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PREAMBLE
This manual was promulgated pursuant to PIA Bylaws ARTICLE XII - POLICIES AND PROCEDURES. All matters not specifically provided for in the Bylaws should be addressed in this manual, however, no matter so addressed shall contain a provision inconsistent with the Bylaws.

ARTICLE I - NAME
Section 1. This manual shall be known as the Policies and Procedures Manual of the Private Investigators Association of America.

ARTICLE II - OBJECTIVES
Section 1. The objectives of this manual are to provide a means by which the association shall be governed on a day-to-day basis.

ARTICLE III - LOCATION
Section 1. The official copy of this manual shall be maintained by the Secretary of AALPI. Each officer and director shall be furnished and be responsible for the maintenance of a copy.
Section 2. Members of the association in good standing may request and be furnished a copy of this manual.

ARTICLE IV - PUBLICATION
Section 1. The official publication of the association shall be known as The PIA Newsletter, or such other title as approved by the Board of Directors.
Section 2. The PIA Newslettere Editor, appointed by the President, shall be responsible for the preparation and distribution of the publication.
Section 3. The Newsletter shall be prepared and printed for distribution to all members and to such other individuals whom the Board of Directors designates.

ARTICLE V - MEMBERSHIP
Section 1. Full membership is open to all persons who meet the eligibility requirements set forth by the appropriate department of any state, federal or foreign entity, to conduct private investigations within their respective jurisdictions. Membership applications are subject to review and recommendation by the Membership Committee. Applicants' names are to be published in the Chronicle and voted upon by the Board at the first meeting after publication. A simple majority of Board Members present and voting at that meeting shall be sufficient to approve an applicant for membership.
Section 2. Affiliate membership is open to all persons engaged in a profession or occupation related to private investigations, or who exhibit and express an interest in furthering the standards and objectives in the preamble and Article II of the Bylaws. Affiliate members shall be eligible to serve on appointive committees but shall not be eligible to hold office nor to vote.
Section 3. All full members in good standing of the association shall be equal with respect to voting privileges, however, eligibility to hold office is limited to full members.
Section 4. Application for membership shall be made on an application form approved by the association, accompanied by the appropriate remittance.
Section 5. The membership year shall begin on the first day of January and end on the last day of December. Dues shall be considered delinquent after March 31 of any year, unless a hardship application has been approved by the Board of Directors. The Board of Directors may levy a surcharge upon any member delinquent after March 31.
Section 6. Continued membership in the association shall be granted after membership dues have been paid in full for the new membership year.

ARTICLE VI - DUES
Section 1. The amount of dues shall be set by the Board of Directors at their first meeting after taking office.
Section 2. Annual dues shall be paid in full to the Treasurer by the last day of March. Any member whose dues for the current membership year remains unpaid on April 1 shall be deemed delinquent and all rights and privileges in the association shall be suspended. If dues remain unpaid on May 1, membership shall be automatically terminated.
Section 3. Upon payment of all dues, past and current, any person whose membership has been terminated for failure to pay dues may be restored to membership upon recommendation of the Membership Committee.

ARTICLE VII - OFFICERS, DUTIES, RESPONSIBILITIES AND ELECTIONS GENERAL
Elected office in the association is limited to full members in good standing. No person shall hold elected office in the association who is not a member in good standing and who has been such for one full year prior to taking office.
Section 1. Elected officers of the association shall consist of President, Vice-President, Secretary, Treasurer and Sergeant at Arms. No member shall hold the same elected office for more than three (3) consecutive full terms. The Immediate Past President shall be considered an officer of the association.
Section 2. Officers shall be elected for a term of one (1) year by a plurality of votes cast by the membership present at the December general business meeting plus all valid absentee ballots, and shall take office on January 1. Officers may be re-elected to office providing they are re-elected in accordance with these Bylaws. Proxy votes will not be recognized by the association. Voting in person or by official absentee ballot for the purpose of election of officers will be the only recognized voting instruments. An absentee ballot may be requested as necessary from the Secretary and the sealed ballot must be in the hands of the Sergeant at Arms prior to the opening of the December general business meeting.
A. The President shall appoint a Nomination Committee Chairman who may in turn appoint committee members to assist him or her in the discharge of his or her duties. The Nomination Committee Chairman shall be appointed no later than October 1 in order to identify and place in nomination, candidates for all elected positions for publication in the Chronicle last published prior to the annual meeting.
B. No person shall be placed in nomination for a position for which he or she does not qualify, nor shall any person be placed in nomination without his or her consent.
C. The Nomination Committee Chairman shall be responsible for preparing an absentee ballot for inclusion in The Chronicle.
D. Instructions accompanying the absentee ballot shall indicate that members who do not plan to attend the annual meeting should indicate their selection(s) for officers of the association and forward their ballots to the Sergeant at Arms for delivery to the tellers appointed to tally the votes at the annual meeting.

