By-Laws of IALEP, Southwest Chapter
As Last Amended November 19, 1999
BYLAWS OF THE INTERNATIONAL ASSOCIATION OF LAW ENFORCEMENT PLANNERS, SOUTHWEST CHAPTER
It is incumbent upon all criminal justice agencies to continuously review and revise their current polices and procedures to ensure the best utilization of their resources. It is beneficial to share the results of their research and experience with like agencies. For that purpose, this organization is brought into being. It shall serve as a central directory for such information which will be made available upon request to any agency, governmental or lay, dealing in law enforcement problems.
The name of this organization shall be the International Association of Law Enforcement Planners, Southwest Chapter, and shall be referred to in these bylaws as IALEP, Southwest Chapter.
Section 1: Chapter
IALEP, Southwest Chapter, shall comprise representatives of governmental or lay agencies dealing in the various aspects of law enforcement and administration of criminal justice
Section 2: Region
The region covered by the Southwest Chapter of IALEP shall be the states of Arizona, New Mexico, Colorado, So. Nevada and So. Utah.
Section 1: Classes of Membership
The membership of IALEP, Southwest Chapter, shall be classified as Representative or Associate. A Member Agency is defined as an organization with one or more representative members in good standing.
Section 2: Representative Membership
Representative membership shall be limited to members of any public law enforcement agency.
A. Representative members shall be full time employees of a public law enforcement agency whose primary responsibilities involve planning, research, or statistical aspects of law enforcement, or related areas concerned with the administration of criminal justice.
B. Representative Members shall have voting privileges, and shall have the right to hold an elective office of IALEP, Southwest Chapter, as specified below.
C. As a condition of membership, each Representative Member must agree to submit information concerning completed projects to the IALEP, Southwest Chapter, Project index. Any Member Agency failing to do so may have its representative members terminated from membership.
Section 3: Associate Membership
A. Associate membership may be granted to members of any agency from the fields of government (including criminal justice agencies) or public education who are engaged and/or interested in criminal justice planning and research functions.
B. Associate members shall not hold any elective officer of IALEP, Southwest Chapter, but may hold committee appointments.
Section 4: Application for Membership
A. Every person who wishes to be considered for membership in IALEP, Southwest Chapter, shall submit an application to the President accompanied by the proper annual dues or fees.
B. Upon receipt of the application and fees, the President shall determine if the applicant meets the membership qualifications.
C. Any applicants denied by the President will be reviewed by the Executive Board. After approval by the Executive Board of the President’s decision, the Treasurer shall return all fees to the applicant along with a letter explaining the basis for the rejection.
D. Upon approval of the application, the President shall report to the membership at the next regular regional meeting the name and agency of the applicant.
Section 5: Membership Dues
A. The annual dues schedule shall be set by the simple majority vote of the Representative Members present at any regular IALEP, Southwest Chapter, meeting. Prior to any such vote, and at least annually, the Executive Board shall submit recommendations as to the dues schedule.
B. The annual dues shall be payable on a calendar year basis and will be paid, in addition to the national annual dues, directly to the National Association Treasurer.
C. The Secretary shall notify members three months in arrears, and those whose dues are not yet paid within three months thereafter shall be automatically dropped from membership in IALEP, Southwest Chapter. Dues shall not be prorated nor any portion refunded upon termination of membership.
Section 6: Resignation and Substitution
A. Any member desiring to resign from IALEP, Southwest Chapter, may do so by informing the President in writing.
B. The agency may substitute another member for an IALEP, Southwest Chapter, member with paid dues if the IALEP, Southwest Chapter, member is transferred to another assignment, leaving the agency, or for other good cause, with no additional dues payment, subject to compliance with other provisions of these bylaws. This shall be done by informing the President in writing.
Section 1: Constituted Officers
The officers of IALEP, Southwest Chapter, shall be a President, Vice President, Secretary, and Treasurer. These officers shall perform those duties prescribed by these bylaws and by the parliamentary authority adopted by IALEP, Southwest Chapter.
A. No two members from the same Member Agency shall simultaneously hold an office of IALEP, Southwest Chapter. No member shall hold more than one office at a time.
B. The President, Vice President, Treasurer and Secretary shall be elected at the fall meeting to serve for a term of one year. Except for the Secretary, elected officers shall be installed during, and their term of office shall begin, at the close of the annual meeting. The Secretary’s term shall commence immediately following the installation ceremony and include the annual meeting for the purpose of recording minutes.
Section 2: President
The President shall preside at the chapter meetings; be ex-officio member of all special committees; appoint chairpersons of special committees; conduct liaison with other similar associations; shall coordinate special project presentations by members of invited guests; shall, by appointment and with the approval of the voting members at the next regular Executive Board meeting, fill any vacancy occurring. The President shall be the representative to the national organization.
Section 3: Vice President
The Vice President shall in the absence of any other elected officer assume the duties of that position; assist in the operation of IALEP, Southwest Chapter; chair the Membership Committee; perform such other appropriate duties as may be assigned to them by the President and, should the office of President be vacated, fill it pursuant to the bylaws.
