BYLAWS OF THE CALIFORNIA CLETS USERS
GROUP, A NOT FOR PROFIT ORGANIZATION
ARTICLE I MEMBERSHIP
SECTION 1 MEMBERSHIP QUALIFICATIONS
1.1 Agency Membership
Any agency eligible to access the California Law Enforcement Telecommunications System (CLETS) or operate a Computer Aided Dispatch (CAD) system shall be eligible
for Agency Membership in the California CLETS Users Group (CCUG). [refer to CLETS
Policies, Practices, Procedures – Section 1.3.1, Eligibility for CLETS Service].
1.1.1 Any employee of an active member agency is eligible to participate in CCUG
activities as a member. An active member agency is defined as an agency
that has paid CCUG membership dues for the current year.
1.2 Retiree Membership
Any person who has retired in good standing from any agency eligible for Agency
Membership: however, a retiree may not serve as a board member.
1.2.1 Retiree Membership is a separate classification from Agency Membership and
as such retired members are not members by virtue of their former employing
1.2.2 A “Retiree Member” may serve on a CCUG committee.
1.3 Corporate Membership/Corporate Sponsorship
Any company that, in the normal course of business, provides products or services to
law enforcement agencies, shall be eligible for Corporate Membership or Sponsorship
SECTION 2 APPLICATION FOR MEMBERSHIP
2.1 Application for membership in CCUG shall be made by submitting a completed
application form accompanied by the member dues to the CCUG Executive Treasurer,
or any chapter officer in person, by mail, by e-mail, or online via the CCUG website.
2.1.1 Corporate membership applications shall be submitted to any CCUG Executive
Board member or the current year vendor liaison to be forwarded to the
Executive Treasurer without delay.
2.2 Membership in CCUG entitles member agencies and corporations the opportunity to
participate as a member in all CCUG activities and training, regardless of the
geographic location of the agency or corporation or activity.
ARTICLE II FINANCES
SECTION 1 CHAPTER FINANCES
1.1 Each chapter shall maintain records of all financial transactions conducted by the
1.2 Each chapter shall start each year with a balance of $1500. Transfers to or from the
Executive Treasury shall be made to attain this starting balance prior to December 15
of each year.
1.3 When funds are received by a chapter, those funds will be deposited into the chapter
checking account within 72 hours. A copy of the deposit shall be faxed to the
Executive Treasurer with the original to be delivered in person or by U.S. Mail.
The Executive Treasurer shall acknowledge receipt of the copy and original deposit
receipts via e-mail.
1.4 When membership dues or seminar registration funds are received by a chapter, a
check shall be written to the Executive Treasury for an amount equal to the funds
received along with completed applications/registrations.
1.5 When the Executive Treasurer receives funds for any chapter business, the funds shall
be transferred or forward to the respective chapter accounts within two weeks of
receiving the funds.
SECTION2 ANNUAL DUES
2.1 Agency membership is valid from January 1 through December 31.
2.1.1 Annual agency membership dues must be paid prior to June 30 of each year
to receive member benefits.
2.1.2 Changes to the annual dues amount will be decided and voted on by the
Executive Board. Any fee change will be announced via posting to the CCUG
website (www.ccug.org) no later than three months prior to change and will
become effective on July 1 following such announcement.
2.2 Corporate membership/sponsorship payment is valid from the time of payment to
March 1 of the following year.
2.2.1 Corporate membership/sponsorship payment must be received prior to the
Annual Training & Technology Seminar to receive corporate
2.3 Dues will be made payable to “California CLETS Users Group” or “CCUG” and collected
by any Chapter Board member or the Executive Treasurer for agency membership
and by any Executive Board member or the current year vendor liaison for corporate
ARTICLE III VOTING AND ELECTIONS
SECTION 1 VOTING
1.1 Each active member agency shall have the power of one vote on any action for which
a vote is called. The voting member will be the primary contact or member present
unless other designation is made by the agency.
1.1.1 Corporate members do not have the power of a vote.
1.2 Prior notice of at least 30 days shall be given to all member agencies of any action
that will be subject to a vote of the membership. This notice will be sent to the
primary contact of the agency.
1.3 Votes may be cast in writing or electronically to a chapter officer during the voting
period; if a regularly scheduled chapter training meeting occurs during this time each
agency in attendance shall be given the opportunity to cast a vote.
1.4 All measures that are subject to a vote must be approved by 51% of the member
agencies casting a vote for the measure to pass.
