MISSOURICITYCLERKS

ANDFINANCEOFFICERSASSOCIATION

BYLAWS

ADOPTED ON SEPTEMBER 16, 2014

ARTICLE I: NAME

Thenameofthisorganizationshallbe“MissouriCityClerkandFinanceOfficersAssociation”anditshallbeknownas the“MissouriCCFOA.”

ARTICLE II: LOGO

ThelogooftheMissouriCityClerksandFinanceOfficersAssociationshallbeanoutlineoftheStateofMissouribearingtheletters “CCFOA.”

ARTICLE III: PURPOSE

ThepurposeoftheAssociationshallbetopromotethegeneralwelfareofthemunicipalitiesandtostrivetowardeverimprovingadministrativetechniquesusedintheoperationofmunicipalgovernments by:

1.CooperatingwiththeMissouriMunicipalLeagueincarryingoutthepurposessetforthintheLeague’s ConstitutionandBylaws.

2.PromotinganddevelopingtheAssociationasanagencyfortheprofessionalbenefitofMunicipalClerks,FinanceOfficersandotherofficialsorpersonswiththesameandsimilarpowersandduties.

3.EstablishingandimprovingmethodsandproceduresingovernmentalrecordkeepingandfinanceinMissouriasdevelopedandrecommendedbytheInternationalInstituteofMunicipalClerks,theGovernmentFinanceOfficersAssociationandotherrecognizedauthorities inthefieldof municipaladministration.

4.Developingabetterunderstandingbythemembersoftheirduties,obligationsandresponsibilities.

5.Promotingmutualcooperationandassistancebetweenmunicipalofficialsandallotherpersonsinvolvedingovernmentaladministration.

6.Promotingthecauseofgoodgovernmentinmunicipalitiesbyperformingserviceswhichmaybestmeettheinterestsandneedsofthepublicasefficientlyandeffectivelyaspossible.

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ARTICLE IV: MEMBERSHIP

The following types of Association membership and eligibility requirements are herebyestablished.

1.ActiveMember

MunicipalClerks,FinanceOfficersandsuchothermunicipalofficialsorpersonswiththesameorsimilarpowersanddutieswhoareactivelyaffiliatedwithamunicipalitylocatedintheState ofMissouri.

2.LifeMember

MunicipalClerksandFinanceofficerswhoservedinthatcapacityatleastten(10)yearsandheldactivemembershipintheAssociationsforatleastten(10)yearsfromendofactiveprofessionalservice.Uponrenewedemploymentinmunicipalservice,themembershallbereinstatedtoactivemember status.

3.AffiliateMember

FormerMunicipalClerks,FinanceOfficersandsuchothermunicipalofficialswhonolongerholdofficebutwhodidnotretirewhileinsuchpositionanddesiretomaintainaninterestintheAssociation.Uponrenewedemploymentinmunicipalservice, themembershallbereinstatedtoactivemember status.

4.AssociateMember

Representativesofbusinesses,publicutilities,educationalinstitutions,governmentalagencies andother politicaljurisdictionsinterestedinthewelfare ofthis Association.

5.Honorary Member

HonorarymembershipmaybebestowedbythepresidentwiththeapprovaloftheBoardofDirectorsandshouldonlybeproposedforthosepersonswhohaveservedtheAssociationinaspecialway andarenoteligibleforanotherform of membership.

ThehonorarymembershipshallonlybegoodaslongasthepersonisassociatedwiththeMoCCFOA.

NoannualduesshallbeassessedtoHonorary Members.

HonoraryMembersshallnotserveoncommitteesandmustrequesteachyeartoreceivetheAssociationNewsletter.

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ARTICLEV: DUES

ThefiscalandmembershipyearoftheAssociationshallbeMay1throughApril30.DuesshallbepayablebyMay 1of eachyearintheamountsetforthherein:

1.Active Member – Based upon the population of the member’s municipality asestablishedby thelatestfederalcensus, the annualduesshallbeas follows:

POPULATION / AMOUNT OFDUES
Lessthan10,000 / $25.00
10,0000–30,000 / $35.00
Over30,000 / $50.00

Whenthereismorethanone(1)ActiveMemberfromamunicipality,afeeof$15.00peryearshallbepaidfor eachadditionalmember.

2.LifeMember–Noannualduesshallbeassessed

3.AffiliateMember –$25.00annually

4.AssociateMember –$35.00

5.Honorary Member–Noannualduesshallbeassessed

ShouldanActiveMemberleavehisorherrespectivecityofemploymentforanyreason,thepaidmembershipshallremainwiththeActiveMember’ssaidcity,notwiththeActiveMember.Exception:anycurrentpaidmembershipmaytransferwiththeActiveMembertoanewcity,upondocumentationbeingprovidedtotheTreasurer that suchdueswerepaidpersonally by theActiveMemberwithnosubsequent reimbursementby saidcity.

Ifamemberissix(6)monthsdelinquentinpaymentofdues,writtennotificationshallbesenttohim/her by theTreasurer andifpaymentisnot thenmade, themembershallbesuspendedfromtheAssociation.

Uponwrittenrequestreceived,theTreasurermay,withtheadviceandconsentoftheofficers,waivetheduesequivalenttoaoneyearmembership,formemberswhosecitieshaveexperiencedadisaster.Asreferencedherein,disasterisdefinedasanyeventforwhichtheStateorFederalgovernmentissuedaformaldisasterdeclarationincludingthecity,fortheperiodMay1ofthepreviousmembershipyearthroughOctober1ofthecurrentmembershipyear.Suchwaiver,ifgranted,shallbenotedintheofficialrecordofmembershipforthemembershipyeartowhichitpertains.AnyactionbytheTreasurerinwaivingmembershipduesasprovidedinthissectionshallbesubmittedforratificationbytheExecutiveBoardatitsnextmeeting.

