ࡱ> ]_\ XbjbjcTcT 7d>>P'''' 3$'vWWWWW2223555555$* @YM22MMYWWnMFWW3M3WA}f~'0 !] ! !$2222YY222MMMM !222222222 :  CONSTITUTION OF THE OHIO CHAPTER NATIONAL ASSOCIATION OF POSTMASTERS OF THE UNITED STATES PREAMBLE The Ohio Chapter of the National Association of Postmasters of the United States establishes this constitution for the government of its members. The efficient and economical operation of the United States Postal Service demands from its entire staff a cooperative approach to common goals. The Postmasters of the United States are both individually and collectively an integral part of the Postal family. Postmasters have similar problems, which are amendable to similar solutions, and organization is fundamental to effective thought and action. The Ohio Chapter of the National Association of Postmasters which has assembled at Canton, Ohio on the 7th day of June 1989 hereby repeals the existing Constitution and By-Laws and adopts this Constitution. ARTICLE ONE - NAME This Association shall be known as the Ohio Chapter of the National Association of Postmasters of the United States and shall be subject to the Constitution of the National Association of Postmasters. Wherever used in these documents, the acronym "NAPUS" or the single word "Association" when capitalized shall stand for the full name of the organization. ARTICLE TWO - PURPOSES The primary purposes of the organization shall be as follows: to promote the best interests of the U.S. Postal Service; to foster a favorable image of public service; to assure the users of the mails the best service possible; to cooperate with other groups and levels of postal management in the achievement of common goals; and to cultivate the welfare and enhance the happiness of its members. ARTICLE THREE - MEMBERSHIP Any Postmaster, Acting Postmaster, Officer in Charge, or any other person designated by the U.S. Postal Service to carry out the duties of Postmaster at a Post Office, or any other Postal Installation, shall be eligible for active membership in this Association and shall have the right to vote and hold office. Any Postmaster who has been honorably separated from the Postal Service shall be eligible for Associate membership in this Association but shall not have the right to vote or hold office. However, the President, with the approval of the majority of the Executive Board, may appoint an honorably separated Postmaster as Associate Member Representation with the right to vote and hold such office. ARTICLE FOUR - MEETINGS The Chapter shall meet in annual convention at a time and place decided upon by, the preceding convention, provided however, that the President may, with the approval of the majority of the Executive Board, for good and sufficient reasons, change the time or place, or the time and place previously fixed. Special meetings may be called from time to time by the President who will direct the Secretary/Treasurer to give notice of times and of places of such special meetings to members of the Chapter. ARTICLE FIVE ANNUAL ELECTIONS Each year, at least 3 months prior to the annual Chapter Meeting, the Chapter President with approval of the Executive Board, shall appoint as many as six (6) NAPUS members to serve on the Nominating Committee. The committee shall select its own chairman. Once appointed, the Committee shall be autonomous and shall operate without restraint. Neither the Chapter President nor the Secretary/Treasurer may serve on this committee. The function of the Nominating Committee shall be to secure a slate of qualified candidates for chapter officer elections. The slate may include one or more candidate for each office. The Chairman of the Nominating Committee shall read the slate at the annual Chapter Meeting prior to elections. The Chairman of the meeting shall accept further nominations from the floor. The length and the number of nominating speeches and candidate speeches shall be governed by the Chapter's Standing Rules. Each member of the Ohio Chapter of NAPUS who is present and is registered at the time of election shall have one vote. Proxy votes shall not be allowed. A plurality vote shall elect. The immediate Past-President shall be an Officer because of the previous position held. No election to this office shall be necessary. If ballots are used, a write-in candidate shall be eligible for election. Candidates for office or members of the Nominating Committee mav not count ballots. A candidate for office or his designee may observe the ballot counting procedure. The numerical tally of ballots for any candidate for office shall be made known to any NAPUS member who requests such information. ARTICLE SIX ORDER OF BUSINESS At Executive Committee meetings and, where feasible at the Annual Meeting of the Chapter, the following shall be the order of business: Call to Order - Invocation and Pledge of Allegiance - Roll Call of Officers -Announcements of Convention Committees - Adoption of Rules - President's Report - Report of the Secretary/Treasurer - Reports of Committees - Unfinished Business - Election of Officers - New Business - Installation of Officers