New Hampshire Chapter

National Association of Postmasters of the United States

Constitution and By-Laws

 

Preamble

For the purpose of advancing the United States Postal Service to a high standard of practical efficiency and economical operation in the interest of the public welfare, the Postmasters of the State of New Hampshire hereby organize themselves into an Association.

We pledge ourselves to aid and assist the United States Postal Service in providing the best possible service to our customers and to work with high purpose to promote and maintain the highest standard of postal operations.

 

Constitution

Article I: Name

            This Association shall be known as the New Hampshire Chapter Number 28, National Association of Postmasters of the United States.

 

Article II: Purpose

            The object of this chapter is to aid in the improvement of the United States Postal Service, as recited in the Preamble of this Constitution, and for the mutual exchange of ideas and friendship between members of this Association and Officials of the United States Postal Service and to maintain a friendly, working relationship with all employees.

 

Article III:  Membership and Dues:

 

Section 1

            Any Postmaster or Officer in Charge, designated by the United States Postal Service to carry out the duties of a Postmaster at a Post Office in New Hampshire, shall be eligible for membership in this Chapter, and may become a member thereof upon payment of the annual dues in advance, such payment being either in cash or dues withholding, as assessed by the National Association of Postmasters of the United States. Such members shall have the right to vote and hold office.

 

Section 2 

            Each membership fee shall include a one (1) year subscription to the Postmaster Gazette and twelve monthÕs dues to the National Association of Postmasters of the United States and the New Hampshire Chapter. No member shall be entitled to the privilege of the floor at any meeting unless dues are paid in full.

 

Section 3

            Classes of members include Active Members, Associate Members, and Honorary Members.

            Active members include any current Postmaster or OIC.

            Associate members include any member who has been honorably separated or transferred, any PMR, and any retired Postmaster who was a member prior to retirement date. Such members shall not have the right to vote or hold elected office but shall be privileged to attend all meetings.

 

Section 4

            The Executive Committee, by vote, may admit to Honorary Membership any person not otherwise eligible, who in their opinion has rendered outstanding and note-worthy service to the Chapter.

 

Article IV: Officers

           

Section 1   Elected Officers

            The elected officers of the New Hampshire Chapter shall be (a) President, (b) Executive Vice President, (c) Secretary-Treasurer, and (d) Editor of the Granite State Postmaster.

 

Section 2   Appointed Officers

            The Chapter President shall appoint the following officers:

Membership Director

Service Representative

Six Zip Code Area Vice-Presidents (030-031), (032-033), (034), (035), (036-037), (038)

State PAC Chairman

State Legislative Chairman

Postmaster Representative

Career Development/State Convention            Chair

The above are annual appointments. The Area Vice Presidents serve without rank.

 

Section 3    Executive Committee:

            The Executive Board shall consist of the Elected Officers, the Appointed Officers, and the Associate Member Representative.

 

Section 4   Salaries

            All Officers shall serve without compensation.

 

Section 5   National Convention Expenses

            The President, Secretary-Treasurer, and Editor shall be allowed transportation costs (the round trip economy class airfare offered by NAPUS official travel agency or mileage for a privately owned vehicle at the prevailing Postal Service mileage rate- (whichever is least expensive), per diem at the prevailing NAPUS National Office rate, and lodging not to exceed the lowest room rate available (double occupancy) in the Headquarters hotel. These expenses shall not exceed the duration of the convention.

 

Section 6 Leadership Conference

            The Chapter will pay the travel as defined in Section 5, transportation costs, lodging at 50% of the prevailing room rate at the host hotel or a substitute hotel approved by the chapter president, and per diem at the NAPUS National Office daily rate for each Officer or Member requested by notice to attend. These expenses shall not exceed the duration of the conference. Those Officers/Members who are normally requested to attend include: President, Secretary-Treasurer, Editor, Legislative Chairman, Membership Chairman, Service Representative, PAC Chairman, Career Development Chairman, and President of Retirees.

