Proposed Amendments to the UPMA Retired Bylaws:

Current Article IV - Dues

Membership dues shall be charged on an annual basis as established mutually by UPMA and UPMA Retired. Persons who were active members in good standing or surviving spouses specified in Article II, Section 2, shall not be required to pay dues through the remainder of the calendar year in which they become eligible for membership under this section. In order to remain a member, those eligible are required to complete and submit Form 1187 or 1187R, as appropriate, for dues withholding. Exceptions: A former Postmaster, EAS Employee, Postmaster Relief or surviving spouse not receiving an annuity may pay by cash. A current UPMA Retired member, who reaches the age of ninety (90) years, shall be considered a Life Member and will no longer be required to pay dues.

Rationale
All dues monies are paid directly to UPMA. Consequently, UPMA Retired does not have the authority to mandate how dues are paid.  UPMA along with UPMA Retired sets the amount of dues UPMA Retired members pay and nothing else.  Free membership is the purview of the UPMA National Executive Board.  If UPMA Retired wishes to pay the dues for any new retirees so as to give them free membership, then that should be part of the UPMA Retired Fiscal Policy since it involves expenditures of UPMA Retired funds.

Proposed change:

Article IV - Dues

Membership dues shall be charged on an annual basis as established mutually by UPMA and UPMA Retired.

Current Article V – Officers

The officers of this Organization shall be as follows: 

Section 1: President – their duties shall be to preside at all meetings of the Organization; call all special meetings; appoint all committees required by the Bylaws and all committees authorized by the Executive Board necessary for the proper conduct of the business of the Organization; request reports from time to time of the Treasurer of the financial condition of the Organization; approve all vouchers upon the treasury; serve as a member of the UPMA Executive Board as provided in the UPMA Bylaws; and other such duties as may pertain to the office. The President shall be elected to one two-year term in odd-numbered years.

Section 2: Vice-President –their duties shall be to assist the President with the responsibilities of their office as may be required; represent the President at various functions and meetings in their absence and perform such other duties as may pertain to the office. The Vice President shall be elected concurrently with the election of President for one two-year term. 

Section 3:    Secretary - their duties shall be to take the minutes of meetings, handle correspondence, and make reports as required and other duties as assigned by the President. The Secretary shall be elected for a twoyear term in even- numbered years.

Section 4: Treasurer – their duties shall be to 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 Organization and perform other duties incident to the office of Treasurer. They shall be bonded as required and approved by the Executive Board. The Treasurer shall be elected for a two-year term in even-numbered years.

Section 5: Executive Board – this board shall be composed of the President who shall serve as chair, the Vice-President, the Secretary, the Treasurer and the Immediate Past President. The Executive Board shall have full control of the affairs of the Organization between conventions. Fifty-one (51) percent of the Executive Board shall constitute a quorum.

Section 6: Advisory Board – the Advisory Board shall be composed of one member from each of the fifteen Executive Areas as established in Article III, Section 2, and one Associate member-at-Large, all of whom shall be appointed by the President, based on state rotation within the Executive Area. The duties of the Advisory Board members shall be advisory in nature and to assist the President with the responsibilities of their office as may be required.

Rationale

The executive committee is a concept carried over from the past and is not needed in UPMA Retired.

Proposed change:

Article V – Officers
The officers of this Organization shall be as follows: 

Section 1: President – their duties shall be to preside at all meetings of the Organization; call all special meetings; appoint all committees required by the Bylaws and all committees authorized by the Executive Board necessary for the proper conduct of the business of the Organization; request reports from time to time of the Treasurer of the financial condition of the Organization; approve all vouchers upon the treasury; serve as a member of the UPMA Executive Board as provided in the UPMA Bylaws; and other such duties as may pertain to the office. The President shall be elected to one two-year term in odd-numbered years.

Section 2: Vice-President –their duties shall be to assist the President with the responsibilities of their office as may be required; represent the President at various functions and meetings in their absence and perform such other duties as may pertain to the office. The Vice President shall be elected concurrently with the election of President for one two-year term. 

Section 3:    Secretary - their duties shall be to take the minutes of meetings, handle correspondence, and make reports as required and other duties as assigned by the President. The Secretary shall be elected for a twoyear term in even- numbered years.

Section 4: Treasurer – their duties shall be to 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 Organization and perform other duties incident to the office of Treasurer. They shall be bonded as required and approved by the Executive Board. The Treasurer shall be elected for a two-year term in even-numbered years.

Section 5: Executive Board – this board shall be composed of the President who shall serve as chair, the Vice-President, the Secretary, the Treasurer and the Immediate Past President. The Executive Board shall have full control of the affairs of the Organization between conventions. Fifty-one (51) percent of the Executive Board shall constitute a quorum.

