By-Laws

PREAMBLE

The purpose of the Carolinas Crime Analysis Association (CCAA) is to promote professionalism, training, and interagency cooperation within the field of crime analysis, and to advocate for and raise awareness of crime analysis as a valuable part of effective policing strategy.

ARTICLE 1: ORGANIZATION NAME

The name of the association described herein shall be Carolinas Crime Analysis Association. The association is also referred to as CCAA, and for purposes of this document may also be referred to as the Association.

ARTICLE 2: PURPOSES OF THE ASSOCIATION

This Association is hereby formed and exists in order to further the following goals:

  • Promote interagency cooperation, communication, and collaboration for the furtherance of crime analysis and law enforcement goals.

  • Provide training and professional learning opportunities for crime analysts and others with an interest in the field of crime analysis.

  • Raise awareness of the field of crime analysis and the value therein.

ARTICLE 3: AFFILIATIONS

The Association may establish affiliations with other organizations with similar goals. Any new affiliation or change in affiliation requires a majority vote by the organization’s membership. Any affiliation requires that Association members maintain membership in the affiliated group as well as the CCAA.

ARTICLE 4: LOGO AND SYMBOLS

The Association’s Board (as defined below) may approve by majority an association logo or other symbols to be used for the Association for the purposes of letterhead, advertising, merchandise, or other Association business. The logos and symbols of this Association may only be used for Association business and other purposes that are approved, in writing, by a majority of the Board.

ARTICLE 5: MEMBERSHIP

SECTION 1: Eligibility for Membership

Membership shall be open to current and former crime analysts, other related professionals in the criminal justice field, and those involved in crime analysis through educational pursuits, including relevant faculty, staff, and students. Others who wish to request membership may do so by requesting a membership exception, to be determined by a majority vote of the Board. Vendors who wish to communicate with the group may apply for a sponsorship.

SECTION 2: Membership Status

The following points will guide the determination of membership status:

  • Members in Good Standing—A member will be considered in good standing when his or her membership has been approved as required below in the New Memberships section and his or her dues are paid within a one-month grace period of the payment deadline. All members must be members of CCAA as well as any other association with which CCAA has engaged in an affiliation according to ARTICLE 3 above.

  • New Memberships—A new membership will commence when a membership application has been submitted, dues have been paid, and the membership has been approved by the VP of Membership. New member applications may be submitted at any time throughout the year. New member applications submitted within one month of annual dues collection may delay dues payment until the next membership year; otherwise, there will be no prorating of dues.

  • Inactive and Cancelled Memberships—Membership in CCAA is considered a privilege, and not a right. Memberships may become inactive or be cancelled under the following conditions: 1) the member has not paid annual dues after the due date and a one-month grace period has passed, 2) the member elects to cancel his or her membership by notifying the VP of Membership in writing, and/or 3) the member has his or her membership cancelled by a majority vote of the Board due to conduct or actions that go directly against the mission of the Association and/or the engaging in illegal activity. There will be no refund of dues for any membership that is cancelled or becomes inactive.

SECTION 3: Rights of Membership

Members in good standing will enjoy the following rights: 1) participation in conferences, workshops, and other training opportunities, 2) communication with other members of the Association, 3) participation in meetings of the full Association, 4) making, debating, and voting on motions, 5) casting one vote in any decision that involves voting by the full Association, 6) running for Board positions, 7) nominating members to run for Board positions, 8) chairing or serving on Association committees, and 9) accessing Association meeting agendas and minutes.

SECTION 4: Non-Discrimination

The Association will not discriminate in terms of membership on the basis of race, color, ethnicity, sex, religion, disability, or any other characteristic protected under law.

ARTICLE 6: ASSOCIATION OFFICERS AND EXECUTIVE BOARD

SECTION 1: Elections

Any member in good standing may run for election to a Board position, either by nomination from another member or by self-nomination at least 30 days before the election date. No member may hold more than one Board position at any given time. In order to ensure continuity in Board business, elections will be held for each position in alternating years, with two positions turning over in one year and three positions turning over in the next year. Votes will be held electronically and all members in good standing may vote. Voting will occur during the month of the annual conference each year.

SECTION 2: Terms and Term Limits

Elected Board members will serve a term of two years, and may serve no more than two terms in the same position, with an exception made if there is no other member willing to serve in that role. If a Board member vacates their position before the term is complete, whether by his or her own decision or by a majority vote of the Board due to conduct or actions that go directly against the mission of the Association and/or the engaging in illegal activity, there will be nominations and a vote to name an interim officer to that position. For cases where it is necessary for the Board to vote on removal of an officer and to avoid a potential tie vote, the Board will consist of the remaining four regular positions, plus the immediate Past-President.

SECTION 3: Board Positions and Responsibilities

The officers that constitute the Executive Board are as follows—

  • President:

    • Represents and supports the growth of the Association and the field of crime analysis.

    • Presides over Executive Board and full group meetings.

    • Votes on Executive Board business.

    • Manages the goals and projects of the Association.

    • Along with the Treasurer, approves and co-signs all financial documents and Association expenditures.

    • Serves as an ex-oficio member of all committees.

    • Engages in any other activity that would normally be presumed to be part of a Chief Executive’s position.

  • Vice President of Communications:

    • Represents and supports the growth of the Association and the field of crime analysis.

    • Presides over Executive Board and full group meetings in the President’s absence.

