These Standing Rules are not intended to cover parliamentary procedure, but only to establish the guidelines concerning other recurring matters.  When a question cannot be resolved, Robert’s Rules of Order (revised) shall be followed.

The Standing Rules of any Board of Directors may be read, adopted, or amended and adopted, by a majority vote, at any Board of Directors Meeting.  A quorum of Directors is determined by Roberts Rules of Order (revised).  Or if in an emergency the Standing Rules may be amended by telephone or email, by two-thirds vote of the Board of Directors.

Officers and Directors shall fill the respective positions to which they were elected or appointed until their successors are elected or appointed and qualified, except that a position on the Board shall be immediately declared vacant by the President if an Officer or Directors shall:

1.         Submit an early resignation as an active member or a Board of Directors member

2.         Fail to pay dues by 60 days after the first dues invoice is mailed.

3.         Be removed by action of the Board for failure to attend two unexcused consecutive Board Meetings in accordance with Article V, Section 5 of the Constitution.

4.         Cease to hold the qualification of such office or directorship for a continuous period of more than 90 days.

5.         Fail to notify the Association within thirty (30) days after any change in   employment that could effect his or her qualifications as an Officer or Director.

When the President so declares a position vacant, such vacancy shall be filled in accordance with Article V, Section 6 of the By Laws, or by mail or e-mail ballot of the Board of Directors. Officer and Directors vacating their respective positions are not disqualified from membership.

Candidates to the Board shall be apprised of the Standing Rules, especially with regard to their obligations in attending board meetings, and requirements for attendance.  There may be nominations from the floor at the general business meeting at the Annual Conference. Voting in the election of Directors shall be by written ballot when there are two (2) or more nominees for the same office.  A plurality shall elect.  The Nominations committee shall consist of the (3) three most recent past Presidents.  Elections shall be run according to Robert's Rules of order.  The Nominations committee shall make recommendations to the Board of Directors for all vacant positions.

Each member shall receive a copy of the By Laws and membership directory.  Membership dues are $40.00 per year for Governmental Members and $100.00 per year for associate members.  Retired Past Presidents are eligible for Honorary Membership.  Membership invoices will be sent after the first annual meeting of the Board of Directors.  Second and final dues notices may be sent if needed.  The Board of Directors will periodically review the dues schedule.

In addition to the regular duties assigned to specific members under the constitution;

President shall assign such duties and responsibilities within the specific areas to Directors and Members.  Such areas would include, but not limited to: Continuing Education, Conference Planning, Conference Programming, Membership, Technology etc.  The President shall chair all Board of Director Meetings.

Vice President shall act on behalf of the President in the event that the President is absent from a Board of Director Meeting. The Vice President shall present at the Annual (Conference) Directors’ Meeting a list of Committee Chairs for the up coming year.

Secretary shall record the minutes of the board meeting and general business session of the annual conference.  The Secretary will mail the completed minutes of the previous Board of Director Meeting(s) to the Board of Directors and Advisory Committee not less than one week prior to the next regularly scheduled Board Meeting.

Treasurer is responsible for monitoring the Association’s Financial Records and Transactions.  The Treasurer and Administrator will be a signer on all bank accounts and investments.  The Treasurer shall receive all incoming dues and conference registration moneys through a “Lock Box” account with the assistance of the administrator.  The Treasurer will prepare an annual Treasurer’s Report to the Membership and the Board of Directors. The Treasurer will reconcile all accounts and maintain all receipts and records which will be subject to an audit by the Finance Committee.  The Treasurer shall mail a copy of the completed Treasurer Report reflecting the financial status of the Association one week prior to the regularly scheduled Board of Directors Meeting.  While the administrator may be administratively assigned to duty to prepare the Form 990 with the concurrence of the Treasurer, the Treasurer is responsible for the proper filing of the form with the IRS.  The Administrator is responsible for maintaining those records in accordance with the records retention policy , and specific governmental requirements.  The Administrator may hire a tax specialist to help complete these forms.

Parliamentarian shall conduct all meetings according to Roberts Rules of Order (revised).  The Parliamentarian shall be appointed by the President.

Administrator reports directly to the Board of Directors and is responsible for administering and managing the activities of the organization.  The Administrator is responsible for the creation and distributions of 1. up to three newsletters, 2. dues invoices, 3. rosters, 4.  By Laws, 5.   all conference material.  The administrator will set conference fees based on location and costs.  The Administrator shall purchase an annual Presidents Plaque for the OAPT President and the National President if visiting the Ohio Conference.  The Administrator shall purchase general liability insurance for the organization with a minimum of $1,000,000.00 coverage.  The Administrator fees and expenses are established by the Board of Directors.  The Administrator is authorized to purchase OAPT Lapel pins and other items, as needed.  The administrator and the President are authorized to plan, prepare and set costs for hot topic seminars as special educational topics come up.

