Policies & Procedures

I. Advertisement and Promotional Opportunities PROCEDURE (Adopted by the NJMMA Executive Board on December 12, 2002)

 

Job Opportunities

Job opportunity advertisements may be submitted to the Executive Director for publication in the newsletter.  If the job opportunity would be of interest to the membership, and space allows, the ad will be published in the next newsletter.  The ad will be published in following issues as space allows if a request to continue the ad is received by the Executive Director.  There will be no charge for ads submitted by members and local municipal officials.

Internship Opportunities

Internship opportunity advertisements may be submitted to the Executive Director for publication in the newsletter.  If the internship opportunity would be of interest to the membership, and space allows, the ad will be published in the next newsletter.  The ad will be published in following issues as space allows if a request to continue the ad is received by the Executive Director.  There will be no charge for ads submitted by members and local municipal officials.

Availability for Employment

Any member, member in transition or student member may provide the Executive Director an advertisement of his/her availability for employment.  If the ad would be of interest to the membership and space allows, the ad will be published in the next newsletter.  The ad will be published in following issues as space allows if a request to continue the ad is received by the Executive Director.

Availability for Internship

Any student member may advertise their availability for internships according to the terms described in Section (the availability for employment section).

Promotion of Commercial Services

Advertisements

Any affiliate member, who is also a corporate or educational / nonprofit institutional partner, may provide the Executive Director an advertisement regarding the services offered by their company.  If the ad meets the specifications in the corporate or institutional partner advertisement contract then it will be published in the next newsletter and on the website.  If the company’s or organization’s web site link is submitted, that will also be published on the website. These publications will take place for twelve months.  The charge to be paid will be that noted for the particular corporate partner level.

Exhibiting

Any affiliate member, who is also a gold or platinum corporate or educational / nonprofit institutional partner, may exhibit at the association’s annual conference.  They must apply for exhibit space and comply with the specifications in the exhibitor’s contract. The charge to the paid will be that noted for the particular corporate partner level (gold or platinum).

 

II. NJMMA AWARDS PROGRAM (Adopted 7/15/04)

                       

LISTING OF AWARDS AND SELECTION CRITERIA

Nominations for the following awards may be made by members of NJMMA or others who are involved in municipal government in New Jersey:

            Outstanding Manager Award

                        Nominees must have successfully implemented a specific exemplarity project or program, and/or a body of work within the last three years.

            New Professional To Local Government Service Award

                        Nominees must be NJMMA members and have no more than five (5) years in the profession.  In addition, nominees must have demonstrated a commitment to excellence in local government service.

 

            Elected Official(s) Award

                        Nominees are an elected official or officials, or the governing body as a whole, who have consistently supported professional government management and who support the career development of their municipal staff. 

            Dr. Thomas J. Davy Academic Achievement Award

                        Nominees must be outstanding educators in the general field of public administration, whether within local government or without (examples: teaching, publishing, training or lecturing),

 

            Career Development Award

                        Nominees must have contributed to the development and training of new municipal management talent.

 

Nominations for the following awards may only be made by members of NJMMA:

 

            Distinguished Service Award

                        This award may be given by NJMMA to an individual who has demonstrated a career long proven track record of outstanding service to or in local government.

 

            Press Award

                        This award may be given a member of the press corps for their objectivity, consistency and commitment to factual local government reporting.

 

            Life Membership

                        In accordance with the NJMMA Constitution, Life Membership may be conferred by the Executive Board by a two-thirds majority affirmative vote for a corporate member in good standing who retires or leaves the profession, who is not eligible for affiliate membership, and who meets the following criteria:

1. 15 years as a corporate member of  state municipal management associations, of which 10 years must be as a member of NJMMA,  and

 

2. Participation in at least three of the following:

member of association executive board; association  officer; association  committee chair; association program leader or organizer; active committee member for two or more years in an ICMA committee.          

 

Honorary Life Membership

                        In accordance with the NJMMA Constitution, Honorary Life membership may be conferred by unanimous vote of the full Executive  Board on individuals who have demonstrated through a career other than as professional administrators or managers in municipal government complete unwavering support for professional management of local government. 

 

            Outstanding Service to Local Government Award

                        To be provided to those individuals who are not directly involved in Local Government in New Jersey but who contribute to the betterment of local government and/or professionalism in local government. 

 

AWARDS PROCESS

           

Awards Committee – the NJMMA President shall appoint at least two members in good standing to a committee to solicit, review, and recommend award recipients to the NJMMA Executive Board.

                                                            Advertising -  The Awards Program is advertised in August through the NJMMA newsletter and website.

            Application -  A standard application is to be developed and approved by the Executive Board.  The Application should be completely filled out, although the Executive Board reserves the right to waive any irregularities in the submitted information.

            Time Line:.    

a. All applications must be received by the Awards Committee at least two weeks before the November Executive Board Meeting.  The Awards Committee has the authority to set an early receipt date.

                                    b. The Awards Committee shall provide to the Executive Board at least one week before their November Executive Board Meeting  the list of Nominees.

                                    c. Members of the Executive Board and the Awards Committee can submit nominees for awards within this week before the Executive Board meeting provided that the nomination is in writing (email or fax) and given to both the Awards Committee and the Executive Board before the start of the Executive Board Meeting.

                                    d. No Applications will be considered by the Executive Board which are not available to the Board by the start of their November Executive Board Meeting.  Nominations for various awards cannot be made at the Executive Board meeting except for the Distinguished Service Award.

            Selection.  The selection of the successful application shall be made by a majority vote of the Executive Board members present at the November Executive Board Meeting.  Award Committee members should be present to assist the Board in the review and decision process.

                                    The Executive Board is under no obligation to make an award in any category for which a nomination is not received or the candidate(s) nominated is (are) not viable.

            Notice. The Awards Committee shall notify the selected award winner, or the person who made the nomination, of their selection and request their attendance at the Awards ceremony  to be held at the December NJMMA luncheon.

Plaque. The Awards committee or a member of the Executive Board shall arrange for the appropriate plaque to be prepared for the Awards luncheon.

Awards are to be given out at the December luncheon of the Association.  The category definition is read and the winner is announced.  The winner and the nominator are afforded the opportunity to address the attendees and say a few words.  Each award recipient is to be given an appropriate plaque in recognition of their award.

Public Announcement. The Executive Director shall prepare press releases of the award selection with this information sent to the press serving the local government in which the recipient is involved, the League of Municipalities, and any other agency or entity which will disseminate the awards information.

History of Awards.  The Executive Director shall maintain a list of all award recipients.

 

III.       Business Activities at Association Functions (4/15/04)                

No Activities promoting private business and other business solicitation may take place at any Association function without prior Board approval except as provided for in the Affiliate and Corporate Partner Membership Program.

IV. POLICIES GOVERNING CORPORATE MEMBERSHIP

Summary: Affiliate memberships are for all non governmental and non educational agencies and individuals who wish to have a relationship with NJMMA.  The basic Affiliate membership is an individual membership entitling the person designated as the “affiliate member” to attend NJMMA functions.  To have additional people from that same organization attend the NJMMA functions, the other people must also be affiliate members or the organization must have a corporate partner membership.

Summary of Fees and benefits:

            See attached summary form

            (note: a “corporate partner” is automatically an “Affiliate member” with membership privileges, etc.)

Corporate Partnerships and Affiliate memberships are for a 12-month period from date of original application (12 copies of ads in newsletters is the benchmark).  For convenience purpose, the memberships may be renewed at one point during the year (e.g. As a part of the Spring Conference publicity and organization).

The membership approval process for Affiliates and Corporate Partners is as follows: The membership application is presented to the Executive Board at the next meeting after receipt.  Once approved, membership status is granted and the ads etc. are placed in the newsletter and on the web site.  If an objection to their affiliation is received and sustained, then the ads etc. are removed and the application fee refunded

Spring Conference Guidelines:

            See attached exhibitors application form

            Platinum and Gold Partners have one registration provided to them with their membership even if they choose not to exhibit at the conference.  Affiliate and Silver and Non Profit attendees must pay for normal registration costs etc.

An affiliate member or corporate partner may register at the Spring Conference in the same manner as any other member (some corporate memberships have the registration included in their fee).  This gives them the right to attend all functions; however they may not directly promote their particular organization or product.  If they wish to “promote “ their organization or products, then they must become an exhibitor at the conference.

Promotion of Commercial Services

Advertisements

Any affiliate member, who is also a corporate or educational / nonprofit institutional partner, may provide the Executive Director an advertisement regarding the services offered by their organization.  If the ad meets the specifications in the corporate or institutional partner advertisement contract, then it will be published in the next newsletter and on the website.  If the company’s or organization’s web site link is submitted, that will also be published on the website.  These publications will take place for twelve months. 

