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 and Other Municipal Officials.

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 the Municipal Finance Officers Association of the United States and Canada, the National Committee on Governmental Accounting and other recognized authorities in the field of municipal administration in achieving the purposes herein set forth;

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


Article I – Membership

1. Classes of membership – Membership shall consist of two classes: Members and Associate Members.
(As amended 8/26/02)

2. Members and Associate Members shall be any official or employee of a city or village in the State of New York who is actively engaged in the administration or formulation of laws or ordinances relating to accounting, budgeting or fiscal policies of such municipality. Each city or village shall be allowed one Member with voting privilege (As amended 9/28/62, 8/26/02)

3. Associate Members – Any person not eligible to be the representative of a Member, but who is interested in the principles and practices of government finance, and who subscribes to the purposes of this Society, shall be eligible to become an Associate Member. (As amended 9/28/62)

Article II – Fees

1. Annual membership fees shall be set by a vote of the board annually at their first regular meeting of the year. (As amended 12/27/94)

2. Fees shall be payable on or before October 1 for the fiscal year October 1 to September 30.

3. Any Member who defaults in payment of the annual fee for a period of three months shall not be considered as a member in good standing nor be qualified to exercise or be entitled to receive any privilege of membership. (As amended 9/25/89)

Article III – Meetings

1. There shall be an annual meeting of the Association held at the place and during the time designated for the annual Training School for Fiscal Officers and Municipal Clerks or in the event that such training school is temporarily or permanently discontinued then the annual meeting shall be held at the place and during the time designated for the annual meeting of the New York State Conference of Mayors.

2. Special meetings 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 Directors Written notice 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.

Article IV – Voting

1. Only the member shall have the right to vote at meetings. (As amended 9/28/62, 8/26/02)

2. A majority vote of the eligible members present and voting at a meeting shall constitute a vote of the membership. Should the result of a vote at a meeting on any matter on the agenda for the meeting be contrary to the result of a previous vote on the same matter by the Board, the vote of the meeting shall be treated as a vote to have a mail ballot on the matter, unless the Board, within 20 days after the meeting reverses its previous vote. (As amended 9/28/62, 8/26/02)

3. A mail ballot shall be had:

      (a) by vote of the Board;

      (b) by vote of a meeting;

      (c) upon receipt by the Secretary of a petition for a mail ballot, signed by the principal representatives of at least 10% of the members; (As amended 9/28/62)

      (d) to amend the by-laws.

      On any matter on which a mail ballot is to be had, the Secretary shall prepare the ballot and set forth in it a fair summary of the arguments pro and con; the results of any vote by the Board, and of any vote at a meeting. The ballot shall be mailed to the members within twenty days from the time of the event that determines that there is to be a mail ballot. Only those ballots received by the secretary within twenty days from the date the ballot was mailed to the members shall be counted. A majority vote of the members voting in the mail ballot shall constitute a vote of the membership, except a vote on a proposal to amend the by-laws, which shall require a two-thirds majority.

Article V – Board of Directors

1. The property, business and affairs of the Society shall be managed and transacted by the Board of Directors. The Board shall consist of the Officers of the Society, the immediate past president and four members who shall be known as Directors. Directors shall be composed of at least one active member City and the balance from active member Villages. Each of the directors are to be elected for a term of two years; two of said persons to be elected each year for such 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 the state and to the membership ratio in the Society between Member Cities and Villages.(As amended 9/25/89,12/27/94, 8/26/02)

2. The President of the Society shall be and act as Chairman of the Board and the Secretary of the Society shall be and act as Secretary of the Board. In the absence of the President, the Vice‑ President shall act as Chairman of the Board. In the absence of the Vice-President or Secretary, the Board may elect one of its members to preside or act as Secretary, as the case may be. (As amended 9/25/89)

3. All decisions and acts of the Board shall require the assenting vote of a majority thereof and such votes may be by mail addressed to the Secretary.

4. The Board of Directors shall meet at such times and in such places as it may determine, and also upon the written call of the President or of a majority of the members thereof. At all such meetings, a majority of the Board 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.

5. 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 Society. All ordinary expenditures necessary or required in the conduct of the business of the Society shall be authorized by the President and an accounting thereof shall be made by the Treasurer to the Board of Directors for approval.

Article VI – Officers

1. The officers of the Society shall consist of a President, First Vice-President, Second Vice‑ President, Third Vice-President, Secretary and Treasurer, who shall be elected annually at the Annual Meeting of the Society from among the active members in good standing, and shall hold office until their duly qualified successors are elected. (As amended 6/9/71, 9/25/89)

2. Any officer whose membership status changes during his term of office may not continue in such official capacity, and the office shall be filled by a majority vote plus one 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 9/28/62, 9/25/89)

3. The President shall preside at all meetings of the Society and of the Board of Directors. He shall appoint all committees including the Chairman thereof except as hereinafter provided, and shall perform such other duties as may be required of him by the Board of Directors.

4. The First Vice-President shall perform the duties of the President during the latter’s absence or disability, and shall perform such other duties as may be required of him by the Board of Directors. (As amended 9/25/89)

5. The Secretary/Treasurer shall keep the minutes and records of all meetings of the Society and the Board of Directors and shall conduct the correspondence thereof as directed, and shall receive and administer the funds of the Society in accordance with the provisions of these by-laws and perform such other duties of the office as may be delegated to him by the Board.

6. The position of Secretary/Treasurer shall be held permanently by a single individual and such individual shall be compensated for performing his duties at a rate to be determined in the annual budget for the Association. Payment may be made monthly or quarterly at the convenience of the incumbent. (As amended 9/25/89)

Article VII – 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 Society subject to the approval of the Board of Directors, and shall assist the various affiliated sponsors. (As amended 9/28/62, 9/25/89)

2. The President shall appoint a Nominating Committee thirty days prior to the Annual Meeting consisting of three member representatives in good standing. The personnel of the Nominating Committee shall be composed of one officer, one active member at large from the Board of Directors and one active member representative at large. The committee shall meet on a call of the Chairman 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. An 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.{amended 9/28/62, 9/25/89)

3. The President shall appoint annually a Membership Committee and the Chairman thereof, consisting of two active Members who shall promote memberships in the Society and pursue retaining existing memberships. (As amended 9/28/62, 9/25/89, 8/26/02)

4. 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 Society.