TCTA of Sussex & Warren Counties

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CONSTITUTION AND BY-LAWS OF THE

TAX COLLECTORS AND TREASURERS ASSOCIATION

OF SUSSEX AND WARREN COUNTIES

AMENDED AND ADOPTED OCTOBER 16, 2013

CONSTITUTION

ARTICLE I. NAME AND OBJECT

Section 1. The name of this organization shall be known as TAX COLLECTORS AND TREASURERS ASSOCIATION OF SUSSEX AND WARREN COUNTIES. (To be known as the ASSOCIATION in this document).

Section 2. The objects of this Association shall be to:

1. Improve the standards of the Tax Collector’s, Treasurer’s, Director of Finance, Fiscal Officer, Comptroller, Chief Financial Officer, Tax Searcher’s, Collector of Utility Chargesduties.

2. Advocate and assist in the passage of laws to improve the financial structure of municipalities.

3. Advocate the stabilization and equalization of debt service.

4. Cooperate for the general improvement of matters pertaining to Municipal finance and to assist, wherever possible, the Legislature of the State of New Jersey, the Department of Community Affairs and other State bodies.

5. To promote the general welfare of the Tax Collectors and Treasurers of Sussex and Warren Counties municipalities and cooperate with similar State and National organizations.

ARTICLE II. MEMBERSHIP

Section 1. All Certified Tax Collectors and Chief Financial Officers, in addition to all qualified public officials regularly engaged as Utility Collectors, Treasurers, Directors of Finance, Fiscal Officers, Comptrollers and persons who are actively working in a finance, tax or utility office at the state, county or municipal level in the State of New Jersey shall be eligible for regular membership.

Section 2. Affiliate membership may be granted to any other suitable person with advice and consent of the Executive Committee. Affiliate membership shall not have the privilege of voting, but may participate in discussions. Affiliate members shall not be members of the Executive Committee, nor shall they be eligible to hold office in the Association.

Section 3. Retiree Membership: a retired member is defined as fully retired and not actively working for any state, county or municipal government. Retiree membership is free. Retiree membership shall not have the privilege of voting, but may participate in discussions. Retiree members shall not be members of the Executive Committee, nor shall they be eligible to hold office in the Association.

Section 4. Associate Business Members shall be individuals commercially interested and actively engaged in furnishing services or products related to the statutory functions of the members of the County Association. Associate Business Members shall not have the privilege of voting, but may participate in discussions. Such members shall not be members of the Executive Committee, nor shall they be eligible to hold office in the Association.

Section 5. Each regular member present at the Annual Meeting shall be entitled to one vote. Proof of paid-up membership may be required by the presiding officer before casting a vote.

Section 6. Membership shall be for one fiscal year as of January 1st to December 31st of the same year and is transferable within the municipality upon application received from the new prospective member at no additional cost.

ARTICLE III. OFFICERS

Section 1. The officers of this Association shall be a President, First Vice President, Second Vice President, Recording/Corresponding Secretary, Treasurer and Chaplain who shall be elected in accordance with the provisions of the BY-LAWS.

Section 2. Should a vacancy occur in an elected office, the President shall call a meeting of the Executive Committee where, by majority vote, it shall appoint a successor to fill the office for the unexpired term. Should the vacancy occur in the office of the President, one of the Vice-Presidents shall preside in the order of his rank.

ARTICLE IV. MEETINGS

Section 1. The annual meeting of the Association shall be held in conjunction with the regular meeting held in October of each year.

Section 2. Meetings shall be held on a quarterly basis at a time and place agreed to by a majority vote of the membership.

ARTICLE V. AMENDMENTS

Section 1. Any article or section of this constitution may be amended by a two-thirds vote of the members present, and qualified to vote, at any meeting called for that purpose, provided however, due notice of such amendment as may be contemplated, is mailed/emailed to all members, at least five days prior to the date of the meeting when such proposed amendment is to be considered.