Benediction Adjournment ARTICLE SEVEN - PRINCIPAL PLACE OF BUSINESS The principal place of business of the Ohio Chapter, NAPUS, shall be located at the office of the duly elected Secretary/Treasurer of the Association. ARTICLE EIGHT OFFICERS The Officers of the Chapter shall be President, Executive Vice President, First Vice President Second Vice President, Secretary/Treasurer and Past President. The Chapter President and the Secretary/Treasurer shall each serve two-year terms of office. Election of the President and of the Secretary/Treasurer shall each be accomplished in alternate years, their terms of office shall begin on the first day of January subsequent to the Chapter Convention and shall continue until January first, two years later, or until a successor shall have been elected. The President may not serve consecutive terms. Each Vice President's term of office shall begin on the first day of January subsequent to the Chapter Convention and shall continue until January first, the following year; or until a successor shall have been elected. Each Vice President shall be elected for a one- year term.. Vice Presidents shall not serve more than two consecutive terms in the same office. Serving six (6) months, or less, to complete a predecessor's term shall not be considered with respect to limitation of tenure of any office except Past President. All officers except the Secretary/Treasurer shall serve without compensation. The Secretary/Treasurer shall be reimbursed for miscellaneous expenses not normally covered by the Chapter, a total not to exceed $100.00 per month. ARTICLE NINE - EXECUTIVE BOARD The Executive Board shall consist of the Officers plus the District Directors elected from the NAPUS Districts, the Editor, the Legislative Chairman, Service Representative. Postmaster Retired President, Postmaster Representation Chairman, Membership Chairman and any member elected to any National Office of NAPUS. The Executive Board shall control the affairs of the Chapter between conventions and shall decide all questions not determined by the Chapter in convention assembled. They shall serve without compensation, provided however, that the President will appropriate whatever sums are available and not otherwise appropriated to meet expenses, which may be incident to the administration of the Chapter affairs. The Executive Board shall meet at least two times a year and more frequently if conditions require The President shall call a meeting of the Executive Board not later than 90 days after taking office. The President shall be ex-officio the Chairman of the Executive Board and the Secretary/Treasurer shall be ex-officio the Secretary of the Executive Board. ARTICLE TEN - NAPUS DISTRICT The Chapter shall be comprised of Districts, as determined by the Chapter Executive Board to be functional. Each District shall elect a District President, a Secretary/Treasure and a District Director. Upon direction from the Chapter President, the NAPUS District President shall stimulate interest in and the promotion of All State Chapter activities within his district in cooperation with any other duly elected representatives of the district. The District President shall be responsible for calling at least two (2) district meetings a year to promote the State Chapter's activities and to stimulate interest in NAPUS. One of these meetings shall be held by November 15th for the purpose of electing officers and certifying same to the State Secretary/Treasurer by the 15th of November and for any other business of the district. The minutes of all district meetings held shall be forwarded to the State Secretary/Treasurer in time for inclusion in the next "Buckeye Postmaster". The District Director shall be responsible for membership in the district and for appointing county membership chairman with the district. District Directors shall serve a term of two years. Even, numbered Districts shall elect a District Director to begin a term of office on January first of each even number year. Odd numbered Districts shall elect a District Director to begin a term of office on January first of each odd numbered year. A District Director shall not serve more than two consecutive terms. The District Director shall be a member of the Chapter's Executive Board. The District's President and the District Director may be one and the same person. Should the office of the District Director be vacated at any time by death, resignation or retirement from the Postal Service, the District President shall assume the duties of District Director until a new election can be held within the District. In the absence of a District President, the Chapter President shall appoint an interim President until a new election can be held within the District. In the event that a District Director office shall be temporarily vacant, or a District Director shall not be able to attend an Executive Board Meeting, the District President, after consultation with the District Director, shall appoint a NAPUS member from the District to act as District Director at the meeting. The pro-tem District Director shall