SPECIAL COMMITTEES

A. CONSTITUTION AND BY-LAWS
This committee will be appointed by the President as needed for reviewing the Constitution and By-Laws of the Association. The committee will review the Constitution and By-Laws for any necessary changes and make such recommendations to the executive board for subsequent approval by the membership.

B. POLICIES AND PROCEDURES
This committee will be appointed by the President as needed for reviewing the Policies and Procedures of the Association. The committee will review the Policies and Procedures for any necessary changes and make such recommendations to the executive board for subsequent approval by the membership.

C. SPONSOR AND PUBLIC RELATIONS
This committee will be appointed by the President as needed to encourage sponsorship for NACCTFO and to promote our Association to the public. Coordinate sponsorship with the conference committee. Address any issues with the executive committee.

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SECTION IV:

COMMUNICATION SERVICES

A. NACCTFO NEWSLETTER
The President shall see that a newsletter is produced not less than twice in a fiscal year.
The newsletter shall be furnished to all treasurers, tax collectors, trustees and finance officers, staff members, and associate members listed in the NACCTFO directory.

Newsletters shall contain the following as needed:
   Message from the President
   List of officers and contact information (Each issue)
   Notice of Upcoming Meetings, place, time, dates, and agendas (Each issue)
   Registration Information
   Pending Resolutions and information regarding Legislative Platform of NACCTFO
   Education Program news and information regarding certification process
   List of Directors/Committee Assignments at least once in a fiscal year
   Victor Martinelli Award application and information
   News of Interest regarding members
   Dues Statement and Information
   Proposed By-laws/Policy changes
   Educational Articles

Newsletters shall be scheduled for mailing prior to conferences with ample time allowed for members to register and attend upcoming sessions.

B. WEBSITE
The NACCTFO website is intended to provide members and non-members with a resource to learn more about our Association. The website also creates a central medium to communicate with all members regarding the happenings of our Association. The president shall annually appoint a member to oversee the website and to coordinate current information with the treasurer and newsletter chairperson.

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SECTION V:

CONFERENCES AND MEETINGS

A. CONFERENCES
An education program will be presented at each conference and a business meeting will be held. Every effort will be made to arrange the agenda to allow members to attend NACo functions as well as NACCTFO meetings and functions.
1. Legislative Conference
Educational courses will be provided at the legislative conference, as well as, a business meeting. Members will be informed of legislative issues and opportunities will be provided to contact the members of congress.
2. Annual Conference
In accordance with NACCTFO By-laws, Article IX, Section 1, NACCTFO will meet annually in conjunction with the NACo Annual Conference, held in July.

Educational courses will be provided at the Annual Conference along with a business meeting and election of officers. The installation of officers and presentation of awards will also be held at the annual conference.

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SECTION VI:

EDUCATION AND CERTIFICATION

A. ADMINISTRATION OF PROGRAM
The National Association of County Collectors, Treasurers and Finance Officers will contract for professional administration of the certification program. With the following criteria:1. Adherence of high standards is prescribed by the criteria.
2. The contractor provides record keeping service for attainment of certification.
3. Treasurers who have successfully advanced to completion of the program will be awarded a diploma and the appropriate title by the contractor.

B. AGREEMENT
1. There shall be a current agreement with the contractor for the provision of Education Seminars.
2. The seminar requirements are as follows:
a. Programs will consist of two seminars - NACCTFO Legislative Conference (Washington, D.C.) and NACCTFO Annual Conference (location varies). (12 hours at the Legislative Conference, 12 hours at the Annual Conference.)
b. The contractor and Education Committee will determine seminar content and topics in the fall prior to the Legislative Conference in Washington, D.C.

C. CERTIFICATION PROGRAM
Certification Standards for receipt of a diploma issued by approval of The National Association of County
Collectors, Treasurers and Finance Officers are as follows:
1. Currently serving as a county collector, treasurer, finance official or trustee.
2. Possess a minimum of two years experience in elective or appointed office.
3. Completed 21 hours of approved curriculum for Certified Financial Official, 60 hours for Certified Finance Executive, 84 hours for Certified Finance Professional, 100 hours for Certified Finance Master; at any of the conferences listed in section B.
4. Credit for certification classes will only be given for those with paid registrations and those turning in the attendance sheets within one week from the end of the conference.

