|
|
COLLEGE AND UNIVERSITY MAIL SERVICE
ASSOCIATION
BYLAWS
ARTICLE
1 NAME, PURPOSE, AND OBJECTIVES
Bylaw 1.1
The name of this organization shall be the College and
University Mail Service Association, hereinafter designated as
CUMSA
Bylaw 1.2
The objectives of CUMSA shall be:
a)
to promote, develop, and unite
educational postal employees
b)
to facilitate cooperation and
communication between its members
c)
to provide a means through which CUMSA
members’ knowledge and experience can be united for the benefit
of all CUMSA members
Bylaw 1.3
CUMSA shall be nonpartisan, nonsectarian, and not for profit
association
ARTICLE II MEMBERSHIP
Bylaw 2.1
The membership of CUMSA shall be open to all educational that
institution have curriculum
leading to an certificate of degree. The
Membership Committee as described in Bylaws Article 7 will be
responsible for the approval of all
membership requests.
Bylaw 2.2
Membership of CUMSA is divided into following categories:
A)
Active Membership
B)
Associate Membership
C) Retired Membership
Bylaw 2.3 Active
Membership is open to any college or university as described in
Bylaw 2.1 to be
represented by individuals
responsible for and/or managerially
associated with the operation of a college or university mail
service department and
directly responsible to and paid directly by the college or
university. Active members have voting privileges
and can hold office or be elected to
the Board of Directors.
Bylaw
2.4 Associate membership
is described as a college or university meeting requirements in
Bylaws Article 2.1, but with
dues unpaid for the current year.
Associate members do not have voting privileges and shall not
hold office or be
elected to the Board of Directors.
Associate members can become Active Members by paying dues for
the current
year.
Bylaw 2.5
Retired Membership is described as a person who has been an
active member as describe in Bylaw Article 2.1, but
has fully retired from said college
or university and the mailing industry in total. Retired
members do not have voting
privileges and shall not hold elected
office or be elected to the Board of Directors. Retired
members may serve on
committees but not chair any
committee they serve on.
Bylaw 2.6
Vendors of mail services equipment or independent contractors
providing mail services to member institutions may be
invited to participate in the CUMSA
Annual Conference by the Board of Directors or President of
CUMSA, but are
not eligible for CUMSA membership.
ARTICLE III
MEETINGS
Bylaw 3.1
CUMSA shall hold an Annual Conference each year at a time and
location determined by the Board of Directors.
The CUMSA Annual Conference will normally be hosted by
member college or university. During
this conference, the general membership business
meeting will be conducted.
Bylaw 3.2
Additional meetings of CUMSA may be called
from time to time by the President with Board of Director
approval.
Bylaw 3.3
Notice of CUMSA Annual Conference shall
be published to the membership at least sixty days prior to the
meeting.
Bylaw 3.4 At
any CUMSA Annual Conference, Active Members present shall
constitute a quorum for the transaction of
business.
ARTICLE IV
OFFICERS/ELECTION OF OFFICERS
Bylaw 4.1
The officers of CUMSA shall be President, President-elect,
Secretary, and Treasurer, all of whom shall be elected from among the Active Members of
CUMSA.
Bylaw 4.2
Officers shall be elected by ballot mailed to all Active
members prior to CUMSA Annual Conference,
in the event of no majority on the
first ballot, additional ballots shall be taken at once until an
election occurs. ballot results will be announced and
officers will begin serving terms beginning July 1st.
Officers may have to serve until the election of successors.
Bylaw 4.3
Nominations shall be taken by the nominations Committee.
Officers shall be elected by a simple majority of
Active Members present and in good standing as stated in Bylaws
Article 2.3. Active
Members nominated as officers
shall have a minimum of three years
Active Membership.
Bylaw 4.4 The
President of CUMSA shall have the right to appoint a qualified
member to fill any office vacancy that may occur.
Bylaw 4.5 The
Secretary and Treasurer of CUMSA may succeed themselves if
nominated and elected by the membership.
Bylaw 4.6 The
Nominations Committee shall be composed of at least three
members: one Past President when possible, and two
Active Members-at-large. At least twenty-one days prior to the
CUMSA Annual Conference, the Nominations Committee shall submit to the membership one person for each
office to be filled.
ARTICLE V DUTIES OF
OFFICERS
Bylaw 5.1 It
shall be the duty of the President to preside at all meetings
and to enforce all Bylaws and regulations relating to
the administration of CUMSA. Primary
responsibilities include:
a).
the coordination of all CUMSA internal and external affairs
include managing the daily operations.
b). the President shall call the
CUMSA Annual Conference and may call additional meetings as
described in Bylaws Article 3.2
c).
the President shall be ex-officio of all committees and shall
appoint all standing and ad hoc committees and each
committee shall have such authority as delegated by the
President.
Bylaw 5.2 In
the absence of the President, the President-elect shall have all
of the powers and prerogatives of the President. The
President-elect shall be the planning officer
and shall coordinate all planning
activities of CUMSA to obtain efficient
and timely results and shall perform such duties as may be
assigned by the President. This provides a
learning experience for the President-elect who moves
into the office of President at the end of the current year.
