Updated:
September 19, 2006
Contents:
Constitution:
Article I - Name,
Charter Limits, and Purpose
Article II -
Membership, Voting, Authority, Public Safety
Article III - Executive Committee
Article IV - Board of Officers
Article V - Amendments
By-Laws:
Article I - Membership
Classifications
Article II - Becoming Member
Article III - Dues
Article IV - Chapter Elections
Article V - Officers -
Authorities & Duties
Article VI - Conferences
Article VII - Committees
Article VIII - Amendments to ByLaws
Article IX - Resolutions
Article X - Rules of Order
Article XI - Expenses
Travel
Policy
Constitution
of the
North Carolina Chapter of APCO
Article
I
Name, Charter Limits, and Purpose
Section 1. Name
1.1 This organization shall be known as the NORTH CAROLINA CHAPTER OF APCO
(Association of Public-Safety Communications Officials-International, Inc.)
Section 2. Charter Limits
2.1 This Chapter is chartered by APCO, Inc. (also referred to in this document
as “The Association”, and covers the State of North Carolina.
Section 3. Purpose
The purpose of this organization shall be to:
3.1 Lend support to, create interest in, and foster expansion of, the parent
organization. Association of Public-Safety Communications
Officials-International, Inc. (APCO).
3.2 Foster the development and progress of public-safety communications by means
of research, planning, coordination, training and education.
3.3 Promote the rapid and accurate collection, exchange and dissemination of
information relating to emergencies and other vital public-safety communications
among and between all levels of local, state, and federal governments and those
who work with them.
3.4 Represent its members and public-safety communication interests in general
before regulatory and policy-making bodies as may be appropriate.
3.5 Strive to protect the citizen and their property and provide for their
welfare by these and other appropriate means
3.6 Provide for membership in the Chapter in accordance with the language of
its’ Constitution and Bylaws of the Association now, and which may late be
provided and in effect. Membership in this Chapter shall be of such
classifications and having such rights, requirements, privileges, and
restrictions so as to be in keeping with the purposes and intents of the
Association.
3.7 Make formal petitions by way of resolutions in proper format and following
established requirements at such time as is felt that changes are needed in the
Constitutions and/or Bylaw of the Association.
3.8 Encourage participation in the affairs of the Association by the authorized
Chapter delegates to the Executive Council and Frequency Advisory Committee
through financial assistance to off-set part of their expenses involved in
attending the Association Conference, and the Executive Council meeting of the
Association.
3.9 Abide by the provisions and requirements of the Constitution and Bylaws of
the Association which shall take precedence in all matters and questions in the
Chapter.
Section 4. Chapter Eligibility for Retaining Their Charter
4.1 Should any of the following occur between the Annual Conferences of the
Association, and the Charter of the North Carolina Chapter of APCO will be
subject to cancellation or modification by the Executive Council, if upon a
review of the particular facts, such action appears appropriate:
The voting membership of the Chapter (Active Class Only) declines to less than
eleven (11):
Failure of this Chapter to hold formal meetings at least twice a year within its
chartered area; or
Should any of the requirements upon this Chapter as established in the
Constitution and Bylaws of the Association not be strictly adhered to.
Article
II
Membership, Voting, Authority, Public Safety.
Section 1. Membership
1.1 The membership of this Chapter shall be open to persons of good Character
who meets its’ membership requirements as set forth in Bylaws Article I –
Section 2.
1.2 With the exception of the sustaining classification, the association is an
association of individual members.
Section 2. Voting and Elected Officers
2.1 The right to vote and hold office in this Chapter is set forth in Bylaws
Article I under individual membership classifications.
Section 3. Authority
3.1 The voting membership is the ruling body of this Chapter. It is represented
at an Association Annual conference by a Quorum as defined in Bylaws Article VI
Section 3.1. The Quorum at such times wields the power of this Chapter. The
Chapter Executive Committee exercises this power when the Quorum is absent.
Section 4. Public Safety
4.1 Public Safety is defined as that function of government which provides
public services with law enforcement, forestry conservation, fire, highway
maintenance, emergency rescue and medical services, Emergency Management and
related activities supported or endorsed by state and local governments.
Article III
Executive Committee
Establishment, Authority, Duties, Quorum Procedures
Section 1. Establishment
1.1 There shall be and Executive Committee. The Chapter President shall be the
Chairman of this Committee. It shall consist of the Chapter’s elected officers,
the immediate Past President, and six (6) At-Large members elected in accordance
with Bylaws Article IV Section 3.
1.2 At-Large Chapter members of the Chapter Executive Committee are eligible to
succeed themselves.
Section 2. Authority
2.1 The Executive Committee shall perform all functions and do those acts with
the annual Association Quorum might do, provided the Executive Committee shall
not amend the Constitution and Bylaws of the Chapter.
