PREAMBLE

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

DEFINITIONS

For purposes of these bylaws, the following definitions apply:

ARTICLE 1: ORGANIZATION NAME

The name of the association described herein shall be Carolinas Crime Analysis Association.

ARTICLE 2: PURPOSES OF THE ASSOCIATION

This Association is hereby formed as an all-volunteer, non-profit organization and exists in order to further the following goals:

ARTICLE 3: AFFILIATIONS

The Association may establish affiliations with other organizations with similar goals. Any new affiliation or change in affiliation requires an official majority vote of the responding membership. Association members may choose to maintain membership in the affiliated group(s) and CCAA, or they may choose to maintain membership solely in CCAA.

CCAA is a Regional Association as recognized by the International Association of Crime Analysts (IACA). CCAA has negotiated an agreement with IACA allowing group membership to IACA at a discounted rate. CCAA is otherwise considered independent from IACA.

ARTICLE 4: LOGO AND SYMBOLS

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

ARTICLE 5: MEMBERSHIP

SECTION 1: Eligibility for Membership

Membership shall be open to current and former crime analysts, other related professionals in the criminal justice field, both in the public and private sectors, and those involved in crime analysis through educational pursuits, including relevant faculty, staff, and students, from any state. Categories for membership include professional, student, volunteer, and corporate sponsor. Professional, student, and volunteer members will have full voting authority. Corporate sponsors will not have voting authority and cannot hold elected office in CCAA. Others who wish to request membership may do so by requesting a membership exception, to be determined by a majority vote of the Board. The CCAA Board has the right to refuse anyone membership or move members between membership categories.

SECTION 2: Membership Status

The following points will guide the determination of membership status:

• Members in Good Standing—A member will be considered in good standing when their membership has been approved as required below in the New Memberships section and their dues are paid within a one-month grace period of the annual September payment deadline. For purposes of officer elections, membership standing shall be determined as of April 1 of the election year.
• New Memberships—A new membership will commence when a membership application has been submitted, dues have been paid, and the membership has been approved by the VP of Membership. New member applications may be submitted at any time throughout the year and will be pro-rated based on the number of months remaining until the following September; pro-rated dues shall be calculated by dividing the annual dues amount by 12 and multiplying by the number of full months remaining in the membership year. New member applications submitted within one month of annual dues collection may delay dues payment until the next membership year.
•  Inactive and Cancelled Memberships—Membership in CCAA is considered a privilege, and not a right. Memberships may become inactive or be cancelled under the following conditions: 1) the member has not paid annual dues after the due date and a one-month grace period has passed, 2) the member elects to cancel their membership by notifying the VP of Membership in writing, and/or 3) the member has their membership cancelled by a majority vote of the Board due to conduct or actions that go directly against the mission of the Association and/or the engaging in illegal activity. The Board has the authority to deny, suspend, or revoke membership based on misrepresentation of facts in the member’s membership application or record. There will be no refund of dues for any membership that is cancelled or becomes inactive.

SECTION 3: Rights of Membership

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

SECTION 4: Non-Discrimination

The Association does not discriminate on the basis of race, color, national origin, ethnicity, sex, sexual orientation, gender identity, religion, age, non-disqualifying mental or physical disability or veterans’ status, or any other characteristic protected under law.

ARTICLE 6: ASSOCIATION OFFICERS AND EXECUTIVE BOARD

SECTION 1: Elections

Any member in good standing maybe elected to a Board position, either by nomination from another member in good standing or by self-nomination. Available Board positions shall be announced to all members in good standing no later than March 31 each year. The announcement shall be made at the Annual Conference if it occurs prior to March 31, or by direct communication to the membership if it does not. Nominations shall open on April 1 each year and shall close on April 15. The election period shall be open for 10 calendar days following the close of nominations and shall conclude no later than April 25. Election results shall be announced no later than April 30, ensuring a seamless transition of officers on May 1. No member may hold more than one Board position at any given time. In order to ensure continuity in Board business, elections will be held for each position in alternating years, with two positions turning over in one year (VP of Membership and VP of Finance) and three positions turning over in the next year (President, VP of Training, and VP of Communications). Votes will be held electronically, and all members in good standing may vote. The VP of Communications shall coordinate all election-related communications and notifications as required by this section. See Appendix A for a summary of the annual governance calendar.