1.5 A quorum of ten member agencies casting a vote is required for a vote to be valid.
1.5.1 In the event of a tie vote the Executive Director shall cast the deciding vote.
1.6 Board member election procedures are addressed in Article III, Section 2.
SECTION 2 ELECTION PROCEDURES
2.1 Annual elections for all board positions affected shall occur 45 days following the
Annual Training & Technology Seminar.
2.1.1 All nominations must be received no later than seven days after the Seminar
conclusion. Nomination forms are to be e-mailed to, at a minimum, all agency
members using the most current membership roster. Nomination forms are
also available to all attendees at the annual Seminar.
2.1.2 The Executive Board is responsible for processing all nominations and
distributing ballots no more than seven days after the nominations deadline.
Ballots are to be e-mailed to all agency members using the most current
2.1.3 Members will be given no less than 30 days from the date ballots are
distributed to cast their votes.
18.104.22.168 All ballots shall be submitted to the Executive Director, who will
forward copies to the Executive Treasurer and all Chapter Directors
in writing or by some electronic means.
2.1.4 The Executive Director is responsible for validating all nominations and ballots.
2.2 Results of elections will be announced within seven days of the voting deadline.
2.2.1 All member agencies will be notified via e-mail of election results.
2.2.2 Election results will be posted to the CCUG website (www.ccug.org).
2.3 In the event of a chapter board member vacancy, re-assignment of remaining board
members shall be considered.
2.3.1 The Executive Board shall determine if re-assignment of existing board
members would be in the best interest of the organization and appoint
2.3.2 Following re-assignment, if any, the Executive Board will appoint a member to
fill the vacated position.
SECTION 3 TERM LIMITS
3.1 No CCUG Executive or Chapter board members shall be elected to more than two
consecutive terms in the same board position. The Board may vote to approve one
additional term should extenuating circumstances exist.
ARTICLE IV CHAPTER BOARD MEMBER DUTIES AND RESPONSIBILITIES
SECTION 1 DIRECTOR
1.1 The Director shall serve a two-year term commencing on January 1 of even-
1.2 The Director shall preside over chapter level meetings.
1.3 The Director shall ensure that a location and host agency is arranged for each
quarterly chapter training meeting.
1.4 The Director shall create an agenda to be provided to attendees at each chapter
1.5 The Director shall serve on the CCUG Executive Board.
SECTION 2 ASSISTANT DIRECTOR
2.1 The Assistant Director shall serve a two-year term commencing on January 1 of odd-
2.2 The Assistant Director shall assume all duties and powers of the Director relating to
chapter activities during the absence of the Director.
2.3 The Assistant Director shall ensure that speaker arrangements have been made and
confirmed for each quarterly chapter training meeting.
2.4 The Assistant Director shall assist the host agency at all local chapter training
2.5 The Assistant Director shall serve on the CCUG Executive Board.
SECTION 3 SECRETARY
3.1 The Secretary shall serve a one-year term commencing on January 1.
3.2 The Secretary shall record meeting minutes for all chapter level meetings.
3.2.1 In the event the Secretary is not present at a chapter meeting, the meeting
minutes shall be recorded by another officer as appointed by the Director.
3.3 The Secretary shall submit completed chapter training meeting minutes to the
Director for review and inclusion on the CCUG website (www.ccug.org) no later than
seven days following the meeting.
3.3.1 In the event the meeting minutes were recorded by an officer other than the
Secretary, that officer is responsible for the provisions of Section 3.4.
3.4 The Secretary shall prepare, and have available to all attendees, copies of training
meeting minutes, announcements,and membership applications at all chapter
3.5 The Secretary shall prepare announcements of quarterly chapter training meetings at
least 45 days prior to the scheduled meeting. This announcement shall be submitted
for posting to the CCUG website (www.ccug.org) at that time, followed by e-mails as
well as teletypes delivered via CLETS.
3.6 Training meeting announcements shall be sent via e-mail no less than once weekly
and via CLETS teletype no less than once weekly per standard shift (Day, Evening,
SECTION 4 TREASURER
4.1 The Treasurer shall serve a one-year term commencing on January 1.
4.2 The Treasurer shall maintain the chapter checking account for the deposit and
disbursement of chapter funds.
4.3 The Treasurer shall pay all bills incurred by the chapter, as authorized by the Chapter
Board members. Each such disbursement shall be approved by the Director or
another chapter board member. The disbursement of funds shall not
be authorized solely by the treasurer.
4.4 The Treasurer shall prepare a detailed monthly financial report and deliver it to the
Executive Treasurer and the Chapter Director no later than the last day of the month.
