This organization shall be known as the National Emergency Number Association (NENA), Texas Chapter, informally as TX-NENA.

Transcription

1 NATIONAL EMERGENCY NUMBER ASSOCIATION, TEXAS CHAPTER BYLAWS Article I - Purpose & Authority ADOPTED AUGUST 27, 1986 Section 1. Name, Type of Organization and General Membership Requirement This organization shall be known as the National Emergency Number Association (NENA), Texas Chapter, informally as TX-NENA. The organization is a corporation not-for-profit, composed of its constituent members as provided for in Article II of these Bylaws. Its membership shall be open to all persons who met the membership requirements of these Bylaws adopted pursuant thereto. Section 2. Purpose The purpose of NENA, Texas Chapter, shall be to: A. Foster the development, availability and implementation of the universal emergency telephone number, 9-1-1, common to all areas of the State of Texas, through research, planning, training, education, legislation and sharing of information; represent its members before communications regulatory agencies and policy-making bodies as appropriate; and strive toward citizens having immediate access to emergency public safety services so that safety of human life, protection of property and civic welfare are benefited to the utmost degree; B. Aid and assist in the timely collection and dissemination of information relating to the emergency number; C. Provide for membership in this Chapter in accordance with the language and intent of its Bylaws, which are now, and may later, be, in effect. Membership shall not be limited other than by classification, and shall have such rights and privileges by classifications as may be provided from time to time. 1

2 Article II - Membership Section 1. Membership Designations The membership of this chapter shall be designated as outlined in the National Bylaws. Members shall be admitted in accordance with the National requirements set forth in the National Bylaws. All members are eligible to serve on committees if appointed. Lifetime Membership Those who receive this designation have served a full term as President of TX NENA. In addition to those who have held office, no more than one additional member per year may receive this designation. Individuals nominated to receive this designation must have major accomplishments that have contributed significantly to the betterment of the association and whose contribution to public safety is so outstanding that it is of lasting importance to the advancement of the profession. It is intended to reflect honor upon TX NENA as well as upon the individual. Section 2. Membership Applications Applications for membership and the reporting thereof, shall be executed upon standard forms as approved and directed by the national office. Section 3. Dues The annual rates for membership shall be determined as set forth in the national Bylaws. Section 4. Voting and Officer Restrictions All members of this Chapter have the right to vote: each individual member is entitled to one vote; each group membership is entitled to two votes. All members of this Chapter have the right to hold any of the elective offices. 2

3 Article III - Officers Section 1. Designation Elective offices of the Chapter shall consist of the President, Vice-President, Secretary, Treasurer, and six (6) regional State Coordinators. The board of officers requires the annual election of a Vice-President, and three (3) of the (6) Regional State Coordinators. Regional State Coordinators shall serve a two year term. In order to allow for consistency of knowledge in TX- NENA affairs, Coordinators terms are to be staggered, with East, South and West regions elected in odd numbered years, and Central, North, and Panhandle regions elected in even numbered years. The Treasurer will be elected to a three (3) year term. The Secretary shall be elected to a two (2) year term. Elections will be held and votes tabulated as prescribed in Article III Section 2 at the Annual Meeting of this Chapter. All Officers must be TX-NENA members in good standing. The Vice President must have held an elective office in this chapter, for one year, prior to being elected to the office of Vice President. Section 2. Election Procedure The Immediate Past President shall serve as the Chair of the Nominating Committee, unless circumstances arise which shall prevent him/her from serving in this capacity. In that event, the President shall appoint an acting Chair. The nominating Chair shall request nominations for particular office from the membership by either electronic mail or USPS mail at least 120 days before the Annual Meeting. Nominees must be eligible to hold the office nominated for in accordance with Article VII, Section 3. A nominee is only eligible to seek election for one office. If an individual is nominated for multiple offices, he/she will be required to choose one office for which he/she will seek election. After receipt of nominations from the membership, the Nominating Committee will report a final slate of candidates to the membership at least forty days (40) before the date of the Annual Meeting, together with ballots. Officers shall be elected by secret ballot from this final slate, prepared as required by Bylaws, Article III, and this section. Election ballots shall be returned to the Immediate Past President not later than Noon on the day on which elections are scheduled to be held at the Annual Meeting. 3