SECTION 2: Terms and Term Limits

Elected Board members will serve a term of two years and may serve no more than two terms in the same position, with an exception made if there is no other member willing to serve in that role. Each officer shall be elected to a term of office of two years, beginning on May 1 and ending on April 30. If a successor has not been elected or appointed, the outgoing officer shall continue to serve in that office until a successor has been elected or appointed. If a Board position becomes vacant before the term is complete, whether by voluntary resignation or removal, there will be nominations and a vote to name an interim officer to that position. The nomination and voting process will follow the same process as established in Article 6, Section 1. Any member serving in an interim capacity shall serve only the remainder of the vacated term. Time served in an interim capacity shall not count toward the two-term limit established in this section. A vacancy shall be filled within sixty (60) calendar days of becoming vacant. Any Board position may be forcefully vacated by the Board with a vote of no confidence by a three-fifths (3/5th) majority vote of the Board. Before such a vote, reasons for the vote, including any misconduct or malfeasance, shall be made known to the Board member and delivered in writing by the President. In cases where the President is being voted on, it shall be delivered in writing by the VP of Training. For cases where it is necessary for the Board to vote on removal of an officer and to avoid a potential tie vote in future matters, the Board will consist of the remaining four Board positions, plus the immediate Past-President, until the vacant position is filled.

SECTION 3: Board Positions and Responsibilities

The officers that constitute the Executive Board are as follows—

President:

Vice President of Training:

Vice President of Communications:

Vice President of Membership:

Vice President of Finance:

SECTION 4: BENEFITS OF BOARD MEMBERSHIP

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

• Waiving of membership dues (including dues for any affiliated associations, if the officer chooses joint membership).
• Waiving of training fees for any Association-led training.
• Meals during Association-related Board or committee meetings, not to include alcohol and not to exceed the prevailing GSA per diem rates for the location of the event as published for that fiscal year. The applicable GSA rates shall be determined based on the city or county in which the event is held.
• Waiving of conference fees for the CCAA Annual Conference, including conference registration, travel, reimbursement for lodging and meals and incidental expenses (M&I E) when necessary, at rates not to exceed the prevailing GSA per diem rates for the location of the event as published for that fiscal year, up to a maximum of one thousand five hundred dollars ($1,500.00) per Board member annually. The applicable GSA rates shall be determined based on the city or county in which the event is held. Lodging reimbursement applies only when an overnight stay is necessary.
• Travel and meeting-related expenditures will only be paid when costs are not covered by the Board member’s place of employment or through a package (i.e. the conference hotel provides breakfast along with the room rate). Board members are encouraged to keep costs to a minimum and only stay overnight at a cost when necessary
•  Past president benefits—Past presidents are entitled to have their membership dues waived permanently, so long as it is financially feasible for the Association.
• Former Board members who left office in good standing are welcome to provide advice and institutional knowledge to the current Board upon request and may be invited to attend Board meetings at the discretion of the Board in a non-voting, advisory capacity.

