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Constitution and Bylaws |
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CONSTITUTION
AND BYLAWS Adopted April 20, 2006 The membership of the Virginia
Municipal Clerks Association shall subscribe to and be governed by the
Code of Ethics of the International Institute of Municipal Clerks. The term “municipal” includes but is not limited to the
following local government units: city,
town, county, region, metropolis and district. ARTICLE
II - MISSION AND OBJECTIVES ARTICLE
III - MEMBERSHIP
MEMBERSHIP CLASSES
1. Full Membership Every city, town or county in the Commonwealth of Virginia shall be eligible for membership. Full members are Municipal or Town Clerks, City Secretaries, Recorders, and Legislative Administrators and/or an individual who serves a Legislative Government Body in an administrative capacity with management responsibilities and whose duties include four of the following: General Management, Records Management, Meeting Administration, Management of ordinances or other legal instruments, Human Resources Management, Financial Management, Custody of the official seal and execution of official documents; or Administration of elections. They shall be entitled to vote and hold office upon payment of the annual dues. Any person desiring to become a member of this Association shall make written application upon such form as the Treasurer may prescribe, accompanied by the membership fee hereinafter prescribed. Said application shall be filed with the Treasurer of the Association.2. Additional Full Membership Additional Full Members are fully qualified members from the same organization. This would essentially be Deputy or Assistant Clerks, assistants and secretaries within the same municipality or town, but could be other individuals provided they would qualify under the definition of Full Member.
3. Associate Membership Associate membership shall be open to local government
professionals other than those listed above.
Associate members shall have the right to attend meetings and
participate in discussions; however, they are not eligible to make
motions, vote or to hold office.
4. Retired Membership Any former member who, upon retirement, wishes to continue
affiliation with the Association is automatically eligible for retired
membership. Retired members
shall have the right to attend meetings and participate in discussions;
however, they are not eligible to make motions, vote or to hold office. Retired past presidents of the organization shall
automatically become honorary members upon their retirement from
governmental services and shall be so recognized at the Annual Meeting
after such retirement. Honorary
members shall have the right to attend meetings and participate in
discussions; however, they are not eligible to make motions, vote or to
hold office. 6. Corporate Membership Corporate Members shall be open to companies indirectly associated with or interested in the furtherance of the Association’s objectives. Written application shall be forwarded to the Association’s Treasurer accompanied with the membership fees prescribed below. Corporate members shall have the right to attend meetings and participate in discussion; however, they are not eligible to make motions, vote or to hold office.
1.
Full Members Annual
dues per member shall be: • Municipalities less than 5,000 population - $15 •
Municipalities
less than 10,000 population - $20 • Municipalities between 10,000 and 50,000 population - $30 • Municipalities over 50,000 population - $40 •
Deputies,
assistants and secretaries - $15 if a membership has been paid by the
Clerk of Council, Clerk or Recorder of the Municipality; otherwise as set
forth above. A request for transfer of paid annual dues by a former member
to a new member of a locality may be submitted in writing to the
Treasurer. Approval by the
Treasurer of such request will be acknowledged in writing. 2. Additional Full Membership • $15 if a Full Membership has been paid by the municipality; otherwise as set forth above. 3. Associate Members
Associate members shall pay annual dues based on the same as
those prescribed for full members.
4. Retired Members Retired
members shall pay annual dues in the amount of $10.
Honorary
members shall be exempt from payment of dues.
Corporate
members shall pay annual dues in the amount of $50. ARTICLE
V - ASSOCIATION OFFICERS, PRESIDENTIAL
APPOINTMENTS Payment of the annual dues shall be a requisite to good
standing in the Association. Members
must be in good standing to vote on Association business or to serve as an
officer of the Association. The officers of the Association shall be President, First
Vice President, Second Vice President, Treasurer, Secretary and Historian.
