SOUTH SUBURBAN ASSOCIATION OF CHIEFS OF POLICE
CONSTITUTION AND BY LAWS
NAME
This Association shall be known as the South Suburban Association of Chiefs of Police.
PURPOSE OF ORGANIZATION
The purpose of this Association shall be to advance the science and art of
police administration and crime prevention, to develop and disseminate improved
administrative and technical practices and to promote their use in police work,
to foster police cooperation and the exchange of information and training in
the police profession of qualified persons and to encourage adherence of all
police officers to high professional standards of conduct.
CLASSES OF MEMBERSHIP
The membership of the association shall be classified as follows:
Active, Associate, Life and Sustaining
Section 1. ACTIVE MEMBERS
The following persons described below, having jurisdiction within the South Suburban area, shall be eligible for active members:
(a) Commissioners, Superintendents, Directors, Chiefs, Sheriff, State's Attorney and Medical Examiner having actual supervision of and receiving salaries from any legally constituted Federal, State, County or Municipal agencies for law enforcement purposes.
(b) The Chief Law Enforcement Officer of a railroad police system.
(c) Executive Assistants or other full time Command Officers of such departments
as approved by department member executive as indicated in section (a) and so
long as their department chief executive does not, in writing to the association,
request that their membership be terminated.
Section 2. ASSOCIATE MEMBERS
(a) Any person not eligible for active membership but qualified by training and experience in police or other law enforcement activity, or by professional attainments in police science or administration or persons who have a legitimate special interest in law enforcement activity compatible with the goals of South Suburban Association of Chiefs of Police shall be eligible for Associate Membership in this association. Associate members shall have all the privileges of Active Membership except that of holding office and voting.
(b) All applications for associate membership shall be recommended by an active member who possesses knowledge of the qualifications of the applicant.
Section 3. LIFE MEMBERS
(a) Any active member who shall have served the Association with honor and distinction and by virtue of his having been a member in good standing for a period of not less than five years and having been honorably retired from law enforcement service is eligible for life membership. Any such active member who, although remaining in law enforcement service, locates out of the state of Illinois or within the state but outside the territorial limits of the Association may be eligible for a life membership if in the opinion of the Executive Board that member's service to the Association has been exceptionally beneficial to the Association.
(b) An active member is "honorably retired from law enforcement service" when he leaves the field of law enforcement which entitled him the status of active member either on pension or eligible for a pension, although he may not yet be drawing its benefits; or when he leaves the field of law enforcement after a career in law enforcement but is not eligible for a pension because of his inability while in active service to qualify for a pension plan.
(c) Upon notification to the Secretary of an active member's retirement from law enforcement, the Secretary shall notify the President of the Association and shall cause a review of such retired member's eligibility and shall advise the President whether or not there is any reason to delay the immediate awarding of the life membership. Upon notification to the Secretary of an active member's relocation from the territorial limits of the Association but who remains in law enforcement service, the Secretary shall notify the Executive Board which shall then consider said member's eligibility for life membership.
(d) Upon approval by the Executive Board the President of the Association may then direct the Secretary to award or to withhold the life membership. The Secretary shall take no action in awarding a life membership until directed by the President of the Association.
(e) All life memberships granted or withheld shall be reported to the Executive
Board and to the general membership at their next meeting.
(f) A life member shall have all the rights and privileges of an active member except that of holding elected office and shall be exempt from payment of dues.
(g) The life membership of a member who returns to active duty in law enforcement in a capacity making him eligible for active membership shall be suspended and he shall revert to the status of an active member with all its privileges and obligations until such time as he again leaves law enforcement. At that time, upon notification to the Secretary, his life membership shall be reinstated.
Section 4. HONORARY MEMBERS
(a) The President, with the advice and consent of the Executive Board, may appoint qualified persons to honorary membership. Such honorary members shall not have the right to vote and shall be exempt from the payment of dues.
(b) An honorary membership may be conferred only upon a person who holds a recognized position in the official or civic life of the nation, the state or the community he represents and who has demonstrated through his official position, civic leadership or public benefaction that he is worthy of recognition by the Association.
(c) The term of an honorary membership shall be coincident with the continued honorable public position of the person so recognized.