Section 3. Procedures
3.1 The President mall call this committee into session whenever the need
arises, and shall call it into session at the Fall Conference prior to the
general business session for the purpose of examining the Treasurer's
financial report and to decide on recommendations to make to the business
session of the quorum that would advance objectives of the Chapter and
Association.
3.2 The President may poll this Committee on special matters in lieu of call a
special session.
3.3 This Committee may be called into special session on the written request
bearing the signatures of four (4) of its members.
3.4 A simple majority of this committee shall constitute a Quorum and a simple
majority vote of those present at a session or polled shall determine all
issues, except that in the event of impeachment proceedings, a special meeting
must be called and a two-thirds (2/3) majority vote of the Committee will be
required for impeachment.
Article IV
Board of Officers
Section 1. Designation
1.1 There shall be an Executive Committee. The Chapter President shall be the
Chairman of this Committee. It shall consist of the Chapter’s elected officers,
the immediate Past President, and six (6) At-Large Members, elected in
accordance with Bylaws Article IV Section 3.
Section 2. How Elected
2.1 The officers of the Chapter shall be elected by ballot in accordance with
Bylaws Article IV Section 3.
2.2 If there are no additional nominees to those presented by the nominating
committee, they may be elected by acclamation.
Article V
Amendments
Section 1. Provisions for Amendments
1.1 The Constitution of the Chapter may normally be amended only by a two-thirds
(2/3) majority vote of the Quorum at the Fall Conference in accordance with
Bylaws Article VIII.
1.2 If, in the interest of time in and effort to comply with the intent of the
Association, or if deemed in the best interest of the this Chapter, it is
desirable to make amendments during the Fall Conference only, the procedures in
Bylaws Article VIII Section 3 shall be followed.
North Carolina Chapter of APCO
Chartered August, 11, 1962
By the Parent Organization
Association of Public-Safety Communications Officials International, INC.
ByLaws
As Amended
September 10, 2003
Article I
Membership Classifications
Section 1. Classification
1.1 The membership of the Chapter shall be divided into the following classes:
Active, Member, Engineer/Technician, Commercial, Associate,
Information Technologist, Chapter Honorary, Retired, Multiple and Chapter Life
1.2 This chapter also recognizes Life, Governmental, Sustaining, and supporting
members as defined herein and in the Bylaws of the Association.
1.3 Applications shall be processed in accordance with the provisions of this
Article.
1.4 Members shall be admitted in strict conformity with the classification
requirements herein set forth. Membership shall not be denied on the basis of
race, color, creed, national origin or numerical limitation. Chapter members are
Association Members.
Section 2. Active Member
2.1 Personnel responsible for design, construction, installation, maintenance,
command and operation of public safety systems and supporting information
systems. Such persons must be employed by, retired from or a volunteer of a
governmental entity providing the described services. Members must be actively
engaged in or retired from the performance of the described services for the
specific entity on a regular basis and may not have a conflicting commercial
interest which provides a significant portion of their income. Examples of
qualifying positions include but are not limited to engineers, technicians,
managers, supervisors and telecommunicators.
2.2 Active members may serve in any capacity, vote and hold elective office and
shall be the ruling body of this Chapter
Section 3. Member
3.1 Those non-administrative and non-supervisory personnel otherwise meeting the
requirements of the chapter, who at the applicant’s discretion may select this
category and those persons not meeting the requirements of any other category of
membership, are eligible for this category.
3.2 Members may not vote at the International Level and may not hold office at
the International Level or Chapter Level, provided however, they may vote at the
Chapter level on Chapter matters and vote to make recommendations on all matters
at that level. They may not chair a committee, although they may serve on
special and/or service committees as may be permitted in accordance with the
intent for this class of membership in the Association Constitution and Bylaws.
They may otherwise enjoy all benefits of this class.
Section 4. Commercial member
4.1 Those persons who received compensation in any form for services rendered in
business and industry, derived by the design, manufacture, lease, rental, or
promotion of components, equipment systems, or other related items which are
used or can potentially be used by public safety entities are eligible for this
classification.
4.2 Those persons or employees of a company who engage in writing, publishing,
advertising or consulting in the land mobile communications field.
4.3 Commercial members may not vote and may not hold office, but may serve on,
vote within, and chair Commercial Advisory Committees and special related
committees.
Section 5. Chapter Honorary Member
5.1 Those persons who have may significant contribution to the objectives of the
Chapter.
5.2 Retired members who have held membership in any classification for more than
10 consecutive years. In such event, the title and privileges of this
classification shall be added to those of his Retired membership classification.
5.3 The Chapter Executive Committee shall make a recommendation to the Chapter
Quorum at the Fall Conference that such honor be bestowed.
5.4 The Chapter Quorum, during the same Fall Conference shall approve
recommendation by a majority vote.