Section 4: Secretary
The Secretary shall, at the direction of the President, receive and read all correspondence for the IALEP, Southwest Chapter; direct specific information requests to concerned members; read previous meeting minutes and all pertinent correspondence to members at the general meetings; provide general information including a current membership roster and meeting minutes; and shall assume responsibility for mailing previous meeting minutes and meeting notices a reasonable time prior to each meeting; and shall make timely submission of information to the IALEP at the direction of the Representative to the national organization.
Section 5: Treasurer
A. The Treasurer shall receive and collect all monies and keep an accurate record of same; distribute the funds of IALEP, Southwest Chapter, as may be approved by a majority vote of the Executive Board.
B. The Treasurer and/or President shall sign all checks issued by IALEP; deposit funds in designated accounts as ordered by the Executive Board; shall present the records to the Executive Board for audit whenever requested to do so; and shall make timely submission of all State and Regional information and required monies to the IALEP.
Section 6: Executive Board
The above described officers (Sections 2-5) shall constitute the Executive Board of the IALEP, Southwest Chapter. In addition to the above described officers, the immediate past President of IALEP, Southwest Chapter shall be a member of the Executive Board with full voting privileges.
A. Succession of Presidential Vacancy: In the event the office of President becomes vacant, it will be filled by the Vice President. The order of succession for the office of President shall be Vice President, Secretary, Treasurer, and immediate past President.
B. Authority to take all appropriate measures and perform all duties required to accomplish the goals and objectives of IALEP, Southwest Chapter shall be vested in the Executive Board. Reasonable expenses incurred as a result of association business may be reimbursed by the Executive Board, provided funds are available. At least three members of the Executive Board must agree to actions taken by the Board. Actions taken by the Executive Board shall be reported at the next general membership meeting.
Nominations and Elections
Section 1: Qualifications
Elected officers of IALEP, Southwest Chapter, must be Representative Members in good standing. No member shall be elected to more than one office at a time.
Section 2: Chapter Election
Elections for Chapter officers of President, Vice President, Secretary, and Treasurer will be held by mail prior to the fall meeting. A nominee shall be elected by a simple majority consisting of only those eligible members casting votes.
A. When one candidate only is nominated for a particular office, the membership may, upon a motion properly initiated, seconded, and approved by a majority of voting members, cast a single unanimous ballot.
B. When two or more candidates are nominated for the same office, the vote shall be by written ballot under such safeguards as the presiding office may deem necessary. The votes shall be tabulated by not less than three tellers appointed by the presiding officer. The presiding officer’s vote shall be held by the tellers and shall not be tabulated except in the case of a tie.
C. When three or more persons are nominated for any particular office, the person receiving a plurality of votes shall be elected.
D. A period of not less than 30 days shall be allowed to return the ballots for an election by mail.
Section 1: Chapter Meetings
Meetings of the IALEP, Southwest Chapter, shall be held at least three times a year. Notice of the date, time, and location shall be distributed one month prior to the meeting. Any subsequent meeting may be changed by motion and approved by a simple majority of representative members present
Section 2: Emergency Meetings
An emergency meeting of the membership may be called by the President At least three days notice shall be given and the purpose of the meeting shall be stated in the call.
Section 3: Quorum
A simple majority of representative members present at a meeting scheduled by mailed notice shall constitute a quorum.
Section 4: Annual Meeting
The fall meeting shall be known as the Annual Meeting and shall be for the purpose of receiving reports of officers and committees, electing, and installing officers.
Section 5: Executive Board Meetings
The Executive Board may be called any time by the President or a simple majority of its members. Minutes of Executive Board meetings shall be reported at the next general membership meeting.
Section 1: Standing Committees
Standing Committees shall consist of the Finance and Membership Committees. All other committees deemed necessary shall be approved by the Executive Board and shall be dissolved upon completion of the task assigned. No more than two members from the same Member Agency shall be assigned to any one committee.
Section 2: Finance Committee
The Finance Committee shall consist of the Executive Board and any other members deemed necessary by the President. It shall be the duty of the Executive Board to review and audit financial records of the IALEP, Southwest Chapter, and report the results of the audit at the annual meeting; further, said audit may be conducted at any time during the year at the discretion of the President. Annually, immediately after the annual meeting, the Executive Board shall review the need for bonding the President and Treasurer. The Executive Board will review the amount of annual dues and recommend any appropriate changes; advise the President of the financial condition of the IALEP, Southwest Chapter; and assist in the maintenance of the financial records of the IALEP, Southwest Chapter, as required by the President
Section 3: Membership Committee
The Membership Committee shall comprise the Vice President, who shall be the chairperson, and one representative from each state. The Membership Committee will be responsible for maintaining an updated mailing list of law enforcement agencies in the states of Arizona, New Mexico, Colorado, So. Nevada, and So. Utah. The Committee shall also actively promote attendance of non-member agencies at general membership meetings. Members of the Committee shall be appointed as needed by the President.
Rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the IALEP, Southwest Chapter, in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the IALEP, Southwest Chapter, may adopt.
Amendment of Bylaws: These bylaws can be amended by ballot, by a two-thirds vote of the representative membership returning their ballots, provided that the amendment has been submitted in writing to the members.