1. Fairfax County Citizens Police Academy Alumni Association
Summary of FCCPAAA Bylaw Changes
FCCPAAA Annual Meeting
October 29, 2011

2. FCCPAAA Bylaws Change Proposal October 29, 2011
Bylaws Committee
Walt Lazear
Mike Nepi
Tracey Ryan
Van Vanderwal

3. FCCPAAA Bylaw Change Proposal October 29, 2011
Purpose: To ensure for the currency of the bylaws and that the duties of FCCPAAA officers and At-Large directors are distributed fairly and appropriately
Background: Bylaws last modified in October 2009
Discussion: Bylaws committee formed pursuant to Spring FCCPAAA meeting
Committee Meeting Schedule: Biweekly, starting in May

4. FCCPAAA Bylaw Change Proposal October 29, 2011
Proposed Changes by Position
At Large Director Positions
Committee Chairpersons Duties
President Duties
Vice President Duties
Treasurer Duties
Assistant Treasurer Duties
Secretary Duties

5. FCCPAAA Bylaw Change Proposal October 29, 2011
At Large Directors
Modifying current positions to assign specific functions / duties
Creating committees based on current programs / Board needs
Requesting At Large Directors to accept new committee chair positions
Elections / terms of appointments remain the same

6. FCCPAAA Bylaw Change Proposal October 29, 2011
Committee Chairpersons
Membership Chairperson
Fundraising Chairperson
Canteen Chairpersons (2 positions)
Outreach Chairperson

7. FCCPAAA Bylaw Change Proposal October 29, 2011
Membership Chairperson
Maintain / update membership roster and list
Provide list to Board members when changes occur
Send dues invoices to members
Electronic and paper
Process new applications and payments, merchandise sales / gifts
Send welcome s to new members acknowledging dues

8. FCCPAAA Bylaw Change Proposal October 29, 2011
Fundraising Chairperson
Generate Fundraising Plan
Activities and Goals
Sell logo gear
Participate in Loyalty Rebate programs
Execute fundraising events

9. FCCPAAA Bylaw Change Proposal October 29, 2011
Canteen Chairpersons (2 Positions)
Manage and operate mobile Canteen
Configure and maintain truck
Stock and inventory supplies
Schedule crew deployments
Plan for upgrade / replacement of truck

10. FCCPAAA Bylaw Change Proposal October 29, 2011
Outreach Chairperson
Support civilian and uniformed law enforcement causes
Seek meal donations for district stations
Prepare / submit articles to news media publication
Staff information distribution booths

11. FCCPAAA Bylaw Change Proposal October 29, 2011
President (no changes)
Leads and facilitates the activities of the organization
Provides overall implementation of organization purposes and goals
Serves as spokesperson for the organization
Calls meetings of the board and the membership
Presides over board and member meetings, prepares agenda(s), and arranges for speakers and/or special events
Initiates and guides strategic planning

12. FCCPAAA Bylaw Change Proposal October 29, 2011
Vice-President
Perform the duties of the President in the absence of the President
Communicates to the Membership
Facilitates member communication
Publishes the Association Newsletter
Oversees the Web and other Media Sites
Performs other duties as assigned by the President

13. FCCPAAA Bylaw Change Proposal October 29, 2011
Treasurer
Track income and expenses at transaction level
Deposit income
Reconcile bank statements with financials
Request invoices or expense documentation, if needed
Document and file (hard copy) deposits and receipts
Maintain association records and make available upon request, as required by law
Reconcile transactions with monthly statements
“Close the books” - finalize records from prior year, ensure all payments and expenses are documented and reconciled. Finalize income and expense statements for reports and IRS
Prepare financial statements for spring membership meeting (operating statement, balance statement, inventory statement)
File e-postcard with IRS (required to keep 501c3 status)
File Annual Report and send payment to Virginia State Corporation Commission
Prepare financial statements for annual membership meeting (operating statement, balance statement, inventory statement, next year’s budget, multiple year overview).

14. FCCPAAA Bylaw Change Proposal October 29, 2011
Assistant Treasurer
The following duties will transfer from the Treasurer:
Reimburse members for expenses
Phone-in credit card payments
Receive deposit and inventory statements for Quartermaster Section, and track income and expenses
Set-up new PayPal accounts as needed
Process credit card payments through PayPal
Review and confirm legitimacy of all transactions
Utilize online banking system

15. FCCPAAA Bylaw Change Proposal October 29, 2011
Secretary
Records minutes at Board and membership meetings
Retain and preserve meeting minutes and other legal documents
Minutes from all Board and Standing committee meetings
Correspondence
Contracts
Bylaws
Not expected to attend all committee meetings