ARIZONA APCO/NENA BYLAWS AS APPROVED ON SEPTEMBER 16TH, 2022
Arizona Joint Chapter of the
ASSOCIATIONS OF PUBLIC SAFETY OFFICIALS, INC.
and
NATIONAL EMERGENCY NUMBER ASSOCIATION, INC.
Article I. Name
The name of this association is the Arizona Joint Chapter of the Association of Public Safety Officials, Inc. (APCO), and the National Emergency Number Association, Inc. (NENA) also referred to as the “chapter,” under the charter granted by the national Executive Boards of APCO and NENA, also known as Arizona APCO-NENA.
Article II. Object
Section 1. The object of the chapter is to offer a unified governance structure and to assist in the fulfillment of APCO International’s and NENA’s missions as it relates to the specific needs and objectives of the State of Arizona and the Az APCO NENA membership.
Article III. Members
Section 1. Membership Application
A. All membership applications shall be submitted to the APCO and/or NENA national offices on standard forms as approved following the membership categories for each national association.
B. The chapter shall not be discriminatory in any of its practices.
Section 2. Dues
A. Membership dues are payable as of January 1 each year. Members who are delinquent over 90 days from January 1 may be dropped from the chapter membership rolls in accordance with APCO and NENA Executive Board policy.
B. The annual dues for all membership categories shall be set by each national association.
1. Monies received by the chapter from APCO dues will be tracked by the designated APCO Treasurer and used in accordance with APCO International’s guidelines.
2. Monies received by the chapter from NENA dues will be tracked by the designated NENA Treasurer and used in accordance with NENA’s guidelines.
Section 3. Authority
A. The members of the chapter shall:
1. Approve the proposed budget of the chapter, such budget to show anticipated revenues by source, anticipated expenses and other desired objective, and anticipated expenses of any projects that are not part of the regular activities of the chapter.
2. Elect the officers of the chapter.
3. Amend these bylaws and policies in accordance with the provisions contained herein.
Article IV. Officers
Section 1. Designation and term of office
A. The Officers of this chapter are President, Vice President, Second Vice President, APCO Treasurer, NENA Treasurer/Secretary, Immediate Past President, Member-at-Large Administrative, Member-at-Large Media Relations, Executive Council Member, and Commercial Advisory Member.
B. The term of the office for President, Vice President, Second Vice President is one (1) year or until a successor is elected and assumes office. The term of office for the Vice President will automatically ascend to the office of President. The term of the office for the Second Vice President will automatically ascend to the office of Vice President.
C. The term of the office of APCO Treasurer and NENA Treasurer/Secretary is (2) years or until a successor is elected and assumes office. The term of office for the NENA Treasurer will automatically ascend to the office of APCO Treasurer, making the treasurer position a total of 4 years.
D. The term of office for the Executive Council Member, two (2) Member-at-Large positions, and the Commercial Advisory Member is three (3) years or until successor is elected and assumes office. Election of these offices will be staggered to ensure a positive balance of experience on the Executive Board any given year.
E. Terms of office shall commence January 1.
Section 2. Eligibility
A. Any APCO or NENA member, public or private (non-commercial), in good standing may serve as a chapter officer. Commercial members in good standing may serve as the Commercial Advisory Member.
Section 3. Nomination and Election
A. The Past President shall facilitate nominations and elections with the assistance of a two-member Election Committee. Members of the Election Committee shall be appointed from the general membership to work with the Past President. No members of the committee may be nominated for election.
B. Nominations and elections will follow the process and timeline outlined in the chapter’s policies.
C. Ballots shall be destroyed 90 days after the result of the election has been announced.
D. A written request for a ballot recount must be filed with the Secretary within 30 days after the result of the election has been announced. Any recount shall be performed in accordance with policies adopted by the Executive Board.
Section 4. Duties of Officers
A. President – The President shall:
1. Serve as chair of the Executive Board and preside at all meetings of this chapter and the Executive Board.
2. Report on the state of the chapter to the membership at the fourth quarter chapter meeting.
3. Appoint committees as allowed by these bylaws and policies.
4. Perform the duties incident to the office and such other duties as may be prescribed by the governing documents or by the Executive Board.
B. Vice President – The Vice President shall:
1. Perform all the duties of the President in their absence or inability to act. When so acting, the Vice President shall have the powers of and be subject to all restrictions upon the President.
2. Act as chair of the Finance Committee to prepare an annual budget and present the annual audit of the books.
3. Perform the duties incident to the office and such other duties as may be prescribed by the governing documents or by the Executive Board.
