Bylaws
Constitutional Bylaws
ARTICLE I
NAME, OBJECTIVE, OFFICE
1. Name: The name of this Association is the Dallas Police Women’s Association (DPWA) formed October 27th, 2022 and now existing under, and by virtue of State Charter Number 804861217 State of Texas.
2. Offices: The Association may have offices at such places chosen by the Board of Directors for the purposes of conducting Association business.
ARTICLE II
PURPOSE, MISSION, AND GUIDING PRINCIPLES
1. Purpose: To promote the status of and increase the representation of women in leadership positions in the public safety profession; to strengthen, unite, and advocate for all members; to create and set a professional standard of service and conduct among all members of public safety; to bind the members in a bond of support, recognition, leadership and community service that is above and beyond the call of duty.
2. Mission: To support our membership in the public safety profession in the achievement of their individual and professional goals by contributing to their educational and career development by providing professional networking avenues, training and peer mentoring.
3. Guiding Principles: The Board of Directors should strive to follow and/or reflect the following Guiding Principles and encourage the membership to follow suit:
A. Embracing Diverse Opinions
B. Professional Service and Conduct
C. Respect for Others
D. Embracing Human Differences
E. Quality Police/Community Relationships
ARTICLE III
MEMBERSHIP
1. Membership: This Association shall have three classes of members: Active, Sworn Dallas Police Department (DPD), Active Dallas Police Department Reserves, and Retirees of Dallas Police Department.
2. Eligibility: The Board of Directors, or a designee, shall confirm the eligibility of potential
members. The Association reserves the right to refuse or discontinue membership. In the event that an application is rejected, any pre-paid membership fee shall be returned to the applicant.
3. Members in Good Standing: All members shall be considered in good standing when their membership dues are current, have been a member for at least six months and they are in compliance with the Association’s Guiding Principles.
4. Member Dues: Membership dues for Active sworn DPD and Employees are payable bi-weekly. Membership dues for Reserve and Retirees are payable monthly or annually.
5. Member Rights: Except as qualified by definitions of membership, the rights of a member to vote and all rights, title and interest in or to the Association shall cease upon the termination of membership.
6. Members in Arrears of Dues: No member shall be entitled to notice of yearly dues of the arrears of dues of the Association, nor of arrears, but is obliged to ascertain when payments are due. Members in arrears of dues may receive a courtesy letter to ascertain whether they wish to continue membership.
7. Resignation of Membership: Any member may resign from the Association by sending a written notice of resignation to the Administrative Assistant of the Association. It is the responsibility of the resigning Active DPD member to cancel their automatic deduction of DPWA dues.
8. Removal of Membership: Any member may be removed by the Board of Directors by the affirmative vote of two-thirds of the Board of Directors at any regular meeting for conduct detrimental to the interests of the Association. Any such member proposed to be removed shall be notified in writing.
ARTICLE IV
MEETINGS
1. Robert’s Rules of Order: Robert's Rules of Order shall govern the conduct of all meetings except as may be otherwise in the Constitutional Bylaws.
A. The Order of Business shall be as follows:
1. Call to Order
2. Roll Call of Board members
3. Reading of last meeting’s minutes
4. Correspondence
5. Treasurer’s Report
6. Committee Reports
7. Old Business
8. New Business
9. Adjournment
Annual General Membership Meeting: The Annual General Membership Meeting shall be held at such date, location and time as determined by the Board of Directors.
The Annual General Membership Meeting shall include the following topics:
A. Introduction of the Board of Directors.
B. Introduction of the Constitutional Bylaws updates and ratification.
C. Issuance and collection of voting ballots from only members in good standing.
D. Update each member’s contact information.
E. Announcement of the upcoming DPWA events.
3. Notice: Notice of the Annual General Membership Meeting stating the date, time and place shall be given to each voting member via U.S. mail and/or posted on a DPWA website not less than three months prior to each meeting.
4. The Constitutional Bylaws Ratification: For the purposes of ratification, the Constitutional Bylaws updates shall be posted on the Association’s website not less than ten (10) days prior to the Annual General Membership Meeting.
5. Quorum: At the Annual General Membership Meeting of members of the Association, the presence of a majority of members present and eligible to vote shall constitute a quorum for all purposes except, as otherwise provided. The act of a majority of the members present at any meeting at which there is a quorum shall be the act of the full membership except as
may be otherwise specifically provided by statue or by these Constitutional Bylaws.
6. Voting: At every meeting of the members, each active good standing member shall be
entitled to vote. Each active member in good standing is entitled to one vote. Upon the demand of any member, the vote, upon any question raised at the meeting, shall be made by closed ballot.
