Mississippi Association of Code Enforcement
MISSISSIPPI ASSOCIATION OF CODE ENFORCEMENT (M.A.C.E.)
ARTICLE I. Mission Statement.
The mission of the Mississippi Association of Code Enforcement (aka MACE) is to act as a statewide nonprofit association representing the profession of code enforcement to educate, elevate and improve the profession of code enforcement by fostering code compliance through its certification program, education, training and enforcement to provide minimum standards for the protection of the public’s health, safety and welfare.
ARTICLE II. Name, Territory, and Purpose.
Section 1. Name and Territory.
The name of this organization is the Mississippi Association of Code Enforcement, herein after referred to in this document as “MACE.” This shall be a non-profit corporation and shall be self-supporting. The geographical sections that MACE shall represent shall be all participating cities, towns, counties and state/provincial agencies, or other participating governmental units within the boundaries of the State of Mississippi.
Section 2. Purpose.
This organization is established to:
Operate, without profit to MACE or its members, as an association to advance, educate and improve efforts of state, county, city and other political subdivision employees who are actively involved with and responsible for the enforcement of housing, property maintenance and zoning codes and ordinances without regard to race, creed, color, national origin, or sex.
To encourage professionalism with regard to the standardization of enforcement of environmental, housing and land use codes.
To supply and advance the science and practice of code enforcement through certification and provide regional training workshops, seminars and conferences dealing with the legal, administrative and enforcement aspects of code enforcement.
To exchange information, publish and disseminate professional materials relating to updated environmental, housing and land use laws.
To develop standard operating procedures and programs and provide specialized services relating to code enforcement and the promotion of such programs.
To promote policies that will facilitate and improve code enforcement procedures.
To organize and implement educational programs for the public in an effort to give the public a better understanding of environmental, housing and land use codes.
ARTICLE III. Membership.
Section 1. Eligibility for Membership.
Membership shall be open to any individual that is professionally interested in the Purpose of the chapter who visibly supports its mission, goals and objectives and participates in chapter activities by attending general quarterly meetings during the term of their membership. An individual is a member of MACE upon receipt of a fully completed membership application, full payment of membership dues, and actively participates in MACE activities.
Section 2. Membership Privileges.
The Board of Directors shall determine the privileges associated with the types of membership classes and the duration of such privileges. All active chapter members shall be extended the privilege to participate in;
Bi-annual association meetings
Chapter sub-committee meetings
Chapter sponsored workshops
Section 3. Classes of Membership.
Active Member: Any individual actively involved in the regulation of health and safety in the environment, both natural and man-made, or is otherwise responsible for the enforcement of federal, state, county or municipal codes and who resides or is employed in the State of Mississippi shall be eligible for regular membership. Any active member leaving the code enforcement profession, for reasons other than retirement, for a period in excess of 12 months will cease to be an active member and shall be considered an associate member without voting privileges.
Associate Member: Any individual, student or non-resident interested in code enforcement who is ineligible for active membership, shall be eligible for membership in MACE as an associate member. Associate members may change their membership class to active upon employment with any federal, state, county or municipal agency and payment of all applicable fees to MACE.
Retired Member: Any active member who has retired from employment in the profession of code enforcement shall be eligible for membership in MACE as a retired member and shall be entitled to the same rights as an active member, except that they cannot hold a position on the Board of Directors.
Affiliate Association: Any state association or other nonprofit organization, the purposes of which are consistent with the purposes of MACE, shall be eligible for membership in MACE as an affiliate association member.
Honorary Member: Honorary membership is bestowed upon an individual or organization who has rendered outstanding and meritorious service in the furtherance of the objectives of MACE.
Section 4. Termination of Membership
Any active member leaving the code enforcement profession for a period in excess of 12 months shall be reclassified as an associate member.
Any member may be suspended and/or removed from the roll of MACE upon finding of just cause by a majority of the Board of Directors and notification of such cause and action by said Board of Directors and with a concurring vote of the majority of the voting members taken by secret ballot.
Any member who is in default of his or her financial responsibilities to MACE for a period of 12 months shall no longer be entitled to the benefits of membership in MACE. This section does not preclude reinstatement upon payment of dues.
