NC Highway Patrol Retirees Association
BYLAWS
CONSTITUTION AND BY-LAWS OF THE
NORTH CAROLINA HIGHWAY PATROL RETIREES' ASSOCIATION,
INCORPORATED
INCORPORATED
ARTICLE 1: NAME
This corporation shall be known as the North Carolina Highway Patrol Retirees' Association Incorporated.
ARTICLE II: PURPOSE
SECTION 1.
The purpose of this body shall be to join together in fellowship and to further the benefits of active and retired North Carolina Highway Patrol employees.
SECTION 2.
To contribute to the benevolence of groups or individuals.
SECTION 3.
To work with members of the North Carolina General Assembly in developing legislation beneficial to better law enforcement and to the well being of active and retired N.C. Highway Patrol employees.
SECTION 4.
It is the purpose and intent of this Association to organize and function completely separate and apart from any other group of retired or active law enforcement people, and in no way will be directed by, or attempt to direct the policies of, any other organization. We stand by our policy of continuing the good name we have earned as retirees of a fine law enforcement body.
ARTICLE III: MEMBERSHIP
SECTION 1.
All regular or active members of this Association shall be retired North Carolina Highway Patrol employees who retired in good standing with no restrictions of rank.
SECTION 2.
The North Carolina Highway Patrol Retirees' Association Incorporated does not discriminate on the basis of race, sex or religion. Membership shall neither be granted nor denied based upon any of these factors.
ARTICLE IV: OFFICERS
SECTION 1:
The officers of this Association shall be President , Vice-President, Secretary/Treasurer and Ambassador.
SECTION 2: TRUSTEES
A. The membership shall elect three (3) trustees. They shall, as provided by law and the authority given to them by this Corporation, hold in trust the title to all property of the Association and shall represent the Association in all matters of legal responsibility. They shall have no right to buy or sell property without the majority vote of the membership at a convention or special meeting called for that purpose.
SECTION 3. BOARD OF DIRECTORS
A. The Board of Directors shall be made up of all current officers, trustees, immediate past president and the chairpersons of all standing committees. The Chair of the Board shall be selected by the Board members. A sitting President of the Organization will not be eligible to serve as Chair of the Board.
B. The Board of Directors shall have authority to carry out the necessary directions of the Association at conventions and between meetings and make decisions to further the best interests of the Association such as the Association would do if it were in conference, to manage all business and set time and place for each regular or special meeting.
C. The Board of Directors is authorized in its discretion when necessary to make contracts and obligations for planning of special fund-raising projects that conform to the Articles of Incorporation, the Constitution and By-Laws of the Association.
D. Any officer or member of this Association presenting a bill for payment of expenses, incurred in the discharge of duties, to the Association may be reimbursed by the Treasurer upon approval by the Board of Directors.
SECTION 4. AMBASSADOR
An Ambassador shall be elected annually in the same manner as other Association officers. The Ambassador shall, with the approval of the presiding President appoint assistants, not to exceed nine (9).
ARTICLE V: ELECTION OF OFFICERS AND TERMS OF OFFICE
SECTION 1.
The President, Vice-President, Secretary/Treasurer and Ambassador shall be nominated by the Nominating Committee and voted on by the voting membership for a one year term, and shall serve not more than two years or until replaced by a duly elected replacement.
SECTION 2.
The Association shall elect three (3) trustees to serve for staggered terms. The first terms shall be for one (1), two (2) and three (3) years and the replacement trustees will thereafter be elected to serve three-year terms.
SECTION 3.
Trustees shall serve no more than one three-year consecutive term but may serve again after one year of absence from the Board if nominated and elected.
ARTICLE VI: OFFICERS' DUTIES
SECTION 1. PRESIDENT DUTIES
A. The duty of the Association President shall be to preside over all meetings. He/she shall appoint all committees except the Nominating Committee. He/she shall appoint protempore officers in case of absentees. It shall be his/her duty to attend the meetings of the Finance/Auditing Committee if possible and assist the Secretary/Treasurer with the financial records if needed. He/she shall appoint shortly after being installed, a Parliamentarian, Historian and the following standing committees: (1) Amendment/By Laws (2) Finance/Audit (3) Membership. The fourth committee, (4) Nominating, must be nominated/elected by attending members. He/she shall also appoint any special or ad hoc committee(s) voted by the Board of Directors or members as needed to carry out the goals and functions of the Association.
B. Each committee shall consist of a chairperson and at least two (2) members. Committee chairpersons may appoint their members if approved by the President.
C. Chairpersons and members of committees may serve on more than one committee if so appointed to serve by the President of the Association. After serving a full term as president, the President shall become Past President and as such shall be a member ot the Board of Directors.
D. He/she shall oversee the general operations of the Association along with the other officers and become a member of the Board of Directors.
SECTION 2. VICE-PRESIDENT DUTIES
A. The duty of the Vice-President shall be to assist the President, or to take the president's place in his/her absence and serve the remainder of his/her term if for any reason it becomes necessary that he/she be replaced. The Vice-President shall sit as a member of the Board of Directors.
SECTION 3. SECRETARY/TREASURER DUTIES
A. The duty of the Secretary/Treasurer shall be to record and maintain all things necessary to be written: to handle all correspondence; receive all monies due, pay all bills as directed by the Association and give a report to the membership at each conference. The Secretary/Treasurer shall sit as a member of the Board of Directors.