7. Waiver of Notice: Whenever under the provisions of these Constitutional Bylaws, the Board of Directors or any committee thereof is authorized to take any action after notice to the members of the Association has been made or the prescribed period of time has already lapsed. At any time before or after such action is completed, such requirements may be waived in writing by the person or persons entitled to such notice or entitled to participate in the action to be taken or by his/her authorized representative.
ARTICLE V
BOARD OF DIRECTORS
1. Government: Subject to the direction of the members of this Association at their Annual General Membership Meetings, the business and property of the Association shall be managed and controlled by the Board of Directors who shall implement the general policy of this Association. The DPWA Standing Rules shall constitute the policies and procedures for all business meetings and shall govern all matters not herein covered.
2. Members: The members of the Board of Directors shall consist of:
A. Elected members with a vote: President, 1st Vice-President, 2nd Vice-President,
Secretary, Treasurer, Sergeant at Arms and;
B. All elected members of the Board of Directors shall be Active Sworn DPD members.
3. Election, Term of Office and Qualifications: The Officers of the Board of Directors shall
be:
A. President, 1st Vice-President, 2nd Vice-President, Secretary,
Treasurer and Sergeant at Arms shall be elected according to Election Procedures.
B. The elected Officer and/or nominee must be a member in good standing.
C. The President shall serve a minimum of two (2) consecutive years for each term and shall be limited to two (2) consecutive terms.
D. These members shall be called Officers.
E. Nominations may only be made and accepted by Active members.
F. All Officers shall be elected every two (2) years by the membership. The President
shall be elected each alternate year.
G. There is no limit as to the number of terms an
Officer may hold, except for The President. Terms are governed by the election process.
4. Voting: Only those members of the Board of Directors who were elected to office, and those
appointed to elected positions have a vote at the Board of Directors Meetings. At all Board of Directors Meetings, a quorum shall be necessary and sufficient for the transaction of business.
5. Interim Voting: Where committees are unable or unauthorized to decide or forward recommendations for action and during interim periods between scheduled Board of Directors Meetings, Association business may be conducted through mail or electronic means to all voting members of the Board of Directors. A two-thirds majority of the voting members of the Board of Directors shall decide outcomes. Notice shall be given for a response time, which must accommodate vacations and days off.
6. Resignation: Any member of the Board of Directors may resign at any time by giving
thirty (30) days written notice of such resignation to the President and the Board of Directors. The 30 days may be waived during exigent circumstances.
7. Removal: Any member of the Board of Directors may be removed from office by the
affirmative vote of two-thirds of the Officers of the Board of Directors present at any Board of Directors Meeting or emergency meeting called for that purpose, for nonfeasance, non-compliance of Board Standing Rules, lack of attendance, or for any other conduct detrimental to the interests of the Association. Any member of the Board of Directors proposed to be removed shall be entitled to at least thirty (30) days notice in writing of the meeting of the members at which the removal is to be voted upon and shall be entitled to appear and be heard by the members. Should the Officer considered for removal fail to be present at this meeting voting will be conducted and the member shall receive written notice of the Board of Directors’ decision.
8. Vacancies: Any vacancy for the Office occurring on the Board of Directors may be filled immediately by Presidential appointment. The appointed member must have the same qualifications for the office as laid out in the election procedures. The person appointed shall hold office and serve until the next meeting of the Board of Directors, at which time the officers may affirm the appointment or elect a replacement, who shall serve until the next election.
9. Standing Committees: Except as specifically provided by these Constitutional Bylaws, the committees shall be appointed by the President for the duration of their term and perform such duties as written in policy and procedure.
The President shall be a member ex officio of all committees except the Elections Committees. The Standing Committees of this Association shall be:
A. Ways and Means
B. ConstitutionalBylaws
C. Membership
D. Budget and Finance
E. Nominations/Recognition
F. Elections (during election years only)
G. Training
10. Meetings: The Board of Directors shall physically meet every 3 months for the purpose of conducting Association business. The Board of Directors shall meet for the purpose of Association appointments, and the transaction of other business as deemed by the President or other operational necessity.
11. Notice of Meetings: Notice of all Board of Directors Meetings shall be given via electronic mail and/or posted on the DPWA website at least three (3) days before the meeting to each member.
12. Special Meetings: Special meetings may be called by the President or 1st Vice-President. A Special Meeting is defined as a single purpose meeting.