 

 

Section 7

            The Chapter will pay for registration and the lodging and meals package for the duration of the State Convention for the President, Secretary-Treasurer and Editor.

 

Section 8

            A reasonable allowance for 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.

 

Article V: Duties of the Officers

 

Section 1 President

            The President shall be the Executive Officer of this Chapter. He shall:

Preside at all meetings of the Chapter and Executive Committee

Call special meetings of the Chapter when requested to do so in accordance with Article VIII, (b)

Appoint all committees necessary for the proper handling of the business of the Chapter

 Require that the Constitution of the Chapter be observed

Request needed reports from all officers and committees of the Chapter

Approve all vouchers upon the Secretary-Treasurer of the Chapter

In general perform all other duties as may pertain to the office

Appoint ZIP Code Area Vice-Presidents, with the approval of the Executive Committee, for designated ZIP Code Areas in the state. The Area VPÕs will take charge of all activities within their respective Zip Code Areas and shall assist in the conduct of the annual membership drive. They shall perform other duties as assigned and be responsible to the Chapter President.

 

Section 2 Executive Vice President

            In the case of the absence, death, resignation or removal from office of the President, the Executive Vice President shall immediately assume all of the duties and responsibilities enumerated in Article 5, Section 1. The Executive Vice President shall oversee the Zip Code Area Vice Presidents, coordinate the activities and meetings of the Area Vice Presidents, and work with them to promote new membership.  The Executive Vice President shall perform such duties as may be assigned by the President or Executive Committee.

 

Section 3 Secretary-Treasurer

The Secretary-Treasurer shall attend all meetings of this Chapter and of the Executive Committee and such other committees as he/she may be directed to attend by the President. He/She shall keep minutes of all meetings in a neat and orderly manner, specifically in chronological order contained within a 3-ring binder, and such other records as may be committed to his/her care. He/she shall incur no indebtedness, nor shall he/she enter into any agreements or contracts in the name of this chapter, unless authorized to do so by the President, the Executive Committee, or the Chapter. He/she shall perform such other duties as usually pertain to the office of Secretary-Treasurer.

The Secretary-Treasurer shall also be the custodian of all records, monies and other funds of this Chapter. All annual dues shall be payable to the Secretary-Treasurer and he/she shall deposit same, together with any other funds belonging to the Chapter, in the name of the Chapter, in a depository designated by the Executive Committee or the President. He/she shall well and faithfully keep the book of accounts showing the amounts received and expended and shall pay no monies out of the funds of the Chapter except on authority of the President or the Executive Committee. He/she shall make a report annually to the Chapter at its convention meeting and at such other times as directed by the President, and shall prepare a written report of the financial condition of the Chapter for publication in the first issue of the Granite State Postmaster following the annual meeting.

The Secretary-Treasurer must be bonded at the expense of the Chapter.

 

Section 4 Editor

The Editor of the Granite State Postmaster shall be responsible for all activities connection with the publication and distribution of the Chapter newsletter with dates of issue to be determined by the Executive Committee.

 

Section 5 Membership Director

            The Membership Director shall be responsible for conducting an annual membership campaign and shall, at all times, promote programs to both maintain and increase membership. He/she shall be responsible for all membership activity under the direction of the President or Executive Committee.

 

Section 6 Associate Member Representative

            The Associate Member Representative shall speak for those members in all matters of interest and concern to them and shall perform such other duties as directed by the President or Executive Committee.

 

Section 7 Zip Code Area Vice Presidents

            The Zip Code Area Vice Presidents shall:

            a. Report to the Executive Vice President

b. Contact the membership chair as soon as a Postmaster appointment is announced

c. Contact the new Postmaster as soon as possible to offer congratulations

Offer help to the new Postmaster and help them get acquainted with other Postmasters

Invite and encourage the new Postmaster to join NAPUS

Write articles for the Chapter newsletter to inform membership of events in the area, such as meetings

Establish and maintain contact with Congressional Representatives and Senators.

Be informed about NAPUS services and work with the state Service Representative to assist members

Perform other duties as assigned and be responsible to the Chapter Executive Vice President.

