Manual
Revised: April 28, 2018 Table of Contents Section Topic Revision Date Page No. Table of Contents Revised January 28, 2017 i Mission Statement Original July 24, 2010 ii Section A Answer an E-mail Message(s) Original July 24, 2010 1 Section B Oath of Office and Certificate Original July 24, 2010 2-3 Section C Meeting Minutes Submitted for Review Revised July 23, 2011 4 Section D Meeting Absents Revised Oct.27, 2012 5 Section E Meeting Dates Revised Oct.27, 2012 6 Section F Election Ballots and Tally Sheets Original July 24, 2010 7-11 Section G Alternate Convention Delegate Revised Jan. 24, 2015 12-13 Section H Meeting Agenda Original July 23, 2011 14 Section I Convention Site Selection Original July 23, 2011 15-16 Section J Assigned Committees Revised Oct. 28, 2017 17-18 Section K Section L Guidelines to the Texas CPAAA State Convention Fees in Regards to the Texas CPAAA Law Enforcement Convention Revised April 28, 2018 19 23b Original April 28, 2017 24 Section M Nomination Forms Original Feb. 01, 2014 25-27 Section N TCOLE Hours for Texas CPAAA Conference Revised Oct. 28, 2017 28-32 Section O Code of Ethics Original May 31, 2014 33 Section P Section Q Funds Approval for Official TCPAAA Business Texas Association Name, Abbreviation (Texas CPAAA) or Logo Usage Original June 06, 2015 34 Original January 23, 2016 35 Section R Historian Original January 23, 2016 36 Section S Procedures for Voting by Acclamation Original January 28, 2017 37 Section T Section U Section V Section W Section X Section Y Section Z Page i
Accepted July 24, 2010 Texas CPAAA Mission Statement The mission of the Texas Citizen Police Academy Alumni Association is to assist and educate the various Citizens Academy Alumni Associations within the State of Texas to better serve their communities by more effectively partnering with and supporting the law enforcement agencies in their area. We will accomplish this through educational classes, seminars and group gatherings. The educational process will be conducted by law enforcement agencies from local, county, state and federal jurisdiction and any other organization dealing with security issues. In having the tools to be more vigilant, the local CPAAA s can be significant assets to their sponsoring law enforcement agencies while also providing valuable opportunities for civic-minded citizens to give back to their communities as volunteers. Education in vigilant activities could encompass the topics of drugs, gangs, missing children and adults, along with other subjects as needed. Page ii
Accepted July 24, 2010 Section A: Answering an Email Message(s) Purpose: A timeframe to respond to the person(s) email, will be 24 hours of receipt, if only to reply Received. If the verbiage Action Required is in the subject line, an action must take place, along with a reply to the sender. If the communication is directed to one person, that person will be listed at the beginning of the body of the message. If communication is directed to the board as a whole, name(s) will appear at the beginning of the message. Note: Any reply to messages will be sent: Reply All Page 1
Accepted July 24, 2010 Section B: Oath of Office and Certificate Purpose: All TCPAAA Board Members will be sworn in at the time of taking an office on the board and receive a certificate. The oath will be given by a Sworn Peace Officer and will be presented as written below. A certificate will be given to each person taking office and will be signed by the TCPAAA President and Officer giving the oath. Oath of Office (Repeat after me) I, (state your name) - - Do solemnly swear - - in the presence of fellow members and friends - - to uphold the office of - - (state your office) to the best of my abilities. - - I realize it is an important responsibility, - - and I will conduct myself accordingly. I will be a leader, and strive to make decisions - - for the betterment of the association. And when the office is vacated, - - I will share what I have learned with my successor. So help me God. Congratulations Page 2
Accepted July 24, 2010 Certificate Attached Page 3
Oath of Office for Texas Citizen Police Academy Alumni Association I, name, do solemnly swear in the presence of my fellow members and friends to uphold the office of office to the best of my abilities. I realize it is an important responsibility, and I will conduct myself accordingly. I will be a leader, and strive to make decisions for the betterment of the Association and when the office is vacated I will share what I have learned with my successor. So help me god Signature TCPAAA President Sworn officer Dated
Revision 1: July 23, 2011 Section C: Meeting Minutes Submitted for Review Purpose: To assure the meeting minutes are sent out for review and correction made in a timely manner. The TCPAAA minutes from a meeting will be completed and sent to board members 15 days from the last meeting date. The Board will have 5 days to insure items discussed are correct and/or items have not been forgotten. All changes/corrections will be sent back to the Secretary for correction. The Secretary will have 5 days to make the suggested changes/corrections and then send to the Board and the Web Master for posting. The web master will have 5 days to post to the website. These minutes will be considered official when approved and need to be accurate and in order. Page 4
Revision 1 October 27, 2012 Section D: Meeting Absents Purpose: Action taken if Board Member(s) are absence from 2 (Two) of the scheduled board meetings. Board members are required to attend the TCPAAA meetings scheduled. These are prescheduled meetings that occur five times a year. Three presently held in Buffalo, TX., one for the Convention Walk through (hosting CPA and/ CPA s Cities) and the Yearly Convention. The prescheduled meetings in Buffalo, TX. are always on the fourth Saturday of January, April and October. No Board Member(s) can miss more than 2 (Two) of the meetings in a calendar year (Convention to Convention). If the Board Member(s) misses more than 2 (Two), his or her resignation will be required. Note: A sign in sheet will be provided at all meetings and will be kept by the Secretary as an official document. Each Board Member will sign in. Page 5
