FBI National Academy Associates

Transcription

1 FBI National Academy Associates Policy Manual 2011

2 FBI NATIONAL ACADEMY ASSOCIATES, INC. Policy Title: Table of Contents Policy Number: N/A Date Board Approved: 2/15/10 Effective Date: 2/15/10 Last Revision Date: 10/07/10 Section Title 100) Policy & Procedure Manual Chapter Sanctions 200) General Administration Communications Products 300) Executive Board Meetings Conference Calls Annual General Meeting 400) Executive Board Positions 1. Elections 2. Historian 3. Chaplain Policy and Procedure Manuel Policy # N/A 1

3 500) Finance 1. Executive Office and Board Travel Policy 2. Professional Development Fund 3. Investments Fees Foundation 600) Committees 700) Training & Education Conferences Conference Site Selection Training Funding Trade Show 800) Programs Youth Leadership Program Fellowship & Research 900) Hall of Honor Line of Duty Death Benefit Policy and Procedure Manuel Policy # N/A 2

4 1000) Association Partners National Sheriff's Association LEEDA IACP NEI Society of Former Special Agents 1100) Awards Livio A. Beccaccio Award John Wagner Award Lester A. Davis Award Bursary Awards Resolutions 1200) Association Membership New Member Orientation & Membership Membership Coordinator Membership Committee Separate Policy Book Policy and Procedure Manuel Policy # N/A 3

5 FBI NATIONAL ACADEMY ASSOCIATES, INC. Policy Title: Policy and Procedure Manual Policy Number: Reference: Article I, Constitution Date Board Approved: 10/17/98 Effective Date: 10/17/98 Last Revision Date: 02/11/2011 I. Association Policy: It is the policy of the. to utilize a written directive system that provides employees, and association members with a clear understanding of the constraints and expectations relating to the business of the association. While such a system is not intended to be all-inclusive, the establishment of written directives will help to ensure a high degree of planned, consistent and accountable service. The FBI National Academy Associate s Executive Board will have the authority to issue, modify, and approve all written directives within the Association, as necessary in accordance with the Constitution, Bylaws, Protocols, guidelines and other controlling documents as required of it by law. II. Discussion: The FBINAA is a growing organization that works primarily by Committee. As such, there is a need for the development of controlling policies and procedures within many of these committees to assure consistency from one year to the next. There has also been some question in the past about previous policy statements being issued by the Association and it was determined that there was a significant need for a formalized policy manual and centralized location to house and distribute these policies from. III. Procedures: A. Policy and Procedure Manual: 1. The Association s Policy and Procedure Manual will serve as the official repository of association policies, rules and procedures. The manual is organized into broad topic areas and contains a table of contents, as well as a subject index. Materials contained in the Policy and Procedure Manual will be updated and distributed, as necessary, at the direction of the Executive Board. Policy and Procedure Manuel Policy #

6 2. The master Policy and Procedure Manual will be established at the FBINAA Executive Office of the Executive Board. The Executive Director shall be charged with the maintenance of said manual and the control and issuance of numbers for proposed policies. Furthermore, a policy manual will be provided for each member of the Association s Board (elected and appointed) to assure they operate in compliance with all existing policies. 3. New directives, updates, and revisions shall be incorporated into the proper section of the Policy and Procedure Manual upon approval by the Executive Board. Cancelled or rescinded materials shall be removed and catalogued for future requirements. 4. Whenever the need for formalized policy is established within the Board or on one of the controlling committees, the chair, or person charged with the development of policy, will review with the Executive Director to assure there is not already a governing policy in the matter. If there is no established policy, the matter will be drafted in the format outlined in this directive and brought before the committee and/or Board for an official vote. A simple majority is sufficient to pass any policy established by the Board. 5. Upon approval by the Board, and reflected within the official minutes, the Executive Director shall assign a Policy Number. The Executive Director will also list the new policy and number on the specific index sheet that corresponds with the new policy. The policy posted to the website by Staff Members responsible for such. 6. The directives contained in the Policy and Procedure Manual are intended for association use only. In the event of any conflict between these directives and any city ordinance, state or federal law, the terms and conditions of that ordinance, policy, or law shall prevail. In cases of dispute concerning policies, the Executive Director s master file shall be the controlling document the Association is governed by, unless proof can be provided the Master file is in error. B. Development of Written Directives: 1. Written Directives will be reviewed annually and will remain in effect until amended or rescinded. The Directives will be prepared in the following general format, typically consisting of the following sections, as applicable: a. Heading containing policy number, section title, effective date, revision date and Board approved date. b. Association Policy Policy and Procedure Manuel Policy #

7 c. Discussion, commentary, or definitions as applicable d. Rules and regulations, as applicable e. Procedures and/or guidelines for carrying out the policy 2. At the first Board meeting of each year the Board will review all policies and if changes are required the President will direct the chair of the Constitution, Bylaws and Policy Committee to review and make recommendations on policy changes to the Board. a. The person developing the amendment or replacement will draft a copy with the proposed language and the original language. The language that is to be deleted will be noted in either a strike through methods, or the deleted language will be noted on the side of the document. The policy will be reviewed by the Policy Committee and be submitted to the Board for approval. b. The Association President will entertain the Policy Manual be approved for use for the current year. A simple majority vote of approval and reflection in the minutes will be sufficient for this to occur. ***** Policy and Procedure Manuel Policy #

