(Revised 8/5/06)
We, the duly elected and appointed county treasurers, finance officers, and tax collectors, of the various counties of the United States, do hereby form a National Association of County Treasurers and Finance Officers, in order that we may better serve local, state, and national governments and do hereby establish these By-laws.
NAME This organization shall be known as the National Association of County Treasurers and Finance Officers (NACTFO).
OBJECTIVES
Section 1. This organization shall have the following objectives: 1) forwarding professional growth of its members, 2) raising the level of service, efficiency and character to both the general public and county government, and 3) supporting and/or proposing legislation beneficial to county government while opposing legislation deemed to be detrimental.
Section 2. Achievement of these objectives set forth above shall be accomplished by continuing education programs, through the exchange of information and ideas at conferences or other meetings, and through any additional available and proper means.
MEMBERSHIP
Section 1. ACTIVE MEMBERSHIP: Any county treasurer, county finance officer, or tax collector, whose county is a member county of the National Association of Counties (NACo) shall be an active member in this organization entitled to all the rights and privileges of active membership, including voting privileges, accorded by these By-laws. A past president of NACTFO shall maintain an active membership with the same rights and privileges as other active members for as long as he/she holds the office of either county treasurer, county finance officer, or tax collector, regardless of his/her county's membership status in NACo. The Immediate Past-President may serve as a member of the executive committee regardless of whether or not he or she continues to hold public office.
Active memberships shall also be available to county treasurers, finance officers, and tax collectors, whose counties are not NACo members but who, as individual office holders, make dues contributions to NACTFO in accordance with the provisions of Article IV of the By-laws.
Section 2. ASSOCIATE MEMBERSHIP: Associate membership shall be available to any financial institution, corporation, organization, individual, or former member of NACTFO having an interest in and ability to contribute to the purposes of NACTFO. All prospective associate members shall complete a membership application furnished by NACTFO and submit it, along with payment in full of the annual dues or a greater financial contribution, to the NACTFO treasurer. Associate members shall enjoy all rights and privileges of membership but shall not be permitted to vote nor hold office.
Section 3. HONORARY MEMBERSHIP: The Board of Directors may confer a non-voting Honorary Membership upon any deserving person deemed to have provided exceptional service to NACTFO. Honorary members shall be entitled to participate at all regular meetings of the Association, shall not be required to pay dues and shall not be permitted to vote or hold an office of the Association.
Section 4. LIFE MEMBERSHIPS: NACTFO hereby confers upon each of the NACTFO past presidents and all future past presidents of NACTFO a Life membership. As Life members, past presidents shall serve on the Board of Directors and have the same voting privileges as active members.
Section 5: STAFF MEMBERSHIP: Any staff member of a county treasurer, finance officer, tax collector, or any other governmental entity shall be eligible for membership with the written permission of the treasurer, finance officer, tax collector, or employer of any other government entity. Staff members shall be eligible to participate at all meetings of NACTFO with written approval of the treasurer, finance officer, or tax collector and shall not be permitted to hold office or be permitted to vote except in committees or by approval as provided in accordance with the provisions of Article IX.
DUES
Section 1: All members and prospective members of NACTFO shall be given notice each year that annual dues are payable, with the amount to be determined annually by a majority vote of the active membership in attendance at the Legislative Conference. If no action is taken, dues shall remain at the most recent approved level. Dues notices shall be mailed by the treasurer no later than August 31 annually for the following fiscal year.
Section 2: Annual dues amount for staff and associate memberships shall be determined by a majority vote of the active membership in attendance at the Legislative Conference. If no action is taken, dues shall remain at the most recent approved level.
BUDGET, FISCAL YEAR, AND EXPENDITURE
Section 1: At its Annual Conference, the NACTFO Board of Directors shall adopt a comprehensive annual budget for the next fiscal year. It shall include all anticipated revenue and expenditures. Any subsequent changes to the budget, as deemed necessary, must be presented to and approved by the Board of Directors.