C. Second Vice President – The Second Vice President shall:
1. Oversee activities planned by the State Training Conference Committee and the Professional Development Committee.
2. Oversee joint chapter meeting locations and speakers/presenters.
3. Perform the duties incident to the office and such other duties as may be prescribed by the governing documents or by the Executive Board.
D. APCO Treasurer – The APCO Treasurer shall:
1. Have general oversight authority of the books, funds and securities of the chapter with the exclusion of monies received from NENA dues.
2. Prepare the chapter financial records for review by the chapter.
3. Send or cause to be sent all financial reports required by law to APCO International.
4. Perform the duties incident to the office and such other duties as may be prescribed by the governing documents or by the Executive Board.
E. NENA Treasurer / Secretary – The NENA Treasurer / Secretary shall:
1. Have oversight authority of the books and monies received from NENA dues.
2. Prepare the financial records for review by the chapter related to NENA dues.
3. Send or cause to be sent all financial reports required by law to NENA.
4. Perform the duties incident to the office and such other duties as may be prescribed by the governing documents or by the Executive Board.
5. Ensure the production and distribution of accurate minutes of all meetings of the members and chapter Executive Board.
6. Ensure that all notices are duly given in accordance with these bylaws or as required by law.
7. Ensure that there is proper publication and distribution of official correspondence, publication and distribution documents on behalf of the chapter.
8. Perform the duties incident to the office and such other duties as may be prescribed by the governing documents or by the Executive Board.
F. Executive Council Representative – The Executive Council Representative shall:
1. Give quarterly reports on activities on a national level.
2. Act as liaison between the joint chapter and the national associations.
3. Perform the duties incident to the office and such other duties as may be prescribed by the governing documents or by the Executive Board.
G. Member-at-Large Administrative – This Member-at-Large shall:
1. Act as chair for Bylaws Committee to review bylaws and policies and report to Executive Board of needed changes.
2. Perform the duties incident to the office and such other duties as may be prescribed by the governing documents or by the Executive Board.
H. Member-at-Large Media Relations – This Member-at-Large shall:
1. Oversee the chapter webpage to ensure information accuracy.
2. Oversees the social media on behalf of the chapter.
3. Perform the duties incident to the office and such other duties as may be prescribed by the governing documents or by the Executive Board.
I. Immediate Past President – The Immediate Past President shall:
1. Act as chair for Elections Committee to oversee nomination and election process of officers.
2. Oversee swearing in of elected officers at the December General Membership Meeting.
3. Perform the duties incident to the office and such other duties as may be prescribed by the governing documents or by the Executive Board.
J. Commercial Advisory Member – The Commercial Advisory Member shall:
1. Establish open lines of communications with commercial membership and acts as a liaison to industry vendors.
2. Assist with state training conference working with the chair of the vendor committee.
3. Chair the Commercial Committee to help promote the chapter through commercial membership.
4. Perform the duties incident to the office and such other duties as may be prescribed by the governing documents or by the Executive Board.
Section 5. Vacancies
A. A vacancy in the office of President shall be filled by the Vice President for the remainder of that term.
B. A vacancy in any other office may be appointed by the chapter Executive Board for the remainder of the term.
Section 6. Removal of Office
A. Executive Board members may be removed for reasons of malfeasance, misfeasance, or nonfeasance of duty, or for committing an act that brings significant discredit to the Chapter. The Executive Board may suspend an Executive Board Member from the performance of his/her duties, including voting privileges, during the period between that person being impeached by a majority vote.
B. A two-thirds majority vote of the total votes received from General Membership shall be required for removal from office of this Chapter.
Article V. Membership Meetings
Section 1. Membership meetings
A. The chapter shall meet quarterly at a time and place as determined by the Executive Board.
B. The quarterly meetings shall be held for the purpose of receiving reports on the activities and financial condition of the chapter. Notice of the quarterly meetings stating the date, time and location shall be sent to all members at least 30 days in advance of the meeting.
C. Special membership meetings may be called by the Executive Board or upon the written request of chapter members. Notice of a special meeting must include all of the items that will be brought up at the meeting, the date, time and location of the special meeting.
D. The members of the Executive Board shall attend each quarterly General Meeting. An Executive Board Member may miss up to two (2) meetings if notification has been provided to the Board prior to the General Meeting.
Article VI. Executive Board
Section 1. Composition
A. The chapter Executive Board shall be comprised of the officers of the chapter as outlined in Article IV – Section 1.
B. Committee chairs will act as ex-officio members of the Executive Board.
Section 2. Authority and Duties
A. The business and affairs of the chapter shall be managed under the direction of the chapter Executive Board, which shall exercise all of the powers of the chapter except those powers otherwise reserved exclusively to the members.
