Municipal Information Systems Association of California
BY-LAWS
Central Valley Chapter
ARTICLE I - Name and Purpose of Organization
Section A.This organization shall be known as the Municipal Information Systems Association of California, Central Valley Chapter
Section B.The purpose of the organization shall be to promote professional administration of municipal information systems and to strive for the attainment of professional status of all those responsible for the conduct of the activities of the field
The Municipal Information Systems Association of California Central Valley Chapter is one of three Regional Divisions within the State of California recognized by and affiliated with the Municipal Information Systems Association of California. All the cities within the State of California will be evenly divided among the current three information systems associations, i.e. Municipal Information Systems Association of California Central Valley, Central Valley, and Southern chapters.
Section C. In meeting the purposes of this organization and in accordance with League of California Cities representation, the Municipal Information Systems Association of California, Central Valley Chapter represents all general law and chartered cities (and other local government agencies that choose to join), in the League of California Cities Divisions of: South San Joaquin Valley, Central Valley, and Sacramento Valley, with the exception of those cities located in Kern County, which shall be represented by the MISAC Southern Chapter.
ARTICLE II- Membership and Dues
Section A. Qualifications
Each municipality or township within Article I, Section C, is a member of the Association. Membership shall also be open to any local governmental agency located within the League Divisions as defined in Article I, Section C engaged in providing services normally preformed by a municipality. Such services may consist of fire protection, police protection, water provision and/or quality control, sanitation, schools, or other special districts, hereafter referred to as municipal information systems.
Each Association Member, after paying the appropriate dues, shall then designate an individual to serve as their “Participatory member”, who must be presently engaged in the field of municipal information systems. A second type of membership shall be available to others who want to join the Association, and they shall be called Associate members. Association membership is not available to federal government, county government, or departments of the State of California.
1.“Participatory member.”Each member agency, upon payment of dues, shall have one or more participatory members. The participatory member(s) must be municipal information systems officers who are presently employed on a full time salaried basis as the chief information systems officer of an agency, and have attained a professional level of performance, understanding and aptitude in the field. This classification shall also be open to full time municipal employees who represent the information systems interests within the agency, provided that each participatory member must be a full time agency employee as defined by Article II, Section A 3. Each member agency, upon payment of Participatory membership dues, shall have one vote. Agencies represented by more than one participatory member shall determine which of their representatives is the voting member, and notify the chapter Secretary.
2.“Associate Membership.” This classification shall be open to those persons presently or formerly engaged in municipal information systems activities who do not qualify as an active member but are interested in promoting the purposes of the organization. Such members shall be entitled to all rights and privileges of the organization, except the right to vote or hold office. No member agency shall have only Associate Participatory members, except as defined in Article II, Section A 3.
3.“Out-sourced” Agency Membership. Association Member agencies that have “out-sourced” their Information Systems or Technology functions/activities shall be eligible to have associate members only unless represented by a full time agency employee who would become the Participatory member upon payment of dues.
4.Transfer of Membership. Memberships for which the dues are paid by the employing institution remain the property of the institution and may be transferred from one person to another provided that the membership qualifications are met. Memberships for which dues are paid by the member remain the property of the member although a change of status from “participatory” to “associate’ membership shall occur should the participatory member cease to meet the qualifications for participatory membership.
Section B.Election to Membership
1.A CITY shall be elected to membership by a unanimous vote of the membership committee consisting of the
President, the President-Elect, the Secretary and the Treasurer.
Section C. Membership Assessment and Annual Dues
1.DUES:
a.“Participatory ” membership dues, will remain at $60 over the state board fees which will be payable annually on a fiscal year basis, and will become due July 1 of each year, unless payment is suspended in accordance with Article II Section C3. Members who permit their dues to remain unpaid for three months after receipt of invoice shall be automatically suspended from membership until all dues are paid. As of 5/1/04, the state fees were $40/year making the central valley fee $100/year. §Amendment Addition, 5/1/04.
b.“Associate” membership dues, initially $40.00, will be payable annually on a fiscal year basis, and will become due July 1 of each year, unless payment is suspended in accordance with Article II Section C3. Members who permit their dues to remain unpaid for three months after receipt of invoice shall be automatically suspended from membership until all dues are paid. §Amendment Addition, 5/1/04.
2.Dues shall be determined from time to time by affirmative vote of the majority of the “participatory ” members in good standing in attendance at any regular meeting or said vote shall be taken by affirmative vote of returned ballots, or said vote shall be taken by affirmative vote of participatory members in good standing via e-mail or other electronic ballot.
3.Provided sufficient financial resources exist to maintain chapter operations, payment of dues may be suspended from time to time by affirmative vote of majority of the “participatory ” members in good standing in attendance at a regular meeting or said vote shall be taken by affirmative vote of returned ballots, or said vote shall be taken by affirmative vote of participatory members in good standing via e-mail or other electronic ballot.
4.No assessments, other than membership and dues, may be levied except by affirmative vote of majority of the “participatory ” members in good standing in attendance at a regular meeting or said vote shall be taken by affirmative vote of returned ballots, or said vote shall be taken by affirmative vote of participatory members in good standing via e-mail or other electronic ballot.
ARTICLE III - Officers
Section A.The officers of this organization shall consist of a President who shall automatically assume the office after serving one year as President-Elect, a President-Elect, a Secretary and a Treasurer who shall be elected annually at large.
