Candidates for State President
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Current language includes verbiage that excludes Chapter Presidents who may have been promoted from Vice President from and defines additional Board Member and Officer positions.
Proposed language clarifies voting vs. non voting members of the Executive Board, limiting the voting rights to Chapter Presidents to ensure each chapter is adequately represented when making decisions on behalf of the entire organization.
The members of the Executive Board shall consist of a President elected by the eligible voting members of the corporation and the recognized President of each Chapter.
A. Voting members of the Executive Board shall consist of Chapter Presidents, not to exceed one representative per chapter.
B. The President shall appoint a Vice President, Treasurer, and Secretary. Additional appointed officers of the corporation may include Corporate Sponsor Director, Past President, Historian, Bylaws Director, Seminar Director, Website Director as well as Chairpersons for committees on audits, fundraising, legislative matters, membership, media/social media/publications, and training.
C. Officer positions shall be appointed by the President and ratified by the voting members of the Executive Board.
D. Appointed positions are non-voting members unless they are also a recognized Chapter President.
Impact: Will align associated language and contradictory information regarding voting rights for particular appointed positions [Article IV, Sections 7 - 14]
A "Yes" vote indicates your support for limiting voting members of the Executive Board to elected or otherwise recognized Chapter Presidents.
A "No" vote indicates your support for allowing Board members who were appointed by the sitting President to have voting rights relating to corporation business.
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Article IV, Section 5
Current language: State president is elected for a one year term
Proposed language: State president is elected for a two year term
The President of the Corporation shall be elected for a two-year term.
The duties of the President shall be to prepare and distribute meeting agendas, attend the meetings of the Executive Board and act as its chair; to supervise the affairs of the Corporation and labor for its usefulness and efficiency, to appoint such special committees as are required for the attainment and fulfillment of the goals of the Corporation and to act as spokesperson for the Corporation. The President is a non-voting member of the Executive Board except in the event of a tie breaker pursuant to Article II, Section 3(D).
Impacts: If approved, will make all appointed State Board and Officer positions two-year terms which coincide with Presidential terms. A two-year term allows for continuity and stability at the State level, facilitates long term planning and implementation. Could potentially cause misalignment with Chapter level elections. Associated language relating to elections, term lengths, and appointed positions will be changed to align with the results of this ballot item.
Item 1
A "Yes" vote indicates you support a two-year term for State President, and by association, all appointed positions.
A "No" vote indicates you prefer one-year terms for State President and Board
Item 2
A "Yes" vote indicates you support the clarified presidential duties which includes agenda preparation and distribution.
A "No" vote indicates your preference for maintaining existing language
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Article IV, Section 5 - Presidential Duties & Voting Rights
Current Language is vague and unclear about State President voting rights
Proposed language clarifies that the State President is a non-voting member except in the event of a tie breaker pursuant to Article II, Section 3(D)
The duties of the President shall be to prepare and distribute meeting agendas, attend the meetings of the Executive Board and act as its chair; to supervise the affairs of the Corporation and labor for its usefulness and efficiency, to appoint such special committees as are required for the attainment and fulfillment of the goals of the Corporation and to act as spokesperson for the Corporation. The President is a non-voting member of the Executive Board except in the event of a tie breaker pursuant to Article II, Section 3(D).
Impact: None, aligns existing language and references consistent bylaws section
A "Yes" vote indicates support for allowing the State President to vote as a tie breaker, but otherwise limiting votes to one per chapter
A "No" vote indicates preference for allowing the State President to vote on all matters for the Corporation.
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Current language has the Vice President as an appointee and also the designated Corporate Sponsor Chair.
Proposed language changes the Vice President to an appointed position that may only be selected from Chapter Presidents and separates the Corporate Sponsor Chair into it's own position.
The Vice President shall be appointed by the President and must be selected from among the duly recognized Chapter Presidents. The Vice President shall succeed the President in the event of resignation, retirement, or termination, either from the Executive Board or from active employment in a criminal justice agency, incapacitation, or removal from office. The duties of the Vice President shall be to assist in the performance of the President's duties, to attend the meetings of the Executive Board, to act as presiding officer in the absence of the President, and serve as liaison to CLEARS committees not directly represented on the board, as well as other professional corporations and agencies as directed by the Board, to facilitate the distribution of the application and ballot for Executive Board President; and any other duties as assigned by the President.
Impact: Allows for reliable succession planning from existing elected Chapter Presidents, allows for VP duties to be assigned independently from Corporate Sponsor duties minimizing conflict of interest between soliciting sponsors and voting on contracts.
A "Yes" vote indicates your support for modifying the duties and qualifications for Vice President appointees.
A "No" vote indicates your support for maintaining status quo Item description
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Article IV, Section 12 & 14
Current language is vague as to which type of vacant positions may be filled by the effected Chapter. References associate and retired members which are not current membership types.
Proposed language clarifies that vacant voting positions shall be filled by a designee from the effected Chapter, ensuring that each Chapter is equally represented in voting matters. Aligns language with current membership types.
Section 12:
Should a vacancy occur among the voting members of the Executive Board, the unrepresented Chapter may designate a proxy until such time a new President can be installed. A vacancy of the State President position will be filled as specified in Article IV, Section 7.
