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Constitution & By-laws 2001-2002 ARTICLE I NAME
SECTION
I.
The
name of this organization shall be California Revenue Officers
Association, hereafter referred to as the Association. SECTION II. It shall be a non-profit Association devoted to promotion of increased efficiency in the collection of monies due the respective County, City, and State Agencies of the State of California under the provisions of the Welfare and Institutions Code, and any other applicable ordinances and statutes. ARTICLE II PRIMARY OBJECTIVE SECTION I. It's
particular objective shall be to further proficiency of the members through
education in the field of credit and collections. ARTICLE III GENERAL OBJECTIVES SECTION I. Toward
effectively achieving it's objective the Association shall: A. Serve as a forum for
the discussion and resolution of problems common to all members in their
collection efforts and related subjects. B. Collect, correlate,
and disseminate information of value towards collections. C. Cultivate good public
relations and promote publicity favorable to the Association, it’s aims, and
members. D. Render such aid, counsel,
and assistance to members in performance of their official duties as will best
serve to further its objectives. E. Inculcate and nurture
friendly relations among the members of the Association. ARTICLE IV MEMBERSHIP SECTION
I.
This
Association shall be constituted of all County, City, and State Agencies,
hereafter referred to as members, who endorse and promote the attainment of
the objectives of this Association. SECTION II.
Regular
Members: Those officials and employees of member City, Counties, and/or
Agencies who actively support this association and it's objectives, who are
responsible for or whose duties involve the collection of money due to the
government, and who participate in the activities and contribute to the
functions of the Association, shall be active members. SECTION III.
Associate
member: Any officer, partner, or manager of a firm having an active interest
in, and ability to contribute to the purpose of this Association may be
eligible for associate membership. The applicant shall be proposed by an
active member and sponsored by two other active members. The Board of Directors shall approve or reject the
application. If approved, and
upon payment of dues, the applicant shall become an associate member.
Membership may be transferred within the firm upon application as specified
above. Associate members shall be entitled to participate at all regular
meetings of the Association except closed meetings of the active members, and
shall not be permitted to vote, hold office, nor serve as a member of any
standing committee of the Association. They will work with the annual meeting
host and the President in providing hospitality and programs for our meetings. SECTION IV.
Honorary
Life Membership: The Association may elect to Honorary Life Membership those
persons whose service to the organization has been of such value as to merit
the distinction. ARTICLE V MEMBERSHIP DUES SECTION I. Membership
dues to regular members and Associate members shall be such amounts and due at
such times as may from time to time be prescribed in accordance with the
provisions of the By‑Laws to this Constitution. SECTION II.
No
part of the net earnings from dues will inure to the benefit of private
shareholders or individuals. SECTION III.
Honorary
Life Members shall not be subject to annual dues. MEETINGS SECTION I. There
shall be one annual meeting for the election of officers, transaction of
business, and performance of functions of the Association. This assembly shall
be known as the Annual Conference and shall be scheduled in accordance with
pertinent provisions in the By‑Laws to this Constitution. In addition to
the Annual Conference the members may hold any other meetings they deem
necessary. ARTICLE VII AMENDMENTS SECTION
I.
Any regular member of the Constitution and
By-Laws Committee may initiate amendments to this constitution. Previous
notice of such proposed change is desirable when possible but shall not be a
prerequisite thereto. Proposed
amendments must be submitted to the voting members at the Annual Conference
opening business meeting and shall require a majority vote of member City,
Counties, and/or Agencies in attendance,
at the final business meeting for adoption. ARTICLE VIII OFFICERS SECTION I. The
officers of this Association shall be a President, President-elect,
Immediate Past-President, Secretary, Treasurer, and four directors.
These nine officers shall constitute the Board of Directors of this
Association. NOMINATION FOR OFFICE SECTION I.