ARTICLE 7: COMMITTEES AND SPECIAL APPOINTMENTS

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

ARTICLE 8: MEETINGS AND OFFICIAL BUSINESS

SECTION 1: Full Association Meetings

At least one business meeting of the full Association will occur annually, preferably in conjunction with the annual conference. This meeting shall preferably be conducted in person, but the Executive Board shall have discretion to designate the meeting time, place, and method of the meeting. Additional meetings of the full membership may be called by the Board on an as-needed basis. For purposes of the full Association’s meetings, a specific quorum will not be required to meet so long as members are given at least fourteen (14) calendar days’ notice in advance of the meeting. However, in-person voting on any issue will be delayed and conducted electronically if at least a simple quorum of the total membership in good standing is not present, OR if any member in good standing expresses a belief that more deliberation is needed before the time of the vote. In cases of an electronic vote, meeting notes will be shared with the full membership before any such vote is required in order to be sure that all voting members have the information necessary for an informed vote. Proposed amendments to the bylaws may be voted on provided the notice requirements of Article 9 are otherwise met.

SECTION 2: Executive Board Meetings

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

SECTION 3: Methods of Conducting Business

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

SECTION 4: Emergency Meetings

In situations of extreme time-sensitivity and/or extreme importance to the Association, emergency meetings of the Association may be held with less notice than that required in Article 8, Section 1, but at no time may a meeting be held with less than twenty four (24) hours’ notice. In these cases, the voting rules dictated in Article 8, Section 1will still apply for any motion that is to be voted on.

ARTICLE 9: AMENDMENT OF BYLAWS

Any amendment of these bylaws shall require twenty (20) calendar days’notice to the membership. During this period, the proposed amendments shall be made available to all members in good standing and any questions, comments, or clarifications from a member in good standing should be directed to the Vice President of Communications. The Executive Board will respond via the VP of Communications to the inquiring member within seven (7) calendar days of receipt of such question, comment, or clarification.

Asimple majority vote of the responding eligible voting members is needed for the amendment(s) to pass and no specific quorum is required. Votes may be held electronically, and all members in good standing may vote. The voting period will be open for ten (10) calendar days unless the vote is held in conjunction with a Full Association Meeting and otherwise meets the requirements as set out in Article 8, Section 1. Any amendments become effective immediately unless otherwise noted in the proposed amendment. The results of the vote will be made available to all members of the Association. Notwithstanding the foregoing, an amendment shall not be considered passed unless votes are received from at least twenty (20) percent of all members in good standing, providing a minimum participation threshold to protect the integrity of the governing document.

Any amendment proposal submitted between March 1 and May 1 of any given year shall be held and noticed to the membership no earlier than May 2, so as to ensure that amendment votes do not run concurrently with officer elections. For purposes of this article, an amendment proposal is considered submitted upon receipt by the Vice President of Communications, in writing or electronically.

Related editorial or technical amendments may be presented and voted on as a single bundled proposal. Substantive amendments that alter member voting rights, officer qualifications or removal procedures, quorum requirements, or the creation or elimination of officer positions shall be presented as separate questions on the ballot.

The Executive Board may amend Appendix B (Volunteer Standard Operating Procedures) by majority vote at any regular or special Board meeting, without membership vote, provided that notice of the amendment is given to all members in good standing within thirty (30) calendar days of the change.

See Appendix A for a summary of the annual governance calendar.

ARTICLE 10: DISSOLUTION

Upon the dissolution of this organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code (or corresponding section of any future tax code), or shall be distributed to the federal government, or to a state of local government, or for a public purpose.

ARTICLE 11: RULES OF GOVERNANCE

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

APPENDIX A: ANNUAL GOVERNANCE CALENDAR

This appendix provides a quick-reference summary of the annual governance calendar governing officer elections and bylaw amendment proposals. All governing authority remains with the articles of these bylaws. All dates are calendar dates.

Period / Deadline	Action
Last day of February	Last day to submit a bylaw amendment proposal for consideration prior to the election blackout period
March 1–March 31	Bylaw amendment notice and voting window for proposals submitted prior to the blackout period (if applicable)
March 31 (no later than)	Board announces available Board positions; announcement shall be made at the Annual Conference if it occurs prior to this date, or by direct communication to the membership if it does not
March 1 – May 1	Amendment blackout period: proposals submitted during this window are held and noticed to the membership no earlier than May 2
April 1	Nomination window opens
April 15	Nomination window closes
April 16–April 25	Election voting period (10 calendar days)
April 30 (no later than)	Election results announced
May 1	New officer terms begin
May 2 (earliest)	Held amendment proposals may be noticed to the membership; amendment voting windows may open

Note: This calendar is provided for reference only. In the event of any conflict between this appendix and the articles of these bylaws, the articles shall control.

