Section 1. Name
This organization is established under the laws of the State of Texas and shall be known as the TEXAS CHIEF DEPUTIES ASSOCIATION.
Section 2. Mission Statement
The TEXAS CHIEF DEPUTIES ASSOCIATION is organized to achieve the objectives of (1) promoting cooperation and communication between law enforcement agencies in the State of Texas: (2) promoting the exchange of ideas and information among law enforcement so that the safety and well-being of the citizens of the State of Texas will be assured.
Section 3. Limitation of Methods
The TEXAS CHIEF DEPUTIES ASSOCIATION shall be non-profit, nonpartisan, and non- sectarian and shall take no part in, or lend influence or facilities, either directly or indirectly, to the nomination, election or appointment of any candidate for political office in city, county, state, or national political race.
Section 1. Eligibility
The TEXAS CHIEF DEPUTIES ASSOCIATION shall make membership available to any reputable person who is presently serving, or has served, as a Chief Deputy to any Sheriff in the State of Texas.
Section 2. Application
Application for membership shall be in writing, on forms provided for the purpose, and signed by the applicant. The Membership Committee shall review all applications and submit them to the Board of Directors with its recommendation. Approved applicants shall become a member upon payment of the regularly scheduled dues as provided in Section 3 of ARTICLE II.
Section 3. Dues
Membership dues may be set annually by the Board Members. Retired charter members are exempt from dues.
Section 4. Voting
Only Active Members in good standing shall be entitled to vote. Retired charter members retain the right to vote.
Section 5. Honorary Membership
Distinction in public affairs shall confer eligibility to honorary membership. Honorary members shall have all the privileges of members except the right to vote, and shall be exempt from payment of dues. The Board of Directors shall confer or revoke honorary membership by a majority vote.
Section 6. Associate Membership
Nominations for membership must be submitted and addressed to the Chairman of the Membership Committee. Applicants must be recommended by an active Chief Deputy in the Association. Associate members may be any law enforcement personnel (active or retired).
Associate members may attend any Association function.
Associate membership dues may be set annually by the Board Members for an individual or company. All dues are to be deposited in the general fund of the Association. Associate members shall receive a membership card from the Texas Chief Deputies Association.
Associate members shall have no voting rights.
Section 7. Sustaining Member
Sustaining members may be any person or company who desire to support and promote the Texas Chief Deputies Association (TCDA) by aiding in the support of the organization through a special fee of not less than $1500.00 and due prior to the annual June conference.
To become a sustaining member the person or company shall be recommended to the Board of Directors (BOD) by an active Chief Deputy. The recommendation will be in writing and will include a description of the applicant’s background and reason(s) for interest. This recommendation must be returned to the Executive Director by January 31 of each year.
The applicant shall re-apply each year.
Upon approval of the nomination by the BOD, the Executive Director shall notify the sustaining member or company representative. Once the fee has been received by the Treasurer, a certificate recognizing the sustaining member will be issued.
Sustaining members may attend the annual training conference with the exception of training designated as “Peace Officers Only.” Sustaining members shall have no voting privileges and are not eligible to serve on the BOD or to attend general business meetings.
Section 8. Life Time Membership
All past Presidents of the Texas Chief Deputies Association, all Honorably Retired Chief Deputies and other honorees as approved by the board.
Any member who elects to purchase a membership equivalent to ten (10) years of the annual dues based on the current fee schedule in one lump sum.
A Life Time Member shall have all the rights and privileges as an active member.
Section 9. Termination
Any member may resign from the TEXAS CHIEF DEPUTIES ASSOCIATION upon written request to the Board of Directors.
Any member can be expelled by the Board of Directors, by a two-thirds vote, for good cause.
Any terminated member shall be expelled by a two-thirds vote of the Board of Directors, at a regularly scheduled meeting thereof, for conduct unbecoming a member of the TEXAS CHIEF DEPUTIES ASSOCIATION or prejudicial to the aims or repute of the TEXAS CHIEF DEPUTIES ASSOCIATION, after notice and opportunity for a hearing are afforded the member complained against.
