IaCMA Board Policy on Committees

PURPOSE OF IaCMA COMMITTEES:   To be a primary organization tool for serving and involving the membership in accomplishing the association's goals and in achieving its mission.

DESIGNATION OF COMMITTEES BY EXECUTIVE BOARD:   In accordance wit Article V of the IaCMA Constitution, "The President shall appoint, with the approval of the Executive Board, such standing committees as the majority of said Executive Board may deem advisable." The president will annually recommend standing committees for board approval.

TASK FORCE:   As appropriate the IaCMA board may chose to select a task force to study an issue and make a recommendation to the Executive Board. The IaCMA President will select co-chairs to lead the efforts of the task force. The President will also select a Board Liaison to serve on the task force. Once the work of the task force is complete, the task force will no longer exist.

COMMITTEE MEMBERS:   The president will call for volunteers to serve on committees each spring, and will recommend membership of the committees for board approval. Each of the committees will ideally include members from all of the various regions.

CO-CHAIRS:   For each committee or task force, two committee chairpersons are appointed by the president with board approval. They will generally be appointed from among each committee's prior year's membership. To promote continuity in committee leadership, the two co-chairs will generally serve two-year staggered terms.

Responsibilities of the co-chairs include the following:

  •  Accomplish the committee's annual goals as approved by the membership
  • Actively involve committee members, meeting and corresponding as often as needed.
  • Inform the board of progress made toward accomplishing the association's annual goals. Attend board meetings whenever possible. Regularly report and account on the committee's activities to the board, especially via the designated board liaison. Keep the committee members and the newsletter editor informed of the committee's activities and accomplishments.
  •  Update the committee's mission/goals each year for membership approval, utilizing input from association members, committee members, and the board.

EXECUTIVE BOARD LIAISON:   The president will annually appoint a member of the executive board to serve as board liaison to each committee. Each liaison will facilitate that committee's work, along with its communication with and accountability to the board. This person will report on the committee's activities at executive board meetings in the absence of both co-chairs.

(AMENDED BY IaCMA BOARD - NOVEMBER 3, 2000)
 
POLICY ON PROVIDING FINANCIAL ASSISTANCE
TO IaCMA MEMBERS SERVING ON ICMA COMMITTEES


PURPOSE
IaCMA recognizes that there are benefits to IaCMA of having its members serve on ICMA committees. These benefits include the opportunity to influence ICMA policies and to keep IaCMA membership better informed of ICMA activities. ICMA generally does not pay for the costs associated with having members serve on ICMA committees. Also, the member's employer may not always be able to fund all of the costs of member participation on ICMA committees. Therefore, this policy is intended to increase the opportunity for IaCMA members to participate on ICMA committees by subsidizing the cost of that participation.


PROCEDURES
IaCMA will subsidize the expenses for members that serve on ICMA committees. The subsidy will be on an actual expense basis and those members must receive prior approval from a committee that consists of the IaCMA President, President-Elect and past President. The member may only use the subsidy to pay for costs associated with attending ICMA committee meetings. Notification of the availability of this subsidy will appear in the IaCMA Newsletter at the same time that the request for ICMA committee participants is made each year. After an IaCMA member is appointed  to an ICMA committee that member will notify the IaCMA Secretariat at the Iowa League of Cities of whether the member will be requesting financial assistance from IaCMA. The assistance will be provided on a reimbursement basis upon submission of expense receipts to the IaCMA Secretariat for attending ICMA committee meetings.

Adopted by IaCMA Board March 27, 1996

(AMENDED BY IaCMA BOARD - NOVEMBER 3, 2000)


POLICY ON PROVIDING TRAVEL AND LODGING EXPENSES
TO THE ICMA INTERNATIONAL CONFERENCE

In an effort to promote IaCMA member involvement in ICMA programs and activities, IaCMA will subsidize travel and lodging expenses for two members to attend the ICMA International Conference. Also, through a partnership agreement, ICMA will provide complimentary conference registrations to the two individuals selected by IaCMA.

PURPOSE:   IaCMA recognizes that members will benefit from involvement in the programs and activities of ICMA. The ICMA International Conference provides a unique opportunity for Iowa City/County Managers to learn about trends in public sector management across the nation and network with other professionals. By receiving complimentary travel and lodging expenses an IaCMA member, who may otherwise not have the resources, will have the opportunity to attend the conference.

PROCEDURE: Each year the IaCMA Board will determine the amount of money available to supplement the travel and lodging expenses for two members to attend the ICMA International Conference.

IaCMA members will be notified of funds available through the IaCMA newsletter, IaCMA regional coordinators and other sources as determined by the committee.

Interested individuals will complete the application for subsidized travel and lodging expenses and submit them to the Board or Directors for review.

