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By-Laws

NEW YORK STATE ASSOCIATION
OF
PERSONNEL AND CIVIL SERVICE OFFICERS
BY-LAWS
2016

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 Civil Service Agency of 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. 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.  Associate memberships are available to jurisdictions having employees with civil service responsibilities but which are not Civil Service Agencies by law (i.e., towns, villages, school districts, individual county departments). Also, past and 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 and collect same and have charge of the funds of the Association. The Treasurer shall also pay all bills authorized to be paid.
  4. The Treasurer and Secretary shall receive an annual stipend plus costs as approved by the Executive Committee. The amounts of the stipend shall be reviewed annually.

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.

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 6th day of June, 2016 as witnessed by the officers:

 John Charon, President

 Bethany O’Rourke, Secretary