ARTICLE III: OFFICERS AND DUTIES
Section 1: Officers of WPAM
Section 1.1: An officer is defined as any person whose position is specified in the local group bylaws or who is appointed by the Local Secretary (LocSec) or the Executive Committee (ExComm) to a position with a title and specific responsibilities. All local group officers, whether elected or appointed, must be current members in good standing of AML and WPAM.
Section 1.2: It is the responsibility of all officers of WPAM, voting and non-voting, to act as stewards of the rights of all members of WPAM as granted by the Constitution of Mensa. No officer shall knowingly institute, promote or agree to any policy or action that violates, circumvents or denies said rights.
Section 1.3: The conflict of interest rules stated in the Bylaws of American Mensa for the AMC shall also be applicable to the local group and the ExComm.
Section 1.4: All elected and appointed officers shall turn over all files, equipment, computer software, user IDs, passwords, and materials pertaining to their offices to either their successor(s), to the current LocSec, or to another member of the ExComm no later than four weeks after leaving office unless otherwise stated in these bylaws. All said materials, including original artwork and photographs, may not be transferred to anyone outside the control of WPAM without the express and recorded consent of the ExComm. (Violation of this section may be cause for action by AML, and may also constitute violation of civil law leading to legal action.)
Section 2: Elected Officers
Section 2.1: Executive Committee (ExComm)
Section 2.1(a): The governing body of WPAM shall be an Executive Committee (ExComm), which conducts the business of the local group. The ExComm consists of seven elected voting members.
Section 2.1(b): No member of the ExComm shall hold more than one vote, no matter how many positions he or she holds. Only members of the ExComm, whether elected or appointed as replacements, are permitted to vote on official business.
Section 2.1(c): During the Annual General Membership Meeting (newly elected members of the ExComm may participate remotely pursuant to Article VI Section 4), the newly elected members of the ExComm shall select from among themselves a Local Secretary, a Vice Local Secretary, and a Recording/Corresponding Secretary. Those elected ExComm members without a named position shall be considered Members At Large.
Section 2.1(d): The ExComm shall, between elections, appoint officers to fill any vacancy on the ExComm after publishing notice of such vacancy in the next practical issue of the group newsletter. Said notice shall invite members wishing to serve in that position to attend the next regularly scheduled ExComm meeting, to be held no later than 60 days from the publication of notice of the vacancy. All appointments made by the ExComm shall be published in the next practical issue of the group newsletter. ExComm members so appointed are considered to be elected officers.
Section 2.1(e): The terms of office of elected officers shall be two years from May 1st to April 30th of odd-numbered years, or until installation of a properly qualified successor, except in the case of resignation, succession to higher office as provided in Article III Section 2.3(d), failure to maintain membership, or removal from office as provided in Article VIII. The successor’s term shall be for the remainder of the original term only. “One full term” shall be defined as service of at least seven full months of a term.
Section 2.1(f): Any member of the ExComm, whether elected or appointed, serving two consecutive full terms shall be ineligible to serve further on ExComm until one full year has elapsed following completion of the second term of office.
Section 2.1(g): If an ExComm member is absent from three consecutive scheduled ExComm meetings in any one term, such absences shall constitute automatic resignation from the ExComm. The ExComm by a majority vote of the remaining members may declare such resignation void if extenuating circumstances exist.
Section 2.1(h): Elected members of the ExComm may be removed from office for cause under the provisions of Article VIII of these bylaws.
Section 2.2: Local Secretary (LocSec)
Section 2.2(a): The LocSec shall be the chief executive officer of WPAM, the liaison with other local groups, and the chief point of contact between AML and the local group. The LocSec shall endeavor to pass information to and from the local group in a timely fashion.
Section 2.2(b): The LocSec shall notify AML (through the National Office) and the Regional Vice Chairman (RVC) for the local group within two weeks of the results of elections and of changes in the officers of the group.
Section 2.2(c): The LocSec shall preside at ExComm meetings.
Section 2.2(d): The LocSec shall be an ex officio member of all committees and shall appoint such committees as may be authorized by the Bylaws and/or the ExComm, and as he/she deems appropriate.
Section 2.2(e): The LocSec shall render a condensed annual report and an appropriate operating budget to the ExComm in a timely fashion, with the assistance of the Treasurer and other officers as needed.
Section 2.3: Vice Local Secretary (Vice LocSec)
Section 2.3(a): The Vice LocSec shall assist the LocSec in his/her duties.
Section 2.3(b): The Vice LocSec shall be responsible for taking minutes at ExComm meetings in the absence of the Scribe.
Section 2.3(c): The Vice LocSec shall preside over ExComm meetings in the absence of the LocSec.
Section 2.3(d): The Vice LocSec shall immediately and automatically succeed to the office of LocSec if that office becomes vacant.
Section 2.4: Recording/Corresponding Secretary (Scribe)
Section 2.4(a): The Scribe shall take and maintain minutes of all ExComm meetings, and shall be responsible for maintaining a list of ExComm Actions Still in Effect (ASiEs).
Section 2.4(b): The Scribe shall notify officers and committees of their appointments.
Section 2.4(c): The Scribe shall send notices of all business meetings to the Editor for inclusion in the group newsletter.
Section 2.4(d): The Scribe shall conduct all other necessary official correspondence unless otherwise provided for or ordered by the ExComm.
Section 2.5: ExComm Members At Large
Section 2.5(a): ExComm Members At Large shall attend ExComm meetings, participate in discussions, and vote on ExComm business.
