THE SOUTHERN CALIFORNIA CHAPLAINS' ASSOCIATION CONSTITUTION AND BYLAWS JANUARY 1, 2001 MISSION STATEMENT The mission of the Southern California Chaplains' Association is to encourage and support agencies with Chaplain programs, assist in the Development, implementation and training of Chaplain programs, as well as enhance the ministry of Chaplains in Southern California. TABLE OF CONTENTS CONSTITUTION Official Name of organization S.C.C.A. Membership Membership/Dues Defined Elected Board of Directors/Liaisons and Members at Large Official Business Address S.C.C.A. Mission Statement History OCCA New Document BYLAWS Organization Board of Directors Defined Liaison Officers Defined Members At Large Defined Benefits to Members Benefits to Department/Agency Mutual Aid Response Protocol(s) I. The Constitution OFFICIAL NAME - The official name of this organization shall be the Southern California Chaplains' Association and for the purpose of this document, shall hereinafter be referred to as S.CCA. S.C.C.A. MEMBERSHIP - This organization is strengthened by the make¬ up of its membership. We welcome and celebrate the sense of ecumenical expression which embraces a variety of faiths and practices representing the religious affiliations also represented by those we are called to serve. MEMBERSHIP QUALIFICATIONS - In order to qualify for membership in the SCCA, the following must be in place (1) has been appointed to the Chaplains Program by an agency and whose name is listed on the "official" department Chaplain Roster submitted to the S.C.C.A. Board, (2) is endorsed by their religious body for the ministry of a chaplain, (3) currently serves their agency as a chaplain and (4) has completed the S.C.C.A. Membership Application and has submitted this, along with the $25 Annual Membership Dues, to the S.C.C.A. Board. It is understood that the dues are considered a donation and will serve as practical support of the mission and ministry of the S.C.C.A. ASSOCIATE MEMBERS are individuals or groups that have an interest in and are supportive of the objectives and goals of the S.C.C.A. and have contributed $25 or more to SCCA. BOARD OF DIRECTORS - The official representation of the S.C.C.A. shall be its elected Board of Directors as well as those who have been officially appointed and selected by the Board of Directors to serve as official Officer Liaisons and Members At Large who represent the Chaplain Corps. The Board of Directors' elected positions are as follows: PRESIDENT VICE-PRESIDENT SECRETARY TREASURER Other Members of the Board, selected or appointed by the Board of Directors, who will also serve as voting members are THREE (3) AGENCY/OFFICER LIAISONS Other members of the Board who are voting members and are selected by the general membership are FOUR (4) CHAPLAIN MEMBERS AT LARGE Official Business Address - The Official business address of the S.CCA. shall be designated by the Board of Directors. As of the date of this reorganization, the official business address for the S.C.C.A. is: Southern California Chaplains' Association 10200 Pioneer Road Tustin, CA 92782-1410 (714) 832-7100 Fax (714) 832-2361 SCCA Mission Statement - The mission of the Southern California Chaplains' Association is to encourage and support agencies with Chaplain programs, assist in the development, implementation and training of Chaplain programs, as well as enhance the ministry of Chaplains in Southern California. HISTORY - For historic purposes, the commencement date of the original organization, the Orange County Chaplains' Association, is October 22, 1992. The work to document the Constitution and Bylaws commenced soon after and the document was adopted by the OCCA membership in January, 1994. There have been no changes since that time. The name of this organization was changed from the Orange County Chaplains' Association to the Southern California Chaplains' Association on Tuesday, April 25, 2000 by the OCCA Board of Directors and announced to the membership at their meeting of June 15, 2000 hosted by the Huntington Beach Police Department. NEW DOCUMENT - The new Constitution and Bylaws embracing the S.C.C.A., shall be considered adopted and its provisions in effect, when two-thirds of those (Members) present at one of the S.C.C.A. quarterly meetings shall have voted for adoption. II. BYLAWS ORGANIZATION - The S.C.C.A. shall function with the utilization of three distinct membership/leadership groups. ELECTED BOARD OF DIRECTORS - Comprised of the President, Vice-President, Secretary & Treasurer. The following outlines their specific responsibilities: PRESIDENT - Shall be a Chaplain. Shall also be in good standing and have the full support of the agency he/she represents. The President is elected to a three-year term commencing from the day he/she is elected by a two-thirds majority vote of the