4 The full committee will then open and count each ballot. Challenges as to the validity of any ballot shall be settled by the President. Upon completion and certification of the ballot count, the results shall be forwarded to the President. Election to office shall be determined by receiving a simple majority (50% plus 1) of the votes cast. If more than two candidates compete for the same office and a simple majority by one candidate is not achieved, the candidate receiving the most votes shall be declared the winner. Article IV - Meetings An annual meeting of the Chapter shall be held each year. Site and date for the Annual Meeting of this Chapter shall be the responsibility of the Executive Board. Announcement of the site for each meeting shall be made no later than six months prior to the meeting. Article V - Trademark Protection for the National Logo The NENA logo is a registered trademark and any use by this Chapter must be in accordance with the Bylaws of NENA. Article VI - Officers (General) Section 1. Terms of Office Elected officers shall assume the duties of office at the conclusion of the Meeting at which they were elected, and shall remain in office until the installation of their elected successor or the investiture of their successor. Elected offices in this Chapter are limited to a maximum of two (2) elected terms in any one position. Section 2. Succession of Office At each Annual Meeting, an investiture will be held wherein the person holding the office of Vice President shall succeed to the office of President. Section 3. Vacancies in Office 3.1 Office of President Vacancy in the office of President shall be filled by advancement in position, provided that such fulfillment shall be in an acting capacity until the next Annual Meeting where the acting officer shall be eligible for investiture. Such acting capacity shall have no effect upon a normal term of office or eligibility. 4

5 3.2 Office of Board Members (not President) Vacancies in the office of Vice President, Secretary, Treasurer, or any of the six (6) regional State Coordinator positions shall be filled by Presidential appointment as confirmed by the Executive Board, and such appointee shall perform the duties of office capacity until the next Annual Meeting. In the event that a regional vacancy is unable to be filled by someone within that respective region, the President may choose a member in good standing from another region of the state. Article VII - Officers (Authority & Duties) Section 1. President 1.1 Authority The President's power shall include authority to: 1.2 Duties A. Carry out duties as delegated in this Article, and those policies duly adopted by the Executive Board; B. Appoint special committees to perform tasks deemed necessary. C. Authorize reasonable and proper expenses, up to $ of any Board Member for the purpose of specific Association duties. Such authorization shall be reported to the full Board, by either electronic or USPS mail, within 72 hours. D. Call any committee into session at any time. In addition to such other authority, the President's duties shall include the following: A. Preside at all meetings of this Chapter and/or Executive Board and serve as Chair of the Executive Board; B. Appoint committees in accordance with Article VIII of these Bylaws; C. Report on the State of the Chapter to the membership during its Annual Meeting; D. Carry out the purposes of this Chapter as set forth in its Bylaws; E. Make appointments to fill vacancies in office. 1.3 Parliamentary Authority The President's parliamentary decision upon the Meeting floor shall be final, provided it is not in conflict with the Meeting rules of this Chapter and for other matters by Roberts Rules of Order to the extent practicable. 5

