PREAMBLE
To Support and defend the Constitution of the United State; to inculcate loyalty and allegiance to the United States of America; to promote and foster the enforcement of law and order; to improve the individual and collective proficiency of our members in the performance of their duties; to encourage fraternal, educational, charitable and social activities among law enforcement officers; to advocate and strive for uniform application of the civil service merit system for appointment and promotion; to support the improvement of the standard of living and working conditions of the law enforcement profession through every legal and ethical means available; to create and maintain tradition of esprit de corps insuring fidelity to duty under all conditions and circumstances; to cultivate a spirit of fraternalism and mutual helpfulness among our members and the people we serve; to increase the efficiency of the law enforcement profession and thus more firmly to establish the confidence of the public in the service dedicated to the protection of life and property.
CONSTITUTION
ARTICLE 1
Name
Section 1. This organization shall be known as the Staten Island FOP Lodge# 120. When the word “Lodge” is used in this Constitution or it’s By-laws it is meant to be the Staten Island FOP Lodge# 120.
Section 2. The Executive Board shall have the sole and exclusive right to authorize, control, license and restrict the use of the name, insignia or emblem and mark, trademark or service mark of the Lodge. The Recording Secretary shall police the trademark of the Lodge and shall grant or refuse to grant permission to use the trademark of the Lodge as hereafter set forth or as may be, from time to time, prescribed by the Executive Board.
Section 3. In the case of prospective for profit uses of the name, insignia, emblem and mark, trademark or service mark of the Lodge, or such other use that may place other lodges in competition with the Lodge, such permission may be withheld by the Executive Board.
ARTICLE 2
Character
Section 1. The Staten Island FOP Lodge# 120 is incorporated in and under the laws of the State of New York as a non-profit corporation. It is composed of professional law enforcement officers who live or work or who have lived or worked in New York State.
Section 2. The Lodge is a fraternal organization composed of law enforcement personnel who have joined together for their common good. In no event shall the Lodge join or be controlled by any labor organization, provided, however, that this Section shall not prohibit cooperative efforts by the National or State Fraternal Order of Police with labor organizations for their common good.
Section 3. The Lodge shall not strike or by concerted action cause a cessation of the performance of police duties, or induce its members or other lodges to do likewise.
Section 4. This Constitution shall be the fundamental law of the Lodge and, with the Rituals adopted at the November meeting, and by such By-laws as may be adopted from time to time, shall govern the conduct of the Lodge.
Section 5. There shall be By-laws that shall govern the day-to-day operation and administration of the Lodge. The By-laws of the Lodge may only be promulgated, amended, or revised by a vote of two-thirds (2/3) of the members attending the general membership meeting.
ARTICLE 3
Definitions
Section 1. As used herein, the following terms, phrases or words shall be defined as follows:
“Elected law enforcement officer” shall mean for purposes hereof any law enforcement officer who meets the qualifications in Article 4, Section 1, or who by law is exempt from meeting the minimum training standards.
B. “Full-time employed” shall mean law enforcement officers that are engaged in such employment as their full-time occupation.
C. “Good cause” shall mean nonfeasance, malfeasance, dishonesty or refusal to carry out the rules of the Lodge.
D. “Member in good standing” shall mean a member who has fulfilled all requirements of membership in good standing. Any member in arrears of payment of dues more than thirty (30) days and less than ninety (90) days shall be deemed delinquent and not in good standing. Any member in arrears of payment of dues more than eighty-nine (89) days shall be and is hereafter automatically suspended from membership in good standing in the Lodge. Any member that is delinquent or has been suspended shall not be a member in good standing.
E. “Executive Board’ shall mean and consist of the President, the 1st Vice President, the three (2) 2nd Vice Presidents, the Recording Secretary, the Corresponding Secretary, the Treasurer and the two (2) Sergeant-at-Arms.
F. “Trustee” shall mean the individual elected Trustee (excluding the Executive Board).
G. “Past Presidents” shall be defined as any living person who held the office of President and who served not less than one (1) full term and was not removed from office.
H. “Board of Trustees” shall refer to the collective body consisting of the President, the Immediate Past President, the 1st Vice President, the three (2) 2nd Vice Presidents, the Recording Secretary, the Corresponding Secretary, the Treasurer, the two (2) Sergeants-at-arms and the Lodge Trustee.
I. “Regularly appointed law enforcement officer” shall mean, for the purpose hereof, any law enforcement officer who meets the minimum standards, has received the training and education required by the United States, New York State, the political subdivision or agency by which they are appointed and is granted the arrest powers.
ARTICLE 4
Membership
Section 1. Any regularly appointed or elected and full-time employed law enforcement officer of the United States, New York State or political subdivision thereof, or any agency may be eligible for membership in the Lodge, subject to the provisions of this Constitution. No person shall be denied membership on account of race, religion, color, creed, sex, age or national origin.
Section 2. Subject only to the provisions of this Constitution, The Membership Committee shall be the judge of the Lodge’s membership. The Membership Committee shall establish requirements for membership in good standing of its members, which requirements shall not be inconsistent herein.
Section 3. There shall be three (3) classes of membership: Active, Associate and Honorary.
Active Membership
Shall include regularly appointed or elected full-time law enforcement officers.
Shall include retired regularly appointed or elected full-time law enforcement officers.
May include, subject to the approval of the Membership Committee, regularly appointed or elected full-time law enforcement officers who have resigned from their law enforcement duties.
Only active members, as herein defined, shall have voice and vote.
Associate Members
Active members may recommend associate members. Associate members must meet the same requirements as those of the active members with the exception of being a full-time law enforcement officer.
The active member making the recommendation shall be responsible for any associate member he/she recommends.
Associate members, as herein defined, shall not have voice and vote.
Honorary Members
Shall be comprised of individuals recognized by the Lodge for exceptional service or contribution to the National, State, political subdivision, the law enforcement community or the Lodge. Appointment to such membership shall be at the discretion of the governing body of the Lodge.
2. Honorary membership is a privilege. Honorary membership may be permitted, denied or revoked at the pleasure of the governing body of the Lodge.
3. Honorary members, as herein defined, shall not have voice and vote.
Section 4. The Lodge shall deny membership to anyone who is, or has been, a member of any group regardless of by what name known, which advocates the abolition, destruction or violent overthrow of the government of the United States or any state or political subdivision thereof.
Section 5. The Lodge may deny membership, or continuation of membership to anyone convicted of a felony crime in any court of the United States, or any state court, once all appeals have been exhausted.
ARTICLE 5
Organization
Section 1. The Lodge shall consist of those individuals that meet the requirements set forth in Article 4, Section 3 and who conform to this Constitution and such rules and regulations as may then be applicable.
Section 2. The Lodge shall meet on the third Thursday of each month, excluding July and August when no meeting shall be held, at 1930 hours. The Executive Board shall determine the location for the meeting.
Section 3. The fiscal year shall be from January 1 to December 31, inclusive, of each calendar year. In addition, the Executive Board shall perform an annual audit and the results shall be reported to the membership at the first meeting of the year.
Section 4. There shall be an annual budget of the Lodge which shall be formulated by the Executive Board in accordance with such rules and regulations as may, from time to time, to be prescribed within the By-laws and said budget shall be reported to the membership in November of every fiscal year. The budget shall remain in full force for the fiscal year unless revised by emergency action of the President or by formal action taken at a meeting.
ARTICLE 6
Officers
Section 1. The officers of the Lodge shall consist of the President, the 1st Vice President, the two (2) 2nd Vice Presidents, the Recording Secretary, the Corresponding Secretary, the Treasurer, the two (2) Sergeant-at Arms and the Trustee. The term of office shall be for two (2) years or until a successor is elected and qualified.
Section 2. An officer (except for a President who fulfills the requirements set forth in Article 3, Section 1 (G) who resigns from office during any elected term shall relinquish all rights and privilege of that office and shall revert to the status of "member". In the case of the President as hereinbefore described, he shall assume the position of Immediate Past President. An officer who resigns from active duty for any other reason other than to retire on pension, either for length of service or disability, or otherwise becomes ineligible as a member of the Fraternal Order of Police, shall automatically forfeit his office.
