COLORADO ASSOCIATION OF PROBATION OFFICES
BY-LAWS
ARTICLE I - NAME
SECTION 1. The name of this association shall be:
The Colorado Association of Probation Offices (CAPO)
SECTION 2. The reference to CAPO or the Association shall be
used to identify this association.
ARTICLE II - OBJECTIVES
SECTION 1. The objectives of the CAPO shall be:
a. Establish and support standards of professionalism for individuals
in probation services with the State of Colorado.
b. Assist in the promotion of a more unified and cooperative
working relationship among probation services within the state.
c. Encourage improvement of communication among CAPO, the Colorado
Chief Probation Officers Association (CCPOA), the Supervisor's Association
and the Judicial Department to effect appropriate classification, salaries,
management standards, training programs and other relevant issues of concern.
d. Support legislation that would promote funding, training and
the educational endeavors of those employed in probation throughout the
State of Colorado.
e. Assist the Department of Probation Services, the regional
training groups and local Judicial Districts in developing, presenting and
coordinating on-going training programs.
ARTICLE III - MEMBERSHIP
SECTION 1. There shall be the following classes of members:
a. Active: A full-time, part-time, temporary or contract employee
with a Colorado Judicial Probation Department.
b. Affiliate: An individual who actively participates in the advancement
or support of CAPO's goals.
c. Life: Life membership may be awarded by a consensus of the
Board, after receiving a written nomination from an active member.
d. Honorary: Judges within the judicial districts of Colorado or it's
municipalities, who express interest in supporting CAPO shall be extended
honorary membership by the consensus of the board.
SECTION 2. Dues
a. The annual dues for active members shall be twenty-five ($25.00) dollars
per annum or three years for twenty ($20.00) dollars per annum.
b. The annual dues for affiliate members shall be twenty ($20.00) dollars
per annum or three years for fifteen ($15.00) dollars per annum.
c. Dues shall be payable annually or tri-annually, according to the
members desired term of membership, to the treasury, from the anniversary
date of membership.
d. Waiver of annual dues:
1. Upon receipt of an first time application for membership to CAPO,
from someone who has not previously been employed in probation services
in the State of Colorado, the first years dues are waived and shall no be
collected until the 2nd year.
2. Honorary or lifetime members dues shall be waived..
3. Dues that are unpaid after 30 days of the member's anniversary
shall cause that member to be considered in default, unless paid in full
before 60 days of the member's anniversary.
4. Dues that remain unpaid after 60 days from the member's anniversary
shall cause that membership to lapse.
SECTION 3. Membership Rights
a. Members in good standing: a member, who has paid their annual dues,
shall be considered in "ood standing".
b. Any member, whose dues are in default, shall also be considered
as "a defaulted member. "
c. Any member, whose dues become lapsed, shall re-apply for membership.
d. All members "in good standing" shall be entitled
to vote during any and all regular membership and special membership meetings
and during the election of officers.
e. All members "in good standing" shall be recognized to
speak during regular and special membership meetings.
f. All members "in good standing" shall be entitled
to other such benefits of membership in CAPO as the general membership or
Board of Directors shall decide.
ARTICLE IV - OFFICERS
SECTION 1. The officers of this
CAPO consist of President, President-elect, Vice-President, Secretary, Treasurer
and six regional
representatives.
SECTION 2. Duties of officers:
a. The President shall:
1. Preside at all regular and special meetings of CAPO
and at Executive Board meetings.
2. Appoint or re-appoint the chairperson of the standing and
special committees.
3. Sign documents such as: contracts, checks, and correspondence.
4. Serve and/or appoint a designee, as the liaison to the Division
of Probation Services, CCPOA, and Supervisor's Association and any other
judicial committees or agencies, which invite participation from CAPO.
5. Perform the duties prescribed by these by-laws and the
parliamentary authority adopted by the CAPO.
6. Call special membership meetings as required or deemed in
the best interests of CAPO by the Board.
7. Appoint a parliamentarian to provide parliamentary guidance
to the Board. The parliamentarian is not a voting member.
b. The Vice-Presidents shall:
1. Preside in the absence of or at the request of the President.
2. Assume the office of President if a vacancy should occur in that
office.