Section 2: Unless declared otherwise by the Board of Directors, the NACTFO fiscal year shall commence on the first day of August and end on the thirty-first day of July of the subsequent calendar year. Where unusual circumstances dictate, the Board of Directors, by majority vote may shorten or lengthen that period-denominated fiscal year; however, each adopted budget must conform to its established fiscal year.
Section 3: Payment of any current or future expenses incurred by NACTFO must be in accordance with the adopted budget as specified in Section 1 and within adopted policies of the Association. Payment of a properly submitted written claim accompanied by appropriate original receipts shall be made only by check signed by the NACTFO treasurer, with evidence of the incurred debt recorded by him/her.
Section 4: The treasurer is authorized to enter into an agreement with a financial institution for the purpose of obtaining a credit card in the name of the association. The president and treasurer are authorized to sign the agreement and have authorization to use the cards. The credit limit shall be set at $7,500. Statements shall be furnished to the treasurer, audited, and paid by the treasurer. Use of the credit cards shall conform with expenses authorized in the current year budget as approved by the Board of Directors.
OFFICERS, EXECUTIVE COMMITTEE AND BOARD OF DIRECTORS
Section 1. The officers of NACTFO shall be active and voting members of NACTFO and shall consist of a president, president-elect, first vice president, second vice president, secretary, treasurer and immediate past president. Terms of office shall run from the time of election until a successor is named. Together they shall form the Executive Committee. No person who has served the majority of a term as president shall succeed himself/herself in that office.
Section 2. The total number of state directors of NACTFO shall be no more than two members from each of the fifty states and who shall not be current NACTFO officers or past presidents. Directors' terms of office shall run from the time of election until successors are named.
Section 3. An annual election of NACTFO officers and directors shall be held at a regular general membership business session of NACTFO while assembled in affiliation with each annual conference of NACo. Nominations may be from the floor and by a committee named by the president for that purpose according to Article VIII, Section 5 of the By-laws.
Qualification for election to serve as a NACTFO Officer includes being a current NACTFO dues paid member, having been an active NACTFO member for at least two years, and has attended at least two prior year NACTFO General Membership meetings before the election cycle at an Annual NACTFO Business meeting.
Section 4. Voting members of the NACTFO Board of Directors shall consist of the state directors provided for in Section 2 of this article plus the president, president-elect, first vice president, second vice president, secretary, treasurer, and the past presidents.
Section 5. Where vacancies occur among the directors or in any elected office, the Board of Directors shall elect qualified members to complete the unexpired terms.
Section 6. The president of NACTFO may appoint a secretary, parliamentarian, budget officer, chaplain, sergeant-at-arms, a future conference chairperson, or other specific purpose officers not inconsistent with NACTFO's purpose and otherwise proper. Officers appointed under this section of the By-laws shall not serve on the Executive Committee or on the Board of Directors.
Section 7. Upon entering office, each officer and director must take or subscribe to the following oath:
"I do solemnly swear to uphold and support the Constitution of the United States of America, subscribe to and be governed by the constitution of the National Association of County Treasurers and Finance Officers as an officer or director, and to faithfully perform my duties to the best of my ability, so help me God."
DUTIES OF THE OFFICERS, EXECUTIVE COMMITTEE AND DIRECTORS
Section 1. The president shall preside at all NACTFO Board of Directors and general membership sessions, shall promptly appoint all committees except the Executive Committee, supervise all functions of NACTFO, serve as ex-officio member of each committee, and perform any other acts set forth in these By-laws. The president shall serve as the NACTFO representative member on the NACo Board of Directors, should the immediate past president be unable to serve in that capacity.
Section 2. The president-elect shall perform the duties of the president in the absence or disability of the president. The president-elect, under direction of the President, shall oversee the duties assigned to the Conference Committee, Membership, Sponsorship, and Public Relations Committee, Legislative Committee, Budget, and Audit Committees and assure that they are faithfully discharged. In addition, the president-elect shall procure any and all honorariums and gifts and perform any other duties directed by the Board of Directors, not inconsistent with the association's purpose and otherwise proper.
