ARIZONA MUNICIPAL CLERKS ASSOCIATION HANDBOOK AND CONSTITUTION COMMITTEE MEETING

ARIZONA MUNICIPAL CLERKS ASSOCIATION HANDBOOK AND CONSTITUTION COMMITTEE MEETING Wednesday, October 04, 2018 3:00 p.m. Teleconference at (623) 773-7997 Participant Code: None Committee Members: Natalie Gilstrap, Chair, City of Peoria; Jayme Rush, Yavapai County; Brigitta Kuiper, City of Tempe; Byron Jones, City of Goodyear; and Lisa Maxwell, Board Liaison, Town of Gilbert 1. Call to Order 2. Roll Call 3. New Business a. Discussion and Possible Action to Approve Constitution/Handbook Committee Meeting Minutes i. December 20, 2017 Outstanding Note to File ii. January 10, 2018 Outstanding Note to File iii. May 30, 2018 Attached b. Discussion and Possible Action to Recommend a Constitution Amendment with Regard to Membership Categories (Article II, Sections A through E) Pages 1 3 i. Reference Material 1. AACO Bylaws 2. ACMA Bylaws 3. GFOA Bylaws 4. ICMA Constitution 5. MAG Bylaws c. Committee Goals for 2018-19 d. Transition to New Chair Vicki Vivian, City Clerk, City of Benson 4. Old Business a. Discussion and Possible Action to Review and Approve Constitution Amendment Ballot Language i. Removal of Awards Committee References (Article IV, Section E) Page 5 ii. Removal of Nominating Committee References (Article IV, Section E) Page 5 b. Constitution Updates Previously Approved by the Handbook and Constitution Committee and Submitted to the Executive Board i. Objectives (Article I, Sections B and C) Page 1 ii. Member Dues (Article II, Section E) Pages 2 and 3

AMCA Handbook and Constitution Committee Agenda October 4, 2018 Page 2 of 2 iii. Election of Officers and Duties (Article IV, Sections B D) Pages 4 and 5 iv. Webmaster Duties (Article IV, Section E) Page 5 v. Membership Committee Reference (Article IV, Section E) Page 5 5. Good of the Order/Comments from Committee Members 6. Adjournment Natalie Gilstrap Committee Chairperson

Note to File Arizona Municipal Clerks Association Handbook and Constitution Committee The December 20, 2017 Handbook and Constitution Committee meeting minutes were not submitted and are not on file.

Note to File Arizona Municipal Clerks Association Handbook and Constitution Committee The January 10, 2018 Handbook and Constitution Committee meeting minutes were not submitted and are not on file.

ARIZONA MUNICIPAL CLERKS ASSOCIATION HANDBOOK AND CONSTITUTION COMMITTEE MEETING Wednesday, May 30, 2018 8:00 a.m. Teleconference at (623) 773-7997 Participant Code: None Committee Members: Natalie Gilstrap, Chair, City of Peoria; Brigitta Kuiper, City of Tempe; Jayme Rush, Yavapai County; Tracie Bailey, Board Liaison, Town of Payson 1. Call to Order Chairman Gilstrap called the meeting to order at 8:00 a.m. 2. Roll Call Present: Natalie Gilstrap, Chair Jayme Rush Brigitta Kuiper Tracie Bailey, Board Liaison 3. New Business a. Approved the Constitution/Handbook Committee Meeting Minutes i. December 20, 2017 NO ACTION TAKEN. PENDING RECEIPT OF THE DRAFT MINUTES OF THE DECEMBER 20, 2017 MEETING. ii. January 10, 2018 NO ACTION TAKEN. PENDING RECEIPT OF THE DRAFT MINUTES OF THE JANUARY 10, 2018 MEETING. iii. April 24, 2018 MOTION MADE BY JAYME RUSH, SECONDED BY BRIGITTA KUIPER, TO APPROVE THE APRIL 24, 2018 HANDBOOK AND CONSTITUTION MEETING MINUTES. UPON VOTE, THE MOTION CARRIED UNANIMOUSLY 3 TO 0. 4. Old Business a. Discussion and Review of Handbook and Constitution Committee Annual Report Page 7 12

