APPROVED BYLAWS OF THE
WESTERN MUNICIPAL ASSOCIATION
(As amended through November, 2008)
Name and Office
Section 1. Name
This organization shall be known as the Western Municipal Association (hereinafter referred to as the “WMA”. The term “league(s)” when hereinafter used in the text shall also mean "association(s).”
Section 2. Office
The principal office of the WMA shall be as established by official action of the Board of Directors.
Purpose and Objectives
The purpose of the WMA shall be to provide an opportunity for the western municipal leagues to share mutual political and policy concerns with their counterparts throughout the western region. The basic objectives of the WMA are:
1. Policy - to establish a cohesive, effective voice for a stronger federal-state-local partnership and relationships in the region in the development and implementation of municipal policy issues for the Western region.
2. Political - to provide an effective forum and to develop a coordinated legislative effort for members of the western state municipal leagues on national, state, and local issues affecting the municipal governments of the Western Region.
3. Information exchange - to serve as a forum for the exchange of comparative research and information, current issues and emerging trends among participating leagues in the West.
4. Collaboration - to facilitate communication and collaboration among western state and local public officials and their state associations.
Membership
Membership in the WMA shall be state municipal leagues and their members from the following states: Alaska, Arizona, California, Colorado, Idaho, Kansas, Montana, Nebraska, Nevada, New Mexico, North Dakota, Oregon, South Dakota, Utah, Washington, and Wyoming. Additional state municipal leagues may become members with the affirmative vote of two-thirds of the WMA Board of Directors.
Dues
Section 1. Annual Dues
The dues of the WMA shall be an annual assessment upon the participating state municipal leagues. Such assessment shall be in an amount as prescribed by the WMA Board of Directors. Membership dues shall be payable annually at the beginning of the WMA’s fiscal year or as may be otherwise determined by the Board of Directors.
Section 2. Consequences of Non-Payment of Dues
A member whose dues have not been paid within sixty (60) days after the commencement of the WMA’s fiscal year or the due date as determined by the Board of Directors shall cease to be a member. Membership shall resume effective with receipt of dues for the current year.
Fiscal Year
The fiscal year shall coincide with the calendar year and run from January 1 until December 31.
Board of Directors and Officers
Section 1. Board of Directors
The Board of Directors of the Conference shall consist of two (2)
representatives from each participating state municipal league. These
two representatives shall be the executive director, or staff designee,
and an elected official selected by that league.
Section 2. Officers
The following officers of the Western Municipal Association shall be
elected as prescribed in Article VIII, Section 1.
1. A Chair; who should be an elected city official
2. A Vice Chair; who should be an elected city official.
3. A Secretary-Treasurer; who shall be the executive director of the
state league of the Chair's home state.
The Chair and Vice Chair must be a current or former member of the Board of Directors of the WMA at the time he/she is elected. These officers plus the immediate past Chair and two league directors, also elected by the Board of Directors, shall comprise the Executive Committee. No state shall have more than one (1) member on the Executive Committee, exclusive of the Secretary-Treasurer.
Section 3. Qualifications, Term, and Vacancies
a. Qualifications
Each member of the Board of Directors must at all times during the member's term of office be a qualified official of a member state municipal league. The qualified officials of a member state municipal league shall be deemed to be (1) the executive director of the league or staff designee and (2) an elected or appointed official from a member city, who is designated by that league as a representative to the WMA board of directors. To remain a qualified official of a participating state municipal league, the official must continue to be employed as the executive director of the member league in the case of a state league director or staff designee, and in the case of the designated official, must continue to be an elected or appointed official in a member city of the member municipal league.
b. Term
The terms of the office for those members of the Board of Directors shall be approximately one (1) year commencing on adjournment of the meeting at which elected and until adjournment of the next meeting at which a successor has been chosen and qualified. The Chair and Vice Chair shall be limited to no more than two terms (a total of approximately two years). There is no term limit on other members of the Board of Directors.
c. Vacancy
A vacancy shall occur in any office of the WMA when the person holding that office resigns or ceases to be a qualified official of a member state municipal league. Vacancies on the Board of Directors shall be filled by the remaining directors. Each person so appointed or elected shall serve the unexpired term.