13. Chair: At all meetings of the Board of Directors, the President or Vice-Presidents, or in their absence a Chair chosen by the Officers present, shall preside.
14. Quorum: At all meetings of the Board of Directors, a quorum shall be necessary and sufficient for the transaction of business.
15. Powers: All the corporate powers, except such as are otherwise provided for in these Constitutional Bylaws and in the laws of the State of Texas, USA, shall be and are hereby vested in and shall be exercised by the Board of Directors. The Board of Directors may by general resolution delegate to committees of the members, or to Officers of the Association, such powers as they may see fit.
16. Minutes: The Board of Directors shall record a synopsis of all Board of Directors and Annual General Membership Meetings in writing to be retained as a historical representation of all Association business discussed and/or voted upon. Those minutes shall be verified and approved by the Board of Directors. A copy of the minutes shall be retained by the Secretary and available upon written request to any Association member. All written and/or electronically recorded meetings shall be retained in the Association’s archives for six (6) years and subsequently destroyed by the Sergeant at Arms.
17. Duties and Responsibilities of the Board of Directors:
A. All Members: The duties and responsibilities of all members of the Board of
Directors are:
1. Promote the purpose, mission and guiding principles of DPWA.
2. Work to increase membership.
3. Maintain Active membership with dues paid for the current year.
4. Attend all Board of Directors and the Annual Membership Meeting, except
for excused absences or other bona fide reasons submitted to the President in
advance of meetings.
5. Submit written committee updates, after action reports and financial statements
when applicable, to the Board of Directors as soon as practicable.
6. Facilitate requests and concerns of members and others to the Board of
Directors.
7. As authorized by the Board of Directors may enter into any written or verbal
contract(s) or execute and deliver any instrument in the name of and on behalf
of DPWA.
8. When leaving office, turn over all records and/or issued credit card(s) and
checks pertaining to that elected or appointed office to the President.
9. All Board members shall submit reimbursable expenses with receipts to the
Treasurer.
10. Shall Co-Chair at least one Standing Committee.
11. Appointed by the President and ratified by the Board of Directors: Public
Safety Director, Chaplain, Historian, Webmaster/Social Media Administrator,
and Administrative Assistant.
12. The Board of Directors shall determine the dues for membership.
B. President:
1. Preside at all business meetings of the Board of Directors under the DPWA Standing Rules.
2. Schedule the Annual General Membership or Special Meetings of the members,
with the approval of the Board of Directors. Notify the Administrative
Assistant of the date, time and place, for notification to all participants.
3. Ensure that each Standing Committee has a Co-Chair and appoint Special
Committees as needed.
4. Act as member ex officio of all committees, except the Elections Committee.
5. Sign all contracts or agreements authorized by the Board of Directors and other
documents, including checks, conference documentation of attendance, minutes, financial reports, Constitutional Bylaws revisions, appreciation letters/documents, and official correspondence.
6. Shall be designated as an authorized co-signer on DPWA’s checking account.
7. Respond to written and verbal requests for information or action, either personal or by delegation. All responses shall be forwarded to the Board of Directors for their input.
8. Represent DPWA by speaking for the Association and forming liaison with other public safety and affiliate organizations with common goals.
9. Submitting articles to the DPWA Webmaster/Social Media Administrator, as requested.
10. Oversee the any Event and Installation Ceremony.
C. Vice-Presidents: 1st, 2nd and 3rd:
1. At the request of the President, or in the event of the President’s absence or nonfeasance, the 1st Vice-President or Vice-Presidents in descending order, shall perform the duties and exercise the powers of the President.
2. 1ST Vice-President shall be designated as an authorized co-signer on DPWA’s checking account.
3. Assist the President as directed for the following committees:
• Ways and Means:
Planning of fundraising and social events
• Constitutional Bylaws:
Research and present recommended amendments to the Constitutional Bylaws of the Association
4. Assist the President in the performance of duties, as requested.
D. Secretary:
1. Shall prepare the agenda for each Board of Directors Meeting and the Annual General Membership Meeting.
2. Shall record and maintain custody of all recorded minutes taken at Board of Directors and Annual General Membership Meetings. Minutes must include all matters on motions, in which a vote was taken, Committees’ reports/updates, significant matters discussed, and any tabled items.
3. Transcribe the minutes within seven (7) calendar days and send an electronic copy to all Board of Directors for their review. Final approval of the minutes will be made by the Board of Directors at their next scheduled monthly meeting.
4. Respond to correspondence as requested by the President and/or the Board of Directors as appropriate. Provide copies of materials as appropriate and as requested by the Board of Directors.
