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VIP By-Laws

By-Laws

of the

Walnut Hill Volunteers In Patrol

(Being a liaison of the Walnut Hill Crime Watch)

ORGANIZATION AND PURPOSE

The Walnut Hill Volunteers In Patrol (WHVIP) is a citizen‑volunteer security organization that exists as a liaison of the Walnut Hill Crime Watch.  Its objectives are to enhance neighborhood security by providing a visible presence within the neighborhood, to be watchful for criminal or other dangerous activity within the neighborhood and promptly report such activity to proper authorities. (Amended 7/26/2017).

ARTICLE I. NAME

The name of this association of the Walnut Hill Crime Watch shall be the Walnut Hill Volunteers In Patrol (hereinafter also referred to as WHVIP or “Patrol”).

ARTICLE II. MEMBERSHIP

Section 1.        The membership of the WHVIP shall be limited to qualified members who have been approved by the Dallas Police Department and who reside within the Walnut Hill Crime Watch area (bounded by Royal Lane on the North, Midway Road on the East, Walnut Hill Lane on the South, and Marsh Lane on the West) (Amended date 4/25/12) (Amended 7/14/2017).

Section 2.        Active Patrol members shall be any individual eligible for membership as referenced in Section 1 of this Article who serve the objectives of the Patrol by:  contributing volunteer time; contributing volunteer time as a Patroller; contributing volunteer time assisting in any patrol activities; provided, however, that failure to complete a minimum of six (6) patrols and attend a minimum of six (6) meetings, in any twelve (12) month period shall result in the loss of Active Patrol Member status unless such failure is due to a valid cause and is excused by the Chairperson. (Amended March, 15, 1995)(Amended 4/25/12)  (Amended 7/26/2017)

A member is considered “inactive” when the member has failed to complete a minimum of six (6) patrols and failed to attend a minimum of six (6) meetings in a twelve (12) month period from the date of the member’s last-recorded patrol. (Amended 7/26/2017).

Section 3.  Only active Patrol members as described in Section 2 of this Article shall have full and equal voting rights and organizational privileges.  Any member who has become inactive as described in Section 2 of this Article must attend Dallas Police Department VIP training before regaining active status, provide proof that training was completed, and may not patrol or attend VIP meetings until training has occurred (Amended 7/26/2017).

ARTICLE III. OFFICERS

Section 1.        Officers of the Walnut Hill Volunteers in Patrol shall be Chair (Patrol Captain), Alternate Chair (Alternate Patrol Captain), Secretary, Scheduling Captain, and Equipment Captain.  These positions will be elected by active WHVIP members.  These officers shall perform the duties prescribed by these Bylaws and by the parliamentary authority adopted by the Patrol.  The foregoing named officers shall constitute the Executive Board of the Patrol and shall be empowered to transact in the interim between membership meetings all business of the Patrol not otherwise provided for in these Bylaws nor reserved by the Bylaws for membership action; neither may they take any action that would modify previous action taken by the membership at a membership meeting.  Following their terms in office, each officer shall serve on the Executive Board in an advisory capacity during the next year. (Amended 7/14/2017)

Section 2.        At the regular meeting in April, the Patrol Captain will announce that elections will be held at the May membership meeting.  At the regular Patrol meeting held in May, the Patrol Captain shall open the floor for nominations to the offices of  Patrol Captain, Alternate Chair, Secretary, Scheduling Captain, and Equipment Captain.  Nominating members should secure agreement to serve if elected from any member she/he wishes to nominate.  Election will be by majority vote of the members present.  Those elected will take office at the conclusion of the May meeting, and shall serve for one year or until their successors are elected.  No member shall hold more than one office at a time, and with no limitations on future terms. (Amended 8/27/14) (Amended 7/26/2017)

Section 3.        For each office, an alternate will be appointed by the Patrol Captain.  During periods of temporary absence of elected officers, the alternate will assume the duties of that office.  In the event of a vacancy in any office, the WHVIP Patrol Captain will appoint a member to serve the remainder of the unexpired term, which may or may not be the alternate for that office.  In the event of a permanent vacancy in the Patrol Captain position, the Alternate Patrol Captain will serve the remainder of the unexpired term or, if unable, until a vote of the active members elects a new Patrol Captain. (Amended 7/26/2017)

Section 4.        Duties of Patrol officers shall be as follows:

A. Chair/Patrol Captain shall

  1. Serve as liaison between Walnut Hill Crime Watch and Walnut Hill Volunteers in Patrol,
  2. Chair meetings of the Patrol,
  3. Be empowered to appoint standing or special committees as necessary,
  4. Coordinate activities of the various other officers,
  5. Be ex-officio member of all committees,
  6. Administer the affairs of the Patrol and execute the policies of the Patrol as provided in the Bylaws and determined by vote of the membership,
  7. Receive reports of activity observed by patrols in the neighborhood and report same to monthly meetings.
  8. Create meeting agenda, with assistance from the Secretary, as-needed.  (Amended 7/26/2017)