Section 3. Nominations, Elections and Installations
A. General. The officers of the Lodge shall be elected at the November meeting of each odd numbered year. No member may be nominated for nor elected who is not a member in good standing in the Lodge prior to May 31st of the year of the election.
B. Nomination. Candidates for election to the office of President, 1st Vice President, 2nd Vice President, Recording Secretary, Corresponding Secretary, Treasurer, Sergeant-at-Arms and Trustee shall be nominated at the October meeting of odd numbered years. Nominations shall be made from the floor and after being declared closed, such nominations shall not be reopened. No member shall be nominated or a candidate for election to more than one (1) office. Immediately following the closing of nominations, each candidate (but only the candidate himself) for office shall be permitted to speak to the members for not more than three (3) minutes.
C. Ballot. The name of each nominated candidate for office shall be placed on a ballot determined by lottery conducted by the Election Committee.
Election. Each officer shall be elected by a vote of the qualified members at the meeting.
1. Voting shall be done by printed ballots upon which each member shall record his vote(s). Ballots shall not be taken from the meeting place.
2. The President shall announce the results of the elections reported by the Election Committee and shall declare elected those candidates receiving a plurality of the votes cast for each respective office.
Installation. Officers-elect shall be installed by the General Counsel and shall take office in accordance with the regular order of business during the January meeting immediately following the elections.
Succession. A vacancy in any office of the Lodge, except the office of President, shall be filled by a majority vote of the membership. In the event of a vacancy in the office of President, the 1st Vice President shall automatically assume the office of President and complete the remainder of the term thereof. The membership shall elect, by a majority vote and from among its members, a successor 1st Vice President who shall serve for the remainder of the term of the previous 1st Vice President.
ARTICLE 7
Executive Board
Section 1. There shall be an Executive Board that shall consist of the President, the 1st Vice President, the two (2) 2nd Vice Presidents, the Recording Secretary, the Corresponding Secretary, the Treasurer and the two (2) Sergeants-at-arms.
Section 2. The Executive Board shall meet from time to time, as called by the President, for the purpose of advising the President in carrying out the administrative business and other affairs of the Lodge in accordance with this Constitution and By-laws. The President shall preside over the Executive Board.
ARTICLE 8
Board of Trustees
Section 1. Membership
The Board of Trustees shall be comprised of the President, all Past Presidents, the 1st Vice President, the two (2) 2nd Vice Presidents, the Recording Secretary, the Corresponding Secretary, the two (2) Sergeants-at-arms and the Lodge Trustee.
Section 2. The Board of Trustees shall meet on the first Saturday of each month, excluding July and August, to exercise all administrative powers of the Lodge between general membership meetings.
Section 3. The Board of Trustees shall promulgate such rules and regulations as it deems necessary and appropriate to authorize, control, license and restrict the use of the name, insignia or emblem and mark, trademark or service mark of the Lodge.
Section 4. Meetings
The Board of Trustees shall meet five (5) days before the general membership meeting, excluding July and August, at a location determined by the President. The Board of Trustees shall also meet when it is deemed necessary by the President, upon petition of a majority of the Board of Trustees or upon a finding of probable cause to inquire into charges brought against an officer. Notice of special meetings shall be prepared and mailed by the Corresponding Secretary to each member of the Board of Trustees not less than five (5) days prior to such meeting.
Minutes of each meeting of the Board of Trustees shall be kept by the Recording Secretary and shall be presented to the Board and the general membership at the next meeting thereof.
Section 5. Before any subject is opened to discussion at a meeting of the Board of Trustees, the President shall have the right to establish reasonable time limitations upon each speaker desiring to speak upon such subject, which time limitations shall be applied uniformly. In establishing time limitations, consideration shall be given to the importance of the subject matter, its complexity, the office held by the speaker and other pertinent factors.
ARTICLE 9
President
Section 1. The President shall be the chief executive officer of the Lodge. He shall preside at the general membership meeting and all meetings of the Board of Trustees and the Executive Board.
Section 2. He shall administer and manage the business of the Lodge between meetings of the Board of Trustees. He shall insure that the resolutions and By-laws and the orders and actions of the Board of Trustees are carried out. He shall execute all contracts into which the Lodge may enter.
Section 3. He shall appoint, with the advice and consent of the Board of Trustees, a majority of each committee and name a chairman thereof to inquire into any matter affecting or concerning the Lodge. He shall serve as an ex-facto member of all committees of the Lodge.
Section 4. When he deems it necessary, or upon a petition of a majority of the Board of Trustees, or upon receipt of notice from the Recording Secretary, that probable cause has been found by the Board of Trustees to proceed with an inquiry in respect to charges against an officer, the President shall call a special meeting of the Board of Trustees.
Section 5. He shall, together with the Treasurer, attest to all warrants and vouchers for disbursement from any fund of the Lodge, provided, however, that the Recording Secretary and the Treasurer alone, shall attest to all warrants and vouchers for disbursement of funds relating solely to the administrative responsibilities of the Recording Secretary.
Section 6. Within thirty (30) days after the expiration of his term of office, the President shall convey to his successor all unfinished business and books and records and physical property belonging to the Lodge.
ARTICLE 10
Past Presidents
Section 1. There shall be an office for all Past Presidents, which office shall be held by all persons who held the office of President, who completed one (1) full term, and who was not removed from office. Past Presidents shall advise and assist the President and the Board of Trustees in the performance of their duties and shall undertake such assignments as may be delegated thereby. Past Presidents shall serve as a member of the Board of Trustees.
ARTICLE 11
Executive Vice President
Section 1. The 1st Vice President shall, in the absence of the President, preside at the general membership meeting and the Board of Trustees meeting and shall otherwise generally perform the duties of the President in his absence. He shall succeed to the office of the President in the event of the death, resignation or other vacation of such office during the remainder of the term thereof. He shall, with the advice and consent of the Board of Trustees appoint a minority of all committees of the Lodge. The 1st Vice President shall perform such other duties as shall be ordered by the President.
Section 2. Within thirty (30) days after the expiration of his term of office, the 1st Vice President shall convey to his successor all unfinished business and books and records and physical property belonging to the Lodge.
ARTICLE 12
Recording Secretary
Section 1. The Recording Secretary shall have custody of the books, records, documents, Seal and equipment of the Lodge under the general authority and orders of the President and the Board of Trustees.
Section 2. He shall make a record and transcribe minutes of the general membership meeting and the Board of Trustees meeting and shall submit the same for approval or rejection at the next general membership meeting or Board of Trustees meeting.
Section 3. He shall furnish a bond for the faithful performance of the duties performed by his office in such form and amount approved by the Board of Trustees to be paid for by the Lodge.
Section 4. All revenues of the Lodge shall be delivered to the Recording Secretary who shall record the same and then forward said moneys to the Treasurer for deposit in the proper accounts of the Lodge.
Section 5. He shall, together with the Treasurer, attest to all warrants and vouchers in respect to the disbursement of funds relating to the administration of the office of the Recording Secretary.
Section 6. He shall attest, under the Seal of the Lodge, to all duly authorized contracts of the Lodge.
Section 7. He shall be the official custodian of the Constitution and By-laws of the Lodge and the amendments thereto, each of which shall be authenticated by the Seal of the Lodge and the signature of the President and the Recording Secretary.
The Recording Secretary shall maintain a book of amendments to this Constitution and a like volume in respect to the amendments to the By-laws.
He shall be responsible for the preparation of amendments to this Constitution and the By-laws prior to the presentation thereof at the general membership meeting and shall ensure that each said amendment conforms to the document it seeks to amend in respect to form, placement and syntax.
He shall be responsible for the publication of the Constitution and the By-laws of the Lodge, as amended, and shall include therein notations or history denoting the date of each amendment and the content thereof.
Section 8. He shall be responsible for the purchase, inventory and sale of all merchandise of the Lodge.