The Ohio APT annual conference will be held in either, September, October or November of every year.  If the APT U.S. & C. has their national conference in Ohio the Ohio APT shall have their annual business meeting there and not have an annual Ohio APT Conference in that year. 

The General Chairperson of the Conference shall secure a conference sight and make all necessary arrangements for rooms, meals, and extra activities of the members.  The General Chairperson or Administrator is authorized to make any down payments and/or pay expenses needed to secure conference related items.

The Program Chairperson of the Conference shall be responsible for obtaining sponsors for events and putting together an educational agenda that will benefit Ohio APT members.  Sponsors are given priority speaking privileges.  The Program Chairperson is responsible for printing an agenda for all conference participants.

The President and or Administrator will purchase token gift(s) for attending members of the conference and secure any item used to hold attendance on last day of the conference.

The Ohio Association of Public Treasurers will establish an official Web Site.  The Technology Chairperson is responsible for making the necessary changes to the Web Site.  All quotes for changes to the Web Site must be approved by the President and the Treasurer, if the anticipated cost exceeds the approved budget.

A College/University shall be designated as the APT training institute for CPFA training in Ohio.  The President shall sign a contract with the College/University per APT U.S. & C guidelines.  The Education Committee Chair is authorized to help defray speaker costs if necessary.

All moneys collected from the Presidents Raffle shall go into a fund for Scholarships to CPFA Training Program or APT sponsored events. The scholarship committee is authorized to give scholarships to the CPFA Training Program and APT National Scholarships in accordance with the approved budget of the Board of Directors.  The Scholarship Committee is appointed by the President.  All recipients of scholarships must be a member of the Ohio APT & APT U.S. & C.

The Ohio APT will pay expenses for the audit/finance meeting to be held prior to the first annual meeting of the Board of Directors.  The Finance committee shall consist of the Administrator, President, the Vice President, the incoming Treasurer, the out going Treasurer and one past President appointed by the Administrator.  The past President appointed shall serve only once in a 3 year period, so that any one past president will not be involved in the audit process of the OAPT financial records in consecutive years.  At this meeting the committee will inspect the books of the past year and transfer checking and investment signatures to the new Treasurer and President.

The John Cannone Award Committee shall consist of the three most high seniority active past presidents with the highest longevity as the Chairperson.  The Committee shall select the recipient of the award       and purchase a gift up to $150.00.

The EAGLE Award Committee will consist of the current Ohio APT President, any current Ohio representative on the APT US&C Board of Directors, and any past or current APT US&C President from Ohio.  The Committee shall select the recipient of the award and purchase a gift and trophy for the associate member(s), not to exceed $250. 

1.         Any expenditures made in the name of the organization must adhere to the annual budget passed by the board of directors.  If the need arises the budget may be amended by telephone or email (to the Secretary) by two thirds vote of the Board of Directors.

2.         The Ohio APT will pay for all the expenses for the President and Administrator to attend the National Conference of the APT U.S. & C.  The Ohio President will attend a majority of the APT U.S. & C. sessions and the host State’s Presidents Meeting or he/she may be responsible for paying their own expenses.

3.         The Ohio APT will pay for Board of Director related expenses at the Annual Conference.

4.         The Ohio APT shall pay for the National Presidents Room and registration fee to the Ohio Conference.  The Ohio APT will waive the conference registration fee for any other APT US & C. State association that sends a representative to the Ohio APT Conference.

5.         The Ohio APT will pay expenses for Board of Director Members, Advisory Board Members (past presidents), the administrator and Committee Chairman, whose presence is requested by the President at the annual Board of Directors meeting which is not scheduled during the Annual conference.  Spouses are invited to attend functions at their own expense.

6.         The Ohio APT will reimburse board members for miscellaneous expenses related to the organization.

Records of the OAPT will be retained in accordance with the guidelines as set forth by the Ohio Historical Society, plus one additional year.  That is generally determined to be four (4) years plus the current year.  Conference and seminar attendance records will be retained for 10 years.

The Ohio Association of Public Treasurers, its Affiliates and Components, and all Officers, Directors, and Committee members scrupulously shall avoid any conflict between their respective personal, professional or business interests and the interests of the Association, in any and all actions taken by them on behalf of the Association in their respective capacities.

If any Officer, Director, or Committee member of the Association has any direct or indirect interest in, or relationship with, any individual or organization that proposes to enter into any transaction with the Association, including but not limited to transactions involving:

a.                the sale, purchase, lease or rental of any property or other asset;
b.                the award of any grant, contract, or subcontract;
c.                the investment or deposit of any funds of the Association;

such person shall give notice of such interest or relationship and shall thereafter refrain from discussing or voting on the particular transaction in which he/she has an interest, or otherwise attempting to exert any influence on the Association, or its components to affect a decision to participate or not participate in such transaction.

The Honorary Membership of the Ohio Chapter will be established at the discretion of the Board of Directors and reviewed annually.