AMCA Handbook and Constitution Committee Agenda May 30, 2018 Page 2 of 2 MOTION MADE BY BRIGITTA KUIPER, SECONDED BY JAYME RUSH, TO APPROVE THE CONSTITION AND HANDBOOK ANNUAL REPORT AS AMENDED. UPON VOTE, THE MOTION CARRIED UNANIMOUSLY 3 TO 0. b. Committee Member Performance Expectations Pages 13 and 14 MOTION MADE BY JAYME RUSH, SECONDED BY BRIGITTA KUIPER, TO APPROVE THE DRAFT COMMITTEE MEMBER PREFORMANCE EXPECTATIONS, AS AMENDED. UPON VOTE, THE MOTION CARRIED UNANIMOUSLY 3 TO 0. c. Discussion and Possible Action to Review and Approve Constitution Amendment Ballot Language i. Election of Officers and Duties (Article II, Section B and Article IV, Sections B, C and D Election of Officers and Duties) Pages 16, 18, 19, 21 and 22 ii. Vice President Duties Related to Webmaster (Article IV, Section E) Pages 19 and 23 iii. Membership Committee Reference (Article IV, Section E) Pages 19 and 24 MOTION MADE BY JAYME RUSH, SECONDED BY BRIGITTA KUIPER, TO APPROVE PROPOSED CONSTITUTION AMENDMENTS i THROUGH iii. UPON VOTE, THE MOTION CARRIED UNANIMOUSLY 3 TO 0. iv. Awards and Nominating Committee References (Article IV, Section E Page 19 and 25 DISCUSSION ONLY NO ACTION TAKEN. DISCUSSION ENSUED REGARDING WAITING TO SUBMIT THESE CONSTITION AMENDMENTS UNTIL AFTER THE EXECUTIVE BOARD APPROVED REMOVAL OF THE COMMITTEES FROM THE HANDBOOK. d. Handbook Updates Previously Approved by the Handbook and Constitution Committee and Scheduled for the June 21, 2018 Executive Board Meeting i. Elimination of Nominating Committee ii. Elimination of Awards Committee iii. Removal of Municipal Clerk Education Foundation (MCEF) Grant Language DISCUSSION ONLY NO ACTION TAKEN. UPDATE PROVIDED REGARDING TIMEFRAME FOR ITEMS SUBMITTED TO THE EXECUTIVE BOARD FOR REVIEW AND/OR ACTION. 5. Good of the Order/Comments from Committee Members 6. Adjournment THE HANDBOOK AND CONSTITUTION MEETING ADJOURNED AT 8:56 A.M. Natalie Gilstrap Committee Chairperson

HANDBOOK AND CONSTITUTION COMMITTEE ASSIGNMENTS Constitution Amendments approved by the Handbook and Constitution Committee and submitted to Executive Board for review, edit and/or approval. 1. Constitution Amendment AMCA Constitution Objectives Constitution Pages 1 and 2 Changes to the Constitution Objectives were made pursuant to the recommendations of the AMCA Strategic Plan Committee in 2017. These changes were presented to the Executive Board on April 19, 2018 but no formal vote was taken. 9/20/2018 minutes) Discussion of dues Constitution Amendment continued to October 18, 2018 Executive Board Meeting. Lynda Bushong to complete research on this item. 2. Constitution Amendment - Membership Dues Pages 2 and 3 Remove membership dues language from the Constitution and insert into the Handbook instead. (05/17/18 minutes) Secretary Geriminsky MOVED to take membership dues out of the AMCA Constitution and send the Constitutional change to the ballot for a vote by the membership; Vice President Bailey SECONDED the motion, which CARRIED on a vote by those present (4-0). (05/18/17 minutes) Past President Bender MOVED to adopt option B for FY 2019; Vice President Bushong SECONDED the motion. Motion CARRIED 5-0. 1 P a g e