Revision 1 October 27, 2012 Section E: Meeting Dates Purpose: Scheduled meeting dates for the TCPAAA Board and Conventions. The meeting dates are as follows: 1. Fourth Saturday in January. 2. Fourth Saturday in April. 3. Walk Through prior to Convention. (This date will be scheduled at the April Meeting). 4. Convention (Dates will change each year). 5. Fourth Saturday in October. Note: The Saturday dates for the next year will be listed by the date at the October meeting and noted in the meeting minutes. Page 6
Accepted July 24, 2010 Appendix F: Election Ballots (Even & Odd Years) and Tally Sheet Purpose: A standardized election ballot and tally sheet for the election of TCPAAA Officers. The standardized sheets can be used from year to year for the election of officers. The ballot and tally sheet can be preprinted and will allow for any and all nominations from the floor. Note: See attached sheets. (Pages 8 11) Note: The ballots must be kept in a sealed envelope, with Convention date and Convention Host(s) name on front of envelope, following the collection and count at each Convention. This will be kept for a period of three years and when destroyed, it will be in minutes of the Board Meeting that action has been taken. This is a task assigned to the Secretary s position and duties. Page 7
(Even Years) 20 Accepted July 24, 2010 1. 2. 3. 4. 5. 6. Name President Vote 1. 2. 3. 4. 5. 6. Name 1 st Vice President Vote 1. 2. 3. 4. 5. 6. Name 3 rd Vice President Vote 1. 2. 3. 4. 5. 6. Name Secretary Vote Page 8
Odd Years) 20 Accepted July 24, 2010 1. 2. 3. 4. 5. 6. Name 2 nd Vice President Vote 1. 2. 3. 4. 5. 6. Name 4 st Vice President Vote 1. 2. 3. 4. 5. 6. Name Treasurer Vote 1. 2. 3. 4. 5. 6. Name Sergeant at Arms Vote Page 9
20 Accepted July 24, 2010 Office - Even Years President Total Votes 1st Vice President 3 rd Vice president Secretary Page 10
20 Accepted July 24, 2010 Office - Odd Years 2 nd Vice President Total Votes 4 th Vice President Treasurer Sergeant at Arms Page 11
Revised: January 24, 2015 Section G: Purpose: Alternate Convention Delegate Each voting alumni association and law enforcement agency in Texas is eligible to appoint and certify to the TCPAAA Secretary an alternate convention delegate for the sworn delegate role. This individual must be qualified as a TCPAAA member in good standing with voting privileges. This appointment will serve during the current annual convention as the agency s alternate representative. This alternate will serve as the convention delegate in the absence or the inability of the sworn delegate to serve. Alternate will support the convention with the non-sworn delegate in their role and ability to give direction and vote on business operations. NOTE: The Alternate Convention Delegate form (ref.: Page 13) will be completed prior to the Annual Convention and given to the TCPAAA Secretary for record of attendance. By Law: 8.3 Alternate Convention Delegate Each voting alumni association and law enforcement agency in attendance will appoint and certify to the TCPAAA Secretary their alternate convention delegate as a member in good standing with the voting privileges and to serve as its alternate convention delegate to the Convention. This person will serve as the convention delegate in the absence or the inability of the convention delegate to serve and will assist the convention delegate in their role. Page 12
Revised: January 24, 2015 Section G: Alternate Convention Delegate Form Each voting alumni association and law enforcement agency in Texas is eligible to appoint and certify to the TCPAAA Secretary an alternate convention delegate for the sworn delegate role. This individual must be qualified as a TCPAAA member in good standing with voting privileges. This appointment will serve during the current annual convention as the agency s alternate representative. This alternate will serve as the convention delegate in the absence or the inability of the sworn delegate to serve. Alternate will support the convention with the non-sworn delegate in their role and ability to give direction and vote on business operations. Complete the Appointment Certification below: I appoint and certify, as my alternate convention delegate for the 20 Convention. Date: Signature: Agency: Sworn Delegate I accept this appointment for the 20 TCPAAA Convention as the Alternate Delegate to represent the Sworn Delegate position from our association. (Association Name: & Region: ) Date: Alternate Signature: Page 13
Accepted: July 23, 2011 Section H: Meeting Agenda Purpose: To assure the meeting agenda items are sent out in a timely manner. The TCPAAA agenda items for a meeting will be requested by the Secretary 30 days after the last meeting from the Board. The TCPAAA Board will have 5 days to respond with any items and the time(s) required for discussion, that need added to the agenda. All Committee Chair persons will have the same responsibility to respond the agenda request with items and time(s). The Secretary will have 5 days to compile an agenda, once the deadline has passed. The agenda will be sent to the Board and Web Master for posting 30 days prior to the meeting. Page 14
Accepted: July 23, 2011 Section I: Convention Site Selection Purpose: The Delegates Meeting will be used to select the site for the Annual Texas Citizen Police Academy Alumni Association (TCPAAA) Convention. Each attending CPA Alumni Association selects one (1) member to act as a delegate, and each attending law enforcement agency selects one (1) member to act as a delegate during the voting process. No Agency or Association will be allowed to vote by proxy. Delegates must be present at the voting process in order to cast a vote. Each city bidding will be allowed thirty (30) minutes to make their respective presentations to the delegates at the Delegate Meeting. This should be ample time to allow everyone to discuss the bids with their respective delegates. Delegates will cast their votes immediately following all presentations. The Vote Tabulation Team will consist of one citizen and one law enforcement officer from the past two convention sites. The site selected will be announced at the Awards Banquet. Site Bid Information & Requirements Any city within Texas interested in bidding for the Texas Citizen Police Academy & Law Enforcement Annual Training Convention must submit a proposal to the TCPAAA Site Selection Committee by June of the current Convention Year. Bid proposal packages must include the following information: 1. Meeting Facilities (a) Description and location of the meeting facilities and/or convention center. (b) At least six (6) individual classrooms, which hold at least 50 people each. 2. Hotel (a) Description & location of the hotel. (b) Host hotel must be within five (5) walking minutes to the classrooms. (c) Rooms & room rates blocked for the convention. (d) Adequate parking. (e) A restaurant on site or within five (5) walking minutes from the hotel. 3. Convention Agenda (a) Proposed activities. (b) Schedule of events. Page 15
