Constitution & Bylaws of NAPUS Postmasters Retired

Preamble

As an affiliate of the National Association of Postmasters of the United States, subject to the rules, Constitution and Bylaws of NAPUS, to promote, assist and instruct retired Postmasters in all areas of personal and related items of interest or concern, dedicated to be of every possible assistance to NAPUS, and work cooperatively in the advancement of NAPUS aims and goals, to strive always to continue the honorable position reflected in the association of NAPUS, actively engaged in working for, and in the best interest of NAPUS, NAPUS Postmasters Retired in convention assembled in the city of Salt Lake City, Utah, on this, the 28th day of August, in the year of our Lord, One Thousand Nine Hundred and Ninety-Six, hereby repeals the existing Constitution and Bylaws and adopts this Constitution and Bylaws for the government of its members.


Constitution

Article I—Name
This organization is an affiliate of the National Association of Postmasters of the United States and shall be known as NAPUS Postmasters Retired, and shall conform to the Constitution and Bylaws of the National Association of Postmasters of the United States.


Article II—Membership

Section 1: All persons having been officially named during a postal career as Postmaster and/or Officer-in-charge of a post office in the United States or its possessions shall be eligible for membership in this organization, and may become members thereof upon payment of membership dues.

Section 2: Surviving spouses of persons specified in Section 1 of this Article also may become members upon payment of membership dues, and shall be known as Associate Members, and shall have all of the privileges of other members.

Article III—Organization

Section 1–Chapters: The members of this organization shall organize units by state corresponding to NAPUS chapters, subject to rules, Constitution and Bylaws of NAPUS as mutually provided.

Section 2–Executive Areas: This organization shall establish fifteen (15) separate areas to be known as NAPUS Executive Areas, numbered one (1) through fifteen (15). These Executive Areas shall have reasonable uniformity in geographical size and number of representative post offices in each area, as follows:

Area One: MA, ME, NH, VT
Area Two: CT, NY, RI, PR/VI
Area Three: DE, NJ, PA
Area Four: IN, KY, OH
Area Five: DC, MD, VA, WV
Area Six: FL, GA, NC, SC
Area Seven: IL, MI
Area Eight: AR, IA, MO
Area Nine: MN, ND, SD, WI
Area Ten: KS, NE, OK
Area Eleven: LA, TX
Area Twelve: GA, HI, NV
Area Thirteen: AL, MS, TN
Area Fourteen: AZ, CO, NM, UT, WY
Area Fifteen: AK, ID, MT, OR, WA

An Advisory Board shall be selected from these areas as provided in Article V, Sections 4 and 5.

Section 3 – Postmaster relief/replacements (PMRs), or any member as defined in Section 1 who has been honorably separated or transferred from the position qualifying him or her for membership, except as stated in Section 2, shall be eligible for association. Associate members shall not have the right to vote or hold office, but shall be privileged to attend all meetings.


Article IV—Dues

Membership dues shall be charged on an annual calendar year basis as established mutually by NAPUS and Postmasters Retired. Dues for Postmasters Retired, Associates and Officers-in-Charge, if in a USPS career or CSA status, may be paid by Form 1187, CSA 1187-R, or cash, as appropriate, or if in a USPS noncareer, or non-CAS status, by cash only.


Article V—Officers

The officers of the organization shall be as follows:

Section 1–President: His 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 or the organization; request reports from time to time of the secretary-treasurer of the financial condition of the organization; to approve all vouchers upon the treasury; serve as a member of the NAPUS Executive Committee as provided in the NAPUS Constitution and Bylaws; and other such duties as may pertain to the office.

A president shall be elected to a one (1), two-year term in an odd-numbered year, and shall be prohibited from succeeding himself. (See exception in Article VIII, Section 1.)


Section 2– The time and place of the annual convention shall be by majority vote of the membership of this Association in national convention assembled. The National Executive Comittee shall give a report and a nonbinding recommendation. The convention shall not coincide with the National Rural Mail Count. The selection of a site shall be made a minimum of three (3) years, but not more than five (5) years, prior to the approved dates.


