MARCUMS
Middle Atlantic Region of College
and University Mail Services

"Success Through Teamwork"

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Members Information

By Laws

 

Amended – November 4, 2011 by Elaine Rafferty, Secretary
Amended – October 29, 2010 by Elaine Rafferty, Secretary
Previously amended – September 12, 2004 by Dee Cohick, Secretary


Article 1 – Name

The name of this organization shall be called the Middle Atlantic Region of College and University Mail Services, hereafter called MARCUMS.

Article 2 – Objectives

The objectives of MARCUMS are as follows:

1. To facilitate cooperation and communication among its members through the exchange of knowledge, experience, and technology in the field of mail services at institutions of higher education.
2. To advance the professional capabilities of its members in postal management.
3. To promote the education of its members through conferences and other forums as deemed appropriate.
4. To provide a listserv for MARCUMS members (hosted by Dickinson College).

Article 3 – Policies

MARCUMS shall be non-political, non-sectarian, non-commercial, and non-profit making. Members and invited guests shall be welcome without regard to race, religion, national origin, handicap, gender, age, color, or sexual preference.

Article 4 – Membership

MARCUMS seeks only active memberships. Active membership shall be employees of Colleges, Universities, or Institutions and any other as recommended by the Board and approved by the membership. Members in MARCUMS shall be persons performing administrative and/or supervisory work relating to mail services.

Honorary Membership status includes:

  • Annual dues waived each year
  • No voting rights
  • May attend all MARCUMS functions
  • Not eligible to hold elected office
  • May be appointed by the President to serve on special projects

Eligibility for Honorary Membership status:

  • Any active member may recommend a person for Honorary Membership status
  • Must be voted on and approved by the membership

(Note: Not to be confused with certificate of appreciation.)

Article 5 - Dues and Finances

The financial affairs of MARCUMS shall be transacted by the Treasurer in conjunction with the President or person/persons designated by the President, or in the event of the inability of one or the other to perform by either of the officers in conjunction with the Vice President.

MARCUMS finances shall be derived from the membership dues and conference attendance fees  and secured in an institution approved by the Board of Directors.

MARCUMS members shall pay annual dues to the Treasurer by July 1.

1. Annual dues shall be an amount as determined by the Board of Directors for the full year or part of the remaining year upon joining the association.
2. The fiscal year of MARCUMS shall be from July 1 to June 30. The renewal membership information shall be sent to all active members no later than May 1. A reminder of all unpaid dues will be sent no later than August 1. Any dues still unpaid as of September 1, the members' status will be changed to inactive and membership will automatically be forfeited.
3. Any new members joining MARCUMS between January and June of the fiscal year will have a pro-rated dues payment as deemed by the Board of Directors of one-half the set dues.  The new member will then have to pay the full dues rate at the next membership renewal request.
   

Article 6 – Meetings

The yearly business meeting for MARCUMS membership will be held at the annual conference.  If the conference is cancelled, the membership will be notified in advance.

A special meeting may be called by the President or upon written request by not less than five members or by a majority of the members voting at the regular meeting.

Article 7 – Elections

The Election Committee shall consist of a chairperson appointed by the MARCUMS President at the annual meeting and at least oneo (1) committee members who are also appointed by the President.

The duty of the Election Committee shall be to ensure the timely completion and accuracy of each step of the election process as outlined below:

1.
Solicit from the active membership the names of those willing to serve.
2. Nomination forms will be sent via email or U.S. mail to all active members.  An active member, for the purpose of elections, is defined as a member whose dues are paid in full as of January 1 of the election year.
3. The mailing of the nomination forms shall occur no later than the last day of January of the election year.
4.  Nomination forms must be returned to the Election Committee via U.S. mail and must be postmarked no later than the last day of February of the election year.
5.  Nominated members will be required to submit in writing a brief personal summary which will be included on the election ballot. Personal summaries must be received by the Election Committee no later than March 10 of the election year.
6. To place into nomination the names of the candidates who have agreed to serve, if elected.
7.  Election ballots will be sent via U.S. mail to all active members.
8. The mailing of the election ballots shall occur no later than March 15 of the election year.
9. Election ballots must be returned to the Election Committee via U.S. mail and must be postmarked by April 1 of the election year.
10. The Election Committee shall count the ballots and prepare a report of the election results. This report shall remain confidential within the committee until the next regular executive board meeting.
11. The election results shall be announced to the membership present at the regular meeting and via U.S. mail to the active membership no later than two weeks after that meeting.
12. Voting will be one vote per paid member.

