presented by madeline neumann national chapter coordinator
TRANSCRIPT
Presented by Madeline NeumannNational Chapter Coordinator
Parliamentary Procedure: Robert’s Rules of Order Responsibilities of Chapter Officers
o Each officer has a jobo Each job has responsibilitieso They all work togethero No one person runs a chaptero Each officer should be willing to share information with board
members and the membership President
o Leads the chapter o Gives ED directiono Sets the direction the chapter goes ino Works with the approval of the boardo Responsible for overseeing all reports due to Nationalo Prepares agenda for all meetings
Executive Directoro Works under the president, they are NOT the leader of the
chaptero Answers to the boardo Handles day-to-day business of the chaptero May be a non-survivor, but then can’t vote
Treasurero Custodian of all financial bookso Prepares all financial reportso Prepare and submit a Treasurer’s Report for ALL chapter
meetingso Transparency
Must allow membership ability to view books Should have books at meetings so membership can view them If someone asks a question or wants to see financial information, you
must not take it personally, they have that right
Secretaryo Take minutes at all meetings
Submit minutes to National Chapter Coordinator within 30 days of meeting
Submit draft to president for feedback After President reviews minutes, submit to executive board
before next meetingo Safeguards all chapter paperworko Sends out chapter correspondence
Chapter Meetings/Voting Procedures
oMembership Meeting
oBusiness Meeting
oExecutive Session
Chapter Meetings/Voting Procedures
oMembership Meeting
All survivors present may vote Your Annual Meeting is considered a membership
meeting Minutes must be taken and made available to the
membership and National Chapter Coordinator
Chapter Meetings/Voting Procedures Con’t.
oBusiness Meeting
All members are invited to attend, however only executive board members may vote
Members present my express their opinions, if the board allows it, but they may not vote
Minutes must be taken and made available to the membership and National Chapter Coordinator
Chapter Meetings/Voting Procedures Con’t.
oExecutive Session
The president may go into Executive Session any time during a Business Meeting or Membership Meeting
When you go into Executive Session all people not on the chapter’s executive board must leave the room, unless invited to stay by the President
Chapter Meetings/Voting Procedures Con’t.
oExecutive Session Con’t.
General minutes must be taken and made available to the executive board and National Chapter Coordinator
These minutes do not need to be as detailed as the business or membership meetings, as they serve to keep a brief record of what was discussed and what motions were passed
Meetingso In personoConference calloNOT via emailoMUST take minutes for meeting to be official
chapter meeting
MinutesoRepresent history recording of chapteroNever to be destroyedoMust be detailed, but not verbatimoMust Include
Attendees Date Location
Minutes Con’t. oMotions MUST be detailed
Include $ amounts Specific action to be taken
oBoard Votes in between meetings Emails Phone calls Brought into next meeting’s minutes via a motion
oAttached to minutes Agenda Treasurer’s Report
Communicationo Face to Face
Best option – especially when handling sensitive issues
Logistically difficult sometimeso Phone
One-on-one Conference call
Communication Con’t.oWritten
Snail Mail Meeting notices Newsletter Events
Email Convenient Good for board votes Bad for open discussion Can be destructive
BylawsoBlueprint of your organizationoHow you govern your chapteroShould be more general
Standard Operating Procedure - SOPoHow you put your polices into practiceoMore detailed
Amending Your Chapter’s BylawsoBylaws Committee
Draft changes/additions to bylaws Committee approves changes
oChapter Executive Board Bylaws Committee presents proposed changes Chapter Board votes to approve changes
Amending Your Chapter’s Bylaws Con’t.oNational Chapter Coordinator
Chapter submits proposed changes for National Board’s approval
Chapter Coordinator Submits proposed changes to the National Board for their approval
Gives direction to chapter If approved, signs back page and returns to chapter
Amending Your Chapter’s Bylaws Con’t.oMembership
Must be notified in writing of all proposed changes 30 days notice of membership meeting Have ability to vote on proposed changes
oAmended Bylaws Back page signed by chapter officers upon
membership acceptance Send copy of back page to National Chapter
Coordinator Within 30 days of meeting
What you can change in your bylawsoOfficersoTerm lengths and limitsoAnnual meeting monthoChapter name
Must also amend incorporation papersoTerritory
Developing/Amending SOPsoSOP Committee
Write new SOPs as needed or directed by chapter president
Draft changes/additions to SOPs Committee approves changes
Developing/Amending SOPs Con’t.oChapter Executive Board
SOP presents proposed changes Chapter Board votes to approve new and/or changes
oMembership Must be notified in writing of all proposed changes 30 days notice of membership meeting Have ability to vote on proposed changes
Examples of where chapters can use SOPsoTravel PolicyoNominations/Electionso Police Week ExpendituresoHands on Programs
Nominations oSOP for Nominations
Letter of intent Application Review of applicants Applicant MUST be a survivor on C.O.P.S.’ Database
Exception: Executive Director with NO vote
Elections oMust be held at your Annual Membership MeetingoNew roster after each election or change in officers
You have 30 days to submit to Nat. Chapter Coordinator Must include for all new officers
Confidentiality Form Nominees Pledge
Financial Ethics and Accountability Form Minutes showing election results
Chapter FinancesoAll chapter officers have a fiduciary responsibility
to chapteroTreasurer
Custodian of the books Make books available to ALL chapter members Record all deposits properly Obtain receipts for all expenditureso Maintain Expense Reports for reimbursements
Chapter Finances Con’t.oTreasurer Con’t.
Treasurer’s Report Presented at EVERY meeting Attached to minutes Line items details of ALL transactions
Chapter Finances Con’t.oTreasurer Con’t.
Quarterly Financial Reports Due 30 days after end of each quarter Includeso Bank Statement Reconciliationo Transactions in Transito Cash Receipts Journal (Deposits)o Cash Disbursements Journal (Expenditures)o Bank Statements
Chapter Finances Con’t.oTreasurer Con’t.
Annual Reports 990 Form prepare o Submit to IRS by 8/15o Submit copy to National Chapter Coordinator by 9/30
State Annual Reporto File with your stateo Submit proof of filing with Nat. Chapter Coordinator by 9/30
Audit Review – Submit to the Nat. Chapter Coordinator by 9/30
15% Tithe
National C.O.P.S.o Parent Corporation
501c3 is in National C.O.P.S.’ nameo Local Chapters Bound to National
Charter Bylaws: Article XIII Chapter Status, Section 1 Articles of Affiliation: Article III, Section A, B and D 501c3 Status
National C.O.P.S.
52 Local Chapter
s
IRS501c
3 Statu
s
•Articles of AffiliationArticles of Affiliation•BylawsBylaws
•Articles of IncorporationArticles of Incorporation
The relationshipBetween at National National C.O.P.S. C.O.P.S. and the Local Local Chapters: Chapters:
Local Chapters Responsibilities to NationaloAbide by your bylawsoSubmit all required reports/paperwork by deadlines
Roster Confidentiality Form Nominees Pledge Financial Ethics and Accountability Form
Minutes Quarterly financial reports
Local Chapters Responsibilities to National Con’t.oSubmit all required reports/paperwork by deadlines
Annual reports Audit 990 State Annual Report filing
oAttend Chapter Training AnnualoAnnual Tithe of 15%
Benefits Chapters Receive from Nationalo Under National’s 501c3 Umbrellao C.O.P.S. Stellar Reputationo C.O.P.S. National Law Enforcement Networko Training
Chapter Training Traumas of Law Enforcement
o Hands-On Programso National’s Relationship with the Department of
Justiceo Chapter to Chapter Network