Section 14:
If an Affiliate Level or Lifetime member is selected for an appointed position, CLEARS will pay the expenses associated with attending the Executive Board meetings as outlined in the Document of Policy and Procedure.
Impact: None, clarifies language and aligns policy to practice.
A "Yes" vote indicates your support for clarifying language in support of equitable chapter representation
A "No" vote indicates your support for maintaining status quo.
Proposed Bylaws Updates
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Article II, Sections 1 & 2
Current language in 1D references chapter specific bylaws, which were voted down in 2024.
Proposed language will require each chapter adhere to the State Bylaws unless members of that specific chapter vote to implement a change and will requires that each Chapter provide a roster of their Board members and positions they have filled or intend to fill.
Article II, Section 1D
Each Chapter, within one (1) year of it's formation and annually thereafter shall complete and maintain a Chapter Roster and operating procedures document to be submitted to the State Board by the first Executive Board meeting of the year. If no operating procedures are provided, it will be assumed that the chapter is adhering to the State Bylaws.
Impact: Allows Chapters to create and manage their own rules while still having a default set of bylaws in place for new chapters. Ensures the State has current and accurate contact information for each Chapter for audit and accounting purposes.
A "Yes" vote indicates support for allowing Chapters to create rules and regulations and fill board positions that work for their specific members
A "No" vote indicates support for requiring all chapters to adhere to the State bylaws with no deviation.
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Article II, Section 2
Current language references an Associate Level membership designed for out of state agencies who wish to participate in CLEARS.
Proposed update would remove the Associate Level membership and add language to formalize the Leadership Level and Affiliate Level memberships that the corporation currently utilizes as follows:
A. Leadership Level membership is for those in supervisory or management positions who are tasked with overseeing personnel who perform any support function of law enforcement record keeping. Leadership Level members are voting members of CLEARS.
B. Affiliate Level membership is for those employed in law enforcement related professions who are not currently in supervisory or higher positions or who are not involved in law enforcement record keeping, but wish to support the CLEARS organization and its goals. Affiliate Level members are non-voting members.
Impact: None--there has been no interest in or need for out-of-state memberships, Affiliate and Leadership memberships reflect the corporations current practice.
A "Yes" vote indicates your support for formalizing the membership levels and eliminating outdated and inapplicable language.
A "No" vote indicates your support for maintaining status quo
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Article II, Section 2(B)
Current language: The Executive Board shall levy annual dues.
Proposed language: The Executive Board shall levy annual dues; Chapters may designate a fixed or rolling membership year but will ensure corporate dues are paid to the State on at least a quarterly basis.
Impact: Allows Chapters to adjust membership years to varying fiscal years, broadens assessment language to accommodate automatic corporate dues payments for online membership purchases and holds Chapters accountable for remitting assessments to the State in a timely manner.
A "Yes" vote indicates support for Chapter level decision making regarding Membership Year and Renewal protocols
A "No" vote indicates support for maintaining a fixed calendar year renewal cycle for all members, regardless of chapter
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Article II, Section 3
Current language states active members are eligible to vote on Corporation matters. In practice, only Leadership Level members are eligible to vote.
Proposed language aligns the Bylaws with current and historical practice.
F. Only active Leadership Level members are eligible to vote on Corporation Matters
Impact: None, historic practice has only allowed leadership level members to vote, other levels of membership (affiliate, associate, etc.) have not held voting rights.
A "Yes" vote indicates your support for changing the language to reflect current practice.
A "No" vote indicates your preference for existing language
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Article II, Section 3 - Electronic Voting
Current Language reflects traditional in person or written voting
Proposed Language will include options for electronic voting to support virtual and remote meetings
Electronic Voting. Voting may be conducted by voice, show of hands, written ballot, or electronic ballot, as appropriate and as permitted by these Bylaws and applicable law.
Executive Board Voting. The voting members of the Executive Board may vote on matters assigned to the Executive Board under these Bylaws, including matters concerning the overall policy and direction of the Corporation. A Board vote may be taken at an in-person or electronic meeting at which a quorum is present. Action outside a meeting may be taken by email or other electronic written consent only when all voting members of the Executive Board consent to the same action. The written consents and result shall be filed with the minutes.
Membership Voting. Active members who are eligible to vote shall vote on the election of the President, amendments to the State Bylaws, dissolution of the Corporation, and any other matter reserved to the membership by these Bylaws or applicable law. Membership voting may be conducted by electronic ballot. Each electronic ballot shall identify the proposed action, provide an opportunity to approve or disapprove each proposal, state the deadline for receipt, and identify the quorum and approval requirements. Ballots and results shall be retained with the Corporation’s records. The use of an electronic voting method does not change who is entitled to vote or the number of votes assigned under these Bylaws.
Impact: Approval will facilitate the conduct of CLEARS business in a timely fashion, minimizing delays, costly travel, and allowing for greater member involvement and participation.
A "Yes" vote indicates you support the utilization of electronic voting by acceptable and verifiable methods
A "No" vote indicates you prefer to disallow electronic voting methods.