MACDEO By Laws

MONTANA ASSOCIATION OF CONSERVATION DISTRICTS EMPLOYEES’ ORGANIZATION

BY-LAWS June 2010

ARTICLE I – Name, Affiliation and Mission

This organization shall be known as: “Montana Association of Conservation Districts Employees’ Organization” (MACDEO), and it shall be affiliated with the Montana Association of Conservation Districts (MACD) and the Department of Natural Resources and Conservation /Conservation District Bureau (DNRC/CDB).

THE MACDEO MISSION IS TO PROVIDE A PROFESSIONAL NETWORK OF CONSERVATION DISTRICT EMPLOYEES FOR MUTUAL SUPPORT AND EDUCATION.

ARTICLE II – Purpose

  1. This organization is nonpartisan, nonpolitical, and nonprofit.
  2. The purposes for which this organization is formed are: a. To promote resource conservation in Montana and in local conservation districts; b. To more adequately assist in the implementation of district program activities; c. To establish and maintain a standard of quality for conservation district employees; and d. To instill pride and dedication in conservation district employees.

ARTICLE III – Basic Policies

  1. To uphold the Montana Association of Conservation District (MACD) by-laws and the National Association of Conservation Districts (NACD) by-laws.
  2. To encourage excellence in fulfillment of duties of district employees in their job capacities.
  3. To provide district employees the opportunity and tools necessary for education and maintaining an adequate education program.
  4. To maintain a better understanding and working relationship between district employees, districts, and cooperating agencies, such as the Natural Resource Conservation Services (NRCS) and the Department of Natural Resources and Conservation – Conservation District Bureau (DNRC/CDB).

ARTICLE IV – Activities

  1. The executive committee will meet at the MACD spring board meeting and at the MACD convention.
  2. To plan an employees’ session at the MACD annual meeting.
  3. To survey the district employees to determine their educational needs and desires.
  4. To plan education seminars periodically and maintain an education program in relation to district employees’ responsibilities, district policies and law, and other areas as determined from the survey.
  5. To strengthen liaison between MACD, DNRC/CDB, NRCS and district employees.
  6. To encourage attendance of conservation district employees at the MACD and NACD conventions.
  7. To help with the orientation program for new conservation district employees.
  8. To exchange ideas and information on conservation district activities.

ARTICLE V – Membership

Any district employee in Montana is eligible for membership in the MACD Employees’ Organization with dues set at $25 per year per employee. The treasurer will send out dues reminders by September 25th for the following fiscal year (October 1st through September 30th). Dues paid by either the individual or the conservation districts are valid until the next dues deadline. In order for a district employee to have a vote their dues must be paid before the annual fall MACD convention. Any past district employee is eligible to be an affiliate member with the same dues as regular members. Affiliate members are non-voting members.

This association also welcomes other individuals and business organizations as nonvoting members. Dues for such affiliate memberships will be $25 per year for individuals and $100 per year for business organizations, corporations, and governmental entities. All amounts above established rates will be accepted as donations.

All new employees will receive a free name badge on their one-year anniversary. If the employee wants one before then, he/she may order one for $10.

ARTICLE VI – Executive Committee

The executive committee shall consist of 12 eligible members: Two elected by ballot (majority vote) per MACD area by the eligible members of the organization by April 30th after each expiring term. All area representatives will serve 3-year terms alternating between MACD Areas 1, 2, & 5 and Areas 3, 4, and 6. The terms of the representatives in each area will be staggered 3-year terms. The majority of the executive committee shall constitute a quorum. (No proxy votes will be accepted.) It is the responsibility of each Area Representative to disseminate information to district administrators within their respective areas.

In the case of a tie for the executive committee, members within the tied MACD area will revote for the individuals that are tied, with a maximum two-week ballot-return time frame. In the case of a second tie, the executive officers will break the tie.

Any vacancy occurring in the office of an area representative shall be filled by appointment by that specific Area until the next regular election when a successor shall be elected to serve the un-expired term.

MACD, NRCS, DNRC/CDB shall appoint an ex-officio advisor to the organization from recommendations made by the MACDEO executive committee.

A chairman, vice-chairman, secretary and treasurer of the Executive Committee shall be elected every other year at the spring board meeting. A slate of officers will be presented by a nominating committee appointed by the president. The chairman, vice-chairman, secretary and treasurer of the executive committee shall constitute the Organizations’ Board of Representatives, which shall have the power to act in the name of the Organization between regular or special board meetings.

The office of chairman and vice-chairman shall be limited to two consecutive 2-year terms. The immediate past chairman shall act as an ex-officio member of the executive committee for a period of one year after the last elected term expires. The secretary and treasurer may serve more than two consecutive terms as modeled after MACD.

In the event of a vacancy in the office of chairman, the vice-chairman shall succeed to that office for the remainder of the un-expired term. The executive committee shall fill a vacancy in the office of the vice-chairman. In the event of a vacancy in the office of secretary and/or treasurer, the chairman shall appoint a secretary and/or treasurer to serve until the next election of officers, at which time a secretary and/or treasurer shall be elected to serve for the remainder of the unexpired term.

ARTICLE VII – Duties of Officers

“Sturgis Parliamentary Procedures” will be followed at all meetings as modeled after District monthly board meetings. The duties of the Organization’s officers shall be those normally pertaining to such officials in any organization and any additional duties specifically assigned to them by the executive committee. The chairman shall be empowered to appoint, at her/his discretion, any person or committee to expedite the objectives of the Organization.

The duties of the chairman shall include, but not be limited to, special attention throughout the term for a smooth transition to the successor of the on-going programs of the Organization. A committee structure will always be considered for carrying out the work of the Organization before other methods are adopted.

The duties of the vice-chairman shall be to assist the chairman and preside over meetings in her/his absence.

The duties of the secretary shall include recording the minutes of all meetings and to provide copies of the meeting minutes within 30 days’ time following a meeting and will maintain an official minute book for the Organization. In addition, the secretary will keep track of the area representatives and notify the respective areas when an election is imminent. The secretary will also provide assistance to the president of the Organization as needed.

The treasurer shall keep full and accurate records of all financial transactions and provide a financial report to the membership at each meeting. An annual financial report covering the previous fiscal year of October 1st to September 30th will be reported at the annual fall MACD convention to the Organization. The treasurer will prepare an annual PROPOSED budget to be presented at the fall meeting for comments and approval. The treasurer will also provide an interim financial report covering the period October 1st to May 30th of the current fiscal year at the annual spring meeting. For voting purposes the treasurer will also keep a record of dues paid and will provide the record to the secretary and chairman. The financial records will be reviewed by MACD annually.

ARTICLE VIII Amendments

Amendments to these by-laws may be made at the annual fall MACD convention by majority vote of the Employees’ Organization members present or by a majority vote of the Executive Committee at any regular meeting. All amendments to the by-laws by the Executive Committee are subject to ratification by members of the Employees’ Organization at the fall MACD convention.