    • Votes on Executive Board business.

    • Develops and/or oversees all website development and updates.

    • Develops and/or oversees all Association social media accounts and posts.

    • Creates and oversees all discussion boards and listservs of the Association.

    • Appoints additional members to assist in his or her duties as needed, including creating a permanent or ad hoc committee if necessary.

  • Vice President of Membership:

    • Represents and supports the growth of the Association and the field of crime analysis.

    • Votes on Executive Board business.

    • Maintains the Association’s membership roster.

    • Manages recruitment efforts.

    • Notifies members of upcoming membership renewals and dues.

    • Appoints additional members to assist in his or her duties as needed, including creating a permanent or ad hoc committee if necessary.

  • Vice President of Training:

    • Represents and supports the growth of the Association and the field of crime analysis.

    • Votes on Executive Board business.

    • Schedules, directs, and organizes logistics related to Association-related training activities, both live and virtual.

    • Assists with website and other technological issues as necessary for Association-related training purposes.

    • Appoints additional members to assist in his or her duties as needed, including creating a permanent or ad hoc committee if necessary.

  • Treasurer:

    • Represents and supports the growth of the Association and the field of crime analysis.

    • Votes on Executive Board business.

    • Takes care and custody over all Association funds and assets.

    • Oversees the invoice, collection, and deposit of all member dues and other sources of Association income.

    • Provides an annual financial report to the membership, and additional reports of financial records as requested.

    • Participates fully in the transition to a new Treasurer, as elected.

    • Along with the President, approves and co-signs all financial documents and Association expenditures.

    • Appoints additional members to assist in his or her duties as needed, including creating a permanent or ad hoc committee if necessary. Additional members serve in an advisory role only, and may not sign off on financial documents or expenditures.

  • Past Presidents: May serve in an advisory role only. May attend Board meetings and be privy to Board information. Immediate Past-President may vote on Board business only in cases where a tie-breaker is required.

  • There will be no formal Secretary position; rather, note-taking duties will fall to one of the other Board members on an annual basis. The specific Board member responsible will be decided by the Board each year.

SECTION 4: BENEFITS OF BOARD MEMBERSHIP

Board members serve in a volunteer capacity. As such, the following benefits are provided to Board members in thanks and recognition for their service to the Organization, and in thanks to their respective agencies for allowing them the time and resources necessary to serve. These benefits apply during the time of service only, unless otherwise specified, and are dependent upon the availability of Association funds to cover the expenses.

  • Waiving of membership dues (including dues for any joint associations for which dues have been combined).

  • Waiving of training fees for any Association-led training.

  • Meals during Association-related Board or committee meetings, not to include alcohol and not to exceed $15.00.

  • Waiving of conference fees for the CCAA Annual Conference, including conference registration, travel, accommodations when necessary, and $30.00 per diem daily, up to a maximum of $1500.00 per Board member annually.

  • Travel and meeting-related expenditures will only be paid when costs are not covered by the Board member’s place of employment or through a package (i.e. the conference hotel provides breakfast along with the room rate). Board members are encouraged to keep costs to a minimum and only stay overnight at a cost when necessary.

  • Past president benefits—Past presidents are entitled to have their membership dues waived permanently, so long as it is financially feasible for the Association.

ARTICLE 7: COMMITTEES AND SPECIAL APPOINTMENTS

Committees may be formed as needed on either a long-term or short-term basis. Committees must designate a Chair to lead activities and to communicate activities with the Board as necessary. Committee members and chairs must be members in good standing. If an additional job needs to be undertaken that does not require a full committee, Special Appointments may be assigned by the Board to individual members in good standing.

ARTICLE 8: MEETINGS AND OFFICIAL BUSINESS

SECTION 1: Full Association Meetings

At least one business meeting of the full Association will occur annually, preferably in conjunction with the annual conference. This meeting shall preferably be conducted in person, but the Executive Board shall have discretion to designate the meeting time, place, and method of the meeting. Additional meetings of the full membership may be called by the Board on an as-needed basis. For purposes of the full Association’s meetings, a specific quorum will not be required to meet so long as members are given at least 30 days’ notice in advance of the meeting. However, voting on any issue will be delayed and conducted electronically after the commencement of the meeting if at least two thirds of the membership is not present for a live vote, OR if any member expresses a belief that more deliberation is needed before the time of the vote. In cases of an electronic vote, meeting notes will be shared with the full membership before any such vote is required in order to be sure that all voting members have the information necessary for an informed vote.

SECTION 2: Executive Board Meetings

The Executive Board will meet at least quarterly, and other times as needed for business purposes. A quorum of the Executive Board will require the presence of at least three officers, not including the Immediate Past-President.

SECTION 3: Methods of Conducting Business

Business may be conducted virtually through web meeting or by phone if necessary, in addition to through live meetings.

SECTION 4: Emergency Meetings

Emergency meetings of the Association may be held with less notice than that required above in situations of extreme time-sensitivity and/or extreme importance to the Association. In these cases, the voting rules dictated above will still apply for any motion that is to be voted on.

ARTICLE 9: AMENDMENT OF BY-LAWS

Any amendment of these by-laws shall require advance notice to the membership and an official majority vote of the membership before change can go into effect.

ARTICLE 10: RULES OF GOVERNANCE

The above by-laws will govern the CCAA. Anywhere that these by-laws are found to be insufficient, Robert’s Rules of Order will apply.