FINAL DRAFT 7.20.2010
FLORIDA POLICE ACCREDITATION
COALITION, INC.
(FLA-PAC)
STANDARD OPERATING PROCEDURES MANUAL
JULY2010
Table of Contents
INTRODUCTION
I. Membership
A.Regular Agency Membership
B.Associate Membership
C.Retirees
D.Lifetime Membership
II. Executive Board
A.Duties and Responsibilities
1.President
2.First Vice President
3.Second Vice President
4.Corresponding Secretary
5.Recording Secretary
6.Treasurer
7.Immediate Past President
B. Authority
C.Sexual and Other Forms of Unlawful Harassment
D.Code of Conduct
E.Disciplinary System
F.Appearance Guidelines
G.Standard Operating Procedures Manual
H.Attendance
I.First Time Attendee Class
III. Committees
A.Standing Committees
B.Committee Descriptions
1.Outreach Committee
2.Training Committee
3.File Review Committee
4.Audit Committee
5.Certified Accreditation Professional (CAP)
6.Scholarship Committee
7.Nominating Committee
8.Election Committee
9.PAC-Chat Committee
10.Marketing Committee
C.Ad Hoc Committees
IV. Advisors/Appointments
A.Parliamentarian
B.Legal Advisor
C.State Accreditation Advisor(s)
D.Appointments
V. Training
A.Training Committee
B.Training Records
C.Specialized Training
D.Training Expenses
VI. Public Records
VII. Communications
A.PAC-Chat
B.Web Page
C.E-mail
D.Correspondence
VIII. Meetings
A.Business
B.Committee
C.Executive Board
D.Special Meetings
IX. Elections and Voting
A.Approval Process
B. Campaign Guidelines
C.Voting
D.PAC Business Meeting Election Protocol
E.Installation of Elected Officers
F.Swearing In of Board Members
G.Transition of Board Members
X. Conference Planning
A.Conference Needs
B.Hotel Contracts
C.Host Agency Information
D.FLA-PAC Door Prizes
E.Vendors
APPENDIX
SAMPLE PRESIDENT’S OATH OF OFFICE
SAMPLE BOARD OATH OF OFFICE
FLA-PAC SOP Manual, page 1 of 31
FINAL DRAFT 7.20.2010
INTRODUCTION
This manual contains the standard operating procedure of the Florida Police Accreditation Coalition,Inc. (FLA-PAC).
The mission of FLA-PAC is to support individuals with an interest in the accreditation process, and recognize the concept of accreditation for law enforcement agencies, correctional institutions/facilities, crime laboratories, public safety agencies, Inspector General’s Offices, pre-trial agencies, public safety communications centers, and any public entity as a means of enhancing the quality of law enforcement services, correctional activities, and other public services within the State of Florida. is to further the establishment of professional law enforcement, corrections, public safety, and public safety communications in Florida. To this end, FLA-PAC will provide a network for member agencies that will encourage communication, mutual cooperation, training, support, and the sharing of resources.
To this end, FLA-PAC exists to assist any law enforcement, corrections, public safety, or public safety communications agency in attaining and maintaining accredited status through numerous official accrediting bodies.
The Florida Police Accreditation Coalition recognizes and supports the concept of professional accreditation of law enforcement, corrections, and related agencies as a means to enhance the quality and professionalism of law enforcement related services within the state of Florida.
This Florida Police Accreditation Coalition Standard Operating Procedures Manual has been created for use by all members who wish to become involved in FLA-PAC activities through service on the executive board, service on a standing committee, or through the various other opportunities available to assist in the operation of the organization.
Many people spent a considerable amount of time and effort meticulously creating and coordinating the original information in this manual and revising it, and we are grateful for their assistance. This manual contains specific detailed information relating to the operation of the FLA-PAC.
Our goal is to ensure that each executive board member of the Florida Police Accreditation Coalition is aware of and completely understands the duties, responsibilities, and activities of everyone actively involved in the organization. By accomplishing this, we can best serve the needs of the accreditation community and dedicate ourselves to the highest standards of professionalism.
