The name of the organization Shall be the West Virginia Association of Municipal Clerks and Recorders.
The Association shall be an unincorporated non-profit association. This association, by the adoption of these By-Laws, is hereby created and shall function along with the West Virginia municipal League. The West Virginia Municipal League shall perform such services for the Association as may from time to time be mutually agreed upon by the Association's Governing Body and the Municipal League.
ARTICLE II
OBJECTIVES
To promote improvement and efficiency in the operation of the Clerks and Recorders offices of the cities and towns of West Virginia, by
a. Promoting cooperation between the Clerks and Recorders by the interchange of experiences and methods of conducting their offices, to the end that each may profit from the experiences of others.
b. Promoting periodical conferences or meting of Clerks and Recorders of cities and towns of West Virginia for discussion of Municipal problems, and by researching to find solutions for same.
c. To maintain the high ethical standards of the profession of City Clerks and Recorders.
ARTICLE III
MEMBERSHIP
Qualifications: Any Municipal Clerk and/or Recorder, elected or appointed to their respective office, may become an active member by notifying the West Virginia Municipal League's office of his/her intention and
paying membership dues into the West Virginia Association of Municipal Clerks and Recorders.
Also any Deputy or Assistant Clerk or Recorder of any Municipality or Municipal owned Utility Board within the State of West Virginia may become an active member by notifying the West Virginia Municipal League's Office of his/her intention and paying membership dues into the West Virginia Association of Municipal Clerks and Recorders.
Membership dues shall be Twenty Five dollars ($25.00) and payable annual in advance by August Pt. Membership dues may be changed by a majority vote of members at the Annual Summer Conference.
ARTICLE IV
OFFICERS AND DIRECTORS
Officers: The officers of this association shall be a President, Vice-President, Secretary, Treasurer, Chaplain and Parliamentarian. All officers will hold their office by virtue of election with the exception of the chaplain and the parliamentarian. These positions will be appointed by the President with the approval of the Board of Director's of the Association. All officers of the association shall perform the duties which are by custom generally incumbent upon their respective offices.
PRESIDENT: The President shall preside over all meetings of the Association, shall appoint all committee chairpersons and members thereof, make recommendations to the Board of Directors of the Municipal League and the Executive Director of the Municipal League as to the program for the coming year and how the recommendations may best be projected. The President shall also have the power to appoint persons to fill any vacancy in the association with such appointments subject to approval by the Board of Directors of the Association.
VICE-PRESIDENT: The Vice-President shall preside over all meetings in the absence of the President.
SECRETARY: The Secretary shall attend all meetings of the Association, will call roll, record minutes, read the minutes of any previous meeting and will keep a record of all proceedings. The Secretary will also send to all members a copy of the minutes of the preceding meeting. Records shall be kept by the Secretary in a ring binder notebook which will be passed on to the successive Secretary.
TREASURER: The Treasurer shall attend all meetings of the Association. This officer shall read Financial Statements of the Association as prepared by the Municipal League office. These reports shall be made at the Mid-Winter Legislative Conference and the Annual Summer Conference.
PARLIAMENTARIAN: The Parliamentarian shall attend all meetings of the Association and see that these meetings proceed in an orderly manner and according to Roberts Rules of Order.
CHAPLAIN: The Chaplain shall attend all meetings of the
Association and open and close all general sessions with an invocation.
ARTICLE V
BOARD OF DIRECTORS
The Board of Directors shall consist of thirteen (13) voting members; President, Vice-President, Secretary, Treasurer and Immediate Past President, one Clerk and/or Recorder member from each of the eight (8) regions of the State of West Virginia as follows:
Northern Panhandle Mountaineer Country
Eastern Gateway Potomac Highlands
Mountain Lakes New River/Greenbrier Valley)
Mid Ohio Valley Metro Valley
A simple majority of voting members of the Board of Directors shall constitute a quorum. A majority vote of this quorum will constitute official action by this body.
All Board of Director members shall attend the Annual Summer Conference and the Mid-Winter Legislative Conference.