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ARTICLE VI: PRIVILEGES OFMEMBERSHIPANDCERTIFICATIONOPTIONS

Division1.Membership

AllmembersmayattendallmeetingsoftheAssociationandspeakatsuchmeetings.AllmembersmayserveoncommitteesexceptHonoraryMembers.AllmembersshallreceivetheAssociationNewsletterexceptthatLifeandHonoraryMembersmustrequesteachyeartoberetainedonthemailinglist. Active,LifeandAffiliateMembers maymakemotions andvote.

OnlyActiveMembersshallbeeligibletoserveasCommitteeChairmenandholdofficeintheAssociationor serveontheExecutiveBoard.

OnlyregisteredattendeesandpaidguestsshallbeallowedinMoCCFOAsponsoredsessions,banquetsandmeals.Childrenshallnot beallowedinhospitality rooms.

Division2.Certification

1.TheMissouriCityClerksandFinanceOfficersAssociationshallmaintainacertificationprogram.

2.ThisprogramshallbemanagedbytheAssociations’EducationDirector,contractedthroughanaccrediteduniversity, withtheassistance of theCertificationCommittee.

3.Levelsofcertificationshallbe:

  • MissouriRegisteredCityClerk(MRCC)
  • MissouriRegisteredCityClerk–Continuing(MRCC)
  • MissouriRegisteredCityClerk–Sustaining(MRCC)
  • MissouriProfessionalCity Clerk(MPCC)

4.Allapplications for certificationshallbe reviewedby theCertification Committee.

  • Intheeventofadiscrepancy,irregularityorotherissueonanapplication,theCertification Committee ChairmanmayconsulttheCertificationCommitteebeforemakingadeterminationontheapplication.
  • AnapplicantmayappealanadverserulingfromtheCertification CommitteetotheExecutiveBoard.

ARTICLE VII: OFFICERS,DIRECTORSANDEXECUTIVEBOARD

OfficersandDirectorsshallbeActiveMembersoftheAssociationduringtheirfulltermofofficeandshallservewithoutremuneration.

Officers

1.The officers of the Association shall be: President, President Elect, Secretary andTreasurer.

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2.Thetermofofficeshallbeone(1)year.TermofofficeshallbefromMay1throughApril30.

3.TheOfficersshallhavecompletedatleastone ofthefollowing:

a.Attendedat least four (4)MoCCFOASpringInstitutes

b.BeorhavebeenanofficerinalocalDivision

c.Previously heldthepositionofDirector

4.TheOfficersshallhaveattainedtheMissouriRegisteredCityClerk(MRCC)ortheIIMCCertifiedMunicipalClerk(CMC)designation.

Directors

1.Thereshallbeone(1)Directorfromeachofthefollowingnine(9)geographicareasoftheState:Northeast,Eastern,Southeast,Central,SouthCentral,Northwest,Western,Southwest,andEast Central.

2.DivisionDirectorsshallhaveattainedtheMissouriRegisteredCityClerk(MRCC)ortheIIMCCertifiedMunicipalClerk(CMC)designationandshallhaveattendedatleastoneSpringInstituteandbeanactivememberofthedivisiontheyrepresentforaminimumoftwo(2)years.

3.Thereshallbefive(5)directorselectedin1996andeveryevenyearthereafterandfour

(4)directorselectedin1997andeveryoddyearthereafter,eachforatermoftwo(2)years. Termsofofficeshallbefrom May 1untilApril30.

Followingisthescheduleforelections ofDirectorsby Division:EvenYears:

CentralNorthwestern

EastCentralSoutheastEastern

OddYears:

NortheastSouthwest

SouthCentralWestern

ExecutiveBoard

1.TheExecutiveBoardshallconsistofthefour(4)electedofficers,nine(9)DirectorsandtheImmediatePast President.

2.ActivePastPresidents shallserveasex-officiomembers oftheExecutiveBoard.

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ARTICLEVIII:DUTIESOFOFFICERS,DIRECTORS,IIMCANDMMLDIRECTORSANDEXECUTIVEBOARD

ThePresidentshall:

1.Presideat allduly calledmeetings oftheAssociationandExecutiveBoard.

2.Appointmembersofallstandingandspecialcommitteesneededtocarryoutthegoals,objectivesandprograms oftheAssociation, except theNominatingCommittee.

3.Serveasex-officioofficerofallcommittees,excepttheNominatingCommittee.

4.Callspecialmeetingsas providedinArticleIX.

5.Perform all other administrative duties as directed by the Executive Board or themembershipoftheAssociation.

6.Assigncommitteechairmenpriortocommitteesbeingannounced,withtheexceptionoftheBudgetCommittee,whichischairedbytheTreasurer.

ThePresident-Elect shall:

1.Intheabsenceof,orattheexpressedrequestofthePresident,presideandperformthedutiesofthePresident.

2.Performany administrativedutiesassignedby thePresident.

a.StatePins–AstatepinwhichrepresentstheentirestateshallbechosenbythePresident-Elect,ifincludedintheannualbudget.ThedesignwillbepresentedtotheExecutiveBoardatthesemi-annualfallmeetingforapproval.Onceapproved,thepinwillbeorderedandmadeavailableforSpringInstituteandIIMC.

3.AutomaticallybecomePresidentfortheunexpiredtermintheeventthePresidentisunabletofulfill theobligationsoftheoffice.

4.Assist the President with program planning and execution for the Spring and FallbusinessmeetingsandtheannualSpringInstitute.

5.ArrangetheinstallationofincomingofficersduringtheannualbanquetandarrangeforanappropriateplaqueorgiftfortheretiringPresident.

6.AutomaticallyascendtothepositionofPresidenteffectiveMay1,followinginstallationintheoffice.