6 Section 2. Vice President A. The Vice President must have held an elective office in this Chapter for one year prior to being elected to the office of Vice President. B. It shall be the duty of the Vice President to perform all duties of the President in his/her absence. When so acting, the Vice President shall have all the respective powers and obligations of and be subject to the same duties and limitations as the President. C. The Vice President shall otherwise prepare for the pending administration so as to maintain the momentum of the Association Chapter, and shall also work actively to assist the President in the conduct of Chapter affairs, and to exercise such other duties as from time to time may be delegated or assigned by the President or the Executive Board. D. The Vice President shall act as a Membership Chairperson of the Chapter and have such other duties and exercise such other authority as from time to time may be delegated or assigned by the President or the Executive Board. Section 3. Secretary and Treasurer 3.1 Secretary It shall be the duty of the Secretary to keep a complete roll of the membership, to receive and answer correspondence submitted to this Association; to provide for the notice and keeping of minutes and records of the Meetings of the Chapter, to service as the Secretary for all Meetings of the Executive Board; and to perform such other duties as may be required by the Executive Board or President. 3.2 Treasurer It shall be the duty of the Treasurer to receive all general funds to the Chapter, to pay all bills authorized by the President and/or Executive Board, and to perform such other duties as may be required by the Executive Board or President; to submit a written financial report on an annual basis to the Executive Board for their audit and approval; to present the financial report to the membership during the business session of the Annual Meeting, and after approval by the Executive Board; to promptly deliver all monies, books, and papers to any successor in the office or whomsoever the Executive Board may designate to receive them after such monies have been audited and all monies, books, and papers are declared in order. 6

7 Section 4. State Coordinators Regional State Coordinators are empowered to perform such duties and exercise that authority delegated or assigned by the President or the Executive Board. Six coordinators shall represent North, South, East, West, Panhandle, and Central Texas, according to the attached designation divided by council of government territories. Section 5. Executive Board 5.1 Designation The Executive Board membership shall include the President, Vice President, Immediate Past President, Secretary, Treasurer, and each Regional State Coordinator. Voting members of the Executive Board are limited to the Vice President, Immediate Past President, Secretary, Treasurer, and each State Coordinator. The President will only vote in the event of a tie. 5.2 Authority Authority is hereby provided for the Executive Board, between meetings, to perform all functions and do all acts which this Chapter might do or perform except it shall not have the power to amend the Bylaws. Its decisions shall be final in matters determined "reasonable and proper". It has power to convene or poll itself by a majority vote. 5.3 Duties The duties of the Executive Board are as follows: A. Establish and maintain adequate management of the Chapter s activities. B. Establish policies for the orderly conduct of business. C. Make appropriate recommendations to the membership at the meetings on matters considered by the Board since the last meeting. D. Review, modify as necessary, and approve the proposed budget of the Chapter, such budget to show anticipated revenues by source, anticipated expenses and the desired objective and anticipated expenses of any projects that are not part of the regular activities of the Chapter. E. Review and approve the annual audit report produced by the Audit Committee 7

8 5.4 Meetings The Executive Board shall meet at such times and places as the President shall designate, or as the Board itself may otherwise deem necessary by a majority vote of its members. 5.5 Quorum A meeting of the Executive Board shall not be official unless attended by a majority of its voting members. Section 6. Bonds The President, Vice President, and Treasurer shall be bonded at an amount set by the Executive Board that is, at minimum, the value of the treasury at the time of the annual conference. Section 7. Impeachment Should an Officer fail to discharge the duties of their position as described in these Bylaws, he/she may be removed by a vote of two-thirds (2 3) of the whole number of voting Executive Board members that would remain if the Officer under consideration were removed. Article VIII - Committees Section 1. Standing Committees 1.1 Nominating Committee The members of this Committee are the Immediate Past President (Chair) and the six (6) Regional State Coordinators. This Committee shall report a slate of nominees for Vice-President, Secretary, Treasurer and each of the three (3) Regional State Coordinator positions which are up for election. The slate of nominees shall be presented to the membership in accordance with the election procedure stated in Article III, Section 2. 8