Section 3. It shall be the duty of the first vice president to accept and accomplish tasks assigned by the president not inconsistent with the NACTFO purpose and otherwise proper. The first vice president, under direction of the president, shall oversee the duties assigned to the Education Committee and assure that they are faithfully discharged. The first vice president shall oversee Member Services and serve as State Association Liaison.
Section 4. It shall be the duty of the second vice president to accept and accomplish tasks assigned by the president not inconsistent with the NACTFO purpose and otherwise proper. The second vice-president, under direction of the president, shall oversee the duties assigned to the Constitution, By-laws and Resolutions Committee and Policies & Procedures Committee, and assure that they are faithfully discharged.
Section 5. The secretary shall keep a record of all proceedings of NACTFO and its Board of Directors, keep safely all books and papers of the association, prepare and distribute promptly minutes of the meetings, maintain current copies of the By-laws of the Association and all revisions approved by the active members. The secretary shall maintain at all times a current copy of the Association Policies as adopted by the membership, and shall be reimbursed for expenses incurred. The position of Secretary will be elected in even numbered years as a two-year term.
Section 6. The treasurer shall serve as chairperson of the Budget Committee, keep an accurate roll of all county treasurers, finance officers, and tax collectors, see that dues notices are mailed annually to all members of every classification, or others, in accordance with Article III and IV, deposit all funds with a reliable bank, and promptly pay those claims which have been authorized by the current year budget, Board of Directors and/or the general membership. The position of Treasurer will be elected in odd numbered years as a two-year term.
It shall be the treasurer's responsibility to furnish prospective associate members with a membership application, and within sixty (60) days of completion of his/her term in office, to forward all current NACTFO funds and financial records to his/her elected NACTFO successor.
Upon receipt of dues or greater donation by any Associate Member, the treasurer shall furnish the Associate a copy of the current roster of members, By-laws of the association, and Policies for Associate Members, see that the Associate's name and address is added to all mailing lists of the association, and notify NACo to assure that the Associate receives meeting notifications.
The treasurer shall make a detailed financial report of the affairs and conditions of the Association both quarterly and annually, to the executive committee and budget officer, if any; to each meeting of the Board of Directors, to each annual meeting of NACTFO, and to the president upon request. The report shall include a listing of checks issued and shall compare actual expenses and revenues to the budget. Further, the treasurer shall timely make available all books and records to the auditing committee and shall be reimbursed for budgeted expenses incurred.
Section 7. The immediate past president shall serve as the NACTFO member representative on the NACo Board of Directors. His term shall be consistent with the NACo term of office. He/she shall also serve as chairperson of the Nominations Committee.
Section 8. The Executive Committee shall conduct the business of this association between general membership meetings. The Executive Committee shall convene at all meetings of the Association or upon the call of the president of the Association. Suitable notice, in writing, of any special meeting shall be given to each member of the committee. It shall be the duty of the Executive Committee to act on all matters when the Association is in recess. The powers and duties of the Executive Committee shall be as follows:
(a) to direct the affairs of the Association between regular or special meetings;
(b) to determine any compensation or reimbursement for any officer, committee chairperson, or active member not provided for in the adopted budget or Policies;
(c) to advise the active members of the Association regarding actions taken or recommendations made by the Executive Committee;
(d) to execute all resolutions and mandates passed by the Association at regular or special meetings;
(e) to manage the Association in accordance with the By-laws and Policies and to direct its affairs consistent with the desires of the majority of voting active members;
(f) to render a report to the active members at the annual meeting of the Association on all matters acted upon during the fiscal year;
(g) to exercise powers and duties of the Executive Committee as set forth in this Article in addition to powers and duties of the Executive Committee set forth elsewhere in these By-laws.
Section 9. Meetings of the Board of Directors require thirty days written notice to each member. The Board of Directors shall convene at the NACo Annual Conference or on call of the President or by written petition of at least ten of its members. The Board of Directors, in meetings assembled, shall deliberate and consider each act or decision of the Executive Committee, and by a majority of those attending and voting, the Board shall either approve or reject each on its merits. The Board, too, shall decide other proper matters important to NACTFO including the adoption of each annual budget. Unless overturned by the general membership, decisions of the Board of Directors shall be final in matters pertaining to NACTFO.