Exhibiting

Any corporate affiliate member, who is also a gold or platinum partner or educational / nonprofit institutional partner,  may exhibit at the association’s annual conference as a function of their membership..  They must apply for exhibit space and comply with the specifications in the exhibitor’s contract. Silver partners may exhibit upon payment of a special fee. 

An unaffiliated commercial organization, an unaffiliated non-profit/education organization, or a state or other government agency may exhibit at the annual conference upon payment of a special fee.

Mailing Lists

Corporate affiliate members may receive a membership list of names, titles, work location, and work mailing address upon payment of any direct costs incurred in the preparation of the list.  No personal information nor work phone or fax numbers will be released since these may be direct lines to the member’s office and not general public access lines.

Other non-affiliated commercial interest may receive the above information upon payment of the costs plus a “handling fee” of $25.00

Educational and Non-profit affiliations with the Association.

There are three levels of affiliations available to the non-profit and education sectors:

            1. Non-Corporate membership available to individual members from the institutions who agree not to hold any elected or appointed political office. (If they are politically involved they could become Associate Members at the same cost) update

            2. Affiliate Membership available to any institution allowing any one representative from that institution to attend NJMMA activities and to represent the institution.  

            3. Nonprofit Affiliated Membership - same benefits as provided to "Silver Corporate Partners": one affiliate membership, business card ad in 12 newsletters, website ad. and link.   Plus the member may exhibit at Spring Conference with the provision that Conference Registration would have to be purchased separately.

 

NJMMA

New Jersey Municipal Management Association, Inc.

Corporate MEMBERSHIP

            Platinum Partner Level - $925

Affiliate Membership plus:

8 quarter page ads in the Newsletter

Website Ad  (for one year)

Link to Partner's website

One Spring Conference Registration including Meals

One Exhibit Space at Spring Conference

For an additional $175 (for a total of $1,100) you can add an additional Affiliate Membership to your membership allowing you to send additional representatives to NJMMA events

 

Gold Partner Level - $725

Affiliate Membership plus:

Business Card Ad in 8 issues of Newsletter

Website Ad (for one year)

Link to Partner's website

One Spring Conference Registration including Meals

One Exhibit Space at Spring Conference

One Affiliate Membership in addition to Corporate Sponsor

For an additional $175 (for a total of $900) you can add an additional Affiliate Membership to your membership allowing you to send additional representatives to NJMMA events

 

Educational and NonProfit Level - $500

Affiliate Membership plus:

Business Card Ad in 8 issues of Newsletter

Website Ad (for one year)

Link to Partner's website

One Exhibit Space at Spring Conference

Multiple attendees at NJMMA events

 

Silver Partner Level- $425

Affiliate Membership plus:

Business Card Ad in 8 issues of Newsletter

Website Ad (for one year)

Link to Partner's website

 

Affiliate Membership - $225

Access to all affairs of the Association by the designated representative

Copies of Association Newsletter

Inclusion in Directory and Website listings

 

V. Duties of the County Coordinators Chair

With assistance from the Executive Director, the County Coordinators Chair:

  • Recruits, from the NJMMA membership, County Coordinators for each County.
  • Works with County Coordinator to arrange for County or Regional meetings.
  • Works with County Coordinators to reach out to membership, especially new members and members in transition, to attend monthly luncheons, Spring Conference and other NJMMA events/activities.
  • Works with County Coordinators to forward news about members (retirements, in-transition, newly appointed Administrators/Managers and Assistants)
  • Works with County Coordinators to support members in-transition
  • Works with County Coordinators to recruit new members

 

VI. EDUCATIONAL COMMITTEE CHAIRPERSON – DUTIES

  • 1. Set up at least one program during the year which has an educational nature.
  • 2. Assist the Annual Conference chairperson in setting up an educational session at the conference.
  • 3. Bring attention to the membership of appropriate educational opportunities sponsored by other organizations.
  • 4. Follow up on educational recommendations provided by other NJMMA members.

VII. CONSOLIDATED POLICY ON REIMBURSEMENT OF EXPENSES INCURRED ON BEHALF OF THE ASSOCIATION

OVERVIEW - NJMMA functions through the efforts of it members who volunteer their time and expertise.  The income available to the Association is limited and consequently members are often asked to perform tasks without reimbursement or are reimbursed for only those direct expenses that cannot be reasonably funded from other sources (the member's employer or by a private contribution by the member).  The purpose of this policy is to establish the normal parameters for reimbursement of members' expenses by the Association.

GENERAL GUIDELINES:

PREAPPROVAL - No member can seek reimbursement of expenses unless these expenses are specifically enumerated in this policy or unless the Executive Board or the President and Treasurer of the Association grant specific authorization.

REASONABLE AND CUSTOMARY - Only those expenses which are reasonable and customary for the event in question are subject to reimbursement.

DOCUMENTATION - All expenses to be reimbursed shall be documented by appropriate receipts that are filed with the Treasurer prior to the issuance of the reimbursement.

TRANSPORTATION - as a normal course the Association will not reimburse a member for the use of their automobile or the use of an employer's automobile.  It is expected that unless specifically authorized otherwise, the uses of these vehicles is considered to be a contribution to the Association.

TRAVEL EXPENSES - the Association will reimburse the direct travel expenses for a member who cannot reasonably use a vehicle to travel to an approved event.  The Association will reimburse the member for direct cost based upon an "economy class" fare purchased in advance of the trip.  If the travel on behalf of the Association is related to personal travel or other business travel, the Association will only reimburse the member for those costs in excess of the costs incurred for the personal or business use.

FOOD AND ENTERTAINMENT - as a normal policy, the Association will not reimburse a member for food and entertainment expenses incurred at an approved event unless these expenses are a part of the official program.  In all such events, the normal and customary food expenses of the member will not be reimbursed; however incremental costs in excess of these normal and customary expenses would be eligible for reimbursement.

REGISTRATIONS - the Association will reimburse the member for the cost of any special registration fees required to attend the specific event being attended on behalf of the Association.

OFFICE SUPPLIES / POSTAGE- the Association will reimburse a member or their employer Office Supplies and Postage utilized on behalf of the Association for a major project (for example, a mailing to the membership, the printing of a major report etc.) or for Board activities.  The reimbursement shall be for the direct cost incurred (the actual cost of supplies used etc.) with the personnel and indirect expenses being considered as a donation to the Association.

THE FOLLOWING ARE SPECIFIC EVENTS FOR WHICH THE ASSOCIATION WILL PROVIDE REIMBURSEMENT:

ICMA COMMITTEE MEMBERSHIP - The Association will pay eligible direct expenses for a member appointed by the Executive Board to an ICMA Committee provided that prior approval is given by the Board (original policies on August 1984 and July 1988).

EXPENSES AT ICMA CONFERENCE - The Association will pay for the hospitality room at the Annual Convention.  In addition, the Association will be responsible for the travel, hotel and conference fee for the President (original policy August 1984) if these costs are not historically paid by the member's municipality.  If the President normally attends the Conference, the Association will reimburse those expenses that are specific to events requiring the President's attendance.

ICMA CONFERENCE PLANNING COMMITTEE REPRESENTATIVE - The Association will pay for an individual member to represent the Association at the two Conference Planning Committee meetings (date of original policy unknown) if these costs are not historically paid by the member's municipality.  If the member normally attends the Conference, the Association will reimburse those expenses that are specific to the Planning Conference attendance.

N.E. REGIONAL STATE OFFICERS MEETING - The Association will pay the hotel costs for two officers to attend the ICMA Regional State Officers meeting.  The members to be reimbursed will be selected by the President if more than two are in attendance (date of original policy unknown).

EXECUTIVE DIRECTOR The Association will reimburse the Executive Director in accordance with the GENERAL GUIDELINES established herein and the specific terms and conditions of the Contract for services between the Association and the Executive Director. 

INCIDENTAL MEMBER EXPENSES The Association will reimburse a member for NJMMA luncheon expenses paid as a part of an effort to encourage a prospective administrator / manger to join the Association, with a limit of one payment per prospective member. 

              The Association will reimburse a member for meal and other incidental expenses paid by the member for non-members attending meetings on behalf of the Association.