9 1.2 Finance Committee The members of this committee are appointed by the President with the consent of the Executive Board to include representation independent of the Executive Board. These committee members are not required to be TX-NENA members and, in fact, pro bono institutional participation (e.g. University upper-division class project). Any monetary remuneration and/or reimbursement to any member of this committee must have prior approval of the Executive Board. In preparation for the annual audit, this committee shall meet with the Treasurer within 90 days following the Chapter s annual conference and prepare a report showing all revenues and expenditures since the previous audit and all capital items owned by the Chapter. The audit report shall be presented to the Executive Board for approval without unnecessary delay. 1.3 Past Presidents Alumni (PPA) Committee The committee chair shall be appointed by the presiding President. The members of this Committee are Past Presidents, including the Immediate Past President, of the TX-NENA Chapter. The Committee shall serve as a resource to the Executive Board, support the chapter and foster new leadership for the organization. 1.4 Chapter Commercial Advisory Member (CCAM) Committee This committee chair shall be appointed by the presiding President. The Committee shall serve as a resource to the Board, representing industry partners, supporting the chapter and fostering a relationship of communication between the needs of the industry partners and the TX-NENA Executive Board. 1.5 Telecommunicator Alliance of Texas (TAT) Committee The committee chair shall be appointed by the presiding President. The members of this committee are telecommunicators, and shall report to and serve as a resource to the Executive Board. 1.6 Legislative Committee The committee chair shall be appointed by the presiding President. The members shall provide guidance relating to any legislation, actual or proposed, impacting emergency number systems, related responding agencies, or the general field of telecommunications, and shall assist with legislative activities. 9

10 1.7 Training and Scholarship Committee The committee chair shall be appointed by the presiding President. Members include, but are not limited to the six TX-NENA Regional Coordinators. The committee is responsible for identifying potential scholarship recipients, assisting with applications, presenting candidates to the Executive Board for final decision, and coordinating the outcome. Section 1.8. Awards Selection Committee The members of this Committee are the Immediate Past President (Chair) and six active TX NENA members, each from a different region in accordance with Article III, Section 1. The Past President will collect all award nominations and present to the Awards Selection Committee members. Award winners are selected based on the criteria set forth in the Bylaws, Article XII, Scholarships and Awards. Section 1.9. International Border Coalition Committee The Committee Chair shall be appointed by the presiding President. Members of the Committee will be appointed by the Board Liaison and Committee Chair. The Committee shall serve as a resource to the Board, representing TX-NENA to establish open communications with international entities and/or representatives. The committee will be responsible to coordinate special international events as requested and will support the chapter in fostering new international relationships as needed. The committee will also be responsible for reviewing and/or updating the MOUs for all international organizations on an annual basis. Section 2. Special Committees Special Committees may be appointed by the President as necessary. Members of these committees shall serve at the pleasure of the President, and their terms otherwise shall expire concurrently with that of the President. Section 3. Duties of Committees Where not otherwise specified, duties of Committees shall be designated by the President 10

11 Article IX - Procedures Section 1. Amendment Procedure 1.1 Statement of Restrictions The Bylaws of this Chapter may be amended only by a majority vote by the voting membership, except as provided for in the Bylaws Article IX, Section Requirements A proposal to amend the Bylaws of this Chapter shall be honoured from any member. Errors in the format of such proposal shall not be sufficient cause for rejection. An amending proposal shall be submitted by the maker in written form to the President, and its format shall in order be: A. Indication of the name of the maker of the proposal; B. Indication of the intent of the proposal; C. Indication of the Meeting where consideration is desired; D. Indication of the Article(s), Section(s), and Paragraph(s) of the Bylaws proposed to be amended; E. Proposed amending language 1.3 Drafting of Proposals to Amend An amendment to the Bylaws of this Chapter shall be based upon receipt of the required amendment proposal and, with the guidance of the Executive Board, it shall be so devised and drafted by the President. A copy of the draft amended bylaws shall be provided to the maker prior to publication for his/her concurrence. Participation by the Executive Board and the President in these matters shall not be construed to imply their support of the measures considered therein except when the Executive Board initiates an amendment. 1.4 Required Publication An amendment which has been processed with the requirements of Section 1.2 and 1.3 of this Article shall be published and distributed to all members of this Chapter no less than thirty days before the Meeting during which the amendment will be considered. 11