ARTICLE IV. Fiscal Administration.
Section 1. Fiscal Year
The fiscal year for MACE shall be from March 1 through February 28 of each calendar year.
Section 2. Annual Budget.
The annual budget shall be prepared and presented by the Treasurer and/or the Finance and Budget Committee at such time that a Finance and Budget Committee has been created.
Section 3. Membership.
Membership dues in the several classes of membership shall be determined from time to time by the Board of Directors, based upon need for the financial health of the Association. Payment of dues will provide membership for a one-year period corresponding with the fiscal year.
Section 4. Disbursements.
All claims owed for payment by MACE shall be submitted to the Treasurer in the form of written and signed statements. All expenditures from the MACE funds shall be reviewed by the Board of Directors. Checks in an amount of less than $500.00 may be signed by any of the following: Treasurer, Vice President, or President. Checks of $500.00 or more must be signed by the Treasurer and one other officer, the President or Vice President. The establishment and maintenance of MACE bank accounts and other monetary instruments such as, but not limited to certificates of deposit, shall be the responsibility of the Board of Directors.
ARTICLE V. Organization.
Section 1. Authority.
The highest authority for deciding the policies and procedures by which chapter affairs are managed is the voting membership duly assembled or voting by mail. The voting membership approves changes to the Chapter Bylaws, elects the Board of Directors, resolves policy issues and confirms, revises or can repeal any action taken by the Board of Directors.
Section 2. Board of Directors.
The Board of Directors consists of elected officers. Past presidents may serve on the Board of Directors in an advisory capacity. The Board of Directors shall determine chapter policy and procedures to govern its meetings and memberships. The Board of Directors may propose changes to the Bylaws and establish guidelines for conducting chapter business.
Meetings: At their discretion, the President may call or cancel a session of the Board of Directors. The Board of Directors shall meet at least 6 times per year.
Voting: A simple majority vote from officers in attendance is necessary to approve actions and issues of the Board of Directors (i.e., a simple majority is defined as one vote more than 50% of the Board of Directors in attendance.)
Section 3. Officers.
There shall be a Board of Directors comprised of the President, 1st Vice President, 2nd Vice President, Secretary, Treasurer, Sergeant-at-Arms, and the Immediate Past President.
The Board of Directors is responsible for the operation of the association at all times, and no officer or director shall receive compensation for his or her services.
Official findings and recommendations of the Board of Directors shall be determined by a majority vote. All members of the Board of Directors shall have one vote.
The officers of the Association shall be seven in number and there shall be a President, 1st Vice President, 2nd Vice President, Secretary, Treasurer, Sergeant-at-Arms and the Immediate Past President.
Section 4. Eligibility for Office.
Any active member of MACE in good standing shall be eligible for any office. All officers shall seek to obtain certification as a “Property Maintenance and Housing Inspector” within 12 months of taking office. Failure to obtain certification shall prevent said officer from being re-elected for a second term until such time that certification has been obtained.
A member in “good standing” is defined as a member meeting all the requirements for membership as defined herein.
Section 5. Terms of Office.
The normal term of office shall be two (2) years commencing at the end of an annual meeting at which elections have been held.
No officer shall be elected to more than two (2) consecutive terms for any one office.
Section 6. Duties of Officers.
President – The President shall be directly responsible for the supervision and guidance of the affairs of the Association and shall preside over all meeting of MACE. The President shall represent the chapter in all of its functions and activities, and shall ultimately be responsible for the chapter direction and attaining its mission. The President shall enforce the Bylaws of the Association and perform other duties that would be recognized as being part of the office.
1st Vice President – The 1st Vice President shall preside over all meetings in the absence of the President. The primary duties of the 1st Vice President shall be to chair the Membership Committee. This responsibility shall further be defined as a continuous outreach throughout the year to facilitate growth in membership as predicated in Article II Sections 1-3.
2nd Vice President – The 2nd Vice President shall preside, in the absence of the 1st Vice President and the President, at all MACE functions.