5.5 The term of this recognition shall be for a period of one (1) year.
5.6 Persons so honored shall not accrue any additional benefits or privileges,
provided the chapter shall pay 100% of the member’s dues in accordance with the
requirements of the Association.
Section 6. Multiple Member
6.1 A member of this Chapter may affiliate with other Chapters of this
Association, and this Chapter shall offer reciprocity to members of other
Chapters in accordance with the provisions of the Constitution and Bylaws of the
Association and the Chapter in which they are joining pertaining to this
classification.
6.2 A paid up member of another Chapter, in any class, who wishes to affiliate
with this Chapter as provided by the Association.
6.3 Their membership in this Chapter shall be in the same classification as that
held in their home chapter, and they shall be issued a membership card identical
to the one issued by his/her chapter, except that the word MULTIPLE shall be
entered as a prefix to the membership classification.
6.4 Their membership in the Chapter shall be reported to the Association. Only
this Chapters portion of dues shall be collected and it shall be retained by
this Chapter as provided for by the Association.
6.5 Multiple members of this Chapter may not vote and may not hold office but
may serve on special committees.
Section 7. Association Life Members
7.1 Any member of APCO who has made significant contribution beyond the normal
call of duty toward the successful attainment of the objectives of APCO at the
Association level may be eligible for LIFE membership.
7.2 This honor may only be bestowed upon nomination by the Executive Committee,
following recommendation by the Chapter in accordance with the requirements for
this class as outlined in the Constitution and Bylaws of the Association, and
the subsequent confirmation by a majority vote of the Quorum of an Annual
Association Conference.
7.3 The title of LIFE, when bestowed, shall be in addition to the regular
membership title of member, and they shall enjoy all of the privileges of their
regular membership classification and shall be exempt from the payment of any
dues at the Chapter or Association levels.
7.4 This Chapter shall recognize any member(s) within its chartered area so
designated by the Association, and shall welcome such member(s) into full
membership privileges in keeping with the regular membership classifications of
the member(s).
Section 8. Governmental Member
8.1 This classification is defined by the Constitution and Bylaws of the
Association.
8.2 The individual members of an applicant group qualifying for governmental
membership shall be classified and governed in this Chapter according to their
individual qualifications, in their class, but shall be granted all the
additional benefits specified for Governmental Memberships by the Association.
Section 9. Supporting Member
9.1 This classification is defined in the Constitution and Bylaws of this
Association.
9.2 The individual members of an applicant group qualifying as a Supporting
member shall be classified and governed as COMMERCIAL members of the Chapter,
abut shall receive all additional benefits pertaining to this class as provided
for by the Association.
9.3 The individual members of a SUPPORTING membership group may not vote and may
not hold office, but may serve on special committees.
Section 10. Chapter Life Member
10.1 Each Chapter desiring to confer Chapter Membership shall develop a list of
requirements for this class of membership. This list shall be included in the
Chapter Constitution and Bylaws.
10.2 A suggested list of qualifications for the class of membership shall be
maintained in the Association Policy Manual.
10.3 This honor shall be bestowed upon qualified members of their class by the
nominee’s Chapter upon recommendation by the Chapter Executive Committee and
majority approval of the Chapter Quorum. This appointment shall be sent to the
Membership Department at the Association Office.
10.4 The privileges of a Chapter Life Member shall be determined by the class of
membership for which the member would otherwise qualify.
10.5 The Chapter conferring this membership classification shall pay annually to
the Association Office the dues amount specified in the Association Bylaws at
the rate for the members qualifying class, for each such member during the
membership term.
Section 11. Senior Grade
11.1 A descriptive grade of “senior” member may be added to the classes of
Active, Commercial, or Member.
11.2 To be eligible for the honor, a member shall meet the following
qualifications:
11.2.1 Membership for 10 Consecutive years or more.
11.2.2 Not less than 3 significant contributions to the Association, including
one on the Association level. These are defined in the Policy Manual.
11.2.3 Shall be a member in good standing at the time of the award.
11.3 Nomination to senior membership grade shall be initiated at the Chapter
level upon recommendation by one Past Chapter President, approval by the Chapter
Executive Committee and the Chapter Quorum.
11.4 Senior membership grade by the Board of Officers of the Association at its
Annual Conference meeting upon presentation of the resolution and sufficient
documentation of qualifications to merit the award.
Section 12. Other Memberships
12.1 In addition to the classes of membership outlined in this Article, this
Chapter shall recognize any other membership classifications as may be provide
for by the Association in a manner in keeping with the intent of the Association
for such classification.
Section 13. Membership Status
13.1 Should the status of any member change so as to affect their membership
qualifications, they shall automatically have their membership classification
changed to conform to their new qualifications.
Article II
Becoming Member
Section 1. Application
1.1 Application for membership shall be made in writing and signed by the
applicant upon forms provided by the Association. Completed applications shall
be submitted to the Association for processing.
