CONSTITUTION

Section 1—Name

The official name of the organization shall be the Southern California Chaplains’ Association (SCCA). 

Section 2—Location

The business address shall be designated by the Board of Directors. As of the date of the adoption of this document, it is as follows: 

Southern California Chaplains' Association

2250 Lake Crest Lane
La Habra, CA 90631-5705

Section 3—Mission and Purpose

SCCA’s mission is to encourage and support agencies with Chaplaincy programs (law enforcement, fire, military, hospital, correctional, etc.); assist in the development, implementation and training of Chaplains; as well as enhance the ministry of Chaplains in Southern California.

The association welcomes all Chaplains into the fellowship of SCCA regardless of race, ethnicity, sex, age, or religious affiliation. It is the desire of the association to be open to differing views and religious beliefs.

Section 4—Membership

To qualify for membership in SCCA, an applicant must:

a.       either serve as a Chaplain with an agency or organization, or have an interest in and be supportive of the objectives and goals of SCCA.

b.      submit an application for membership.

c.       pay yearly membership dues.

Section 5—Board of Directors

The Board of Directors is comprised of the following positions:

a.       President—Executive Committee

b.      Vice President—Executive Committee

c.       Secretary—Executive Committee

d.      Treasurer—Executive Committee

e.       Members at Large

f.       Institutional Liaisons

All Board members shall fulfill the responsibilities established by the Board in the Bylaws.

Section 5a.  Elected Board Members

Executive Committee officers must have been members of the association in good standing for at least two years and have served on the Board of Directors for at least one year.

Section 5b.  Appointed Board Members

The Board shall appoint at least five (5) members to fill Member at Large positions. These voting members of the Board shall be both members in good standing and have been a member of SCCA for at least one year.

The Board shall also appoint at least two (2) Institutional Liaisons. These representatives from law enforcement, fire, hospitals, military, or other public service organizations that utilize Chaplains as a part of their organizational structures shall be appointed as voting advisors to the Board.

Section 6—Nominating Committee

The Board shall designate an Executive Committee member whose term does not expire at this election cycle to serve as the president of the Nominating Committee. The Board will name three to five other members chosen from the Members at Large and Institutional Representatives to choose one name for each open position. The Nominating Committee shall present its report to the Board thirty days prior to the Symposium.

Section 7—Meetings

Regional Training meetings and Board meetings shall be held at such times and places as are determined by the Board, subject to the Bylaws.

Section 8—Tax Exempt Status

The purposes for which this organization is formed are exclusively charitable and educational, within the meaning of section 501(c)(3) of the United States Internal Revenue Code or the equivalent section of any future federal tax code.

Section 9—Amendments

Amendments to this Constitution may be proposed either by the Board or by members in good standing. All proposed amendments to the Constitution must be presented to the entire membership and notice given to the members as to the place, date, and time of the meeting at which the amendments will be considered for adoption. Notice shall be given at least thirty days prior to the designated meeting. Adoption of the amendments shall require a three-quarters affirmative vote of the members present.

BYLAWS

ARTICLE I

MEMBERSHIP

Section 1.  Benefits of Membership

Benefits to Chaplains

The benefits of being a member of SCCA consist of:

a.       standing in a professional Chaplains’ organization.

b.      educational opportunities such as the annual Symposium and regional meetings. 

c.       access to a website that provides up-to-date information.

d.      written materials designed to help Chaplains implement and sustain effective programs.

e.       networking and fellowship.

Benefits to Agencies

To assist the agencies and organizations served by SCCA and maximize the impact and aid provided by their Chaplains personnel, SCCA will:

a.       provide information regarding the establishment of a Chaplaincy program.

b.      provide Chaplains training through conferences, seminars, and resource materials.

c.       communicate current trends in the field of Chaplaincy.

d.      provide network opportunity for the sharing of ideas, goals, and objectives.

e.       provide additional Chaplains through Mutual Aid protocol to assist department Chaplains in the event of local or regional disasters or other types of catastrophic events.

Section 2.  Dues

The annual membership dues are set by the Board of Directors. The fiscal year is October through September. Dues shall be kept current in order to participate in the association programs and benefits.

ARTICLE II

BOARD OF DIRECTORS

Section 1—Terms for Board Officers

The President, Vice President, Secretary, and Treasurer of the Board of Directors constitute the “Executive Committee” and serve 2-year terms. The terms of the President and Secretary shall change on alternate years from the Vice President and Treasurer to stagger terms so that a consistent body of leadership will remain on the executive Board as one officer leaves. These officers shall be elected by a two-thirds majority affirmative vote of the membership present at a regular meeting. Once an officer’s term expires, he or she may be reelected, nominated for another Executive Committee position, or continue to serve on the Board as a Member at Large.

Members at Large and Institutional Liaisons shall serve 1-year terms each and may be reelected.

If a Board member leaves during the term, the Board will appoint a member in good standing to fill the vacated position for the balance of the term.

Section 2—Nominating Committee

The Board shall designate an Executive Committee member whose term does not expire at this election cycle to serve as the president of the Nominating Committee. The Board will name three to five other members chosen from the Members at Large and Institutional Representatives to choose one name for each open position. The Nominating Committee shall present its report to the Board thirty days prior to the Symposium.