BY-LAWS

ARTICLE I. MEMBERSHIP

Section 1. All Certified Tax Collectors and Chief Financial Officers, in addition to all qualified public officials regularly engaged as Utility Collectors, Treasurers, Directors of Finance, Fiscal Officers, Comptrollers and persons who are actively working in a finance, tax or utility office at the state, county or municipal level in the State of New Jersey shall be eligible for regular membership.

Section 2. Affiliate membership may be granted to any other suitable person with advice and consent of the Executive Committee. Affiliate membership shall not have the privilege of voting, but may participate in discussions. Affiliate members shall not be members of the Executive Committee, nor shall they be eligible to hold office in the Association.

Section 3. Retirees: a retired member is defined as fully retired and not actively working for any state, county or municipal government. Retiree membership is free. Retiree membership shall not have the privilege of voting, but may participate in discussions. Retiree membership shall not hold office on the Executive Board in the Association.

Section 4. Associate Business Members shall be individuals commercially interested and actively engaged in furnishing services or products related to the statutory functions of the members of the County Association. Associate Business Members shall not have the privilege of voting, but may participate in discussions. Such members shall not be members of the Executive Committee, nor shall they be eligible to hold office in the Association.

Section 5. Annual dues for each class of membership shall be established by the Executive Board. Annual dues shall be payable on application for membership and as of January first in each year thereafter. Any change to the existing structure shall be presented to the membership at the Annual Meeting for approval or disapproval by majority vote.

Section 6. Any member who shall be in arrears in payment of his dues on July 1st of any year shall be automatically dropped from membership in the Association.

Section 7. The membership roster shall be kept by the Treasurer, and it shall be his/her duty to see that any member in default of payment of dues as of July 1st, as above provided, is dropped from the roster, provided, however, the Treasurer shall first have given written notice to such delinquent members not later than June 1st, which notice shall set forth the amount of the delinquency and inform the member that if payment is not made by July 1st, they will be dropped from the roster.

ARTICLE II. VOTING

Section 1. Each regular member of the Association whose dues are paid in full shall be entitled to one vote in all deliberations and elections of the Association.

Section 2. Unless herein or by the Constitution otherwise provided, only a majority vote of the members present at any meeting shall be required for the favorable passage of any question before the Association.

Section 3. Associate members shall not be entitled to vote at any meeting of the Association.

ARTICLE III. OFFICERS DUTIES

Section 1. President: The President shall preside at all meetings, appoint all committees, and have a general supervision of all the activities of the Association, call all meetings and shall be ex-officio member of all committees except the Nominating Committee.

Section 2. Vice-Presidents: The Vice-Presidents, one representative of each County, shall in the absence of the President preside in the order of rank. The Vice-President shall supervise all standing committees and such other duties as designated by the President. Each Vice President is also responsible for planning meetings in his/her County, including scheduling meeting facilities, providing a speaker and contacting the Department of Community Affairs regarding CEU’s.

Section 3. Secretary: The Secretary shall keep the minutes of all meetings, care for the correspondence and send notices of meetings to be held.

Section 4. Treasurer: The Treasurer shall receive all moneys paid to the Association, giving receipts for same, send bills or statements of dues, pay all bills which have been approved, deposit all moneys in an authorized bank to be named by the Executive Committee, prepare statements for all Executive Meetings, have available for the Auditing Committee all bank books, checkbooks and cancelled checks prior to the Annual Meeting. The Treasurer shall also be responsible for maintaining membership records. A copy of the membership records shall be forwarded to all members of the Executive Committee.

Section 5. Chaplain: The Chaplain shall be responsible for presenting the invocation at all meetings, and life correspondence.

Section 6. Term of Office: All officers of the Association shall be elected at the annual meeting for a two year term starting January first of the following year.

Section 7. Vacancies: In the case of the vacancy of the President-elect, the first Vice President-elect automatically becomes the President-elect; the 2nd Vice President-elect automatically becomes the first Vice President-elect.