Current Article X – Committees

Section 1: The following Committees shall be appointed as needed by the President to serve during the National Convention or for other purposes as he or she may direct, with a minimum number of members as specified below:

  1.  Credentials/Teller Committee, three (3) members, to verify members in good standing, who intend to vote in the proceedings.
  2. Bylaws Committee, three (3) members, who shall receive, evaluate, and recommend for official action all proposals for amendment of the Bylaws.
  3. Financial Audit Committee, three (3) members who shall prepare a complete annual financial report to be available at the National Convention or other meeting. 
  4. Budget Committee shall consist of the Treasurer, and two (2) members who are not on the Executive Board appointed by the President, to formulate an annual budget to present to the Executive Board for approval at the first board meeting each fiscal year.
  5. Nominating Committee, three (3) members, to find candidates for each elective office due for an election, make sure the candidates are members in good standing, and present a slate of candidates for consideration in the approved election process.
  6. Legislative Committee, four (4) members, to inform the Organization of legislation affecting UPMA Retired.
  7. Membership, three (3) members, to continually seek to bring new members into UPMA Retired.
  8. Scholarships, three (3) members, to receive, evaluate and rate UPMA Retired Scholarship applications.
  9. Other committees with appropriate number of members as may be necessary.
  10. No member will serve more than two (2) consecutive years on the same committee.

Section 2: The National UPMA Retired President and the Vice President are Ex-Officio members and shall be included on all committees, so as to have input.

Rationale
This change will bring UPMA Retired bylaws into line with UPMA National bylaws.  Standing committees by definition have a function all year long.  Other committees are necessary only for specific events.  The necessity for those committees can and should be determined by the UPMA Retired Executive Board on an annual basis.  Compensation for committee members is determined by the UPMA Retired Fiscal Policy.  Duties and responsibilities of non-standing committees should be defined in UPMA policy and not “locked in” as part of the by-laws.

Proposed change:

Article X – Committees

Section 1

There shall be four standing committees, which shall be composed of UPMA Retired members in good standing. The standing committees shall be Bylaws, Legislative, Membership and Scholarship. Annually, the President shall appoint the members of each committee and shall appoint one member of each committee as Chair.

  1. There shall be a committee on Bylaws. This committee shall continuously review the governing documents and recommend proposed changes, which shall be placed on the agenda of the National Convention for consideration.
  2. There shall be a committee on Legislation. This committee shall continuously monitor Legislative issues and activity. The committee shall be responsible for communicating Legislative information to the members via all available methods.
  3. There shall be a committee on Membership. This committee shall act continuously to bring into UPMA Retired eligible persons as members.
  4. There shall be a committee on Scholarship, This committee shall act to receive, evaluate and rate UPMA Retired Scholarship applications.
  5. All committees shall report to the UPMA Retired National Executive Board on a regular basis.
  6. No member will serve more than two (2) consecutive years on the same committee.
  7. The President shall annually appoint, with the consent of the Executive Board, such other committees deemed necessary for the efficient operation of UPMA Retired.

Section 2

The National UPMA Retired President and the Vice President are Ex-Officio members and shall be included on all committees, so as to have input.

Current Article XII – Representation at National Convention

Representation for UPMA Retired at National Convention shall conform to the Bylaws of the United Postmasters and Managers of America.  Each member registered for the National Convention, present and in good standing, shall be entitled to a voice at such proceedings as provided therein.  During a scheduled business session at the National Convention, the UPMA Retired National President will conduct a ballot vote to determine the percentage of votes for any issue where a UPMA Retired vote is authorized by UPMA Bylaws.  The National President will then cast the appropriate number of UPMA Retired votes for each issue bases on their respective percentage.  In the event a subsequent vote is required on the floor of the National Convention, the UPMA Retired National President will call for a caucus to determine the percentages of UPMA Retired votes for each of the remaining issues.  The National President will then cast the appropriate number of UPMA Retired votes for each issue based on their respective percentage.

Rationale

Changes give the Postmasters Retired the full representation they are entitled to, when voting for issues authorized by UPMA Bylaws.

Proposed changes:

Article XII – Representation at National Conventions

Representation for UPMA Retired at National Conventions shall conform to the Bylaws of United Postmasters and Managers of America.  Each member registered for the National Convention, present and in good standing, shall be entitled to a vote at such proceedings as provided therein.  During a scheduled business session at the National Convention, the UPMA Retired National President will conduct a ballot vote for any issue where a UPMA Retired vote is authorized by UPMA Bylaws.  The Retired National President will then cast the appropriate number of UPMA Retired votes for each issue.  In the event a subsequent vote is required on the floor of the National Convention, the UPMA Retired National President will call for a caucus to determine the UPMA Retired votes for each of the remaining issues.  The Retired National President will then cast the appropriate number of UPMA Retired votes for each issue.