1.2. Reserved meeting and exhibition space needed for training and

vendor exhibits, as applicable, at a negotiated rate; 5.1.3. Allowances for changes during the course of the contract that are

reasonable and mutually agreeable, such as a release of a number blocked sleeping rooms if reservations do not meet a certain level before a certain date;

5.1.4. Negotiated rates for audio visual equipment, food costs, meeting

spaces, event orders, break, banquet and vendor exhibit set-ups, and other hotel services;

5.1.5. Explanation of all Event Orders to include time, date, location, type,

audio-video equipment, special instructions and cost.

5.1.6. Specific menu selections for breaks, banquets, and other food related events.

5.1.7. Any penalty costs for additional set-ups or last minute changes to

event orders.

5.1.8. No “attrition” clauses or other guarantees not normally required of non-profit or State organizations shall be included in any negotiated contract for conference services.

5.1.9. Any required deposit and a specific statement requiring the amount

of the deposit to be deducted from the final invoice before payment is made.

5.2. The Chairperson of the Conference Committee shall ensure that

conference expenditures do not exceed the projected conference cash flow.

6. Commercial Members or other vendors who wish to sponsor an event at the

conference may do so in one of the following manners: 6.1. Donate a set amount of money to the Chapter for a coffee/soft-drink break

which the Conference committee arranges with the host property. 6.2. Contract directly with the host property to sponsor an event (luncheon,

break, reception).

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6.3. Purchase a tiered sponsorship (Silver, Gold, Platinum) for a set dollar amount. This option is most effective at large events such as joint conferences and symposia.

7. The Conference Committee is responsible for ensuring that scheduled events

occur in the manner established in the contract. Any deviations from contracted arrangements must be noted, and the Conference Chair informed so that those changes can be negotiated at the close of the conference.

8. Breaks, Banquets, Luncheons

8.1. Food and beverage orders should be based on the number of attendees expected at the event.

8.2. Breaks should have a scheduled starting and ending time that is strictly

adhered to.

8.3. A cut-off date and time for the purchase of additional event tickets should be set and published to ensure sufficient orders are placed without incurring contractual penalties.

9. Conference materials and supplies may be shipped to the host facility in the

name of the Conference Chair, and retrieved upon his/her arrival if so desired.

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SECTION 878.4: JOINT CONFERENCES

PURPOSE

To establish policies and guidelines for conducting joint conferences of Georgia APCO and other organizations dedicated to the advancement of public safety communications in Georgia.

AUTHORITY The Board of Officers is authorized to enter into an agreement with any other organization dedicated to the advancement of public safety communications to hold periodic joint training conferences.

POLICY

1. The President may appoint a special committee to serve on the Joint Conference Committee.

2. The nature of the agreement between the Chapter and any other organizations

joining together to present a conference shall be enumerated in a Memorandum of Understanding negotiated during a joint meeting of the Boards of those organizations.

3. All applicable Chapter and Association bylaws and policies shall be followed

during joint conference planning and delivery.

PENDING



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ARTICLE VIIIX: TRAVEL AND REIMBURSEMENT

SECTION 89.1: GENERAL TRAVEL AND REIMBURSEMENT POLICY

PURPOSE

To provide uniform guidelines for reimbursement of expenses to eligible members of the Board of Officers and Regional Ambassadors..

AUTHORITY

The Board of Officers is required to manage the finances of the Chapter under Article VI of the Chapter’s By-LawsBylaws.

POLICY

1. The Chapter President, Vice President, Executive Council Representative, the Secretarythe Secretary and Treasurer are the only members of the Chapter for whom expenses will generally be reimbursed.

2. Expenses will only be reimbursed as detailed in the following paragraphs.

3. Eligible members will be reimbursed for out of pocket expenses related to the operation of their office.

3.1 Other Board Officers may request approval to have expenses paid or reimbursed by the Chapter.

3.2 The President may authorize expenditures by Board Officers up to $500 without the prior approval of the Full Board, provided that the Board is notified as soon as practical, via electronic means, of the nature and amount of the expenditures.