Accepted: July 23, 2011 4. Proposed Curriculum (a) Course content. (b) Class structure & content. 5. Miscellaneous Information (a) Contact person for bid, including address, phone, fax, or email if available. Bid proposal packages must be received no later than June 1, of the current Convention Year. Mail Bid Proposal Package to: Texas CPAAA ATTN: Convention Site Selection 1400 Bradford Trace St. Allen, TX 75002 Page 16
Revised: October 28, 2017 Section J: Assigned Committees Purpose: To identify assigned committee members. The TCPAAA Officer(s) elected to that position will be responsible for completing the attached committee information sheet for their assigned committee(s). This task will be completed prior to the first TCPAAA Board Meeting after the Convention, in October. If the TCPAAA Officer(s) elects not to fill the committee position(s), this will be the decision of that officer. The function of that committee will need to the completed. The Audit Committee will be filled by the TCPAAA President with the assistance of the Treasurer. Note: The TCPAAA Board Position and Assigned Committee Form located page 18. Page 17
Revised 1 October 28, 2017 TCPAAA Board Position & Assigned Committees 1st Vice President 1. 2. 3. Membership Committee Name Phone Number Email Address 2 nd Vice President By Laws and Standing Rules Committee Name Phone Number Email Address 1. 2. 3. 1. 2. 3. Nominations Committee Name Phone Number Email Address 4th Vice President 1. 2. 3. 1. 2. 3. Convention Committee Name Phone Number Email Address Site Selection Committee Name Phone Number Email Address President 1. 2. 3. Audit Committee Name Phone Number Email Address Page 18
Section K: Guidelines to host the Texas CPAAA State Convention Revised: April 28, 2018 Purpose: To furnish guidelines and requirements to a host city for the Texas CPAAA & Law Enforcement Training Convention. A. Site Selection: Must be able to accommodate 300 + attendees. Class rooms and restaurant(s) must be within walking distance of the hotel accommodations, if not all inclusive in a Convention Center. The bid to host the Convention requires the host city have a quote for room rates/dates and Registration fee s to be announced at the Delegates Meeting. The delegates will select the host city during the Texas CPAAA Delegates meeting. B. Hotel/Convention Center: Special room rates need to be negotiated for the Convention guests; if you need assistance you should always contact the Texas CPAAA Board VP of Conventions. Contracts are between the host city and the hotel, contracts are not in the name of the Texas CPAAA. The Host City will need to secure an Exhibit Hall for the Alumni s and Commercial Vendors to showcase their organization and sell items to support their non-profit group. This is also part of the hotel/convention center package. Additional Event Space/Area Required for Convention Process Registration Tables: the Host City should have four lines in alphabetical orders (ex: A- G, H- L, M-O, & P-Z)) to check registration for the members. Registration is open two days and after that members can check in at the Information Desk (see below) Delegation Check-In: this area is managed by the Texas CPAAA Board of Directors. Delegate Ribbons will be supplied by the Texas CPAAA. Information Desk: Host City needs to have their staff work this desk during registration and during class time. They should be familiar with the activities for the day and be able to assist with questions from the members including late registration. ICE Breaker: this event is always the evening before the first day of classes. The room needs to be large enough for sitting areas/table to accommodate registered members. This is the responsibility of the current Host City purpose is to welcome the members, to meet and greet but you should have appetizers or finger foods/drinks. A cash bar is also recommended by not required an activity or music to get members to mingle and visit it helps to keep them at the Ice Breaker. Exhibit Hall: Host City is responsible for security in this room at all times. A room monitor should be in the room during hours of operation and the room should be locked after hours to protect merchandise. The Exhibit Hall should remain open during class time with the exception of lunch time and High Profile Cases when everyone should be in attendance. Remind members of this at Opening Ceremonies during House Keeping but to be sure they take their money with them. Opening Ceremonies: the first day of classes the Exhibit Hall should be closed so that all members can attend Opening Ceremonies. The Host City agenda should include (but not limited to) posting of the Colors, National Anthem, Prayer, introduction and/or welcomes from the Chief of Police, Asst Chief s, Mayor, City Official s,alumni Officers. After the Opening Ceremonies before members are dismissed to attend classes and/or the Delegates Meeting, this is a time to do House Keeping. This is the time to inform members of any changes/corrections to the current schedule. Time to recognize/acknowledge your sponsors. Page 19