STANDING COMMITTEES
Section 1. The President shall appoint all members of all Standing Committees and such other special committees as may be deemed necessary. The President shall designate one member of each committee as the Chairperson, with the exception of the Nominations Committee, which shall be chaired by the Immediate Past President and the Budget Committee, which shall be chaired by the Treasurer.
Section 2. The Audit Committee shall annually audit the records, accounts, receipts, disbursements, and financial condition of the Association. The audit is to follow standard audit procedures and shall always include verification of assets. The committee shall make a report in writing to the active members of the Association at its annual meeting and such other reports as may be required by the President or the Executive Committee.
Section 3. The Constitution, By-laws and Resolutions Committee shall make recommendations to the Association of all proposed by-law changes and present any necessary resolutions for the membership's adoption. The Committee shall make a report to the Association at its annual meeting or as required by the President or the Executive Committee.
Section 4. The Legislative Committee shall consider, recommend and act upon all legislation as deemed necessary for the benefit of local government. The Committee shall take appropriate measures to oppose any legislation considered to be detrimental to the interests of local government. The Legislative Committee shall work closely with the NACo Taxation and Finance Committee and with the Executive Committee of NACTFO. The Legislative Committee shall report, with recommendations, at all meetings of the Association.
Section 5. The Nominations Committee shall report its nominations of officers to the Executive Committee no later than May of each year and to the Association at its annual meetings. Each year the president shall appoint a Nominating Committee comprised of seven members of NACTFO who are current dues paying members, including the immediate past president who shall act as committee chairperson. Other members shall include the president, two active past presidents of NACTFO, and three active members from the membership at large who are not currently holding office or are past presidents.
Section 6. The Policies and Procedures Committee shall present to the Association any recommended changes in policies and/or procedures. The Committee shall furnish the Secretary with any necessary revisions to the Policies and Procedures after approval by the membership. The Committee shall file appropriate reports at the annual meeting of the Association or as required by the President or the Executive Committee.
Section 7. The Budget Committee shall prepare an annual budget for the following fiscal year to be presented to the Executive Committee no later than May of each year for approval by the membership at the annual meeting.
Section 8. The Education Committee shall work with a state university to carry out objectives for providing education programs to the membership. The Committee shall work with the Conference Committee for coordination of conference plans relating to education programs. The Committee shall provide for necessary recordkeeping in conjunction with the Education Program, and shall work with the Budget Committee in order to present a budget to the Executive Committee annually. The Committee shall monitor the certification program, provide for necessary recordkeeping in conjunction with a state university, see to the preparation and awarding of certificates as appropriate, and make recommendations to the Executive Committee for modifications to the program, when necessary. The Education Committee shall report to the membership at the annual meeting or as requested by the Executive Committee and perform any other duties as directed by the President or Executive Committee of the Association.
Section 9. The Conference Committee shall evaluate future meeting sites and make recommendations to the Executive Committee as to functions, budget, facilities, timetables, and provide planning and other assistance as needed. The Conference Committee shall coordinate their efforts with the Education Committee, the Budget Committee, the Sponsorship Committee and report to the Executive Committee of the Association. The Conference Committee shall perform any other duties as directed by the Executive Committee of the Association.
Section 10. The Membership, Sponsor, and Public Relations Committee shall promote active and associate membership in the Association and shall coordinate with the Conference Committee in seeking sponsorships for Association events. The Committee shall work with the associate membership to assure the coordination of their membership benefits between the associates, NACTFO and the NACTFO treasurer, and NACo. The Committee shall perform any other duties as directed by the Executive Committee of the Association.
Section 11. The Martinelli Award Committee shall administer Article X of the By-laws.
VOTING
Section 1. Each active member and Life member shall have one vote on all matters coming regularly before the Association at its meetings. In the absence of the active member, any accredited deputy so designated in writing by the active member shall have the capacity and full voting privileges of the active member.