Section 3—Removal from Office

Although it is anticipated everyone selected to serve on the Board of Directors has the ability and willingness to commit their time to fulfill the responsibilities as a Board member, and that he or she subscribes to the mission and purpose of the association, there may be a time when a member of the Executive Committee, Member at Large or Institutional Liaison would need to be removed from the Board.

a.       In order for an Executive Committee officer to be removed from his or her leadership position before the end of the term, an affirmative vote of two-thirds of the entire Board is required at a regularly scheduled or special Board meeting. At the discretion of the Board, the former executive officer (if he or she was not removed for an ethical violation) may continue to serve as a Member at Large for the remainder of the current fiscal year.

b.      In order for a non-officer Board member (Member at Large or Institutional Liaison) to be removed from the Board, an affirmative vote of a simple majority of the Board members present at a duly called Board meeting shall be required.

c.       Any member of the Board of Directors with three unexcused absences from regularly scheduled Board meetings may be removed from the Board. The Board will present the name of a replacement to the members for their vote at the next regularly scheduled training meeting. The person selected will finish the term of his or her predecessor.

d.      Excused absences will be determined by the President. The allowable reasons for missing a Board meeting will consist of illness of the member or member’s family or out-of-town business. Even when unable to attend in person, a member should try to participate by electronic means (such as telephone or Internet). The Secretary will list the attendance on meeting notes.

e.       Board meetings will be scheduled at least three weeks prior, to provide Board members enough time to schedule their participation. 

Section 4—Responsibilities of Board Members

The President shall:

a.       serve as the official spokesperson for the association.

b.      prepare the agenda and chair all meetings of the Board of Directors.

c.       provide leadership in the planning and conducting of regular meetings and special training sessions for the membership.

d.      serve as an ex-officio member of all committees of the association.

e.       coordinate the Mutual Aid Protocol with the various agencies in Southern California.

The Vice President shall:

a.       perform the duties of the President in his or her absence.

b.      assist the President in the planning and implementation of regular and special training sessions for the membership.

c.       serve as the primary resource for agencies desirous of beginning a Chaplains’ program.

d.      assist the President in the coordination of the Mutual Aid Protocol.

e.       perform such other duties as requested by the President.

The Secretary shall:

a.       be responsible for recording and producing minutes of all meetings of the Board of Directors and general membership and distribute the minutes electronically.

b.      coordinate and insure the publication of SCCA’s calendar of events and meeting agendas.

c.       insure that the association website is kept current.

d.      receive dues payment notices from PayPal and the Treasurer.

e.       be responsible for keeping the membership roster current.

f.       ensure that membership certificates are created for members who have paid their dues.

g.      supervise the production of documents and materials required for the annual Symposium. 

The Treasurer shall:

a.       be responsible for the maintenance and documentation of all records relative to SCCA’s finances.

b.      be one of the authorized signatures required on SCCA’s checks issued for disbursements approved by a simple majority of the board.

c.       act as an authorized user of SCCA’s PayPal account.

d.      be responsible for the recording and depositing all monies received.

e.       update the Secretary each time a member pays his or her dues.

f.       maintain an accurate and current balance of all funds and provide a report for the Board of Directors at each meeting.

g.      provide financial reports to the membership at each quarterly meeting.

h.      provide the Board of Directors a proposed budget for the coming fiscal year no later than the August meeting of the Directors.

i.        assist members with questions about dues at regional meetings and the annual Symposium.

Each Member at Large shall:

a.       serve as a member of the Nominating Committee.

b.      assist at training events.

c.       fulfill responsibilities established by the Board.

To ensure the success of SCCA’s ability to meet the needs of the various agencies and organizations in Southern California that use Chaplains, the Board of Directors should include administrators and professionals from police, fire and other stakeholder agencies and organizations. Once approved, they shall be voting members of the Board.

Each Institutional Liaison shall:

a.       assist with the implementation of the Mutual Aid Response Protocol.

b.      provide guidance to the Board when setting future goals and scope of activities of the association.

Section 5—Committees

Committees shall be established by the Board to execute the work of the association. Chairpersons of the committees shall be appointed by the Board. Each committee chairperson shall promote the activities of his or her committee. The Board may establish the following committees (and others according to need): Nominating Committee, Fundraising, New Member Recruitment, Training, and Annual Symposium.

Section 6—Meetings and Quorum 

The Board of Directors shall hold at least six (6) regularly scheduled Board meetings each year. They must plan and conduct at least three (3) half-day training sessions for the general membership and one full-day Symposium each year.

A quorum for all regular and special meetings of the Board shall consist of at least four voting members with at least one Executive Committee officer present.

There is no quorum requirement for the training and Symposium sessions.

The Board meetings are conducted under an open Board concept, available to all members who wish to attend. Visitors are welcome to participate but may not vote. If necessary, with a majority affirmative vote the Board may go into Executive Session for sensitive or confidential issues affecting the organization, such as personnel or potential litigation. In general, meetings will be conducted in harmony with the most current revision of Robert’s Rules of Order.

ARTICLE III

AMENDMENTS AND DISSOLUTION

Section 1—Amendments

The Bylaws may be amended by a simple majority affirmative vote of the membership at a duly called meeting.

Section 2—Dissolution of the Association

The Southern California Chaplains’ Association may call a meeting of the membership specifically for the purpose of considering the dissolution of the association. Notice shall be given to the entire membership at least thirty days prior to the designated meeting. In the event that three-fourths of the members present vote affirmatively, the association may be dissolved. Any assets that remain after all liabilities have been satisfied shall be distributed in compliance with the direction of the simple majority vote of the membership at the same meeting at which the association is dissolved.

Latest version of the amended Constitution and Bylaws approved by the membership:

 August 26, 2011

President John Lamkin

Secretary Rich Atkinson