3.3 Regional Ambassadors shall have all expenses approved by the entire Board prior to the purchase/travel.

4. Members to whom a Chapter debit card have been issued, shall pay all eligible expenses with the Chapter debit card.

5. In addition to out of pocket expenses, those related to attending the APCO International Annual Conference, including travel, meals, lodging, and registration for the Chapter President, Vice President, and Executive Council Representative are eligible for reimbursement. These Officers are expected to attend each Annual Conference, or to send a proxy who shall be approved by the Board of Officers.

6. The Chapter Secretary and Treasurer will generally be reimbursed only for expenses related to the operation of that office, or at the discretion of the Executive Board.



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7. APCO International is now receiving all revenue and paying all expenses relating to Frequency Coordination. Therefore, the Frequency Coordinator shall not be eligible for reimbursement by the Chapter for expenses related to coordination activities or attendance at the annual conference.

8. Expenses shall be limited in accordance with the following guidelines.

8.1 Lodging: The Chapter will pay or reimburse lodging expenses, at the single conference rate or government rate, for the President, Vice President and Executive Council Representative or their proxies for an approved conference or meeting at the conference or at the meeting rate for the duration of the conference or meeting. Upgrades to larger rooms or for doubles if billed at a higher rate are at the member's expense and shall not be reimbursed. Original, itemized receipts must be submitted as part of the expense statement outlined below.

8. 2 Airfare: The Chapter will pay or reimburse airfare expenses up to the cost of a 21-day advance coach round trip airfare ticket. Any upgrades are at the member's expense and shall not be reimbursed. Original, itemized receipts must be submitted as part of the expense statement outlined below.

8.3 Mileage: Should the member decide to drive, or if driving is more convenient due to distance or time, the Chapter will pay or reimburse the lesser amount of a 21-day advance coach airfare ticket airline or the current IRS mileage rate. If mileage rate is selected the expense will not exceed that of a 21 day21-day advance coach airfare ticket. The member shall be responsible for determining and providing proof of the lowest 21 day advance coach airfare rate prior to requesting reimbursement. Proof may be in the form of a screen shot or print out of an airlines website showing the fare published 21 days prior to departure. Mileage expenses will be reimbursed based on federal guidelines.

8.4 Parking: Parking expenses at the departure airport will be reimbursed at the rate long-term parking rate at the departure airport or the cost of a round-trip cab ride from the member’s home or place of business to the departure airport, whichever is less. The member is expected to choose the least costly option. Parking at the hotel will be reimbursed at the daily rate for self parkingself-parking in the hotel’s garage or lot or the closest parking facility. An original receipt must be submitted as part of the expense statement outlined below.

8.5 Food and Beverage: The Chapter will pay or reimburse food & beverage expenses at a rate not to exceed established federal per-diem guidelines for the duration of the conference or meeting. Original, itemized receipts must be submitted as part of the expense statement outlined below.

8.5.1 When using the federal per-diem guidelines the individual meals will not be broken down into a specific dollar amount.

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8.5.2 Food & Beverage expenses cannot be averaged over the length of the event in order to comply with the established federal guideline per-day ceiling.

8.5.3 Alcoholic Beverages are not reimbursable.

8.6 Miscellaneous Expenses: In general expenses for personal services are not reimbursable or covered. Examples of personal services would be in-room movies, room service, and personal local telephone calls, expect as detailed below. All miscellaneous expenses must be accompanied by a receipt and a statement of explanation.

8.6.1 A single, long distance telephone call not to exceed $10 per day will be allowed. Expenses for other long distance telephone calls are not automatically reimbursable.

8.6.2 Members who are required to be away from home for more than five consecutive days may request reimbursement for reasonable laundry charges.

8.6.3 All Miscellaneous Expenses are subject to Executive Board

approval before reimbursement will be made

9. All expenses paid or reimbursed by the Chapter, exceeding $5.00, shall be documented.

9.1 An original itemized receipt from the service provider should be submitted whenever possible. If no such receipt exists, a credit card receipt will suffice. Copies of receipts will not be accepted.

