Constitution
Amended: September 2015
Preamble
The Ohio County/City Information Technology Association, desiring to maintain an Association
- To assist local governments in their use of information technology;
- To promote sound general principles for development and use;
- To maintain an information repository concerning local government in the State of Ohio and to make that information available to members;
- To advise all local government agencies and officials concerning the use of information technology;
- To promote and further the interests of those engaged in local government information technology services by providing a forum for the exchange of views and the dissemination of information within the local government information technology community on topics of interest;
- To promote cooperative relations among local government information technology directors and their departments;
- To promote cooperative relations among different levels of government: federal, state, county and city;
- To foster collaborative research among members;
- To encourage education, training and projects in the field of local government information technology;
- To do any other act or thing incidental to or connected with the foregoing purposes or in the advancement thereof, but not for the pecuniary profit or financial gain of its members, or officers.
Do declare the following to be the Constitution and By-Laws for the government of the Ohio County/City Information Technology Association:
ARTICLE 1
This organization shall be known as the Ohio County/City Information Technology Association or OCITA and is established as a 501(c)3 organization.
ARTICLE 2
Membership shall be divided into two groups: regular members, and private organization members.
ARTICLE 2A
Regular membership is intended to target County or City Information Technology professionals, although membership will be open for all Ohio Government IT professionals. Should a member cease employment with the represented County, City, or other Government entity another individual from the same organization may replace them.
ARTICLE 2B
Private organization membership, shall be for all persons or organizations that do not qualify for regular membership – typically representing the vendor community.
ARTICLE 2C
Voting shall be limited to regular members and the vendor liaison.
ARTICLE 3
The officers of the Association shall consist of a President, a Vice President, a Primary Secretary, a Secondary Secretary, and a Treasurer, who shall be elected at the Fall Conference (hereinafter referred to as “Annual Conference”) of the Association, from a declared list of candidates. Anyone seeking office shall declare his or her desire to serve at the Annual Conference. In the event of no declared candidates, the list shall be nominated from those present at the time the election is held – who have been a member at least two (2) years, unless an exception is declared by the Executive Committee. The term of each shall be for two years beginning at the close of the regular annual session at which elected and until successors are elected.
ARTICLE 3A
Should a vacancy occur in the office of President, Vice President, Treasurer, Primary Secretary, or Secondary Secretary that vacancy shall be filled by nomination by the Executive Committee of a member to serve out the unexpired term. The Executive Committee, within 30 days, meeting in called session, shall confirm such nominated officer to serve until the next succeeding annual election.
ARTICLE 4
The duties of each of said officers shall be provided for in the By-Laws of the Association.
ARTICLE 4A
Only County or City Government personnel, with the exception of the vendor liaison, may serve as an officer of the Ohio County/City Information Technology Association. No person may serve as an officer of the after his or her employment with County or City Government has ended.
ARTICLE 5
The Executive committee shall govern the affairs of the Association when the Annual Meeting is not in session.
ARTICLE 5A
The Executive Committee shall be comprised of the five officers of the Association, plus five regular members, liaison to the state, a representative from a city, and the vendor liaison. Representation shall be distributed throughout the State to the extent possible.
ARTICLE 5B
Members of the Executive Committee are expected to attend quarterly meetings. If a member is absent from two meetings, the Executive Committee will be notified. Following a subsequent absence, the Executive Committee may, at their discretion, replace the member on the Executive Committee.
ARTICLE 6
The Annual Conference of this Association shall be held at such time and place as the Executive Committee determines. The President, upon the recommendation of the Executive Committee, may call special meetings.
ARTICLE 7
Any article of this Constitution and the By-Laws of the Association may be amended by a majority vote of members. Voting can be done in the following ways: in person, by proxy or by written statement.
Any proposed amendments must be mailed to all members by the Secretary of the Association no later than one calendar month prior to the vote. Sufficient evidence of compliance shall be a postmark.
ARTICLE 7A
A motion from the floor to suspend the By-Laws may be made during the Business Session of the Annual Conference. The By-Laws may be suspended by two-thirds affirmative vote of the members present at any regular session of the Association.
BY-LAWS
SECTION 1 - GENERAL
The most current Roberts Rules of Order shall govern the proceedings of this Association.
SECTION 2 - MEMBERSHIP CATEGORIES
Regular Member: This is a member who is employed by county, city, or other government entity with primary responsibility in Information Technology. The membership fee shall be determined by the By-Laws.
Private Organization Membership: These are individuals/organizations who wish to participate actively in the Ohio County/City Information Technology Association who do not meet the criteria of a regular member.
All memberships shall be effective from January 1 to December 31 for each year. The Executive Committee will set fees for each category.
SECTION 3 - ORDER OF BUSINESS FOR ANNUAL CONFERENCE
- Invocation.
- Roll Call.
- Reading and approving of minutes of previous meetings.
- Financial Report of Secretary/Treasurer.
- Election of officers.
- Report of Committees.
- General Business.
- Introduction of officers for the ensuing year.
- Adjournment.
SECTION 4 – STANDING COMMITTEES
The following shall constitute the Standing Committees, to-wit:
- Conference Planning Committee – Shall be comprised of volunteers from among the regular members, not to exceed 10. The Conference Planning Committee shall be responsible to the Executive Committee and shall present a report to said committee at the Spring meeting. This committee shall plan the annual conference in the Fall of each year. Planning includes but is not limited to format, meals, meeting rooms, necessary equipment, topics, confirmation of speakers and auxiliary activities.