Section 2. Classification
2.1 Upon receipt of an application for membership, the Association shall
determine the qualifications and eligibility of the applicant for membership.
When eligibility has been determined, the Association shall notify the applicant
of their appropriate membership classification and dues structure for that
class.
Section 3. Effective Date of Membership
3.1 Upon receipt of dues for membership, the Association will issue a membership
card
Article III
Dues
Section 1. Annual Membership Dues
1.1 Dues of the Chapter membership for all classes except Chapter Honorary and
Chapter Life members shall be set by the Association at a tiered level. This
amount may change from year to year at the discretion of the Association.
1.2 Chapter Honorary and Chapter Life Members shall not pay any Chapter or
Association dues. The Treasurer will forward to the Executive Director of the
Association a listing of such members along with the amount prescribed by the
Association C & B’s for the Bulletin, so these member maintain interest in the
affairs of the Association.
Section 2. Association Dues
2.1 Membership dues shall be designated by the Association for each particular
class of membership.
Article IV
Chapter Elections
Section 1. Eligibility
1.1
Only members who hold an ACTIVE membership status in this chapter may be
considered for an elective position in this Chapter. Members holding the
membership status of “MEMBER” must upgrade their membership status to “ACTIVE
MEMBER” in order to hold an elective position on the Executive Committee.
1.2
Any member wishing to hold an elective position in this Chapter, MUST
submit a letter of intent and approval signed by their immediate supervisor to
the Nominating Committee prior to running for any office.
Section 2 Positions to be Filled
2.1 The Offices of Chapter President and First Vice
President shall normally be filled by advancement in rank. The Second Vice
President, Secretary, Treasurer, Association Executive Council Representative,
and six (6) Members at Large shall be elected. All officers will be elected for
a one-year term, with the exception of the Executive Council Representative and
the Members at Large, which shall be elected for a two-year term. Both the
Executive Council Representative and the Members at Large may succeed
themselves.
2.2 Members-at-Large will be elected by regions, and must reside within the
region in which they intend to serve. These regions will mirror those used by
the NC Chapter of NENA in electing their regional representatives. A person
serving as a NENA regional representative may not serve as an APCO Member at
Large at the same time. Regions will be identified and described as follows:
Region A: Beaufort, Bertie, Camden, Chowan, Currituck, Dare, Gates, Hertford,
Hyde, Martin, Pasquotank, Perquimans, Pitt, Tyrell, and Washington counties.
Region B: Chatham, Durham, Edgecombe, Franklin, Granville, Halifax, Harnett,
Johnston, Lee, Nash, Northampton, Orange, Person, Vance, Wake, Warren, and
Wilson counties.
Region C: Bladen, Brunswick, Carteret, Columbus, Craven, Cumberland, Duplin,
Greene, Hoke, Jones, Lenoir, New Hanover, Onslow, Pamlico, Pender, Roberson,
Sampson, and Wayne counties.
Region D: Alamance, Anson, Caswell, Davidson, Davie, Forsythe, Guilford,
Montgomery, Moore, Randolph, Richmond, Rockingham, Scotland, Stokes, Surry, and
Yadkin counties.
Region E: Alexander, Alleghany, Ashe, Avery, Burke, Cabarrus, Caldwell, Catawba,
Cleveland, Gaston, Iredell, Lincoln, Mecklenburg, Rowan, Stanly, Union, Watauga,
and Wilkes counties.
Region F: Buncombe, Cherokee, Clay, Graham, Haywood, Henderson, Jackson, Macon,
Madison, McDowell, Mitchell, Polk, Rutherford, Swain, Transylvania, and Yancey
counties.
2.3 In an effort to maintain some degree of experience and continuity on the
Executive Committee, regional Members at Large will be elected to staggered
terms. Representatives from Regions A, C, and E will be elected for a two year
term in odd numbered years, beginning in 2001. Representatives from Regions B,
D, and F will be elected for a two-year term in even numbered years, beginning
in 2002.
Section 3. How Filled
3.1
Numbered ballots shall be used to elect all elective positions within this
chapter.
3.2
Beginning immediately after appointment by the incoming President, the
Nominating Committee, consisting of no less than 3 members, will begin the
process of locating eligible candidates that may be interested in running for an
elective position within the Chapter.
3.3
Nomination ballots shall be mailed to all chapter members to seek out
interest in filling chapter offices by no later than January 31st.
3.4
All nomination ballots must be returned to the Nominating Committee, with
a postmark no later than March 1st in order to be considered a valid
ballot.
3.5
The Nominating Committee will review the candidates to validate their
eligibility, and to confirm they agree to accept the office for which they have
been nominated. The committee will also confirm they have submitted the
required letter of intent, and approval from their Supervisor. This slate of
potential officers shall be presented to the Executive Committee at their Annual
March Board Meeting.