Section 9. He shall police the use of the name, insignia or emblem or mark, trademark or service mark of the Lodge to protect the same.
Section 10. The Recording Secretary shall maintain the official list of the membership of the Lodge and shall not release the same unless specifically authorized or directed to do so by the Board of Trustees. Such direction or authorization shall be entered in the minutes of the meeting wherein such authorization is granted and notice thereof shall be given to the members by publication of same in a letter to be distributed at the general membership meeting.
Section 11. The Recording Secretary shall submit to the State Lodge a Losses and Gains in Membership Report.
Section 12. The Recording Secretary shall notify the media of the Lodge’s events and meetings. He shall make a note of those he/she has notified and shall inform the membership of the same.
Section 13. Within thirty (30) days after the expiration of his term of office, the Recording Secretary shall deliver to his successor the Seal of the Lodge and the books, records, documents, equipment, merchandise and all other property of the Lodge in his possession and shall require and receive a receipt thereof.
ARTICLE 13
Corresponding Secretary
Section 1. He shall conduct the general correspondence of the Lodge.
Section 2. He shall maintain a record of all correspondence both sent and received.
Section 3. He shall mail to each member of the Board of Trustees notice of special meeting thereof not less than five (5) days prior to such meeting.
Section 4. Within thirty (30) days after the expiration of his term of office, the Corresponding Secretary shall deliver to his successor all correspondence of the Lodge.
ARTICLE 14
Treasurer
Section 1. The Treasurer shall be the custodian of the funds of the Lodge. He shall furnish a bond in the amount and form approved by the Board of Trustees, which shall be paid for by the Lodge.
Section 2. He shall, together with the President, attest to all warrants and vouchers for disbursement from any fund of the Lodge which do not relate to the administrative responsibilities of the Recording Secretary and shall, together with the Recording Secretary, attest to all warrants and vouchers for disbursement of funds relating to the administrative responsibilities of the Recording Secretary.
Section 3. He shall keep an itemized account of all receipts and disbursements and may engage a certified public accountant to assist him therewith.
Section 4. He shall deposit the funds of the Lodge in a financial institution approved by the Board of Trustees in such instruments of deposit as shall insure their safety and shall maintain, for the purpose of paying emergency current expenses, a contingency fund established by the By-laws.
Section 5. He shall establish such special accounts as shall become necessary and allocate to each the amounts collected or appropriated therefore.
Section 6. He shall make monthly reports to the Board of Trustees of the financial condition of the Lodge.
Section 7. He shall perform other such duties as are usual and incident to the office of Treasurer or shall be delegated by the President or the Board of Trustees.
Section 8. Within thirty (30) days of the expiration of his term of office, the Treasurer shall deliver to his successor all moneys, record books, books of accounts, documents, records, paraphernalia and equipment in his possession and shall require and receive a receipt therefore.
ARTICLE 15
Second Vice President
Section 1. The 2nd Vice President shall examine dues cards of the Lodge’s officers and determine that they are in good standing. He shall check dues cards at the general membership meetings to determine that the members attending are all in good standing. He shall perform such other duties as the President may require.
ARTICLE 16
Sergeant-at-Arms
Section 1. The Sergeant-at-Arms shall have charge and control of the meeting place. He shall permit only qualified persons to enter or remain. He shall assist the 2nd Vice President in the execution of such duties as the President may order.
ARTICLE 17
Trustee
Section 1. The Lodge shall elect one (1) Trustee. The Trustee shall represent the Lodge to the New York State Lodge and shall represent the Lodge at statewide meetings.
Section 2. The Trustee shall attend state meetings and shall have voice and vote. He shall serve upon committees to which the State President or the State Vice President may appoint him.
Section 3. The Lodge’s Trustee shall be elected at the November meeting during odd numbered years.
Section 4. When the Lodge Trustee is unable to attend any meeting or function the Lodge’s President shall be permitted to attend the meeting or function in the place of the Trustee. If neither the Trustee nor the President is able to attend the meeting or function, the President shall, at his discretion, appoint a member to attend in his place from within the Executive Board. The officer attending in lieu of the Trustee shall have voice and vote for the meeting or function only and shall be reimbursed in the same manner, as would be the Trustee.
ARTICLE 18
General Counsel
Section 1. There shall be a General Counsel and, when necessary, Associate Counsel, designated by the President. The General Counsel and the Associate Counsel shall serve as legal representatives to the Lodge in all legal matters.
ARTICLE 19
Associates
Section 1. The Lodge will accept applications from prospective associate members.
Section 2. Associate membership is a privilege. Associate membership may be permitted, denied or revoked at the pleasure of the governing body of the Lodge.
Section 3. Associate members shall conform to and be governed by the Constitution and By-laws of the Lodge.
ARTICLE 20
Discipline
Section 1. This Article shall govern discipline of officers and members of this Lodge and shall be interpreted in such a manner as to afford equity and fairness to all affected thereby.
Section 2. Discipline shall be initiated by the Lodge and imposed upon an individual member or an officer only in extraordinary circumstances where the individual member or officer has acted or failed to act in respect of a manner of direct and significant import to the Lodge or has violated this Constitution, the By-laws, or the Rituals of the Lodge.
Section 3. Individual Members
Except as otherwise provided herein, individual members shall only be disciplined by the Lodge.
In the case of discipline imposed upon an individual member involving suspension, expulsion or removal from office of the Lodge, an appeal may be taken by the member to the State Lodge and an appeal may be taken from the decision of the State Lodge by the non-prevailing party to the National Board of Trustees and, ultimately, to the Biennial Conference.
An appeal to the State Lodge may be brought by the filing of a written notice of appeal with the State President not more than thirty (30) days after the member’s receipt of official notification of his suspension, expulsion or removal from office.
Discipline may be initiated by the Lodge and imposed upon an individual member only in extraordinary circumstances, in which case, such member shall be afforded a hearing of which he will be given notice, at which time he will be permitted to present witnesses and documents and in which process he shall be afforded the same protections set forth in respect to discipline in Article 20 of the By-laws.
ARTICLE 21
Resolutions
Section 1. Resolutions may be submitted for vote upon the general membership. Such proposed resolutions may be submitted at any time during the general membership meeting, provided, however, that each resolution shall be submitted before a motion to adjourn the meeting has been forwarded. All proposed resolutions shall be in writing, shall state the basis for the resolution, and shall be submitted to the Recording Secretary who shall review same for grammar, clarity and meaning.
ARTICLE 22
Official Order of Business
Section 1. The order of business shall be:
Call to order by the President
Pledge of Allegiance
Moment of silence for members who have died or are ill
Roll call of officers
Appointment of committees
Reading of minutes from previous meeting by Recording Secretary
Reading of financial report by the Treasurer
Reports of other officers
Report of Committees
Unfinished business
New business
Open floor to general membership
Introduction of resolutions
Adjournment
ARTICLE 23
Parliamentary Procedure
Section 1. Except as provided in this Constitution and the By-laws, the latest edition of “Roberts’ Rules of Order” shall govern the conduct and deliberations of the general membership meeting, meetings of the Board of Trustees and committees of the Lodge.
ARTICLE 24
Official Rituals
Section 1. There shall be an official Ritual of the Lodge, which shall be known as the Staten Island FOP Lodge# 120 Ritual.
Section 2. Revisions of the Staten Island FOP Lodge# 120 Ritual shall be made in the same manner as amendments to this Constitution.
ARTICLE 25
Yearly Dues
Section 1. Active members shall pay their yearly dues on or before November 1st. Members who fail to submit their annual dues shall be deemed to fall under Article 3, subdivision D and will not be considered a member in good standing.
Section 2. Associate members shall pay their yearly dues on or before November 1st. Any associate members who fail to submit their annual dues shall be deemed to fall under Article 3, subdivision D and will not be considered a member in good standing
BY-LAWS
ARTICLE 1
Name and Insignia
Section 1. The unauthorized use or the abuse of the name or insignia of the Staten Island FOP Lodge# 120 or the infringement of a trademark thereof by a member or other lodge shall be grounds for discipline, including suspension, expulsion or removal from office
Section 2. The Recording Secretary shall promulgate such rules as he deems necessary to protect, police, regulate and license the trademark of this Lodge and to ensure that the name and insignia of the Lodge is used only for the purposes established by and in accordance with the authority granted by the Board of Trustees.