Special Rooms and/or Areas Needed in the Hotel/Convention Center Revised: April 28, 2018 continued Hospitality Room: this is normally reserved for the upcoming Convention Hosts to talk to the members and promote their Convention to socialize. Delegates Meeting: scheduled immediately following Opening Ceremonies. The Host City will be responsible to secure a room large enough to accommodate this meeting, (normally 100 + members), provide a Tabulation Committee (for election process), consisting of two members of the Host City Alumni and a Law Enforcement Officer. The Delegates Meeting room will need to include seating for the Board of Directors facing the delegates, microphone(s), computer, projector, screen, and podium. NOTE: During the time frame of the Delegates Meeting, do not schedule a class which will be a conflict to an Officer being able to attend the Delegates Meeting. (i.e. CPA Coordinator Class) Meeting/Class Room Space: Ensure the meeting/class rooms have seating to accommodate members. C. Registration Form: The Host City MUST use the existing Registration Form with the modifications listed below approved by the Texas CPAAA 4 th VP of Conventions prior to beginning Pre-Registration and before posting on any website. Host city logo Texas CPAAA logo Location Date of Convention Contact information Convention registration fee Hotel name/rate/ contact info for reservations Registration and Reservation due dates Late fees & dates (Late fees and due dates will need to be approved by the TCPAAA Board) The Host City will use the Texas CPAAA website as the primary link to post the Registration form. This will be handled through the Texas CPAAA webmaster. Any changes or updates to this form will be communicated to the Texas CPAAA Webmaster and the 4 th VP of Conventions. Suggestion: Try to include as many meals as possible for the members attending to keep them at the location and included in cost of their registration. Note: The use of the Texas CPAAA logo can be used for Registration forms and official Letter Head for convention use only. The Host City must request use of the logo for any other reason. A Registration List is required and the format will be supplied to the Host City by TCPAAA 4 th VP this form is to include: Members Name Address / City/ State/ Zip Email Phone number(s) CPAAA/PD the member is associated with Delegate or not and Sworn or Non-Sworn The Registration List will be passed on to the 1st VP Membership and the 4 th VP Conventions periodically through out the year while members are registering. Page 20
C. Registration Form: continued Revised: April 28, 2018 On the last day of the State Convention the Host City will turn over the Master Registration List to the 1 st VP, along with the original Registration Forms and a flash drive of the registrations. This is documentation that belongs to the TCPAAA Board for permanent record. D. Class Schedules and Training Classes (Sessions): Host City Areas of Responsible: With assistance from the 4 th VP of Conventions (as needed), the required classes (sessions) and events at all State Conventions are as follows: Opening Ceremonies Delegates Meeting CPA Round Table(s) Texas CPAAA Board Member will facilitate this class to include these Topics: Fundraisers, Social Networking, Community, Programs, CPA Meetings, and the VIP and/or Cop s Program. 501 c 3 & Tax Requirements Host City responsibility to locate an expert to facilitate. CPA Coordinator Certification (CPA Coordinator Certification and Civilian law enforcement ) Host City responsibility to locate an expert to facilitate. Host city is responsible to secure Class Session instructors, lunch speaker(s) (if needed) and a guest speaker for the Awards Dinner. Divide the day up into time frames for class sessions; you should have four (4) and no more than six (6) sessions going at one time. You can and should repeat some of the classes on different days to enable the members to attend if they have a conflict to schedule to attend. High Profile Class(s) One High Profile Case is required, two would be exceptional. The class room for these case(s) will need to accommodate the entire membership. No other class(s) should be scheduled during that time each day. Awards Banquet E. Audio Visual equipment: The Host City will need to review their contract with the hotel, concerning Audio Visual Equipment (i.e. laptop computers, projectors, screens microphones and etc.). Outside source may be available, if permitted through the hotel contract to reduce cost of rental fees. F. Awards Banquet: Reserve a table(s) for the guest Speaker and family, 4 th Vice President and Host City Officials. If the Host City elects to have a Head Table, the same should apply. It is recommended the Texas CPAAA 4 th VP of Conventions is included at the reserve table and/or head table. The Texas CPAAA Board will be seated with general membership through the banquet hall. Awards Banquet Agenda: Welcome/Introductions/Comments Prayer Meal/Fellowship (When most have completed eating) 5 minute announcement of: Guest Speaker Topic Time Limit of 30 to 45 Minutes. Introduce the Awards Committee and Board to present the awards. The election results and swearing in of newly elected Boards Members. (Officers and Regional Reps). Door Prize Drawings and Raffles if applicable. Current Host City passing the torch to the next Host City. Retire the Colors. Meeting Closed and transferred to the next host city. Page 21
Revised: April 28, 2018 G. Room Monitor Duties Ask the speaker of the session if he/she would like you to read their bio or if they would prefer to introduce them self. Ask the speaker if they have any handouts and if so, please pass the information out at the door as attendees come into the classroom. Hand all attendees a ticket for Door Prizes as they enter the room. Be sure that all law enforcement sign IN and sign OUT!!!!!! EXTREMELY IMPORTANT And Law Enforcement is to complete an evaluation form on that class session. Make sure there is enough seating for the attendees. The room to keep the classes on will also be the timekeeper for the session, it s important to keep the classes on schedule. Please. Let the speaker know this so there is time for questions and time to present the door prizes. Let the speaker know you will advise him/her of his time limit when the class has 15. 10, and 5 minutes remaining. Do this before class begins, please. Draw the ticket for the door prize and announce before the end of the class, please. IMPORTANT: MAKE SURE ALL OFFICERS OR LAW ENFORCRMENT PERSONNEL SIGN THE TCOLE SHEETS FOR TCOLE CREDITS. THE OFFICERS WILL NEED TO SIGH IN AND OUT, THEY WILL BE GIVEN AN EVALUATION FORM TO BE COMPLETED AT THE END OF THE CLASS. WITHOUT BOTH PIECES OF INFO, THEY WILL NOT BE ISSUED THEIR TCOLE HOURS AND CERTIFICATE AT THE END OF THE CONVENTION. It is equally important there be one person in charge of the evaluations and the sign-in sheets. Each sheet should have: 1. Class Session Name 2. Date 3. Instructor 4. Room Monitor At the end of class, please turn in the forms. After the session please do some housekeeping to make sure the room in an orderly condition for the next class. H. New Member Orientation: Texas CPAAA Convention & Law Enforcement Training TEXAS CPAAA New Member Orientation Welcome!!! Delegates Meeting: an annual business meeting for the Alumni s and the Texas CPAAA BOD. Each alumni association and law enforcement agency in Texas is eligible to appoint and certify to the TCPAAA Secretary one non-sworn delegate and one sworn delegate vote on business operations. Page 22