8 FBI NATIONAL ACADEMY ASSOCIATES, INC. Policy Title: General and Administrative Policy Number: Reference: Article I, Constitution, Bylaw #1 Date Board Approved: 2/17/08 Effective Date: 3/25/06 Last Revision Date: 02/11/2011 I. The Organization: The. (FBINAA, Inc.) is the professional law enforcement organization composed of graduates of the FBI National Academy for state, local, international law enforcement officers and eligible FBI personnel. It was established in 1935 and incorporated in The FBINAA, Inc. is a non-government, not-for-profit organization incorporated in the Commonwealth of Virginia, classified by the U. S. Internal Revenue Service, governed by an elected Executive Board and a Board appointed and salaried Executive Director, consisting of Domestic and International Chapters, each governed by an elected Board. The National Association Office was opened in 1994 and is located at the FBI Academy, Quantico, Virginia. II. Mission: "To provide the membership of the Federal Bureau of Investigation National Academy Associates, Incorporated with continuing education, training, research, and professional development opportunities in law enforcement disciplines which will promote improved law enforcement cooperation, services, and standards of professional conduct in all levels of law enforcement; To provide leadership in law enforcement education, training, research, and cooperation which reflect the standards of excellence instilled in each graduate of the Federal Bureau of Investigation National Academy which will foster increased efficiency in law enforcement services throughout the world, and; To provide professional resources to all levels of law enforcement in the areas of instruction, research, and management." Bylaw #1 approved III. Association Employees: The Executive Director is contracted by the Executive Board, reporting directly to the President, and serves as the Chief Executive Officer of the Association. All salaried employees report directly to the Executive Director. The Executive Director is responsible for the selection, hiring, evaluation and release of all employees and volunteers. Policy and Procedure Manual Policy #

9 A. Work Schedule: 1. The business hours for the Association s Office are Monday through Friday, 8:00 a.m. to 5:00 p.m. eastern standard time. 2. Full time employees work a 40-hour week during the regular business hours, unless otherwise scheduled. 3. Lunch hours are one hour, with breaks allowable during the morning and afternoon. 4. The Holiday schedule coincides with the Federal Government s schedule. Vacation time follows the Federal Government s leave schedule and is earned at the rate of four hours per pay period for salaried employees, except the Executive Director whose vacation time is part of the contract negotiation. 5. Sick leave coincides with the Federal Government s schedule, earned at four hours per pay period (104 hours per year = 13 work days). Employees are allowed to exchange a maximum of 80 hours (10 work days) for compensation at the end of the year and carry over the balance of unused hours (days). The election to exchange leave for compensation must be by memorandum, submitted to the Executive Director no later than December 1 of each year. Compensation for sick leave will be paid in the pay period following the employee request. 6. Accumulated sick time cannot exceed 240 hours (30 work days). Sick hours (days) may not be used for any other purpose. A medical doctor s verification may be requested for leave exceeding three days. 7. Liberal leave is allowed for severe weather conditions, family bereavement, and official jury duty. B. Compensation: 1. The Executive Board of the Association is the employment entity, and employees are salaried at a level determined by the Executive Board. All salary increases are established by the Board. 2. Salaried employees, other than the Executive Director, may earn compensatory time for hours worked in addition to the regular 40-hour work week, at the rate of one hour per every hour worked above forty. Compensatory time is not granted to alter the regular business hour schedule or for the convenience of the employee. 3. Vacation time, sick leave, and compensatory leave earned and used are recorded on the payroll records provided to the employees and maintained on file. Policy and Procedure Manual Policy #

10 4. The Executive Director is contracted by the Executive Board and held responsible to work within the limitations and under the conditions of the contract, as the demands of Association business require. 5. Salaried employees are provided a documented performance review annually, which is reviewed with them by the Executive Director. The performance review may serve as a consideration for salary increases or benefits, which is determined by the Executive Board and the Executive Director. 6. The Executive Director s performance is assessed annually by the President, and is reviewed and discussed with the Executive Board. C. Employee Benefits: 1. All employees salaries are subject to Social Security, Federal and State income tax payroll deductions as determined by Federal and State laws. 2. Worker s compensation and unemployment insurance is determined by Federal and State law which applies to not-for-profit associations. 3. Full time employees are eligible to participate in a tax deferred retirement investment plan for not-for-profit associations. The Executive Board, at its discretion, may provide for specific retirement benefits and/or elect to authorize the Association to match contributions to the employee s retirement investment plan. 4. Part time employees and appointed staff are not eligible for vacation hours, sick leave, compensatory leave, or retirement benefits. IV. Code of Conduct: All employees are expected to conduct themselves in a professional manner and to dress in appropriate business attire. Federal and State laws, regulations, and policies related to sexual harassment and discrimination govern limitations for personal conduct. Employees are expected to be courteous, businesslike, and professional in their relations with Association and membership personnel, and to conform to the regulations of the FBI Academy. Proper security measures are to be followed in regard to all Association and FBI property and materials. ***** Policy and Procedure Manual Policy #