APPENDIX B: VOLUNTEER STANDARD OPERATING PROCEDURES

Standard Operating Procedure for Carolinas Crime Analysis Association Volunteers

The Carolinas Crime Analysis Association (CCAA) relies entirely on volunteer participation to operate. The five-member Executive Board delegates responsibilities to volunteers who support the delivery of a wide range of services to the crime and intelligence analysis community. This Standard Operating Procedure operates under the authority of the CCAA bylaws. In the event of any conflict between this document and the bylaws, the bylaws shall control.

Eligibility and Benefits:

• Volunteers must be a member in good standing of the CCAA and maintain that status.
• The CCAA conference registration fee will be waived for volunteers during their period of service given they are able to attend the conference and fulfill volunteer conference duties as requested.
• Volunteers are responsible for covering their own expenses including hotel, per diem, and travel costs for attending the conference.

Time Commitment:

• On average, volunteers are expected to dedicate 2–3 hours per week to their duties. This may vary, and there may be weeks with minimal or no work. As the conference approaches, the workload may increase.
• Volunteers will be invited to a meeting once a month, and additional meetings upon request, with advance notice.
• Volunteer-inclusive meetings may include a closed session portion.
• Volunteers are expected to actively participate in assigned duties and requested scheduled meetings. Repeated unexcused absences or failure to fulfill responsibilities may result in removal and loss of benefits.
• During the conference, volunteers will be assigned specific duties, which may require them to miss certain sessions. This includes setup and teardown responsibilities. Volunteers are expected to be available for the full duration of these duties and should plan accordingly in their budget.

Responsibilities:

• Volunteers may be assigned various tasks including but not limited to:
• Assisting with conference logistics.
• Supporting membership outreach.
• Providing assistance with communication efforts.
• Participating in fundraising activities.
• Offering support with administrative tasks as needed.
• Volunteers are expected to complete assigned tasks in a timely manner and maintain regular communication.
• Volunteers will serve as a standing committee under the coordination of the Vice President of Training, with the understanding that other Board members may request ad hoc support from volunteers.

Term and Solicitation:

• A maximum of two volunteers will be selected per year, unless the need arises.
• The volunteer term is one year, running concurrently with elected Board positions from May 1 through April 30.
• Volunteers will be solicited on an annual basis.
• All interested individuals, including previous Board members, must submit the volunteer interest form and documentation of agency approval confirming their ability to attend the conference and meet the weekly time commitment.
• The Board reserves the right to remove a volunteer at its discretion with a majority vote. Upon removal, all volunteer benefits will be immediately rescinded.
•  Volunteers may resign at any time by providing written notice to the Executive Board. Upon resignation, all volunteer benefits will cease.
• When a volunteer vacancy occurs, the Board may choose to recruit a new volunteer if it deems it necessary. The term of any interim volunteer will end on April 30. Any interim volunteer must meet all obligations and qualifications set out in this document.

Professional Conduct:

• Volunteers are expected to always conduct themselves in a professional manner, representing and supporting the CCAA positively.
• Volunteers must uphold confidentiality standards regarding sensitive information discussed or accessed during their volunteer tenure.

Amendment:

• This Standard Operating Procedure may be amended by the Board by majority vote at any regular or special Board meeting, without membership vote. Notice of any amendment shall be provided to all members in good standing within 30 calendar days of the change.

By agreeing to volunteer with the Carolinas Crime Analysis Association, individuals affirm their commitment to uphold the principles outlined in this Standard Operating Procedure and contribute positively to the organization’s mission and objectives.