Section 3. The President is elected at the December business meeting of the association and takes office on January 1.
A. The President is the chief executive officer of the association and shall preside over all Board of Directors meetings and all other meetings of the association. The President shall prepare or cause to be prepared an agenda for each meeting and shall have it available for distribution to members in attendance. The President is the principal spokesman for the association. The President's authority to represent the association may be delegated to other officers or committee chairmen as appropriate, however, unless such delegation has been effected, no person other than the President may represent the association in any manner. All correspondence shall be on official AALPI stationery and shall be initiated by the President or Secretary. Specific procedures applying to official correspondence are provided for in Article VII, Section 5.
B. The President exercises general supervision over the business affairs, interests and welfare of the association.
C. The President shall appoint a Chairman and Vice-Chairman of all standing committees and the Public Affairs Committee no later than the end of the first Board of Directors meeting following taking office.
D. The President shall establish a committee and appoint a Chairman and Vice-Chairman no later than October 1 to advise the President on the selection of award recipients for the year. Such awards shall be presented at the annual conference of the association.
E. The President shall establish a Nomination Committee and appoint a Chairman no later than October 1.
F. The President shall establish such additional committees as necessary and appoint a Chairman and Vice-Chairman for each committee established.
G. The President is a member ex officio of all committees of the association.
H. The President shall schedule a special meeting of the association upon written request of twenty percent (20%) of the members in good standing, who shall state the time, place and purpose of the request.

Section 4. The Vice-President shall assist the President in the exercise of the duties of that office.
A. The Vice-President shall preside over meetings in the absence of the President.
B. The Vice-President shall perform any and all duties specifically delegated by the President.
C. The Vice-President shall chair the Ethics Committee and may assign members to assist as committee members.
D. The Vice-President shall report all complaints and findings of the Ethics Committee to the President who will in turn report such complaints and findings to the Board of Directors.

Section 5. The Secretary shall keep an accurate account of the minutes of all meetings of the association.
A. The Secretary shall receive and answer all communications addressed to that office or that may be submitted to that office for this purpose by officers of the association.
B. The Secretary shall be responsible for the custody and maintenance of all association
1. records exclusive of membership records.
C. Except for correspondence initiated by the President or the Vice-President acting on behalf of the President, all association correspondence initiated by committee chairmen or other members shall be forwarded to the Secretary for editing and transmittal to the intended recipient on appropriate association stationary. This provision is in no way intended to apply to correspondence relating to the production or editing of The Chronicle, correspondence between the Membership Committee Chairman and potential or incumbent members, or to banking and related activities of the Treasurer.
D. The Secretary shall perform such other duties as may be required.
E. In accordance with the provisions of Subsection B, while custody and maintenance of all association records are the responsibility of the Secretary, maintenance and custody of membership records may be delegated to the Membership Committee Chairman. It shall be the responsibility of the Membership Committee Chairman to maintain membership records in the same manner with adequate controls, as if they were in the custody of the Secretary.
Section 6. The Treasurer shall keep a complete and accurate record of all funds received and shall issue receipts when required; deposit all funds received in an insured depository of the Treasurer's selection in the name of the association; cause an audit to be conducted thirty (30) days prior to the end of the calendar year by a committee appointed for such purpose; report all funds received and distributed at each regular business meeting of the association; and deliver all money, books, papers, records and other association property to a successor, within thirty (30) days. The Treasurer shall perform such other duties as required. The Treasurer shall be bonded at association expense in a sum not less than five thousand dollars ($5,000.00) unless a majority vote of the Board of Directors waives such requirement. The Treasurer shall serve without compensation.
Section 7. The Sergeant at Arms shall assist the President as directed in keeping order at all meetings. The Sergeant at Arms shall receive and maintain ballots cast in elections requiring such maintenance in accordance with the Bylaws of the association and authenticate the tally. The Sergeant at Arms shall provide for the presence of the American flag and ensure its proper display at all association meetings. The Sergeant at Arms shall serve without compensation.
Section 8. The elected officers and the Immediate Past President of the association shall serve on the Board of Directors of the corporation.