3. Coordinate the general membership meeting, the regular and
special membership meetings, the Board meetings and any other meeting called
by the President or the Board of Directors.
4. Assist the President with any functions so designated by the president.
5. Sign checks for the association as needed.
6. Oversee the function, duties and responsibilities for the statewide training
committee.
7. Be responsible and account for all budgetary expenditures related to
training.
8. Work closely with the Division of Probation Services to develop
and deliver training at the regional and local levels.
9. Work with the regional representatives and judicial
district training committees to develop and deliver training that is appropriate
and needed within the region or district.
10. Arrange for CAPO to act as a monetary agent for regional
or district training committees to funnel funds from vendors or other outside
agents to the regional or district training events.
c.
The Secretary shall:
1. Record the minutes of all CAPO membership, special and board meetings.
2. Furnish copies of the minutes to all members
of the Executive Board within ten (10) working days of the meetings, and
maintain a chronological book of minutes.
3. Submit the minutes of all meetings to the CAPO webmaster for inclusion
in the CAPO web site.
4. Make all corrections to the previous minutes as directed by
the appropriate authority, noting corrections of additions, omissions or
clarifications to previous minutes.
5. Write all correspondence on behalf of the Association at the direction
of the President.
6. Perform other duties as requested by the President or
the Executive Board.
7. Notify all persons elected to office within ten (10) days
after the election.
8. Shall distribute and collect committee rosters at the annual
meeting and forward copies to each committee chairperson.
9. Shall obtain a letter of acceptance from newly elected officers,
which will be placed in the Book of Minutes.
10. Forward all correspondence from members or others to the appropriate
officer or committee chair.
d. The Treasurer shall.
1 Receive
all monies from dues and other resources.
2 Maintain
a bank account and disburse funds as directed by the Executive Board.
3 Sign
checks with the President or President-elect.
4 Deliver
all monies, books, papers and other property of the Association to his/her
successor within thirty (30) days
after the election.
5
Have the books ready for the audit by the end of each fiscal year and at
other times as directed by the Executive
Board.
6 Present
the Auditor's Report at the annual meeting for approval of the membership.
7 Chair
the Budget Committee and present the purposed budget at the second Executive
Board meeting after the
annual membership meeting.
8.
Approve and coordinate budgets of each Standing Committee.
9 Prepare and submit the annual tax returns
and the required corporate and non-profit status reports.
10 Secure the appropriate signatures for all financial
institutions and maintain an updated registry of
approved signatures
e.
The Regional Representatives shall:
1
Coordinate directives issued by the Executive Board.
2 Be
responsible for reporting regional information at Executive Board Meetings.
3 Assist
district representatives with recruitment.
4
Conduct a minimum of two (2) regional meetings each year, one at least three
(3) months prior to the annual
meeting.
5 Identify
one person from each judicial district to act as a local representative
for that judicial district.
6
Coordinate and communicate with the district representatives concerning
issues of the local Association
membership.
7 Assist
the regional and district training committees with training events, directing
information to the
Vice-President.
SECTION 3. Term of Office
a. Each officer shall be elected to a term of two years in office,
except that the President-elect shall assume the office of president upon
the completion of the president's term, or the resignation of the sitting
president.
b. Person's shall be elected to each office for which they stand
by a majority vote of the members in "good standing" at the time
of the election.
c. Each person elected to an office shall assume their responsibilities
at the first Board meeting held after the elections.
d. Unfilled offices or uncompleted terms of an office shall
be filled for the remaining term as if the officer completed their scheduled
term of office.
e. All candidates shall indicate, in writing their acceptance, if
elected.
f. The office of President shall not stand for election, after the
initial two-year term from the date of the adoption of these revised By-laws,
if a President-elect is chosen. All references to the office of President-elect
and the acts of these By-laws upon that office are null and void if the
membership rejects this office during the acceptance of the revised By-laws.