Revised: April 28, 2018 Delegates are important to ensure each association has equal representation to conduct business for a fair vote, two votes per association. Business at the Delegates meeting includes the yearly elections for the Texas CPAAA Board of Directors. Even years election of President, 1 st VP, 3 rd VP and Secretary. Odd years 2 nd VP, 4 th VP, Treasurer and Sgt. At Arms. Opening Ceremonies: on the first day of classes the host city will have an opening ceremony. This is the time to welcome all of the members attending the convention. Speakers will be the chairperson of the Alumni hosting, the Chief of Police, Mayor or other dignitaries. Presentation of the Flags by the Honor Guard and the National Anthem. Exhibit Hall: all the associations have the option to reserve a table (there is a fee) to set up their merchandise/items to sale as a fund raiser for their organization. They are also allowed two raffle items as a fund raiser for their group. Exhibit Hall is closed during meals and high-profile classes. Early Registration: the Alumni that will host next year s convention will offer early registration at their exhibit hall table. By registering early your name is put into a drawing the evening of the Awards Banquet. There will be two names drawn; one will win a Free registration and the other will win one Free night stay at the convention hotel. Ice Breaker: the reception is a time for members to reunite with one another. A time to share food & beverage and catch up, in some ways a reunion for most. Meal Tickets: at registration check-in each member receives their name badge and meal tickets, it s required that you bring your meal ticket for all meals. High Profile Class: these classes are high interest topics, so the class is set up for all members to attend. No other class is available during this time and the exhibit hall is closed as well. Breakout Sessions: five (5) classes are available at one-time, different topics and speakers to select from. Most classes repeat during the convention so you can try to see multiple subjects. Door Prizes: in each break out session the room monitor will hand out a raffle ticket, at the end of the class the name drawn will win the door prize. CPA Roundtable: this breakout session is an open forum to discuss several topics regarding the CPAAA, such as (1) fundraising, (2) speakers/meetings, (3) social media, (4) COP/VIP, (5) events, (6) 501c3. Awards Banquet: reception starts at 6:00 pm, cash bar available and dinner starts at 7:00 pm. The agenda for the banquet includes a guest speaker along with the awards presentation. The winners from the raffle tickets sold in the exhibit hall are drawn. The host city will pass the torch to next year s host city and closing remarks are made. Hospitably Suite: The host city has a Hospitality Suite for the members to come visit, with snack foods and beverages, you can bring your own as well. It s a time for members to make new friends or reacquaint with old friends. Dress attire is very informal and it s come and go or come and stay as long as you like. The Hospitality Room is open in the evenings after class time. The host city sets their own time frame to open & close. Page 23
Revised: April 28, 2018 TCOLE: Texas Commission on Law Enforcement. Law Enforcement and any that hold a PID# will receive TCOLE credit for attending the classes offered at the TCPAAA Convention and Law Enforcement training. The requirements are you must sign in and sign out of the class you attend. You are also required to fill out an evaluation form and turn it in to the class monitor before leaving the classroom. Note: All trophies/plaques are the expense of the Texas CPAAA Note: A walk through and Texas CPAAA Board Meeting will be scheduled prior to the Annual Convention. Note: Any questions and/or information concerning the convention will be directed to the 4 th Vice President. Note: Seed Money: There is NO seed money in the TCPAAA Conventions. If the current Host City has funds remaining in their Convention Account, it can be passed on the next host city as a Donation Note: TCPAAA membership dues: Membership dues are included with the Convention registration, in the amount of ten dollars. The host city is required to send the membership dues to the Texas CPAAA mail box within 30 days of the last day of convention. Note: Recommended Finances: Open a separate bank account for the Convention funds or be certain to use a separate ledger for more accurate record keeping. Page 23a
CONVENTION TIMETABLE Design & print convention letterheads, envelopes & cards Secure mailing list from past host(s) and update Establish steering committee, set meeting schedule Select dates for convention Select a hotel or conference center, big enough for 350+, and 6 meeting rooms minimum Inspect facility Book meeting, banquet and sleeping room space Prepare preliminary budget Negotiate with & obtain signed contract with facility Develop the program Set up a web site Develop & mail fund raising packet to corporate sponsors 12-18 MONTHS AHEAD Determine theme of meeting Begin search for speakers: keynote & class Plan business and social agenda Coordinate marketing strategy Follow-up on corporate sponsor mailings Secure booth at current convention, state/national Promote 9-12 MONTHS AHEAD Confirm with speakers Contract with graphic artist and printer Review program with facility, and Determine location of nerve center of operations Book spouse programs & optional activity Mail exhibitor prospectus, include electrical requirements 6-9 MONTHS AHEAD Send first mailing Make travel arrangements Review program Revise specifications with facility as necessary Contact a ground transportation operator, if necessary Revise and refine budget Secure color guard & bag piper if required 3-6 MONTHS AHEAD Correspond with participants Send second mailing, Have preliminary agenda typeset Order 