MOCCFOA FACTS
City Clerks and Finance Officers who wanted to join together to improve the professionalism of their offices founded the MOCCFOA in 1951. Bylaws, a President, President-Elect, Secretary and Treasurer govern the organization. The MOCCFOA is an affiliate of the Missouri Municipal League (MML), which is located a 1727 Southridge Drive, in Jefferson City, MO 65109. The MML assists the MOCCFOA by keeping us informed of legislation, which affects our cities.
The MOCCFOA's major emphasis is the annual Educational Institute held each spring under the auspices of the Southwest Missouri State University, Springfield, Missouri's Center for Social Sciences and Public Policy Research. Educational sessions are offered to help members earn a 100-hour certificate from SMSU. Programs are offered on Personal Development, Professional Theory and Practical Application.
In addition to the Spring Institute, the MOCCFOA offers a shorter seminar each fall in conjunction with the MML Conference. Attending seminars and institutes will help you interface with municipal officials from all over Missouri. Members can also obtain answers to their immediate problems by associating with their colleagues with similar problems.
The Southwest Missouri City Clerk's and Finance Officers Association is a Division of the State Association. If you encounter a problem during the course of your job as a City Clerk or Finance Officer, all you have to do is pick up a phone, and a network of experience and expertise will be at your disposal!
Excerpt taken from the MOCCFOA Newsletter, Fall 1998
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Mission
The Southwest Missouri City Clerks and Finance Officers Association is a Division of the State Missouri City Clerks and Finance Officers Association. (MOCCFOA)
PURPOSE
To promote and develop the Association as an agency for the professional benefit of Municipal Clerks, Finance Officers, and officials or persons with the same or similar powers and duties.
BYLAWS
ARTICLE I
NAME
The name of the organization shall be "Southwest Missouri City Clerks and Finance Officers Association".
ARTICLE II
PURPOSE
Section 1. To act as the Southwest Division of the MOCCFOA and promote the purposes set forth in its constitution and By Laws.
Section 2. Promote and develop the Association as an agency for the professional benefit of Municipal Clerks, Finance Officers, and officials or persons with the same or similar powers and duties.
Section 3. The association's fiscal year shall be July 1 through June 30.
ARTICLE III
MEMBERSHIP
The following types of Association membership and eligibility requirements are hereby established:
Section 1. Active Membership may be held in this organization by any city clerk, deputy clerk, and any accounting or finance officer or person serving in similar capacities whether elective or appointive.
Section 2. Associate Membership may be held in the organization by any person and a Sustaining Membership by any firm or organization not eligible for active membership, but who may be interested in the principle and practices of government finances, and who subscribes to the purposes of the organization.
Section 3. Both Active and Associate members may hold office in the Southwest Missouri City Clerks and Finance Officers Association.
Section 4. Municipal Clerks and Finance Officers who served in that capacity for at least ten (10) years and held Active Membership at the time of their retirement are eligible for Life Membership.
ARTICLE IV
DUES
Annual dues payable in advance shall be $15.00, (of which $5.00 is for education) for active and associate memberships and not less than $20.00 for sustaining memberships. Any member may be suspended from the organization for delinquency in payment of dues, after six months. Dues are payable July 1; billing by the outgoing Treasurer in June, collected by the newly elected Treasurer in July.
ARTICLE V
OFFICERS
Section 1. The officers of this organization shall include: President, Vice-President, Secretary, and Treasurer. All officers shall be elected annually in April with officers sworn in at the May meeting to take office July 1st. They shall hold office for one year or until their successors are elected.
Section 2. No person shall hold office unless he shall be an official member of the Southwest Missouri City Clerks and Finance Officers Association. No officers shall continue 90 days after retiring. No person shall hold the office of President unless he has served two years as holder of another office.
Section 3. Nomination for office shall be made by a nominating committee of three members appointed by the President at the January meeting. Additional nominations may be made from the floor.
Section 4. Any vacancy shall be filled by a majority vote of the members present at a regular meeting. Member elected to fill said vacancy shall serve the remainder of the term.
Section 5. The duties of all officers shall be as follows:
A. President: The President shall preside at all meetings and serve as an ex-officio member of all committees except the Nominating Committee. The President shall appoint audit, budget, by-laws, membership, nominating and scholarship committees. The President may appoint other committees as needed. Committees shall serve for a period of one year. The President shall at the beginning of their term, meet with all officers, including the immediate Past President, to plan the programs for the following year.
B. Vice-President: The Vice-President shall have such powers as delegated by the President serve as Chairperson of the Membership committee and other duties as delegated by the President. In the case of the absent of the President, the Vice-President shall perform the duties of the President.
C. Secretary: The Secretary shall keep a permanent record of all business meetings of the Division. Prepare and mail notices of all meetings to members in advance of the meeting date. Maintain a list of all committees and a current copy of the Division by-laws. In the absence of the President and Vice-President call the meeting to order and proceed with the election of a temporary chairman. Process correspondence for the Division. Prepare minutes of the proceedings of each business meeting to be voted on for approval the next business meeting.
D. Treasurer: The Treasurer shall send annual statements of dues payable to all members of the Division, and reminders when necessary. Collect all dues and fees receivable and provide members with official membership cards after payment of their dues. Pay all properly approved Division bills and invoices. Prepare financial reports to be presented at each meeting. Maintain a roster of all members. Serve as Chairman of the Budget committee which shall prepare a proposed budget for the following year to be submitted to the Division for their approval at the April or May meeting. Provide the Audit committee with the current and complete records by August 1st following completion of term.
ARTICLE V
COMMITTEES
Section 1. Standing committees of the organization shall be Membership, chaired by the Vice-President (See Article V, Section %B). Audit, Budget, By-Laws Nomination, and Scholarship. Committees shall be appointed by the President and shall serve for a period of one year.
Section 2. The Membership Committee shall be responsible for recruiting new members and encouraging active participation of regular and associate members in the organization. Active members shall keep the Vice-President appraised of changes in positions when known.
ARTICLE VII
MEETINGS
Section 1. Robert's Rules of Order Revised" shall govern the proceedings of the meetings in all cases except where they are in conflict with the constitution and By-Laws.
Section 2. The organization shall hold not less than six meetings per year, one of which shall be held in conjunction with the annual conference of the City Clerks and Finance Officers Division of the Missouri Municipal League. A written notice shall be mailed to each member in advance of every regular meeting.
Section 3. Special meetings may be held after suitable notice at least five days in advance.
ARTICLE VIII
AMENDMENTS
The Bylaws may be amended at any regular meeting or special meeting of the organization by two-thirds (2/3) vote of the active members present, provided that written
notice of proposed amendment has been sent to all active members at least 30 days before the meeting.
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