Central Ohio Association of Mayor’s
Constitution and By-Laws
The name of this organization shall be known as the Central Ohio
Association of Mayor’s Court Clerks.
The purpose of this organization shall be to improve court administration,
to add to the knowledge of the court clerks, to encourage efficiency,
to promote high standards in clerk of court duties, and to cooperate
with other court associated organizations to create unity and better
Any municipality having an appointed or elected Clerk within our
nine county regions (Delaware, Fairfield, Franklin, Knox, Licking,
Madison, Morrow, Pickaway, and Union) is eligible to become a member
of the Central Ohio Association of Mayor’s Court Clerks. Associate
membership is offered to any municipality having an appointed or
elected Clerk outside our nine county regions. Associate members
have no vote. Any individual, agency, business or organization
associated with the Mayor’s Courts of the State of Ohio shall
be eligible for an Affiliate Membership.
Application for Affiliate Membership must be accompanied by current
dues and paid to the Secretary-Treasurer.
Application for membership
accompanied by the current dues shall be made to the Secretary-Treasurer.
shall be fixed by the majority vote of the assembled membership at
the first meeting of each calendar year upon recommendation by the
Representatives of communities in good standing of this association
are eligible for nomination and election of officers.
Officers shall be President, Vice-President, and Secretary-Treasurer. Each
officer shall be elected to a one (1) year term. Officers shall
be eligible for re-election to the same office for one (1) additional
year if so desired at the expiration of their term. TheSecretary-Treasurer
shall be eligible for consecutive terms if elected by the membership. Elections
will be held in December of each year, with officers being sworn
in at the January meeting of the next year. All officers shall
serve until their successors are elected and seated.
Any vacancy in the office of President shall be filled by the next
highest rank. Vacancies in other offices shall be filled for
the remainder of the vacant term by majority vote of members present
at any regular meeting.
All officers shall have the monthly meeting fee waived. Approval
may be given by the Executive Committee for any specific expenses
providing sufficient monies do exist in the Treasury.
The President and Secretary-Treasurer shall be responsible for control
of the funds and property of the Association.
Any officer of the Association may be removed from said office by a
vote of any two-thirds (2/3) of the members as a whole.
Duties of the President shall be: to preside over meetings,
deposit bank deposits which are prepared by the Secretary-Treasurer. The
duties for the Vice President shall be: assume duties as President
when President is unavailable or unable to perform duties; arrange
a meeting place, guest speakers and an agenda for each meeting. The
duties of Secretary-Treasurer shall be: take minutes at all
meetings, keep financial records in good order (by issuing pre-numbered
receipts for receivables, preparing a bank deposit for the President,
and paying all debts in a timely manner); monthly reconciliation
of the checkbook; providing monthly financial statements to the members
and issuing meeting notices.
Regular meetings of the Association shall be held approximately
once per month at locations and times on dates which are all pre-determined
by the membership as a body.
The Executive Committee shall consist of the officers of the organization
and the Regional Delegate to the State Association. The Regional Delegate
shall be selected by a majority vote of members present. Election of
the Regional Delegate will take place at the same time as the election of officers.
The Association President shall serve as the Chairman of the Executive
The President will provide for an audit and/or examination of the records
and accounts annually. The Secretary-Treasurer shall submit the
records for audit whenever requested by the Executive Committee or
by whosoever said committee has designated for such purposes.
The President shall appoint such committees as are deemed necessary. All
committee chairs shall be members in good standing and may be invited
to attend any Executive Committee meetings.
Rules contained in Roberts Rules of Order, Revised shall govern
the proceedings of the Association in all cases where applicable
and where they are not inconsistent with the By-Laws or special rules
of this Association.
The Vice President shall assume the duty of the Parliamentarian.
Each municipality that is a member in good standing in attendance
at any meeting will be entitled to one vote. All voting shall
be viva-voce. Ballot voting is required if there is more than
one nomination for office and to remove an officer. A majority
of the votes cast will be necessary for a decision. Associate
members have no vote.
These By-Laws may be amended by a two-thirds (2/3) vote
of the members present at any regular meeting providing copies of
the proposed changes are given in writing to all members seven (7)
days prior to such meeting.
Should the Association be dissolved, all monies in the Association’s
Treasury shall be divided equally among all member courts after any
outstanding debts have been paid.
Last revised 1/12/10