A Nominating Committee of three regular members
shall be elected at the Annual Conference opening business meeting. They shall
select a slate of candidates for election to office at the annual meeting,
excepting the Office of President, unless the Office of President-Electis vacant. In the event a vacancy occurs on this committee before completion
of their duties, said vacancy shall be filled by appointment made by the Board
of Directors. SECTION II.
Members
of the Nominations Committee need not be eligible for election to office in
the Association but must have been regular members in the organization for a
minimum of three years. The nominating committee shall not select any of its
members as a candidate for office. SECTION III.
The
nominating committee recommendations for officers of the Association shall be
deemed nominated. However, nothing herein shall be construed to preclude
nominations from the floor. ELECTION OF OFFICERS AND TERMS IN OFFICE SECTION I. There
shall be an election of officers during the final business meeting at each
Annual Conference. All vacant offices are to be filled at this time including
any that may be vacated by election of an officer to a different office. New
officers shall assume office immediately upon termination of elections. SECTION II.
In the event any officer of this Association
should, by reason of disability, resignation, or termination of duties in
credit and collections, become ineligible to hold office, such office shall
therefore be declared vacant and shall be filled as provided for in the
By-Laws. SECTION III.
The
President of the Association shall be elected in the following manner: Before the election of other officers, in order to
elevate the President-Elect to the Office of President, there shall be a
motion from the floor essentially as follows: "I move our President-Elect
be elevated to the Office of President of this
Association without the formality of nomination".
This motion shall be determined by ballot. If this motion is defeated,
nominations for President shall be made from the floor and the office filled
by the regular voting procedure. If
the motion is carried, the President-Elect shall assume the Office of
President as prescribed in Section I of this Article and shall serve in that
office until succeeded at the next Annual Conference.
In the event the Office of President is vacated, the President-Elect shall perform the duties of that office until the next
election of officers. SECTION IV.
The President-Elect
shall be elected at each Annual Conference.
The President-Elect shall serve until the next following Annual
Conference and succeed to the Office of President upon ratification by the
members, as provided in Section III of this Article.
If the President-Elect should vacate this office prior to that
time, the Board of Directors shall appoint a Vice-President from among
the Directors. SECTION
V.
A Vice-President shall fill the unexpired term of the
President-Elect and assume the duties of President should that office be
vacated during such term. However, such officer, appointed rather than
elected, shall serve only the unexpired term of the President-Elect,
whereupon a President shall be directly elected as such at the next Annual
Conference who shall serve until succeeded in office at the following Annual
Conference. SECTION VI.
The
Secretary shall be elected at the Annual Conference and shall serve until
succeeded in office at the second following Annual Conference. In event the
office should be vacated during this two‑year period, the Board of
Directors shall appoint a member to fill the office until the next election of
officers at which time a Secretary shall be regularly elected for a term of
two years. SECTION
VII.
The Treasurer shall be elected at the Annual Conference and shall serve
until succeeded in office at the second following Annual Conference.
In event the office should be vacated during this two-year period, the
Board of Directors shall appoint a member to fill the office until the next
election of officers at which time a Treasurer shall be regularly elected for
a term of two years. SECTION
VIII. There
shall be two or more Directors elected at each Annual Conference, who shall
serve for a period of two years. In
the event the office of any Director, other than President, President-Elect,
Secretary, or Treasurer should be vacated in the interval between Annual
Conferences, the Board of Directors shall appoint an eligible member to fill
such vacancy until the next election of officers. POWERS AND DUTIES OF OFFICERS SECTION I.
The
duties of the President of the Association shall be: A.
To preside over the Annual Conference, and such other meetings of the
Association. B.
To appoint all committees, and to serve as ex‑official member of
all committees without vote, excepting that the President shall not appoint
nor act as a member of the nominating committee during his or her term of
office. C. To serve as Chairman of the
Board of Directors and to keep the other Directors currently advised on all
matters pertaining to the Association. D.
To be the senior official representative of the Association, and handle
the correspondence with the help of the Secretary and Treasurer of the
Association. E.