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TheSecretaryshall:

1.KeepapermanentrecordofallbusinessmeetingsoftheAssociationandmeetingsoftheExecutiveBoard.

2.Prepareandsendnoticesofallmeetingsingoodstandingatleastthirty(30)daysinadvanceofthedateofthemeeting.NoticesandminuteswillbeemailedtoeachmemberunlessspecifiedontheduesnoticeorbytelephonetotheSecretarythatthememberdoesnothaveemail,inwhichcasethenoticeandminutes willbemailed.

3.MaintainalistofallcommitteesandalistingofanyStandingorSpecialRulesadoptedby theAssociationaswellasacurrentcopy of theAssociationBylaws.

4.IntheabsenceofthePresidentandPresident-Elect,callthemeetingtoorderandproceedwiththeelection ofachairmanprotempore.

5.Process thecorrespondencefortheAssociation.

6.PrepareminutesoftheproceedingsofeachbusinessmeetingoftheAssociationandExecutiveBoardtobeduplicatedanddistributedtothemembers forapprovalatthenextmeetingofeachbody.

7.Maintainaroster ofallmembers.

TheTreasurershall:

1.SendannualstatementofduespayabletoallmembersoftheAssociationandreminders whennecessary,as setforthinArticleV.

2.Collectallduesandfeesreceivableandprovideofficialmembershipcardstonewmembersandtomembersrequestingcardswithinthirty(30)daysafterreceiptoftheirdues.

3.Pay allproperly approvedAssociationbillsandinvoices.

4.Preparebiannualfinancialreportsofallincomeandexpenditurestobeduplicatedanddistributedtothemembersprior toeachregular meetingoftheAssociation.

5.ServeasChairmanoftheBudgetandFinanceCommitteewhichshallprepareaproposedbudgetforthefollowingfiscalyeartobesubmittedtotheAssociationmembershipfor their approvalattheregularSpringmeeting.

6.ProvidetheAuditCommitteewithcurrentandcompleterecordsby May31.

7.Providethenamesofnew memberstotheMembershipCommittee.

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TheDirectorsshall:

1.Preparereportsonhappeningsintheirarea,atleastquarterly,tobeincludedintheAssociation’sQuarterlyNewsletterbasedonthedeadlinesdeterminedby theNewsletterCommittee.

2.ParticipateactivelyinExecutiveBoard,Association,andDivisionalmeetingstotheextentpossible.

3.ServeasthemembersoftheNominatingCommittee.

4.NotifytheRetirement“CircleofFriends”CommitteeandthePresidentofanypendingretirements.

MMLDirector –Electedby themembershipandservesuptotwo(2), two-yearterms.

Qualifications:

1.HaveattainedtheMissouriRegisteredCity Clerk(MRCC)ortheIIMC CertifiedMunicipalClerk(CMC)designation.

2.HavebeenaMunicipalClerk forthree(3)years.

3.Havebeenamember oftheMoCCFOAfor three(3)years.DutiesandResponsibilities:

1.RepresentMoCCFOAatregularandspecialmeetingsoftheMissouriMunicipalLeagueBoardofDirectors.

2.AttendMMLconferences.

3.ReportMMLactivitiestothemembershipatMoCCFOAsemi-annualbusiness meetings.

IIMCDirector–Electedbythemembershipandservesathree-year(3)onarotatingbasiswithother RegionVII stateof IllinoisandKansas.

Qualifications:

1.HaveattainedtheIIMCCertifiedMunicipalClerk(CMC)designation.

2.HavebeenaMunicipalClerk forthree(3)years.

3.Havebeenamember ofIIMCfor three(3) years.

4.HaveattendedatleasttwoIIMCAnnualConferences.DutiesandResponsibilities:

1.MustattendallmeetingsoftheIIMCBoardofDirectors–after2absences,willbereplaced.

2.MustbeanactiveparticipantattheIIMCBoardmeetings–havingreadthepacketpriortoarrivingatthemeeting.

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3.Beabletoparticipateinteleconferencemeetings asneeded.

4.Ensurethattheopinions,desires,andwishesoftheClerksinRegionVIIarefullyrepresentedtoIIMC.

5.EnsurethatthedecisionsmadebyIIMCandtheactionsoftheBoardofDirectorsarecommunicatedtothemembers ofRegionVII.

6.RepresentIIMConbehalfofthePresident,theExecutiveCommittee,andtheBoardofDirectors at StateandRegionmeetings,ifrequired.

7.AssistinconductingaRegionVII Conferenceeachyear.

8.AssistinorganizingaRegionVII DinnerattheIIMCAnnualConference.

9.Beavailabletoanswerquestions regardingIIMCandCertification.

10.Travelisrequired.MustbeabletoattendtheIIMCAnnualConference,theMid-YearBoardmeetingandtheIIMCRegionmeeting.

TheExecutiveBoardshall:

1.AttendtotheaffairsoftheAssociationandperformsuchotherdutiesasareormaybespecifiedintheRulesor by orderofthemajority oftheAssociation.

2.Designatethetimeandplaceofeachregular meetingoftheAssociation.

3.Fillanyvacancy,exceptPresident,andappointtheNominatingCommitteeassetforthinArticleX.

4.InvitePastPresidentsoftheAssociation,whoareactiveintheAssociation,toparticipate,withoutvote,inExecutiveBoardmeetings.

ARTICLE IX: MEETINGSAND QUORUMS

1.TheAssociationshallholdtwo(2)regularbusinessmeetingsperyear,one(1)intheSpringandone(1)intheFall,atatimeandplacetobedesignatedbytheExecutiveBoard.NoticeshallbeemailedtoeachmemberbytheSecretaryatleastthirty(30)daysinadvanceofeachregularmeeting.IfamemberhasspecifiedontheduesnoticeorbytelephonetotheSecretarythatmemberdoesnothaveemailthenoticewillbemailed.Thirty-five(35) members oftheAssociationshallconstituteaquorum.

