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Printable Word Version Of This Document

ARTICLE I - NAME AND PURPOSE

SECTION 1

The name of this organization shall be: CHICAGO SOCIAL SECURITY MANAGEMENT ASSOCIATION.

SECTION 2

The purpose of this organization shall be: To cooperate constructively with all responsible officials of the Social Security Administration in the furtherance of the Social Security Administration Statement of Objectives. To give real meaning and effectiveness to the concept of consultation with associations of supervisors. To further the best interests and general welfare of all field office personnel. To foster the highest standards of professionalism. To encourage the establishment of policies that best serve the public interest in accomplishing the mission of our agency. Neither this organization nor any of its members assert the right to strike against the United States Government.

ARTICLE II - MEMBERSHIP

SECTION 1	Membership in this organization shall be open, on a voluntary basis, to all field, TSC, and Hearing Office management and staff specialist personnel in the Chicago Region.
SECTION 2	Application for membership must be in writing, signed by applicant, and received by the Secretary or Treasurer. It is effective upon recording and certification by the Treasurer. The Treasurer will maintain a data base of all management positions in the Chicago Region.
SECTION 3	Members are in good standing as long as they abide by the purposes of the organization and pay their dues. All members may attend general meetings, hold office, petition the Executive Committee, and otherwise participate in the benefits of the organization, unless precluded by Section 5 of this Article.
SECTION 4	This organization shall not discriminate in conditions of membership on the basis of sex, creed, religion, race, color, national origin, age, or political affiliation.
SECTION 5	Those members who retire from Federal Service and who are members of this organization at the time of their retirement shall be eligible for continued membership at reduced rates as specified in Article VIII, Section 1. They shall receive the official newsletter of the organization and will be invited to attend the annual meetings of the organization. They will not be accorded the privilege of voting on issues or officers.
SECTION 6	Membership shall terminate automatically when a member is no longer in good standing or submits a resignation from membership.

ARTICLE III - OFFICERS

SECTION 1	The Executive Committee will consist of the Executive Officers, one representative from each Area 1 through 9, two Representatives at Large (not a facility head), one Representative from the Teleservice Centers and one Representative from OHA. The Executive Officers of this organization shall be: President, two Vice-Presidents, Secretary and Treasurer.
SECTION 2	Only members in good standing shall be eligible to hold officer positions.
SECTION 3	Officers shall serve until their successors take office or are appointed.
SECTION 4	Executive Officer vacancies occurring between elections shall be filled by appointment by a majority vote of the Executive Committee. Area Representatives/Representative at Large vacancies occurring between elections shall be filled by appointment by a majority vote of the Executive Officers.
SECTION 5	The President shall be elected yearly by the membership. All other members of the Executive Committee shall be elected to two year terms. Elections for one Vice-President, the Treasurer, one Operations Supervisor at Large and Area Representatives in odd-numbered areas will be held in odd-numbered years. Elections for one Vice-President, the Secretary, one Operations Supervisor at Large and Area Representatives in even-numbered areas will be held in even-numbered years.

ARTICLE IV - DUTIES OF OFFICERS

SECTION 1	The President shall preside at all meetings, call special meetings, decide questions of order, and perform such other duties as pertain to the office. The President shall also serve as the regional delegate to the National Council.
SECTION 2	The Vice Presidents will assist the President in communications with the membership, distributing regional and national newsletters and other communications as decided by the president. They will coordinate the activities of the Area Representatives in their respective assigned areas. They will assist the President in developing the agenda for regional meetings. The Vice Presidents will also serve, at the choice of the President, in his absence.
SECTION 3	The Secretary shall keep all records, prepare minutes of meetings, and conduct correspondence.
SECTION 4	The Treasurer shall receive and disburse funds, prepare and present financial reports, approve and pay vouchers and perform such other duties as normally pertain to this office. The Treasurer shall be bonded.
SECTION 5	The Area Representatives will serve as the primary communication line to and from the membership. They will be responsible for obtaining the views and recommendations of the membership in their assigned area in order to assure that the wishes of the membership are reflected in any matters considered by the Executive Committee. They will also solicit membership and keep the Treasurer informed of all membership changes occurring in their area.
SECTION 6	The Representatives at Large (not a facility head) shall represent the views of the nonmanagers in all matters considered by the Executive Committee and shall perform other duties assigned by the Executive Committee.