3.6
The Executive Committee will review all documentation and vote to confirm
the candidates.
3.7
After confirmation by the Executive Committee, the Nominating Committee
shall prepare numbered voting ballots to be mailed to eligible voting members of
the chapter.
3.8
The slate of Candidates will be announced to the membership at the annual
May meeting.
3.9
Voting ballots will be mailed to all eligible voting members with an
enclosed pre-addressed envelope by no later than June 1st.
3.10
All completed voting ballots must be received by the Nominating Committee
and postmarked by no later than July 31st.
3.11
The Nominating Committee shall meet to tally the results of the ballots
before the Annual Fall Conference and all members of the nominating committee
must be present during this process.
3.12
If only one candidate is nominated for an office, they may be elected by
acclamation.
3.13
The Nominating Committee shall present the results to the President of
the Chapter prior to the Chapter meeting at the Annual Fall Conference so the
election results can be presented to the membership during the chapter meeting.
Section 4. Date for Taking Office
4.1 Candidates elected at the Fall Conference
shall automatically take office immediately following the close of the Chapter
meeting at the Fall Conference. Newly
elected officers shall be installed at either to close of the Chapter Meeting or
during the Closing Banquet at the Fall Conference.
Section 5. Vacancies
5.1 Vacancies in the office of President and First Vice President shall be
filled by advancement in rank, provided that such fulfillment shall be in an
ACTING capacity until the next regular election of officers.
5.2 Vacancies in the office of Second Vice President and the Association
Executive Council shall be filled by Presidential appointment confirmed by the
Executive Committee, and such approved appointee shall perform their duties in
an Acting Capacity until the next regular election of officers whereupon they
shall be eligible for regular nomination of office.
5.3 Should the office of Secretary-Treasurer become vacant for any reason, it
shall immediately be filled by temporary appointment by the President. Such
appointee shall serve until the next regular annual election of Officers.
5.4 Should any regional Member at Large position
become vacant for any reason, the position will remain
vacant until the next regular election at the Chapter business
meeting, held at the fall conference. If for any reason a Member-At-Large
Position becomes vacant, the Executive Board will hold a special Board
Meeting to appoint a replacement for that position for
the duration of their term until the next election.
Section 6. Changes
6.1 All Chapter Officers shall be reported to the Association by the Secretary
of the Chapter.
6.2 The Chapter President shall immediately notify the Association Executive
Director of any temporary appointment of the North Carolina Chapter
Representative to the Association Executive Council.
Article
V
Officers - Authority and Duties
Section 1. Authority
1.1 The necessary authority for the performance of duty by all officers of the
chapter is herewith established.
Section 2. President
2.1 As soon as practical after taking office, the President shall call a special
one day workshop type conference at which time they shall announce their
appointments to standing and special committees and outline objectives for the
year, in addition to chairing a discussion on any proposed resolutions to be
presented to the Association Conference quorum in accordance with Bylaws Article
VI, Section 2.5.
2.2 The President shall be the Chairman for the Chapter Executive Committee;
shall be an ex-officio member of all committees of this Chapter; and shall
preside at all Chapter Conferences, and keep the membership appropriately
informed.
2.3 It shall be their duty to see that the conduct of all conferences is in
keeping with the purposes of this Chapter as outlined in the Constitution
Article I, Section 3.
2.4 Funding shall be provided by the North Carolina Chapter of APCO for the
current APCO Chapter President for the year of the Annual International
Conference of their term for the actual transportation expenses, not to exceed
the lowest available round-trip coach airfare, the prevailing hotel rates,
registration, and the state per diem rate for meals, providing said funding is
available in the Chapter treasury, and upon approval of the Chapter Executive
Committee.
Section 3. First Vice-President (President Elect)
3.1 The First Vice-President shall perform all the duties of the President in
their absence.
3.2 They shall serve as Chairman of the Activities and Membership committee.
3.3 They shall, during their term of office, screen the Chapter membership,
contact their prospective committee chairmen for the following year, and have
their appointments ready for presentation when they take office as President.
3.4 They shall participate in Chapter Board of Officers and Executive Committee
responsibilities.
Section 4. Second Vice-President
4.1 The Second Vice-President shall perform all duties of the First
Vice-President in their absence.
4.2 They shall serve as Vice Chairman of the Activities and Membership
Committee.
4.3 They shall participate in Chapter Board of Officers and Executive Committee
responsibilities.
Section 5. Secretary
5.1 Shall serve as Secretary to the Chapter Board of Officers, the Executive
Committee and the Chapter Conference business sessions, and shall keep minutes
of all board, chapter and conference meetings, and shall submit these to the
President of the Chapter for approval within 10 days after the meeting.
5.2 Upon approval by the President, the Secretary
shall submit a copy to the Chapter’s Webmaster for posting on the Chapters
website for membership review.