The President shall advise the elected officers that their term of office which shall begin July 1 and shall run for a period of two years terminating on June 30. The Board of Directors shall consist of the President, Vice President, Treasurer, Secretary, Program, Membership, Elections, Professional Development and Publication Chairpersons and the Web Master. The immediate Past President shall be an ex-officio member of the board.

Article 8 - Officer's Duties

President- The duties of the President shall include but not be limited to the following:
1. To have general supervision of the work of MARCUMS.
2. To call and preside at all MARCUMS meetings and Board of Directors meetings.
3. To appoint the chairpersons of all standing committees.
4. To appoint the chairperson for the Elections Committee at the annual meeting.
5. To serve as an ex-officio member of all committees except the Elections Committee.
6. To appoint a committee to audit the association's books on an annual basis.
7. In the event one of the elected officer's positions becomes vacant for any reason the President shall appoint a replacement for the duration of the term of office.
8. Acts as spokesperson for MARCUMS at any given time.

Vice President - In the absence or withdrawal of the President, the Vice President shall perform all the duties of the office of the President and shall perform such duties as may be assigned by the President. The Vice President is responsible for handling internal operations. This means under the direction of the President, the Vice President will lead the committees in performing their individual duties and direct the conference agendas.

Treasurer - The duties of the Treasurer shall be:
1. To have the care and custody of the funds of MARCUMS.
2. To pay out funds upon receipt of invoices signed or approved by the Board of Directors.
3. To prepare and present reports on the financial condition of the association at the Board of Directors’ meeting.
4. In conjunction with the secretary, coordinate and send our annual dues notices and collect dues from members at the beginning of the fiscal year (July 1).


Secretary- The duties of the secretary shall be:
1. To have the care and custody of the records of the association.
2. To record the events of all meetings.
3. To conduct all correspondence related to the association.

Article 9 - Board of Directors

The duties of the Board of Directors shall be:
1. To control and manage the affairs of MARCUMS between meetings.
2. To create, discontinue, or combine standing committees and specify their duties.
3. To adopt rules of procedure for election of officers.
4. To act on all matters involving expenditures of funds.
5. To adopt standing rules necessary to carry on the work of MARCUMS by a majority vote and without previous notice.
6. To consider and make recommendations for resolutions to be presented to the voting body.
7. To assure that proper records are turned over to succeeding officers at the end of the term or of the resignation of an officer.
8. Authorized to speak for MARCUMS on matters concerning upcoming Federal legislation and U.S. Postal Service Policies.
9. Expenses incurred by the Board of Directors while carrying out the duties of their respective office may be reimbursed, if requested.

Program Committee Chairperson - The duties of this position shall be:
1. To solicit topic(s) of general interest and prepare an instructional agenda for each meeting.
2. To arrange for demonstrations of equipment or techniques when appropriate.

Membership Committee Chairperson - The duties of this position shall be:
1. To appoint two (2) additional Committee members.
2. To establish procedures in recruiting new members.
3. To publicize the organization as appropriate.
4. To maintain and update MARCUMS membership directory.

Elections Committee Chairperson - The duties of this position shall be:
1. To organize and oversee the election process for the association.

Professional Development Chairperson
- The duties of this position shall be:
1. To appoint two (2) additional committee members.
2. To research and report any and all professional development information to the membership.
3. To guide the organization members in the professional development area.


Web Master Chairperson - The duties of this position shall be:

  • To maintain MARCUMS Web page.
  • To maintain a history of the association.

Publications Chairperson

  • To coordinate publications of the newsletter.
  • To oversee all publications.
  • To appoint additional members when needed.
  • To coordinate with the Membership Committee to actively use the newsletter as a marketing tool to promote membership.

Article 10
BYLAWS may be amended by two-thirds (2/3) of the membership.
BYLAWS changes must be submitted by the Secretary to the membership prior to the meeting upon which the changes will be voted.
BYLAWS, when silent on an issue, the Board of Directors shall make an appropriate determination and present it to the membership for ratification.

 

Web-C VanHorn
Any questions contact Wes Bower