Prepared July 6, 1990. Revised June 8, 2001. Revised June 5, 2003. Revised January 24, 2008. Revised October 31, 2008. Revised June 18, 2009. Revised March 15, 2012. Revised January 22, 2014.
ARTICLE I. NAME & AFFILIATION
Section 1.01. Name. The organization shall be known at the Texas Association of Municipal Information Officers.
Section 1.02. Affiliation. The Association shall be affiliated with, and a department of, the Texas Municipal League.
Section 1.03. Location. Texas Association of Municipal Information Officers shall be located at the business address of the Texas Municipal League.
ARTICLE II. PURPOSE
Section 2.01. Purpose. The purpose of the Texas Association of Municipal Information Officers is to advance and promote the active cooperation and exchange of information and ideas among Texas cities; to promote the proficiency of public information and communication managers; to render whatever public relations assistance possible to any municipality or organization; and to promote recognition outside the organization for achievement in the area of communicating with the public.
Section 2.02. Texas Association of Municipal Information Officers, in all of its activities, shall be a non-partisan and non-sectarian body.
ARTICLE III. OFFICERS
Section 3.01. Executive Board. The affairs of the Association shall be conducted by an Executive Board.
A. The Board shall include the following officers: a President, a Vice-President, a Secretary, a Treasurer, a Director who shall represent the Association on the Texas Municipal League Board of Directors, the Immediate Past President, and the 2nd Past President of the Association.
B. The Board will include 5 Regional Directors representing one each of the 5 regions as described in Article IV. In the event that Association membership drops below 50 members, then no replacements shall be elected for Regional Directors as their terms in office expire.
Section 3.02. Election of Officers. Officers of the Association shall be elected as follows:
A. The President, Vice-President, Secretary, Treasurer and Director of the Texas Association of Municipal Information Officers shall be elected by a majority of the members voting electronically in accordance with Section 3.02D, except that the Director of the Texas Municipal League Board of Directors shall be elected on odd-numbered years only and only members who are municipal officers or employees may vote on such director.
B. The office of Immediate Past President, being automatically assigned to the person most recently holding the office of President, shall not require election by the membership.
C. The office of 2nd Past President, being automatically assigned to the person most recently holding the office of Immediate Past President, shall not require election by the membership,
D. Regional Directors shall be elected by a majority of the members in their respective districts voting electronically in accordance with Section 3.02D.
E. Electronic voting for board members shall include polling of the full membership. Polling shall commence no more than 60 calendar days prior to the first day of the Annual Conference and shall be conducted for a period of not less than 10 calendar days nor more than 30 calendars days. Voting shall be completed at least 10 days prior to the start of the Annual Conference.
Section 3.03. Terms of Office. Terms of officers shall be as follows:
A. The President, Vice President, Secretary, Treasurer, Immediate Past President, and 2nd Past President shall serve concurrent terms of two years each, said terms to commence immediately upon adjournment of the Annual Conference of the Association in even-numbered years.
B. The Director to the Texas Municipal League Board of Directors shall serve for a term of two years, said term to commence immediately upon adjournment, during odd-numbered years, of the Annual Conference of the Texas Municipal League. The Director shall have served at least one term as President. No person may serve more than two (2) consecutive terms as Director to the Texas Municipal League Board of Directors.
C. The 5 Regional Directors shall serve terms of two years each, said terms to commence immediately upon adjournment of the Annual Conference of the Association in odd-numbered years.
D. An Officer or Director who shall have been absent from a total of two (2) meeting without just cause as determined by the Board of Directors shall automatically vacate the seat on the Board and the President may appoint a replacement who will serve until the members elect a replacement through an electronic vote held in accordance with Section 3.02.
Section 3.04. Vacancies.
A. In the event of a vacancy in the office of President of the Association, the Vice-President shall become President and shall serve in this capacity until the next succeeding Annual Conference and the office of Vice-President shall remain vacant until that same Annual Conference. In the event of vacancies in both offices of President and Vice-President of the Association, the Secretary of the Association shall serve in the capacity of President until the next succeeding Annual Conference, at which time an election shall be held for all offices in accordance with Section 3.02.
B. In the event of a vacancy in the office of Director to the Texas Municipal League Board, the President of the Association shall fill the same until adjournment of the next Texas Municipal League Annual Conference. New officers will be elected at the Annual Conference at which time they begin to serve.
C. In the event of a vacancy in the office of Immediate Past President or 2nd Past President, the President may appoint a replacement from previous Association Presidents. If a former President cannot be found the fill the vacancy, the position will remain vacant until the current President’s term is fulfilled and they become the Immediate Past President.
D. In the event of a vacancy in a regional Directorship, the President may appoint a replacement who will serve until the members from said region elect a replacement through an electronic vote held in accordance with Section 3.02.
Section 3.05. Qualifications of Officers. All members of the Executive Board shall be General Members of the Association. Nominees for President must be current members of the Board of Directors. Nominees for Vice President must have served on the Board of Directors at least one full year during the previous four years. All officers must perform as their primary duty public information-related work.