2.TheExecutiveBoardshallmeetatleasttwiceayearinconjunctionwiththeregularmeetingsoftheAssociation.Eight(8)membersoftheExecutiveBoardshallconstituteaquorum,providedatleast two(2)officersarepresent.

3.Special Meetings of the Association or Executive Board may be called by the President or by three (3) members of the Executive Board provided written notice is received by the members at least fifteen (15) days in advance. Upon annual approval by each Board member, notification of Executive Board meetings via email to those members, shall qualify as written notice. At special meetings only those matters specified in the notice may be considered unless a revised agenda is adopted by the majority present at the special meeting. Special meetings of the Executive Board are permitted to be held electronically.

4.Emergency meetings of the Executive Board may be called by the President or by three (3) members with no less than twenty-four (24) hours notice. The emergency meetings of the Executive Board are permitted to be held electronically.

ARTICLE X: NOMINATIONS AND ELECTIONS

TheNominatingCommitteeshallconsistofnine(9)members,oneDirectorfromeachDivisionandaChairman,designatedbythePresident,whoshallbesomeoneotherthantheDirectorsandshallbeanon-votingmemberoftheCommittee.ThePresidentshalldesignatetheChairman,priortotheOfficersandCommitteesRetreat.Thiscommitteeusuallymeetsbyemail.IfaDivisionDirectorfilesaStatementofInteresttobeanofficeroftheAssociation,his/herdivisionwillappointamembermeetingthequalifications forDivisionDirectortoserveasthat division’svotingmember oftheNominatingCommittee.

TheNominatingCommitteeshall:

1.Solicitnominationsandlettersofinterestfromthemembershipofactivemembers,withatleasttheMRCC/CMCdesignation,and,tobeconsideredasnomineefortheTreasurerposition,havingservedatleastoneyearontheBudgetCommittee.Acceptandreviewnominationsfrommembers.Nominationswithoutapplicationswillalsobeaccepted.Notify allcandidatesoftheresultsofthefinal slateofofficersbeingnominatedtotheBoardbeforetheSpringInstitute.Verifyqualificationsandassurenomineeiswillingtoserve.

2.Nominateatleastone(1)personwhohasconsentedtoserve,ifelected,foreachofficetobefilled.

3.ProvidethePresidentwiththeirreporttobeincludedinthenoticeofmeetingsenttothemembersprior totheSpringmeeting.

Nominationsmaybemadefromthefloorprovidedtheconsentofthenomineehasbeenobtainedandthenomineehasattainedat least theMRCC/CMCdesignation.

TheelectionofOfficersandDirectorsshalltakeplaceduringtheregularAssociationmeetingheldintheSpring.

ARTICLE XI: COMMITTEES

ThePresidentshallappointallcommitteesneeded fortheeffectiveexecutionoftheprograms oftheAssociation,except assetforthinArticleX relativetotheNominatingCommittee.

Inadditiontoanycommitteedeemedappropriateandnecessary,committeesappointedshallincludethefollowing:

Audit:TheAuditCommitteeisresponsibleformakingsureallmoniesreceivedareproperlyrecordedanddeposited,allexpendituresareaccurateandproperlyrecorded,bankstatementsarereconciledwiththetreasurer’srecords,appropriatebondingforthePresidentandTreasurerandassuringthatallfinancialrecords arekeptinaneat andorderly manner.

TheAuditCommitteeshallperformquarterlyreconciliationoftheAssociation’sbankstatementstoassureaccuraterecordkeeping.

BudgetandFinance:ChairedbytheMoCCFOATreasurer,dutiesconsistofpreparingabalancedbudgetforthenextfiscalyearthatrunsfromMay1throughApril30.ThecompletedbudgetissubmittedtothePresidentwithawrittenstatement.AttheSpringInstitute,theproposedbudgetis submittedtothemembersforapproval.

Bylaws:Theobjectiveofthiscommitteeistoreviewthebylawsforpotentialproblemsorchanges.Recommendationsaresubmittedtothefullmembershipforapproval.

Certification:

1.TheCertificationCommitteeisastand-alonecommitteeconsistingofclerkswithaminimumof“ContinuingMRCC”designationandaminimumoffive(5)yearsofserviceintheorganization.MembersmusthaveservedeitherontheEducationCommitteeorExecutiveBoardprior toappointment tothecommittee.

2.Thecommitteeshallconsistofseven(7)members,oneofwhichshallserveastheCommitteeChairmanandmustbeaMissouriProfessionalCity Clerk(MPCC).

3.Initialappointmentstothecommitteewillbetwo(2)membersforone(1)year,two(2)membersfortwo(2)yearsandthree(3)membersforthree(3)years,oneofwhichwillbetheCommitteeChairman.Reappointmentstothecommitteewillbethree-year (3) terms.

4.TheroleoftheCertificationCommitteeistoreview and approveapplications for certification as provided in Standing Rule #8.

Education: Thiscommitteeshallplan,coordinateandimplementthetrainingsessionsfortheMoCCFOAattheannualSpringInstituteandattheFallMMLConference,inconjunctionwiththeliaisons from theMissouriMunicipalLeagueandanIIMCapproveduniversity.

HistorianCommittee:ResponsibleforallhistoricalrecordsfortheAssociation. Thiscommitteeshallobtainarticlesand/orpicturesregardingtheorganizationanditsmembersandkeeprecords ofminutes andotherhardcopy documents as appropriate.