5.3 Shall keep a complete roll of the membership of
this Chapter, furnishing updated listings at frequent intervals to the Chapter
President, First Vice-President and the fall conference Chairperson.
5.4 Shall be responsible for submitting a current list
of officers to the Association by no later than 30 days after the fall
conference.
Section 6. Treasurer
6.1 Shall receive all general funds belonging to the Chapter and shall maintain
a bank account for each for the orderly processing of all funds. They shall pay
from the account all Chapter obligations as prescribed by the Chapter Quorum or
upon orders from the Chapter Board of Officers and/or Executive Committee during
intervals between Chapter Conferences.
6.2 Shall promptly deliver all money and records to their successor in office or
to whosoever the Chapter Executive Committee may designate to receive them.
6.3 Shall at the end of the Annual Fall Conference, prepare all financial
information for review by the Standing Audit Committee.
6.4 Shall be responsible for preparing Federal Tax Returns by the required
deadline for submission to the IRS.
Section 7. Association Executive Council Representative
7.1 The Association Executive Council Representative shall strive for a
harmonious relationship between the Chapter and the Association, and shall make
recommendations to insure that the Chapter purposes are in accord with those set
forth by the Association.
7.2 In so far as is financially feasible, assistance for their attendance at the
Association conferences and the mid-year meeting of the Association Executive
Council, shall be considered a Chapter expense. Funding in full is to amount to
the actual transportation expenses, not to exceed the lowest available round
trip coach airfare, the prevailing hotel rates, registration and state per diem
rate for meals, including one day before and one day after for travel, providing
said funding is available in the Chapter Treasury and upon approval of the
Chapter Executive Committee.
Section 8. Members-At-Large
8.1 Shall be responsible for working within their designated area of the State
to maintain an open line of communications between APCO Members, PSAPS and the
Executive Committee.
8.2 Shall attend Executive Committee and chapter meetings and report the
business of the chapter back to the members as well as prepare and present
region reports of activities in their respective regions at chapter meetings.
They shall also report member’s suggestions, comments, concerns, as well as ways
to improve the progress of the Association and Chapter back to the Executive
Committee.
Article VI
Conferences
Section 1. Requirements
1.1 This Chapter shall meet at least twice (2 times) annually in accordance with
the policies of the Association.
Section 2. Qualifying Meetings
2.1 While the Chapter customarily meets bi-monthly in conjunction with the NC
NENA Chapter, two meetings each year are identified to meet the required minimum
and are described in subsequent sections.
2.2 The Fall Conference – the main annual conference, known as the Fall
Conference, shall be the last scheduled conference of the calendar year. This
shall be the conference when the President shall give his/her final report to
the Chapter Board of Officers and Executive Committee; Committee reports are
made; minutes read and approved or amended; elections held and general business
conducted.
2.3 At this conference, the President shall announce his/her appointments to
standing and special committees; outline objectives for the year and chair a
discussion on any other Chapter business.
2.4 A Second required meeting will be one held between April 1st and the
International Association Conference. Any proposed resolutions to amend Chapter
Constitution and Bylaws shall be discussed.
Section 3. Conference Quorum
3.1 A Conference quorum shall consist of the members present and voting at a
regular Chapter Conference.
Section 4. Voting
4.1 A two-thirds (2/3) Majority of voting members present and voting at a
business session shall decide all issues amending the Constitution of the
Chapter. A simple majority of voting members present and voting at a business
session shall decide all issues amending the Bylaws of the Chapter. On all other
matters, a simple majority of voting members present and voting at a business
session shall decide all other matters. In the event of a waiver or normal
amending procedures, a three-fourths (3/4) majority vote shall be required in
accordance with Constitution Article and Bylaws Article VIII.
Article VII
Committees
Section 1. Designation
1.1 Committees formed in this Chapter shall be classified as:
1.2 Standing Committees – Perennial or Annual Type Committees which are assigned
by prescribed duties and responsibilities of a permanent nature.
1.3 Special Committees – Ad-hoc type committees which are assigned specific
duties and responsibilities in matters of a temporary but significant nature.
Section 2. Standing Committees
2.1 Only Active class members may serve as chairman and vice-chairman of
standing committees.
2.1 Activities and Membership Committees
2.2.1 The First Vice-President shall be the Chairman of this Committee, and the
Second Vice-President shall be the Vice-Chairman. In addition to its chairmen,
this committee shall consist of at least two (2) chapter members who shall be
appointed by the President.
2.2.2 This committee shall actively explore ways to reach new members for the
Association and, just as importantly, to keep the members already enrolled.
2.2.3 This committee shall offer its assistance to the Fall Conference Chairman
in planning a well rounded program agenda, and shall assist with social
arrangements.