S.C.C.A. membership at a regular meeting. The President shall be responsible for leading, planning and implementation of all regular meetings, Board of Director meetings and attend committee meetings as necessary. The Chairman shall also set the agenda for all meetings with the assistance of the Board of Directors. The President shall be responsible for the oversight of the S.C.C.A. and shall assume the role of the "official voice" of the S.C.C.A. as he/she represents the Board of Directors and general membership. The President shall, with the guidance and direction of the Board of Directors, undertake the responsibility of the coordination of the Mutual Aid Response Protocol, Number #113, effective November 3, 1993, revised April 5, 2000 and approved by the Orange County Chiefs of Police and Sheriffs Association in their meeting of April 5, 2000. And shall assist with the coordination of other Southern California Mutual Aid Response Protocols as tendered by other agencies outside of Orange County. The Mutual Aid Response Protocols are designed to offer a voluntary professional religious/social ministry to the community during critical incidents and in emergency situations. VICE-PRESIDENT - Shall be a Chaplain and also be in good standing and have the full support of the agency he/she represents. The Vice-President is elected to a three-year term commencing from the day he/she is elected by a two-thirds majority vote of the S.C.C.A. membership at a regular meeting. One of the primary and distinctive roles of the Vice-President is that of assisting with the creation and development of new Chaplain programs throughout Southern California. The Vice-President shall seek to establish a strategy that will identify new areas of Chaplain ministries and seek to make a connection with agencies without a Chaplain program and which has indicated a desire for a Chaplain program. When a request has been made, the Vice-President will assist those agencies with the development and implementation of such a program. The Vice-President shall assist the President with the leading, planning and implementation of all regular meetings. And when the President is absent, assume the leadership role in leading, planning and implementing all regular meetings. The Vice-President shall assist the President with setting the agendas for the regular meetings. The Vice-President shall assist the President with the oversight of the S.C.C.A., and in the President's absence, provide the "official voice" on behalf of the S.C.C.A. by representing the Board of Directors and the general membership. The Vice-President shall assist the President with the coordination of the Mutual Aid Response Protocol as previously outlined. SECRETARY- Shall be a Chaplain and also in good standing and have the full support of the agency he/she represents. The Secretary is elected to a three-year term commencing from the day he/she is elected by two-thirds majority vote of the S.C.C.A. membership at a regular meeting. Shall document all activities of the S.C.C.A. Shall be responsible for recording and producing minutes of all meetings, and when approved by the President, distribute by mail to the membership within a reasonable time. Shall coordinate and publish the S.C.C.A. calendar of events and meeting agendas. Shall serve as the Editor of the S.C.C.A. quarterly Newsletter. Shall be responsible for the creation of meeting notices, information flyers and the registration process for all regular meetings. Shall be responsible to maintain the S.C.C.A. membership roster and keep it current. TREASURER - Shall be a Chaplain and also in good standing and have the full support of the agency he/she represents. The Treasurer is elected to a three-year term commencing from the day he/she is elected by a two-thirds majority vote of the S.C.C.A. membership at a regular meeting. Shall be responsible for the maintenance and documentation of all records relative to the S.C.C.A. finances. Shall be one of two signatories required on S.C.C.A. checks issued for approved disbursements. Shall be responsible for the recording and banking of all monies received and for maintaining an accurate and current balance report which must be provided to the Board of Directors at each of their meetings and to the membership at each quarterly meeting. Shall work with the Board of Directors on a financial strategy that will ensure an income stream that will satisfy all expenses and any costs incurred within the approved budget. Shall create, maintain and keep a current an S.C.C.A. approved annual Operational Budget. This Budget must be approved by the Board of Directors and then presented to the S.C.C.A. membership for final approval. AGENCY/LIAISON OFFICERS - To ensure the success of this organization, it is imperative that the S.C.C.A. leadership team also include police