Legislative:Thiscommitteeshallberesponsiblefor:1)Studyingandevaluatingproposedlegislationthatmayaffectcityclerks,financeofficersormunicipalities;2)Identifyinganddevelopinglegislativepositionsonissuesofconcerntocityclerks,financeofficersormunicipalities;3)Monitoringlegislativeproposalsonbehalfofcityclerksandfinanceofficers;4)Effectivelylobbyingonbehalfofcityclerksandfinanceofficersincludingappearingbeforelegislativebodiesinsupportoforinoppositiontoproposedorpendinglegislation;and5)WorkingcloselywiththeMissouriMunicipalLeagueinconjunctionwiththeMoCCFOArepresentativestotheMMLBoard.Membershipshallincluderepresentativesfromallclassesofcities.

Membership/Mentoring:Thiscommitteecontactsnew clerksandclerksthatarenotmembersandencouragesthemtojointheassociationbygivingtheminformationaboutthebenefitsofmembership. Theobjectiveofthiscommitteeistowelcomeandgiveassistancetonewcity

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clerksandnewmembersthroughouttheyearandtoplanactivitiesforfirsttimeattendeesattheSpringInstitute.

Newsletter:Thiscommitteeisresponsibleforgatheringnews,preparingandmailingthequarterlynewslettertoallmembers oftheAssociationandtopostthenewsletterontheAssociation’swebsite.

OutstandingCityClerk:Committeedutiesincludepromotionandappropriatepublicityoftheaward,toencouragenominationsanddistributionofnominationformsuponrequest.Thecommitteeisresponsibleforreviewingnominationstoverifythatnomineeshavemettheminimumrequirements.

OversightCommittee:ThiscommitteeiscomprisedofonerepresentativefromeachdivisionwhosenameistobesubmittedbytheDivisiontothePresidentforconsiderationandappointmentbyMay1stofeachyear.ThemainresponsibilityofthecommitteeistoverifythattheorganizationisreceivingservicesfromtheUniversityasoutlinedintheapprovedcontract.AttheconclusionofeachconferencethecommitteewillaudittheUniversity’saccountingbyreviewingthebills(forthehotel,speakers,supplies,etc.)aswellasthemoneyreceivedforregistrationandsponsorships.ThePresidentandOversightCommitteeChairmanwillnotsignoffforpaymentsuntilthecommitteeissatisfiedthatallobligationshavebeenmet.InordertopreservecontinuitywiththeOversightCommitteetheChairmanofthiscommitteeshallnotbelimitedtoaone-yearterm.ThechoiceofChairmanis solely theresponsibility of thePresident.

PublicRelationsCommittee:Thiscommitteeshallconsistofatleast2membersfromeachdivision.ItwillbethedutyoftheCommitteetoassignmemberstoattendBoardorCouncilmeetings topresentCity Clerk’swiththeir certificationdesignationinthepresenceoftheelectedofficials.ResponsibleforkeepingopencommunicationswithIIMCandincreasingelectedofficials’awarenessoftheAssociation’seducationalprogramsandworkethicwithintheorganization.

LifeMember“ACircleofFriends”:TheobjectiveofthiscommitteeistokeepincontactwithindividualswhohavebeenawardedlifemembershipintheAssociationandtoinvitethemtotheAnnualConferenceBanquet.DivisionDirectorswillberesponsiblefornotifyingthecommitteeandthePresidentofanyprospectivelifemembers.ThecommitteeshalldetermineifamemberisqualifiedtoreceiveaLifeMembershipCertificateandCircleofFriendspin.ThecommitteeshallmaketheappropriatearrangementsforthepresentationofthepinandLifeMembershipCertificatetothemember.ThismaybedonebyoneofthecommitteemembersoranothermemberoftheMoCCFOAasdeemedappropriate.

ScholarshipCommittee: Itshallbetheresponsibility ofthiscommitteetoawardscholarshipstoqualifiedapplicantstoattendtheMissouriCityClerksandFinanceOfficersAssociationSpringInstitute, NewClerk’sConferenceandRegionalConferences.

TechnologyCommittee:Responsibleforalltechnologicalfacets of the organizationincluding,butnotlimitedto,creationandmaintenanceofawebsite,updatingthemembershipdirectory andmakingtechnicalassistanceavailabletomembers.

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Chairmen:ThePresidentshalldesignatetheChairmanof each committee except theBudget andFinanceCommittee,withischairedby theTreasurer.

Meetings:TheChairmenshallberesponsibleforcallingmeetingsanddirectingcommitteeactivates.

Authority:AllcommitteesofthisAssociationshallhaverecommendingauthorityonly.TheyshallundertakenoactionwhichincursaliabilityfortheAssociation.TheyshallauthorizenoexpendituresexceptunderthedirectionofthePresidentforexpensesspecificallyauthorizedinthebudgetadoptedbythemembership.AllrecommendationsmadetothemembershipthroughthePresidentbyacommitteeshallhaveafinancialimpactstatementclearlynotingtheanticipatedexpenseorincomegeneratedby suchproposal.

Reports: CommitteereportsshallbemadeascalledforthePresident.Thereportsmaybeoralor writtenatthePresident’sdiscretion.

Budget:EachcommitteechairmanshallsubmittothetreasurerbyAugust30aproposedbudgetthatidentifies fundsthatcommitteeexpectstocontributeorexpendduringthenextfiscalyear.

ARTICLE XII: PARLIAMENTARYAUTHORITY

ThelatesteditionofRobert’sRulesofOrderNewlyRevisedshallbetheparliamentaryauthorityforallmattersofprocedurefortheAssociation,ExecutiveBoardandCommitteesinallcasesnotspecifically coveredby theseBylaws.

ARTICLE XIII: AMENDMENTS

TheBylawsmaybeamendedatanyregularorspecialmeetingoftheAssociationbyamajorityvoteofthememberspresentandvoting,providedacopy oftheproposedamendmenthasbeensenttoallmembersatleastthirty(30)daysbeforethemeeting;orbyatwo-thirds(2/3)voteofthemembers presentandvotingwithout thethirty (30)day notice.