SECTION 4 Elections of officers
a. Elections for the offices of President-elect, Vice-President, Secretary,
and Treasure shall be subject to approval by the entire membership of CAPO.
b. The above named offices shall be elected every two years from
the date of adoption of these revised by-laws.
c. The six Regional Representatives shall be elected by the membership
within the six regions of CAPO.
d. The Regional Representative shall be elected every two years from
the date of the adoption of theses revised by-law's, except as otherwise
state following.
e. Three Regional Representatives shall be first elected to thee year terms
and three shall be elected to a two year term, with their replacements,
then being elected to a two year term
f. The person receiving the highest number of votes for
an office shall be elected to the office.
g. In case off a tie vote for an office, a recount of the ballot
will be conducted.
h. If a tie for the office still exists, the Board at its first meeting
after the election shall determine the method of selecting the office holder.
i. A recall of any elected officer may be initiated by gathering the
signatures of 1/10 of the active membership on a petition to recall.
SECTION 4. Vacancy in Office
a. In case of a vacancy in the office of President, the Vice-President
shall become President.
b. In case any of the other elected offices become vacant, the
Board shall decide if a special election is called for to fill the office,
or the membership with signatures of 1/10 of the active membership, may
petition for a special election to fill the vacant office.
c. If the Board decides an election is not called for and membership
does not petition for an election, then the board may chose replacements
to fill the terms of officer who resign.
d. If no one stands for an office at the annual election, then the
office shall remain vacant until such time as a special election is held
and an officer is elected.
e. Members of the Executive Board absent from three (3) consecutive
meetings without good cause, shall forfeit the right to their office. The
President shall determine "good cause" with regard to absenteeism
from Executive Board Meetings.
f. Board member may resign from the Board by submitting a written
letter of resignation, including the effective date.
g. The Board shall decide to fill the un-expired term of any elected
officer by the same procedure used to fill any other vacancy.
ARTICLE V - EXECUTIVE BOARD
SECTION 1. The CAPO Executive Board shall consist of the President,
Vice President, Secretary, Treasurer, Regional Representatives and immediate
Past President.
SECTION 2. The Executive Board shall have full power and authority
over the affairs of the Association.
SECTION 3. The Executive Board shall approve the budget.
SECTION 4. The Executive Board shall meet within thirty (30)
days of an election to certify the results of the election and to install
the new officers, who given written acceptance of their election
.
ARTICLE VI - STANDING COMMITTEE
SECTION 1. The Standing Committees shall be: Awards, Budget,
by-laws, Legislative, Membership and Publicity.
SECTION 2. Each committee shall consist of at least four (4) people,
the chairperson and at least three (3) members. Chairpersons of each Standing
Committee shall report to the Executive Board at meetings and at the Annual
Meeting.
SECTION 3. Ad hoc committees shall be appointed by the president
throughout the year as deemed necessary and shall be recruited from members.
SECTION 4. The Awards Committee shall:
a. Chaired by the immediate Past President.
b. Request nominations for specific awards at least ninety (90) days
prior to the annual meeting. The awards should
include, but not be limited to:
1 Probation Officer of the Year
2 Special Recognition Award (can be a group or an individual who has
demonstrated outstanding achievement
and accomplishments).
3 Support Staff of the Year
4 Alcohol Evaluator of the Year
5 Volunteer of the Year
6 Supervisor of the Year
7 Staff Assistant of the Year
c. Nominations for the above awards must be submitted by a voting
member and received by the Awards Committee
Chairperson at least sixty (60) days prior to the annual meeting.
d. Forward the nominations for Line Staff of the Year to APPA in time
for consideration for the summer Training
conference sponsored by APPA.
e. Nominations for any other awards or recognition's to
be made throughout the year shall be submitted to this
committee.
SECTION 5. The Budget Committee
a. The Treasurer shall be the chairperson of this committee
b. This committee shall:
1. Request and receive the proposed budget from each Executive
Board member and committee chairperson at the first Board meeting. Proposed
budgets will include travel expenditures by automobile at actual cost of
the trip.
2. Present a proposed budget to the executive Board for approval
at the second Board meeting.
3. Prepare recommendations to the Board and the membership for
any money's to be spent on special projects or events, including requests
for funding of training events from regional or district training committees.
SECTION 6. The By-laws Committee shall.
a. Receive and investigate amendments proposed by
the general membership or Executive Board.
b. Meet within ninety (90) days after appointment
to review the by-laws, the change, addition or deletion.
c. Prepare proposed amendments for publication and
distribution to the membership (60) days prior to the General Meeting.