The Board of Directors shall:
1. Be affiliated with the International Institute of Municipal Clerks.
2. Make such expenditures from funds on hand as it deems advisable.
3. Have the power to approve or disapprove recommendations made
by the President or any other officer of the Association.
ARTICLE VI
DELEGATES
There shall be two (2) Clerks and/or Recorders, both of whom shall represent a Municipality who is an active member of the West Virginia Municipal League, recommended by the Association to serve on the West Virginia Municipal League Board of Directors. One (1) shall be the Immediate Past President of the WVMCRA and one (1) shall be elected by the Association at the Bi-Annual election held at the Summer Conference.
These members shall attend the West Virginia Municipal League Board of Directors meetings and shall report to the Association during the Mid-Winter Legislative Conference and the Annual Summer Conference.
ARTICLE VII
COMMITTEES
Committees may be appointed by the President as deemed necessary.
ARTICLE VIII
ELECTIONS
1. Elections will be held every two (2) years.
2. For the 1999 election Current officers will move up with the Treasurer being nominated from the floor.
3. The Regional Director's may serve unlimited terms, unless majority of Board wants to change at the Annual Conference.
4. The WVMCRA representative to the WVML Board of Directors may serve unlimited terms, unless majority of Board wants to change at the Annual Conference.
5. The next election will be held at the Annual Conference in 2001.
6. In the event of a vacancy in the officers, all officers will move up and the President will appoint a Treasurer, with approval of the Board of Directors.
7. Parliamentarian will be responsible for conducting the Bi-Annual Election.
ARTICLE IX
MEETINGS
ANNUAL MEETING: There shall be an annual meeting at which officers and directors shall be elected which will be known as the Annual Summer Conference of the West Virginia Association 'of Municipal Clerks and Recorders. The time and place of the Annual Summer Conference shall be in conjunction with the Annual Summer Conference of the West Virginia Municipal League.
SPECIAL MEETINGS: Special meetings shall be called by the President of the Association or any three (3) members of the Board of Directors of the Association.
QUORUM: A quorum at any meeting of the members of the Association shall consist of delegates (members) representing a simple majority of the membership.
NOTICE OF MEETINGS: Written notice of the time and place of the annual meeting shall be given by the W. Va. Municipal League Office to all members not less than thirty (30) days prior to the date of such meeting. Such notice shall be given by United States mail addressed to the Clerks and Recorders/Mayors of each member municipality.
ARTICLE X
VOTING
DELEGATES (Members): Delegates (members) to meetings of the Association may be appointed or elected Clerks and /or Recorders of a Municipality and must have dues paid.
VOTING BY PROXY: Voting by proxy shall. not be permitted.
ARTICLE XI
FISCAL YEAR
FISCAL YEAR: The fiscal year of this Association shall begin on the first day of July of each year and shall terminate on the last day of June of the following year.
ARTICLE XII
FUNDS
FUNDS: All funds of the Association shall be maintained by a depository designated by the West Virginia Association of Municipal Clerks and Recorders. This Association shall have the authority to empower employees of the West Virginia Municipal League to make authorized payments.
ARTICLE XIII
RULES OF ORDER
RULES OF ORDER: The Rules of Order of this Association, if not provided for by these By-Laws, the Charter of this Association, or the laws of the State of West Virginia, shall be governed by Roberts Rules of Order, Revised.
AMENDMENTS TO BY-LAWS: These By-Laws may be amended by a simply majority vote of the members present at any meeting called by the President and/or Board of Directors.
ARTICLE XIV
EMPLOYEE RELATIONS
EMPLOYEE RELATIONS: The fair and equitable treatment of public employees is vital to the continuation of strong and effective local government. Providing services within financial constraints requires increasing productivity of public employees, continued building and improving of public management practices and sound personnel procedures and administrative mechanisms.
The West Virginia Association of Municipal Clerks and Recorders Association supports the concepts of equal employment opportunity and affirmative action without any quota system and without discrimination in the recruitment, selection, promotion, and retention of public employees.
AMENDED AND ADOPTED AT THE ANNUAL CONFERENCE ON AUGUST 5,1993.