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Articles of Amendment

&

By-LawsChartered in 2008 by Law Enforcement Professionals

for Law Enforcement Professionals

Finalized, December 2008

Amended, October 7, 2010

Amended, August 16, 2011

Amended, July 10, 2013

TABLE OF CONTENTS

ARTICLE I NAME 1

ARTICLE II PURPOSE AND OBJECTIVES 1

ARTICLE III MEMBERSHIP AND VOTING 2

ARTICLE IV DUES AND ASSESSMENTS 3

ARTICLE V MEETINGS 4

ARTICLE VI OFFICERS 5

ARTICLE VII COMMITTEES 8

ARTICLE VIII PARLIAMENTARY PROCEDURES 10

ARTICLE IX EMBLEM AND PUBLICATION 10

ARTICLE X AMENDMENTS 11

ARTICLE XI DISSOLUTION 11

APPENDIX 1 12

APPENDIX 2 14

APPENDIX 3 STANDING RULES 16

Montana Law Enforcement Information and Records Association Articles of Amendment and By-Laws

ARTICLE I NAME

S ECTION 1

This Association shall be known as the Montana Law Enforcement Information and Records Association; Acronym of MTLEIRA. (Rev. EB 12/2008)

S ECTION 2

This Association is incorporated as a non-profit, public benefit corporation under the laws of the State of Montana.

S ECTION 3

This Association is organized exclusively for charitable, religious, educational, and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code.

ARTICLE IIPURPOSE AND OBJECTIVES

S ECTION 1

The Montana Law Enforcement Information and Records Association is formed to meet the following objectives:

A. To promote the profession of criminal justice support personnel through an organized assemblage to identify and promote best practices through education and training.

B. To advance individual knowledge and techniques by sharing and exchanging professional experiences and information related to criminal justice support services.

C. To provide education and legal updates to our membership through communications with the Montana Association of Chiefs of Police, Montana Sheriffs and Peace Officers Association, and Montana Police Protective Association on legislation pertaining to criminal justice support services.

D. To encourage professionalism and high standards of performance among criminal justice support services personnel in the discharge of their responsibilities.

Amended July 10, 2013 Page 1


ARTICLE IIIMEMBERSHIP AND VOTING

S ECTION 1

The membership of the Association shall be classified as follows: Active members, Associate members and Lifetime members.

S ECTION 2

Active members and Associate members shall be any person employed in the information and records systems of a law enforcement agency in the State of Montana and whose application is endorsed by their respective Sheriff, Chief, or Agency Director. There will only be one Active member per agency and unlimited Associate members.

Lifetime membership shall be awarded to a person who distinguishes themselves by deed or act in behalf of the objectives and principles of this organization. Granting of a Lifetime membership will be done by the Executive Board, acting on a written nomination by an Active or Associate member in good standing. The nomination shall describe the deed or act in detail. Lifetime members will have all the benefits of Active and Associate members while employed in the information and records systems of a law enforcement agency in the State of Montana.

S ECTION 3

The membership of any member may be revoked by the Executive Board when actions of conduct can be shown to be in conflict with the provisions set forth in these By-Laws or are otherwise detrimental to the Association. A hearing will be conducted that allows the member due process of law. An affirmative vote of at least seven (7) members after the hearing will result in revocation.

Any member that does not pay dues within forty-five (45) days after the beginning of each fiscal year will be removed from the membership charter until such time as their dues have been paid.

S ECTION 4

Active and Associate members who cease to be regular and current employees in the law enforcement field shall have their membership automatically terminated. This does not include transfers or relocation to other agencies. Active members who transfer or relocate must submit in writing to the Executive Board in order to retain membership for the current year within the new agency. If the agency has more than one Active member it will be the responsibility of that agency to decide which member will retain the Active membership and which member will become the Associate member.



S ECTION 5

Any member may resign from the Association in writing to the Executive Board by filing a letter of resignation. Resignation will not relieve from obligation of delinquent fees and dues owed to the Association. A request for reinstatement within the calendar year must be signed by the agency head and submitted to the Executive Board for approval.