AmendmentstotheBylawsshallbeinfullforceandeffectfromandafterthedateoftheirpassage.

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STANDINGRULES

RULE#1:Expenses forPresidentandPresident-Elect

ThePresident,orintheabsenceofthePresident,thePresident-Elect,shallbereimbursedbytheAssociationifnotpaidbythePresident’scity,forthefollowingexpensesincurredwhiletravelingonbehalfoforrepresentingtheAssociationatmeetingsandevents,ie:Divisionmeetings,legislativetestimony,awardceremonies,etc.;hotelandmealsbasedonactualreceipts;mileageattheprevailingIRSpermilerateorairfare,whicheverislower.TheAssociationshallreimburseforuptofour(4)oftheseAssociationrelatedtripsperfiscalyear.ExpensereceiptsshallbesubmittedtotheTreasurerfor reviewandpayment.

TheAssociationwillpayuptoeight(8)SpringBanquetmealsforguestsoftheincomingPresident.

RULE#2:ExpensesforPresidentattendingIIMC,SpringInstitute,MML,RegionalsandSummerRetreat.

IfthePresidentattendstheIIMCConference(ortheGFOAAnnualConference),SpringInstitute,MML,Regionalsand/ortheSummerRetreat,theCCFOAwillpaytheregistrationfee;thepublishedconferencerateforthehotelifnotpaidbythePresident’sCity;meals(minusthecostofthemealsincludedwiththeregistrationfee)attheGSAU.S.GeneralServicesAdministrationDomestic PerDiemRates;andmileagewillbepaidattheprevailingIRS permileorairfare. ExpensereceiptsshallbesubmittedtotheTreasurerfor reviewandpayment.

RULE#3: Nomination ofMMLDirector andIIMCDirectorfor RegionVII

MMLDirector:Ineven-numberedyears,attheFallbusinessmeeting,andintheNewsletter,theannouncementshallbemadethatthefollowingFallnominationsmustbesubmittedforacandidatetotheMunicipalLeagueBoardofDirectors.Onepersonwillbenominatedtofillatwo-yearterm,withanadditionaltermpossible.InterestedindividualsshallsendtheirresumestotheMissouriCCFOAPresidenttwo(2)weekspriortotheWinterNewsletterdeadline,andthisinformationwillbepublishedintheNewsletter.VotewillbetakenattheinterveningSpringInstituteBusinessMeeting.Uponselectionofacandidate,thePresidentwilldirecttheSecretarytoprepareaResolutionannouncingthesupport oftheMissouriCCFOAtothiscandidate,whichresolutionwillbeforwardedtotheNominatingCommittee oftheMissouriMunicipalLeague.

TheAssociationwillpayupto$500peryearfortravelexpensesfortheMMLDirector.ExpensereceiptsshallbesubmittedtotheTreasurerforreviewandpayment.Reimbursementmayincludetheregistrationfee;thepublishedconferencerateforthehotel; meals(minusthecost ofthemealsincludedwiththeregistrationfee)attheGSAU.S.GeneralServicesAdministrationDomesticPerDiemRates;Boardmeetingexpenses;andmileagewillbepaidattheprevailingIRS per mileorairfare.

IIMCDirector:WhentheappropriatetimecomesforourStatetonominateacandidateforIIMCDirector,itshallbeannouncedattheSpringBusinessMeetingandintheNewsletter.

MoCCFOA Bylaws Page | 1Adopted September 16, 2014

InterestedindividualswillsendresumestotheMissouriCCFOAPresidenttwoweekspriortotheSummerNewsletterdeadline;thisinformationwillbepublishedintheNewsletter.VotewillbetakenattheFallbusinessmeeting.Thisisathree-yearterm.Ithasbeenagreedby thethree

(3)statesinRegionVII,(Kansas,Illinois,andMissouri),thatnominationswillrotatefromStatetoStateonanannualbasis.Uponselectionofacandidate,thePresidentwilldirecttheSecretarytoprepareaResolutionannouncingthesupportofthiscandidatebytheMissouriCCFOA,whichResolutionwillbeforwardedtotheIIMCNominatingCommittee.

TheAssociationwillpayupto$500peryearfortravelexpensesfortheIIMCDirector.ExpensereceiptsshallbesubmittedtotheTreasurerforreviewandpayment.Reimbursementmayincludetheregistrationfee;thepublishedconferencerateforthehotel; meals(minusthecost ofthemealsincludedwiththeregistrationfee)attheGSAU.S.GeneralServicesAdministrationDomesticPerDiemRates;Boardmeetingexpenses;andmileagewillbepaidattheprevailingIRS per mileorairfare.

RULE#4: AdditionsandAmendments

AdditionsandamendmentstotheseStandingRulesmaybemadebyamajorityvoteofthemembersinattendanceataregularmeeting,previous noticehavingbeengiven.Withoutpreviousnoticea2/3affirmativevoteofmembers presentis required.

RULE#5: OutstandingClerkAward

MinimumRequirements

1.CityClerkorFinanceOfficerformunicipalityintheStateofMissouri,servingatleastfive

(5)years.

2.Active,participatingmemberofMissouriCityClerksandFinanceOfficersAssociationforatleastfive(5)years.

3.HaveattainedtheMissouriRegisteredCity Clerk(MRCC)ortheIIMC CertifiedMunicipalClerk(CMC)designation.

Guidelines

1.Confidentialnominationsmaybesubmittedbyany“active”memberasdefinedinthebylawsoftheMoCCFOAor amunicipalofficial.

2.NominationformsmaybeobtainedfromtheCommitteeChair,CommitteemembersorthePresident.