2.3 Resolutions and Bylaws Committee
2.3.1 This committee shall have the responsibility for annually reviewing how
the chapter conducts business and the content of the chapter’s existing
constitution and bylaws, and shall recommend needed modifications and changes to
the Executive Committee.
2.3.2 They shall also annually review the Constitution and By Laws of the
Association to make certain the chapter is in conformity with the Association.
2.3.3 If modifications are needed, they committee will assist in writing the
resolutions to effectively adjust the Constitution or By Laws to bring the
Chapter into compliance.
2.4 Nominating Committee
2.4.1 This committee shall have as its Chairman, the immediate Past President
and, if possible, shall include two (2) additional Past Presidents as members.
2.4.2 This committee shall actively study the chapter membership, observing
individuals in an effort to evaluate interest in, and willingness to work at,
promoting the goals of the Association, both at the Chapter and Association
levels.
2.4.3 This
committee shall bring its results from the ballots to the Fall
Conference Quorum, for the office of Second Vice-President,
Secretary-Treasurer, and three member-at-large delegates to the Chapter
Executive Committee in accordance with Bylaws Article IV.
2.5 Historical Committee
2.5.1 The appointed chairman of this committee shall be the Chapters
representative to the Association Historical Committee.
2.5.2 This committee shall actively research, compile, and maintain a file on
the records and history of the Chapter. It should include in its membership
someone who is interested in photography and who will give of their talents (or
get it done) in providing the secretary with pictures to send the Association’s
Executive Director, as well as providing pictures for the Historical Committee
and for the Chapter’s historical file.
2.6 Operating Procedures Committee
2.6.1 This committee shall consist of not less than four (4), and preferably six
(6), members whose interests are primarily in the operations area.
2.6.2 This committee shall actively study the needs of all levels
(administrative, supervisory, and operational) of personnel who are involved or
interested in system operations. Recommendations should be made to the Fall
Conference Chairman so they may include in the conference agenda information
slanted toward meeting needs of these interested people.
2.7 Inter-Agency Communications Committee
2.7.1 This committee should include both technical and operational members in
its membership.
2.7.2 It shall study problems involving in inter-agency communications networks,
such as: intercity, mutual aid, Department of Criminal Information (DCI) and
other related systems. It shall make itself available for recommendations as to
operational procedures, technical applications, and net discipline to those
agencies which seek guidance.
2.8 Frequency Advisory Committee
2.8.1 This committee shall have as its chairman the Chapter Frequency Advisor.
2.8.2 This committee chairman shall be from the sector of chapter membership
having engineering or technical background.
2.9 911 Emergency Number Committee
2.9.1 The members of this committee shall be Chapter members who are regularly
engaged in coordinating, planning and designing, or operating 9-1-1 emergency
number systems.
2.9.2 This committee shall study, promote and make recommendations with regards
to the implementation, enhancement, and use of the 9-1-1 emergency number
systems. Particular emphasis should be placed on relationships of total public
safety needs to the unique requirements of the 9-1-1 emergency number.
2.10. Training Committee
2.10.1 This committee should have as its members those persons whose interest
lies within the field of training. It should consist of persons knowledgeable in
management, operation, and technical fields.
2.10.2 This committee shall study, promote and make recommendations as to the
training needs of the Chapter.
2.10.3 This committee should have the responsibility of approving and
coordinating any training that bears the Chapters name.
2.11 Long Range Planning Committee
2.11.1 This committee shall be chaired by the President of the Chapter, and its
membership shall include the three (3) most recent Past Presidents of the
Chapter.
2.11.2 This committee shall meet at least once a year and consider matters on an
agenda prepared by the most recent Past President. The members of the committee
present at a meeting shall constitute a Quorum. Their duties are to consider the
long range goals and objectives of the chapter and draft recommendations to the
Chapter Board of Officers and the Chapter Executive Committee.
2.12 Standing Audit Committee
2.12.1 Standing Audit Committee is to be appointed by the Chapter President at
the beginning of their term.
2.12.2 This committee will consist of three (3) active members who are NOT part
of the Executive Committee to conduct an audit of financial records at the end
of the fiscal year.
2.12.3 The Treasurer will prepare all records, receipts, and books to present to
this committee by end of the month following the Annual Conference.
2.12.4 The audit report will be presented to the Executive Committee at their
meeting immediately proceeding the opening session of the Fall Conference, and
an audit will be given to the Quorum at the Business Session.
2.12.5 At the conclusion of the audit, all records, receipts, and account books
are to be returned to the Treasurer.
Section 3. Special Committees
3.1 The president shall appoint committees as the need arises. These special
committees shall continue to serve and operate as such until the tasks for which
they have been appointed have been completed to the satisfaction of the
President or until changes are made by the President for the good and welfare of
the Chapter.
Section 4. Duties of the Committees
4.1 The duties of the committee shall be defined by the President where
otherwise not stated.