12 1.5 Quorum Revision of Bylaws A Meeting quorum may make amendments to the Bylaws by means of a majority vote on each proposed amendment. 1.6 Effective Date of Amendments Amendments passed and adopted by this Chapter in accordance with other provisions of the Bylaws shall be in force and effect upon the adjournment of the Meeting where considered and adopted, provided an exception to this effect is not otherwise contained in the language of the amendment adopted. Section 2. Parliamentary Procedure Upon any question coming before this Chapter not otherwise specifically provided for in the Bylaws, the presiding officer shall be governed to the extent practicable by Roberts Rules of Order. Section 3. Voting Restriction The Executive Board shall have the right to restrict the voting privileges of block groups to negate any attempts to unfairly influence the activities of the association. Article X - Disbursement of Assets upon Dissolution Should the Chapter be dissolved, all assets shall be distributed to NENA, Inc., following the payment of all outstanding obligations. Article XI - Yearly Meetings Section 1. Meeting Quorum The members attending a business session of a Meeting shall constitute a Meeting quorum. Section 2. Special Meetings Special membership meetings may be called by the Executive Board or upon the written request of a majority of the chapter. Notice of a special meeting must include the items that will be brought up at the meeting, and only such items may be take up at the special meeting. Notice of a special meeting, stating the date, time and location, shall be given to all members at least twenty-one days prior to a special meeting. 12

13 Article XII - Scholarships and Awards Section 1. Scholarships Based on available funds, the Executive Board will establish annual scholarships to provide public safety professionals financial assistance, when needed, for education opportunities and thereby increasing professional development that will enhance the public safety profession. Scholarship application, criteria, and procedures will be available on the TX-NENA website and the Executive Board Policy Manual. 1.1 ENP Scholarships Certification is a tool of professional associations to establish the benchmarks of performance that signify a broad based competence in the professional field. The Executive Board will offer up to six ENP Scholarships to provide financial assistance for public safety professionals for the NENA Emergency Number Professional Certification exam, thereby increasing professional development. 1.2 Course Scholarships The Executive Board will award up to $ in scholarships for Texas Commission on Law Enforcement (TCOLE) training courses. The scholarships are intended to provide financial assistance to public safety agencies that cannot provide training for their employees, in order to meet state required legislative mandates. 1.3 Training Scholarships The Executive Board will offer one training scholarship to each of the six TX-NENA regions: North, South, East, West, Panhandle, and Central, for the purpose of providing professional development opportunities for the region. 1.4 J. Ross Sherohman Scholarship The Executive Board shall established the J. Ross Sherohman Scholarship, in honour of the namesake, to offer professionals educational opportunities provided by the TX-NENA, and thereby enhance the public safety profession. 13

14 Section 2. Professional Awards The Executive Board established professional awards to honour public safety professionals for an exemplary level of performance during the course of their job duties. Application, criteria, and procedures will be available on the TX-NENA website 90 days prior to the annual conference. Nominations will be open for 20 days, with a 5:00 p.m. deadline on the last day. The Award recipients will be announced at the TX-NENA annual conference. 2.1 Telecommunicator of the Year The Telecommunicator of the Year award is presented to an individual Telecommunicator in recognition of his/her commitment to public safety and his/her exemplary handling of a specific call for emergency assistance. Consideration is given to skills and knowledge exhibited in the areas of communication and leadership, and the Telecommunicator s ability to respond to unusual or special circumstances. 2.2 Operations Professional of the Year The Operations Professional of the Year award recognizes an outstanding Supervisor who has demonstrated consistently exceptional knowledge and skill in the management or administration of programs and staff in a public safety or communication center. 2.3 Technical Professional of the Year The Technical Professional of the Year award recognizes an outstanding Technical professional who has demonstrated exceptional contributions toward the advancement of technology in the public safety community. 2.4 Training Professional of the Year The Training Professional of the Year recognizes a professional who has demonstrated exceptional contributions toward the advancement of training in the public safety community. 2.5 Public Education Professional of the Year The Public Education Professional of the Year award recognizes an outstanding public education professional who has demonstrated exceptional contributions toward the advancement of public education in the public safety community. 14

