Constitution & By-Laws

The name of this Association shall be “New York State Society of Municipal Finance Officers”.

The Association shall be affiliated with the New York State Conference of Mayors.

The purpose of the Association shall be:

(a)  to cultivate, promote and disseminate knowledge and information which will improve municipal financial and accounting operations and procedures in the State of New York;

(b)  to develop closer relationships and understanding among its own members and between its own members and others interested in public finance;

(c) to exchange ideas, information and facts concerning matters and problems of common interest;

(d) to provide assistance and counsel to members in the performance of their duties as Public Officials;

(e) to sponsor legislation of benefit to members and to the general public;

 (f) to cooperate with and assist Municipal Finance Officers Associations and other recognized authorities in the field of municipal administration in achieving the purposes herein set forth; (As amended 09/27/2023)

 (g) to do any and all things which shall be lawful and appropriate in furtherance of any of the purposes herein before expressed.

By-Laws

Article I – Membership

  1. Classes of membership – Membership shall consist of:  Members, Associate Members and Members at Large. (As amended 8/26/2002,09/27/2023)
  2. Members shall be any city or village in the State of New York. Each member shall designate one employee who is actively engaged in the administration of accounting, budgeting, or fiscal policies of such municipality, to vote on behalf of the member. Each city or village shall be allowed one vote. (As amended 09/27/2023)
  3. Associate Members – Any person who is interested in the principles and practices of government finance, and who subscribes to the purposes of this Association, and is not eligible to be the representative of the member, shall be eligible to become an Associate Member. Each Associate Member will pay dues as required and will not be eligible to vote. (As amended 9/28/1962, 09/27/2023)
  4. Members at Large – Any member in good standing, other than an associate member, who does not hold a position as an officer or board member. Each member at large will pay dues as required and will not be eligible to vote. (As amended 09/27/2023)

Article II –   Board of Directors

  1. The Board of Directors shall consist of the President, First Vice President, Second Vice President, Third Vice President, four (4) directors, Secretary/Treasurer, and the immediate Past President. The Board of Directors shall be elected annually at the Annual Meeting of the Association from among the active members in good standing and shall hold office until their duly qualified successors are elected. (As amended 09/27/2023)
  2.   The property, businessand affairs of the Association shall be managed and transacted by the Board of Directors.  The Board of Directors approves the budget for presentation to Members for approval prior to the start of a new fiscal year. (As amended 6/9/1971, 9/25/1989, 09/27/2023)
  3. At the first regular meeting of the fiscal year the Board of Directors shall review the By-Laws. (As amended 09/27/2023)
  4. The President shall preside at all meetings of the Association and of the Board of Directors. The President and/or 1st Vice President will prepare a proposed budget for presentation to the Board of Directors for their approval. The budget will then be presented to the Members for approval prior to the start of a new fiscal year. The President also shall appoint all committees including the Chairperson thereof except as hereinafter provided and shall perform such other duties as may be required of them by the Board of Directors. (As amended 09/27/2023)
  5. The First Vice-President shall perform the duties of the President during the President’s absence or disability and shall perform such other duties as may be required of them by the Board of Directors. (As amended 9/25/1989, 09/27/2023)
  6. The position of Secretary and the position of Treasurer may be two separate positions.  If that is the case each shall be compensated for performing their duties at a rate to be determined in the annual budget for the Association. Payment may be made monthly, quarterly, or bi-annually at the convenience of the incumbent. (As amended 9/25/1989,09/27/2023)
  7. The Secretary shall keep the minutes and records of all meetings of the Association and the Board of Directors and shall conduct the correspondence thereof as directed. The Treasurer shall receive and administer the funds of the Association in accordance with the provisions of these by-laws and each shall perform such other duties of the office as may be delegated to them by the Board of Directors. (As amended 09/27/2023)
  8. The Board of Directors shall be composed of at least one active representative member from a Member City and the balance from active Member Villages.  Each of the directors is to be elected for a one-year term in the same manner as the Officers at the Annual Meeting by the active membership.  In all nominations to the board, consideration will be given to attaining a geographic balance within New York State. (As amended 9/25/1989, 12/27/1994, 8/26/2002, 09/27/2023)  
  9. All decisions and acts of the Board of Directors shall require an assenting vote of a majority of the Board of Directors and such votes may be sent postal mail or email addressed to the Secretary/Treasurer. (As amended 09/27/2023) 
  10. The Board of Directors shall meet at such times and in such places as it may determine, and also upon the written call or email of the President or a majority of the members thereof.  At all such meetings, a majority of the Board of Directors shall constitute a quorum, and a vote of the majority of those present shall control the procedure of such meeting and shall constitute an action of the Board of Directors. (As amended 09/27/2023)
  11. Any officer whose membership status changes during their term of office may not continue in such official capacity and the office shall be filled by a recommendation and a majority vote of the Board of Directors, at its next meeting, from the list of active members and upon the recommendation of the nominating committee. (As amended 9/28/1962, 9/25/1989, 09/27/2023)
  12. As a member of the Board of Directors attendance at a majority of the meetings is expected. (As amended 09/27/2023)