Section B.Election
1.Candidates for President-Elect, Secretary and Treasurer shall be nominated by a nominating committee, or by any “participatory” member in good standing in attendance at the meeting during which the election is conducted. The president shall appoint up to three active members at large to serve on the nominating committee by June 15 of each year. Said committee is to report its recommendations to the membership present at the regularly scheduled meeting to be held in July. At the July meeting, officers shall be elected by affirmative vote of “participatory ” members in good standing present. In the event of cancellation of the July meeting, the President may call for election of officers via mailed or electronic ballot. Newly elected officers shall assume their duties immediately after the July meeting.
Section C. Eligibility
1.Any “participatory” member in good standing is eligible for election to any office.
Section D.Tenure
1.The term of office of the President, the Secretary and the Treasurer shall be for one year. The term of office of the President-Elect shall be for one year at the conclusion of which said President-Elect shall assume the office of President by automatic right of succession.
Section E.Vacancies
1.If the office of President becomes vacant, the President-Elect shall forthwith succeed to the balance of the unexposed term, thereafter continuing as President for his/her regular one-year term.
2.If the office of President-Elect becomes vacant, the President shall call a special election to fill the vacancy at the next regular meeting by affirmative vote of the majority of the participatory members in attendance.
3.If the office of the Secretary or the Treasurer becomes vacant, the President shall appoint an active “participatory” member in good standing to assume the office for the balance of the unexpired term.
Section F.Duties of Officers
1.The President shall:
a.Preside at all meetings of the general membership.
b.Appoint all committees other than membership.
c.Appoint an auditor to conduct a periodic review of the financial records and report back to the membership.
d.Carry out such other duties as given or assigned to him by vote of the membership.
2.The President-Elect shall:
a.Assume the office of President as provided in Section 0.
b.Assist the President in such manner as shall be requested by the President.
c.Discharge the duties of the President in the President’s absence.
d.Arrange the program, meeting facilities, etc, for all regularly scheduled meetings
e.Carry out such other duties as given or assigned to him by vote of the membership.
3.The Secretary shall:
a.Keep a record of the proceedings of the meetings.
b.Issue notices of meetings.
c.Issue and conduct correspondence of the association.
d.Prepare, sign and affix the association’s seal to all official documents.
e.With approval of the President, appoint or employ a person or persons to assist with his/her duties.
4.The Treasurer shall:
a.Collect all assessments and dues for the Municipal Information Systems Association of California Central Valley Chapter, and collect dues on behalf of the Municipal Information Systems Association of California and forward to the Treasurer of MISAC.
b.Maintain the financial records for Municipal Information Systems Association of California Central Valley Chapter and membership dues records for Municipal Information Systems Association of California and forward an updated membership list, together with dues, to the Treasurer of MISAC.
c.Render a statement each meeting of the financial status of the Municipal Information Systems Association of California.
d.Control and make all disbursements of the Municipal Information Systems Association of California as authorized by the membership.
e.Prepare an annual report as of June 30 each year to be presented to the general membership of the Municipal Information Systems Association of California at the first meeting after July 1.
f.With approval of the President, appoint or employ a person or persons to assist with his/her duties.
ACTICLE IV- Meetings
Section A. Number of Meetings
1.The frequency of meetings shall be determined from time to time by a majority vote of the “participatory” membership in attendance at a regular meeting; but may not be less than four (4) per year.
Section B.Quorum
1.A quorum for conduct of business at a regular meeting shall consist of one-fourth (1/4) of the ‘participatory” members.
Section C.Voting
1.There shall be one vote per “participatory member”, as defined in Article II, Section A. 1 & l.a., on any matter presented to the group. Voting may take place at a regularly scheduled meeting, by mailed ballot, e-mail, or other electronic ballot.
ARTICLE VElection of State Board Representatives.§Amendment Added 11/3/00.
1.Representatives shall be elected to the State Board of the Municipal Systems Association of California, by an affirmative vote of the “participatory” members present at the July meeting of the Central Valley Chapter. Three representatives, serving alternate two-year terms, shall represent the chapter.
2.Any “participatory” member in good standing may be nominated to serve on the State Board in accordance with the procedures in Article III, Section B 1. Newly elected representatives shall assume their duties on January 1 of the year following their election. State Board terms and assignments shall be determined in accordance with the by-laws of the Municipal Information Systems Association of California.
3.The term of any State Board representative serving as State Board Vice President shall be automatically extended an additional two-years to permit the Vice President to automatically assume the role of President by right of succession at the conclusion of the then current President’s term of office, in accordance with State by-laws.
4.Vacancies shall be filled within sixty (60) days of occurrence, by affirmative vote of the majority of participatory members in good standing present at any regularly scheduled, or special, meeting, provided said meeting is announced at least two (2) weeks in advance, or by mailed, e-mail, or other electronic, ballot.
5.Should any representative of the Central Valley Chapter fail to properly discharge his/her duties as a member of the Municipal Information Systems Association of California, or fail to attend a majority of the regularly scheduled meetings of the Central Valley Chapter, the President may remove said member from office by affirmative vote of the majority of the chapter officers. In such event, the vacancy shall be filled following the procedures outlined in item 4 above.
ARTICLE VIAmendments
Section A. Amendments to By-Laws
1.Amendments must be introduced at any regular, general membership meeting of the Municipal Information Systems Association of California, provided the proposed amendment has been given to all regular members, in good standing, in writing at least two weeks prior to the meeting. At a following meeting, or by ballot, the amendment may be voted upon and passed by a majority vote of the participatory membership present or responding. Ballots may be submitted by mail, e-mail, or other electronic ballot.