HANDBOOK AND CONSTITUTION COMMITTEE ASSIGNMENTS 3. Constitution Amendment Election of Officers and Duties Constitution Pages 4 and 5 Update Election of Officers and Duties language of the Constitution to reflect changes made AMCA Handbook regarding the nomination and election of the Board Secretary. 9/20/2018 minutes) Executive Board approved Constitution Amendment as presented. (2/22/18 minutes) Secretary Geriminsky MOVED to approve the procedures for election of the Board Secretary to include suggested amendments from Ms. Goodwine; Past President Stein SECONDED the motion, which CARRIED on a vote by those present (5-0). 4. Constitution Amendment Webmaster Duties Constitution Page 5 Update the Election of Officers and Duties language of the Constitution to remove or update reference to webmaster duties as reflected in the Handbook. 9/20/2018 minutes) Executive Board approved Constitution Amendment as presented. (4/19/18 minutes) Secretary Geriminsky MOVED to approve the Handbook with amendments as discussed; Past President Stein SECONDED the motion, which CARRIED on a vote by those present (4-0). 5. Constitution Amendment Membership Committee References Constitution Page 5 Update the Membership Committee reference in the Constitution to Membership/Mentor Committee as reflected in the Handbook. 9/20/2018 minutes) Executive Board approved Constitution Amendment as presented. (4/19/18 minutes) Secretary Geriminsky MOVED to approve the Handbook with amendments as discussed; Past President Stein SECONDED the motion, which CARRIED on a vote by those present (4-0). New Constitution Amendments for discussion by the Handbook and Constitution Committee 6. Constitution Amendment Awards Committee Reference Page 5, Section E Remove Awards Committee Reference as reflected in the Handbook. (09/20/18 minutes) Executive Board approved Handbook revisions reflecting removal of the Awards Committee. 2 P a g e

HANDBOOK AND CONSTITUTION COMMITTEE ASSIGNMENTS 7. Constitution Amendment Nominating Committee References Page 4, Sections C and D and Page 5, Section E Remove Nominating Committee References as reflected in the Handbook. (09/20/18 minutes) Executive Board approved Handbook revisions reflecting removal of the Nominating Committee. 8. Constitution Amendment Membership Pages 1 and 2 and Membership and Dues Pages 2 and 3 Discussion and review related to leaving or removing membership categories in the Constitution. (09/20/18 minutes) Discussion of membership categories and whether they should remain in the Constitution. Executive Board requested that this issue be vetted through the Handbook and Constitution Committee. Future AMCA Handbook/Constitution Assignments/Revisions Handbook and Constitution Committee Assignments: Clarification from Board regarding Treasurer vs Treasurer/Historian (title is different in Constitution and Handbook) Compare Constitution and Handbook w/regard to Canvass of Election duties Treasurer or Secretary? Update the Handbook to include references to the fee schedule (when and if removed from the Constitution and approved by a vote of the membership). New Board Liaison assignments: Communication Committee to Treasurer, Election Committee to Vice President and Membership Committee to Secretary Other Committees or No Committee Assigned: Update name and role of Range Rider Program (8/16/2018 & 9/20/2018 Committee Assignment?) [AMCA Handbook] Draft non-paid presenter gift policy (9/20/2018 assigned to which Committee Assignment?) [AMCA Handbook] Define role of AMCA certification/recertification text proctor (9/20/2018 - Election Committee) [AMCA Handbook] Process for communicating information for the newsletter and Facebook to the Communications Committee (8/16/2018 Communications Committee) [AMCA Handbook] Process for continuity when new Committee Chairs and Executive Board members change (8/16/18 Committee Assignment?) [AMCA Handbook] Process for communications from the Executive Board/meetings to Committee Chairs/membership (8/16/2018 Committee Assignment?) [AMCA Handbook] 3 P a g e