The publication of proposed changes, additions or deletions to these By-laws
should be presented in such a manner that the members can determine what
changes, additions or deletions are being made and the possible impact on
these By-laws such changes, additions or deletions will have on the Association.
SECTION 7. Legislative Committee shall.
a. Keep the Board and members fully advised of all
legislative matters pertaining to probation and corrections.
b. Keep the Board and membership fully advised of all personnel
matters pertaining to benefits, training and other related functions affecting
members.
c. Perform any duties concerning legislation as directed
by the Executive Board.
SECTION 8. The Membership Committee shall.
a.
Be responsible for the recruiting of new members.
b.
Strive to keep active members from terminating their membership.
c.
Provided the Executive Board with an annual current membership list to include
names, judicial districts, addresses, positions and type of membership.
d.
Provide the Nomination Committee with a current membership list.
SECTION 9. The Publicity Committee shall:
a.
Establish a public relations program.
b.
With the approval of the Executive Board, make all new releases concerning
the Association.
c.
Be responsible for quarterly publications.
d.
Shall select a competent person to act as Webmaster for the CAPO web site
and all it's links.
1. The webmaster shall update the CAPO
web site on the Internet.
2. The webmaster shall post all minutes
received from the Secretary to the CAPO web site.
3. The webmaster shall establish links
to the APPA, State Courts and other websites as benefit the membership.
4. Shall ensure that all pertinent information
about the web site, CAPO and it's related activities are posted on the web
site as soon as feasible.
e. Shall select a person to act as quartermaster.
1. The quartermaster shall select and
promote products, which will provide revenue for CAPO.
2. The quartermaster shall price such
merchandise at cost plus 20% markup.
3. The quartermaster shall
order and maintain the inventory of all merchandise promoted by CAPO.
4. The quartermaster shall
pay shipping charges, separate from the pricing established for each product.
5. The quartermaster collects
and transmits all funds to the Treasurer for deposit into the general account
for CAPO.
SECTION 10. The Training Committee shall:
a. Be chaired by the Vice President. The chairperson
shall submit a proposed budget for the conference expenditures to the Budget
Committee for review and recommendation for approval of the Executive Board.
b. Act as liaison with the state and regional training
committees.
c. Coordinate CAPO's obligations and responsibilities
with the state or regional training committees.
d. Coordinate CAPO efforts and membership with the
Regional and District Training committees to support professional training
for all districts and the departments servicing those districts.
SECTION 11. Special Committees shall be appointed by the President with
approval of the Executive Board as deemed necessary. Special
Committee Chairpersons shall report to the Executive Board upon request
and at the Annual Meeting.
a. The Nomination Committee shall:
1. A Nominating Committee chairperson
shall be selected by the President within ninety (90) days prior to the
annual meeting.
2. The chairperson shall select a minimum
of four (4) committee members from the sign-up sheets and through recruitment.
3. The Committee shall solicit and nominate
qualified candidates for each office and prepare the ballot. The Committee
shall submit the names of candidates for each office to be filled.
4. The committee shall prepare lists
of candidates and a sample ballot with space for write-in candidates.
The ballot shall be electronic in nature and e-mailed directly to all CAPO
members in good standing prior to the annual meeting.
5. The electronic ballots shall be forwarded
to the nomination committee for counting and certification of the results.
6. The Committee shall check the membership
roster against the electronic signature of each ballot e-mailed to the committee.
Electronic ballots from non-voting persons shall be disqualified.
7. At the annual meeting the members
of the Nominating Committee shall serve as the Elections Committee.
8. At the close of business on the Friday
before the annual meeting, the Committee shall tabulate the electronic ballots
it has received. For officers where there is a clear winner, that
person shall be certified as the officer-elect for that position.
Where the tabulation of ballots and subsequent re-count indicates a tie
for the office, the office shall be certified as a tie to the membership
and the Board.
9. Ties shall be settled as described
in Title IV, Section 4, h.
ARTICLE VI - MEETINGS
SECTION 1. ANNUAL MEETINGS.
a. There shall be an annual meeting in January of each
calendar year, unless otherwise.
b. The nominations/election committee shall present the
results of the election to the membership and certify the results of the
election.
c. Officers and Committee Chairpersons shall report
at the annual meeting.
d. The annual meeting shall serve as the forum for determining
the goals of CAPO for the next calendar year. The membership shall
give direction to the newly elected officers of CAPO on those goals.