ARTICLE V - EXECUTIVE COMMITTEE

SECTION 1	The officers as defined in Article III shall constitute the Executive Committee.
SECTION 2	This Committee shall conduct the business of the organization between annual or special meetings of the membership.
SECTION 3	This Committee shall inform the membership of internal activities of the Association by such means as minutes of meetings, newsletters, etc. Communications from members to the Committee will be through established area systems, general membership meetings, etc., for consideration by the Executive Committee.
SECTION 4	A quorum for any meeting of this Committee shall be a majority of its members, including at least the President, a Vice President, and the Secretary or their authorized alternate officer.
SECTION 5	Four delegates will be sent to the Annual Meeting of the National Council. Ordinarily, these delegates will be the President, the Vice Presidents, and the newly elected President. Four alternate delegates may also be selected by the Executive Committee. Preference will be given to the Secretary and Treasurer and newly elected Executive Officers, followed by members of the Executive Committee.
SECTION 6	Members of the Executive Committee and their appointees on special and ad hoc committees shall be allowed reasonable reimbursement for travel and related costs.

ARTICLE VI - MEETINGS

SECTION 1	An Annual Meeting of the membership shall be held during the September quarter.
SECTION 2	The Executive Committee will make arrangements for and conduct the Annual Meeting and shall send an appropriate notice to each member at least two weeks before the meetings.
SECTION 3	The Executive Committee shall meet at least three times per fiscal year to conduct internal business and prepare the agenda for the meetings with the Regional Office. Representatives of the Executive Committee shall meet with the Regional Commissioner or his/her designee three times each fiscal year.

ARTICLE VII - NOMINATIONS AND ELECTIONS

SECTION 1	The officers of the Association shall serve one or two year terms as described in Article III, Section 5. Their terms in office shall begin at the conclusion of the Annual Meeting of the Council of Social Security Management Associations. The terms shall then run concurrently with those of the National Council Officers.
SECTION 2	Each year the President shall appoint, with the advice and consent of the Executive Committee, a nominating committee of six members, one from each state, and shall designate the chairperson. No member of the Executive Committee shall be on this committee.
SECTION 3	The Nominating Committee shall prepare a slate of candidates for each elective position. Every effort will be made to assure that candidates nominated for positions other than Area Representatives are representative of the entire region.
SECTION 4	Nominations for any elective position may also be made by a petition signed by at least 10 members and sent to the Secretary prior to the release of ballots.
SECTION 5	Approximately six weeks before the Annual Meeting, the Nominating Committee will prepare and mail the ballots to all members in good standing. Ballots shall be secret and shall be returned to the Chairperson of the Nominating Committee.
SECTION 6	To be counted, ballots must be received by the Nominating Committee on or before the closing date stated on the ballot.
SECTION 7	The Nominating Committee Chairperson will arrange for the ballots to be counted and will report the election results to the President who will be responsible for notifying the general membership of the results.
SECTION 8	An individual may be elected to any position on the Executive Committee for three complete consecutive terms. Individuals may serve in the same position they have previously held, even if they have served the maximum consecutive terms, if at least one year separates the periods of service. This provision will be effective with the elections held in 1997.

ARTICLE VIII - DUES

SECTION 1	Dues of four dollars ($4.00) per pay period ($4.00 per month for retirees) shall be assessed each member.
SECTION 2	Dues shall normally be paid through authorized regular payroll deductions.
SECTION 3	Dues are payable for the first full pay period following the date of certification of membership.
SECTION 4	The financial records shall be audited at least once each year by a committee of members appointed by the Executive Committee. No officer may participate in the audit. The audit results shall be reported promptly in writing to all members.

ARTICLE IX - AMENDMENTS

SECTION 1	Amendments to these bylaws may be proposed by a majority of the Executive Committee.
SECTION 2	Any member in good standing may propose amendments to these bylaws to the Executive Committee to be considered under the provisions of Section 1.
SECTION 3	Amendments shall be considered and voted upon by the membership by mail ballot.
SECTION 4	Amendments must be approved by two-thirds of the members voting.