S ECTION 6

Applications for all classes of memberships will be submitted in writing on a form prescribed by the Executive Board. The Executive Board will make determinations on all applications in a timely manner.

S ECTION 7

Upon acceptance of membership and full payment of dues each member shall receive a certificate of membership and be added to the member directory.

S ECTION 8

All members Active, Associate, and Lifetime, as defined in Article III, Section 2, shall be able to hold an office.

S ECTION 9

Voting Rights – Active and Lifetime members shall be entitled to vote in the affairs of the Association. If the Active member is unable to cast the agency vote, then an Associate member of that agency, who has been designated by the agency’s department head, shall be entitled to vote for the agency.

ARTICLE IVDUES AND ASSESSMENTS

S ECTION 1

The annual dues for Active members shall be $50.00, payable to the Treasurer of the Association within the first forty-five (45) days of each calendar year.

S ECTION 2

The annual dues for Associate members shall be $25.00, payable to the Treasurer of the Association within the first forty-five (45) days of the calendar year.



S ECTION 3

Lifetime members are not required to pay dues.

S ECTION 4

Special assessments which may be required shall be levied only after a majority vote of the Executive Board.

S ECTION 5

Membership dues for the Association shall be set by the Executive Board in advance of each new fiscal year.

S ECTION 6

The fiscal year for MTLEIRA will be from January 1, to December 31, inclusive.

ARTICLE V MEETINGS

S ECTION 1

At least one General Membership Business Meeting shall be scheduled during each fiscal year. The General Membership Business Meeting will be held in conjunction with the election and installation of officers and will be held at various locations across the state.

S ECTION 2

Special General Membership Business Meetings may be called by the President or Executive Board.

S ECTION 3

A majority of the Active and Lifetime members registered shall constitute a quorum for all regular General Membership Business and special meetings. If a quorum is not present, the presiding officer may adjourn the meeting until a quorum is present.



S ECTION 4

The Executive Board shall meet at the call of the President to transact emergency business, if necessary.

S ECTION 5

Notice of not less than thirty (30) days prior to date of meeting stating the time and place of each General Membership Business Meeting must be made to the membership.

S ECTION 6

If special General Membership Business Meetings are called, Active and Lifetime members must be notified in writing at least ten (10) days prior to the meeting. The notification must state the purpose and/or agenda of the meeting.

ARTICLE VI OFFICERS

S ECTION 1

The officers of the Association shall be the President, First Vice President, Second Vice President, Secretary/ Historian, Treasurer and four (4) Regional Representatives.

There will be a succession in offices from Second Vice President to First Vice President to President. The Second Vice President will be elected for a term of one (2) year then will succeed to the First Vice President to serve a term of one (2) year then will succeed to President to serve a term of one (2) year.

The Secretary/Historian and four (4) Regional Representatives will be elected for a term of two (2) years in even numbered years.

The Treasurer will be elected for a term of two (2) years in odd numbered years.

S ECTION 2

In the event of a vacancy in an Association office, caused by prolonged absence, disability, resignation or termination, the Executive Board shall appoint a qualified member to serve the balance of the term. The exception would be the President and First Vice President due to the succession of offices.



S ECTION 3

Officers shall be elected by ballot prior to the General Membership Business Meeting with installation of officers taking place prior to the end of the conference. To be eligible for election as an officer or as a regional representative, a member must be in the Active, Associate or Lifetime member classification as defined in Article III, Section 2. To be eligible for President, a member must have served one (1) full year as an Executive Board Member within the last two (2) years in the event the succession of offices cannot be filled.

S ECTION 4

A nominating committee of five (5) Active or Associate members of the Association shall be appointed before the General Membership Business Meeting for the purpose of submitting nominations for each office to the membership. The Training/Conference Committee will appoint the Nominating Committee.