The following policy was not adopted by the Executive Board on 8/8/02 and was continued pending further information from ICMA:

RANGE RIDER PROGRAM - The Association will reimburse those appointed as State Range Riders under the ICMA Program in accordance with the GENERAL GUIDELINES established herein.  The Association will reimburse one Range Rider for registration costs to the NJMMA Spring Conference and annual League of Municipality Convention.  The Association will match ICMA contributions to attendance at ICMA functions for one Range Rider

 

VIII. FINANCIAL PROCEDURES (Adopted Winter 2005; revised 2017)

1. NJMMA Check Processing Policy 

In an attempt to facilitate the receipt of checks to NJMMA and the issuance of checks by the NJMMA, the following process will be established.  These policies are consistent with information provided to the NJMMA by its auditor and established adequate controls and responsibilities.

NJMMA Checking Account - Deposits:

1. All checks are received and logged at the NJMMA office in New Brunswick, per usual (e.g. membership dues, personal contributions, etc.) and will be logged by the Executive Director or his designee indicating payee, date, amount, and purpose of check.

2.  A bank deposit slip will be completed that is consistent with the log.

3. The Rutgers-CGS Business Manager, an independent party, will sign off on the deposit slip and log before the deposit is made at the bank. The Rutgers-CGS Business Manager will reconcile the deposit slip with log sheet.

4. All checks will deposited at TD Bank branch in New Brunswick.  The log sheet and a copy of the deposit slip will be submitted to the NJMMA Treasurer in order to complete the monthly financial report that is ultimately approved by the Executive Board.

NJMMA Checking Account – Check Writing for Invoices:

1. All invoices and purchase orders will be received at the NJMMA office in New Brunswick, per usual practice.

2. The NJMMA Executive Assistant will prepare checks for the payment of invoices/purchase orders  and the NJMMA Executive Director will be authorized to authorize any check that does not exceed $2,500.  In the event the check exceeds the $2,500 limit, a second signature by an NJMMA Board member will be required.  The Executive Director will be an added signatory for the checking account.

 3. All checks will be logged indicating check number, organization/individual paid, date, amount, and purpose of check

4.  A log sheet of all checks written will be submitted to the NJMMA Treasurer in order to complete the monthly financial report that is ultimately approved by the Executive Board. 

 

IX. Honorariums (4/15/04)

Honorariums may be given as favors to speakers at the monthly luncheons and events. (April 1985)

Speakers and panelists at the Spring Conference may be paid a fee or given an honorarium, provided that the cost is built into the overall Spring Conference Program cost.

X. ICMA MEETING AND PROGRAM POLICIES (April 15, 2004)

ICMA Conference Planning Committee Representative

The Association will reimburse an individual subject to the adopted Expense Reimbursement Policy to represent the Association at the ICMA Conference Planning Committee meetings.  In addition to participating in the ICMA scheduled meetings, the Association representative will obtain information on and report to the Executive Board on area social events and other information required for the social and hospitality program of the Association.

State Officers Meeting

The Association will pay those costs identified in the Expense Reimbursement Policy for the President and Vice President to attend the ICMA NE Region State Officers meeting

Range Rider Program

(It was determined to participate in this ICMA program in August 1986 subject to the Expense Reimbursement policy of the Association and the Agreement between the Association and ICMA)

The Recognition Sub Committee of the NJMMA is responsible for reviewing applications that are submitted to ICMA and presenting its findings and recommendations to the Executive Board of the Association for its action.

The committee utilizes the attached recognition criteria established by ICMA in the review and recommendation process.

XI. Information to Non-members (April 15, 2004)

Membership rosters will be distributed to members only and not to any other individuals or organizations (adopted Sept. 1988).  Since the Membership Roster contains personal information, this roster is not to be distributed except under specific conditions and then only in a manner that would protect this private information. 

Mailing list information may be provided to the League of Municipalities for official mailing purposes.

Membership rosters containing information on the business addresses phone numbers, etc. of the members may be provided to those in the  Affiliate and Corporate Partner Membership Program).  Mailing list information containing the official address of the members can be provided for a fee to cover the cost of process the request to municipalities for use in recruiting and seeking data and other information on the membership. 

XII. Legal Counsel

The Executive Board will select an attorney to provide legal representation to The Association and individual members as cited herein.  The Attorney will be selected based upon this / her experience in municipal government and employment law.   The Association will have a formal contract with the attorney outlining the terms and conditions of employment .

The selected attorney will also serve as the legal advisor to the NJMMA to assist the officers of the NJMMA in the presentation of programs relating to municipal legal issues, the preparation of periodic articles for the NJMMA Newsletter, and will attend, at the request of the NJMMA President, meetings of the Executive Board of the NJMMA.

The selected attorney will provide an initial two (2) hours of consultation to NJMMA members on employment issues as a part of his / her employment contract with the Association.  The Executive Board may authorize additional hours of consultation or request additional legal services for an individual member whenever the matter under consideration has significance to the Association and/or all of the membership.

The selected attorney will confirm with the Executive Director of the Association the status of any individual who seeking assistance under this Agreement.  Whenever possible and practicable, the Executive Director shall confer with the affected member to facilitate the most effective use of the selected attorney’s time. 

Should the member of the NJMMA decide to retain the selected attorney for representation beyond the initial consultation, the selected attorney will enter into a separate retainer agreement with the member and will establish an hourly billing rate in accordance with that rate stipulated in the contract between the Association and the selected attorney, billable directly to the member retaining the services of the Law Firm.

The selected attorney will provide a report to the NJMMA Executive Board annually. The report will detail by date, the nature of the services provided and the time worked.

 

Conflict Counsel

Periodically the selected attorney may be unable to respond in a timely manner to a request for assistance by a member, or cannot become involved due to his involvement politically or otherwise in the municipality or area.  In addition, it is possible that the affected member did not wish to use the Association Counsel.  To address these concerns the Executive Board shall provide one or more  “conflict’ or alternate back up Association Counsels.  The affected member should contact the Executive Director, or in his absence, the Association President for guidance in using the conflict attorney.

It is recognized that it is important that a member has access to legal assistance in a prompt and meaningful manner when they are under duress.   The availability of a recommended attorney is very important to a member during this period of stress.  For that reason the availability of legal representation is deemed to be one of the most important functions of the Association.

If a member is unable to access the Association’s attorney or conflict attorneys, or if a member has their own preference for an attorney due to their personal knowledge of that attorney, or due to communication difficulties, travel times, and other legitimate concerns, the Executive Board may, upon application by the member, reimburse the member for up to two hours of consultation by the member’s attorney at the rate established for the Association Attorney.  Whenever possible, the member should seek the prior approval of a representative of the Association (the President, Vice President or Executive Director).  

XIII. LOBBYING (see also Press Relations)

        1. The Association is a 501(c)6  non profit corporation.  As such it is precluded from lobby activities.  The Association is affiliated with the League of Municipalities which is a registered lobbying agent for municipalities  and the affiliated organizations.  The Association supports the efforts of the League in lobbying for beneficial changes in state laws and regulations and will assist the League whenever possible provided that this support ism identified as complimenting the League’s positions and not being independent of it. 

2.. The Association does not take positions on policy issues under consideration by the State of New Jersey since to do so could be construed as “lobbying” and is not permitted under the Association’s tax exempt status.  Consequently,  the Association  will not recommend passage or defeat of specific legislation or regulations under consideration unless requested to do so on behalf of the League of Municipalities or when the comments are supportive of the positions taken by the League.   The Association can provide information to the press on the anticipated impact or proposed legislation or regulation provided that this information is fact based and limited to existing practices and policies.  The purpose must be to educate the press as to the issues at hand without being an advocate of any proposed change.

Individual members of the Association, and officers of the Association can provide directs on legislation, etc., provided that these comments are identified as being the member’s personal or professional opinion apart from any identification of the Association.  

 

3. The Association will provide general information of the role of professional management in general and Administrators and Managers in particular.  As a norm, the Association will not comment upon the actions of individual members except as to whether such actions are “acceptable general practices’ in the profession and within the scope of existing legislation and regulations of the State.  The Association may provide assistance to the elected officials and state officials in understanding actions taken by a member so long as these comments are informational in nature and not adverse to the member’s actions.

Only the Executive Board may authorize comments attributable to the Association that are critical of a member or his/her actions.  Detailed comments concerning possible ethical lapses by a member can only be provided after the appropriate ethics investigation.

Comments attributable to the Association can only be made by the President, Vice President, or Executive Director.

XIV. NJMMA Luncheon Arrangements

The following written guidelines are to assist those making luncheon arrangements for the quarterly NJMMA Luncheon. 

