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Presented by Madeline Neumann National Chapter Coordinator.

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Presentation on theme: "Presented by Madeline Neumann National Chapter Coordinator."— Presentation transcript:

1 Presented by Madeline Neumann National Chapter Coordinator

2  Parliamentary Procedure: Robert’s Rules of Order  Responsibilities of Chapter Officers o Each officer has a job o Each job has responsibilities o They all work together o No one person runs a chapter o Each officer should be willing to share information with board members and the membership  President o Leads the chapter o Gives ED direction o Sets the direction the chapter goes in o Works with the approval of the board o Responsible for overseeing all reports due to National o Prepares agenda for all meetings

3  Executive Director o Works under the president, they are NOT the leader of the chapter o Answers to the board o Handles day-to-day business of the chapter o May be a non-survivor, but then can’t vote  Treasurer o Custodian of all financial books o Prepares all financial reports o Prepare and submit a Treasurer’s Report for ALL chapter meetings o 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

4  Secretary o 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 meeting o Safeguards all chapter paperwork o Sends out chapter correspondence

5  Chapter Meetings/Voting Procedures o Membership Meeting o Business Meeting o Executive Session

6  Chapter Meetings/Voting Procedures o Membership 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

7  Chapter Meetings/Voting Procedures Con’t. o Business 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

8  Chapter Meetings/Voting Procedures Con’t. o Executive 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

9  Chapter Meetings/Voting Procedures Con’t. o Executive 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

10  Meetings o In person o Conference call o NOT via email o MUST take minutes for meeting to be official chapter meeting

11  Minutes o Represent history recording of chapter o Never to be destroyed o Must be detailed, but not verbatim o Must Include  Attendees  Date  Location

12  Minutes Con’t. o Motions MUST be detailed  Include $ amounts  Specific action to be taken o Board Votes in between meetings  Emails  Phone calls  Brought into next meeting’s minutes via a motion o Attached to minutes  Agenda  Treasurer’s Report

13  Communication o Face to Face  Best option – especially when handling sensitive issues  Logistically difficult sometimes o Phone  One-on-one  Conference call

14  Communication Con’t. o Written  Snail Mail  Meeting notices  Newsletter  Events  Email  Convenient  Good for board votes  Bad for open discussion  Can be destructive

15  Bylaws o Blueprint of your organization o How you govern your chapter o Should be more general  Standard Operating Procedure - SOP o How you put your polices into practice o More detailed

16  Amending Your Chapter’s Bylaws o Bylaws Committee  Draft changes/additions to bylaws  Committee approves changes o Chapter Executive Board  Bylaws Committee presents proposed changes  Chapter Board votes to approve changes

17  Amending Your Chapter’s Bylaws Con’t. o National 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

18  Amending Your Chapter’s Bylaws Con’t. o Membership  Must be notified in writing of all proposed changes  30 days notice of membership meeting  Have ability to vote on proposed changes o Amended Bylaws  Back page signed by chapter officers upon membership acceptance  Send copy of back page to National Chapter Coordinator  Within 30 days of meeting

19  What you can change in your bylaws o Officers o Term lengths and limits o Annual meeting month o Chapter name  Must also amend incorporation papers o Territory

20  Developing/Amending SOPs o SOP Committee  Write new SOPs as needed or directed by chapter president  Draft changes/additions to SOPs  Committee approves changes

21  Developing/Amending SOPs Con’t. o Chapter Executive Board  SOP presents proposed changes  Chapter Board votes to approve new and/or changes o Membership  Must be notified in writing of all proposed changes  30 days notice of membership meeting  Have ability to vote on proposed changes

22  Examples of where chapters can use SOPs o Travel Policy o Nominations/Elections o Police Week Expenditures o Hands on Programs

23  Nominations o SOP 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

24  Elections o Must be held at your Annual Membership Meeting o New 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

25  Chapter Finances o All chapter officers have a fiduciary responsibility to chapter o Treasurer  Custodian of the books  Make books available to ALL chapter members  Record all deposits properly  Obtain receipts for all expenditures o Maintain Expense Reports for reimbursements

26  Chapter Finances Con’t. o Treasurer Con’t.  Treasurer’s Report  Presented at EVERY meeting  Attached to minutes  Line items details of ALL transactions

27  Chapter Finances Con’t. o Treasurer Con’t.  Quarterly Financial Reports  Due 30 days after end of each quarter  Includes o Bank Statement Reconciliation o Transactions in Transit o Cash Receipts Journal (Deposits) o Cash Disbursements Journal (Expenditures) o Bank Statements

28  Chapter Finances Con’t. o Treasurer Con’t.  Annual Reports  990 Form prepare o Submit to IRS by 8/15 o Submit copy to National Chapter Coordinator by 9/30  State Annual Report o File with your state o Submit proof of filing with Nat. Chapter Coordinator by 9/30  Audit Review – Submit to the Nat. Chapter Coordinator by 9/30  15% Tithe

29  National C.O.P.S. o Parent Corporation  501c3 is in National C.O.P.S.’ name o 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

30 National C.O.P.S. 52 Local Chapters IRS 501c3 Status Articles of Affiliation Articles of Affiliation Bylaws Bylaws Articles of Incorporation Articles of Incorporation The relationship National C.O.P.S. Local Chapters: Between at National C.O.P.S. and the Local Chapters:

31  Local Chapters Responsibilities to National o Abide by your bylaws o Submit all required reports/paperwork by deadlines  Roster  Confidentiality Form  Nominees Pledge  Financial Ethics and Accountability Form  Minutes  Quarterly financial reports

32  Local Chapters Responsibilities to National Con’t. o Submit all required reports/paperwork by deadlines  Annual reports  Audit  990  State Annual Report filing o Attend Chapter Training Annual o Annual Tithe of 15%

33  Benefits Chapters Receive from National o Under National’s 501c3 Umbrella o C.O.P.S. Stellar Reputation o C.O.P.S. National Law Enforcement Network o Training  Chapter Training  Traumas of Law Enforcement o Hands-On Programs o National’s Relationship with the Department of Justice o Chapter to Chapter Network


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