FOR PROPERTY AND EVIDENCE, INC.
ARTICLE I. NAME, GOAL AND OBJECTIVES
Section 1. Name: This Corporation shall be known as the CALIFORNIA ASSOCIATION FOR PROPERTY AND EVIDENCE, INC (herein after referred to as C.A.P.E or Corporation).
Section 2. The purpose of C.A.P.E is to promote the professionalism of property and evidence processing through the coordination of information and the networking of local associations and individual agencies responsible for handling property and evidence.
The primary objectives of C.A.P.E shall be:
ARTICLE II. ORGANIZATION AND MEMBERSHIP
Section 1. Organization:
Section 2. Restrictions: Recognizing that each governmental agency is an autonomous department, any agreement by C.A.P.E as a whole shall be binding only upon those agencies which agree on an individual basis with the actions of C.A.P.E.
Section 3. Membership:
Section 4. Qualification for Office
Section 5. Resignation, Suspension, and Termination from Membership
ARTICLE III: VOTING
Section 1. Any measure requiring a vote shall be submitted to the Executive Board and upon its recommendation, be put before the general membership for a vote
Section 2. Voting shall be restricted to one vote per Regular Voting Member.
ARTICLE IV: DUES, ASSESSMENTS AND EXPENDITURES
Section 1. All rights for levying of assessments and dues for individual and group members shall rest with the Executive Board. Any and all dues paid are non-refundable.
Section 2. Any member, who has paid their dues current and is in good standing within the Corporation, may bring guests from their agency to the C.A.P.E State or local meeting or function. The member, or guest, shall be responsible for all registration and other fees required.
Section 3. Any assessment made by the Corporation against the treasuries of the individual Chapters shall be accomplished only by the approval of the amount by each involved Chapter. The means of assessment shall be agreed upon by the Chapter prior to any assessment of fees.
Section 4. With the exception of normal operating expenses approved by the Executive Board in the annual budget, any expenditure for the Corporation accounts other than the account established for the Annual Training Seminar shall be accomplished only upon the approval of the majority of the Executive Board.
Section 5. The State President will cause a review by the Executive Board, of all State Accounts upon the election orre-election of Treasurer. The audit will include, but not limited to, all corporate assets.
Section 6. A current inventory of all capital assets of the Corporation shall be maintained at all times by the State Executive Board Treasurer, and shall be provided to members upon their request. All equipment and accessories must be accounted for at the annual Training Seminar.
Section 7. The C.A.P.E tax identification number is 94-3107613.
ARTICLE V. OFFICERS
Section 1. The Executive Board of the Corporation shall consist of the Corporate Officers including President, First Vice-President, Second Vice-President, Secretary, Treasurer, and Directors as determined by the Executive Board.
Section 2. The Board of Directors of the Corporation shall consist of the President of each Chapter. The duties of the Board of Directors are to serve as advisors to the Executive Board and to assist in the implementation of plans and policies of the Corporation. In the event of a change of Chapter President, the new Chapter President shall become a Director on the first day of the first month after the election. A Director of the Executive Board shall serve as Chairperson of the Board of Directors. The Board of Directors shall meet as least once a year during the annual Training Seminar or at other times as deemed necessary by the Executive Board.
Section 3. The Officers of the Corporation shall fill their office at a special meeting prior to the first regular business meeting of the Executive Board. The term of office shall be two years commencing on the final day of the Annual Training Seminar. No State President shall concurrently hold the office of Chapter Presidency.
Section 4. The Executive Board shall reserve the right to call for an EXECUTIVE SESSION, which proceedings are to be closed and void of the general membership and shall not be included in the official meeting minutes. The Executive Session may be conducted prior, during, or after any meeting in progress. The request for such a session can be made by any member of the Executive Board, by motion to the President or Chairperson in charge of the meeting.
Section 5. The President of the Corporation shall be elected from, and by, the members of the Executive Board to act as its Chairperson, to open and close the Annual Training Seminar and preside at its business meeting, to supervise the affairs of the Corporation and labor for its usefulness and efficiency, to appoint such special Committees as are required for the attainment and fulfillment of the goals of the Corporation and to act as it’s spokesperson for the Corporation. It shall be the duty of the President to enter into a contract with a hotel/facility of sufficient size and value for the Annual Training Seminar subsequent to review by the Treasurer and at least one other Executive Board member as selected by the President.
Section 6. Vice Presidents of the Corporation
Section 7. The Secretary of the Corporation shall be elected from, and by the members of the Executive Board. The duties of the Secretary shall be to serve as the Secretary of the Executive Board, to record, prepare and distribute the minutes of the Corporation as well as supporting the Executive board as needed.
Section 8. The Treasurer of the Corporation shall be elected from, and by, the members of the Executive Board. The duties of the Treasurer shall be to assume responsibility for all State accounts, to serve as liaison with the Corporation Accountant, to assume responsibility for submission of all tax forms, to maintain Chapter accounting and make appropriate quarterly reports, to the Executive Board and respective Chapters. The Treasurer shall also cause to have a complete financial report, inclusive of all assets, for the Corporation published on the official state website quarterly. The Treasurer shall also serve as seminar Treasurer.