To direct any disbursement of funds of the Association in the interval
between Annual Conferences. Such
disbursement of funds may be directed only with the approval of a majority of
the Board of Directors. F.
To keep all members currently advised in all matters of general and
immediate interest. G.
To perform such other acts as may be required for the good of the
Association, together with such duties as are usually prescribed for this
office. SECTION
II. The
duties of the President-Elect or Vice-President of the Association
shall be: A.
To perform the duties of the President in his or her absence. B.
To perform the President's duties as delegated by the President. C.
To serve as a member of the Board of Directors. D.
To update and maintain Association Directory. SECTION III.
The duties of the Secretary shall be: A. To keep record of the
membership of the association and address of each member, and to notify all
members of changes thereof when practical. B. To keep permanent
records of all proceedings of the Annual Conference, and other such meetings
as affect the affairs of the Association. C.
To supervise recording of the minutes, lectures, and proceedings, while
the Association is convened. D.
To act as a Director of the Association and to keep records of the
actions of the Board of Directors, whether such actions be in meeting or by
mail. E. To render such
assistance to the President as is practicable in handling of the
correspondence of the Association. F. To receive, hold, and
maintain all Association secretarial files, records, and property in custody
of his/her predecessor immediately following adjournment of the Annual
Conference at which he/she is elected. To
pass on and deliver to his/her successor all Association secretarial files and
records in like manner. In the
event he/she is succeeded in office in the interval between Annual
Conferences, then he/she shall deliver such material to the President, or to
the President’s appointed representative. SECTION IV.
The duties of the Treasurer shall be: A.
To
receive, keep, and maintain accurate records of monies received by the
Association.
B.
To notify members who become delinquent in payment of fees or dues.
C. To keep and maintain
adequate accounts of all business transactions of the Association, including
accounts of its assets, liabilities, receipts, and disbursements.
Fiscal records relevent to the Association’s Internal Revenue Service
responsibilities shall be maintained for the immediate past three consecutive
years. D. To disburse the funds of
the Association as directed by the members at any Annual Conference or by the
Board of Directors at other times. E.
To act as a Director of the Association. F. To receive, hold, and maintain all Association treasury files,
records, and property, in custody of his/her predecessor immediately following
adjournment of the Annual Conference at which he/she is elected.
To pass on and deliver to his/her successor all Association treasury
files, records, and property in like manner.
In the event that he/she is succeeded in office in the interval between
Annual Conferences, then he/she shall deliver such material to the President,
or to the President’s appointed representative.
To render to the President and the membership, whenever required an
accounting of all transactions as Treasurer, and of the financial condition of
the Association. He/she shall
also present a complete report of the financial condition of the Association
at each Annual Conference. SECTION V. The
duties of the Immediate Past‑President shall be: A.
To serve as chairman of the membership committee. B.
To serve as a member of the Board of Directors. C.
To perform duties as delegated by the President. POWERS AND DUTIES OF THE BOARD OF DIRECTORS SECTION I.
The Board of Directors shall have general charge of
the property, control and management of the affairs and funds of the
Association; final authority over the act of committees and officers; and of
all acts and functions consistent with this Constitution and By‑Laws; or
with any action taken by the members in a business meeting at the Annual
Conference. Such charge and authority may be exercised only in the interval
between such business meetings and shall include authority to make such policy
decisions for the Association as are consistent with this Constitution, any
By‑Laws, or the previous actions of the members. No major policy
decision can be delayed until the next Annual Conference. SECTION II.
The
Board of Directors, by unanimous vote, may make temporary amendments to the
By-Laws to this Constitution to meet unforeseen emergencies and
contingencies. Such temporary amendments must be ratified by two‑thirds
vote of the members in attendance at the next Annual Conference in order to
become a part of the By‑Laws. SECTION III.
