California Counties Facilities Services Association Constitution and Bylaws

 

ARTICLE 1

Name and Objectives

 

Section 1 – NAME

This organization shall be known as the California Counties Facilities Services Association.

Section II – Objectives

The purpose of this Association shall be as follows:

1. Stimulate effective relationships and helpful cooperation between Facilities Services Agencies in the State of California.
2. Act as a forum for the sharing of knowledge and information among the members of the Association.
3. May act on legislative measures, rules, and regulations that are of collective and common benefit to the Association and respective Counties.
4. Promote the professional development and recognition of the membership of the Association.

 

ARTICLE II

Membership

 

Section I – Membership Type

The membership of the Association shall consist of the following types of members:  the qualifications for which shall be as follows:

Executive Membership

Any California County Facilities Services Agency employee can be the Executive Member from his/her County.

Any non-California Executive Member County Facility Services employee can hold the Executive Membership for his/her County.  Non-California members have the same rights and privileges as her executive members with the exception of voting in the desertification of this origination.

To qualify as an Executive Member, the person must be from a county, which has paid the county fee, as described in Article V of these Bylaws.

Executive Members are accorded to the following:

1. Voting rights
2. Right to chair committees
3. Eligibility to hold office
4. Receipt of official mailings
5. Represent the Association as may become necessary
6. Other privileges as may be accorded Executive Members of the Association.

Associate Membership

Any Facilities Services employee in a facility services department that has paid its fee as described in Article V of these Bylaws may be an associate member.

Associate Members shall be those employees who have been approved for Associate Membership by this Association.

Associate Members are accorded to the following:

1. Rights to chair committee
2. Eligibility to hold office
3. Receipt of official meetings
4. Represent the Association as may become necessary
5. Other privileges as may be accorded Members at Large

Members at large shall be considered Associate members.  A member at large shall be a former Association member who has chosen to remain active in the organization with no current County employment affiliation.

Section II – Admission to Membership

Application for membership shall be made to the Secretary.  Acceptance to membership shall be upon certification by the Executive Membership.

Section III – Termination of Membership

Membership in the Association shall be terminated for any member immediately upon ceasing to meet these qualifications for membership.

ARTICLE III

OFFICERS AND ELECTIONS

 

Section I – Officers

The officers of the Association shall consist of a President, Vice President/Treasurer, Secretary, and Executive Officer.  The Executive Officer shall be the immediate Past President of the Association.  All members holding office shall have voting rights regardless of their membership status.

Section II- Nominations

In November, officers shall place names on the ballot under the direction of the executive membership present.

Section III – Voting Process

The current officers shall have the responsibility for conducting the election process.  The executive membership present during the February meeting shall vote and confirm the new officers for the new two year term.  An announcement of the upcoming vote for officers shall be put in the February meeting mailer.

Section IV – Unexpired Terms

The executive membership shall have the responsibility for selecting nominees to fill any office vacated more than forty-five (45) days prior to the expiration of a regular term.  The nominees shall be selected from the membership of the Association.  Selections of the officer to complete the unexpired term shall be made at the next regularly scheduled meeting following the occurrence of the vacancy.  At-large nominations may be made following the provisions of Section III; but shall be made within the time limitations imposed upon the election process.

The election shall be by simple handwritten ballot by each Executive Member present at the meeting.  Tabulation shall be done by the Nominating Committee.  The successful candidate will be named prior to the adjournment of that meeting.  In the event of a single nomination, the President may entertain motion for a voice vote.

Section V – Term of Office

Terms of office shall be for 2 calendar years.  All officers shall assume office at the conclusion of the first meeting of the calendar year.

Article IV

ORGANIZATION AND DUTIES OF OFFICERS

Section 1 – President

The President shall preside over all meetings of the Association, may appoint committee as necessary, and shall coordinate the business affairs of the Association.

Section II – Vice President/Treasurer

In the absence of the President, the Vice President/Treasurer shall perform the duties of the President.  The Vice President/Treasurer shall perform the duties of the President.  The Vice President/Treasurer shall perform or oversee the functions of auditing, budgeting, preparing and presenting the annual budget during the November meeting, annually preparing and presenting a financial statement and balance sheet of the Association.

The Vice President/Treasurer is authorized to receive and disperse funds.  The Vice President/Treasurer may at his/her own discretion, or upon the request of the President, order that an outside audit be completed.  The Vice President shall also perform other duties as may be assigned by the President.

Section III – Secretary

The general duties of this office shall be to prepare, maintain, and distribute the agenda and minutes of the Association meetings, maintain the bylaws, complete resolutions, and maintain membership records.

Section IV – Quorum

A quorum shall be a single majority of the Executive members present at the regularly scheduled meeting.

Section V – Proxy

An authorized representative may represent any Executive member in his/her absence from his/her County who is a member of the Association.  Such member, possessing written validation by the absent Executive member, shall have full privileges of the discussion and vote.  No other proxy vote shall be counted in the meetings.

Section VI – Meetings

Meetings will be held as decided by the membership, generally on the second Friday of the month.  The locations of at least the next two meetings will be determined in advance by the members present.  The Association will normally hold a maximum of four (4) meetings a year.  (Changed 9/12/97)

Section VII – Parliamentary Procedure

In the conduct of the business of the Association, Robert’s Rule of Order, Revised 1992 Edition shall prevail unless otherwise ordered by these Bylaws.

 

ARTICLE V

COUNTY MEMBERSHIP ASSESSMENTS

Section 1 – Assessment Rate and Conference Fees

Each participating County shall be assessed an annual fee in March of $150.00.  The assessment rate may be changed by a vote of the membership.  Only an initial fee will be prorated.  (Changed 2/10/99)

Assessment rate for Members at Large shall be $10.00 per year and will be assessed with the annual membership billings.  (Changed 11/13/97)

ARTICLE VI

Amendments to the Bylaws

Section I – Proposals

Proposed amendments to this Constitution and Bylaws shall be submitted in writing to this Association’s Executive membership not less than two (2) weeks prior to voting upon the amendments unless otherwise waived by the Association.  When possible, proposed new bylaw changes should be put in the announcement of the next scheduled meeting.  At least one of the three officers has to be present for any changes of bylaws or internal actions at meetings (w/consensus of membership at the meeting).

Section II – Regular Meeting

This Constitution and Bylaws may be amended during any regular Meeting of the Association.  Changes are voted and discussed at one meeting (put in writing) and finalized by another vote at the next meeting.

ARTICLE VII

DISSOLUTION AND LIQUIDATION

 

Section I – Distribution of Assets

In the event of dissolution or liquidation of the Association, any and all assets remaining after the payment of Association debts, shall be distributed on a prorate basis to the member counties.

ARTICLE VIII

SEPARABILITY

 

Section I – Separability

In any section, subsection, subdivision, paragraph, sentence, clause or phrase of this Constitution and Bylaws is for any reason held to be illegal or unconstitutional; such decision shall not affect the validity of the remaining portion of this Constitution and Bylaws.