Presented by Madeline Neumann National Chapter Coordinator

 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

 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

 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

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

 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

 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

 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

 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

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

 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

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

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

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

 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

 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

 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

 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

 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

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

 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

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

 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

 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

 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

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

 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

 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

 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

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:

 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

 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%

 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