4.4.1 The financial report shall be available to all current chapter members upon
4.5 The Treasurer shall maintain a current membership roster.
4.6 The Treasurer shall forward to the Executive Director and Executive Treasurer an
annual financial report by December 15 of each year.
4.7 The Treasurer shall forward to the Executive Treasurer all financial records no later
than December 15.
4.7.1 Records include but are not limited to: receipts, reimbursement forms, and all
other financial documents.
SECTION 5 ALL CHAPTER BOARD MEMBERS
5.1 Chapter officers shall work together to ensure that the duties outlined above are
successfully completed. While specific duties are assigned to each member of the
board, no duty shall be deemed the sole responsibility of the member to whom it is
SECTION 6 BOARD MEMBER VOTING
6.1 Each chapter board member shall have the power of one vote.
6.2 A majority vote is required for any motion to carry.
6.3 Chapter board votes may be conducted via e-mail when necessary.
6.3.1 The Director will retain copies of all electronic votes.
6.4 In the event of a tie vote, the Executive Director will cast the deciding vote.
ARTICLE V EXECUTIVE BOARD MEMBER DUTIES AND RESPONSIBILITIES
SECTION 1 MEMBERS
1.1 The Executive Board shall be comprised of the Executive Director, the Executive
Treasurer, and the Director and Assistant Director from each chapter.
SECTION 2 EXECUTIVE DIRECTOR
2.1 The Executive Director shall be elected to serve a two-year term commencing on
January 1 of each even numbered year.
2.2 The Executive Director shall preside over all Executive and Joint Board meetings.
2.3 The incoming Executive Director may make a formal request to the outgoing
Executive Director to serve one year in an advisory capacity to the Executive Board.
2.4 The Executive Director shall appoint from the members of the Executive Board the
•Executive Vice Chairperson •Executive Secretary
2.5 The Executive Director shall “nominate” from the membership of CCUG someone to
serve as Executive Treasurer. The Executive Board will vote on the nomination. A
majority vote is required for the nomination to be approved. The Executive Treasurer
will serve two years, beginning on odd number years.
2.6 The Executive Director shall file the Biennial Statement of Officers (SO-100) for non-
profit organizations as required by the Secretary of State, State of California.
2.7 The Executive Director, with assistance from the Executive Treasurer, shall arrange for
filing of annual income tax returns for CCUG.
2.8 The Executive Director shall meet with the Executive Treasurer prior to the first
Executive Board meeting of the yearto conduct a review of the prior year’s financial
SECTION 3 EXECUTIVE VICE CHAIRPERSON
3.1 The Executive Vice Chairperson shall assume all duties of the Executive Director in
his/her absence or in the event he/she is unable, for any reason, to complete the
duties of that office.
SECTION 4 EXECUTIVE SECRETARY
4.1 The Executive Secretary shall record the minutes for each Executive and Joint Board
4.1.1 In the event the Executive Secretary is unable to record the minutes of an
Executive and/or Joint Board meeting,that duty will be assigned to another
Executive Board member as appointed by the Executive Director
4.2 The Executive Secretary shall provide completed meeting minutes to the Executive
Director for review no later than seven days following the meeting recorded
4.2.1 Meeting minutes will be forwarded to all Executive Board members by the
Executive Director immediately following final approval.
4.3 In the event meeting minutes are recorded by another member of the Executive
Board it will be that member’s responsibility to comply with the provisions of Section
SECTION 5 EXECUTIVE TREASURER
5.1 The Executive Treasurer shall be responsible for all CCUG funds and shall maintain a
checking account for the deposit and disbursement of such funds.
5.2 The Executive Treasurer shall pay all bills incurred, as authorized by the Executive
Board members. Each such payment shall be approved by the Executive Director or
another Executive Board member. Disbursement of funds shall not be authorized
solely by the Executive Treasurer.
5.3 The Executive Treasurer shall prepare a detailed monthly financial report that shall be
available to all current CCUG members upon request. A copy of this report will be
delivered to each Executive Board member.
5.4 The Executive Treasurer shall prepare an annual financial report prior to December 31
of each year that shall be available to all current CCUG members upon request. A
copy of this report is to be delivered to each Executive Board member.
5.5 The Executive Treasurer shall maintain a P.O. Box to be checked a minimum of twice
weekly for the receipt of CCUG related mail.
5.6 The Executive Treasurer shall receive and maintain originals of all membership
applications and maintain current membership rosters.