            1. Date: normally the third Thursday of the month.  Consult the master calendar

            2. Facilities:    One room for the Executive Board at 10:30 am.  Must hold 15 people.  Since the Ex. Bd.'s meeting often runs late, this room must be separate from the luncheon room.  We require coffee (some type of bagels or pastries is an option depending upon price but not essential and we normally do not consume much) 

                                    One room for the luncheon, assume 60 people to be present (we can dream big anyway) starting at 11:45 going to 2:00.  We have to have a podium.  We normally do not need a sound system but we need to know if one is available if we have a soft-spoken speaker or lousy acoustics in the room.

                                    The luncheon room or some other room to be available for continued meetings from 2 to 3 PM (no food or other items required)  Assume 15 people.  If the room used for the luncheon is to be used, they must agree to minimize the clean up during this meeting.

            3. Location: The facility must be accessible to main roads such as an interstate, the parkway, turnpike etc.  Do not go too far off the main roads since the membership easily gets confused

                                    Look for locations that are not more than one hour from the center of the state.  Less is better.  Match locations to County membership base.

                                    We need detailed instructions for the Newsletter at least three weeks before the meeting

            4. Food:  This is at the discretion of the person setup up the meeting but members seem to like buffets and most do not seem enthused about "heavy food"

            5. Cost:  Get a total price.  Areas for negotiation include the waiver of room rental fees for the Ex. Bd. meeting or the use of the room for an extra hour after the luncheon is finished. Effective in 2015, and unless otherwise noted, every quarterly meeting will have a flat fee of $30.00 per member.

            6. Attendance guarantee: Find out what is the minimum they need to make the price valid and what is the close out date and time to notify them. Normally tell them we have between 30 and 60 attendees but avoid providing a guaranteed number if possible.   Ideally we need to be able to adjust the final count on Tuesday afternoon, once we have an agreed upon minimum and maximum.

                                    If a deposit is required, contact the Treasurer with the relevant information.

                                    Advise the Executive Director or the Treasurer as to the final negotiated price so they know what needs to be done to pay the final bill.

           7. Since the Executive Director needs all of the above information by the time the Newsletter is published, there must be a firm reservation at least 60 days prior to the actual meeting

XV. Luncheon Policies

  1. Attendance at Luncheon meeting is restricted to members and their invited guests.  Others may attend only with the specific approval of the President (or in his/her absence the Vice President).
  2. Members who are “in transition” will not be charged for the luncheon costs
  3. Program participants will not be charged for the luncheon costs.  If the program speaker wishes to bring additional people not related specifically to the program, the decision as to whether these other people should be charged the luncheon fee will be made by the Program Chairman in conjunction with the President
  4. Recipients of awards are considered as guests of the Association and do not pay the fee; however recipients who are members and are receiving an award are expected to pay the standard luncheon fee since they are attending as both members and award recipients. 
  5. A “guest” of a specific member, the member inviting the “guest’ is responsible for the payment of the required fee. 
       6. Potential new members of the Association will not be charged for their luncheon cost the first time they attend a meeting (adopted June 1988) (see corresponding statement in Expense Reimbursement Policy)
  1. As a normal practice, members of the press will not be invited to a luncheon in their official news media capacity.  Reporting on programs is discouraged since this reporting may have ramifications for those members present or offering suggestions, comments, etc.
    1. This policy may be modified by specific approval of the Executive Board
    2. This policy does not apply to the annual awards Program nor to programs cosponsored with the League of Municipalities.

XVI. MANAGERS IN TRANSITION

PURPOSE: To provide a support system for the corporate members of NJMMA during periods of transition between public sector management positions through a multi-faceted approach designed to protect legal and financial interests and to maintain the member’s sense of self worth.

POLICY:  A member in transition will not be considered any different from any other member in the organization except that if the person’s dues are not current he or she may continue to receive the newsletter at the discretion of the Executive Director.

SUPPORT SYSTEM:

Executive Director & County Coordinator Outreach – Given the geographic diversity on the State of New Jersey, identification of members in transition can be most effectively performed at the County level or through the information obtained by the Executive Director.  The charge to the County Coordinator & Executive Director is to personally identify NJMMA members as soon as it is apparent that they are leaving a management position and do not have a new position identified.  In addition to monitoring local papers, County Coordinators should also frequently reinforce with their in-county colleagues the importance of this information being communicated to them.  Once a member in transition (MIT) is identified, the County Coordinator and executive Director should personally contact the MIT or identify another primary liaison.  The primary liaison (County Coordinator or designee) should strive to maintain regular (weekly or bi-weekly) contact with the MIT, should encourage others to contact the MIT, should keep the NJMMA President (or designee) aware of the MIT’s status, and should provide the MIT with the support services available through the NJMMA and the ICMA.  The County Coordinator shall notify the NJMMA Executive Director of all vacancies so they can be highlighted in the newsletter.

Legal Advocacy – The NJMMA shall retain the services of an attorney having specialized knowledge in the field of municipal government and labor relations in the State of New Jersey.  The retainer agreement shall include a provision for all members in good standing to be able to access the designated attorney for up to one hour of consultation per year at no cost beyond the amount of the retainer.  The retainer agreement shall also provide for a set hourly rate for members if they wish to retain the designated attorney beyond the initial consultation covered by the retainer and for the designated attorney to speak at a monthly meeting in each calendar year.

Legal Defense Fund – Within budgetary limitations, the NJMMA Executive Board shall have the latitude to assist MIT’s when the situation in questions attacks the foundation of the rights of managers and administrators in similar forms of government in the State of New Jersey.

Newsletter – The NJMMA’s monthly newsletter shall include a section listing MIT’s.  Only those MIT’s who consent shall be listed.  MIT’s names can be included in up to twelve consecutive issues.  This section of the newsletter shall include an appeal for assistance such as moral support, phone contact, utilization of MIT’s for special project work and notifications of vacancies or other opportunities.  The highlights of the legal advocacy program shall be published yearly, and known vacancies in the profession shall be published monthly.

NJMMA Direct Support Program – All MITs shall be entitled to the following benefits:

      Waiver of one year’s NJMMA dues payment.

      Waiver of up to eight luncheon fees during the transition.

      Waiver of up to one Spring Conference registration fee.

NJMMA Ancillary Support Program – The NJMMA Executive Board in cooperation with the County Coordinators, Executive Director, primary liaisons and the general membership shall encourage all forms of support including but not limited to the following:

      Member employment of MITs for special projects.

      Member hosting MIT for the purpose of providing an office facility.

      Executive Board employment of MITs for special projects.

            Networking with public, non-profit and university entities and private sector consulting firms to identify temporary assignments for MITs.

      NJMMA member personal outreach to MITs.

LIMITATIONS: The above policy is designed to assist MITs within their own comfort zone.  Every effort must be made to respect the MITs dignity, desire for privacy and comfort with each level of support available.

 

                                                                                                Adopted by

                                                                                                NJMMA Executive Board

                                                                                                October 21, 1993

                                                                                                Modified in 2000

XVII.   NJMMA - New Member Application Processing Procedures

Solicitation of new Members

A.         Initial Request

1. All request for information on membership shall be referred to the Executive Director

2. The Executive Director shall forward response letter, application, and brochure about the Association and membership categories, copy of the Code of Ethics, and copy of recent newsletter (if available)

B.         Follow Up

1. The Executive Director shall communicate with the prospective member after an appropriate period of time to answer any questions they may have.

2. If appropriate the Executive Director shall arrange for the prospective member to attend the next luncheon.  If possible this arrangement should be through the County Coordinator or existing member from the same general area as the prospective member.

C.         Receipt of Application

1. Upon receipt of the completed application, the Executive Director shall review the application for completeness and obtain any additional information that is required.

2. When the application is complete he shall forward the application to the Chairman of the Membership Committee along with any pertinent information he may have concerning the Applicant.

3. The Executive Director shall retain the membership dues purchase order or voucher with a copy of the application until the prospective member is accepted for membership.

4. After receipt of the approved application from the Membership Chairman, forward letter to County Coordinator letting them know new member was approved and to send a welcome letter

D.         Interim Communication

            1. After the Executive Board has approved the membership application and authorized its publication, the Executive Director shall communicate this preliminary acceptance to the Applicant and forward to him a copy of the Newsletter in which his/her name is advertised.

            2. The Executive Director shall send to the Applicant any additional Newsletters that are published until the new member is on the mailing list and receives the Newsletter as a function of the normal mailing.