Special requests from the Division of Probation Services, CCPOA, the Supervisors
Association and other organizations committed to the objectives of CAPO
shall be heard and their requests shall be considered by the general membership.
SECTION 2. REGULAR MEMBERSHIP MEETINGS
a. The Board shall establish regular membership meetings,
to be held as often as reasonable and to be held at various locations throughout
the state.
b. The President from items that come to the President's attention
from members, the Division of Probation Services, CCPOA, the Supervisors
Association, regional or district training committee or any other source
shall propose the agenda for these meetings.
c. These meetings shall consider binding CAPO to
supporting training, including financial support and any other such support
as a majority of members in good standing agreed to provide.
d. A roll call of members present shall be
submitted to the chairperson of the membership committee or the Treasurer
to verify all members in good standing attending the meeting. This
will establish which persons may vote on motions presented during the meeting.
e. The minutes of the last meeting, old business
and any such committee reports as are relevant to each regular meeting shall
be taken up, prior to discussion and voting on new business.
f. Robert's Rules of Order shall prevail, unless
in conflict with the By-laws of CAPO.
SECTION 2. SPECIAL MEETINGS.
a. The President may call special meetings of the
general membership or Executive Board meetings.
b. The purpose of the meeting shall be stated in the call. Except
in emergencies, a ten (10) day notice shall be given.
SECTION 3. EXECUTIVE BOARD
a. The Executive Board shall meet within thirty (30)
days after the election and approximately every sixty (60) days throughout
the year.
b. Notice of Executive Board meetings shall be at each
previous Board Meeting. The President shall establish time and location
for the meetings. Notification will be included in the Secretary's Minutes.
c. Two elected officers plus four (4) other members of the Executive
Board shall constitute a quorum.
SECTION 4. COMMITTEE CHAIRPERSONS
a. Chairpersons of each standing committee shall report
to the Executive board at each Board meeting.
b. Chairpersons of special committees shall report to the Executive
Board upon request.
SECTION 5 GUESTS
Guests may attend any meeting of CAPO upon invitation of an active CAPO
member.
ARTICLE IX - PARLIAMENTARY AUTHORITY
SECTION 1. Robert's Rules of Order Newly Revised shall govern
the Association on all cases to which they are applicable and in which they
are not in conflict with the ByLaws, the laws of the State of Colorado,
or any special rules the Association may adopt.
SECTION 2. Sargent-at-Arms/Parliamentarian
The chairperson of the By-laws committee or a designee as appointed by the
President shall serve as Sargent-at-Arms and parliamentarian during all
meetings.
ARTICLE X - AMENDMENT
These by-laws may be amended at the Annual Meeting. Approval will be made
by a majority vote. Written notice must be distributed to the membership
at least (60) days prior to the annual meeting.
ARTICLE XI - DISSOLUTION
Upon dissolution of the CAPO, the assets will be distributed equally among
the current active members. The Executive Board at the final board
meeting will accomplish this.
SPECIAL RULES OF ORDER
ORDER OF BUSINESS
1. Call
to Order
2. Roll
Call
3. Reading
of minutes - corrects and/or approves
4. Correspondence
5. Officer's
Reports
a. President *
b. Vice President *
c. Secretary *
d. Treasurer
e. District Representatives *
6. Standing
Committee's Reports *
a. Awards
b. Budget
c. By-Laws
d. Training
e. Legislative
f. Membership
g. Publicity
7. Special
Committee Reports *
8. Special
Orders - Elections, etc*
9. Old
Business
10. New
Business
11. Special
Topics
12. Adjournment
* At regular meetings, for the sake of brevity and to facilitate the shorter
length of time allotted to these regular meetings, only those officers or
reports from committees that are necessary for the business at hand need
be presented. This would be a deviation from Robert's Rules.
By-Laws Committee: Robert McCormick, Chair; Kyle Miller, Sumit Sarkar; Steve
Karlik
These by-laws were amended and approved on January 31, 2003,
,
President.