attend the Executive Board meeting and have all the rights, privileges and responsibilities of the District Director office during the meeting. ARTICLE ELEVEN - PRESIDENT The President shall: preside at all meetings of the Chapter; call special meetings when deemed advisable; appoint committees provided for herein; appoint an Editor, an Assistant Editor, a Legislative Chairman, a Service Representative, a Postmaster Representative, a Membership Chairman, and all other committees not in conflict therewith and necessary for the proper conduct of the business of the Chapter, request reports from time to time of the Secretary/Treasurer; and perform all other duties as may pertain to this office. All appointments made by the President shall be subject to approval by the Executive Board. Should the office of the President or Secretary/Treasurer be vacated, the incumbent Secretary/Treasurer or President shall notify Members of the Executive Board, who immediately shall meet and elect one of the duly elected vice-presidents to fill the unexpired term. ARTICLE TWELVE - VICE PRESIDENTS The Chapter vice-presidents in order of rank, shall preside at any meeting where the President is absent. They shall represent the President whenever so asked and shall perform such other executive duties as may be requested by the President. In event of vacancy in the position of any of the vice-presidents from any cause whatsoever, the same shall be filled by appointments by the President with approval of the Executive Board. The vice-presidents should be selected from different parts of the state unless extenuating circumstances exist. Each vice-president shall have assigned to him, by the President, the responsibility of supervising the work of the NAPUS Districts as follows: Executive vice-president Three NAPUS Districts; First vice-president Four NAPUS Districts; Second vice-president Four NAPUS Districts. It is the duty of the vice-presidents to stimulate the Chapter's activities in the assigned NAPUS Districts through the District Directors and to see that a continuing effort is made to promote and develop membership in the assigned district. The President may designate one of the vice-presidents to serve as Membership Chairman to be responsible for overseeing the membership activities in the state. ARTICLE THIRTEEN - SECRETARY/TREASURER The Secretary/Treasurer shall perform each and every duty commonly incident to the office of a Secretary/Treasurer combination of a membership corporation. He shall: have charge of the books and records of the Chapter; issue all memberships; collect all dues and assessments; record the proceedings of all conventions and meetings of the Executive Board; deposit all moneys of the Chapter in a bank approved by the President and withdraw such moneys by check or draft with approved vouchers and receipts or register tapes by the Chapter President; keep accurate account of all receipts and disbursements in detail. At each meeting the Secretary/Treasurer shall present each member of the Executive Board a comprehensive, written account of all transactions and of the financial condition of the Chapter. The financial records shall be made available to the membership at the annual Convention if requested or at any other time that is mutually agreeable to the Secretary/Treasurer and the requester. A complete financial statement shall be published in the "Buckeye Postmaster" in the issue prior to the annual Convention. The Secretary/Treasurer shall ensure that the Membership Chairman is advised of the new Postmaster and OIC appointments in a timely manner. He shall be responsible for Associate Membership and shall solicit retiring Postmasters for membership. The Secretary/Treasurer shall advise the President whenever any of the budgeted appropriations is nearing, depletion. The newly elected Secretary/Treasurer shall audit the Financial Records each year prior to receipt of such records. Qualified volunteers of professionals shall do the audit. ARTICLE FOURTEEN - COMMITTEE ON POSTMASTER REPRESENTATION At the First Executive Board meeting each year the Chapter President shall appoint, subject to the approval of the Executive Board, at least six (6) Ohio NAPUS members in good standing to serve on the committee on Postmaster-Representation. At least one member shall be selected from each of the Districts of the U.S. Postal Service in the State of Ohio. The President shall appoint a Postmaster Representative Chairman, subject to the approval of the Executive Board. The appointment shall be made at the first Executive Board meeting each year. Upon request, it shall be the duty of the Committee on Postmaster Representation to advise, counsel and assist all Ohio Postmasters and NAPUS members in the resolvement of official concerns and to mobilize the strength, prestige, stature and effectiveness of this Chapter in furthering and protecting the interest of the Postmasters and members of the Chapter. The Chapter shall maintain a fund to pay these Committee members for expenses incurred in the fulfillment of their duties. Administration of this fund shall be