 

Section 8 Executive Committee

            The Executive Committee shall have the sole control of the affairs of this Chapter in the interim period of annual or other duly called meetings of the Chapter and shall make rules for the proper conduct of the Chapter which do not conflict with the Constitution and By-Laws or other duly recorded action or regulation enacted by the Chapter. Nothing herein shall limit the power of the President to act during the recess of the Executive Committee.

A quorum of the Executive Committee shall consist of eight (8) members present at a meeting.

 

 

 

Article VI: Election of Officers:

 

Section 1

            The election of officers shall take place at each annual meeting of the Chapter and it shall require a majority of the votes cast to elect. All contested elections shall be by ballot.

 

Section 2

            Only nominated candidates can be voted upon. Any member of this Chapter may nominate a candidate for any elective office from the floor of the meeting but this provision does not preclude or prohibit recommendations being made by a committee on nominations.

 

Section 3

            Any and all vacancies shall be filled by the Executive Committee except as herein provided.

 

Article VII: Term of Office

 

            The offices of President and Executive Vice President shall be elected for a one (1) year term. The offices of Editor shall be elected for a two (2) year term in odd numbered years and Secretary-Treasurer shall be elected for a two (2) year term in even numbered years. The President and Executive Vice President shall hold office for one (1) year beginning on January 1 of the year immediately following the Annual Convention at which they were elected. The Secretary-Treasurer and Editor of the Granite State Postmaster shall hold office for two (2) years beginning on January 1 of the year immediately following the Annual Convention at which they were elected. All appointed officers shall hold office for one (1) year beginning January 1 of the year immediately following the Annual Convention.

 

Article VIII: Convention Site Selection Committee

           

            The President shall appoint a Chairman and two additional members of the Site Selection Committee. The duties of this committee are to ascertain bids and price quotations for the conduct of our Annual Chapter Convention one (1) year in advance. The Chairman of the Site Selection Committee shall present these quotations to the Executive Committee at their meeting the first day of the Convention. The Executive Committee shall then select three (3) finalists who shall be presented to the Business Session of the Convention for final selection by vote of the Chapter members present.

 

Article IX: Meetings

 

Section 1

            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.

 

Section 2

            Special meetings may be called by the President with the consent of the Executive Committee or by him on written request of fifteen (15) or more members in good standing. Due notice shall be provided the members of such meetings.

 

Section 3

            The Annual or Convention Meeting shall be held at such a time and place as may be selected by vote at the Business Session of the Chapter Convention.

 

Article X: Budget

 

            The President of this Chapter shall appoint a committee of three (3) or more, if so directed by the Executive Committee, which shall be a Budget Committee and shall prepare an annual budget within ninety days following the close of the Annual Convention meeting together with recommendations relative to the raising of funds.

 

Article XI: Annual Audit

 

            The President, with the consent of the Executive Committee, shall arrange for an annual audit of the books and accounts of the Secretary-Treasurer with a report to be made at each Annual Meeting of the Chapter.

 

Article XII: Amendments

 

            The Constitution may be altered or amended at any Annual Meeting by a majority of votes of members in attendance. All proposed amendments must be submitted in writing to the Chairman of the Constitution and By-Laws Committee at least fifteen (15) days prior to the Annual Meeting and be signed by three (3) or more members in good standing.

 

Article XIII:

 

            Section 1 Quorum

                        Twenty (20) members of this Chapter, who are in good standing, shall constitute a quorum for the transaction of Chapter business provided all members have been notified in writing of such Chapter meeting.

 

            Section 2 Order of Business

 

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

 

Section 3 Installation of Officers

                       

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

 

Section 4 Adjournment

 

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

 

Section 5 Amendments

 

            These By-Laws may be amended at any time by a majority vote of the members present at the Annual Convention.

            Parliamentary Procedure – RobertÕs Rules of Order – shall govern the deliberations of this Association.

 

 

 

 

Amended June 9, 2010 ÉÉÉ.. Michael Renkert Postmaster Rumney