CONSTITUTION AND BY-LAWS
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.
Officers of the Association shall be President, Vice President, Secretary, Treasurer and Southwest Representative to the State Association of Mayor’s Court Clerks.
Any vacancy in the office of the President shall be filled by the next highest rank. Vacancies in other offices shall be filled for the remainder of the vacant term by a majority vote of the members present at any regular meeting.
Any officer of the association may be removed from said office by two-thirds (2/3) vote of the members present as a whole and this vote shall be by written ballot.
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 South west Representative to the State Association of Mayors Court Clerks 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.
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 two (2) or more 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 quarterly at locations and at times and on dates, which are all, pre-determined by the membership as a body.
The President of 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 Southwest Representative to the State
Association of Mayor’s Court Clerks and a member at large elected by the membership.
The Member-at-Larges responsibilities shall include; presence at local meetings, attend state meetings as needed , fill vacancies on committees as needed and 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 or 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.
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 votes 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) (Add Rev. 7/12)