ARTICLE 2
Character
Section 1. The Staten Island FOP Lodge# 120 shall take cognizance of all matters of nation-wide and state-wide scope and concern affecting the welfare and interest of law enforcement officers and their dependents. The Board of Trustees, or in case of emergency, the President, shall take such immediate action as shall be necessary to safeguard their welfare or interest by providing aid and such other services as shall be required.
ARTICLE 3
Quorums
Section 1. A minimum of ten percent (10%) of the Active members is required at the general membership meeting for a quorum.
Section 2. A minimum of a majority (more than half) of the Board members is required at the monthly Board meeting for a quorum.
Section 3. A minimum of three (3) Committee members, including the Committee Chairperson and/or Vice-chairperson, is required at Committee meetings for a quorum.
ARTICLE 4
Expenditure of Funds
Section 1. Any and all requests for expenditure of the Lodge’s funds must be submitted to the Contribution Committee. Requests shall be in the form of a resolution. Approval of each request shall be measured and appropriate action taken. The Contribution Committee has the ultimate say in regard to any request. A negative response by the Committee shall result in the immediate denial of the request. An affirmative response shall result in the request being submitted to the Board of Trustees for its approval. A unanimous vote is required for approval. Less than a unanimous vote shall result in the immediate denial of the request. If the request is approved by both the Committee and the Board it shall be brought before the general membership. A negative vote shall result in the immediate denial of the request. An affirmative vote shall result in the approval of the request and the appropriate amount shall be given. A majority vote by the general membership is all that is required. All amounts shall be based on the Lodge’s ability to finance the request. No funds shall be submitted to any other FOP lodges with the exception of the State Lodge. In deciding the feasibility of any expense the Lodge’s assets will be assessed. Membership dues collected shall not be included in the assessment except in emergency circumstances. Deposits on Lodge events can be used but all requests for funds shall be frozen until those funds used as deposits have been replaced. No funds amassed in previous years shall be deemed as expendable except in emergencies.
Section 2. Upon the death of any member of this Lodge the Treasurer shall remit funds to the NY Police and Fire Widows and Children’s Benefit Fund in the amount of $50.00 in the name of said member.
Section 3. In April of each year the Treasurer shall remit funds in the amount specified by the Staten Island Juvenile Diabetes Research Foundation for the purpose of sponsoring a hole at the Annual Staten Island Juvenile Diabetes Research Foundation’s Golf Outing. Such sponsorship shall be based on the Lodge’s ability to fund such sponsorship. In the event of the Lodge’s inability to fund said sponsorship no remittance shall be forwarded until the Lodge is able to afford the sponsorship.
Section 4. In April of each year the Treasurer shall remit funds to the State Lodge for the purpose of sponsoring a scholarship in the name of James Quinn. Such sponsorship shall be based on the Lodge’s ability to fund such sponsorship. In the event of the Lodge’s inability to fund said scholarship no remittance shall be forwarded until the Lodge is able to afford the sponsorship. In the event that the Executive Board and the general membership vote to sponsor additional scholarships said scholarships shall be sponsored without the need of amending these By-laws any further. Any other scholarships shall be based on the Lodge’s ability to fund it.
Section 5. In May of each year the Treasurer shall remit funds in the amount specified by the Metro New York Area Missing and Exploited Children’s Association for the purpose of sponsoring a hole at the Metro New York Area Missing and Exploited Children’s Association Golf Outing. Such sponsorship shall be based on the Lodge’s ability to fund such sponsorship. In the event of the Lodge’s inability to fund said sponsorship no remittance shall be forwarded until the Lodge is able to afford the sponsorship.
Section 6. At specified times of the year the Treasurer shall remit funds in the amount specified by football and baseball leagues to be chosen by the Executive Board for the purpose of sponsoring a team in each league. Such sponsorship shall be based on the Lodge’s ability to fund such sponsorship. In the event of the Lodge’s inability to fund said sponsorship no remittance shall be forwarded until the Lodge is able to afford the sponsorship.
Section 7. Each delegate to FOP Conferences shall be responsible for the costs of transportation and lodgings. Upon the completion of the Conference the Treasurer shall remit to each delegate a stipend in an amount that shall be decided by the Executive Board. The Lead Delegate and Conference Secretary shall have their expenses covered in full. Said remittance shall be contingent on the Lodge’s ability to fund it.
ARTICLE 5
Organization
Section 1. There shall be established such committees of the Lodge as the Board of Trustees or the President shall prescribe.
Section 2. The President and the First Vice President shall appoint members to committees in accordance with the provisions of Article 9 and 11 of the Constitution.
ARTICLE 6
Committees
Section 1. Committee meetings shall be held at a time, date and location designated by the Chairperson. The meeting must be held before the first Saturday of each month, except July and August.
Section 2. The Committee Chairperson shall designate a Committee member to keep minutes of the Committee meeting.
Section 3. The Chairperson of each Committee, or his/her designee, shall report the minutes to the Board at their monthly meeting.
Section 4. Each Committee Chairperson shall report its activities to the Lodge’s Newsletter quarterly. Their agendas shall be delivered, in writing, at the Board of Trustees’ meetings in March, June, September and December.
Section 5. The Chairperson shall maintain all copies of correspondence directed to him/her by the Corresponding Secretary for as long as that correspondence is valid. When any correspondence is no longer pertinent it is the responsibility of the Chairperson to dispose of the correspondence. He/she shall deliver to the Corresponding Secretary a copy of any correspondence sent out by the Committee.
Section 6. The Chairperson shall inform the Recording Secretary of any reports he/she will be making at the General Membership Meeting at the Executive Board Meeting. If the Chairperson is unable to attend or becomes aware of topics he/she has not yet informed the Recording Secretary of he/she shall notify the Recording Secretary at least two (2) days before the General Membership Meeting by telephone or internet the contents of the Committee’s report. Failure to notify the Recording Secretary shall be deemed that the Chairperson has nothing to report.
Section 7. The Chairperson shall maintain an adequate number of stamps, envelopes and any other materials and/or equipment to fulfill his/her duties. Except for emergency situations, he/she shall deliver any correspondence to the Corresponding Secretary at the Executive Board or General Membership Meetings, whichever is up-coming, for postage and delivery.
Section 8. The following Committees shall be established with the following duties:
The Membership Committee shall examine applications for membership in the Lodge. It shall verify that each new applicant meets the requirements of membership as set forth in Articles 4 and 18 of the Lodge Constitution. He/she shall return all applications at the end of the year following the year that the application is dated to the Lodge for disposal.
B. The Contribution Committee shall examine each request for contributions to charitable organizations. It shall verify the organization is in fact a charitable one. It shall also establish a means of keeping track of deceased members of the Lodge so as to make contributions in that member’s name. It shall be governed by Article 4 of the By-laws. It shall report its conclusions and recommendations thereon to the Board of Trustees.
C. The Constitution and By-laws Committee shall receive proposed amendments to the Constitution and By-laws and shall review same for form, grammar, placement within the Constitution and By-laws and shall report its conclusions and recommendations thereon to the Recording Secretary. It shall be governed by Article 20, section 1 and Article 26, section 3 of the By-laws.
D. The Special Events Committee shall convene in September of the odd numbered years. It shall be governed by Article 6, section 3 of the Lodge’s Constitution. It shall be responsible for the issuance of ballots and in the tabulation of same. It shall verify that members nominated are in good standing. It shall verify that members voting are in good standing. It shall report the results of the Election to the President. The Special Events Committee shall be responsible for the maintenance of the Rookies Club roster for each year. The chairperson or his/her designee shall report the names of all new members of the Rookies Club to the Executive Board at the November general membership meeting. The Special Events Committee chairperson shall insure that there is a savings bond for each new member by securing funds necessary from the Treasurer and purchasing said bonds. The Committee shall further coordinate events planned by the Lodge. The Committee shall coordinate all events planned during the year. At the discretion of the chairperson/co-chairperson and with the permission of the President sub-committees shall be created to ensure the success of any planned event. It shall report its conclusions and recommendations thereon to the Board of Trustees.