B. The chapter Executive Board shall:
1. Establish and maintain adequate management of the chapter’s activities.
2. Engage appropriate staff as deemed necessary to manage the administrative affairs of the chapter.
3. Fill vacancies in accordance with these bylaws.
4. Appoint additional committees as deemed necessary.
5. Issue an annual financial report to the membership and report on chapter activities.
Section 3. Chapter Executive Board Meetings
A. The chapter Executive Board shall meet at a minimum, every other month.
B. Special meetings of the chapter Executive Board may be called by the president or any three members of the chapter Executive Board.
C. The chapter Executive Board may meet by telephone conference call or other electronic means provided that all members may hear and speak to one another at the same time.
D. Notice shall be sent to all Executive Board members at least 14 days in advance of a regular meeting, and at least 24 hours in advance of a special meeting. Notice may be sent by electronic mail or other methods as allowed by Executive Board policies. Notice may be waived in writing before, during or after the meeting.
E. The members of the Executive Board shall attend scheduled Executive Board Meetings either in person or via teleconference. An Executive Board Member may miss up to 30% of meetings if notification has been provided to the Executive Board prior to the Board meeting.
Article VII. Administration
Section 1. Chapter property
All right, title, and interest, both legal and equitable, in and to property of this chapter shall remain in the chapter. Any property of the chapter in the possession or trust of a member or employee shall be returned immediately to the chapter upon the termination of relationship with this chapter.
Section 2. Dissolution
If this chapter is dissolved, all assets shall be distributed to an organization of similar purpose as selected by a two-thirds vote of the members at the meeting at which the dissolution is approved.
Article VIII. Committees
Section 1. There shall be the following standing committees: Bylaws, Elections, Finance, Professional Development, and State Training Conference.
A. Bylaws Committee – There shall be a Bylaws Committee composed of at least three members. The Member-at-Large member shall act as chair and members of the committee shall be appointed by the committee chair, subject to approval by the president. The Bylaws Committee shall periodically review the bylaws to ensure clarity, consistency and compliance with current policy and not be in conflict with APCO or NENA national bylaws, making re commendations for amendment as necessary. The Bylaws Committee shall receive proposed changes to the bylaws from others authorized to propose amendments, present them to the membership for vote at an annual or special meeting, and make recommendations as deemed necessary. The Bylaws Committee will also review chapter policies and make recommendations on any needed changes to the Executive Board who approves all policy changes.
B. Elections Committee – There shall be an Elections Committee comprised of at least three members. The immediate past president shall act as the chair. Members of the committee shall be appointed by the committee chair subject to approval by the chapter president. The Election Committee shall oversee the election process, count ballots, and report to the membership on the results of the election.
C. Finance Committee – There shall be a Finance Committee to oversee all financial matters, including but not limited to, the financial planning of the chapter. The Finance Committee shall be chaired by the second Vice President and shall also include the president, both treasurer positions, and one chapter member appointed by the Executive Board. An annual budget will be presented to the members at the chapter meeting prior to the new calendar year. Auditing the books shall follow the chapter’s policies.
D. Professional Development Committee – There shall be a Professional Development Committee to oversee all training sponsored by the chapter for operations and technical matters. This committee oversees training outside of the annual conference, which is facilitated by a separate committee. The Executive Board shall select the committee chair and members subject to approval by the president. The Vice President will be a committee member and act as a liaison for the Executive Board.
E. State Training Conference Committee – There shall be a State Training Conference Committee comprised of at least five members to oversee the annual state training conference. The Executive Board shall select the committee chair and members subject to approval by the president. The Vice President will be a committee member and act as a liaison for the Executive Board.
Section 2. Special Committees
Special committees may be formed by the members or the Executive Board and shall perform duties as directed.
Article IX. Parliamentary Authority
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern this association in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order which the association may adopt.
Article X. Amendment
Section 1. Requirements for Amendment
These bylaws may only be amended if all of the following conditions are met:
A. Amendments may be proposed by the Executive Board, a standing committee, or upon petition of any 10 chapter members.
B. The exact text of the change being proposed must be submitted to the chair of the Bylaws Committee at least 90 days prior to the meeting at which the amendment is to be considered.
C. The Bylaws Committee shall:
1. Review all submitted amendments and edit for composition.
2. Submit proposed amendments to the members at least 30 days prior to the meeting at which the vote will be taken, together with the committee’s recommendation for action.
D. The amendment must receive the affirmative vote of two-thirds of the members present and voting.
E. Copies of the chapter bylaws shall be submitted to APCO and NENA headquarters whenever changed.