BYLAWS OF THE COLORADO COUNTY CLERKS ASSOCIATION
ARTICLE I. NAME
This organization shall be known as the Colorado County Clerks Association “hereafter referred to as the “Association”.
ARTICLE II. MISSION STATEMENT
“Create an organizational structure that supports best practices, use of technology, and appropriate legislation through teamwork, communication, and mutual respect.”
ARTICLE III. ANNUAL MEETINGS AND OBJECTIVES
This association shall convene bi-annually for its State conferences (one Summer Conference and one Winter Conference), and other times as deemed necessary, dates to be set by the Board of Directors hereafter referred to as (Board). The objectives of this organization shall be:
- To encourage better and uniform state legislation affecting the administration and conduct of the office of County Clerk and Recorder of the State of Colorado and all legislation affecting county government.
- To encourage high standards among elected officials of this state.
- To further the understanding of comparable working operations among counties and sharing similar practices.
- To develop and foster good will as a means of sharing knowledge to improve service to the citizens.
- To represent the People of the State of Colorado and promote high quality local government.
- When a statewide disaster declaration prevents in-person convening bi-annually, the President can determine that the CCCA Business meeting can be conducted by virtual video conference. Members must attend and appear on camera.
ARTICLE IV. MEMBERSHIP
Membership will consist of each County Clerk and Recorder of the State of Colorado, with annual payment of membership fees of this association.
A. Each County Clerk shall have a vote. A County Clerk may give a signed proxy to his/her Chief Deputy or another County Clerk. The proxy shall be given during roll call at all business meetings. A County Clerk can only accept a Proxy Affidavit from two (2) County Clerks. The only proxy a Deputy can receive is from his/her County Clerk. County Clerk’s must submit an absentee ballot for candidates. (Refer to Attachment A, Rules 1,2,3,4).
B. Quorum is defined as a majority of the members (at least 50%); any question may be decided by a majority of those in attendance.
C. Voting may take place by voice, show of hands, written ballot or by absentee ballot.
Any person, who has rendered distinguished service to the cause of better County government, and the betterment of this Association, shall be eligible for honorary membership. Nomination to honorary membership may be made at the Summer Conference and the Winter Conference of the Association and the Association shall vote to approve such honorary membership. Honorary members shall be entitled to all privileges of the Association, except that they shall not be eligible to vote or to hold office in the Association. (Refer to Attachment D)
ARTICLE V. GOVERNING BODY AND SPECIAL MEETINGS
A. The governing body of the “Association” shall consist of the President, President-Elect, Vice-President, Secretary, Treasurer, Past President, and the Chairperson of each region (Central Region, Eastern Region, Southern Region and Western Region) and shall be known as the Board. (Refer to Attachments B & C)
B. Each member of the Board shall work toward stimulating interest in this organization and shall inform members of conferences and meetings.
C. The Board shall have full power to call special meetings of the Board and make decisions for the Association in case of emergencies affecting legislation concerning the office of the County Clerk and Recorder. The Board shall act and speak for the Association in the following circumstances:
- When the Legislature is in session and time is short, making it impractical to contact all members.
- When decisions must be made other than during regularly scheduled conferences for the good of the membership.
- A Board resolution shall be signed by the President and Secretary. The Resolution shall be deemed official by such Board, with the same force and effect as if the same had been duly passed by a majority vote of the Association’s membership at a duly convened meeting. It shall be the duty of the Secretary to record such resolution in the minutes of the Association and notify all members.
- The presence of six (6) members shall constitute a quorum at any meeting of the Board. The Board may meet as a teleconference meeting should the need arise.
ARTICLE VI. REGIONS
A. To further the objectives of the Association, four regions as defined in Attachment B shall be established based on geographic proximity, size of counties, or potential ease of travel.
B. Each of the four regions shall elect a chairperson who will serve on the Board for a two- year term. Elections for regional chairs shall be held at the fall regional meeting of odd-numbered years. The Chair-Elect shall be sworn into office at the following winter conference. If a vacancy occurs, the region may appoint a replacement to complete the term of the chair until the next election.
C. Regions shall strive to promote better communication within the regions, share information of common interest, obtain uniformity in procedures, increase the influence of the Clerk and Recorders, and in general, strengthen communications and provide greater input and assistance to the Association.