Article VIII
Amendments to Bylaws
Section 1. Authority for Amendment
1.1 The Chairman of the Resolutions and Bylaws Committee is authorized to make
any modifications found necessary for the Chapters’ C & B to remain in
conformity with the Associations’ C & B. Any such changes to the C & B will be
reported at the Fall Conference. This applies only to those required changes
over which the Chapter has no control as passed by the Association.
Section 2. Normal Procedure for Amendments
2.1 The Constitution and/or Bylaws of this Chapter may normally be amended by
presenting a resolution in writing to the Chapter President who shall have the
Secretary notify in writing each chapter member qualified to vote of the
proposed changes at least thirty (30) days prior to the Fall Conference. The
actual amending vote shall take place at the Fall Conference by a Two-thirds
(2/3) majority vote of voting members in attendance to amend the Constitution
and a simple majority vote of voting members to amend the Bylaws.
Section 3. Effective Date of Amendments and Resolutions
3.1 All resolutions passed and adopted by this Chapter in accordance with the
rules set forth in this Constitution and Bylaws shall be in force and effective
upon the adjournment of the conference wherein considered and adopted, provided
exception to this effect is not otherwise contained in the language of the
resolution itself.
Article IX
Resolutions
Section 1. Procedure
1.1 Every resolution, unless of a formal character or involving amendments to
the Constitution and Bylaws requiring handling in accordance with Bylaws Article
VIII, shall be in writing and presented to the Executive Committee for
consideration and report prior to the last day of the Fall Conference. Any
resolution considered by the Executive Committee shall be presented to the
Quorum, along with the recommendation of the Executive Committee in sufficient
time for consideration prior to voting on the resolution.
Article X
Rules of Order
Section 1. Rules of Order
1.1 The rules contained in "Roberts Rules of Order, Revised" shall
govern the Chapter and Association in all cases in which they are applicable,
and in which they are not inconsistent with the Bylaws or the special rules of
order to the Associtation.
Article XI
Expenses
Section 1. Specified Expenses
1.1 The Treasurer shall be authorized the necessary funds to fulfill the
requirements of their office as outlined in the Constitution and/or Bylaws of
the Chapter.
Section 2. Unspecified Expenses
2.1 The Executive Committee shall be authorized to approve all other expenses
not specifically outlined in the Constitution and Bylaws of this Chapter.
Adopted 11 November 1988
Revised 22 November 1991; 19 November 1992; 16 November 1994; 27 September 2000; 27
September 2001; 11 September 2003;
Official
Travel Policy -
1. Purpose - To assist in covering travel expenses of NC APCO Members
while they are conducting official APCO business, and ensuring that money is
spent as economically as possible to maintain the integrity of the chapter
funds.
a. Members are encouraged to seek funding from their
respective agencies when possible.
b. If funding is not available from the members' respective
agency, a letter should be submitted on Agency Letterhead, signed by the
agency head stating the need for
NC Chapter of APCO assistance to cover travel expenses pertaining to APCO
business.
c. Noting in this policy shall be implied that funding will
be approved. Funding will be provided on an individual basis as long as funding
is available.
2. Mileage
a. Mileage will be paid at the state per diem rate for that year.
3. Meals
a. Members will be allowed up to $35 per day for meals in State.
b. Members will be allowed up to $50 per day for meals out of state.
c. Receipts must be turned in to the Treasurer for reimbursement. NO RECIEPT, NO
REFUND. NO EXCEPTIONS!
d. Tipping is an allowable expense, but is included in your daily amount.
e. Alcoholic beverages will NOT be paid for with chapter money.
4. Accommodations/Hotels
a. In State - Members should try to obtain Government or AAA rates when
possible.
b. Out of State - All out of state lodging and accommodations should be
pre-approval by the President and Secretary/Treasurer 10 days prior to travel.
c. Members may use personal credit cards or receive cash advances. Cash advances
must be requested 30 days prior to travel.
d. After travel, ALL RECEIPTS and any remaining money must be returned to the
Treasurer so that amounts can be tallied. If money is due the member, the
Treasurer will mail a check to the member with in 10 working days.
e. The Chapter will NOT be responsible for any accrued interest rates of
member's credit card.
f. Members, when appropriate (male-male, or female-female) will share rooms to
minimize costs.
g. ALL RECEIPTS MUST BE TURNED IN AFTER TRAVEL!
5. Telephone Usage
a. If needed, the Chapter will allow up to $10.00 per day for hotel telephone
usage. These charges should appear on your hotel bill after check out.
b. Cell phone charges are NOT allowed unless approved by the Board.
6. Airfare Rates
a. All Airfare must be board approved prior to travel.
b. Members are encouraged to book flights as far in advance is possible so as to
minimize charges.
Changes, Modifications, or Deletions of this Policy can only be done by a
majority vote of the membership.
