Florida Association of City Clerks 

It shall be the duty of this committee to review the FACC By-Laws and make recommendations for changes at the annual Summer Conference and Academy every two years.

The following are specific to submitting amendments to the By-Laws:

Amendments to the By-Laws shall be given to the membership in written form, at least [45] days prior to the annual Summer Conference and Academy.
Amendments to the By-Laws are submitted via publication in Friday Emails, or by other means of notification.
Amendments and/or changes may be proposed, if presented in written form to all members present at the annual Summer Conference and Academy.
Technical corrections may be accepted by the presiding officer during discussion.

This committee also shall review and recommend updates to the Florida City Clerks Manual (annually, with a comprehensive review every five years), Policies, Goals, and the Board of Directors' and Committees' Duties and Responsibilities. However, the committee is not responsible for reviewing and updating the membership directory. The committee should work with all committees to monitor and recommend changes in procedures.

The Committee will also review annually (after Florida’s Legislative Session) the new member informational video produced as the 2023 Class Three Project. If changes are necessary to the video, the Committee will advise the Board of Directors of recommended changes and staff will facilitate changes being made. The Committee should also advise the Board if they believe the video should no longer be utilized as a resource provided to new members.

The committee will include an annual review of the FACC Strategic Plan in its yearly board report and conduct a comprehensive evaluation of the plan every five years, beginning in 2030 and recurring every five years thereafter.

Members
The By-Laws and Manual Revisions Committee members are appointed by the president from the general membership to a two-year term. It is recommended that this committee consist of approximately five to seven members.

Sub-Committees
None.

Meeting Frequency
This can be a very labor intensive committee, with a lot of cross-referencing between what is actually done and what is in the current manual and by-laws. There may be some online dialogue with the actual number of in-person meetings to be determined by the changes that may need to be made and the current year committee.

Expenses
In-kind time, travel and correspondence of chair and members should be incorporated into the respective city budgets.

 

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Chair Responsibilities

 

Letter of Support
Before accepting the position of Committee Chair, the member shall provide a letter of support from his or her city to the FACC President.

Committee Coordination
The chair serves as a coordinator and oversees the committee, acting as a liaison between the committee and the Board of Directors. The chair should make sure that all committee members understand their duties and the role they play in accomplishing their goals. Shortly after appointment, the chair should begin to organize the members and establish a meeting calendar including proposed timeframes. The chair should be available to answer questions from committee and board members during their term.

FACC Board Meetings
The chair should plan on attending all of the FACC Board meetings. When a required report is due, the committee chair will prepare an agenda item for inclusion in the Board agenda packets; if there has not been any committee activity and a report is not warranted, the chair shall send an email to FACC staff notifying them an agenda item is not being submitted.

Committee Appointments
The president of FACC will send the list of appointees to the committee chair each year. The committee chair will contact the members of the committee. The chair must document those committee members that remained active and sufficiently participated during the year. This information needs to be sent to FACC staff at the end of the year. FACC staff will then forward the Certificate of Committee Accomplishment to those members who actively served.

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