CSMFO BY-LAWS – Recommended Revisions as Approved by the Board of Directors
(Original as amended February 2003)
Updated June 14, 2006
ARTICLE I – NAME, PURPOSE AND STRUCTURE
This organization shall be known as the California Society of Municipal Finance Officers.
The purpose of the organization shall be to promote professional administration of government finance and to strive for the attainment of professional status of all those responsible for the conduct of the activities of the field.
The organization may have such Chapters as may be necessary or desirable for the best conduct of meetings.
ARTICLE II – MEMBERSHIP AND DUES
Section A. Qualifications
1. Membership shall be open to any person presently or formerly actively engaged in the field of government finance in any city, county, and special districts, in the State of California, in one of the following classifications, providing no direct conflict of interest exists.
a. Municipal member. This classification shall be open to all public employees and elected or appointed officials presently having responsibility for, oversight of, or engaged in, the function of government finance in any city, county, or special district in the State of California.
b. Other Government member. This classification shall be open to any person not eligible for municipal or commercial membership but who is interested in the principles and practices of government finance.
c. Commercial member. This classification shall be open to persons or corporations not currently employed by a governmental agency whose livelihood derives principally from activities of a commercial or professional nature directly related to government finance. The board of directors may adopt other categories within the Commercial member classification.
d. . OtherClassifications. The board of directors may from time to time adopt through the CSMFO Policies and Procedures Manual other membership categories such as Student/Professor, Honorary, Retired, or Temporary and determine specific membership dues, if any, for each category.
e. Membership - Membership vesting shall be determined by the board of directors.
Section B. Election to Membership
Processing of new members and changes in classification of membership may be delegated by the president to the secretary-treasurer. Any dispute involving eligibility for or classification of membership shall be resolved by a unanimous vote of the president, administration committee chair and secretary-treasurer, or lacking such a unanimous vote, by a two-thirds (2/3) vote of the board of directors.
Section C. Dues and Assessments
1. Dues will be payable annually on a calendar year basis, and will be due January 1 of each year. Members who permit their dues to remain unpaid on March 31 shall automatically be suspended from membership until all dues are paid. Dues maybe pro-rated at the discretion of the board of directors.
2. Dues shall be determined from time to time by the board of directors. No Chapter shall be authorized to collect separate dues.
3. Dues for commercial members may be set at a higher rate than dues for municipal or other government members as the board of directors may determine.
4. No assessments, other than dues, may be levied except by affirmative vote of two-thirds (2/3) of municipal members in good standing. If the vote is not held at a regular meeting, then the said vote shall be taken by mailed ballot or any other means approved by the board of directors.
Section D. Rights and Privileges
Persons of all classifications shall be accorded full rights and privileges as provided hereinafter except that only those persons in the municipal member classification shall be accorded the right to vote, serve on a CSMFO Committee, or hold office.
ARTICLE III – DIRECTORS AND OFFICERS
Section A. Directors
There shall be a board of directors consisting of the president, the president-elect, the immediate past president, and six members elected at large. Of the six members elected at large, three shall be from the Southern portion of the State and three shall be from the Northern portion. The position of President-elect shall be from the Southern portion of the State in years when the position of President is from the Northern portion.
Section B. Officers
The officers of this organization shall consist of a president who shall automatically assume the office after serving one year as president-elect, a president-elect who shall be elected annually at large and a secretary-treasurer who shall be elected by the board of directors from its own membership. The board of directors, by majority vote, may employ an administrative secretary in lieu of the election of a secretary-treasurer, such employee to serve at the pleasure of the board and to perform all duties that are assigned to the secretary-treasurer elsewhere herein.
Section C. Election
Candidates for president-elect and for the board of directors shall be nominated by a nominating committee appointed by the president by October 1 of each year. The composition of the nominating committee shall be the President-elect, President, Past President, one current Board of Directors member, one committee chair, two Chapter Chairs, and two members at large (the at large members may not be a current Board Member). The President-elect shall chair the nominating committee.
A general invitation shall be extended to all municipal members interested in serving as President-elect or board member, to submit their name to the nominating committee for consideration. In addition, the nominating committee may solicit, identify or employ other methods as deemed appropriate to recruit members for nomination consideration. The nominating committee shall strive to nominate two candidates for each Board of Directors seat and two candidates for the position of President-elect and shall strive to maintain the North-South rotation of President-Elect.
