Meeting Minutes 

Constitution and By-Laws

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MINNESOTA ASSOCIATION OF WOMEN POLICE 

Revised May, 2012

ARTICLE I. This organization shall be known as the MINNESOTA ASSOCIATION OF WOMEN POLICE. 

ARTICLE II. PURPOSE 

1) Promote a closer official and personal relationship among women and men in law enforcement throughout the State of Minnesota. 

2) Emphasize the need, increase the opportunity and expand the duties of women in all aspects of law enforcement. 

3) Uphold high standards of professionalism and job performance, 

4) Provide training opportunities to encourage continual exchange of contemporary police information and techniques. 

5) Support efforts to eliminate discrimination in law enforcement on the basis of sex at recruitment, selection and promotional levels. 

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ARTICLE III. MEMBERSHIP 

Section 1. This association shall be divided into five (5) classes; Active, 

Associate, Honorary, Sustaining, and Student. 

Section 2. ACTIVE: All full-time law enforcement officers of the State of Minnesota with the power of arrest who are paid by public funds. Members in good standing after retirement have the privilege of continuing as active members by payment of annual dues. Active members should be entitled to all rights and privileges of the Association and shall share in all its responsibilities. 

Section 3. ASSOCIATE: All retired law enforcement officers, all part-time law enforcement officers paid by public funds, law enforcement students, and any person who by training, experience or other professional attainments in law enforcement work, as determined by the Board of Directors, including persons publicly employed in other areas of police work and persons privately employed as security officers, may become associate members of this Association. Associate members shall have all the privileges of active membership except that of holding office and voting. 

Section 4. HONORARY: Persons of distinction who have demonstrated an interest and support of women in law enforcement, upon the recommendation of the Board of Directors at a regular meeting of the membership, may be elected to honorary membership by a vote of two-thirds of the members present. Applications for honorary membership shall be submitted to the Board of Directors. Honorary members shall have all the rights and privileges of active members except those of holding office and of voting and shall be exempt from payment of dues. 

Section 5.   SUSTAINING: Any individual or group interested in fostering the aims and objectives of the Association may become a sustaining member. A sustaining member shall have all the privileges of active membership except those of holding office and of voting. 

Section 6. MEETINGS: There shall be at least two general membership meetings during the year. The spring meeting of the election year shall be for the purpose of electing officers and transacting other business. Notice of such meetings shall be announced in the newsletter or be mailed by the Secretary at least two weeks prior to the date of such meeting. 

Section 8. SPECIAL MEETING: Special Meetings of the Association shall be called when so requested by a majority of the Board of Directors. 

Section 9. METHOD OF VOTING: On all questions, the vote may be taken verbally, but when one-third (1/3) of the members present demand a yea-any-nay vote to be taken by the Association, it shall be done accordingly. The Secretary shall call the roll and record the vote of each member, and the same shall be entered upon the minutes. 

Section 10. QUORUM: A simple majority of the members present shall constitute a quorum for the transaction of business at the fall and spring meetings. 

ARTICLE IV. DUES. 

Section 1. The annual dues shall be set bi-annually by the Board of Directors and published on the Association.

Section 2. DUES STATEMENTS. It shall be the duty of the Treasurer/Communication Officer to send membership statements to each member upon receipt of their dues. 

Section 3. MEMBERSHIP CARDS. It shall be the duty of the Communication Officer to send official membership cards to the meinbers whose dues payments are received in compliance with the above articles/sections.

ARTICLE V. BOARD OF DIRECTORS 

Section 1. GOVERNMENT AND ELECTION. Subject to the directions of the members of this Association at their annual meetings or special meetings the business and property of the Association shall be managed and controlled by the Board of Directors, who shall implement the general policy of the Association. Roberts Rules of Order, Newly Revised, shall constitute the rules of procedure of all business meetings and shall govern all matters not herein covered. 

Section 2. MEMBERS. This association shall be governed by a President, 1st Vice President, 2nd Vice President, Secretary, Treasurer, Communications Officer, Immediate Past President and Historian. All members of the Board of Directors shall be active members with membership dues current. 

Section 3. DUTIES OF THE BOARD OF DIRECTORS. 

PRESIDENT: The President shall be the chief corporate officer of the Association and shall preside over all regular meetings of the Association and Board Meetings, shall implement all actions directed by the Board and the Association membership; shall, with the Treasurer, sign all written contracts and obligations as directed by the Board; shall be responsible for publishing the annual report; and lastly, shall serve as an Immediate Past President for at least two (2) years following the conclusion of his/her term as President. 