SECTION 4. AMBASSADOR DUTIES
A. The duty of the Ambassador shall be to assist the conference host, as requested, and act as Keeper-of-Order at all meetings of the Association. He/she shall aid and assist members and guests with registration at conferences, as well as other routine conference matters. He/she will aid and assist the President as necessary. The Ambassador shall sit as a member of the Board of Directors.
ARTICLE VII: MEMBERS' DUTIES
SECTION 1.
It shall be the duty of all members to render proper and faithful adherence to the laws of the State of North Carolina. All members of the Association shall abide by the Articles of the Incorporation and By-Laws of the Association and shall be under a duty to aid, assist and sustain their officers in the proper discharge of their duties.
SECTION 2.
No member shall in any manner utilize the Association as a means for his/her personal or political advancement.
SECTION 3.
Rank or position obtained while an active employee of the Highway Patrol shall not exist within the Association, nor will such rank or position have any bearing on the business of the Association.
SECTION 4.
Membership in the Association may be terminated by the Board of Directors for either of the following reasons: A. Nonpayment of dues. B. Conduct unbecoming a member.
SECTION 1.
ARTICLE VIII: MEETINGS
Two meetings of the Association may be called each year; one in the first half of the year (Spring) and one in the last half (Fall).
SECTION 2.
Special assembly meetings for a specific purpose may be called by the Board of Directors.
SECTION 1.
ARTICLE IX: VOTING
All matters necessary to be voted on, except amendments to By-laws, will require a simple majority (quorum) of regular members present. Voting will be by voice vote or a show of hands, unless a request for a written ballot is made.
SECTION 2.
A majority of the Board of Directors shall constitute a quorum for a Board meeting to be held and business conducted.
ARTICLE X: DUES
SECTION 1.
Dues for all memberships will be fixed at the annual Fall Conference by a majority vote. New dues rate will become effective on January 1, for the year next ensuing and will expire December 31 the same year.
SECTION 2.
Dues will be paid for the full year of membership regardless of what date the dues are paid.
SECTION 3.
When dues are unpaid after notice has been given for a period of one year the membership is terminated. Dues must be paid for reinstatement of membership.
SECTION 4.
Dues cards will be checked at each conference meeting and only members showing valid regular cards will be allowed to attend and vote at business conferences.
SECTION 5.
Donations may be made to the Association by groups or individuals to help pay the cost of operation or for benevolent causes as approved by the Board of Directors.
ARTICLE XI: DISTRIBUTION OF FUNDS UPON DISSOLUTION
SECTION 1.
No funds shall be disbursed to any officer, director, member or other individual upon dissolution of this Association.
SECTION 2.
In the event the North Carolina Highway Patrol Retirees' Association, Incorporated is dissolved, the Board of Directors shall, after payment of any and all liabilities, dispose of any remaining assets to any tax exempt charitable organization operating for substantially the same purpose as this organization under the meaning of Section 501c3 of the Internal Revenue Code, as amended, or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government for public purposes.
ARTICLE XII: RULES OF ORDER
1. A member upon recognition by the chair shall identify himself/herself by name.
3. When more than one member rises at the same time, the Chair will decide who has the floor. The speaker will address the presiding officer, not the other members in the meeting.
4. The reports of committees will be subject to amendments and substitutions from the floor the same as other motions and resolutions. The report of all committees shall be considered a motion to adopt the same without the necessity of a formal motion from the floor.
5. No member shall interrupt another in remarks except on a point of order or for further information.
6. A motion to shut off debate by calling for a previous question must have a second before a vote can be taken, and then it must be approved by a majority to be allowed.
7. Debate on a question or appeal from the decision of the Chair will be limited to the appellant and the chair. Such debate shall be limited to three minutes, and if not resolved shall be determined by a vote on the issue by the members.
8. If a member while speaking is called to order, he/she shall at the request of the Chair take a seat until the question of order is decided.
9. It shall be the duty of the Parliamentarian to rule in matters of dispute and if not resolved, the Chair shall call for the members present to resolve the question by majority vote.
10. After the Nominating Committee has made its report, further nominations may be made from the floor. Speeches for candidates nominated from the floor shall be limited to three minutes and not more than two seconding speeches of two minutes each shall be allowed. A motion for close of nominations shall be made, seconded and passed at the conclusion of nominations.
11. An Association member shall have five minutes to present an invitation to hold a forthcoming convention in his/her city.
12. In the absence of specific rules, Roberts Rules of Order, New Revised, shall prevail.
ARTICLE XIII: ORDER OF BUSINESS
1. Invocation and Pledge of Allegiance.
2. Reading of the Minutes (last meeting).
3. Presentation of Financial Report.
4. Committee reports.
5. Unfinished business.
6. New business.
7. Program.
8. Election and Installation of Officers. (Fall Meeting Only)
9. Adjournment.
2. Reading of the Minutes (last meeting).
3. Presentation of Financial Report.
4. Committee reports.
5. Unfinished business.
6. New business.
7. Program.
8. Election and Installation of Officers. (Fall Meeting Only)
9. Adjournment.
ARTICLE XIV: AMENDMENTS
SECTION 1.
Proposed amendments of these By-Laws shall be presented by the Amendment/By Laws Committee, in writing, to all members thirty days or more before a called special or regular meeting where the amendment(s) is to be voted on.
SECTION 2.
Amendments must be approved by a two-thirds majority vote of all regular members present and voting in order for adoption.
Approved and enacted on April 7, 2009.