E. The Associate Membership Committee shall be comprised of associate and/or honorary members. It shall be the voice of those members at the general membership meetings. Its sole purpose shall be to bring forth the concerns and/or suggestions of our associate and honorary members. Its suggestions and/or concerns can be motioned for a vote only by an active member of the Lodge. Associate and honorary members shall not be permitted to vote or make a motion as per Article 4, Section 3 sub. B of the Constitution. This committee shall only express the associate and honorary members suggestions and/or concerns.
Veterans Benefit Committee shall examine and research any questions submitted by a member. Upon reaching an answer it shall contact that member with the section covering the answer. It shall also impart to the member the name and telephone number/e-mail address of a person at the Veterans Administration who is best able to further assist the member. The Committee shall maintain a library of material that will assist the membership. The Committee shall not be responsible to maintaining forms but may do so at the discretion of the Committee Chairperson. All questions must be submitted in writing with as much information about the member requesting assistance as will be necessary to properly research the answer. The Committee Chairperson shall submit a request for funds to the Executive Board to maintain any material he/she feels is necessary to assist the membership. If the Board feels that the funds requested are necessary the Treasurer shall remit that amount needed.
G. Pension and Health and Welfare Committee shall examine and research any questions submitted by a member. Upon reaching an answer it shall contact that member with the section covering the answer. It shall also impart to the member the name and telephone number/e-mail address of a person at that pension section that would cover the member who is best able to further assist the member. The Committee shall maintain a library of material that will assist the membership. The Committee shall not be responsible to maintaining forms but may do so at the discretion of the Committee Chairperson. All questions must be submitted in writing with as much information about the member requesting assistance as will be necessary to properly research the answer. The Committee shall examine all request for the Members Assistance Program. The Committee Chairperson shall submit a request for funds to the Executive Board to maintain any material he/she feels is necessary to assist the membership and fulfill requests for assistance by members. If the Board feels that the funds requested are necessary the Treasurer shall remit that amount needed.
ARTICLE 7
Executive Board
Section 1. The Executive Board shall meet in November of each year in order to establish a budget of line items in respect to each and every financial activity of the Lodge for the next following fiscal year and shall submit same to each member of the Board of Trustees within thirty (30) days thereof in order that said budget shall be approved at the next meeting of the Board.
Section 2. All members of any Board must be present at at least nine (7) General Membership meeting per year in order to maintain his/her position on the Board. A Board member who is unable to attend a General Membership meeting due to illness or professional considerations will be considered present for the purpose of this section.
Section 3. Any speaker affiliated with or representing any other organization or lodge wishing to speak at a general membership meeting must have prior approval of the Executive Board. This approval shall be granted by a majority vote of the Executive Board at its monthly meeting. Speakers who are members of this Lodge who wish to speak on behalf of another organization or lodge shall also need prior approval. No speaker representing any other organization or lodge shall be permitted to speak at the general membership meeting without prior approval.
Section 4 The Executive Board shall examine the requests for The Law Enforcement officer in Need Program at the Board meeting in November and submit their findings to the general membership at the next general membership meeting.
ARTICLE 8
Raffle
Section 1. The Lodge shall hold an Annual Raffle which type shall be decided by the Executive Board. The purpose of said raffle shall be for the purpose of raising funds to be used exclusively for those items budgeted annually as contributions and clerical expenses. The drawing for said raffle shall be held at the June General Membership meeting. Contributions and scholarships shall be made on condition of a successful raffle and financial solvency of the Lodge.
Section 2. The Lodge shall collect ten dollars ($10) from each member in addition to the annual dues for the purpose of ensuring that every member is involved in the Annual Raffle. Each member shall receive a receipt in the form of a stub along with his/her Annual Cards and decal upon his/her renewal of membership.
ARTICLE 9
President
Section 1. At each meeting of the Board of Trustees, he shall submit a full and complete written report in respect to the business transacted by him since the last meeting of the Board of Trustees together with such recommendations as he may deem advisable.
Section 2. The President, if elected as a delegate to the National Biennial or State Conference, shall be the lead delegate. He/she shall be responsible to insure that the Lodge’s delegation does in fact attend the Conference. In the event that any delegate is unable to attend it is that delegate’s responsibility to notify the President who shall assign one of the alternates in his/her place. The lead delegate shall be responsible for the notification to the Grand or State Lodge of the names of the delegation. He/she shall also be responsible for insuring that lodging and/or transportation is available for the delegation. He/she shall inform the delegates and/or alternates of the itinerary of the Biennial National or State Conference, the lodgings available and any and all means of transportation to the Conference.
Section 3. The President shall record the name, address, telephone number and date of birth, e-mail address, if any, and the Membership Identification Numbers as reported by the Recording Secretary on the President’s Lodge roster. He/she shall delete the information of any member upon being informed by the Recording Secretary that the Membership Committee has deemed that an applicant does not fit the criteria for membership.
Section 4. The President shall record all money received including amounts, into which accounts those monies were deposited, and the reason each amount was received as reported by the Recording Secretary. He/she shall also record any monies distributed including any check numbers, dates issued, amounts, whom received that money and the reason as reported by the Treasurer in the Lodge’s Financial Log.
Section 5. The President shall inform the Recording Secretary of all reports he/she will be making at the General Membership Meeting at the Executive Board Meeting. If the President is unable to attend or becomes aware of topics he/she has not yet informed the Recording Secretary of he/she shall notify the Recording Secretary at least two (2) days before the General Membership Meeting by telephone or internet the contents of the his/her report. Failure to notify the Recording Secretary shall be deemed that the President has nothing to report.
Section 6. The President shall maintain all copies of correspondence directed to him/her by the Corresponding Secretary for as long as that correspondence is valid. When any correspondence is no longer pertinent it is the responsibility of the President to dispose of the correspondence. He/she shall deliver to the Corresponding Secretary a copy of any correspondence sent out.
Section 7. The President shall maintain an adequate number of stamps, envelopes and any other materials and/or equipment to fulfill his/her duties. Except for emergency situations, he/she shall deliver any correspondence to the Corresponding Secretary at the Executive Board or General Membership Meetings, whichever is up-coming, for postage and delivery.
Section 8. The President shall be responsible for the writing of the Lodge’s Newsletter. He/she shall have at his/her disposal all paperwork generated by the Lodge. He/she shall select a member, other than any Board member, here fore to be called the Editor of the Newsletter. The Editor of the Newsletter shall be responsible for the editing and printing of the Newsletter. He/she shall also be allowed to select a staff to assist him/her. The staff selected shall need the approval of the Executive Board.
Section 9. The President shall be responsible for the up-date of the Lodge’s web site. He/she shall add and/or delete items in the Newsletter, events and benefits sections. He/she shall notify the web master in January of any changes in the Lodge’s Constitution and By-laws.
ARTICLE 10
Past Presidents
[Reserved]
ARTICLE 11
Executive Vice President
[Reserved]
ARTICLE 12
Recording Secretary
Section 1. The Recording Secretary shall be responsible for collecting the Lodge’s correspondence. He/she shall record the name, address, telephone number and date of birth, e-mail address, if any, from all applications received on the Official Lodge’s roster. He/she shall record the Membership Identification Numbers from all yearly membership cards on the Official Lodge’s roster.
Section 2. The Recording Secretary shall forward all applications to the Chairperson of the Membership Committee once all pertinent information has been recorded. He/she shall delete the information of any member upon receiving a denial of membership from the Membership Committee from the Official Lodge’s roster and notify the President. He/she shall inform the President, in writing, of all information entered on the Lodge’s roster at the Executive Board Meeting.
