SOUTHWEST OHIO
ASSOCIATION OF MAYOR’S COURT CLERKS
(S.W.O.A.M.C.C.)
CONSTITUTION AND BY-LAWS
ARTICLE I
Name
The name of this organization shall be
known as the Southwest Ohio Association of Mayor’s Court Clerks.
ARTICLE II
Purpose
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.
ARTICLE III
Membership
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.
ARTICLE IV
Officers
ARTICLE V
Officers Duties
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.
ARTICLE VI
Nominations and Elections
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.
ARTICLE VII
Meetings
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.
ARTICLE VIII
Committees/Executive Committee
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.
ARTICLE IX
Dues/Funds
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
Parliamentary Authority
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.
ARTICLE XI
Voting
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.
ARTICLE XII
Amendments
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.
ARTICLE XIII
Dissolution
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)
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