In the event the Office of
Treasurer is vacated in the interval between Annual Conferences, the Board of
Directors shall direct the President to withdraw Association funds from the
Bank or Credit Union where deposited and transfer them to the appointed
Treasurer. BY-LAWS TO THE CONSTITUTION OF THE CALIFORNIA REVENUE OFFICERS ASSOCIATION MEETINGS SECTION I. In
accordance with Article VI, Section I of the Constitution, this Association
shall hold an Annual Conference for all members. Date, place and length of each
Annual Conference shall be determined two years in advance by vote of the
members at the Annual Conference. SECTION II.
To
provide for the orderly rotation of Annual Conferences, and to achieve a measure
of geographical balance for the election of officers for the Association, the
State of California shall be divided into three regions. The Regions are as
follows: A.
Northern Region which shall be Marin, Napa, Solano, Sacramento, El Dorado
Counties, and all counties located to the north of these. B.
Central Region which shall be bounded by and include San Francisco,
Contra Costa, San Joaquin, Amador and Alpine Counties on the north and shall be
bounded by and include San Luis Obispo, Kings, Tulare, Fresno, and Inyo Counties
on the south and include all counties within these boundaries. C.
Southern Region shall be Santa Barbara, Kern and San Bernardino Counties
and all counties south of these. SECTION III.
The
members of the Regions may arrange such regional meetings as they elect. The
date, place, and length of each regional meeting shall be determined by the
members of each region. Notice to all members in each region shall be given not
less than thirty days prior to the meeting. All members may attend any meeting
of the Association. SECTION IV.
All
formal meetings of the Association shall be conducted as prescribed in Robert's
Rules of Order, Revised, provided that the Chairman of any meeting may cast any
vote when he/she is the sole member present from his/her City, County and/or
Agency. SECTION V. Annual
and regional conference committees are to be established and their committees
shall set up the annual and regional conference. ORDER OF BUSINESS SECTION
I.
The order of business during the business meeting at Annual Conferences
shall be as prescribed below, provided however, that this shall not prevent the
Association from taking up any item of business of an urgent nature out of it's
regular order and making disposition thereof, except amendments to the
Constitution. A.
OPENING SESSION 1.
Roll Call 2. Any portion of the following items that may require extensive
consideration by committees, or the general membership, before final action: A. Report from the Secretary of action taken by the Board of
Directors. B.
Reports of standing committees. C.
Reports of special committees. D.
Unfinished business. E.
New business. F.
Election of nomination committee. G.
Election of audit committee. 3. Appointment of any committees necessary to comply with Section I, A,
2. 4.
Adjourn until the last day of the conference. B.
CLOSING SESSION 1.
Call to order from adjournment. 2.
Roll Call of voting members. 3.
Reading of the minutes of the previous business meeting. 4.
Report from the Secretary of action taken by the Board of Directors. 5.
Report of the Treasurer. 6.
Report of standing committees and discharge of those committees. 7.
Report of special committees and discharge of those committees 8.
Unfinished business. 9.
New business. 10.
Election of the President from President-Elect. 11.
Nominations and elections of office. 12.
Seating of the new President, President-Elect, Immediate Past‑President, Secretary, and
Treasurer, if newly elected. 13.
Selection of date, place and length of the Annual Conference (two years
in advance). 14.
Appointment of new standing committees and any special committees. 15. Instruction
to committees. 16.
Arrange for transcription and mailing of the minutes. 17.
Any discussion of matters the new President wishes to present to the
members prior to adjournment. 18.
Adjourn. MEMBERSHIP DUES SECTION I. The
amount of annual membership dues shall be Seventy-Five Dollars ($75.00) per member
department in each City, County and/or Agency, due and payable on or before the
Annual Conference date of each year for the current fiscal year. SECTION II.
Associate
members shall pay annual dues of one hundred dollars ($100.00) per company, due
and payable on or before the Annual Conference. This is separate and apart from
vendor fees charged for attending and having a display at an Annual Conference. SECTION III.
