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BYLAWS OF THE MAINE CHAPTER UNITED POSTMASTERS AND MANAGERS OF AMERICA
The purposes for which this Chapter is organized as a part of the National Organization, United Postmasters and Managers of America (UPMA), shall be to provide a vehicle through which members may assist one another in matters connected with their employment in the United States Postal Service to foster a favorable image of public service to; assure the users of the mails the best service possible, improve the conditions under which individuals work, having concern for salaries, hours of employment, working environment, and related issues; to cooperate with other groups and levels of postal management in the achievement of common goals.
Article I – Name
This organization shall be known as the Maine Chapter of the United Postmasters and Managers of America (UPMA).
Article II – Purpose
The purpose of this organization shall be to affiliate with and become a part of the national UPMA organization.
Article III – Membership
Any person as designated by the UPMA Governing Documents to be a member of the National Organization shall be considered a member in this Chapter but no member in arrears for dues shall be recognized or permitted any of the privileges at its conventions.
Article IV – Meetings
The annual convention of the organization shall be held at the time and city as set by the “annual convention one year or more prior to that convention,” provided however, that the President may, with the approval of the majority of the Executive Committee, and for good and sufficient reason change the time and or place previously fixed.
Special meetings may be called by the President, and shall be called on the request in writing by a majority of the Executive Committee or on demand in writing of ten (10) percent of the paid up membership of this chapter.
The chapter Secretary shall send notice of meetings to members of the Executive Committee at least ten (10) days prior to the date specified for such meetings.
In any convention of this chapter, all members who are present and registered for the convention shall constitute a quorum.
Robert Rules of Order shall govern the deliberations of this chapter unless otherwise specified.
Article V – Election of Officers
The President, Executive Vice President, Secretary and 1 Vice Presidents shall be elected at the annual convention in odd-numbered years to serve a term of 2 years. The Treasurer, Editor and the other 2 Vice Presidents shall be elected at the annual convention in even-numbered years to serve a term of 2 years. The term of office shall commence on November 1st in the year they are elected and end on October 31st of the second year. All elected officers shall be limited to serving two consecutive terms except the Treasurer and Editor, who will have no term limit.
The new Executive Committee shall hold an organizational meeting within 60 days of November 1st each year.
Additional or other nominations may be made from the floor, if seconded and approved, and shall be included with the list of recommendations made by the nominating Committee for determining by ballot of those present and qualified to vote in said election. If there shall be more than two nominations for any office, balloting shall continue until one candidate receives a majority of the votes cast. The positions of President and Executive Vice President shall be limited to active EAS members. All other officer positions are open to active members. Associate members, Postmasters Retired, retired EAS employees and Postmaster Reliefs, who are members in good standing of the organization, shall be permitted to hold office in this chapter provided they are present at the meeting where the vote will be taken and that no other active member seeks the office. Any active member who is an officer of this chapter, who during their term shall resign or be removed for any cause whatsoever, from the position that qualified them for active membership, shall immediately become ineligible to hold office and their office shall be declared vacant.
Article VI – President
The President shall preside at all meetings of the chapter, shall call special meetings when requested to do so as provided in Article IV. They shall also preside at the meetings of the Executive Committee and appoint all Committees for the proper handling of the business of this chapter and in general perform such duties as may pertain to the office. The President shall receive such compensation for their services as the Executive Committee may provide.
Article VII – Executive Vice President
The Executive Vice President shall serve in the absence or disability of the President and work with the President as needed. This position shall be a separately elected position and shall be an active EAS member. Should the office of the President be vacated, the Executive Vice President will serve the remaining term. The remaining term of the vacant position of the Executive Vice President shall be filled by the Executive Committee.
In addition, the Executive Vice President shall serve as the Membership Chair for the chapter. It shall be their duty to promote membership for the organization, and insure that the chapter always has a strong membership. The Executive Vice President shall receive such compensation for their services as the Executive Committee may provide.
Article VIII – At Large Vice Presidents
The At Large Vice Presidents will be responsible for the following duties:
One Vice President will serve as Education Chair. It will be their duty to work with the President in aligning training that is deemed necessary and appropriate for the membership.
One Vice President will serve as the Legislative/Political Action Committee (PAC) Chair. It will be their duty to handle legislative and PAC activities within the chapter.
One Vice President will serve as the Adverse Action Member Representative. It will be their duty to assist with any disciplinary/corrective action issued to active members or refer adverse actions to the national Adverse Action Member Representation Committee.
The above three Vice Presidents will have their duties assigned by the Executive Committee at the Executive Board organizational meeting.