 

Membership Committee Chair

A.         Full and Associate Membership categories

  1. Receive all new applications from the Executive Director.
  2. Review all applications for completeness.
  1. Call Applicant and review the following:
  1. Their professional history.
  2. How they got to current position.
  3. Do they hold an elected or appointed political office?
  4. Understanding of ICMA Code of Ethics, particularly tenets regarding political participation and examples of what conduct is prohibited.
  5. Answer any questions they have about NJMMA.
  6. Describe meetings and spring conference.
  7. Tell them procedure for application approval and time frame
  1. If there are questions regarding this Applicant, contact the County Coordinator for more information or a member from a neighboring municipality.  To verify the information, at least one county coordinator should be called.
  2. Present application at next Executive Board meeting.
  3. Record meeting approval/rejection on application.
  4. Request the Executive Director to advertise in the next Newsletter the Executive Board's action.
  5. Record the publication date for the application on application.
  6. After 30 days without comments, record membership approval on application.
  7. Forward original application to the Executive Director asking him to add to mailing list and create a new nametag.
  1. Affiliate Membership & Corporate Members
  1. Receive all new applications from the Executive Director.
  2. Review all applications for completeness.
  3. Call Applicant and review the following:
  1. Answer any questions they have about NJMMA.
  2. Describe meetings and spring conference.
  3. Tell them procedure for application approval and time frame
  1. Follow steps 5 through 10 above.

C.         Student Membership

  1. Receive all new applications from the Executive Director.
  2. Review all applications for completeness.
  3. Call Applicant and review the following:
  1. Verify student status to see if it meets requirements and that they are not eligible for another membership category.
  2. Answer any questions they have about NJMMA.
  3. Describe meetings and spring conference.
  4. Tell them procedure for application approval and time frame
  1. Follow steps 5 through 10 above.

D.         Subscription Membership (note: can only be made available with those affiliated in municipal government.  Due to IRS rules cannot be open “sold” to others)

  1. Review request with the Executive Director and if appropriate authorize Executive Director to add them to the mailing list..

Membership Issues:

  1. Change to a corporate membership: When a member changes from another membership category to a corporate membership, they must complete and submit a new application.
  2. Change to any other membership category except corporate: Member must pay increase in dues if there is a difference (no refund is given if changing to a lower dues category), and submit a request to change their membership category.
  3. Change to Life or Honorary Life: Only the Executive Board can confer these memberships on individuals.
  4. Change from Full to Full: When a member changes from one municipality to another but still hold a position in the corporate membership category (manager, administrator, assistant), the member only needs to request that an address change be made.
  5. When a new member is approved by NJMMA in or after September of any year, their membership will be good until December 31st of the following year.

MEM               RFC                 rev 3/18/04

1/6/99                       8/8/02

 

XVIII. MEMBERSHIP CATEGORIES AND POLICIES.

Membership is offered to individuals and not the municipality or entity they represent.

Change in Membership Category

A member in good standing, dues paid, may transfer from one membership status to another during the year if eligible by making application to do so and in the event the dues for the new category are higher than the former, the difference in dues must be paid (adopted June 1988)

Lapse in membership

A former member joining the organization after a lapse of membership must reapply as if a new member (July 1988)

Membership in the Association shall include Full, Associate, Affiliate, Student, Life, Honorary Life, Retired, Affiliate (Corp.), and Corporate members.  Full membership shall carry with it full voting privileges.  All other categories do not have voting privileges, but shall enjoy all other membership benefits.

New applicants shall file application forms with the Executive Director who shall present them to the Membership Committee Chair.  The membership Chair will review them, discuss the request with the Applicant and present new applicants to the Executive Board at their next meeting.  If the Executive Board approves, the candidacy for membership shall be published once in the Association Newsletter next following the meeting.  If after thirty (30) days following publication, the Executive Director has received no objections, then membership shall be considered granted to the applicant.  If any member raises objection, the matter shall be reviewed by the Executive Board whose decision shall be final.

Annual dues are effective January 1 through December 31.  The dues a new member who joins in or after September will be credit against the dues for the upcoming year

Full Membership                                                                              

Full membership shall be open to any person occupying a position of a municipal or county manager, administrator, assistant administrator, or deputy manager who agrees not to hold any elected or appointed political office while serving in such a position, and who has not held an elected office for the immediate 24 months prior to their application for Full Membership and who subscribes to the ICMA Code of Ethics.

Associate Membership                                                                    

Associate membership shall include those who are active in local government and ascribe to strong professional management in local government and who would otherwise be eligible for Full membership except that they have held an elected municipal, county, state or federal office within the past 24 months.

Life Membership                                                                                          

Life membership may be conferred by the Executive Board of the Association by a two-thirds majority affirmative vote for a Full Member in good standing who retires or leaves the

profession, and who meets selective criteria:

  1. 15 years as a Full Member of state municipal management associations, of which ten (10) years must be as a member of NJMMA, and
  2. Participation in at least three (3) of the following:
  • Member of Association Executive Board
  • Association officer
  • Association Committee chair
  • Association program leader or organizer
  • Active Committee member for two or more years in an ICMA committee

C. Life members are exempt from annual membership fees, entitled to receive the newsletter and are invited to meetings and special events upon payment of normal fee.

Honorary Life Membership

Honorary life membership, by unanimous vote of the full Executive Board, may be conferred on individuals who have demonstrated through a career, other than as professional administrators or managers in municipal government, complete unwavering support for professional management of local government.  Honorary Life members shall be entitled to the same privileges bestowed on Life Members.

Retired Membership                                                                                               

Full or Associate members who have since retired but still wish to retain membership with the organization. Members in this category may participate in all programs and events of the Association but do not have the right to vote.

Affiliate Membership

Those serving as local government management personnel, state employees, and educators who agree not to hold any elected or appointed political office while serving in such a position.

 

Student Membership

Those who are full or part-time students currently matriculated in a course leading to a degree in Public Administration or any related field and not qualifying in any other membership categories.

 

Corporate Membership

Representatives of the business and commercial interest who wish to participate in the Association in accordance with rules and procedures established by the Executive Board.

 

XIX. MEMBERSHIP COMMITTEE DUTIES

The Policy on the New Member Approval process should be reviewed in conjunction with this policy

1. Full, Associate, and Affiliate Membership applications.

            a. upon receipt of the application, the chairperson determines if the application is complete or if additional information is required.

            b. contact the prospective member and review the following information:

                                    professional history

                                    how they got to the current position

                                    current and past political involvement

                                    ICMA / NJMMA Code of Ethics, particularly the tenets regarding prohibition against political involvement

                                    Application approval process and time frame

            c. answer any questions the applicant has about the Association, membership, etc.

            d. contact at least one NJMMA member regarding the prospective member.  If one is not listed a s a reference or if additional information is needed, seek out the County Coordinator foe the area or other involved NJMMA members.

            e. provide a written recommendation to the Executive Board and present the application at the next Executive Board meeting

            f. Approximately 30 days after the publication of the Executive Board approval process in the Newsletter, assuming no objections were received from the membership, send a welcome letter to the new member and copy the appropriate County Coordinator.

2. Student and Corporate Membership applications.

            a. Upon receipt of the application, the chairperson determines if the application is complete or if additional information is required.

                        For student and corporate members, contact the Executive Director to insure the applicant is aware of the policies governing their relationship with the Association

For student memberships, if possible, contact the student to answer any questions they may have about the Association, the profession, etc.

            b. Present the application at the next Executive Board meeting.

            c. Approximately 30 days after the publication of the Executive Board approval process in the newsletter, assuming no objections were received from the membership, send a welcome letter to the new member and copy the appropriate County Coordinator.

3. Upon completion of the term of chairman, forward any original documents to the Executive Director for permanent filing

XX. Mentoring Program

Purposes:

To provide additional on-the-job training opportunities in a variety of settings for Assistants and Deputies.  To provide for the exchange of ideas and information between Assistants/Deputies and Administrators/Managers of different municipalities.  To provide professional development opportunities for the Assistant/Deputy.

Program:

Assistants/Deputies will be assigned to another municipality to work with that municipality's Administrator/Manager.  Assignments will be designed so as to give the Assistant/Deputy an opportunity to experience daily operations and/or participation in a special project from other perspectives, and gain skills and experience in areas of municipal operations other than those in which the Assistant/Deputy is currently involved.  The program should also provide for the exchange of information on the professional development of the Assistant/Deputy.  The program is voluntary for all participants.

Assignment Length:

All Assistants/Deputies will be assigned to another municipality for one day per week for four weeks.  The particular day shall be determined by both the Administrator/Manager and the Assistant/Deputy.

Procedure:

Assistant/Deputies will provide to the Assistants' Committee Chairperson a statement of interest indicating the areas in which they seek greater experience (i.e. budgeting, labor negotiations, etc.).  Work location and schedule preferences should also be provided.