I. Membership
A.Regular Agency Membership
Regular agency membership shall be open to all law enforcement agencies, correctional institutions/facilities, crime laboratories, public safety agencies, Inspector General’s Offices, pre-trial agencies, and public safety communications centers in the State of Florida interested in the process of attaining or maintaining professional accreditation. Membership shall be granted to the agency upon receipt and approval of a completed membership application and dues. To be considered a Member In Good Standing, all dues and financial obligations to FLA-PAC must be satisfied and current.
B.Associate Membership
Associate membership shall be open to law enforcement agencies, correctional institutions/facilities, crime laboratories, public safety agencies, Inspector General’s Offices, pre-trial agencies, and public safety communications centers outside the State of Florida, other government agencies, private organizations, and individuals with an interest in the accreditation process. Associate Membership may be bestowed upon an agency or an individual. Membership shall be granted upon receipt of a completed membership application, payment of dues, and approval by the FLA-PAC Board of Directors. Associate members have no vote and may not hold a position on the Board of Directors of FLA-PAC.
C.Retirees
Retiree membership shall be open to any individual that retires from a law enforcement agency, correctional institution/facility, public safety agency, Inspector General’s Office, pre-trial agency, public safety communications center, other government agency, private organization, or individuals with an interest in the accreditation process. Membership shall be granted upon receipt of a completed membership application, payment of dues, and approval by the FLA-PAC Board of Directors. Retiree members have no vote and may not hold a position on the Board of Directors of FLA-PAC.
D.Lifetime Membership
Lifetime membership may be bestowed upon an individual by the Executive Board for demonstrated dedication and service to FLA-PAC. Lifetime membership honorees have no vote and may not hold a position on the Board of Directors of FLA-PAC.
II. Executive Board
A.Duties and Responsibilities
1.President
Serves as the Chief Executive Officer of FLA-PAC and will:
a.Represent or appoint a designee of FLA-PAC for all functions and meetings deemed appropriate, serve as liaison with accrediting bodies, promote, protect and convey the interests of FLA-PAC, (i.e. CFA, FCAC, and CALEA meetings, law enforcement agency special functions, FSA and FPCA conferences, etc).
b.Preside at executive board and business meetings ensuring agenda, current By-laws, and Robert's Rules of Order are followed.
c.Manage or supervise general items of business conducted between regular scheduled business meetings.
d.Coordinate agenda for business meetings.
e.Plan and provide agenda for executive board meeting.
f.Represent or appoint a designee of FLA-PAC at all President's meetings held at CALEA conferences.
g.Promote state and national accreditation and the benefits of membership in FLA-PAC at any and all opportunities, serving as an emissary for accreditation at all levels.
h.Coordinate and further the goals of FLA-PAC keeping the mission of FLA-PAC as top priority.
i.Appoint Executive Board Members to serve as an advisor and liaison to each Standing Committee listed in Section III, Committees.
j.Review all committee reports ensuring committee activities and objectives are in keeping with FLA-PAC goals.
k.Appoint advisors, committees, and/or committee chairs to assist in the conduct of the affairs of FLA-PAC.
l.Make recommendations to the executive board and general membership to promote identified goals and support accreditation.
m.Monitor the performance of all Executive Board Members. Whenever a substantial deficiency in FLA-PAC knowledge or training is observed, the President shall provide remedial training. The training shall be provided by individual instruction or through scheduled remedial training at an Executive Board Meeting.
n.Bestow the Presidential Award to a member of FLA-PAC who has distinguished themselves from other members of the organization. The Presidential Award is awarded to a member who performs an act or a series of acts over a period of time which demonstrates a high degree of professional excellence through the success of difficult projects, programs, or situations in furtherance of the objectives of FLA-PAC. , Inc. This award may be presented at any regularly scheduled business meeting following the conclusion of the current business meeting.
o.Whenever an Executive Board member is newly elected/appointed, ensure that they receive information regarding the followingthe current version of the SOP, and transition assistance. This may be accomplished by individual training during the spring meeting as incumbent members instruct new board members in their duties.
p.Fill Executive Board vacancies. Once a vacancy occurs, the President shall appoint a qualified replacement, pro-tem, to serve the remainder of the unfilled term. The President shall announce the opening during the general business meeting prior to appointing a replacement.
q.Other than conference expenses, approve all checks for more than $500.
r.Coordinate posting of conference information on the FLA-PAC website.
s.Assign responsibilities for setting up and maintaining a FLA-PAC welcome table and display at FLA-PAC, CFA, CALEA, ACA, and other accreditation-related events.