HANDBOOK AND CONSTITUTION COMMITTEE ASSIGNMENTS Create information and processes related to the administration of the AMCA Facebook page [Communications Committee assignment] Create a template social media records policy (similar to Records Management template) [Records Committee assignment] Ongoing - Committee updates regarding their respective roles and responsibilities [assignment for all Committees] [AMCA Handbook] Ongoing - Committee updates regarding efforts in support of strategic plan/goals [assignment for all Committees] 4 P a g e

PROPOSED CONSTITUTION AMENDMENTS History: On May 17, 2018, the Executive Board approved changes to the AMCA Handbook eliminating the Awards and Nominating Committees. This proposed amendment reflects corresponding changes to the AMCA Constitution. Proposed Amendment Language: ARTICLE IV Election of Officers and Duties Section E. The duties of President, Vice President, Treasurer, and Secretary shall be such as are usually performed by officers holding those titles, including, but not limited to: President, or designee, shall serve as the Executive Board s liaison with the Legislative Committee. Vice President, or designees, shall serve as the Executive Board s liaison with the Constitution Committee, the Education Committee and the Communications Committee. The Vice President shall also serve as the Association s webmaster. Treasurer, or designees, shall serve as the Executive Board s liaison with the Membership Committee and the Scholarship Committee. Secretary, or designees, shall serve as the Executive Board s liaison with the Awards Committee, the Election Certification Committee, and the Mentoring Committee. Immediate Past President shall remain on the Executive Board as voting member, chair the Nominating Committee and serve as Historian for one year. Proposed Ballot Language: Do you agree with the changes to Article IV, Section E the Arizona Municipal Clerks Association (AMCA) Constitution eliminating the Awards Committee? Yes or No

PROPOSED CONSTITUTION AMENDMENTS History: On May 17, 2018, the Executive Board approved changes to the AMCA Handbook eliminating the Awards and Nominating Committees. This proposed amendment reflects corresponding changes to the AMCA Constitution. Proposed Amendment Language: ARTICLE IV Election of Officers and Duties Section E. The duties of President, Vice President, Treasurer, and Secretary shall be such as are usually performed by officers holding those titles, including, but not limited to: President, or designee, shall serve as the Executive Board s liaison with the Legislative Committee. Vice President, or designees, shall serve as the Executive Board s liaison with the Constitution Committee, the Education Committee and the Communications Committee. The Vice President shall also serve as the Association s webmaster. Treasurer, or designees, shall serve as the Executive Board s liaison with the Membership Committee and the Scholarship Committee. Secretary, or designees, shall serve as the Executive Board s liaison with the Awards Committee, the Election Certification Committee, and the Mentoring Committee. Immediate Past President shall remain on the Executive Board as voting member, chair the Nominating Committee and serve as Historian for one year. Proposed Ballot Language: Do you agree with the changes to Article IV, Section E the Arizona Municipal Clerks Association (AMCA) Constitution eliminating the Nominating Committee? Yes or No

PROPOSED CONSTITUTION AMENDMENTS History: When the Strategic Plan was adopted in 2017, it included proposed changes to the AMCA Constitution. Then AMCA President Stein charged the Constitution Committee with preparing the amendment language. On November 29, 2017 the Constitution Committee recommended approval of draft Constitution amendment language that was prepared by the prior year Constitution Committee members. Proposed Amendment Language: ARTICLE I Name and Objective Section B. Its objective shall be: To promote improvement and efficiency in the operations and administration of the municipal clerk s office in each of the cities and towns of Arizona by: (1) Promoting cooperation between the municipal clerks by the interchange of their experiences and methods of conducting their respective offices, to the end that each may profit from the experiences and methods of the others; and (1)(2) PROMOTING OPPORTUNITIES FOR THE MUNICIPAL CLERK COMMUNITY THAT WILL ENHANCE RELATIONSHIPS WITH VARIOUS ENTITIES IN ORDER TO FOSTER THE DEVELOPMENT OF MEANINGFUL PROCESSES, PROCEDURES AND LAWS THAT WILL BENEFIT ALL MUNICIPAL CLERKS; AND Formatted: Justified, Indent: Left: 1.25", No bullets or numbering (2)(3) Promoting periodic conferences or meetings of the municipal clerks of the cities and towns of Arizona for discussion of municipal problems and, by research, finding solutions for the same. Section C. The organization shall not participate in any political activities OUTSIDE OF THOSE NECESSARY TO EDUCATE AND SUPPORT ITS MEMBERS AND THEIR MUNICIPALITIES.