S ECTION 5

The policy-making body of the Association shall be the Executive Board. The Executive Board will consist of the immediate Past President, officers of the Association, as listed, and four (4) Regional Representatives elected by the general membership and an authorized representative from the UCR/IBR State Program within the Montana Board of Crime Control.

S ECTION 6

If an immediate Past President is unavailable or chooses not to serve on the Board in this position, the position may be filled by Presidential appointment from the general active membership, subject to approval of the Executive Board.

S ECTION 7

A. President: The President will preside at Association and Executive Board meetings, preside at all MTLEIRA conferences, appoint ex-officio members and chairpersons of all standing or special committees which are required for the attainment of the goals of the Association to perform all other duties normally incident to this office, and may delegate any of these duties when deemed necessary or expedient to do so.

B. First Vice President: The First Vice President, in the absence of or the inability of the President, will perform the duties of the President, attend all meetings of the Association and Executive Board, and such other duties as may be assigned from time to time by the President or Executive Board.



C. Second Vice President: The Second Vice President, in the concurrent absence or inability of the President and First Vice President, will perform the duties of the President, attend all Executive Board meetings, and perform any duty as assigned by the President or Executive Board.

D. Secretary/Historian: The Secretary/Historian will attend, by all means possible in person, through MetNet or conference call, all Executive Board meetings; prepare and respond to correspondence of the Association; to serve as Secretary to the Executive Board; record, prepare and distribute the minutes of the Association meetings, as directed by the President; maintain an accurate list of the membership, maintain all official documents of the organization; document in publication form all suggestions forwarded by all standing committees; provide documented overviews of training covered at the training conferences and photographs taken during official MTLEIRA functions; provide in publication form a network for sharing information, opening channels of communication to draw upon knowledge, ability, technology and resources readily available; maintain a chronological listing of all publications issued by the Association; and perform any duty as designated by the President.

E. Treasurer: The Treasurer will attend, by all means possible in person, through MetNet or conference call, all Executive Board meetings; collect and receive all monies from dues and other sources; pay all accounts established by the Association or by the Executive Board; provided, that the Executive Board may authorize an alternative signature for such purposes, in the absence of the Treasurer. The Treasurer will be an appointed member of the Membership Committee. The elected Treasurer shall give sufficient bond or security to cover amounts in his/her custody, the amount of such bond to be determined by the Association or by the Executive Board, the premium, therefore, to be paid by the Association. At each Association meeting, or when requested to do so by the Executive Board, the Treasurer shall render a full report of all monies received and distributed by him/her at each Association meeting, and shall maintain accurate and verifiable records of all accounts established and maintained by the Association, and to perform any duty as designated by the President or Executive Board. The Treasurer shall promptly deliver all books, records, and other property of the Association to a successor in office, or to whomever the Association Executive Board may appoint to receive the same. All books, records of account and expenditures shall be open at all times for inspection by the Executive Board.

F. Regional Representative: The Regional Representative will attend, by all means possible in person, through MetNet or conference call, all Executive Board meetings; serve as policy-making body of the Association; continuously monitor activities in the Association to



assure that policies are being observed; communicate with law enforcement agencies in designated region about conferences, elections, membership and other association business; and perform any other duties as designated by the President.

S ECTION 8

The Executive Board shall have no power to alter or amend the By-Laws of the Association without the approval of a vote of the general membership. Reasonable and necessary expenses of the Executive Board Members incurred in relation to Board business, shall be borne by the Association.

ARTICLE VII COMMITTEES

S ECTION 1

The standing committees shall be:By-Laws Committee Training/Conference CommitteeMembership Committee Property and Evidence Committeeand such other committees, for specific tasks, as the Executive Board shall, from time to time, deem necessary. The President shall be an ex-officio member of all standing committees with the exception of the Nominating Committee.

S ECTION 2

The chairperson of each standing committee, special and/or ad hoc committees, shall be appointed by the President, with approval of the Executive Board. The chairperson for the Nominating Committee will be the immediate Past President, or, if required, an Active member appointed by the Executive Board.