Secretary – The Secretary, or an Assistant Secretary, shall keep a complete record of all proceedings of the Association and shall be the recording officer and custodian of the records, except when specifically assigned to other individuals. The primary duties of office shall include the recording of all regular and special Association meetings and meetings of the Board of Directors. The Secretary, or an Assistant Secretary, shall be responsible for the Association’s correspondence and shall keep readily available at all meetings such records as the book of minutes, a copy of the Articles of Incorporation and Bylaws, the roster of membership, a complete list of any standing or special committees, current correspondence, and other records as necessary.
Treasurer – The Treasurer shall be the custodian of all monies of the Association and shall chair the Finance and Budget Committee. The Treasurer shall be responsible to see that the dues of all members are paid in full prior to the opening of the annual business session, and shall report the same to the President and the Board of Directors. All revenues and expenditures from the MACE funds shall be reviewed and signed by the Treasurer. The Treasurer’s books and records shall be audited each year by the Board of Directors or their designee prior to the annual business meeting. A report of all expenditures and revenues shall be made available to all members of the Association. At the annual meeting of MACE, the Treasurer shall have available a financial statement for all members to see if desired. The Treasurer shall keep an up-to-date roster of all members, shall make every attempt to advise MACE of all applicable laws that directly affect the Association in order to maintain compliance with all such laws and procedures and establish the Association in its rightful and lawful position. The Treasurer shall be bonded at the expense of the Association in the amount as shall be determined by the Board of Directors if applicable.
Sergeant-at-Arms – The Sergeant-at-Arms shall be the Parliamentarian of the Association and shall maintain order at all meetings and functions of the Association. The Sergeant-at-Arms shall be responsible for ensuring that all voters are in accordance with the provisions as described in Article III. The Sergeant-at-Arms shall chair the Bylaws Committee.
Section 7. Abandonment of Office.
The Board of Directors shall have the authority to declare an office vacant and remove a Board member for abandonment of office for failing to attend at least one-half of the scheduled meetings for two-thirds the duration of such meetings. Such vacancy will be filled as set forth in, Article VI, Section 2, and Elections & Voting.
ARTICLE VI. Elections and Voting.
Section 1. Nominations and Officers.
At least 120 days prior to the annual meeting, the Board of Directors shall appoint a Nominating Committee consisting of three (3) or more Active Members who are in good standing with the Association.
The Nominating Committee shall prepare a slate of nominees after soliciting by mail or email from the general membership, as listed on the current membership roster of all Active Members, for the offices of President, 1st Vice President, 2nd Vice President, Secretary, Treasurer and Sergeant-at-Arms.
The Nominating Committee may select and recommend no more than three persons for each officer position.
Nominations of officers from the floor at the business meeting will not be permitted. All voting will be done prior to the annual business meeting in accordance with provisions of Section 3 Entitled “Voting” of this article.
The President shall announce the results of all balloting and shall declare all elections.
Formal notification of the election results shall be prepared by the Secretary or designee and mailed to each MACE member.
Section 2. Vacancies.
In the event a vacancy is created in the office of the President, the 1st Vice President shall immediately vacate his or her office and assume the office of the President. The interim President shall succeed him or herself. The Board of Directors shall have the authority to appoint an interim appointee to the vacated office of 1st Vice President; the Board of Directors shall have the authority to appoint an interim appointee for any other vacated office until a regular election is held.
Section 3. Voting.
Only active members of MACE shall be eligible to vote on matters of the Association. The Sergeant-at Arms shall determine the eligibility for voting on specific business matters and the Secretary shall maintain a current list of eligible voters. A quorum for a valid vote during a business session shall be a simple majority of those eligible voters in attendance.
Election of officers and voting procedures: No later than sixty (60) days before the annual meeting, the nominating committee will mail or email to each eligible voting member a ballot containing the names of the candidates for the offices of President, 1st Vice President, 2nd Vice President, Secretary, Treasurer and Sergeant-at-Arms. Included with the ballot will be information pertaining to each candidate. Completed ballots are to be mailed to the assigned post office box, or emailed to the assigned email address, for the election. All ballots will be retrieved at the start of the annual meeting and all ballots so received will be reviewed by the Credentials Committee as provided below. The Sergeant-at-Arms will have custody of, and assure the security of, the ballots received. Ballots will be tallied and results will be announced during the Annual Business Meeting.
