NH Bylaws As Adopted May 2018

PREAMBLE

This Chapter of United Postmasters and Managers of America is organized as part of the national organization United Postmasters and Managers of America (UPMA) for the following purposes:

Advancing the United States Postal Service to a high standard of practical efficiency and economical operation in the interest of public welfare and to foster a favorable image of public service.

To provide a conduit for members to work together to improve work conditions, work environment and related issues within this organization and to cooperate with other management groups in the achievement of common goals.

Article I

This organization shall be known as the New Hampshire Chapter of the United Postmasters and

Managers of America (UPMA)

Article II- Purpose

This Chapter is to affiliate with and become part of the National UPMA organization for the purposes of advancing the ideals recited in the Preamble of these Bylaws.

Article III- Membership

Any person as designated by the UPMA Governing Documents to be a member of the National Organization by payment of prescribed dues shall be considered a member of this Chapter. No member in arrears for dues shall be recognized or permitted any of the privileges at its conventions.

Article IV- Meetings

The annual convention (meeting) of this Organization shall be held at the time and place as set by the annual convention one or more years prior to that convention, “ provided however, that the President may, with approval of the majority of the Executive Board, and for good and sufficient reason change the time and place previously fixed. All chapter conventions must be completed prior to the start of the National Convention.

At all annual meetings of this Chapter the following shall be the Order of Business:

Call the Convention to Order by the President

Reading of the minutes of the previous convention meeting

Reports of the Officers of the Chapter

Appointment of temporary committees, including resolutions, nominating, auditing, and such other committees deemed necessary

Unfinished business New business

Reports of committees 

Good of the Chapter 

Election of Officers

In any convention of this Chapter, all members who are present and registered for the convention shall constitute a quorum.

The annual convention shall be adjourned by the President when all of the necessary Chapter business shall have been concluded.

Regular meetings of this Chapter shall be held at such a time and place as may be determined by the President with the approval of the Executive Committee.

Special meetings may be called by the president and shall be called on the request in writing signed by a majority of the executive committee or on demand in writing of ten (10) percent of the paid up membership of this chapter. Electronic signatures to be accepted.

The chapter secretary shall notify members of the executive committee electronically at least ten

(10) days prior to the date specified for such meetings.

Robert’s Rules of Order Newly Revised shall govern the deliberations of this chapter.

Article V - Election of Officers

Officers of this Chapter shall be a President, Executive Vice President, Secretary Treasurer, the Immediate Past President, President of Postmasters Retired, Editor, Membership Chair, Chapter Member Representative and Political Action Committee Chair.

The President and Executive Vice President, shall be elected at the annual state convention for a term of 2 years. The term of office to commence on the first day of the first month after the state convention. The officers shall be limited to two (2) consecutive terms in office. The Secretary Treasurer and Editor shall be elected at the annual state convention and serve without term limits at the discretion of the individual or President with concurrence from a majority of the Executive Committee. The term of each shall begin November 1st of any year in which the position(s) are filled by election. The President with Executive Committee approval will appoint the, Membership Chair, PAC Chair, and Legislative Chair those members will serve at the discretion of the President.

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 balloting of those present and qualified to vote. Balloting is not necessary for positions with a single candidate. If there are more than two nominations for any office, balloting shall continue until one candidate receives a majority of the votes cast.

Candidates for the positions of President and Executive Vice President shall be limited to active EAS members who are members in good standing.

Retired Postmasters, retired EAS employees and Postmaster Reliefs shall be permitted to hold office in this Chapter, with the exception of the positions of President and Executive Vice President, provided they are present at the meeting where the vote will be taken and no other active member seeks the office.

Any active member who is an officer in this Chapter, who during their term shall resign or be removed for cause from the postal position that qualified them for active membership, shall immediately become ineligible to hold office and their office shall be declared vacant.

Offices, excepting President and Vice President remaining vacant following elections at the annual state convention may be filled by the Executive Committee.

Elected officers shall be installed by a National Officer or Designee at the Annual Convention (meeting) or the first Chapter meeting following the convention.

Article VI - President

The President shall preside at all meetings of this Chapter, shall call special meetings when requested to do so as provided in Article 4. 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 incapacitation of the President and work with the President as needed. Should the office of the President be vacated, the Executive Vice President will serve the remaining term. The remaining term of the Executive Vice President shall be filled by the Executive Committee.

The Executive Vice President shall receive such compensation for their services as the Executive Committee may provide.

