Vermont Bylaws



The purposes for which this Chapter is organized as a part of 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 Vermont 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 con- vention one year or more prior to that convention,” provided however, that the president may, with the approval of the majority of the executive board, and for good and sufficient reason change the time and or place previously fixed. All chapter conventions must be completed prior to the start of the National Convention.

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 mem- bership of this chapter.

The chapter secretary/treasurer shall mail 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.

Article V – Officers

The officers of this chapter shall be president, executive vice-president, vice president (membership), vice president (legislative/PAC), secretary/treasurer, state president of the postmasters retired and editor who shall constitute the executive board and the governing body of the chapter.

Article VI – Election of Officers

The president, vice president (legislative/PAC) shall be elected at the annual convention to serve a term of two (2) years. The term of office shall commence on November 1st and will end on October 31st. The officers shall be limited to two consecutive 2-year terms of office. For the first state convention held in 2017, the executive vice president and secretary/treasurer shall be elected to serve a term of one (1) year. The executive vice president,

secretary/treasurer and vice president (membership) shall be elected at the annul convention in a subsequent year to serve a term of two (2) years. The term of office shall commence on November 1st and end on October 31st. The secretary-treasurer and executive vice president may be elected to serve two consecutive 2-year terms of office.

The new executive committee shall hold an organizational meeting within 60 days of November 1st each year.

A nominating committee shall present a list of candidates for all offices to be filled at the annual state con- vention. 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.

With the exception of the positions of President and Executive Vice President, which shall be limited to active EAS members who are members in good standing of the organization, retired postmasters, retired EAS employees and Postmaster Reliefs 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 EAS 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 VII – 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 board 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.

Article VIII – 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 will be a separately elected position and must be an active 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 board.

In addition, the executive vice president shall serve as the educational chair for the chapter. It shall be their duty to work with the president in aligning training that is deemed necessary and appropriate for the membership, to include meeting time, place and agenda.

Article IX – Vice Presidents

There shall be one vice president.

Vice President (legislative chair) will serve as legislative and political action committee (PAC) chair. It will be their duty to handle legislative activity within the chapter.

In the event of a vacancy in the vice-presidential position, the vacancy shall be filled by the executive board.

Article X – Secretary-Treasurer

The secretary-treasurer shall combine the office of secretary and treasurer, and shall perform all duties commonly incident to both offices. The secretary-treasurer shall be bonded as provided in Article XV hereof. The secretary-treasurer shall keep all records, record the proceedings of all conventions and meet- ings of the executive board, 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.

Article XI – Editor

An editor may be appointed by the executive board. At which time they become a voting member of the board. It shall be the editor’s duty to publish the official newspaper of the Vermont Chapter of UPMA. It is the editor’s duty to maintain the integrity of all submitted articles. They will also be responsible for photography coverage at UPMA events. In the event of a vacancy in the position of editor, the vacancy shall be filled by the executive board.

Article XII – Executive Board

It shall be the duty of the executive board 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, authorize necessary expenditures; ensure audits of accounts are completed; approve the expenses of the executive officers; and in general, perform all the functions ordinarily attached to such board.

The executive board shall have the power to remove any of its members for good and sufficient reason by two-thirds vote of the board at any meeting.

Article XIII – Committees

The following committees, as appointed by the president, shall be known as standing committees: audit, budget, constitution and by-laws, nominating and scholarship. The president shall appoint any additional committees deemed necessary to carry out the object and purpose of the chapter.

Article XI – Sergeant-At-Arms

At each state convention the president shall appoint a master sergeant-at-arms and, as 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 at national conventions, the vote shall be taken by paper bal- lot at the annual state 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. The national officer and the chapter president must send the results to the national office within ten (10) days of the conclusion 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 secretary-treasurer shall be required to be bonded in the amount deemed sufficient by the executive board, said bond to be executed by a surety company approved the executive board 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

The official publication of this chapter will be published four (4) times per year. The publication will be distributed to the membership and others as deemed necessary. The official publication will be named The Green Mountaineer. In addition, the chapter may maintain a website and/or email list for the dissemina- tion of information. The executive board, as the governing body of the chapter, shall contribute quarterly articles and 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 thirty (30) days prior to the opening of the annual chapter convention. The proposed amendment(s) shall be published in The Green Mountaineer or on the chapter website prior to the state 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 or disseminated at one session of the state convention and voted on at a subsequent session. These amendment(s) shall become effective immediately upon the adjournment of the state convention unless otherwise specified in the amendment.