Foundational Documents Defined

---

The FBINCAAA Program Requirements outline the agreements, procedures, and standards essential for the functioning of the FBI National Citizens Academy Alumni Association and its Chapters. These requirements ensure alignment with the FBI's partnership objectives and govern the operations of the program. As graduates of the FBI Citizens Academy, members are committed to upholding these principles, which serve as a blueprint for maintaining high standards as volunteer ambassadors for the FBI. The FBINCAAA, as the governing body, is responsible for overseeing, interpreting, and enforcing these requirements in line with its mission and goals.

PROGRAM REQUIREMENTS DOCUMENT

Articles of incorporation are a legal document that establishes a nonprofit organization as a separate entity from its founders. It outlines the organization's name, purpose, structure, and governance, and is filed with the appropriate state authority to obtain legal recognition and protect the organization from personal liability.

A state annual corporate report is a formal document that corporations must file with their state of incorporation, containing essential information such as the company name, address, business structure, registered agent, and details about directors and officers. Some states may also require basic financial information. It's important for chapters to verify whether they are required to file a corporate report, as not all states mandate this requirement. Failure to file can result in penalties or even dissolution of the corporation. It's important to check the specific requirements for each state, as regulations can change. Always verify with the state's business registration office for the most current information.

A certificate of assumed or fictitious name is a legal document that allows a business to operate under a name that is different from its official registered name. For example, if a company named "John's Bakery, LLC" wants to advertise and sell products under the name "Sweet Treats," it would need to file for a fictitious name certificate. This helps inform the public about who is behind the business and ensures transparency.

A charitable entity registration is the process by which a nonprofit organization, like a charity, officially registers with the government to be recognized as a charity. This allows the organization to operate legally, receive donations, and often provide donors with tax deductions for their contributions. The registration usually involves submitting specific documents and information about the charity's purpose, activities, and structure to a regulatory body. It's also important to check if your state requires registration, as requirements can vary by location. 

MORE ABOUT CHARITABLE ENTITY REGISTRATION

An EIN, or Employer Identification Number, is a unique nine-digit number assigned by the Internal Revenue Service (IRS) for tax identification purposes. It is used by businesses to report taxes and file tax returns, as well as to open business bank accounts. The EIN serves as a crucial component for ensuring compliance with federal tax laws.

An IRS 501(c)(3) Determination Letter is an official document issued by the Internal Revenue Service (IRS) that recognizes an organization as tax-exempt under Section 501(c)(3) of the Internal Revenue Code, specifically for nonprofit organizations operating for charitable, religious, educational, scientific, or literary purposes. This letter confirms that the organization is exempt from federal income tax, meaning it does not have to pay taxes on income related to its charitable activities. Additionally, donations made to a 501(c)(3) organization are typically tax-deductible for the donor, encouraging more contributions. Furthermore, many foundations, government agencies, and other funding sources require organizations to have a 501(c)(3) status to qualify for grants and funding opportunities. Organizations seeking this status must apply to the IRS using Form 1023 or Form 1023-EZ, providing detailed information about their structure, governance, and planned activities.

A Memorandum of Agreement (MOA) is a formal document that outlines the terms and details of a cooperative relationship between two or more parties. It serves as a written agreement that specifies the roles, responsibilities, and expectations of each party involved in a mutual project or initiative. An MOA  provides a clear framework for collaboration, helping to ensure that all parties are aligned in their objectives and understand the scope of their collaboration. 

 CHAPTER MOA "EXHIBIT A" TEMPLATE AND GUIDELINES   

Every Affiliate Chapter is required by MOA mandate to execute and maintain compliance with the Chapter Affiliation Agreement established between the Affiliate Chapter and FBINCAAA. As the governing body, FBINCAAA holds the authority to determine and direct all Program Requirements, subject to periodic revisions.

Each Affiliate Chapter is expected to:

• Comply with the CAA and all Program Requirements as determined and directed by FBINCAAA.
• Act in the best interests of the organization while ensuring participating FBICA graduate compliance with Program Requirements.
• Execute and maintain a Memorandum of Agreement (MOA) with the FBI Field Office (FO) to align goals and activities in the FBI's best interests to advance its community outreach objectives.
• Consult with the FBI in advance of proposed activities while maintaining decision-making and operational independence.
• Remain a nonprofit entity in good standing with all applicable regulatory agencies
• Pay the annual FBINCAAA Chapter Affiliation Fee as established by the FBINCAAA Board of Directors.

CHAPTER AFFILIATION AGREEMENT SAMPLE 

Every Affiliate Chapter is required to adopt and consistently adhere to the Affiliate Chapter Bylaws provided by FBINCAAA. Any stylistic or substantive changes are prohibited, except when directly mandated by state law and only with the concurrence and approval of FBINCAAA General Counsel. 

The terms and provisions outlined in the FBINCAAA Affiliate Chapter Bylaws are integral components of the Program Requirements. Essential elements of the bylaws are highlighted throughout this document, with the source noted for further reference.

One notable aspect of the Affiliate Chapter Bylaws is that FBICA graduates are eligible for individual membership in the Chapter, but have no voting rights. Affiliate Chapters manage internal affairs through their Board of Directors.

FBINCAAA has adopted bylaws that are in tandem with the Affiliate Chapter Bylaws to ensure a harmonized framework for compliance. FBINCAAA and Affiliate Chapters operate under the governance of its Board of Directors in accordance with the MOA, CAA, Bylaws, and FBINCAAA Program Requirements. Notably, the FBINCAAA Board of Directors is obligated to adhere to the same operational requirements as outlined in the Affiliate Chapter Bylaws. 

Although Affiliate Chapters are members of FBINCAAA, the National organization

has no individual members. Like its Affiliate Chapters, FBINCAAA directs its internal affairs exclusively through its Board of Directors. 

CHAPTER BYLAWS TEMPLATE SAMPLE