spelled out m the Chapter's Standing Rules. ARTICLE FIFTEEN - EDITOR The Editor shall: issue Chapter Publications as shall be decided upon by the Executive Board; publish Chapter news including as much as is practical and of general interest from District. County and other Chapter groups; cooperate with the President, the Secretary/Treasurer and the Membership Chairman in the promotion of anything for the welfare of the Chapter. The Editor shall be reimbursed for necessary expense in the conduct of the office upon such expense being approved by the Executive Board. ARTICLE SIXTEEN - BUDGET AND FINANCE COMMITTEE The Budget and Finance Committee shall create a tentative budget prior to the first Executive Board meeting of each calendar year. The committee shall present a comprehensive tentative budget for the following 12 months to the Executive Board at the first Executive Board meeting of each year. The Board may increase, decrease or eliminate any line item. It may also add any line item that it feels is necessary. A motion to accept the budget as originally presented or as amended shall require approval of 2/3 of the votes of those present and voting. The Secretary/Treasurer-elect shall chair the committee. The rest of the committee shall be made up of the President-elect, the immediate Past Secretary/Treasurer, the Executive Vice President-elect and the Editor. The final approved Budget shall be published in the issue of the "Buckeye Postmaster" following its adoption by the Board. The Budget will provide a maximum of 30 cents per member per month to be set aside specifically for the State Convention Expenses. ARTICLE SEVENTEEN EXPENSES The allowable expenses for the Chapter Officers and the Editor to attend the National Convention, State Convention, the IKO Conference, the National Leadership Conference and Legislative Rally and Fifteen (15) States Conference and the Eastern Regional Conference shall be explained in the Ohio Chapter's Standing Rules. These expenses shall also be listed in the Annual Chapter Budget. Additional rules regarding income and expenses shall be listed in the Chapter's Standing Rules. ARTICLE EIGHTEEN - SPECIAL ASSESSMENTS In event of any financial emergency in the affairs of the Chapter, the Executive Board may, by a two-thirds vote of its members, levy a per capita assessment upon the membership, provided that any such assessments shall not exceed the sum of 10 percent of the yearly dues. Associate members cannot be assessed. ARTICLE NINETEEN - SERGEANTS-AT-ARMS At the opening of each Convention, the President shall appoint Sergeants-at-Arms for the Annual-meeting. It shall be their duty to maintain order and to perform such other duties as may be incidental to the office or as may be designated by the President. ARTICLE TWENTY - REMOVAL FROM OFFICE A motion at an Executive Board meeting or at the Annual Convention to rescind the election of an Executive Board member shall require approval by 2/3 of those present and voting. Advance notice of such motion shall not be necessary. ARTICLE TWENTY-ONE - STANDING RULES The Chapter shall formulate "Standing Rules" to control details of administration of the Chapter. These rules shall remain in effect until amended or rescinded. A Standing Rule may be created at any executive Board meeting or at the Annual Convention by a majority vote of those present and voting. A Standing Rule may be amended or rescinded at an Executive Board meeting or at the Annual Convention by a. 2/3 positive vote of those present and voting- A Standing Rule may not conflict with the Chapter Constitution, but a Standing Rule may supersede "Robert's Rules of Order". A copy of the Chapter Constitution and a copy of the Chapter Standing Rules shall be included in the registration packets distributed at the Annual. Convention. ARTICLE TWENTY TWO - QUORUM A Quorum at an Executive Board meeting shall be a majority of the voting Board members. ARTICLE TWENTY-THREE - INTERPRETATION If, between conventions, it should develop that any part of this Constitution is found to be ambiguous or in conflict, or require clarification, it shall be the duty of the Executive Board to interpret and clarify the particular section of sections, subject at all times to final determination of the Chapter, either in convention or by referendum. A two-thirds vote of the Executive Board shall be necessary in any such decision. ARTICLE TWENTY-FOUR - AMENDMENTS A proposed change or a proposed amendment must be read on the first business day of the Annual Convention. The proposed change or amendment to a Constitutional Article or creation of a new Constitutional Article shall be brought to a vote on the last day of the Convention. A two-thirds (2/3) positive vote of those members present registered and voting shall be necessary for adoption. ARTICLE TWENTY-FIVE - RULES OF ORDER Robert's Rules of Order, latest edition, shall prevail whenever an issue occurs that is not covered by this Constitution, the Chapter Standing Rules or the National N APUS Constitution does not cover that. 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