1/2" capacity attendee notebooks Meet with convention service/conference manager Contract for on-site photocopier, Reserve hospitality room for next year's host Select menus for special theme functions Have signs prepared Secure a safe room for all convention material Collect & prepare door prizes Get name badges printed: VIP's, Steering Confirm special events and entertainment Revised: April 28, 2018 2 MONTHS AHEAD Finalize general agenda for convention Finalize business meeting agenda Select final food and beverage requirements, room set-up Get speakers special requirements, hand-outs Book air/hotel for VIP/staff, if necessary Establish plans for any video presentations 4 WEEKS AHEAD Send spec sheet to facility Send rooming list Review/revise facility banquet event orders Review program with all speakers and presenters Have final program printed Prepare attendee notebooks Prepare registration packets for attendees Design program evaluation sheet (optional) Obtain all handouts for shipping to facility 2 WEEKS AHEAD Ship material to facility Review needs of VIP speakers and class speakers Review program with facility Meet with facility regarding menus and accommodations Print additional name badges DAY PRIOR TO MEETING Walk through the program at meeting site Set-up registration area, and other set-ups Review rooming list with front desk Have pre-conference meeting with all appropriate personnel, issue last minute instructions LAST DAY OR DAY FOLLOWING MEETING Post convention meeting to review event Distribute gratuities Ship materials back Send participant mailing list to next year s host Mail "Thank-you letters" where appropriate Page 23b
Accepted: 04/28/2017 Section L: Fees In Regards to the Texas CPAAA & Law Enforcement Convention Purpose: To furnish guidelines and requirements to a host city for the Texas CPAAA & Law Enforcement Training Convention. The Fees are as follows: Late Registration Fee: Not exceed $30.00 (amount to be set by the Host City and/or Association, with approval of the Texas CPAAA Board). Start Date of Late Registration Fee: Fee will start at the beginning of 6 weeks prior to the start of the Annual Convention. Cancellation Fee: The Cancellation fee will go into effect 3 weeks prior to the TCPAA Convention start date = $15.00. One week prior to the TCPAA Convention start date the host city is not required to refund any Registration monies. TCPAAA Dues: upon cancellation of registration the host city will hold the $10 for current membership. NOTE: Convention cancellation will be in writing or by e-mail. NOTE: Any change(s) requested by the Host City and/or Association of the above fees, will need to be presented to the Fourth Vice President and the Texas CPAAA BOD. NOTE: The late fees and cancellation fees will apply to all (including Law Enforcement) Page 24
Section M: Nominations Forms Texas Citizen Police Academy Alumni Association Accepted: February 01, 2014 PURPOSE: Forms Describing and Documenting the Skills and Experience of Prospective Nominees to Elective Positions on the Texas Citizen Police Academy Alumni Association (TCPAAA) Board of Directors. OBJECTIVE: Provide the construct, format and proposed content for information that can be used to document the skills and experience for prospective nominees to elective positions on the Texas Citizen Police Academy to be used when identifying and selecting those nominees by the TCPAAA Nomination Board as described in Sections 4.4.3, 5.6.2, and 6.2.2 of the TCPAAA By-Laws NOMINATION FORM CONTENT: As described in ARTICLE V: OFFICERS, and its subsections, the positions and duties are described. Attachments 1-8 of this Policy provide the construct to document: Position Job Description: Extracted from the appropriate subsections 5.5 5.9 of the TCPAAA By-Laws. Nominee s Name: Self evident. Address: Nominee s mailing address. Contact Phone #: Self evident. Email(s): Nominee s email address. Current CPAAA Affiliation: As described in Section 2.1 of the TCPAAA By-Laws. Sworn or non-sworn: Self evident. Experiences that relate to the job description / position: Describe experiences that would qualify the Nominee for the elective position. Limitations to job performance: Specifically, is the Nominee able to participate in the TCPAAA Board of Directors position in accordance with ARTICLE IV: BOARD OF DIRECTORS. Other applicable (voluntary} information: Describe any other knowledge, skills, or experiences that would qualify the Nominee for the elective position. Affirmation: Signature of the individual identifying and / or submitting the nomination. Nomination acceptance: Acknowledgement by the prospective nominee that they are willing and able to perform and participate in / on / with the TCPAAA Board of Directors. Date: Self-evident. Continuation sheet: Additional space for the nominee to provide more applicable information. Page 25
Accepted: February 01, 2014 AVAILABILITY: These forms should be made available: For download from the TCPAAA web site At the registration table for each TCPAAA Training Session and Convention, prior to the start of TCPAAA Annual Delegates Meeting at the start of each Convention. At the door to the TCPAAA Annual Delegates Meeting. IMPLEMENTATION: These forms may be: Downloaded, filled in, and mailed or submitted to the 2 nd Vice President of the TCPAAA, in accordance with Section 4.4 of the TCPAAA By-Laws. Picked up at the registration table at the start of each Annual TCPAAA Training Session and Convention, filled in, and submitted to the TCPAAA 2 nd Vice President, prior to the start of TCPAAA Annual Delegates Meeting at the start of each Convention. Picked up at the door to each Annual TCPAAA Delegates Meeting at the start of each Annual TCPAAA Training Session and Convention, filled in, and submitted to the TCPAAA 2 nd Vice President, prior to the start of TCPAAA Annual Delegates Meeting at the start of each Convention. USE: These forms may be used: By the TCPAAA 2 nd Vice President and Nomination Committee in accordance with Section 4.4 of the TCPAAA By-Laws, to evaluate the qualifications of prospective nominees and to support their recommendation by the Nomination Committee. During the Annual TCPAAA Delegates Meeting, If the facilities support it: o To be scanned and electronically projected during the period in the nomination & election of officers where each Candidate is given the opportunity to describe his / her knowledge, skills, and experience to the assembled Delegates. o To be made available to each Candidate for use as a reminder / summary / talking paper during the period in the nomination & election of officers where each Candidate is given the opportunity to describe his / her knowledge, skills, and experience to the assembled Delegates. DESTRUCTION & DISPOSAL: These forms will be destroyed after each Annual TCPAAA Delegates Meeting, unless specifically authorized by the perspective nominee, and only for purposes deemed necessary by a vote of the TCPAAA Board of Directors. Page 26