"VICTOR E. MARTINELLI AWARD"
Section 1. Each year the National Association of County Treasurers and Finance Officers shall present the "Victor E. Martinelli Award" to a person who has been a participating member of NACTFO for at least two years, as well as a leader in their home state and a professional of the highest caliber in the operation of their own county office. When a recipient is chosen, the award shall be presented at the annual NACTFO meeting in conjunction with the annual NACo Summer Conference.
Section 2. The President of NACTFO shall appoint a NACTFO member to be the Chairperson of the annual "Award Committee". The President will serve as Vice-Chair. The Chairperson shall appoint four additional NACTFO members to the Committee using geographic and gender balance. Only the name of the Chair and Vice-Chair shall be published or made known, so as to ensure the sanctity of the award selection process. All applications to be a recipient of the annual award will be directed to the Chair, who shall not be a voting member of the Committee, nor will the Chair select a distinguished judge, but rather serve as a general coordinator of the entire committee function.
It shall be the responsibility of the five members of the committee, as directed by the chair, to each select a "Distinguished Judge", i.e. Congressman, Mayor, elected official, well known business person, etc., for the panel who will accept the responsibility of judging all entries for the "Victor E. Martinelli Award". Committee members will submit their judge's name and address to the committee chair. Names of the five Distinguished Panel of Judges shall not be published or made public until after the announcement of the recipient at the Annual Awards Banquet.
Qualifications to be chosen to receive the award at an Annual NACTFO meeting must include:
a) A current and prior year paid dues member in good standing of NACTFO
b) Attended at least one prior year NACTFO Business meeting, or Education Seminar.
c) Submission of a "County Treasurer/Finance Officer of the Year" award application at least 90 days prior to the Annual Award Banquet. This includes a 500 to 1,000 word explanation of why the individual should be considered, followed by a resume, biography, or support documentation of not more than 5 pages.
d) Letters of support endorsement from at least:
(1) One NACTFO Officer
(2) One NACTFO State Director
(3) One elected County or State Official from the applicant's home state. (Other than a NACTFO Officer or State Director).
Section 3. Official "Nomination Forms" are available on request from the Chair, and are publicized in NACTFO publications and on the Internet website. The entire process shall be on a scheduled basis to allow adequate time for judging by the Distinguished Panel of Judges, notification of the Chair of the voting, and the ability to properly order engraving of the award. All judging shall be completed and provided to the Chair no later than one month prior to the official start of the Annual NACo Conference.
Section 4. Entrants shall be limited to an essay entry, on the official nomination form, which shall not exceed 1,000 words, plus no more than five singular attachments, which should include a resume of the nominee's local office development, improvements in cash management and other related programs, civic, community, and family involvement and activities. The recipient of the award will be announced at the Annual NACTFO Awards Banquet and presented with the "Victor E. Martinelli Award", designating the person as the nation's "Outstanding County Treasurer".
Section 5. The current NACTFO president shall not be eligible to receive the "Victor E. Martinelli Award" during his/her term as president of NACTFO.
CONFERENCES
Section 1. This organization, an affiliate of NACo, shall meet in annual conference at the same time and location of the NACo Annual Conference. It shall also meet in conference at the same time and location of the NACo yearly Legislative Conference and at other times officially established by the NACTFO Board of Directors.
RULES OF ORDER AND AMENDMENTS
Section 1. Unless otherwise provided herein, meetings of NACTFO shall be governed by "Robert's Rules of Order, Newly Revised".
Section 2. These By-laws may be amended at the Annual Conference by a two-thirds majority vote of the members present, provided the purpose amendment shall have been submitted in writing and on file with the NACTFO secretary no less than thirty days prior to the Annual Conference.
Section 3. The NACTFO Constitution and By-Laws was first adopted by the membership in July, 1954, and was last amended at the NACTFO General Business Meeting August 5, 2006, held in Chicago, IL during the NACo Annual Conference.