Administrators/Managers will submit a mentoring plan for the assignment(s) to the Assistants Committee Chairperson for review by that committee.  Mentoring plans should be submitted no later than the first Friday of every month for assignments for the following month.  The Assistants Committee will review the mentoring plan and select an Assistant/Deputy from a list of interested participants who would most closely match the particular assignment.  Administrators/Managers will be notified by the third Friday of the month as to who will be accepting the assignment.

If the Administrator/Manager would prefer a different Assistant/Deputy, the Assistants Committee will make every attempt to satisfy the request.  The Administrator/Manager and Assistant/Deputy will then contact each other for purposes of scheduling.

Program Review:

The Assistants' Committee Chairperson will report regularly to the NJMMA Executive Board as to the success of the program and will make requests for revisions to the program, if applicable, to the Executive Board on behalf of the Assistants' Committee.

While the program is designed to create new learning opportunities for the Assistant/Deputy and to provide assistance to the Administrator/Manager in the daily operations of municipal government, it should be designed predominantly to provide a true mentoring experience for the Assistant/Deputy.  Time should be dedicated for discussions between the Administrator/Manager and the Assistant/Deputy on professional development and career issues.  It is not meant to provide the Assistant/Deputy with a "free" day, nor is it intended to provide the Administrator/Manager with an extra clerical person.  The program should professionally benefit each participant.

How to Participate:

Administrators and Managers interested in participating should submit their  mentoring plan to Assistants Committee Chair (as of 2016, the chair is Alexander McDonald, Asst. Administrator, Township of Millburn).

XXI. WEBSITE

There is a a Members’ Only section on the Association’s website (www.njmma.org).  Included in this restricted area is the Association Directory of Members.  Periodically (approx. every three months), this MS Excel-based directory (saved as a .pdf) is updated with revisions and additions as submitted by members of the Association.. 

To access the “Members Only” section, members need to establish a username and password. Please contact Tom Kenny (tek49@docs.rutgers.edu) or Alan Zalkind (zalkind@docs.rutgers.edu) and they will guide you through the process. If they cannot assist, the Rutgers University IT staff may need to be contacted to resolve any issues.

This restricted communication linkage amongst members can be a real asset for transferring nonpublic information and for obtaining advice and commentary from other members.  You should access the site weekly to see if there is something on the bulletin board that is of interest to you or for which you can provide valid input. 

XXII. MUNICIPALTALK NJMMA Discussion List (aka GOOGLEGROUPS) - LIST USAGE GUIDELINES (August 2005)

Purpose of the Discussion List “MUNICIPALTALK”:

The Discussion List is designed to provide a forum for NJMMA members to exchange ideas, thoughts, problems and solutions that relate to the profession. The Discussion List is limited to NJMMA members.  This Discussion List should be used solely to share ideas and information related to the profession. It is not a general discussion list.

 

MUNICIPALTALK PROGRAM WARNINGS

MUNICIPALTALK is designed to be a communication linkage amongst Municipal Administrators, Managers and Association members.  Members receiving information should exercise caution in rebroadcasting this information to other people, unless the information is public information (for example, an adopted ordinance).  As a courtesy to the person supplying the comments, personal comments and opinions should not be forwarded to others unless agreed to by the initial commenter.  However as a word of caution, when responding to an inquiry on MUNICIPALTALK, a member must remember that his/her response may have a wider circulation than intended. 

To Send a Message to the List

Send email to:  njmma-mt@googlegroups.com 

You MUST include a subject in the subject line. 

Please  identify yourself as the sender of the message so that members will know who to respond to.

To respond to a Message received from Municipaltalk

To respond to the person or who initiated the Municipaltalk inquiry, use the REPLY button and send your response only to that individual.

To respond to ALL NJMMA members using the list, use the REPLY TO ALL  button

To Update Your Email Address

Send email to:  tek49@docs.rutgers.edu
YOU MUST INCLUDE:  your name, old email address, and new email address. It is advised that members create a gmail account for greater ease when using Googlegroups.

For technical problems with the list

Send an email to the Web Administrator at:  tek49@docs.rutgers.edu

For Problems using the discussion list, or with Message content

Send an email to the NJMMA Executive Director at:  zalkind@docs.rutgers.edu

Things to Keep in Mind When Sending a Message to the Discussion List

  1. Your message MUST contain a subject or it will be returned from the Discussion List.  Your message must be brief.  The Discussion List is not meant to be a debate forum but a method of obtaining specific information or guidance.
  2. When you REPLY  to a message from the Discussion List, your message goes to the individual initiating the inquiry!
  3. When you REPLY TO ALL to a message from the Discussion List, your message goes to the entire list!
  4. Send messages such as "thanks for the information" or "me, too" to individuals - not to the entire list.  Do this by using your e-mail application's REPLY option to send to the person who sent the message being responded to.  If you want your message or response to go to another individual, use the FORWARD button and typing in or cutting and pasting in the e-mail address of the individual to whom you want to respond.
  5. When responding to the Discussion List, keep your message brief and identify yourself so the others reviewing the message will know who to contact for further information.
  6. Stick to the topic!
  7. Do not attach pictures, programs, word processor documents, or other files to your message.
  8. Be careful when using humor in your message.  Not everyone sees things in the same light!
  9. Identify yourself.  Include a signature tag on all messages - it should include:  your name, affiliation, location, and e-mail address.
  10. Avoid inflaming individuals on the Discussion List. If you have a conflict with an individual, send your comments to the offender directly by private email message.

     11. Do not send administrative messages, such as remove me from the list, through the Discussion List. Instead, contact the Web Administrator at:  tek49@docs.rutgers.edu

      12. Warn other list subscribers of lengthy messages either in the subject line or at the beginning of the message body with a line that says "Long Message."

 

Don’t File a Complaint to the Entire Discussion List

If you disagree with the relevance/usefulness of posted information, don’t send a complaint to the entire list. Instead, please send an email message to the NJMMA Executive Director at:  zalkind@docs.rutgers.edu and express your opinion. The Executive Director will address the posting.

 

Disclaimer from NJMMA

NJMMA assumes no responsibility for the opinions and information posted by others. In no event shall NJMMA be held liable for any special, indirect, or consequential damages or damages whatsoever resulting from loss of use, data or profits, arising out of or in connection with the use or performance of any information posted on this site.

Rules of Conduct for the Discussion List

All users of the Discussion List must agree to the rules of conduct outlined below.

Your agreement to the following is assumed when you send a message through the Discussion List.

I agree that I will not post any communications that are normally considered libelous, defamatory, false, obscene, indecent, lewd, pornographic, violent, abusive, threatening, harassing, or disruptive, or that may constitute grounds for civil liability.

I agree not to request contributions for political candidates or solicit attendance at partisan political events.

I agree not to use false, misleading, or duplicative addresses in order to disguise the destination of any content transmitted through this service.

I agree not to forge headers or otherwise manipulate identifiers in order to disguise the origin of any content transmitted through this service.

I agree not to upload, post, email, or otherwise transmit any material to the best of my knowledge that contains software viruses or any other computer code, files, or programs designed to interrupt, destroy, or limit the functionality of any computer software or hardware or telecommunications equipment.

I agree not to upload, post, email, or otherwise transmit any unsolicited or unauthorized advertising, promotional materials, junk mail, spam, chain letters, pyramid schemes, or any other form of such solicitation.

I agree not to upload, post, email, or otherwise transmit any copyrighted or proprietary information, personnel records, or other information restricted from public dissemination without proper authorization as provided by law.

I understand that failure to observe these rules and to conduct myself with appropriate etiquette will result in my removal from the Discussion List.

XXIII. NEWSLETTER SUBSCRIPTION POLICY (Adopted Sept. 2005)

In order to comply with IRS policies concerning the distribution of newsletters “for a profit” to those not affiliated with Local Government or the Association, the following policy is adopted:

Newsletters can be obtained by subscription by those people who were formerly involved in the Association and wish to continue their relationship with the profession or by those affiliated with local government in a non-commercial manner or by local government professionals from other states who have an interest in New Jersey.  The rate for the subscription will be established by the Executive Board and must cover all direct costs in the publication and distribution of the Newsletter.

Newsletter Distribution (April 15, 2004)

Newsletters will be exchanged with any association of municipal officials affiliated with the NJ League of Municipalities (adopted Sept. 1988 and revised March 2004)

XXIV. OFFICERS AND EXECUTIVE BOARD ATTENDANCE POLICY

(11/16/06)

Purpose: This policy is intended to encourage full participation by all elected Officers and Board Members in the affairs of the Association so as to minimize the impact on the operations of the Board caused by a member’s absence;  to promote the maximum representation of the Association membership in the decisions made by the Board; and to insure that activities required of the Board are distributed amongst all elected members of the Board so as to minimize the efforts required of any one Board member.