2.First Vice President
In the absence of the president, the First Vice-President will assume and discharge the duties of the President and will:
a.Assist the President with general activities of FLA-PAC and any other duties as directed by the president.
b.Serve as advisor and liaison to committee(s) as designated by the President;
c.Assist members with any problems, concerns, or interpretations regarding accreditation standards.
d.Attend all FLA-PAC general meetings and any other meetings as required.
e.Maintain communication within the executive board and between the board members.
3.Second Vice President
Assists the President and First Vice President generally, and will:
a.Perform the duties of the President in the absence of the President and First Vice President.
b.Serve as advisor and liaison to committee(s) as designated by the President.
c.Assist members with any problems, concerns, or interpretations regarding accreditation standards.
d.Attend all FLA-PAC general meetings and any other meetings as required.
e.Maintain communication within the executive board and between the board members.
4.Corresponding Secretary
Receives correspondence on a regular basis, and will:
a.After receiving mail:
(1)Redirect mail as needed.
(2)Notify President of all correspondence.
(3)Maintain file of all correspondence.
b.For reporting purposes to the PAC:
(1)List the correspondence received and sent,
(2)Advise PAC members at the meeting of what correspondence is received and sent, and
(3)Bring correspondence file for members' perusal.
c.Read important correspondence to members.
d.Handle miscellaneous correspondence sent by:
(1)Formatting and sending letters as requested by the President,
(2)Copying authorized correspondence sent by members and filing in the correspondence file, and
(3)Using the FLA-PAC letterhead which must be pre-approved by the President.
e.Maintain:
(1)The corporate seal and affix it to documents as required.
(2)All correspondence received by FLA-PAC.
f.Bring meeting-relevant correspondence to each FLA-PAC meeting.
g.Serve as advisor and liaison to committee(s) as designated by the President.
h.Serve as archivist for correspondence.
i.Be responsible for coordinating purging of all PAC records in accordance with Florida Public Records laws.
5.Recording Secretary
Records all FLA-PAC meetings and will:
a.Business meeting:
(1)Take roll call of officers and member agencies present.
(2)Record attendance of any dignitaries, VIP’s, Chiefs, Sheriffs, elected officials, etc., and synopsize remarks to membership.
(3)Record all proceedings to include:
aa.Times for call to order, breaks, resumption of meeting, and adjournment.
bb.Motions and seconds (name, specifics of motion, second).
cc.Specifics of officer’s reports, committee reports, old business, new business, good of the order.
(4)Prepare minutes and submit to the Executive Board.
(5)Attach copies of all relevant material distributed (Treasurer’s report, bBy-law changes, etc.).
b.Board meetings:
(1)Take detailed, chronological notes to include:
aa.Date;
bb.Times;
cc.Location;
dd.Board members and other persons in attendance; and
ee.Specifics of all discussion.
(2)Prepare minutes and submit to the Executive Board.
c.Minutes will be prepared utilizing the following general format:
(1)Date(s) of meeting;
(2)Location;
(3)Executive board members present;
(4)Verification of presence of a quorum;
(5)Specifics of items of agenda; and
(6)Signature of Recording Secretary.
d.Serve as advisor and liaison to committee(s) as designated by the President.
e.Maintain additional minutes and the By-laws.
f.Serve as archivist for minutes, By-Llaws, the SOP, and PAC-generated reports.
g.Be responsible for coordinating with the Corresponding Secretary for the purging of these PAC records in accordance with Florida Public Records laws.
6.Treasurer
The Treasurer shall have custody of all financial property of FLA-PAC and will:
a. Maintain an updated list of member agencies in good standing.
b.Annual Corporation Papers:
(1) The Treasurer will fill out the Nonprofit Corporation Annual Report with the Florida Department of State on or before May 1., and
(2) Review the name and address of the officers listed in the report, make any corrections and mail to the Deptartment of State with the required filing fee.