9.3 All requests for reimbursement shall be made on the proper current Expense Statement/Reimbursement form.

9.4 In the case of direct payments a copy of the registration form or other proper documentation shall accompany the request.

10. Payments for all covered expenses or reimbursements in paragraphs 8.1–8.5 will be processed upon receipt by the Treasurer.

11. Exceptions to this policy shall require a simple majority vote of the Board of

Officers.

12. The financial status of the Chapter shall be taken into consideration before any travel expenses are authorized or paid.

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GA APCO Travel Expense Statement NAME

Last First Middle Initial

TIME DETAILS OF SUBSISTENCE Do not write

Departe

d (Attach Lodging Receipt(s) in this

space for

Date Arrived Location/Points

Visited B'fast Lunch Dinner Lodging TOTAL

Treasurer's Com

TOTALS

EXPLAIN ANY UNUSUAL AMOUNTS FOR SUBSISTENCE:

XXXX

XX

MILEAGE MILES @ PER MILE

(Must be supported by automobile mileage record)

TOTAL TRAVEL EXPENSE

MISCELLANEOUS EXPENSES (Explain in section on attached form.)

CHARGED TO THE CHAPTER VISA CARD SUBTOTAL

LESS PREPAID

COSTS

AMOUNT DUE TO TRAVELER

I do solemnly swear, under criminal penalty , that the above statements are true and I have incurred the described expenses and the National use mileage in the discharge of my official duties for the Chapter..

SIGNED: ___________________ DATE:_______________

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AUTOMOBILE MILEAGE/MISC EXPENSES RECORD GEORGIA LICENSE NO. OF CAR PERIOD ENDING

Prepare daily, using a separate block for each day’s county use travel and for each departure from your location.

Day

DAILY TRAVEL

(Points Visited)

ODOMETER READING MILES TRAVELED

Starting Ending

Miles Daily

Personal Use

Chapter Use

FROM: TO:

Points Visited

FROM: TO:

Points Visited

FROM: TO:

Points Visited

FROM: TO:

Points Visited

Personal Vehicle

Transfer total county GA APCO use miles to travel expense section (front side) for computation of amount at the prescribed mileage rate.

Purpose of Trip: (Attach copy of approved TRAVEL REQUEST)

Day

COMMON CARRIER, TAXI, LIMOUSINE (Explain, attach

receipts for common carrier) Amount Day

MISCELLANEOUS (Explain, attach receipts except for tele. and telg) Amoun

t

TOTAL AMOUNT (ENTEIN APPROPRIATE LINE OF ABOVE EXPENSE SECTION)

TOTAL AMOUNT (ENTER IN APPROPRIATE LINE OF ABOVE EXPENSE SECTION)

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ARTICLE IX: TRAVEL AND REIMBURSEMENT

SECTION 9.1: GENERAL TRAVEL AND REIMBURSEMENT POLICY

PURPOSE

To provide uniform guidelines for reimbursement of expenses to eligible members of the Executive Board.

AUTHORITY

The authority for this policy is Article V, Section 2 5.5 of the Chapter’s ConstitutionBy-laws.

POLICY

1.The Chapter President, the International Executive Council Representative, the Chapter Secretary and Chapter Treasurer are the only members of the Chapter for whom expenses will generally be reimbursed. Other Executive Board members, with expenses, will need to have their items approved by the Executive Board prior to the purchase/travel. Expenses will only be reimbursed as detailed in the following paragraphs.

2.Eligible members will be reimbursed for out of pocket expenses related to the operation of their office. Members to whom a Chapter debit card have been issued, SHALL pay all eligible travel expenses with the Chapter debit card. These expenses are detailed in Paragraph 8. All such claims for reimbursement shall be made on the proper form accompanied by original receipts.

3.The President is approved for the following travel and associated expenses:

3.1The Chapter President is expected to attend the International Annual Conference..

