ASSOCIATION OF CLERKS OF CIRCUIT COURTS OF INDIANA
(Adopted June 25, 1998)
Article I. NAME
This organization shall be known as “Association of Clerks of Circuit Courts of Indiana”.
Article II. OBJECT
The object of the Association shall be:
Section 1. To promote interest in standardizing procedures used in the separate Circuit Court Clerk’s Offices.
Section 2. To maintain a Legislative Committee for the purpose of cooperating with members of the General Assembly of Indiana in preparing and passing laws that clarify and benefit the offices of the Circuit Court Clerks.
Section 3. To hold meetings when necessary for the purpose of discussing problems pertaining to the several Clerk’s offices.
Section 4. To disseminate information to the members concerning new laws and options handed down by the Attorney General and regulations issued by various state departments.
Article III. MEMBERSHIP
Section 1. Active membership in the Association shall be limited to the duly elected and qualified Clerks of Circuit Courts of the State of Indiana who have paid their annual dues.
Section 2. Associate membership in the Association shall be offered to the duly appointed deputies of active members, any person, corporation, or organization interested in furthering the purposes of the Association of Clerks of the Circuit Courts of Indiana.
Past active members may become associate members upon payment of dues.
Section 3. The dues of active members shall be one percent (1%) of their annual salary up to a maximum of $250.00.
Section 4. The dues of associate members shall be fifteen dollars ($15.00) annually.
Section 5. A voluntary dues of $100.00 per county may be paid to the association for legal or legislative expenses. The voluntary dues shall be receipted separately and shall be used solely for the association’s legal or legislative purpose.
Article IV. OFFICERS
Section 1. The officers of the Association shall be a President, First Vice President, Second Vice President, Secretary, Treasurer, and Immediate Past President. These officers shall perform their duties as prescribed by these by-laws.
Section 2. At the annual meeting held in conjunction with the State Board of Accounts Conference, the new President shall appoint a Nominating Committee of five members. The Committee shall nominate officers of the Association and make their report at the next annual meeting held in conjunction with the State Board of Accounts Conference. Nominees shall represent the northern and southern districts and be, as nearly as possible, equal in political party affiliation. Before the election at the annual meeting, nominations may be made from the floor.
Section 3. The officers shall be elected by acclamation to serve for one (1) year beginning January 1 of the ensuing year.
Section 4. The officers, once elected by the Association, shall automatically advance in rank each year, unless an officer resigns to the Association and Nominating Committee. Advancement may be waived by majority vote of the Executive Board.
Section 5. In the event a vacancy occurs in an office, the remaining officers shall advance in rank to fill that vacancy and the nominating committee shall nominate a person of the same political party, if possible, to fill the entry office. Majority vote of the executive board will officially appoint the person.
Article V. DUTIES OF THE OFFICERS
Section 1. The President shall have general supervision of the work of the Association and shall preside at all meetings of the Association and all meetings of the Executive Board. The President shall serve as the affiliate’s representative on the AIC Legislative Committee or appoint a member of the Association’s Legislative Committee to represent the affiliation of Clerks of Circuit Courts.
Section 2. The First Vice-President shall in the absence of the President assume his duties. The Second Vice-President shall IN order, assume the duties of the President in the absence of a higher official. Vice Presidents shall accept committee chairmanships as designated by the President.
Section 3. The Secretary shall keep a record of the proceedings of each meeting. The Secretary shall also keep an accurate list of the members of the Association and their respective addresses. The Secretary shall also conduct the correspondence of the Association.
Section 4. The Treasurer shall have charge of all funds of the Association and shall collect and keep an accurate book account of all money received and disbursed. The Treasurer shall make a report at the annual meeting of the Association held in conjunction with the State Board of Accounts Conference of all money received and disbursed by the Treasurer during the year. The Treasurer shall report the financial condition of the Treasury as of the date of the annual conference. The Treasurer and Secretary shall conduct registration of persons attending the State Board of Accounts annual conference for Clerks and the business meeting held in conjunction with the AIC conference.
Section 5. The Treasurer shall be bonded in an amount determined by the Executive Board and the bond shall be approved by the Executive Board. The cost of the bond shall be paid by the Association.
Article VI. MEETINGS
Section 1. There shall be an annual meeting of the Association held each year during the State Board of Accounts Conference.
Section 2. The President, or Executive Board, may call special meetings any time during the year as the need arises.
Section 3. At the annual meeting of the Association held in conjunction with the State Board of Accounts Conference, annual reports shall be given by the officers and committee chairmen. A copy of all reports shall be filed with the Secretary and made a part of the minutes.
Section 4. A business meeting shall be held during the annual AIC Conference.
Article VII. EXECUTIVE BOARD
Section 1. The duly elected officers of the Association, Committee Chairman and Presidents of the Northern and Southern Districts shall constitute the Executive Board.
Article VIII. COMMITTEES
Section 1. The Legislative Committee shall be comprised of five (5) or more members selected by the President plus the elected officers. They shall make suggestions to the Association relative to legislation in which the Association may be interested.
The Legislative Committee shall keep in contact with members of the General Assembly, when it is in session, and shall secure accurate, up to the minute information regarding all legislation affecting the office of the Clerk of the Circuit Court.
This committee shall be charged with the responsibility of attendance, when needed, of Association members at meetings of the General Assembly.
Section 2. The Auditing Committee shall be comprised of three (3) members appointed by the President. They shall make an audit of the records of the Treasurer of the Association and shall make a report to the Association at the annual meeting held during the State Board of Accounts Conference.
Section 3. The President shall appoint an Awards Committee comprised of at least three (3) members. This committee shall be responsible for the selection of two plaques: one (1) for the outgoing President of the Association and one (1) for the Clerk who has given outstanding service to the Association.
Section 4. A Membership Committee shall be comprised of four (4) members geographically located whose responsibility it will be to contact the Clerks in their assigned districts to encourage their participation and membership in the Association.
Section 5. A Nominating Committee shall be comprised of five (5) members geographically located who responsibility it will be to nominate officers for the Association Article IV, Section 2.
Section 6. The President shall appoint a Records Management Committee. The appointees shall be the same as those Clerks appointed to the Supreme Court Records Management Committee whose responsibility it will be to represent the Association in Supreme Court called meetings and report activities to the Association. Additional members shall be appointed at the President’s discretion.
Section 7. The President may appoint other committees as the need arises.
Article IX. AMENDMENT OF BY-LAWS
These By-Laws can be amended, at the meeting of the Association held during the State Board of Accounts Annual Conference, by a two-thirds vote, provided the amendments have been submitted in writing to the members of the Association prior to the June meeting.
These By-Laws were approved, as amended, by a two-thirds majority vote at the Indiana State Board of Accounts Conference on June 13, 2002, at Indianapolis, Indiana.
William L. Mansard, Clerk of the Vigo Circuit Court
Ruth E. Hibbard, Clerk of the Clinton Circuit Court
Lynne Spevak, Clerk of the LaPorte Circuit Court
Linda Grass, Clerk of the Hancock Circuit Court
Linda Scopelitis, Clerk of the St. Joseph Circuit Court