Section 2.5(b): ExComm Members At Large shall perform such other duties as are assigned by the ExComm.
Section 3: Appointed Officers and Committees
Section 3.1: Appointment of Officers
Section 3.1(a): Appointed officers, positions, and committees, including the position of committee chair, are appointed by the LocSec with the approval of the ExComm, and may be removed from office by majority vote of the ExComm unless otherwise stated in these bylaws.
Section 3.1(b): The term of office for all appointed officers and positions expires at the end of the term of office of the current elected officers, unless stated otherwise in these bylaws. The terms of office of the Treasurer, Editor, and Ombudsman do not expire at the end of the term of office of the current ExComm.
Section 3.2: Treasurer
Section 3.2(a): The Treasurer shall be responsible for all financial matters of WPAM.
Section 3.2(b): The Treasurer shall submit to the ExComm a semi-annual financial report to be published in the newsletter, that contains schedules of income, expenses, and balances of all funds under the control of the local group, including Regional Gathering (RG), scholarship, and other special funds. The Treasurer shall ensure that the Local Group shall comply with federal financial reporting requirements.
Section 3.2(c): The Treasurer shall provide to the LocSec or his/her designee (who must also be a voting member of the ExComm), statements from banks and any other institutions where the group’s money is deposited, at least quarterly; shall assist the Editor in the preparation and submission of any postal forms that might be required; and shall maintain a listing of all equipment owned by the local group.
Section 3.2(d): The Treasurer shall automatically be a member ex officio of the ExComm, of any Finance Committee, or of any committee of any kind that requires the collection and/or disbursement of funds.
Section 3.3: Editor
Section 3.3(a): The Editor shall edit the newsletter, and be responsible for gathering, determining, editing, and arranging (style and layout) the text and graphic content of the newsletter; producing, or cause to be produced, mechanical artwork suitable for reproduction for each issue; and establishing mechanical standards, an advertising policy, submission and printing deadlines, fulfillment of postal requirements and all other like matters to guarantee timely delivery of the newsletter. The Editor shall be a member ex officio of the ExComm.
Section 3.3(b): The Editor shall ensure that any member may exercise the right to have any member sponsored activity and/or recognized local or national Special Interest Group (SIG) event listed in the calendar of activities of the group newsletter, provided such activity is within the geographic area encompassed by WPAM and is open to all interested members. Member sponsored local events in conflict with either the Annual General Membership Meeting or the RG may be declined newsletter publicity, at the discretion of the ExComm.
Section 3.3(c): The Editor shall encourage submissions in good taste of any type, controversial or otherwise, from members for publication. The Editor is required to reject outright any submissions that are personal attacks upon members or others, libelous, in violation of US Copyright Law, or of an overwhelmingly vulgar nature meant solely to shock. The Editor has the right to reject an article or letter with a “No Editing” note due to space limitations. In cases of a submission which the Editor considers questionable or unsuitable, the Editor shall attempt to reach an amicable solution with the writer. If this cannot be done, the Editor may withdraw the item and request the ExComm resolve the matter at the next regular business meeting. ExComm has the final authority in a dispute over suitability of material to be published.
Section 3.3(d): The Editor shall turn over all files, materials, computer software, user IDs, passwords, and equipment in good order to the incoming Editor no later than 15 days after the outgoing Editor leaves office.
Section 3.4: Ombudsman
Section 3.4(a): The Ombudsman shall pursue local resolution of disputes, and shall also perform such other duties as may be required for all local group ombudsmen by AML.
Section 3.4(b): The Ombudsman may not be a voting member of the ExComm.
Section 3.5: Regional Gathering Committee
Section 3.5(a): No later than each November 1st of each year, the ExComm shall appoint a Regional Gathering (RG) Committee consisting of an RG Chair and an RG Treasurer, who shall be responsible for organizing and conducting the RG. The term of office of the RG Committee expires on October 31st following the RG.
Section 3.5(b): The RG Chair shall be responsible for appointing RG committee members, shall coordinate the planning of the RG, and shall represent WPAM in the hosting of the RG itself.
Section 3.5(c): The RG Treasurer shall be responsible for the funds collected into and disbursed from the RG account, working with the WPAM Treasurer.
Section 3.5(d): The RG Chair and the RG Treasurer shall jointly draw up an RG budget for the year.
Section 3.6: Election Committee
Section 3.6(a): No later than December 7th of each even-numbered year, the ExComm shall appoint an Election Committee consisting of two or more members who shall be responsible for conducting the election. The term of office of the Election Committee expires on May 31st following the election.
Section 3.6(b): The Election Committee shall conduct the election in accordance with the provisions of Article VII of these bylaws.
Section 3.6(c): No member of the Election Committee may be a voting member of the ExComm or a candidate in the upcoming election.
Section 3.7: Other Appointed Officers
Section 3.7(a): Any number of non-voting officers can be appointed from among the entire membership of WPAM, and shall serve at the pleasure of the ExComm. Non-voting officers shall be considered members ex officio of the ExComm, but may not be counted for a quorum.
Section 3.7(b): Non-voting appointed positions of the local group may include, but are not limited to, Testing Coordinator, Area Coordinators for outlying groups of members, and coordinators for other activities as deemed necessary.
Section 3.7(c): Any officer shall, with the consent of the ExComm, have the right to appoint any member(s) of WPAM to act as committee members, assistants, sub-chairmen or managers to aid him/her in the proper execution of their stated duties.