(3)The FLA-PAC Treasurer is the Registered Agent of the Corporation and receives the mailings from the Florida Department of State.
c.Bonding Insurance:
The Treasurer shall be responsible for renewing and updating the Bond Insurance on the following Board Officers:
(1)President;
(2)1st Vice President;
(3)2ndVice President; and
(4)Treasurer.
d.State Sales Tax:
(1)State sales tax must be collected and remitted for any items sold by FLA-PAC. The tax must be collected at the rate of the county wherein the item was sold.
(2)Sales tax is to be recorded on each sales receipt.
(3)Filing will be done periodically as required by the Florida Department of Revenue.
e.Banking:
(1)When a new treasurer takes office, contact the bank branch bank office to have the signature cards signed by the new treasurer, and the account transferred to a branch office located near the new treasurer.
(2) The bank will require a copy of the Corporate Resolution for Depository Authorization.
f.Routine Banking:
(1)Deposit all revenues received.
(2)Issue checks for routine expenses and budgeted items as required.
(3) Other than conference expenses, when a check for more than $500 is issued, specific approval by the president is required.
g.Merchant Vendor (credit card sales):
(1)Only VISA and MASTERCARD are accepted.
(2)Maintain the merchant vendor contract.
(3)A monthly administrative fee is charged regardless of sales.
(4)Sales are subject to a discount fee as established by the contract.
(5)Use sales forms provided by the banking institution for each credit card sale.
h.Accounting Responsibilities:
(1)Accounting software is utilized to track all revenues and expenditures of the FLA-PAC.
(2)All deposits are to be recorded using the chart of accounts and any additional details recorded in the memo section.
(3)All checks are to be recorded using the chart of accounts and any additional details recorded in the memo section.
(4)Receipts are required for expended funds and should be signed by the person presenting them to the Treasurer.
i.Bank Statements:
(1)Bank statements can be reconciled using the paper statement or by using the accounting software.
(2)Scan receipts relative to their fiscal documents.
(3)Scan deposit tickets and electronically attach any pertinent information appropriate.
j.Fiscal Reports:
(1)Provide a financial report to the FLA-PAC at each Conference.
(2)End of Year: Complete a detailed financial report accounting for all transactions during that calendar year.
k.Audits:
(1)The Treasurer shall assist t – (See By-laws)he Audit Committee by providing documentation for their audit of the FLA-PAC financial records.
(2)A complete audit may be conducted annually by a Certified Public Accountant hired by the Board of Directors.
(3)The results of all audits shall be presented to the membership at the regularly scheduled Bbusiness Mmeeting.
l.Conference Responsibilities:
(1)The pre-conference requirements of the Treasurer are to:
aa.Maintain an updated version of the Florida Accreditation Week Conference Hosting Guide, which includes a Conference Hosting Checklist, and the Host Committee Finance Form.
bb.Prepare the registration list and name tags for all attendees.
cc.Prepare a financial statement from accounting software showing cash flow activities.
dd.Review budget with the financial statement.
ee.Address any problems at the board meeting.
(2)At the Conference:
aa.Issue receipts or authorize a representative of the Host Committee to issue receipts for any monies received at the registration table.
bb.Report to the membership the financial status of the organization.
cc.Make deposits for any monies received at the site and If possible, deposit at a local branch.
dd.Close the hotel account after reviewing all billing documents.
m.Fiscal Management:
(1)The dues structure is established as outlined in the By-laws and is based on agency size (total number of sworn & non-sworn full-time personnel).
- A/B - 1 to 24 total full time-employees - $50.00 per year.
bb. C/D - 25 to 199 total full-time employees - $75.00 per year.
cc. E - 200 to 999 total full-time employees - $90.00 per year.
dd. F - 1000+ total full-time employees - $100.00 per year.
ee. A listing of all agencies invoiced shall be kept noting which agencies paid.
ff. Notify the Executive Board of new agencies joining during the year to be added to the electronic membership roster by the Web Master.
gg. Send out the new member package which includes a "welcome" letter.
(2)Conference Registration:All conference attendees must pay the registration fee except individuals as approved by the Executive Board.
(3)Conference Instructor’s Expense:
aa.Outside instructor's hotel room expense will be paid by FLA-PAC.
bb.Other expenses will be negotiated on a case by case basis coordinating with the Training Committee and approved by the Board.
n.Tax Exemption:The FLA-PAC is not eligible for 501C3 status and is not tax exempt.