ARTICLE VII. Meetings.
Section 1. Membership Meetings.
There shall be a minimum of one Membership Meeting of the Association each year. Membership Meetings may be conducted at any location within the State of Mississippi as shall be determined by the Board of Directors. The primary purpose of the meeting shall be; to receive the annual report from the outgoing President, to elect Officers to the Board of Directors, to adopt the Association’s operating budget for the following fiscal year, to receive the annual committee reports from the Association officers.
Section 2. General Meetings.
Regular meetings will be held no less than 2 times a year at locations convenient to the membership. The primary purpose is to further the exchange of information between members of the code enforcement profession, provide short seminars addressing specialized areas of code enforcement and to discuss changes, policies or laws which affect code enforcement.
Section 3. Special Meetings.
The Board of Directors and/or President may call a special meeting of the membership. The date, time, location and agenda of any special meetings will be provided at least 10 days in advance. At a written request of a minimum of 10% of the Active Members, the President shall call a special meeting.
Section 4. Board of Directors Meetings.
The Board of Directors shall meet or conduct a telephone conference at least 6 times per year. At their discretion, the President may call or cancel a session of the Board of Directors.
Section 5. Notice of Meetings.
A written notice of the annual membership meeting addressing the time, date and location of the meeting shall be mailed to each MACE member, no later than 30 days prior to the meeting.
Section 6. Minutes of the Business Meetings.
Complete minutes of each business meeting shall be recorded by either the Secretary or some other qualified member of MACE designated by the President to serve in the absence of the Secretary. All minutes, once recorded and approved by the appropriate body, shall become part of the permanent record of which the Secretary is the custodian.
ARTICLE VIII. Committees.
Section 1. Appointment.
The President shall, whenever necessary and appropriate appoint special committees, after consulting with the Board of Directors, to perform specific and limited duties. The following standing committees shall be appointed by the President after consulting with the Board of Directors: Finance and Budget, Membership, and Bylaws. The chair of each of these standing committees is listed in the duties of each Board of Director member, as described in Article V Section 6, Duties of Officers.
Section 2. Tenure.
The tenure of each special committee shall be for the duration of the specific duty assigned to it, but shall not exceed beyond the end of the MACE current fiscal year in which the particular committee was appointed, except that any such committee may be continued the following year by the succeeding President. Standing committees have a specific job description and members are appointed at the pleasure of the President to serve until the end of the MACE current fiscal year, unless the succeeding President elects to continue their service. Members of the Certification Committee shall be appointed to three (3) year staggered terms.
Section 3. Duties and Responsibilities of Standing Committees.
The Finance and Budget Committee is to meet annually to review the receipts and expenditures of the Association and to propose the operating budget for the coming MACE fiscal year, for approval by the Board of Directors.
The Membership Committee shall meet as necessary and is responsible for active recruitment of new members and the retention of the current membership.
The Bylaws Committee shall meet as necessary and shall be held responsible by the Board of Directors for overseeing revisions to the Association’s Bylaws, as approved by the appropriate body.
ARTICLE IX. Amendments.
Section 1. Proposal.
Upon written petition of at least 25% of the Active Members, upon the request of the Bylaws Committee, or upon the initiative of the Board of Directors, any proposed amendment to the bylaws, shall, after discussion and approval by the Board of Directors, be submitted to a membership vote at the next annual meeting.
Section 2. Adoption.
Any proposed amendment shall require a majority vote by the Active Members for adoption. The vote shall be by secret ballot with those voting members in good standing being allowed to vote on the proposed amendment.
ARTICLE X. Severability.
That if any part of these Bylaws shall be declared unconstitutional or invalid by a court of competent jurisdiction, the remaining provisions shall remain in full force and effect.
ARTICLE XI. Policies and Procedures.
The Board of Directors is authorized to establish policies and procedures to govern routine business affairs of the Association.
ARTICLE XII. Dissolution.
In case of dissolution of this organization, all assets remaining after payment of accrued expenditures shall be distributed to one or more organizations which qualify for a tax exemption as provided by the Internal Revenue Code of the United States of America as determined by the Board of Directors and no part of any assets shall go to benefit any private individual or member.
Revised and Adopted 10/23/15