S ECTION 3

Each standing committee shall prepare a Statement of Goals and Objectives for the conduct of business of the committee; such document shall be presented to and approved by the Executive Board and shall be reviewed and revised as necessary at least once a year.

S ECTION 4

The By-Laws Committee: Shall meet when deemed necessary by the Association President, Committee Chairperson, or a majority of the committee members. The duties of the committee shall be to make and evaluate suggestions for amendments or revisions of each of the articles



and submit same to the Executive Board for approval. The By-Laws Committee shall be responsible for the distribution of the approved proposed changes to the membership of MTLEIRA not less than 30 days prior to the next General Business Meeting of the Association. In addition, the Committee shall report to the membership of the Association during the General Business Meeting and maintain and attend as necessary the original By-Laws document.

The Chairperson of the By-Laws Committee will serve as a parliamentarian unless an alternate is appointed by the Executive Board. The Parliamentarian will attend the meetings of the Executive Board in an advisory capacity, and shall have no vote in the business proceedings unless the chair is an official Executive Board officer.

S ECTION 5

The Training/Conference Committee: The Training/Conference Committee shall meet when deemed necessary by the Association President, Committee Chairperson, or a majority of the committee members. The Training/Conference Committee shall submit a training agenda prior to its publication to the Executive Board for approval. The Training/Conference Committee shall report to the membership of the association during the General Business Meeting and maintain records of all training addressed throughout the Association. The Training/Conference Committee will appoint a Nominating Committee.

The Training/Conference Committee shall assist in recruiting future conference sites and assist conference groups as needed to prepare for conferences. The Training/Conference Committee will store the training materials and will make available any and all training materials requested by all departments, agencies and/or members.

The Chairperson of the Training/Conference Committee will attend all meetings of the association. The Chairperson will attend the meetings of the Executive Board in an advisory capacity, and shall have no vote in the business proceedings unless the chair is an official Executive Board officer.

S ECTION 6

The Membership Committee: The Membership Committee shall meet when deemed necessary by the Association President, Committee Chairperson, or a majority of the committee members. The duties of the committee shall be to maintain a current mailing list of all MTLEIRA members. The committee is responsible to invoice agencies each year and to follow-up with agencies who fail to renew membership promptly. It is the goal of the committee to bill agencies during the month of December for payment within forty-five (45) days of the



following year. The committee shall provide each new member of the organization with a MTLEIRA Certificate of Membership and current By-Law publication. The committee is also responsible for regular and current updates to the official membership roster on the MTLEIRA website. At least once each year, an effort will be made to contact non-member agencies to encourage membership.

S ECTION 7

Property and Evidence Committee: The Property and Evidence Committee shall meet when deemed necessary by the Association President, Committee Chairperson, or a majority of the committee members. The duties of the committee shall be to enhance the efforts of MTLEIRA in addressing the specialized needs of law enforcement property and evidence personnel through education, training, and networking. The Committee will strive to respond progressively to the dynamically changing property/evidence handling needs, while upholding the values and mission of the MTLEIRA organization.

ARTICLE VIIIPARLIAMENTARY PROCEDURES

S ECTION 1

The Rules of Procedure contained in Roberts Rules of Order, Revised, shall be used in conducting business of the Association in all cases where they do not conflict with the rules of the Association, as interpreted by the Executive Board.

ARTICLE IXEMBLEM AND PUBLICATION

S ECTION 1

An emblem which has been approved by the majority of the membership shall be designated the official emblem of the Association.

S ECTION 2

The official emblem of the Association may be used on all documents produced by the Association.

Section 3

The official publication of the association shall be known as Get Connected and shall be published by the Secretary/Historian as specified in Article VI.



ARTICLE XAMENDMENTS

S ECTION 1

Amendments to these By-Laws shall be accomplished through the By-Laws Committee, as specified in Article VII, Section 4.

S ECTION 2

Amendments shall be adopted upon a majority vote of approval at the General Business Meeting of the Association, provided that notice has been given to members of the Association not later than thirty (30) days prior to the commencement of such meetings.