ARTICLE II Membership Section A. Full Members. Any city/town clerk, assistant or deputy city/town clerk or other person who may serve as a municipal clerk and/or those with similar titles who serve government bodies in administrative capacities with management responsibilities and duties that include four of the following, may become a Full Member by submitting an application and paying the applicable membership dues for the current year. 1. A. General management; 2. B. Meeting administration; 3. C. Elections administration; 4. D. Records management; 5. E. Custody of the official seal and execution of official documents; 6. F. Stewardship of by-laws, Articles of Incorporation, ordinances, resolutions, and other legal instruments; 7. G. Financial management; 8. H. Human resources management. Formatted: Font: (Default) Arial, 12 pt Formatted: List Paragraph, Numbered + Level: 1 + Numbering Style: 1, 2, 3, + Start at: 1 + Alignment: Left + Aligned at: 1.75" + Indent at: 2" In no case shall a municipality have more than two Full Members. Proposed Ballot Language: Do you agree with the changes to Article I - Name and Objective, Sections B and C and Article II - Membership, Section A of the Arizona Municipal Clerks Association Constitution updating the language to the objectives and formatting of membership? Yes or No

PROPOSED CONSTITUTION AMENDMENTS History: On May 18, 2017, the Executive Board discussed options for a dues increase for FY2019 as shown in the tables below. A motion was made by then Past President Bender to adopt option B for FY2019, seconded by then Vice President Bushong, and carried 5 to 0. The dues are currently listed in the AMCA Constitution and thus a Constitution amendment is required to formally accept the Executive Board s fee increase as approved in May 2017. Recommendation: The Handbook and Constitution Committee recommends removing the dues fee schedule from the Constitution and placing it in the Handbook instead. This will allow future fee changes to be made by the Executive Board without requiring a Constitution amendment.

Proposed Amendment Language: ARTICLE II Membership Section E. Membership and Dues. There are four classifications for dues membership as shown below. Honorary Members will not be required to pay dues. Full Membership with a population greater than 200,000 Full Membership with a population less than 200,000 Associate Member Retired Member Annual dues for Full Mmembers shall be based upon the the fee schedule in the AMCA Handbook.population of the jurisdiction the member serves, as follows: POPULATION DUES* Up to/including 5,000 $40 5,001 to 20,000 $60 20,001 to 50,000 $80 50,001 and over $110 *Delayed effective date of October 2007 Annual dues for Associate Members shall be one-half of the amounts set forth above. Dues for Retired Members shall be $5 per year. Honorary Members will not be required to pay dues. Payment of dues for new members only joining the Association after October 1 of a given year may be carried over to the next year. Membership and membership rights belong to the individual member, not the municipality served by the member. Formatted: Font color: Red Formatted: Indent: First line: 0", Line spacing: single Proposed Ballot Language: Do you agree with the changes to Article II, Section E of the Arizona Municipal Clerks Association (AMCA) Constitution removing the membership dues fee schedule from the Constitution for placement in the AMCA Handbook? Yes or No