Section 3–Secretary-Treasurer: His duties shall be to keep all records; collect all dues and assessments, issue all memberships; have custody of all funds; deposit them and withdraw them upon approval of the president and shall be responsible therefor; keep accurate and complete accounts, vouchers and receipts, provide a financial statement prior to the month of the annual meeting of the organization; and perform all duties incident to the office of both secretary and treasurer. He shall give such bond as may be required and approved by the Executive Board.

He shall be elected for a two-year term in an even-numbered year, or until his successor is elected and qualified.


Section 4–Executive Board: This Board shall be composed of the president, who shall serve as chairman thereof; the vice president; the secretary-treasurer, who shall serve as secretary thereof; the immediate past president; and the immediate past secretary-treasurer.

The Executive Board shall have full control of the affairs of the organization between conventions and shall decide all questions not determined by the organization in convention assembled.

Other members of the Advisory Board, chairmen of standing committees, and other members may, but are not required to attend all regular Executive Board meetings as nonvoting members.

Fifty-one (51) percent of the membership of the Executive Board shall constitute a quorum.


Section 5–Advisory Board: An Advisory Board composed of one member from each of the fifteen (15) Executive Areas as established in Article III, Section 2, and one associate member at large, shall be appointed by the president, with the advice and consent of the Executive Board.
The duties of the Advisory Board members shall be advisory in nature, and to assist the president with the responsibilities of his office as may be required.


Article VI—Election of Officers

The election of officers shall be conducted at the annual convention as set forth in Article IX–Meetings; the time and location of elections to be included in the NAPUS convention schedule. Candidates to be elected to respective offices must be present when his name is placed in nomination. Elections shall be by majority vote cast by ballot by members in good standing, present and voting. In the event that no majority is reached, the candidate with the least votes will be dropped and another ballot will be taken. Where no contests exist, election may be by acclamation.

The elected officers shall take their prescribed oaths of office at the annual convention from the installing officer, who shall be the NAPUS national president, or a NAPUS national officer representing the national president. They may commence preparations of their programs, which they will place in effect when their terms of office begin the first day of January following their election and ending the 31st day of December.


Article VII—Compensation

All officers of this organization shall serve without compensation provided, however, that the president, with the approval of a majority of the Executive Board, may appropriate whatever sums are available and not otherwise appropriated, to meet the expenses of the president and of the secretary-treasurer, which are incidental to the administration of the organization's affairs. Allowable expenses for these and other Executive Board members shall be the same as provided by NAPUS for the expenses incurred by its Executive Committee members.

Expense vouchers must be submitted to the national president of Postmasters Retired within thirty (30) days for review and approval. The national president shall promptly review and send vouchers to the national secretary-treasurer for payment. Expense vouchers for meals, lodging and expense items over ten dollars ($10), other than mileage, must be accompanied by receipts or register tapes. All vehicle mileage reimbursements shall be based on the mileage rate allowed USPS nonbargaining employees, but no more than the lowest available coach airline ticket rate.


Article VIII—Vacancies

Section 1–President: In the event of death or resignation of the president, the vice president shall immediately assume the office of president. This action shall not preclude the right of that officer from seeking and holding that office for one full elected term.

Section 2–Secretary-Treasurer: A vacancy in the office of secretary-treasurer shall be filled for the unexpired term by appointment by the president, with the approval of a majority of the Executive Board at a special meeting or teleconference called by the president. This action shall not preclude the right of that officer from seeking and holding that office for one full elected term.

Section 3–Other Offices: A vacancy in any of the other elected or appointed offices shall be filled in the same manner, except that the action may be delayed until the next regular meeting of the Executive Board. This action shall not preclude the right of an elected officer from seeking and holding that office for one full elected term.

Section 4–Removal from Office: In the event of the refusal of any elected officer of this organization to act or to fulfill properly the duties of his office or shall conduct his office in such a manner that NAPUS or Postmasters Retired shall be brought into disrepute or otherwise injured, the Executive Board shall appoint a committee of three (3) to make an investigation. If, after review of the evidence, the Board deems it necessary, charges may be filed against such official. After proper service of the charges upon the accused and ample time for answer and defense has elapsed, but in no case less than fifteen (15) days nor more than thirty (30) days, the Board may, if in its opinion the charges are substantiated or the accused fails to answer the charges, declare the office vacant, but only upon a majority vote of two-thirds of the members present.