Regular
and associate members’ dues must be current in order to attend the Annual
Conference. In the event that any member should fall in arrears in their payment
of dues, the Treasurer shall notify the designated member within sixty days
thereafter. SECTION
IV.
The amount and date of payment of dues as set forth
in these By‑Laws shall be subject to change upon a two‑thirds vote
of the members at an Annual Conference and without the formality of amending
these By‑Laws. VOTING SECTION I. All
members shall have equal voice in discussion at all formal meetings of the
Association. The right to vote shall be restricted to the regular members. In
the event a regular member is unable to attend the meeting at which a vote is
called for, the member is authorized a proxy vote. Associate members cannot
vote. SECTION II.
Voting
for the purpose of electing officers of this Association shall be by written
ballot excepting in the event there is only one nominee for a particular office,
in this case, voting shall be by roll call. SECTION
III.
Other items of business shall ordinarily be by voice, provided however,
that the President may in his or her discretion, or at the request of two or
more members direct the Secretary to poll the members by calling the roll. SECTION IV.
Members
representing two‑thirds members in attendance at the Annual Conference
shall constitute a quorum for the transaction of business at any regularly
scheduled business meeting at any Annual Conference. FUNDS SECTION I. In
accordance with Article XI, Section IV A through G, of the Constitution, the
Treasurer shall receive, hold and maintain adequate records on all monies
received into the Association. While
in possession of Association funds he/she shall keep them on deposit in a joint
tendency with the President, in a checking and/or savings account(s) of a
commercial bank which is insured by the Federal Deposit Insurance Corporation or
a Credit Union insured by the National Credit Union Administration and advise
the members of the Board of Directors of the name and address of said bank or
credit union. SECTION II.
Disbursement
of Association funds shall be made only in accordance with Article XI, Section
IV D of the Constitution of this Association. SECTION III.
Upon proper written authorization, the Treasurer or
President shall sign all checks to be drawn against the treasury of this
Association. ARTICLE
VI PUBLISHING
MINUTES SECTION I. To
promptly implement formal actions of the Association business meeting, it is
essential that minutes of said meeting be transcribed and published to all
members within 30 days following each Annual Conference. Arrangement for the
prompt transcription and mailing of the minutes of the business meeting shall be
the responsibility of the Secretary of the Association. Appropriation of the
necessary funds shall be made during the annual business meeting based on
estimates submitted by the Secretary.
COMMITTEES SECTION I.
Before the close of the Annual Conference, the new President shall
appoint from the general membership of the Association as many standing and
special committees as required for the proper and productive functioning of the
Association. Members of committees shall serve until discharged during the
following annual convention. SECTION
II.
The following standing committees shall be
appointed at each annual convention: A.
PLANNING:
This
committee shall be in charge of planning, arranging and providing for the
next Annual Conference. The chairman shall be a personal member from the Agency which shall next
host the Annual Conference. The
Board of Directors shall be the other members of the committee. This committee
shall be charged with providing for: 1.
The agenda, including the speaker for the Conference. 2. Mailing of
programs and lists of housing facilities to members. 3.
Meeting Rooms. 4.
Recording of the minutes, lectures and proceedings while the Association is convened under supervision of
the Secretary. 5.
Food, refreshments and entertainment. 6.
Where possible, the committee shall arrange for newspaper and other publicity covering the Conference. B.
AUDITING: This
committee, consisting of the two members, shall audit the books and funds of the Association prior to the
final business meeting at each Annual Conference and submit their report
at the final business session. C.
MEMBERSHIP: This committee, consisting of three members, shall endeavor
to recruit as members those City, County and State Agencies that maintain
collection personnel and are not members of the Association.
The immediate Past‑President shall serve as chairman of this
committee. SECTION
I.
The By‑Laws of this Association may be amended by two‑thirds
vote of the regular members in attendance at the next Annual Conference. Notice
of such proposed changes shall be submitted to the members sixty days prior to
the next Annual Conference. |
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