11 FBI NATIONAL ACADEMY ASSOCIATES, INC. Policy Title: Products Policy Number: Reference: Title 18, United States Code, Section 709 Date Board Approved: 2/24/08 Effective Date: 2/24/08 Last Revision Date: 02/11/2011 I. Definition: The Executive Board of the FBINAA, Inc. is granted permission by the Director of the Federal Bureau of Investigation to authorize the use of the National Academy Seal pursuant to Title 18, United States Code, Section 709. The FBINAA, Inc. is the only entity designated this authority. All vendors who wish to sell or market products bearing the seal of the FBINAA, Inc. must be granted permission by the FBINAA, Inc. through its Products Committee. Permission is only granted when a signed contract between the FBINAA, Inc. and the vendor requesting permission is executed. The Products Committee will work with approved vendors in order to distribute products which bear the National Academy seal. Funds generated from the sale of such items will be used in the furtherance of the Association mission. II. Committee Mission: A. Regulate the use of the seal of the FBINAA, Inc. B. Grant authorization for the production and approval of products manufactured which bear the seal of the FBINAA, Inc. C. Provide for quality control of products which bear the seal of the FBINAA, Inc. D. Ensure the payment of royalties from the sale of products bearing the seal of the FBINAA, Inc. is enforced.. E. Audit as required those entities authorized to produce the seal and list those companies on the official web site. III. Policy Concerning the Use of the Official Seal of the FBINAA, Inc.: A. All entities which produce merchandise bearing the seal must be authorized to do so, in writing by the FBINAA, Inc. Policy and Procedure Manual Policy # The Association s Executive Board of the FBINAA, Inc. is the only entity authorized to approve the use of the seal, except as stated in 1

12 item d, and has the right to suspend the use of the seal without cause, to comply with restrictions placed by the FBI. 2. All requests to reproduce the seal and to produce items for sale which bear the seal must be submitted to the Association s Office. 3. The requesting entity will be provided with a copy of the official seal and will be directed to submit a sample product for approval, prior to production. 4. The FBI reserves the exclusive right to approve the use of the seal without the permission of the FBINAA, Inc. to do so. B. All entities approved to reproduce the seal on merchandise to be offered for sale must sign a contract between the entity and the FBINAA, Inc. 1. The contract will set forth the conditions and limitations concerning quality, reporting and royalty payments to the FBINAA, Inc. 2. Any contracts issued by the Products Manager and will provide for a royalty fee on all merchandise sold payable quarterly. Vendors selling their own products sold at chapter re-trainers/conferences shall pay a royalty, determined by the Chapter. C. Entities providing merchandise bearing the FBINAA seal will provide quarterly sales records and royalties to the Association s Office. D. A file of the official FBINAA seal will be provided to the requesting entities from the Association s Office. E. A file of the official seal will be provided to Chapters at no cost for the purpose of chapter use on items that are not to be reproduced as for-profit sale items. F. The official seal of the FBINAA, Inc. is the only seal to be authorized for reproduction. No portion of the seal may be used without the permission of the Products Committee. G. The FBINAA shall not be required to provide member lists in any format to any vendor/sponsor. The FBINAA agrees to work in good faith to distribute vendor/sponsor information and may require at the vendor/sponsor cost, to utilize a mutually agreed to third party mailing house for distribution of the materials. In such event, the FBINAA shall provide the appropriate data directly to the third party mailing house. H. The Association s Executive Board will comply with all restrictions and requirements imposed by the FBI concerning the use of the seal. Policy and Procedure Manual Policy #

13 I. All chapters are subject to this policy and must notify the Association s Office of any violations of the policy. IV. Chapter Exemptions: A. Chapter Products: 1. To facilitate a practical and effective method to achieve the spirit of the FBI Protocol and maintain the integrity of the FBINAA seal, a Chapter officer will be identified as a designee to the Executive Board for purposes of authorizing Chapter products that bear the FBINAA/Chapter seal. 2. Should a Chapter choose a vendor with national or multi-chapter representation, the Chapter will be required to comply with the policy as written in the POLICY CONCERNING THE USE OF THE OFFICIAL SEAL OF THE FBINAA, INC. section. 3. At the Annual Chapter Presidents and Secretary/Treasurers meeting, the Chapter President will be identified and sign an agreement to oversee the Chapter vendor selection and seal integrity. 4. The Executive Office agrees to waive the commission identified in the FBI Protocol Statement if the Chapter accepts oversight responsibility for vendor integrity to use the FBINAA, Inc. seal. The commission exemption applies to only those products bought/sold during/for each Chapter event. 5. Each Chapter bears the responsibility for each event. Vendors cannot be approved for multiple Chapter events, but receive approval for each event. 6. Should a vendor be approved to produce FBINAA, Inc. products for multiple Chapters, the vendor must comply with the FBI Protocol requirements working through the FBINA Executive Office and Products Manager. V. Protocols for the Use, Reproduction, & Sale of Products Bearing the Seal of the FBINA & FBINAA, Inc.: A. The Director of the Federal Bureau of Investigation has authorized the Executive Board of the FBINAA, Inc., to authorize and limit the use of the official seal of the FBI National Academy, pursuant to Title 18, United States Code, Section 709. The authorization includes responsibility to ensure that the use of and/or reproduction of the seal is made available to graduates of the National Academy, members of the Association, FBI, and their families Policy and Procedure Manual Policy #