ARTICLE VII. OFFICERS, ELECTION AND TERM OF OFFICE, DUTIES, AND VACANCIES
A. The officers shall consist of a President, President-Elect, Vice-President, Secretary, Treasurer, and Past President; who must be duly elected or appointed County Clerks of the State of Colorado and members of this association. Every effort shall be made to provide for representation from the various regions of the state in nomination for the offices of the organization. (Refer to rule 5 & 6)
- The Vice-President shall be elected at the annual Clerks Winter Conference. (Unless otherwise required, at which time the election may be handled at the next regularly scheduled Association Conference.) The Vice-President shall advance to the position of President-Elect at the next Clerks Winter Conference, when the President-Elect becomes President.
- The Secretary and Treasurer shall be elected every two years for a two-year term.
B. The President shall preside at all meetings of the Association. The President shall exercise such power and authority and perform such duties as are applicable to this office and such as may be from time to time prescribed by the members of the association. The President shall appoint all committees not otherwise provided for and shall conduct the activities of the organization.
C. The President-Elect shall serve in the absence of the President, exercise all power and authority and shall perform the duties of the President, or with the President when appointed by the President for this purpose.
D. The President-Elect and Vice-President shall serve in the absence of the President or President-Elect or Vice-President, when appointed by the President for this purpose.
E. The Secretary shall keep minutes for all meetings and be responsible for all records of this Association. Minutes shall contain the Agenda of each conference with written minutes from the Business Meeting.
F. The Treasurer shall be responsible for the Association funds. The Treasurer shall submit a budget for the next calendar year to the Board for approval prior to the Summer Conference. The President presents the proposed budget for adoption at the Summer Conference. The President shall appoint an Audit Committee from among the membership, including one officer from the Executive Board, and no more than four members. The Treasurer shall be available while audits are conducted to answer questions and provide documents that would be needed.
G. A Parliamentarian shall be appointed annually by the President.
H. If a vacancy of President or President Elect should occur in office, each officer below the position vacated shall advance to the next position except for Secretary and Treasurer. If the term of office is more than half over, all officers shall complete the current term plus one (1) year. If the term of office is less than half over, that will constitute term.
I. Vacancies in any other office shall be filled by the Board until the next scheduled election.
J. Duties for Officers are as follows:
- Appoint a Conference Planning Committee
- Responsible for creating and implementing the agenda
- Conducts the business meeting
- Presents awards/gifts for Board when appropriate
- Liaison to Department of Revenue, Secretary of State, Conference Planning Committee
- Conducts four (4) business meetings a year
- Hold one (1) budget meeting a year
- Liaison to CSTARS Advisory Panel and all standing committees
- Names members to committees
- Committee liaison for MVSRC, ESRC, RSRC
- Serves on Conference Planning Committee for review and oversight
- Responsible for vendor contact at conferences
- Serves on Conference Planning Committee for review and oversight
- Soliciting nominations and running elections for the Board.
- Buys awards/gifts for Board when necessary
- Responsible for the Silent Auction at conferences
- Circulates Scholarship Information and oversees awards
- Takes minutes for the organization and distributes to members
- Maintains files of minutes and organizational activities
- Maintains a current and accurate directory of clerk’s addresses and email addresses
- Collect nominations
- Responsible for publishing an annual budget after it is approved by the Board on the CCCA website a minimum of 10 days prior to the Summer Conference.
- Responsible for providing financial reports to the Board quarterly.
- Deposits and disburses funds
- Accepts payments for dues, conference registrations, communicating attendance figures with host county
- Provide all necessary documentation for the audit committee
- Bill annual membership dues to counties
ARTICLE VIII. REVENUE, DUES, EXPENSES
A. All County Clerks and Recorders of the State of Colorado, duly elected or appointed, may be affiliated with the Colorado County Clerks Association and shall pay an annual membership fee. Annual membership fees may increase no more than every two years. Criteria for any membership fee increase must consider the percentage change in the Denver-Boulder Consumer Price Index. The fee will be set by resolution based on the class of county as established by C.R.S. 30-2-102. The City and County of Denver is classified as Category I and the City and County of Broomfield is classified as Category II.
B. All necessary expenses incurred during the current year for the purpose of the Association shall be paid by the Treasurer. All expenditures will be approved by at least one Board Member and Treasurer.
