Constitution
CONSTITUTION OF VERMONT MUNICIPAL CLERKS' AND TREASURERS' ASSOCIATION
REVISED SEPTEMBER 21, 2024
ARTICLE I. NAME
The name of this organization shall be the Vermont Municipal Clerks’ and Treasurers’ Association.
ARTICLE II. PURPOSE
The purposes and objectives of this Association shall be as follows:
- To promote a closer working relationship between the various Municipal Clerks and Treasurers of the State.
- To provide a medium for exchanging ideas.
- To promote uniformity in carrying out the duties of Clerks and Treasurers as required by the Vermont Statutes Annotated.
- To bring about the enlistment and training of qualified Clerks and Treasurers.
- To foster and encourage a higher degree of professionalism among Clerks and Treasurers.
- To review and introduce legislation in the Vermont General Assembly that affects Vermont Clerks and Treasurers.
ARTICLE III. MEMBERSHIP, VOTING RIGHTS, DUES
There shall be three classes of members: active, retired and honorary.
Section 1. Active: An active member shall be an individual who is currently serving, by appointment or election, as Clerk, Treasurer, Assistant Clerk or Assistant Treasurer, in a Town, school district, city, village or county of the State of Vermont.
Section 2. Retired: An individual, who has previously been an active member in good standing upon leaving the public sector, or upon changing duties within it, may continue membership in the Association under this classification.
Section 3. Honorary: Honorary membership shall be held as an exclusive distinction for meritorious services in the furtherance of the Association. Honorary membership is the highest distinction that the Association may bestow and should be conferred only in exceptional cases. All attempts to preserve the integrity of the Association membership provisions are futile if there is a broad scope of preference for the admission of honorary members. The holding of active and honorary membership simultaneously will not be allowed. A person who has distinguished themselves by meritorious service in the Association’s ideals may be elected by the Executive Board to honorary membership in the Association.
Section 4. Voting Rights: The Right to vote is reserved and restricted to active members, and unless otherwise stated, a majority of those members voting on any issue may be sufficient to carry the vote.
Section 5. Dues: Effective October 1, 2013 annual dues shall be:
Reviewed and set annually by the VMCTA's Executive Committee.
The membership period shall run October 1 through September 30 each year.
ARTICLE IV. OFFICERS, POWERS, AND DUTIES
Section 1. Officers: The officers of the Association shall be a President, First Vice-President, Second Vice-President, Secretary, Treasurer and Auditor. The officers shall be elected at the Annual Meeting to hold office for no more than two one-year terms with the exception of the Secretary and Treasurer. The oath of the office shall be administered at the Annual Meeting.
Section 2. Powers and Duties General: The powers of the officers of this Association shall be such as by general usage are indicated by the title of their office.
Secretary: The Secretary of the Association shall conduct its correspondence; shall give notice of and keep minutes of all meetings; shall have custody of records and property of the Association; shall have custody of the corporate seal, if any and shall attest all instruments; shall serve as secretary of the Executive Board; shall furnish copies of the minutes of the Annual Meeting to all members present at the Annual Meeting and to all Executive Board members.
Treasurer: The Treasurer of the Association shall exercise authority in all financial matters in accordance with such by-laws and resolutions as may be adopted by the Executive Board; shall furnish an annual financial statement to the executive Board no later than thirty days prior to the Annual Meeting of each year and such other periodic statements as may be required by the Executive Board; shall furnish to all members present at the Annual Meeting a copy of the financial statements; shall have custody of all funds and may determine the method of depositing and safekeeping of the same; shall have custody of all bonds, stocks, deeds and other documents of the Association and determine the method of depositing and safekeeping of the same but shall not pledge or dispose of any of the assets without approval of the Executive Board. Said Treasurer shall upon retirement turn over all foregoing documents to the Auditor of the Association; shall annually submit the financial records of the Association to an audit no less than forty days before the Annual Meeting.
ARTICLE V. EXECUTIVE BOARD, POWERS AND DUTIES
Section 1. Executive Board Composition: The Executive Board shall be comprised of the President, First Vice President, Second Vice President, Secretary, Treasurer, Auditor and Immediate Past President. The Executive Board shall also include the following members elected at the Annual Meeting: two Members at Large for a two year term and two Members at Large for a one year term.
Members elected At Large for a two year term shall serve no more than two consecutive two year terms. Should a vacancy occur, the Member appointed to serve the remainder of the term shall be eligible to be a candidate for two consecutive two year terms.