Section 3.06. Nominations & Elections.
A. At the Annual Conference, the candidates receiving the majority number of votes in the electronic voting as enumerated in Section 3.02E shall be declared elected. The officers enumerated in Section 3.02A-C and the regional directors enumerated in Section 3.02D shall be announced and will officially take office.
B. Board elections shall be coordinated by a Nominating Committee comprised of no fewer than three (3) voting members appointed by the President with the approval of the Executive Board. The committee shall be chaired by the Immediate Past President.
C. Prior to the electronic voting, the Nominating Committee will electronically poll all members, asking for nominations by any voting member of the Association. Should the nomination deadline pass with no members nominated, the Nominating Committee shall recruit nominations for the board. The Nominating Committee shall also ensure that all nominees meet eligibility requirements.
D. The Nominating Committee shall compile the ballot for electronic voting by the general membership. The Nominating Committee shall conduct the election, certify the results, and report the results to the general membership.
ARTICLE IV. REGIONAL ORGANIZATION
Section 4.01. Regions. The Texas Association of Municipal Information Officers shall be divided on a geographical basis into 5 regions that divide the fifteen (15) Texas Municipal League Regions. The 5 regions of the Association shall be numbered and named as follows, or until such time as permanent name(s) be selected by a majority of Active Members from each region.
Region 1 West Texas (TML Regions 2, 3, 4)
Region 2 North Texas (TML Regions 5, 8, 13)
Region 3 East Texas (TML Regions 14, 15, 16)
Region 4 South Texas (TML Regions 7, 11, 12)
Region 5 Central Texas (TML Regions 6, 9, 10)
Section 4.02. Official Map. The Texas Association of Municipal Information Officers “Regional Map of the State of Texas” is hereby made an official part of the Constitution of the Association.
ARTICLE V. MEMBERSHIPS
Section 5.01. Membership Classifications. The organization shall have six (6) classes of members. The designation of such classes and qualifications and rights of the member of such classes shall be as follows:
A. General Membership: Any person employed by a municipal or county government engaged in activities directed toward Public Information, who resides within the State boundary of Texas.
B. Affiliate Membership: Any person employed by a governmental or quasi-governmental agency other than municipal and acting as an information specialist. This person shall enjoy all privileges of the Association except to vote or hold office.
C. Associate Membership: Any person associated with a private or commercial entity that regularly conducts business with local government agencies within Texas in the area of communications. This person shall enjoy all privileges of the Association except to vote or hold office.
D. Student Membership: Any student who has completed 12 or more hours at a junior college or university toward a Communications Degree. This person shall enjoy all privileges of the Association except to vote or hold office
E. Legacy Membership: Any past member of the organization who has left the municipal communications field and does not reasonably fall under the Affiliate or Association membership categories. This person shall enjoy all privileges of the Association except to vote or hold office.
F. Agency Membership: Any municipal or county governing body or agency thereof, or any non-local governmental or quasi-governmental agency as described in Affiliate Membership. The member agency is able to name as many as five (5) current employees as active members of the Association, with all privileges of the Association as listed under General or Affiliate membership as described above.
Section 5.02. Application for Memberships. Applicants for membership shall be endorsed by one current member of the Association.
ARTICLE VI. MEMBERSHIP DUES
Section 6.01. Dues. Except as otherwise provided, annual dues for membership shall be assessed as established in the By-Laws of the Association.
Section 6.02. Payment of Dues. Payment of dues shall be paid annually to the Texas Association of Municipal Information Officers by July 1 or any other date established by the Texas Municipal League. Any new membership submitted less than 60 days prior to the end of the fiscal year (i.e. May 1 or later) shall be payable at the regular dues rate and shall be considered valid through the end of the subsequent fiscal year.
Section 6.03. Suspension for Nonpayment of Dues. Any member of the League whose dues are in arrears for a period of six months shall be automatically suspended from membership in the Association and shall be so notified.
Section 6.04. Amendment of Annual Dues. The annual dues may be amended upon recommendation of the Executive Board. A change in membership dues requires an amendment to Article VI of the TAMIO By-Laws and must be approved by the membership in accordance with Article VII of the TAMIO By-Laws.
Section 6.05. Prorating of Annual Dues: Any new membership submitted after the midpoint of the fiscal year (i.e. January 1), and not less than 60 days prior to the start of the new fiscal year (i.e. May 1 or later), shall be payable at half of the regular dues rate and shall be valid through the end of the current fiscal year.
ARTICLE VII. STANDING COMMITTEES
Section 7.01. The President shall appoint such standing committees as may be deemed advisable except that the creation of paid committees shall be subject to the approval of the Executive Board.
ARTICLE VIII. MEETINGS OF THE ASSOCIATION
Section 8.01. The Association shall hold two meetings of the general membership per year. One shall be the Annual Fall Meeting held in conjunction with the annual meeting of the Texas Municipal League. One shall be the Annual Conference held sometime between March 1 and June 30 of each year.