3.1.1 The Chapter President shall be reimbursed for expenses relating to attending these conferences subject to the conditions set forth in Paragraph 8.

3.2

Should the President not be able to attend any of the above conferences, the President shall appoint a proxy to attend the conference(s).

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3.2.1

The appointed proxy shall be reimbursed for expenses subject to the conditions set forth in Paragraph 8.

4.

The International Executive Council Representative is approved for the following travel and associated expenses:

4.1

The International Executive Council Representative is expected to attend the International Annual Conference.

4.1.1

The International Executive Council Representative shall be reimbursed for expenses relating to these conferences subject to the conditions set forth in Paragraph 8.

4.2

Should the International Executive Council Representative not be able to attend any of these conferences, the President shall appoint a proxy to attend the conference(s).

4.2.1

The appointed proxy shall be reimbursed for expenses subject to the conditions set forth in Paragraph 8

5.

The Chapter Secretary will generally be reimbursed only for expenses related to the operation of that office, or at the discretion of the Executive Board.

6.

The Chapter Treasurer will generally be reimbursed only for expenses related to the operation of that office, or at the discretion of the Executive Board.

7.

The Frequency Coordinators shall not be eligible for reimbursement by the Illinois Georgia Chapter for expenses related to coordination activities since APCO International is now receiving all revenue and paying all expenses relating to Frequency Coordination.

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8.

In addition to expenses related to the operation of their offices, the President and International Executive Council Representative may request reimbursement for the following expenses:

8.1

Registration

8.1.1

The Chapter will pay or reimburse any and all registration fees for the President or his proxy for the International Annual Conference

8.1.2

The Chapter will pay or reimburse any and all registration fees for the International Executive Council Representative or his proxy for the International Annual Conference, the Mid-Year Executive Council meeting.

8.2

Lodging

8.2.1

The Chapter will pay or reimburse lodging expenses, at the single conference rate or government rate, for the President and International Executive Council Representative or their proxies for an approved conference or meeting at the conference or meeting rate for the duration of the conference or meeting. Upgrades to larger rooms or for doubles if billed at a higher rate are at the member's expense.

8.3

Airfare

8.3.1

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The Georgia Chapter will pay or reimburse airfare expenses up to the cost of a 14-day advance coach round trip airfare ticket. An upgrade to first class is at the member's expense. The member should submit the original receipt.

8.3.2

The Georgia Chapter will pay or reimburse the lesser between a 14-day advance coach airfare ticket airline and the current IRS mileage rate. If mileage rate is selected the expense will not exceed that of a 14 day advance coach airfare ticket. The member shall be responsible for determining the lowest 14-day advance coach airfare rate prior to requesting reimbursement. Mileage expenses will be reimbursed based on federal guidelines.

8.4

Parking

8.4.1

Parking expenses at the departure airport will be reimbursed at the rate of $15 per day or the cost of a round-trip cab ride from the member’s home or place of business to the departure airport, whichever is less. The member is expected to choose the least costly option.

8.4.2

Parking at the hotel will be reimbursed at the daily rate for self parking in the hotel’s garage or lot or the closest parking facility.

8.5

Food and Beverage

8.5.1

The Georgia Chapter will pay or reimburse food & beverage expenses at a rate not to exceed established federal per-diem guidelines for the duration of the conference or meeting. Receipts Shall be are required for reimbursement.

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8.5.2

Food & Beverage expenses that exceed established federal per-diem guidelines would not be reimbursed.

8.5.3

When using the federal per-diem guidelines the individual meals will not be broken down into a specific dollar amount.

8.5.4

Food & Beverage expenses cannot be averaged over the length of the event in order to comply with the established federal guideline per-day ceiling. Alcoholic Beverages are not reimbursable.

8.6

Miscellaneous Expenses

8.6.1

In general expenses for personal services are not reimbursable or covered. Examples of personal services would be in-room movies, room service and personal local telephone calls. All miscellaneous expenses must be accompanied by a receipt and a statement of explanation.