and fire sworn personnel as members of the S.C.C.A. Board of Directors. In order to accomplish this, the Elected Board of Directors (President, Vice-President, Secretary, and Treasurer) are at liberty to appoint not less than three individuals as voting board members and designated as S.C.C.A. Agency/Liaison Officers. Their experience and expertise will bring a wealth of skills and talents to this organization. Agency/Liaison Officers shall serve as a guiding force in terms of the direction of the S.C.C.A. They shall assist with the implementation of the Mutual Aid Response Protocols. They shall assist in the planning process in terms of the future growth and scope of activities of the S.C.C.A. They shall work to ensure that the most effective training is provided and help ensure the best possible and efficient administration of the S.C.C.A. is guaranteed. They shall assist with preparation of the S.C.C.A. Operational Budget and recommend fund raising strategies. Fund raising strategies could include considerations of (1) annual financial support from each agency, (2) seek funding from outside sources, i.e., corporate gifts, and (3) outright gifts in support of the S.C.C.A. MEMBERS AT LARGE - This new area of leadership provides and ensures a participation process that allows for the general membership to have a voice at the Board of Directors level. Each Member at Large is selected by the general membership, at a regular meeting, to serve a one-year term on the S.C.C.A. Board of Directors. There are four (4) Members at Large positions on the Board of Directors. Members at Large shall be in good standing with his/her sponsoring agency and have the full support of that agency. Each Member at Large shall also be available to take on specific projects and assignments as designated by the Board of Directors of S.C.C.A. Each Member at Large shall assist the Board of Directors in the successful administration of the organization and provide a critical connection with the "Chaplain Corps" to ensure that they are given an opportunity to give valuable input to the Board with respect to the Board's decision-making and problem solving process. BENEFITS TO MEMBERS Written materials designed to help chaplains implement and sustain effective programs. Four newsletters each year to keep chaplains current in their field. Educational opportunities are offered to chaplains in annual conferences and regional meetings. An S.C.C.A. Membership Roster/Directory is provided to all members to provide a network of mutual support and information sharing. Provides standing in a professional Chaplain organization. A training library of written, audio, and audiovisual materials is available to members through the International Conference of Police Chaplains (ICPC) and can be made available through the S.C.C.A. BENEFITS TO DEPARTMENT/AGENCY Provides information on establishing a chaplaincy program. Gives chaplain training through conferences, seminars, lesson materials, and written articles. Keeps the Chaplain abreast of the latest programs and developments in the field. Provides a network of experience and opportunity for the sharing of collective ideas, goals and objectives. Southern California Chaplains’ Association P.O. Box 73251 San Clemente, CA 92673 Revision of Constitution and Bylaws The Southern California Chaplains’ Association Constitution & Bylaws were enacted on January 1, 2001 by a vote of the membership. The purpose of this document was to establish the mission and ministry of the organization and to outline the organizational structure of the SCCA. As a result of a recommendation by the elected Board of Directors, this original document was revised by the membership at their regular training meeting held at the Orange County Fire Authority on June 15, 2006. Under Section “1” of the Bylaws entitled Elected Board of Directors, the SCCA membership in their meeting of June 15, 2006 combined the positions of Secretary and Treasurer into one Board position entitled Secretary/Treasurer. The first Secretary/Treasurer elected by the membership at this meeting of June 15, 2006 was Senior Chaplain Robert Benoun of the Westminster Police Department. Submitted by, Warren C. Johnson PRESIDENT July 18, 2006 Southern California Chaplains' Association BUSINESS MEETING June 6, 2008 Revision of Constitution and Bylaws To be added to the bylaws: For a quorum to exist their must be at least four (4) voting members of the board and at least one (1) officer of the board present. To be added to the bylaws: Requirements to run for office in the SCCA. Members at large – Must have been an active SCCA member for one full year. Officer of the Board (President, Vice-President, Secretary and Treasurer) – Must have been an active SCCA member for three (3) years and have served on the board of the SCCA for at least a year.