CCUG Bylaws

Below are the CCUG bylaws that govern how our organization operates.  If you have comments, questions, or concerns please contact one of the Bylaws Committee members:

    -Christopher Parker-Swain (Napa Police Department) - cpswain@cityofnapa.org
    -Deirdre Todd-Miller (California DMV) - deirdre.todd-miller@dmv.ca.gov
    -Terri Suggett (Placer County SO) - tsuggett@placer.ca.gov

To view the CCUG Bylaws in a printable (PDF) format click here.

California CLETS Users Group
PROVIDING CLETS USERS FROM LAW ENFORCEMENT & CRIMINAL JUSTICE AGENCIES A FORUM FOR TRAINING AND NETWORKING


* * * * * 
California CLETS Users Group (CCUG), PO Box 8564, Alta Loma, CA 91701
LAST UPDATE: 11/14/2018
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
                     agency.

          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
          in CCUG.

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
          chapter.

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
                     membership/sponsorship benefits.

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
          membership.

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
                     membership roster.

          2.1.3   Members will be given no less than 30 days from the date ballots are
                     distributed to cast their votes.

                    2.1.3.1    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
                     accordingly.

          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-
          numbered years.

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
          training meeting.

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-
          numbered years.

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
          meetings.

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
          meetings.

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,
          Night).

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
                     request.

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
          assigned.

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
          following:
             •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
          transactions.

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
          meeting.

          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
          4.2.

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
          decision.

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
          means.

          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
                     affected chapter.

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
                     each year.

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
          the seminar.

2.3     The Executive Board shall be responsible for all seminar-related expenditures and
          receipts.

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
                     mission.

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
                     Committee.

          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
          in writing.  

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
          vote.

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 2.1.3.1
   •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