14 only. It further allows the FBINAA, Inc., to collect royalty fees on the sale of all products bearing the seal which are to be used in the furtherance of the Association s mission. The FBINAA Association s Executive Board is designated by the Director as the controlling entity. The Director has reserved the right of the FBI to rescind this authority at any time, and to approve the use of the seal as well. B. The Products Committee is the entity designated by the Association s Executive Board with the oversight of policy and compliance matters related to the use of the seal, reproduction of it, and the Association products program. Chapters and members may not authorize or approve the use of, reproduction of, or procure sale products without Association s Executive Board approval. VI. Procedure for Requests: A. Chapter and member requests for the use of, reproduction of, and authorization to procure sale products bearing the seal are to be submitted to the Association s Director who will obtain the authority to approve or deny from the Chair of the Products Committee. The Association s Executive Director will notify the requester(s) and provide the necessary authorization and use agreement. B. The seal is available through the Association s Office. Chapters and/or members should advise the Association s Executive Director of the intended use of the seal, and provide the vendor s name, address, and a sample of the reproduced seal and product for approval prior to production. All costs related to producing the sample will be borne by the vendor or manufacturer. The Chapter/member will be notified of approval or denial by the Association s Executive Director. If the seal is produced on products which are to be offered for resale, the vendor or manufacturer must sign a contract with the FBINAA, Inc., and pay the appropriate fee or 10% commission to the Association s Office on the gross sales of all products sold. The Association s Executive Board and/or the FBI has the authority to suspend the authorization if just cause exists. **** Policy and Procedure Manual Policy #

15 FBI NATIONAL ACADEMY ASSOCIATES, INC. Policy Title: Executive Board Conference Calls Policy Number: Reference: Date Board Approved: 10/02/09 Effective Date: 10/02/09 Last Revision Date: 02/11/2011 I. The purpose of this policy is to set guidelines and standards to allow members of the association access to the Association s Executive Board meetings held during telephone conference calls. II. Procedures: A. Announcement of a Board Meeting through Conference Call: 1. The date and time of conference calls, along with the agenda, will be posted on the Associations website within 24 hours of the call being arranged. 2. Members are invited to monitor all conference calls of the Executive Board, except those held in Executive Session. 3. The guidelines for members wishing to monitor or speak at an Executive Board conference call will also be posted on the website and will be as follows: a. Members wishing to monitor the conference call shall contact their Section Representative for information on how to login to the call. b. A member who wishes to speak at a conference call can do so by requesting in writing prior to the start of the call to the Executive Director that he/she be placed on the Agenda. The request must identify the member s name, topic and length of time needed to address the issue. c. Once present on the phone, members will introduce themselves by name and chapter. Members placed on the agenda to speak should identify themselves prior to speaking. Policy an Procedure Manuel Policy #

16 d. Members shall announce their exit from the call by seeking recognition from the Chair and subsequently informing the group of their departure. This ensures an accurate account of who is participating in the call. Policy an Procedure Manuel Policy #

17 FBI NATIONAL ACADEMY ASSOCIATES, INC. Policy Title: Election, Elevation and Installation of the Executive Board Policy Number: Reference: Constitution,Article IV, Section 1-8, Bylaws #7 -#13, Date Board Approved: 2/18/10 Effective Date: 2/18/10 Last Revision Date: 02/11/2011 I. Overview: A. It is the intent of this policy to give guidance and direction to members wishing to enter into the election process. Despite best efforts, issues may arise that are not anticipated by policy. Those issues will be adjudicated by the Executive Board through the normal course of business carried out by the Board. II. Members Seeking Election to Section Representative: A. Members in good standing seeking election to the Executive Board shall: 1. Provide a letter confirming that they are employed as an active Law Enforcement member to the Nominating Committee. 2. The Chairman of the Nominating Committee will submit the candidate s letter to the Executive Board through the Association President to be kept on file prior to the election. Note: Understand that as a representative candidates must remain as active law enforcement members as set out in the Constitution and/or Bylaws. III. Campaign Protocol Pre-Conference: A. Candidates must represent themselves in a professional manner and not bring the reputation of the Association into disrepute. B. Campaign promotional items / materials will be dignified in all manners and a credit to the profession of Law Enforcement. C. The Executive Office will provide two s to all those members in the election section announcing the candidacy of those members identified to date, as well as including them in the March/April Associate Magazine & Policy an Procedure Manuel Policy #