ARTICLE XI DISSOLUTION

S ECTION 1

Dissolution of the Association shall occur only upon the unanimous approval of the Executive Board and a majority of at least three-fourths of the members attending the general business meeting of the Association.

S ECTION 2

Upon dissolution, the assets of the Association shall be developed in a manner determined by the Executive Board; under no circumstances shall the assets of the Association devolve to the benefit of any of the individual members of the Association.

S ECTION 3

Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose.



APPENDIX 1

Elected Regional Representatives will represent the state's counties as defined by regions.

Region 1

Phillips SO — Valley SO, Glasgow PD— Daniels SO — Sheridan SO — Roosevelt SO, Wolf Point PD, Brockton PD, Poplar PD — Garfield SO — McCone SO — Richland SO, Sidney PD, Fairview PD — Dawson SO, Glendive PD — Prairie SO — Wibaux SO — Custer SO, Miles City PD — Fallon SO, Baker PD —Powder River SO, Broadus PD — Carter SO — Rosebud SO, Colstrip PD — Treasure SO (28)

Region 2

Big Horn SO, Hardin PD — Yellowstone SO, Billings PD, Laurel PD — Golden Valley SO — Musselshell SO — Petroleum SO — Fergus SO, Lewistown PD — Judith Basin SO — Cascade SO, Great Falls PD — Teton SO — Chouteau SO, Fort Benton PD — Blaine SO, Chinook PD — Hill SO, Havre PD — Liberty SO — Toole SO — Glacier SO, Cut Bank PD — Pondera SO, Conrad PD (26)

Region 3

Meagher SO — Wheatland SO — Sweet Grass SO — Stillwater SO, Columbus PD — Carbon SO, Red Lodge PD, Bridger PD, Fromberg PD, Joliet PD — Park SO, Livingston PD — Three Forks PD, Manhattan PD, West Yellowstone PD, Belgrade PD, MSU PD — Madison SO, Ennis PD — Beaverhead SO, Dillon PD — Silver Bow LED — Jefferson SO, Boulder PD — Broadwater SO (27)

Region 4

Lincoln SO, Libby PD, Troy PD, Eureka PD — Flathead SO, Kalispell PD, Columbia Falls PD, Whitefish PD — Sanders SO, Thompson Falls PD, Hot Springs PD, Plains PD — Lake SO, Polson PD, Ronan PD, St. Ignatius PD — Lewis & Clark SO, Helena PD, East Helena PD — Powell SO — Granite SO — Deer Lodge LEA — Ravalli SO, Hamilton PD, Darby PD, Stevensville PD, Pinesdale PD — Missoula SO, Missoula PD, U of M PD — Mineral SO (31)

East and West Division Line

Straight down from N — S: Blaine/Hill — Chouteau/Fergus — Judith Basin/Fergus — Wheatland/Golden Valley — Sweet Grass/Stillwater — Park/Carbon


Montana Law Enforcement Information and Records Association Articlesof Amendment and By-Laws

Regional Map



APPENDIX 2

Initial Board of Directors and appointed officers at time of incorporation: Registered office/agent in Montana:

Sheryl CarrGreat Falls Police DepartmentPO Box 5021Great Falls, MT 59403406-455-8546 [email protected]

Name and Address of the Incorporator:

Julie McGillMissoula Police Department435 Ryman St.Missoula, MT 59802406-552-6323 [email protected]

Appointed Officers and Initial Members:President

Christina Strong Glasgow Police Dept.

501 Court Square Glasgow, MT 59320

406-228-4333 [email protected]

Treasurer Bobbie Protain

Stillwater County Sheriff's Office

PO Box 729 Columbus, MT 59019


Region 4 Representative Teresa Parker

Kalispell Police Dept. PO Box 1997

Kalispell, MT 59901 406-758-7780

[email protected]

First Vice President Julie McGill

Missoula Police Dept. 435 Ryman St.

