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 and affiliate members shall be twenty-five ($25.00) dollars per annum or three years for sixty ($60.00) 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 not be collected until the 2nd year.
2. Honorary or lifetime members dues shall be waived.
e. 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.
f. 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 “good 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, Membership Chair 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:

Record the minutes of all CAPO membership, special and board meetings.
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.
Submit the minutes of all meetings to the CAPO webmaster for inclusion in the CAPO web site.
Make all corrections to the previous minutes as directed by the appropriate authority, noting corrections of additions, omissions or clarifications to previous minutes.
Write all correspondence on behalf of the Association at the direction of the President.
Perform other duties as requested by the President or the Executive Board.
Notify all persons elected to office within ten (10) days after the election.
Shall distribute and collect committee rosters at the annual meeting and forward copies to each committee chairperson.
Shall obtain a letter of acceptance from newly elected officers, which will be placed in the Book of Minutes.
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.
Prepare and submit the annual tax returns and the required corporate and non‑profit status reports.
Secure the appropriate signatures for all financial institutions and maintain an updated registry of approved signatures


e. The Membership Chair

1 Solicite memberships

Keep accurate membership records
Notify members of their membership expiration date and encourage membership renewal.
Work with Regional Representatives in soliciting membership f. 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, Treasure and Membership Chair 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 Regional Representatives shall be appointed by the Executive Board for a term of two years.
d. A Regional Representative may be reappointed by the Executive Board upon written request for continued appointment from the Regional Representative thirty days prior to the term of their appointment.
e. A Regional Representatives may vacate their position upon submitting written notification to the Executive Board no later than thirty days prior to their vacating the position.
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, Membership Chair, 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
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 Award Committee
a. Chaired by the immediate Past President.
b. Request nominations for specific awards ninety (90) days prior to the planned awards
Presentation. The awards should include, but not 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. Staff Assistant of the year

c. Nominations for the above awards must be submitted by a voting member and received by the
Awards Committee
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 recognitions to be made throughout the year shall be
submitted to this committee.


SECTION 6. The Budget Committee

a. The Treasurer shall be the chairperson of this committee
b. This committee shall:
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.
Present a proposed budget to the executive Board for approval at the second Board meeting.
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 7. 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.
1. 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 8. 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 9. 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 10. 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.
The webmaster shall update the CAPO web site on the Internet.
The webmaster shall post all minutes received from the Secretary to the CAPO web site.
The webmaster shall establish links to the APPA, State Courts and other websites as benefit the membership.
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.
The quartermaster shall select and promote products, which will provide revenue for CAPO.
The quartermaster shall price such merchandise at cost plus 20% markup.
The quartermaster shall order and maintain the inventory of all merchandise promoted by CAPO.
The quartermaster shall pay shipping charges, separate from the pricing established for each product.
The quartermaster collects and transmits all funds to the Treasurer for deposit into the general account for CAPO.

SECTION 11. 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 12. 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:
A Nominating Committee chairperson shall be selected by the President within ninety (90) days prior to the annual meeting.
The chairperson shall select a minimum of four (4) committee members from the sign‑up sheets and through recruitment.
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.
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.
The electronic ballots shall be forwarded to the nomination committee for counting and certification of the results.
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.
At the annual meeting the members of the Nominating Committee shall serve as the Elections Committee.
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.
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

a. 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

a. 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 bylaws may be amended by the Executive Committee at any general or special meeting, provided all active members have received written notice of the proposed change(s) 60 days in advance of the meeting. Amendments to these bylaws shall take effect when they have been approved by a quorum of the Executive Committee. Active members may submit proposed changes in writing to include an explanation at any general membership meeting. Active members may submit objections to a proposed amendment in writing to the Executive Committee. If objection is received by the Executive Committee from an active member the change will be put to a vote by the active membership.
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. Membership Chair
f. 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 Sarkan
Steve Karlik

These by-laws were amended and approved on January 25, 2008,
, President.