Constitution
And
By – Laws

AS AMENDED 1985

MONTANA MUNICIPAL CLERKS, TREASURERS &
FINANCE OFFICERS ASSOCIATION

ARTICLE I—NAME

This organization shall be known as the M.M.C.T.& F.O.A. and hereinafter will be referred to as the organization.

ARTICLE II—PURPOSE

This organization has been formed to improve local government administration in Montana through local government officials universally known as Municipal Clerks, Treasurers and Finance Officers. In keeping with this purpose the organization will encourage the use of a common terminology, the exchange of ideas and information, and the advancement of sound government. The organization will also develop, exchange and disseminate information, ideas and techniques relating to local government. And the organization will initiate and perform other activities which promote the best interest of the public.

ARTICLE III—MEMBERSHIP

Section 1
There will be four classes of membership:

  1. Active Membership. The Municipal Clerk or Assistant Municipal Clerk, Clerk of the Commission, Administrative Assistant or any other titles under new forms of government which bear similarity in classification and duties now associated with the title City Clerk, Treasurer or Finance Officer of any municipality who wants to have an active membership in only the organization may be an Active Member.

  2. Associate Membership. Any person who is not eligible for Active Membership but supports the purpose of this organization may be considered for membership in this category.
  3. Supporting Membership. Any corporation which supports the purpose of this organization may be considered for membership in this category. Active Memberships belong to the originating municipality and may be permanently transferred to any eligible person. They can never be held by an ineligible person.
  4. Honorary Membership. Any individual may be nominated and elected to Honorary Membership. Election must be by a simple majority vote of the eligible members present at the annual meeting. No more than 10 persons can be on the Honorary Membership at any one time. The executive director and the President of the Montana League of Cities and Towns shall be ex-officio members of the Association. Te Executive Director of the Montana League of Cities and Towns shall serve as Executive Director of the M.M.C.T.& F.O.A.


Section 2. Classification of Members

The Executive Committee shall have the power to determine the membership classification of any member, and it may reject application for membership other than a Municipal Clerk, Assistant Municipal Clerk, Clerk of the Commission, Administrative Assistant or any other titles under new forms of government which bear similarity in classification and duties now associated with the title City Clerk, Treasurer or Finance Officer.

Section 3. Debate or Discussion

All members are eligible to participate in debate or discussion on any question or proposition at any meeting of the organization.

Section 4. Voting

Voting is restricted to one vote for each represented municipality. That one vote may be cast by any Active Member in good standing from that municipality. Unless otherwise stated, a simple majority of those members voting on any issue will be sufficient to carry the vote.

ARTICLE IV—FEES

The annual membership fee for this organization shall be determined annually by the members of the organization at its annual meeting, but shall at no time be less than ten ($10.00) per annum. Honorary Members shall be exempt from the payment of dues.

ARTICLE V—MEETING

The annual meeting of the organization shall be held on such dates and at such time and place as the Montana League of Cities and Towns annual convention, unless the Executive Committee may previously fix a date and for which at least thirty (30) days written notice to all members. At all business meetings twenty percent (20%) of members in good standing shall constitute a quorum

The fiscal year of the organization shall begin on July 1st of each year and shall terminate on the thirtieth day of June. Whenever at any meeting of the organization parliamentary rules of procedure involved, Robert’s Rules of Order shall apply.

ARTICLE VI—OFFICERS

The right to hold office is reserved for Active Members in good standing. The officers of the organization shall be a President, three (3) Vice-Presidents, one from each division i.e. one (1) representing 1st and 2nd class cities, one (1) representing 3rd class cities and one (1) representing towns; and Treasurer, and a Secretary, each of whom shall be elected by the membership at the annual meeting of the organization and shall hold office for a two-year term with a maximum of two consecutive terms in an office. Any vacancy in any office because of death, resignation, removal, disqualification or otherwise, will be filled by appointment by the Executive Board of Officers. Any other officer appointed to fill a vacancy shall be appointed for the unexpired term of his or her predecessor.


ELECTIONS

Beginning with the election of officers at the annual convention of 1985, the following three officers (President, Vice President of 3rd Class Cities, Secretary) will be elected for terms of two years; the remaining three officers (Vice President of 1st and 2nd Class Cities, Vice-President of Towns, Treasurer) will be elected for terms of one year. As each term expires, the candidate for office will be elected for a two-year term of office.

The President shall preside at all meetings of the organization. He shall appoint all committees including the chairman thereof and perform such other duties as may be required of him by the organization. In the absence of the President, the first Vice-President or next highest Vice-President in rank will perform all of the duties of the President during his absence. The three (3) Vice-Presidents shall have prescribed and designated duties to perform.

The Secretary shall keep the minutes and records of all meetings of the organization and shall take care of all correspondence thereof as directed or delegate such authority to the Executive Director of the Montana League of Cities and Towns. The Treasurer shall receive and administer all funds of the organization, deep an accurate accounting of all financial transactions of the organization, and shall submit at the annual meeting a full report of all receipts and disbursements made during the preceding year. The funds shall be kept in the name of the organization and banked in a separate fund. Checks shall be signed by the Treasurer and President of the organization.

Before the nominating committee presents names of candidates for new offices, acceptance of a nomination must be assured in writing to the nominating committee by the nominees. Additional nominations for all elective offices may be made from the floor.

ARTICLEVII—EXECUTIVE COMMITTEE

There shall be an Executive Committee consisting of the Officers of the organization and the immediate past-president. The Executive Committee shall have full power and responsibility to carry out all of the purposes of the organization and shall have general charge and control of its affairs, funds and property but shall not have the right to amend its by-laws. A meeting of the Executive Committee may be called by the President or any three (3) members of the Executive Committee. A majority of the Executive Committee called into session will constitute a quorum for official business. Written notice of meetings of the Executive Committee shall be mailed by the Secretary not less than FIVE (5) days prior to the holding of such meeting.

ARTICLE VIII—AMENDMENTS

This constitution and by-laws may be amended at any annual business meeting of the organization by a two-thirds vote of those present, provided that any proposed amendment be submitted in writing to each member at lease two weeks prior to the pending annual meeting.

ARTICLE IX

In the event of the dissolution of this organization, the assets shall be dedicated or transferred only in accordance with the purposes of this organization; preferable to the Montana League of Cities and Towns.