A Chapter of PAUMCS ARTICLE II

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1 A Chapter of PAUMCS ARTICLE I NAME AND ORGANIZATION A. The name of the organization shall be the established in B. The organization is a. a chapter of the Professional Administrators of United Methodist Connectional Structure (PAUMCS) related to the General Council on Finance and Administration of The United Methodist Church ( ): To provide guidance and consultation for continuing education of church secretaries, including establishment of training and certification programs and to provide assistance to the Professional Association of United Methodist Church Secretaries. b. a nonprofit corporation in the state of Michigan with a perpetual corporate term ARTICLE II MISSION STATEMENT The mission of the is to A. a supportive base for the unity and fellowship of its members; promote individual growth, professional development, continuing education, and spiritual enrichment; encourage the training and hiring of United Methodist church secretaries; and serve as an advocate of those emerging concerns that affect church secretaries. ARTCE III MEMBERSHIP A. Membership is open to persons presently or previously engaged in administrative and/or secretarial work in local churches or beyond the local church in any agency of The United Methodist Church, active or retired, paid or volunteer. When reference is made in this document to secretary, it is inclusive of administrative assistant, executive secretaries, office managers, and all others, regardless of title, who serve in this professional capacity. B. Members of The United Methodist Church serving as church administrators in other denominations may be member C. For a member to be in good standing, membership dues must be paid for the current calendar year. D. A retired member may request emeritus status, at one-half (1/2) of yearly dues, but with all the rights of an active member, including election to positions of leadership ARTICLE VI OFFICERS A. Officers of the organization shall be president, vice president, secretary, treasurer, membership secretary, and chairperson of the nominating committee. B. Officers shall be persons presently engaged in administrative and/or secretarial work in local churches or beyond the local church in any agency of The United Methodist Church, active or retired, paid or volunteer. When reference is made in this document to administrator, it is inclusive of administrative assistants, executive secretaries, office managers, and all others, 1

2 regardless of title, who serve in this professional capacity. C. Officers serving as ex officio members of committees shall have voice and vote on the committee. D. The Bylaws specify that the President, Vice President, Secretary and Treasurer shall in addition to holding memberships in Michigan Chapter, will also be members of PAUMCS. As a result, the Executive Board of recommend the membership of contribute up to one half (1/2) of the cost of PAUMCS membership for each officer required to join that organization. E. The Duties of the officers shall be as follows: a. The President shall ii. be considered the spokesman for the organization iii. preside at the annual and executive committee meetings iv. have full funding to attend the annual meeting of PAUMCS v. submit annual report of activities of the organization for printing in the conference Journal. In years when the presidency changes, the previous president shall write the report. vi. Attend sessions of the Michigan Area Conference at the expense of the organization vii. serve ex officio on all committees except the nomination committee viii. in January, file a request for renewal of registration as a chapter of PAUMCS, per PAUMCS chapter guidelines. b. The Vice President shall ii. preside in the absence of the president. iii. assume the office of president should the president resign or become unable to perform for the remainder of the elected term iv. serve as chairperson of the program committee v. serve ex officio on the finance committee c. The Secretary shall ii. serve as corresponding secretary for the organization and recording secretary for the executive committee and annual meetings iii. send copies of the minutes of executive committee meetings to its members and to provide minutes of the previous year s meeting at the annual meeting 1. within 2 weeks of meeting iv. serve ex officio on the bylaws committee v. be responsible for notification to the Newsletter Editor of the annual meeting forty-five (45) days prior to the meeting d. The Treasurer shall ii. Keep financial records for all organizational events iii. Deposit all funds received from any source in a financial institution(s) as determined by the executive committee iv. Provide financial reports at each executive committee meeting; prepare a published annual report to be available at the annual meeting, and a year-end report no later than January 31 v. Serve as chairperson of the Finance Committee vi. Forward dues for members of PAUMCS, including the chapter president, before January 31 vii. serve as the resident agent and submit the Michigan Annual Report for Nonprofit 2