5.7 The Executive Treasurer shall receive and maintain originals of all seminar
registrations and maintain a current seminar attendee list.
5.8 The Executive Treasurer will not have the power of a vote in any Executive Board
SECTION 6 EXECUTIVE BOARD MEETINGS
6.1 The Executive Board shall meet a minimum of two times annually: once in January
and once between June 1 and the start of the Annual Training & Technology Seminar.
Executive Board meetings may be in person, by telephone, or by some electronic
6.1.1 In addition to the two meetings indicated in 6.1, the Executive Board shall
meet as often as is deemed necessary to conduct the business of CCUG.
6.1.2 Special meetings of the Executive Board may be called by any member of the
Executive Board for good cause.All other meetings of the Executive Board
shall be by the agreement of all Executive Board members.
6.1.3 The Executive Director shall ensure each member of the Executive Board is
notified a minimum of 21 days in advance of any Executive Board meeting
unless such urgency exists that such notice is not possible.
6.1.4 If an Executive Board member is unable to attend an Executive Board
meeting, the Secretary or Treasurer of his/her chapter may be assigned to
attend at the discretion of the Director and Assistant Director of the
6.2 All actions by the Executive Board shall be approved by a majority of the members
present, but in no case fewer than three members, unless otherwise provided for in
another provision of these bylaws.
6.3 Expenses incurred to attend meetings called by the Executive Board shall be paid by
CCUG Executive Board treasury funds if reimbursement is not otherwise available to
the board member.
6.3.1 Airfare will be reimbursed in an amount no higher than the best available rate
at the time the expenditure is made.
6.3.2 Mileage reimbursement will be paid at the current rate set by the GSA
(General Services Administration). Mileage will not be reimbursed for any
amount that exceeds the best available airfare rate at the time the
expenditure is incurred.
6.3.3 Necessary hotel and food shall be paid for actual expenses incurred up to the
then-current Peace Officer Standards and Training (P.O.S.T.) rate.
6.3.4 Exceptions to the maximum reimbursement will be made by a majority vote of
the Executive Board and only when good cause for such exception exists.
ARTICLE VI MEETINGS OF CCUG MEMBERSHIP
SECTION 1 CHAPTER MEETINGS
1.1 Training Meetings of the chapters of CCUG shall be held at least three times per year.
1.1.1 A schedule of chapter training meetings for the current year shall be
determined no later than the first meeting of the Executive or Joint Board
1.2 The location and time of chapter training meetings shall be announced a minimum of
45 days prior to the scheduled meeting in order to allow ample time for members and
other attendees to make arrangements to attend.
1.3 Meeting schedules may be modified by a majority vote of the affected Chapter Board
with the concurrence of the Executive Board providing such change occurs no less
than 45 days prior to the original or modified meeting date.
1.4 Meeting fees are due for all persons for whom a RSVP has been received. Failure to
attend a meeting after sending a RSVP will result in the agency/individual being
charged the full meeting fee, due and payable immediately.
SECTION 2 ANNUAL TRAINING & TECHNOLOGY SEMINAR
2.1 The dates and location of the CCUG Annual Training & Technology Seminar shall be
determined by a majority vote of the Executive Board.
2.1.1 The exact dates of each year’s seminar shall be determined within 60 days of
the previous year’s seminar conclusion.
2.1.2 The exact location of each year’s seminar shall be determined within 60 days
of the previous year’s seminar conclusion.
2.1.3 The seminar shall be held at locations within the State of California.
2.2 The date and location of the Annual Training & Technology Seminar shall be
announced to the chapter membership a minimum of 180 days prior to the start of
2.3 The Executive Board shall be responsible for all seminar-related expenditures and
ARTICLE VII COMMITTEES
SECTION 1 BYLAWS COMMITTEE
1.1 The CCUG shall have a Bylaws Committee
1.1.1 The Bylaws Committee shall be comprised of at least one representative from
each chapter and/or former board members, chapter members and/or
volunteers with applicable skill sets to ensure the Bylaws reflect the CCUG
1.2 The Bylaws Committee shall become familiar with the CCUG Bylaws and determine if
the procedures set forth herein are being properly followed.
1.2.1 A member of the Bylaws Committee shall report known or suspected violations
of the bylaws to the Executive Board, in writing, without delay.
1.2.2 Allegations of bylaws violations reported to the Bylaws Committee shall be
reviewed within 14 days of such allegation. Notice to the Executive Board
shall occur as provided for in 1.2.1.