Section 9. Directors shall be elected from, and by, the members of the Executive Board. The duties of the Directors are to promote the mission of C.A.P.E and assist other board members with various tasks and projects. In addition, the Directors may be asked to chair a Committee, as deemed necessary by the President of C.A.P.E.
Section 10. The Training Seminar Director shall be eligible to hold office and must be a member in good standing of one of the Chapters hosting the Annual Training Seminar. The Seminar Director shall be appointed by the Executive Board. In the event the Training Seminar Director is unable to complete their duties, the Executive Board will elect another active member of C.A.P.E to be the Training Seminar Director. The duties shall be as specified in Article VII of the Corporation By-Laws. A Seminar Co-Director may be appointed at the request of the Seminar Director with approval of the Executive Board.
Section 11. A Board member may be removed from office for just cause by two-thirds vote of the Executive Board.
Section 12. Vacancies to the Executive Board shall be filled by special ballot, to be voted upon by the Executive Board, within sixty (60) days of the vacancy. The elected member shall immediately assume the office vacated. Vacancies occurring after an election, but prior to the new Board taking office shall be filled by the individual next in line by order of votes received at the yearly election. In the absence of an elected individual to fill the position, the Board may appoint, upon application for the position, a member by majority vote to the Board.
ARTICLE VI. COMMITTEES
Section 1. Special Committees such as By-Laws and Legislative Committees may be formed when deemed necessary by the President.
Section 2. All Committees shall prepare a report indicating the activities, expenditures, and/or other necessary information.
Section 3. The By-Laws Committee shall consist of the President of each Chapter. If the President is unable to serve then the Chapter shall appointment someone to the Committee. The By-Laws Committee shall meet when deemed necessary by the Corporation President, the Committee Chairperson or a majority of the Committee members. The duties of the By-Laws committee shall be to maintain the By-Laws of the Corporation in its best interest by regular review and to recommend amendments or revisions to the Executive Board. Changes to the By-Laws must be approved by a majority of voting members of the general membership.
Section 4. The expenses incurred by Special Committee members for participation in Committee meetings or business shall be borne by the Committee members or their Chapters, except for expenses incurred by members of the Committees for travel to hearings or meetings as Representatives of the Corporation, which shall be borne by original receipts per the C.A.P.E Travel Reimbursement Policy. Members of the Executive Board acting on behalf of the Corporation may be reimbursed when traveling on corporate business if prior approval of the State Executive Board has been obtained.
ARTICLE VII. ANNUAL TRAINING SEMINAR
Section 1. The Annual Training Seminar shall be held each fiscal year (July 1 thru June 30). The purpose of the seminar shall be primarily to educate and communicate amongst the members of the Corporation and to generate revenue to support the activities of the Corporation.
Section 2. The responsibility for organizing and hosting the seminar shall be rotated among the individual Chapters according to the following sequence: Northern, Southern, Central geographical area. A Chapter must be in existence for one (1) year prior to hosting a seminar. Subsequent variances from such schedule may occur upon majority approval of the Executive Board and the Board of Directors. Multiple Chapters may join together to host the seminar.
Section 3. The duties of the Host Chapter(s) shall include:
Section 4. Recognition awards and/or Meritorious Service awards may be given by the Executive Board at their discretion.
Section 5. During the year prior to the dates of the Training Seminar, the Seminar Director shall report on a monthly to the members of the Executive Board on all of the preparations being made.
Section 6. The Seminar Director shall work with the Executive Board Treasurer to establish and maintain accounts to be used exclusively for the Seminar revenues and expenditures, maintain accurate and verifiable records of all revenues and expenditures for the seminar account.
Section 7. The final balance of the Seminar account shall be transferred to the State account by the State Treasurer immediately upon closing and auditing the financial records of the Annual Training Seminar.
Section 8. The seminar account will maintain a balance of $10,000 at all times.
Section 9. A scholarship grant program is established wherein the seminar registration fee is paid by the state funds. Upon application to the Corporation, the seminar registration fee is paid for up to ten (10) members in good standing when circumstances deem it necessary. The criteria and selection of applicants shall be at the discretion of the Executive Board. Additional fees for lodgings, meals, and transportation shall be borne by the applicant/award recipient.
Section 10. Each Chapter shall, elect 90 days prior to the annual Training Seminar a “Chapter Property Officer of the Year”. All recipients’ names will be forwarded to the State Executive Board who will, by majority vote, select from them, the “State Property Officer of the Year”.
ARTICLE VIII. CONTRACTS
Section 1. No Chapter shall enter into any contractual agreement, excluding contracts for regular Chapter meetings/trainings, which in total exceed the amount of the Chapter’s account, unless first approved by the Executive Board.
Section 2. The Executive Board shall not enter into any contract in excess of 50% of the total State Treasury without the approval of the majority of the General Membership.
ARTICLE IX. PARLIAMENTARY AUTHORITY
The current Roberts Rules of Order shall be the parliamentary authority of all proceedings of the Corporation, Board, Chapters and its Committees.
ARTICLE X. EMBLEM AND PUBLICATION
Section 1. Any use or changes to the Officially Designated State Logo must have prior approval by the State Executive Board.
Section 2. The official Logo of the Corporation may be used on all documentation produced by the individual Chapters. Such documents which have not been jointly issued or authorized by all Chapters shall indicate the Chapter or Chapter of origin.