3.Completednominationforms mustbereceivedbytheCommitteeChairmannolater thanJanuary 15eachyear.ApostmarkofJanuary 15willnotbeaccepted.

4.The nominations will be reviewed by the Outstanding City Clerk Committee forverificationof qualifications,i.e. membership,yearsofservice,etc.

MoCCFOA Bylaws Page | 1Adopted September 16, 2014

5.TheCommitteewillforwardthequalifyingnominationstothejudges(KansasCCFOAPresident,MMLRepresentativeandtwoprioryearrecipientsoftheaward),tomakethefinalselection.

6.Thenameofthenomineesandthesuccessfulcandidatewillremainconfidential.AllnominationmaterialswillbedestroyedimmediatelyuponadjournmentoftheSpringInstitute.

7.Ashortbiographywillberead,announcingthenameofthe“OutstandingCityClerk”attheSpringInstituteinMarch.

8.Anawardwillbepresentedhavingtheinscription“OutstandingCityClerk,respectiveyearandthenameoftherecipient”attheSpringInstituteinMarchofeachyear.NotifynominatortoinviteMayor,Council(Board,Commissioners,etc.),Administrator/Managerandotherguests,uptoeight(8).TheAssociationwillpayforbanquetmealsforuptoeight (8) guests.

9.ThePresidentorPresident-Elect shallappearbeforetheBoard/Councilofthesuccessfulnomineerecognizingtheachievementof their clerkbymakingaformalpresentation.

10.Lettersofacknowledgementshallbesenttotheclerkswhowerenominatedbutdidnotreceivetheawardandtowhoevernominatedhim/her,invitingthemtosubmitandapplicationnextyear.

11.Inthecaseofatie,theCommitteemembersshallreviewthejudges’ratingsonthosecandidatesandcastasecret ballot forthewinner.

12.TheChairmanshallprepareinformationforpublicitytotheMissouriMunicipalLeagueReview,StateNewsletterandtheInternationalInstitute ofMunicipal ClerksNewsDigest.

13.Onceaclerkhasbeenselectedas“OutstandingCityClerkoftheYear”she/hewouldbeineligiblefor futurenominations.

RULE#6:Awardingof Scholarships

ThepurposeoftheScholarshipProgramistoencourageprofessionalismofMissouriCityClerksandFinanceOfficersbyestablishmentofascholarshipprogramtoreimburseexpensesforthosewhowouldnototherwisebereimbursedbythecityforattendanceatMissouriCityClerks andFinanceOfficersAssociationeducationalsessions.

TheMoCCFOAmayawarduptotwenty-six(26)scholarships,ten(10)fortheAnnualSpringInstitute,ten(10)fortheNewClerksConferenceandtwo(2)eachforthethree(3)RegionalConferences.RegionalConferenceScholarships,notawardedduetolackofapplications,maybeawardedforoneoftheotherRegionalConferences,wheremorethantwoapplicationsarereceived.

MoCCFOA Bylaws Page | 1Adopted September 16, 2014

TheScholarshipencompassesregistrationfeepaiddirectlytotheeducationalinstitution,halfofsingle/doubleoccupancyofthehotelcostandupto$50.00paidtotheapplicantformileageand/orothernecessaryexpenses.Ifapplicantshouldreceivetwo(2)scholarships(i.e.NewClerksConferenceandSpringInstitute)andtheyareatthesamelocationandtheconferencesareconsecutivedates,theapplicantwillreceiveonlyupto$50formileageand/orotherexpensestocover bothconferences.

TheScholarshipChairman:

1.ShallsendinformationtobepublishedintheMoCCFOANewsletterandtheMMLtoincludeinitspublication.

2.ShallsendtheMoCCFOAguidelinesforscholarshipandtheapplicationstoalloftheDivisionPresidentsrequestingtheyencouragetheirDivisionmemberstoapplyforthescholarshipiftheir citycannotaffordtosendthem.

3.ShallsendtheapplicationsreceivedtoallmembersoftheScholarshipCommitteeandscheduleameetingat theFallMMLConferencetodeterminetherecipients.

4.Shallnotifytheapplicants,thecontractededucationalinstitutionandMoCCFOAPresidentandTreasureroftherecipientsofthescholarships.TheapplicationsofthosethatdidnotreceiveascholarshipwillbeforwardedtotheirrespectiveDivisionswherethey may beconsideredforaDivisionscholarshipifapplicable.

Scholarshipstobeawardedare:

1.JayBellScholarship–TobegiventoanapplicantwhowillbeattendingtheInstituteforthefirst time.

2.RobertKarschScholarship–May begiventoafirsttimeattendeeor toone(1)applicantfor multipleyears.

3.CheriMiddaughScholarship–Maybegiventoafirsttimeattendeeortoone(1)applicant for multipleyears.

4.AtLargeScholarships–Uptotwenty-six(23)atlargescholarships–ten(10)forSpringInstitute,ten(10)NewClerksConferenceandsix(6)forRegionalConferencemaybeawardedtofirsttimeattendees,returnattendeesandgiventothesamepersonmorethanone(1)yeariftheneedisproven.

Guidelines:

ThefollowingcriteriashallbeconsideredbytheScholarshipCommitteeandjudgedaccordingtotheinformationprovided.Applicationsmustbesubmittedandreviewedonayear-to-yearbasis.

MoCCFOA Bylaws Page | 1Adopted September 16, 2014

1.ApplicantmustbeamemberingoodstandingoftheMissouriCityClerksandFinanceOfficers Association.

2.ApplicantmustbeaCityClerk,CityTreasurer,CityCollector,FinanceOfficerorholdasimilarposition.

3.TheScholarshipChairmanmustreceiveapplicationsnolaterthanAugust31stforRegionalConferencesandOctober31stfortheSpringInstituteandtheNewClerksConference.