Policy: A person is elected to the Executive Board or as an Officer for a one year term.  It is assumed that when agreeing to this one year commitment, the individual participant will have reviewed his/her anticipated activities for the upcoming year and determined that he/she had the time available to actively participate in NJMMA activities and assignments.  Circumstances can evolve which may impinge on the time availability of a member and this policy is to provide a benchmark for the expected participation level of Association officials so that an individual who finds that he/she cannot participate to the expected level can notify the appropriate Association official of this potential issue and can make a determination if his/her continued involvement should be modified.  In addition the policy establishes a procedure for an appropriate Board member to inquire about a member’s participation status and recommend modification if necessary

The Immediate Past President, as the Chairperson of the annual nomination committee, is designated as the person responsible of investigating any attendance deficiency that may be impacting on the Board’s operations.

A Board / Officer attendance problem may exist if any of the following conditions occur in regard to a member’s attendance at official meetings and events of the Association:

                        1. two consecutive absences without prior notification of the Association President or Executive Director; and/or

                        2. three consecutive absences; and /or

                        3. missing one third of Board meetings / official events.

            (note: absences include tardiness of more than 15 minutes) 

Official events of the Association include but are not limited to the Board meetings as called by the Association President and the Annual Spring Conference.

Procedure:

If an Officer or a member of the Executive Board believes that this attendance policy is not being met by another Officer / Member, he/she shall notify the Past President of the concerns.  The Board Executive Director will maintain and provide to the Past President an attendance report to verify the official attendance of a member.  The Past President will examine the attendance records and, if necessary, discuss the attendance with the subject individual.  If necessary, the Past President may request the members’ voluntary resignation.  If a flagrant violation of the attendance policy occurs, after investigation and recommendation by the Past President, the Board may declare the position as vacant thereby allowing the President to appoint a Corporate member to fill the remainder of the unexpired term.

XXV. NJMMA PRESIDENT - DUTIES AND RESPONSIBILITIES

Presiding Officer at Executive Board Meetings

Prepares Board Agendas

Appoints Chairs and Members of Committees

Signs all official contracts, agreements and documents subject to Board policy decisions.

Primary official representative of the Association, but may delegate or assign another Officer, Board Member, Corporate Member or the Executive Director to represent the NJMMA in an official capacity.

Note: The above has been taken from the NJMMA Constitution.

Other:

Distributes Board Agenda.

Interacts with the ICMA

Attends ICMA Conference and Northeast Regional Meeting.

Interacts with the League of Municipalities.

Represents NJMMA at all appropriate meetings involving the Association and local government

 

XXVI. Duties of the NJMMA Vice President (Approved April 15, 2004)

Engage and introduce speakers for each monthly meeting.

Coordinate all aspects of the NJMMA Spring Conference.

Arrange the NJMMA session (s) for the League of Municipalities Conference.

Substitute for NJMMA President as needed and handle other duties as requested    by the President.

 

XXVII. DUTIES OF THE NJMMA TREASURER

Receive all cash receipts, record and deposit same.

            Dues receipts are received and deposited by the Executive Director.  Obtain the deposit slip and require sufficient detail to verify the accuracy of the deposit and the dues collection process.

Prepare monthly bill list for review and approval by the board

            All bills shall be verified by the Executive Director or a member of the Board who is familiar with the transaction, prior to the issuance of the check

            Check must be signed by two of the following individuals: an officer of the Board and/or the Executive Director.

            Verify and pay all claims on a timely basis

Reconcile monthly Bank Statements

            Bank statements are to be sent to the Executive Director by the bank.  Obtain from him a copy of the required information to verify the accuracy of the statement and the Association’s Accounts.

Invest in Board approved instruments, i.e. covered by FDIC and with a short maturity

Prepare monthly cash receipt and disbursement report for approval by the Board at the subsequent monthly meeting

Issue IRS 1099 year end statements / forms to all serving as independent contractors of the Association (Executive Director, Attorney, Auditor)

            Obtain necessary identification numbers from all those receiving Association payments to comply with IRS rules.

Prepare an annual financial report showing all revenues and expenses.

Assist the Accountant in preparing and filing the annual 990 Income Tax Form for the year in which you served as Treasurer.

Work with the executive Director and prepare a projection of revenues and expenses for the upcoming year, provide this to the Executive Board in December and transmit this to the incoming treasurer.

Balance and cross check checkbook

Turn all active records over to the incoming Treasurer and the Executive Director

Maintain correspondence file with information on bank signatures, contracts, bank resolutions, bank confirmations and investments.

Collect the monthly luncheon payments and issue receipts for same.

XXVIII. NJMMA EXECUTIVE DIRECTOR – DUTIES AND RESPONSIBILITIES (12/1/03)                                                                                                                  

1. Executive Board Meeting Minutes

            a. Drafting and preparation

            b. Distribute to Board 7 days before meeting (email or fax)

            c. Once approved, sign official copy and put in permanent file

2. Correspondence

            a. Mostly handled by President and Executive Director

            b. Get a supply of letterhead and envelopes

            c. For “official document”, keep a permanent file and provide to Executive Director upon leaving the Board for permanent file

3. Monthly Luncheons

            a. See attached for arrangement details

            b. Goal is to rotate several every year and to keep others at a central location

            c. Responsible for selection of location and making arrangements.  If another member is assigned to a specific meeting due to location, etc., follow up to insure that all is OK (see special policy on luncheon arrangements)

            d. May is always Spring Conf., Sept ICMA, and November League Conference

            e. Have someone “Take reservations” from the membership and verify the final count to the restaurant.  Whenever possible, get names for reservation.  Verify if Ex Bd. has responded (Board is supposed to call only if they are unable to attend. So assume that the Board plus Ex, Dir. are coming – 12 people).  Assume at least 5 more than respond for the non callers

4. Newsletter

            a. Schedule:

A. Article deadlines: 1st of every month.

                        B. Once articles assembled, Executive Director (ED) and/or staff sends draft newsletter to the Secretary for proofing.

                        C.  Once the Secretary makes edits or approves draft as submitted, draft goes to printer for a proof. Current printer is Capitol Printing, Dean Tantum, 609-989-8776.  Fax 609-989-9570.  Email: design@capitol-copy.com.  Address: 116 West State St., Trenton, N. J.

                        D. Once ED and/or staff approves proof, same goes to the President for his/her approval.

                        E. Once the President approves, ED/staff gives final approval to the printer to move forward with distribution. ED/staff handles emailing of electronic version of the newsletter. Goal is to distribute newsletter by the 10th  of each month.                     

5. Newsletter Concepts:

            a. Promote Association Activities several months in advance with reminders as necessary.

            b. Include Officers names, locations, phone # or email addresses.

            c. Managers in transition?

                        If agreed to by the affected individual, policy is to publish names and keep the names in the newsletter with a commentary that the individual is available to assist others on special projects, etc.

            d. Use stuff from ICMA but remember that only 1/3 rd. of NJMMA members are ICMA members.  But NJMMA promotes ICMA values and as well organizationally

            e. Promote use of website for current information on members, etc.

            f. Each newsletter should have several articles of an educational and/or entertaining value to the membership

6. Membership Data Base and Mailing List.  Maintained by the Executive Director.  Changes in memberships and addresses sent to League each month. 

7. Conduct of Elections. 

            a. Executive Director is responsible for advertising the Nomination Committee’s recommendations (in August), Publishing the ballot (or sending it to the membership) (in September), for accepting nominations, and counting ballots, and preparing final report (November newsletter). 

            b. Constitution requires report of nomination committee of three past presidents by Aug 15.  In reality the report must be in the August newsletter so that members can file nominees by direct petition. 

c. Direct petition nominees by Sept. 1

d. Electronic ballots to eligible members by Sept 15

e. Ballots cast by Oct. 15. To be counted by the Executive Director

f. Report of election in the November newsletter.  If a tie, then the run off ballot via electronic (associationvoting.com) by Nov. 30.

8. Should be periodic report of the Center for Good Government and other standing organizational activities in the Newsletter

NEWSLETTER SCHEDULE HIGHLIGHTS

JANUARY

            New board of directors

            Meeting Schedule for the year

            How to reach Executive Director etc.

            Report on awards program

            Request for volunteers – list committees etc.

