Constitution and Bylaws

 of the Washington State Patrol Trooper Spouses Association

 

 

Article I:  Name and Headquarters  

 

Section 1: This organization shall go by the name of the Washington State Patrol Trooper Spouses Association, hereafter referred to as WSPTSA.  Although the name sounds limiting by reading Troopers Spouses we recognize any family member of the WSP.  A Trooper to us means anyone from Cadet through the Chief. Spouses to us means Spouse, Significant Other, Boy/Girl Friend and siblings, children and parents, etc. if/when needed.

 

Section 2:  The headquarters of this organization shall be determined by the Executive Board.

 

 

Article II:   Affiliations

 

Section 1:    Affiliations will be with the majority vote of the Executive Board.

 

 

Article III:   Purpose and Objectives

 

Section 1: Purpose  The Purpose of the Washington State Patrol Trooper Spouses Association is to provide support and education on law enforcement family issues by creating opportunities for unity and friendship across the State Patrol and by reaching out to State Patrol Families in need.

 

 

 

Section 2: Objective   The objective of the Washington State Patrol Trooper Spouses Association is to provide support and friendship to WSP Families. Our mission is to create, in partnership with the Washington State Patrol, a caring and supportive environment promoting unity and well-being which shall benefit all WSP families.

 

Article IV:   Membership and Dues

 

Section 1: Membership  

a.       Any Spouse or partner of a commissioned Washington State Patrol officer regardless of rank shall be permitted membership to this organization.

b.       Membership is also extended to spouses of officers killed in the line of duty.

c.       Any spouse of a retired or widowed Washington State Patrol officer may be granted an associate membership. Dues of an associate member would be determined by the Executive Board. No voting rights would be extended to associate members.

d.       Also welcomed are any WSP employee.

 

Section 2: Dues   Membership dues have been set at a minimum of $60.00 per calendar year or $2.50 per State Patrol pay period through automatic deduction. All executive officers and representatives must pay dues.

 

 

Article V:   Meetings

 

Section 1: Regular meetings of the WSPTSA shall be held at such time or place as the President/Vice President designates.

 

Section 2: Regular meetings in the various districts shall be held at such time or place that an authorized District Representative/Executive Board Member designates.

 

Section 3: District Representatives must hold a minimum of two (2) meetings per calendar year to receive hospitality funds.

 

Section 4: Special Meetings may be held at the call of the President/Vice President.

 

Section 5: Executive Board meetings shall be limited to the Executive officers and board members. They may extend special invitation to others as necessary. The time and place shall be designated by the Executive officers/ board members.

 

Section 6:  A general quorum will be represented by those in attendance at an official meeting.

 

Section 7:  Voting at all meetings will be done by a show of hands or voice, with the exception of the election of officers.

 

 

Article VI:  Officers and Executive Board

 

Section 1: Officers

a.       The Executive Board shall consist of the Officers of the WSPTSA with a President, a Vice- President, a Secretary &/or Treasurer and a Representative from each district. 

b.      District 10 (Headquarters and the Academy) shall not have a separate elected Representative.

c.       Association members whose spouse is assigned to District 10 shall be represented by the Executive Board member assigned to the area in which the member resides.

d.      The office of the President and Vice President shall be held by two individuals who in effect hold both offices simultaneously, creating a co-chairperson environment. The co-chair position will run on a staggered* term calendar.

e.       The positions of President and Vice President can be converted back to such said status when one of the officers leaves the co-chair position and the remaining officer meets one of the two following conditions.

1.     The newly elected/appointed co-chair and current co-chair mutually agree to divide the positions.

2.     The existing co-chair petitions the board and receives a 70% approval from fellow board members.

3.  This position can only be challenged during which time one

     of the co-chairs is set to step down or so chooses to resign. 

 

 *Refer to term limits for explanation of staggered terms.

 

Section 2: Term Limits

a.     Officers and Board Members can hold their position for a term

limit of 3years.

b.     The office of President/Vice President will rotate on a staggered

even/odd calendar year so effectively both positions don’t turn over at the same time. One position will be considered an even number position, set to dismiss in even numbered years and the other an odd number.

c.     Officers and Board Members may choose to keep their positions

for another term if no said person comes forward to challenge for their position.

d.     If a challenge is made, the current officer can opt to run against the

challenger and an election shall be held.

e.     Within seven (7) days upon completion of term the Officer is to deliver to their successors in office, after such successors have been duly elected and qualified for office under the provisions of this Constitution, all books and records, documents, papers and property of this Association which are in their possession.

 

Section 4: Eligibility for Office  

All dues paying members of the Association shall be eligible to hold an office.

 

Section 5: Residency requirement

a.      Members holding officer positions must make a commitment to attend the Annual Meeting and Retreat.

b.     Members holding executive board member positions shall live

within the district that they represent.

          c.  Officer and board member must have email access.

 

Section 6: Removal from Office

a.      Any officer or board member may be removed from office for

 misconduct or by a 75% approval from the rest of the board.  

b.     Any board member who has been absent from three consecutive

meetings without an excuse approved by the Board shall automatically vacate his or her office.

 

Section 7:  Filling of Vacancies   

a.      Filling vacancies in positions shall be done on a volunteer basis.

b.      In the event that more than one person volunteers for a said position, an election may be held.

 

Section 8:  Elections

a.  In the event of an election being held, members of the association

               will be asked to vote by secret ballot.

          b.  Calendar year will run from September 1st – August 31st.