A sub-committee of the Board consisting of the President, President-Elect and past President will review the applications and make the selections based on the following criteria:

  • Length of time in the profession;
  • Whether the person is a first time attendee to an ICMA   National Conferece;
  • How involved the person is in IaCMA activities (i.e.  Attendance at IMMI, IaCMA Summer Conferences, or involvement in IaCMA committee activities);
  • Whether the person is employed as a manager/administrator or an assistant manager/administrator;

Approved by the Membership Services Committee 05-08-96

(AMENDED BY IaCMA BOARD - NOVEMBER 3, 2000)
 
POLICY ON GUIDELINES AND CRITERIA FOR NOMINIATIONS

TO BOARD POSITIONS

  1. President appoints Nominating Committees of not less than three members. Additional nominations may be made from the general membership.
  2. Nominating Committee has traditionally been composed of past IaCMA presidents. Committee members representing district subcategories within the Association could also be utilized (e.g., minorities, females, counties, representative of certain sized cities not represented by the past presidents, assistants, etc.).
  3. Each potential officer must be an active member of the State Association.
  4. The primary qualification for service on the Executive Board should be quality and quantity of past service to the Association. This would be best indicated by active contribution on the various committees, including effective leadership in a committee chair position or service as a Regional Co-Coordinator. The nominating committee should also strive to maintain a balance on the Board in regards to the geographic balance within the state and Board representative from various size of communities.

    While service to other state associations is commendable, only service within Iowa Association shall be considered in nominations to the IaCMA Board. Service rendered to IaCMA by members who thereafter left the state for work elsewhere and who later returned to the state should be considered.  

  5. Nominating Committee members could also appropriately survey the availability and willingness of several potential nominees to serve. It should be ascertained prior to nomination that the nominee is willing and able to devote a significant amount of time to the Association's work, particularly during the year when the individual would serve as president. It should also be ascertained that the nominee's governing body would be supportive of his or her service on the Board (both in terms of time and expenses).
  6.  Since there are a limited number of vacancies on the Executive Board, all members desiring to serve the Association should be given every opportunity to serve the Association on various committees.
  7. A permanent record of all members' service on the Association's board and committees shall be kept by the Iowa League of Cities.

(AMENDED BY IaCMA BOARD - NOVEMBER 3, 2000)


POLICY ON FILLING OF VACANCIES ON EXECUTIVE BOARD

  1. VANCANCY IN IMMEDIATE PAST PRESIDENT POSITION. If, for any reason, the Immediate Past President is unable or ineligible to serve as an officer, the office shall be filled by the most recent Past President eligible to hold such office. (Constitution, Article III)
  2. VANCANCY IN PRESIDENT POSITION. If the President's position becomes vacant, the President-Elect will complete that term and may be nominated for an additional term as President at his/her option.
  3.  VANCANCY IN BOARD POSITION. Any vacancy of a Board Member shall be filled by the Executive Board. Should a vacancy occur in the board position filled by an Assistant to a City or County Manager, another member who is currently an Assistant shall be appointed. If the "Assistant" Board member takes a job in the state as a Manager or Administrator, the new Manager/Administrator will continue in office and the Board will be without an "Assistant" until the next vacancy occurs, at which time an Assistant Manager shall be appointed.

(AMENDED BY IaCMA BOARD - NOVEMBER 3, 2000)

 

POLICY ON INTERIM MANAGERS/ADMINISTRATORS

The IaCMA Board recognizes the need for interim city administrators and managers, and that such roles are often filled by current or retired city management professionals. It is the policy of the IaCMA Board that interim managers that are members of the association must adhere to the ICMA Code of Ethics.

It is understood that each interim position can have unique demands related to the particular community and city council. Still, interim managers should follow these practices:

  • Refrain from speaking negatively of the previous administrator/manager
  • A potential interim manager shall not engage with such a role until the existing manager has departed or has a separation agreement in place
  • Reach an agreement with the council regarding the expected work and responsibilities, daily and weekly schedules, payment and length of interim service
  • Determine what role, if any, the interim manager will have in the recruitment of a permanent manager
  • Do whatever is possible to get city matters in order for the next permanent manager
  • If interested in being a candidate for the permanent position, declare the interest as soon as possible

 (APPROVED BY IaCMA BOARD - JANUARY 19, 2024)

 

POLICY ON MEMBERS IN TRANSITION

To ensure continued support is provided to members in transition, the IaCMA Board of Directors approves the following provisions. Such benefits and support are available to members that have been terminated, forced to resign or otherwise separated from local government service.

Benefits

  • IaCMA membership dues waived up to three years
  • Continued access to Grapevine
  • Continued access to all IaCMA conferences, regional meetings, training sessions and other gatherings or professional development opportunities
  • Continued access to senior advisors, coaching, peer to peer exchange and other support programs


Complimentary Registrations and Professional Development Support

  • Complimentary registration will be provided to members in transition to IaCMA conferences (to include the Iowa Municipal Management Institute and Summer Conference)
  • Members in transition will continue to have access to professional development stipends, including financial assistance to attend IaCMA and ICMA conferences and training events

 (APPROVED BY IaCMA BOARD - OCTOBER 13, 2023)