The President, First Vice President, Second Vice President,
Treasurer, and Secretary shall be elected and qualified by proper oath at
the annual meeting to hold office one year commencing with their
installation. The Historian
shall be elected and qualified by proper oath, but is not subject to term
limitations as delineated in Section 3, below. SECTION 3.
Terms of Officers The President, First Vice President, Second Vice President,
and Secretary shall be
eligible to serve no more than two consecutive one-year terms in the same
office. The Treasurer shall be eligible to serve no more than four
one-year terms. The Historian shall serve at the pleasure of the
membership and shall not be subject to term limitation. The President shall be the Chief Executive Officer of the
Association and shall preside over all meetings.
The President shall have the power to call special meetings,
appoint special committees and the chairs of special committees, shall be
an ex officio member of all committees, except the Nominating Committee,
and shall have other such powers and duties as may be delegated by the
Executive Committee consistent with the provisions of this Constitution. The First and Second Vice Presidents shall have served on
Association committees and/or as a region director for at least three
years. The First Vice
President shall assist the President in performing the duties of the
office and assume responsibility of the office in the absence of the
President. The First
Vice President shall automatically ascend to the office of President
should that office become vacant between elections.
The First Vice President
shall assist the President with Virginia Municipal League and Virginia
Association of Counties activities, as well as interact with other
professional organizations. The Second Vice
President, in addition to other duties assigned by the President, shall be
responsible for public relations and shall serve as the liaison with the
Regional Directors to maintain membership and encourage new enrollments.
Should the President and First Vice
President be unable to serve, the Second
Vice President shall succeed to the Presidency. The Treasurer shall establish and require compliance with procedures for the receipt, disbursement and keeping of the Association’s funds and records, receive all monies due the Association, be custodian of all funds, maintain a record of membership, send annual notices of dues, make disbursements as authorized by the President, or by the Association and/or Executive Committee, submit monthly financial reports to the President and Budget Committee with an annual report to the membership and present financial records for an annual audit prior to the Annual Meeting. The Treasurer, with approval of the Executive Committee, shall pay expenses incurred for the Association’s Annual Conference when conference costs exceed revenues generated by the registration fees of the conference. The Treasurer shall serve as Chair of the Budget Committee. The Treasurer shall convey all financial records to the succeeding Treasurer within sixty (60) days following the annual meeting.
The Secretary shall
be responsible for ensuring that mailing of notices for all regular and
special meetings, amendments to the Constitution and Bylaws, and any
other correspondence or special notices occur as necessary
(The mailing can be electronic or by US mail
as applicable). The Secretary shall be the keeper of the
seal of the Association. The Secretary shall keep minutes and record the
proceedings of all regular and special meetings of the Association and of
the Executive Committee, and shall preserve in a permanent file all
records and letters of value to the Association and its officers.
She/He shall provide the President and Executive Committee with a
copy of minutes of any meeting within sixty days (60) days of such
meeting. The Secretary shall convey all Association minutes and
correspondence to the succeeding Secretary within sixty (60) days
following the annual meeting. The Historian shall compile the historical records of the
Association, write a yearly history to be forwarded to the Executive
Committee for presentation at the Annual Meeting, and shall maintain the
Association’s scrapbook. The
Parliamentarian shall be appointed by the President and shall
interpret the Constitution and Bylaws of the Association upon request and
keep members informed of changes, review all proposed amendments to the
Constitution and Bylaws, and present recommendations to the Association
for approval, and maintain a current file on the Constitution and Bylaws
of the IIMC. The
Parliamentarian shall rule on procedures to assure all actions of the
Association are in accordance with Robert’s Rules of Order, Newly
Revised. There shall be no
term limitation for the position of Parliamentarian. Regional Directors shall be appointed by the President, one
to represent each of the ten regions.
Directors shall solicit and secure membership for the Association;
conduct the regional business of the Association; communicate with each
municipality; form an association of Municipal Clerks within the Region
and support regular meetings of that association; and shall promote
certification and continuing education for the Institute and Academy.
Regional Directors shall report to the Second Vice President.