Section 5. MEMBERSHIP APPLICATIONS
(a) Application for membership shall be submitted on such forms and in such manner as the Executive Board may prescribe. Eligibility in any grade of membership shall be determined by the Executive Board.
(b) All applications shall be reviewed by the membership committee for eligibility and presented to the Executive Board for approval. The applicant shall become a member of the Association when approved by a majority vote of the membership of the Association at its next regular meeting following approval by the Executive Board.
Section 6. DISQUALIFICATION
(a) No member who is in arrears in his dues will be entitled or allowed to vote.
(b) Any member in arrears in his dues for two (2) months shall be notified thereof by the Secretary by certified mail. Unless such dues are paid within thirty (30) days from the date of such notice, he automatically will cease to be a member of the Association and his name will be removed from the membership roll. Upon application therefore and with the approval of the Executive Board, he may be reinstated upon payment of the current dues and penalty of five dollars ($5.00).
(c) Any member of the Association who has brought the law enforcement profession into disrepute, as evidenced by dismissal or requested resignation from his law enforcement agency because of nonfeasance, misfeasance or malfeasance, or by other substantial circumstances, shall be suspended or expelled from this Association.
(d) Any member having been found guilty by a majority vote of the Executive Board of participating in activities detrimental to the best interests of the Association shall be expelled from the Association.
(e) Any member who knowingly misrepresents any statement on his application or who knowingly misrepresents the qualifications or the character of any applicant he recommends shall be suspended from the Association.
(f) No member shall be suspended or expelled from this Association except on written charges preferred; and then he shall have the right to defend himself before the Executive Board which is empowered to render a final decision in the matter.
DUES
Section 1. The annual dues of the Association shall be determined by the Executive Board and approval by the membership at the Association's December meeting. The dues shall be paid to the Secretary-Treasurer and shall be payable on January 1st of each year.
Section 2. Special Assessments, upon the recommendation of the Executive Board, may be voted by a two-thirds (2/3) vote of the membership at any regular meeting. Special Assessments shall be paid promptly and paid by all members of the Association unless otherwise specified.
ARTICLE V
OFFICERS ESTABLISHED
Section 1. The officers of this Association shall be active members of this Association and the active head of a legally constituted law enforcement agency in the south suburban area. They shall consist of a President, a Vice President, a Treasurer, a Secretary and Sergeant at Arms. They shall hold their respective offices for the term of one year or until their successors are elected. If during his term of office an officer's status as active head of a legally constituted law enforcement agency in the south suburban area changes, he shall submit his resignation in writing with in 30 days. Should this resignation not be forthcoming within the prescribed time, the Executive Board shall declare the position vacant. The vacant position shall be filled by ascending progression of the remaining officers, leaving the lowest office vacant.
Section 2. If, for any reason a vacancy occurs in the office of President through the Secretary, the next ranking officer shall move up automatically to fill it. A vacancy in the office of Sergeant at Arms shall be filled by a special election after due notice unless such special election is impractical in the judgment of the Executive Board. (because of the close approach of the annual meeting.)
Section 3. NOMINATIONS
The President will appoint a Nominating Committee, consisting of a Chairman and four (4) past Presidents active in the Association.
(a) It shall be the duty of this committee to nominate one or more candidates to each office.
(b) Candidates may also be nominated, by a member(s) in good standing from the floor, prior to election, when nominations are opened for a specific office. Such nominations must be seconded by a member(s) in good standing to be valid.
Section 4. ELECTION
All the nominees shall be voted upon at the Annual Meeting by secret ballot unless there is only one (1) candidate for the office to be filled. The candidate receiving a majority of the number of votes cast for each office shall be declared elected. In the event no candidate receives a majority of votes on the first ballot, another ballot shall be taken between the two (2) candidates receiving the highest number of votes on the first ballot. The one receiving the majority of votes shall be elected.