1.2.2 The Executive Board shall review within 14 days any written notice of
violations reported by the Bylaws Committee or any CCUG member.
Appropriate action shall be taken and a report of action taken shall be
delivered to the Bylaws Committee within seven days of such action.
1.3 The Bylaws Committee shall be responsible for submitting proposed changes to the
bylaws, in writing, to the Executive Board for review and recommendation.
SECTION 2 SEMINAR PLANNING COMMITTEE
2.1 CCUG shall have a Seminar Planning Committee appointed by the Executive Director.
2.1.1 The Executive Director will act as chairperson of the Seminar Planning
2.1.2 The Seminar Planning Committee shall make all seminar-related decisions
with input from the Executive Board.
SECTION 3 ADDITIONAL COMMITTEES
3.1 Each Chapter Board shall determine if additional committees would be of value to
their chapter and appoint those committees accordingly.
ARTICLE VIII AMENDMENTS
SECTION 1 SUBMISSION OF AMENDMENTS
1.1 Amendments to the CCUG Bylaws may be proposed to the Bylaws Committee, in
writing, by any CCUG member.
SECTION 2 ACTION
2.1 The Bylaws committee shall review any proposed amendments. Upon determining
that there is no conflict, a recommendation will be forwarded to the Executive board
2.2 When changes to the bylaws have been recommended by the Executive Board, the
proposed changes shall be sent to the Bylaws Committee for consideration prior to
ratification. This notification shall include the date(s) the ratification vote(s) will occur.
2.3 The Bylaws Committee will forward their recommendations to the Executive Board for
review and final approval.
2.4 Upon approval, an Executive Board Member shall give notice of proposed bylaws
changes to all CCUG members no less than 30 days prior to a scheduled ratification
2.5 All comments regarding proposed changes to the bylaws shall be submitted to the
Bylaws Committee within 15 days of proposed changes being sent.
SECTION 3 RATIFICATION
3.1 All proposed changes to the bylaws shall be voted on in accordance with Article III,
Section 1 of these bylaws prior to the changes becoming effective.
3.2 All changes to the bylaws shall become effective 30 days following ratification by the
general membership of CCUG.
ARTICLE IX EFFECTIVE DATE
THE EFFECTIVE DATE OF THESE BYLAWS IS MARCH 1, 2010
ARTICLE X AMENDMENTS
Proposed April 4, 2012, Ratified June 8, 2012
The effective date of the following amendments is July 08, 2012:
•Article I, Section 1 oAddition of new Section 1.2 and subsections oRenumbering of previous Section 1.2 to 1.3 •Article II, Section 1 oAddition of Section 1.5 •Article V, Section 1 oClarification of Section 1.1 •Article V, Section 2 oClarification of Section 2.4 oAddition of new Section 2.5 oRenumbering of previous Section 2.5 to 2.6 oRenumbering of previous Section 2.6 to 2.7 oRenumbering of previous Section 2.7 to 2.8 •Article V, Section 5 oAddition of Section 5.8 •Article VI, Section 1 oDeletion of Section 1.1.2 oAddition of Section 1.4
Proposed September 20, 2017, Ratified November 15, 2017
The effective date of the following amendments is January 1, 2018:
•Article I, Section 1 oClarification of Section 1.2 •Article I, Section 2 oClarification of Section 2.1 oDeletion of Section 2.1.1 (included in 2.1) oRenumbering of Section 2.1.2 to 2.1.1 oClarification of Section 2.2 •Article III, Section 1 oDeletion of Section 1.2 oRenumbering of Section 1.3 to 1.2 oRenumbering of Section 1.4 to 1.3 oClarification of (new) Section 1.3 oRenumbering of Section 1.5 to 1.4 oRenumbering of Section 1.6 to 1.5 oRenumbering of Section 1.6.1 to 1.5.1 •Article III, Section 2 oClarification of Section 2.1.1 oClarification of Section 2.1.2 oClarification of Section 22.214.171.124 •Article III, Section 3 oClarification of Section 3.1 •Article IV, Section 3 oAddition of Section 3.5 oAddition of Section 3.6 •Article IV, Section 4 oDeletion of Section 4.3 and subsections oRenumbering of Section 4.4 through 4.8 (and subsections) to 4.3 through 4.7 •Article IV, Section 6 oClarification of Section Title •Article V, Section 1 oClarification of Section 1.1 •Article VII, Section 1 oClarification of Section 1.1.1 •Article VIII, Section 2 oInsertion of Section 2.3 oRenumbering of Section 2.3 through 2.4