Accepted: February 01, 2014 FORMS: Links to sample Nomination Forms are below: 1. President: http://texascpaaa.org/forms/nominationformpresident.pdf 2. 1 st Vice President: http://texascpaaa.org/forms/nominationform1stvp.pdf 3. 2 nd Vice President: http://texascpaaa.org/forms/nominationform2ndvp.pdf 4. 3 rd Vice President: http://texascpaaa.org/forms/nominationform3rdvp.pdf 5. 4 th Vice President: http://texascpaaa.org/forms/nominationform4thvp.pdf 6. Secretary: http://texascpaaa.org/forms/nominationformsecretary.pdf 7. Treasurer: http://texascpaaa.org/forms/nominationformtreasurer.pdf 8. Sergeant-at-Arms: http://texascpaaa.org/forms/nominationformsergeant-at-arms.pdf Page 27
Revised: October 28, 2017 Section N: TCOLE Hours for Texas CPAAA Conference Purpose: Guidelines for Law Enforcement Officers /or who holds a State PID Number to receive their TCOLE Hours for the Texas CPAAA Conference. 1. It should be the decision of the host organization if they wish to provide training that will or will not result in TCOLE credit hours for Officers /or who holds a State PID Number who attends the conference. 2. If they decide to offer classes for which TCOLE hours will be issued then: a. They will need to determine if they will offer any mandated courses or courses that lead to a certification or b. Offer only general classes for which attendees will receive an hour to two hours of credit per class. 3. The next step will be for the host to determine how they wish to report the credit hours: a. Will the host organization report the hours through the Department they liaison with (if that agency is a TCOLE approved training provider) or another TCOLE approved training provider like a Council of Government or police academy (required documents would need to be retained for audit purposes) - or b. Will they have each attendee wishing credit hours obtain the necessary audit documents (Instructor bio and photo, Learning Objectives, Lesson Plan and Handouts) to take back to their agency and submit it through their Department training section (if their Department is an approved training provider) - or c. Will they provide each attendee wishing credit a Certificate of Completion for each class they attend and in turn the attendee would take each certificate he receives back to the Department s chief administrator and have the hours submitted by that means (this method does not require the retention of any audit documents). 4. If mandated or certification courses are offered the training must be reported via 3a or 3b. 5. If a Certificate of Completion is the means selected for reporting the hours: a. A certificate should be issued for each individual class attended by the officer. b. The certificate should include: i. Who provided the course: (Proposed) Texas CPAAA and Law Enforcement Annual Training Conference. ii. Date(s): (Proposed) List the date of class person attended iii. Name of Person attending the class. iv. Class/Course Attended: i.e. Texas Weapon Laws and the corresponding TCOLE course number. v. Hours credited: 1 hour/2hours, etc. vi. Signature of TCPAAA President and Conference Chair Page 28
Revised: October 28, 2017 6. Process for obtaining TCOLE class hours via the Certificate of Completion option: The Conference binder should include a section explaining the process each person wishing TCOLE hours is to follow in reporting their training hours to TCOLE. The information should, as a minimum, contain the information listed below and indicate that a certificate will be issued for each break out session they attend with the information in paragraph 5 above. Each of these certificates would be presented to their chief administrator for submittal to TCOLE. No other supporting documentation is required in this process. The host organization using this process would have: a. A sign-in roster for each break out session providing TCOLE credit. The sign-in sheet should include the course title (subject), date, instructor and hours for the class. The sheet should also include columns for the attendee s name, DOB, PID# and their agency. b. Each attendee wishing TCOLE credit would sign in at the beginning of the class. c. Each attendee seeking TCOLE credit would be issued a class critique form and at the start of the class be informed that to receive credit for the class they must both sign in at the beginning of the class and turn in the critique form at the end of the class. This would help ensure the person remained for the duration of the class. d. The person completing the certificates would compare the sign in sheet to the critiques for that break out session prior to the issuance of a certificate to someone for that class. e. The certificates would be issued at the end of each day or at the conclusion of the conference at a specified time and location. f. The host organization should retain the sign-in sheets and critiques for at least 45 days as to receive credit for a class the hours must be submitted to TCOLE within 30 days of the class date. Note: The Roster for TCOLE Credit is located on page 30. Note: The TCOLE Critique is located on page 31. Note: The TCOLE Certificate of Completion is located on Page 32. Page 29
Sign-In Roster for TCOLE Credit Accepted: February 01, 2014 Course Title: Date: Instructor: Class Hour(s): Attendees Name DOB PID # Agency Sign In Sign Out Verified By: Date: Page 30
Texas CPAAA and Law Enforcement Annual Training Conference Course Critique Course Title /or Number: Date: Highlight the number based on this scale or circle and return to Room Coordinator 1 = Poor, 2 = Unsatisfactory, 3 = Average, 4 = Satisfactory, 5 = Excellent 1. Course Presentation 1 2 3 4 5 2. Course Length 1 2 3 4 5 3. Couse Material(s) 1 2 3 4 5 4. Training applicable to assigned duties 1 2 3 4 5 5. Evaluation of the Instructor 1 2 3 4 5 Remarks: Print Officers Name Signature of Officers Page 31