B. Alternate Chair/Alternate Patrol Captain shall

  1. Assist in recruitment of new Active Patrollers,
  2. Assist in training new members in patrol procedure and protocol,
  3. Preside over meetings in the absence of Patrol Captain.  (Amended 7/26/2017)

C. Secretary shall

  1. Call roll at any meeting of the Patrol and advise the chair if a quorum of the membership is present, take accurate minutes of all meetings, submit written minutes to Chair following meetings,
  2. Handle all correspondence to or from the Patrol as necessary including, but not limited to, preparing and mailing thank‑you notes for financial contributions,
  3. Insure that adequate notice of regular or special meetings is provided to all members,
  4. Preside over meetings in the absence of Patrol Captain or Alternate Patrol Captain. (Amended 7/26/2017)

D. Scheduling Captain shall

  1. Maintain scheduling chart as up‑to‑date as possible and distribute to members at monthly meetings,
  2. Assist in training new members in Patrol procedure and protocol, and scheduling requirements,
  3. Assist in recruitment of new Active Patrollers,
  4. Maintain yearly patrol archives.  (Amended 7/26/2017)

E. Equipment Captain shall

  1. Submit estimates of cost of equipment needed to be purchased, or repairs needed to existing equipment to the membership for approval by vote.  Expenses less than $50.00 need not be approved by the membership,
  2. Maintain and keep records of all WHVIP-owned equipment
  3. Assist in training new members in use and maintenance of WHVIP-owned equipment.  (Amended 7/26/2017)

ARTICLE IV. MEETINGS

Section 1.        The regular meetings of the Patrol shall be held on the last Wednesday of each month, at 7:00 PM, unless otherwise ordered by the membership by majority vote or by direction of the Executive Board.  (Amended March 15, 1995)ship by majority vote or by direction of the Executive Board.  (Amended March 15, 1995)

Section 2.        Special meetings may be called by a majority of the Executive Board or shall be called upon the written request of ten members of the Patrol.  The purpose of the meeting shall be stated in the call, and no business other than that stated in the call may be transacted at that special meeting.  Proper notification may be by telephone or by written notice.

Section 3.        A quorum of the membership shall be 25% (percent) membership during any meeting of the Patrol for which proper notice in accordance with provisions of these Bylaws shall have been given.

Section 4.        The Executive Board shall have no regular scheduled meetings, but shall meet only as necessary subject to the call of the Patrol Captain or at the request of a majority of its members.  A quorum of the Executive Board shall be a majority of its members.

ARTICLE V. PATROL PROTOCOL FOR ACTIVE PATROLLERS (ACTIVE MEMBERS)

A positive image within the neighborhood is essential to the effectiveness of the Walnut Hill Volunteers In Patrol.  Additionally, the personal safety and well‑being of both Patrol members and neighborhood residents must be the most important consideration at all times.  To these ends, the following Article is directed.

Section 1.        An Active Patroller is defined as a member who maintains an active status for a period of one year, (Amended 8/27/14) performing assigned duties and remaining in overall good standing.  A member may be excused from assigned duties for a valid cause, and their current active status will not be affected.

Section 2.        Equipment to be used by Active Patrollers will be provided by WHVIP.  In the event an WHVIP member becomes inactive as defined in Section 1 of this Article, any WHVIP equipment that member possesses will be surrendered to WHVIP.    (Amended 7/26/2017)

Section 3.        Duties of the Active Patroller (Active Member) shall be defined in the Operating Procedures Manual (Exhibit A).  Procedures or changes thereto shall be recommended at the discretion of the Executive Committee.  Interim changes to Operating Procedures Manual shall be initiated by the Executive Committee and voted on at the next regular meeting.  Interim changes shall be posted in the patrol log.

ARTICLE VI. FUND RAISING

WHVIP has the right and ability to raise funds by any lawful method they see proper and justified.  The method must be approved by a majority vote of the active members (Amended 8/27/14) (Amended 7/26/2017)

ARTICLE VII. DISSOLUTION

All liabilities and obligations of the Walnut Hill VIP must be paid, satisfied and discharged.  Assets held by the WHVIP upon conditions of return must be returned in accordance with such conditions upon dissolution of the Patrol.  The remaining assets may be distributed to Walnut Hill Crime Watch.

ARTICLE VIII. PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Walnut Hill Volunteers In Patrol in all cases to which they are applicable and in which they are not inconsistent with these Bylaws and any special rules of order the Patrol may adopt.  Further, the WHVIP will not adopt any Bylaw, nor any Bylaw amendment, nor take any action by vote in a membership meeting, that would place it in direct opposition to the Bylaws, rules and actions duly adopted by the Walnut Hill Crime Watch of which it is a liaison to.