Article VIII - At Large Vice Presidents

Membership Chair

The Membership Chair will work with the national UPMA organization to promote membership within the Chapter. Further, it shall be the duty of the Membership Chair to make all members aware of the many benefits and services available through membership in UMPA.

Political Action Committee Chair

The PAC Chair will work with the national UPMA organization to promote awareness of current political action at both the State and National levels. To be current on legislation affecting UPMA members and actively work to raise money for the National Political Action Program.

Article IX - Secretary Treasurer

The Secretary Treasurer shall keep all records, record the proceedings of all conventions and meetings of the Executive Committee, deposit, withdraw and have custody of the funds of the Chapter and shall be responsible to keep an accurate and complete account of the receipts, vouchers and membership. In the event of a vacancy in the position of Secretary Treasurer, the vacancy shall be filled by the Executive Committee. The Secretary Treasurer shall be bonded as provided in Article XIV hereof and shall receive such compensation for their services as the Executive Committee may provide.

Article X - Editor

It shall be the Editor’s duty to coordinate content, edit, assemble and publish the official newsletter of the New Hampshire Chapter UPMA. The Editor shall receive such compensation for their services as the Executive Committee may provide.

Article XI - Executive Committee

The officers of this Chapter shall be a President, Executive Vice President, Secretary Treasurer, Editor, Membership Chair, Political Action Chair, Immediate Past President, Chapter Member Representative and President of Postmasters Retired, who 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 direct control of all business of this 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.

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 XII - Sergeant-At-Arms

Prior to the opening of each convention the President shall appoint a Master Sergeant-At-Arms and the necessary Assistant Sergeant-At-Arms, and it shall be their duty to maintain order and perform such other duties as designated by the President.

Article XIII - 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 ballot at the annual Chapter Convention. The results of the ballots shall be determined as follows: If 75% or more are cast for 1 (one) candidate then 100% of the electoral vote shall be cast for said candidate. If less than 75% then votes will be cast on a percentage basis 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. All ballots will be destroyed immediately after the session is over. 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. 

Article XIV - Bonds

The Secretary 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 XV - Dues

The annual dues for the members of this Chapter shall be the same as provided for in the governing documents of the national organization.

Article XVI - Official Publication

There may be established an official publication of this Chapter to be distributed to the members and others. The Official Publication will be named “The Granite State Postal Leader”

Additionally, the Chapter may solely or in conjunction with other chapters maintain a website for the dissemination of information. The Executive Committee, as the Governing Body of the Chapter, shall set the frequency and have editorial control over the official publications both print and internet.

Article XVII -Amendments

All proposed amendments to these bylaws must be submitted in writing to the Chapter President at least thirty (30) days prior to the opening of the annual Chapter convention. Proposed amendments shall be published, by official publication or website, 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. Proposed amendments shall be read at one session of the convention and voted on at a subsequent session. Amendments shall become effective immediately upon the adjournment of the convention unless otherwise specified in the amendment.

Article XVIII - Scholarship

The John Fitzgerald Memorial Scholarship(s) are awarded each year to outstanding graduating high school students and college students (3.0 average or higher) who are a son, daughter or grandchild of an active or retired member of the New Hampshire Chapter and will be entering their first, second, third or fourth year of college, technical or vocational school.

Each year an ad hoc Scholarship Committee with approval of the Executive Committee will determine the total number of scholarships to be given and the dollar amount of each award. In the spring of each year, applications are submitted to the committee. The scholarship winners will be announced prior to the annual State Convention.

Article XIX - Fiscal Policy 

Section 1 - National Convention Expenses:

The President, Executive Vice President, Secretary Treasurer, and Editor shall be allowed registration and transportation costs (the round trip economy class airfare) or mileage for a privately owned vehicle at 50 cents per mile (whichever is cheaper), per diem of $40.00 per day prorated by quarters and lodging not to exceed the lowest room rate available in the Headquarters or designated Convention Hotel. These expenses shall not exceed the duration of the convention.

Section 2 - Leadership Conference:

The Chapter will pay the travel costs as defined in Article 5 Section 1 for the President, Executive Vice President, Secretary Treasurer, Editor and any other Active Officer approved by the Executive Board to attend.

Section 3 - State Convention:

The Chapter will pay for registration, lodging and meals package for all scheduled Convention days for the President, Executive Vice President, Secretary Treasurer, Editor and any other Active Officer approved by the Executive Board to attend.

Section 4 - Miscellaneous Expenses:

A reasonable allowance for the necessary expenditures in the conduct of the affairs of this chapter may be allowed any officer if so voted and approved by the Executive Committee. Any mileage reimbursement for chapter activities will be at 50 cents per mile.