Section 3. The Recording Secretary shall deliver all monies received to the Treasurer throughout the month after recording same in the Lodge’s Financial Log. He/she must deliver all monies by the next to last business day of each month. He/she shall be responsible for the separation of the Annual Dues from the Annual Raffle. He/she shall issue a receipt from Money Receipt Log for dues received in cash. He shall not issue a receipt for dues paid via check.
Section 4. The Recording Secretary shall provide the Corresponding Secretary with the originals of all correspondence as well as Photostat copies of all Membership Gains/Losses reports at the Executive Board Meeting. He/she shall deliver to members in good standing all yearly membership cards and decals as well as extra NYS FOP cards and decals to those members who have ordered and paid for them through the mail on the day of receipt. The Recording Secretary shall maintain all copies of correspondence directed to him/her by the Corresponding Secretary for as long as that correspondence is valid. When any correspondence is no longer pertinent it is the responsibility of the Recording Secretary to dispose of the correspondence. He/she shall deliver to the Corresponding Secretary a copy of any correspondence sent out.
Section 5. The Recording Secretary shall be responsible for notifying the President of any up-coming meetings. He/she shall also be responsible for making notifications to all and any Committee Chairpersons of any correspondence pertinent to that committee.
Section 6. In the event that the Recording Secretary is temporarily unable to perform his/her duties or unavailable then the President shall fulfill those responsibilities.
Section 7. In the event that any officer or Committee Chairperson scheduled to make a report at the General Membership Meeting is unable to attend, the Recording Secretary shall inform the President of the contents of that person’s report.
Section 8. The Recording Secretary shall maintain an adequate number of stamps, envelopes and any other materials and/or equipment to fulfill his/her duties. Except for emergency situations, he/she shall deliver any correspondence to the Corresponding Secretary at the Executive Board or General Membership Meetings, whichever is up-coming, for postage and delivery.
ARTICLE 13
Corresponding Secretary
Section 1. The Corresponding Secretary shall receive all correspondence directed to or sent out by the Lodge at the Executive Board Meeting from the Recording Secretary. He/she shall be responsible for the maintenance, distribution and retention of all correspondence. He/she shall also be responsible for the maintenance of the Correspondence Log.
Section 2. The Corresponding Secretary shall be responsible for the distribution of copies of any and all correspondence to members of the Executive Board and/or Committee Chairs to which that correspondence is directed or which will enhance the function of those members or committees at the Executive Board Meeting.
Section 3. The Corresponding Secretary shall report all correspondence sent by or received by the Lodge at the General Membership Meeting. His/her report shall include the dates that names of dues paying members were sent out and the dates that yearly membership cards were received as well as sent out to the members.
Section 4. In the event that the Corresponding Secretary is temporarily unable to perform his/her duties or unavailable then the Recording Secretary shall fulfill those responsibilities.
Section 5. The Corresponding Secretary shall inform the Recording Secretary of all reports he/she will be making at the General Membership Meeting at the Executive Board Meeting. If the Corresponding Secretary is unable to attend or becomes aware of topics he/she has not yet informed the Recording Secretary of he/she shall notify the Recording Secretary at least two (2) days before the General Membership Meeting by telephone or internet the contents of the his/her report. Failure to notify the Recording Secretary shall be deemed that the Corresponding Secretary has nothing to report.
Section 6. The Corresponding Secretary shall maintain and adequate number of stamps, envelops and any other materials and/or equipment to fulfill his/her duties.
ARTICLE 14
Treasurer
Section 1. The Treasurer shall receive all money, bank statements and birth certificates for the Rookies Club from the Recording Secretary by the day before the last business day of each month. Checks and monies received anytime during the month may, at the discretion of the Treasurer, be deposited at the Treasurer’s convenience. However, all checks and monies received must be deposited on the last business day of each month.
Section 2. The Treasurer shall be responsible for maintaining the bank statements and all banking related materials.
Section 3. The Treasurer shall maintain a Contingency Fund, which will be at least equal to the Lodge’s expenses for a two year period. The Contingency Fund shall be over and above monies set aside for the purpose of the yearly budget, any monies for raffles, outstanding checks and any other monies accounted toward any Lodge projects.
Section 4. The Treasurer shall cause an annual audit of the accounts, books and records of the Lodge to be conducted pursuant to the Constitution, Article 5, Section 3.
Section 5. The Treasurer shall make recommendations on the Lodge’s ability to fulfill requests of expenditure of the Lodge’s funds pursuant to By-laws, Article 4, Section 1.
Section 6. The Treasurer shall report to the Recording Secretary and President, in writing, into which accounts any monies received were deposited. He/she shall also report to the Recording Secretary and President, in writing, any monies distributed including any check numbers, dates issued, amounts, whom received that money and the reason at the Executive Board Meeting. He/she shall include in the report all dates that checks were cashed as well as the check number of any checks voided.
Section 7. In the event that the Treasurer is temporarily unable to perform his/her duties or unavailable then all monies not deposited, bank statements and birth certificates for the Rookies Club received in the Treasurer’s absence shall be retained by the Recording Secretary or delivered to the President. The Treasurer shall deliver the current check and savings books to the President or Recording Secretary to insure the proper financial functioning of the Lodge. Upon the availability of the Treasurer all monies not deposited, bank statements and birth certificates for the Rookies Club as well as the current check and savings books shall be returned to the Treasurer. Whichever of these officers acted in the Treasurer’s stead shall make a written report to the Treasurer on all financial matters carried out in the Treasurer’s absence.
Section 8. The Treasurer shall remit to the Lodge’s delegates funds to cover the lodging and/or transportation for the FOP Conferences. Any additional costs not vital to the Lodge’s good shall be the responsibility of the individual delegate(s).
Section 9. The Treasurer shall remit the appropriate funds pursuant to any Article set forth in the Constitution and By-Laws.
Section 10. After the approval of the Board of Trustees, the Treasurer shall deliver funds to satisfy any correspondence to the Corresponding Secretary at the Board of Trustees or General Membership Meetings, whichever is up-coming, for postage and delivery.
Section 11. The Treasurer shall insure that the President and Corresponding Secretary have funds for an adequate number of stamps, envelopes and any other material and/or equipment to perform their assignments. He/she shall also insure that the Recording Secretary has funds to purchase an adequate number of NYS FOP cards and decals for distribution to those members who paid and ordered them through the mail.
Section 12. The Treasurer shall inform the Recording Secretary of all reports on the finances of the Lodge he/she will be making at the General Membership Meeting at the Executive Board Meeting. This report shall be based on the bank statements for the month the meeting is taking place. If the Treasurer is unable to attend or becomes aware of topics he/she has not yet informed the Recording Secretary of he/she shall notify the Recording Secretary at least two (2) days before the General Membership Meeting by telephone or internet the contents of the his/her report. The Treasurer shall include the following in his/her report:
A. Funds in the savings account
B. Funds in the checking account
C. Total funds in both accounts
D. Amount of outstanding checks
E. Budgeted funds
F. Funds in any of the Lodge’s raffles
G. Funds set aside for other purposes
H. Total funds set aside for the Lodge to function
I. Contingency Fund
The Treasurer must make this report to the Recording Secretary.
Section 13. The Treasurer shall be responsible for the purchase of savings bonds for each member of the Rookies Club. He/she shall destroy all birth certificates for the Rookies Club after purchasing the appropriate savings bonds. He/she shall retain the copies for the savings bonds for one (1) year where upon they shall be destroyed.
ARTICLE 15
Second Vice President
[Reserved]
ARTICLE 16
Sergeant-at-Arms
[Reserved]
ARTICLE 17
Trustee
Section 1. In the event that the Trustee is temporarily unable to perform his/her duties or is unavailable then the President shall fulfill those responsibilities.
Section 2. The Trustee shall inform the Recording Secretary of all reports he/she will be making at the General Membership Meeting at the Executive Board Meeting. If the Trustee is unable to attend or becomes aware of topics he/she has not yet informed the Recording Secretary of he/she shall notify the Recording Secretary at least two (2) days before the General Membership Meeting by telephone or internet the contents of the his/her report. Failure to notify the Recording Secretary shall be deemed that the Trustee has nothing to report.