PROPOSED CONSTITUTION AMENDMENTS History: On February 22, 2018, the Executive Board approved changes to the AMCA Handbook with regard to the Board Secretary nomination and election process. This proposed amendment reflects corresponding changes to the AMCA Constitution. Proposed Amendment Language: ARTICLE II Membership Section B. Associate Members. This class of membership shall be available to any other governmental employee who is interested in the activities and objectives of the Association. An Associate Member has no voting rights except as provided in Section F of this Article and shall not be nominated eligible to or serve in an elected office. The Associate Member may serve on, or chair, any committee of the Association. ARTICLE IV Election of Officers and Duties Section B. Section C. Section D. An nominee applicant for any position on the Executive Board must be a Certified Municipal Clerk and Full Member of the Association at the time of nomination application and, if elected, throughout their term of office. The officers may be sworn-in at the annual business meeting, or at a special board meeting called for that purpose, and officers shall hold office for one year. Vice President, Treasurer, and Secretary shall ascend to their respective offices upon being sworn in or as provided for in Section D or this Article. Nominations Applications for the office of Secretary shall be made by the Nominating Committee submitted to the Treasurer and elections shall be by mail ballot held electronically. Mid-term vacancies on the Executive Board shall be filled as follows: If more than six months remain in the current term, the remaining Executive Board member(s) shall ascend, as necessary, to fill the vacated position and an emergency applicationnomination/election process shall begin within 20 days following notice of such vacancy for the position of Secretary. The nomination application and election process shall follow current procedures as established by in the Association Nominating Committee guidelineshandbook.

If less than six months remain in the current term, the remaining Executive Board member(s) shall ascend, as necessary, to fill the vacated position and shall appoint a member who meets the qualifications to hold office, as defined in Section B of this Article, to the position of Secretary for the remainder of the unexpired term. Should the person desire to remain on the Executive Board at the end of her/his appointed term, she/he must be nominated apply and be elected during the course of the next regular election. Proposed Ballot Language: Do you agree with the changes to Article II, Section B and Article IV, Sections B, C and D of the Arizona Municipal Clerks Association (AMCA) Constitution updating language regarding the nomination and election of Officers? Yes or No

PROPOSED CONSTITUTION AMENDMENTS History: On April 19, 2018, the Executive Board approved changes to the AMCA Handbook with regard to the webmaster function which is performed by the Arizona League of Cities and Towns. This proposed amendment reflects corresponding changes to the AMCA Constitution. Proposed Amendment Language: ARTICLE IV Election of Officers and Duties Section E. The duties of President, Vice President, Treasurer, and Secretary shall be such as are usually performed by officers holding those titles, including, but not limited to: President, or designee, shall serve as the Executive Board s liaison with the Legislative Committee. Vice President, or designees, shall serve as the Executive Board s liaison with the Constitution Committee, the Education Committee and the Communications Committee. The Vice President or designee shall also serve as the Association s webmaster. Proposed Ballot Language: Do you agree with the changes to Article IV, Section E of the Arizona Municipal Clerks Association (AMCA) Constitution updating the language of the Vice President duties related to the webmaster function? Yes or No

PROPOSED CONSTITUTION AMENDMENTS History: On April 19, 2018, the Executive Board approved changes to the AMCA Handbook with regard to the Membership/Mentoring Committee name. This proposed amendment reflects corresponding changes to the AMCA Constitution. Proposed Amendment Language: ARTICLE IV Election of Officers and Duties Section E. The duties of President, Vice President, Treasurer, and Secretary shall be such as are usually performed by officers holding those titles, including, but not limited to: President, or designee, shall serve as the Executive Board s liaison with the Legislative Committee. Vice President, or designees, shall serve as the Executive Board s liaison with the Constitution Committee, the Education Committee and the Communications Committee. The Vice President shall also serve as the Association s webmaster. Treasurer, or designees, shall serve as the Executive Board s liaison with the Membership/Mentoring Committee and the Scholarship Committee. Secretary, or designees, shall serve as the Executive Board s liaison with the Awards Committee, the Election Certification Committee, and the Membership/Mentoring Committee. Immediate Past President shall remain on the Executive Board as voting member, chair the Nominating Committee and serve as Historian for one year. Proposed Ballot Language: Do you agree with the changes to Article IV, Section E of the Arizona Municipal Clerks Association (AMCA) Constitution changing the name of the Mentoring Committee to the Membership/Mentoring Committee? Yes or No

