Tennessee Government Finance Officers Association
Constitution & By-Laws
ARTICLE I: NAME
The name of this association shall be Tennessee Government Finance Officers Association.
ARTICLE II: PURPOSES
The purpose of this Association shall be to promote the educational and professional interests of governmental finance officers of the State of Tennessee and the respective entities they represent; to obtain a higher standard of efficiency in all fiscal and financial management functions; and to promote improved service and relations with allied associations and institutions.
ARTICLE III: MEMBERSHIP AND QUALIFICATIONS
Active membership may be held in the Association by any public finance official, including finance officers, city and county managers or administrators, accountants, clerks, recorders, treasurers or auditors, whether elected or appointed, and officials and employees of the State of Tennessee, the Municipal Technical Advisory Service, and the County Technical Assistance Service.
Associate membership may be held in the Association by any other persons not eligible for active membership, but who is interested in the principles and practices of governmental finance and who subscribes to the purposes of the Association. Associate members shall have no vote in the affairs of the Association.
ARTICLE IV: DUES
Following a recommendation by the Executive Committee, annual dues, payable in advance, shall be fixed for each of the various classes of membership by a majority vote of the members voting at the Annual Meeting. If the dues of any member are paid by the public jurisdiction which he serves, such dues shall be deemed to have been paid for his successor in that office if he is succeeded before the end of the Association’s fiscal year (January 1 – December 31). Any member may be suspended from the Association for delinquency in payment of dues.
ARTICLE V: OFFICERS
All officers of the Tennessee Government Finance Officers Association shall be elected from nominees among the active members and shall serve for a period of one year from January 1 through December 31, or until their successors have been duly qualified. The elected officers shall consist of a President, First Vice President, Second Vice President, Secretary, Treasurer, and Second Treasurer. In addition to these Officers, the county members of the association shall elect a county liaison officer to sit on the Board of Directors of the Tennessee County Services Association and the municipal members shall elect a municipal liaison officer to sit on the Board of Directors of the Tennessee Municipal League.
Section 1. The President shall be the chairman of the Executive Committee. The President shall preside at the meetings of the Association and at the Executive Committee meetings. The President shall appoint the various standing committees. The President may appoint special committees as deemed appropriate by the Executive Committee.
Section 2. The First Vice President shall perform all the duties of the President in the absence or disability of the President and shall be responsible for the coordination of all standing committees.
Section 3. The Second Vice President shall perform the duties of the President during the absence of both President and First Vice President and shall be responsible for the overall coordination of the Annual Meeting.
Section 4. The Secretary shall record the minutes of the Annual Meeting, the meetings of the Executive Committee and all special meetings and maintain membership rolls of the Association. The Secretary may be elected Treasurer.
Section 5. The Treasurer shall have custody of the funds of the Association and shall keep an account of all transactions. The Treasurer shall report the financial condition of the Association to the Executive Committee at all their meetings and to the membership at the Annual Meeting. The Treasurer shall advise the Executive Committee on all fiscal matters.
Section 6. A second Treasurer shall perform the duties of an Internal Auditor and shall be responsible for reconciling the bank statements of the organization on a monthly basis. The Second Treasurer will provide assurance to the Executive Board at its meetings and to the membership at its annual meeting that all financial transactions have been properly recorded on the financial books of the organization. The Second Treasurer will independently investigate any instance of fraud or abuses reported to the Second Treasurer and provide the results of such investigation to the Executive Board.
ARTICLE VI: STANDING COMMITTEES
The standing committees of the Association shall be:
Section 1. An Executive Committee consisting of the elective officers heretofore designated, the immediate Past President, and the liaison officers if these are different from the other elective officers. The Executive Director of the Tennessee Municipal League or his designee and the Executive Director of the Tennessee County Services Association or his designee, and a state liaison, who is an employee of the State of Tennessee elected by the Executive Committee, shall sit on the Executive committee as ex officio, non-voting members. A quorum of the Executive Committee shall consist of a majority of the serving voting members. The Executive Committee shall transact the business of the Association, study all matters referred to it by the Association and its committees, review and approve the annual financial statements presented by the Treasurer, and perform other duties pertaining to the Association not delegated to another committee or officer.
Section 2. A Program Committee consisting of not less than three (3) active members, the chairman of which shall report to the Executive Committee. A majority of the serving members shall constitute a quorum. This Committee shall plan the principal meetings and other programs of the Association.
Section 3. A Legislative Committee consisting of not less than three (3) active members, the chairman of which shall report to the Executive Committee. A majority of the serving members shall constitute a quorum. This Committee shall review pending legislation, recommend position statements on legislation and propose new legislation. The Committee will coordinate its activities with the Program Committee and the Communications Committee.
Section 4. A Communications Committee consisting of not less than three (3) active members, the chairman of which shall report to the Executive Committee. A majority of the serving members shall constitute a quorum. This Committee shall coordinate the Association’s activities with the Government Finance Officers Association of the United States and Canada, offices of the State of Tennessee, the Governmental Accounting and Auditing Standards Committee of the Tennessee Society of Certified Public Accountants, The Tennessee Municipal League, the Tennessee County Services Association and the Municipal Treasurer’s Association of the United States and Canada, and other organizations involved in governmental finance. The Committee will disseminate information of interest to the Association through newsletters or other correspondence.
Section 5. A Nominating Committee consisting of the immediate Past President, President, First Vice President and Second Vice President. The Nominating Committee shall report only to the membership at the Annual Meeting. Additional nominations may be made from the floor at the Annual Meeting by any active member.
Section 6. A Scholarship Committee consisting of the immediate Past President, President, First Vice President and the appointed representatives of the Tennessee Municipal League and the Tennessee County Services Association. The Scholarship Committee shall make recommendations to the Executive Board, whose decisions will be reported annually to the membership at the Annual Meeting.
ARTICLE VII: MEETINGS
Section 1. The Annual Meeting shall be held during the last one-third (1/3) of the calendar year at a time and place recommended by the Program Committee and approved by the Executive Committee.
Section 2. Special meetings may be held at a time and place determined by the President and a majority vote of the Executive Committee. Notice of the special meeting shall be mailed to the membership at least (15) days prior to the date of the meeting and shall state the purpose of the meeting.
ARTICLE VII: VACANCIES
The Executive Committee shall fill by appointment any vacancies occurring in any office to complete the unexpired term.
ARTICLE IX: PARLIAMENTARY AUTHORITY
Section 1. The President may appoint a Parliamentarian.
Section 2. Robert Rules of Order shall prevail as to parliamentary procedures and conduct of meetings.
ARTICLE X: AMENDMENTS
A notice of proposed changes in the Constitution and By-Laws shall be sent to all members at least fifteen (15) days prior to the date of balloting. This notice shall state whether the balloting will be by mail or at the Annual Meeting or at a special meeting. The Constitution and By-Laws may be amended by a two-thirds (2/3) vote of the ballots cast.