- The annual budget shall be approved at the Clerks Summer Conference for the following calendar year. All regional fees or expenditures shall be included in the annual budget. The CCCA Executive Board has the authority to approve and transfer budget line items during the year.
- A mid-year budget amendment may be approved by the members at the Winter Conference Business Meeting.
ARTICLE IX. COMMITTEES AND QUORUM
A. The President shall appoint such committees as may be deemed necessary for the proper transaction of business of the Association. Every effort shall be made to provide for representation from the various regions of the state in appointments of committee members. A majority of any committee shall constitute a quorum. Any question may be decided by a majority of those in attendance.
- Whenever possible and at least ten days before any committee meeting, the committee chairman shall notify all County Clerks and Recorders of date, time and location of the meeting.
- Any County Clerk and Recorder may attend any committee meeting and offer comments. Only those who are members of the committee may vote.
- Within two weeks after any committee meeting, the committee chairman shall forward written report/minutes to the Secretary.
- All Committees may conduct teleconference meetings.
- All Standing Committees shall elect a County Clerk as chairman and confirm the chairman with the President. All non-standing committees will elect a chairman and confirm with the President. The Legislative Chairman/Chairpersons shall be confirmed by the executive board.
- Non-Standing Committees shall meet at least twice a year and report to the President with the exception of Committees to be appointed by the President.
- Task forces may be appointed as necessary as deemed by the President or Board of Directors.
B. Committees shall not establish their own bylaws.
- Education/Training & Certification
ARTICLE X. RESOLUTIONS
A. All resolutions shall be submitted to the membership on the first day of the Clerks Winter Conference or the first day of the annual conference and voted on at the end of the business meeting of the winter or annual meeting. Exceptions may be approved by the Board. Upon request the Parliamentarian shall assist any member(s) with a resolution that may be presented.
B. All resolutions presented shall include suggestions to the President as to how to proceed with action upon adoption.
ARTICLE XI. AMENDMENTS
A. These bylaws may be amended at any conference/business meeting by a majority vote of the association members present and voting.
B. Amendments must be presented in writing to the entire membership at least ten (10) days prior to any conference/business meeting.
ARTICLE XII. EXECUTIVE DIRECTOR
A. SELECTION, CONTRACT & REVIEW
- The Executive Board may approve the contract of an Executive Director, who serves at the will of the Board of Directors, to manage the day-to-day business of the Association. New proposals may be entertained each year at the discretion of the Board of Directors. The selection committee should also consider criteria for the members, including size of county, partisan makeup, and size of the selection committee.
- The Executive Director shall be contracted by the Special Presidential Board which shall be appointed by the President of the Association for that sole purpose.
- The position of Executive Director will be held for a contract year at which point a new contract may be negotiated by the executive board based upon recommendation by the majority of the executive board and signed by the President of the Association.
- The Executive Director’s contract will have the performance reviewed by the Executive Board by the end of each calendar year on key deliverables outlined in duties.
- The Executive Director’s contract amount will be contingent upon budget approval at each Summer Conference for the following calendar year contract.
- The Executive Director shall identify the deliverables accomplished in the contractual year to the membership at least thirty (30) days in advance of the date chosen for the annual business meeting.
- The Executive Director has the responsibility and the authority for carrying out the policies and procedures that have been adopted and approved by the Board.
- The key deliverables for review include:
- Oversight and consult for other contractors
- Press management
- Website and other social media outlets
- Association Attorney(s)
- Administrative support
- Review of post survey results (quality of event)
- Oversight and consult for other contractors
- The Board can designate other duties as necessary.
C. POSITION DEFINITION
- The Executive Director shall serve as a non-voting, ex-officio.
- The Executive Director shall serve on any Committees allowing for such participation.
- The role of the Executive Director is to assist in designing, developing and implementing strategic plans for the Association in a cost-effective and time-efficient manner.
- The Executive Director is a leadership role for the organization and often fulfills a motivational role in addition to office-based work. The Executive Director motivates and mentors members, volunteers, and independent contractors, and may chair meetings with the approval of the President of the Association.
- The Executive Director is also responsible for the day-to-day operation of the Association, in collaboration with the Board, including aiding in the management of committees and independent contractors and planning the annual and winter conferences in collaboration with the host County.
- The Executive Director will be included in all operations of the Association including independent contractors, membership, budget, assets, and all other resources, to help make the best use of them and enhance the Associations visibility and profile.