Article IX—Meetings

The elected officers shall arrange for meetings, programs of interest, and instructive seminars in conjunction with the NAPUS national convention. Registration for attendance and participation, and arrangements for all such activities shall be made in cooperation with, and approval of, the NAPUS president, secretary-treasurer and host postmaster.

Special meetings of the organization may be called from time to time by the president, with approval of a majority of the Executive Board, and a special meeting may be called by the president upon written request of twenty-five (25) or more members. The secretary-treasurer shall, upon request of the president, give notice of the purpose, time and place of such meetings to the members.

The Executive Board shall meet from time to time at the request of the president or as otherwise provided in Article V and Article VII of the Constitution.


Article X—Sergeant-at-Arms and Parliamentarian

At each annual meeting, the president shall appoint a sergeant-at-arms with such assistants as may be necessary, who shall maintain order and perform such other duties as the president may assign. The president may appoint a parliamentarian to advise on parliamentary procedure.


Article XI—Representation of National Conventions

Representation of Postmasters Retired at all national conventions shall be in conformity with the Constitution and Bylaws of the National Association of Postmasters of the United States. Each member in good standing shall be entitled to a voice at such proceedings as provided therein. Upon any roll call, the votes shall be cast and the majority of the members present shall determine how the votes allowed shall be cast.


Article XII—Interpretation

Section 8– The annual membership dues for associate members, Postmasters Retired and officers-in-charge shall be forty-two dollars ($42), except that persons who are active members in good standing or surviving spouses specified in Section 5 of Article 3 shall not be required to pay dues for the remainder of the calendar year in which they become eligible for membership under this section. Of each $42 in membership dues received by the National Office under the authority of this section for a Postmaster Retired or an associate member, the National Office shall remit $14.50 to the chapter and $10 shall be remitted to the national secretary-treasurer of Postmasters Retired.


Article XIII—Amendments

The Constitution may be amended at any national convention, by a two-thirds majority of members in good standing present and voting, or it may be amended by a referendum vote that shall be signed by two-thirds of its members in good standing.

Proposals for such amendments shall be submitted in writing to the Constitution and Bylaws Committee at least sixty (60) days prior to the national convention at which they are to be considered.


Article XIV—Standing Rules

The organization shall formulate "standing rules" that shall relate to details of administration of this body. These rules may be adopted by a majority vote at any advertised business session and remain in effect until rescinded or amended.


Bylaws

Article I—Quorum

In any convention, or other meeting of this organization, fifty (50) members in good standing shall constitute a quorum.


Article II—Order of Business

The order of business at the national convention, and all meetings in-so-far as possible, of this organization, shall be as follows:

1. Call to order
   
2. Appointment of temporary committees
   a) Credentials
   b) Resolutions
   c) Constitution and Bylaws
   d) Finance and Audit
   e) Nomination of Officers
   f) Rules Committee
   g) Special Committees
   
3. Report of Committee on Credentials
   
4. Report of Officers
   
5. Reports of Committees
   
6. Unfinished Business
   
7. New Business
   
8. Open Forum
   
9. Election and Installation of Officers
   
10. Adjournment

Article III—Parliamentary Procedure

"Robert's Rules of Order," current edition, shall govern the deliberations of this organization, except in such cases that are inconsistent with the Bylaws and any special rules properly adopted by NAPUS and Postmasters Retired.