In the case of a vacancy of the Vice President that there be automatic ascension to the vacancy with the vacancy to be filled occurring to the lowest Vice President-elect.

ARTICLE IV. MEETINGS

Section 1. Annual Meeting: The annual meeting of the Association shall be held in conjunction with the regular meeting held in October of each year.

Section 2. Regular Meeting: Meetings shall be held on a quarterly basis at a time and place agreed to by a majority vote of the membership.

Section 3. Special Meeting: Special meetings may be called by the President, the Executive Committee or upon the written request of five members of the Association as the occasion may from time to time require. No special meeting shall be held unless at least forty-eight hours written notice shall have been sent to every member, which said notice shall designate the time, place and the purpose for which the meeting is called. No business other than that for which the meeting shall have been called shall be transacted at any special meeting.

ARTICLE V. COMMITTEES

Section 1. Standing Duties: The following standing committees shall be appointed by the President, except for the Executive Committee, to serve until the next annual election of officers:

(a) Executive Committee: Consisting of the duly elected officers of the Association. It shall be the duty of this committee in additional to the duties herein prescribed, to aid and assist the President in any and all matters pertaining to the welfare of the Association as he/she may request or direct.

(b) Membership Committee: The membership committee shall consist of three members. It shall be the duty of this committee to solicit and secure new members in the Association.

(c) Publicity Committee: Consisting of at least one member whose duties it shall be to publicize the activities of the Association including maintaining the Association’s website.

(d) Nominating Committee: Consisting of four members, two from each County, of the Association. It shall be the duty of this committee to recommend to the Association at the regular third quarterly meeting of each year a slate of officers for election. First Committee member appointed shall be the chairman.

(e) Legislative Committee: Consisting of one member whose duty shall be to follow all legislation insofar as it may be of interest or concern to the Association and report the same at each regular meeting.

Section 2. Special Committees: Such other special committees as may not be herein provided, as the President may deem to be required for the best interest of the Association.

ARTICLE VI. ORDER OF BUSINESS

1. Call to order

2. Pledge of Allegiance

3. Invocation

4. Roll call of officers

5. Approval of minutes

6. Report of the Treasurer

7. Authorization of payment of bills

8. Report of Officers

9. Unfinished Business

10. New Business

11. Nomination and Election of Officers

12. Program

13. Adjournment

ARTICLE VII. RULES OF ORDER

Whenever the Constitution and By-Laws fail to apply on any question before the Association for deliberation, Robert’s Manual of Parliamentary Procedure shall govern.

ARTICLE VIII. AMENDMENTS

Any article or section of the By-Laws may be amended by a two-thirds vote of the regular members present and qualified to vote at any annual or regular meeting.

The following amendments of the Constitution and By-Laws of the Tax Collectors and Treasurers Association of Sussex and Warren Counties were approved on April 19, 1990:

Constitution:

ARTICLE IV. MEETINGS Section 2.

By-Laws:

ARTICLE I. MEMBERSHIP Section 3.

ARTICLE III. OFFICERS DUTIES Section 5.

The following amendments of the Constitution and By-Laws of the Tax Collectors and Treasurers Association of Sussex and Warren Counties were approved unanimously by all voting members present at the annual meeting on October 16, 2013:

Constitution:

ARTICLE I. NAME AND OBJECT Section 2.

ARTICLE II. MEMBERSHIP Section 1-6.

ARTICLE III. OFFICERS Section 1.

ARTICLE IV. MEETINGS Section 1 and 2.

ARTICLE V. AMENDMENTS Section 1.

By-Laws:

ARTICLE 1. MEMBERSHIP Section 1-7

ARTICLE II. VOTING Section 2.

ARTICLE III. OFFICERS DUTIES Section1,2, and 4.

ARTICLE IV. MEETINGS Section 1 and 2.

ARTICLE V. COMMITTEES Section 1 (b), (c), (d), (e)