Section 3. The Trustee shall maintain all copies of correspondence directed to him/her by the Corresponding Secretary for as long as that correspondence is valid. When any correspondence is no longer pertinent it is the responsibility of the Trustee to dispose of the correspondence. He/she shall deliver to the Corresponding Secretary a copy of any correspondence sent out.
Section 4. The Trustee shall maintain an adequate number of stamps, envelopes and any other materials and/or equipment to fulfill his/her duties. Except for emergency situations, he/she shall deliver any correspondence to the Corresponding Secretary at the Executive Board or General Membership Meetings, whichever is up-coming, for postage and delivery.
ARTICLE 18
General Counsel
[Reserved]
ARTICLE 19
Associates
[Reserved]
ARTICLE 20
Discipline
Section 1. In respect to any disciplinary hearing conducted by this Lodge, due process shall be afforded the parties thereto.
Section 2. In all disciplinary hearings conducted by this Lodge, the body conducting the hearing shall:
Require the complaint(s), charge(s) or allegation(s) be made under oath and in writing and provide such facts as may enable the charged party to be fairly apprised of the nature of the charge;
B. Ensure that the party charged is provided with a copy of such complaint, charge or allegation and given sufficient time, which in any event shall not be less than thirty (30) days, to prepare a defense, if any, thereto;
C. Conduct a hearing upon the matter during which the trier of fact shall limit the scope of the inquiry to the specific complaint(s), charges(s) or allegation(s) set forth in the written notice thereof;
D. Adhere to an order of procedure which places the burden of proof upon the party charging the member;
E. Permit the parties thereto to introduce documents and exhibits and the testimony of witnesses in accordance with such rules of evidence as may be determined and applied uniformly by such body.
Section 3. Discipline may be imposed upon a member for any violation of the good of the Lodge, including but not limited to:
Violation of the Constitution, these By-laws or the Rituals of the Lodge;
B. Acts of disloyalty to the Lodge, including, overt attempts to encourage members to leave the Lodge or such acts as brings disrepute, disgrace or dishonor to the Lodge;
C. Distribution or use of the membership list for any reason without the expressed permission of the Board of Trustees or the Secretary; and,
The unauthorized use or the abuse of the name or insignia of the Lodge or the infringement of a trademark thereof.
ARTICLE 21
Resolutions
Section 1. Resolutions submitted for inclusion in the materials to be distributed at a general membership meeting shall be accompanied by a statement, not to exceed one (1) page in length, setting forth the specific basis for the proposed resolution.
ARTICLE 22
Official Order of Business
[Reserved]
ARTICLE 23
Parliamentary Procedure
[Reserved]
ARTICLE 24
Official Rituals
Section 1. Each new member shall, at their own discretion, introduce themselves and give a biography at the general membership meeting immediately following the roll call of officers.
Section 2. As a fraternal organization, no member shall make disparaging remarks about any member, law enforcement officer or law enforcement organization at any Lodge function.
ARTICLE 25
Yearly Dues
Section 1. Active members shall pay their yearly dues on or before November 1st. Presently, annual dues are in the amount of thirty ($30.00) dollars. Members who fail to submit their annual dues shall be deemed to fall under Article 3, subdivision D and will not be considered a member in good standing. Active members who are actively fulfilling their military duties in the Reserves during the renewal period shall have their dues sent in by the Lodge. It is the responsibility of the member to notify the Lodge that he/she is on active duty by submitting his/her notification of activation.
Section 2. Associate members shall pay their yearly dues on or before November 1st. Presently, annual dues are in the amount of thirty-five ($45.00) dollars. Any associate members who fail to submit their annual dues shall be deemed to fall under Article 3, subdivision D and will not be considered a member in good standing. Associate members who are actively fulfilling their military duties in the Reserves during the renewal period shall have their dues sent in by the Lodge. It is the responsibility of the member to notify the Lodge that he/she is on active duty by submitting his/her notification of activation..
Section 3. The Lodge’s application must be submitted each year with the dues. The member’s name, address and home telephone number must be filled in. The work telephone number, e-mail address, department/command, rank and shield number should be filled in if applicable. Associate members must fill in active member recommending. Said active member must be a member in good standing for the associate member’s application to be accepted. If the beneficiary section is left blank or the application is not signed them that member shall be assumed to be leaving the FOP life insurance to his/her estate.
Section 4. The Secretary shall transmit all funds in respect to membership dues to the Treasurer for deposit in proper accounts. Upon receipt of the member’s dues the Secretary shall furnish such member the Password and a dues card. He/she shall notify the Treasurer of any member on active military duty in the Reserves during the renewal period.
ARTICLE 26
Annual Budget
Section 1. The annual budget of the Lodge shall include an estimate of anticipated revenue, anticipated expenditures, and line item estimates of the needs of the administrative and operational functions of the Lodge. Line items shall include, but not be limited to, the following:
General membership meetings
Charities
Mailings
Clerical expenses
Contingency Fund
Section 2. Unappropriated funds plus any surplus funds collected above appropriated revenues shall be invested by the Treasurer into the Contingency Fund and shall be subject to appropriations to deficit accounts only upon the declaration and notification to the Board of Trustees by the President that an emergency exists in respect to a particular account.
Section 3. Any other provision of these By-laws notwithstanding, the President shall not approve any warrant or voucher in excess of the budgeted amount for any particular line item, or sub-line item account. Each officer, committee chairman or advisor will cooperate in the institution of and compliance with the annual budget of the Lodge and will, upon request, therefore, submit an itemized budget with respect to anticipated revenues and expenses in their area of control or interest for the next fiscal year.
ARTICLE 27
Newsletter
Section 1. The President shall be responsible for the writing of the Lodge’s Newsletter.
Section 2. The President shall select a member, other than any Board member, here fore to be called the Editor of the Newsletter. The Editor of the Newsletter shall be responsible for the editing and printing of the Newsletter. He/she shall have at his/her disposal all paperwork generated by the Lodge. He/she shall also be allowed to select a staff to assist him/her. The staff selected shall need the approval of the Executive Board.
Section 3. The Newsletter shall be sent to all members on a quarterly bases. Said Newsletter shall contain any topics discussed at the three (3) most recent meetings. The purpose of said Newsletter shall be to inform members who were unable to attend a meeting on topics of interest.
Section 4. All Newsletters shall be sent via the US Postal Service. The October-December Newsletter shall contain the yearly application and the January-March Newsletter shall contain members’ yearly cards and decals.
Section 5. The Treasurer shall remit to the Editor of the Newsletter funds to print and edit the Newsletter.
ARTICLE 28
Annual Picnic
Section 1. The Lodge shall hold an Annual Picnic on a weekend during July or August. The Executive Board shall select a date and location after conferring with the Special Events Committee. All tickets must be purchased before the event. There shall be a five dollar ($5.00) surcharge on tickets purchased within two (2) weeks of the picnic date. Members of the Survivors of the Shield shall be invited as guests.
ARTICLE 29
By-law Amendments
Section 1. In order to amend these By-laws a member or a majority of the Board of Trustees shall submit the proposed amendment to the Recording Secretary no later than the September general membership meeting. The Recording Secretary shall disseminate such proposed amendment and any related material at any general membership meeting. Upon adoption by a vote of two-thirds (2/3) of the active members who are on the floor at the general membership meeting, the proposed amendment shall become part of these By-laws.
Section 2. A proposed amendment shall contain the precise language of the proposed amendment, shall specifically set forth the language to be added, deleted and/or revised and shall identify each and every Article and Section of these By-laws affected thereby. Proposed amendments shall not be set forth in resolution form but shall be accompanied by a statement, not to exceed one (1) page in length, setting forth the basis for the proposed amendment.
Section 3. The Constitution and By-laws Committee shall receive proposed amendments to these By-laws and shall review same for form, grammar, placement within these By-laws and substance, and shall report its conclusions and recommendations thereon to the Secretary.