 

 

 

Article VII:   Duties of Officers

 

Section 1: President  

a.      Control the general and active management of the business of the WSPTSA.

b.     Preside at all meetings of the membership and Board. 

c.     Appoint and shall be an ex-officio member of all standing and special committees.

d.     Perform all of the duties as are common to the office, especially by taking active leadership in internal and external organizational problems and by diligently endeavoring to maintain and further the WSPTSA as a healthy and respected unit of the community of the State of Washington.

e.      Other duties as may be delegated to him or her by the Executive Board of the Association.

 

Section 2: Vice-President  

a.       In the absence of the President or his or her inability to serve, shall preside at all meetings of the Executive Board, and shall faithfully perform all duties otherwise performed by the President. 

b.      Perform such other duties as are delegated by the WSPTSA or by the Executive Board and such other duties as are common to the office.

 

Section 3: Secretary  

a.       Maintain accurate records of all general and Executive Board meetings of the WSPTSA.

b.      Perform such duties as creating meeting agendas set forth by the President.

c.       Assist in updating the webpage.

d.      Deliver meeting minutes no later than 10 days after a meeting has taken place.

e.       Perform such duties as are common to the office or which may be delegated by the Association or by the Executive Board.

f.        May appoint one assistant to help out in his/her absence.

 

Section 4: Treasurer  

a.  Collect and deposit all moneys in the name of WSPTSA.

b.  Invest such funds pursuant to the written guidelines of the

     Executive Board.

c.  Check Post office box twice monthly following the State pay days.

c.       Give receipts for monies delivered.

d.      Keep a record showing all bills and claims against the WSPTSA which have been contracted but not paid.

e.       Will maintain an itemized statement and report to the WSPTSA twice a year on the condition of all accounts and the transactions of the office. 

f.        Submit the books and records for audit when required by the Association and as specified in this Constitution.

g.       Perform such duties as are common to the office or which may be delegated by the WSPTSA or by the Executive Board.

h.       Shall oversee all District accounts.

 

Section 5: District Representatives

a.      Liaison between the Executive Board and members in their district.

b.     Shall attend two (2) Executive Meetings per year, Annual meeting and Retreat.

c.     Must hold two (2) meetings per year to receive hospitality funds.

d.     Create and Maintain a Crisis Intervention Team for their said District.

e.      Make no disbursements over $200.00 without approval of the officers.

f.       Receipts for expenditures must be turned over to the Treasurer before the Annual Meeting and Retreat.

 

Section 5: Duties of the Executive Board   

a.       All matters affecting the policies, aims and means of accomplishing the purposes of this Association not specifically provided for in this Constitution, or by the action of the Association at a regular meeting, shall be decided by the Executive Board.

b.      The Board shall make such rules for the conduct of its meetings as may be necessary or expedient for the transaction of its purpose. The Board shall perform such other duties as may be delegated to it by the Association President as needed.

 

Section 6: Special Committees    

a.      All standing and special committees shall be appointed by the chair.

b.     Shall be composed of not less than three (3) members when not otherwise provided for. 

c.     The member named first on a committee shall be the chairman of that committee unless otherwise designate.

d.     Minutes need to be kept and forwarded to the Executive Board.

 

 

 

 

Article VIII:   Revenue

 

Section 1: Sources of Revenue 

a.  One source of revenue for this Association will be through

     membership dues.

b.  Fundraisers and grants are other possible forms   

     of revenue.  

 

Section 2: Division of Funds

a.      Each district will receive a yearly monetary allowance.

b.     All other expenditures will need to be submitted to the board for approval based on the availability of funds.

c.     Districts will be allowed to keep all monies from their individual fund raising efforts.

 

Section 3: Monetary Interests

a.      Each District Representative will receive a debit card that is linked to a separate bank account within the WSPTSA.

b.     Financial calendar year will run from September 1st – August 31st.

c.      All cardholders will be responsible to submit receipts and account for all monies.

d.     Accounts may not be used for personal interests.

e.      The treasurer shall oversee these said accounts.

 

Section 4: Loans

a.      No loans shall be contracted on behalf of WSPTSA and no

evidence of indebtedness shall be issued in its name.

 

Section 5: Audit

a.      An Audit of the General Fund and each District shall be completed by October 31st of each year.

b.     The Audit will be completed by a committee of three (3):

two (2) non-signing members and one (1) signing member.

 

Section 6: Budget 

a.      Treasurer shall have proper documentation at the Annual Meeting in July so that the budget can be discussed.

b.     The Executive Board shall finalize the budget and distribute via e-mail to District Representatives for a vote before August 31st.  One vote per district.

c.     Funds will be distributed to each district account once the budget has been approved before the end of September.

 

 

Article IX:   Travel

 

Section 1: Policy                             

It is the policy of the WSPTSA to reimburse its Officers for hotel and travel to and from Executive Board meetings.  Such expenditures must be reasonable and properly documented.

 

Section 2: Requirements

An Expense Report is to be used to summarize and obtain reimbursement for expenditures that are properly chargeable to WSPTSA.  Receipts are to be attached to the Expense Report.  The Expense Report should be prepared properly within ten (10) days of the event, signed and submitted with the required documentation for reimbursement.  In the event that proper paperwork is not submitted within thirty (30) days of the event; funds will not be reimbursed.