15 2.6 Kid Hero of the Year. The Kid Hero of the Year award recognizes an outstanding recipient of a local Kid Hero award in the state of Texas Silent Hero The Executive Board established Silent Hero Certificate of Recognition awards to annually honour individual telecommunicators in recognition of exceptional professionalism in the field of public safety. The Silent Hero Certificate of Recognition is a noncompetitive award to acknowledge an individual whose special contributions and daily performance is an inspiration and example to others Laverne Hogan Award The Executive Board has established the Laverne Hogan Award, to honor an individual who has shown extraordinary leadership in advancing in Texas and whose name is synonymous with Texas and Ron Cottingham Collaboration Award The Executive Board established the Cottingham Collaboration Award to honor an individual who has shown exemplary leadership in advancing in Texas through collaborative efforts between government and industry partners. It recognizes a professional who not only excels in his or her every day job, but who has gone above and beyond to further the goals of the Texas Chapter of the National Emergency Number Association (TX-NENA). XIII. Fiscal Responsibility Section 1. Grants and Contributions Grants and contributions may supplement the TX NENA budget and it is the Board s responsibility to apply for, and manage, those funds appropriately. 1.1 Application for Funds The President of the Chapter or any member designated by him/her may make application to philanthropic organizations, corporations, agencies, groups or persons for grants or contributions of funds or property for carrying out general or specific purposes of this Chapter. 15

16 No application shall be made to, or contribution received from any person or agency except after a determination by the Executive Board that a grant or contribution to the Association would be motivated by the desire to further the purposes of the Chapter and not to derive personal benefit or privilege to the donor. 1.2 Acceptance of Grant or Contribution Any member who may be offered a grant, or contribution, or contract for this Chapter shall immediately notify the President, but no grant or contribution shall be finally accepted by the Chapter except upon approval of the Executive Board. The terms of any such grant or contribution shall be set forth in writing and signed both on behalf of the Chapter and the donor. 1.3 Administration of Funds Any grant or contribution to the Chapter shall be credited to its general fund unless, under the terms thereof, a special fund is prescribed. The budgeting, receipt, custody and disbursement of any such grant or contribution shall follow the procedure defined for general funds of this Chapter, unless provided otherwise in the terms of the grant or contribution and agreed to by the Executive Board. Section 2. Reserve Funds TX NENA will keep in reserve an amount equal to 2 years operating expenses to ensure continuity in the event of a funding shortfall. Article XIV - Retention of Property Interest Section 1. Retention of Title All rights, title, and interest both legal and equitable, in and to property of this Chapter shall remain in the Chapter. Section 2. Requirements for Return of Property Any property of the Chapter in the possession or trust of a member or employee shall be returned immediately to the Chapter in the event of his/her death, resignation, suspension, or expulsion. Article XV Website The TX-NENA Chapter shall establish and maintain the domain texasnena.org and website. The website shall include a prominent display of the TX-NENA logo on the homepage. At minimum, the website shall include the following content: Mission and goals, Bylaws, committee and volunteerism, Board of Officers 16

17 information, conference and events, Emergency Number Professional (ENP) certification, training and career opportunities, scholarships and awards, historical data and resources. Non-profit public safety agency job postings are free. For-profit companies will be billed at the current policy rate, and must meet established criteria. Policy and procedures will be available on the TX-NENA website and in the Executive Board Policy Manual. Bylaw Amendments (AMENDED MARCH 24, 1992) (AMENDED NOVEMBER 7, 1996) (AMENDED APRIL 22, 1998) (AMENDED APRIL 13, 2001) (AMENDED AUGUST 27, 2003) (AMENDED APRIL 19, 2005) (AMENDED AUGUST 28, 2007) (AMENDED MAY 22, 2013) (AMENDED APRIL 9, 2014) (AMENDED APRIL 22, 2015) (AMENDED APRIL 6, 2016) (AMENDED APRIL 10, 2017) 17