5. Assure that records and files are available at meetings as needed or requested for reference.
6. Order, prepare and send any correspondence, flowers, wreaths, plaques or any promotional gifts to Active and retiring members as needed.
7. Shall chair the Membership Committee. Actively recruit for new members at all Department sponsored and designated private events and provide membership materials necessary to make presentations. Provide updated reports of membership efforts to the Board of Directors.
8. Shall be designated as an authorized co-signer on DPWA’s checking account.
E. Treasurer:
1. Maintain custody of all funds including petty cash, property, and securities of
DPWA, subject to rules imposed by the Board of Directors.
2. Submit records for audit to a Certified Public Accountant annually prior to the
preparation of tax returns and immediately after leaving office.
3. Render a Financial Report and yearly tax documents at the end of each calendar
year to the Board of Directors. Once approved, forward the report to the City of
Dallas’ Controller’s Office. Retain a copy for DPWA recordkeeping.
4. Endorse for collections, checks, notes, and other obligations, and deposit in
bank for credit to DPWA. Checks and/or cash will be deposited within five
(5) calendar days of receipt.
5. Sign receipts, vouchers, checks, bills of exchange, and promissory notes issued
by DPWA.
6. Shall be designated as an authorized co-signer on DPWA’s checking account.
7. Make payments as necessary on behalf of DPWA with the approval of the
Board of Directors.
8. Present monthly a financial report on the full and accurate accounting of all money received and obligations paid and provide the account(s) balance.
9. Exhibit financial records upon request to the Board of Directors, Officers, or members.
10. Shall chair the Budget and Finance Committee and be responsible for
preparation of the annual budget, which will be presented to the Board of
Directors for approval.
F. Sergeant at Arms:
1. Responsible for the setup of Board of Directors meetings, training workshops, social events, fundraisers, the Annual General Membership.
2. Before the start of each Board meeting and training workshop, the Sergeant at Arms should meet guests or visitors and introduce them to each Board member and provide applications to potential new members.
3. Acts as doorkeeper and security; assure order during each meeting or event and take action when required to restore order.
4. Needs to be assertive, yet courteous, in maintaining order.
5. Follows any directions given by the presiding Officer.
7. Shall be responsible for the destruction of all written and/or electronically recorded meetings that have been retained in the Association’s archives for six
(6) years.
18. Duties and Responsibilities for Appointed Members: All non-elected Board of Directors
shall be appointed by the President with the approval of the Board of Directors. Their duties are set forth as determined by the Board of Directors for each term.
A. Public Safety Director:
1. The Public Safety Director is a member in good standing.
2. Promote the purpose, mission and guiding principles of DPWA.
3. Serve as an advisory body to the Board of Directors.
4. May attend Board of Directors meetings.
5. Work to increase membership.
B. Historian:
1. Maintain the archives of DPWA in a central location to be determined by the Board of Directors.
2. Compile and/or present pertinent materials of interest to the Association as requested.
3. Prepare displays and correspondence of historical value or of interest to the membership.
4. Assist the Board of Directors as requested.
C. Chaplain:
1. Be the spiritual advisor of DPWA members.
2. Prepare and present prayers at special events, as requested.
3. Send letters of condolence to members and their families on behalf of the Board
of Directors.
4. Assist the Board of Directors as requested.
ARTICLE VI
BOARD OF TRUSTEES
1. Purpose and Responsibilities: The Association recognizes the value of the combined resource and experience of retired members. The Board of Trustees is entrusted with safeguarding the purposes and objectives of this Association. The Board of Trustees may serve as an advisory body to the Board of Directors.
The Board of Trustees may consider and advise on matters of policy, procedures, finance, and other matters relating to the Association. The Board of Trustees should actively recruit
and enlist those who qualify to join their ranks. The Chair of the Board of Trustees may
deliver recommendations to the Board of Directors.
2. Members and Qualifications: There shall be a Board of Trustees whose members are
comprised of retirees, past Presidents and past Board of Directors, which includes Active DPD members. All members shall be a dues paying member of the Association. Past members in good standing of the Board of Directors may be members of the DPWA Board of Trustees. The Chair of the Board of Trustees shall be elected by the Board of Trustees.
3. Terms of Office: Membership may become effective upon the expiration of active terms
as Officers on the Board of Directors if the member is in good standing. Members may remain on the Board of Trustees for an indefinite term. The Board of Trustees shall elect the Chair of the Board of Trustees to serve for a two-year term.
4. Resignations: Any member of the Board of Trustees may resign at any time with a written notice to the Chair of the Board of Trustees and Board of Directors.