Section 1. Fiscal Year
The fiscal year of the TEXAS CHIEF DEPUTIES ASSOCIATION shall be based on the calendar year, beginning on January 1st and ending on December 31st.
Section 2. Annual Membership Meeting and Training Conference
The annual Training Conference and General Membership Meeting of the TEXAS CHIEF DEPUTIES ASSOCIATION will be held during the month of June each year.
Section 3. Monthly Meetings
Each district may hold monthly meetings at a time and place to be determined by the District Board of Directors. All other meetings of the TEXAS CHIEF DEPUTIES ASSOCIATION shall be at the call of the President and shall require attendance of a quorum.
Section 4. Additional Meetings
A General meetings of the TEXAS CHIEF DEPUTIES ASSOCIATION may be called by the President at any time or upon petition in writing of any thirty (30) members in good standing. Notice of such special meetings shall be given to each member at least five (5) days prior to the meeting.
Board meetings may be called by the President or upon written request, e- mail or conference call of three (3) members of the Board. The Board of Directors and all committees shall determine the most suitable time and the most central part of the state for meetings for the transaction of business excluding a meeting at the conference site prior to the annual conference. Monthly meetings of the directorate may be held, and committee heads may be called to make reports to the board when necessary.
Committee meetings may be called at any time by the President or by the respective Committee Chairman.
Section 1. Board of Directors
The Board of Directors shall be composed of 12 members, which shall consist of the President, the outgoing President,1st Vice President, 2nd Vice President, 3rd Vice President, Treasurer, Secretary, Sergeant at Arms and four (4) members of the association. Board of Directors members, excluding elected or appointed officers, shall serve a two-year term.
For greater representation, the President may, by and with the approval of the regular Board of Directors, appoint District Directors or advisors as associate members who are not entitled to voting privileges: the number to be determined by the Board annually. Associate Board members shall serve one year unless reappointed, which reappointment must be approved by the regular Board of Directors.
Section 2. Nomination
The Board of Directors; excluding associate board members, shall be nominated for election by the Nominating Committee. The members nominated should have expressed their willingness to serve. The Nominating Committee shall work during the year in order to seek out potential candidates for nomination at the general membership business meeting held in June of each year. Additionally, any member in good standing may nominate, from the floor, any additional candidate at the time of elections. A member should not arbitrarily nominate someone from the floor unless they have determined that potential candidate’s willingness to serve.
Section 3. Election of Directors
The Board of Directors shall be elected by the entire voting membership present: each member of the TEXAS CHIEF DEPUTIES ASSOCIATION in good standing being entitled to one (1) vote.
The four (4) member elected Board of Directors shall serve a two-year staggered term of office.
The District Directors, if any, shall be at the discretion of the district. Any District Directors shall be elected at the discretion of the district.
Section 4. Vacancies
Events causing vacancies: A vacancy or vacancies on the Board of Directors or among the elected officers shall exist on the occurrence of any of the following:
(1) The office of any Director who has been absent from three (3) consecutive meetings of the Board of Directors may be deemed vacant, at the discretion of the Board of Directors, by a majority vote of those at any meeting thereof,
(2) The death or resignation of any member on the Board of Directors or the elected officers, or
(3) The declaration by resolution of the board of a vacancy in an office of a member who has been declared of unsound mind by an order of court, conviction of any felony, found by final order of judgement of any court to have breached a duty, or
(4) By a majority vote of the Board, a member who is found to be in dereliction of their duty to the association, or
(5) Resignation - except as provided below, any member of the Board or elected officer may resign by giving written notice to any member of the Board. The resignation will be effective when notice is given unless there are specifics at a later time for the resignation to become effective.
A vacancy shall be filled by the Board of Directors, by majority vote, at the direction of the President during a called board meeting. The Board of Directors selection will be validated or rejected by vote at the next general membership meeting
Section 5. Quorum
Board of Directors meetings shall be attended by as many of the twelve (12) member Board as possible. At least seven (7) Board members will be required as a quorum in order to conduct Association business. Decisions by the Board of Directors will be by majority vote conducted during scheduled or specially called Board meetings.