8.6.2

A single, long distance telephone call not to exceed $10 per day will be allowed.

8.6.3

Reimbursement for other long distance telephone calls are not automatically reimbursable

8.6.4

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All Miscellaneous Expenses are subject to Executive Board approval before reimbursement will be made

9.

Documentation

9.1

A properly documented receipt should be obtained for each item of expense (except mileage) exceeding $2.00.

9.1.1

A regular receipt from the service provider should be submitted whenever possible.

9.1.2

If no such receipt exists, a credit card receipt will suffice.

9.2

All requests for direct payment or reimbursement shall be made on the proper current Expense Reimbursement form.

9.2.1

In the case of direct payments a copy of the registration form or other proper documentation shall accompany the request.

9.2.2

In the case of reimbursements original receipts must accompany the request. Copies of receipts will not be accepted.

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9.3

10. Payments for all covered expenses or reimbursements in paragraphs 8.1–8.5 will be

processed upon receipt by the Treasurer.

The financial status of the Chapter shall be taken into consideration before any travel expenses are authorized or paid

1. The Chapter President, the International Executive Council Representative, the Chapter Secretary and Chapter Treasurer are the only members of the Chapter for whom expenses will generally be reimbursed. Other Executive Board members, with expenses, will need to have their items approved by the Executive Board prior to the purchase/travel. Expenses will only be reimbursed as detailed in the following paragraphs.

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2. Eligible members will be reimbursed for out of pocket expenses related to the operation of their office. These expenses are detailed in Paragraph 8. All such claims for reimbursement shall be made on the proper form accompanied by original receipts.

3. The President is approved for the following travel and associated expenses:

3.1 The Chapter President is expected to attend the International Annual Conference..

3.1.1 The Chapter President shall be reimbursed for expenses relating to attending these conferences subject to the conditions set forth in Paragraph 8.

3.2 Should the President not be able to attend any of the above conferences, the President shall appoint a proxy to attend the conference(s).

3.2.1 The appointed proxy shall be reimbursed for expenses subject to the conditions set forth in Paragraph 8.

4. The International Executive Council Representative is approved for the following travel and associated expenses:

4.1 The International Executive Council Representative is expected to attend the International Annual Conference.

4.1.1 The International Executive Council Representative shall be reimbursed for expenses relating to these conferences subject to the conditions set forth in Paragraph 8.

4.2 Should the International Executive Council Representative not be able to attend any of these conferences, the President shall appoint a proxy to attend the conference(s).

4.2.1 The appointed proxy shall be reimbursed for expenses subject to the conditions set forth in Paragraph 8

5. The Chapter Secretary will generally be reimbursed only for expenses related to the operation of that office, or at the discretion of the Executive Board.

6. The Chapter Treasurer will generally be reimbursed only for expenses related to the operation of that office, or at the discretion of the Executive Board.

7. The Frequency Coordinators shall not be eligible for reimbursement by the Illinois Chapter for expenses related to coordination activities since APCO International is now receiving all revenue and paying all expenses relating to Frequency Coordination.

8. In addition to expenses related to the operation of their offices, the President and International Executive Council Representative may request reimbursement for the following expenses:

8.1 Registration

8.1.1 The Chapter will pay or reimburse any and all registration fees for the President or his proxy for the International Annual Conference

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8.1.2 The Chapter will pay or reimburse any and all registration fees for the International Executive Council Representative or his proxy for the International Annual Conference, the Mid-Year Executive Council meeting.

8.2 Lodging

8.2.1 The Chapter will pay or reimburse lodging expenses, at the single conference rate or government rate, for the President and International Executive Council Representative or their proxies for an approved conference or meeting at the conference or meeting rate for the duration of the conference or meeting. Upgrades to larger rooms or for doubles if billed at a higher rate are at the member's expense.

8.3 Airfare

8.3.1 The Georgia Chapter will pay or reimburse airfare expenses up to the cost of a 14-day advance coach round trip airfare ticket. An upgrade to first class is at the member's expense. The member should submit the original receipt.

