UMMA Bylaws
UNIVERSITY MAIL MANAGERS ASSOCIATION
BYLAWS
ARTICLE 1 NAME, PURPOSE, AND OBJECTIVES
Bylaw 1.1
The name of this organization shall be the University Mail Managers
Association, hereinafter designated as UMMA
Bylaw 1.2
The objectives of UMMA 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 UMMA members’ knowledge
and experience can be united for the benefit of all UMMA members
Bylaw 1.3
UMMA shall be nonpartisan, nonsectarian, and not for profit association
ARTICLE II MEMBERSHIP
If you would like to pay your UMMA membership dues
on-line, please follow this link: UMMA Membership Dues
Bylaw 2.1
The membership of UMMA shall be open only to employees of Not-for-
Profit educational institutions that have curriculum leading to a
certificate or degree. UMMA will actively recruit from the Midwest
region, but will accept members from any area of the United States.
The Membership Committee as described in Bylaws Article 7 will be
responsible for the approval of all membership
requests.
Bylaw 2.2
Membership of UMMA 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 UMMA Annual Conference by the Board of Directors
or President of UMMA, but are not eligible for UMMA membership.
ARTICLE III MEETINGS
Bylaw 3.1
UMMA shall hold an Annual Conference each year at a time and
location determined by the Board of Directors & the HOST School The
UMMA Annual Conference will normally be hosted by a member college
or university. During this conference, the general membership
business meeting will be conducted.
Bylaw 3.2
Additional meetings of UMMA may be called from time to time by the
President with Board of Director approval.
Bylaw 3.3
Notice of UMMA Annual Conference shall be published to the
membership at least sixty days prior to the conference meeting.
Bylaw 3.4
At any UMMA 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 UMMA shall be President, Vice-President, Secretary,
and Treasurer, all of whom shall be elected from among the Active
Members of UMMA.
Bylaw 4.2
Officers shall be elected by ballot mailed or electronically
communicated to all Active members 14 days prior to the set date of
the election Conference, in the event of no majority on the first ballot,
additional elections shall be held until a majority vote occurs. Election
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 voting and are
members in good standing as stated in Bylaws Article 2.3. Active
Members nominated as officers shall have a minimum of two years
Active Membership.
Bylaw 4.4
The President of UMMA 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 UMMA 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 least fourteen days prior to the UMMA Annual Election
Date, the Nominations Committee shall submit to the membership A
MINIMUM OF one NOMINATION 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
UMMA. Primary responsibilities include:
a) The coordination of all UMMA internal and external affairs
includes managing the daily operations.
b) The President shall call to order the UMMA 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 Vice-President shall have all of the
powers and prerogatives of the President. The Vice-President shall be
the planning officer and shall coordinate all planning activities of UMMA
to obtain efficient and timely results and shall perform such duties as
may be assigned by the President.
Bylaw 5.3
The Secretary shall:
a) be the custodian of UMMA records
b) record the minutes of all UMMA meetings
c) prepare and distribute copies of the minutes to each member or
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 UMMA.
e) conduct all correspondence related to UMMA, issue
electronically or by mail 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 UMMA.
b) receive and disburse all funds
c) be custodian of all property.
d) maintain the financial records of UMMA and the present
reports on the financial records of UMMA at the UMMA Annual
Conference.
e) maintain a register of UMMA members which shall contain the
business addresses of members.
f) mail UMMA 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 UMMA Board of Directors will consist of current officers, the
Immediate Past President, standing committee chairs. 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 UMMA Board of
Directors and shall call meetings and set agendas. The Secretary of
UMMA will be considered the Secretary of the Board of Directors and
shall record minutes of each meeting. The Board of Directors shall
meet as necessary either in person or by electronic means, and at
least once a year at the Annual Conference.
Bylaw 6.3
The duties of the Board of Directors shall be to assist the President in
the control and management of UMMA, 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 UMMA on matters concerning
federal legislation, United States Postal Service policies, or in other
capacities as deemed necessary.
Bylaw 6.4
Quorum for action by the Board of Directors or a Committee shall be a
simple majority of the members of the board or committee
ARTICLE VII COMMITTEES
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 Education Committee, Membership
Committee and Conference Planning 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 UMMA 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 UMMA Treasurer by September 30 or
the Date set by the Board of Directors.
Bylaw 8.5
Registration fees for UMMA Annual Conference shall be charged to
each attendee at each meeting to cover the incidental expenses to
UMMA.
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 UMMA Annual Conference notice furnished by
mail and/or electronic means to the membership no later than sixty
days prior to UMMA Annual Conference.
Bylaw 8.7
In the event UMMA has excess of receipts over disbursements, it may
retain such excess and use any excess in accordance with UMMA
purpose and objectives as set forth in UMMA 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 Vice-President.
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
UMMA shall establish affiliations with other regional or national
organizations as deemed appropriate by the Board of Directors.
Bylaw 9.2
UMMA 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 UMMA on a national level. The representative shall
provide communications on activities with NACUMS to the UMMA
general membership.
Bylaw 9.3
The current UMMA Board of Directors shall be responsible for the
selection of the Active Members to serve with any affiliations.
ARTICLE X AMENDMENTS
Bylaw 10.1
UMMA Bylaw may be amended at any UMMA Annual Conference by a
two-thirds affirmative vote by those member institutions present or by
an electronic ballot meeting to all Active Members, after a 30 day
notice of a Bylaw Amendment change is furnished to the active
membership.