1ST VICE PRESIDENT: The 1st Vice President shall preside in the absence of the President. It is further provided that the 1st Vice President shall be the chair of the Membership Committee. The 1st Vice President may have other powers as the Board of Directors may determine. 

2ND VICE PRESIDENT: The 2nd Vice President shall per-forin duties as determined by the President. 

SECRETARY: It shall be the duty of the Secretary to attend to all correspondence, to read reports and communications that may be presented, to file the same with the records of the Association, to keep an impartial record of all proceedings of the Association and Board of Directors and to perform all other such duties as may be required by these By-Laws or which may be necessary in the interest of the Association. The Secretary shall deliver to her/his successor all property of the Association in her/his possession. The Secretary shall keep an accurate record of all meetings of the Association and of the Board of Directors and shall bring her/his completed reports to all meetings. The Secretary along with the Communications Officer shall conduct all correspondence as directed. 

TREASURER: It shall be the duty of the Treasurer to receive all monies belonging to the Association and without unnecessary delay, deposit same to the credit of the Association in the bank designated for that purpose; keep accurate, detailed and business-like records of the same; render a financial statement at each meeting and upon request of the President; fill out and sign all certificates of membership granted by the Association and perform all such other duties as may be required by these By-Laws or which may be necessary in the interests of the Association. She/He shall deliver to her/his successor all monies and other property of the Association in her/his possession. 

COMMUNICATION OFFICER: The Communication Officer shall be responsible for membership communication regarding information pertinent to the Association membership. The Communication Officer shall retain editorial control of any item submitted by any person for distribution (electronic or otherwise). The Communication Officer shall be responsible for the publicity of Association events, awards and announcements as the Board of Directors may determine along with the Secretary. 

IMMEDIATE PAST PRESIDENT: The Immediate Past President shall serve as a member of the Board of Directors for two (2) years following the conclusion of her/his term as President; shall act in an advisory capacity; and may perform other duties as determined by the Board. 

HISTORIAN: The Historian will keep historic records of the Association and continuously keep these records up-dated with articles, pictures and Association news. 

Section 4. RESIGNATION. Any member of the Board of Directors may resign at any time by giving written notice of such resignation to the Board. 

Section 5. VACANCIES. A vacancy on the Board of Directors, other than the positions of the President and Immediate Past President, shall be filled by appointment of the Board until the next election. The appointee shall be an active member in good standing. 

Section 6. POWERS. The Board of Directors shall have full power to administer all affairs, outline the programs and adopt ways and means of advancing the interests of the Association. 

Section 7. CHAIR. At all meetings of the Board of Directors, the President or Vice President, or in their absence, a chair chosen by the Board present, shall preside. 

Section 8. QUORUM. At all meetings of the Board of Directors, one-half of the current Board of Directors plus one (1) shall be necessary and sufficient to constitute a quorum for the transaction of business and the act of a majority of the Directors present at any meeting at which there is a quorum shall be the act of the Board of Directors. 

Section 9. ABSENCES. Any Board member who is absent from three (3) regular Board meetings without good cause, inay be dropped and the vacancy filled by the Board.

Section 10. EXPENDITURE OF FUNDS. The Board of Directors shall direct the expenditure of funds of the Association, not to exceed the amount held by the Treasurer. 

Section 11. MEETINGS. The Board of Directors shall meet as such time and place as shall be determined by the President. Notices of such meetings shall be posted on the Association website at least two (2) weeks prior to such meeting date. Changes to meetings times, dates, and locations shall be posted as immediately as possible. 

Section 12. SPECIAL MEETINGS. Special meetings of the Board of Directors may be held at the call of any Board member or upon electronic request from two-thirds (2/3) of all Association members. 

Section 13. REMOVAL. Any Director or chair may be removed from office by the affirmative vote of two-thirds (2/3) of all the members at any regular or special meeting called for that purpose, for nonfeasance, malfeasance or conduct detrimental to the interests of the Association. Any Director or chair proposed to be removed shall be entitled to at least fifteen (15) day's notice in writing of the meeting of the members at which such removal is to be voted upon and shall be entitled to appear before and be heard by the members. Notice may be given electronically.

Section 14. ELECTION, TERM OF OFFICE, AND QUALIFICATIONS. All Board members, except the Immediate Past President, shall be elected bi annually by a majority vote of the active members of good standing, No Board member shall serve more than two (2) consecutive terms in the same office. No person may hold more than one office at the same time. 