Section 1. President
The President shall preside over the meetings of the Board of Directors and the meetings of the general membership. The President’s term shall be for one year. Upon conclusion of the term, the 1st Vice President shall become the President of the Association. The outgoing President shall be an advisor to the incoming President for one year and shall be a voting member of the Board of Directors.
Section 2. Vice Presidents
The 1st Vice President, the 2nd Vice President, and the 3rd Vice President shall serve a one-year term of office. Upon conclusion of their terms, the 1st Vice President will move up to President, the 2nd Vice President shall move up to 1st Vice President, and the 3rd Vice President shall move up to the 2nd Vice President at the annual meeting in June of each year.
The Sergeant at Arms shall move up to 3rd Vice President and serve a one-year term of office.
Section 3. Election of Officers and Directors
The President shall appoint two (2) members to act as judges of the election proceedings and they shall count all ballots received at the annual general membership meeting. Nominees receiving the highest number of votes shall be declared winners of each office. In the event of a tie vote, the election shall be determined by lot under the direction of the judges of the election.
Section 4. Treasurer
The Treasurer shall be elected by the general membership at the annual meeting in June of each even year and serve a two-year term of office. The Treasurer shall be a voting member of the duly elected Board of Directors.
Section 5. Secretary
The Secretary shall be elected by the general membership at the annual meeting in June of each even year and serve a two-year term of office. The Secretary shall be a voting member of the duly elected Board of Directors. The Secretary shall also serve in the capacity of Historian for the Association.
Section 6. Sergeant at Arms
The Sergeant at Arms shall be elected in the same manner as the Treasurer and Secretary and serve a one-year term of office. The Sergeant at Arms shall be a voting member of the duly elected Board of Directors.
Section 6. Chaplain
The Chaplain shall be an appointed position and will be appointed by the President. The Chaplain shall serve a one-year term of office.
Section 7. Other Offices
Any other offices may be established as deemed necessary to the proper functioning of the TEXAS CHIEF DEPUTIES ASSOCIATION. These offices may be established by recommendation of the Board of Directors and approval by a majority of the membership. Term of office for any additional office established shall be one year.
Section 1. Committees and Divisions
The President, by and with the approval of the Board of Directors, shall appoint all committees and committee chair persons, and may create such other divisions as will facilitate the work of the organization. The President and the Vice Presidents shall be ex-officio members of all committees and divisions. All committee and division organizations will be subject to and governed by these By Laws.
Section 2. Testimony
Once committee action has been approved by the Board of Directors, it shall be incumbent upon the Committee Chairman, or, in his absence, whom he designated from his committee as being familiar with the issue, to give testimony or make presentations before the general membership at the annual meeting in June. Committee Chairmen shall fully inform the President of their committee’s progress, during the year, prior to each quarterly Board of Directors’ meetings.
Section 1. Funds
All money paid to the TEXAS CHIEF DEPUTIES ASSOCIATION shall be placed in a general operating fund, except that money subscribed or contributed for a specific purpose shall be placed in a separate fund for such purpose.
Section 2. Disbursement
No obligation or expense shall be incurred, and no money shall be appropriated or paid except with regulations adopted by the Board of Directors.
Section 3. Fiscal Year
The fiscal year of the TEXAS CHIEF DEPUTIES ASSOCIATION shall be based on the calendar year, beginning on January 1st and ending on December 31st.
Section 1. Amendments
These By-Laws may be amended by a majority of the members voting at the general membership meeting of the organization or by ballot provided by the TEXAS CHIEF DEPUTIES ASSOCIATION on instruction from the Board of Directors. Notice of any proposed changes must be presented in writing to the association membership during the annual business meeting in June. A majority vote of the general membership will be required before any proposed by-law changes will become effective.
Section 2. Districts
The TEXAS CHIEF DEPUTIES ASSOCIATION originally divided the State into sixteen (16) Districts. The Districts are designed to enable monthly meetings of area Chief Deputies and maintain a flow of information between law enforcement agencies. Members who reside in a district may attend meetings in other districts if it is more convenient. The attached map is the division of the sixteen (16) Districts.