Bylaw 5.3 The
Secretary shall:
a)
be the custodian of CUMSA records
b)
record the minutes of all CUMSA
meetings
c)
prepare and distribute copies of the
minutes to each institution represented by the membership (one
copy per college or university)
d)
supervise
the entering of all resolutions and proceedings of meeting, or
of any committee into the proper books of CUMSA.
e)
conduct all
correspondence related to CUMSA, issue all notice of meetings,
and perform all duties as the President may direct.
Bylaw 5.4 The
Treasurer shall:
a)
be
responsible for the financial affairs of CUMSA.
b)
receive and disburse all funds
c)
be
custodian of all property.
d)
maintain
the financial records of CUMSA and the present
reports on the financial records of CUMSA at each CUMSA Annual
Conference.
e)
maintain a
register of CUMSA members which shall contain the business
addresses of members..
f)
mail CUMSA
dues statements sixty days prior to the start of the business
year.
g)
perform all
other duties ordinarily pertaining to the office of Treasurer or
delegated to the Treasure by the President.
ARTICLE VI BOARD OF
DIRECTORS
Bylaw 6.1 The
CUMSA Board of Directors will consists of current officers, the
Immediate Past President, standing
committee chairs, and four Active
Members-at-large. Votes for the four Active Member-at-large
will be by the Active Membership on the same ballot as
candidates for office. Board of Directors members may serve
consecutive terms if any of the above
conditions are met
Bylaw 6.2 The
President will be considered the Chairman of the CUMSA Board of
Directors and shall call meetings
and set
agendas. The Secretary of CUMSA will
be considered the Secretary of the Board of Directors and shall
record minutes of each meeting. The Board of
Directors shall meet at least twice a year.
Bylaw 6.3 The
duties of the Board of Directors shall be to assist the
President in the control and management of CUMSA, to act on
matters involved with the
expenditures of funds, and to consider and make recommendations
to be presented to the
voting body. The Board of directors
is authorized to speak for CUMSA on matters concerning federal
legislation, United
States Postal Service policies, or in other capacities as deemed
necessary.
ARTICLE VII COMMITTEES
Bylaw 7.1
Committees shall be formed to carry out assigned tasks.
Committees shall not have the power to adopt policies or make
financial or other commitments
without approval of the Board of Directors. The function and
duties of committees may be added to or changed as
directed by the Board of Directors.
Bylaw 7.2 Standing
committees shall be the Publications Committee, Membership Committee. The Board of Directors will appoint
the Chairs of these standing
committees. Ad Hoc committees shall be approved by the
President as needed.
Bylaw 7.3 The
President shall be a member of each committee.
ARTICLE VII FINANCE, DUES,
AND FEES
Bylaw 8.1 The
fiscal year shall be July 1 through June 30.
Bylaw 8.2 Active
Membership dues shall be determined by the Board of Directors
and announced for the coming fiscal year at CUMSA Annual Conference.
Bylaw 8.3 Notice
of dues shall be sent to each member by the Treasurer as
described in Bylaws Article 5.4.
Bylaw 8.4 All dues
shall be remitted to the CUMSA Treasurer by October 31.
Bylaw 8.5
Registration fees for CUMSA Annual Conference shall be charged
to each attendee at each meeting to cover the incidental
expenses to CUMSA.
Bylaw 8.6
Registration fees shall vary depending on facilities available
and expenses the host school will incur. Notice of specific registration fees will be
included with the CUMSA Annual Conference notice published to
the
membership sixty days prior to CUMSA
Annual Conference.
Bylaw 8.7 In the
event CUMSA has excess of receipts over disbursements, it may
retain such excess and use any excess in accordance
with CUMSA purpose and objectives as set forth in CUMSA
Bylaw Article 1, except that any such excess
shall first be used to repay schools any costs incurred by
hosting a meeting and which are not covered in registration
fees.
Bylaw 8.8
Distribution of funds shall be handled by the following method:
a)
less than
$100 for routine expenses is paid by the Treasurer.
b)
$100 to $ 500 shall require written or
e-mail approval by the President.
c)
$ 500 to $1000 shall require written
or e-mail approval of the President and President-elect.
d)
$1000 or more shall require written or
e-mail approval of a majority of the Board of Directors.
ARTICLE IX AFFILIATIONS
Bylaw 9.1 CUMSA
shall establish affiliations with other regional or national
organizations as deemed appropriate by the
Board of Directors.
Bylaw 9.2 CUMSA
shall provide an Active Member each year as a representative to
the National Association of College and University Mail
Services (NACUMS). This representative will serve on the Board
of Directors of NACUMS with all the
authority as other elected NACUMS board members. The role of
this representative will be to share the concerns
and interests of CUMSA on a national
level. The representative shall provide communications on
activities with NACUMS to the CUMSA general
membership.
Bylaw 9.3 The
currents CUMSA Board of Directors shall be responsible for the
selection of the Active Members to serve with
any affiliations.
ARTICLE X AMENDMENTS
Bylaw 10.1 CUMSA
Bylaw may be amended at any CUMSA Annual Conference by a
two-thirds affirmative vote by those member
institutions present or by a ballot
meeting to all Active Members.
Revised April 2002
|