8.3.2 The Georgia Chapter will pay or reimburse the lesser between a 14-day advance coach airfare ticket airline and the current IRS mileage rate. If mileage rate is selected the expense will not exceed that of a 14 day advance coach airfare ticket. The member shall be responsible for determining the lowest 14-day advance coach airfare rate prior to requesting reimbursement. Mileage expenses will be reimbursed based on federal guidelines.

8.4 Parking

8.4.1 Parking expenses at the departure airport will be reimbursed at the rate of $15 per day or the cost of a round-trip cab ride from the member’s home or place of business to the departure airport, whichever is less. The member is expected to choose the least costly option.

8.4.2 Parking at the hotel will be reimbursed at the daily rate for self parking in the hotel’s garage or lot or the closest parking facility.

8.5 Food and Beverage

8.5.1 The Georgia Chapter will pay or reimburse food & beverage expenses at a rate not to exceed established federal per-diem guidelines for the duration of the conference or meeting. Receipts are required for reimbursement.

8.5.2 Food & Beverage expenses that exceed established federal per-diem guidelines would not be reimbursed.

8.5.3 When using the federal per-diem guidelines the individual meals will not be broken down into a specific dollar amount.

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8.5.4 Food & Beverage expenses cannot be averaged over the length of the event in order to comply with the established federal guideline per-day ceiling.

Alcoholic Beverages are not reimbursable.

8.6 Miscellaneous Expenses

8.6.1 In general expenses for personal services are not reimbursable or covered. Examples of personal services would be in-room movies, room service and personal local telephone calls. All miscellaneous expenses must be accompanied by a receipt and a statement of explanation.

8.6.2 A single, long distance telephone call not to exceed $10 per day will be allowed.

8.6.3 Reimbursement for other long distance telephone calls are not automatically reimbursable

8.6.4 All Miscellaneous Expenses are subject to Executive Board approval before reimbursement will be made

9. Documentation

9.1 A properly documented receipt should be obtained for each item of expense (except mileage) exceeding $2.00.

9.1.1 A regular receipt from the service provider should be submitted whenever possible.

9.1.2 If no such receipt exists, a credit card receipt will suffice.

9.2 All requests for direct payment or reimbursement shall be made on the proper current Expense Reimbursement form.

9.2.1 In the case of direct payments a copy of the registration form or other proper documentation shall accompany the request.

9.2.2 In the case of reimbursements original receipts must accompany the request. Copies of receipts will not be accepted.

9.3

10.

Payments for all covered expenses or reimbursements in paragraphs 8.1–8.5 will be processed upon receipt by the Treasurer.

The financial status of the Chapter shall be taken into consideration before any travel expenses are authorized or paid

Approved by the


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Page 91 of 154

Georgia APCO

REQUEST FOR REIMBURSEMENT OF EXPENSES

Instructions: Complete this form, attach copies of receipts and mail to: Barry Woodward 2120 Farmer Rd.

Conyers, Ga. 30012

Name: ________________________________________________

Reason For Reimbursement:

___________________________________________________

Date(s) Expenses Occurred:

______________________________________________________

EXPENSES

Registration Fees $

_______________

Approved by the


March 11, 2010

Page 92 of 154

Lodging $

_______________

Food & Beverage days x $ * per day $

_______________

Travel: (choose airfare or auto mileage) Actual airfare cost $ _______________

Auto mileage miles @ $. * cents per mile $

_______________ Parking, Ground Transfers, Tolls, etc $ _______________

Miscellaneous $ _______________

(Attach receipts and a statement of explanation)

TOTAL REIMBURSEMENT REQUEST $ _____________________

_____________________ Signature Date

Amount of reimbursement$ Check number: _______ Date: ___________

*Based on current Federal Per Diem and mileage Guidelines for the specific city/state of

travel, per Article IX of Ga. APCO Policy Manual.

ARTICLE I: THE GEORGIA APCO CHAPTER POLICY MANUAL...strikethrough or underlining as means of...

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