New York State Association of Personnel and Civil Service Officers
(NYSAPCSO)

By-Laws

NEW YORK STATE ASSOCIATION OF PERSONNEL AND CIVIL SERVICE OFFICERS
BY-LAWS
2024

ARTICLE I – NAME

This Association shall be known as the NEW YORK STATE ASSOCIATION OF PERSONNEL AND CIVIL SERVICE OFFICERS and shall be organized under the laws of the State of New York.

ARTICLE II – PURPOSE

The purpose of the Association is to facilitate and promote communication among New York State municipalities to advance and improve the administrations of the New York State Civil Service merit system.  The Association will provide education, information and advocacy to member municipalities and their officers and employees regarding municipal system administration and the New York State Civil Service Law throughout the State of New York.

ARTICLE III – MEMBERSHIP

Any agency established in accordance with Civil Service Law Section 15 responsible for administering Civil Service within a County, Town, Municipal Corporation or City, its officers, employees and retirees, in the State of New York, shall be eligible for membership to this Association and will be in good standing by the payment of the annual dues by March 31. Agencies who have not paid the annual dues shall not be in good standing and may not vote nor may individuals in such agencies hold office. Retired members are eligible for Associate membership. Dues for Associate members will be set by the Executive Committee on an annual basis.

ARTICLE IV – OFFICERS

The Officers of this Association shall be: President, 1st Vice President and 2nd Vice President, Treasurer, Secretary (appointed by President). The election of officers shall be held biennially at the regular Spring meeting. The position of President shall be filled without election by the elevation of the 1st Vice President to that position. Officers elected and elevated at the Spring meeting shall be installed at that time and assume their duties for two years (until the next spring election.) Only persons currently employed in a member agency are eligible to hold office in this Association. All officers shall be entitled to reimbursement of necessary expenses as incurred, and approved by the Executive Committee.

ARTICLE V – DUTIES OF OFFICERS

  1. The President shall preside at all meetings. In the absence of the President, the 1st Vice President shall preside. If, for any reason, the office of President shall become vacant, the 1st Vice President shall either, succeed to the office of President or designate a past President to be reinstated as President, to complete the unexpired term. In the event the 1st Vice President succeeds the President, the 2nd Vice President shall, thereupon become 1st Vice President.
  2. The Secretary shall keep a record of all meetings, Executive and General, and shall send out all meeting notices; shall send copies of the minutes of the General Meeting to the membership; minutes of the Executive Committee Meetings shall be mailed only to its members.
  3. The Treasurer shall send statements for membership at the rate of $100.00 per Civil Service Agency per calendar year no later than January 31 and collect same and have charge of the funds of the Association. The Treasurer shall also receive funds owed to the Association pay all bills authorized to be paid.
  4. The President, 1st Vice President, 2nd Vice President, Treasurer, and Secretary are eligible for scholarships to the annual conference as approved by the Executive Committee.

ARTICLE VI – DUTIES OF THE EXECUTIVE COMMITTEE

The Executive Committee shall have responsibility for general policy matters of this Association. The Executive Committee shall meet upon call of the President or upon call of the majority of the Executive Committee. The Executive Committee shall consist of a minimum of nine and maximum of thirteen individuals who qualify as members of the Association in good standing. Quorum of the Executive Committee will consist of a minimum of fifty percent (50%) of the Executive Committee members being present. Executive committee members are expected to maintain a minimum attendance rate of fifty percent 50% (or higher) at meetings in any twelve-month period in order to retain their position on the committee.

Conference expenses may be covered for Executive Committee members who hold significant roles in planning the annual conference and who are vital to its success, as reviewed and approved by the Executive Committee annually. This includes individuals who serve as direct contacts for conference logistics, registrations, vendors, program management, and financial matters.

ARTICLE VII – COMMITTEES

The following Committees are standing committees and shall consist of a chairperson and at least two other members appointed by, and removable by the President. The President shall be an ex-officio member of all standing committees with the right to vote.

  1. Executive Committee – The Executive Committee shall consist of the elected officers and the Secretary of the Association with additional members to be chosen by the President. The immediate Past President shall by virtue of his/her former office be a member of the Executive Committee.
  2. Nominating Committee – It shall be the duty of this Committee to nominate at the Spring meeting in an election year (biennially) a slate of officers for election at the same meeting. Additional nominations of officers may be made from the floor.
  3. The President shall create by majority consent of the Executive Board, and appoint to, any other committee as deemed appropriate.

ARTICLE VIII – MEETING

  1. The annual meeting shall be held at the Spring Conference of the Association.
  2. Special meetings may be called by the President at the request of at least three members of the Executive Committee.
  3. Ten representatives shall constitute a quorum at any annual or special meeting, but such representatives must represent ten separate member agencies. Each agency in good standing shall be entitled to one vote on all questions.
  4. Robert’s Rules of Order shall govern the conduct of the meetings.

ARTICLE IX – FISCAL YEAR
The Association’s fiscal year shall run from January 1st to December 31st.

ARTICLE X – AMENDMENTS

These By-laws may be amended at any regular meeting of the Association by a majority vote of members present.

ARTICLE XI – DISSOLUTION

Upon the dissolution of this organization, assets shall be distributed to the state or to local governments, for a public purpose related to the purpose of the Association.

These by-laws are effective as of the 10th day of June, 2024, as witnessed by the officers:

Kerry Brennan, President
Kim Godreau, Secretary