3 Corporations e. The Membership Secretary shall i. be a member of our local chapter ii. send a list of the membership to the conference office to maintain the database iii. process payments of membership dues 1. in November, send reminders to members that dues for the local organization and National PAUMCS should be paid by December February 1, send reminder notices to those who have not sent their dues 3. March 1, delete names from the roster of those whose dues have not been paid and send a list of paid members to the chairperson of the committee on nominations iv. issue membership cards v. serve as registrar for the semi-annual meetings vi. serve ex officio on the program and nominating committees f. The District/Conference center/episcopal office representatives shall i. be nominated by the nominating committee ii. act as liaison between the executive committee and their districts/conference center/episcopal office iii. be responsible for convening a meeting at least once a year for the administrators in their area iv. submit news of their district office activities for publication in the newsletter v. maintain up-to-date mailing lists of the administrators in their area vi. be allowed to voucher up to $20 per year to cover expenses g. Specialists may be appointed by the executive committee. This shall be done at the executive committee meeting prior to the annual meeting. i. S/he shall have completed at least one full year as a United Methodist church administrator. ii. Librarian/statistician shall 1. store pertinent records, such as workshop information, newsletters, minutes, and historical documents of the organization in a central location IE: Central Bay District office 2. keep results of surveys and questionnaires for use by the executive committee and specialists 3. do research for the executive committee concerning the welfare of the organization and its members such as salary trends and annual conference rules iii. Publicity/Promotional Materials Coordinator shall 1. be responsible for creating, updating and maintaining the group website and social media sites. 2. design and implement promotional materials and participants goody bags for chapter workshops and training meetings 3. communicate with executive board on details of promotional programs, feedback and evaluations iv. Newsletter Editor shall 1. Compile, edit, print and mail (or ) the newsletter a minimum of two (2) times per year. By mailing the newsletter, the editor is responsible for notifying all Michigan Area churches of the annual meeting at least thirty (30) days prior to the meeting. 2. submit articles to the Michigan Area MI Connect, district newsletters uplifting PAUMCS and The Michigan Chapter activities. 3

4 ARTICLE V MEETNGS A. An annual meeting shall be held in the fall of each year a. Notification of the annual meeting shall be sent by at least thirty days prior to the meeting to all members. The program committee shall be responsible for this notification b. If the annual meeting date should need to be changed due to extenuating circumstances, which shall be determined by the Executive Committee and notification sent to members c. The agenda for the meeting shall include, but not be limited to, election of officers and adoption of a budget for the next year d. Members, as defined in Article III, who attend are eligible to vote at the annual meeting e. The Executive Committee shall meet at least twice a year and at other times as deemed necessary f. Special meetings may be called at the request of the Executive Committee ARTICLE VI EXECUTIVE COMMITTEE A. There shall be an Executive Committee composed of the Officers and any of the following: Bylaws Chairperson, District/Conference Center Representatives, Publicity Coordinator, Newsletter Editor, Specialists, the immediate past President, and any others deemed necessary by the Executive Committee. B. The Executive Committee shall have interim powers to act for the organization during the period between annual meetings C. New officers shall assume duties January 1 D. The Executive committee shall a. Upon the recommendation of the Finance Committee, consider the budget for presentation at the annual meeting. b. work on goals suggested by members with the board setting the priorities c. delegate duties by forming whatever ad hoc committees it deems necessary. The existence of all ad hoc committees shall be reviewed annually and disbanded if deemed necessary d. at the last meeting prior to the annual meeting, evaluate and appoint all specialists e. hold a special meeting if called by the president or a majority of the executive committee f. Authorize reimbursements at the rate allowed by the Internal Revenue Service at no higher than the rate for volunteers of nonprofit organizations. This shall be paid to members of the Executive Committee when attending committee meetings, if requested, and sufficient funds are available. Members shall pool rides whenever possible g. At the last meeting of the year of the executive committee, the committee on finance shall recommend an auditor(s). The executive committee shall then arrange for an annual audit with a written report to the annual meeting ARTICLE VII COMMITTEES A. The Program committee shall a. be composed of vice president (chairperson), membership secretary, past president or another ex-officer, and others as needed 4