Texas CPAAA and Law Enforcement Annual Training Conference Certificate of Completion is hereby granted to Officer Joe Law to certify that he/she has completed to satisfaction CPA Coordinators Course TCOLE Course Number: _TCOLE 12345 Hours Credited: 1.5 Completed: July 28, 2014 Texas CPAAA President Conference Chair
Section O: Code of Ethics Texas Citizen Police Academy Alumni Association Accepted: 01/23/2016 Purpose: The following Code of Ethics is established to guide the conduct of the members of the Texas Citizen Police Academy Alumni Association. Violation of this Code of Ethics may be considered cause for termination of membership from the Association. 1. The Association does not sanction and will not tolerate language or behavior of any form, which is or can be perceived as attempt to slur, threaten, harass, or shame any person in regard to race, color, religion, age, national origin, gender or disabilities. 2. No member of the Association shall in any way represent themselves as an officer, employee, or representative of any Law Enforcement Agency. 3. No member shall promote or represent themselves on behalf of this association for personal, political, or financial gain. Inappropriate behavior toward officers or citizens will not be tolerated. 4. All clothing or items identifying the Association can only be purchased or worn by a member in good standing. 5. Members of the Association shall be aware of the location and situation in which they wear clothing displaying the name, logo, or any reference to the association, Texas Citizen Police Academy Alumni Association. Clothing bearing any of these referenced emblems shall not be worn in inappropriate places such as bars or clubs, or while consuming alcohol. 6. The Association will not tolerate disruptive influences nor behaviors by any member. 7. The Association expects members to support human dignity by refraining from any discriminations or harassment. In doing so: are expected to maintain high standards of personal conduct are expected to conduct themselves in a courteous and civil manner shall not interfere with the learning opportunities of another member are expected to work toward a constructive resolution of conflicts are expected to regard diversity as a resource that enriches the learning environment through the sharing of different perspectives and ideas are expected to refrain from vulgar or obscene language or behavior complaints should be handled by requesting a subject be put on the next Executive Board meeting agenda; emails are not the method of resolving complaints emails regarding the Association must be sent to the entire Executive Board Page 33
Accepted June 06, 2015 Section P: Funds Approved for Official TCPAAA Business Purpose: The TCPAAA Board of Directors approval of funds for the President and 4 th Vice President for travel expenses. Funds for travel expenses (airfare) will be pre-approved for payment, at the TCPAAA Board meeting prior to travel. This approval will be for once a year, on a case-by-case basis. A detailed expense package (cost) will be submitted to the TCPAAA Board prior to approval. Examples of travel expenses: Convention Walk Through, City hosting a Convention for a Meeting and other expenses that may deal with travel expenses. Page 34
Accepted: 01/23/2016 Section Q: Texas Association Name, Abbreviations (Texas CPAAA) or Logo Usage Purpose: The name, abbreviations and logo of the Texas Citizen Police Academy Alumni Association (i.e. Texas CPAAA or TCPAAA), are trademarks of the association and, as such, are valuable assets that play an important role in promoting Texas CPAAA or TCPAAA and its resources and services. Their value may be weakened or lost altogether by improper use. This Policy provides for the allowable use and required acknowledgment of the name, abbreviations and logo and preserves the trademark rights of the organization and its resources. These requirements apply to parties referring to Texas CPAAA or TCPAAA trademarks, including association partners, members and others. The Texas CPAAA or TCPAAA name, abbreviations and logo are the sole and exclusive property of the Texas Citizen Police Academy Alumni Organization. General Use: a) The Texas CPAAA or TCPAAA name, abbreviations and logo may not be used in any manner that, in the sole discretion of the Board: 1) Discredits Texas CPAAA or TCPAAA, tarnishes its reputation and goodwill; 2) Is false or misleading; violates the rights of others; 3) Violates any law, regulation, or other public policy; 4) Mischaracterizes the relationship between Texas CPAAA or TCPAAA and the user. b) Any expense or liability resulting from a use determined by the Board to be in violation of this General Use Policy shall be the responsibility of the party responsible for the use. c) Texas CPAAA or TCPAAA reserves the right to inspect and give final approval to the reproduction and the manner in which the logo is reproduced or displayed on printed materials, in electronic documents and on the web sites. d) Use of the Texas CPAAA or TCPAAA name, abreviations, or logo for personal gain is strictly forbidden. e) No modifications may be made to the logo without Texas CPAAA Board approval; however, logo size can be adjusted as needed. Board Use: Texas CPAAA may use the Texas CPAAA or TCPAAA logo in official correspondence on behalf of their position without prior logo use approval, providing adherence to the General Use Policy and Procedure set forth. Note: Any merchandised purchased (i.e. mugs, decals, shirts, caps, patches and etc.) will need Board approval, along with approval of logo usage. Convention Host City Use: The use of the Texas CPAAA or TCPAAA logo can be used for Registration forms and official Letterhead for convention use only. The Host City must request use of the logo for any other reason. Non-member Use: a.) Non-members may not use the Texas CPAAA or TCPAAA logo without submitting a written request and copy of materials for review, and receiving a written approval for limited-use agreement. b.) Texas CPAAA or TCPAAA may provide the association logo to event vendors, sponsors or partnering associations for use in promotional or collaborative materials during the term of the agreement or event. Page 35