18 Newsletters under Meet the Candidates. The s should be sent in February and June of the election year. The Executive Board will review the material being forwarded. D. Requests for the conference registration information for the purposes of sending mail outs can be made available. The candidate or his/her designee may make such request in writing through the Executive Director. This request will only be granted once during that campaign and any mail outs will be at the expense of the candidate. E. Candidate s election information will be published in the association s magazine at no charge to the candidate(s) in advance of the Annual Conference so voting members can meet the candidate(s). 1. Election information will be posted on the Association s web site free of charge to ensure voting members and general membership can meet the candidate(s). 2. Candidate(s) may take out additional advertisements within the FBINAA magazine and those advertisements are payable by the candidate(s) at normal costs attributable to the size and space requested. 3. A copy of any election material or products items utilized should be available from the candidate such as his/her flyers, expenses and or promotional items if requested by any board member or through the Freedom of Information Act. IV. Campaign Protocols During the Annual Conference: A. Candidates involved in election campaigns at the annual conference may: 1. Place campaign banners, posters, signs etc. in appropriate locations within the venues of the conference. The placement will be pursuant to any contract restrictions. 2. Campaign items can only be placed in a location that will not interfere with operation of the conference. 3. Any expenses or damages related to campaign signage are at the expense of the candidate. 4. No election material will be permitted in the formal dinner areas during the annual conference. Policy an Procedure Manuel Policy #

19 5. An exhibit booth will be provided, free of charge, to the candidate two years out. The booth location in the exhibit hall will be at the discretion of the Executive Board. 6. Handouts of election promotional materials can be achieved through agreement with the conference chair (and/or) planner so as to not impede the flow of attendees. V. Nominating Committee: a. Material will not be permitted to be handed out at the election booth area on the day of the election. Signs can be placed near the door ways unless restricted by the hotel. A. Candidates will be required to submit to an interview and/or presentation to the Association s Nominating Committee at a time and location to be determined by the Nominating Committee Chairperson. 1. Each candidate will be allowed to present information to the members of the nominating committee. 2. Candidates should be prepared to give a presentation to the Nominating Committee according to The Association s Bylaw # Candidates should be prepared to give a speech (maximum 5 minutes) at the Annual Conference General Membership luncheon or as an acceptance speech, if acclaimed. VI. Post Election: A. The elected candidate and his/her spouse should be prepared to sit at the dais for the Annual Gala Dinner. 1. Be prepared to be sworn into office and consider who you would want to swear you in. 2. Be prepared to present an acceptance speech. VII. Complaints: A. Any complaints of actions of candidates should be forwarded in writing to the Executive office for evaluation. ***** Policy an Procedure Manuel Policy #

20 FBI NATIONAL ACADEMY ASSOCIATES, INC. Policy Title: Chaplain Policy Number: Reference: Bylaw #17 Date Board Approved: 2/17/08 Effective Date: 7/14/06 Last Revision Date: 02/11/2011 I. Purpose: A. The Office of the Chaplain is an appointed position as outlined in the Constitution of the., Article IV, Section 5, and shall be a member in good standing of the FBI NAA. B. As a Constitutionally appointed member of the Executive Board, the Chaplain serves at the discretion of the Executive Board. C. As a member of the FBINAA Executive Board, the Chaplain is not merely a consulting or advisory member, but a full-fledged working member of the Executive Board. Therefore, as an appointed member of the FBINAA Executive Board, the Chaplain has all the rights, responsibilities and duties as any elected member of the FBINAA Executive Board, excluding the right to vote. D. The Chaplin should be appointed each year by the Executive Board at the Fall Meeting. The term of Chaplain will be annual with a maximum of 4 years with his/her term beginning January 1. II. Duties of the Chaplain: A. To meet with the Executive Board when convened and to provide spiritual guidance and enrichment as needed and/or requested. These services will be extended to the membership when assembled for annual Presidents/Secretary-Treasurers meeting, conferences and at any other time requested. B. To publish a bi-monthly Chaplain Corner article in the association s publication, The Associate. C. To provide invocations and benedictions at functions attended by the Executive Board and other meetings as requested. D. To work with chapter officers to maintain a record of all deceased graduates. Policy and Procedure Manual Policy #

21 E. To work with the host chapter of the annual conference in the development and presentation of the Memory Table service and the Prayer Breakfast. The host chapter may recommend someone for the Memorial Table who has served the FBINAA. F. To work with the Historian in the development and delivery of the memorial service for any member inducted in the Hall of Honor. G. The Chaplain performs any duties assigned by the Executive Board President and/or the Executive Director of the FBINAA. H. May identify and train alternate Chaplains who could be utilized during the year for any of the board designated functions. ***** Policy and Procedure Manual Policy #

22 FBI NATIONAL ACADEMY ASSOCIATES, INC. Policy Title: Historian Policy Number: Reference: Article IV, Section 5, Bylaw #17 Date Board Approved: 2/17/08 Effective Date: 7/14/06 Last Revision Date: 02/11/2011 I. Purpose: A. The Historian is an appointed position as outlined in the Constitution of the., Article IV, Section 5, and shall be a member in good standing of the FBINAA. B. As a Constitutionally appointed member of the Executive Board, the Historian serves at the discretion of the Executive Board. The Historian serves a maximum of 4 years with annual appointments of the board. Criteria for such selection will be published by the board for selection. C. As an appointed member of the FBINAA Executive Board, the Historian is not merely a consulting or advisory member, but is a full-fledged working member of the Executive Board. Therefore, as an appointed member of the FBINAA Executive Board, the Historian has all rights, responsibilities and duties as any elected member of the FBINAA Executive Board, excluding the right to vote. D. The Historian will be appointed at the Fall Executive Board meeting to serve the following year; his/her term beginning January 1 and may not hold the office for more than 4 years. If a different person is appointed by the board, the preceding historian will forward all materials to the newly appointed Historian and assist him/her in that transition. E. The Historian uses information from Board minutes, Annual Conferences and other sources of information to identify particular events, people or issues relating to the FBI National Academy Associates. F. The Historian, at the request of the Executive Board President, serves as the Parliamentarian during all official meetings using Roberts Rules of Order for parliamentary procedure. G. The Historian performs any duties assigned by the Executive Board President and the Executive Director of the FBINAA. ***** Policy and Procedure Manual Policy #