CONSTITUTION ARTICLE I Name and Objective Section A. Section B. The name of the association be shall the Arizona Municipal Clerks Association. Its objective shall be: To promote improvement and efficiency in the operations and administration of the MUNICIPAL clerk s office in each of the cities and towns of Arizona by: (a) Promoting cooperation between the clerks by the interchange of their experiences and methods of conducting their respective offices, to the end that each may profit from the experiences and methods of the others; and (a)(b) PROMOTING OPPORTUNITIES FOR THE MUNICIPAL CLERK COMMUNITY THAT WILL ENHANCE RELATIONSHIPS WITH VARIOUS ENTITIES IN ORDER TO FOSTER THE DEVELOPMENT OF MEANINGFUL PROCESSES, PROCEDURES AND LAWS THAT WILL BENEFIT ALL MUNICIPAL CLERKS; AND Formatted: Indent: Left: 1.5", No bullets or numbering (b)(c) Promoting periodic conferences or meetings of the MUNICIPAL clerks of the cities and towns of Arizona for discussion of municipal problems and, by research, finding solutions for the same. Section C. The organization shall be nonpoliticalnot PARTICIPATE IN ANY POLITICAL ACTIVITIES OUTSIDE OF THOSE NECESSARY TO EDUCATE AND SUPPORT ITS MEMBERS AND THEIR MUNICIPALITIES. ARTICLE II Membership Section A. Full Members. Any city/town clerk, assistant or deputy city/town clerk or other person who may serve as a municipal clerk and/or those with similar titles who serve government bodies in administrative capacities with AMCA Constitution Approved as Amended 7-16-09 1

management responsibilities and duties included four of the following, may become a Full Member by notifying the Association Treasurer of her/his intention and paying full membership dues for the current year. A.1. General management; B.2. Meeting administration; C.3. Elections administration; D.4. Records management; E.5. Custody of the official seal and execution of official documents; F.6. Stewardship of by-laws, Article of Incorporation, ordinances, resolutions, and other legal instruments; G.7. Financial management; H.8. Human resources management. Formatted: Numbered + Level: 1 + Numbering Style: 1, 2, 3, + Start at: 1 + Alignment: Left + Aligned at: 1.5" + Tab after: 1.75" + Indent at: 1.75" In no case shall a municipality have more than two Full Members. Section B. Section C. Section D. Associate Members. This class of membership shall be available to any other governmental employee who is interested in the activities and objectives of the Association. An Associate Member has no voting rights except as provided in Section F of this Article and shall not be nominated eligible to or serve in an elected office. The Associate Member may serve on, or chair, any committee of the Association. Retired Members. This class of membership shall be available to former Full Members when they leave public employment. Honorary Members. The Association may, at its annual meeting, bestow honorary membership upon persons who, in the opinion of the Association, have made such an outstanding and distinctive contribution to the municipal clerk profession that their efforts deserve recognition. Section E. Membership and Dues. There are four classifications for dues membership as follows: Full Membership with a population greater than 200,000 Full Membership with a population less than 200,000 Associate Member Retired Member AMCA Constitution Approved as Amended 7-16-09 2