            Dues reminder

FEBRUARY

            Association budget

            Committee chairs etc

            County coordinator list

            Dues reminder

MARCH

            Spring Conference info

APRIL

            Spring Conference info & registration forms

MAY

JUNE

            Golf outing or summer program info.

JULY

            Public Information Contest info.

AUGUST

            Report of Nomination Committee

            Info for Direct petition

SEPT.

            Election Ballots (electronic only; no more paper ballots)

            Awards notice

OCTOBER

            Awards Notice

NOVEMBER

            Election report or run off information

DECEMBER

Upcoming annual dues notice

XXIX. PRESS RELATIONS

1. As a normal practice, members of the press will not be invited to a luncheon in their official news media capacity.   Reporting on programs is discouraged since this reporting may have ramifications for those members present or offering suggestions, comments, etc. This policy may be modified by specific approval of the Executive Board. This policy does not apply to the annual awards Program nor to programs cosponsored with the League of Municipalities.

(cross-referenced with Luncheon Policies)

2. The Association will provide general information of the role of professional management in general and Administrators and Managers in particular to the Press.  As a norm, the Association will not comment upon the actions of individual members except as to whether such actions are “acceptable general practices’ in the profession and within the scope of existing legislation and regulations of the State.  The Association may provide assistance to the Press in understanding actions taken by a member so long as these comments are informational in nature and not adverse to the member’s actions.

Only the Executive Board may authorize comments attributable to the Association that are critical of a member or his/her actions.  Detailed comments concerning possible ethical lapses by a member can only be provided after the appropriate ethics investigation.

Comments attributable to the Association can only be made by the President, Vice President, or Executive Director.

3. The Association does not take positions on policy issues under consideration by the State of New Jersey since to do so could be construed as “lobbying” and is not permitted under the Association’s tax exempt status.  Consequently  the Association  will not recommend passage or defeat of specific legislation or regulations under consideration unless requested to do so on behalf of the League of Municipalities or when the comments are supportive of the positions taken by the League.   The Association can provide information to the press on the anticipated impact or proposed legislation or regulation provided that this information is fact based and limited to existing practices and policies.  The purpose must be to educate the press as to the issues at hand without being an advocate of any proposed change.

Individual members of the Association, and officers of the Association can provide directs on legislation, etc., provided that these comments are identified as being the member’s personal or professional opinion apart from any identification of the Association.  

XXX. PROFESSIONAL DEVELOPMENT SCHOLARSHIP PROGRAM  

Purpose:  To provide members with the opportunity to obtain training and share ideas by attending the NJMMA Spring Conference or ICMA International Conference for the first time.

Scholarships:   Scholarships are available from NJMMA for corporate and student NJMMA members’ conference registrations.  The scholarships will be for the amount of the NJMMA basic registration fee, or the ICMA Conference basic registration fee.   The number of scholarship available in any one year will be determined by the Executive Board through the annual budget process. 

Eligibility:  Any NJMMA corporate or student member in need of financial assistance for the conference who has not attended the conference before is eligible.  NJMMA membership fees must be current to apply for, and, to receive the scholarship.

Definitions

First time - the program is intended to provide a scholarship for the first time a corporate member or student attends the respective conference

Student – Currently attending a college or university and pursuing a degree in public administration, public management, political science or similar area of study.  If also employed as an assistant administrator/manager or administrator/manager, applicant will not be considered a student for purposes of accruing merit points

XXXI. RECORDS MANAGEMENT AND RETENTION (Adopted March 2007)

Permanent files: Tax reports, Annual State Corporate Reports, Minutes. Newsletters; Published Brochures and Directories; formal government documents (e.g. Annual IRS 990 statements and tax filings).   

7 years from end of calendar year: financial reports from Treasurer , bank statements, receipt stubs, etc.,  payment files.  Insurance polices.  Contracts for services.   

5 years from end of calendar year: Spring Conference Programs and other program information ,election ballots; membership correspondence

3 years - general correspondence and email files

Membership applications -

for an approved member:  7 years after member retires, leaves the state, terminates his/her membership

for a rejected membership application:  3 years after receipt.

Permanent records should be scanned into an electronic file for permanent storage and distribution.

XXXII. POLICY ON RETIREMENT RECOGNITIONS (Adopted April 2007)

The Association will provide a "retirement recognition" for any active member who retires from government service having been a  "Full Member" in good standing for at least 10 years.

The Executive Board shall determine the value of the recognition.  As of April 2007, it has been determined to be a $75 dollar "gift certificate" cash card or a gift certificate of similar value to a restaurant or other establishment that would be used by the retiring member.  Whenever possible the recognition should be presented at the official retirement party sponsored for the member by his employer / friends or at the next official function of the association that the member can attend.

XXXIII. SCHOLARSHIPS

The NJMMA offers the following scholarships:

            1. for new members to attend NJMMA and ICMA Conferences (see the heading Professional Development)

            2. To a student entering college who intends to pursue a career in public administration / public policy

            3. A  student entering graduate school concentrating in public administration and public policy who intend to pursue a career in local government

            4. A  graduate student who is serving as an intern in a local government

 

The goal of the Scholarship Policy of the Association is to foster and encourage people to pursue careers in local government, preferably in New Jersey.  The amount of the Scholarship for any one year shall be established by the Executive Board through the annual budget process. 

College Scholarship

            Applications shall be accepted from all high schools in the state in the early Spring with the student providing information on their career goals with particular emphasis on their potential career goal in government.  The scholarship is a one year award with the funds being provided to the student to be used directly for expenses related to the first year college costs.   The Executive Board will establish a committee to review the applications and determine who should receive the awards. 

Graduate Student Scholarship.

            Applications shall be accepted from students entering graduate programs provided by New Jersey institutions.  The applicant shall provide information on their career goals with particular emphasis on careers in local government in New Jersey.  The Executive Board will establish a committee to review the applications and determine who should receive the awards

            Graduate School Deans will be solicited to promote the program amongst their students.  The award can be given to an entering full time student or one currently enrolled.

            The scholarship is a one year award with the funds being provided to the student to be used directly for expenses related to graduate school  costs.

Internship Scholarship

            The Association will provide funds to a local government in New Jersey to partially offset the costs of providing a meaningful internship experience for a recent graduate student who is interesting in pursuing a career in local government, preferably in New Jersey.  The program will be publicized the Fall of the year so that a participating municipal government can provide the required matching funds in their upcoming budget.  The municipality will be selected based upon the extent of their commitment to the program as well as the scope of the interns work and exposure to local government in New Jersey.

If requested the Association will assist he municipality in recruiting and selecting the Intern.  Preference will be given to interns graduating from New Jersey graduate school programs.  Once the person is selected and the internship initiated, NJMMA will advance the funding to the municipality to be used to offset a portion of the costs of the program..  At the conclusion  of the program comments will be sought from both the participant and the municipality on the overall value of the program and impact it had on the fostering of professionalism in New Jersey municipalities.

XXXIV. POLICY ON USE OF LISTSERV FOR BUSINESS INQUIRIES.

(Adopted May 2009)

The question has risen as to access to MUNICIPALTALK by those who are providing paid consulting services to a municipality. 

1.  The use of MUNICIPATALK is limited to those who are NJMMA members.  To be a NJMMA member you must be actively employed, or formally "retired" from working in NJ (retired being defined as one receiving a pension and not one who has left municipal employment to pursue other interest).  "Retired members" either pay an annual membership fee to the Association or have "Life membership" status given their prior involvement with the Association.

2.  MUNICIPALTALK is not available directly to any third party person or entity.

3.  MUNICIPALTALK is not available directly to a municipality which does not have a member in the Association.

4.  Any member can use MUNICIPALTALK if they are seeking information for their municipality or for another municipality provided that the information for another municipality is being done on a voluntary basis since that municipality may not have a person who is a member of the Association.

If a municipality has a person who is eligible for membership and that person declines to participate or the municipality declines to pay the required dues, etc.,  the Executive Director may advise a member to refrain from further information gathering on behalf of the that municipality if multiple requests for information are made.

5.  Any member can solicit information on MUNICIPALTALK on behalf of any entity that is a Corporate Partner (including Affiliate Member), provided that that information is relevant to and useful for all municipalities (and the results of any survey are shared with all municipalities).

            No member can solicit business through MUNICIPALTALK individually or for a Corporate Partner.           

6.  The Executive Director can access MUNICIPALTALK for information requested by a recognized non profit entity or educational concern (e.g. the League of Municipalities).         

7.  The Executive Director can access MUNICIPALTALK for information requested by a Corporate Partner provided that information is relevant to and useful for all municipalities.