BYLAWS
ARTICLE I
MEETINGS
Section I - Annual Meeting of the Membership
An annual meeting shall be held each year. The time and place within the State of Alabama of the annual meeting shall be determined by the Executive Board.
Section II - Special Meeting of the Membership
Special meetings may be called at any time by the Executive Board within its sole discretion. A special meeting must be called by the Executive Board upon the written request of at least 25% of the voting membership. The Executive Board shall determine within 10 days of receipt by the secretary of any written request for a special meeting whether such request complies with the requirements of this section. All special meetings approved by the Executive Board or required by petition of 25% of the voting membership must be held within 60 days after the Executive Board determines that such meeting is to be held.
Section III - Notice
Written notice of all membership meetings shall be given to the membership at least 10 days in advance of such meeting but no more than 30 days in advance of such meeting.
Section IV - Quorum and Voting At All Called Meetings
A quorum shall consist of 20 members or associate members, or 10% of the voting membership, whichever is greater. A majority vote shall determine all questions unless otherwise specified in the Articles of Incorporation.
Section V - Rules of Order
Roberts Rules of Order, as revised, shall govern all proceedings insofar as they are not inconsistent with the Articles of Incorporation and Bylaws.
ARTICLE II
DUTIES
Section I - Officers
- President
The president shall be the chief executive officer of the Corporation and shall perform all duties usually incident to such office. The president shall preside at all corporation meetings. The president shall be the chairman of the Executive Board and an ex-officio member of all other committees. The president shall be the State Representative to the Government Finance Officers Association.
- First Vice President
The first vice president shall chair the professional development committee. In the absence or disability of the president, the first vice president shall perform the duties of the president. The first vice president shall have such other powers and duties as may be prescribed by the Executive Board and listed in the GFOAA Manual of Operating Guidelines.
- Second Vice President and Historian
The second vice president shall serve as the historian of the organization. The second vice president shall serve as vice chair of the professional development committee. The second vice president shall assist the president in the performance of his duties and shall have such other powers and duties as may be prescribed by the Executive Board and listed in the GFOAA Manual of Operating Guidelines.
- Treasurer
The treasurer shall be responsible for monitoring the receipt and disbursement of all monies of the Corporation, keep financial records of the accounts of the Corporation, and prepare financial reports as necessary. Upon the expiration of the term of the office of treasurer, all books and records shall be turned over to the successor treasurer. All books and records of the treasurer shall be open for any reasonable inspection and examination. The treasurer shall have such other powers and duties as may be prescribed by the Executive Board and listed in the GFOAA Manual of Operating Guidelines.
- Secretary
The secretary shall attend and keep the minutes of all membership meetings of the Corporation and meetings of the Executive Board. The secretary shall keep other records as may be required and shall give all required notices. The secretary shall have such other powers and duties as may be prescribed by the Executive Board and listed in the GFOAA Manual of Operating Guidelines. All records of the secretary shall be turned over to the successor secretary.
Section II – Boards and Committees
- Executive Board
The Executive Board shall meet at least quarterly by assembly or other electronic means. Executive Board officers and directors are expected to attend each board meeting. Failure to attend two meetings in a fiscal year may result in removal from the position.
The Executive Board shall promote and encourage membership in the organization and is responsible for the annual membership directory.
The Executive Board is responsible for preparing the long-range plans to meet the organization’s goals and objectives.
The Executive Board shall appoint other standing committee members at the first quarterly meeting of the fiscal year. A quorum shall consist of seven members. Other committees and members shall be appointed as needed.
- Executive Committee
The Executive Committee shall prepare annual nominations of officers and directors. The proposed slate of officers shall be presented to the Executive Board at its Winter Quarterly meeting. The committee shall review contracts and perform annual evaluations of contracted services. The annual evaluations shall be presented to the Executive board at its Winter Quarterly meeting. Each January, the committee shall review and, if necessary, update (or cause to be updated) the Administrative Procedures Manual. A copy of the Manual shall be distributed to each member of the Executive Board and to each committee chairperson at the first quarterly board meeting of the year. The committee shall consist of the President, First Vice President, Second Vice President, Treasurer and Secretary. The President may appoint additional individuals as needed. The appointees shall serve in a reference capacity and shall not be eligible to vote. The committee shall meet as needed by assembly or electronic means.
- Professional Development Committee
The Professional Development committee shall establish, organize and promote professional development initiatives for members while accomplishing the following goals:
- Enhance the capacity of the government finance profession by providing educational opportunities and certification options centered on current governmental financial management standards, technology procedures, and best practices.
- Ensure high standards of integrity and professionalism and adherence to the organization’s Code of Ethics.
- Administer a scholarship and awards program to recognize students and members for their outstanding academic and career achievements and to promote careers in government finance.
- Communication and Engagement
The Communication and Engagement committee shall promote active communication between the organization’s members and outside parties both within the organization and outside the organization while accomplishing the following goals:
- Provide multiple opportunities for professional and social interaction among governmental finance officials to strengthen collaborative relations and learning.
- Provide several medium options for the discussion of best practices and topics of mutual concern.
- Monitor, promote and report on legislative actions and regulations that affect government finance in Alabama.
- Implement and monitor service projects that engage members and serve various organizations and communities.
E. Public Information Officer
The Public Information Officer shall, in conjunction with the Communication and Engagement committee, maintain the GFOAA and CGAT brochures, prepare and distribute a quarterly newsletter, provide information for updating the website and promote the GFOAA and its initiatives (certification and education programs; scholarship and service activities; membership awareness, etc.).
F. Other Committees
Other committees may be established as deemed necessary by the Executive Board.
G. Responsibilities
All committees established above and hereinafter established by the Executive Board shall report and be responsible to the Executive Board.
ARTICLE III
ADMINISTRATION AND FINANCE
Section I - Dues
Annual dues to finance the functions of the Corporation shall be established by the Executive Board. The annual dues shall be payable on application for membership and as of April 1 in each year thereafter. Membership may be suspended from the Corporation for delinquency in payment of dues after August 31 of the fiscal year.
Section II - Fees
Fees for programs and activities shall be established as deemed necessary by the Executive Board.
Section III - Fiscal Year
The fiscal year of the Corporation shall be April 1 through March 31.
Section IV - Elections
The Executive Board shall be responsible for the preparation of annual nominations for Corporation officers and members-at-large of the Executive Board. Other nominations may be made at the annual meeting by the membership.
Section V - Amendments
Upon petition of 10% of the voting membership, or by proposal of the Executive Board, amendments to the Bylaws may be recommended to the voting membership present at any annual or special meeting of the Corporation.
Section VI - Disbursement Approval
The Executive Board shall establish procedures and levels of authority for disbursement
of funds.
Section VII - Annual Review of Financial Statements
The Executive Board shall engage an auditor that meets the independence criteria as defined by the GAO's Government Auditing Standards and is qualified to perform a review on the books, records, and financial statements of the Corporation in accordance with standards established by the AICPA. The review report shall be issued by the auditor within 90 days of the close of the Corporation's fiscal year.