23 FBI NATIONAL ACADEMY ASSOCIATES, INC. Policy Title: National Sheriff s Association Policy Number: Reference: Date Board Approved: 2/18/08 Effective Date: 2/18/08 Last Revision Date: 02/11/2011 I. Mission Statement: The FBI National Academy Associates Inc. may host or participate in activities at the site of the National Sheriff s Association (NSA) Conference each year. The Executive Office will ensure that communication and coordination exists between the FBINAA and the NSA. II. Procedures A. Executive Office Responsibilities: 1. Work with the NSA to assist in hosting an NA Graduate event at the NSA annual conference. 2. Arrange and provide support for any NAA activities planned, such as a hospitality room(s), reception, meeting with the FBI Director, meetings with FBI Special Agents in Charge (SACs), NA Graduate event. This may include coordinating such activities with the local FBI Field Office and the local FBINAA Chapter, as necessary. B. Attendance: 1. Attendance by Executive Office staff and/or Executive Board Members will be funded, at the discretion of the Association President. C. Notice: 1. If time and magazine publication schedules permit, the time and place of the NA Graduate event(s) shall be published in The Associate, the FBINAA official publication, before the NSA Conference. 2. An advance all-member communication will advise the membership of the date, time, and location of the NSA NA graduate event, if held. ***** Policy and Procedure Manual Policy #

24 FBI NATIONAL ACADEMY ASSOCIATES, INC. Policy Title: Law Enforcement Executive Development Assoc. Policy Number: Reference: Date Board Approved: 2/17/08 Effective Date: 3/25/06 Last Revision Date: 02/11/2011 I. Mission Statement: The FBI National Academy Associates Inc. may host or participate in activities at the site of the Law Enforcement Executive Development Association (LEEDA) Conference each year. The Executive Office will ensure that communication and coordination exists between the FBINAA and the LEEDA. II. Procedures A. Executive Office Responsibilities: 1. Work with the LEEDA to assist in hosting an NA Graduate event at the LEEDA annual conference. 2. Arrange and provide support for any NAA activities planned, such as a hospitality room(s), reception, meeting with the FBI Director, meetings with FBI Special Agents in Charge (SACs), NA Graduate event. This may include coordinating such activities with the local FBI Field Office and the local FBINAA Chapter, as necessary. B. Attendance: 1. Attendance by Executive Office staff and/or Executive Board Members will be funded, at the discretion of the Association President. C. Notice: 1. If time and magazine publication schedules permit, the time and place of the NA Graduate event(s) shall be published in The Associate, the FBINAA official publication, before the LEEDA Conference. 2. An advance all-member communication will advise the membership of the date, time, and location of the LEEDA NA graduate event, if held. ***** Policy and Procedure Manual Policy #

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26 FBI NATIONAL ACADEMY ASSOCIATES, INC. Policy Title: International Association of Chiefs of Police Policy Number: Reference: Date Board Approved: 2/18/08 Effective Date: 2/18/08 Last Revision Date: 02/11/2011 I. Conference Committee: A. The Executive Director in concert with the Board s Conference Planner will be responsible for the housing arrangements of the Association Executive Board and its appointees, providing support for the FBINAA, Inc. events room and the FBI National Academy Association function. The Executive Director will act as liaison to the FBI to establish a mutual beneficial partnership to facilitate the FBI National Academy events during the IACP conference. B. By Board action, the NAA sponsored or hosted event at the IACP Annual Conference must be funded by means other than members dues. C. The Board will be notified by the Executive Director of the time and place of the NAA event in advance of the IACP Conference. The time and place of the event shall be published in the FBINAA official publication, The Associate, as well as the website, s and newsletters, as permitted, before the IACP Conference. D. The Executive Director will identify the NEI event at IACP and notify the Board Members of that event. E. The Executive Director will identify the LEEDA event at IACP and notify the Board Members of that event. ***** Policy and Procedure Manual Policy #

27 FBI NATIONAL ACADEMY ASSOCIATES, INC. Policy Title: Livio A. Beccaccio Award Policy Number: Reference: Date Board Approved: 2/17/08 Effective Date: 3/25/06 Last Revision Date: 02/11/2011 I. Purpose: The Livio A. Beccaccio Award is a living memorial presented to a FBI National Academy Associate member who has demonstrated exemplary character through an act of heroism, outstanding community service, innovation in law enforcement, or leadership reflective of that by which FBI Special Agent Livio A. Beccaccio lived. II. Selection Process: A. Annual award covering the period June 1 - May 31. B. Selection criteria to be disseminated to all chapters by January 1, annually. C. Award will be presented at the annual Association Annual Training Conference banquet. D. Submission deadline of nominees name(s) to the Executive Director is by the third working day of June. E. Chapters must prioritize nominees, if more than one is to be presented. F. Chapters must endorse that the nominee is worthy of receiving the award, supported by documentation. G. All nominations received will be submitted to the selection committee. III. Submission Process: A. A member in good standing may nominate an individual in good standing to his/her Chapter. B. Chapters must validate the nomination, endorse the nominee, prioritize the nominees if more than one is nominated, and forward the nominee name(s) and documentation to support worthiness of receiving the award, to the Executive Director. Policy and Procedure Manual Policy #