ARTICLE VI. STANDING COMMITTEES 

Section 1. The President shall appoint a member of the Board of Directors to serve as the chair of all standing commit-tees unless otherwise herein provided. The personnel of the standing committees shall be appointed jointly by the President and the chair of the respective committees. 

Section 2. WAYS AND MEANS/FINANCE COMMITTEE. This committee shall consist of at least three (3) members whose duty it shall be to examine all financial accounts of the Association annually. It shall also be their duty to find ways and means by which to finance the functions of the Association, with the aid of the members. 

Section 3. MEMBERSHIP COMMITTEE. This committee shall consist of at least three (3) members, whose duties shall be to attempt to obtain new members for the Association; and shall be to devise and execute plans which shall tend to secure proper publicity for the Association. 

Section 4. SCHOLARSHIP COMMITTEE. This committee shall consist of at least three (3) members who shall determine eligibility of applicants and shall determine, according to previously established guidelines, the recipients of the scholarships. 

Section 5. AWARDS COMMITTEE. This committee shall consist of at least three (3) members whose duties shall be to review award nominations, and select recipients according to the previously established guidelines, 

Section 6. ISSUES COMMITTEE. This committee shall consist of at least three (3) members, whose duties shall be to review, research, and make recommendations regarding issues presented by the membership. 

Section 7. ACTION COMMITTEE.. This committee shall consist of at least three (3) members, whose duties shall be to review all requests for endorsements and contributions. 

Section 8. NOMINATIONS/ELECTIONS COMMITTEE. This committee shall consist of at least three (3) members, not to include Board members, whose duties shall be to solicit candidates for Board positions, devise and monitor an election process, and guarantee the integrity of general voting at all membership meetings. 

Section 9. MENTORING COMMITTEE. This committee shall consist of at least three (3) members, whose duties shall be to assist in managing the program in accordance to established guidelines. 

ARTICLE VII. AMENDMENTS TO THE CONSTITUTION 

Section 1. By Directors: An amendment to this constitution must be presented in writing to the Board of Directors. Upon approval by the Board, the amendment will be presented for vote at the next annual meeting. All provisions of the constitution, made by the Board of Directors, may be altered, amended or repealed by the members. 

Section 2. By Members: The constitution may be altered, amended or repealed at the members, represented in person, provided that the proposed action is inserted in the notice of such meeting. 

BY-LAWS OF THE MINNESOTA ASSOCIATION OF WOMEN POLICE 

Revised May, 2012 

ARTICLE I. 

Section 1. The annual dues shall be set bi-annually by the Board of Directors and published on the Association. 

Section 2.  All dues of the Association shall be payable in advance by February 1st of the current year. 

Section 3. Members wishing to reinstate their membership may make their renewal by submitting their annual dues, Reapplication is not necessary unless personal/identifying information has changed. 

Section 4.  It shall be the duty of the Treasurer/Communication Officer to send membership statements to each member upon receipt of their dues. 

Section 5. It shall be the duty of the Communication Officer to send official membership cards to the members whose dues payments are received in compliance with the above articles/sections. 

Article II. 

Section 1. The annual Fall meeting of the Association shall be held at such time and place as determined by the Board of Directors and may occur in conjunction with a regular Board of Directors meeting, 

Section 2. Seven members shall constitute a quorum for the transaction of all business at the annual fall meeting.

Section 3. Special meetings of the Association shall be called when so requested by nine or more members or when requested by a majority of the Board of Directors. 

Section 4. There shall be at least two general membership meetings during the year. The Spring meeting of the election year shall be for the purpose of electing officers and transacting other business. It may be held at the Annual Training Conference if such conference falls within the appropriate time period. The Fall meeting may be held in conjunction with a regular Board of Directors meeting. Notice of such meetings shall be posted on the Association website at least two weeks prior to the date of such meeting. 

ARTICLE III METHOD OF VOTING: 

On all questions for the Board of Directors or Association Membership, votes may be taken verbally, but, when one third (1/3) of the members present demand a yea-and-nay vote to be taken, it shall be done accordingly. The Secretary shall call the roll and record the vote of each Member/Director, and the same shall be entered upon the minutes. 

Additionally, voting (General Membership or Board of Directors) may be done electronically or within current technological abilities. A vote may be taken using multiple methods as long as all votes can be accounted for. If done electronically or by means other than in person, the vote and its results must be recorded as such by the Secretary and entered upon the minutes.