In the event of a vacancy in the Vice Presidential position, the vacancy shall be filled by the Executive Committee.
Article X – Secretary
The Secretary shall keep all correspondence records, record the proceedings of all conventions and meetings of the Executive Committee, and keep an accurate account of membership. In the event of a vacancy in the position of Secretary, the vacancy shall be filled by the Executive Committee.
Article XI – Treasurer
The Treasurer shall be bonded as provided in Article XVI hereof. The Treasurer shall keep all financial records of the Chapter, have custody of the funds of the Chapter; deposit, withdraw, or transfer funds as required to fulfill the financial obligations of the Chapter; and shall be responsible to keep an accurate and complete account of receipts and vouchers. In the event of a vacancy in the position of Treasurer, the vacancy shall be filled by the Executive Committee.
Article XII – Editor
The Editor shall be elected and be a member of the Executive Board. It shall be the Editor’s duty to publish the official newspaper of the Maine Chapter of UPMA.
Article XIII – Executive Committee
The officers of this Chapter shall be a President, Executive Vice President, 3 at large Vice Presidents, a Secretary, a Treasurer, an Editor, the President of Postmasters Retired, and the immediate past President who shall serve a term of one year beginning on November 1st of the year a newly elected President assumes office. These officers shall constitute the Executive Committee and the governing body of the Chapter.
It shall be the duty of the Executive Committee to carry out the orders of the Chapter as expressed in the convention, it shall have direct control of all business of the Chapter and its affairs, it shall be the power of the Executive Committee to authorize necessary expenditures; to audit all accounts; approve the expenses of the Executive officers and in general perform all the functions ordinarily attached to such Committee.
Any member of the Executive Committee attending the state and/or national conventions at the expense of the Chapter shall be required to attend all events, collect appropriate material, and submit a report to the Executive Committee and the editor for inclusion in the official publication of the Chapter.
The Executive Committee shall have the power to remove any of its members for good and sufficient reason by two-thirds vote of the Committee when in session.
Article XIV – Sergeant-At-Arms
At the opening of each convention the President may appoint a master sergeant-at-arms and the necessary assistant sergeants-at-arms, and it shall be their duty to maintain order and perform such other duties as designated by the President.
Article XV – National Convention Roll Call Voting Procedure
When preparing for roll call votes to be cast on elections, amendments, etc. at the National Convention the vote shall be taken by paper ballot at the annual Chapter Convention. The results of that paper ballot shall govern the procedure, by percentage, for how the Chapter’s votes will be cast at the National Convention by the Chapter President. The results of the votes shall be recorded by the National Officer present at the convention, as well as in the official minutes of the Chapter convention. On the issue of elections, the Chapter’s official vote must be taken at the Chapter convention in the year that the election will take place at the National convention. This procedure cannot be changed prior to October 31, 2018, in accordance with the National Bylaws Article XI, Section 1, paragraph 14.
Article XVI - Bonds
The Treasurer shall be required to be bonded in the amount deemed sufficient by the Executive Committee, said bond to be executed by a surety company approved by the Executive Committee and the premium on such bond shall be paid by the Chapter.
Article XVII – Dues
The annual dues of the members of this Chapter shall be the same as provided in the governing documents of the National Organization.
Article XVIII – Official Publication
There may be established an official publication of this Chapter, to be published 5 times per year. The publication will be distributed to the membership and others. The official publication will be named Pine Tree Press. In addition, the Chapter may maintain a website for the dissemination of information. The Executive Committee, as the governing body of the chapter, shall have editorial control over the official publication(s).
Article XIX– Amendments
All proposed amendment(s) must be submitted in writing to the Chapter President at least ninety (90) days prior to the opening of the annual Chapter convention. The proposed amendment(s) shall be published prior to the convention. These bylaws may be amended at any convention of the chapter by a two-thirds vote of the delegates present and voting. Any proposed amendment(s) shall be read at one session of the convention and voted on at a subsequent session. These amendment(s) shall become effective immediately upon the adjournment of the convention unless otherwise specified in the amendment.
To transition to stagger elections in 2017 for 2-year terms:
1. At the state convention in 2017 a President, Executive Vice President and Secretary shall be elected to serve a 2-year term. A Treasurer and Editor shall be elected to serve a 1-year term.
2. Three vice presidents shall be elected. In the event of a tie vote, there shall be subsequent votes until a winner can be declared. The vice presidents receiving the two highest total votes shall serve for two years and the other two shall serve for one year.
These bylaws were approved as amended at the annual Chapter Convention in Orono, ME on May 6, 2017.