BYLAWS
ARTICLE 1 NAME, PURPOSE, AND OBJECTIVES
Bylaw 1.1
The name of this organization shall be the University Mail Managers
Association, hereinafter designated as UMMA
Bylaw 1.2
The objectives of UMMA 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 UMMA members’ knowledge
and experience can be united for the benefit of all UMMA members
Bylaw 1.3
UMMA shall be nonpartisan, nonsectarian, and not for profit association
ARTICLE II MEMBERSHIP
If you would like to pay your UMMA membership dues
on-line, please follow this link: UMMA Membership Dues
Bylaw 2.1
The membership of UMMA shall be open only to employees of Not-for-
Profit educational institutions that have curriculum leading to a
certificate or degree. UMMA will actively recruit from the Midwest
region, but will accept members from any area of the United States.
The Membership Committee as described in Bylaws Article 7 will be
responsible for the approval of all membership
requests.
Bylaw 2.2
Membership of UMMA 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 UMMA Annual Conference by the Board of Directors
or President of UMMA, but are not eligible for UMMA membership.
ARTICLE III MEETINGS
Bylaw 3.1
UMMA shall hold an Annual Conference each year at a time and
location determined by the Board of Directors & the HOST School The
UMMA Annual Conference will normally be hosted by a member college
or university. During this conference, the general membership
business meeting will be conducted.
Bylaw 3.2
Additional meetings of UMMA may be called from time to time by the
President with Board of Director approval.
Bylaw 3.3
Notice of UMMA Annual Conference shall be published to the
membership at least sixty days prior to the conference meeting.
Bylaw 3.4
At any UMMA 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 UMMA shall be President, Vice-President, Secretary,
and Treasurer, all of whom shall be elected from among the Active
Members of UMMA.
Bylaw 4.2
Officers shall be elected by ballot mailed or electronically
communicated to all Active members 14 days prior to the set date of
the election Conference, in the event of no majority on the first ballot,
additional elections shall be held until a majority vote occurs. Election
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 voting and are
members in good standing as stated in Bylaws Article 2.3. Active
Members nominated as officers shall have a minimum of two years
Active Membership.
Bylaw 4.4
The President of UMMA 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 UMMA 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 least fourteen days prior to the UMMA Annual Election
Date, the Nominations Committee shall submit to the membership A
MINIMUM OF one NOMINATION 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
UMMA. Primary responsibilities include:
a) The coordination of all UMMA internal and external affairs
includes managing the daily operations.
b) The President shall call to order the UMMA 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 Vice-President shall have all of the
powers and prerogatives of the President. The Vice-President shall be
the planning officer and shall coordinate all planning activities of UMMA
to obtain efficient and timely results and shall perform such duties as
may be assigned by the President.
Bylaw 5.3
The Secretary shall:
a) be the custodian of UMMA records
b) record the minutes of all UMMA meetings
c) prepare and distribute copies of the minutes to each member or
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 UMMA.
e) conduct all correspondence related to UMMA, issue
electronically or by mail 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 UMMA.
b) receive and disburse all funds
c) be custodian of all property.
d) maintain the financial records of UMMA and the present
reports on the financial records of UMMA at the UMMA Annual
Conference.
e) maintain a register of UMMA members which shall contain the
business addresses of members.
f) mail UMMA 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 UMMA Board of Directors will consist of current officers, the
Immediate Past President, standing committee chairs. 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 UMMA Board of
Directors and shall call meetings and set agendas. The Secretary of
UMMA will be considered the Secretary of the Board of Directors and
shall record minutes of each meeting. The Board of Directors shall
meet as necessary either in person or by electronic means, and at
least once a year at the Annual Conference.
Bylaw 6.3
The duties of the Board of Directors shall be to assist the President in
the control and management of UMMA, 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 UMMA on matters concerning
federal legislation, United States Postal Service policies, or in other
capacities as deemed necessary.
Bylaw 6.4
Quorum for action by the Board of Directors or a Committee shall be a
simple majority of the members of the board or committee
ARTICLE VII COMMITTEES
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 Education Committee, Membership
Committee and Conference Planning 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 UMMA 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 UMMA Treasurer by September 30 or
the Date set by the Board of Directors.
Bylaw 8.5
Registration fees for UMMA Annual Conference shall be charged to
each attendee at each meeting to cover the incidental expenses to
UMMA.
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 UMMA Annual Conference notice furnished by
mail and/or electronic means to the membership no later than sixty
days prior to UMMA Annual Conference.
Bylaw 8.7
In the event UMMA has excess of receipts over disbursements, it may
retain such excess and use any excess in accordance with UMMA
purpose and objectives as set forth in UMMA 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 Vice-President.
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
UMMA shall establish affiliations with other regional or national
organizations as deemed appropriate by the Board of Directors.
Bylaw 9.2
UMMA 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 UMMA on a national level. The representative shall
provide communications on activities with NACUMS to the UMMA
general membership.
Bylaw 9.3
The current UMMA Board of Directors shall be responsible for the
selection of the Active Members to serve with any affiliations.
ARTICLE X AMENDMENTS
Bylaw 10.1
UMMA Bylaw may be amended at any UMMA Annual Conference by a
two-thirds affirmative vote by those member institutions present or by
an electronic ballot meeting to all Active Members, after a 30 day
notice of a Bylaw Amendment change is furnished to the active
membership.
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