Members elected At Large for a one year term shall serve no more than four one year terms. Should a vacancy occur, the Member appointed to serve the remainder of the term shall be eligible to be a candidate for four consecutive one year terms.
Section 2. Nominations: Prior to the Annual Meeting, the President shall appoint a Nomination Committee to consist of three active members, one of whom shall be a member of the Executive Board of the Association and serve as chairperson, two to be appointed from the general membership. It shall be the duty of the Nomination Committee to nominate a slate of candidates for the following year to be voted on at the annual meeting.
Section 3. General: To prescribe and provide for such supervision, control and general administration of affairs of the Association and for the prosecution and accomplishment of its objectives.
Section 4. Fiscal Powers: The Executive Board shall prepare for approval an annual budget and establish and require compliance with procedures for the receipt, disbursement and keeping of Association funds and records in connection therewith.
Section 5 . Audit: The Executive Board shall require an annual audit of the books and accounts of the Association to be completed no less than thirty (30) days before the Annual Meeting.
Section 6. Vacancies: In the event of a vacancy in any of the offices of this Association prior to the expiration of its tenure, such vacancy shall be filled by appointment by the Executive Board as chosen from the active membership. An officer or Executive Board member who fills an unexpired term due to a vacancy shall be eligible to be nominated and elected to a full term in that office.
Section 7. Meeting: Meetings of the Executive Board shall be held by order of the President or by a majority of the Executive Board made in writing and directed to the President.
Section 8. Quorum: A quorum of the Executive Board shall consist of those present and voting for the transaction of official business.
Section 9. Other: The First Vice-President and Second Vice-President shall make recommendations of all committee appointments to the Executive Board deemed necessary to carry out the purposes and objectives of this Association.
Section 10. Standing Committees: The following shall be the Standing committees of the Association. The Awards, Budget, Certification and Continuing Education, Constitution, Legislative, Membership, Newsletter, Nominating, Public Relations, Scholarship, Town Report Committee, Computerization of Municipal Records and Best Practice Education. It is the responsibilities of the Executive Committee to prescribe the duties and responsibility of each of the standing committees.
Section 11. The Officers and Committee Descriptions: The Officers and Committee Descriptions dated September 17, 2001 shall annex the constitution and any changes to the duties of the officers or committees shall be updated and changed at an Executive board meeting warned for that purpose. The Executive board shall have the authority to appoint or create, change or abolish additional committees in the best interest of the Association.
Section 12. The Executive Board shall call a meeting of all the Town and City Clerks and Treasurers of the State, both members and non-members. The order of business is to review and discuss the purpose and objective of the Vermont Municipal Clerk’s and treasurer’s Association.
Section 13. Annually, the Legislative Committee shall review the Municipal Policy of the Vermont League of Cities and Towns, solicit proposed issues from the membership, review the positions of the membership of the VMCTA and prepare a Legislative Policy which shall be submitted to the Executive Board. The Executive board shall then submit this Policy to the membership of the VMCTA at its Annual Meeting. Those members in attendance shall approve the Policy as presented or amend the Policy as decided.
ARTICLE VI. FISCAL YEAR, PARLIAMENTARY LAW
Section 1. Fiscal Year: The fiscal year of the Association shall run from October 1st through September 30th.
Section 2. Parliamentary Law: Whenever in the affairs of the Association parliamentary rules or procedures are involved, Robert’s Rules of Order shall apply and control.
ARTICLE VII. ANNUAL MEETING, NOMINATIONS
Section 1. Annual Meeting: There shall be an Annual Meeting of the Association to be held during the Annual Conference in September, the place and date to be decided upon by the Executive Board. The membership will be notified of the place and date of the meeting not less than one hundred eighty (180) days prior to said Annual Meeting.
Section 2. Budget: The Executive Board shall present their annual budget for approval by the membership. Amendments may be made by a majority vote of those present.
ARTICLE VIII: AMENDMENTS OF CONSTITUTION
Proposed amendments to the constitution shall be in writing, setting forth the particular change or changes as proposed by the Executive Board or, by petition signed by twenty (20) active members of this Association and filed with the President. The membership shall be furnished a copy of any and all proposed amendments at least thirty (30) days before the Annual Meeting.
Proposed amendments to the constitution may be voted on only during an Annual Meeting, It shall require a simple majority of active members voting thereon to adopt an amendment to this constitution. Each adopted constitution amendment shall become effective immediately upon declaration of its adoption unless otherwise specified.
