(Updated March 2020)
Article I – Name, Purpose and Structure
This organization shall be known as the California Society of Municipal Finance Officers, which in these by-laws shall be referred to as “CSMFO”.
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.
The fiscal year shall be January 1 to December 31.
Article II – Membership and Dues
Section A. Qualifications
- Membership shall be open to any person presently or formerly actively engaged in the field of government finance in one of the following classifications, providing no direct conflict of interest exists. A member shall be considered to be in good standing if his or her dues are paid for that membership year and his or her professional conduct adheres to the values of CSMFO.
a. Municipal member. This classification shall be open to all public employees and elected or appointed officials 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. Municipal members that cease to be employed, for whatever reason, may continue as a municipal member through the end of the membership year or until they are once again employed under the municipal membership categorization, whichever comes first. If a municipal member accepts employment outside the municipal eligibility, the member’s categorization shall change effective with their first date of new employment, and all rights and privileges of the new classification shall immediate take effect. Dues for the new category will be assessed upon the beginning of the next membership year.
b. Other Government member. This classification shall be open to any person employed by a government agency that is not eligible for municipal membership.
c. Commercial member. This classification shall be open to persons 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. Commercial members that cease to be employed, for whatever reason, may continue as a commercial member through the end of the membership year or until they are once again employed under the commercial membership categorization, whichever comes first. If a commercial member accepts employment outside the commercial eligibility, the member’s categorization shall change effective with their first date of new employment, and all rights and privileges of the new classification shall immediate take effect. Dues for the new category will be assessed upon the beginning of the next membership year.
d. Other Classifications. 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, or Retired, and determine specific membership dues, if any, for each category.
Section B. Membership Determination
Any dispute involving eligibility for or classification of membership shall be resolved by a unanimous vote of the president, president-elect, immediate past president 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
- 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 1 shall automatically be suspended from membership until all dues are paid. Dues may be prorated at the discretion of the board of directors.
- Dues by category shall be determined from time to time by the board of directors. No Chapter shall be authorized to collect separate dues.
- No assessments, other than dues, may be levied except by affirmative vote of two-thirds (2/3) of municipal members in good standing. Said vote shall be taken by 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 eligible to serve on the CSMFO board of directors, hold a leadership position on a CSMFO standing committee, or serve as a chapter leader. All members in good standing shall be accorded the right to vote, except that only municipal members shall vote on by-laws amendments.
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. Should any matter before the board of directors create a conflict of interest, the director so conflicted shall disclose the nature and abstain from vote on the matter.
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, the immediate past president, 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 person to serve at the pleasure of the board and to perform all duties that are assigned to the secretary-treasurer elsewhere herein.
Section C. Elections
A nominating committee shall be annually appointed by the president no less than one hundred thirty-five (135) days prior to the start of the next annual conference. The composition of the nominating committee shall be the president-elect, president, immediate past president, and up to five (5) additional past presidents. The president-elect shall chair the nominating committee. The nominating committee shall develop a slate consisting of one (1) candidate for northern California board members, one (1) candidate for southern California board member and one (1) candidate for president-elect.
A general invitation may be extended to all municipal members soliciting nominations for the positions of president-elect or board member. In addition, the nominating committee may solicit, identify or employ other methods as deemed appropriate to recruit members for nomination consideration.
The nominating committee is to report its recommendations to the secretary-treasurer no less than one hundred five (105) days prior to the start of the following year’s annual conference. The secretary-treasurer shall deliver ballots, by any means approved by the board of directors, to all members not later than ninety (90) days prior to the following year’s annual conference, and voting shall be open for thirty (30) days.
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. No member shall be eligible to serve more than one full term on the board of directors or as president-elect/president.
Section E. Term
Term of office shall commence with the board of directors meeting held immediately prior to and in conjunction with the annual conference.
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. Vacancies
- 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.
- 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 the election.
- In the event that the office of the president and the president-elect become vacant at the same time, the immediate past president 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.
- 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. Members that have previously served on the board of directors are eligible to fill director vacancies, provided the term of the vacancy being filled is less than a full three-year term.
Section G. Duties of Directors and Officers
- The board of directors shall be the governing body, act on behalf of CSMFO and set policies and administrative procedures not specifically covered in these by-laws.
- The board of directors may establish standing committees to achieve the strategic goals and business activities of CSMFO. The leadership roles of chair, vice chair, and senior advisor shall be appointment by the president-elect who is to assume the president role in the upcoming conference.
- The president shall:
a. Preside at all meetings of the board of directors, executive committee, and meetings of the general membership;
b. Appoint the leaders of all committees created by the board of directors;
c. Represent the organization to other professional organizations;
d. Appoint and participate on the nominating committee;
e. Appoint ad hoc committees as deemed necessary; and
f. Carry out such other duties as given or assigned to him/her by vote of the board of directors.
- The president-elect shall:
a. Assume the office of president as provided in Sections B and G herein;
b. Chair the annual conference host committee and nominating committee;
c. Appoint standing committee leadership roles of chair, vice chair, senior liaison;
d. Assist the president in such a manner as shall be requested by the president;
e. Discharge pro tempore, the duties of the president in the president’s absence; and
f. Carry out such other duties as are given or assigned to him/her by vote of the board of directors.
- The past president shall:
a. Serve as the chapter chair liaison;
b. Participate in the nominating committee;
c. Assist with site selection for the next upcoming annual conference;
d. Chair any board of directors meeting in the absence of the president and president-elect; and
e. Carry out such other duties as are given or assigned to him/her by vote of the board of directors.
- The secretary-treasurer shall:
a. Keep a record of proceedings of meetings;
b. Issue notices of meetings;
c. Issue correspondence on behalf of the organization;
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 organization;
g. Control and make all disbursements of the society as authorized in the annual budget approved by the board of directors.
h. Ensure an operating budget is submitted by calendar year end; and
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
- There shall be not less than two (2) meetings of the board of directors each year.
- There shall be at least one (1) meeting each year of the general membership, held in conjunction with the annual conference.
Section B. Quorum
- A quorum of the board of directors shall consist of a majority of directors.
- A quorum for conduct of business at a regular meeting shall consist of a majority of the members present at said meeting.
Section C. Closed Sessions
Closed sessions of the board of directors may be called at any time and for any reason by the president or at the request of a majority of the other members of the board, provided at least twenty-four (24) hours’ notice is given in writing. Any actions taken by the board of directors during a closed session will be reported during the next regular meeting of the board and recorded in meeting minutes.
Section D. Chapter Meetings
Chapter organization and meeting schedules shall be determined by the chapter membership, and each chapter shall select leaders, including a chair and vice chair. The leadership shall be municipal members, and shall act as the liaisons between the officers of the organization and the chapter.
Article V – Amendments
Section A. Amendments to By-Laws
Amendments to the by-laws may be made by a two-thirds (2/3) vote of the voting members by electronic means or any other means as approved by the board of directors. Notice of the amendments shall be provided to the members no less than thirty (30) days prior to voting. The voting period shall commence immediately following the thirty-day notice, and be open for a period of one (1) week.