ARTICLE IX. AMENDMENT OF BYLAWS

These Bylaws may be amended at any regular meeting of the Patrol by a two‑thirds vote, provided a quorum is present and provided that the amendment has been proposed in the form of a motion and seconded by two members at the previous regular meeting.  All members must be notified in writing two weeks prior to voting on an amendment to the bylaws.

 

Adopted ______________________, 1994

Approved Amend ________April, 25, 2012

Approved Amend _______August 27, 2014

Approved Amend                   July 26, 2017

Operating Procedures Manual (Exhibit A)

Section 1.        Duties of an Active Patroller

A.        Be sure you always have an up‑to‑date schedule so you will be aware of your scheduled time of patrol.  If a monthly meeting is missed, it is the patroller’s responsibility to obtain the schedule from Scheduling Captain.  Members who miss a meeting will be considered “absent” unless the Patrol Captain or Secretary has been notified in-advance.

B.       Complete the Patrol Log for each patrol completed, including date, start-time and end-time, and any concerns identified during the patrol (e.g. license plate numbers, vehicle descriptions, location of activity, physical descriptions of individuals).

Once a patrol is complete, notify the Patrol Captain via email of the patrol date, start-time, end-time and patrollers.

C.        NO patrolling outside the geographical limits of the approved neighborhood area.  At no time should you leave the approved geographical area with WHVIP signs on car.

D.       Display the Walnut Hill VIP magnetic sign on the sides of the front doors of your vehicle and the back trunk during patrolling shifts.  Place the strobe-light on the roof of your vehicle.  Make certain your mobile phone is working properly before your patrol.

E.         Observe all safe vehicle operation rules, including, but not limited to, observing posted speed limits, stop signs or stop lights and maintain normal headlight illumination when on duty in the evening.

F.         DO NOT carry firearms or any offensive weapon on your person or in your vehicle during patrol shifts.  Violation of this Regulation will constitute grounds for immediate dismissal from the Patrol.

G.        When calling in a disturbance or suspicious activity to 9-1-1 (Amended 4/25/12) (whether it be police, fire department or ambulance) remember that it’s important to give all the necessary information to the dispatcher as quickly and accurately as possible.

  1. Identify yourself both by name and as a member of the Walnut Hill Volunteers In Patrol group,
  2. Give precise location information, such as closest intersecting street names and address of home or area where suspicious activity is taking place.
  3. Attempt to give accurate description of suspicious vehicles or persons to the 9-1-1 (Amended 4/25/12) dispatcher including license number and/or physical description if possible.  Remember always, that your safety is of prime importance and take no chances that could put yourself in jeopardy.

H.        Consumption of alcoholic beverages, illegal substances and/or medications that could potentially affect mental alertness while on patrol is strictly prohibited.

I.        DO NOT attempt to deter or detain individuals suspected of any unauthorized activity.  DO NOT pursue said individuals in any manner that might place the Patroller, the suspect, neighborhood residents, or any other individual in jeopardy or danger, but follow only if necessary and at a safe distance merely to ascertain a license plate number, vehicle descriptions and/or direction taken out of neighborhood by such a suspect.  At the first sign of any attempt to evade, the WHVIP will break off contact with suspects. If a suspect leaves your approved area, report the information to 9-1-1.  Remember always, your safety comes first!

I.          Refrain under any circumstances from carrying in your vehicle or on your person firearms or any offensive weapon during patrol shifts.  Violation of this Regulation will constitute grounds for immediate dismissal from the Patrol.

J.          Respect the serious nature of patrol activity and the time commitments of fellow patrollers by refraining from pranks, tricks or practical jokes.

K.        In the awareness that serious misconduct on the part of one member may cause such dire consequences as to cause irreparable damage to the Walnut Hill VIP Patrol as a whole, active Patrollers who are observed by others, or believed to be, in violation of the provisions of the patrol protocol in the course of participation in official patrolling activities and/or on patrol shifts may receive a warning in writing from the Patrol Captain.  If observed or implicated in further or continued violation, the Patrol Captain will submit the matter to the Executive Committee with recommendations for removal from membership in the active patrol by a majority vote of the Executive Committee.

L.         In all cases, the WHVIP will run a 2-person‑patrol, not to exceed 3 persons.  During all patrols, there will be two ACTIVE VIP members in the patrolling vehicle.  TRAINING of new WHVIP member may be conducted with as many as 2 ACTIVE WHVIP members and as many as 2 TRAINEE WHVIP members.

Training will be restricted to WHVIP members and trainees.

I have read and understand the attached bylaws.

______________________________________        _________________
Signature                                                                     Date