28 IV. Criteria for Selection: A. An act of valor or bravery at the risk of one's own personal safety and/or B. Dedicated, meritorious, and outstanding contribution to one s community and/or C. An innovative act and forward thinking which resulted in the improvement of quality in law enforcement or within the community and/or D. Sustained, outstanding personal character which is consistent, motivational, and inspires others to emulate and/or E. Fostering, mentoring and the promotion of the FBINAA and the goals therein. V. Submission Documentation: A. Completed application signed by the member in good standing making the nomination VI. Process of Selection: A. Each year a committee for the selection of the recipient of the Livio A. Beccaccio Award will be appointed by the President. The Chairperson of the Committee will select a committee of at least one Vice-President and two Representatives. This committee will be formed at the Annual Presidents meeting. B. The Executive Director will forward the nominations to the committee by the seventh working day of June. A selection will be made to the Committee Chairperson, by the 10 th working day of June and the recipient will be notified by the 12 th working day of June. C. It is up to the Executive Director to decide if there is money available to fund travel and lodging expense to the Annual Training Conference for the recipient and guest. ***** Policy and Procedure Manual Policy #

29 FBI NATIONAL ACADEMY ASSOCIATES, INC. Policy Title: John Wagner Award Policy Number: Reference: Date Board Approved: 2/17/08 Effective Date: 8/14/06 Last Revision Date: 02/11/2011 I. Purpose: The John Wagner Award is an annual award, established in 2004, to recognize the Youth Leadership student who best exemplifies the Youth Leadership Program (YLP) mission. John Wagner was an FBINAA Board member who was dedicated to the Youth Leadership Program and who had a significant impact in the development of the program. II. Award Information: A. Selection is made by the FBINAA Executive Director based on the recommendation of the YLP staff at that session. B. The award is presented at the YLP graduation ceremony. III. Award Description: A. The award recipient is presented with a certificate; arranged through the FBINAA Office. B. The recipient also has his/her name and sponsoring chapter added to the John Wagner plaque displayed at the FBI National Academy. IV. Hosting Chapter: A. The FBINAA Chapter hosting the recipient of the John Wagner Award is recognized by being reimbursed for the tuition for that student. V. Record of Award Recipients: A. A record of all those who have received the John Wagner Award shall be maintained by the Office of the FBINAA Executive Director. Policy and Procedure Manual Policy # **** 1

30 FBI NATIONAL ACADEMY ASSOCIATES, INC. Policy Title: Lester A Davis Award Policy Number: Reference: Date Board Approved: 2/17/08 Effective Date: 7/14/06 Last Revision Date: 02/11/2011 I. Purpose: The Lester A. Davis Award is an annual award, established in 2002, to recognize a person for outstanding contribution to the FBINAA, Inc. II. Award Information: A. An annual award covering the period June 1 - May 31. B. Selection is at the discretion of the FBINAA Executive Board President. C. The recipient is not required to be a graduate of the FBI National Academy. D. The award is presented at the FBINAA s Annual Training Conference banquet. E. The award recipient may receive reimbursement for his/her travel, attendance at the banquet, and reasonable accommodations; not to exceed $1,500. The arrangements and reimbursement will be the responsibility of the FBINAA Executive Director. III. Award Description: A. The award is presented as an award/plaque ordered through the FBINAA Executive Office. IV. Record of Award Recipients: A. A record of all those who have received the Lester A. Davis Award shall be maintained by at the FBINAA Executive Office. **** Policy and Procedure Manual Policy #

31 FBI NATIONAL ACADEMY ASSOCIATES, INC. Policy Title: Resolutions Policy Number: Reference: Date Board Approved: 2/17/08 Effective Date: 7/14/06 Last Revision Date: 02/11/2011 I. Procedures: A. FBINAA Executive Board resolutions are initiated and recipients are identified for exemplary contributions to the FBINAA by the Executive Board President and/or member(s) of the Executive Board. B. The Executive Board President and/or member(s) of the Executive Board should select one of two size resolutions to be awarded one which is signed by the entire Executive Board; the other, an abbreviated size, is signed only by the Executive Board President. C. The Executive Board President determines the time and location of the presentation of the FBINAA Executive Board resolutions. D. The Executive Board President will designate a member of the Executive Board to receive pertinent information to compose the resolution and present the wording to a vendor who will write the resolution in calligraphy, mat and frame it for presentation. E. The Executive Board President will provide pertinent information regarding the recipient of the award to the member of the Executive Board tasked to compose resolutions no later than 90 days prior to the presentation date. F. The Executive Board member charged with the composition of resolutions is responsible for having them available for presentation at the time, date and location of the event. G. The Executive Board member charged with the composition of resolutions shall gather signatures of the entire Executive Board on blank resolutions at Board meetings throughout the year. H. FBINAA Chapters can contact the FBINAA Executive Director to request a resolution be prepared for persons selected by their Chapter. These resolutions are specific to the requesting Chapter and are not identical to those presented through the FBINAA Executive Board. The Chapter requesting the resolution shall follow the same procedure used by the Executive Board. The Chapter resolution shall be signed by the Chapter President. The expenses associated with the production of Chapter Resolutions shall be borne by the Chapter requesting the Resolution. Policy and Procedure Manual Policy # ***** 1