4.Applicantmusthaverequestedhis/hermunicipalitytounderwriteschoolingfinanciallyandbeendeniedfundingeitherbytheMayor,CityAdministrator,CityManagerorCityCouncil.

5.ApplicantmustsubmitaletterfromtheMayor,CityManager,CityAdministratororCouncilexpressingsupportoftheapplicationandindicatingacommitmenttogranttimeofftoattendtheeducationalinstitute.

6.Attachastatementgivingreasonsforattendanceandwhatitwillmeantoworktowardcertification,participatinginacontinuingeducationprogram.

7.AllMoCCFOAScholarshiprecipientsshallprovideconferencereceiptstotheTreasureroftheMoCCFOAnolaterthan15daysfromthecloseoftheconferenceinordertobereimbursedforapprovedexpenses.Anyreceiptssubmittedforreimbursementafterthe15daysfrom thecloseoftheconferencewillnotbeconsideredforpayment.

RULE#7:ExpensesforExecutiveBoardOfficersAttendingSpringInstituteand/orMML

IfanyoftheExecutiveBoardOfficers(President,Vice-President,SecretaryandTreasurer)wouldnotbeabletoattendtheSpringInstituteand/orMML,becauseoffinancialconstraints,MoCCFOAwillconsiderpayingexpensesnotbeingreimbursedbytheCityforattendance.ExpensesthatwouldbepaidbyMoCCFOAwouldbetheregistrationfeepaiddirectlytotheeducationalinstitution,thepublishedconferencerateforthehotelforsingleoccupancyand

$50.00formileageand/orothernecessaryexpenses.Ifthecaseofneedarises,aletterfromtheCityAdministrator,CityManagerorMayorandacopyofthatsectionoftheCity’sbudgetshowingthattraining/travelexpenseshavebeenreducedorcutandcityfundsarenotavailablefortheExecutiveBoardOfficertoattendtheSpringInstituteand/orMML.ThisinformationmustbeforwardedtotheMoCCFOAPresidentatleast30dayspriortotheconference. ThePresidentwillreviewtheinformationandsubmitarecommendationviaemail,phoneorfaxtotheExecutiveBoardforapproval,thentotheTreasurerforpayment,iffundsareavailable.ThePresidentwillsubmittotheSecretaryinwritingtheresultsoftherequestforrecordkeeping.TheExecutiveBoardOfficerapplyingforassistanceshallnotbeincludedinthedecisiontoapproveordenytherequest.

MoCCFOA Bylaws Page | 1Adopted September 16, 2014

RULE#8: CertificationProgram

1.TheMoCCFOAcertificationprogramwasestablishedin2003.ActivemembersoftheAssociationmayapplytotheprogramuponattainingtherequiredlevelsofeducationandexperience.Educationisprovidedtomembers oftheAssociationthroughtheadministrationoftheUniversity.

2.Any clerkworkingtowardany levelofcertificationmust completetheCertificationProgressPlan(CPP).Thismustbesubmittedtotheeducationdirector withinonemonthoftheend ofeacheducationalevent inorder toreceivecertificationhours. OnceaclerkhasachievedthestatusofMPCC,noCPPisrequired.

3.IfaCertificationProgressPlan(CPP)isnotsubmittedtheparticipantshallreceivecredithours, whicharenot applicabletoaccreditation.

4.Requirementsforeachlevelofcertificationareincludedintheappropriateapplication.OnceamemberhasobtainedtherequirednumberofEducationandExperiencepoints,anapplicationmustbefilledout andfiledwiththeUniversity,alongwiththerequiredpayment.

A.NewClerksInstitute:

PURPOSE:TointroduceclerkstothelegalaspectsandcorerequirementsofthepositionandtohelpthembecomefamiliarwithvariousofficesandcontactsinJeffersonCity.ThisInstituteismandatoryforallclerksenteringtheprogramandparticipantswillreceivesix credithours.

B.MissouriRegisteredCityClerk(MRCC):

PURPOSE:TheMRCCcertificationistailoredtotheneedsofMissouriClerks.ClerksreceivecreditsapplicabletoeithertheMRCCprogramortheCertifiedMunicipalClerk(CMC)programfromtheInternationalInstituteofMunicipalClerks(IIMC),withtheexceptionthatonlytheMRCCdesignationrequiresattendanceattheNewClerksInstitute.

C.MissouriRegisteredCityClerkContinuingandSustaining:

PURPOSE:ContinuingandSustaininglevelsofcertificationcombinelearningexperiencesaswellasprofessionalandpersonaldevelopmentwithcommunityandsocialservices.Thesestepswereincludedtorecognizethoseclerkswhoareresoluteintheirprofessionaldevelopment,continuingtogrowandexpandknowledgeandexperience.

D.MissouriProfessionalCityClerk:

PURPOSE:ThisisthehighestlevelofcertificationthroughtheStateorganization.Oncethisdesignationisreceived,noadditionalhoursarerequired.However,MoCCFOAencouragesclerkstocontinueattendingeducationalsessionsduetotheimportanceofremainingupdatedonnewStateStatutes,newmethodsoftechnologyandtheimportance ofnetworkingwithotherclerksthroughout thestate.

MoCCFOA Bylaws Page | 1Adopted September 16, 2014

6.Allapplications for certificationshallbe reviewedby theCertification Committee.

A.Intheeventofadiscrepancy,irregularityorotherissueonanapplication,theEducation DirectorCertification Committee ChairmanmayconsultwiththeCertification Committee beforemakingadeterminationontheapplication.

B.AnapplicantmayappealanadversedeterminationontheirapplicationtotheExecutiveBoard.

MoCCFOA Bylaws Page | 1Adopted September 16, 2014