By-Laws Officer: Pam Bardell

Bylaws of the Illinois Chapter of the United Postmasters & Managers of America (UPMA)

Adopted November 1st, 2016

Amended May 17th, 2017 in Peoria, Illinois (Articles IV, V, IX and XI)

Amended May 18th, 2018 in Peoria, Illinois (Article XIII)

Amended July 11th, 2020 in Peoria, Illinois (Article XIII)

Amended March 20, 2021 in Northbrook, Illinois

Preamble

The purposes for which this Chapter is organized as a part of the national organization, United Postmasters and Managers of America (UPMA) Retired, shall be to promote, assist and instruct retired Postmasters and Managers in all areas of personal and related items of interest or concern and to work cooperatively in the advancement of national UPMA Retired aims and goals.

Article I Name

This organization shall be known as the Illinois Chapter of United Postmasters and Managers of America (UPMA) Retired.

Article II Membership

Any person as designated by the UPMA Retired Bylaws 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 III Meetings

The Annual Convention of this Chapter shall be held in conjunction with the UPMA Illinois Chapter Annual Convention. Special meetings may be called by the President, and shall be called on the request by a majority of the Executive Board or on demand in writing of ten (10) percent of the paid up membership of this Chapter. The Chapter Secretary shall give notice of meetings to members of the Executive Board 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.

Article IV Election of Officers

Section 1: The elected Chapter officers shall be a President, an Executive Vice President, one Vice President, and a Secretary/Treasurer.

Section 2: The President, Executive Vice-President, one Vice President and Secretary/Treasurer shall be elected at the annual Chapter Convention to serve a term of 2 years or until a successor is elected to the position. An elected officer may not serve a consecutive term in the same office. The term of office shall commence on November 1 and will end on October 31st.

Section 3: The election of officers shall be conducted at the annual Chapter Convention. Candidates to be elected to respective offices must be present when their name is placed in nomination. Members in good standing who are registered for the annual Chapter Convention and present when ballots are cast are eligible to vote in Chapter officer elections. Elections shall be by majority vote cast by ballot. In the event that no majority is reached, the two candidates with the most votes will compete in a run-off election. Where no contests exist, election may be by acclamation.

Article V 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. The President shall receive such compensation for their services as the Executive Board may provide. The President shall be elected to one two-year term in odd numbered years or until his/her successor is elected.

Article VI 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 may be a separately elected position. Should the office of the President be vacated, the Executive Vice President will serve the remaining term. This would not exclude that person from seeking a full elected term as President. The remaining term of the vacant position of the Executive Vice President shall be filled by the elected Vice President. In addition, the Executive Vice President will serve as the Membership Chair for the Chapter. It shall be their duty to promote membership for the organization and ensure that the Chapter always has a strong membership.

The Executive Vice President shall be elected to one two-year term in even-numbered years or until his/her successor is elected. The Executive Vice President will also assist the State Convention Chair- person arranging events/programs for the retirees at the annual convention.

Article VII Vice President

One Vice President is elected by the Chapter. The Vice President will serve as the Bylaws Chair. It will be their duty to receive, evaluate, and recommend for official action all proposals for amendment of the Bylaws. If a vacancy should occur in the office of Vice President, the President with the consent of the executive board shall appoint a replacement to fill the unexpired term. This would not exclude any person, filling an unexpired term, from seeking a full elected term as Vice President. The Vice President shall be elected to one two-year term in odd numbered years or until his/her successor is elected. The Vice President will chair the Scholarship Committee. In the event that a relative of the Vice President is an applicant for a scholarship, the Vice President will be recused, and the Immediate Past President will chair the Scholarship Committee. 

Article VIII Secretary/Treasurer

Section 1: The Secretary/Treasurer shall take the minutes of meetings, handle correspondence, and make reports as required and other duties as assigned by the President and shall receive such compensation for their services as the Executive Board may provide.

