Southwest Ohio Mayor's Court Clerks Association
Bylaws Contact Us Legislation Links Meeting Information Member Listing Tidbits Discussion Forum
The name of this organization
shall be known as the Southwest Ohio Association of Mayor’s Court Clerks.
The purpose of this organization is to educate and maintain common standards within the scope of the organization; to create and foster a spirit of cooperation; to maintain a high standard of professionalism, and, promote and encourage active participation by court clerks. The organization shall be non-profit.
Any municipality or village
having an appointed or elected Clerk of any Southwest Ohio area Mayor’s
Court shall be eligible for membership in this organization.
Application for membership accompanied by the current dues shall be made to
the Treasurer.
The President shall preside at
all Association meetings. The President shall also serve as the Chair
of the Executive Committee.
The Vice-President shall preside over meetings in the absence of the
President.
The Recording Secretary shall take minutes of all Association meetings and
oversee mailing said minutes to members. Minutes of the meetings shall
reflect what occurred at the meeting. Before mailing the minutes to the
membership the Recording Secretary shall forward a draft copy of the minutes
to the President for review. Addition and/or revisions are to be made
as both deem necessary.
The Treasurer shall be responsible for all monies of the association. This
includes depositing all monies received by the association and reporting to
the membership the accounting of said funds. The treasurer will also
be responsible for mailing dues notices each year to members. The
Treasurer shall also be responsible for the receipting of all monies
received by the association for dues and any special events sponsored by the
association. The treasurer shall also be responsible for maintaining
the current mailing list of all members for the association.
The SW Representative shall be responsible for attending all meetings
associated with the State organization known as the Ohio Association of
Mayor’s Court Clerks and give a full report and accounting of the state
association events to the southwest membership.
The
Nominating Committee shall consist of three (3) non-office-seeking members.
Said nominating committee shall select a Chairperson between themselves.
The Chairperson shall present a slate of officers to the Board no later than
the September meeting in the odd-numbered years. Permission of the
nominees to present their names must have been previously obtained.
Representative(s) of communities in good standing of this Association are
eligible for nomination and election as officers. A member in good
standing includes: being a Court Clerk in the state of Ohio for a minimum of
two (2) years; membership dues being paid in full; and cannot have missed 2
or more consecutive meetings within a 12 month period.
Each officer shall be elected to a two-year term. Elections
will be held in November of the odd numbered years and the term of office of
those elected will begin in January of the even-numbered years. All
officers shall serve until their successors are elected and seated.
Regular meetings of the
association shall be held every other month at locations and at times and on
dates, which are all, pre-determined by the membership as a body.
The President or three (3) members of the Executive Committee may call
special meetings.
All chairpersons and committee
members shall be members in good standing, and may be invited to attend
Executive Committee meetings at the discretion of the President, or the
Executive Committee.
The Association President shall serve as the Chairperson of the Executive
Committee.
The Executive Committee shall consist of the President, Vice-President,
Secretary, Treasurer, the immediate Past President; the SW Representative to
the State Association of Mayor’s Court Clerks and a member-at-large elected
by the membership.
The Member-at-Large’s responsibilities shall include, presence at local
meetings. Attend state meetings as needed. Fill vacancies on
committees as needed. Fill vacancies at meetings for other officers as
needed.
A majority of the Executive Committee shall constitute a quorum for the
transaction of official business.
The Executive Committee
shall exercise such powers and control as are usually exercised by governing
boards; and shall, in the interim between meetings of the Association, have
control of the affairs of the organization with powers to act on its behalf.
The Executive Committee also has the authority to act on legislation
introduced before the legislature. A full accounting of the Executive
Committee actions shall be made available to any member requesting the same
in writing to the President of the Association.
Dues for the upcoming year shall
be fixed by the majority vote of the assembled membership at the last
meeting of each calendar year upon recommendation by the Executive
Committee.
The President and Treasurer shall be responsible for control of the
funds and property of the Association.
The executive committee may give approval for any emergency expenses
providing sufficient monies do exist in the treasury.
All expenses relative the treasury of the association shall be approved by
the membership present at a regular meeting.
The Secretary and Treasurer shall submit their records for an audit to
whomsoever the said Executive Committee designated for the duty of auditing.
ARTICLE XI
The rules contained in Roberts
Rules of Order Revised shall govern the proceedings of the Association
in all cases where applicable and where they are not inconsistent with the
By-Laws or the special rules of the Association.
The Vice-President shall assume the duty of the Parliamentarian.
Each Court that is a member in good standing and has a representative in attendance at any meeting will be entitled to one vote. Except when otherwise provided, all voting shall be by written vote. A majority of the vote’s cast will be necessary for a decision. Ballot voting is required if there is more than one nomination for office and to remove an officer.
These By-Laws may be amended by a two-thirds (2/3) vote of the members present at any regular meeting providing copies of the proposed changes are given in writing to all members seven (7) days prior to such meeting.
Should the Association be
dissolved, all monies of the Association’s treasury shall be divided equally
among all member courts after any outstanding debts have been paid.
(Rev. 9/95)(Add. Rev. 9/96)
(Add Rev. 5/01)(Add Rev. 5/03)