ARTICLE VIII - BOARD OF DIRECTORS
Section 1. The Board of Directors shall be composed of the President, Vice President, Secretary, Treasurer, Sergeant at Arms and the Immediate Past President.
Section 2. The Board of Directors shall be recognized as the governing body of the association, subject to the provisions of these Bylaws.
Section 3. The Chairman of the Board of Directors shall be the President of the Association and shall preside over all meetings of the association and of the Board. In the President's absence, the presiding officer shall be the Vice-President, Secretary, Treasurer, Sergeant at Arms and Immediate Past President, in that order.
Section 4. The Board of Directors shall act in an executive capacity and will vote on all relevant issues and matters which would require action prior to or at any annual, regular or special meeting of the association.
Section 5. A majority vote of the Board of Directors voting shall be binding on the association.
Section 6. All members of the Board shall have one vote each.
Section 7. The Chairman shall make a report to the membership at the annual meeting of the association.
Section 8. The Board shall perform all duties and functions as set forth in the Bylaws.
Section 9. The Board shall establish policy governing the conduct of its own affairs and shall alter its procedures in its sole discretion, providing such procedures are not inconsistent with the Bylaws of the association.
Section 10. Three (3) Board members in good standing shall constitute a quorum at any meeting of the Board.
Section 11. The Board shall recommend to the membership, removal from office, any officer or Board member who fails to perform his or her duties.

ARTICLE IX - APPOINTMENTS, COMMITTEES AND DUTIES
Section 1. The President shall appoint a Chairman and Vice-Chairman for each standing committee, to serve the association for the term of his or her office.
Section 2. Standing committee appointments shall be published at the earliest possible time in the association newsletter, or in such publication as the President may select.
Section 3. There shall be the following standing committees:
Bylaws
Education and Training
Legislative
Membership
Publications
Ways and Means
Technology

Section 4. The President shall establish other committees and make appointments as necessary.
Section 5. The Bylaws Committee shall examine the Bylaws of the association and receive recommendations from the membership and when necessary, recommend proposed amendments and/or revisions.
Section 6. The Education and Training Committee shall coordinate and schedule speakers, seminars and any other activities related to education and training as offered by the association.
Section 7. The Legislative Committee shall study, draft and prepare bills, ordinances and resolutions representing the association's position on issues for local, state and federal legislative and/or regulatory governmental agencies charged with the administration of matters of interest to the association. Further, the Legislative Committee shall be responsible for informing association members and/or other committees of proposed industry regulations or legislative matters of interest.
Section 8. The Membership Committee shall have charge of all matters pertaining to the procurement of new members and shall appropriately investigate all applicants for membership; further, the Membership Committee shall maintain records of member participation and shall recommend to the Board of Directors, revocation or denial of membership as appropriate for just cause. The application process and the renewal process are the responsibility of the Membership Committee:

A. The Application Process
1. Providing applications to potential candidates for membership
a. Requests for applications are received from voice mail
b. E-mail
c. US mail
d. In person
e. Telephone
f. Fax

2. Providing applications
a. Prepare a form letter and enclose
(1) Application
(2) Brochure
(3) Most recent Chronicle
(4) Information regarding next membership meeting

B. Receiving completed applications
1. Applications received from the AALPI Post office Box are forwarded to the Membership Committee Chairman with a photocopy of the dues payment (check or money order)
2. For applications received by the Membership Committee Chairman directly from the applicant, the dues payment is forwarded directly to the Treasurer.
3. Responding to applicant
a. Prepare form letter including
(1) An invitation to attend the next Board of Directors an/or membership meeting
(2) Reminder to the applicant that the application process may take 30 - 90 days
(3) Confirmation of receipt of the application with any applicable requests for additional or missing information
(4) Forward applicants' names, companies and addresses to The Newsletter editor for publication

C. The Approval Process Department of Public Safety
1. Request an appointment with the licensing officer to review the applicant's file (Honor the appointment with the officer to review the applicant's file)
2. Bring the Applicant Review Form with you to DPS
a. Take notes regarding the applicant's
(1) Training
(2) Education
(3) Former employment
(4) Places of residence

b. Check file for complaints and note on the Applicant Review Form
(1) From private individuals
(2) By DPS
(3) By PI & SG Hearing Board
(4) Check file for criminal record

D. Personal references
1. Call personal references
a. Determine relationship with applicant
b. Determine character and ethics of applicant
c. Obtain secondary and if necessary, tertiary references
d. Contact secondary and if necessary, tertiary references

E. The Acceptance Process
1. Present the applicants to the Board of Directors for approval
2. Prepare a form letter to the board with recommendations
a. If an applicant is not acceptable in accordance with the Bylaws, present such reasons to the Board of Directors
b. If the applicant(s) are acceptable within the meaning of the Bylaws, so state
3. If no meeting is scheduled within thirty days, prepare a fax or telephone ballot to the Board of Directors with instructions to respond to the Membership Committee Chairman.