Section 5. DUTIES OF OFFICERS
(a) President- The President shall preside at all meetings of the Association
and shall act as Chairman of the Executive Board. He shall appoint such standing
and special committees as are necessary for the conduct of the business of the
Association and shall appoint a parliamentarian to give advice to the chair
and, when requested, to any other member. The parliamentarian, by virtue of
his office, shall be chairman of the constitution and by-laws committee. The
President shall be an ex-officio member of all committees except the nominating
committee. He shall be responsible to the Executive Board for the proper functioning
of all committees and shall perform such other duties as may, from time to time,
be assigned to him by the Executive Board or
by resolution of this Association.
(b) Vice President- The Vice President shall perform such duties as may be assigned by the President. He shall be responsible for such committees as designated by the President. In the absence of the President he shall perform the duties of the President.
(c) Treasurer- The Treasurer shall be responsible for the custody of all funds belonging to the Association and may determine the manner of depositing and safeguarding such funds. He shall receive all money from dues and other sources belonging to the Association and shall disburse funds only in accordance with the needs of the Association as determined by the Executive Board or by the Association. It shall be his duty to make full financial reports to the Association at its Annual Meeting and to submit the books and records for audit prior to the Annual Meeting.
(d) Secretary- The Secretary shall serve as the Secretary of the Executive Board. He shall give due notice of meetings of the Association and its Executive Board and shall keep the official minutes thereof. He shall maintain all membership records.
(e) Sergeant at Arms- The Sergeant at Arms shall assist in preserving order during the meetings as the President may direct. He shall be responsible for seeing that the furnishing and physical arrangements in the meeting place are in proper order for the meeting. He shall perform such other duties as may be, from time to time, assigned by the President.
MEETINGS OF THE ASSOCIATION
Section 1. The regular monthly meetings of the Association shall be held on the fourth Thursday of each month, except for compelling reasons the President may designate an alternate date, at a location to be approved by the Executive Board. The time of the meeting shall be designated by the President with the concurrence of the Executive Board.
Section 2. Special meetings may be called by the President, by the Executive Board, or a request to the Executive Board by not less than ten (10) members provided ten (10) days' notice is given. No business shall be transacted at this special meeting except that announced in the notice of special meeting.
Section 3. The regular meeting on the fourth Thursday in September shall be known as the Annual Meeting and shall be for the purpose of electing officers, receiving reports from committees and of officers and for any other business that may arise.
Section 4. Twenty-five (25) active members of the Association shall constitute a quorum.
Section 5. The order of business to be followed at regular meetings is as follows:
1. Call to order
2. Calling the roll
3. Recognition of Guests
4. Reading of minutes from previous meeting
5. Reading of communications
6. Reading of applications for membership
7. Committee reports
8. Unfinished business
9. New business
10. Good of the order
11. Adjournment
COMMITTEES
Section 1. The Association shall have the following standing and/or special committees to aid in the accomplishment of its objectives:
(a) A Membership Committee shall be appointed by the President promptly after the Annual Meeting. It shall be the duty of this committee to review each membership application to determine applicant's qualification and class of membership to which he is entitled and to issue annually a current membership directory.
(b) A Constitution and By-Laws Committee shall be appointed by the President promptly after the Annual Meeting, the Chairman of which shall be the Parliamentarian. It shall be the duty of this committee to interpret the by-laws of the Association, to prepare amendments to the constitution and by-laws as they become necessary, to maintain a copy of the current by-laws and to furnish to the Membership Committee a copy thereof for inclusion in the annual membership directory.
(c) A Resolutions Committee shall be appointed by the President promptly after the Annual Meeting whose duty shall be the preparation of resolutions of the Association as directed by either the Association or its Executive Board.
(d) A Training Committee shall be appointed by the President promptly after the Annual Meeting whose duty shall be the organization and coordination of training programs for the benefit of member departments.
(e) A Legislative Committee shall be appointed by the President promptly after the Annual Meeting whose duty shall be to be aware of proposed, pending and enacted legislation that affects law enforcement and to report thereon to the Association, and to take whatever action in legislative matters that the Association or its Executive Board may direct.
(f) A Court Liaison Committee for the Fifth and Sixth Districts of the Circuit Court of Cook County shall be appointed by the President promptly after the Annual Meeting whose duty shall be to act as a liaison between the Court and the Association.
(g) A Golf Outing Committee shall be appointed by the President promptly after the Annual Meeting whose duty shall be to organize and administer an annual golf outing as a fund-raising event.