ARTICLE 30
National and State Conferences
Section 1. At the November general membership meeting the Lodge shall elect a slate of delegates and alternates to represent the Lodge at the Biennial National or New York State Conference. Delegates and alternates will be designated by the amount of votes received. The number of delegates shall be governed by that number allowed under the National or State Constitution. At the April general membership meeting the Lodge shall elect any additional delegates it may have gain since January 1.
Section 2. If he/she so desires the President and Recording Secretary shall automatically become a delegate.
Section 3. Delegates to the Biennial National or State Conference shall select a lead delegate. In the event that the President or the most recent Past President of the Lodge is a delegate he/she shall be designated the lead delegate. The lead delegate shall be responsible to insure that the Lodge’s delegation does in fact attend the Conference. In the event that any delegate is unable to attend, it is that delegate’s responsibility to notify the lead delegate who shall assign one of the alternates in his/her place. The lead delegate shall be responsible for the notification to the Grand or State Lodge of the names of the delegation. He/she shall also be responsible for insuring that the Lodge’s delegation is aware of available lodging. He/she shall inform the delegates and/or alternates of the itinerary of the Biennial National or State Conference, the lodgings available and any and all means of transportation to the Conference. Any Conference held in excess of five hundred (500) miles from the point of origin shall, at the discretion of the delegate, authorize airfare. Airfare shall be based on the lowest rate available as determined by the lead delegate. If a delegate chooses to use other means than airfare his/her transportation costs shall be based on the cost of the airfare or of the other means of transportation, whichever is the lowest. When practical, the delegates will supply their own means of transportation and/or lodgings.
Section 4. It shall be the responsibility of each delegate to register at the Conference. It shall also be the responsibility of each delegate to attend the Conference meetings. Any delegate not on the floor of a Conference session or missing any vote on amendments to the Constitution and By-Laws shall, for reimbursement purposes, be considered a non-delegate for that session. Each delegate shall be responsible for arranging his/her lodging/transportation. For reimbursement of transportation costs a delegate must attend a majority of the Conference meetings.
Section 5. The lead delegate shall select a delegate to act as the recording secretary. That delegate shall be responsible for taking minutes of the Conference. The minutes shall be read to the membership at the next general membership meeting immediately following the Conference. In the event that the Lodge’s Recording Secretary elects to be a delegate he/she shall act as the recording secretary at the Conference.
Section 6. The Lodge shall conduct an Annual Conference Raffle to offset costs of the Biennial National and/or New York State FOP Conference to the delegates and/or Lodge. It shall be the responsibility of each member to sell or buy the two (2) raffle tickets sent to them each year. The Raffle shall be drawn at the June General Membership Meeting. The Executive Board shall dictate the cost of a raffle, the prize(s) to be awarded and the method of awarding the prize(s). If the proceeds from the Raffle exceed the cost of sponsoring a delegation that excess shall be held for any future Conference costs. Proceeds from the Raffle shall be called the Annual Conference Raffle Fund. The Annual Conference Fund shall be held in a separate account from the Contingency Fund.
Section 7. Each delegate shall be responsible for the original costs of transportation and lodgings. Upon the completion of an FOP Conference, the Treasurer shall remit to each delegate funds to cover the cost of transportation and lodgings from the Annual Conference Raffle Fund, any reimbursement from the New York State Lodge and the Lodge’s Contingency Fund, if necessary. Upon the completion of the New York State FOP Conference the Treasurer shall remit to each delegate funds from any reimbursement provided by the New York State Lodge. Only in the event that the New York State FOP Conference is held in excess of three hundred (300) miles from the point of origin travel and/or lodging costs shall be reimbursed from the Annual Conference Raffle Fund less any reimbursement from the New York State Lodge. Said remittance shall be contingent on the Lodge’s ability to fund it and the delegate’s compliance with Section 4 of this Article.
Section 8. Lodge officers and/or Committee Chairpersons attending the Biennial National FOP Conference shall, at the direction of the Lead Delegate, attend any seminars particular to their position upon the completion of the Conference sessions. Lodge officers and/or Committee Chairpersons may, at their own discretion attend any other seminars.
ARTICLE 31
The Law Enforcement Officer in Need Program
Section 1. A fund shall be created for the sole purpose to assist those members who have been or are in need of financial assistance. Said fund shall be set at a maximum amount of one thousand five hundred dollars ($1500.00) and shall be a part of the Lodge’s yearly budget. A maximum of five hundred dollars ($500) shall be disbursed to any member receiving assistance. Funds not utilized during any year shall be added to the following year’s budget for up to two years whereby the original amount shall revert to the Contingency Fund. In addition, to insure that all members of the Lodge have ready access to the benefits of the Law Member’s Assistance Program, in the case that the fund is depleted or insufficient the Lodge shall conduct a 10-13 meeting in November. Each member attending this meeting shall be requested to donate ten dollars ($10.00) to the fund to be used exclusively for the assistance to members in need.
Section 2. Beneficiaries of this fund shall be based from names submitted by Lodge members or from information collected by the Lodge’s Executive Board. All requests must be submitted in writing explaining the member’s need to the Pension and Health and Welfare Committee by November 1st. The Committee shall examine each request and make recommendations to the Executive Board. The Executive Board shall examine the recommendations of the Committee at the November Board meeting and submit their findings to the general membership at the November General Membership Meeting. Only the basis for the assistance and the amount recommended shall be submitted to the general membership.
Section 3. This fund shall be exclusively for members, as described in Article 4 of the Constitution, of the Lodge.
Section 4. Upon the recommendations of the Pension and Health and Welfare Committee and the Executive Board the Treasurer shall remit funds in the amount recommended directly to the member needing assistance.
ARTICLE 32
The Rookies Club
Section 1. Upon the birth of a member’s child/grandchild that member and his/her child/grandchild’s name shall be recorded into the Rookies Club. The child/grandchild shall be considered a member of the Rookies Club for the year. At the December general membership meeting the names of the year’s Rookies Club shall be read.
Section 2. Only one savings bond will be issued per child. To insure that the name on the savings bond is correct a photo-stat of the birth certificate along with the child’s social security number must be submitted to the Lodge during the month of November. It is the responsibility of the member submitting his/her child/grandchild to insure that the Lodge has in fact received the necessary paperwork.
Section 3. Any member’s child/grandchild born after December 1st may be awarded a savings bond the following year.
Section 4. The Special Events Committee chairperson shall be responsible for the maintenance of the Rookies Club roster for each year. The chairperson or his/her designee shall report the names of all new members of the Rookies Club to the Executive Board at the December Executive Board meeting. The Treasurer shall insure that there is a savings bond for each new member by securing funds necessary for the purchasing said bonds.
ARTICLE 33
Scholarships
Section 1. The Lodge shall, in conjunction with the State Lodge, sponsor the James Quinn Scholarship. Said scholarship shall be governed by the rules set forth by the State Lodge.
Section 2. The Lodge shall establish a City of Heroes Scholarship which shall be funded by the Annual Raffle.
Section 3. The City of Heroes Scholarship shall be for the members’ of the Lodge exclusively. It shall be open to those members whose child/grandchild is graduating from high school in the year of the drawing and will be furthering his/her education.
Section 4. The drawing for the City of Heroes Scholarship shall be held at the general membership meeting in May. The scholarship shall be awarded to the student and his/her family at the June meeting.
ARTICLE 34
Sponsorship of Youth Sporting Events
Section 1. The Lodge shall make available to the treasurer funds to sponsor sports teams in football and baseball leagues to be chosen by the Executive Board.
Section 2. Sponsorship of said teams shall be contingent on the Lodge’s ability to pay
ARTICLE 35
Annual Recognition Dinner Dance
Section 1. The Lodge shall hold a Dinner Dance for the purpose of recognizing those people who have contributed to the betterment of the Lodge. This can include both actual as well as non-members.
Section 2. Those to be recognized shall be selected at the Board meeting in June and notified by the Corresponding Secretary.
Section 3. All those so recognized shall be presented with a plaque at the Dinner