32 FBI NATIONAL ACADEMY ASSOCIATES, INC. Policy Title: Financial Management Policy Number: Reference: Article V, Section 1 of the Constitution Date Board Approved: 02/27/2011 Effective Date: 02/27/2011 Last Revision Date: POLICY: It is the policy of the FBI National Academy Associates to establish guidelines for developing financial goals and objectives, making financial decisions, reporting the financial status of the Association and managing the Association s funds. The purpose of financial management in the operation of all FBINAA activities is to fulfill the organization's mission in the most effective and efficient manner and to remain accountable to the dues paying members of the Association. In order to accomplish this, the FBINAA commits to provide accurate and complete financial data for internal and external use by the Executive Director and the Executive Board. PROCEDURE: A. Duties and Responsibilities 1. Executive Board i.in order to meet their fiduciary responsibility to the Association and to ensure the financial integrity of the FBI National Academy Associates, Executive Board members will: a. Formulate and approve comprehensive written policies for revenues, accounting, investment assets, reserve funds and all financial activities b. Pass an annual budget that meets the Association s needs and provide oversight for approved budgets c. Ensure that an accurate, financial audit is performed on an annual basis d. Govern risk tolerance of investments Policy an Procedure Manuel Policy #

33 2. Finance Committee i. Consistent with Article V, Section I of the Constitution, the Finance Committee is a standing committee comprised of one representative from each Section and the Executive Director as appointed by the President. ii. The Finance Committee shall: a. Review and keep current on the financial well-being of the Association. b. Formulate fiscal planning and policy for the Association and make related recommendations to the Executive Board regarding fiscal matters. c. Review and make recommendations on proposed budgets to the Executive Board. d. Review investments and reserve funds to ensure the long-term financial well-being of the Association. 3. Executive Director i. The Executive Director shall be responsible for the management of the fiscal affairs of the FBI National Academy Associates consistent with the policies established by the Executive Board, and to advise the Executive Board on matters concerning the financial management, strategies and planning for the Association. ii. The Executive Director shall: a. Ensure financial controls are established to protect financial assets b. Maintain fiscal records of the Association c. Implement all financial policies and procedures Policy an Procedure Manuel Policy #

34 d. Prepare an annual budget e. Report the financial condition of the Association to the Executive Board on a quarterly basis no later than forty five (45) days following the end of each quarter f. Conduct and facilitate an annual, independent audit of the FBI National Academy Associates financial status and report the findings to the Executive Board g. Prepare a financial report for presentation to the membership at the annual conference h. Prepare and present a current financial statement of revenues, expenditures and assets at the annual Chapter Officer s meeting i. Monitor the chart of accounts, business banking practices and all other financial aspects of the Association to ensure the long-term financial well-being of the Association B. Budget Process 1. The FBI National Academy Associates fiscal year runs from January 1 to December 31 of each year. 2. The FBINAA budget will reflect revenues and expenditures for two funds; the General Fund and the Professional Development Fund (PDF). i. The General Fund is primarily supported by member dues and is utilized to fulfill the mission, daily operations and activities of the FBI National Academy Associates. Policy an Procedure Manuel Policy # ii. The Professional Development Fund is primarily supported by corporate donations and is established for the purposes of providing advanced levels of professional education, enhancing the leadership development of the FBI National Academy Associates members, and to fund other endeavors which further the mission of the Association. The Executive Board shall be authorized and empowered to pay reasonable compensation 3

35 3. Annual Process and expenses for the operation and administration of the Professional Development Fund. i. The annual process sets forth guidelines for submission of the proposed annual budget for the FBI National Academy Associates. ii. Proposed budget timeline: C. Accounting for Association Funds a. A minimum of ninety (90) days prior to International Associations Chiefs of Police (IACP) annual conference, the Executive Director of the FBINAA will present the Association President, First Vice President and Finance Committee Chair with a proposed budget for the upcoming year. b. Upon receiving the proposed budget, the Finance Committee Chair will present the document to the Finance Committee for review and comments. c. A minimum of sixty (60) days prior to the IACP annual conference, the Finance Committee Chair will submit to the Executive Director, Association President and First Vice President any suggested changes to the proposed budget. d. A minimum of thirty (30) days prior to the IACP annual conference, the Executive Director will present the Executive Board with a final recommended budget. e. At the IACP annual conference, the Executive Board will discuss the final recommend budget and once satisfied, will approve a final budget for the next fiscal year. 1. Responsibility for Accounting Records i. The Executive Director shall maintain a complete system of accounts covering all financial transactions of the Association. Policy an Procedure Manuel Policy #