By-Laws of The Tennessee Association of County Election Officials
PURPOSE OF ASSOCIATION
Purpose of Association The purpose of the Tennessee Association of County Election Officials is to provide an educational forum for the exchange of ideas relative to the administration of elections and to offer an opportunity for members to suggest and participate in the implementation of improvements in or to election law.
SECTION 1. Membership The membership of the Association shall include and be limited to:
All County Election Commissioners in the State of Tennessee, Registrars or Chief Administrative Election Officials from each county, Deputy Registrars, and Voting Machine Technicians.
SECTION 2. Ex-Officio Members. The State Coordinator of Elections, the Secretary of State, and members of the State Election Commission shall be ex-officio members.
SECTION 3. Dues Dues shall be fifty dollars ($50) per year for each member, payable to the Treasurer of the Association by January 31 of each calendar year.
SECTION 4. Privileges of Membership All members in good standing (dues current) shall have voting privileges and shall be eligible to hold office and serve on committees.
MEETING OF MEMBERS
SECTION 1. Annual Meeting All Annual Meetings of the Membership of the Association shall be held in Nashville, TN.
SECTION 2. Annual Report Each standing committee shall present an annual report to the Association at large at each Annual Meeting and shall receive suggestions from members relative to progress and activities to be undertaken in the ensuing year.
SECTION 3. Quorum Twenty-five (25) members shall constitute a quorum for the transaction of business at the Annual Meeting.
SECTION 4. Voting Each member shall be entitled to only one vote upon each matter submitted. All questions shall be decided by a vote of a majority of all of the present voting members. There shall be no voting by proxy.
The method of voting will be chosen by the Coordinator of Elections in order to give the membership of the Association an introduction to, and access to, the various types of voting equipment. Polling hours will be announced in the agenda of the Annual Meeting. Members may vote during the time announced or until the last person in line at the announced closing time has voted.
In the event of a tie vote between two candidates for any office of the Association, a coin toss shall be used to determine the winner. The coin shall be provided and tossed by the Coordinator of Elections or a designee of the Coordinator’s choosing. The candidate whose last name appears first alphabetically shall choose the preferred outcome of the coin toss before the coin is tossed.
SECTION 5. Order of Business The order of business at the Annual Meeting of the members and, so far as possible, at all other meetings, shall be essentially as follows, except as otherwise determined by members at such meeting:
1. Report on the number of members present in order to determine the existence of a quorum.
2. Reading the notice of the meeting and proof of the due publication and mailing thereof.
3. Reading of minutes of the previous meetings of members and the taking of necessary action thereon.
4. Presentation and consideration of reports of Officers and Committees.
5. Election of Officers.
6. Unfinished business.
7. New business.
SECTION 1. Number The Officers of the Association shall be President, two (2) Vice-Presidents from each Grand Division of the State of Tennessee, a Secretary, and a Treasurer.
SECTION 2. Term of Office All Officers shall serve a two (2) year term and shall be eligible to immediately succeed themselves in the same office for no more than one (1) term. Any former Officer may be elected to office having served in a different capacity or having not served two (2) full elected terms.
SECTION 3. Report of Nominating Committee The report of the Nominating Committee shall be sent electronically to each county election commission office thirty (30) days prior to the Annual Meeting at which Officer are to be elected. In addition, the Nominating Committee shall include in its report any names of nominees submitted to it by any member in good standing. Any such additional nominees shall be submitted in writing to the Chairman of the Nominating Committee at least fifty (50) days prior to the Annual Meeting.
SECTION 4. President The Nominating Committee’s nominee(s) for President shall be any former Officer. Additional nominations may be made as described in Section 3, or by voting members from the floor. If for any reason, any former Officer is unable or unwilling to serve, the Nominating Committee may nominate any member.
SECTION 5. Vice-Presidents There shall be two (2) Vice-Presidents from each Grand Division of the State. Each shall be elected by caucus of the members from the respective Grand Divisions who are present at the Annual Meeting. Each Grand Division caucus shall determine its own method of voting for its Vice-Presidents. Each Grand Division shall elect one Vice-President who shall be a Commissioner; the other Vice-President shall be elected from the remaining eligible membership excluding Commissioners.