- Vendor Planning Committee – Shall be comprised of Private Organization members, not to exceed 10. The Vendor Planning Committee shall be responsible for planning and organizing regional opportunities to network and formalize ideas to establish more structure and direction for vendor community engagement in the Ohio County/City Information Technology Association. Planning includes but is not limited to format, meals, meeting rooms, necessary equipment, topics, confirmation of speakers and auxiliary activities.
SECTION 4A
All committee members shall be appointed each year by the Executive Committee.
SECTION 5 - DUTIES OF OFFICERS
President: The President of the Association shall be the presiding officer at all meetings of the Association. The President shall serve as the official spokesperson for the Association unless he or she decides to make an appointment of another individual to perform that duty. Checks made payable to the association shall be signed by the President or Treasurer.
Vice President: The Vice President shall assume all duties of the President in the absence of said officer and shall assist the President of the Association with his duties.
Primary Secretary: The Primary Secretary shall be responsible for taking minutes and attendance at all meetings of the Executive Committee and Association Officers, and the General Business Sessions. The Secretary shall assist in on-site registration as necessary. The Secretary shall email copies of meeting minutes and agendas to the Association members. The Primary Secretary shall be responsible for maintaining the mailing and contact information for members.
Secondary Secretary: The Secondary Secretary shall assist the Primary Secretary in his or her duties and assume all duties of the Primary Secretary in the absence of said officer.
Treasurer: The Treasurer of the Association shall be responsible for submitting a quarterly written financial report to the Executive Committee and officers of the Association. This report shall contain a detailed listing of monthly expenditures and revenues.
The Treasurer shall issue payment for all expenses incurred by the Ohio County/City Information Technology Association. Checks made payable to the association shall be signed by the President or Treasurer. The Treasurer shall assist the President and Vice President in preparing a budget for the next fiscal year to be presented to the Executive Committee by the summer meeting. After approval or amendment by the Executive Committee, said budget shall be presented to the membership at the Annual Conference for ratification.
Liaison to the State: The Liaison to the State is to be appointed to the position by the Executive Board. The Liaison to the State shall promote cooperative relations with State representatives and represent OCITA’s interests in all State decisions.
Vendor Liaison: The Vendor Liaison is to be appointed to the position by the Executive Board. The Vendor Liaison shall promote cooperative relations and engagement within the vendor community. This role will be responsible for ensuring Private Organization Members are actively engaged, has exposure to the member network, directs opportunities to showcase products, coordinates invitations to and engagement at conferences, and provides the opportunity to speak at hosted events.
All officers shall serve a term of two years.
SECTION 5A - ADHOC non-officer positions
As deemed necessary and approved by the Executive Board, non-officer positions shall be appointed to assist with the needs of the organization.
Executive Planning Committee Chair: The Executive Planning Committee Chair shall be responsible for heading the Planning Committee to align direction and execution of OCITA events. Planning includes but is not limited to format, meals, meeting rooms, necessary equipment, topics, confirmation of speakers and auxiliary activities.
SECTION 6 - Meetings
The following shall be the format for meetings of the Executive Committee:
- Roll Call
- Approval of Minutes
- Treasurer’s Financial Report
- Old Business
- New Business
- Adjournment
SECTION 6A
Quarterly meetings shall be hosted by member counties, cities, or government entities. The Executive Committee in conjunction with the hosting county or city shall do planning for the quarterly meetings.
SECTION 6B
Attendance by no less than two-thirds active Executive Committee members shall be necessary to constitute a quorum for voting purposes.
SECTION 7 - DUES
Dues shall be as follows:
- $50 annually and provide membership for up to four individuals from the contributing county, city, or government entity.
- $25 annually for counties, cities, or government entity sponsoring only one member.
- $15 annually for each additional regular membership.
- $250 annually for up to four individuals from a private organization - $25 annually for each additional membership.
- $15 annually for all OCITA retired county/city IT government employees.
- $25 annually for all retired or former government employees.
SECTION 8 - SEAL
The seal of the association shall be as follows:
SECTION 9 – DISBURSEMENTS & EXPENSES
All disbursements of Association funds shall be made by check, signed, by the President or Treasurer, and drawn after receipt of an itemized statement. The Executive Board shall direct such other requirements, as it deems necessary and may audit, or cause to be audited, all bills against the association in accordance with such rules and regulations as such Executive Board may properly establish.
All executives and committee members may be reimbursed for their actual and necessary expenses incurred in the performance of their duties, provided a statement is submitted and approved pursuant to rules and regulations by the Executive Board and filed in the office of the Association.
No executive or committee shall incur any other liability, except with the prior approval of the Executive Board or by a resolution of the Association.
The Executive Board shall cause the accounts of the Association to be audited annually.
SECTION 10 – ANNUAL REPORT
The Executive Board shall present at the annual meeting of members a report, verified by the President and Treasurer or by a majority of the executives, or certified by an independent public or certified public accountant or firm, of such accountants selected by the board, showing in appropriate detail the following:
- The assets and liabilities, including the trust funds, of the association as of the end of a twelve-month fiscal period terminating not more than six months prior to said meeting.
- The principal changes in assets and liabilities.
- The revenue or receipts of the association, both unrestricted and restricted to particular purposes during said fiscal period.
- The expenses or disbursements of the association, for both general and restricted purposes, during said fiscal period.
- The number of members of the association as of the date of the report, together with a statement of increase or decrease in such number during said fiscal period, and a statement of the place where the names and places of residence of the current members may be found.
- The annual report of the Executive Committee shall be filed with the records of the association and either a copy or an abstract thereof entered in the minutes of the proceedings of the annual meeting of members.