Annual dues for Full Mmembers shall be based upon the fee schedule in the AMCA Handbook.population of the jurisdiction the member serves, as follows: Formatted: Indent: First line: 0" POPULATION DUES* Up to/including 5,000 $40 5,001 to 20,000 $60 20,001 to 50,000 $80 50,001 and over $110 *Delayed eeffective date of October 2007FY19. Annual dues for Associate Members shall be one-half of the amounts set forth above. Dues for Retired Members shall be $5 per year. Honorary Members will not be required to pay dues. Payment of dues for new members only joining the Association after October 1 of a given year may be carried over to the next year. Membership and membership rights belong to the individual member, not the municipality served by the member. Section F. Voting Rights. The right to vote shall be limited to Full Members only, as defined in Article II, Section A, with each jurisdiction having one vote for each Full Member, with the following exception: an Associate Member may be entitled to vote upon written assignment of said voting right by a Full Member of the governmental unit they both represent. ARTICLE III Meetings Section A. Section B. Annual meetings may be held in conjunction with the Arizona Municipal Clerks Association Annual State Conference or in conjunction with any other AMCA sponsored event. Questions of parliamentary practice shall be decided according to Robert s Rules of Order. AMCA Constitution Approved as Amended 7-16-09 3

Section C. District, regional, or statewide special meetings may be called from time to time at the discretion of the Association President. ARTICLE IV Election of Officers and Duties Section A. Section B. Section C. The officers of the Association, collectively known as the Executive Board, will consist of a President, Vice President, Treasurer, Secretary and Immediate Past President, as an ex officio member. A nominee applicant for any position on the Executive Board must be a Certified Municipal Clerk and Full Member of the Association at the time of application nomination and, if elected, throughout their term of office. The officers may be sworn-in at the annual business meeting, or at a special board meeting called for that purpose, and officers shall hold office for one year. Vice President, Treasurer, and Secretary shall ascend to their respective offices upon being sworn in or as provided for in Section D or this Article. Nominations Applications for the office of Secretary shall be submitted to the Treasurer made by the Nominating Committee and elections shall be by mail ballot held electronically. Any member of the Executive Board may be removed from office for cause, that is, misconduct or neglect of duty in office. The procedure to be followed shall be outlined in the AMCA Handbook Section D. Mid-term vacancies on the Executive Board shall be filled as follows: If more than six months remain in the current term, the remaining Executive Board member(s) shall ascend, as necessary, to fill the vacated position and an emergency nominationapplication/election process shall begin within 20 days following notice of such vacancy for the position of Secretary. The nomination application and election process shall follow current procedures as established in by the Association Handbook.Nominating Committee guidelines. If less than six months remain in the current term, the remaining Executive Board member(s) shall ascend, as necessary, to fill the vacated position and shall appoint a member who meets the qualifications to hold office, as defined in Section B of this Article, to the position of Secretary for the remainder of the unexpired term. AMCA Constitution Approved as Amended 7-16-09 4

Should the person desire to remain on the Executive Board at the end of her/his appointed term, she/he must be nominated apply and be elected during the course of the next regular election. Section E. The duties of President, Vice President, Treasurer, and Secretary shall be such as are usually performed by officers holding those titles, including, but not limited to: President, or designee, shall serve as the Executive Board s liaison with the Legislative Committee. Vice President, or designees, shall serve as the Executive Board s liaison with the Constitution Committee, the Education Committee and the Communications Committee. The Vice President or designee shall also serve as the Association s webmaster. Treasurer, or designees, shall serve as the Executive Board s liaison with the Membership/Mentoring Committee and the Scholarship Committee. Secretary, or designees, shall serve as the Executive Board s liaison with the Awards Committee, the Election Certification Committee, and the Membership/Mentoring Committee. Immediate Past President shall remain on the Executive Board as voting member, chair the Nominating Committee and serve as Historian for one year. Section F. Section G. The President shall have the power to appoint such standing or special committees from time to time as may be deemed necessary for the proper transaction of business. No individual or committee of the Association shall be authorized to create any financial liability for the Association unless it has been previously authorized by action of the Executive Board. ARTICLE V Amendments Section A. The Constitution may be amended by a two-thirds vote of all members voting, providing the proposed amendment shall have been submitted in AMCA Constitution Approved as Amended 7-16-09 5

writing to the Secretary at least 15 days before the time of the annual meeting. Section B. A copy of any proposed amendment received by the Secretary shall be immediately mailed or transmitted by electronic method when feasible to each member of the Association. AMCA Constitution Approved as Amended 7-16-09 6