Article IV—Temporary Committees

The following temporary committees shall be appointed as needed by the president to serve during the annual convention, or for other purposes as he may direct, with a minimum number of members as specified below:

a) Credentials Committee, three (3) members, to verify members in good standing, who intend to vote in the proceedings.

b) Resolutions Committee, three (3) members, who shall prepare official resolutions to present to the assembly for action.

c) Constitution and Bylaws Committee, three (3) members, who shall receive, evaluate, and recommend for official action all proposals for amendment of the Constitution and Bylaws.

d) Finance and Audit Committee, three (3) members, who shall prepare a complete annual financial report to be available at the annual convention or other meeting, a copy of which shall be sent to each state president of Postmasters Retired.

e) Budget Committee, three (3) members, including the secretary-treasurer, the vice president and one member who is 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 calendar year.

f) Nomination of Officers Committee, three (3) members, to find candidates for each elective office due for an election, interview announced candidates for such offices, and present a slate of candidates for consideration in the approved election process.

g) Other temporary committees, with appropriate number of members as may be necessary.


Article V—Amendments

These Bylaws may be amended at any time by a majority vote at any national convention or special meeting of the organization. All proposed amendments shall be submitted in writing prior to the final meeting of the Constitution and Bylaws Committee for consideration by that committee, and if approved, to be included with other recommendations of that committee.


Standing Rules of Postmasters Retired

Rule 1: The total time for nominating, seconding and candidate speeches for individuals seeking election shall not exceed ten (10) minutes' total time for each candidate.

Rule 2: Candidates for national office may post one campaign item in the hospitality room.

Rule 3: Any item of business or a motion requiring discussion shall be limited to twelve (12) minutes pro and twelve (12) minutes con, with a limit of three (3) minutes for each speaker.

Rule 4: Allowable expenses for area representatives, committee chairs and other persons designated by the president shall be reimbursed in an amount approved by the Executive Board.

Rule 5: The presiding officer shall appoint a Teller Committee that will determine the number of eligible voters. This committee shall distribute, collect and tally all ballots. Each candidate may have one observer present at the time.

Rule 6: Those candidates for national office only may officially announce their candidacy at the national convention in the year prior to the election. No handout materials or posters will be allowed prior to this time.


NAPUS Postmasters Retired Fiscal Policy

Effective August 30, 2004, and continuing until amended at the Retiree Annual Convention meeting. The purpose of the policy is to provide guidance to those having responsibility for authorizing and accounting for NAPUS POSTMASTERS RETIRED expenditures and property, and to provide for the routine review of such expenditures and procedures.

1. The Financial Audit Committee shall meet and do an audit prior to the first Postmasters Retired
   meeting of each calendar year to audit all expenditures and property of the Postmasters Retired
   of NAPUS. This audit shall consist of an examination of all expenditures and supporting
   documentation of the expense vouchers and property, and shall be presented at the first
   Postmasters Retired meeting following the audit.

2. The Budget Committee shall prepare an annual budget to present to the Executive Board for approval at the first Board meeting each calendar year.

3. Reimbursement for all officers and members shall be as stated in Article VII of the Constitution and By-Laws of the NAPUS Postmasters Retired.

4. Those officers and members to be reimbursed for attending the Leadership Conference are: Executive Board, 15 Area Reps, Associate Member Rep, Audit Committee, Budget Committee, Constitution and By-Laws, Chaplain, Editor, Email Coordinator, Historian, Hospitality Chairman, Legislative Committee, Membership Committee, Parliamentarian, Public Relations, Sergeant-at-Arms Chairman, and Photographer.

5. Those officers and members to be reimbursed for attending National Convention are: Executive Board, 15 Area Reps, Associate Member Rep, Constitution and By-Laws, Chaplain, Editor, Email Coordinator, Historian, Hospitality, Legislative, Membership, Nominations, Parliamentarian, Public Relations, Sergeant-at-Arms Committee, Teller, and Photographer.

6. Reimbursement will be determined as in Standing Rule 3.

7. If any of the officers or members are paid from either holding a State or National
   office where they are fully reimbursed for attending either Leadership Conference or National Convention, they will not receive any monies from the Retirees.

8. NAPUS Postmasters Retired credit cards, charge accounts, and/or NAPUS
   Postmasters Retired funds shall not be used for personal purposes.
   The President shall have the authority to expend funds for necessary items.

9. The President and Vice President are Ex-Officio and shall be included on all committees,
   so as to have input.