Section 4. Duties of officers
a. Board of Directors
It shall be the duty of the Board of Directors to conduct the lawful business of the WMA. The duties of the officers shall be those prescribed by these bylaws or customarily incident to such office.
The Board of Directors is authorized and empowered to receive, accept, and hold and use on behalf of the WMA dues, gifts, grants, donations, devices and bequests of real, personal, and mixed property of every kind and description.
b. Chair
The Chair shall have the general supervision and charge of the affairs of the WMA and shall be responsible for the implementation of the plans and policies set by the Board of Directors and shall make such reports as may be necessary concerning the affairs of the WMA.
c. Vice Chair
The vice Chair shall assist and aid the Chair whenever required in carrying out the duties of the chair and shall perform such other duties as may be assigned by the Chair and shall serve in the absence of the Chair.
d. Secretary- Treasurer
The Secretary-Treasurer shall keep the official minutes and records of the WMA, receive, deposit, and account for funds of the Conference, and perform such other duties as prescribed by the Board of Directors.
e. Executive Committee
The Executive Committee shall be empowered to perform all duties that are specifically authorized by the Directors including acting on behalf of the Board of Directors except those duties as may be limited by these bylaws.
Meetings of the WMA and of the Board of Directors
Section 1. Annual meeting and election of officers and other members of the Executive Committee
The WMA shall hold an Annual Meeting in conjunction with the NLC Congress of Cities each year at a date, time, and location as designated by the Chair upon thirty (30) days written notice mailed to each member league. At that meeting the Officers and other members of the Executive Committee of the Board of Directors shall be elected.
Section 2. Additional meetings of the WMA
The WMA may hold additional meetings throughout the year at a date, time, and location designated by the Chair or Board of Directors upon thirty (30) days written notice mailed to each member league.
Section 3. Annual work plan and dues
Immediately following the annual meeting the Board of Directors will meet, adopt a work plan, and set the level of dues for the next year.
Section 4. Additional meetings of the Board of Directors
The Board of Directors shall hold such additional meetings as may be necessary and duly called by the Chair or any three (3) members of the Board upon a minimum of seven (7) calendar days written notice mailed to the members of the Board stating the purpose or purposes of such meeting.
Voting and Quorum Requirements
Section 1. Voting
At all meetings of the WMA, each represented member state municipal league shall be entitled to only two (2) votes regardless of the number of representatives of that league who are present. Except when otherwise provided, all voting at meetings of the WMA shall be by a show of hands unless a roll call is demanded by a majority of those present and voting.
Section 2. Quorum Requirements
In order to conduct the business of any meeting of the WMA, a majority of the member state municipal leagues must be represented. The affirmative vote of a majority of a quorum shall be required for the adoption of any motion or resolution by the members at any meeting of the WMA. The affirmative vote of a majority of the members of the Board of Directors shall be required for the conduct of
business.
Committees
Section 1. Appointments
The Chair may create, dissolve or merge such ad hoc committees as may be deemed necessary for the proper conduct of the work of the organization and shall provide notice of such action to the members of the Board. The Chair shall appoint all members to standing or ad hoc committees.
Section 2. Tenure
Appointments to all standing or ad hoc committees, unless specifically continued, shall terminate at the next Annual Meeting of the WMA.
Section 3. Ex-officio Members
The Chair shall be an ex-officio member of all committees.
Budget, Audit, Staff
Section 1. Budget
The Board of Directors shall approve annual budget for the WMA. Such budget shall be prepared and submitted by the Secretary-Treasurer at least thirty (30) days prior to the Annual Meeting of the Board of Directors.
Section 2. Finance Accounting
The Secretary-Treasurer shall provide for an accurate accounting of all funds of the WMA.
Section 3. Staff
The Board shall provide for such staff support as it may deem necessary.
Amendments
These bylaws may be amended at any meeting called in accordance with this article, by a two-thirds vote of all member state leagues; provided, however, that a majority vote of the members of the state municipal leagues represented at any such meeting, a quorum being present, shall be sufficient if notice of the proposed amendment and the language of such proposed amendment shall have been mailed to each member state league not less than thirty (30) days prior to such meeting. These bylaws may also be altered or amended by an affirmative vote of a majority of those member state leagues that
respond to mailed ballot, when such mailing is authorized by the Board of Directors, upon such terms and conditions as may be prescribed by the Board.