Missoula, MT 59802 406-552-6323

[email protected]

Region 1 Representative Sherri Turner

Valley County Sheriff's Office 501 Court Square #10

Glasgow, MT 59230 406-728-4333

vcsheriff@valleycountysherif f.net

MT UCR/IBR Program Manager

Kathy Ruppert Montana Board of Crime

Control PO Box 201408

Helena, MT 5960 406-444-2084

[email protected]

Second Vice President Sheryl Carr

Great Falls Police Dept. PO Box 5021

Great Falls, MT 59403406-455-8546

[email protected]

Region 2 Representative Debbie Gomke

Blaine County Sheriff's Office PO Box 8

Chinook, MT 59523 406-357-3260

[email protected]

EB Member Julie Dewey

Beaverhead County Sheriff's Office

2 South Pacific St. CL#16 Dillon, MT 59725


m

Secretary/Historian Renee Scribner

Ravalli County Sheriff's Office 205 Bedford St., Suite G

Hamilton, MT 59840 406-375-4060

[email protected]

Region 3 Representative Tammie Mullikin

Stillwater County Sheriff's Office

PO Box 729 Columbus, MT 59019


EB Member Rhea Grandahl

Billings Police Dept. PO Box 1554

Billings, MT 59103-1554 406-657-8453

[email protected]


EB Member EB Member EB Member EB MemberSandy Garcia Laura Schrader Ann Motichka Wanda Lorea

Dillon Police Dept. Lincoln County Sheriff's Phillips County Sheriff's Office Ravalli County Sheriff's Office125 North Idaho Office PO Box 1090 205 Bedford St., Suite GDillon, MT 59725 512 California Avenue Malta, MT 59538 Hamilton, MT 59840

406-683-3701 Libby, MT 59923 406-654-2350 [email protected] 406-293-7781

lschrader@[email protected] [email protected]

t.com

EB Member EB Member EB MemberKathleen Hopkins Jason Bright Joe Wodnik

West Yellowstone Police Dept. Criminal Justice Information Criminal Justice InformationPO Box 1570 Services Services

West Yellowstone, MT 59758 Montana Department of Montana Department of Justice406-646-7600 Justice 303 N Roberts 4th Floor

[email protected] 303 N Roberts 4th Floor Helena, MT 59620om Helena, MT 59620 406.444.9789

406.444.9789 [email protected]

[email protected]



APPENDIX 3STANDING RULES

Motions which have been passed at MTLEIRA Executive Board and/or General Membership Business Meetings detailing with procedures of the organization. These “standing rules” cover day-to-day operating details, whereas the By-Laws govern the organization. These decisions shall be officially recorded as an appendix to the By-Law Manual.

SR 1 EB 12/2008 Article 1, Section 1The acronym MTLEIRA will be pronounced “Montana Le-ira”

SR 2 EB 4/1/2010The host of Conference will receive two (2) free registrations.

SR 3 EB 4/1/2010 MTLEIRA will pay travel and per diem at current federal and state rate for trainers.

SR 4 EB 5/25/2010MTLEIRA will pay per diem and registration fees for MTLEIRA members that are trainers/instructors.

SR 5 EB 5/25/2010Registration fees will be refunded if cancellation is received at least ten (10) days prior to the conference.

SR 6 EB 10/5/2010Nominating Committee duties are as follows:1. The Training/Conference Committee will appoint five (5) members to serve on the Nominating Committee.2. An email from the committee will be sent to the general membership requesting the nomination form be completed and returned to an identified Committee member by a specified date.3. The Nominating Committee has the authority to submit a nominee for an office, if no nomination is received from the general membership or the nominee declines nomination.4. The Committee will contact nominees to see if they are interested in holding that office.5. A written ballot of nominations will be sent via email from the committee to the general membership requesting it be completed and returned to an identified committee member by a specified date.6. Ballots not returned will be a positive vote for all uncontested nominees.7. Nominees voted into office will be contacted by the Committee.8. New officer bios will be collected.


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