CALIFORNIA REVENUE OFFICERS ASSOCIATION
CONSTITUTION
and
BY-LAWS
CONSTITUTION OF THE CALIFORNIA
REVENUE OFFICERS ASSOCIATION
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 Cities, Counties, Special Districts, and Governmental entities of the State of California.
ARTICLE II
PRIMARY OBJECTIVE
SECTION I. Its 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 its 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 in the field of collections.
C. Cultivate good public relations and promote publicity favorable to the Association, its aims, and members.
D. Render such aid, counsel, and assistance to members in the performance of their official duties to further consistency in collections.
E. Promote the continuous growth of the Association and nurture friendly relations among it members.
ARTICLE IV
MEMBERSHIP
SECTION I. This Association shall be constituted of all Cities, Counties, Special Districts, and Governmental entities 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 Cities, Counties, Special Districts, and Governmental entities who actively support this association and it's objectives, who are responsible for or whose duties involve the collection of money due 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. During the opening business meeting of the annual conference a majority vote of the participants present will approve or reject nominations of Honorary Life Memberships. Approved nominations will be announced during the Annual Conference.
ARTICLE V
MEMBERSHIP DUES
SECTION I. Membership dues to regular members and Associate members shall be such amounts and due at such times as prescribed in accordance with the provisions of the By‑Laws to this Constitution.
SECTION II. Monies expended to individuals in the course of duties prescribed by the Association, as deemed necessary for the furtherance of the cause, will be approved by a majority vote during the Associations business meetings.
SECTION III. The benefits of Honorary Life Members are the waiver of annual dues, and conference registration fees.
ARTICLE VI
MEETINGS
SECTION I. There shall be one annual event 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, members of the Board are authorized to participate in a conference planning session, which shall incorporate a stay in the facility hosting the annual conference and reimbursement for reasonable expenses associated with Conference planning.
ARTICLE VII
AMENDMENTS
SECTION I. Proposed amendments must be submitted in writing to the voting members at the Annual Conference opening business meeting and shall require a majority vote of member Cities, Counties, Special Districts and Governmental entities 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.
ARTICLE IX
NOMINATION FOR OFFICE
SECTION I. A Nominating Committee of three regular members shall be elected or appointed 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-Elect is 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 two 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. Nothing herein shall be construed to preclude nominations from the floor.
ARTICLE X
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. The outgoing Secretary will maintain responsibility to type and distribute minutes from the Annual Conference closing business meeting. The incoming Secretary’s responsibilities begin with the acceptance of materials from the outgoing secretary. This should be done within 45 days of the annual conference conclusion.
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. If an officer is deemed unable to perform there occupational duties it shall also be deemed to include Association Responsibilities, and the remedy outlined in the by-laws will be enforced within thirty days.
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 the President for the remainder of the term, if installed per Section III of this Article. The President will continue to serve the in the position until succeeded by the next president elect. At no time shall a Presidential term exceed two years.
SECTION IV. The President-Elect shall be elected at each Annual Conference. The President-Elect shall serve until the next 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 President-Elect from among the Directors.
SECTION V. Should a director be elevated to the President Elect position during his/her term an appointment shall be made to fill the vacated board member position from the candidates deemed eligible at the closing business meeting. A member is deemed an eligible candidate for appointment if there was a nomination and approval during the closing business meeting for any open board position.
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 as outlined in this section to fill such vacancy until the next election of officers.
ARTICLE XI
POWERS AND DUTIES OF OFFICERS
SECTION I. The duties of the President of the Association shall be:
A. To preside over the Annual Conference, preplanning session and other meetings of the Association.
B. To appoint committees, 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 of the Association shall be:
A. In the event the Office of President is vacated, the President-Elect shall perform the duties of the President for the remainder of the term, if installed per Section III of this Article.
B. To perform the President's duties as delegated by the President in his or her absence.
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 permanent records of all proceedings of the Annual Conference, and other such meetings as affect the affairs of the Association.
B. To record the minutes, lectures, and proceedings, while the Association is convened and to distribute as outlined in the by-laws.
C. 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.
D. To render such assistance to the President as is practicable in handling of the correspondence of the Association.
E. To receive, hold, and maintain all Association secretarial files, records, and property in custody of his/her predecessor.
F. To pass on and deliver to his/her successor all Association secretarial files and records within 45 days of the conclusion of the annual conference or once the final minutes have been scribed and distributed which ever is sooner. 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 within 45 days.
SECTION IV. The duties of the Treasurer 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 receive, keep, and maintain accurate records of monies received by the Association.
C. To notify members who become delinquent in payment of fees or dues.
D. To keep and maintain adequate accounts of all business transactions of the Association, including accounts of its assets, liabilities, receipts, and disbursements. Fiscal records relevant to the Association’s Internal Revenue Service responsibilities shall be maintained for the immediate past three consecutive years.
E. 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.
F. To act as a Director of the Association.
G. 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 and pre-planning session.
H. To maintain an inventory supply list, which shall be part of the annual report, presented during 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.
D. To assist the President-Elect in the updating and maintaining of the Association Directory.
ARTICLE XII
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.
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 closing business meeting 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. Should this occur the records of withdrawal and redeposit should be reviewed and approved within five working days by the remaining board members.
BY-LAWS TO THE CONSTITUTION OF THE
CALIFORNIA REVENUE OFFICERS ASSOCIATION
ARTICLE I
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 closing Business Meeting during 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 Board of Directors has been approved to participate in a pre-planning session, at the facility chosen to host the upcoming annual conference. The Board will elect at it’s annual conference close of business meeting two members to serve as a site selection committee for the second year conference whose geographical location has been determined but whose facility has yet to be determined.
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, Special District, or Governmental entity
ARTICLE II
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:
- Report from the Secretary of action taken by the Board of Directors.
- Reports of standing committees.
- Reports of special committees.
- Unfinished business.
- New business.
- Election of nomination committee.
- 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.
ARTICLE III
MEMBERSHIP DUES
SECTION I. The amount of annual membership dues shall be one hundred dollars ($100.00) 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.
ARTICLE IV
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. Each dues paying entity is afforded one 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. A quorum shall consist of two-thirds members in attendance at a regularly scheduled business meeting during the Annual Conference.
ARTICLE V
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 45 days following each Annual Conference. Arrangement for the prompt transcription and publishing of the minutes of the business meeting shall be the responsibility of the Secretary of the Association. Electronic distribution of the minutes to board members and the general membership to the extent possible has been deemed an acceptable method of disbursement.
ARTICLE VII
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. SITE SELECTION COMMITTEE: This committee, consisting of the two members from the Board of Directors who shall be in office during the conference whose site is being selected.
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 Cities, Counties, Special Districts, and Governmental entities that maintain collection personnel and are not members of the Association. The immediate Past‑President shall serve as chairman of this committee.
ARTICLE VIII
AMENDMENTS
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 closing business meeting. Notice of such proposed changes shall be distributed to members at the opening business meeting.