SECTION
2. Standing Committees Standing Committees, with the exception of the Executive
Committee, and notwithstanding any special committees appointed by the
President, are as follows: Audit; Budget; Constitution and Bylaws; Clerk
of the Year; Newsletter; Nominating;
Education and Professional Development; Scholarship; and Web Development. Each Committee, with the exception of the Education and Professional Development Committee, shall retain one past member for consistency, continuity and past history (whenever possible). The Education and Professional Development Committee shall retain a minimum of two (2) past members, one being the Chair from the preceding term and one additional carry over member. Duties and responsibilities of all standing committees are
delineated in the
Association’s Policies and Procedures, adopted April 24, 2003. Detailed responsibilities for Officers and Committees are located in Association’s Standards of Operations Guide. All members of the Association, in good standing,
shall be eligible to serve on any committee with the exception
of the Executive Committee. The
Executive Committee shall be elected as required in Article V, Section 2,
of this Constitution and Bylaws. Committee chairs and members shall
be appointed for one-year terms, with the exception of the Education &
Professional Development Committee who would require a commitment by the
appointed Chair to serve one additional year as a committee member after
his or her term.
If a vacancy occurs on a committee, with the exception of the
Executive Committee, the committee chair shall appoint a member to fill
the vacancy for the unexpired term, and shall inform the President
immediately upon the filling of said vacancy.
A report of the Nominating Committee shall be made to the
general membership as part of the order of business transacted during the
annual meeting. The
candidates declared elected shall be installed at the banquet following
the annual meeting business session. The
installed officers shall assume their duties immediately and shall
continue to serve until the installation of new officers at the next
annual meeting. The Annual Meeting shall be held during the month of April,
the date to be approved by the
Executive Committee with input from the host clerk. The dates and times of the Annual Meeting may be changed by a
two-thirds vote of the membership present at the previous annual meeting. The Executive Committee shall meet at least twice per year, at the Annual Meeting and once during the year, upon call of the President. Three members of the Executive committee shall constitute a quorum. Special Meetings of the Association, as deemed appropriate,
may be called by the President or at least three members of the Executive
Committee. Each member must be notified in writing not less than fifteen
(15) days before date of said meeting.
Notice shall contain the date, time and place of the special
meeting and shall also contain a statement of the reason(s) for such
special meeting. Only such
business as specified in the call can be transacted. SECTION 4. Electronic Meetings The executive committee, standing committees, and special committees are authorized to meet by telephone conference or through other electronic media so long as all the members can participate in the meeting. A written record shall be made of all actions taken.Amendments to the Association’s Constitution and Bylaws may
be proposed by the Executive Committee, by a petition signed by at least
ten (10) members in good standing,
or by the Constitution and Bylaws Committee and shall be
submitted in writing to the President of the Association. A copy of the proposed amendments shall be mailed to every
member not less than thirty (30) days before the date of the Annual
Meeting. Proposed amendments shall be presented by the President or
the Chair of the Constitution and Bylaws Committee at the Annual Meeting. The Constitution and Bylaws may be amended at any Annual
Meeting by a two-thirds vote of the members voting.
Results shall be reported before
the close of the Annual Meeting, and shall become effective immediately
thereafter. The Secretary of the Association shall mail a copy of the
amended Constitution and Bylaws to all members of the Association within a
reasonable period of time, but no later than six (6) months after the
close of the Annual Meeting. Adopted
April 2001 at the Annual Meeting of the Virginia Municipal Clerks
Association Amended April 22, 2004 at the Annual Meeting of the Virginia Municipal Clerks Association, Williamsburg, VA. Amended April 20, 2006 at the Annual Meeting of the Virginia Municipal Clerks Association, Charlottesville, VA. Amended April, 24, 2008 at the Annual Meeting of the Virginia Municipal Clerks Association, Staunton, VA. Amended April 24, 2009 at the Annual Meeting of the Virginia Municipal Clerks Association, Chesapeake, VA. |