Article III – Fiscal Year and Dues

  1. The fiscal year of the Association shall commence on October 1st of each year and shall end September 30th of each year. Annual membership dues shall be set by a vote of the Board of Directors annually at their first regular meeting of the fiscal year. (As amended 12/27/1994, 09/27/2023)
  2. Each individual member, associate member and member at large shall pay dues on or before October 1 for the fiscal year October 1 to September 30. (As amended 9/27/2023)
  3. Any Member who defaults in payment of the annual dues for a period of three months shall not be considered as a member in good standing nor be qualified to exercise the right to vote or be entitled to receive any privilege of membership. (As amended 9/25/1989,09/27/2023)

Article IV- Meetings

  1. There shall be an annual meeting of the Association held at the annual New York Conference of Mayors (NYCOM) Fall Training School for Fiscal Officers and Municipal Clerks. In the event that such training school is cancelled the annual meeting shall be held at a place and time designated by the Board of Directors. (As amended 09/27/2023)
  2. Special meetings of the Association may be held within the geographical boundaries of the State of New York at any time upon a call directed by a majority of the Board of Directors. Written notice or email of such meetings shall be given to each member not less than 10 days prior to the date of the meeting. Such notice shall state the nature of the business to be conducted and no business other than that stated in the notice shall be officially considered or passed upon. (As amended 09/27/2023)

Article V – Voting

  1. Only one member within the municipality shall have the right to vote at meetings. (As amended 9/28/1962, 8/26/2002,09/27/2023)
  2. A quorum will constitute a vote of 20 members present.  A majority of the eligible members present, and voting, shall constitute a vote of the membership and shall be required to take any action. (As amended 09/27/2023) 

Article VI – Committees

  1. The President shall appoint annually a Conference Planning Committee. Said Planning Committee shall consist of the President, First and Second Vice Presidents or their designated representative. The Conference Planning Committee shall make all arrangements for the Annual Meeting of the Association subject to the approval of the Board of Directors and shall assist the various affiliated sponsors. (As amended 9/28/1962, 9/25/1989)
  2. The President shall appoint a Nominating Committee no less than thirty days prior to the Annual Meeting. The personnel of the Nominating Committee shall be composed of one officer, one Director, and if available one active member at large in good standing. The committee shall meet via a call from the Chairperson and shall make the nominations for the positions of the Officers and members at large of the Board of Directors. The Nominating Committee shall make its report as necessary to maintain a full Board. The objective of the Nominating Committee shall be to nominate officers of quality while attempting to maintain geographic balance throughout the state, and a balance of city/village representatives. (As amended 9/28/1962, 9/25/1989, 09/27/2023)
  3. The President shall appoint annually a Membership Committee and the Chairperson thereof, consisting minimally of two active Members who shall promote memberships in the Association and pursue retaining existing memberships. (As amended 9/28/1962, 9/25/1989, 8/26/2002,09/27/2023)
  4. The President shall appoint annually an Audit Committee. The Board of Directors shall determine, control, authorize and approve all expenditures to officers and others for services, travel or otherwise in the furtherance of the business of the Association. All ordinary expenditures necessary or required in the conduct of the business of the Association shall be authorized by the President prior to the payment of said expenditures. An accounting thereof shall be made by the Treasurer to the Board of Directors quarterly. The Audit Committee will review all transactions and report to the Board of Directors annually. (As amended 09/27/2023) 
  5. Additional committees may be appointed by the President or by the Board of Directors, whenever such committees are deemed advisable in carrying on the work of the Association.

Article VII – Amendment

  1.   These By-laws may be amended by a majority vote of the Association in attendance at an annual meeting or special meeting. (As added 9/27/2023)

Article VIII Dissolution

  1. In the event the Association should dissolve all monies held by the association must be returned to the current members (municipality). (As added 9/27/2023)