5 b. with the approval of the executive committee, select the location for the annual meeting, plan the program, and oversee the publicity. B. The Nominating committee shall a. be composed of the chairperson, membership secretary, and two members, one of whom shall be elected each year from the floor for a three-year term b. Prepare a slate of candidates for each office of the organization for presentation at the annual meeting. c. Assure that persons who are nominated to be officers have paid their membership dues for the current year and have completed at least one (1) year as a United Methodist Church secretary to be eligible for office. d. Prepare a brief written biography of each nominated candidate for publication in the newsletter to the membership thirty (30) days in advance of the election. e. Fill vacancies on the Executive Committee until such time as a successor is elected. C. The Finance committee shall a. be composed of the treasurer (chairperson), vice president, and a district representative appointed by the president b. prepare an annual budget (January 1 December 31) to coincide with the Michigan Area Conference fiscal year for presentation to the Executive Committee meeting prior to the annual meeting where it will be considered for adoption. c. annually recommend to the executive committee the amount of membership dues i. annual dues shall be established by the organization at its annual meeting to be effective for the following calendar year. ii. any change in the amount of the dues shall be proposed in writing to the membership at least thirty (30) days prior to the annual meeting. d. dues shall be used for the exclusive purpose of supporting the annual budget. e. recommend to the executive committee, at the last meeting of the year, an auditor(s) D. The bylaws committee shall a. be composed of the Chairperson, a Past President, and the Secretary. b. be responsible for keeping the bylaws in good order ARTICLE VIII ELECTIONS A. The Nominating Committee shall prepare a slate of candidates for election at the annual meeting to be mailed to the membership at least thirty (30) days prior to the annual meeting. a. Nominees shall be elected for a one (1) year term and may serve up to three (3) years in any given office. b. Nominations from the floor shall be accepted for any open positions, providing the nominee fulfills the requirements for nomination to the position. c. The president shall appoint three district representatives to serve as tellers. d. A simple majority of votes received shall determine the outcome of the election. e. Any unexpired term of office shall be filled by the Nominating Committee and confirmed by the Executive Committee for the vacated position until the next annual meeting. The person filling the vacancy may serve a full term if elected at the next annual meeting. ARTICLE IX AMENDMENTS A. Proposed amendments shall be submitted to the Executive Committee at least four (4) months prior to the annual meeting for recommendation to the membership for vote. B. Written notice of the proposed amendment(s) shall be mailed to the membership at least thirty (30) days prior to the annual meeting. C. These bylaws can be amended by an affirmative vote of two-thirds (2/3) of the members in 5

6 attendance at the annual meeting. ARTICLE X PARLIAMENTARY AUTHORITY The rules contained in Robert's Rules of Order Newly Revised shall govern all deliberations of the organization in all cases to which they are applicable, and in which they are consistent with these bylaws. ARTICLE XI SCHOLARSHIP In 2018, a Scholarship Fund was established for the Michigan Chapter, a chapter of the Professional Administrators of United Methodist Connectional Structure (PAUMCS) (refer to Article I, B. Name and Organization and Article II Purpose ). A. Establishment of the fund balance shall be from the local chapter treasury and reimbursed by depositing twenty percent (20%) of each annually paid membership dues to the local chapter back to the Scholarship Fund. B. Scholarships will be considered for 1) PAUMCS Certification Class or 2) PAUMCS Annual Conference. C. The local chapter Executive Committee shall determine the number of scholarships to be awarded annually for the Certification Class and/or the PAUMCS Annual Conference with a limit of $ per applicant every three (3) years. Applicant: 1. Must be a current local chapter member in good standing (refer to Article III Membership ). 2. Must request and return the Application for Financial Aid for PAUMCS Annual Conference or Certification form to the current local chapter President. 3. Provide a letter of recommendation from the church pastor including length of time applicant has presently or previously engaged in administrative and/or secretarial work in local churches or beyond the local church in any agency of The United Methodist Church, active or retired, paid or volunteer (refer to Article III Membership ). 4. Be a member in good standing of the National Chapter of the Professional Association of United Methodist Church Secretaries (PAUMCS). Last revision date 6