5. Meetings: The Board of Trustees shall hold at least one annual meeting and may attend any Board of Directors meetings. Special Meetings may be called at the request of the Chair of the Board of Trustees. All Board of Trustee members must be notified, in writing, at least thirty (30) days in advance of a meeting. The Chair of the Board of Trustees is a voting member of the Board of Directors.
ARTICLE VII
CONTRACTS
A contract shall be a written and/or verbal agreement between DPWA and any financial institution or person providing services to DPWA.
ARTICLE VIII
FINANCES
1. Fiscal Year: The fiscal year of the Association shall be the CALENDAR YEAR.
2. Financial Documents: The Financial Report shall include the summary of all financial activity and expenses rendered by the Association for the CALENDAR YEAR. This yearly financial statement shall be made available to all Board of Directors and to any member upon request.
ARTICLE IX
PROHIBITION OF ASSOCIATION EARNINGS
No member, Board of Director, Officer, or employee of or member of a committee or a person connected with the Association, or any private individual shall receive at any time any of the net earnings or pecuniary profit from the operations of the Association, provided that this shall not prevent the payment to any such person of such reasonable compensation for services rendered to or for the Association in affecting any of its purposes as shall be fixed by the Board of Directors. No such person or persons shall be entitled to share in the distribution of any of the corporate assets upon the dissolution of the Association, whether voluntary or involuntary. Upon the dissolution of DPWA, the assets of the Association, after all debts have been satisfied, remaining in the hands of the Board of Directors shall be distributed, transferred, conveyed, delivered, and paid over in such amounts as exclusively to the DPAS Assist the Officer Foundation, which would then qualify under the provisions of Section 501(c) (3) of the Internal Revenue Code and its Regulations, as now exist or as they may hereafter be amended.
The DPAS Assist the Officer Foundation is a charitable educational organization.
ARTICLE X
AMENDMENTS TO THE CONSTITUTIONAL BYLAWS
1. Any member of the Association may submit an amendment to the Board of Directors. The amendment will be presented for vote at a Board of Directors meeting. The approved amendment will be published in the most recent official DPWA publication, such as the official website, newsletter or via electronic mail, due to the membership.
2. The Constitutional Bylaws may be amended or repealed at the Board of Directors meeting by a two-thirds majority vote of members present is required for ratification.
3. Recommendations for amendments must be entered into the minutes of the meeting at which they were discussed.
4. When voting is to occur at a Board of Directors Meeting, proposed changes must be sent in writing to all Board Members at least ten (10) calendar days prior to the meeting, which is required for ratification of the Constitutional Bylaws.
ARTICLE XI
PRESIDENTIAL STANDING COMMITTEES: APPOINTMENTS
The President shall make the following appointments for each of the following committees:
1. Budget and Finance Committee: Appoints two (2) members to assist the Treasurer in the examination of all financial records of the Association and submit a yearly report at the end of each fiscal year. Propose a yearly budget at the beginning of each fiscal year.
2. Elections Committee: (Board of Directors election years only) Organize nominations for Board of Directors during election year. Organize nominations for ballot posting and membership voting. Receive sealed votes. Prepare ballots for tallying. Assist with selection notifications.
ARTICLE XII
STANDING RULES
1. Standing Rules with the approval of the Board of Directors provide for the day-by-day operation of DPWA. Procedures that are not covered by DPWA’s Constitutional Bylaws, but are a general policy or way of operating for DPWA belong in the Standing Rules. Standing Rules are in addition to the Constitutional Bylaws, but must not contradict the Constitutional Bylaws.
2. For purposes of the Association, Standing Rules shall include date, time and place of meetings, dues schedules and committee assignments.
3. The Board of Directors shall physically meet bi-monthly for the purpose of conducting Association business.
4. Standing Rules proposal(s) shall be presented in writing to the Secretary prior to voting and can be adopted by majority vote at any Board of Directors and/or Annual General Membership Meeting.
5. The Elections Committee will be composed of those not involved in the election process for that corresponding election year. During the election year of the President and
1st Vice-President, the Elections Committee will be composed of non-candidate Board members and/or other DPWA members as needed.
6. Dues and Fees Schedule:
A. Active Sworn DPD - Dues are payable by payroll deduction of $7 per pay period.
B. Retired DPD and Reserves - Dues are $50 annually.
C. The cost of returned (insufficient funds) checks shall be paid by the DPWA member or applicant
7. All monetary donations, including exchange of services, time, resources and miscellaneous
shall require Board of Directors approval.