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SECTION VII:

REIMBURSEMENT OF EXPENSES

A. CLAIM FOR REIMBURSEMENT
All claims submitted to the Treasurer for payment by NACCTFO must be submitted on the Claim for Reimbursement approved at a business meeting. Claims must be accompanied by original receipts and must be in accordance with adopted budget items and all adopted policies of NACCTFO.

B. PRESIDENT'S TRAVEL
In the Annual Budget, the Budget Committee shall include a fund entitled "President's Travel". The purpose of the fund is to reimburse the President for travel expenses as may be required in conducting NACCTFO business.
The President shall comply with all NACCTFO adopted policies regarding travel reimbursement.
The President shall have the authority to grant reimbursement of travel expenses to be paid for executive board members traveling on behalf of NACCTFO business and at the request of the President. Reimbursable travel expenses are: legislative efforts in Washington, D.C., future meeting sites and attending state conferences on behalf of the President.
Should the President determine that sufficient funds will not be available in President's Travel, a request for additional funding shall be made to the Executive Board prior to incurring the expenses.

C. NACo REPRESENTATIVE TRAVEL
In the Annual Budget, the Budget Committee shall include a fund entitled “NACo Representative”. The purpose of the fund is to reimburse the NACo Representative for travel to NACo meetings as the NACCTFO representative to the NACo Board of Directors. This does not include travel to the Annual Conference or Legislative Conferences where NACCTFO have regular meetings.
The NACo Representative shall comply with all NACCTFO adopted policies regarding travel reimbursement.
Should the NACo Representative determine that sufficient funds will not be available, a request for additional funding shall be made to the Executive Board prior to incurring the expenses.

D. TRAVEL – GENERAL
It shall be the policy of NACCTFO to reimburse travel expenses in accordance with the following:1. Reimbursement shall be for the actual cost of travel, with the exception of private car use, which cost will be reimbursed at the current Internal Revenue Service per mile rate. If travel exceeds the cost which would have been incurred via plane, the lesser cost will be reimbursed.
2. Reimbursement shall be made for actual travel expenses only and shall not include personal expenses (i.e. personal phone calls, entertainment outside of hosted functions at a conference, extended stays for personal reasons). Reimbursement shall include transportation, gas, food, parking, registration fees and other expenses deemed to be necessary for the travel to take place.
3. NACCTFO shall not make reimbursement for spouses, other guests or staff travel.
4. Reimbursement shall be provided up to amounts authorized by the adopted budget. Any expenses incurred above budgeted amounts prior to obtaining approval by the Executive Committee shall not be reimbursed.
5. All travel claims must be submitted on the approved NACCTFO claim form, and any special travel authorized by the President must have the President's approval on a claim prior to submittal to the Treasurer.
6. All claims shall be accompanied by original receipts.

E. CREDIT CARD
Credit card issuance and cancellation will be the responsibility of the NACCTFO Treasurer as authorized by the By-laws. The Treasurer and President are authorized to enter into an agreement with a banking institution for credit card services. The limit of credit shall be as set by the By-laws, Article V Section 3. Credit cards will be issued to the President and Treasurer to pay for the necessary NACCTFO travel, meals, postage, and other expenses authorized by the NACCTFO budget. All payments are subject to the NACCTFO Budget.
All original receipts, along with credit card receipts, shall be submitted to the Treasurer immediately after the charges are incurred to allow the Treasurer to reconcile to the monthly statement and properly document charges. The Audit Committee will review the credit card statements in conjunction with their annual audit.

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SECTION VIII:

ASSOCIATE MEMBERSHIP

Associate members are those who financially support the association. They are allowed access to the membership lists for communication purposes.

SECTION IX:

DIRECTOR'S DUTIES

Director duties include communication with the members in their respective states. Their duties also include keeping members informed and active in the association, as well as being a liaison to the Executive Board.

SECTION X:

FORMS

Found on www.nacctfo.org
A. Sample Dues Notice
B. Claim for Reimbursement
C. Associate Membership/Sponsor Application
D. Victor E. Martinelli Award Application
E. Candidate Nomination Form
F. W-9 Request for TIN
G. State Director Nomination Form

Approved by the NACCTFO Executive Committee November 22, 2010

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