Section 2: The Secretary/Treasurer shall keep all financial records; have custody of all funds; deposit and withdraw them upon approval of the President and shall keep accurate and complete accounts, vouchers and receipts, provide a financial statement at the annual meeting of the Chapter and perform other duties incident to the office of Secretary/Treasurer.

Section 3: The Secretary/Treasurer shall be bonded as required and approved by the Executive Board and shall receive such compensation for their services as the Active Executive Board may provide. This coincides with Article X.

Section 4: The Secretary/Treasurer shall be elected to one two-year term in even-numbered years or until his/her successor is elected. If a vacancy should occur in the office of Secretary/Treasurer, the President with the consent of the executive board shall appoint a replacement to fill the unexpired term. This would not exclude any person, filling an unexpired term, from seeking a full elected term as Secretary/Treasurer.

Article IX Executive Board

Section 1: The officers of this Chapter shall be a President, the Immediate Past President, Executive Vice President, one Vice President, and a Secretary/Treasurer. The Immediate Past President shall serve a term of 2 years beginning on the first day a newly elected President assumes office, or until the President’s successor is elected. These officers shall constitute the Executive Board and the governing body of the Chapter. With the exception of the Executive Vice President, all Executive Board members will serve on the Scholarship Committee. Should the family member of an Executive Board member be an applicant for a scholarship, the board member will be recused.

Section 2: 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, it shall be the power of the Executive Board to authorize necessary expenditures; to audit all accounts; approve the expenses of the officers and in general perform all the functions ordinarily attached to such committee. The Executive Board shall have full control of the affairs of the Organization between conventions.

Section 3: The Executive Board shall have the power to remove any of its members for good and sufficient reason by two-thirds (2/3) vote of the board when in session.

Article X – Bonds

The Secretary/Treasurer will be required to be bonded in the amount deemed sufficient by the Executive Board, said bond to be executed by a surety company approved by the Executive Board and the premium on such bond shall be paid by the Active Chapter of the membership.

Article XI– 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 XII – Parliamentary Procedure

Robert’s Rules of Order Newly Revised shall govern the deliberations of the proceedings at any session of a UPMA Retired Chapter Convention or other meeting of this Organization, except that where any provisions of these By-laws are inconsistent or in conflict with Robert’s Rules of Order Newly Revised, then these By-laws shall prevail.

Article XIII – Amendments

All proposed amendment(s) must be submitted in writing to the UPMA Retired Chapter President at least thirty (30) days prior to the opening of the annual Chapter convention. These By-laws may be amended at any convention of the UPMA Retired Chapter by a two-thirds (2/3) vote of the delegates present and voting. These amendment(s) shall become effective immediately upon the adjournment of the convention unless otherwise specified in the amendment.

Article XIV – Publication

These By-laws shall be printed in the Illinois Postal News Leader or on the IL UPMA website. After the initial printing, any approved changes will be printed and updated in the above mentioned publication.

Article XV – Control of Funds

Section 1: All expenses incurred by officers or members necessary to fulfill their duties and obligations for the benefit of the organization, shall be approved by the President and paid by the Secretary/Treasurer from available funds.

Section2: The Retired President will be included in all expenses of the Active Executive Board.

Section 3: Two days lodging and mileage at the rate paid by the USPS shall be paid for attending the State Convention to the Retiree Secretary/Treasurer, Immediate Past President, the Executive Vice President, and the Vice President.

Section 4: The lowest registration fee established by the UPMA National Board for the Annual National Convention will be paid for attending the Annual National Convention to the Illinois UPMA Retiree Secretary/Treasurer, the Executive Vice President, the Vice President, and the Immediate Past President.

Adopted November 1st, 2016

Amended May 17th, 2017 in Peoria, Illinois (Articles IV, V, IX and XI)

Amended May 18th, 2018 in Peoria, Illinois (Article XIII)

Amended July 11th, 2020 in Peoria, Illinois (Article XIII)

Amended March 20, 2021 in Northbrook, Illinois

Illinois UPMA Retiree Bylaws
(Printable Version)