F. Upon approval
1. Prepare and mail acceptance letter to new member
2. Mail Membership Directory to new member
3. Order membership plaque if applicable
4. Notify The Chronicle editor with instructions to post the new member and add to mailing list
5. Post to web-site

G. If not approved
1. Prepare a rejection notification
a. Clearly describe why applicant was not approved
b. State when and where the Board of Directors voted
c. Provide the applicant with the Membership Committee Chairman's contact information
d. Inform the applicant that a refund of the dues paid will be refunded
e. Prepare a memorandum to the Treasurer requesting a check be issued to the applicant
f. Retain all records and correspondence in the event that the applicant for any reason contests the rejection

H. The Renewal Process
1. Preparation
a. The annual membership dues is determined by the Board of Directors at the January Board of Directors meeting each year
b. Determine from the Treasurer the status of membership dues for all members
c. Memberships are for one or three years
d. Prepare an invoice for those among the membership and mail to those whose membership requires renewal
e. Request The Chronicle editor to post a full page reminder to all members

I. Receipt of dues
1. Members may renew at meetings or by mail
a. The Treasurer provides copies of checks and/or renewal invoices to the Membership Committee Chairman
2. Review
a. Post another reminder notification in The Chronicle
b . Determine who has not renewed and
(1). Send them a letter asking why they did not renew
(2). Call the members who do not respond by mail

Section 9. The Publications Committee shall keep the members informed of all association activities and shall be responsible for the preparation, editing and publication of all official publications of the association. The publications Committee shall be responsible for the timely publication of all notices pertaining to proposed membership in the association and to membership renewal. The association newsletter Editor shall be the Chairman of the Publications Committee.
Section 10. The Ways and Means Committee shall seek and recommend means of developing programs and projects for the purpose of providing revenue to support the activities of the association.
Section 11. The Technology Committee shall be responsible for monitoring and bringing to the attention of the membership matters relating to scientific and technological advances that impact on the private investigator and security industries.

ARTICLE X - QUORUM
Section 1. Ten (10) members in good standing including three (3) members of the Board of Directors shall constitute a quorum to transact business at any regular or special association meeting.
Section 2. No person shall take active part in any association meeting unless such person is a member in good standing or is invited to participate by the meeting Chairman.

ARTICLE XI - MEETINGS
Section 1. An annual conference of the association shall be held each year during the month of December, at a place designated by the President. This conference will be held for the purpose of electing and installing officers and directors for the ensuing year. Newly elected officers and directors shall assume their respective offices on the succeeding January 1.
A. If deemed appropriate by the President, business other than election and installation of officers and directors may be addressed at the annual conference.
Section 2. Regular membership meetings shall be held at such times and places as directed by the President, and a minimum of six (6) meetings, including the annual conference, shall be held each calendar year. Special meetings of the association may be called by the President to transact any business of the association deemed appropriate, providing, timely notification [at least fifteen (15) days] to all members in good standing is made specifying the time, place and purpose of the meeting.
Section 3. Any four officers of the association may call a special meeting of the association to transact business of the association deemed appropriate, providing, timely notification [at least fifteen (15) days] to all members in good standing is made specifying the time, place and purpose of the meeting.
Section 4. The President shall schedule a special meeting of the association upon a written request of twenty percent (20%) of the members in good standing, who shall state the time, place and purpose of the request.
Section 5. An annual awards meeting of the association shall be held each year during the month of December at a place and time designated by the President, and may be held in conjunction with the annual conference. This meeting shall be held for the purpose of making awards to recognize service to the association and the private investigation industry. A committee shall be appointed to select award recipients.
Section 6. Meetings of the Board of Directors shall be held no less than six (6) times per year at such times and places as designated by the President. All classes of membership may attend the Board of Directors' meetings. Membership may not participate in the Board of Directors' meetings, and will be limited to observation only, unless invited by the Chairman to do so. Non-members may not attend Board of Directors' meetings, unless invited by the Chairman.

ARTICLE XII - AMENDMENTS OR REVISIONS
Section 1. These Bylaws may be amended or revised at any meeting of the association by a two-thirds (2/3) majority vote of the members in good standing present or represented by absentee ballots, provided that the proposed amendments or revisions shall have been submitted to the Bylaws Committee for review and recommendation and mailed to all members in good standing postmarked at least fifteen (15) days prior to the meeting.
Section 2. All amendments or revisions to these Bylaws shall become effective immediately following an affirmative vote of the membership.

ARTICLE XIII - POLICIES AND PROCEDURES
Section 1. A policies and procedures manual shall govern the day-to-day operations of the association. Each officer and director shall maintain a copy of the manual, however, the Secretary shall be responsible for maintaining the official copy.
Section 2. Members in good standing may request and be furnished a copy of the manual.
Section 3. All matters not specifically provided for in these Bylaws shall be addressed in the policies and procedures manual, however, no matter so addressed shall contain a provision inconsistent with the Bylaws.

ARTICLE XIV - PROCEEDINGS
Section 1. All proceedings of the association shall be governed on all points not specifically provided for in the Bylaws. July 24, 2000 version