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NCSSSA Constitution and By-Laws
Constitution
Section 1.
The Federal Government by law and regulations has imposed upon the states specific administrative obligations pertaining to the inclusion of public employees under the Federal Old Age, Survivors, Disability, and Health Insurance System (OASDHI), together with other Federal employment tax administration. It is essential that the Administrators designated in the respective states have a medium for the consideration of common problems and the exchange of ideas and information. As an instrument therefore the National Conference of State Social Security Administrators is herewith created and maintained.
Section 2.
Membership shall be open to: (a) the person (herein defined to mean State Administrator) in each state (herein defined to include territory) responsible for the administration of the State's obligation pertaining to the inclusion of public employees under OASDHI, and/or (b) the person in each State responsible for the administration of the State's obligations pertaining to federal employment tax policy. Each such State may designate one or more persons to participate in the activities of the Conference, but each State shall have only one vote on any Conference matter. Representatives of each interstate instrumentality included under an OASDHI agreement and/or representatives of any governmental employer's payroll system, upon payment of the required membership fee, may participate in the Conference proceedings without vote.
Section 3.
At least one annual conference shall be held at the time and place selected by the officers of the Conference, except when national emergency requires otherwise. The agenda for the Conference shall be formulated by the Executive Committee.
Section 4.
Each annual conference shall elect from its membership, a President, a First Vice-President, Vice-President Designate, seven Regional Vice-Presidents, whose term of office shall be for one year. A Secretary and a Treasurer shall be elected for alternating two-year terms beginning with the years 1995 and 1996, respectively. Each Regional Vice-President shall represent specific areas of the United States as follows:
REGION 1 -SSA Regions 1 and 2
REGION 2 - SSA Region 3
REGION 3 - SSA Region 4
REGION 4 - SSA Region 5
REGION 5 - SSA Regions 6 and 7
REGION 6 - SSA Region 8
REGION 7 - SSA Regions 9 and 10
Section 5.
When an officer resigns or becomes ineligible for membership, the vacancy shall be filled within thirty (30) days, as follows:
(a) If the vacancy is in the office of President, the vacancy shall be filled from candidate(s) presented by the Nominating Committee and receiving a majority vote of eligible members of the Conference as polled by the Nominating Committee.
(b) If the vacancy is in the office of First Vice-President, the vacancy shall be filled from candidate(s) presented by the Nominating Committee and receiving a majority vote of eligible members of the Conference as polled by the Nominating Committee.
(c) If the vacancy is in the office of Vice President Designate, the vacancy shall be filled from candidate(s) presented by the Nominating Committee and receiving a majority vote of eligible members of the Conference as polled by the Nominating Committee.
(d) If the vacancy is in the office of the Regional Vice-President, the vacancy shall be filled by a majority vote of members of the affected Region. The President shall poll the members eligible to vote in the affected Region.
(e) If the vacancy is in the office of Immediate Past President, the qualified Past President proceeding shall fill the vacancy.
(f) If the vacancy is in the office of Secretary or Treasurer, the vacancy shall be filled from candidate(s) presented by the Nominating Committee and receiving a majority vote of eligible members of the Conference as polled by the Nominating Committee.
Section 6.
Any dues paying member of the Conference shall be entitled to hold office. Office is defined per Section IV of the NCSSSA Constitution.
Section 7.
The affairs of the Conference, including the fixing of any membership fee, shall be conducted by the Executive Committee. The Executive Committee shall be comprised of the President, Immediate Past President, the First Vice-President, the Vice-President Designate, the seven Regional Vice-Presidents, the Secretary and the Treasurer.
As amended August 12, 2009
BY-LAWS
1. The Executive Committee, as defined in Section 7 of the NCSSSA Constitution, shall consider matters of importance to the Conference and shall have the authority to act on behalf of the conference members and for the good of the conference during the conference year. Such actions shall be considered by the Executive Committee at regularly scheduled teleconference or at any other time as called by the President. All actions shall be based upon a motion, a Second and majority vote of the Executive Committee and the Secretary shall ensure that all actions are captured in the NCSSSA minutes.
2. The Executive Committee members and Committee Chairpersons shall timely comply with the applicable purposes and responsibilities as outlined in the Standard Operating Procedures Manual of the National Conference of State Social Security Administrators.
The President shall ensure that all Executive Committee members and Committee chairpersons are familiar with and timely perform, as outlined in the Standard Operating Procedures Manual, their responsibilities. The Standard Operating Procedures Manual shall be revised as needed and provided for such manual.
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