OHIO ASSOCIATION OF MUNICIPAL / COUNTY COURT CLERKS
Organized Columbus, Ohio – May 22, 1958
CONSTITUTION AND BY-LAWS
CONSTITUTION AND BY-LAWS
The name of this organization shall be the Ohio Association of Municipal / County Court Clerks.
The purpose of this Association shall be to add to the knowledge of Municipal / County Court Clerks and Deputies, to improve Municipal Court administration, and to cooperate with other organizations dedicated to the improvement of municipal affairs.
Any appointed or elected Clerk of any Municipal or County Court of the State of Ohio shall be eligible for membership and upon application and payment of current dues become classified as a regular member.
Deputy Clerks, employees of Mayor’s Courts and all other employees of Municipal and County Courts of the State of Ohio shall be eligible for membership and upon application and payment of current dues become classified as an associate member.
Any individual, agency, business or organization not a part of the Municipal, County or Mayor’s Courts of the State of Ohio shall be eligible for membership and upon application and payment of current dues become classified as an affiliate member.
Payment of all dues shall be made to the Treasurer.
The officers of this Association shall be comprised of Clerks of Municipal or County Courts who are in good standing, the Clerks of Municipal Courts being elected or appointed, and the County Court Clerks being those appointed by their Board of County Commissioners.
The elected officers shall be President, First Vice-President, Second Vice-President, Secretary, Treasurer, Sergeant-at-Arms, and six (6) Trustees.
The Secretary and Treasurer shall be elected for a three year term.
The term of President, First Vice President, Second Vice President, and Sergeant-at-Arms shall serve a term of one (1) year or until their successors are elected and not for more than two (2) terms.
Trustees shall serve for two (2) years with the exception of the immediate Past President, whose term will be for one year and not more than two (2) years. Elected trustee terms will be staggered with three elected each year.
At each annual meeting, where more than one person is nominated for an office, the Association shall elect by ballot. Nominations shall be made by a nominating committee of not less than three members, appointed by the President. The report of the nominating committee shall be given in writing to all members at least ten days prior to the annual meeting. Additional nominations may be made from the floor.
All newly elected officers shall assume the duties of their office immediately after the administration of the Oath of Office.
A vacancy in the office of President shall be filled by the officer of the next highest rank. Vacancies in other offices shall be filled for the remainder of the term of office by a majority vote of the Executive Committee present.
All Officers shall serve without remuneration or emolument.
The Officers and their duties are outlined below.
President – Shall preside at all meetings of the Association, and all meetings of the Executive Committee. The President shall be ex-officio member of all committees, except the Nominating Committee and the Outstanding Clerk Award Committee.
First Vice President – Shall preside over meetings in the absence of the President. Ex-officio member of all committees with the same exceptions as the President.
Second Vice President – Shall preside over the meeting in the absence of the President and First Vice President. Ex-officio member of all committees with the same exceptions as the President.
Secretary – Shall keep an accurate record of all proceedings of all meetings of the Association and all Executive Board Meetings.
Treasurer – Shall be responsible for all financial and general accounting of monies of the Association. Treasurer’s reports will be submitted as needed by the Executive Committee, including the publishing of an annual report for each calendar year.
Sergeant-at-Arms – Shall be responsible for maintaining the peace and decorum at all meetings of the Association.
Trustees – Shall be responsible for the control of all property of the Association.
The Executive Committee shall consist of the officers of the Association including the Trustees. The President of the Association shall be ex-officio Chairman of the Executive Committee. Each of the five (5) sections of this State shall have representation on the Executive Committee of this Association. Anytime the Corp of Officers of this Association does not include a Clerk of Court from each of the five (5) sections of this State, the President of the Association shall appoint a Clerk of Court in good standing in this Association from such District, or Districts, to serve on the Executive Committee. The appointee shall be designated a District Delegate to the Executive Committee from such District with the right to attend and participate in the Executive Committee Meetings. The term of the Delegates shall be in effect until the next election of officers.
A majority of the Committee shall constitute a quorum for the transaction of official business.
The Executive Committee shall exercise such powers and control as are usually exercised by governing boards; and shall in the interim between meetings of the Association, have control of the affairs of the organization with powers to act on its behalf. The Executive Committee also has the authority to act on legislation introduced before the legislature. A full accounting of the Executive Committee actions shall be made available to any member requesting the same in writing to the President of the Association.
The Executive Committee shall fix the dues for each subsequent year which begins the first day of January of each calendar year, unless otherwise ordered by a majority vote of the membership assembled at a regular meeting.
An approval may be given by the Executive Committee for specific assignments whereby mileage and actual expenses could be paid for, providing there be sufficient monies in the treasury.
The Secretary and Treasurer shall submit their records for an annual audit to whomsoever the said Executive Committee designates for the duty of auditing. The audit shall occur before, or immediately after the successor has taken office if no audit has been done recently.
The President shall appoint such committees as he or she may deem necessary. All Chairmen shall be members in good standing and may be invited to attend Executive Committee meetings at the discretion of the President or the Executive Board.
The rules contained in “Roberts Rules of Order Revised” shall govern the proceedings of the Association in all cases in which they are applicable, and in which they are not inconsistent with the By- Laws. The Second Vice President shall assume the duties of Parliamentarian.
Each REGULAR Member in good standing, in attendance at any meeting, shall be entitled to one vote. Except when otherwise provided, all voting in meetings of the Association shall be by voice vote unless a roll call is demanded by three or more members. A majority of the votes cast shall be necessary for a decision.
These By-Laws may be amended at any regular meeting of the Association by a two-thirds vote of the regular members present, provided that copies of the proposed amendments be given in writing to all regular members ten days prior to such meeting.
Outstanding Clerk Award
An Outstanding Clerk and/or Deputy Clerk award may be given at the Annual Meeting, held in May, subject to the discretion of the Awards Committee. The Awards Committee shall be comprised of past recipients of this award.
Life Membership may be voted on at the Annual Meeting, extending Life Membership in the OAMCCC to former Clerks or Deputy Clerks who have served this organization as an officer or Committee Chairman.
Addition to By-Laws
The By-Laws of this Association shall be reviewed once every five years by the By-Laws Committee Commencing in 1980. A written report, signed by a majority of the committee, shall be submitted to the President of the Association by the Committee Chairman.
Regular meetings of the Association shall be held semi-annually. Special meetings may be called by the President or three members of the Executive Committee. One of the regular meetings shall be designated as the annual meeting. The annual meeting shall be held in May, in Columbus, Ohio. The designation, time and place of the annual meeting shall be determined by the Executive Committee. The other regular meeting shall be designated as the semi-annual meeting. Designation and time of the semi-annual meeting which may be held outside of Columbus, Ohio, shall be determined by the Executive Committee. The Quorum at any meeting of the Association shall be 51% or more of all the Members of the Association.