WESTERN ASSOCIATION OF UNIVERSITY & COLLEGE MAILERS
BYLAWS
Article 1
Name/Mission
1-1 The name of the association shall be the Western Association of University & College Mailers hereinafter designated as WAUCM.
1-2 The mission of WAUCM shall be (1) to establish a communication channel where colleges and universities can share ideas, information and experiences with other educational institutions, the United States Postal Service, and/or other appropriate vendors; (2) to promote the development and use of ethical and effectual mail management techniques; (3) to develop and improve educational opportunities; (4) to identify valuable industry related materials and distribute to, or inform active institutions of, the availability of said materials; (5) to assist active institutions in training new managers; (6) to encourage cooperation and communication among the active institutions; (7) and to provide a method through which representatives’ of active institutions knowledge and experience can be united for the benefit of all members.
1-3 WAUCM shall be non-partisan and non-sectarian.
Article 2
Membership/Voting Privilege
2-1 Membership in WAUCM shall be open to any college and/or university Mail Services located in the western states with an interest in the mission stated in Article 1-2, and which is an educational institution that has a curriculum leading to a certificate and/or degree.
2-2 Upon the completion of a membership application and the payment of annual dues a college and/or university shall be granted an institutional membership, and hereinafter shall be known as the active institution. Each active institution is allowed an unlimited number of representatives employed within the Mail Services of the active institutions.
2-3 Vendors of mail service equipment and supplies and/or independent contractors providing mail services to active institutions are not eligible for membership in WAUCM.
2-4 Upon unanimous vote of the Board of Directors, a membership may be revoked in the event of actions that may discredit WAUCM.
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2-5 Each active institution shall be awarded one vote on all matters of the association which require the use of voting privilege.
2-6 Active institutions present at a business meeting shall constitute a quorum for the transaction of business. If vote by mail and/or e-mail, the ballots returned by the voting deadline shall constitute a quorum.
2-7 The Board has the right to award Honorary Membership to a past representative of College or University Mail Services upon a 2/3 vote of the seated Board. Honorary Membership entitles the person to attend conferences at membership rate and to have full membership benefits except voting and holding en elected office.
Article 3
3-1 The Cabinet consists of the officers of WAUCM. The officers shall be the president, vice-president, director of membership, secretary and treasurer; all of whom shall be elected from among representatives of the active institutions of WAUCM by a majority vote as described in Article 2-5, 2-6.
3-2 Terms for officers shall be two years.
3-3 Officers may serve consecutive terms.
3-4 Representatives from active institutions may submit nominations for officers to the secretary no later than four weeks prior to the annual Conference of the designated year election. If a nomination is not received for an office, the secretary will notify the board, who in turn will be responsible for filling the ballot.
3-5 Written notification to the Board is required from any officer that wishes to resign.
3-6 The Board of Directors, see Article 5, shall have the right to fill any vacancy that may occur during the term of any officer with a representative from the membership roster.
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3-7 Officers shall be elected at the annual business meeting, or by mail and/or e-mail ballot, and shall take office immediately following the close of the annual conference.
3-8 All officers of WAUCM and/or the college and/or university they represent shall be indemnified against all expenses and liabilities, including counsel fees, reasonably incurred or imposed upon him/her in connection with any
proceedings to which they may be a party, or in which they may become solved by reason of having served as an officer of WAUCM.
3-9 The Board reserves the right to review an officer’s performance and by 2/3 vote of all board members take action as deemed necessary.
Article 4
Duties of Officers
4-1 The president shall manage all operations of WAUCM, and make appointments to committees as necessary.
4-2 The vice-president shall have the powers of the president in the absence of the president. The vice-president shall perform such duties as assigned by the president, and shall serve as board liaison for all conferences of WAUCM.
4-3 The director of membership shall promote membership in WAUCM within in the association boundaries as stated in article 2-1, and communicate with representatives at least twice a year; maintain a list of current active institutions and their representatives; provide the membership with a membership representative directory annually; bill institutions for dues annually and route collected dues to the treasurer after recording the dues paid.
4-4 The secretary shall be the custodian of the records of WAUCM; record the minutes of each business meeting, and ensure copies are distributed to each active institution; maintain board meeting records.
4-5 The treasurer shall be responsible for the financial affairs of WAUCM; receive and disburse all funds; maintain all financial records and present reports at each WAUCM business meeting and board meeting; supply records when needed for an audit by the officers.
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4-6 Each officer shall maintain and transmit to his/her successor a file of information and procedures designated to provide continuity and effectiveness for the transfer of responsibilities.
Article 5
Board of Directors
5-1 The Board of Directors shall consist of at least three active institutions representatives, and all current officers as described in Article 3.
5-2 Board will select a Board chair person from the current Board representatives, excluding current officers.
5-3 The duties of the Board of Directors shall be to assist the president in control and management of WAUCM; to act on matters involved with the expenditure of funds; to consider and make recommendations for resolutions to be presented to the voting membership. The board is authorized to speak for WAUCM on matters concerning federal legislation, USPS policy, and/or in other capacities as deemed necessary.
5-4 Member representatives may volunteer for service on the Board of Directors. His/her appointment is subject to approval by two-thirds vote of the seated Board.
5-5 The Board of Directors shall meet a minimum of twice within the fiscal year. The board chair may call additional meetings as needed.
Article 6
Committees
6-1 Committees shall be established by the president and/or a majority vote of active institutions.
6-2 Committees shall be formed to carry out assigned tasks. A committee shall not have the power to adopt policies without approval of the Board of Directors. A committee shall not have the power to make financial commitments without the approval of the Cabinet.
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6-3 The president shall only vote on committee issues in the event of a tie among the committee members.
Article 7
Conferences/Meetings
7-1 WAUCM shall hold one annual conference with business meeting for its membership.
7-2 Additional conferences or business meetings of WAUCM may be convened by the president.
7-3 The Board will try to arrange the annual conference not to conflict with affiliate organizations’ meetings. Notice of conferences and business meetings shall be provided to the membership no later than twenty business days prior to the conference/meeting date.
7-4 Active institutions present at a business meeting shall constitute a quorum for the transaction of business as stated in Article 2-5, 2-6.
Article 8
Affiliations
8-1 WAUCM may establish affiliations with local, state and national associations as approved by the Board of Directors.
8-2 Individual institutional memberships in local, state and national associations are encouraged, however, not a prerequisite for membership in WAUCM.
Article 9
Finance and Dues
9-1 The fiscal year shall be September 1 through August 31.
9-2 Dues for the year shall be determined by the Board of Directors of WAUCM.
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9-3 Notice of dues shall be sent to each active institution by the director of membership annually no later than August 1. All dues shall be remitted to the
director of membership by September 30. Collected dues shall be routed to the treasurer upon receipt by the membership director.
9-4 The Director of Membership shall use the paid memberships to establish a membership list and directory.
9-5 Disbursement of funds of $500 or less may be approved by the president. Disbursements of over $500 require approval of a majority of the Board of Directors.
9-6 Signature authority for disbursement of funds shall be the treasurer, or the president or the vice president subject to the transfer of duties to newly elected officers.
Article 10
Bylaws
10-1 Proposed bylaw amendments must be submitted to the Board of Directors. The board will review all proposed bylaw changes.
10-2 The secretary will submit proposed bylaw amendments to the active institutions.
10-3 Bylaws may be amended by a majority vote of active institutions present at a business meeting, or by mail and/or e-mail ballot as stated in Article 2-6.
10-4 The board shall make an appropriate determination and present to the active institutions for ratification any issue when the bylaws are silent on that issue.