It shall be the duty of the Vice-Presidents to select one of their numbers to preside over any meeting in the absence of the President and to perform such other duties as may be assigned to them. A Vice-President shall serve a Chairman of the Voter Outreach Committee, the Election Administration Committee, and the appropriate Occupational Committee as agreed upon by the respective Vice-President.
SECTION 6. Secretary Nominee(s) for Secretary shall be nominated by the Nominating Committee, or by any other member from the floor. He/she shall be elected by a majority vote of all voting members present.
The Secretary shall keep minutes which shall be transmitted to the members prior to the next meeting. He/she shall be responsible for receiving and compiling committee report and being sure the appropriate committees have reports prepared for the Annual Meeting.
SECTION 7. Treasurer Nominee(s) for Treasurer shall be nominated by the Nominating Committee, or by any voting member from the floor. He/she shall be elected by a majority vote of all voting members present.
The Treasurer shall receive and disburse all funds as instructed by the Budget and Finance Committee and the President and shall serve a Chairman of the Budget and Finance Committee. He/she shall submit reports annually on the seminar fund and the general fund.
SECTION 8. Coordinator of Elections The Coordinator of Elections shall serve as liaison between the Association and non-members interested in the election process, including but not limited to the General Assembly and the public at large.
SECTION 1. Executive Committee The Executive Committee shall consist of the President, past President, the six Regional Vice-Presidents, the Secretary and the Treasurer
SECTION 2. Duties of the Executive Committee It shall be the duty of the Executive Committee to approve the appointments of the committee members submitted by the Chairman of each respective committee. The selections of the Committee Chairman shall be given due deference by the rest of the Committee; however, the Executive Committee shall have the authority by two-thirds (2/3) vote to disapprove any individual(s) submitted by the committee Chairman.
SECTION 1. Special Committees Special Committees may be appointed by the President as appropriate.
Convention Coordinating Committee. This committee shall be appointed by the President to plan the Annual Meeting and to work with the Coordinator of Elections in developing the Annual Meeting Election Law Seminar.
SECTION 2. Standing Committees The following Standing Committees are hereby created and will be chaired by the respective Officer of the Association.
1. Resolution/Legislative Committee. This committee will prepare recommendations for needed legislation and amendments of the State election laws. The committee will work with the Officers of the Association to promote the passage of such legislation and also for the defeat of any legislation detrimental to the Association or to the election process. Committees and/or members may submit matters for consideration by the Association to the Resolution/Legislative Committee. This Committee shall prepare the appropriate resolution or draft legislation and shall disseminate such proposals along with recommendation from the Committee for passage or non-passage by the Executive Committee. The President shall serve as Chairman of the Resolution/Legislative Committee.
2. Budget and Finance Committee This Committee will develop and administer an annual operating budget for T.A.C.E.O. and for the Annual Meeting. It will also be responsible for the fiscal affairs of all standing committees and for developing policies relative to reimbursement of members for all expenses incurred in the performance of their duties for the Association.
3. Nominating Committee This committee shall be appointed by the President and shall be chaired by the immediate past President. It shall be appointed on or before February 1 of the year in which the elections are held.
4. Election Administration Committee This committee will study and recommend improvements to all forms used in the administration of elections and will serve as a clearinghouse for ideas and information relative to the computerization of election offices. This committee will be chaired by a regional Vice-President.
5. By-Laws Committee This committee will study and recommend improvements to the Association By- Laws for consideration by the membership at an Annual Meeting or any other membership meeting. The President shall serve as Chairman of the By-Laws Committee.
A vacancy occurring in any elective office shall be filled by nomination and a majority vote by the Executive Committee for the unexpired term. An Officer elected to fill an unexpired term of less than one year is eligible to succeed himself/herself for one (1) full two-year term.
SECTION 1. Amending the By-Laws These By-Laws may be amended by a two-thirds majority (2/3) vote of the voting members present at the annual Meeting, or any other membership meeting provided the wording of the proposed amendment shall be set forth pursuant to Section3 of Article VII at least thirty (30) days prior to the meeting.
Amendments: 2009, 2013,2017