The nominating committee is to report its recommendations to the Secretary on or before November 1 of each year. The Secretary shall deliver ballots, by any means approved by the board of directors, to all municipal members not later than November 10 of each year. Ballots shall be returned to the Secretary and shall be dated on or before 12:00 midnight, December 1. Canvassing shall be completed prior to December 15 by the Secretary and at least one municipal member appointed by the President.
Section D. Eligibility
Any municipal member in good standing is eligible for election to membership on the board or for the office of president-elect. A change in membership status requires the member to vacate the board position or office.
Section E. Tenure
Term of office for the president shall be for one year. The term of office of the president-elect shall be for one year at the conclusion of which said president-elect shall assume the office of president by automatic right of succession.
The term of office of the directors shall be for three years without the right of immediate succession.
Section F. Term
Term of office will commence with the start of each annual conference.
Section G. Vacancies
1. If the office of president becomes vacant, the president-elect shall forthwith succeed to the balance of the unexpired term, thereafter continuing as president for his or her regular one-year term.
2. If the office of president-elect becomes vacant, the president shall call a special election to fill the vacancy in accordance with the procedures set forth in Section C, excepting that the dates shall be adjusted to provide the earliest possible election process, and that the successful nominee shall immediately take office upon completion of canvassing of the ballots.
3. In the event that the office of the president and the president-elect become vacant at the same time, the secretary-treasurer shall call a special meeting of the board of directors at which meeting said board shall select one of their members to serve as president who shall then call a special election to fill the vacancy of president-elect.
4. If any director’s office becomes vacant during his or her regular term of office, it shall be filled for the unexpired term by vote of the board of directors from a list of not more than three names submitted by the president. If 50% or less is remaining on the unexpired term, the director so appointed shall be exempt from the restriction in Section E, being therefore eligible for election to a full term.
Section H. Duties of Directors and Officers
1. The board of directors shall be the governing body, act on behalf of the society and set policies and administrative procedures not specifically covered in these by-laws. All actions of the board are subject to review by the municipal members, and may be revoked by a two-thirds (2/3) vote of municipal members present at any regular meeting.
2. The president shall:
a. Preside at all meetings of the board of directors and meetings of the general membership.
b. Appoint the chairs of all committees created by the board of directors.
c. Carry out such other duties as given or assigned to him/her by vote of the board of directors.
3. The president-elect shall:
a. Assume the office of president as provided in Sections B and G herein.
b. Assist the president in such a manner as shall be requested by the president.
c. Discharge pro tempore, the duties of the president in the president’s absence.
d. Carry out such other duties as are given or assigned to him/her by vote of the board of directors.
4. The secretary-treasurer shall:
a. Keep a record of proceedings of meetings.
b. Issue notices of meetings.
c. Issue regular newsletters and conduct correspondence of the society.
d. Collect all fees and dues.
e. Maintain the financial records for the society.
f. Render a statement each month of the financial status of the society.
g. Control and make all disbursements of the society as authorized in the annual budget approved by the board of directors.
h. Prepare, sign and affix the society’s seal to all official documents.
i. With approval of the board of directors, employ a person or persons to assist with the duties of this office.
ARTICLE IV – MEETINGS
Section A. Number of Meetings
1. There shall be not less than two meetings of the board of directors each year.
2. There shall be at least one meeting each year of the general membership.
Section B. Quorum
1. A quorum for conduct of business at a regular meeting shall consist of one-fourth (1/4) of the municipal members.
2. A quorum of the board of directors shall consist of a majority of directors.
Section C. Chapter Meetings
Chapter organization and meeting schedules shall be determined by the Chapter membership, and each Chapter shall select a presiding officer. The presiding officer shall be a municipal member, and shall act as the liaison representative between the officers of the society and the Chapter.
ARTICLE V – AMENDMENTS
Section A. Amendments to By-Laws
Amendments may be made at any regular, general membership meeting of the society by a two-thirds (2/3) vote of those municipal members present and voting approved by a two-thirds (2/3) majority of those municipal members voting and in good standing as of the date ballots are sent to members, provided also, the proposed amendment has been given to all municipal members in writing at least one week prior to the meeting or at least two weeks prior to date for receiving mailed ballots or by other means approved by the board of directors.