(h) An Awards Committee shall be appointed by the President promptly after the Annual Meeting whose duty shall be to accept and evaluate nominations of officers and/or citizens for recognition because of meritorious acts in cooperation with the law enforcement and to determine those to whom awards will be given.
(i) A Sickness and Distress Committee shall be appointed by the President promptly after the Annual Meeting whose duty shall be to report to the Association the illness or death of a member or of his immediate family and, in appropriate cases, send an expression of sympathy from the Association.
(j) A South Suburban Mayors and Managers Liaison Committee shall be appointed by the President promptly after the Annual Meeting whose duty shall be to act as liaison between the Group and the Association.
(k) A Public Relations Committee shall be appointed by the President promptly after the Annual Meeting whose duty shall be to release to the media information concerning those activities of the Association which might be of general interest to the public.
(l) Greater Cook County Council of Police Chiefs Liaisons Two (2) senior active members of the Association shall be appointed as liaisons to the Greater Cook County Chiefs Association by the President promptly after the Annual Meeting. Their duty shall be to attend meetings of that group and to report to the Association.
(m) A Disaster Planning Committee shall be appointed by the President promptly after the Annual Meeting whose duty shall be to maintain a current inventory of sources of assistance in manpower and equipment that may be available to a member department in case of need in an emergency situation.
(n) An (STARM) Executive Development Workshop Committee shall be appointed by the President promptly after the Annual Meeting whose duty shall be to plan and coordinate the (location and activities of this) workshop in cooperation with the Training Committee and to keep an accurate account of all receipts and expenditures. (in connection with this seminar)
(o) A Special Olympics Committee shall be appointed by the President promptly after the Annual Meeting whose duty shall be to coordinate and conduct the South Suburban Leg of the Law Enforcement Torch Run as an annual fund-raiser for the Special Olympics.
(p) A Nominating Committee shall be appointed by the President at his convenience after the Annual Meeting whose duty shall be to present to the Association at its Annual Meeting a slate of officers for the ensuing year, and during the year to present a candidate to fill any vacancy that may occur in an elective office.
(q) Such other Committees, standing or special, which from time to time may be necessary to carry on the work of the Association, shall be appointed by the President.
EXECUTIVE BOARD
Section 1. There shall be an Executive Board consisting of the President, the Vice President, the Treasurer, the Secretary, the Sergeant at Arms, the Parliamentarian, the immediate Past President, the Chairman of the Membership Committee and all Past Presidents who maintain their active participation in the Association. If at any time there are less than six such Past Presidents, then that vacancy or vacancies shall be filled by presidential appointment from the general membership. Any member having three unexcused absences from a meeting of the Executive Board or Regular Membership Meeting within a twelve-month period shall forfeit automatically his Executive Board membership.
Section 2. The Executive Board shall have general supervision of the affairs of the Association between its business meetings and shall have authority to take all appropriate measures and to perform all duties required to accomplish the objectives of the Association and none of its acts shall conflict with action taken by the Association.
Section 3. The Executive Board shall convene monthly at a time and place specified by the President and at such other times as the President or a majority of the Executive Board may determine. Five (5) members of the Executive Board shall constitute a quorum.
PARLIAMENTARY AUTHORITY
The Rules contained in "Robert's Rules of Order Newly Revised" shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with these by-laws or any special rules of order the Association may adopt.
POLICY AND PROCEDURES
Section 1. Amendments - The constitution and by-laws may be amended by a two-thirds (2/3) vote of the active members present at any regular meeting, provided that before a vote shall be taken on any amendment, such amendment shall be submitted to the Executive Board for a report to the Association; and provided that a written notice setting forth the proposed amendment shall be given to all active members twenty (20) days prior to the meeting at which the amendment is to be considered.
Section 2. Political Contributions - The association shall not endorse any political candidate for public office nor contribute any association funds directly or indirectly to a candidate for public office or fundraising effort on behalf of a candidate for public office or to any political party. Further the association shall not contribute any association funds to any publicly supported organization, committee, or agency whose administration is wholly or partially subject to appointment by political leadership or election to public office.
REVISED AND APPROVED BY THE MEMBERSHIP ON December 16, 2004